Microsoft Office Quick Access Toolbar The Header and Footer option inserts information such

The Microsoft Office Quick Access Toolbar allows for a as text, page numbers and date. Information on either
customizable toolbar displaying a set of commands header or footer will appear in all document pages. The
independent of the tab on the Ribbon that is currently header information appears at the top of the page
displayed. To customize the Quick Access Toolbar, click while the footer information will appear at the bottom
the down arrow to the right of the commands. A popup of the page.
menu will appear with available commands. Click on 15) Click on ‘Insert’ then click on ‘Header’
the command to add it to the Quick Access Toolbar. If 16) Choose a style you like, but for now use Blank
you don’t see the command you want in the popup 17) Enter your Last Name, hit the enter key
menu, select More Commands from the menu. This will 18) Enter today’s date
open a new window that will allow you to select from 19) Highlight your name and date
all available Office commands. You will also find the 20) Click on the Home tab from the menu
option to display the Quick Access Toolbar below the 21) Click on the left justification button
ribbon 22) Finally, click ‘Close Header and Footer’
Paragraph Formatting 23) NOTE, the Header Menu will close and
Paragraph formatting options are available under the return you to your document to continue typing
Paragraph group. The following options are available
from the Paragraph group: Spelling and Grammar
1. Bullets and numbered lists There are many features to help you proofread your
2. Indentations, Sorting & Display Format document. These features include: Spelling and
Symbols Grammar, Thesaurus, AutoCorrect, Default Dictionary,
3. Alignment and Word Count. The most common feature used is the
4. Line spacing, Shading, & Borders spelling and grammar checker tool. To check the
Find & Replace spelling and grammar of your document:
A word or phrase can be found within your document 44) Place the cursor at the beginning of the document
by using the Find command. Select Find under the or the beginning of the section that you want to check.
Editing group and a window on the left will appear 45) Click the ‘Review’ Tab on the Ribbon
called Navigation where you can enter the word or 46) Click ‘Spelling & Grammar’ on the Proofing Group.
phrase in the field and it will automatically search the 47) Note, any errors will display a dialog box that allows
document and display all results below the “Search” you to choose a more appropriate spelling or phrasing.
field. 48) Go through the Spelling and Grammar Checker to
The Ribbon correct any spelling errors you may have made in your
The Ribbon is the panel at the top portion of the document.
document. It has seven tabs: Home, Insert, Page 49) When the Spelling and Grammar Checker has
Layout, References, Mailings, Review, and View that completed, you will see a dialog box that notifies you
contain many new and existing features of Word. Each “The spelling and grammar check is completed”.
tab is divided into groups. The groups are logical
collections of features designed to perform functions Links
that you will utilizein developing or editing your Word Links to websites or other locations within a Word
document .Commonly used features are displayed on document can be created by using the Links group.To
the Ribbon, to view additional features within each include a link to a website, select Hyperlink from the
group, click on the arrow at the bottom right of each Links group. Enter the text that should be displayed in
group. the document in the Text to display: text box and the
Changing Font Type and Font Size web site address in the Address: text box and then click
Exercise - Changing Font Type and Font Size In the OK.
document that you just created, you are now going to Mail Merge
format the font size and type. Different fonts and sizes Mail Merge can be used to create letter or envelope
can give character to words in your document. For templates for mass mailings using outlook contacts or
example, on a resume, you may use BOLD as an ‘eye- data sources, such as Microsoft Excel.First, select the
catcher’. Also font size affects word characteristics. type of Mail Merge you would like to perform by
11) Highlight the text you wish to change the Font and clicking Start Mail Merge from the Start Mail Merge
Size for; in this practice highlight your name. group and selecting the type of merge (letter, e-mail,
12) Click on the Font Menu, select Ariel Black. envelope, or label).Next, select the data source by
13) Click on Font Size, select 16. clicking Select Recipients and then selecting the data
14) At this point, click on SAVE in the Quick Access source you want to use (add a new list, use an existing
Toolbar to save your document. list from Excel, or use Outlook Contacts). After
Headers and Footers selecting the recipient source file, additional icons on

1
the ribbon will become active.Click the Edit Recipient 3. Each type of break serves a different purpose
List icon to select which contacts you want to be and will affect the document in different
included in this mail merge.Mail merge fields can then ways.
be added to the document using the following icons 4. Page break move text to a new page before
under the Write & Insert Fields group: Address Block, reaching the end of a page.
Greeting Line, & Insert Merge Field.To see the letter 5. Section break create a barrier between parts
with the data within the document, click the Preview of the document for formatting purposes.
Results icon under the Preview Results group.After 6. Column break split text in columns at a
finalizing the merge, click the Finish & Merge button specific point.
from the Finish group and select Print Documents or
Send E-mail Messages. TO MAKE AN E-MAIL ADDRESS A HYPERLINK
Proofing  Right-click the selected text or image, then
The proofing group assists with proofing your click Hyperlink.
document after it is finished.Click the Spelling &  The Insert Hyperlink dilaog box will open.
Grammar icon to check for spelling and grammar  On the left side of the dialog box, click Email
problems within the document. Click the Thesaurus address.
icon to open the Microsoft Word Thesaurus. If you  Type the email address you want to connect
highlight a word and then click the Thesaurus icon, to in the Email Address box, then click OK.
the thesaurus will automatically look up the
highlighted word. Click the Translate icon to translate
your document from one language to another. The
Word Count icon will provide you with statistics for
your document, including number of words, STEPS TO INSERT DATE OR TIME INTO A HEADER OR
characters, pages, paragraphs, and lines FOOTER
Show/Hide 1. Double-click anywhere on the header or footer to
The Show/Hide group allows different components of unlock it. The Design tab will appear.
Word to be displayed, including the ruler, gridlines, 2. From the Design tab, click the Date & Tab
and document map command.
3. Select the date format in the dialog box that
appears.
STEPS TOADD PAGE NUMBERS TO AN EXISTING
Picture Formatting HEADER OR FOOTER
Use the options under the Adjust group to make 1. Select the header or footer. The Design tab will
changes to the properties of pictures, such as appear.
brightness, contrast, and color. Use the options under 2. Place the insertion point where you want the page
the Pictures Styles group to select a pre-defined style number to be.
for your picture or manually set the picture shape, 3. From the Design tab, select the Page Number
border, and effects. Use the options under the command.
Arrange group to set text wrapping around the 4. Click Current Position, then select the desired style.
picture, rotate the picture, and position & align the The page number will appear in the document.
picture.Use the options under the Size group to crop 5. Place a check mark in the Update automatically box
the picture to trim unwanted parts and resize the if you would like it to always reflect the current date.
picture. Otherwise, it will not change when the document is
opened at a later date.
TO SAVE AS A PDF 6. Click OK. The date and time now appears in the
1. Click the File tab. document.
2. Select Save As. SHAPES
3. In the Save as type drop-down menu, select PDF. A variety of Shapes can be added to document,
4. Select the location where you wish to save the including arrows, callouts, squares, stars and
document. flowchart shapes. Word have large shape collection
5. Enter a name for the document. which allows to organise and design the image. Such
6. Click the Save button. shapes increases visual appearance to document
BREAKS
1. Word has several types of breaks.
2. Breaks can be added to document to change
the layout and pagination.

2
KEYS USED FOR MOVING IN A DOCUMENT
 Left arrow- One character to the left
SMARTART GRAPHICS
 Right arrow- One character to the right
Word has a variety of SmartArt graphics that can be
 Up arrow- One line up
used to illustrate and organise many different types
 Down arrow- One line down
of ideas.
 Ctrl+Left arrow- One word to the left 1. Place the insertion point in the document where
 Ctrl+Right arrow- One word to the right you want the graphic to appear.
 Ctrl+Up arrow- One paragraph up 2. Select the Insert tab.
 Ctrl+Down arrow- One paragraph down 3. Select the Smart Art command in the illustrations
 End- To the end of a line group.
 Home- To the beginning of a line 4. Select the category to the left of the dialog box, and
 Ctrl+End- To the end of the document review the SmartArt graphics that appear in the
 Ctrl+Home- To the beginning of a document center.
 Page Up- One screen up 5. Select the desired SmartArt graphic, then click OK.
 Page Down –One screen down
STEPS TO ADD TEXT TO A SMARTART GRAPHIC
NAVIGATION WITHIN DOCUMENT 1. Select the graphic. A border will appear around it
Moving around document is called Navigation. While with an arrow on the left side.
editing a document or to make a change in a particular 2. Click the arrow on the left side of the graphic to
location, we want to move at different places in a open the task pane.
document.For this we use various keys and key 3. Enter text next to each bullet in the task pane. The
combinations information will appear in the graphic and will resize
SYMBOLS AND SPECIAL CHARACTERS to fit inside of the shape.
Special characters are punctuation, spacing or 4. To add a new shape, press Enter. A new bullet will
typographical characters that are not generally appear in the task pane, and a new shape will appear
available on the standard keyboard. in the graphic
Steps
1. Place your cursor in the document where you want
the symbol.
2. Click the Insert tab on the Ribbon.
3. Click the symbol button on the Symbols group. Change the text Alignment
4. Choose the appropriate symbol
EQUATIONS  Align Text Left(Ctrl+L)
1. Place your cursor in the document where you want  Align Text Right(Ctrl+R)
the symbol.  Center(Ctrl+E)
2. Insert the Insert Tab on the Ribbon.  Justify:Equal on both sides
3. Click the Equation button on the Symbols group.
4. Choose the appropriate equation and structure or
click. Insert New Equation.
5. To edit the equation click the equation and the
Tab will be available in the Ribbon THE RULER

STEPS TO INSERT TEXT INTO A TEMPLATE It is located at the top and to the left of the
1. Click on the text you want to replace. The text will document.It make easier to adjust our document with
appear highlighted , and a template tag will appear. precision.
2. Enter some text. It will replace the placeholder text  Click the view ruler icon over the scrollbar to
STEPS TO INSERT A TEMPLATE hide the ruler
1. Click the File tab to go to the Backstage view.  To show the ruler,click the view ruler icon
2. Select New. The New Document pane appears. again.
3. Click Sample templates to choose a built in
template, or select an Office.com template category
to download a template.
4. Select the desired template, then click create. A
new document will appear using the template you
have selected.

3
CLIP ART AND PICTURES 2. Locate the file in the dialog box, then click Open.
Pictures enhance the attractiveness of a document. 3. If the address list is in Excel workbook, select the
Word provides built-in Clip Art images for almost all worksheet that contains the list, then click OK.
topics so that we will be able to find a perfect Clip Art 4. In the Mail Merge Recipients dialog box, we can
image suit to our document. If the desired image is check or uncheck each recipients to control which
not available, we can insert our picture from a file ones are used in mail merge. Click OK to close the
dialog box.
STEPS TO LOCATE CLIP ART 5. From the Mail Merge task pane, click Next: Write
1. Select the Insert tab. your letter to move to Step 4.
2. Click the Clip Art command in the illustrations If you don’t have an existing address list, click the
group. Type a new list button and click Create.
3. The Clip Art options appear in the task pane to the Step 4
right of the document. 1. Place the insertion point in the document where we
4. Enter keywords in the Search for : field that are want the information to appear.
related to the image you wish to insert. 2. Select Address block, Greeting Line, Electronic
5. Click the drop-down arrow in the Results should be: postage or More items from the task pane.
field. 3. Depending on your selection, a dialog box may
6. De-select any types of media you do not wish to appear with various options. Select desired option.
see. Click OK.
7. If you like to also search for Clip Art on Office.com, 4. A placeholder appears in your document. Eg:
place a check mark next to include Office.com <<AddressBlock>>. Repeat these steps each time you
content. Otherwise, it will just search for Clip Art on need to enter information from your data record.
your computer. 5. From the Mail Merge task pane, click Next: Preview
8. Click GO. your letters to move to Step 5.
Step 5
STEPS TO INSERT CLIP ART 1. Preview the letters to make sure information from
1. Review the results from a Clip Art Search. the recipient list appears correctly in the letter.
2. Place your insertion point in the document where 2. Click Next: Complete the merge to move to Step 6.
you wish to insert the Clip Art. Steps 6
3. Click an image in the Clip Art pane. It will appear in 1. Click Print to print the letters.
the document. 2. The Merge to Printer dialog box opens.
4. You can also click the drop-down arrow next to the 3. Click All, then click OK.
image in the Clip Art pane to view more options
WORD ART
MAIL MERGE  In addition to adding effects to a text box, we
 Mail merger provides a way to create custom can also add effects to the text inside the text
documents for mass mailings. box, which is known as Word Art.
 It is a useful too with which we can easily  The types of effects that can be added are the
produce multiple letters, labels, envelops, same as the ones applied to shapes or text
nametags etc. boxes (shadow, bevel) etc, it can also
transform the text to give it a wavy, slanted
or inflated look.
STEPS TO USE MAIL MERGE
1. Open an existing document, or create a new one. STEPS TO CONVERT REGULAR TEXT INTO WORDART
2. Click the Mailings tab. 1. Select the text you wish to convert.
3. Click the Start Mail Merge command. 2. Click the Insert tab.
4. Select Step by Step Mail Merge Wizard 3. Click the WordArt command. The Quick Styles
Step 1- drop-down menu will appear. Select the desired
1. Choose the type of document to create (Here, Quick style.
Letter ). 4. Word will automatically create a text box for your
2. Click Next: Starting document to move to Step 2. text and apply the style to the text.
Step 2-
1. Select Use the current documet.
2. Click Next: Select recipients to move to Step3.
Step 3
1. From the mail merge task pane, select Use an
existing list, then click Browse.

4
3D EFFECTS STEPS TO CHANGE SHADOW EFFECTS
There are two kinds of effects that can apply to shapes 1. Select the Format tab.
to give them a 3D appearance:3D Rotation and Bevel. 2. Click the shape effects command. A drop-down
3D rotation gives the appearance of the object from a menu will appear.
different angle, and it can be applied to any shape. 3. Hover your mouse over Shadow. You will see a list
Bevel adds thickness and a rounded edge to shapes, of shadow presets.
but it does not work with every type of shape. 4. Move your mouse over the menu options to see a
live preview of the shadow effect in your document.
STEPS TO USE 3D ROTATION 5. Click the desired shadow effect to add it your
1. Select the shape. shape.
2. Click the Format tab. You can select Shadow Options from the drop-down
3. Click Shape Effects from the Shape Styles group. menu and click Colour button to select a different
4. Hover the mouse over 3D rotation. A drop-down shadow colour for your shape.
menu will appear.
5. Select the desired rotation preset from the drop-
down menu. We can also click 3D Rotation Options if
we would prefer to type in custom values. STEPS TO ADD A ROW ABOVE AN EXISTING ROW
 Place the insertion point in the row table in
the location where we wish to add a row.
STEPS TO USE BEVEL
1. Select the shape.  Right click the mouse. A menu appears.
2. Click the Format tab.  Select Insert. Insert Rows Above.
3. Click Shape Effects from the Shape Styles group.
4. Hover your mouse over Bevel. A drop-down menu  A new row appears above the insertion point
will appear.
5. Select the desired bevel preset from the drop-down  We can also add rows below the insertion
menu. We can also click 3D Options if we would prefer point.
to type in custom values.  Follow the same steps , but select the Rows
below from the menu.
ORDER OF SHAPES
 If one shape overlaps another, it is necessary TO HIDE THE PAGE NUMBER ON THE FIRST PAGE
to change the ordering so the correct the In some documents , you may not want the first page
shape appears in font. to show the page number. You can hide in the first
 We can bring a shape to the front or send it to page number without affecting the rest of the pages.
the back. 1. Select the header or footer that contains the page
 In the case of multiple images, commands number.
Bring Forward or Send Backward are used to 2. From the Design tab, place a check mark next to
fine tune the ordering. Different First Page. The header and footer will
 It is also possible move a shape in front of or disappear from the first page. If you want, you can
behind text type something new in the header or footer, and it
will only affect the first page.
STEPS TO CHANGE TO A DIFFERENT SHAPE
1. Select the shape. A new Format tab appears with STEPS TO CONVERT TEXT TO A TABLE
Drawing Tools. 1. Select the text that we want to convert.
2. Click the Format tab. 2. Select the Insert tab.
3. Click the Edit Shape command. 3. Click the Table command.
4. Click Change Shape to display a drop-down list. 4. Select Convert Text to Table from the menu. A
5. Select the desired shape from the list. dialog box will appear.
5. Choose one of the options in the Separate test at:
STEPS TO CHANGE THE SHAPE FILL COLOUR section. This is how Word knows what text to put in
1. Select the shape. The Format tab appears. each column.
2. Select the Format tab. 6. Click OK. The text will appear in table.
3. Click the Shape Fill command to display a drop-
down list.
4. Select the desired colour from the list, choose No
Fill, or choose More Fill colours to choose a custom
colour.

5
 The use of EDI allows for the following benefits:
 The Internet is a worldwide network of • Reduced manual data entry
networks. The Internet, sometimes called • Reduced postage and handling costs
simply ―the Net,‖ is a universal system of • Reduced labour processing costs
computer networks. • Reduced order cycle
• Increased customer service
 It is a configuration of smaller networks and • Improved accuracy of data
other connected machines spanning the • Reduced lead times
entire globe. • Reduced paper handling
• Reduced inventory carrying costs
Development of Internet
Business application of EDI
 In 1969, the American defense Department
wanted to connect all the computers in the • EDI is paperless document transfer between
department offices and military research companies. A document is any form of
institutions. communication, usually paper, sent between two
companies. Examples include:
 When it was connected, the network was • Purchase Orders
called ARPANET (Advanced Research Project • Invoices
Agency network). • Shipping Notices
• Export/Import Information
 It also included many universities doing • Carrier-to carrier waybills
military funded research. • Funds Transfers
• Design Specifications
 Later the span of this network expanded • Health Insurance Claims
covering the whole of USA.

 As it was very successful, various research EDI (Electronic Data Interchange)

institution and universities wanted to get • EDI (Electronic Data Interchange) is simply the
connect themselves with the ARPANET. means to communicate between companies from one
computer to another.
• For many years, companies have been using
 Hence, the defense wanted to preserve its
computers to send business documents instead of
privacy and thereby, divided the network in
mailing paper documents (i.e. most of our pay checks
to two divisions, viz, ARPANET ad MILNET
are directly deposited into our bank accounts).
(Military Network).
• This transfer of funds is accomplished by the
 These two divisions are connected with a
use of an electronic file being sent from your company
technology called network protocol.
to your bank.
 Protocol means, a set of communication
• In 1979, the American National Standards
rules.
Institute (ANSI) formed the Accredited Standards
 In the network protocol means a set of rules
Committee (ASC) to rectify this situation.
to contact a person on the network.
• Electronic Data Interchange (EDI) is simply a
 The protocol in- between the networks is set of data definitions that permit business forms that
called internet protocols would have been exchanged using paper in the past,
 Thus, internet protocol is a technical to be exchanged electronically.
switching scheme, which enables a node of
network to communicate with anode of
another network.
 To control and monitor the network
communications, the department of defense
redesigned the existing protocol and
protocols Transmission Control protocol/
Internet protocol (TCP\IP) were developed.

6
CLIENTS AND SERVERS  Using FTP is simple. The only difficult part
 The basic architecture of all Internet locating a file that one wants to download.
connection is based on client –server Gopher
relationship.  The second type of information retrieval tool
 A client application on user`s computer on the Internet is Gopher, a menu based
requests information from a server already interface that provides access to information
connected to the Internet. residing on special server, called Gopher
 A server is a powerful computer, generally server.
containing a large hard disk, which acts as a  Although, Gopher performs primarily the
shared storage resource. same tasks as FTP command, its interface is
 In addition to containing stored files, a server more user-friendly and it provides additional
my also allow access to program and data function, such as links to other Internet
from other computer service.
 To make this relationship work there are  By selecting an item from the Gopher menu,
major components: users can move, retrieve, or display files from
 Telecommunication connection- This remote sites .
connection is the physical electrical  The menu also allows user to move from one
connection between your computer and the Gopher site to another, where each site
sever computer. This connection is used to provides different information.
pass requests and data between your
computer and the server. COMMUNICATION TOOLS
 Server-The server in an Internet connection is E-mail
usually a service provider or Internet access  E-mail or Electronic mail refer to exchanging
provider. The server provider is the company message or files electronically.
that owns and operates the particular  E-mail systems have two basic part: user
network to which you are going to connect agents message transfer agent.
your computer.  User agent, allows people to read and send
 Client –The client in an internet connection is e-mail and message transfer agent, move the
one or more software programs that run on message from the source to the destination.
your computer and interact directly with the  The user agents are generally, local program
server provider or route their date request to that provide a command based, menu –
and from the Internet through the service based or graphical method for interacting
provider`s network with the e-mail system.
 The message transfer agents run in the
INFORMATION RETRIEVAL TOOLS background and move e-mail though the
system.
FTP  E-mail is not a live connection between the
 FTP or File transfer protocol is the Internet originator of the message and its recipient.
tool , used to copy files from one computer to
another. Telnet
 When the user has accounts on more than
one computer, FTP can be used to transfer  Telnet is a command that connects the user to
data or programs between them. a remote machine, that may be located
 It is basically a command that activates the anywhere on the internet.
client – server relationship.  The telnet program is basically a transparent
 The user sends the request for a particular file window between your one computer and a
to the server and server responds back , by computer that you are logging onto.
sending the requested file if the requested file  In other words, it is tool for using one
is that found on that server. computer, to control a second computer.
 Another popular way to retrieve file is,  Using Telnet, one can send command that run
through an anonymous file server. program and open text or data files on same
 In this case, the user logs on to the server computer.
using the special user ID and the password.
 This server is called anonymous as it allows
anyone to make copies of their files.

7
Usenet 3. HTML(Hyper Text MARKUP Language):HTML is the
1. The Usenet is a network that provides users language in which www documents are written in , it
with discussion groups forums. allows users to produce web pages that included text
,graphics ,and like to other pages .
2. A user posts an article to a chose newsgroup
on the Usenet, where each newsgroup is
devoted to a particular topic such as politics, INFORMATION SEARCH TOOLS
environment, surfing and so one.
3. The article is routed only to those sites that 1. Archie
have expressed an interest in receiving 2. Veronica
information on the topic . 3.WAIS (Wide Area Information Server)
4. We may find the Usenet to be helpful for
gathering information on a variety of topics. ARCHIE
5. Another popular application of Usenet is
downloading new or upgraded software from 1. Archie is a search tool, designed specifically
vendors and obtaining quotes for products to locate files on anonymous FTP servers.
and services. 2. It creates a central index of all the files
available on anonymous FTP sites and
World Wide Web (WWW) creates, a central database that users can
 access to locate information.
World Wide Web or WWW is one of the 3. Uses who have ARCHIE software can access
newest and most popular hypertext –based this database.
Internet tools. 4. The only disadvantage is that, the user must
 It allows users to access and display know at least part of the filename in order
document and graphics stored on any server to be able to search for the file.
on the Internet. 5. When the desired file is located, the server
 www is also based on client –server model. identifies the file’s address and the user can
 Here the client is the browser, that runs on use the FTP command to access and retrieve
your local system. the file
 Web browser or browser is software that is
used to request resources from the Internet. WIDE AREA INFORMATION SERVER
 Some of the popular web browsers are
Microsoft Internet Explorer, Netscape  WAIS (Wide area Information Server)is a
Navigator ,Mosaic etc. search system, that accesses servers all over
the world to locate requested files.
MAIN COMPONENTS OF WWW  The WAIS database has an index of keyword,
1. URL(Uniform Resource Locator): It is a way of that helps users to locate files.
specifying the location of web page on the net. URLs  When given the keyword, WAIS returns the
look like: Type://address/path address where the file are located .
 Where type specifics the type of server in  The user can then use one of the other
which the file is located address of the server services discussed above to download the
and path is the location within the file files.
structure of the server .For example,  If a particular file is not found on a given
http://www.microsoft.com. WAIS server, the server will automatically
2. HTTP(Hyper Text Transfer Protocol):The internal direct the query to other WAIS server on the
structure of the WWW is built on the set of rules Internet
called HTTP. It establishes the communication path
between a web server and a client. The
communication takes place in for steps: First the
connection is established between the client and the
server. Then the client sends some request like
requesting some particular file. The server then
responds by sending a message that the file is being
found .If the file is not found on the server then an
error message indicating that file is not found, is sent
back and the connection is closed.

8
INTERNET PROTOCOL 6. Gopher
 Gopher is a protocol linked to the
A communication protocol allows different kind of internet to search, retrieve and
computer using different operating system to display documents from remote sites
communicate with one another . on the internet .
It is high essential because Internet is not made up of  It is a menu based program that
any single type of computer system. helps the user to find file program,
An Internet protocol is a set of standards or rules for definition and other topics that the
exchanging information between computer systems user specifies.
in a network.  Gopher protocol allows the user to
free from the troubles of specifying
2 File Transfer Protocol (FTP) the details of host, directory and file
 FTP Is the protocol set of rules which enable name.
files to be transferred between computers.  Instead, the user can browse through
menus and press Enter when he finds
 It is a powerful tool which allows files to be some interesting topic.
transferred from one computer to another
computer. INTERNET ADDRESSING
 FTP work on the client / server principle. 
 A client program enables the user to interact Internet address is used to identify
with a server in order to access information people computer and information
and service on the server computer. related with internet
 Files that can be transferred are store on IP Address
server computer.  IP address is required to
 A client can access these files only though a communicate with other computers
client application program helps a client in the net.
computer to locate the required file to be  An IP(Internet Protocol) address is an
transferred and start the process of transfer. identifier for a particular computer
 To access other computer, user has to on a particular network.
normally supply a login name and password  Every computer that is directly
and after that he can access the computer connected to the Internet must have
file dictionary system and can upload an IP address
(send)and download (receive) files .  An IP address consists of four
 Anonymous FTP facilities are also available sections separate by period .
which allows the user to access any  Each section contains a number
information without giving a password . ranging from 0 to 255.
 Example, 128.43.7.12
 The address has the following
 Telnet common characteristic.
Telnet is an internet protocol of set of rules 1. IP address is unique number
that enable internet users to connect to 2. No two computers can have the
another computer linked to the internet . same IP number.
 This process is also called as remote login. 3. IP addresses are also global and
 The user’s computer is referred to as the standardized.
local computer and the computer being
connected to is referred to as remote or host
computer.
 One access is established between local and
host computer.
 Local computer can give command so that
they are executed in the host computer.
 The user’s computer clearly display the
process undertaken by the remote computer
during the telnet session.
 After getting connection to a remote
computer, instruction or menus appear.

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 Domain Name  The IRC also allows the facility to the user to
change from one chat group to another, join
any conversation or listen only .
 A domain name is a name used to
identify and locate computers
connected to the internet.
 No two organizations can have the POWERPOINT
same domain name.
 A domain name always contains two CREATING A NEW PRESENTATION
or more components separated by
periods called `dots`. 1. Click the File tab. This takes you to the Backstage
 Some example of domain name are view.
Microsoft .com, Indiacapital.com, 2. Select New
Kerala.com pugmark .org,Mid.edu 3. Select Blank presentation under Available
,etc . Templates and Themes. It will be highlighted by
 The last portion of the domain name default
is the top level domain name and 4. Click New. A blank presentation appears in the
describes the type of organization Power Point window.
holding that name .
 The important types of top level COMPATIBILITY MODE
domain names are the following.  Even if you don’t have PowerPoint 2013, you
 .com -Commercial Institutions can open and work with a PowerPoint 2013 file.
 .edu -Education Institutions  Compatibility mode makes it possible to work
 .org - Miscellaneous organization not with the older file formats, too.
included above

FACILITIES AVAILABLE ON THE INTERNET CONVERT A PRESENTATION

1. E-mail 1. Click the File tab to access the Backstage view.
2. Internet Relay(IRC) 2. Locate and select the convert command
3. World Wide Web 3. The Save as dialog box will appear. Select the
4. FTP location where you wish to save the workbook, enter
5. Telnet a file name for the presentation , and click Save.

Internet Relay Chat (IRC) SLIDES

 When you create a presentation using
 Internet Relay Chat is a real time internet PowerPoint, the presentation is made up of a
based chat service, in which one can find `live` series of slides.
participants from the world over.
 It is a multi user chat system that allows many
people to communicate simultaneously across
the Internet. SLIDE LAYOUTS
 Developed in 1988 by j. Oikarimen in Finland,
the IRC offering a unique type of talking  Slide layouts contain formatting, positioning,
experience on the net has been used and placeholders for all of the content that
extensively for live coverage of world events, appears on a slide.
news and sports commentary .  And a layout contains the theme (colors,
 The IRC network on the internet consists of fonts, effects, and the background) of a slide
multiple interconnected servers. as wel
 The IRC service provides a number of channels;
public, private, secret or invisible.
CUSTOMISING SLIDE LAYOUTS
 A user can select a channel of his choice and be
1. Select the slide you want to change.
part of a particular conference on the internet .
2. Click the Layout command in the Slides group on
 The user`s interaction with his fellow people is
the Home tab. A menu will appear with options.
achieved through a specially designed software
3. Choose a layout from the menu. The slide will
namely the IRC client.
change in the presentation.

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PLACEHOLDER
 In Microsoft PowerPoint, placeholders are STEPS TO APPLY A THEME TO SELECTED SLIDES
boxes with dotted borders that contain
content and reside within a slide layout. 1. Click the Slides tab , located on the left side of the
 All built-in slide layouts that come with window.
PowerPoint contain content placeholders. 2. Hold on the Ctrl key and then click the slides to
which you want to apply a theme.
DELETE A PLACEHOLDER 3. Choose the Design tab.
1. Position the mouse on the dotted border of the 4. Click the More button in the Themes group.
placeholder so it changes to a cross with arrows 5. Right-click the theme you want to apply. A menu
cursor with directional arrows. appears.
2. Click the border to select it. 6. Click Apply to selected slides.
3. Press Backspace or Delete. The placeholder will be
removed from the slide. STEPS TO ADD IMAGES
 Select the Insert tab.
 Click the Picture command in the Images
ADD A TEXT BOX group. The Insert Picture dialog box appears.
1. From the Insert tab, click the Text Box command.  Select the desired image file, then click
The cursor will turn into an upside down cross text Insert.
box cursor.
2. Click hold, and drag the mouse to draw a text box. STEPS TO RECORD SOUND OR NARRATION
A text box will appear
1. Click on the Insert tab of the ribbon.
2. Click the drop-down arrow under the Audio icon
DELETING A TEXT BOX on the right side of the ribbon.
 Click on the border of the box. 3. Click on Record sound.
 Once the border is highlighted, press the 4. In the Record Sound dialog box-
Delete key on your keyboard. 5. Type a name for this in the Name box.
6. Click the Record button (red dot) when you are
already ready to begin recording.
STEPS TO ADD POWERPOINT TEMPLATES 7. Click Stop button –(blue square ) when you
finished the recording.
 On the File tab, click New. 8. Click the Play button- (blue triangle) to hear the
 Under Available Templates and Themes, we playback. If you don’t like the recording, then simply
can opt: start the record process again.
Recent Template 9. If you are happy with recording, click OK.
My Template
Sample Template SAVING PRESENTATIONS SAVE AS COMMAND
Find a Template on Office.com Templates
When you are saving a document for the first time,
POWER POINT THEME use Save As command.
1. Click the File tab.
To give your presentations a designer-quality look — 2. Select Save As.
a look that includes one or more slide layouts with 3. The Save As dialog box will appear. Select the
coordinating colours, a matching background, fonts, location where you wish to save the presentation.
and effects, you'll want to apply a theme. 4. Enter a name for the presentation, then click Save
Themes can also be applied to tables, SmartArt
graphics, shapes, or charts in your slides STEPS TO PRINT SLIDES

STEPS FOR SELECTING A THEME 1. Click File.

1. Choose the Design tab. 2. Choose Print.
2. Click the More button in the Themes group to see 3. If you want to print certain slides, you can type a
the whole gallery items. range of sides. Otherwise, select Print All slides.
3. Select the Design you want 4. Select the number of copies.
5. Select a printer from the drop-down list.
6. Click the print butto

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SLIDE TRANSITIONS STEPS TO CUT AND PASTE TEXT
 It is like the effect used in films to change 1. Select the text you want to CUT.
from scene to scene. 2. Click the CUT command on the Home tab. You can
 Eg, a slide move up onto the screen and also right-click your selection and choose CUT.
replace the previous slide. 3. Place your insertion point where you want the
 We can apply a transition to selected slides text to appear.
or all slides. 4. Click the Paste command on the Home tab. The
 There are three categories of transitions. text will appear
 1. Subtle (slight transitions)
 2. Exciting (strong transitions) MANAGING TEXTS
 3. Dynamic content (strong transitions that  The quality of the power point presentation
affect only the content, such as text or can be improved by inserting, deleting,
images moving or formatting text and also by using
the text boxes

STEPS TO APPLY A SLIDE TRANSITION STEPS TO INSERT TEXT

1. Click the placeholder or text box where you want
1. Select the slide you wish to modify. to insert the text.
2. Click the Transitions tab. 2. The insertion point appears.
3. Locate the Transition to this slide group. By 3. Type directly into the placeholder or text box
default, None is applied to each slide.
4. Click the more drop-down arrow to display all of
the transitions.
5. Click a transition to apply it to the selected slide.

STEPS FOR SPELL CHECK

 Press F7.
 Choose the Review tab and then click the
Spelling button.
 If the spell check finds a possible spelling
error, the Spelling dialog box opens with the
spelling error highlighted

STEPS TO ADD LISTS

 To add a list to a text box, click on the

bulleted list button under the Paragraph
group in the Home tab.
 To format your text, select the text and click
the down arrow beside the list button to
choose a style.

STEPS TO FORMAT A TEXT USING THE QUICK MENU

 Right click on the edge of the box and select

Format shape.
 From this dialog box, you can change the
background of your text box, size, style and
colour of border , and make the box stand
out by applying 3D effects such as shadow
and rotation.

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