What is Computer?

A computer is a programmable electronic device that accepts raw data as input and
processes it with a set of instructions (a program) to produce the result as output. It
renders output just after performing mathematical and logical operations and can save the
output for future use. It can process numerical as well as non-numerical calculations. The
term "computer" is derived from the Latin word "computare" which means to calculate.

A computer is designed to execute applications and provides a variety of solutions through

integrated hardware and software components. It works with the help of programs and
represents the decimal numbers through a string of binary digits. It also has a memory that
stores the data, programs, and result of processing. The components of a computer such as
machinery that includes wires, transistors, circuits, hard disk are called hardware. Whereas,
the programs and data are called software.

It is believed that the Analytical Engine was the first computer which was invented by
Charles Babbage in 1837. It used punch cards as read-only memory. Charles Babbage is
also known as the father of the computer.

The basic parts without which a computer cannot work are as follows:

o Processor: It executes instructions from software and hardware.

o Memory: It is the primary memory for data transfer between the CPU and storage.
o Motherboard: It is the part that connects all other parts or components of a
computer.
o Storage Device: It permanently stores the data, e.g., hard drive.
o Input Device: It allows you to communicate with the computer or to input data,
e.g., a keyboard.
o Output Device: It enables you to see the output, e.g., monitor.

Computers are divided into different types based on different criteria. Based on
the size, a computer can be divided into five types:

1. Micro Computer
2. Mini Computer
3. Mainframe Computer
4. Super Computer
5. Workstations
1. Micro Computer:
It is a single-user computer which has less speed and storage capacity than the other types.
It uses a microprocessor as a CPU. The first microcomputer was built with 8-bit
microprocessor chips. The common examples of microcomputers include laptops, desktop
computers, personal digital assistant (PDA), tablets, and smartphones. Microcomputers are
generally designed and developed for general usage like browsing, searching for
information, internet, MS Office, social media, etc.

2. Mini Computer:
Mini-computers are also known as "Midrange Computers." They are not designed for a
single. They are multi-user computers designed to support multiple users simultaneously.
So, they are generally used by small businesses and firms. Individual departments of a
company use these computers for specific purposes. For example, the admission
department of a University can use a Mini-computer for monitoring the admission process.

3. Mainframe Computer:
It is also a multi-user computer capable of supporting thousands of users simultaneously.
They are used by large firms and government organizations to run their business operations
as they can store and process large amounts of data. For example, Banks, universities, and
insurance companies use mainframe computers to store the data of their customers,
students, and policyholders, respectively.

4. Super Computer:
Super-computers are the fastest and most expensive computers among all types of
computers. They have huge storage capacities and computing speeds and thus can perform
millions of instructions per second. The super-computers are task-specific and thus used for
specialized applications such as large-scale numerical problems in scientific and engineering
disciplines including applications in electronics, petroleum engineering, weather forecasting,
medicine, space research and more. For example, NASA uses supercomputers for launching
space satellites and monitoring and controlling them for space exploration.

5. Work stations:
It is a single-user computer. Although it is like a personal computer, it has a more powerful
microprocessor and a higher-quality monitor than a microcomputer. In terms of storage
capacity and speed, it comes between a personal computer and minicomputer. Work
stations are generally used for specialized applications such as desktop publishing, software
development, and engineering designs.
Benefits of Using a Computer:
o Increases your productivity: A computer increases your productivity. For
example, after having a basic understanding of a word processor, you can create,
edit, store, and print the documents easily and quickly.
o Connects to the Internet: It connects you to the internet that allows you to send
emails, browse content, gain information, use social media platforms, and more. By
connecting to the internet, you can also connect to your long-distance friends and
family members.
o Storage: A computer allows you to store a large amount of information, e.g., you
can store your projects, ebooks, documents, movies, pictures, songs, and more.
o Organized Data and Information: It not only allows you to store data but also
enables you to organize your data. For example, you can create different folders to
store different data and information and thus can search for information easily and
quickly.
o Improves your abilities: It helps write good English if you are not good at spelling
and grammar. Similarly, if you are not good at math, and don't have a great
memory, you can use a computer to perform calculations and store the results.
o Assist the physically challenged: It can be used to help the physically challenged,
e.g., Stephen Hawking, who was not able to speak used computer to speak. It also
can be used to help blind people by installing special software to read what is on the
screen.
o Keeps you entertained: You can use the computer to listen to songs, watch
movies, play games and more.

The computer has become a part of our life. There are plenty of things that we do in a day
are dependent on a computer. Some of the common examples are as follows:

1. ATM: While withdrawing cash from an ATM, you are using a computer that enables
the ATM to take instructions and dispense cash accordingly.
2. Digital currency: A computer keeps a record of your transactions and balance in
your account and the money deposited in your account in a bank is stored as a
digital record or digital currency.
3. Trading: Stock markets use computers for day to day trading. There are many
advanced algorithms based on computers that handle trading without involving
humans.
4. Smartphone: The smartphone that we use throughout the day for calling, texting,
browsing is itself a computer.
5. VoIP: All voice over IP communication (VoIP) is handled and done by computers.
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History of Computers
The first counting device was used by the primitive people. They used sticks, stones and
bones as counting tools. As human mind and technology improved with time more
computing devices were developed. Some of the popular computing devices starting with
the first to recent ones are described below;

Abacus
The history of computer begins with the birth of abacus which is believed to be the first
computer. It is said that Chinese invented Abacus around 4,000 years ago.

It was a wooden rack which has metal rods with beads mounted on them. The beads
were moved by the abacus operator according to some rules to perform arithmetic
calculations. Abacus is still used in some countries like China, Russia and Japan. An
image of this tool is shown below;

Napier's Bones
It was a manually-operated calculating device which was invented by John Napier (1550-
1617) of Merchiston. In this calculating tool, he used 9 different ivory strips or bones
marked with numbers to multiply and divide. So, the tool became known as "Napier's
Bones. It was also the first machine to use the decimal point.
Pascaline
Pascaline is also known as Arithmetic Machine or Adding Machine. It was invented
between 1642 and 1644 by a French mathematician-philosopher Biaise Pascal. It is
believed that it was the first mechanical and automatic calculator.

Pascal invented this machine to help his father, a tax accountant. It could only perform
addition and subtraction. It was a wooden box with a series of gears and wheels. When a
wheel is rotated one revolution, it rotates the neighboring wheel. A series of windows is
given on the top of the wheels to read the totals. An image of this tool is shown below;

Stepped Reckoner or Leibnitz wheel

It was developed by a German mathematician-philosopher Gottfried Wilhelm Leibnitz in
1673. He improved Pascal's invention to develop this machine. It was a digital
mechanical calculator which was called the stepped reckoner as instead of gears it was
made of fluted drums. See the following image;

Difference Engine
In the early 1820s, it was designed by Charles Babbage who is known as "Father of
Modern Computer". It was a mechanical computer which could perform simple
calculations. It was a steam driven calculating machine designed to solve tables of
numbers like logarithm tables.
Analytical Engine
This calculating machine was also developed by Charles Babbage in 1830. It was a
mechanical computer that used punch-cards as input. It was capable of solving any
mathematical problem and storing information as a permanent memory.

Tabulating Machine
It was invented in 1890, by Herman Hollerith, an American statistician. It was a
mechanical tabulator based on punch cards. It could tabulate statistics and record or sort
data or information. This machine was used in the 1890 U.S. Census. Hollerith also
started the Hollerith?s Tabulating Machine Company which later became International
Business Machine (IBM) in 1924.

Differential Analyzer
It was the first electronic computer introduced in the United States in 1930. It was an
analog device invented by Vannevar Bush. This machine has vacuum tubes to switch
electrical signals to perform calculations. It could do 25 calculations in few minutes.
Mark I
The next major changes in the history of computer began in 1937 when Howard Aiken
planned to develop a machine that could perform calculations involving large numbers.
In 1944, Mark I computer was built as a partnership between IBM and Harvard. It was
the first programmable digital computer.

Generations of Computers
A generation of computers refers to the specific improvements in computer technology
with time. In 1946, electronic pathways called circuits were developed to perform the
counting. It replaced the gears and other mechanical parts used for counting in previous
computing machines.

In each new generation, the circuits became smaller and more advanced than the
previous generation circuits. The miniaturization helped increase the speed, memory and
power of computers. There are five generations of computers which are described below;

First Generation Computers

The first generation (1946-1959) computers were slow, huge and expensive. In these
computers, vacuum tubes were used as the basic components of CPU and memory.
These computers were mainly depended on batch operating system and punch cards.
Magnetic tape and paper tape were used as output and input devices in this generation;

Some of the popular first generation computers are;

 o ENIAC ( Electronic Numerical Integrator and Computer)
o EDVAC ( Electronic Discrete Variable Automatic Computer)
o UNIVACI( Universal Automatic Computer)
o IBM-701
o IBM-650

Second Generation Computers

The second generation (1959-1965) was the era of the transistor computers. These
computers used transistors which were cheap, compact and consuming less power; it
made transistor computers faster than the first generation computers.

In this generation, magnetic cores were used as the primary memory and magnetic disc
and tapes were used as the secondary storage. Assembly language and programming
languages like COBOL and FORTRAN, and Batch processing and multiprogramming
operating systems were used in these computers.

Some of the popular second generation computers are;

o IBM 1620
o IBM 7094
o CDC 1604
o CDC 3600
o UNIVAC 1108

Third Generation Computers

The third generation computers used integrated circuits (ICs) instead of transistors. A
single IC can pack huge number of transistors which increased the power of a computer
and reduced the cost. The computers also became more reliable, efficient and smaller in
size. These generation computers used remote processing, time-sharing, multi
programming as operating system. Also, the high-level programming languages like
FORTRON-II TO IV, COBOL, PASCAL PL/1, ALGOL-68 were used in this generation.

Some of the popular third generation computers are;

o IBM-360 series
o Honeywell-6000 series
 o PDP(Personal Data Processor)
o IBM-370/168
o TDC-316

Fourth Generation Computers

The fourth generation (1971-1980) computers used very large scale integrated (VLSI)
circuits; a chip containing millions of transistors and other circuit elements. These chips
made this generation computers more compact, powerful, fast and affordable. These
generation computers used real time, time sharing and distributed operating system. The
programming languages like C, C++, DBASE were also used in this generation.

Some of the popular fourth generation computers are;

o DEC 10
o STAR 1000
o PDP 11
o CRAY-1(Super Computer)
o CRAY-X-MP(Super Computer)

Fifth Generation Computers

In fifth generation (1980-till date) computers, the VLSI technology was replaced with
ULSI (Ultra Large Scale Integration). It made possible the production of microprocessor
chips with ten million electronic components. This generation computers used parallel
processing hardware and AI (Artificial Intelligence) software. The programming
languages used in this generation were C, C++, Java, .Net, etc.

Some of the popular fifth generation computers are;

o Desktop
o Laptop
o NoteBook
o UltraBook
o ChromeBook

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Computer Components
There are 5 main computer components that are given below:

o Input Devices
o CPU
o Output Devices
o Primary Memory
o Secondary Memory

The operations of computer components are given below:

1) Inputting: It is the process of entering raw data, instructions and information into
the computer. It is performed with the help of input devices.

2) Storing: The computer has primary memory and secondary storage to store data and
instructions. It stores the data before sending it to CPU for processing and also stores the
processed data before displaying it as output.

3) Processing: It is the process of converting the raw data into useful information. This
process is performed by the CPU of the computer. It takes the raw data from storage,
processes it and then sends back the processed data to storage.

4) Outputting: It is the process of presenting the processed data through output

devices like monitor, printer and speakers.

5) Controlling: This operation is performed by the control unit that is part of CPU. The
control unit ensures that all basic operations are executed in a right manner and
sequence.

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Input Devices
Input device enables the user to send data, information, or control signals to a computer.
The Central Processing Unit (CPU) of a computer receives the input and processes it to
produce the output.

Some of the popular input devices are:

1. Keyboard
2. Mouse
3. Scanner
4. Joystick
5. Light Pen
6. Digitizer
7. Microphone
8. Magnetic Ink Character Recognition (MICR)
9. Optical Character Reader (OCR)

1) Keyboard
The keyboard is a basic input device that is used to enter data into a computer or any
other electronic device by pressing keys. It has different sets of keys for letters,
numbers, characters, and functions. Keyboards are connected to a computer through
USB or a Bluetooth device for wireless communication.

Types of keyboards: There can be different types of keyboards based on the region
and language used. Some of the common types of keyboards are as follows:

i) QWERTY Keyboard:

It is the most commonly used keyboard with computers in modern times. It is named
after the first six letters of the top row of buttons and is even popular in countries that
do not use Latin-based alphabet. It is so popular that some people think that it is the
only type of keyboard to use with computers as an input device.

ii) AZERTY Keyboard:

It is considered the standard French keyboard. It is developed in France as an alternative

layout to the QWERTY layout and is mainly used in France and other European countries.
Some countries have manufactured their own versions of AZERTY.

Its name is derived from the first six letters that appear on the top left row of the
keyboard. The Q and W keys in AZERTY keyboard are interchanged with A and Z keys in
QWERTY keyboard. Furthermore, in AZERTY keyboard M key is located to the left of the L
key.

AZERTY keyboard differs from QWERTY keyboard not only in the placement of letters but
also in many other ways, e.g., it gives emphasis on accents, which is required for writing
European languages like French.

iii) DVORAK Keyboard:

This type of keyboard layout was developed to increase the typing speed by reducing the
finger movement while typing. The most frequently used letters are kept in a home row
to improve typing.

2) Mouse
The mouse is a hand-held input device which is used to move cursor or pointer across
the screen. It is designed to be used on a flat surface and generally has left and right
button and a scroll wheel between them. Laptop computers come with a touchpad that
 works as a mouse. It lets you control the movement of cursor or pointer by moving your
finger over the touchpad. Some mouse comes with integrated features such as extra
buttons to perform different buttons.

The mouse was invented by Douglas C. Engelbart in 1963. Early mouse had a roller ball
integrated as a movement sensor underneath the device. Modern mouse devices come
with optical technology that controls cursor movements by a visible or invisible light
beam. A mouse is connected to a computer through different ports depending on the
type of computer and type of a mouse.

Output Devices
The output device displays the result of the processing of raw data that is entered in the
computer through an input device. There are a number of output devices that display output
in different ways such as text, images, hard copies, and audio or video.

Some of the popular output devices are:

1. Monitor
o CRT Monitor
o LCD Monitor
o LED Monitor
o Plasma Monitor
2. Printer
o Impact Printers
A. Character Printers
i. Dot Matrix printers
ii. Daisy Wheel printers
B. Line printers
i. Drum printers
ii. Chain printers
o Non-impact printers
A. Laser printers
B. Inkjet printers
3. Projector

Central Processing Unit (CPU)

Central processing unit carries out all important functions of a computer. It receives
instructions from both the hardware and active software and produces output accordingly. It
is also called processer, central processor and microprocessor. It stores all important
programs like operating system and application software. It also helps Input and output
devices to communicate with each other.

Generally, a CPU has three components:

o ALU (Arithmetic Logic Unit)

o Control Unit
o Memory or Storage Unit

Memory: It is called Random access memory (RAM). It temporarily stores data, programs
and intermediate and final results of processing.

Control Unit: It controls and coordinates the functioning of all parts of computer. It does
not involve in processing and storing data.

ALU: It performs arithmetic and logical functions. Arithmetic functions include addition,
subtraction, multiplication and division. Logical functions mainly include selecting,
comparing and merging the data.

Hardware
All tangible physical components of computer and the devices connected to it are hardware.
Some of the popular examples of computer hardware are CPU, motherboard, monitor,
mouse and keyboard.
Motherboard
Motherboard is generally a thin circuit board that holds together almost all parts of
computer except input and output devices. All crucial hardware like CPU, memory, hard
drive and ports for input and output devices are located on the motherboard. It allocates
power to all hardware located on it and enables them to communicate with each other.

Monitor
It is the display unit of the computer. It is the basic output device that renders the
processed data as text, images, audio or video.

Keyboard
It is the basic input device that is used to input data into the computer. It has different sets
of keys to enter numbers, characters and symbols.

Mouse
It is an input device that is used to point to or select objects on the display screen of
computer.

Software
It is a set of programs that enables the hardware to perform a specific task. All the
programs that run the computer are software. Software is of two types; system software
and application software.

1) System Software
System software is the main software that runs the computer. When you turn on the
computer it activates the hardware and controls and coordinates their functioning. The
application programs are also controlled by system software. Operating system is an
example of system software.
Operating System
Operating system is the system software that works as an interface to enable the user
communicate with the computer. It manages and coordinates the functioning of hardware
and software of the computer. The commonly used operating systems are Microsoft
Windows, Linux and Apple Mac OS X

2) Application Software
Applications software is a set of programs designed to perform a specific task. It does not
control or coordinate the working of computer. A computer can run without application
software. Application software can be easily installed or uninstalled as required. Microsoft
Office Suite, Adobe Photoshop and any other software like payroll software or income tax
software are application software.

Computer Memory
The computer memory holds the data and instructions needed to process raw data and
produce output. The computer memory is divided into large number of small parts known as
cells. Each cell has a unique address which varies from 0 to memory size minus one.

Computer memory is of two types: Volatile (RAM) and Non-volatile (ROM). The secondary
memory (hard disk) is referred as storage not memory.

But, if we categorize memory on behalf of space or location, it is of four types:

o Register memory
o Cache memory
o Primary memory
o Secondary memory
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o Register Memory
o Register memory is the smallest and fastest memory in a computer. It is located in
the CPU in the form of registers. A register temporarily holds frequently used data,
instructions and memory address that can be quickly accessed by the CPU.

o
Cache Memory
It is small in size but faster than the main memory. The CPU can access it more quickly than
the primary memory. It holds the data and programs frequently used by the CPU. So if the
CPU finds the required data or instructions in cache memory it doesn't need to access the
primary memory (RAM). Thus, it speeds up the system performance.

Primary Memory
Primary Memory is of two types: RAM and ROM.

RAM (Volatile Memory)

It is a volatile memory. It means it does not store data or instructions permanently. When
you switch on the computer the data and instructions from the hard disk are stored in RAM.

CPU utilizes this data to perform the required tasks. As soon as you shut down the computer
the RAM loses all the data.

ROM (Non-volatile Memory)

It is a non-volatile memory. It means it does not lose its data or programs that are written
on it at the time of manufacture. So it is a permanent memory that contains all important
data and instructions needed to perform important tasks like the boot process.

Secondary Memory
The storage devices in the computer or connected to the computer are known as secondary
memory of the computer. It is non-volatile in nature so permanently stores the data even
when the computer is turned off. The CPU can't directly access the secondary memory. First
the secondary memory data is transferred to primary memory then CPU can access it.

The hard disk, optical disk and pen drive are some of the popular examples of secondary
memory or storage of computer.
Hard disk
It is a rigid magnetic disc that is used to store data. It permanently stores data and is
located within a drive unit.

Optical disk
It has a plastic coating. The data in optical disc is recorded digitally and the recorded data is
read with laser that scans its surface.

Pen drive
It is a compact secondary storage device. It is connected to a computer through a USB port
to store or retrieve data.

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Memory Units
Memory units are used to measure and represent data. Some of the commonly used
memory units are:

1) Bit: The computer memory units start from bit. A bit is the smallest memory unit to
measure data stored in main memory and storage devices. A bit can have only one
binary value out of 0 and 1.

2) Byte: It is the fundamental unit to measure data. It contains 8 bits or is equal to 8

bits. Thus a byte can represent 2*8 or 256 values.

3) Kilobyte: A kilobyte contains 1024 bytes.

4) Megabyte: A megabyte contains 1024 kilobytes.

5) Gigabyte: A gigabyte contains 1024 megabyte.

6) Terabyte: A terabyte contains 1024 gigabytes.

Next Computer Network

A network set up by connecting two or more computers through communication channels is
called computer network. It enables computers communicate with each other and to share
commands, data and hardware and software resources.
The popular computer networks are:

o Local Area Network (LAN)

o Metropolitan Area Network (MAN)
o Wide Area Network (WAN)

Local Area Network (LAN)

As the name suggests, the local area network is confined to small geographical area like
within an office, company, school or any other organization. Ethernet cables are used to set
up LAN.

Metropolitan Area Network (MAN)

Metropolitan area network extends over a metropolitan area like a city or town. It is set up
by connecting the local area networks of the city or town. It is ideal for the people of a
particular region to share data or information.
Wide Area Network (WAN)
Wide area network covers large geographical area. It is not confined within office, school or
a town. It is mainly set up by telecommunication lines. Big organizations like banks and
multinational companies communicate with their branches and customers through WAN.
Internet that we use is also a WAN.

Computer Virus
Computer viruses are unwanted software programs or piece of codes that interfere with the
functioning of computer. They spread through contaminated files, data and insecure
networks. Once it enters your system it can replicate to produce copies of itself. These
copies of virus enable it to spreads from one program to other program of computer and
from one infected computer to other computer.

Types of Computer Virus

Overwrite Virus
Overwrite virus is the simplest computer virus. It overwrites the code of infected file with its
own malicious code. The content of infected file is replaced partially or completely but the
size of file does not change.

Macro Virus
Macro virus alters or infects the macros of a document or data file. It is embedded as macro
in a document and adds its codes to the macros of the document. The virus spreads when
infected documents or data files are opened in other computers.

Boot Virus
Boot virus or boot sector virus alters the boot sector program stored in hard disk or any
other storage device. It replaces the boot sector program with its own malicious version.
Usually it enters into your system through corrupt media files, infected storage devices and
insecure computer networks.

Resident Virus
Resident virus stays permanently in the primary memory (RAM) of computer. When you
start the computer it becomes active and corrupts the files and programs running on the
computer.

Multipartite Virus
Multipartite virus spreads and infects in multiple ways. It infects both the files as well as the
boot sector.
File Infector Virus
It is one of the commonly found computer viruses. It particularly infects the executable
files; the files with .com or .exe extensions. The virus becomes active when the infected file
is executed. The active virus overwrites the file partially or completely. Thus it may destroy
the original file partially or completely.

Computer Worm
Computer worm is similar to virus but is technically different from virus. It can replicate and
spread like virus but unlike viruses it don't need a host program to spread. Being able to
self replicate it can produce multiple copies of itself. It spreads through networks such as an
email sent to an infected email id can infect your system with computer worm.

Trojan Horse
Trojan horse is a malware like a virus or worm but it is technically different from both. It
can't replicate like virus and worm. Trojan horse hides itself in a program. Once you install
any such program the trojan horse enters into your computer. It can provide unauthorized
access to your computer, send your files to other computers and may delete files or can
make other unwanted changes in your computer.

Number Systems
The language we use to communicate with each other is comprised of words and characters.
We understand numbers, characters and words. But this type of data is not suitable for
computers. Computers only understand the numbers.

So, when we enter data, the data is converted into electronic pulse. Each pulse is identified
as code and the code is converted into numeric format by ASCII. It gives each number,
character and symbol a numeric value (number) that a computer understands. So to
understand the language of computers, one must be familiar with the number systems.

The Number Systems used in computers are:

o Binary number system

o Octal number system
o Decimal number system
o Hexadecimal number system

Binary number system

It has only two digits '0' and '1' so its base is 2. Accordingly, In this number system, there
are only two types of electronic pulses; absence of electronic pulse which represents '0'and
presence of electronic pulse which represents '1'. Each digit is called a bit. A group of four
bits (1101) is called a nibble and group of eight bits (11001010) is called a byte. The
position of each digit in a binary number represents a specific power of the base (2) of the
number system.

Octal number system

It has eight digits (0, 1, 2, 3, 4, 5, 6, 7) so its base is 8. Each digit in an octal number
represents a specific power of its base (8). As there are only eight digits, three bits (23=8)
of binary number system can convert any octal number into binary number. This number
system is also used to shorten long binary numbers. The three binary digits can be
represented with a single octal digit.

Decimal number system

This number system has ten digits (0, 1, 2, 3, 4, 5, 6, 7, 8, 9) so its base is 10. In this
number system, the maximum value of a digit is 9 and the minimum value of a digit is 0.
The position of each digit in decimal number represents a specific power of the base (10) of
the number system. This number system is widely used in our day to day life. It can
represent any numeric value.

Hexadecimal number system

This number system has 16 digits that ranges from 0 to 9 and A to F. So, its base is 16. The
A to F alphabets represent 10 to 15 decimal numbers. The position of each digit in a
hexadecimal number represents a specific power of base (16) of the number system. As
there are only sixteen digits, four bits (24=16) of binary number system can convert any
hexadecimal number into binary number. It is also known as alphanumeric number system
as it uses both numeric digits and alphabets.

Internet
Internet is a global network that connects millions of computers across the world. It uses
standard internet protocol suite (TCP/IP) to connect billions of computer users worldwide. It
is set up by using electronic, wireless and networking technologies. It is the fastest mean of
sending or exchanging information and data between computers across the world.

It is believed that the internet was developed by "Defense Advanced Projects Agency"
(DARPA) department of United States. And, it was first connected in 1969.

Some of the popular online services provided by the Internet are:

World Wide Web: It is a collection of billions of web pages or documents that can be
viewed with a web browser.

Email: It enables the users to send or receive messages online.

Social media: It includes the websites and apps that enable the users to share pictures,
comments, audio and video.

Online games: People can play online games if they have internet access.

Software updates: People can download latest versions of operating system, application
software and other software from the internet.

Intranet
The intranet is a private network that belongs to a particular organization. It is designed for
the exclusive use of an organization and its associates such as employees, customers, and
other authorized people. It offers a secure platform to convey information and share data
with the authorized users. Confidential information, database, links, forms, and applications
can be made available to the staff through the intranet. So, it is like a private internet or an
internal website that is operating within an organization to provide its employees access to
its information and records. Each computer in intranet is identified by a unique IP Address.

It is based on internet protocols (TCP/IP) and is protected from unauthorized access with
firewalls and other security systems. The firewall monitors the incoming and outgoing data
packets to ensure they don't contain unauthorized requests. So, users on the intranet can
access the internet, but the internet users can't access the intranet if they are not
authorized for it. Furthermore, to access the intranet, the authorized user is required to be
connected to its LAN (Local Area Network).

Some of the benefits of the intranet are:

o It is cheap and easy to implement and run.

o It enables the company to share its data, information, and other resources among
employees.
o It provides a secure space to store and develop applications to support business
operations.
o It improves the efficiency of the company by speeding up workflow and reducing
errors.
o It offers a testing platform for new ideas before they are uploaded on the company's
internet webpage.
o Information is shared in real-time or updates are reflected immediately to all the
authorized users.
o Modern intranets also offer a mobile app that allows employees to stay connected on
the go.
How the Intranet Works
Intranet basically comprises three components: a web server, intranet platform,
applications. The web server is hardware that contains all the intranet software and data. It
manages all requests for files hosted over the server and finds the requested files and then
delivers it to the user's computer.

The intranet platform, which is software, allows communication tools, collaboration apps,
and databases work seamlessly with each other. It is tailored to specific needs of a
business.

The applications are required to enable users to work smoothly. They are the computing
tools that allow users to do their work, communicate, and coordinate with each other and
retrieve and store information.

Furthermore, the user who wants to access the intranet is required to have a special
network password and should be connected to the LAN. A user who is working remotely can
gain access to the intranet through a virtual private network (VPN) that allow them to sign
in to the intranet to access the information.

Website
Website is a collection of related web pages that may contain text, images, audio and video.
The first page of a website is called home page. Each website has specific internet address
(URL) that you need to enter in your browser to access a website.

Website is hosted on one or more servers and can be accessed by visiting its homepage
using a computer network. A website is managed by its owner that can be an individual,
company or an organization.

A website can be of two types:

o Static Website
o Dynamic Website

Static website
Static website is the basic type of website that is easy to create. You don't need web
programming and database design to create a static website. Its web pages are coded in
HTML. The codes are fixed for each page so the information contained in the page does not
change and it looks like a printed page.
Dynamic website
Dynamic website is a collection of dynamic web pages whose content changes dynamically.
It accesses content from a database or Content Management System (CMS). Therefore,
when you alter or update the content of the database, the content of the website is also
altered or updated.

Dynamic website uses client-side scripting or server-side scripting, or both to generate

dynamic content.

Client side scripting generates content at the client computer on the basis of user input. The
web browser downloads the web page from the server and processes the code within the
page to render information to the user.

In server side scripting, the software runs on the server and processing is completed in the
server then plain pages are sent to the user.

Troubleshoot
Updated: 08/02/2019 by Computer Hope

To troubleshoot is the process of solving a problem or

determining a problem to an issue. Troubleshooting often
involves the process of elimination, where a technician will
follow a set of steps to determine the problem or resolve the
problem.

 Computer troubleshooting overview.

 Other computer hardware and software troubleshooting.

 What to do if troubleshooting doesn't help?

 Related troubleshooting pages.

Computer troubleshooting overview
Below is a brief overview of the basics of
troubleshooting a computer problem. Following these
steps can help identify or solve most computer problems.

Is the computer turning on?

If the computer or display is not turning on, you can

quickly determine that the computer has a connection or
other hardware issue. Follow either of the links below for
steps in troubleshooting these problems.

 No power or computer does not turn on.

 No display or black screen on a computer monitor.

Any error messages?

If you're getting any error messages, write down the error

and searchfor that error message. Computer Hope and
millions of other Internet sites have documents relating
to error messages.

Reboot the computer

If the computer is acting strange, frozen, or encountering

errors and can boot, reboot the computer. Often
rebooting the computer can solve many computer issues.
We highly recommend not doing any of the steps below
until the computer is rebooted.

 How to restart Microsoft Windows.

Has any new hardware or software been added?

If any new hardware devices have been connected to the

computer or any new software is installed, it may be the
cause of your problem. Try removing the hardware,
or uninstalling the program, then rebooting your
computer. If the problem goes away, that's a strong sign
that the new hardware/software was causing the problem.

Has the computer moved?

If your desktop computer was moved recently, something

may have come loose inside the computer. A cable might
be loose, or modular hardware such as
your RAM or GPU may need to be reseated.

You can open your computer case to inspect your

hardware for any loose connections. Before touching the
hardware inside your computer, always make sure the
computer is properly powered off, and that you are
physically grounded. Grounding yourself will ensure
that electrostatic discharge does not travel from your
fingers to your hardware, which can damage the
circuitry.

BACK UP
A backup is a copy of one or more files created as an alternate in case the original data
is lost or becomes unusable. For example, you may save several copies of a research
paper on your hard drive as backup files in case you decide to use a previous revision.
Better yet, you could save the backups to a USB flash disk, which would also protect
the files if the hard drivefailed.
Hard drives are meant to run for many years without crashing. But just like all
electronic devices, they are not immune to problems. Because they are not solid
state devices, hard drives rely on moving parts to access data, which can malfunction
and cause your data to become unrecoverable. If you need proof of how fragile hard
drives really are, go to your local computer store and have someone show you an open
hard drive. When you realize all your data is stored in such a small, delicate device,
you may have a new understanding of why you need to backup your data.
But it's not just hardware malfunctions you have to worry about. Software corruption
can also damage your files. Directory structures can become damaged and cause
entire folders to disappear. Files can be mistakenly deleted or corrupted by viruses or
other software attacks. Program installation conflicts can make applications or files
unusable. There are unfortunately many ways for your data to become damaged or
disappear.
That is why it is so important to backup your data. Most people don't realize the
importance of having a backup until it is too late. Of course, when you have lost years
of photos, school papers, business documents, e-mail archives, music, movies, or any
other data that you cannot recover, the importance of having a backup becomes all too
real.
So how do you backup your data? The best way is to use an external storage device,
such as an external hard drive, flash memory device, or even another computer. You
can also create permanent backups using optical media, such as CD-R and DVD-
R discs. Backing up individual folders and files is as easy copying them from the
source media (your computer's hard disk) to the destination (an external hard drive). If
you want to backup your entire system or would like to have regular backups
automatically performed, you can use backup software that will backup your data for
you. Many programs are available for both Mac and Windows that provide automatic
backups and system restore capabilities.
If you have not yet backed up your hard drive, now is a good time to do so. It's much
better to back up your data now than once it is too late.
Have there been any power outages or electrical
storms?

A computer that is not running on a UPS may improperly

turn off during a power outage or brownout. When a
computer is improperly shut down, data corruption and
in some cases even hardware failure can occur.

If the computer is not connected to a surge protector and

there have been electrical storms, a power surge may
have caused damage to hardware in the computer.

Reconnect and check power cords

If the computer is not getting enough power or the power

is getting interrupted, the computer can encounter
problems. Disconnect your power cables from any power
strip or UPS and connect the computer directly to a
known good wall outlet.
Update drivers or install latest patches

Hardware manufacturers frequently release

updated device drivers and firmware to keep their
hardware compatible with changes in technology. If
you're encountering a hardware issue, make sure that the
latest drivers for that device are installed.

Similarly, your operating system and the software

installed on your computer may also have an
available patch that might resolve any problems you are
having. Make sure your OS and software are up-to-date.

 How to update a Windows computer.

Scan for malware and viruses

Computer viruses and malware can cause a variety

problems, from system slowness to inability to start the
operating system.

 How do I remove malware and viruses from my computer?

When was the computer last running with no

problems?

If the computer has worked in the past and you're

running Microsoft Windows consider running a
Windows system restore to restore the computer back to
an earlier date. The system restore will not erase any data
but will get settings back to how they were on an earlier
date.

Other computer hardware and software troubleshooting

Below are more specific troubleshooting steps related to
specific computer hardware and software.

Hardware related troubleshooting

 Why won't my computer turn on?

 My laptop computer screen is black.

 No display or black screen on a computer monitor.

 No keys on my keyboard work.

 My laptop mouse touchpad is not working.

 Mouse not being detected or working in Windows.

 General printer troubleshooting.

 Why do my computer speakers not work?

 How to fix missing or lost sound in Windows.

 General microphone troubleshooting.

 Why is my Wi-Fi not working?

 Basic network troubleshooting.

 How to test a computer motherboard and CPU for failures.

 How to test computer memory to determine if it's bad.

 How to test a hard drive for failures.

 General scanner troubleshooting.

 CD-ROM is getting power but does not work.

 Basic floppy disk drive troubleshooting.

Software related troubleshooting
 Why am I unable to receive or send an e-mail.

 Basic software troubleshooting.

 Computer game troubleshooting.

What to do if troubleshooting doesn't help?

The goal of troubleshooting is to try to isolate the
problem by eliminating the possible problems one at a
time. If you've gone through all the steps on this page
and you're still not sure what the problem is, you should
bring the computer to a repair shop and have the issue
evaluated by an expert.

ANTIVIRUS

Have you ever lost extremely important documents due to computer viruses and corrupted data?
Maybe yes, maybe no but regardless, it is important to always keep yourself ready in case of viral
attacks being made against your device. The importance of antivirus software is largely forgotten
by many. However, this is a necessary investment, since it protects you from losing data from
corrupted files or from hackers. These virtual terrorists pose a serious threat to your finances and
online identity.

Benefits of Using Antivirus Software

There are many advantages that you can receive from using virus protection. Some examples of these
benefits include:

1. It protects you from becoming a victim of identity theft

(and consequently, cybercrimes). The software does this by blocking computer viruses with their
antivirus protection features.
2. It keeps your data from being corrupted, which will save you a lot of time and effort. Not to
mention protection from losing important files and documents.
3. Antivirus programs can speed up your computer, as they will also de-clutter cached threats.
4. It protects your shared networks from virus attacks such as Trojan Horses.
5. Lastly, having antivirus is important because it can save you a lot of money as well.
The importance of antivirus software is apparent, and with the listed advantages above, having
one installed on your computer should be a top priority. We can also help you find the best antivirus
software to fit your needs.

Quick tips for the Selection Process

Here are a few quick tips in choosing the best antivirus software:
1. First of all know the level of threat that you can potentially face with viruses by determining how
you mainly use your device. Do you use it for payments? Maybe you use it for online banking
and credit card purchases? Do you use it for presentations at work? Think about things of this nature.
2. Another important step is determine which antivirus software is less taxing for your device. This
means that you should select antivirus software which requires minimal work from your computer.
3. Make sure that you’re getting what you pay for. Read reviews and conclude that the prices are
reasonable. Reading reviews can also help you determine which antivirus software should be
avoided.
With this on hand, the importance of antivirus software is further highlighting your need of getting
one. If you are confused and you need technical support, our team is here to help you!
← prevnext →
ANTIVIRUS SOFTWARE NAMES
There are many antivirus software are available in market to protect your system from virus
attack or malicious threats.

List of antivirus software are given below:-

 Norton
 AVG
 Optimo AV
 Mcafee
 Avira
 Bitdefender
 Pandasecurity
 Eset
 QuickHeal
 Kaspersky
 Immunet
 Malwarebytes is known for cleaning up even the latest types of malwares that
even top antivirus programs may not be able to detect. It is light, fast and cleans
up 99% of the malwares. However, with the free version you will only be able
to clean up your PC that is already infected, no real-time protection is provided.

 You will have to manually scan the PC every now and then to ensure your PC
is free of malware. For real-time protection, you will have to upgrade to the
 Premium version that offers real-time protection and few internet protection
features. It is recommended that Malwarebytes free version should always be
used alongside another antivirus program that offers real-time protection (like
Avast). Furthermore, Malwarebytes focuses on latest threats and may left out
old types of malwares that other antivirus programs can easily detect, the above
tip help here as well.
 Price: Free/ $24.95/year for upto 3 PCs.
 4. AVG AntiVirus


 AVG AntiVirus and Avast are quite similar when it comes to free antivirus
programs. They offer same level of protection along with similar features.
AVG free version will protect you against most of the malware threats and
alongside you will also get email and link protection. For most people, these
features should be more than enough.
 If you want more, then you can opt for premium version. With the premium
version, you will get complete internet security, including safe downloads,
online and offline data encryption and complete payment protection.
 Price: Free/ Premium version for $39.99
 5. Norton


 Norton is a renowned brand in this field and has been protecting millions of
users from the latest threats. Norton doesn’t come with any free version, but for
$69.99/year, you can get complete PC and online protection along with some
other handy tools like, bootable recovery tool and file backup, etc.
 Norton offers 100% virus removal guarantee (no one else offer this), and
claims it will refund all the money if they are unable to remove any malware.
Although it offers astounding protection, but it is also known to be resource
heavy and it even struggles in AV-Test performance criteria. Some of its
features include, child internet usage protection, up-to-minute updates,
browsing protection and complete malware and Internet usage protection.
 Price: $69.99/year for a single device
Important Full Forms of Computer
Related Terms – Computer Hindi Notes
Computer Science: Abbreviations - GK Mirror

1GL : First-Generation Programming Language

2GL : Second-Generation Programming Language
3GL : Third-Generation Programming Language
4GL : Fourth-Generation Programming Language
5GL : Fifth Generation Programming Language

ALGOL : Algorithmic Language

ALU : Arithmetic and Logical Unit
ANSI : American National Standards
ARPA : Advanced Research Projects Agency
ATM : Asynchronous Transfer Mode

BASIC : Beginner's All-Purpose Symbolic Instruction Code

BCD : Binary Coded Decimal
BIOS : Basic Input Output System

CAD : Computer-Aided Design

CC : Carbon Copy
CDMA : Code Division Multiple Access
CD-R : CD-Recordable
CD-ROM : CD Read-Only Memory
CD-RW : CD-Rewritable
CLR : Common Language Runtime
CPU : Central Processing Unit
CRT : Cathode Ray Tube
CU : Central Unit

DAO : Data Access Objects

DAT : Digital Audio Tape
DB : Database
DBMS : Database Management System
DDR : Double Data Rate
DHTML : Dynamic Hypertext Markup Language
DLL : Dynamic Link Library
DNS : Domain Name System
DOS : Disk Operating System
DSN : Database Source Name
DTP : Desktop Publishing
DVD : Digital Versatile Disc
DVD : Digital Video Disc
DVD-R : DVD-Recordable
DVD-ROM : DVD-Read Only Memory
DVD-RW : DVD-Rewritable
EXE : ExEcutable

FAQ : Frequently Asked Questions

FDD : Floppy Disk Drive
FLOPS : Floating-Pont Operations Per Second
FOSI : Formatted Output Specificiation Instance
FS : File System
FTP : File Transfer Protocol

Gb : Gigabit
GB : Gigabyte
GIF : Graphics Interchange Format
GPRS : General Packet Radio Service

HD : High Density
HDD : Hard Disk Drive
HP : Hewlett-Packard
HTM : Hierarchical Temporal Memory
HTML : Hypertext Markup Language
HTTP : Hypertext Transfer Protocol

I/O : Input/Output
IBM : International Business Machines
IC : Integrated Circuit
IE : Internet Explorer
IIS : Internet Information Services
IM : Instant Messaging
IMAP : Internet Message Access Protocol
IP : Internet Protocol
ISDN : Integrated Service Digital Network
ISP : Internet Service Provider
IT : Information Technology

JDK : Java Development Kit

JDS : Java Desktop System
JPEG : Joint Photographic Experts Group
JRE : Java Runtime Environment
JS : JavaScript

Kb : Kilobit
KB : Kilobyte
LAN : Local Area Network
LCD : Liquid Crystal Display
LED : Light-Emitting Diode

Mb : Megabit
MB : Megabyte
MS : Microsoft
MS-DOS : Microsoft DOS

NIC : Network Interface Controller

NTFS : NT Filesystem

OLED : Organic Light Emitting Diode

OS : Open Source
OS : Operating System

P2P : Peer-To-Peer
PAN : Personal Area Network
PC : Personal Computer
PHP : PHP: Hypertext Preprocessor
PNG : Portable Network Graphics
POST : Power-On Self Test
PSU : Power Supply Unit

QA : Quality Assurance

RAM : Random Access Memory

RGB : Red, Green, Blue (RGBA : Red, Green, Blue, Alpha)
ROM : Read Only Memory
ROM-DOS : Read Only Memory - Disk Operating System

SD : Secure Digital
SDK : Software Development Kit
SP : Service Pack
SVG : Scalable Vector Graphics
SVGA : Super Video Graphics Array

TB : Tera Byte
TDMA : Time Division Multiple Access
tmp : temporary
TTF : True Type Font
TTL : Transistor-Transistor Logic
 UPS : Uninterruptible Power Supply
URI : Uniform Resource Identifier
URL : Uniform Resource Locator
USB : Universal Serial Bus

VB : Visual Basic
VBA : Visual Basic for Applications
VGA : Video Graphics Array

W3C : World Wide Web Consortium

WAN : Wide Area Network
WAP : Wireless Access Point /Wireless Application Protocol
WLAN : Wireless Local Area Network
WWW : World Wide Web

XML : eXtensible Markup Language

XP : Extreme Programming
XPI : XP install

Y2K : Year Two Thousand

RAM

RAM (pronounced ramm) is an acronym for random access memory, a type of computer memory that can be

accessed randomly; that is, any byte of memory can be accessed without touching the preceding bytes. RAM is

found in servers, PCs, tablets, smartphones and other devices, such as printers.

Main Types of RAM

There are two main types of RAM:
1. DRAM (Dynamic Random Access Memory)
2. SRAM (Static Random Access Memory)

DRAM (Dynamic Random Access Memory) – The term dynamic indicates that the memory must be constantly

refreshed or it will lose its contents. DRAM is typically used for the main memory in computing devices. If a PC or

smartphone is advertised as having 4-GB RAM or 16-GB RAM, those numbers refer to the DRAM, or main memory,
in the device.
More specifically, most of the DRAM used in modern systems is synchronous DRAM, or SDRAM. Manufacturers also

sometimes use the acronym DDR (or DDR2, DDR3, DDR4, etc.) to describe the type of SDRAM used by a PC or

server. DDR stands for double data rate, and it refers to how much data the memory can transfer in one clock cycle.

In general, the more RAM a device has, the faster it will perform.

SRAM (Static Random Access Memory) – While DRAM is typically used for main memory, today SRAM is more often

used for system cache. SRAM is said to be static because it doesn't need to be refreshed, unlike dynamic RAM,

which needs to be refreshed thousands of times per second. As a result, SRAM is faster than DRAM. However, both

types of RAM are volatile, meaning that they lose their contents when the power is turned off.

The Difference Between Memory, RAM and Storage

Sometimes, people get confused about the difference between memory and storage, in part because both can be

measured in megabytes (MB), gigabytes (GB) and terabytes (TB).

In common usage, the term RAM is synonymous with main memory. This is where a computing system stores data

that it is actively using. Storage systems, such as hard drives, network storage devices or cloud storage, are where a

system saves data that it will need to access later.

Computing systems can retrieve data from RAM very quickly, but when a device powers down, all the data that was

in memory goes away. Many people have had the experience of losing a document they were working on after an

unexpected power outage or system crash. In these cases, the data was lost because it was stored in system

memory, which is volatile.

By contrast, storage is slower, but it can retain data when the device is powered down. So, for example, if a

document has been saved to a hard drive prior to a power outage or system crash, the user will still be able to

retrieve it when the system is back up and running.

Storage is usually less expensive than RAM on a per-gigabyte basis. As a result, most PCs and smartphones have

many times more gigabytes of storage than gigabytes of RAM.

Definition - What does Read-Only Memory (ROM) mean?

Read-only memory (ROM) is a type of storage medium that permanently stores data on
personal computers (PCs) and other electronic devices. It contains the programming
needed to start a PC, which is essential for boot-up; it performs major input/output tasks
and holds programs or software instructions.
Because ROM is read-only, it cannot be changed; it is permanent and non-volatile,
meaning it also holds its memory even when power is removed. By contrast, random
access memory (RAM) is volatile; it is lost when power is removed.
There are numerous ROM chips located on the motherboard and a few on expansion
boards. The chips are essential for the basic input/output system (BIOS), boot up,
reading and writing to peripheral devices, basic data management and the software for
basic processes for certain utilities.
 

A hard disk is part of a unit -- often called a disk drive, hard drive or hard disk
drive -- that stores and provides relatively quick access to large amounts of
data on an electromagnetically charged surface or set of surfaces. Today's
computers typically come with a hard disk that can contain anywhere from
billions to trillions of bytes of storage.

A hard disk is actually a set of stacked disks, like phonograph records. Each
disk has data recorded electromagnetically in concentric circles, or tracks, on
the disk. A head, similar to a phonograph arm but in a relatively fixed position,
writes or reads the information on the tracks. Two heads, one on each side of
a disk, read or write the data as the disk spins. Each read or write operation
requires that data be located, an operation called a seek. Data already in
a disk cache, however, will be located more quickly.

A hard disk/drive unit comes with a set rotation speed varying from 4,200
revolutions per minute to 15,000 rpm. Most laptop and desktop PCs use hard
disks that fall between 5,400 rpm and 7,200 rpm, while hard disks at higher
rpm can be found in high-end workstations and enterprise servers. Disk
access time is measured in milliseconds. Although the physical location of
data can be identified with cylinder, track and sector locations, these are
actually mapped to a logical block address (LBA) that works with the larger
address range on hard disks.

Hard disks remain a popular data storage option for consumers and
enterprises, in spite of the growing popularity and rapidly lowering cost of
nonvolatile solid-state flash memory in the form of solid-state drives (SSDs).
SSDs fit into the same external and internal drive bays as their HDD
counterparts. SSDs may be much faster, more durable and draw less power
than hard disks, but they are also more expensive. SSDs are considered a
better fit for applications that demand high performance, while HDDs are more
often used for high-capacity use cases.
Definition - What does Memory Card mean?
A memory card is a type of storage device that is used for storing media and data files.
It provides a permanent and non-volatile medium to store data and files from the
attached device. Memory cards are commonly used in small, portable devices, such as
cameras and phones.
A memory card is also known as a flash card.


Secure Digital (SD) card
 CompactFlash (CF) card
 SmartMedia
 Memory Stick
 MultiMediaCard (MMC)

COMPUTER KNOWLEDGE


Notepad / Wordpad / Paint

Microsoft Paint

In this lab you will learn the basics of how to use Microsoft Paint to open, edit, and
save an image file (such as a scanned image that you create with the scanner, or a
image that you draw or paint digitally from scratch).

Microsoft Paint is a simple graphics editing program that is included with Microsoft
Windows. Although Paint is not very sophisticated, like the Notepad text editor, you
may get stuck someplace where you need to do graphics editing and all that is
available is Paint. In addition, the features of Paint are included in most graphics
editing programs in more sophisticated form, so learning Paint is a good introduction
to other graphics editing programs.

Microsoft Paint can paste any object you put in the clipboard that you take from the
Internet, although it will only save in bitmap file format. A nice feature is its ability to
locate the pixel position by putting the cursor over the desired position. It can also tell
the amount of pixels that an object contains by pointing the cursor to the bottom right
of the object. This feature allows users to create objects exactly the size they want
them to be.

Microsoft Paint can also reduce the size of an image in two ways. The first is by
allowing you to shave off sides of the image. The other is by allowing you to decrease
the overall image. Paint will let you select a portion of a picture, too. You can copy it
to the clipboard and/or entirely remove it from the original. By opening another Paint
application, you can paste that selected image to work on.

Microsoft Paint can flip images horizontally, vertically, or in degrees. This allows a
person to edit and/or touch-up the side of any image without having to move the
image, possibly causing conflicts in size.

The images you create and edit in paint can be copied and pasted into a Word,
PowerPoint, or Web document.

Starting Paint

One way to start Paint from the Desktop is as follows.

Select Start > Programs > Accessories > Paint. The executable file for Paint is
pbrush.exe and is located in the Windows directory, usually C:\WINDOWS.

The Menus

Knowing how to use menu commands is a basic Windows skill. But just in case
you’re a real beginner, we’ll do a quick recap.

The Menus appear directly beneath the Title Bar in the window. There are six menus
in the Paint window, which I’ve circled in red to emphasize.

They are called "Menus" because they work like a menu at a fast food restaurant.
When you want to place an order at a restaurant, you look up on the wall for what you
want, and if you see it, then you select it. The computer works the same way. You just
look in the menu, then select the item that you want. Because a complete list of all the
items on the menu would take up a lot of screen space that could be better used for
other things, the menu items "hide" most of the time. To bring up a menu in its
entirety, just click on the Menu’s heading, and the rest of the menu will "pull down".
To learn more about the menu bar, follow this link: menus.

The Drawing area

When started, Paint displays a default drawing area which is called the canvas.

The ToolbarMicrosoft Paint has an assortment of painting Tools that you can use for
drawing shapes and applying color to areas of your image in various ways. You
switch between tools by clicking on the appropriate Icon on the Toolbar, which is
located on the left side of the Paint window. The toolbox is a floating toolbar that
contains icons that change the mode of the program.

By default, the Pencil mode is active.

To toggle the toolbox on and off, select Tools > Tool Box (shortcut Ctrl-T).

The Toolbar Buttons To learn more about what each button does, click on the
hyperlinks below:

The Color Palette

To select the color you’re working with, you use the Color Palette. The Color Palette
is a part of the main Paint window, and looks like this:

The box on the left side shows the active colors.

The top, overlapping rectangle (currently black) is the foreground color. The
foreground color is the color that will be used by the following Tools: Text, Pencil,
Paintbrush, Airbrush, Fill, Shapes, Line, and Curve. To change the foreground color,
click on the desired color in the Color Palette with the left button on your mouse. The
bottom rectangle is the background color. The background color is the default color of
any new image that you create. When you use the Eraser tool, the Eraser turns
whatever you erase back to the background color. To change the background color,
click on the desired color in the Color Palette with the right button on your mouse.
Usually, you’ll want to leave the background color alone, but occasionally you may
want to make it some color other than white.

Tip: The background is also a secondary color for certain tools, such as the shapes
tools. If you set the tool options for the shapes to draw filled shapes, the fill color will
be the background color.

Tip: The background color can also be used by the tools if you draw using the right
button on the mouse instead of the left button. That way, you can switch quickly
between two colors that you are using frequently.

You might think that the selection of colors available on this color palette is rather
limited, and you’d be right. In order to gain access to a greater variety of colors, you’ll
want to use the Color Picker. We’ll go over this when we talk about the Colors Menu.

Line drawing tips

The "Line" button is used to to draw a straight line. Select the "Line" button from the
toolbox. Select a line width at the bottom of the toolbox. Choose a color for the line.
Draw a line on the canvas.

 Use the left mouse button to draw with the foreground color.
 Use the right mouse button to draw with the backbround color.
 To draw perfectly horizontal, vertical, or 45 degree angle lines, press and hold
the Shift key while drawing the line.

Note that this usage of the left and right mouse buttons seems to violate Microsoft's
own user interface guidelines.
The Freeform Select tool tips

To use the freeform select tool, click on its Icon. With the left button, click on your
image wherever you want to begin the selection. Drag the mouse around to create the
outline of the freeform shape of your selection. Be careful! The mouse is tricky to use.
It may help to zoom in using the Magnifying Glass tool. Zoom in close so you can see
what you’re working with more clearly, and to control the mouse with better
precision.

When you finish outlining your freeform selection shape, release the mouse button.
You will notice that the freeform shape that you had been drawing has just
mysteriously turned into a rectangle! What gives? Actually, your freeform shape is
still preserved; the selection, however, is outlined in a rectangular-shaped guide box.
The freeform selection is bounded within this box. If you move the selected portion of
the image around, you’ll notice that it still retains the freeform shape that you drew.
This may confuse you at first, but you’ll get used to it before long.

The Rectangle Select tool tips

To use the Rectangle Select tool, Click on the Rectangle Select tool Icon. With the left
button, click and hold the button to begin your selection. Where you click will become
one of the corners of the rectangular selection area.
Drag the mouse diagonally to where you want the opposite corner of the rectangular
area to be. Release the mouse button. The Rectangular selection will also have a
rectangular shaped guide box around it.

Things you can do with the selected area:

 Copy or Cut and Paste: To copy the selection, press Ctrl-C. To cut the selection
from the image, press Ctrl-X. After Copying or Cutting, you can Paste the
selection by pressing Ctrl-V. By Pasting multiple times, you can achieve a
mosaic or collage-like effect.

 Move: Left-click anywhere inside the guidebox and hold down the button to
"pick up" the selection, and then drag the mouse to move the selection to
 another area of the image. It will "float" over the rest of the image, allowing
you to position it wherever you want it to be. Release the mouse button to "let
go" of the selection.

Tip: If you hold down the Shift key as you drag your selection around, it will paste
multiple copies of the image, creating a sort of blurred effect.

 Stretch: The guide box around your selection can be re-sized. You can resize by
clicking on the square-shaped tabs located at the corners and the middle
sections of the guide box, holding the mouse button down, and then dragging
the mouse to change the size of the selection. Release the mouse button when
the selection is the size you want it to be. You can make it bigger or smaller,
and achieve a distorted effect by "squashing" or "stretching" the selection to
make it either wider/narrower or taller/shorter than its original proportions.

 Apply Effects: You can apply any of the effects from the Image Menu directly
to the active selection rather than to the whole image.

 De-selecting the area: To de-select the area, either activate a different tool by
clicking on it in the tool bar, or make a new selection. You can’t have more
than one selection active at a time. Once the selection is de-selected, it becomes
part of the image again, and will cover over whatever it may have been laying
over.

Capturing Screen-shots

At times you may need to capture pictures of pages (screens), or parts of screens.
These can be used to illustrate screens or parts of screens your user may need for a
variety of purposes. After a screen is captured and saved as a file.... editing software
may be used to modify the capture as needed. When you take a screen shot, you are
literally taking a shot of how your screen looks, including any programs visible,
layout of the desktop, a snapshot of a live chat room ...whatever you have open. To
take a snap shot:

 Make sure you have the screen looking the way you want it to appear in the
image (i.e. Have the right window open),
  Press the "Print Screen" button on your keyboard,
 Open a graphics package (e.g. Microsoft Paint),
 Go up to the "Edit" menu and select "Paste",
 Resize the image or select certain parts ...manipulate the image however you
like
 Save your image (save your image in JPG or GIF format).

To take a snapshot of the entire screen including icons, and mouse pointer, press
the Print Screen button. To capture only the top Window, press the Alt + Print
Screen buttons together. The screen capture is loaded into the computer's clipboard.
From there it can be pasted into a Word, PowerPoint or Web document, or it can be
pasted into MS Paint and edited further.

This image was captured using Print Screen

This image was captured using Alt + Print Screen

Example: What can you do with Paint?

Using selections to combine two separate images. This example uses selections in
several ways to achieve interesting results. This page uses a lot of graphics to show
step-by-step the procedures used in using the Selection Tools, so I've set it up as a
separate page, to decrease the amount of time it takes to download.

Conclusions

Even though MS Paint is a very limited graphics program, it is capable of doing some
useful tricks. It is perhaps most useful as an tool for introducing new users to working
with graphics programs, as its simplicity and small size makes it easier to learn. Much
of what you have learned in using Paint can be usefully applied to learning to use
other, more sophisticated graphics programs.
Notepad (software)
NotepadA component of Microsoft Windows
Notepad on Windows 8
DetailsTypeText editorIncluded withAll Microsoft Windows versionsRelated
componentsWordPadNotepad is a simple text editor for Microsoft Windows. It has
been included in all versions of Microsoft Windows since Windows 1.0 in 1985.

Features[edit]Notepad is a common text-only (plain text) editor. The resulting files—

typically saved with the .txt extension—have no format tags or styles, making the
program suitable for editing system files to use in a DOS environment and,
occasionally, source code for later compilation or execution, usually through
a command prompt. It is also useful for its negligible use of system resources; making
for quick load time and processing time, especially on under-powered hardware.
Notepad supports both left-to-right and right-to-left based languages.
Unlike WordPad, Notepad does not treat newlines in Unix- or Mac-style text files
correctly. Notepad offers only the most basic text manipulation functions, such as
finding text. Only newer versions of Windows include an updated version of Notepad
with a search and replace function. However, it has much less functionality in
comparison to full-scale editors.

Microsoft's first Notepad version predates Windows. They included it in a set of

utilities they bundled with the Microsoft Mouse as early as 1983.[1] Like subsequent
versions, it was a plain text editor that used the mouse for menu navigation and text
manipulation. However, unlike its Windows successors, it was a DOS program
limited to full-screen operation.
Up to Windows Me, there were almost no keyboard shortcuts and no line-counting
feature. Starting with Windows 2000, shortcuts for common tasks like new, open and
save were added, as well as a status-bar with a line counter (available only when
word-wrap is disabled).

Notepad also has a simple built-in logging function. Each time a file that starts
with .LOG is opened, the program inserts a text timestamp on the last line of the
file.[2][3]

Notepad accepts text from the Windows clipboard. When clipboard data with multiple
formats is pasted into Notepad, the program only accepts text in
the CF_TEXT format.[4] This is useful for stripping embedded font type and style
codes from formatted text, such as when copying text from a web page and pasting
into an email message or other WYSIWYGtext editor. Formatted text can be
temporarily pasted into Notepad, and then immediately copied again in stripped
format to paste into the other program.

Notepad can print files, but doesn't print correctly if Word Wrap is turned on.
Headers, footers, and margins can be set and adjusted when preparing to print a file
under Page Setup. The date, file name, and other information can be placed in the
headers and footers with various codes consisting of an ampersand ('&') followed by a
letter..

WordPad

Features[edit]WordPad can format and print text, including fonts, bold, italic, colored,
and centered text, etc., but lacks intermediate features such as a spell
checker, thesaurus, and the creation of tables. However WordPad can read, render,
and save many RTF features that it cannot create such as tables, strikeout, superscript,
subscript, "extra" colors, text background colors, numbered lists, right or left indent,
quasi-hypertext and URL linking, and various line spacings. Among its advantages
are low system-resource usage, simplicity, and speediness. Pasting into or from an
HTML document such as from the internet or email typically will automatically
convert most or all of it to RTF (although this is partially browser-dependent). As
such, WordPad is well suited for taking notes, writing letters and stories, or for usage
in various tablets, PCs, and smart phones. However, WordPad is underpowered for
work that relies heavily on graphics or typesetting such as most publishing-industry
requirements for rendering final hard copy.

WordPad natively supports the Rich Text Format, though it does not support all the
features defined in the RTF/Word 2007 specification. Previous versions of WordPad
also supported the "Word for Windows 6.0" format, which is forward
compatiblewith the Microsoft Word format[citation needed].
Computer Education
THURSDAY, 17 NOVEMBER 2016

Ms Word 2003 Notes in English

MS WORD – 2003

What is MSWord?

Microsoft Word is an essential tool for the creation of documents. Its ease of use has
made Word one of the most widely used word processing applications currently on the market.
Therefore, it's important to become familiar with the various facets of this software, since it
allows for compatibility across multiple computers as well as collaborative features. Word is a
fairly simple program to use for completing simple tasks. However, it may be more difficult to
learn how to explore the more advanced possibilities of Word.

Opening Microsoft Word - 2003:

1. By Start Menu/ Mouse Command:

“Start” >> “Programs” >> “Microsoft Office” >> “Microsoft Office Word 2003.”

2. By Run Command:
 Window + R >> Run = WinWord

 Extension Name: .DOC

 File Type Name: Document

 By Default File Name: Document1

Standard Toolbar

Word allows all toolbars to be customized, so you may not find all options listed here.
There are several buttons that may or may not appear immediately in your version of Word. Use
the following graphic as a guide to the Standard Toolbar.

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

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

computer.

3. Save: Clicking on the Save icon saves the document you are currently working
on. If you are saving a document for the first time, you can click on this button. However,
if you want to save a new file from a document, then you must go to the menu bar and
select “File” >> “Save As” and give the file a new name. When working on any
document, you should be sure to save frequently, so that you don't lose any work.
4. Permission: Not generally used.

5. Print: Clicking on the Print icon automatically prints the document currently
active in Word. If you wish to explore more print options, then go to the menu bar and
select “File” >> “Print.”

6. Print Preview: To get an idea of the appearance of your document in print

before you actually print it out, you can click on this icon to view your document from a
zoom-out distance.

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

spelling and grammatical errors that may need to be corrected.

8. Research: Open the research Task pane to search through reference materials
such as dictionaries, encyclopedias, and translate services.

9. Cut: This item is only available if you have something selected in your

document. Otherwise you have nothing to Cut. You can select some piece of
your document by holding down the left mouse button and dragging across the
letters/words/sentences that you want to select. Your selection will have white letters
and a blue background. Now you will be able to cut this selection. Cut removes the
selected text from your document and puts it on the Clipboard. The information is not
totally deleted

10. Copy: Copy the current selection to the clipboard, which can then be pasted
elsewhere in the document, or into a completely separate program/document.
 11. Paste: Clicking on the Paste button inserts the text that has been most recently
added to the Clipboard (the text would have been added there by Cutting or Copying).
With Paste, you can either insert the copied text into a document or replace selected
text.

12. Format Painter: Copy formatting from one place and apply it to another. Double-
click this button to apply the same formatting to multiple places in the document.

13. Undo: The Undo Typing button goes back and removes the last addition or
change made to your document.

14. Redo: If you can't repeat the last action, the Redo command changes to Can't Repeat.

15. Insert Hyperlink: You may find that you want to make links to a particular web
site, web page, or some other kind of online file in your Word document. Using the Insert
Hyperlink button, you can turn selected text into hyperlinks. When the icon is clicked, a
window will appear that will allow you to insert the URL (web address) of the web page
you want to link to. You can type in the URL yourself or insert a preexisting bookmark.
Once the link is inserted, the link in your Word document can be clicked and the web
page will open up in a web browser.

16. Insert Table: Inserts a table in the document with the number of columns and
rows you specify.

17. Excel Sheet: Microsoft Office Excel spreadsheets are designed to help you work
with various charts, tables and formulas. Microsoft Office Word 2003 documents focus
on text, paragraphs and pages. To combine these two programs, you can insert an
Excel spreadsheet into your Word document. Double-click the Excel file and it pops up
 on your screen. To insert Excel files into Word 2003, you must use the Standard toolbar
feature in Word 2003.

18. Columns: Changes the number of columns in a document or a section of a document.

19. Drawing: Click to this button show/hide drawing toolbars.

20. Document Map:

o The Document Map displays a list of headings in your document in a separate pane. To use this
feature, you have to format headings with one of the built-in heading styles, e.g. Heading 1.
o To view the Document Map in Word 2003: from the View menu, click the Document Map option.

o You can also customize the level of headings displayed in the Document Map. Right click a
heading in the Document map

The Formatting Toolbar:

Word allows all toolbars to be customized, so you may not find all options listed here.
There are several buttons that may or may not appear immediately in your version of Word. Use
the following graphic as a guide to the Formatting Toolbar.
1. Style and Formatting: On the Formatting toolbar (toolbar: A bar with buttons and options that
you use to carry out commands. To display a toolbar, click Customize on the Tools menu, and
then click the Toolbars tab.), click Styles and Formatting.

3. Style: Styles in Word are used to quickly format portions of text. For example,
you could use the "Normal" or "Default Paragraph Font" for the body text in a document.
There are also three preset styles made for headings.

4. Font: Font is a simple but important factor in Word documents. The choice of
font (the style of the text itself) can influence the way others view documents, either on
the screen or in print. For example, Arial font looks better on screen, while Times New
Roman is clearer in print. To apply a font to text, select desired text with your cursor, and
choose a font from the font drop down menu.

5. Font Size: You may encounter times in which you need to display some text
larger or smaller than other text. Selecting desired text with the cursor and choosing a
font size from the drop down menu changes the size of text.

6. Bold: Places the text in bold.

7. Italic: Places the text in italics.

8. Underline: Underlines the text.

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

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

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

12. Justify: Aligns the selection to both the left and right of the screen/paper.

13. Line Spacing: Adjust the line spacing (single-spaced, double-spaced, etc.)

14. Numbering: Create a numbered list.

15. Bullets: Create an unordered, bulleted list.

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

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

18. Outside Border: Places a border around the current selection; click the drop-
down for a wide selection of bordering options.

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

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

Drawing Toolbar:
 Group - Assembles two or more selected objects into a single object so they can be
moved or changed as a group.

 Ungroup - Disassembles a grouped object into individual objects so each can be moved
or changed individually.

 Regroup - Reassembles a group of objects that have been disassembled using the
Ungroup command.

 Down (Draw menu)- Moves the selected objects down in small increments ¾ one pixel
at a time if Snap To Grid or Snap To Shape is turned off, or one grid point at a time if Snap To
Grid or Snap To Shape is turned on.

 Nudge Left - Moves the selected objects left in small increments ¾ one pixel at a time if
Snap. To Grid or Snap to Shape is turned off, or one grid point at a time if Snap to Grid or Snap
To Shape is turned on.

 Nudge Right (Draw menu) - Moves the selected objects right in small increments ¾ one
pixel at a time if Snap To Grid or Snap To Shape is turned off, or one grid point at a time if Snap
To Grid or Snap To Shape is turned on.

 Free Rotate - Rotates a selected object to any degree. Select the object, click Free
Rotate, and then drag a corner of the object in the direction you want to rotate it.

 Rotate Left - Rotates the selected object 90 degrees to the left. This command is not
available if the selected object cannot be rotated — a picture or an OLE objects, for example.

 Rotate Right - Rotates the selected drawing object 90 degrees to the right. This
command is not available if the selected object cannot be rotated — a picture or an OLE
objects, for example.
  Flip Horizontal - Flips the selected drawing object horizontally 180 degrees. This
command is not available if the selected object cannot be rotated — a picture or an OLE
objects, for example.

 Flip Vertical - Flips the selected drawing object or group vertically 180 degrees, that is,
from top to bottom. This command is not available if the selected object cannot be rotated TEXT

 WRAPPING) in line with text - Places the selected in line with text at the insertion
point. The object remains on the same layer as and moves with text.

 Square - Wraps text around all sides of the square bounding box for the selected object.

 Tight - Wraps text around the perimeter of the selected object. To change the perimeter, click the
Text Wrapping button on the Picture toolbar and then click Edit Wrap Points.

 Behind Text - Places the object behind text in the document.

 In Front of Text - Places the object on top of text in the document.

 Top and Bottom - Wraps text above and below the selected object, but not on either side.

 Through - Wraps text around the perimeter and inside any open portions of the selected object.
To change the perimeter, click the Text Wrapping button on the Picture toolbar and then click
Edit Wrap Points.
 Edit Wrap Points - Displays the vertexes so you can change the text-wrapping perimeter around
the selected object. To reshape the perimeter, drag one of the vertexes. Text wraps to this
perimeter when you apply Tight or through text wrapping.

 Edit Points - Displays the vertices so you can change the shape of the selected freeform drawing
object or curve. To reshape the freeform, drag one of the vertices that form its outline. To add a
vertex to the freeform, click where you want to add it, and then drag. To delete a vertex, press
CTRL and click the vertex you want to delete.

 Change Auto shapes - This option’s is used to change the selected drawing object in
various kind of shapes as basic shapes, block arrows, Flow charts, star & banners, more auto
shapes etc.

 Set AutoShape Defaults - Changes the default AutoShape settings to match those of
the currently selected AutoShape. When you insert a new AutoShape.

MS Word-2003 Menu bar

MS Word 2003 provides 9 menus. They are…

1. File

2. Edit

3. View

4. Insert

5. Format
6. Tools

7. Table

8. Window

9. Help

1. File Menu:

 New (Ctrl+N): Opens a new document. If you use the keyboard combination indicated on the
right a blank document opens immediately. Selecting the New menu item with your cursor gives
the opportunity to open a large number of types of documents.

 Open (Ctrl+O): Opens a previously saved document.

Close - Closes the active document but does not quit the application.

 Save (Ctrl+S): Saves the active document with its current file name, location and format.

 Save As (F12): Saves by opening a window which gives the opportunity to change the file
name, location or format.

 Save For Web: When you save a Microsoft Word document as a Web page (on the Filemenu,
click Save as Web Page), Word automatically converts the page to HTML (Hypertext Markup
Language), the language used by Web browsers to read Web pages.
 Permission: The ‘Permission’ option is used when you want only a certain group of people
to have the access or permission to the content of the file that you distribute. Refer the link
given below for more information on using this feature in Word 2003.

 Web Page Preview: Microsoft Word 2003 lets you save your document as a web page

(choose "File" - "Save As", then next to "Save As Type", choose one of the webpage options).
This way, you can easily publish Word documents on the Internet without having to convert
them to PDF format or require end users to download the Microsoft Word Viewer plug-in.

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

 Print Preview: Shows how the file will look when you print it.

 Print (Ctrl+P): Prints the active file, also gives the opportunity to change print options.

 Send To: You can e-mail the currently open text window or spreadsheet selecting Send To (as

Attachment) from the File menu. Gen Stat will create a new e-mail message and attach the text
or spreadsheet as a file to it. You can then add an address to the message, any desired text,
and send the e-mail as you usually would.
 Mail Recipient - In Microsoft Word, sends the contents of the document as the body of the e-mail
message.

 Mail Recipient For Review - Sends the active document for review, creates a review request
form, and enables and displays the reviewing tools when a reviewer receives the document. If
the document is stored in a shared location, the e-mail message will contain a link to the file to
be reviewed.

 Mail Recipient (as Attachment) - Sends the entire document, presentation, or workbook as an
attachment to an e-mail message.

 Properties - Displays the property sheet for the active file.

 Recent 4 Files: Lists files most recently opened. Selecting a file from this list will raise the

associated window above any others, reopening the file if necessary. By default, only the four
most recent files are displayed, but this can be modified using the Options General tab.

 Exit: (Alt+F4): - Closes this program after prompting you to save any unsaved files.

2. Edit Menu:

 Undo (Ctrl+V): The actual entry of this item will depend on what you did last. In my example I
had typed, so that was displayed. This selection can be repeated several times.

 Repeat (Ctrl+Y): After an action has been undone, it can be reinstated in the document.
 Cut (Ctrl+X): Removes the selection from the active document and places it on the clipboard.

 Copy(Ctrl+C): Copies the selection to the clipboard

 Office Clipboard (Ctrl+CC): Displays the contents of the Office Clipboard.

 Paste (Ctrl+V: Inserts the contents of the Clipboard at the insertion point, and replaces any
selection. This command is available only if you have cut or copied an object, text, or contents
of a cell. For special paste options, click the down arrow next to the button.

 Paste Special: You can specify how you want to paste items by selecting options in the Paste

Special dialog box.

 Source: - Displays the format, path (if the source text is in a different folder), and name of the file
from which you cut or copied text, images, or other content.

 Paste: - Inserts or embeds the Clipboard contents at the insertion point in the format you select
in the as box.

 Paste link: - Inserts the Clipboard contents and creates a link to the source file for the data. This
option is available only when the Clipboard contents come from an application that supports
linking. Be sure to save the source file in the source application before you link it in Microsoft
Word.

 Display as icon: - Displays the linked or embedded object as an icon. To open or edit the object,
double-click the icon.
 Result: - In the Result area, Microsoft Word describes the effect of the selected options.

 Paste As Hyperlink: Paste the text as a hyperlink so that when you hold down ctrl and click a
pasted item, it takes you to the location from where the item has copied or cut.

 Clear:

 Formats - Removes only the formatting from your selection; the content and comments are

unchanged.

 Contents - Deletes the selected text and graphics. If no text is selected, then the character

before the insertion point is deleted.

 Select All (Ctrl+A: Selects all text and graphics in the active window.

 Find (Ctrl+F): Searches for specified text in the active document.

 Replace (Ctrl+H): Searches for and replaces specified text and formatting. 3

 Go To (Ctrl+G): Use the Go to command in Word 2003 to send the insertion pointer to a
specific page or line or to the location of a number of interesting things that Word can potentially
insert in your document.

3. View Menu:
 Normal: The default document view for most word processing tasks.

 Web Layout: View the document as it would look as a web page.

 Print Layout: An editing view that displays your document as it will look when printed. This
view takes more system memory and scrolling may be slow.

 Reading Layout: View the document in the full screen reading view in order to maximize the
space available for reading or commenting on the document.

 Outline: Switches to outline view, in which you can examine and work with the structure
of your file in classic outline form. Work in outline view when you need to organize and develop
the content of your file.

 Task pane (Ctrl+F1): Displays the task pane, an area where you can create new files,
search for information, view the contents of the clipboard, and perform other tasks.

 Toolbars: Displays or hides toolbars. The right pointing arrow indicates a list of toolbars. To
add one slide down to the name of the toolbar and click to select.

 Ruler: Displays or hides horizontal and vertical rulers at the top and left side of the document.
 Document map: Turns on or off the Document Map, a vertical pane along the left edge of the

document window that outlines the document structure. Use the Document Map to quickly
browse a long or online document and to keep track of your location in it.

 Thumbnails: Open a thumbnails pane, which you can used to navigate a long document
through small picture of each page.

 Header and Footer: Adds or changes the text that is displayed at the top or bottom of every
page of the document.

 Footnotes: In this option we can used to footnote of the selected text at the bottom of every
page.

 Markup: To Displays or hides comments and tracked changes such as insertions,

deletions, and formatting changes.

 Full Screen: Hides most screen elements so you can see more of your document.

 Zoom: Controls how large, or small, the current document appears on the screen.

4. Insert Menu:
 Page Break: Use this command to send your cursor to the top of the next page even though
the text does not extend to the bottom of the previous page

 Page Number: Inserts page numbers that automatically update when you add or delete
pages.

 Date and Time: Choose from seventeen formats for displaying date, time, or date and time.

 Auto Text: Creates or inserts an AutoText entry.

 Field: Inserts a field at the insertion point. Use fields to insert a variety of information
automatically and to keep the information up-to-date.

 Symbol: Insert a symbol from each of your symbol fonts, or any standard font which includes
symbols. There are more than you might think!

 Comment: Inserts a comment at the insertion point.

 Reference:

 Insert Footnote - Inserts a footnote or endnote into the active document. The
note reference mark is inserted at the insertion point.

 Caption - Inserts captions for tables, figures, equations, and other items.

 Cross-reference - Inserts a cross-reference to an item in a document.

 Picture:
  Clip Art - Opens the Clip Gallery where you can select the clip art image you
want to insert in your file or update your clip art collection. In PowerPoint, this command is
available only in slide and notes views.

 Picture From File (Insert menu)

 New Drawing - Creates a new drawing canvas in which you can insert and
arrange drawing objects and pictures.

 AutoShapes - Displays the AutoShape categories you can insert. Click an

AutoShape category, click the AutoShape you want, and then click or drag in the active window
where you want to insert the AutoShape. To draw an AutoShape that retains its default height-
to-width ratio, hold down SHIFT while you drag.

 Insert WordArt - Crates text effects by inserting a Microsoft Office drawing

object.

 Chart - Creates a chart by inserting a Microsoft Graph object.

 Text Box (Frame): Use this to place captions near tables or drawings, or to set off text at the
beginning of a page. Click and draw the box after making this selection.

 File: Insert a saved document into the active document at the cursor.

 Object: Insert an object such as clip art, word art, an equation or much more.

 Bookmark (Ctrl+Shift+F5): Creates bookmarks, which you can use to mark selected
text, graphics, tables, or other items.

 Hyperlink (Ctrl+K): An interesting use of hyperlinks is to place a link to any document stored
on your computer. You can later open that document by clicking on the link. Neat?
5. Format Menu:

 Font (Ctrl+D): Change font style, size, color and a large number of other features. You can
also change the spacing between letters here.

 Paragraph: Changes paragraph indents, text alignment, line spacing, pagination, and other
paragraph formats in the selected paragraph.

 Bullets and Numbering: Adds bullets or numbers to selected paragraphs and modifies
the bullets and numbering format.

 Borders and Shading: 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.

 Columns: Changes the number of columns in a document or a section of a document.

 Tabs: Sets the position and alignment of tab stops and determines the type of leader
character for each tab stop.
 Drop Cap: Formats a letter, word, or selected text with a large initial ¾ or "dropped" ¾ capital
letter. A "drop cap" is traditionally the first letter in a paragraph, and it can appear either in the
left margin or dropped from the base line of the first line in the paragraph.

 Text Direction: Rotates selected text in table cells so you can read it from bottom to top
or from top to bottom.

 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!

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

 Theme: Applies a new or different theme, or removes a theme in a Web page,

document, e-mail message, or data access page. A theme is a set of unified design elements
and color schemes for background images, bullets, fonts, horizontal lines, and other document
elements.

 Frames: Creates a new frames page.

 Table of Contents in Frame - Creates a table of contents using the headings of

your document and places it in the left frame of a frames page. When you click a hyperlink in
the left frame, the document for the followed hyperlink appears in the right frame.

 Auto Format: Analyzes the content of the active file and then automatically formats the file. If
you want to change the automatic formatting options before auto formatting begins, use the
AutoFormat command (Format menu).
  Style and Formatting: Displays the Styles and Formatting task pane, where you can
reapply formatting easily, create styles, and select all text with the same formatting.

 Reveal Formatting (Shift+F1): Displays the Reveal Formatting task pane, where you
can get formatting information about, change formatting of, and compare formatting between
text selections.

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

6. Tools Menu:

 Spelling and Grammar (F7): Checks the active document for possible spelling,
grammar, and writing style errors, and displays suggestions for correcting them.

 Research(Alt+Click): Replaces a word or phrase in the document with a synonym,

antonym, or related word.

 Word Count (Ctrl+Shift+G): Counts the number of pages, words, characters,

paragraphs, and lines in the active document. Punctuation marks and special symbols are also
included in the word count.

 Thesaurus: Have you used the word "like" too many times? Highlight the word, select
Thesaurus and get suggestions like similar and analogous.
 Auto Summarize: Automatically summarizes the key points in the active document. You can
use the AutoSummarize command to create an executive summary or an abstract.

 Track Changes (Ctrl+Shift+E): Marks changes in the current document and keeps
track of each change by reviewer name.

 Compare and Merge Documents: Compares the current document with any document
you select, gives you the option to merge the two, or displays the differences (including any pre-
existing tracked changes or comments) as markup.

 Protect Document: - Prevents changes to all or part of an online form or document

except as specified. You can also assign a password so that other users can annotate a
document, mark revisions, or fill in parts of an online form. When a document is protected, this
command changes to Unprotect Document.

 Letters and Mailings:

 Mail Merge Wizard - Starts the Mail Merge Wizard that helps you produce form letters, mailing
labels, envelopes, catalogs, and other types of merged documents.

 Show Mail Merge Toolbar (Tools menu)

 Shows the Mail Merge toolbar, where you can produce and customize form letters, mailing labels,
envelopes, catalogs, and other types of merged documents.
 Envelopes and Labels - Creates an envelope or a single mailing label, or inserts the same name
and address on an entire sheet of mailing labels.

 Letter Wizard - Runs the Letter Wizard, which helps you quickly create letters.

 Tools on the Web - Connects you to Microsoft Office Tools on the Web for information about
integrated eservices that are available.

 Macros - Opens the Macros dialog box, where you can run, edit, or delete a macro. Use
Record New Macro to record a series of actions as a macro, or click Visual Basic Editor to
write a macro.

 Macro Record New Macro/Stop Recording - Records a new macro, or stops

recording after you start recording a macro.

 Auto Correct: Sets the options used to correct text automatically as you type, or to
store and reuse text and other items you use frequently.

 Customize: Opens the same window that you get by going to the View menu and selecting
Toolbar/Customize.

 Options: You can specify settings for a variety of Microsoft Word features by selecting options
in the Options dialog box. The availability of some options depends on the languages that are
installed and enabled for editing.
7. Table Menu:

 Draw Table - Inserts a table where you drag in the document. After you drag to insert
the table, drag inside the table to add cells, columns, or rows. You can create cells of different
heights or a varying number of columns per row. In Microsoft Word, you can even create a
nested table. For more information, type the keywords creating tables in the Office Assistant.

 Insert Table - Inserts a table in the document with the number of columns and rows you
specify.

 Insert Columns to the Left - Inserts a column into the table to the left of the insertion
point. If more than one column is selected, the same numbers of columns are inserted into the
table to the left of the selection.

 Insert Columns to the Right - Inserts a column into the table to the right of the insertion
point. If more than one column is selected, the same numbers of columns are inserted into the
table to the right of the selection.

 Insert Rows Above - Inserts a row into the table above the insertion point. If more than
one row is selected, the same numbers of rows are inserted into the table above the selection.

 Insert Rows Below - Inserts a row into the table below the insertion point. If more than
one row is selected, the same numbers of rows are inserted into the table below the selection.

 Delete:
  Delete Table - Deletes the selected table, columns, row, and cell from the
document.

 Select:

 Select Table - Selects the table, row. Cell, a column that contains the insertion
point.

 Merge Cells - In Microsoft Word and Microsoft PowerPoint, combines the contents of
selected adjacent cells into a single cell.

 Split Cells / Unmerge Cells - In Microsoft Word and Microsoft PowerPoint, split the
selected cells into the number of rows and columns you enter. In Microsoft Excel, separates a
merged cell into the cells that were originally combined.

 Split Table - Divides a table into two separate tables and inserts a paragraph mark
above the row that contains the insertion point.

 Table AutoFormat - Automatically applies formats, including predefined borders and

shading, to a table. Automatically resizes a table to fit the contents of the table cells.

 Auto fit :

 AutoFit to Contents - Automatically adjusts the width of columns in the table, based on the
amount of text you type.

 AutoFit to Window - Automatically resizes the table so that it fits within the window of a Web
browser. When the window size of the Web browser changes, the table size automatically
adjusts to fit within the window.
  Distribute Rows Evenly - Changes the selected rows or cells to equal row height.

 Distribute Columns Evenly - Changes the selected columns or cells to equal column
width.

 Convert - Convert Table to Text, Converts a selected table or selected table rows to
text, separating the contents of the cells in each row with the separator character you specify.

 Convert Text to Table - Converts the selected text to a table.

 Sort - Arranges the information in selected rows or lists alphabetically, numerically, or by

date.

 Formula - Performs mathematical calculations on numbers.

 Gridlines - In a table, the Gridlines command (Table menu) displays or hides dotted
gridlines to help you see which cell you're working in.

 Table Properties - Sets various options to the table such as the table size, alignment,
and text wrapping; the row height, row page breaking, and row header options; the column
width; and the cell size, alignment, and other cell options.

8. Window Menu:

 New Window: Opens a new window with the same contents as the active window so
you can view different parts of a file at the same time.
 Arrange All: Displays all open files in the window. This makes dragging and dropping from one
document to another much easier.

 Compare Side by Side with: View two documents slide-by - slide so that you can compare
their contents.

 Split: Split the current window into two parts show that you can view different sections of the
document at the same time.

9. Help Menu:

 Microsoft Word Help: Open Word's Assistant and get a search box to type in. Word displays
possible matches for you to read about.

 Show or hide the Office Assistant - Displays or removes the Office Assistant from
view

MS Word - 2003 Shortcut Key

Ctrl + A : Select all contents of the page

Ctrl + B : Bold highlighted selection

Ctrl + C : Copy selected text

Ctrl + X : Cut selected text

Ctrl + N : Open new/blank document

Ctrl + O : Open options

Ctrl + P : Open the print window

Ctrl + F : Open find box

Ctrl + I : Italicize highlighted selection

Ctrl + K : Insert link

Ctrl + U : Underline highlighted selection

Ctrl + V : Paste

Ctrl + Y : Redo the last action performed

Ctrl + Z : Undo last action

Ctrl + G : Find and replace options

Ctrl + H : Find and replace options

Ctrl + J : Justify paragraph alignment

Ctrl + L : Align selected text or line to the left

Ctrl + Q : Align selected paragraph to the left

Ctrl + E : Align selected text or line to the center

Ctrl + R : Align selected text or line to the right

Ctrl + M : Indent the paragraph

Ctrl + T : Hanging indent

Ctrl + D : Font options

Ctrl + Shift + F : Change the font

Ctrl + Shift + > : Increase selected font +1

Ctrl + ] : Increase selected font +1

Ctrl + Shift + < : Decrease selected font -1

Ctrl + [ : Decrease selected font -1

Ctrl + Shift + * : View or hide non printing characters

Ctrl + Del : Delete word to right of cursor

Ctrl + Backspace: Delete word to left of cursor

Ctrl + End : Move cursor to end of document

Ctrl + Home : Move cursor to beginning of document

Ctrl + Space : Reset highlighted text to default font

Ctrl + 1 : Single-space lines

Ctrl + 2 : Double-space lines

Ctrl + 5 1.5- : line spacing

Ctrl + Alt + 1 : Change text to heading 1

Ctrl + Alt + 2 : Change texts to heading 2

Ctrl + Alt + 3 : Change texts to heading 3

F1 : Open help

Shift + F3 : Change case of selected text

Shift + Insert : Paste

F4 : Repeat last action performed (Word 2000+)

F7 : Spell check selected text and/or document

Shift + F7 : activate the thesaurus

F12 : Save as

Ctrl + S : Save

Shift + F12 : Save

Alt + Shift + D : insert the current date

Alt + Shift + T : insert the current time

No two words are exactly the same. The Oxford Learner’s

Thesaurus groups words with similar meanings and explains the
differences between them. It helps students find the right words so they can
say exactly what they mean when both speaking and writing. Students can
also explore the entire Thesaurus on the interactive CD-ROM.
Microsoft Outlook 2003™ A Beginners Guide Contents
Introduction.............................................................................................................. 1 Connecting to the ITS
Managed PC Facilities Terminal Server............... 1 Opening
Outlook..................................................................................................... 2 Using the
Calendar.................................................................................................. 2 Creating an
Appointment.................................................................... 3 A Recurring
Appointment/Event....................................................... 4 Changing the Calendar Layout, View and Other
Defaults....... 6 Working with the Date Navigator ......................................... 6 Changing the Calendar
View................................................... 7 Other Calendar Defaults........................................................... 7
Organising a Meeting ............................................................................ 9 Using the Email
System...................................................................................... 13 Adding a Signature
.............................................................................. 13 Tips on Using your Mailbox
.............................................................. 15 The Reading Pane and AutoPreview.................................. 15
Arrange by Conversation ....................................................... 16 Colour Coding
Messages........................................................ 17 Favourite
Folders....................................................................... 17 For Follow Up
Folder................................................................ 18 Blocked
Attachments......................................................................... 19 Away from the
Office.......................................................................... 19 Using
Contacts....................................................................................................... 20 Adding a New
Contact....................................................................... 20 Adding an Address from an
Email.................................................. 21 Sending an Email to a Contact........................................................
21 Setting up a Task................................................................................................... 21 Further
Information............................................................................................. 22 Logging
Out............................................................................................................ 22 IT Services 1 These notes are
specifically for the CSTD Training Course on Microsoft Outlook Exchange, and are best used in
conjunction with this course. Some of the information can be used and applied, by those who are not on
the course, to their PCs on campus that also use Outlook Exchange. Note: This document assumes that
you are familiar with using a windowing system (with its icons, menus and a mouse) and know the
procedures of pointing, clicking, double clicking, dragging and multi-tasking. Introduction It is assumed
that the course attendee knows how to login to a PC that is in a University PC Facility managed by IT
Services. Please make sure that you login to the PC with your username and password. Connecting to
the ITS Managed PC Facilities Terminal Server To have access to Outlook on Exchange, you are going to
connect to the ITS Managed PC Facilities Terminal Server. To do this, you need to go via the Microsoft
Internet Explorer web browser: 1. Click on the Internet Explorer icon in the Quick Launch area to the
right of [start] in the bottom lefthand corner of the screen (if this is not showing, then click on [start]
followed by All Programs and Internet Explorer) 2. Click in the Address text box near to the top of your
web browser and type in http://www.extra.reading.ac.uk/tsweb/ and press . Your web page should look
similar to below: 2 3. In the User name: box, type in the Outlook Exchange Class Training username that
you have been given - it will be of the form vxx040nn, where nn is replaced by numbers 4. Click on the
[Connect] button just below The screen will change and it will almost look as if you are logging into the
PC again, but in fact you are now logging into the Terminal Server. 5. Type in the password for your
Outlook Exchange Class Training username and click [OK] or press You should now be successfully
logged into the Terminal Server from where you can access Outlook under Exchange. Opening Outlook
To open Outlook: 1. Click on the Outlook icon (it is an orange colour with what looks like a clock inside it)
in the Quick Launch area to the right of [start] in the bottom left-hand corner of the screen (if this is not
showing, then click on [start] followed by E-mail near to the top of the start menu on the left-hand side)
2. Outlook should have already been setup and configured and the opening screen will look similar to
below: Note: On your own PC, the first time you use Outlook you will probably need to follow the notes
to Configuring Exchange Access. Using the Calendar The Calendar is one of the most useful areas within
Outlook. You can use it to keep track of both work and personal appointments, one-off or recurring
appointments, give reminders to yourself of important events or dates, and setup meetings with others.
3 Creating an Appointment To get to the Calendar in Outlook, click on the [Calendar] button in the
Navigation Pane located in the bottom left-hand corner of the Inbox - Microsoft Outlook window, just
underneath the [Mail] button. Your screen should look similar to the following: Let's put in an
appointment for a bit later today. There are a few ways to create an appointment, but perhaps the
easiest/most visual way is as follows: 1. Depending on the time of this training session, click in the main
Calendar grid (the yellow area) next to either 1100 or 1500 to select the time for your appointment - this
selected area on the Calendar (a half-an-hour slot) should go blue (if you want a longer slot/time, just
drag down on the mouse to include the next half-an-hour or more) 2. Right click on the selected blue
area and choose New Appointment from the shortcut menu - you should get a window similar to the
following: Sheet tab 4 3. An Appointment window will open in which you can enter a subject, location
and description, along with other information. For the Subject, type in Outlook Training Session 4. Move
to the Location box (either use the mouse or press the key next to the letter Q on the keyboard) and
type in the name of your training room, e.g. Sail 107 (after you have entered a few appointments in
different rooms, you will find that you have a list of rooms to choose from) 5. You can change the colour
representing this appointment (to make it more visible in your Calendar) by using the Label box - click on
the down-list arrow at the end of the Label box and choose Must Attend (you can change the default
label settings and setup your own ones) 6. You should find that the Start time and End time have already
been setup according to your selection earlier, but you can still change these at this point. Note the All
day event box - clicking this box means that your appointment becomes an all day event, and the start
and end time boxes disappear as well as the reminder going to 18 hours before 7. The Reminder box
allows you to set whether Outlook should remind you of the appointment. This can be very useful, and
the default setting is for it to be turned on (the tick) and set to remind you 15 minutes before the
appointment. Click on the down-list arrow to select a different reminder time if you want. (The reminder
usually takes the form of a sound playing on your computer, e.g. a bell, with a Reminder box/window
coming up on your screen - one option is to snooze it to remind you again later, a bit like a morning
alarm clock!) 8. The Show time as box is also very useful as it tells not only you, but also other people
who might be looking at your Calendar if you are busy or not at this time. For this training session, click
on the downlist arrow and select Out of Office 9. In the window/area below the Reminder and Show
time as boxes is where you can write a further description - put what you like here, or if you can't think
of anything, try This is the CSTD course I booked onto to learn more about using Outlook! 10. Click on
the [Save and Close] button on the toolbar in the Appointment window - you should find that the
appointment is now setup in your Calendar in a different colour (probably an orange!) with a small
vertical purple/mauve bar on the left-hand side, indicating that you're out of the office at that time, and
a symbol, setup to remind you of this appointment Note: You can also turn an email message that you
receive into an appointment (or meeting) on your Calendar by dragging the message onto the [Calendar]
button in the Navigation Pane (the appointment is set to the next available slot today, with the subject
the same as the subject of the email, and the email message filling out the description of the
appointment). A Recurring Appointment/Event This Outlook Training Session is only timetabled for
today, but let's say that it was running over 8 weeks - this is where the appointment/event can be made
recurring, i.e. something that takes place at regular intervals. 1. Find in your Calendar the appointment
that you've setup for the Outlook Training Session and double click on it to open it up 5 2. Within the
Appointment window, click on the [Recurrence...] button on the toolbar - you should see a window
similar to below: 3. There are a number of options that can be changed, but in this case you only need to
change when the recurring event ends - click in the radio button (circle) to the left of End after: and
change the value from 10 to 8 in the box to the right 4. Click [OK] and then click on the [Save and Close]
button You should find that there is now a recurrence symbol in the Outlook Training Session
appointment. If you now open this recurring appointment, you will see the following prompt: You can
decide to make a change just to this one occurrence of the appointment, or you can make the same
change to all the appointments in the series. In this case, [Cancel] as you're not going to make any
changes. 6 Changing the Calendar Layout, View and Other Defaults Working with the Date Navigator The
Date Navigator (the mini-calendar in the top-left of your Outlook window) shows you the current month
by default, and any numbers in bold indicate that there is an appointment/event on that day of the
month (this can be changed if you don't want this). There are also arrow keys at the top of the Date
Navigator (to the left and right of the month) that allow you to move forwards to the next month or
backwards to the previous month. You can change the layout of the Date Navigator so that it appears on
the right-hand side of the Outlook window, and you can expand it to show just more than the current
month as follows (this could be useful if you wanted to move or copy an appointment from the current
month to a future month): 1. On the View menu, click TaskPad This will move the Date Navigator to the
right-hand side of the Outlook window, and below it will show any tasks that you have setup (hence,
taskpad). 2. To expand the Date Navigator so that you can see more than 1 month, rest the mouse
pointer on the split bar to the left of the Date Navigator. When the pointer becomes a double-headed
arrow, drag the pointer to the left so that you can see two columns of little calendars for this and next
month. You can also do the same for the split bar below the Date Navigator and expand it to show the
next 2 months. It's up to you how many months you want to show, but this is how it would look if you've
set it up this way: 7 Changing the Calendar View On the top toolbar in Calendar view, you have buttons
that can switch the view to a Work Week, Week, or Month. Try these out to see the difference. Return
to Day view by clicking on the appropriate toolbar button. Within Day view, the default time interval for
appointment slots is 30 minutes, but you can change this by right clicking in the area where the times
are shown to the left of the appointment slots, and choosing the time interval, say 15 minutes, that you
want instead from the shortcut menu. Other Calendar Defaults To see some of the other Calendar
defaults that have been setup: 1. On the Tools menu, click Options... 2. In the Preferences tab, under the
Calendar section, you'll see the option to change the time of the Default reminder or remove it
completely 8 3. Click on [Calendar Options...] to get to more choices: Here you can:  Customize your
work week if you work part-time or night shifts (appointments can be setup out of normal working
hours) - select the check boxes for the desired working days and set the appropriate times in the Start
time and End time boxes. You can also change the First day of week if you don't start work on a Monday
 Change the background colour of your calendar, usually yellow at the start - particularly useful if you
are looking at more than one calendar and need to distinguish between them  A [Add Holidays...]
button - the default for your Calendar is to include UK holidays, but if you also want to include holidays
from another country or religious holidays, then this is where you would set this up  A [Time Zone...]
button which would allow you to show you the time as it is in another country (show an additional time
zone) - this might be useful if your work involved travel abroad If you want Outlook to go directly into
your Calendar on start up: 1. On the Tools menu, click Options..., and then click the [Other] tab 9 2.
Under General, click [Advanced Options...] 3. Next to Startup in this folder, click Browse 4. In the Select
Folder dialog box, select Calendar, and then click [OK] three times to accept the change and close the
open dialog boxes - test this out if you like by exiting from Outlook and then going back in again
Organising a Meeting This is probably one of the areas that most people are interested in when they
hear about Outlook. Organising a meeting is not that difficult to do, but finding out the dates/times
when other people are available is more difficult and not always possible. Let's see how one would go
about organising a meeting (it's really a special type of appointment) - firstly, you need to start with a
possible meeting time/date and choose your attendees: 1. Click in the main Calendar grid (the yellow
area) to select the time for your meeting, say later today or tomorrow (you need to have the Calendar in
Week view) - this area should turn blue 10 2. Click on the Actions menu and choose Plan a Meeting 3.
You are the only attendee at present (as you are the organiser!). To invite other attendees, click on [Add
Others] and choose Add from Address Book... In the Select Attendees and Resources window that
appears, a list of names from the Global Address List is shown - you may find your own name in here,
especially if your department is using Exchange. The Global Address List contains a list of all the users
and groups that have accounts on the Exchange server. 4. Click on the drop-down list-arrow next to
Global Address List and choose the last option in the list of Training Address Book 5. A list of the Outlook
Exchange Class Training usernames (vxx040nn) will appear in the main part of the window - select the
one that your neighbour is using and click on the [Required] button just below Message Recipients 6.
Let's also invite someone else as an optional attendee to the meeting - select another username from
the Training Address Book 7. Click on the [Optional] button just below [Required] 11 8. Click [OK] You
are returned to the Plan a Meeting window, and should now be able to check if your attendees are free
to come to your meeting. Hopefully, you will be able to see this free/busy time information for yourself
and for your neighbour on today's training session. Note: If you see 'slashes' across the schedule for a
particular attendee, this indicates that there is no free/busy time information available for that
attendee. This could be because the attendee does not use Microsoft Outlook on Exchange, or that they
haven't yet used the Calendar to make any appointments. If the currently selected time for the meeting
is no good as one of your attendees is busy or out of the office at that time, then click on [AutoPick
Next] to find the next available free time. The final steps are to fill in more details about the meeting
and then send off invites: 9. Click on [Make Meeting] 10. A Meeting window is shown (similar to an
Appointment window) - fill in the details for subject (e.g. Paul's Test Meeting), location and description,
a bit like below: 11. Click on [Send] (the first button on the toolbar) 12. You are taken back to the Plan a
Meeting window - this time click [Close] You should find that a Test Meeting entry has been put into
your Calendar - you can tell that it's a meeting as you will see the symbol. You will now have to wait to
see if your attendees accept or decline the invitation to your meeting! You can keep a track on this by: 1.
Opening up the Meeting item on your Calendar 2. Click on the Tracking tab - here you can see if any of
your attendees have responded yet 3. Close the Meeting window As well as you inviting people to your
meeting, you should also find that you have been invited by email to another meeting by your Outlook
Training neighbour! 1. To look at your email, click on the [Mail] button in the Navigation Pane (usually in
the bottom lefthand corner of the Outlook window) 12 2. Click on the message about the meeting - it
should look a bit like below: You have the following choices:  Accept a meeting that you know you'll be
able to attend. When you accept a meeting, the meeting is scheduled in your Calendar and you receive
updates if the meeting organiser changes the details of the meeting. If others view your free/busy time,
the time appears as Busy by default  Decline a meeting if you can't go. Declining a meeting deletes the
item from your Calendar (freeing that block of time), but it does not cut your ties with the meeting:
You'll still get updates if the meeting organizer makes them and you'll have the opportunity to respond
to the update. (If you truly want to opt out of a meeting, you may want to ask the organizer to remove
your name from the attendee list)  Tentative - use this option if you're interested in the meeting, but
aren't sure whether you'll be able to make it. The meeting is scheduled in your Calendar and that block
of time is displayed to others as tentatively unavailable  Propose New Time - when you choose this and
propose a new time, the meeting organiser receives your request... but as with all things about the
meeting, the organiser gets to make the final decision about the new meeting time 3. Click on Accept 13
4. Go with the default of Send the response now by clicking [OK] If you wanted to Edit the response
before sending, e.g. to say that you'll be late for the meeting, then choose that option. The last option is
not one that you should usually choose (as you won't get any updates about a possible changed meeting
time). 5. Go back to your Calendar by clicking on the [Calendar] button in the Navigation Pane - you
should find an entry for the meeting from your neighbour has been added Using the Email System Most,
if not all, of you should already be familiar with using email. The next sections will show a few things
that you might not already know or that are specific to email in Outlook. Adding a Signature An
automatic signature can be set up so that when you send a message, contact information about you is
automatically put at the bottom of your message without you having to type it every time. It is often
useful to include your name, email address and contact phone numbers. Try setting up your own
signature as follows: 1. Open the Tools menu and choose Options... 2. Click on the [Mail Format] tab at
the top of the Options window 3. Click the [Signatures...] button towards the bottom of the window
followed by [New] 4. Enter a name for your signature where it currently says Untitled, e.g. your_name's
Signature, and click [Next] (if you already have an existing signature or file containing a signature then
this can be used as a basis/template for the new signature) 5. Type in the information that you want in
your signature - try and keep it plain and simple for now (there are options to use different fonts etc).
Note that pressing gives an extra blank line between lines - pressing the key combination puts you
directly on the next line. Click on [Finish] after completing it. An example of how a signature might look
is given below: 14 6. Click on [OK]. This signature should be already setup for new messages, so just click
on [OK] again 7. The Calendar will probably still be showing from what was being done earlier - to get to
the Mail in Outlook, click on the [Mail] button in the Navigation Pane, just above the [Calendar] button.
You will be looking at your Inbox - there may already be a message of your acceptance to the meeting 8.
Click on the [New] button (towards the top left-hand corner of your Inbox window) to send a message -
you should now see your new signature at the end of your message 9. In the text box to the right of the
[To...] button, type the letter v - you should find that it has remembered the email addresses beginning
with v that you have used before when setting up a meeting. This is because AutoComplete suggestion
has been turned on in Outlook Note: AutoComplete suggestion is very useful, but sometimes it can be
annoying as it comes up with email addresses that you may have only used once. You can just delete a
hardly-used email address when the AutoComplete suggestion brings it up in the list (literally use the or
arrow keys to select the address and press the key on the keyboard). There is also an option to turn
AutoComplete suggestion off completely via Tools, Options..., [E-mail Options] and [Advanced E-mail
Options...] - clear the Suggest names while completing To, Cc, and Bcc fields check box. Another option
in the same area, i.e. Tools, Options..., [E-mail Options] and [Advanced E-mail Options...], that says Allow
comma as address separator should be turned on to allow for cases where email addresses are being
copied from another system to Outlook, e.g. the RISIS system, specifically where a tutor wants to send
emails to students on a particular RISIS module. 10. Select, using the mouse, the email address of your
neighbour's Class Training username 11. Send a carbon copy to the Training username that you're using
by clicking on the [Cc...] button - note that the default setting (i.e. how Outlook is setup when you first
use it) is that a copy of every message you send is saved in a Sent Items folder (you can turn this off if
you want via Tools, Options... and [Email Options]) In the Select Names window that appears, a list of
names from the Global Address List is shown. 12. Click on the drop-down list-arrow next to Global
Address List and choose the last option in the list of Training Address Book 13. A list of the Outlook
Exchange Class Training usernames (vxx040nn) will appear in the main part of the window - select the
Training username that you're using by clicking on the [Cc] button just below Message Recipients 14.
Click on the drop-down list-arrow next to Training Address Book and choose Global Address List 15. In
the box under Type Name or Select from List, start typing your firstname - you should find that the list of
names in the window below have jumped to the area with the same firstname. Hopefully you should be
able to find your full name in the list (you may need to scroll) 16. Click on your name in the list and then
the [Bcc] button - your_Reading_exchange_email_address should have been copied into the text box
next to [Bcc] (if your name is not in the Global Address List then click in the text box next to [Bcc] and
put in your_own_Reading_email_address) Note: Bcc stands for Blind Carbon Copy, and means that
other people who receive the message will not know that it has also been sent to the blind carbon copy
email address, in this case yours. 15 Your screen should look like below, with different email addresses
showing: 17. Type in a subject for your message, then write a short welcome to your class colleague in
the main message window and click on [Send] (the first button on the toolbar) - you should receive a
copy of this message in your Inbox as you Cc'd it to yourself Note: You may find that when you first use
your Exchange account, no emails seem to be arriving there. If this is the case then see the section
under Email in the Microsoft Exchange FAQ. Tips on Using your Mailbox Here are some tips that you
may find useful. The Reading Pane and AutoPreview You will probably find that you can already see the
content of one of your messages (the currently selected one) in your Inbox on the right of your screen.
This is because the Reading Pane is on by default. This is good for security as you can view messages
safely in the Reading Pane. Potentially malicious scripts or attachments are not activated or opened
automatically in the Reading Pane. If you want to change the settings for the Reading Pane: 1. Open up
the View menu 2. Choose Reading Pane 3. Select Right, Bottom or Off From the above, you can see that
you can have the Reading Pane below or to the right of your messages in the Inbox, or turn off the
Reading Pane completely (in this case, you would need to double click on a message in the list to open it
in its' own window). 16 A further refinement is to have AutoPreview turned on. This allows you to
preview the first three lines of messages in your Inbox, and so gives you some idea of what the message
contains. To do this, go to the View menu and click AutoPreview. This will apply to all the messages in
your Inbox - if you just want it to be shown for only new messages, then a few more steps have to be
carried out: 1. On the View menu, point to Arrange By, followed by Current View, and then click
Customize Current View 2. Click Other Settings, and then click Preview unread items 3. Click [OK] 2 times
At the moment, you only have the Standard toolbar showing at the top of your screen, but if you put on
the Advanced toolbar by going to the View menu, choosing Toolbars, and then Advanced, you will find
that this toolbar has buttons to turn on or off both the Reading Pane and AutoPreview. Arrange by
Conversation If you receive many e-mail messages daily, you could benefit from a grouping option called
Arrange By Conversation. Arrange By Conversation view shows your message list in a conversation-
oriented or "threaded" view. Each conversation can be expanded further to show all messages in the
conversation, including messages you have already read. To be able to see the above in action, you will
need to reply to the message that your neighbour just sent you: 1. Select the message (not the meeting
invitation) that your neighbour sent 2. Click on the [Reply to All] button on the Standard (top) toolbar -
this will mean that both your neighbour and yourself will get this reply (if this isn't the case then put on
the other username by hand) 3. Write your reply and [Send] it Your reply should now appear in your
Inbox. By default, the messages are arranged by date with the newest on top. To arrange by
conversation, just click on the View menu followed by Arrange By, and finally Conversation. You should
now see a small icon looking like a down-arrow in a box to the left of one of the messages in your Inbox:
If you click on this down-arrow, you should now see both the original message in the conversation and
the reply underneath it. 17 Colour Coding Messages One way of identifying particular messages in your
Inbox is to use colour coding (another way is to use folders for different messages if you have problems
distinguishing colours). For example, you could use a colour to identify messages from a particular
person such as your class neighbour: 1. Select a message in the Inbox from your neighbour 2. Open up
the Tools menu and choose Organize 3. A Ways to Organize Inbox window will appear above your Inbox.
On the left-hand side of this window, click on Using Colors: 4. Choose the colour that you want your
neighbour's message to be shown in by clicking on the dropdown list arrow next to Red and picking the
colour you want. Click on [Apply Color] 5. To close the Ways to Organize Inbox window, click on the X
next to Automatic Formatting... The changes you have made should now be reflected in your Inbox list.
Note that you can setup more advanced rules for your emails through Tools, Rules and Alerts... – for
some examples of how to do this, see the Outlook Rules web page. Favourite Folders Here you can keep
the folders that you use most often so that it's much easier to find them and save messages into them.
Let's create a new folder, save one of our messages in it, and then add that folder to the Favorite
Folders: 1. To create a new folder, click on File, Folder, New Folder... 2. Type in a name for your new
folder, e.g. Test Messages 3. Make sure you click on Mailbox - your_username in the list of where to
save the folder 4. Click [OK] 18 You should now see the new folder under All Mail Folders (just under
Favorite Folders on the left-hand side). To move this new folder into the Favorite Folders section, right
click on your new folder and select Add to Favorite Folders (an alternative is to drag the new folder): You
should now find that a copy of the new folder is in the Favorite Folders section. Save one of your
messages into the new folder (just drag it across). For Follow Up Folder The folder named For Follow Up
always contains an up-to-date list of all Quick Flagged messages in every folder in your mailbox. So you
can use it to flag messages that you know need following up - in this way it can be used as a to-do list. To
see how you can do this: 1. You may or may not have noticed a For Follow Up folder on the left-hand
side of your Outlook window under Favorite Folders. At present, this is empty 2. Looking at the list of
messages in your Inbox, you should notice a faded flag to the right of each. Click on this flag next to one
of the messages (not your meeting invitation) - you should find that it goes red 3. Your For Follow Up
folder should now have 1 message in it 19 4. By right-clicking on the red flag, more options are available
such as different coloured flags (which could be used to flag for other things apart from follow up, e.g.
call, review). Another option is Add Reminder... under which you can give a date and time deadline for
the follow up to be due by. Click on this: 5. Set the Due by: date if you want and then click [OK] The For
Follow Up folder is a special type of folder called a Search Folder. Other Search Folders that have been
setup are Unread Mail and Large Mail. If you receive any attachments then you will find that another
Search Folder called With Attachments is created. You can see your Search Folders under All Mail
Folders. You can also create your own Search Folders by right clicking on Search Folders and choosing
New Search Folder... From here you can choose from a list of pre-defined templates or create a search
with custom criteria and save it as a Search Folder for future use. Blocked Attachments You will find that
in Outlook there are certain files that will be automatically blocked if they have been sent as
attachments. These include executable programs with an extension of .exe, Active Server Pages with an
extension of .asp, and, perhaps more surprisingly, Microsoft Access related files including database files
with an extension of .mdb If you receive a blocked attachment, you'll need to contact the sender and
ask that person to resend the file using one of the following methods:  Zip it into a zip-compressed file -
you will need to have something to unzip it on arrival  Link to it - if you share a file server with the
recipient, you can put the file there and send a link to the file rather than sending the file itself. 
Rename it - you can rename the file and use a filename extension that Outlook won't block, such as .txt.
When you do this, you may need to include some instructions in your message on how to open the file.
Away from the Office If you’re going to be away from the office, you should consider setting up a
vacation/holiday message. This can be done as follows: 1. Click Tools, then select Out of Office Assistant
2. Write the message in the box 3. Ensure that I am out of the office is selected 4. Click [OK] 20 When
you next run Outlook, it will ask whether you wish to turn the Out of Office off. Whilst you’re away, you
can use OWAmail (Outlook Web Access) to access your email at the University of Reading on any
computer that has access to the internet. See the OWAmail Quick Guide for further details. If you
wanted to allow somebody else to use your own Inbox whilst you're away, then look at the section
under Allowing access to your Inbox on the Exchange Mailbox Tasks web page. Using Contacts This
training course has mostly concentrated on using the Calendar and Email in Microsoft Outlook
Exchange, but now let's take a brief look at Contacts (for further information on importing address
books and looking at the differences between contacts and address books, look at the online help within
Outlook). The sections below come from our Exchange Contacts web page (which also tells you about
the Global Address List, your address book, and setting up a distribution list). Adding a New Contact 1.
Click on the [Contacts] button in the Navigation Pane 2. At present, there will be no contacts - to create
a new contact just double click where it says to create a new contact (or click on the New button - the
first button on the toolbar) 3. Enter in the information as required, either for yourself, a colleague or a
friend:  You should enter a name in the box marked Full Name. If you click on the [Full Name] button
then you can enter information regarding the user’s title, first name, last name etc.  There are three
different email addresses that you can add, and these are displayed by clicking on the down arrow by
the E-mail... box. You should enter at least one email address.  You can enter as much other
information as you wish. 4. When you have finished adding information, remember to click [Save and
Close] on the toolbar 21 Adding an Address from an Email You can add someone to your Contacts if they
have sent you an email as follows: 1. Click on the [Mail] button in the Navigation Pane 2. Click on one of
the emails you received earlier 3. Inside the message window/pane, select the address that you want to
add (e.g. your neighbour's training username), and right click on it 4. Select Add to Outlook Contacts...
from the shortcut menu 5. The contact box should open, and you can add as much information as
before (note that the full name and email address have already been added) 6. When you have finished
adding information, remember to click [Save and Close] Sending an Email to a Contact To send an email
to someone in your Contacts (assuming you're still looking at your email messages): 1. Click the [New]
button on the top, standard toolbar 2. Click on the [To...] button next to where you would normally type
the email address of the person you are sending the email to 3. Click on the drop-down list-arrow next
to Global Address List and choose Contacts 4. Choose one of the names you have put into your Contacts
and click on the [To] button just below Message Recipients 5. Click [OK], type in your subject and
message and then send it to your contact Setting up a Task You might have noticed earlier that a to-do
list could be setup using a For Follow Up folder. Another way of setting up tasks is as follows: 1. Click on
the [Tasks] button in the Navigation Pane 22 2. Click where it says Click here to add a new Task 3. Type
in something like Look at further things to do in Outlook 4. Press - you should find that this has now
been setup as a task To add further details to the task, double click on it to open it up - you can then
specify details such as the due date and its current status (e.g. not started, in progress etc.). Further
Information Here are some ways to get further information or help:  Microsoft Outlook has its own
built-in Help system, which contains a considerable amount of information as well as tips and examples.
It can be accessed in the usual ways - via the Help menu, by pressing key or through a question mark
icon on the toolbar or question text box  Further documents on using Microsoft Outlook Exchange at
the University are available from the IT Services More Help - Email Index page under the section Staff
Email - Outlook- some of these have already been pointed to in various sections above  Microsoft's
own website has some very useful online training courses on Outlook 2007 and Outlook 2003  Further
information on Better Ways to Managing Email (Outlook 2007) is being developed that will include
sections on:  Issues with organising email  Issues with printing emails  Issues with sending emails
Currently this information is being developed under Blackboard on the ITS training Course there, but it is
planned to make it available from the ITS training pages probably in pdf format Logging Out You have
now finished this training session, so shut down any open windows and log out: 1. Close Outlook by
clicking on its [Close] button 2. To logout from the Terminal Server, click on [start], choose Log Off and
press for [Log Off] to confirm this 3. Finally, on IT Services machines, to logout from your personal
username, click on [start], choose Log Off, and press for [Log Off] to confirm this ™ Trademark owned by
Microsoft Corporation. © Screen shot(s) reprinted by permission from Microsoft Corporation. Copyright
© 2009: The University of Reading Last Revised: March 2009

Section – 2 Microsoft Office Indic 2003 (Gujarati) 86 87 2.1 Introduction about MS Office 2003
Indic Microsoft introduced new MS OFFICE 2003 Indic suit, in which user can type in six Indian
Languages like Hindi, Gujarati, Kannada, Malayalam, Tamil and Bengali. Gujarati Indic IME gives a very
convenient way of entering text in Gujarati using the English QWERT keyboard in any Office XP
application, WordPad and notepad on Windows XP platform. 2.2 How to start Word? Method of Starting
Word 2003 Following steps are used to start Word 2003 1. Click on Start 2. Point to Programs ->
Microsoft Office -> Microsoft Office Word 2003 3. Click on Microsoft Office Word 2003 2.3 How to
Change Language English to Gujarati? Following Steps are taken to change language English to Gujarati.
1. Hold down the Alt Key and Press the Shift Key to toggle language from English -> Gujarati -> English.
OR 88 1. Click on ‘EN’ from Task Bar. 2. Click on ‘GU’ from pull up Bar. A Gujarati tool bar will be
displayed as shown in the following figure 2.4 Introduction about the Gujarati Keyboards Gujarati Indic
IME provides support for five types of keyboard: • Gujarati Transliteration – Using phonetic typing, the
user can type his message in Roman using the Standard English keyboard, which is transliterated on-the-
fly to Gujarati. It works on the logic of phonetics and is most effective when you spell the word the way
it is spoken. • Gujarati Typewriter- Another Gujarati keyboard used in typing. Typing can be done as per
the key mapping of Gujarati typewriter keyboard. • Gujarati Inscript - Another Gujarati Keyboard where
the user types the basic characters in sequence and an underlying logic determines that which of these
characters have to be combined and substituted to form a glyph. 89 • Gujarati Remington Indica-
Another Gujarati keyboard used in typing. Typing can be done as per the key mapping of Gujarati
Remington Indica keyboard. • Gujarati Godrej Indica- Another Gujarati keyboard used in typing. Typing
can be done as per the key mapping of Gujarati Godrej Indica keyboard. • Gujarati Special Character –
Another keyboard contains all possible special characters in Gujarati. • Terafont keyboard – Another
Gujarati keyboard used in typing. Typing can be done as per the key mapping of Terafont keyboard. 2.5
Introduction about the Gujarati IME Input method Editor (IME) gives a very convenient way of entering
text in Gujarati using the English QWERTY keyboard in any Office XP application, wordpad and notepad
on Windows XP application, and have the text on the fly get converted to Gujarati. Indic IME has several
features such as Auto Text, Customized word list, onthe-fly Help, Different Keyboards Bilingual
Composing of Text etc. which facilitate the user to compose in Gujarati conveniently. How to Use
Gujarati Indic IME: 1. After installing Gujarati Indic IME start any Office application, WordPad or
Notepad. 2. Click the Language Indicator located in the System Tray on the right side of the Windows
taskbar, and click to select “Gujarati Indic IME 1” from the shortcut menu that appears. 3. Start typing in
Gujarati. Gujarati/Engl ish Keyboard Selection AutoTe AutoText Customiz ed On the fly Help On/Off On
the fly 90 2.6 How to operate the Keyboards Use the following different Keyboard Layouts for Gujarati
Typing All the Keyboard layouts below shows all the Gujarati characters that are mapped to the
Standard English keyboard of different keyboards : 1. Gujarati Typewriter keyboard Use the following
different characters for Typewriter Keyboard Input Output કકકક + aa matra કકક કક + aa matra ક
ક + aa matra ક કક + aa matra ક કક + aa matra ક કક + aa matra ક કક + aa matra ક કક + aa matra
ક કક + aa matra ક કક + aa matra ક કક + aa matra ક કક + aa matra ક કક + aa matra ક કક + aa
matra ક કક + aa matra ક કક + aa matra ક 2. Gujarati Inscript Keyboard 91 3. Gujarati Ramington
Indica Keyboard 4. Gujarati Godrej Indica Keyboard 5. Gujarati Special Character Keyboard 92 6. Gujarati
Terafont keyboard What is Transliteration K/B ? Transliteration is a Keyboard Layout in which the user
can type the words in Roman English using the standard keyboard layout. The word is translated into
Gujarati on the fly using phonetic logic. The word is translated in spell as it is spoken. 2.7 How to type
different Characters and Words from transliteration K/B? Followings are the list of character assigned to
keys for Transliteration Keyboard. 1. Vowels 93 Roman Gujarati a ક aa ક I ક ee ક u ક oo ક e ક ai / ei
ક o ક au / ou ક a^ કક aH કક aM કક O ક A ક Ra / Ru / Ri ક OM ક 2. Consonants Roman Gujarati ka
ક kha ક ga ક gha ક Nga ક cha ક chha ક ja ક jha ક Nja ક Ta ક Tha ક Da ક Dha ક Na ક ta ક tha ક da
ક dha ક 94 na ક pa ક pha ક ba ક bha ક ma ક ya ક ra ક la ક va / wa ક sha ક Sha ક sa ક ha ક kSha /
xa કકક tra કકક Gya / jNja કકક R ક La ક 3. Consonants with Matra Roman Gujarati ka ક kaa કક ki
કક kee કક ku કક koo કક ke કક kai / kei કક ko કક kau / kou કક ka^ કક kaH કક kaM કક kO કક
kA કક kRa / kRu / kRi કક kra કકક 95 2.8 How to use IME Help ? On-the-Fly Help Indic IME provides
online help of the English character mapping along with Gujarati. As the user types, help for each
character or matra is available on the screen, helping the user in typing. To turn on the On-the-Fly help,
you have to click on the On-theFly Help button shown in the bottom right corner of then Word Screen.
Spelling Check in Gujarati Microsoft Word with Indic languages enabled checks the spelling of Indic
language words and other words automatically as it encounters them. You do not need to perform a
separate spelling check for each language. There are two ways to check spelling grammar in Gujarati. 1.
When the typing of word finishes, a red underline appears under the word which spelling is wrong. 2.
Right click on the word, a menu will appear which shows the correct word OR 1. Select the word, Click
on Tools -> Spelling and Grammar OR Press F7 key. 2. It shows the dialog box with the suggested word.
You can choose the correct word from the listed word. 2.9 What is Smart Tag? You can save time by
using smart tags (smart tags: Data recognized and labeled as a particular type. For example, a person's
name or the name of a recent Microsoft Outlook e-mail message recipient is a type of data that can be
recognized and labeled with a smart tag.) to perform actions (actions: Tasks that can be performed by
using smart tags. For example, adding a name to a Microsoft Outlook Contacts folder is one action that
might be taken with a person name smart tag.) in Microsoft Word that you'd normally open other
programs to do. The purple dotted lines beneath text in your document indicate the smart tags. How to
use smart tags When Word recognizes types of data, it marks the data with a smart tag indicator, a
purple dotted underline. To find out what actions you can take with a smart tag, move 96 the insertion
point over the underlined text until the Smart Tag Actions button appears. You can then click the button
to see a list of actions you can take. Smart Tag Actions button Smart tag indicator When you save a
document, the smart tags are embedded so that they are available to anyone who opens the document.
You can, however, choose not to embed smart tags when you save a document. If you save as a Web
page a Word document that contains smart tags, some tasks can be performed on the Web using
Microsoft Internet Explorer 5 or later. You can also use smart tags in your Microsoft Outlook e-mail
messages and in Microsoft Excel. How smart tags work You enable smart tags by selecting smart tag
recognizers from a list (Tools menu, AutoCorrect Options command, Smart Tags tab). Each smart tag
recognizer identifies a type of data, such as names, dates, or telephone numbers, and contains the logic
needed to provide one or more actions for each data type. When you type text into a new document or
open an existing document, the logic in the smart tag looks for words that match the data types in the
list. When the smart tag finds a match, it places a smart tag indicator— a dotted purple line— under the
term and enables the appropriate actions. The actions you can take depend on the type of data that
Word recognizes and labels with a smart tag. For example, "Nate Sun" in the previous example is
recognized as a "person name" smart tag with actions you can take, such as Open Contact, Schedule a
Meeting, Add to Contacts, or Insert Address. If you select the Add to Contacts action, you can add the
name and address to your Outlook contact folder without copying the information, opening Outlook,
and then pasting the information into a contact card. What is a Thesaurus? Thesaurus is a dictionary of
synonyms. Followings are the steps to use thesaurus. 1. On the Tools menu, click Research. 2. In the
Search for list, select Thesaurus. 3. Press ALT and click the word you want to look up. 4. Results appear
in the Research task pane. 5. To use one of the words in the list of results or to search for more words,
do one of the following: • To use one of the words, point to it, click the down arrow, and then click
Insert or Copy. • To look up additional related words, click a word in the list of results. 97 You can also
look up words in the thesaurus of another language. If, for example, your document is in French and you
want synonyms, click Research options in the Research task pane, and then under Reference Books,
select the thesaurus options you want. The thesaurus is installed by default. If, however, you receive no
results from the thesaurus, you may need to reinstall it. In Microsoft Office Outlook 2003, the Research
task pane is available only when you are reading or composing e-mail messages. 2.10 How to change
Menu from English to Gujarati Following are the steps to change the Menu from English to Gujarati. Step
1: Before changing Menu, Close all the Microsoft Office Applications then Click on the Start Button. Step
2: Point to Programs -> Microsoft Office -> Microsoft Office Tools -> Microsoft Office 2003 Language
Settings. Click on it. (As shown in Fig.) Step 3: Language Setting Dialog box will appear. Select
કકકકકકક from ‘Display Office 2003 in’ drop down list box. 98 Step 4: Select Help Language from
‘Display Help in’ drop down list box. Click Ok Now Start MS Word 2003. You can see the menu is
changed from English to Gujarati. Every menu command is converted into related Gujarati Language. 99
2.11 Introduction about TBIL Converter TBIL Data Converter is a desktop application, which enables any
user to transliterate data of MS Word Doc /Text /Access (MDB) /Excel (XLS) files in ASCII Font/ISCII
/UTF/Roman format (supported by converter) to a Unicode document in 7 Indian languages supported
by Microsoft and vice a versa. 1. To convert the document from Roman to Unicode the source document
must be in Times New Roman font. 2. TBIL Data Converter can convert text/doc file/access file from
Unicode to Fonts but only for Gujarati and Hindi Language. 3. TBIL Data Converter will be converting
document only with the supported fonts. The supported languages for the converter are: a. Hindi, Tamil,
Gujarati, Telugu, Kannada, Punjabi, Marathi b. The supported fonts for the TBIL Data Converter with
respect to all languages are: How to use TBIL Data Converter? Before using TBIL Data Converter for
conversion of Doc files, close all the other running word applications, especially the source file. Follow
the steps given below for transliteration of the data in MS Word Doc/Text files/Access/Excel files from
font/ASCII/Roman format to Unicode and vice versa. 100 Step 1: Open/Run the TBIL Data Converter
application. Select the source file format for conversion. Click ‘GO’ button to continue Step 2: The next
screen is “Source Font Selection” wizard. Specify the following Details: Case (A) 101 Source Language
Select the language of Doc file/Text file from the options available in drop down. Options are Hindi,
Punjabi, Gujarati, Marathi, Tamil, Telugu, Kannada and None. Source Format If source language is
selected None, Iscii, Phonetic and UTF Options are available. If source language is selected as any
language, Ascii and Unicode options are available. Source Font This is the name of the font used in
document. Select the font name available in the list, which is filtered on the basis of selected language.
To convert the Roman documents select the Times New Roman here. Target Language The Target
language is the language in which doc file/Text file will be converted. Target Format If target language is
selected None, Iscii, Phonetic and UTF Options are available. If target language is selected as any
language, Ascii and Unicode options are available. Target Font Select the Font in which the converted
document will be available. After specifying above details click the ‘Next’ button. Step 3: Following
screen will appear after step 2 Case (A) If you select Doc/Txt file in the Splash Screen (Screen 1).You will
see next screen 102 After specifying all the details, Press Next button. Step 4 This Screen will appear
which will show the details you selected and now you can press Convert Button to begin the conversion.
Controls on this screen Button Description Convert This Begins the conversion process. Back This will
take you back to the previous Screen. Cancel You can close the application by clicking on this button 103
Step 5 This Screen will appear. Which will show the completion of the conversion. Controls on this
screen Button Description Next Table This will take you back to the screen where you can select another
file for conversion. Exit You can close the application by clicking on this button

PowerPoint Info
Everything from the world of PowerPoint. Latest
PowerPoint news, Plug-ins, PowerPoint Tutorials.....
 ▼
Tuesday, March 13, 2012

Basic difference between slide

transition effects and animation
effects
Slide transitions are the animation effects that are
applied to whole slide whereas animation effects are
applied to objects (text, shape, picture etc.) on a
slide. For a slide you can have only one transition
effect while each object on the slide can have
multiple animation effects.

Transition effects appear in PowerPoint slideshow

view when slides change from one to the next. Like
animation effects we can control the speed of each
slide transition effect, and we can also add music or
sound. Video below should help you understand the
difference:

Transition and animation effects provide visual

impact and grab the audience's attention but when
to use them and when not entirely depends upon
 your content and target audience. It's advisable not
to overdo animations or slide transitions and also to
stick to one transition effect throughout the
slideshow because your audience may find it
annoying and distracting. A balanced use of
animations and slide transitions can lead to effective
presentations which will keep your audience
attentive and awake.

PowerPoint Animations
and Transitions
This lesson teaches you how to animate the objects
on your PowerPoint slides.
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Lesson 3: Animations,
Transitions, Spell Check,
Outline Tab, Slides Tab, Sorter
View, and Printing
Animations control how objects move onto, off of,
and around your slides. Transitions control how your
presentation moves from one slide to the next. This
lesson teaches you how to create animations and
transitions. It also teaches how to spell-check your
document, how to use the Outline and Slides tabs,
how to use Sorter view, and how to print.
Add Animations
You can animate the objects on your PowerPoint
slides. PowerPoint provides four types of
animations: Entrance, Emphasis, Exit, and Motion
Paths. An Entrance animation determines the
manner in which an object appears on a slide; for
example, an object can move onto a slide. An
Emphasis animation does something to draw
attention to an object; for example, the object can
become larger. An Exit animation determines the
manner in which an object leaves a slide; for
example, an object can move off a slide. A Motion
Paths animation determines how an object moves
 around a slide; for example, an object can move
from left to right.
After you add an animation, you can use the Custom
Animation pane to modify it by choosing an effect.
Choosing an effect enables you to define what starts
the animation, its properties (such the direction from
which an object moves onto the slide), and control
the speed of the animation. In addition, you can
have an animation start when you click the mouse,
start along with the previous animation, or start at a
specified time after the previous animation.
If the Auto Preview box is checked on the Custom
Animation pane, PowerPoint provides you with
preview of your animation after you create it and
each time you modify it. You can also use the Play
button on the Custom Animation pane to
preview an animation.
To choose an effect:
1. Select the object you want to animate.
2. Choose the Animations tab.
3. Click the Custom Animation button . The
Custom Animation pane appears.
4. Click the Add Effect button . A menu
appears.
5. Choose the type of effect you want. A submenu
appears.
6. Click the effect you want. PowerPoint applies the
effect.
To modify an effect:
1. Click the down arrow next to the Start field on the
Custom Animations pane and then select the start
method you want.
2. Click the down arrow next to the Property field on
the Custom Animations pane and the select the
property you want. The Property field might be
labeled Direction, Size, or some other property.
3. Click the down arrow next to the Speed field on the
Custom Animations pane and then select the speed
you want to apply to your animation.
To preview the animation, click the Play button
on the Custom Animations pane.
EXERCISE 1
Add an Animation to a Slide
1. Click Slide 2 on the Slides tab.
2. Select "Start saving early."
3. Choose the Animations tab.
4. Click the Custom Animation button . The
Custom Animation pane appears.
5. Click the Add Effect button . A menu
appears.
6. Choose Entrance. A submenu appears.
7. Click Fly In. PowerPoint applies the effect. If the
Auto preview box is checked, PowerPoint
automatically provides you with a preview of the
animation.
Modify the Effect
1. Click the down arrow next to the Start field and then
select After Previous.
2. Click the down arrow next to the Direction field and
then select From Bottom.
3. Click the down arrow next to the Speed field and
then select Medium.
Add Another Animation

1. Select "Apply for financial aid."

2. Click the Add Effect button . A menu
appears.
3. Choose Entrance. A submenu appears.
4. Click Fly In. PowerPoint applies the effect. If the
Auto preview box is checked, PowerPoint
automatically provides you with a preview of the
animation.
Modify the Animation
1. Click the down arrow next to the Start field and then
select After Previous. The Apply for Financial Aid
field appears in the center of the Custom Animation
pane.
2. Click the down arrow next to the Apply for Financial
Aid field and then click Timing. The Fly In dialog box
appears.

3. Type 0.05 in the Delay text box.

4. Click OK.

5. Click the down arrow next to the Direction field and

then select From Bottom.
6. Click the down arrow next to the Speed field and
then select Medium. If the Auto preview box is
checked, PowerPoint automatically provides you
with a preview of the animation. You can click the
Play button on the Custom Animation pane at
anytime to preview an animation.
Add Transitions
Transitions determine how your presentations move
from one slide to the next. For example, a slide can
move up onto the screen and replace the previous
slide. PowerPoint provides several transition
methods. You can add sound to a transition and you
can control its speed. You can apply a transition to
selected slides or to all of the slides in your
presentation.
A transition can occur when the presenter clicks the
mouse or after the amount of time you specify.
 To apply a transition to selected slides:
1. On the Slides tab, hold down the Ctrl key and then
click the slides to which you want to apply the
transition.
2. Choose the Animations tab.
3. Click the More button in the Transition to this Slide
group. A menu of transitions appears.
4. Click the transition you want to apply. PowerPoint
applies the transition. As you roll your pointer over
each transition, PowerPoint provides you with a live
preview of the transition.
To apply a transition to all slides:
1. Choose the Animations tab.
2. Click the More button in the Transition to this Slide
group. A menu of transitions appears.
3. Click the transition you want to apply. As you roll
your pointer over each transition, PowerPoint
provides you with a live preview of the transition.
4. Click the Apply to All button in the
Transition to This Slide group.
To add a sound to a transition:
1. Choose the Animations tab.
2. Click the down arrow next to the Transition Sound
field and then click the sound you want. As you roll
 your pointer over each sound, PowerPoint plays the
sound.
To set the speed of a transition:
1. Choose the Animations tab.
2. Click the down arrow next to the Transition Speed
field and then click the speed you want.
If you want the transition to occur after the presenter
clicks the mouse, check the On Mouse Click check
box. If you want a transition to occur after a specified
period of time, check the Automatically After check
box and then specify the amount of time you want to
elapse before the transition occurs. The On Mouse
Click check box and the Automatically After check
box are both located on the Animations tab in the
Transition to This Slide group.
EXERCISE 2
Add Transitions

1. Choose the Animations tab.

2. Click the More button in the Transition to this Slide
group. A menu of transitions appears.
 s
3. Click the Push Up transition. As you roll your pointer
over each transition, PowerPoint provides you with a
live preview of the transition.
Add Sound and Set the Speed

1. Click the down arrow next to the Transition Sound

field and then click Click.
2. Click the down arrow next to the Transition Speed
field and then click Slow.
Advance Slide

1. Check the On Mouse Click check box.

2. Click the Automatically After check box.
3. Type 00:07 in the Automatically After text box.
4. Click the Apply to All button . PowerPoint
applies all of your changes to all of the slides.
5. Click Slide 1 on the Slides tab.
6. Type 00:03 in the Automatically After text box.
PowerPoint changes the timing for Slide 1.
Spell Check
PowerPoint checks your spelling as you type and
displays errors with a red wavy line under the
misspelled word. You can right-click and then select
the correct spelling from the list of offerings on the
menu that appears or select Spelling to open the
Spelling dialog box. If you need to, you can initiate a
spell check anytime you like. To start a spell check,
do one of the following:
 Press F7.
 Choose the Review tab and then click the Spelling
button .
If the spell check finds a possible spelling error, the
Spelling dialog box opens with the spelling error
highlighted. You can respond in several ways.
 Response Procedure

Do not change spelling. Click Ignore.

Correct spelling. 1. Click the correct spelling in the

Suggestions box.
2. Click Change.

Add to dictionary. Click Add.

Word is correct. Do not change Click Ignore All.

presentation.

Word is incorrect. Change entire Click Change All.

presentation.

EXERCISE 3
Spell Check
1. Press F7
2. Correct any spelling errors PowerPoint finds. If
PowerPoint does not find any errors, the Spelling
Check is Complete message box appears. Click OK.
 Use the Outline and Slides Tabs
By default, the Outline and Slides tabs are located
on the left side of your PowerPoint window. The
Outline tab displays the text contained in your
presentation. The Slides tab displays a thumbnail of
all your slides. You click the thumbnail to view the
slide in the Slide pane.
EXERCISE 4
Use the Outline and Slides Tabs

1. Choose the Slides tab to view thumbnails of your

slides.
2. Choose the Outline tab to view the text of your
presentation as an outline.
Use Slide Sorter View
After you have created your PowerPoint slides, you
can move, cut, copy, paste, duplicate, navigate, and
view them in Sorter view. To view the slides in Sorter
view, do one of the following:
 Choose the View tab and then click the Slide Sorter
button in the Presentation Views group.
 Click the Slide Sorter button in the bottom-right
corner of the PowerPoint window.
Slide Sorter View

Task Procedure

Move to first slide. Use Ctrl+Home.

 Slide Sorter View

Task Procedure

Move to last slide. Use Ctrl+End.

Move to next slide. Use the right arrow.

Move to previous slide. Use the left arrow.

Select a slide. Single-click the slide.

Open a slide in Normal view. Double-click the slide.

Select slides. Select a single slide:

1. Click the slide you want to select.

Select multiple slides:

1. Hold down the Ctrl key.
2. Click the slides you want to select.

Delete a slide. 1. Select the slide or slides you want to

delete.
2. Press the Delete key.

1. Select the slide or slides you want to

delete.
2. Choose the Home tab and then click
the Delete button .

Copy a slide. 1. Select the slide.

2. Choose the Home tab.

3. Click the Copy button in the

Clipboard group.

1. Select the slide.

2. Press Ctrl+C.
 Slide Sorter View

Task Procedure

Paste a slide. 1. Select the slide after which you want

the new slide or slides to appear.
2. Choose the Home tab.

3. Click the Paste button in the

Clipboard group.

1. Select the slide after which you want

the new slide or slides to appear.
2. Press Ctrl+V.

Cut a slide. 1. Select the slide or slides you want to

cut.
2. Choose the Home tab.

3. Click the Cut button in the

Clipboard group.

1. Select the slide or slides you want to

cut.
2. Press Ctrl+X.

Move a slide. 1. Select the slide (or slides) you want

to move.
2. Drag it to the new location.

Duplicate a slide. 1. Select the slide (or slides) you want

to duplicate.
2. Press Ctrl+D.

EXERCISE 5
Use Slide Sorter View
1. Choose the View tab.
2. Click Slide Sorter in the Presentation Views group.
3. Double-click a slide to view it in Normal view.
Print
PowerPoint provides you with many printing options.
You can print a large view of your slides or you can
print your slides as handouts with 1, 2, 3, 4, 6, or 9
slides per page. You can also print your Notes
pages or the Outline view of your slides.
To print:
1. Click the Microsoft Office button. A menu appears.
2. Choose Print.
3. Click Print Preview.
4. Click the down arrow next to the Print What field in
the Page Setup group and then select what you
would like to print. A preview appears onscreen.
5. Click the Print . The Print dialog box appears.
6. Click the down arrow next to the Color/Grayscale
field to select whether you want your slides to print
in color, grayscale, or black and white. If you are
using a black and white printer, choose black and
white. You will use less ink or toner.
7. Click OK.
EXERCISE 6
Print an Outline

1. Click the Microsoft Office button. A menu appears.

2. Choose Print.
3. Click Print Preview. The Print Preview tab appears.
4. Click the down arrow next to the Print What field in
the Page Setup group and then select Outline View.
5. Click the Print button . The Print dialog box
appears.
6. Click the down arrow next to the Color/Grayscale
field to select whether you want your slides to print
in color, grayscale, or black and white. If you are
using a black and white printer, choose black and
white. You will use less ink or toner.
7. Set the other print settings.
8. Click OK. Your outline prints.
Print Your Slides
1. Click the Microsoft Office button. A menu appears.
2. Choose Print.
3. Click Print Preview. The Print Preview tab appears.
4. Click the down arrow next to the Print What field in
the Page Setup group and then select Slides.
5. Click the Print button . The Print dialog box
appears.
6. Click the down arrow next to the Color/Grayscale
field to select whether you want your slides to print
in color, grayscale, or black and white. If you are
using a black and white printer, choose black and
white. You will use less ink or toner.
7. Set the other print settings.
8. Click OK. Your slides print.
Print Your Slides as a Handout
1. Click the Microsoft Office button. A menu appears.
2. Choose Print.
3. Click Print Preview. The Print Preview tab appears.
4. Click the down arrow next to the Print What field in
the Page Setup group and then select Handouts (4
slides per page).
5. Click the Print button . The Print dialog box
appears.
6. Click the down arrow next to the Color/Grayscale
field to select whether you want your slides to print
in color, grayscale, or black and white. If you are
using a black and white printer, choose black and
white. You will use less ink or toner.
7. Set the other print settings.
8. Click OK. Your handouts print.