INFORMATION & COMMUNICATION TECHNOLOGY –1 (ICT-1)

Computer Fundamentals and Office Tools

Common for all Degree Programs
II Semester

Unit-I:
Basics of Computers :Definition of a Computer - Characteristics and Applications of
Computers – Block Diagram of a Digital Computer – Classification of Computers based on
size and working – Central Processing Unit – I/O Devices.

Unit-II:
Primary, Auxiliary and Cache Memory – Memory Devices. Software, Hardware, Firmware and
People ware – Definition and Types of Operating System – Functions of an Operating
System – MS-DOS – MS Windows – Desktop, Computer, Documents, Pictures, Music,
Videos, Recycle Bin, Task Bar – Control Pane.

Unit-III:
MS-Word
Features of MS-Word – MS-Word Window Components – Creating, Editing, Formatting and
Printing of Documents – Headers and Footers – Insert/Draw Tables, Table Auto format –
Page Borders and Shading – Inserting Symbols, Shapes, Word Art, Page Numbers,
Equations – Spelling and Grammar – Thesaurus – Mail Merge

Unit-IV:
MS-PowerPoint
Features of PowerPoint – Creating a Blank Presentation - Creating a Presentation using a
Template - Inserting and Deleting Slides in a Presentation – Adding Clip Art/Pictures -
Inserting Other Objects, Audio, Video - Resizing and scaling of an Object – Slide Transition –
Custom Animation

Unit-V:
MS-Excel
Overview of Excel features – Creating a new worksheet, Selecting cells, Entering and editing
Text, Numbers, Formulae, Referencing cells – Inserting Rows/Columns –Changing column
widths and row heights, auto format, changing font sizes, colors, shading.

Reference Books:
1. Fundamentals of Computers by ReemaThareja, Publishers : Oxford University Press, India
2.Fundamentals of Computers by V.Raja Raman, Publishers : PHI
3. Microsoft Office 2010 Bible by John Walkenbach, Herb Tyson, Michael R.Groh and
FaitheWempen, Publishers : Wiley

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 UNIT-I
Basics of Computers-I
Q.) What is a Computer?
Ans: Computer is an electronic device that is designed to work with Information. The
term computer is derived from the Latin term ‘computare’, this means to calculate or programmable
machine. Computer cannot do anything without a Program. It represents the decimal numbers
through a string of binary digits. The Word 'Computer' usually refers to the Center Processor Unit plus
Internal memory.

Q.) Explain about Characteristics of Computer?

Ans: 1. Speed: - As you know computer can work very fast. It takes only few seconds for calculations that
we take hours to complete. You will be surprised to know that computer can perform millions (1,000,000) of
instructions and even more per second. Therefore, we determine the speed of computer in terms of
microsecond (10-6 part of a second) or nanosecond (10 to the power -9 part of a second). From this you can
imagine how fast your computer performs work.
2. Accuracy: - The degree of accuracy of computer is very high and every calculation is performed with the
same accuracy. The accuracy level is 7. Determined on the basis of design of computer. The errors in
computer are due to human and inaccurate data.
3. Diligence: - A computer is free from tiredness, lack of concentration, fatigue, etc. It can work for hours
without creating any error. If millions of calculations are to be performed, a computer will perform every
calculation with the same accuracy. Due to this capability it overpowers human being in routine type of
work.
4. Versatility: - It means the capacity to perform completely different type of work. You may use your
computer to prepare payroll slips. Next moment you may use it for inventory management or to prepare
electric bills.
5. Power of Remembering: - Computer has the power of storing any amount of information or data. Any
information can be stored and recalled as long as you require it, for any numbers of years. It depends
entirely upon you how much data you want to store in a computer and when to lose or retrieve these data.
6. No IQ: - Computer is a dumb machine and it cannot do any work without instruction from the user. It
performs the instructions at tremendous speed and with accuracy. It is you to decide what you want to do
and in what sequence. So a computer cannot take its own decision as you can.
7. No Feeling: - It does not have feelings or emotion, taste, knowledge and experience. Thus it does not get
tired even after long hours of work. It does not distinguish between users.
8. Storage: - The Computer has an in-built memory where it can store a large amount of data. You can also
store data in secondary storage devices such as floppies, which can be kept outside your computer and can
be carried to other computers.
Q.) Explain about Applications of Computer?
Ans: The various applications of computers in today's arena :
1.Business
2.Education
3.Marketing
4.Banking
5.Insurance
6.Communication
7.HealthCare
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8.Military
9.EngineeringDesign
Business: A computer has high speed of calculation, diligence, accuracy, reliability, or versatility which
made it an integrated part in all business organizations. Computer is used in business organizations for:
Payroll calculations, Sales analysis, Budgeting, Financial forecasting, Managing employees database and
Maintenance of stocks etc.
Education: Computers have its dominant use in the education field which can significantly enhance
performance in learning. Even distance learning is made productive and effective through internet and
video-based classes. Researchers have massive usage of these computers in their work from the starting to
till the end of their scholarly work.
Marketing: In marketing, uses of computer are :
Advertising - With computers, advertising professionals create art and graphics, write and revise copy, and
print and disseminate ads with the goal of selling more products.
Home Shopping - Home shopping has been made possible through use of computerised catalogues that
provide access to product information and permit direct entry of orders to be filled by the customers.
Banking: Today banking is almost totally dependent on computer. Banks provide the facilities of: Banks
provide online accounting facility, which includes current balances, deposits, overdrafts, interest charges,
shares, and trustee records. ATM machines are making it even easier for customers to deal with banks.
Insurance: Insurance companies are keeping all records up-to-date with the help of computers. The
insurance companies, finance houses and stock broking firms are widely using computers for their concerns.
Communication: Communication means to convey a message, an idea, a picture or speech that is received
and understood clearly and correctly by the person for whom it is meant for. Some main areas in this
category are: Chatting, E-mail, Usenet, FTP, Video-conferencing and Telnet.
Health Care: Most of the medical information can now be digitized from the prescription to reports.
Computation in the field of medicine allows us to offer varied miraculous therapies to the patients. ECG’s,
radiotherapy wasn’t possible without computers.
Military: Computers are the main tools which help in developing missiles and other equipment in the
deference system. Designing and the maintenance are possible only through computers. Computer builds the
links between the soldiers and commanders through the satellite. Construction of weapons and controlling
their function is not possible without the aid of computers. The list of the criminals and the records of the
cops are maintained regularly in the system.
Engineering Design: As per the title,computers aid in designing buildings, magazines, prints, newspapers,
books and many others. The construction layouts are designed beautifully on system using different tools
and software’s.

Q.) Explain the components of computer? (Or) Explain the components of a computer?
Ans: Block diagram of computer:
A computer takes help of a different device to perform a different job. A computer can process a large
volume of data and produce a desirable result. When we get inside working of computer we find that there
are different hardware components (categorized under different types or unit) playing their roles to support
the overall processing of a computer system. The figure below explains the block diagram of computer
system.

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The basic operations performed by CPU are listed below.

1. A Computer accepts the data or instruction from input devices.

2. Computer processes the data as per the requirement of the user
3. After processing the result is obtained, which is then sent to the user.
4. It stores the data for the future purpose.

A Working principal of computer:

A computer is known as an information processing machine. It takes in raw data from input devices. After it
takes data, it processes the data according to the given instruction using processing unit. Finally, the result is
displayed to the user and stored in secondary storage devices.

Below is the list of different units of a block diagram of computer that connects to form a full
functioning computer system.

 Input unit
 Processing unit
 Storage unit
 Output unit

Input unit: The input unit consists of different input devices. The role of an input unit is to give data to the
computer. A Computer takes input from input devices in the form of clicks, drags and drops, pointing,
alphanumeric characters etc depending upon the device used. Input can be either a data or an instruction.
The Keyboard is a type of input device that gives data as input to the computer whereas mouse usually gives
instructions through clicks.

Processing Unit:
Processing unit consists of various parts like CU, ALU, Registers and is often referred to as an electronic
brain of a computer system. This unit is responsible for performing overall operations of a computer system.
After the input device provides raw data to the computer system, CPU performs specific operations like,
addition, subtraction, division etc and produces a result which we call an output. CPU can also access data
from secondary storage of computer via primary memory. To carry out any operations the CPU assigns tasks
to its component

Components of a processing unit.

 Arithmetic Logical Unit (ALU):

ALU is a logical unit of CPU. This unit is responsible for the processing of the data and instructions. When
the CU encounters instructions which are related to performing logical or arithmetic operation on data, it
passes that instruction to ALU. It carries out arithmetic operations like additions, multiplication, divisions
etc. The comparison operations that arithmetic logical unit performs are comparison like less than, greater
than, less than or equal to, greater than or equal to, not equal to etc. Logical operations includes OR, AND,
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NOT etc. The data on which ALU performs operations are fetched from memory unit. After the processing
completes, the information or result is sent back to the storage or an output device.

 Control Unit (CU):

Control unit is another part of CPU. It supervises the overall operations of other units of the computer. The
CU acts as the central nervous system and controls the processing of data according to the instruction given
to the computer. It fetches instructions and data from the memory unit and executes the instructions one at a
time using time signal. Control unit also determines the sequences of program and instruction’s execution

Output Unit: The output unit of a computer system are the collections of hardware components that
show output to the user either in hardcopy or a softcopy format. After CPU completes the processing on the
data, the outcome of processing also known as output or a result is passed to this unit. The output unit is
responsible for translating the result in human understandable format and displaying it.

Memory unit: The Memory unit of a computer system is what provides the data that CPU needs for
processing. There is a primary and secondary memory in the computer system. Primary memory holds the
data so that CPU can process it. The data that CPU process should be pulled to primary memory(RAM)
from secondary storage device.

Storage Unit: The Storage unit is also a part of a block diagram of computer. Storage unit or secondary
storage unit is a non-volatile device that holds programs, files, documents. It provides facilities to store
a large volume of data. CPU executes the data stored on storage devices indirectly. The data are transferred
to RAM first and after an execution, the data can be again written to Storage unit.

Q.) Explain about different display Technologies?

Evolution of Storage and Display Technologies: The electronic revolution started from 18`th -19th century
and changed the human life forever. The associated data storage technologies also evolved with
computer evolution. Let us learn how these storage technologies evolved over time.
Machine – Readable Punched Card (1890) :Herman Hollerith invented a punch-card that could be read
by a machine.
Magnetic Drum (1932): Electromagnetic pulse was stored by changing the magnetic orientation of
ferromagnetic particles on the drum.
Magnetic Tape (1951): Magnetic tape used magnetic pulses to store data over magnetized tapes.
Hard Disk Drive (1958) :It is a set of magnetized circular platters that store data as magnetic dots.
Floppy Disk (1969): Floppy Disk is a thin flexible magnetic disk, covered by a protective plastic jacket.

• The earliest floppy disks stored data upto 80 KB of data.

Q.) Explain about Generations of Computers?

Ans: FIRST GENERATION (1940-1956) – Vacuum Tubes

The first generation computers were huge ,slow, expensive and often unreliable. It used vacuum tubes for
circuitry.

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Key Features
 Big and clumsy computers that used vacuum tubes

 Not very reliable as Electric failure occurred regularly.

 Large air conditioners were necessary because the computers generated lot of heat.

 Used stored program concept

 Programming in machine language

Remarks
 Very large space requirement

 High electricity consumption.

 Generated lot of heat.

 Slow operating speed

 Restricted computing capacity

 Limited programming capabilities

Input and output devices: Either No Input Devices (Hardware programs ) or Control Panel with
Switches (used in UNIVAC)
Memory Type : Magnetic Drums
Storage: Punched cards and paper Tapes
Major computers : ENIAC (Electronic Numerical Integrator And Calculator), EDVAC (Electronic
Discrete Variable Automatic Computer), EDSAC( Electronic Delay Storage Automatic Computer),
UNIVAC-I (built by Univac division of Remington Rand)

SECOND GENERATION (1956-1963)- Transistors

The creation of transistor sparked the production of a wave of second generation computer. Transistor
was a small device used to transfer the electronic signals across a resistor . Transistors had many
advantages compared to vacuum tubes.

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Key Features
• Transistor replaced vacuum tubes.

• Smaller in size compared to 1st generation computers.

• Generated lesser heat than earlier computer.

• Lower electricity consumption.

• More reliable and faster .

• Programming in machine language as well as assembly language.

Remarks
 Not General –purpose computers - mostly suitable to scientific and bulk data processing tasks
only; not for business purposes.

 The machines were costly.

 Frequent maintenance required.

Input and Output Devices : Teletypewriters and punched cards

Memory Type : Magnetic Core
Storages: Magnetic Tape, Hard-disk
Major computers :- IBM 1400 and 7000 Series, Control Data 3600 etc.

THIRD GENERATION (1964-1971) - Integrated Circuits

 The development of integrated circuits (IC) in 1961, signaled the beginning of the third generation
computers the integrated circuit technology, which had reduced the size and cost of computers
enormously.

It is also known as semiconductor

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Key Features
• Integrated circuits
• Computers smaller, faster and more reliable
• Lower power consumption
• High-level languages developed
• Size of main memories reached about 4 MBs and storage drive capacities reached up to 100
MBs
Remarks
• Proved to be highly reliable, relatively inexpensive , and faster.
• Less human labour was required at assembly stage.
Input and Output Devices : Keyboards, Printer
Memory Type : Core Memory & DRAM chips
Storage : Hard disk, Floppy Disc
Major computers : IBM-360, ICL-1900,2900 & 2903, Honeywell 316 or 6000

FOURTH GENERATION (1971-PRESENT)- Microprocessors

In 1971 Intel created the first microprocessor and the era of fourth generation computers started . During
the fourth generation, hardware technology such as silicone chips, microprocessor, and storage
devices were invented.
 Microprocessor is developed for computer memory and logic.

Key Features
• Large and Very Large Integrated circuits, (LSI & VLSI)

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 • Microcomputer series such as IBM and APPLE developed.

 Portable computers developed.

 Great development in data communication.

 Programming in High Level Languages.

Remarks

 Computer costs came down so rapidly that these found places at most offices and homes.

 Smaller and faster.

 More speed, Reliability, Storage capability

 Personal software Industry boomed.

Input and Output Devises : Keyboard, mouse, joysticks, speakers etc.

Memory : Memory chips
Storage: Hard disk, Floppy disks, CD,DVD, Blu-ray discs.
Major computers: Pentium(p5,dual core, quad core etc.), Power PC, AMD, Apple Dell etc.

FIFTH GENERATION (PRESENTS & BEYOND)-Artificial Intelligence

The fifth generation computers are technologically advance and are still being developed to become more
efficient, though there are some applications, such as voice recognition, advanced robotics that are
being used today. The use of parallel processing and superconductors is helping to make artificial
intelligence a reality.

Key Features
• Parallel-processing- many processors are grouped to function as one large group processor.

• Superconductors- it is a conductor through which electricity can travel without any resistance
resulting in faster transfer of information between the components of a computer.

Remarks
Found applications in:
• Intelligent systems that could control the route of a missile and defense-systems that could fend off
attacks
• Word processors that could be controlled by means of speech recognition.
• Programs that could translate documents from one language to another.
Input and Output Devices : Keyboard, mouse, joysticks, voice input
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Memory : Memory chips
Storage : Hard disk, CD, DVD, Flash memories, blu-ray discs, cloud
Major Computers : Many Robots and Robotic Devices

Q.) Explain about Classification of Computers?

Digital Computers
These Computer types work with discontinous data converted into binary form (0 and 1). Digital computer
represents physical quantities with the help of digits or numbers. These numbers are used to perform
Arithmetic calculations and also make logical decision to reach a conclusion, depending on, the data
they receive from the user.

Digital Computers are Categorized into following types

Embeded Computers:
These Computers are in the form of tyny chips embeded within the circuitry of applications, such as
television, washing machines, and wrist watches. These computers are programmed for only a specific
task.

Micro Computers
A microcomputer is a computer whose CPU is a microprocessor. These computers are single user
systems designed for performing basic operations like education,training, and small business
applications.
These are furtherly categorized in
1. Mobile/Handheld computers (Smart phones of today are such computers)
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2. Portable PC: These computers are easily carry on like Laptops,palmtops, and PDA(Personal Digital
Assistants)
3. Desktop PC: These computers can fit on the top of a desk.

Mini Computers:
A mini computers are also called mid-range servers, are more powerful computersthan micro
computers in terms of processing power and capabilities. Mini computers are multi user systems where
many users simultaniously work on systems.
Examples: PDP11,VAX

Mainframe Computers:
Mainframe computers are designed to handle huge valumes of data and information. These can support
100 users and more at same time. These are very large and expensive computers have great processing
speeds and very high storge capacity as compared to mini computers.
Examples: ICL39, CDC 6600,VAX 8842.

Super Computers:
Super computers are the most powerful computers among the digital computers.These computers are
having very large storage and memory while compared to other digital computers. Super computer can
perform billion instructions per second.These computers are capable of handling huge amounts of
calculations.
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Examples: CRAY X-MP-14,CDC-205.

Analog Computers: Analog computers are used to process continuous data. Analog computers represent
variables by physical quantities. Thus any computer which solve problem by translating physical
conditions such as flow, temperature, pressure, angular position or voltage into related mechanical or
electrical related circuits as an analog for the physical phenomenon being investigated in general it is a
computer which uses an analog quantity and produces analog values as output. But their results are
approximately correct. All the analog computers are special purpose

computers.

Hybrid Computers
Various specifically designed computers are with both digital and analog characteristics combining the
advantages of analog and digital computers when working as a system. Hybrid computers are being
used extensively in process control system where it is necessary to have a close representation with the
physical world.
The hybrid system provides the good precision that can be attained with analog computers and the greater
control that is possible with digital computers, plus the ability to accept the input data in either form.

Special Purpose Computers

A Special pupouse computers is the one that is designed to perform a specific task. The
instructions(Programs) to carry out the task permenently stored in the machine.

Genral Purpose Computers

General purpouse computer is the one that can work on different types of programs input to it and thus be
used in countless applications. The program is not permenently stored but are input at the time of
execution.
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Q.) Explain about different input and output devices?
Ans: Input-Output Devices
An Input Device is any hardware component used to enter data, programs, commands and user responses
into a computer.
There are a variety of input which are used by computers. Some of them are general purpose, that is, they
may be used by any computer.
The input devices are as follows:

1.The Keyboard
Keyboard is a typewriter like a device which is used to type in the letters, digits and commands.
Working: Each key when pressed send a digital code to the computer that determines when key has been
pressed.
Advantages: Most common and reliable of inputting data. Available in variety of formats.
Disadvantages: Not useful for entering pictures, etc. Very slow for selecting various objects on screen or
moving object.

2.The Mouse
The mouse is a pointing device with a roller on the base. Mouse controls movement of a pointer.
Working: When a mouse moves on a flat surface, the cursor on the screen also moves in the direct of the
mouse movement.
Types: Mechanical, Optical and Wireless mouse.
Advantages: Ideal for pointing objects on desktop. Most familiar and easy to use pointing device.
Disadvantage: Need a flat space close to computer. A mouse cant easily be used by a note book.

3.Light Pen
A light pen is used as a pointing device. It consists of a photocell mounted in a pen shaped tube.

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Working: When a pen is brought in front of a picture elements of the screen, it senses light coming from
the limited field of view.
Advantages: Easy to use. Can directly draw on screen.
Disadvantages: Not very accurate while drawing. Expensive compared to other pointing devices.

4.Touch screen
Touch screen is a type of display that has touch-sensitive transparent panel covering the screen.
Working: A grid of light beams criss-cross the compiler screen. When you touch the screen, the rays are
blocked and computer senses and identifies the object which u want.
Advantages: Easy to use. No training is required.
Disadvantages: Not suitable for inputting bulk data. Not very accurate while pointing small areas.

5.Graphics Tablet
A Graphic Tablet enables you to enter drawings and sketches into a computer.
Working: The tablet contains electronic circuitry that enable it to detect movement of the cursor and
translates the movements into digital signals that it sends to the computer.
Advantages: Very useful in environment involving move of drawings etc.
Disadvantages: Not very useful for pointing and clicking object.

6.Joystick
The joystick is a device that lets the users move an object on the screen.
Working: A joystick is a stick set in two crossed grooves and can be moved left or right, front or back. It is
sensed by a potentiometer.
Advantages: Useful to play games on computer. Gives immediate feel of direction.
Disadvantage: Involves more arms and wrist movement. Not very useful for clicking objects.
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7.Microphone
Microphone sends sound input to computers through a special input devices.
Working: A mic converts the sound received into computers format which is called digitalized sound.
Advantages: Useful for inputting audio which cannot be input through other devices.
Disadvantages: Need specific and additional hardware called Soundcard.

8.Optical Character Reader

An optical character reader is used to read character of special type font printed on conventional paper
with ink.
Working: The characters are examined by passing them under a strong light , which differentiates light
from inked areas.
Advantages: OCR is faster than typing a document which is printed form.
Disadvantages: You need to buy scanner and OCR. Its not completely accurate.

9.Scanner
A scanner is a device similar to a photocopier. A scanner creates a electronic form of image which can be
manipulated.
Types: Hand-held, Flatbed, Drum Scanners.
Advantages: It is accurate and can produce images with higher resolution.
Disadvantages: Image can take up a lot of memory space. The output depends on the quality of the
document

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10.Optical Mark Reader
Optical Mark Reader transcribes the marks into electrical pulses which are transmitted to the computer.
Uses: Objective types answer paper, various type of surveys and order forms.
Advantages: A quick and reliable way of inputting large volumes of simple data.
Disadvantages: Cant be used for bulk inputs.

11.Smart Card reader: The Smart Card Reader can read information on smart cards are called smart-card
readers. Smart card contains a microprocessor that retains certain security and personal data in its
memory at all times

12.Bar Code Reader

A bar code reader emits a beam of light which reflects off the bar code image.
Advantages: Fast and reliable method of inputting data. Can read from curved or upside down surface.
Disadvantages: Input is limited to a number code.

13.Biometric Sensors
Biometric is a technology that verifies a persons identity by measuring a unique-to-the individual
biological trait

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14.Web Camera
A webcam is a loosely used term for any camera that generates images that can be accessed by and
displayed on web browsers through servers

The Output Devices produce output of the machine in human readable form. To allow this, the
computer must be connected to an output device.
The output devices are as follows:
Monitor is the most common form of output from a computer. The picture on a monitor is made up of
thousands of tiny coloured dots called pixels.
They are five types of monitor :

CATHODE RAY TUBE (CRT):

The CRT works in the same way as a television it contains an electron gun at the back of the glass tube.
When the electrons strike the phosphor dots they glow to give the colours.

LIQUID CRYSTAL DISPLAY:

Liquid Crystal is the material used to create each pixel on the screen. TFT is a variant of LCD technology.
LCDs use much less power than a normal monitor.

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PLASMA MONITORS:
Plasma monitors or PDP (Plasma Display Panels) are flat panel displays. They offer a wide range of
contrasts and colours and have a long display life so they can be used for years without going dead.

TOUCHSCREEN MONITORS:
Touchscreen monitors are built by combining touch sensitive materials with a durable but sensitive outer
material that protects the monitors from fingers but still allows the monitor to detect where a person is
placing his fingers.

ORGANIC LIGHT EMITTING DISPLAY (OLED) MONITORS:

OLED monitors are created from pushing an electronic current through organic materials, causing these
materials to glow. The price of OLED monitors is much more than traditional CRT or LCD monitors.

PRINTERS
A most convenient and useful method by which the computer can deliver information is by means of
printed characters.
Printers can be divide into two distinct categories:

 Impact Printers

 Non-Impact printers
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IMPACT PRINTERS
In these printers, there is mechanical contact between the print head and paper. Most common impact
printer is Dot Matrix Printer. Dot Matrix Printer(DMP) is the most popular serial printer i.e., it
prints one character at a time.
ADVANTAGES:
 Low operating costs

 Can print on continuous stationary.

 Using carbonated paper, DMPs can create carbon copies.

DISADVANTAGES:
 Low Resolution

 Very slow

Non-Impact Printers:
In these printers, there is no mechanical contact between the print head and paper. Advantages of non-
impact printer are: high speed, cost effective, better quality.
Electromagnetic printers: By using magnetic recording techniques, a magnetic image of what is to be
printed can be written on drum surface.

Thermal printers: An electric pulse can be converted to heat on selected sections of a printing head or on
wires or nibs

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Electrostatic printers: For electrostatic printers the paper is coated with a non conducting dielectric
material which holds charges when voltages are applied with writing “nibs”(heads).

SPEAKERS
Speakers have become key sound-output systems. Speakers receive the sound in form of electric current
from the sound card and then convert it to sound format. This way pressure vibration are generated that
create sounds.

PLOTTERS
Plotters are the output devices that produce good qualities drawings and graphs. There are two
types of plotters : drum plotter and flat bed plotter

ADVANTAGES:

DISADVANTAGES:

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 UNIT-II
Basics of Computers-II
Memory Devices
The Main Memory is also know as the Immediate Access Store (IAS). IAS holds the data and programs
needed at that instant by CPU. The CPU reads the data and program kept on secondary storage into the
main memory, temporary i.e., as long as they are being processed.
1-Random Access Memory

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The Random Access Memory is a form of RAM chips. The data is held in RAM but temporarily the data
disappears if the power is switched off. RAM is a volatile memory.

2-Read Only Memory

The ROM is also in the form of chips. The data is not erased when the power is switched off i.e., it is
permanent. ROM is a non volatile memory.

Cache Memory are used in modern, medium and high-speed CPU’s to hold temporarily those positions of
the content of main memory which are currently in use.
It is a fast and small memory which stores the copy of data which is frequently used from main memory.

Storage devices (The secondary memory device)

Since primary memory has a limited storage capacity and is not permanent, secondary storage devices are
used to store large amount of data permanently.
There are various types of secondary devices available these days. Some most comma storage devices are:

 Hard Disk

 Floppy disk

 CD ROMs

 DVDs

Floppy Disks

 The floppy disks are one of the oldest type of portable storage device it is not in use.
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  The floppy device enables one to transfer small files between computer and also to store data.

 A floppy disk is made up of a substance called Mylar.

Hard Disk
The hard disk memories store information one or more circular platters which are continually spinning.
Concentric circle on the magnetized surface of the magnetic disk are known as Tracks. These tracks are
divided into invisible segments called sectors.
Advantages: Large storage capacity. Permanent storage.
Disadvantages: Far slower than RAM/ROM.
The disk cannot be transferred to another computer.

Magnetic Tape is a sequential storage medium used for data collection, backup and archiving. It is called a
data storage cassette.

Compact Disks (CDs)

1- CD-ROM : This is used to store information and cannot be used to store data.
2- CD-R : Data can be recorded on this disk only once.

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3- CD-RW : CD-RW is a erasable disk you ca write on multiple times.

DVDs:
1- DVD-ROM : It is a highly capacity optical disk.
2- DVD-R: It is similar to CD-R’s allow users to write on the disc once but read it many times.
3- DVD-RW : It is the most writable form DVD. We can erase and read many times from there.

Pen/Thumb- Flash Memories:

Flash is a solid state memory i.e., it has no moving parts unlike magnetic storage devices.
The data is retained in Flash even when the power is switched of.

Blu-Ray disc:
Blu-Ray is a successor to DVD. Blu-Ray’s standard storage capacity is enough to store continues backup
copy of mort people’s hard drives on a single disc.

Cloud Storage:
Cloud storage is the newest way of storing files and data. The cloud storage s a mechanism not a physical
storage device.

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Free Software:
Many computer users aren’t fully aware of this somewhat new and unrelated concept. Well, free software is
software that gives a user freedom to run, copy, distribute, study, change and improve software. To be precise,
free software is a matter of liberty, not price!
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It essentially means a user can freely use, modify, and distribute a program stipulated to one condition: any
redistributed version of the software must be distributed with the original terms of free use, modification, and
distribution (known as copyleft). And unlike freeware, free software may be distributed for a fee.

Open Source
The term ‘Open Source’ is very close to ‘free software’ but not identical to it. We say this because, the source
code of an open-source software is readily available to users 2 but under a copyright, and one is freely allowed
to re-distribute the software.

The concept of open-source program relies on the fact that a user can review a source-code for eliminating
possible bugs in it. This is something that we do not observe in commercially developed and packaged
programs. Programmers on the internet read and modify the source-code by eliminating the possible bugs.
Thus, in this way programmers helps in providing more useful and bug-free product for everyone to use. More
details can be had at OpenSource.org.

Shareware
Shareware is demonstration software that is distributed for free but for a specific evaluation period only, say,
15-30 days (Trialware). After the evaluation period the program gets expired and a user can no longer
access the program. Only if you are interested in using the program further, the shareware provider may
require you purchase a license for the software.
So, basically it is distributed on trial basis and with an understanding that sometime later a user may be
interested in paying for it. Also, some shareware are offered as ‘Liteware’. In these programs i.e. ‘Liteware’
certain capabilities are disabled. One can access complete functions only after buying or upgrading to the
complete version of the program. Thus, shareware software are used for marketing purposes.

Adware
Adware, better known as advertising software is software that automatically renders advertisements. Most of
these advertisements appear in the form of annoying pop-ups. However, one can disable the ads by
purchasing a registration key. It can even change your home page, default search or install a tool bar. Like
freeware, Adware too is available for computer users at no cost.

Spyware
Spyware goes a few steps further and surreptitiously installs another software on your computer. The spyware
may contain a code that sends information about the user’s computer to the developer or to some other
location whenever the user is connected to the Internet. This is done in order to display advertisements in
the Web browser.

Q) Define Operating System? Explain the functions of Operating System?

Ans: An Operating System (OS) is an interface between a computer user and computer hardware. An
operating system is a software which performs all the basic tasks like file management, memory
management, process management, handling input and output, and controlling peripheral devices such
as disk drives and printers. Some popular Operating Systems include Linux Operating System,
Windows Operating System, VMS, OS/400, AIX, z/OS, etc. Definition An operating system is a
program that acts as an interface between the user and the computer hardware and controls the
execution of all kinds of programs.
Definition An operating system is a program that acts as an interface between the user and the computer
hardware and controls the execution of all kinds of programs.
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Following are some of important functions of an operating System.

 Memory Management

 Processor Management

 Device Management

 File Management

 Security

 Control over system performance

 Job accounting

 Error detecting aids

 Coordination between other software and users

Memory Management Memory management refers to management of Primary Memory or Main
Memory. Main memory is a large array of words or bytes where each word or byte has its own
address. Main memory provides a fast storage that can be accessed directly by the CPU. For a program
to be executed, it must in the main memory. An Operating System does the following activities for
memory management:

 Keeps tracks of primary memory, i.e., what part of it are in use by whom, what part are not in use.

 In multiprogramming, the OS decides which process will get memory when and how much.

 Allocates the memory when a process requests it to do so.

 De-allocates the memory when a process no longer needs it or has been terminated.
Processor Management In multiprogramming environment, the OS decides which process gets the
processor when and for how much time. This function is called process scheduling. An Operating
System does the following activities for processor management:

 Keeps tracks of processor and status of process. The program responsible for this task is known as traffic
controller.

 Allocates the processor (CPU) to a process.

 De-allocates processor when a process is no longer required.

Device Management An Operating System manages device communication via their respective drivers. It
does the following activities for device management:

 Keeps tracks of all devices. The program responsible for this task is known as the I/O controller.

 Decides which process gets the device when and for how much time.

 Allocates the device in the most efficient way.

 De-allocates devices.
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File Management A file system is normally organized into directories for easy navigation and usage.
These directories may contain files and other directions.
An Operating System does the following activities for file management:

 Keeps track of information, location, uses, status etc. The collective facilities are often known as file
system.

 Decides who gets the resources.

 Allocates the resources.

 De-allocates the resources.

Other Important Activities Following are some of the important activities that an Operating System
performs:

 Security -- By means of password and similar other techniques, it prevents unauthorized access to
programs and data.

 Control over system performance -- Recording delays between request for a service and response from
the system.

 Job accounting -- Keeping track of time and resources used by various jobs and users.

 Error detecting aids -- Production of dumps, traces, error messages, and other debugging and error
detecting aids.

 Coordination between other software and users -- Coordination and assignment of compilers,
interpreters, assemblers and other software to the various users of the computer systems.

Q) Explain about Different Types of Operating System?

Ans: Operating systems are there from the very first computer generation and they keep evolving with
time. In this chapter, we will discuss some of the important types of operating systems which are most
commonly used.
Batch Operating System The users of a batch operating system do not interact with the computer
directly. Each user prepares his job on an off-line device like punch cards and submits it to the
computer operator. To speed up processing, jobs with similar needs are batched together and run as a
group. The programmers leave their programs with the operator and the operator then sorts the
programs with similar requirements into batches. The problems with Batch Systems are as follows:

 Lack of interaction between the user and the job.

 CPU is often idle, because the speed of the mechanical I/O devices is slower than the CPU.

 Difficult to provide the desired priority.

Time-sharing Operating Systems Time-sharing is a technique which enables many people, located at
various terminals, to use a particular computer system at the same time. Time-sharing or multitasking
is a logical extension of multiprogramming. Processor's time which is shared among multiple users
simultaneously is termed as time-sharing. The main difference between Multiprogrammed Batch
Systems and Time-Sharing Systems is that in case of Multiprogrammed batch systems, the objective is
to maximize processor use, whereas in Time-Sharing Systems, the objective is to minimize response
time. Multiple jobs are executed by the CPU by switching between them, but the switches occur so
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 frequently. Thus, the user can receive an immediate response. For example, in a transaction
processing, the processor executes each user program in a short burst or quantum of computation. That
is, if n users are present, then each user can get a time quantum. When the user submits the command,
the response time is in few seconds at most. The operating system uses CPU scheduling and
multiprogramming to provide each user with a small portion of a time. Computer systems that were
designed primarily as batch systems have been modified to time-sharing systems.
Advantages of Timesharing operating systems are as follows:

 Provides the advantage of quick response

 Avoids duplication of software

 Reduces CPU idle time

Disadvantages of Time-sharing operating systems are as follows:

 Problem of reliability

 Question of security and integrity of user programs and data

 Problem of data communication

Distributed Operating System Distributed systems use multiple central processors to serve multiple
real-time applications and multiple users. Data processing jobs are distributed among the processors
accordingly. The processors communicate with one another through various communication lines
(such as high-speed buses or telephone lines). These are referred as loosely coupled systems or
distributed systems. Processors in a distributed system may vary in size and function. These processors
are referred as sites, nodes, computers, and so on.
The advantages of distributed systems are as follows:

 With resource sharing facility, a user at one site may be able to use the resources available at another. 
Speedup the exchange of data with one another via electronic mail.

 If one site fails in a distributed system, the remaining sites can potentially continue operating.

 Better service to the customers.

 Reduction of the load on the host computer.

 Reduction of delays in data processing.

Network Operating System A Network Operating System runs on a server and provides the server the
capability to manage data, users, groups, security, applications, and other networking functions. The
primary purpose of the network operating system is to allow shared file and printer access among
multiple computers in a network, typically a local area network (LAN), a private network or to other
networks. Examples of network operating systems include Microsoft Windows Server 2003, Microsoft
Windows Server 2008, UNIX, Linux, Mac OS X, Novell NetWare, and BSD.
The advantages of network operating systems are as follows:

 Centralized servers are highly stable.

 Security is server managed.

 Upgrades to new technologies and hardware can be easily integrated into the system.

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 Remote access to servers is possible from different locations and types of systems.
The disadvantages of network operating systems are as follows:

 High cost of buying and running a server.

 Dependency on a central location for most operations.

 Regular maintenance and updates are required.

Real-Time Operating System A real-time system is defined as a data processing system in which the
time interval required to process and respond to inputs is so small that it controls the environment. The
time taken by the system to respond to an input and display of required updated information is termed
as the response time. So in this method, the response time is very less as compared to online
processing. Real-time systems are used when there are rigid time requirements on the operation of a
processor or the flow of data and real-time systems can be used as a control device in a dedicated
application. A real-time operating system must have well-defined, fixed time constraints, otherwise the
system will fail. For example, Scientific experiments, medical imaging systems, industrial control
systems, weapon systems, robots, air traffic control systems, etc. There are two types of real-time
operating systems. Hard real-time systems
Hard real-time systems guarantee that critical tasks complete on time. In hard real-time systems,
secondary storage is limited or missing and the data is stored in ROM. In these systems, virtual
memory is almost never found.
Soft real-time systems Soft real-time systems are less restrictive. A critical real-time task gets priority
over other tasks and retains the priority until it completes. Soft real-time systems have limited utility
than hard real-time systems. For example, multimedia, virtual reality, Advanced Scientific Projects
like undersea exploration and planetary rovers, etc.

Q) Explain about basic components of MS Windows?

Ans: The following are the major Microsoft Windows Components
1. Desktop
2. My Computer
3. My Documents
4. Music
5. Videos
6. RecycleBin
7. Taskbar
8. Control Panel
1. Desktop: Desktop : The Desktop is the very first screen you see after Windows starts. There you
find the folders: My Documents, My Computer, the Recycle Bin and any Shortcuts for
applications and files that you have created.
The desktop is the primary user interface of a computer. When you boot up your computer, the desktop is
displayed once the startup process is complete. It includes the desktop background (or wallpaper)
and icons of files and folders you may have saved to the desktop. In Windows, the desktop includes
a task bar, which is located at the bottom of the screen by default.
You can drag items to and from the desktop, just like a folder. Since the desktop is always present, items
on the desktop can be accessed quickly, rather than requiring you to navigate through
several directories. Therefore, it may be helpful to store commonly used files, folders, and application
shortcuts on your desktop.
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2. My Computer: The My Computer option allows us to navigate different parts of the computer like
documents, audio’s, video’s etc. It provides when you double click on the My Computer icon on the
desktop, it will open a window similar to the one shown below, where you can navigate between
computer drives and control panel tools.

3. Documents: A document is a form of information . A document can be put into an electronic form and
stored in a computer as one or more files. Often a single document becomes a single file. An entire
document or individual parts may be treated as individual data items. As files or data, a document may
be part of a database . Electronic Document Management (EDM ) deals with the management of
electronically-stored documents. A computer document is a file created by a software application.
While the term "document" originally referred specifically to word processor documents, it is now
used to refer to all types of saved files.
4. Pictures is a folder in the Microsoft Windows operating system that is used to store picture files. By
default, when any picture is created or added to a Windows computer, they are saved in the My
Pictures folder.
Note: In later versions of Windows, My Pictures is just called Pictures.
How to open My Pictures or Pictures

All versions of Windows

 Open Explorer
 On the left-hand column, click This PC or Libraries.
 Click My Pictures or Pictures.
One of the simplest ways to locate and view pictures on your computer is by using Windows Photo
Gallery. By default, Photo Gallery displays all the pictures and videos that are located in the Pictures
folder, and you can add other folders to Photo Gallery.You can search for pictures and videos by
typing in the Windows Search box or by clicking tags, dates or ratings, in the Navigation pane.
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Taskbar : The Taskbar is the row at the bottom of the Windows screen where all currently open
applications or files are listed.
A bar located at the bottom of the screen first introduced with Microsoft Windows 95and found in all the
versions of Windows that followed. The taskbar allows you to locate and launch programs through
the Start button or view any program that is currently open. It also allows them to check the date and
time, items running in the background through the Notification Area, and with early versions of
Windows access to the Quick Launch.

 Start Button: The Start button is where a lot of the action takes place in Windows 7. The Start
button can be found in the bottom left of your screen, and looks like this: Click the Start
button once with your left mouse button and you'll see a menu appear: The Startmenu is split into
two different areas.
 Open and Pinned programs: Pinned Items are showne in the task bar after Opening files or
folders To fix Pinned Items As New Icons On Windows Taskbar. Windows 7 users can pin
programs, files and folders to the taskbar for an easier way to interact with the items. Pinned
items are always shown in the taskbar, regardless whether they are open or not on the operating
system.
 Notification Area: The notification area is a part of the taskbar that provides a temporary source
for notifications and status. It can also be used to display icons for system and program features that
are not on the desktop. The notification area was known historically as the system tray or
status area.
 Date and Time: To change the time, click the up and down arrows below the clock. Click OK when
the date and time are correct. If you want to play around with the way Windows 7 displays theDate
and Time, click on "Change calendar settings" then play around with the settings. You may need to
restart before the changes take effect.
RecycleBin :
When you delete a file from your computer's hard drive, it is removed to the folder called Recycle Bin.
Files deleted from your hard drive are still available for restoring if needed, unless you empty your
Recycle Bin.
 To restore the files, open the Recycle Bin folder by double-clicking the icon on your desktop, select
the file and then select Restore.
 To clear the Recycle Bin, select Empty Recycle Bin and the files will be permanently removed from
your computer.

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The Control Panel is a component of Microsoft Windows that provides the ability to view and change
system settings. It is consists of a set of applets that include adding or
removing hardware and software, controlling user accounts, changing accessibility options, and
accessing networking settings. Additional applets are provided by third parties, such as audio and
video drivers, VPN tools, input devices, and networking tools.
The Control Panel is a section of Microsoft Windows that enables a user to change various computer
hardware and software features. Settings for the mouse, display, sound, network,
and keyboard represent just a few examples of what may be modified in the Control Panel. Below are
some examples of how the Control Panel appeared in Windows.
Tip: In Windows 7, Windows 8, and Windows 10 you can use the search in the top right corner of the
Control Panel window to find the area you're looking to adjust. For example, you could type firewall to
search for the Control Panel Firewall settings.
Tip: In Windows 10 and Windows 8, Microsoft is trying to transition users away from using the Control
Panel in favor of the Windows Settings.
The evolution of the Windows Control Panel

Microsoft Windows 7 Control Panel

MS DOS: When you are using a Microsoft MS-DOS command prompt shell window, you can type the
following commands into the window. Click a command shown below for a description of how to
use that command.

 cd : Change directory or display current directory path.

 cls : Clear the window.
 dir : Display list of contents of current directory.

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  help : Display list of commands or help about a command.
 notepad : Run the Windows Notepad text editor.
 type : Displays the contents of a text file.

Some other useful commands are:

 assoc : Displays or modifies filename extension associations.

 attrib : Displays or changes file attributes.
 call : Calls one batch program file from another.
 chkdsk : Checks a disk and displays a status report.
 chkntfs : Displays or modifies the checking of disk at startup.
 color : Sets the text and background colors.
 comp : Compares the contents of two files or sets of files.
 copy : Copies one or more files to another location.
 date : Displays or sets the computer's date.
 del (or erase) : Deletes one or more files.
 defrag : Defragment the specified storage device.
 doskey : Display command history; define macros.
 echo : Displays messages, or turns command echoing on/off.
 edit : Runs the MS-DOS text editor. See also: notepad
 exit : Closes the MS-DOS window.
 fc : Compares two files or sets of files and displays the differences.
 find : Searches for a text string in a file or files.
 findstr : Search for a regular expression text string in a file or files.
 goto : Used in a batch program file to jump to a particular line.
 if : Used in a batch program file to perform conditional testing.
 md (or mkdir) : Creates a directory.
 more : Displays the contents of a file one screen at a time.
 move : Moves one or more files from one directory to another directory.
 rd (or rmdir) : Removes a directory.
 rem : Used in a batch program file to identify comments.
 ren (or rename) : Renames a file or files.
 sort : Sorts input.
 start : Starts a new window to run a specified program or command.
 time : Displays or sets the computer's time.
 tree : Graphically displays the directory structure of a drive or directory.
 xcopy : Copies files and directory trees.

The following internet related commands are not part of MS-DOS but can be typed at the MS-
DOScommand prompt:

 arp : Displays ARP (address resolution protocol) translation tables.

 ftp : FTP (file transfer program) to transfer files to/from server.
 ipconfig : Displays internet configuration, including IP address.
 netsh : Network services shell.
 nslookup : Lookup IP address to/from domain name.
 netstat : Displays current TCP/IP network connections and statistics.
 ping : Ping the specified internet IP address or host name.
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  telnet : Starts a text-based telnet session to the specified host.
 tftp : Transfers files to/from remote computer running TFTP service.
 tracert : Traces the route to the specified IP address or host.

The following command are not part of MS-DOS and do not come with Windows but are available
from third-parties. Some are equivalent to the Linux utility by the same name.

 config : Defragment one or more files (rather than entire drive).

 clip : Copy command output to Windows clipboard. See: paste
 du : Displays disk usage for selected files or directories.
 lynx : Text based web browser.
 paste : Paste Windows clipboard to command input.
 strings : Find all strings of a specified minimum length.
 whois : Lookup domain ownership information.

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 UNIT-III
MS WORD
Q.) Explain about MS WORD Features?
Ans: The word processor has many unique features as follows:
1) Typing easy: In MS WORD typing is so easy because
 We need not click enter button after end of the line as the type writer. The word processor itself takes
matter to the next line of the document. This facility is called word wrapping
 There is no limit for typing the matter
 You can easily correct mistakes as the typing matter appears on the screen
2) Saving: The document type can be stored for future use. We can preserve the document for any number
of years in word processing
3) Adding, removing and applying text: Documents can be modified easily in MS office we can easily
place a new word in place of existing one. The new words will automatically be adjusted in the place
of deleted or modified text. We can also copy a part or whole of the matter from one document to
another document
4) Spell check of words: The spelling of the words in the document can be rectified automatically we can
also find alternative words to our typed words. The grammatical errors can also be rectified in word
processor.
5) Change the style and shape of characters and paragraph:
The documents in word processor can be made attractive because the shape and style of characters in the
documents can be changed according to our requirement
6) Bullets and Numbering:
Bullets are special symbols which can be put for different points, paragraphs and documents whereas
numbers are ascending figure while 1,2,3 etc.
7) Headers and footers: A header is the text appearing above the documents and footer is the text
appearing below the documents
8) Creation of tables: If you give directions for required number of rows and columns word provides a
readymade table to work
9) Inserting pictures and objects: In the word processor we can insert the pictures in the document to
make it more attractive. These pictures can be obtain from clip art which is available in word processor
10) Preview facility: Before getting a print out of our document we can get a preview of document if
mistakes are there we can change the document
11) Mail merge facility: If you want to send information to different persons there is a facility in word
processor known as mail merge the main body of the letters can be typed once and we can send the
same to different addresses
12) Macros : With the help of macros we can avoid certain type of repetitive works. This saves our time
and efforts.

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13) Quality: Word produces error free documents. The spell and grammar check in word processing
makes the document to be error free.
14) Storage of text: We can take any number of copies with word processor. If we need this same
document with slight changes we need not type the same letter again just by making some slight
changes we can obtain a modified copy easily.
15) Time saving: We can get any number of copies of documents in future without re typing
16) Securities: We can protect the documents of word by giving pass word.
17) Dynamic exchange of data: We can have dynamic exchange of objects and pictures from other
documents into word processing document. The documents can be linked each other.

Q) Explain about MS Word?

Ans: Microsoft Word or MS-WORD (often called Word) is a graphical word processing program that
users can type with. It is made by the computer company Microsoft. Its purpose is to allow users to
type and save documents. Similar to other word processors, it has helpful tools to make documents.
The following diagram explains the complete structure of MS Word

1. Microsoft Office Button: A button that provides access to menu commands in Word. The Microsoft
Office Button replaces the File button in previous versions. Here is where you will find commonly
known features such as New, Open, Save, Print and Recent Documents. This is also where you will
find the Word Options commands that were previously located in the Tools menu in previous versions
2. Ribbon: An area across the top of the screen that makes almost all the capabilities of Word available in
a single area. The Ribbon replaces the menus and toolbars in previous versions. The Ribbon exposes
most of the features that used to be hidden in File menus. The Ribbon makes it easier to see and find
commands to format your document. The Ribbon can be reduced to a single line of tabs by pressing
CTRL + F1.

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3. Tab: An area on the Ribbon that contains buttons that are organized in groups. The default tabs are
Home, Insert, Page Layout, Reference, Mailings, Review and View.
4. Quick Access Toolbar: A customizable toolbar at the top of an active document. By default the Quick
Access Toolbar displays the Save, Undo, and Repeat buttons and is used for easy access to frequently
used commands. To customize this toolbar click on the dropdown arrow and select the commands you

want to add.
5. Title Bar: A horizontal bar at the top of an active document. This bar displays the name of the
document and application. At the right end of the Title Bar is the Minimize, Restore and Close buttons.
6. Groups Categories: A Group of buttons on a tab that are exposed and easily accessible. These buttons
were formally embedded in menus on the Menu Bar.
7. Dialog Box Launcher: A button that launches a dialog box containing options for refining a command.
8. Status Bar: A horizontal bar at the bottom of an active window that gives details about the active
document.
9. View Toolbar: A toolbar that enables, adjusts, and displays different views of a document’s content.
10. Zoom Button: A button that magnifies or reduces the contents in the document window.
The New Word Environment The new Word environment has been designed so that its powerful features
are easier to find when you need them. This design reflects the way in which people generally work
with the program. In previous versions, commands were primarily located in a Menu list. In Word
2007 the commands are displayed on the Ribbon for easy access. Understanding the Ribbon There are
three basic components to the Ribbon:
 Tabs sit across the top of the Ribbon. Each one contains buttons that are organized in groups.
 Groups are sets of related commands. They pull together all the commands you're likely to need for a
type of task, and they remain on display and readily available, giving you rich visual aids.
 Commands are represented as Buttons. The term Buttons replaces the term Icon in previous versions.

The Office Logo

The first thing most people will need to relearn is where to go to open a document,
create a new one, save your document and print. Clicking the Office logo at the top
left of the screen will provide most of the items formerly found under the file menu
including those listed above. Beside the logo you also will find a disk icon to save
your

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document as well as the undo and redo buttons.
As you can see here the Office logo opens up listing your options for new,
open etc. and also contains a list of your recent documents for quick
opening. Any of the items listed with an arrow beside them will replace
the recent documents on the right with the options associated with the
menu item. You should also see at the bottom right of this menu a
button for exiting Word and changing Word’s options.

Save as
The save as option will provide you with the most common file formats to
save your document in. The common ones are Word Document, Word
Template, and Word 97-2003 document. The last one is the option most
people should be using currently, especially if they wish to share
documents with others who do not have the new version of Office.

Print
Here you can choose from Print, Quick Print and Print Preview. Print brings up the standard print dialog
box, quick print will print one copy without any dialog box coming up and print preview will bring up
the print preview screen.

Prepare
The prepare menu’s most common options are Properties, Inspect Document, Mark as Final and Run
Compatibility Checker. The properties option allows you to setup metadata for the document like
Author, Title, keywords, comments and others. Inspect Document will scan the document for any
hidden data like comments and annotations, and any hidden collaboration data. This is very useful
when making a previously private document public. It will help you find any comments or changes
made previously that should not be made public. Mark as Final will mark the document as a final copy
and make it read only so changes cannot be made.

Q.) Explain how to creating, editing, formatting and printing of Documents?

Ans: To create a new blank document:

 Click the Microsoft Office button.

 Select New. The New Document
dialog box appears.
 Select Blank document under
the Blank and recent section. It will
be highlighted by default.
 Click Create. A new blank
document appears in the Word
window.
Saving Word Document

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 It's important to know how to save the documents you are working
with. There are many ways you share and receive documents,
which will affect how you need to save the file. Saving it for the
first time? Saving it as another name? Sharing it with someone
who doesn't have Word 2007? All of these factors will affect how
you save Word documents.

How to save documents

To use the Save As command:

 Click the Microsoft Office button.

 Select Save As Word Document.
The Save As dialog box appears.
 Select the location where you want
to save the document using the drop-
down menu.
 Enter a name for the document.

 Click the Save button.

 To use the Save command:
 Click the Microsoft Office button.
 Select Save from the menu.
Using the Save command saves the
document in its current location using
the same file name. If you are saving
for the first time and select Save,
the Save As dialog box will appear.
To Save As a Word 97 - 2003 document:
Click the Microsoft Office button.
 Select Save As Word 97-2003
Document.
 Select the location where you want to
save the document using the drop-
down menu.

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  Enter a name for the document.
 Click the Save button.
To download the PDF extension:
Click the Microsoft Office button.
Select Save As Find add-ins for other
file formats. This will open your web
browser to the Microsoft site.
Follow the instructions on the Microsoft
site for downloading the extension.
To save as a PDF:
Click the Microsoft Office button.
Select Save As PDF. The Save As
dialog box will appear.

 Select the location where you want to save the document using the drop-down menu.

 Enter a name for the document.

 Click the Publish button.

 Compatibility mode
Sometimes you may need to work with documents that were created in earlier versions of Microsoft Word,
such as Word 2003 or Word 2000. When you open these types of documents, they will appear
in Compatibility mode.
Compatibility mode disables certain features, so you'll only be able to access commands found in the
program that was used to create the document. For example, if you open a document created in Word
2003, you can only use tabs and commands found in Word 2003.

If you want access to all of the Word 2007 features, you can save the document in the Word 2007 file
format.
To exit Compatibility mode:
Click the Microsoft Office button.
Select Save As Word Document.

Editing and Formatting Text in MS WORD

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 To create and design effective documents, you need to know how
to format text. In addition to making your document more
appealing, formatted text can draw the reader's attention to
specific parts of the document and help communicate your
message.

To format the font size, style, and color of text, as well as how to
use the bold, italic, underline, and change case commands.

Formatting text:
To format font size:
 Select the text you want to modify.
 Left-click the drop-down arrow next to the font size box on the
Home tab. The font size drop-down menu appears.
 Move your cursor over the various font sizes. A live preview of the
font size will appear in the document.
 Left-click the font size you want to use. The font size will change in
the document.

To format font style:

Select the text you want to modify.

 Left-click the drop-down arrow next to the font style

box on the Home tab. The font style drop-down menu
appears.
 Move your cursor over the various font styles. A live
preview of the font will appear in the document.
 Left-click the font style you want to use. The font style
will change in the document.

To format font color:

Select the text you want to modify.

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  Left-click the drop-down arrow next to the font color
box on the Home tab. The font color menu appears.
 Move your cursor over the various font colors. A live
preview of the color will appear in the document.
 Left-click the font color you want to use. The font color
will change in the document.
 Your color choices aren't limited to the drop-down menu
that appears. Select More Colors at the bottom of the
list to access the Colors dialog box. Choose the color
you want, then click OK.

To use the bold, italic, and underline commands:

Select the text you want to modify.
Click the bold, italic, or underline command in the Font group on the Home tab.

To change the text case:

 Select the text you want to modify.
 Click the Change Case command in the Font group on the Home tab.
 Select one of the case options from the list.

To change text alignment:

Select the text you want to modify.
 Select one of the four alignment options from the Paragraph group on the Home tab.
 Align Text Left: Aligns all of the selected text to the left margin
 Center: Aligns text an equal distance from the left and right margins
 Align Text Right: Aligns all of the selected text to the right margin
 Justify: Aligns text equally to the right and left margins; used in many books, newsletters, and
newspapers

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Q.) Explain how to Insert Clipart, Shapes and Textboxes in MS Word Documents?
Ans: To Insert various types of illustrations into your documents to make them more visually appealing.
Illustrations include clip art, pictures, SmartArt, and charts.

To locate or Insert clip art:

 Select the Insert tab.
 Click the Clip Art command in
the Illustrations group.

The clip art options appear in the task pane on the

right.
 Enter keywords in the Search for: field that are
related to the image you want to insert.
 Click the drop-down arrow next to the Search
in: field.
 Select Everywhere to ensure Word searches your
computer and its online resources for an image
that meets your criteria.
 Click the drop-down arrow in the Results should
be: field.
 Deselect any types of images you do not want to
see.
 Click Go.

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 To insert clip art:
 Review the results from a clip art search.
 Place your insertion point in the document where you
want to insert clip art.
 Left-click an image in the task pane. It will appear in the
document.

OR
 Left-click the arrow next to an image in the task pane.
 Select Insert, Copy, or any of the other options on the list.

You can add a variety of shapes to your document, including arrows, callouts, squares, stars, and flow
chart symbols. Want to offset your name and address from the rest of your resume? Use a line. Need to
show the progress of a document through your office? Use a flow chart. While you may not need
shapes in every document you create, they can add visual appeal and clarity to many documents.

To insert a shape and format it by changing its fill color, outline color, shape style, and shadow effects.
Additionally, you will learn to apply 3D effects to shapes that have this option.

To insert a shape:
 Select the Insert tab.
 Click the Shape command.
 Left-click a shape from the menu. Your cursor is now a cross shape.
 Left-click your mouse and while holding it down, drag your mouse until the shape is the desired size.
 Release the mouse button.
To change shape style:
Select the shape. A new Format tab appears with Drawing Tools.

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Click the More drop-down arrow in the Shapes Style group to display more style options. Move your
cursor over the styles, and Live Preview will preview the style in your document.
 Left-click a style to select it.
 To change the shape fill color:
 Select the shape. A new Format tab appears with Drawing Tools.
 Click the Shape Fill command to display a drop-down list.

 Select a color from the list, choose No Fill, or choose one of the other options.
 To change the shape outline:
 Select the shape. A new Format tab appears with Drawing Tools.
 Click the Shape Outline command to display a drop-down list.
 Select a color from the list, choose No Outline, or choose one of the other options.
 To change to a different shape:
 Select the shape. A new Format tab appears with Drawing Tools.
 Click the Change Shape command to display a drop-down list.

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  Select a shape from the list.
 To change shadow effects:
 Select the Format tab.
 Left-click the Shadow Effects command.
Move your mouse over the menu options. Live Preview displays how it will appear in your document.
Click an option to select the shadow effect.
 Select Shadow Color from the menu, and choose a color from the palette to change the color of the
shadow on your shape.
 To change 3D effects:
 You cannot add a 3D effect to all shapes.
 Select the Format tab.
 Left-click the 3-D Effects command.
Move your mouse over the menu options. Live Preview displays how it will appear in your document.
Click an option to select the 3D effect.
After you have chosen a 3D effect, you can change other elements of your shape, including the color,
depth, direction, lighting, and surface of the 3D effect on your shape. This can dramatically change
the way the shape looks. You can access these options by clicking the 3-D Effects command.
You may want to insert a text box into your document to draw attention to specific text or to give you the
ability to easily move text around within a document.

To insert a text box and format it in various ways, including resizing and moving it and changing the
text box shape, color, and outline.
Text boxes
 Select the Insert tab on the Ribbon.
 Click the Text Box command in the Text group.
 Select a Built-in text box or Draw Text Box from the menu.
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  If you select Built-in text box, left-click the text box you want to use, and it will appear in the
document.
OR
 If you select Draw Text Box, a crosshair cursor will appear. Left-click your mouse and while
holding it down, drag your mouse until the text box is the desired size.

Q.) Explain About Headers and Footers in MS WORD Document?

Ans: You can make your document look professional and polished by utilizing the header and footer
sections. The header is a section of the document that appears in the top margin, while the footer is a
section of the document that appears in the bottom margin. Headers and footers generally contain
information such as page number, date, and document name.

To insert built-in and blank headers and footers. Headers and footers
To insert a header or footer:
 Select the Insert tab.
 Click either the Header or Footer command. A menu appears with a list of built-in options you can
use.
 Left-click one of the built-in options, and it will appear in the document.

OR Left-click Blank to select it.

The Design tab with Header and Footer tools is active.

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Type information into the header or footer.

To insert the date or time into a header or footer:

With the header or footer section active, click the Date & Time command.

 Select a date format in the dialog box that appears.

 Click OK. The date and time now appear in the document.

Other header and footer options

There are many other header and footer options you can use to design these sections of your document.
From the Header and Footer Tools Design tab, you can see all of your design options.

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Q.) Explain about Tables in MS WORD?
Ans: A table is a grid of cells arranged in rows and columns. Tables can be customized and are useful for
various tasks such as presenting text information and numerical data.

Inserting and modifying tables

 Select the Insert tab.

 Click the Table command.
 Select Convert Text to Table from the menu. A dialog box appears.
Choose one of the options in the Separate text at: section. This is how Word knows what text to put in
each column.

 Click OK. The text appears in a table.

 To add a row above an existing row:
 Place the insertion point in a row below the location where you want to add a row.

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  Right-click the mouse. A menu appears.
 Select Insert Insert Rows Above.

A new row appears above the insertion point.

You can also add rows below the insertion point. Follow the same steps, but select Insert Rows Below
from the menu.

To add a column:
 Place the insertion point in a column adjacent to the location where you want the new column to
appear.
 Right-click the mouse. A menu appears.
 Select Insert Insert Columns to the Left or Insert Columns to the Right. A new column
appears.
To delete a row or column:
Select the row or column.
 Right-click your mouse, and a menu appears.
 Select Delete Columns or Delete Rows.
To apply a table style:
Select the table. A Table Tools Design tab now appears on the Ribbon.

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Select the Design tab to access all of the Table Styles and Options.

Click through the various styles in the Table Styles section.

Left-click a style to select it. The table style will appear in the document.

You can modify which table styles are displayed. In the Table Styles Options, you can select and deselect
various table options. For example, you can select banded rows, and only tables with banded rows will
appear in the Tables Styles section.
Want to have a little more creative freedom when it comes to formatting your tables? You can manually
change the table border or shading, change line weight, or erase part of the table.
To insert a blank table:
Place your insertion point in the document where you want the table to appear.
 Select the Insert tab.
 Click the Table command.
Drag your mouse over the diagram squares to select the number of columns and rows in the table.

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  Left-click your mouse, and the table appears in the document.
 Enter text into the table.
 Modifying a table using the layout tab
When you select a table in Word 2007, Design and Layout tabs appear under Table Tools on the Ribbon.
Using commands on the Layout tab, you can make a variety of modifications to the table, including:
 Adding and deleting columns
 Adding and deleting rows
 Changing the cell size
 Aligning cell text
 Changing text direction
 Merging and splitting cells

Q.) Explain about Spelling Checking and Grammar (Proofing) in MS WORD Document?
Ans: Worried about making mistakes when you type? Don't be. Word provides you with several proofing
features that will help you produce professional, error-free documents. In this lesson, you will learn
about the various proofing features, including the Spelling & Grammar tool.

Using proofing features

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Line colors
By default, Word automatically checks your document for spelling and grammar errors. These errors are
indicated by colored wavy lines.
The blue line indicates a contextual spelling error.
A contextual spelling error is when an incorrect spelling of a word is chosen. For example, if you
write Deer Mr. Theodore at the beginning of a letter, deer is a contextual spelling error
because dear should have been used. Deer is spelled correctly, but it is used incorrectly in this letter.
The red line indicates a misspelled word.
The green line indicates a grammatical error.

To use the spelling check feature:

 Right-click the underlined word. A menu will appear.
 Select the correct spelling of the word from the listed suggestions.
 Left-click your mouse on the word. It will appear in the document.

You can choose to ignore an underlined word, add it to the dictionary, or go to the Spelling dialog box.
To use the grammar check feature:
Right-click the underlined word. A menu will appear.
Select the correct word from the listed suggestions.
Left-click your mouse on the word. It will appear in the document.

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You can also choose to ignore an underlined word, go to the Grammar dialog box, or find out more
information about the word and its usage.
You can also wait and run the spelling and grammar check after completing the document. Click
the Spelling & Grammar command on the Review tab.

Q.) Explain about Mail Merging in MS WORD Document?

Ans: Mail Merge is a useful tool that will allow you to easily produce multiple letters, labels, envelopes,
and more using information stored in a list, database, or spreadsheet. In this lesson, you will learn how
to use the Mail Merge Wizard to create a data sourceand a form letter, and explore other wizard
features. Additionally, you will learn how to use the Ribbon commands to access Mail Merge tools
outside of the wizard.

Mail Merge

To use Mail Merge:

 Select the Mailings on the Ribbon.
 Select the Start Mail Merge command.
 Select Step by Step Mail Merge Wizard.
The Mail Merge task pane appears and will guide you through the six main steps to complete a merge.
You will have several decisions to make during the process. The following is an example of how to
create a form letter and merge the letter with a data list.

Steps 1-3
 Choose the type of document you want to create. In this example, select Letters.

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  Click Next:Starting document to move to Step 2.
 Select Use the current document.
 Click Next:Select recipients to move to Step 3.
 Select the Type a new list button.
 Click Create to create a data source. The New Address List dialog box appears.
 Click Customize in the dialog box. The Customize Address List dialog box appears.
 Select any field you do not need, and click Delete.
 Click Yes to confirm that you want to delete the field.
 Continue to delete any unnecessary fields.
 Click Add. The Add Field dialog box appears.
 Enter the new field name.
 Click OK.
 Continue to add any fields necessary.
 Click OK to close the Customize Address List dialog box.
To customize the new address list:

 Enter the necessary data in the New Address List dialog box.
 Click New Entry to enter another record.
 Click Close when you have entered all of your data records.
 Enter the file name you want to save the data list as.
 Choose the location where you want to save the file.
 Click Save. The Mail Merge Recipients dialog box appears and displays all of the data records in the
list.
 Confirm that the data list is correct, and click OK.
 Click Next:Write your letter to move to Step 4.
Steps 4-6
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  Write a letter in the current Word document, or use an open existing document.
 To insert recipient data from the list:
 Place the insertion point in the document where you want the information to appear.
 Select Address block, Greeting line, or Electronic postage from the task pane. A dialog box with
options will appear based on your selection.
The Mail Merge Wizard allows you to complete the merge process in a variety of ways. The best way to
learn how to use the different functions in Mail Merge is to try to develop several of the different
documents—letters, labels, and envelopeds—using the different types of data sources.

Q.) EXPLAIN ABOUT THESAURUS IN WORD 2007?

ANS: HOW TO USE THE THESAURUS IN WORD 2007
The built-in Word 2007 Thesaurus enables to look up synonyms, antonyms, word substitutes, and
alternative spellings. Word can help you increase your writing abilities and vocabulary when you use
this Microsoft feature as a handy reference.
Vary your vocabulary to spice up your writing. Use the Word Thesaurus to avoid using the same words
over and over.
FINDING A SYNONYM IN A WORD 2007 DOCUMENT
 Here’s how to use the Word Thesaurus to find the synonym of a word:
 Right-click the word in your document.
 From the pop-up menu, choose the Synonyms submenu to see a list of words with a similar meaning.

The Synonyms submenu displays a list of synonyms for the word you chose.
Not all words have synonyms. If nothing’s available, the Synonyms submenu will read (No Suggestions).

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REPLACING A WORD WITH A SYNONYM IN A WORD 2007 DOCUMENT
If you want to replace the word in your document with a Word synonym suggestion, just choose it (click
it) from the submenu. The new word replaces the old word.

UNIT-IV

MS POWER POINT

Q.) Explain the features of MS Power Point?

Ans: The following are the important features of Power Point
Adding and Manipulating Text: In PowerPoint, you can insert text into placeholders or text boxes. For
the purpose of working with text, including how to insert, delete, select, and move text, as well as how
to work with text boxes. Text in both can be formatted using the same commands.
Appling Themes and Backgrounds for Presentations: The Office Theme consists of a white background
and Calibri font of various sizes for titles and body text. You can apply a different theme to your
slides before adding text or making changes to the default slide. An advantage of doing this is that the
location of the text will not move. If you apply the theme after entering text on the slides, the text
boxes and placeholders may move, depending on the theme you choose.
Background styles can be added to your slides after a theme is applied. The styles are fill variations based
on theme colors. When you switch to a different theme, the background styles are updated based on
the new theme colors.
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Inserting pictures and Clip Art: Pictures and clip art can be inserted from the Ribbon, as well as by
using the commands that appear in certain placeholders. In both methods, the image is centered in the
middle of any selected slide placeholders.
Emphasis of Lists: Bulleted and numbered lists can be used in your presentation to arrange and format
text on slides to draw emphasis to specific information. Lists also can often be easier for the
audience to read than paragraphs of text on a slide. How to modify existing bullets, change bullet style,
switch to a numbered list, remove bullets and numbers, and select symbols as bullets is very important
in any presentations.
Viewing and Printing Slides: Once you finish creating slides, you may want to view your presentation to
make sure all of them appear how you want. PowerPoint gives you the ability to view the presentation
in four ways, depending on which task you are completing. For example, if you will be using your
slides to talk to an audience which is how PowerPoint is often use you may want to practice your
presentation and view your slides in Slide Show view. You may also want to print copies of the slides,
either for yourself or for people viewing your presentation. You have several printing options that are
specific to PowerPoint. This lesson covers the different ways you can view and print your PowerPoint
slides, depending on your needs.
Adding WordArt and Shapes: There are many features and commands you can use in PowerPoint to
create visually appealing slides. Two of these features are WordArt and shapes. WordArt allows you to
create stylized text with textures, shadows, and outlines. It can be applied to text on any slide.
Additionally, in PowerPoint you can insert a variety of shapes such as lines, arrows, callouts, stars, and
basic shapes, including rectangles and circles.
Adding and Manipulating Tables: The goal of most PowerPoint presentations is to communicate
information to a person or group of people. The information can be communicated in various ways,
such as through pictures, lists, or paragraphs of text. Another way is to use a table to organize the
information. A table is a grid of cells arranged in rows and columns.
Adding Charts: A chart is a tool you can use to communicate your data graphically. Charts often help an
audience to see the meaning behind numbers and make showing comparisons and trends easy. Insert
and modify charts can be an effective tool for communicating information.
Animating Text and Objects: In PowerPoint, you can animate text and objects such as clip art, shapes, and
pictures on the slide. Animation or movement on the slide can be used to draw the audience's
attention to specific content or to make the slide easier to read.
Transition effects: Transitions as they are often called are the movements you see when one slide changes
to another in Slide Show view. Transition effects are different from animation effects. The
term animation in PowerPoint refers to the movements of text and objects on the slide,
while transitions refer to the movement of the slide as it changes to another slide.

Q.) Explain the benefits of MS Power Point?

Ans: The following are the benefits of Power Point

1. Add a personalized video experience

2. Imagine just-in-time show and tell.
3. Access your presentations from more locations and on more devices.
4. Create high-quality presentations with stunning graphics.
5. Captivate your audience with new transitions and improved animations.
6. Organize and print your slides more effectively.

Visual Impact: Making your presentation more interesting through the use of multimedia can help to
improve the audience's focus. PowerPoint allows you to use images, audio and video to have a greater
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 visual impact. These visual and audio cues may also help a presenter be more improvisational and
interactive with the audience. However, try not to overly rely on these sources as your message might
get lost in the clutter.

Collaboration: PowerPoint allows you to work with other people in a collaborative manner. This is
especially useful in office settings where teamwork is key. Multiple people can collaborate on and
contribute to a presentation. By going to the "Review" tab at the top of the program and clicking the
"New Comment" button, you can leave notes and reposition them on the screen for other team
members to view. Comments can be an especially beneficial tool for clarification.

Content Sharing: Share your PowerPoint presentation with the world. Did someone miss your
presentation? Have them view it online at a time that is convenient for them. You can upload your
presentation to websites such as YouTube with everything featured in your work including all of the
slides, commentary and transitions. All you have to do is go to "File," "Save and Send" and "Create a
Video." The file will be saved in WMV format, which is capable of playback on Windows Media
Player and can be uploaded to most video sites.

Flexibility: PowerPoint can be used in a number of different effective ways to communicate with your
audience. Slides are completely customizable to fit your needs. Depending on your approach, you may
want to have a presentation that is text-heavy, image-heavy or some combination of both. Text-heavy
presentations are generally good if you are giving a lecture to a group within your company and want
them to take notes. Image-heavy presentations can help to make your presentation more conversational
in style since there only visual cues. Combining the two approaches gives listeners the benefits of both
visual aids and notes.

Q) Explain How to create a Blank Presentation in MS Power Point?

Ans: When you open PowerPoint from the Start menu or from an icon on your desktop, a new presentation
with one slide appears by default. You can also create a new presentation while PowerPoint is already
open.

Click the Microsoft Office button, and choose New from the menu.

The New Presentation dialog box will appear. Blank presentation is selected by default.
 Click Create, and a new presentation will open in the PowerPoint window.

The default slide that appears when you create a new presentation is a Title Slide layout.

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About the slides: Slides contain placeholders, or areas on a slide that are enclosed by dotted borders.
Placeholders can contain many different items, including text, pictures, and charts. Some placeholders
have placeholder text or text you can replace and thumbnail-sized icons that represent specific commands
such as Insert Picture, Insert Chart, and Insert Clip Art. Hover over each icon to see the type of information
you can insert.

About
slide layouts: The placeholders are arranged in different layouts you can select when you insert a new
slide or that can be applied to existing slides. In the example above, the layout is called Title and
Content and includes title and content placeholders.

A slide layout arranges your slide content. Layouts contain different types of placeholders you can use,
depending on what information you want to include in your presentation. Each layout has a descriptive
name, but the image of the layout shows you how the placeholders are arranged on the slide.

To insert text into a placeholder:

 Click inside the placeholder. The placeholder text will disappear, and the insertion
point will appear.
 Type your text once the insertion point is visible.
 Click outside the placeholder when you have entered all of your text into the placeholder.

When you enter text or use the icons to insert items, the placeholder text and/or icons disappear as soon as
you start typing.

Save or Save As command to save the presentation:

 Click the Microsoft Office button.
 Select Save As. A menu will appear.

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  The Save As dialog box will appear. Select
the location where you want to save the
The following figure shows how the document using the drop-down menu.
menu appeared and saved by the
user  Enter a name for the document.
 Click the Save button.

To use the Save command:

 Click the Microsoft Office button.
 Select Save from the menu.

Using the Save command saves the

document in its current location using the
same file name.

Q.) Explain about inserting, copying and deleting slides in MS Power Point?

Ans: To insert a new slide:

 Click the New Slide command in the Slides group on the Home tab. A menu will appear
with your slide layout options.
 Click the slide you want to insert. A new slide with the chosen layout will appear in the
center of the PowerPoint window and in the pane on the left.

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To change the layout of an existing slide:
 Select the slide you want to change.
 Click the Layout command in the Slides group on the Home tab. A menu appears with your
options.

 Click an option to select it. The slide will change in the presentation.

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To copy and paste a slide:
 Select the slide you want to copy.
 Click the Copy command on the Home tab.
 Click inside the Slides tab on the left task pane.
A horizontal insertion point will appear.
 Move the insertion point to the location where
you want the copy of the slide to appear.
 Click the Paste command on the Home tab. The
copied slide will appear.

You can use the keyboard shortcut Ctrl+C to copy the slide
and Ctrl+V to paste it.

To delete a slide:
 Select the slide you want to delete.
 Click the Delete command in the Slides group on the Home tab.

You can also delete a slide by pressing the Delete key on your keyboard.

To move a slide:

 Select the slide you want to move on the Slides tab in the left task pane.
 Click and drag the slide to a new location. The insertion point will appear.
 Release the mouse button. The slide will appear in the new location.

Q.) Explain about different views from Power Point Window?

Ans: Using different views from the PowerPoint window

In the bottom-right corner of the PowerPoint window are three view commands. From here, you can change
the view to Normal, Slide Sorter, or Slide Show view by clicking a command.

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Normal is the default view and where you will create and edit your slides in the center slide pane, and all of
the slides will appear on the Slides tab in the left task pane.

Slide Sorter is a view of your slides in thumbnail form. The slides are presented horizontally, which allows
you to see more slides at the same time.

Slide Show view fills the computer screen with your presentation so you can see how the presentation will
appear to an audience.

Q.) Explain about how to insert pictures to the slides in MS Power Point?
Ans: To insert an image from a file:

 Select the Insert tab.

 Click the Picture command in the Images group. The Insert Picture dialog box appears.

 Select the desired image file, then click Insert.

 The picture will appear in your slide.

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You can also select the Insert Picture from File command in a placeholder to insert images.

Q.) Explain about how to insert pictures to the slides in MS Power Point?
Ans: To locate clip art:

 Select the Insert tab.

 Click the Clip Art command in the Images group.

 The clip art options appear in the task pane to the right of the document.
 Enter keywords in the Search for: field that are related to the image you want to insert.
 Click the drop-down arrow in the Results should be: field.
 Deselect any types of media you do not want to see.

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If you want to also search for clip art on Office.com, place a check mark next to Include Office.com
content. Otherwise, it will just search for clip art on your computer.

Click Go.

 To insert clip art:

 Review the results from a clip art search in the Clip Art pane.
 Select the desired image.

The clip art will appear in your slide.

You can also select the Insert Clip Art from File command in a placeholder to insert clip art.

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 Q.) Explain about Custom Animations in MS Power Point?

Ans: In PowerPoint, you can animate text and objects such as clip art, shapes, and pictures on the
slide. Animation—or movement—on the slide can be used to draw the audience's attention to
specific content or to make the slide easier to read.

To apply a default animation effect:

 Select the text or object on the slide you want to animate.
 Select the Animations tab.
 Click the Animate drop-down menu in the Animations group to see the animation
options for the selection. The options change based on the selected item.

 Move your cursor over each option to see a live preview of the animation on the slide.
 Click an option to select it.

To apply a custom animation effect:

 Select the text or object on the slide you want to animate.
 Select the Animations tab.
 Click Custom Animation in the Animations group. The Custom Animation task pane will
appear on the right.

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  Click Add Effect in the task pane to add an animation effect to the selected text or object.
 Select Entrance, Emphasis, Exit, or Motion Path to display a submenu of animation
effects for the category.

 Entrance: Changes how the selected item appears on the page

 Emphasis: Draws attention to the selected item while the slide is displayed
 Exit: Changes the way the selected item disappears from the slide
 Motion Path: Animates the selected item so it moves to a specific place on the
screen
 Select an animation effect to apply it.

 The animation will display on the selected item on the slide and will appear listed in the
Custom Animation task pane.

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 1. A number label appears on the slide next to the animated object. A matching number label
also appears next to the animation in the Custom Animation task pane list.
2. Drop-down menus appear at the top of the Custom Animation task pane. You can define
the animation effect in greater detail here.
3. The star Play Animations icon appears beneath the slide on the Slides tab in the task pane on
the left. It indicates that the slide has an animation effect.

Select More Effects or More Motions Paths from the menu to see more animation effect options.

Q.) Explain about Animation Effects in MS Power Point?

Ans: Working with animation effects: To modify a default or custom animation effect:
 After you apply an animation effect, drop-down menus will appear at the top of the Custom
Animation task pane. The menus vary based on the animation effect.
 Select an option from a drop-down menu to change the default setting.

 Repeat until all menu options are at desired settings.

To remove an animation effect:

 Select the text or object on the slide you want to modify.
 Select the Animations tab.

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  Click Custom Animation in the Animations group. The Custom Animation task pane will
appear on the right.
 Select the animation in the Custom Animation task pane list, if it is not already selected.
 Click Remove. The animation label will disappear from the slide and from the Custom
Animation task pane list.

To apply a different animation effect:

 Select the text or object on the slide you want to modify.
 Select the Animations tab.
 Click Custom Animation in the Animations group. The Custom Animation task pane will
appear on the right.
 Select the animation in the Custom Animation task pane, if it is not already selected.
 Click Change.
 Select an Entrance, Emphasis, Exit, or Motion Path animation effect.

 New drop-down menus with default settings will appear at the top of the Custom Animation
task pane.

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 To preview an animation effect:
 Select the text or object you want to modify
on the slide.
 Select the Animations tab.
 Click Custom Animation in the Animations
group. The Custom Animation task pane will
appear on the right.
 Select the animation in the Custom Animation
task pane list.
 Click Play at the bottom of the task pane to
see a preview of the animation in Normal
view.
OR
Click Slide Show to see the animation in Slide
Show view. Press the Esc key to return to
Normal view.

To animate text with a default animation:

 Select the text box or text you want to animate on the slide.
 Select the Animations tab.
 Click the Animate drop-down menu in the Animations group to see the animation
effects for the selected text. The effects vary based on the selected item.
 Select an animation effect.

 All At Once: The selected text appears all at once. The entire text is
labeled with one number on the slide. Click the drop-down arrow in the
task pane to expand the contents and see that the text is labeled with one
number.

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  By 1st Level Paragraphs: The text will appear bullet by bullet, or
paragraph by paragraph. Each level of text is labeled with a different
number on the slide. Click the drop-down arrow in the task pane to
expand the contents and see that the text is labeled with multiple numbers.

To modify an animation effect in other ways:

 Select an animation effect in the Custom Animation task pane list.
 Click the arrow to display a drop-down menu.

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  Select Effects Options or Timing. A dialog box will appear.
 In the dialog box, add enhancements such as sounds, and define what happens after the
animation effect is applied to the selected item.

The dialog box name is based on the animation effect name. In the example above, the animation effect
is Fade. The tabs and options on the tabs will vary based on the animation effect that is being modified.

To reorder animation effects:

 Select the Animations tab.
 Click Custom Animation in the Animations group.
 Select the animation effect you want to move in the Custom Animation task pane list.
 Click the arrows at the bottom of the task pane to reorder the selected animation effect.

Q.) Explain about Transitions in MS Power Point in detail?

Ans: Transitions are motion effects that when in Slide Show view add movement to your slides as you
advance from one slide to another. There are many transitions to choose from, each one of which
allows you to control the speed and even add sound.

Applying transitions
If you've ever seen a PowerPoint presentation that had special effects between each slide, you've
seen slide transitions. A transition can be as simple as fading to the next slide or as complex as a
flashy, eye-catching effect. This means you can choose transitions to fit the style of any presentation.
There are three categories of unique transitions to choose from, all of which can be found on
the Transitions tab:
Subtle (slight transitions)

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Exciting (strong transitions)

Dynamic Content (strong transitions that affect only the content, such as text or images)

To apply a transition:
 Select the slide you want to modify.
 Click the Transitions tab.
 Locate the Transition to This Slide group. By default, None is applied to each slide.

 Click the More drop-down arrow to display all of the transitions.

 Click a transition to apply it to the selected slide. This will automatically preview the transition as
well.

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When working with transitions, the Apply To All command in the Timing group can be used at any time
to make your presentation uniform. Use this command with caution. Not only does it apply
the same transition to every slide, but it also applies the settings in the Timing group, which you may
not want to be the same throughout your presentation.
 To preview a transition: You can preview the transition for a selected slide at any time, using
either of these two methods:
 Click the Preview command on the Transitions tab.

 Click the star Play Animations icon. The icon appears on the Slides tab in the left pane beside any
slide that includes a transition.

Modifying transitions
 To modify the duration:
 Select the slide that includes the transition you want to modify.
 In the Duration field in the Timing group, enter the amount of time you want the transition to take.
In this example, we will specify the length as 2 seconds, or 02.00.

To add sound:
 Select the slide that includes the transition you want to modify.
 Click the Sound drop-down menu in the Timing group.
 You will hear the sound and see a live preview of the transition as you hover over each sound.

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  Click a sound to apply it to the selected slide.
 To remove a transition:
 Select the slide you want to modify.
 Choose None from the gallery in the Transition to This Slide group.

 Repeat this process for each slide you want to modify.

 To remove transitions from all slides, select a slide that uses None, then click the Apply to
All command.
Advancing slides
To advance slides automatically:
In Slide Show view, you would typically advance to the next slide by clicking your mouse or pressing
Enter on your keyboard. Using the Advance Slides settings in the Timing group, you can set your
presentation to advance on its own instead and display each slide for a specific amount of time. This is
useful for unattended presentations, such as at a tradeshow booth.
 Select the slide you want to modify.
 Locate the Timing group on the Transitions tab.
 Under Advance Slide, uncheck the box next to On Mouse Click.
In the After field, enter the amount of time you want to display the slide. In this example, we'll advance
the slide automatically after 1 minute 30 seconds, or 01:30:00.

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 UNIT-V

MS EXCEL

Q.) Explain about Features of MS EXCEL?

Ans:
1. Add Header and Footer
MS Excel allows us to keep header and footer in our spreadsheet document.
2. Find and Replace Command
MS Excel allows us to find the needed data (text and numbers) in the workbook and also replace
the existing data with a new one.
3. Password Protection
It allows user to protect their workbooks by using password from unauthorized access to their
information.
4. Data Filtering
Filtering is a quick and easy way to find and work with a subset of data in a range. A filtered range
displays only the rows that meet the criteria you specify for a column. MS Excel provides two
commands for filtering ranges:
• AutoFilter; which includes filter by selection, for simple criteria
• Advanced Filter; for more complex criteria
5. Data Sorting
Data sorting is the process of arranging data in some logical order. MS Excel allows us to sort
data either in ascending or descending order.
6. Built in formulae
MS Excel has got many built- in formulae for sum, average, minimum, etc. We can use those
formulae as per our needs.
7. Create different charts (Pivot Table Report)
MS Excel allows us to create different charts such as bar graph, pie- charts, line graphs, etc. This
helps us to analyze and compare data very easily.
8. Automatically edits the result
MS Excel automatically edits the result if any changes are made in any of the cell.
9. Formula Auditing
Using formula auditing we can graphically display or trace the relationships between cells and
formulas with blue arrows. We can trace the precedents (the cells that provide data to a specific
cell) or the dependents (the cells that depend on the value in a specific cell).

Q.) Explain about How to create a new blank workbook?

Ans: To create a new blank workbook:

 Left-click the Microsoft Office

button.
 Select New. The New Workbook
dialog box opens, and Blank
Workbook is highlighted by default.
 Click Create. A new blank
workbook appears in the window.

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  When you first open Excel, the
software opens to a new blank
workbook.

To insert text: Left-click a cell to select it.

Each rectangle in the worksheet is
called a cell. As you select a cell,
the cell address appears in the Name
Box.

Enter text into the cell using your

keyboard. The text appears in the cell
and in the formula bar.

Cell addresses : Each cell has a name, or

a cell address, based on
the column and row where it is
located. For example, this cell is C3
because it is where column C and row
3 intersect.

You can also select multiple cells at the

same time. A group of cells is known
as a cell range. Rather than a single
cell address, you will refer to a cell
range using the cell addresses of
the first and last cells in the cell
range, separated by a colon. For
example, a cell range that included
cells A1, A2, A3, A4, and A5 would
be written as A1:A5.

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If the columns in your spreadsheet are labeled with numbers instead of letters, you'll need to change the
default reference style for Excel.
 To edit or delete text:
 Select the cell.
 Press the Backspace key on your keyboard to delete text and make a correction.
 Press the Delete key to delete the entire contents of a cell.
 You can also make changes to and delete text from the formula bar. Just select the cell, then place
your insertion point in the formula bar.
 To move through a worksheet using the keyboard:
 Press the Tab key to move to the right of the selected cell.
 Press the Shift key then the Tab key to move to the left of the selected cell.
 Use the Page Up and Page Down keys to navigate the worksheet.
 Use the arrow keys.
To save the workbook:

 Left-click the Microsoft Office button.

 Select Save or Save As.

 Save As allows you to name the file and choose a location to save the spreadsheet. Choose Save
As if you'd like to save the file for the first time or if you'd like to save the file as a different name.

 Select Save if the file has already been named.

You can save a workbook in many ways, but the two most common ones are as an Excel Workbook,
which saves it with a 2007 file extension, and as an Excel 97-2003 Workbook, which saves the file in
a compatible format so people who have earlier versions of Excel can open the file.
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Compatibility mode: Sometimes you may need to work with workbooks that were created in earlier
versions of Microsoft Excel, such as Excel 2003 or Excel 2000. When you open these kinds of
workbooks, they will appear in Compatibility mode.
Compatibility mode disables certain features, so you'll only be able to access commands found in the
program that was used to create the workbook. For example, if you open a workbook created in Excel
2003, you can only use tabs and commands found in Excel 2003.

If you want access to all features of Excel 2007, you can save the workbook in the Excel 2007 file format.
To exit Compatibility mode:

 Click the Microsoft Office button.

 Select Save As Excel Workbook.

Q.) Explain about Formatting and Editing the Worksheet in MS Excel?

 To modify column width:

 Position the cursor over the column line in the column heading, and a double arrow will appear.

 Left-click the mouse, then drag the cursor to the right to increase the column width or to
the left to decrease the column width.

 Release the mouse button.

OR

 Left-click the column heading of a column you'd like to modify. The entire column will
appear highlighted.

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  Click the Format command in the Cells group on the Home tab. A menu will appear.

 Select Column Width to enter a specific column measurement.

 Select AutoFit Column Width to adjust the column so all of the text will fit.

 If you see pound signs (#######) in a cell, it means that the column is not wide enough to display
the cell content. Simply increase the column width to show the cell content.

 To modify the row height:

 Position the cursor over the row line you want to modify, and a double arrow will appear.

 Left-click the mouse, then drag the cursor upward to decrease the row height
or downward to increase the row height.

 Release the mouse button.

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 
OR

 Click the Format command in the Cells group on the Home tab. A menu will appear.

 Select Row Height to enter a specific row measurement.

 Select AutoFit Row Height to adjust the row so all of the text will fit.

 To insert rows:

 Select the row below where you want the new row to appear.

 Click the Insert command in the Cells group on the Home tab. The row will appear.

 The new row always appears above the selected row.

 Make sure you select the entire row below where you want the new row to appear and not just
the cell. If you select just the cell and then click Insert, only a new cell will appear.

 To insert columns:

 Select the column to the right of where you want the column to appear.

 Click the Insert command in the Cells group on the Home tab. The column will appear.

 The new column always appears to the left of the selected column. For example, if you want to insert
a column between September and October, select the October column, then click the Insert
command.

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  Make sure you select the entire column to the right of where you want the new column to appear
and not just the cell. If you select just the cell and then click Insert, only a new cell will appear.

 To delete rows and columns:

 Select the row or column you’d like to delete.

 Click the Delete command in the Cells group on the Home tab.

 To format text in bold or italics:

 Left-click a cell to select it, or drag your cursor over the text in the formula bar to select it.

 Click the Bold or Italics command.

 You can select entire columns and rows, or specific cells. To select the entire column, just left-click
the column heading, and the entire column will appear as selected. To select specific cells, just left-
click a cell and drag your mouse to select the other cells, then release the mouse button.

 To format text as underlined:

 Select the cell or cells you want to format.

 Click the drop-down arrow next to the Underline command.

 Select the Single Underline or Double Underline option.

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  To change the font style:

 Select the cell or cells you want to format.

 Left-click the drop-down arrow next to the Font Style box on the Home tab.

 Select a font style from the list.

 As you move over the font list, the Live Preview feature previews the font for you in the spreadsheet.

 To change the font size:

 Select the cell or cells you want to format.

 Left-click the drop-down arrow next to the Font Size box on the Home tab.

 Select a font size from the list.

 To change the text color:

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  Select the cell or cells you want to format.

 Left-click the drop-down arrow next to the Text Color command. A color palette will appear.

 Select a color from the palette.

OR

 Select More Colors. A dialog box will appear.

 Select a color.

 Click OK.

 To add a border:

 Select the cell or cells you want to format.

 Click the drop-down arrow next to the Borders command on the Home tab. A menu will appear
with border options.

 Left-click an option from the list to select it.

 You can change the line style and color of the border.

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  To add a fill color:

 Select the cell or cells you want to format.

 Click the Fill command. A color palette will appear.

 Select a color.

OR

 Select More Colors. A dialog box will appear.

 Select a color.

 Click OK.

 You can use the fill color feature to format columns and rows and format a worksheet so it's easier
to read.

 To format numbers and dates:

 Select the cell or cells you want to format.

 Left-click the drop-down arrow next to the Number Format box.

 Select one of the options for formatting numbers.

 By default, the numbers appear in the General category, which means there is no special formatting.

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  In the Number group, you have some other options. For example, you can change the U.S. dollar
sign to another currency format, switch numbers to percents, add commas, and change the decimal
location.

Q.) Explain about Formulas in MS Excel?

Ans: To create a simple formula that adds the contents of two cells:

 Click the cell where the answer will appear (C5, for example).

 Type the equals sign (=) to let Excel know a formula is being defined.

 Type the cell number that contains the first number to be added (C3, for example).

 Type the addition sign (+) to let Excel know that an add operation is to be performed.

 Type the cell address that contains the second number to be added (C4, for example).

 Press Enter, or click the Enter button on the Formula bar to complete the formula.

 To create a simple formula using the point-and-click method:

 Click the cell where the answer will appear (C30, for example).

 Type the equals sign (=) to let Excel know a formula is being defined.

 Click on the first cell to be included in the formula (C5, for example).

 Type the subtraction sign (-) to let Excel know that a subtraction operation is to be performed.

 Click on the next cell in the formula (C29, for example).

 Press Enter, or click the Enter button on the Formula bar to complete the formula.

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  To create a simple formula that multiplies the contents of two cells:

 Select the cell where the answer will appear (E32, for example).

 Type the equals sign (=) to let Excel know a formula is being defined.

 Click on the first cell to be included in the formula (C9, for example), or type a number.

 Type the multiplication symbol (*) by pressing the Shift key and then the number 8 key. The
operator displays in the cell and Formula bar.

 Click on the next cell in the formula or type a number (12, for example).

 Press Enter, or click the Enter button on the Formula bar to complete the formula.

 To create a simple formula that divides one cell by another:

 Click the cell where the answer will appear.

 Type the equals sign (=) to let Excel know a formula is being defined.

 Click on the first cell to be included in the formula.

 Type a division symbol. The operator displays in the cell and Formula bar.

 Click on the next cell in the formula.

 Press Enter, or click the Enter button on the Formula bar to complete the formula.
Using cell references

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As you can see, there are many ways to create a simple formula in Excel. Most likely, you will choose one
of the methods that enters the cell address into the formula rather than an actual number. The cell
address is basically the name of the cell and can be found in the Name Box.

The following example uses actual numbers in the formula in C5.

When a cell address is used as part of a formula, this is called a cell reference. It is called a cell
reference because instead of entering specific numbers into a formula, the cell address refers to a
specific cell. The following example uses cell references in the formula in C30.

Q.) Explain about charts in MS Excel?

Ans: A chart is a tool you can use in Excel to communicate your data graphically. Charts allow your
audience to more easily see the meaning behind the numbers in the spreadsheet, and to make showing
comparisons and trends much easier. In this lesson, you will learn how to insert and modify Excel
charts and see how they can be an effective tool for communicating information.
Creating a chart
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Charts can be a useful way to communicate data. When you insert a chart in Excel, it appears in the
selected worksheet with the source data by default.
To create a chart:

 Select the worksheet you want to work with. In this example, we use the Summary worksheet.

 Select the cells you want to chart, including the column titles and row labels.

 Click the Insert tab.

 Hover over each Chart option in the Charts group to learn more about it.

 Select one of the Chart options. In this example, we'll use the Columns command.

 Select a type of chart from the list that appears. For this example, we'll use a 2-D Clustered Column.
The chart appears in the worksheet.

Identifying the parts of a chart

Have you ever read something you didn't fully understand but when you saw a chart or graph, the concept
became clear and understandable? Charts are a visual representation of data in a worksheet. Charts
make it easy to see comparisons, patterns, and trends in the data.

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Source data
The range of cells that make up a chart. The chart is updated automatically whenever the information in
these cells changes.
Title
The title of the chart.
Legend
The chart key, which identifies what each color on the chart represents.
Axis
The vertical and horizontal parts of a chart. The vertical axis is often referred to as the Y axis, and the
horizontal axis is referred to as the X axis.
Data series
The actual charted values, which are usually rows or columns of the source data.
Value axis
The axis that represents the values or units of the source data.
Category axis
The axis identifying each data series.
Chart tools
Once you insert a chart, a new set of Chart Tools, arranged into three tabs, will appear above the Ribbon.
These are only visible when the chart is selected.

 To change the chart type:

 Select the Design tab.

 Click the Change Chart Type command. A dialog box appears.

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  Select another chart type.

 Click OK.

 The chart in the example compares each salesperson's monthly sales to his or her other months' sales;
however, you can change what is being compared. Just click the Switch Row/Column
Data command, which will rotate the data displayed on the x and y axes. To return to the original
view, click the Switch Row/Column command again.

 To change chart layout:

 Select the Design tab.

 Locate the Chart Layouts group.

 Click the More arrow to view all of your layout options.

 Left-click a layout to select it.

 If your new layout includes chart titles, axes, or legend labels, just insert your cursor into the text and
begin typing to add your own text.

 To change chart style:

 Select the Design tab.

 Locate the Chart Style group.

 Click the More arrow to view all of your style options.

 Left-click a style to select it.

 To move the chart to a different worksheet:

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  Select the Design tab.

 Click the Move Chart command. A dialog box appears. The current location of the chart is selected.

 Select the desired location for the chart (i.e., choose an existing worksheet, or select New Sheet and
name it).

Q.) Explain about types of functions in MS Excel?

Ans: M i c r o s o f t E x c e l F u n c t i o n L i s t

Listing of the most useful Microsoft Excel functions. Explanations on how to write each function in Excel
and examples of its use are provided.

Mathematical Functions

SUM - Adds up all the values in a range

SUMIF - Adds all the values in a range that meet specific critera

SUMIFS (2007+) - Adds values in a range based on multiple criteria

SUMPRODUCT - Sum a range of cells that meet multiple criteria

ROUND - Round a number to a specified number of digits

ROUNDUP - Round a number up to a specified number of digits

ROUNDDOWN - Round a number down to a specified number of digits

CEILING - Round a number up to a multiple of significance

FLOOR - Round a number down to a multiple of significance

Statistical Functions

COUNT - Counts all the values in a range

AVERAGE - Calculates the average number from a range of values

MAX - Finds the maximum value in a range

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MIN - Finds the minimum value in a range

COUNTA - Counts all non-empty cells in a range

COUNTBLANK - Counts all blank cells in a range

COUNTIF - Counts all the cells in a range that meet specific critera

COUNTIFS (2007+) - Counts all the cells in a range that meet multiple criteria

AVERAGEIF (2007+) - Calculates the average of a range of values that meet specific criteria

AVERAGEIFS (2007+) - Calculates the average of a range of values that meet multiple criteria

LARGE - Return a value dependent upon its ranking in a range of values in descending order

SMALL - Return a value dependent upon its ranking in a range of values in ascending order

RANK - Returns the rank or position of a number within a range of numbers

Text Functions

LEN - Returns the length, in number of characters, of the contents of a cell

REPT - Repeats a character a specified number of times

TRIM - Remove unwanted spaces from cells

LEFT - Extracts a specific number of characters from the start of a cell

RIGHT - Extracts a specific number of characters from the end of a cell

MID - Extracts a specific number of characters from the middle of a cell

UPPER - Converts the contents of a cell to uppercase

LOWER - Converts the contents of a cell to lowercase

PROPER - Converts the contents of a cell to proper case

REPLACE - Replace existing characters in a cell with a different set of characters

SUBSTITUTE - Replace existing characters with a different set of characters

Logical Functions

IF - Tests a condition and takes an alternative action depending on the result

AND - Test up to 30 conditions using logical And

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OR - Test up to 30 conditions using logical Or

IFERROR - Performs a specified action if a formula evaluates to an error, and displays the formula result if
not

Date & Time Functions

TODAY - Returns the current date

NOW - Returns the current date and time

DATE - Returns the sequential serial number for the specified date and formats the result as a date

DAY - Returns the day corresponding to a date represented by a number between 1 and 31

MONTH - Returns the month corresponding to a date represented by a number between 1 and 12

YEAR - Returns the year corresponding to a date represented by a number in the range 1900 to 9999

WORKDAY - Returns the date a specified number of workings days before or after a date

WEEKDAY - Returns the day of the week corresponding to a specified date

NETWORKDAYS - Returns the number of workdays between two dates

EOMONTH - Calculates the last day of the month a specified number of months before or after a date

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