Ms –Word,Ms-Powerpoint

Hyperlink
In Microsoft Word, there are times when a link to a web page is required.
Or sometimes, a link to a location in the same document is needed as
some are quite lengthy. Links can be useful for directing others who read
the document to a specific site
Steps to add hyperlink to the word document.

1. Select the text or image you want to make a hyperlink.

2. Right-click the selected text or image, then click Hyperlink.
You can also right-click in a blank area of the document and
click Hyperlink.
3. The Insert Hyperlink dialog box will open. You can also get to
this dialog box from the Insert tab by clicking Hyperlink.
4. Using the options on the left side, you can choose to link to
a file, webpage, email address, document, or a place in the
current document.
5. If you selected text, the words will appear in the Text to
display: field at the top. You can change this text if you want.
6. Type the address you want to link to in the Address: field.
7. Click OK. The text or image you selected will now be a
hyperlink.

 
To remove a hyperlink:
1. Right-click the hyperlink.
2. Click Remove Hyperlink.

1.What Is Macro?

A macro is a piece of programming code that runs in MS-office software

environment and helps automate routine tasks. In a layman's language, a
macro is a recording of your routine steps that you can replay using a single
button.

The importance of macros in Excel/Word/PowerPoint…

Let's say you work as a cashier for a water utility company. Some of the
customers pay through the bank and at the end of the day, you are required to
download the data from the bank and format it in a format that meets your
business requirements.

You can import the data into Excel and format. The following day you will be
required to perform the same ritual. It will soon become boring and
 tedious. Macros solve such problems by automating such routine tasks. You
can use a macro to record the steps of

 Importing the data

 Formatting it to meet your business reporting requirements.

Steps to create macro-

1. Step 1: Set up the macro. A. Select the View tab, then click Macros >

Record Macro. ...
2. Step 2: Add a macro button to the Quick Access Toolbar. A. Click Button and
the Word Options/Customize Quick Access Toolbar screen opens. ...
3. Step 3: Record the macro. Enter the keystrokes you want the macro to record. ...
4. Step 4: Stop recording.

2.Steps to add header and footer in MS-Word.

1. Select Insert.

2. Select Header or Footer.

3. Choose one of the built-in templates displayed.

Your selected template is added to your
document.

4. Place your cursor in the header or footer, and

add your desired text.

5. When you're done editing, select Close Header

and Footer.
 6. To make additional edits to your header or
footer, double-click it to open the Header &
Footer Tools.

3. What is Alignments and types of alignments.

Alignment determines the appearance and orientation of the edges of the
paragraph: left-aligned text, right-aligned text, centered text, or justified text, which
is aligned evenly along the left and right margins. For example, in a paragraph that is
left-aligned (the most common alignment), the left edge of the paragraph is flush
with the left margin.

Vertical alignment determines the position of the text within a section of a document
relative to the top and bottom margins, and is often used to create a cover page.

Types of Alignments:

Left and Right

1. Select the text that you want to align.

2. On the Home tab, in the Paragraph group, click Align Left   or Align
Right 

Center

1. Select the text that you want to center.

2. On the Home tab, in the Paragraph group, click Center   .

Justify

When you justify text in Word, you give your text straight edges on both sides of the
paragraph. Justifying extends each line of your text to the left and right margins.
Justifying text might make the last line of text in a paragraph considerably shorter
than the other lines.

1. Select the text you want to justify.

2. On the Home tab, in the Paragraph group, click Justify   .

4.different views in powerpoint

5.Slide Layout
 Title Slide: Use a title slide at the beginning of your presentation to introduce
your topic.
 Title and Content: The default slide layout and the most commonly used
slide layout.
 Section Header: Separates different sections of the same presentation.
 Two Content: Use this slide layout to show two columns of text and graphic
content.
 Comparison: Similar to the Two Content slide layout, but this slide type also
includes a heading text box over each type of content. Use this type of slide
layout to compare two types of the same content type (for example, two
different charts).
 Title Only: Use this slide layout if you want to place only a title on the page,
rather than a title and subtitle. The area below the title is blank so that other
content (such as clip art, WordArt, pictures, or charts) can be added as
needed.
 Blank: A blank slide layout is often used when a picture or other graphic
object needs no further information.
 Content With Caption: Contains two columns for text and content. The left
column contains placeholders for text. The right column contains placeholders
for images and illustrations.
 Picture With Caption: This slide layout is similar to the Content With Caption
slide layout. The left side contains a placeholder for text and the right side
contains a placeholder for a picture that is stored on your computer or cloud
account.
7. Mail Merge
Mail Merge is most often used to print or email form letters to multiple
recipients. Using Mail Merge, you can easily customize form letters for
individual recipients. Mail merge is also used to create envelopes or labels in
bulk.

1. In a blank Microsoft Word document, click on the Mailings tab, and in the Start

Mail Merge group, click Start Mail Merge.

2. Click Step-by-Step Mail Merge Wizard.

3. Select your document type. In this demo we will select Letters. Click Next:

Starting document
4. Select the starting document. In this demo we will use the current (blank)
document. Select Use the current document and then click Next: Select
recipients.
  Note that selecting Start from existing document (which we are not
doing in this demo) changes the view and gives you the option to choose
your document. After you choose it, the Mail Merge Wizard reverts to Use
the current document.

5. Select recipients. In this demo we will create a new list, so select Type a new
list and then click Create.
 Create a list by adding data in the New Address List dialog box and
clicking OK.

 Save the list.

 Note that now that a list has been created, the Mail Merge Wizard reverts
to Use an existing list and you have the option to edit the recipient list.
 Selecting Edit recipient list opens up the Mail Merge
Recipients dialog box, where you can edit the list and select or unselect
records. Click OK to accept the list as is.

 Click Next: Write your letter

6. Write the letter and add custom fields.

 Click Address block to add the recipients' addresses at the top of the

document.

 In the Insert Address Block dialog box, check or uncheck boxes and

select options on the left until the address appears the way you want it to.
  Note that you can use Match Fields to correct any problems.
Clicking Match Fields opens up the Match Fields dialog box, in which
you can associate the fields from your list with the fields required by the
wizard.

7. Press Enter on your keyboard and click Greeting line... to enter a greeting.

8. In the Insert Greeting Line dialog box, choose the greeting line format by
clicking the drop-down arrows and selecting the options of your choice, and then
click OK.

9. Note that the address block and greeting line are surrounded by chevrons (« »).
Write a short letter and click Next: Preview your letters.

 Preview your letter and click Next: Complete the merge.

 Click Print to print your letters or Edit individual letters to further
personalize some or all of the letters.
How to Apply a Custom Animation Effect
o Select the text or object
o Select the Animation tab
o In Animation group click the Custom Animation
o Custom Animation task pane appears on the right
o Click the Add Effect, it will display four options that are further divided into
different options
o Select the desired effect

Excel
1.Spreadsheet-A spreadsheet in MS Excel is basically a worksheet which is divided
into rows and columns to store data related to business inventories, income, and
expenses, debits and credits. Today’s business world uses electronic spreadsheets
in place of antiquated paper-based worksheets.

You can change the value stored in a spreadsheet cell. Changing the value in old-
fashioned paper-based worksheet was toilsome as it created tedious manual
recalculation.

2.Cell-In an MS Excel spreadsheet, a cell is a place where a column and a row intersect.
Every cell is assigned an address with its column letter and row number. Remember column
letter will come first and row number will be placed second in a cell’s address. An Excel 2013
spreadsheet is made up of more than 17 billion cells.
3.Cell Addressing-A cell reference or cell address is a combination of a
column letter and a row number that identifies a cell on a worksheet. For
example, A1 refers to the cell at the intersection of column A and row 1There
are two types of cell references: relative and absolute. Relative and absolute
references behave differently when copied and filled to other cells. Relative
references change when a formula is copied to another cell. Absolute
references, on the other hand, remain constant, no matter where they are copied.

4.Merging cell-Merge cell is a function that allows multiple adjacent cells to be

combined into a single larger cell. This is done by selecting all cells to be merged and
choosing the "Merge Cells" command.

5.Wrap text-

In Microsoft Excel andother spreadsheet programs, Wrap Text is
a feature that shows all information in a cell, even if it overflows
the cell boundary.

6.freeze pane-Freeze panes is a feature in spreadsheet applications, such

as Microsoft Excel, LibreOffice Calc, and Google Sheets. It "freezes" a row or
column, so that it is always displayed, regardless of what part of the spreadsheet
is being displayed. When the user scrolls vertically or horizontally through an
open spreadsheet, everything scrolls except the frozen row or column. Freezing
panes is especially useful if your spreadsheet has a header row, that you want to
always be visible.

7.charts-In general, a chart is

a graphical representation of data. Charts
allow users to see what the results of data to
better understand and predict current and
future data. The picture below contains an
example of a column chart displaying the
number of unique visitors Computer Hope has
received between the years of 2000 and 2006.
In this example, you'll notice a gentle increase
of users without reading any data.
Types of charts:

 Pie chart-A Pie Chart can only

display one series of data. A
data series is a row or column of
numbers used for charting.
Excel uses the series identifier
(column or row heading) as the
chart title (e.g. Flowers) and
displays the values for that
series as proportional slices of a
pie. If we had selected multiple
series of data, Excel would
ignore all but the first series.
 Column chart-The column
chart very effectively show the
comparison of one or more series
of data point.But the clustered
column chart is specially useful in
comparing multiple data series.
 Line chart-The Line Chart is
especially effective in displaying
trends. In a Line Chart, the
vertical axis (Y-axis) always
displays numeric values and the
horizontal axis (X-axis) displays
time or other category.
  Bar chart-The Bar Chart is like
a Column Chart lying on its side.
The horizontal axis of a Bar
Chart contains the numeric
values.However, Bar Charts do
tend to display and compare a
large number of series better
than the other chart types.

Basic Terms in Excel

There are two basic ways to perform calculations in Excel: Formulas and
Functions.

1. Formulas
In Excel, a formula is an expression that operates on values in a range of
cells or a cell. For example, =A1+A2+A3, which finds the sum of the range
of values from cell A1 to cell A3.

2. Functions
Functions are predefined formulas in Excel. They eliminate laborious
manual entry of formulas while giving them human-friendly names. For
example: =SUM(A1:A3). The function sums all the values from A1 to A3.

8.Functions-A function is a predefined formula that performs calculations using specific

values in a particular order. Excel includes many common functions that can be used to
quickly find the sum, average, count, maximum value, and minimum value for a range of
cells.

Types of functions:

 Logical function:

 If-The IF function checks whether a condition is met, and returns one value if true and another
value if false.

Syntax-=If(B2>60,”pass”,”fail”)
  AND-The AND Function returns TRUE if all conditions are true and returns FALSE if any of the
conditions are false.

Syntax-=AND(B2>60,C2>90)

 OR-The OR function returns TRUE if any of the conditions are TRUE and returns FALSE if all
conditions are false.

Syntax-=OR(B2>60,C2>90)

 NOT-The NOT function changes TRUE to FALSE, and FALSE to TRUE.

Syntax-=NOT(OR(B2>60, C2>90))

 Text Function:

 Trim()-It will eliminate all extra spaces in cells but a single space character between
words:

=trim(C1)

 Len()-Whenever you want to know the number of characters in a certain cell, LEN is
the function to use:

=len(C1)

 Left()-To extract the leftmost characters from a string, use the LEFT function.

=left(C1,4)

 Right()-To extract the rightmost characters from a string, use the RIGHT function.

=right(C1,3)

 Date & Time Function:

 Today()-It will show you the current date.

 NOW()-It will show you the current date and the current time.
 Day()-It will show you the day

=day(c1)

 Month()-It will show you the month

=month(c1)

 Year()-It will show you the year

=year(c1)

 Count()-The COUNT function counts the number of cells that contain

numbers, and counts numbers within the list of arguments.
  Sum()-The SUM in Excel is a built-in function which adds all the numbers in
the range of cells and returns the result of the addition. It is categorized as a
Math/Trig Function in Excel. The Sum Function can be used as a
worksheet function and can be entered as a part of a formula in a cell of the
worksheet
 Average()-The AVERAGE function calculates the average of numbers
provided as arguments. To calculate the average, Excel adds the numbers
together and divides by the total number of values supplied. AVERAGE can
handle up to 255 individual arguments, which can include numbers, cell
references, ranges, arrays, and constants.
 Min()-The Excel MIN function returns the smallest numeric value in a range
of values. The MIN function ignores empty cells, the logical values TRUE
and FALSE, and text values. Get the smallest value. The smallest value in the
array.
 Max()-The Excel MAX function returns the largest value from a supplied set
of numeric values. The syntax of the function is: MAX( number1,
[number2], ... ) where the number arguments are one or more numeric values
(or arrays of numeric values), that you want to return the largest value of.

 Conditional formatting: Conditional Formatting (CF) is a tool that allows

you to apply formats to a cell or range of cells, and have
that formatting change depending on the value of the cell or the value of a
formula. For example, you can have a cell appear bold only when the value of
the cell is greater than 100.

Conditional formatting in Excel enables you to highlight cells with a certain

color, depending on the cell's value.

Ms –Access

What is data base

A database is an organized collection of data, so that it can be easily accessed and

managed.

You can organize data into tables, rows, columns, and index it to make it easier to find
relevant information.

Database handlers create a database in such a way that only one set of software
program provides access of data to all the users.

The main purpose of the database is to operate a large amount of information by

storing, retrieving, and managing data.

There are many databases available like MySQL, Sybase, Oracle, MongoDB, Informix,

PostgreSQL, SQL Server, etc.
Modern databases are managed by the database management system (DBMS).

Types of database
1. Centralised Database
The information(data) is stored at a centralized location and the users from different
locations can access this data. This type of database contains application
procedures that help the users to access the data even from a remote location.
Various kinds of authentication procedures are applied for the verification and
validation of end users, likewise, a registration number is provided by the application
procedures which keeps a track and record of data usage. The local area office
handles this thing.
2.Distributed Database
Just opposite of the centralized database concept, the distributed database has
contributions from the common database as well as the information captured by local
computers also. The data is not at one place and is distributed at various sites of an
organization. These sites are connected to each other with the help of
communication links which helps them to access the distributed data easily.
You can imagine a distributed database as a one in which various portions of a
database are stored in multiple different locations(physical) along with the application
procedures which are replicated and distributed among various points in a network.
There are two kinds of distributed database, viz. homogenous and heterogeneous.
The databases which have same underlying hardware and run over same operating
systems and application procedures are known as homogeneous DDB, for eg. All
physical locations in a DDB. Whereas, the operating systems, underlying hardware
as well as application procedures can be different at various sites of a DDB which is
known as heterogeneous DDB.
3.Personal Database

Data is collected and stored on personal computers which is small and easily
manageable. The data is generally used by the same department of an organization and
is accessed by a small group of people.

4.Relational Databases 
These databases are categorized by a set of tables where data gets fit into a pre-
defined category. The table consists of rows and columns where the column has an
entry for data for a specific category and rows contains instance for that data defined
according to the category. The Structured Query Language (SQL) is the standard
user and application program interface for a relational database.
There are various simple operations that can be applied over the table which makes
these databases easier to extend, join two databases with a common relation and
modify all existing applications.
5.Cloud Databases
Now a day, data has been specifically getting stored over clouds also known as a
virtual environment, either in a hybrid cloud, public or private cloud. A cloud
database is a database that has been optimized or built for such a virtualized
environment. There are various benefits of a cloud database, some of which are the
ability to pay for storage capacity and bandwidth on a per-user basis, and they
provide scalability on demand, along with high availability.
A cloud database also gives enterprises the opportunity to support business
applications in a software-as-a-service deployment.
6.Object-Oriented Databases
An object-oriented database is a collection of object-oriented programming and
relational database. There are various items which are created using object-oriented
programming languages like C++, Java which can be stored in relational databases,
but object-oriented databases are well-suited for those items.
An object-oriented database is organized around objects rather than actions, and
data rather than logic. For example, a multimedia record in a relational database can
be a definable data object, as opposed to an alphanumeric value.

 Steps to Make Table in Ms-Access

1.To create a table, select the Create tab in the toolbar at the top of the screen.
Then click on the Table Design button in the Tables group.

2. Next, add the fields to the table. In this example, we've added the fields
Customer_ID, First_Name, Last_Name, etc.
3. Next, you'll want to set up a primary key for your table. To do this, highlight the
field(s) that you want to use as the primary key. Then select the Design tab in the
toolbar at the top of the screen and click on the Primary Key button under the Tools
section.
Finally, you need to save your table by clicking on the save button in the top left of
the Access window.

4. Enter the name of your table and click on the OK button.

5. Now your table should be listed in the left window. In this example, we've created
a table called Suppliers.

 Steps To Make form in Ms-access

1. On the Create tab in the Forms group, click Form Wizard. The wizard starts.
 2. From the Tables/Queries drop-down list, select the table (or query) to base the
form on. The fields for the selected table load in the Available Fields list box.

3.Move the fields to include on the form from the Available Fields list box to
the Selected Fields list box. To do so, double-click a field name to move it or highlight
the field name and click >. To move all fields at once, click >>.

4.Click Next >.
5.Select the layout for the form. Your options are "Columnar", "Tabular", "Datasheet",
and "Justified".

Tip: Select each of the options to see a preview of the form layout before you make

a final selection.

6.Click Next >.

7. Enter a title for the form.

8. Select an option for the view you want to open the form in. Your options are:

 Open the form to view or enter information (opens in Form view).

 Modify the form's design (opens in Design view).

9. Click Finish. The form loads in the view you selected.

 Steps to make report
1. On the Create tab in the Reports group, click Report Wizard. The wizard

starts.
2. From the Tables/Queries drop-down list, select the table (or query) to base the
report on. The fields for the selected table load in the Available Fields list box.

3.Move the fields to include on the report from the Available Fields list box to
the Selected Fields list box. To do so, double-click a field name to move it or highlight
the field name and click >. To move all fields at once, click >>.

4. Click Next >.
 5. To group records on the report by a particular field, highlight the field in the list

box and click >.

6. Add more grouping levels if desired. You can use the arrows to change the order of
the grouping levels if needed.

7.When you finish defining how you want records grouped, click Next >.
8. In the first drop-down list, select the field to sort records by. By default, records
will be sorted in ascending order by the field you select. If you want to sort in
descending order, click the Ascending button to change its label to
"Descending".

9. You can specify up to four levels of sorting. When you finish specifying sorting
options, click Next >.
10. In the Layout field, select the format of the report. Your options are "Stepped",
"Block", and "Outline". (Try the options to see a preview of the report layouts.)

11.In the Orientation field, select whether to lay out the report in portrait or landscape
mode.

12.If you want all fields to fit on a single page, ensure the Adjust the field width so
all fields fit on a page check box is marked.

13.Click Next >.

14.Enter a title for the report.

15.Select an option for the view you want to open the report in. Your options are:
 o Preview the report (opens in Print Preview mode).
o Modify the report's design (opens in Design view).

16.Click Finish. The report loads in the view you selected.

Once the wizard has done its job, future changes to the Sorting and Grouping are made in
the Group, Sort, and Total area: Design > Group & Sort. You may change the order
of, remove, or edit any existing items. You may also add a group and a sort as well.
Ms-Access
Microsoft Access is a Database Management System (DBMS) from Microsoft that
combines the relational Microsoft Jet Database Engine with a graphical user
interface and software development tools. It is a member of the Microsoft Office
suite of applications, included in the professional and higher editions.
 Microsoft Access is just one part of Microsoft’s overall data management product
strategy.
 It stores data in its own format based on the Access Jet Database Engine.
 Like relational databases, Microsoft Access also allows you to link related information
easily. For example, customer and order data. However, Access 2013 also
complements other database products because it has several powerful connectivity
features.
 It can also import or link directly to data stored in other applications and databases.
 As its name implies, Access can work directly with data from other sources, including
many popular PC database programs, with many SQL (Structured Query Language)
databases on the desktop, on servers, on minicomputers, or on mainframes, and with
data stored on Internet or intranet web servers.
 Access can also understand and use a wide variety of other data formats, including
many other database file structures.
 You can export data to and import data from word processing files, spreadsheets, or
database files directly.
 Access can work with most popular databases that support the Open Database
Connectivity (ODBC) standard, including SQL Server, Oracle, and DB2.
 Software developers can use Microsoft Access to develop application software.
Microsoft Access stores information which is called a database. To use MS Access,
you will need to follow these four steps −
 Database Creation − Create your Microsoft Access database and specify what kind of
data you will be storing.
 Data Input − After your database is created, the data of every business day can be
entered into the Access database.
 Query − This is a fancy term to basically describe the process of retrieving information
from the database.
  Report (optional) − Information from the database is organized in a nice presentation
that can be printed in an Access Report.

Basic Terms:
Table
Table is an object that is used to define and store data. When you create a new
table, Access asks you to define fields which is also known as column headings.
 Each field must have a unique name, and data type.
 Tables contain fields or columns that store different kinds of data, such as a name or an
address, and records or rows that collect all the information about a particular instance
of the subject, such as all the information about a customer or employee etc.
 You can define a primary key, one or more fields that have a unique value for each
record, and one or more indexes on each table to help retrieve your data more quickly.

Query
An object that provides a custom view of data from one or more tables. Queries
are a way of searching for and compiling data from one or more tables.
 Running a query is like asking a detailed question of your database.
 When you build a query in Access, you are defining specific search conditions to find
exactly the data you want.
 In Access, you can use the graphical query by example facility or you can write
Structured Query Language (SQL) statements to create your queries.
 You can define queries to Select, Update, Insert, or Delete data.
 You can also define queries that create new tables from data in one or more existing
tables.

Form
Form is an object in a desktop database designed primarily for data input or
display or for control of application execution. You use forms to customize the
presentation of data that your application extracts from queries or tables.
 Forms are used for entering, modifying, and viewing records.
 The reason forms are used so often is that they are an easy way to guide people toward
entering data correctly.
 When you enter information into a form in Access, the data goes exactly where the
database designer wants it to go in one or more related tables.

Report
Report is an object in desktop databases designed for formatting, calculating,
printing, and summarizing selected data.
 You can view a report on your screen before you print it.
 If forms are for input purposes, then reports are for output.
 Anything you plan to print deserves a report, whether it is a list of names and addresses,
a financial summary for a period, or a set of mailing labels.
 Reports are useful because they allow you to present components of your database in
an easy-to-read format.
 You can even customize a report's appearance to make it visually appealing.
 Access offers you the ability to create a report from any table or query.