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LESSON
1 MS Excel Part-I
Objective of this Lesson
1.1 Formatting Cells
1.1.1 Merge and Centre
1.1.2 Number Group
1.1.3 Styles
1.1.3.1 Conditional Formatting
1.1.3.2 Formatting as Table
1.1.3.3 Cell Styles
1.2 Cells
1.3 Editing
1.3.1 Formulas & Functions
1.3.1.1 Auto Sum-Functions (Sigma)
1.3.1.2 More inbuilt Functions (Only Names)
1.3.1.3 Library Functions
1.3.2 Sorting & Filters
1.3.3 Find & Replace

Introduction
We know that Microsoft Excel is used to calculate mathematical and scientific
calculations. An Excel Workbook consists of many worksheets that are used to
perform these calculations. A worksheet is made up of Rows and columns.
Intersection of a Row and Column generate a cell.

1.1 Formatting Cells

Each cell in a worksheet can be formatted with many properties. Changing the
format of a cell doesn't affect the cell value that Excel uses when performing
calculations. For example, we have a cell that is formatted to display a number with
no decimal points. But, if that cell content is a mathematical formula of division, the
actual cell value can have many decimal points.
There are six tabs in the "Format Cells" window, and all formatting options may
be found on one of these tabs. Multiple cells can be formatted in one step by first
selecting the cells and applying formatting as per your choice.

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The "Format Cells" window can be opened in from the right-click menu. In Excel
formatting options are available on the Home Tab on the Font, Alignment, and
Number groups. To see formatting options not displayed, click the little arrow
(called launcher) in the lower right corner of the group and the "Format Cells"
window displays as shown in fig. 1.1

Fig. 1.1

1.1.1 Merge and Centre

Merging cells is often used when a title is to be centered over a particular section
of a spreadsheet. When a group of cells is merged, then the text of this cell is merged
as per selection and aligned center. Let's see how to do this :

Fig. 1.2

To merge a group of cells : Following are the steps :

1. Type your data as shown in fig. 1.2 in your worksheet.
2. Highlight or select a range of cells.
3. Right-click on the highlighted cells and select Format Cells. Format Cells
dialog box will open see in fig. 1.3.

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4. Click the Alignment tab of Format Cells dialog box and place a checkmark in
the checkbox labeled Merge cells as shown in fig. below :

Fig 1.3 Fig 1.4

5. Your typed text will be shown as fig. 1.5.

Fig 1.5
To merge a group of cells and center the text, we can also use the Merge and
Center button on the Excel tool bar. Let's study about this :
Steps :
1. Highlight or select a range of cells. Click the Merge and Center button on the
toolbar as shown in fig 1.6

Fig. 1.6

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Clicking this button will automatically merge our highlighted cells and center the
cell value.

1.1.2 Numbers Group

By applying different number formats, we can change the appearance of a
number without changing the number itself. A number format does not affect the
actual cell value that Excel uses to perform calculations. The actual value is displayed
in the formula bar. By applying different number formats, we can display numbers
as percentages, dates, currency, and so on.
The following table provides a summary of the number formats that are available
on the Home tab in the Number group. To see all available number formats, click the
Dialog Box Launcher next to Number as shown in figure 1.7 below :

Fig. 1.7

Number Formats available in MS Excel :

Format Description
General It is the default number format in Excel when a number is typed in
a cell.
Number It is used for the general display of numbers. You can specify the
number of decimal places that you want to use.
Currency It is used for general monetary values and displays the default
currency symbol with the numbers you type in cells.

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Format Description
Accounting Also used for monetary values, but it aligns the currency symbols
and decimal points of numbers in a column.
Date It displays date and time serial numbers as date values, according
to the type and the location that is specified.
Time It displays date and time serial numbers as time values, according
to the type and location that is specified.
Percentage Multiplies the cell value by 100 and displays the result with a
percent (%) symbol. You can specify the number of decimal places
that you want to use.
Fraction Displays a number as a fraction, according to the type of fraction
that you specify.
Scientific It displays a number in exponential notation,when you enter the
number which length is longer than 11 digits.
Text It treats the content of a cell as text and displays the content exactly
as you type it, even when you type numbers.
Special It displays a number as a postal code, phone number etc.
Custom It allows you to modify a copy of an existing number format code.

1.1.3 Styles in MS Excel

A style is just a set of cell formatting settings it is named such as conditional
formatting. All cells to which a style has been applied look the same according to
formatting. When you change a part of a style, all cells to which that style has been
applied also change their formatting accordingly to new style.

Fig. 1.8

1.1.3.1 Conditional Formatting

Conditional Formatting is a tool in MS Excel that allows applying formats to a
cell or range of cells. It also allows 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.

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Conditional formatting applies one or more rules to any cells we want. For
example we want to apply a rule if the cell value is greater than 80 then color the cell
Red. By applying this rule to the cells in a worksheet, we'll be able to see which cells
are more than 80.
How to create a conditional formatting rule : If we want to highlight the cells
having value move then desired value. We can use conditional formatting in the
following example we will set the cell value more than 80 using conditional
formatting.
Highlight Cells Rules : To highlight cells that is greater than a value. Steps are as
follow :
1. Type the data in our worksheet as shown in fig. 1.9 below.
2. Select the range A1:A10.

Fig. 1.9
3. Now go to Home Tab as shown in fig 1.10 click Conditional Formatting Ù
Highlight Cells Rules Ù Greater Than

Fig. 1.10

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4. Enter the desired value 80 and select a formatting style as shown in fig. 1.11

Fig. 1.11
5. Click on OK
Now Excel will highlight the cells with Red color that are greater than 80.

Fig. 1.12

1.1.3.2 Formatting as Table

Once we have entered information into a spreadsheet, we can format it.
Formatting can not only improve the look of your spreadsheet, but it also can make it
easier to use.

Fig. 1.13

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Just like regular formatting, tables can help to organize our content and make it
easier for us tofind the information we need. To use tables effectively, we'll need to
know how to format information as a table, modify tables, and apply table styles.
To format information as a table :
1. Type the data in worksheet as shown in the fig. 1.14 below.
2. Select the cells we want to format as a table. In this example, an invoice, we'll
format the cells containing the column headers and order details.

Fig. 1.14
3. Click the Format as Table command in the Styles group on the Home tab.

Fig. 1.15
4. A list of predefined table styles will appear as shown in fig. 1.16 . Click a table
style to select it.

Fig. 1.16

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5. A dialog box will appear as per fig 1.17 confirming the range of cells we have
selected for our table. The cells will appear selected in the spreadsheet and the
range will appear in the dialog box.
6. If necessary, change the range by selecting a new range of cells directly on
your spreadsheet.
7. If our table has headers check the box next to My table has headers as shown
in fig. 1.17 below.

Fig 1.17
8. Click OK. The data will be formatted as a table in the style we chose as shown
in fig. 1.18.

Fig. 1.18
☛ Tables include filtering by default. We can filter our data at any time using the
drop-down arrows in the header.

1.1.3.3 Cell Styles

When we want to format cells in Microsoft Excel, we can do it manually either by
selecting fonts, font color and size, background colors and borders, or we can do the
formatting quickly and automatically using styles.

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Microsoft Office Excel has several built-in cell styles that we can apply or modify.
We can also modify or duplicate a cell style to create our own such as custom cell
style.
Cell styles are based on the document theme that is applied to the whole
workbook. When you switch to another document theme, the cell styles are updated
to match the new document theme.
Applying a cell style :
1. Type the data in our worksheet as show in fig. 1.18
2. Select the cells that we want to format.
3. On the Home tab, in the Styles group, click Cell Styles.

Fig. 1.19
☛ If we do not see the Cell Styles button, click Styles, and then click the more
buttons next to the cell styles box as shown in fig. 1.20

Fig. 1.20

4. Click the cell style that we want to apply. Our data will be changed according
to our selected style.

1.2 Cell Group

If we need to add new data within an existing worksheet we need to enter blank
cells. So we can insert new cells, columns, or rows in the worksheet.

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To insert new cells, rows, or columns in an Excel worksheet, follow these steps :
1. Select the cells, rows, or columns where we want the new blank cells to
appear.

Fig 1.21
2. Click the drop-down arrow attached to the Insert button in the Cells group of
the Home tab.

Fig. 1.22
3. Click Insert Cells on the drop-down menu as show in fig. 1.23.

Fig. 1.23

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The Insert dialog box opens with the following options:

➥ Shift Cells Right : It shifts existing cells to the right to make room for the
blank cells you want to insert.
➥ Shift Cells Down : It instructs Excel to shift existing cells down. This is the
default option.
➥ Entire Row : It inserts complete rows in the cell range. We can also select the
row number on the frame before we choose the Insert command.
➥ Entire Column : It inserts complete columns in the cell range. We can also
select the column letter on the frame before we choose the Insert command.

Shortcut Method :
➥ To quickly insert an entire column or row into the worksheet, we can right-
click the column letter such as A, B, C, D or row number such as 1, 2, 3, 4 on
the worksheet window frame and then select Insert from the shortcut menu
➥ We should keep in mind that inserting entire columns and rows affects the
entire worksheet, not just the part we see.

Deleting cells, rows, or columns

If some of the cells/rows/columns are not necessary we can delete it easily. We
can delete a cell structure along with all its contents and formatting. When we delete
a cell (or an entire row or column), Excel has to shuffle the position of entries in the
surrounding cells to plug up any gaps caused by the deletion.
To delete the actual cell selection rather than just clear the cell contents, follow
these steps :
1. Type data in our worksheet as shown in fig. 1.24.
2. Select the cells, rows, or columns we want to delete.

Fig. 1.24

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3. Click the drop-down button attached to the Delete button in the Cells group of
the Home tab as shown in fig. 1.25
4. Click Delete Cells on the drop-down menu.

Fig 1.25
The Delete dialog box opens, showing these options for filling in the gaps:

Fig. 1.26
➥ Shift Cells Left : It moves entries from neighboring columns on the right to
the left to fill in gaps created when we delete the cell selection. This is the
default option.
➥ Shift Cells Up : It moves entries up from neighboring rows below.
➥ Entire Row : It removes all the rows in the current cell selection.
➥ Entire Column : It deletes all the columns in the current cell selection.
Shortcut Method :
➥ If we want to quickly delete an entire column or row from the worksheet, we
can right-click the column or row label and select Delete from the shortcut
menu

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➥ By deleting entire columns and rows from a worksheet is risky unless we're
sure that the columns and rows contain no value.
How to Insert New Worksheets ?
As we can add new cells/row/columns in our existing worksheet, we can also
add a new worksheet in our current workbook. For this click the Insert Worksheet
icon as shown in fig. 1.27 below. A new worksheet will appear.

Fig. 1.27
We can change the setting for the default number of worksheets that appear in
Excel workbooks. To do this click on the worksheet we want to keep in arrange. Now
keep pressing the left button of our mouse and drag that worksheet to desired
location, release the mouse button when its done.
How To Delete Worksheets/worksheet ?
A Single Worksheet or Worksheets can be deleted from a workbook, including
those containing data. Following are the steps for this:
1. Select the worksheet/worksheets we want to delete.
2. Right-click one of the selected worksheets. The worksheet menu appears as
shown in fig. 1.28
3. Select Delete. The selected worksheets will be deleted from our workbook.

Fig 1.28

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Cell Size : When we open a new blank workbook, the cells are set to a default size.
We can modify size of cells according to our requirement. We will learn how to
change row height and column width.

Fig. 1.29

Working with columns, rows, and cells : By default, every row and column of a
new workbook is set to the same height and width. We can modify column width
and row height in different ways in Excel.
How to modify column width ?
1. Place our mouse over the column line in the column heading so the white
cross becomes a double arrow as shown in fig. 1.30

Fig. 1.30

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2. Click and drag the column to the right to increase column width or to the left
to decrease column width as shown in fig. 1.31

Fig. 1.31

3. Release the mouse. The column width will be changed in your spreadsheet as
shown in fig. 1.32

Fig 1.32

☛ When we have entered data in a cell and If you see Hash signs (#######) in a
cell, it means that. the column size is not fit enough to display the cell content.
Simply in crease the column width to adjust the cell content.

How to set column width with a specific measurement ?

1. Select the columns we want to modify.
2. Click the Format command on the Home tab. The format drop-down menu
appears.

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3. Select Column Width.

Fig. 1.33

4. The Column Width dialog box appears. Enter our specific measurement.

Fig 1.34
5. Click OK. The width of each selected column will be changed in our
worksheet.
☛ Select AutoFit Column Width from the format drop-down menu and Excel
will automatically adjust each selected column so all of the text will fit.

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How to modify row height ?

1. Place the cursor over the row line so the white cross becomes a double
arrow as shown in fig. 1.35

Fig. 1.35

2. Click and drag the row downward to increase row height or upward to
decrease height as shown in fig. 1.36

Fig 1.36

3. Release the mouse. The height of each selected row will be changed in our
worksheet as shown in fig. 1.37

Fig. 1.37

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How to set row height with a specific measurement ?

1. Select the rows we want to modify.
2. Click the Format command on the Home tab. The format drop-down menu
appears.
3. Select Row Height.

Fig 1.38

4. The Row Height dialog box appears. Enter a specific measurement.

Fig. 1.39

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5. Click OK. The selected rows heights will be changed in your spreadsheet.
☛ Select AutoFit Row Height from the format drop-down menu and Excel will
automatically adjust each selected row so all of the text will fit.

1.3 EDITING
1.3.1 Formulas & Functions
We know that Excel is used to calculate numerical information. In this part, we
will learn how to create simple formulas in Excel to add, subtract, multiply, and
divide values in a workbook.
We will also learn how to make a formula easy and effective by using Cell
reference.
To maximize the capabilities of Excel, it is important to understand how to create
simple formulas.

Creating simple formulas :

Excel uses standard operators for equations, such as a plus sign for addition (+),
minus sign for subtraction (-), asterisk for multiplication (*), forward slash for
division (/), and caret (^) for exponents.
The key thing to remember when writing formulas for Excel is that all formulas
must begin with an equals sign (=).

To create a simple formula in Excel :

1. Select the cell where the answer will appear ( for exampleF3).

Fig 1.40
2. Type the equals sign (=).

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3. Type in the formula we want Excel to calculate (85+87, for example).

Fig. 1.41

4. Press Enter. The formula will be calculated, and the value will be displayed in
the cell.

Fig. 1.42

Creating formulas with cell references : When a formula contains a cell address,
it is called a cell reference. Creating a formula with cell references is useful because
you can update data in our worksheet without having to rewrite the values in the
formula. Let's learn how to create a formula using cell reference :
To create a formula using cell references :
1. Select the cell where the answer will appear (for example F3).
2. Type the equals sign (=).

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3. Type the cell address that contains the first number in the equation (for
example D3).

Fig 1.43
4. Type the operator we need for our formula. For example, type the addition
sign (+).
5. Type the cell address that contains the second number in the equation (for
example E3).

Fig. 1.44

6. Press Enter. The formula will be calculated, and the value will be displayed in
the cell.

Fig. 1.45

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☛ If you change a value in either D3 or E3, the total will automatically

recalculate.

Fig. 1.46

To Edit a Formula : A formula in excel can be edited as per requirement, but

while doing so, the calculated anser will be reflected too. Step are :
1. Click the cell we want to edit.
2. Insert the cursor in the formula bar as shown in fig. 1.47 and edit the formula
as desired. We can also double-click the cell to view and edit the formula
directly from the cell or press F2 key.
3. When we're done, press Enter or select the Enter command .

Fig. 1.47

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4. The new value will be displayed in the cell G3.

Fig. 1.48
☛ If we want to cancel the changes made, use the Cancel command in the
formula bar.

Cell Reference : Cell Reference is very important in Excel. In Excel, Cell Reference
is termed to calculate important calculations by using a cell or a range of cells for a
formula to calculate the result of the formula in a worksheet. We can use a cell
reference for a single formula or for multiple formulas. Let's learn about it in detail :
Types of Cell Reference :
1. Relative Reference.
2. Absolute Reference.
3. Mixed Reference.

Relative Reference : In Excel Relative reference is used by default. When it is

copied to multiple cells then it changes according to cell position. For example : If we
want to calculate a formula in cell C1=A1+B1 and we copy it to cell C2 then it
becomes=A2+B2. Let's study it by using following example :

Fig 1.49

1. Type data in a worksheet as shown in fig. 1.49

2. Now type our formula in cell C1=A1+B1

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3. Drag the fill handle of cell C1 as shown in fig. 1.50, we will see that the
formula becomes in cell C2=A2+B2.

Fig. 1.50

Absolute Reference : Sometimes we want that during copying a formula from

one cell to another, its cell reference should not be changed. So, in this case Absolute
Reference is used, in this type of reference the cell address doesn't change even
during copying a formula. Using this reference we can keep a row/column constant.
Dollar($) sign is used during typing a formula using Absolute Reference. Dollar($)
sign can be used either for a row or a column. We can also use it for both together.
Let's make it clear while using the following example :

Fig. 1.51
1. Type data in a worksheet as shown in fig 1.50
2. Now type our formula in cell C1=$A$1+B1
3. Drag the fill handle of cell C1 as shown in fig. 1.51, we will see that the
formula becomes in cell C2=$A$1+B2. We will notice that cell address in
formula remain constant as C2=$A$1.

Fig 1.52

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Mixed Reference : Mixed Reference is the combination of both Relative and

Absolute Reference. In Mixed Reference a Dollar($) sign is used either to a Row or
Column. Let's make it clear while using the following example :

Fig. 1.53

1. Type data in a worksheet as shown in fig 1.53

2. Now type our formula in cell C1=A1+B$1
3. Drag the fill handle of cell C1 as shown in fig. 1.54, we will see that the
formula becomes in cell C2=A2+B$1. We will notice that cell address in
formula has changed in cell C2 to A2 which is an example of Relative Cell and
B$1 remains constant, is an example of Absolute Reference.

Fig 1.54

Basic functions : A function is a predefined formula that performs calculations

using specific values in a particular order. One of the key benefits of functions is that
they can save our time because we do not have to write the formula yourself. Excel
has hundreds of functions to assist with our calculations.
To use these functions correctly, we need to understand the different parts of a
function and how to create arguments in functions to calculate values and cell
references.

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The parts of a function : The order in which we insert a function is important.

Each function has a specific order – called syntax – which must be followed in order
for the function to work correctly. Sequence of a function can be learnt as follows :
1. First of all equal to (=) sign is written.
2. After this the function name is written (SUM, for example, if we want to add
two numbers)
3. After this argument is written. Arguments contain the information we want
the formula to calculate, such as a range of cell references.

Fig. 1.55

Working with arguments : Arguments are a vital part of a Function. So while

writing Arguments for a functions, following point are taken care :
1. Arguments must be enclosed in parentheses for example( ).
2. If there are Individual values or cell references inside the parentheses are
separated by either colons or commas. Commas separate individual values,
cell references, and cell ranges in parentheses. If there is more than one
argument, we must separate each argument by a comma.
For example, =COUNT(A1:A5,B1:B5,C1:C5)

3. If there is a cell range in argument then it is written with colon in braces,

Colons create a reference to a range of cells.
For example, =AVERAGE(E19:E23)

To create a basic function in Excel :

1. Select the cell where the answer will appear (J3, for example).

2. Type the equals sign (=), then enter the function name (SUM, for example).

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Fig 1.56

3. Enter the cells for the argument inside the parentheses.

Fig. 1.57

4. Press Enter, and the result will appear.

Excel will not always tell us if our function contains an error, so it's up to you
to check all of our functions.

1.3.1.1 Using AutoSum to select common functions

The AutoSum command allows us to automatically return the results for a range
of cells for common functions like SUM and AVERAGE.
1. Select the cell where the answer will appear (J3, for example).
2. Click the Home tab.
3. In the Editing group, click the AutoSum drop-down arrow and select the
function we want (Count Numbers, for example).

Fig. 1.58

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4. A formula will appear in J3, the selected cell. If logically placed, AutoSum will
select our cells for us. Otherwise, we will need to click the cells to choose the
argument we want.

Fig 1.59
5. Press Enter, and the result will appear.
☛ The AutoSum command can also be accessed from the Formulas tab.

1.3.1.2 More inbuilt Functions(Only Names)

1. TEXT FUNCTIONS :
CLEAN This Function removes all non-printable characters from a
supplied text string.
TRIM This Function removes duplicate spaces, and spaces at the
start and end of a text string
CONCATENATE This Function Joins together two or more text strings
LEFT This Function returns a specified number of characters from
the start of a supplied text string
MID This Function Returns a specified number of characters
from the middle of a supplied text string
RIGHT This Function Returns a specified number of characters
from the end of a supplied text string

2. LOGICAL FUNCTIONS :
IF This Function tests a user-defined condition and returns one
result if the condition is TRUE, and another result if the
condition is FALSE

3. DATE AND TIME FUNCTIONS :

DATE This Function returns a date, from a user-supplied year,
month and day
TIME This Function returns a time, from a user-supplied hour,
minute and second
NOW This Function returns the current date & time
TODAY This Function returns today's date

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1.3.1.3 The Function Library

There are hundreds of functions in Excel, but only some of these will be useful for
the type of data we're working with. There is no need to learn every single function,
but we may want to explore some of these.
These functions can be accessed in the Function Library on the Formulas tab.
Here, we can search and select Excel functions based on categories such as Financial,
Logical, Text, and Date & Time. Let's learn about these :

Fig. 1.60

To insert a function from the Function Library :

1. Type data in our worksheet as shown in fig 1.61
2. Select the cell where the answer will appear (G3, for example).

Fig 1.61

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3. Click the Formulas tab.

4. From the Function Library group, select the function category we want. In
this example, we'll choose Date & Time.
5. Select the desired function from the Date & Time drop-down menu. We'll
choose the NETWORKDAYS function to count the days between the order
date and receive date in our worksheet.

Fig. 1.62

6. The Function Arguments dialog box will appear. Insert the cursor in the
start_date then enter or select the cell(s) you want (E3, for example).

Fig. 1.63

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7. Insert the cursor in the End_date then enter or select the cell(s) we want (F3,
for example).

Fig. 1.64

Fig. 1.65

8. Click OK, and the result will appear. Our results show that it took 10 days to
deliver the order.

Fig. 1.66

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1.3.2 What is Sorting ?

Sorting data in Excel basically means that we can arrange the data according to
some specific criteria like for example, the numbers in ascending or descending order
or ascending order according to the dates. We can even arrange data alphabetically.
To sort data, follow these steps :

To sort in alphabetical order :

1. Type data in our worksheet as shown in Fig. 1.67.
2. Select a cell in the column we want to sort by. In this example, we'll sort by
Last Name.

Fig. 1.67

Fig. 1.68

3. Select the Data tab, then locate the Sort and Filter group.
4. Click the ascending command to Sort A to Z or the descending command
to Sort Z to A as shown in fig. 1.69

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Fig. 1.69

5. The data in the spreadsheet will be organized alphabetically as shown in fig.

1.70

Fig. 1.70

☛ Sorting options can also be found on the Home tab, condensed into the Sort &
Filter command.

Filtering data : Filter is a tool in MS Excel that is used to get the information
according to our requirement. When we need to find special information from a list,
then we use Filter. Filters can be applied in different ways to improve the
performance of our worksheet. We can filter text, dates, and numbers. We can even
use more than one filter to further narrow our results.

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How to filter data : In this example, we'll filter the contents of a shopkeeper. We'll
display only the Tea and Oil commodities that are delivered. Let's study how to do
this :
Steps :
1. Type the data in a worksheet as shown in the fig. 1.71 below :

Fig. 1.71

2. Select the Data tab, and then locate the Sort & Filter group.
3. Click the Filter command.

Fig 1.72

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4. Drop-down arrows will appear in the header of each column.

5. Click the drop-down arrow for the column we want to filter. In this example,
we'll filter the Type column to view only certain types of commodities.

Fig. 1.73

6. The Filter menu appears.

7. Uncheck the boxes next to the data we don't want to view, or uncheck the box
next to Select All to quickly uncheck all.
8. Check the boxes next to the data we do want to view. In this example, we'll
check Tea and Oil to view only these types of commodities.

Fig. 1.74

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9. Click OK. All other data will be filtered, or temporarily hidden. Only Tea and
Oil will be visible.

Fig. 1.75

☛ Filtering options can also be found on the Home tab, condensed into the Sort
& Filter command.

To clear a filter : We can clear a filter very easily. To do so, following are the step :
1. Click the drop-down arrow in the column from which we want to clear the
filter.
2. Choose Clear Filter From.

Fig 1.76

3. The filter will be cleared from the column. The data that was previously
hidden will be on display once again.
☛ To instantly clear all filters from our worksheet, click the Filter command on
the Data tab.

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1.3.3 Find and Replace

Excel Find and Replace feature are powerful tools that we can use for special
criteria such as to Find a text and to Replace it with our new text. We can narrow the
search results by specifying formatting to look for as well as other search options,
including Match Case.

How to use Find Option : Following are the steps to locate data in a worksheet :
1. Choose Find & Select in the Editing group on the Home tab, and then select
Find (or press Ctrl+F).The Find and Replace dialog box appears with the Find
tab on top.

Fig 1.77 Fig 1.78

2. In the Find What box, enter the data we want to locate as shown in fig. 1.79.

Fig 1.79

Click the Options button to expand the dialog box and specify any desired
options.
➥ Within : It searches just the current worksheet or the entire workbook.
➥ Search : It selects whether to search first across the rows or down the columns.
➥ Look In : It selects whether we want to search through the values or formula
results, through the actual formulas, or if we want to look in the comments.
➥ Match Case : It checks this box if we want our search to be case-specific.

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➥ Match Entire Cell Contents: It checks this box if we want our search results to
list only the items that exactly match our search criteria.

Fig 1.80
3. Click Find Next.
Excel jumps to the first occurrence of the match. If this is not the entry we're
looking for, click Find Next again.
Click Close when we've located the entry we want.

Using Replacing data Option : Replace option is used to change data according
to our requirement. We can change each entry of a cell while typing on, but it require
more time and labour so we can do it easily using Replace option. To find and
replace data in a worksheet, follow these steps :
1. Choose Find & Select in the Editing group on the Home tab, and then select
Replace (or press Ctrl+H).The Find and Replace dialog box appears with the
Replace tab on top.

Fig 1.81 Fig 1.82

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2. In the Find What box, enter the data we want to locate.

3. In the Replace With box, enter the data with which we want to replace the
found data.

Fig 1.83

4. Click the Options button and specify any desired options.

5. Click Find Next to locate the first occurrence or click Find All to display a list
of all occurrences.
We can sort the results of a Find All search by clicking a column heading.
6. If we want to use the replacement data, click Replace.
Excel performs the replacement and locates the next occurrence.
7. If we want to replace all occurrences at the same time, click Replace All.
Excel displays an information box indicating the number of replacements
made.
8. Click OK in the alert box and then click Close.

Things to Remember
1. Microsoft Excel is used to calculate mathematical and scientific calculations.
2. By applying different number formats, we can change the appearance of a
number without changing the number itself.
3. Formatting can not only improve the look of our spreadsheet, but it also can
make it easier to use.
4. If we need to add new data within an existing worksheet, we can insert new
cells, columns, or rows in the worksheet.

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5. Worksheets can be deleted from a workbook, including those containing data.

6. A formula is an equation that performs a calculation.
7. When a formula contains a cell address, it is called a cell reference.
8. A function is a predefined formula that performs calculations using specific
values in a particular order.
9. Each function has a specific order called syntax
10. Sorting data in Excel basically means that we can arrange the data according
to some specific criteria.

Exercise
1. Fill in the Blanks :
1. An Excel Workbook consists of .......................... .
(a) Worksheets (b) Rows (c) Columns (d) Formulas

2. The actual value of a cell is displayed in .......................... bar.

(a) Title (b) Menu (c) Formula (d) None of these

3. .......................... Formatting applies one or more rules to any cells we want.

(a) Formula (b) Function (c) Conditional (d) None of these

4. Format Command is available on .......................... Tab.

(a) Home (b) Insert (c) Data (d) Formulas

5. All Formulas must begin with an .......................... sign.

(a) Sigma (b) Plus (c) Equal (d) None of these

6. A data in our worksheet can be arranged in an order using .......................... .

(a) Formula (b) Function (c) Filter (d) Sorting

7. Sort & Filter command is available on .......................... Tab.

(a) Home (b) Insert (c) Data (d) Formulas

2. Short Answer Type Questions :

1. What is Formatting ?
2. Define Number Format in Excel.
4. What are the standard operator used in simple formulas ?
5. What is a cell reference ?

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5. What are the parts of a Function ?

6. Define Sorting.
7. Define Filter.

3. Long Answer Type Questions :

1. What is Merge and Centre ? Write down the steps to merge a group of cells ?
2. What is Conditional Formatting ? Write down the steps to create a conditional
formatting rule.
3. What is a cell ? How can we insert a new cell in our current worksheet ?
4. What is a Formula ? Write down the steps to create a simple Formula in Excel.
5. What is a Function ? Write down the steps to create a basic Function in Excel.

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LESSON
2 MS Excel Part-II
Objective of this Lesson
2.1 Charts
2.1.1 Inserting Charts
2.2 Equations and Symbols
2.2.1 How to insert equations and symbols
2.3 Pivot Table
2.3.1 Data Tools
2.3.1.1 Text to Columns
2.3.1.2 Data Validation
2.3.1.3 What if analysis
2.4 Protection
2.4.1 Protect Sheet
2.4.2 Protect Workbook
2.5 View Tab
2.5.1 Split
2.5.2 Freeze
2.5.3 Hide and Unhide
2.5.4 Macros

Introduction
A chart is a tool in MS Excel that is used to communicate our data graphically. A
chart can allow us to know the meaning behind our data. We can use these charts to
make comparisons much easier.

2.1 Charts
An Excel workbook can contain a large amount of data. So it is difficult for us to
interpret this data. For example if we have numbers in our worksheet and we want
to know the highest and lowest numbers from these numbers. So we can do it clearly
by representing this data as a chart. Excel has various types of charts, so we can
choose one that most effectively represents our data.

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2.1.1 Types of Chart

➥ Pie Chart
➥ Column Chart
➥ Line Chart
➥ Bar Chart
➥ Area Chart
➥ Scatter Chart etc.

2.1.2 How to create a Chart?

In this part we will learn how to create a chart. It is very easy to create a chart.
Before making a chart first of all we need to define a data series. A data series is a
related set of data points. In an Excel worksheet it is usually one row of data with the
associated column headings or one column of data with the associated row headings.
All chart types can plot both single and multiple data series except Pie Chart.
Let's learn creating charts using line chart :
To create a line chart, the steps are as follows :
1. Type the data in our excel worksheet as shown in fig. 2.1 below.
2. Select the range A1:C6
3. On the Insert tab, in the Charts group, choose Line, and select Line with
Markers.

Fig. 2.1. Inserting a chart type Line chart

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Result :

Fig. 2.2. Chart type Line chart

2.1.3 How to change a chart type

We can easily change a chart type at any time. Following are the steps to change a
chart type :
1. Select the chart.
2. On the Insert tab, in the Charts group, choose Column, and select Clustered
Column.

Fig. 2.3. Changing Chart Type to Column

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Result :

Fig. 2.4. Result

2.1.4 How to Switch Row/Column

If you want our team name displayed on the vertical axis than to be displayed on
the horizontal axis instead following are the steps :

1. Select the chart. We will notice that the Chart Tools contextual tab is activated
as shown in fig. 2.5

2. On the Design tab, click Switch Row/Column.

Fig 2.5 Switching Row/Column

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Result :

Fig. 2.6. Result

2.1.5 How to add chart Title

We can easily add a chart title to our Chart in Excel. To add a chart title following
are the steps below :
1. Select the chart. We will notice that the Chart Tools contextual tab is activated
as shown in fig. 2.7
2. On the Layout tab, click Chart Title, Above Chart.

Fig. 2.7. Adding Chart Title

3. We will see a caption (Chart Title) above our chart. Enter our desired title. For
example, Match Analysis.

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Result :

Fig. 2.8. Chart Title

2.1.6 Elements of a Chart

Elements of a Chart are explained as below :
1. Chart area : A chart area contains everything inside the chart window,
including all parts of the chart.
2. Data marker (or Data point) : A data marker is a symbol on the chart that
represents a single value in the worksheet. A data marker can be a bar in a bar
chart, a pie in a pie chart, or a line on a line chart. Data markers with the same
shape or pattern represent a single data series in the chart.
3. Data series : It is a group of related values such as all the values in a single
row in the chart. A chart can have just one data series.
4. Axis : It is a line that is used as a major reference for plotting data in a chart. In
two-dimensional charts there are two axes the x-axis (horizontal/category)
and the y-axis (vertical/value).
5. Tick mark : It is a small line intersecting an axis. A tick mark indicates a
category, scale, or chart data series. A tick mark can have a label attached to it.
6. Plot area : It is the area where our data is plotted and it includes the axes and
all markers that represent data points.
7. Gridlines : These are the optional lines extending from the tick marks across
the plot area. It make easier to view the data values represented by the tick
marks.

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8. Chart text : It is a label or title that we add to our chart. Attached text is a title
or label that is linked to an axis such as the Chart Title.

9. Legend : It is a key that identifies patterns, colors, or symbols associated with

the markers of a chart data series. The legend shows the data series name
corresponding to each data marker

2.2 Equations and Symbols

2.2.1 How to insert equations, symbols and special characters in excel
Sometimes we need to add some equations, symbols and special characters in our
worksheet, because these are not available on our keyboard. Excel makes it easy to
enter symbols, such as foreign currency marks, as well as special characters, like
trademark and copyright symbols, into cells. These symbols are available in the
Symbol dialog box. To add a special symbol or character to a cell entry, follow these
steps :

Fig. 2.9. Inserting equations, symbols and special characters

1. Click the Insert tab and then click the Symbol button in the Symbols group.
The Symbol dialog box appears. The Symbol dialog box contains two tabs:
Symbols and Special Characters.

Fig. 2.10. Showing Symbols and Special Characters

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2. Select the desired symbol on the Symbols tab; or click the Special Characters
tab and select the desired character. Notice that the most recently used
symbols appear near the bottom of the Symbols tab.

3. Click Insert to insert the symbol or character.

The Symbol dialog box stays open so we can insert a string of special
characters without having to re-open the dialog box for each one.

4. Click close when we're done adding symbols and special characters.

The inserted symbols or characters appear in the worksheet.

5. Press Enter to complete the cell entry.

2.3 Pivot Table

Fig. 2.11. Pivot Table on File Tab

When we have a lot of data, it is difficult to analyze it all. The data in a worksheet
can be easily managed by using PivotTables. We can summarize the data. Pivot
Table allows us to manipulate it in various ways. PivotTables are very helpful tool
when we have to deal with large and complex spreadsheets. We can use it with
smaller spreadsheets also.

Let us lean the use of Pivot Tables with the help of example below.It contains
sales statistics for a Company. There is a row for each order, and it includes the order
amount, name of the Employee who made the sale, month, Area of Sale, and
account number.

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Fig. 2.12. Pivot Table

Suppose we want to know what is the amount sold by each Employee? This is a
time consuming process because each employee appears on multiple rows, and we
would need to add all of the order amounts for each employee.
A PivotTable is very helpful in doing these calculations. We can do calculations
and summarize the data in a way that's not only easy to read but also easy to
manipulate. When we're done, the PivotTable will look something like this :

Fig. 2.13. Pivot Table-Result

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As we can see that the PivotTable is much easier to read. It only takes a few steps
to create one.

How to create a PivotTable :

1. Select the table or cells – including column headers – containing the data we
want to use.
2. From the Insert tab, click the PivotTable command.

Fig. 2.14. Inserting Pivot Table

3. The Create PivotTable dialog box will appear. Make sure the settings are
correct, then click OK.

Fig. 2.15. Create Pivot Table Dialog Box

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4. A blank PivotTable will appear on the left, and the Field List will appear on
the right.

Fig. 2.16. Pivot Table-Field List

How to add fields to the PivotTable :

1. Before using Pivot Table, first of all we'll need to decide which fields to add to
the PivotTable. Each field is a column header from the source data. In this
example, we want to know the total amount sold by each Employee, so we'll
need the Order Amount and Employee fields.
2. In the Field List, place a check mark next to each field we want to add.
3. The selected fields will be added to one of the four areas below the Field List.
In this example, the Employee field is added to the Row Labels area, and the
Order Amount is added to the Values area. If a field is not in the desired area,
we can drag it to a different one.
4. The PivotTable now shows the amount sold by each Employee.

Fig 2.17 Adding Field List to Pivot Table

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Just like with normal spreadsheet data, we can sort the data in a PivotTable using
the Sort & Filter command on the Home tab. We can also apply any type of
formatting we want.

2.3.1 Data Tools

In Microsoft Excel Data Tools are simply tools which make it easy to manipulate
data. Some of them are used to save our time by extracting or joining data and others
perform complex calculations on data.

2.3.1.1 How to convert Text to Columns:

Sometimes we need to separate the contents of one Excel cell into separate
columns. For this we can use the 'Convert Text to Columns Wizard'. For example,
when we want to separate a list of full names into last and first names.
Steps are as follows :
1. Type the data in our worksheet as shown in the fig. 2.18 below :
2. Select the range with full names.

Fig. 2.18. Convert Text to Column

3. On the Data tab, click Text to Columns.

Fig. 2.19. Text to Column

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The following dialog box appears.

Fig. 2.20. Text to Column Wizard-1

4. Choose Delimited and click Next.

5. Clear all the check boxes under Delimiters except for the Comma and Space
check box.

Fig. 2.21. Text to Column Wizard-2

6. Click Finish.

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Result :

Fig. 2.22. Text to Column Result

2.3.1.2 What is Data Validation ?

In MS Excel, data validation is a powerful feature that is used to set up certain
rules to dictate what can be entered into a cell. For example, we may want to limit
data entry in a particular cell to whole numbers between 0 and 10. If the user makes
an invalid entry, we can display a custom message. Let us learn how to use Data
Validation with the help of the example below :

Data Validation Example : In this example, we restrict a user to enter a whole

number between 0 and 10.

Fig. 2.23. Data Validation Example

How to Create Data Validation Rule : To create a data validation rule, the steps
are as follows :
1. Type the data in our excel worksheet as shown in the fig 2.24.
2. Select cell C2.

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3. On the Data tab, click Data Validation.

Fig. 2.24. Creating Data Validation Rule

On the Settings tab do as shown in the figure 2.25.

1. In the Allow list, click Whole number.
2. In the Data list, click between.
3. Enter the Minimum and Maximum values.

Fig. 2.25. Data Validation Settings

Input Message : Input messages appear when the user selects the cell and tell the
user what to enter.
On the Input Message tabas shown in the figure 2.26 below do the following:
1. Check 'Show input message when cell is selected'.
2. Enter a title.

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3. Enter an input message.

Fig. 2.26. Data Validation Input Message

Error Alert : If users ignore the input message and enter a number that is not
valid, we can show them an error alert.
On the Error Alert tab as shown in the figure 2.27 below do the following:
1. Check 'Show error alert after invalid data is entered'.
2. Enter a title.
3. Enter an error message.
4. Click OK.

Fig. 2.27. Data Validation Error Alert

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Data Validation Result : To check our Data Validation result follows the steps as
below :
1. Select cell C2.
2. Try to enter a number higher than 10.

Fig. 2.28. Data Validation Result

Result :

Fig. 2.29. Data Validation Wrong Input Error

☛ To remove data validation from a cell, select the cell, on the Data tab, click
Data Validation, and then click Clear All.

2.3.1.3 What is What-If Analysis

Sometimes we need to do some complex calculations like calculating an unknown
value. So we can solve it on our own and plugging in different numbers until we find
the right answer. So, this method could take a lot of time and effort.
Instead of calculating the answer by ourselves, we could use a powerful Excel
tool called what-if analysis. This feature makes it easier to experiment with our data.

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What-If Analysis in Excel allows us to try out different values (scenarios) for
formulas. In MS Excel a scenario is a set of values that saves and can substitute
automatically on our worksheet. The following example will guide us to understand
what-if analysis quickly and easily.
Assume we own a Computer Shop and have 50 computers in storage. We sell
some number of computers for the highest price of Rs. 25000 and a certain for the
lower price of 12000.

25000
22000
1190000

Fig. 2.30 What-if Analysis

If we sell 60% for the highest price, cell C9 calculates a total profit of 30 * 25000 +
20 * 22000 = 1190000

How to Create Different Scenarios : Suppose you want to know your profit if
you sell 70% of your computers for the highest price? and so on…Now for your each
different percentage there is a different scenario. For doing so you can use the
Scenario Manager to create these scenarios. Let's understand how to do this :
1. On the Data tab, click What-If Analysis and select Scenario Manager from the
list as shown in fig 2.31

Fig. 2.31 Scenario Manager

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The Scenario Manager Dialog box appears as shown in fig. 2.32

2. Add a scenario by clicking on Add.

Fig. 2.32. Scenario Manager Dialog Box

3. Type a name (70% highest), select cell B4 and click on OK.

Fig. 2.33. Edit Scenario

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4. Enter the corresponding value 0.7 and click on OK again.

Fig. 2.34. Scenario Values

5. Next, add 4 other scenarios (80%, 90% and 100%).

Fig. 2.35. Scenario Manager

☛ To see the result of a scenario, select the scenario and click on the Show button.
Excel will change the value of cell B4 accordingly for you to see the
corresponding result on the sheet.

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Scenario Summary : After creating your required Scenarios, to easily compare the
results of these scenarios following are the steps below :
1. Click the Summary button in the Scenario Manager.
2. Next, select cell C9 (total profit) for the result cell and click on OK.

Fig. 2.36. Scenario Summary

Result :

Fig. 2.37. Scenario Result

Result : If you sell 70% for the highest price, you obtain a total profit of Rs.
1205000, if you sell 80% for the highest price; you obtain a total profit of Rs. 122000,
etc.

What is Goal Seek ?

The goal seek function is a part of what-if analysis tool set. It allows a user to use
the desired result of a formula to find the possible input value necessary to achieve
that result. For example if you want to know how many computers you need to sell
for the highest price, to obtain a total profit of exactly 1220000 ?

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Let's find how to do this :

1. On the Data tab, click What-If Analysis, Goal Seek as shown in fig. 2.38

Fig. 2.38. Goal Seek

The Goal Seek dialog box appears.

2. Select cell C9.
3. Click in the 'To value' box and type 1220000.
4. Click in the 'By changing cell' box and select cell B4.
5. Click OK.

Fig. 2.39. Goal Seek-Dialog Box

Fig. 2.40. Goal Seek Status

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Result : You need to sell 80% of the Computers for the highest price to obtain a
total profit of exactly Rs. 1220000.

2.4 Protection
In simple words Protection means to keep our stuff safe from misuse from an
authorised person. In Excel we can protect our workbook/worksheet.

2.4.1 How to Protect Worksheet

While working in an organization, we need to keep our work safe from being
misused. Our data can be misused or tempered by anyone. So, when we share a file
with other users, we may want to protect a worksheet to help prevent it from being
changed. Let's lean how to do this :
Steps to Protect Worksheet :
1. Right click a worksheet tab
or
Go to Review Tab

Fig. 2.41. Protect Sheet-Tab

2. Click Protect Sheet.

Fig. 2.42. Protect Sheet

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3. Enter a password.
4. Check the actions we allow the users of our worksheet to perform.
5. Click OK.

Fig. 2.43. Protect Sheet Dialog Box

☛ If we don't check any action, users can only view the Excel file.
6. Confirm the password and click OK.

Fig. 2.44. Confirming Password

Our worksheet is protected now. To unprotect a worksheet, right click on the

worksheet tab and click Unprotect Sheet.

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2.4.2 How to Protect Workbook?

A workbook can be protected easily as we have protected a worksheet. A
workbook can be protected such as :
➥ Workbook Structure
➥ Workbook Windows
If we protect the workbook structure, users cannot insert, delete, rename, move,
copy, hide or unhide worksheets anymore.
1. Open a workbook.
2. On the Review tab, click Protect Workbook.

Fig. 2.45. Protect Workbook Tab

3. Check Structure, enter a password and click OK.

Fig. 2.46. Protect Structure Dialog Box

4. Re-enter the password and click on OK.

Fig. 2.47. Confirm Password-Protect Workbook

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Users cannot insert, delete, rename, move, copy, hide or unhide worksheets
anymore.

Fig. 2.48. Workbook Protected

Windows : If we protect the workbook windows, we cannot move, change the

size and close windows anymore.
1. Open a workbook.
2. On the Review tab, click Protect Workbook.

Fig. 2.49. Protect Workbook Tab

3. Check Windows enter a password and click OK.

Fig. 2.50. Protect Windows Dialog Box

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4. Re-enter the password and click on OK.

Fig 2.51 Confirm Password-Protect Workbook

We cannot move, change the size and close windows anymore.

☛ To unprotect the workbook, click Protect Workbook and enter the password.
The structure and window of this workbook are protected.

2.5. View Tab

Fig. 2.52. View Tab

2.5.1 Split
In simple words Split means to break a large object into small parts so that the job
is easy to do. In Excel we can split our worksheet that contains a large volume of data,
so that we could compare it if necessary.

How to Split Worksheet : In Excel we can split the worksheet window into
separate panes and scroll the worksheet in each pane so that we can easily compare
data from two separate worksheet locations. We can make the panes in a workbook
window disappear by double-clicking anywhere on the split bar that divides the
window.

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1. Click the split box above the vertical scroll bar as shown in fig. 2.53

Fig. 2.53. Split box above the vertical scroll bar

2. Drag it down to split our window.

Fig. 2.54. Window split in two panes

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3. Notice the two vertical scroll bars. For example, use the lower vertical scroll
bar to move to row 12. As we can see, the first 12 rows remain visible.

Fig. 2.55. Window split adjustment

4. To remove the split, double click the horizontal split bar that divides the panes
(or drag it up).
☛ In a similar way, we can use the split box to split our window into four panes.

2.5.2 Freeze
Freeze means to make a thing stable or stop the movement. In Excel Freeze means
to stop the movement of a particular row or column while scrolling a spreadsheet.

How to Freeze Panes of a Worksheet ?

Freeze option is very useful in some cases when we have a long table and want to
see all. We need to scroll it while looking all the data. We will see that the table
headings are also scrolled during scrolling. so it becomes difficult to understand the
meaning of data without having its heading name hidden. So we can use Freeze
option if we have a large table of data in Excel. We can freeze either rows or

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columns. This way we can keep rows or columns visible while scrolling through the
rest of the worksheet. In this part we will learn how to freeze top row of your
worksheet :

Freeze Top Row : To freeze the top row, execute the following steps.
1. On the View tab, click Freeze Panes, Freeze Top Row as shown in fig. 2.56

Fig. 2.56. Before Freeze Top Row

2. Scroll down to the rest of the worksheet.

Fig. 2.57. After Freeze Top Row

Result : Excel automatically adds a black horizontal line to indicate that the top
row is frozen.

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How to Unfreeze Panes of your worksheet : To unlock all rows and columns,
execute the following steps.
1. On the View tab, click Freeze Panes, Unfreeze Panes as shown in fig. 2.58

Fig. 2.58. Unfreeze Panes

We can freeze both row and column simultaneously using freeze panes option.
We can easily read the data of rows column white scrolling.

How to Freeze Panes of a Worksheet : To freeze panes, execute the following

steps.
1. Select row 3 as shown in fig. 2.59.
2. On the View tab, click Freeze Panes, Freeze Panes as shown in fig. 2.59

Fig. 2.59. Freeze Panes Tab

3. Scroll down to the rest of the worksheet.
Result : All rows above row 3 are frozen.
☛ To keep columns visible while scrolling to the right of the worksheet, select a
column and click Freeze panes.

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2.5.3 How to Hide/Unhide Columns, Rows and Sheets

If we want to save our data not being misused from an un-authorised person then
Excel has an excellent feature to hide the selected rows, columns, and sheets. This
could be very handy especially when we want to protect specific content from any
sort of misuse. Open our Excel workbook in which we want to hide rows, columns or
sheets.

Hiding Rows : In desired spreadsheet select the rows (for multiple selection hold
Ctrl key and keep selecting) we want to hide and navigate to Home tab.

Fig. 2.60. Hide Rows

From Cells group, click Format button. Now from Hide & Unhide options, click
Hide Rows.

Fig. 2.61. Hide Row option

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Upon click it will automatically hide the selected rows. The rows 4 to 12 numbers
are now hidden.

Hiding Columns : For hiding the columns in specific sheet, following are the steps :
1. Select the columns we want to hide as shown in fig. 2.62 column E to Column
J have been selected.

Fig. 2.62. Hide Columns

2. Now click on Format button in Cells group. Now Click on Ù Hide & Unhide
options then click Hide Columns.

Fig. 2.63. Columns Hidden

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3. We will notice that column from E to Column J have been hidden as shown in
fig. 2.62. You will notice that the selected column are hidden in fig. 2.63.

How to Hide Worksheets : Likewise Rows/Columns We can also hide a

worksheet. Following are the steps to do so :
1. Select the sheet which we want to hide as shown in fig. 2.64.

Fig. 2.64. Worksheet Hide

2. Now Click Hide Sheet from Hide & Unhide options from Cell group in
Home Tab as show in fig. 2.65.

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Fig. 3.65. Hide and Unhide

3. Click on Hinde Sheet Option from Hide and Unhide as shon in fig. 2.65. We
will notice that upon click the whole sheet will be hidden.
How to Unhide Rows, Columns, and Sheets : For getting back the hidden sheets,
rows and columns, click Format, and click on Unhide Rows/Unhide Column/
Unhide Sheet from Hide & Unhide options.

Fig 2.66. Unhide/Rows/Columns/Sheet

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2.5.4 What is Macro

Sometimes we need to repeat same steps in Excel worksheet, like entering new
cells etc. We can save this repetition of work using Macro in Excel for future. A
macro is a series of commands that is grouped together so that we can run whenever
we need to perform the specific task. We can use macros in Excel to save time by
automating tasks that we perform frequently.

The easiest method for creating many macros is to use macro recorder. When we
record a macro Excel stores the information about each step you take as you perform
a series of commands. We then run the macro to repeat or play back the set of
commands.

The macro recorder records every action we complete. So before we start the
process of recording it is very important to plan macro- that what steps we need to
record.

How to Record a Macro in Excel : Before recording Macro in Excel, we need to

display Developer Tab. This tab helps us to access to the macro commands, but this
tab doesn't appear by default see fig. 2.67.

Fig. 2.67. Showing tab without Developer Tab

To display the Developer tab, follow these steps :

1. Click the File tab and then click Options. The Excel Options dialog box
appears.

2. Click Customize Ribbon in the left pane, and then select the Developer check
box under Main Tabs on the right side of the dialog box see fig. 2.68.

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Fig. 2.68. Developer Tab Settings

3. Click OK. The Developer tab appears in the Ribbon.

Fig. 2.69. Displaying the Developer tab to work with macros in Excel

How to Record a macro : Follow these steps to record a macro :

1. Choose Record Macro in the Code group of the Developer tab.
The Record Macro dialog box appears.
2. Type a name for the macro in the Macro Name text box.
The first character of the macro name must be a letter, and the name cannot
contain spaces or cell references. Macro names are not case-sensitive.
3. Assign a Shortcut Key.
If we select a shortcut key already used in Excel, the macro shortcut key
overrides the Excel shortcut key while the workbook that contains the macro
is open.

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4. From the Store Macro In drop-down list, select where we want to store the
macro :
➥ This Workbook : Save the macro in the current workbook file.
➥ New Workbook : Create macros that we can run in any new workbooks
created during the current Excel session.
➥ Personal Macro Workbook : Choose this option if you want the macro to
be available whenever we use Excel, regardless of which worksheet we're
using.
5. Type a description of the macro in the Description text box as shown in fig.
2.70.

Fig. 2.70. Record Macro Dialog Box

6. Click OK. The Record Macro option on the Developer tab changes to Stop
Recording.

7. Perform the actions you want to record.

Excel records our steps exactly, but we can also record the steps relative to any
current cell

8. Choose Stop recording in the Code group of the Developer tab.

The macro recorder stops recording keystrokes and the macro is complete.

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Things to Remember
1. A chart is a tool in MS Excel that is used to communicate our data graphically.
2. PivotTables are very helpful tool when we have to deal with large and
complex spreadsheets.
3. Data validation is a powerful feature that is used to set up certain rules to
dictate what can be entered into a cell.
4. What-if analysis is a powerful tool to do some complex calculations like
calculating an unknown value.
5. The goal seek function is a part of what-if analysis tool set.
6. In Excel we can split the worksheet window into separate panes.
7. Excel automatically adds a black horizontal line to indicate that the top row is
frozen.
8. Excel has an excellent feature to hide the selected rows, columns, and sheets.

Exercise
1. Fill in the Blanks :
1. .......................... contains everything inside the chart window.
(a) Data markers (b) Axis (c) Chart area (d) None of these

2. .......................... feature allows us to set up certain rules.

(a) Data validation (b) Pivot Table
(c) Char (d) None of these

3. .......................... in Excel allows us to try out different scenarios.

(a) Data validation (b) Pivot Table
(c) Chart (d) What if analysis

4. We can .......................... the worksheet window into separate panes.

(a) Hide (b) Split (c) Arrange (d) None of these

5. By using .......................... we can keep rows or columns visible while scrolling.

(a) Hide (b) Split (c) Freeze Panes (d) None of these

6. .......................... is a set of commands grouped together that we can run.

(a) Goal seek (b) Macro (c) What if analysis (d) None of these

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2. Short Answer Type Questions :

1. What is a Chart in MS Excel ?
2. Write down types of Charts in MS Excel.
3. What is a Pivot Table ?
4. What are Data Tools ?
5. Define What-if analysis ?
6. What is Goal Seek ?
7. What is Macro ?

3. Long Answer Type Questions :

1. What is a Chart ? Write down the steps to create a chart in MS Excel.
2. Write down the Elements of a Chart.
3. What is Convert Text to Columns ? Write down the steps to convert Text to
columns.
4. What is Data Validation ? How to create a Data Validation Rule?
5. What is Protection ? Write down the steps to protect a Worksheet.
6. What is Split Worksheet ? Write down the steps to split a worksheet.

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LESSON
3 Networking
Objective of this Lesson
3.1 Networking
3.2 Need of Networking
3.3 Components of Computer Networks
3.4 Advantages and Disadvantages of Network
3.5 Network Topologies
3.6 Data Communication
3.7 Types of Networks

Introduction
The dynamic world today needs fast communication channels to move date
frequently form one place to another, so data transmission over distances has become
essential. To move the data quickly from one place to another, the concept of
networking has been introduced. In networking the computers from different parts
of the world are connected to each other to share data with each other.

3.1 Networking
A network is the group of two or more computers that are linked in order to
share resources (such as printers and CDs), exchange files, or allow communications.

VPN over Satellite

Internet
VPN-Firewall

VPN-Router

Headquarter Client with Sat-Connection

Fig. 3.1. Networking

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The computers on a network may be linked through cables, telephone lines, radio
waves, satellites, or infrared light beams. Network is capable of sharing Software and
Hardware resources between many users
Network connections between computers are typically created using cables
(wires). However, connections can be created using radio signals (wireless/Wi-Fi),
telephone lines (and modems) or even, for very long distances, via satellite links.

Note : A computer that is not connected to a network is known as a standalone

computer.

3.2 Need for Networking

The ability to exchange data and communicate efficiently is the main purpose of
networking computers. Some of common factors for Networking are :

Network
Printer File server
Switch

Email Chat

Network user Network user Network user

Fig. 3.2. Need for networking

Networks are used to :
1. Facilitate communication via email, video conferencing, instant messaging, etc.
2. Enable multiple users to share a single hardware device like a printer or
scanner.
3. Enable file sharing across the network.
4. Allow for the sharing of software or operating programs on remote systems.
5. Make information easier to access and maintain among network users.
6. Allow Multi users to play game together from different locations.
7. Allow Multi users to access the Internet simultaneously without having to pay.
8. Store data centrally (using a file server) for ease of access and back-up.

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3.3 Components of Computer Networks

Computer networks allow users to connect over distances. They also enable file
sharing, hardware sharing and instant communication, making them a convenient
tool for the home and a necessity for offices and organizations like universities. A
computer network consists of several components, each of which is important to
making the network function properly.
Computer network components include the major parts that are needed to install
a network both at the office and home level. Before delving into the installation
process, you should be familiar with each part so that you could choose and buy the
right component that fits with your network system.

3.3.1 Computer
The purpose of a network is to join computers together. For this to work the first
step in setting up a network is to identify computers and users who may wish to
participate in the network. The computers will also need to include software that
enables them to connect to the network.
There are two types of computers which are used for networking :
3.3.1.1 Client or Node
Client/Node is the normal computer system which is connected to network for
sharing of resources.

3.3.1.2 Server
It is a powerful computer. It helps in sharing of resources or information. It
controls all other nodes.
Server

Network

Client
Client
Fig 3.3. Client/Server

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3.3.2 Network Interface Card

A network interface card (NIC) is a computer circuit board or card that is installed in
a computer so that it can be connected to a network.. It should be fitted in each client
and server computer. Actually it develops relationship between card, server and
client. Every client linked to network interface card has its own specific number is
called node address. There are two types of network cards : wired and wireless. The
wired NIC uses cables and connectors as a medium to transfer data, whereas in the
wireless card, the connection is made using antenna that employs radio wave
technology.

Ethernet cable

Ethernet Port

3.4. Network Interface Card

3.3.3 HUB/Switch
A networking hub/Switch is a device that allows you to connect multiple
computers to a single network device. In its simplest form a hub works by
duplicating the data packets received via one port and making it available to all ports,
therefore allowing data sharing between all devices connected to hub
Server PC PC PC PC

Printer Network Switch ADSL Modem

Fig. 3.5. Hub Fig. 3.6. Switch

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3.3.4 Router
A router is hardware device designed to receive, analyze and forward incoming
data within a network or to another network.

Fig. 3.7. Router

3.4 Advantages and Disadvantages of Network

3.4.1 Advantages of Network
1. Sharing files, data and information : You can share data program and
different resources with it. It is only possible because all the files are stored on
server (Central computers, Server allows sharing of these files)
2. Sharing Hardware and software : you can share hardware and software
within network easily. For example, a printer can be shared among the users
in a network so that there's no need to have individual printers for each and
every computer in the company.
3. Communication Media : Network provides a very fast communication media
e.g. E-mail is used as a fast media in different offices.
4. File Integrity : File integrity remains continuous due to network. It saves
much time. Network helps in fast saving and sharing of files.
5. Cost effective : We can share costly input and output devices like printer with
network . It reduces the cost of system.
6. Reliability : Network ensures use of many resource to us e.g. when hardware
fails, information can be recovered from other computer with the help of
network.
7. Flexibility : It provides more flexibility because in it there is a possibility of
connecting devices of different businessmen.
8. Backup : It is difficult to get back up of a file from different computers. But it
is easy to take backup from server if we are linked with network.
9. Security : Network provides security to us. Network user can run a few files
or applications.

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10. Speed : Sharing and transferring files within networks is very rapid,
depending on the type of network. This will save time while maintaining the
integrity of files.

3.4.2 Disadvantages of Network

1. Network Failure : All the central facilities may fail due to network failure.
2. Management : Management of whole network is tough.
3. Security : Danger of security is always present on network. Data can be
misused on network.
4. Expensive to Build : Building a network is a serious business in many
occasions, especially for
5. Large scale organizations : Cables and other hardware are very pricey to buy
and replace.

3.5 Networks Topologies

The term Network Topology defines the geographic arrangement of computer
networking devices. The term Topology refers to the way in which the various
nodes or computers of a network are linked together. It describes the actual layout of
the computer network hardware. Two or more devices connect to a link; two or
more links form a topology. Topology determines the data paths that may be used
between any pair of devices of the network.
It may be depicted physically or logically. Physical topology is the placement of
the various components of a network, including device location and cable installation,
while logical topology illustrates how data flows within a network,
The selection of a Network Topology for a network cannot be done in isolation as
it affects the choice of media and the access method used

HUB
Link

Node A Node B

(a) Link between two bevices (b) Link between two bevices
Fig. 3.8. Link vs Topology

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The following factors are considered while selecting a topology:

1. Cost
2. Reliability
3. Scalability
4. Bandwidth capacity
5. Ease of installation
6. Ease of troubleshooting
7. Delay involved in routing information from one node to another.

3.5.1 Topologies
While making a selection of a particular topology we consider the relative status
of different devices that are to be linked.
The nodes in a network can have following two relationships :
1. Peer to Peer : In this relationship, all the devices in the network have equal
status in sharing the link. For example, Ring & Mesh topology.
2. Client-Server (Primary-Secondary) : In this, one device controls the traffic
(called Server) and all other devices (Called Clients) transmit through primary
device. e.g. Star topology.

3.5.2 Types of Network Topology

Topology

Bus Ring Star Mesh Tree Hybrid

3.9. Networks Topologies

3.5.2.1 Bus Topology

Bus Topology is the simplest of network topologies. In this type of topology, all
the nodes (computers as well as servers) are connected to the single cable (called bus),
by the help of T- connectors. This central cable is the backbone of the network and is
known as Bus (thus the name). Every workstation communicates with the other
device through this Bus.
A signal from the source is broadcasted and it travels to all workstations
connected to bus cable. Although the message is broadcasted but only the intended

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recipient, whose MAC address or IP address matches, accepts it. If the MAC /IP
address of machine doesn't match with the intended address, machine discards the
signal.

Terminator

T-Connector

Fig. 3.10. Bus Topology

Advantages of Bus Topology :

➥ Any new computer can be attached easily.
➥ It is a cheaper topology.
➥ If one computer fails, others are not affected.
➥ Cable required is least compared to other network topology.
➥ Used in small networks.
➥ It is easy to understand & connect

Disadvantages of Bus Topology :

➥ More wire is needed to connect more nodes.
➥ If the main central line fails the entire network collapses.
➥ The efficiency of network is reduced with the increase in number of
computers.
➥ Cable has a limited length.
➥ It is slower than the ring topology.
➥ Terminators are required at both ends of the backbone cable
➥ Difficult to identify the problem if the entire network shuts down

3.5.2.2 Ring Topology

In it all the computers are logically linked in the form of a ring. In it each node is
connected to two other nodes. Rings can be unidirectional, with all traffic travelling

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either clockwise or anticlockwise around the ring. At the time of accepting data,
each node checks its address. If data is for that node only then it is received,
otherwise not.
There are two kinds of ring topologies :
1. Single Ring
2. Dual Ring
1. Single ring : In single ring network, a single cable is shared by all the devices
and data travel only in one direction.
Each device waits for its turn and then transmits. When the data reaches its
destination, another device can transmit.
2. Dual ring : This topology uses two rings to send the data, each in different
direction. Thus allowing more packets to be sent over the network.
Node 8
Node 7 Node 1

Node 6 Node 2

Node 5
Node 3
Node 4
Single ring topology

Fig. 3.11. Ring Topology

Advantages of Ring Topology :

➥ Very orderly network where every device has access to the token and the
opportunity to transmit
➥ Performs better than a bus topology under heavy network load
➥ Does not require a central node to manage the connectivity between the
computers
➥ It is easier to locate the problems with device and cable i.e. fault isolation is
simplified. If one device does not receive a signal within a specified time, it
can issue an alarm.

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Disadvantage of Ring Topology :

➥ Failure of one computer can affect the total network
➥ Difficult to troubleshoot
➥ Adding or removing Computers disrupts the network
➥ A ring network requires more cable than a bus network.

3.5.2.3 Star Topology

In this type of topology all the computers are connected to a central device called
“hub” which may be a hub, a router or a switch. . This hub/switch is the central node
and all others nodes are connected to the central node. The computers present in star
topology cannot have a direct relation with each other. They have to be linked via
hub. In it minimum distance between node and hub is 100 meter.
Computer

HUB
Computer
Computer

Computer

Fig. 3.12. Star Topology

Advantages of Star Topology :

➥ It is easily to prepare and connect.
➥ Failure of one computer does not effect the other.
➥ More nodes can be connected in it. With it propagation delay does not
increase.
➥ It is easier to find faults in network.
➥ Easy to troubleshoot.
➥ Easy to setup and modify.

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Disadvantages of Star Topology :

➥ Failure of hub results in failure of complete network.
➥ Cost of installation is high
➥ Performance and as well number of nodes which can be added in such
topology is depended on capacity of central device.

3.5.2.4 Mesh Topology

In mesh topology, each node is connected to every other node in the network
each computer and network device is interconnected with one another

Computer

Computer Computer

Computer Computer

Computer

Fig. 3.13. Mesh Topology

A mesh topology can be a full mesh topology or a partially connected mesh

topology.
In a full mesh topology, every computer in the network has a connection to each of
the other computers in that network.
In a partially connected mesh topology, at least two of the computers in the network
have connections to multiple other computers in that network.

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Advantages of Mesh Topology :

➥ Data can be transmitted from different devices simultaneously. This topology
can withstand high traffic.
➥ Even if one of the components fails there is always an alternative present. So
data transfer doesn't get affected.
➥ In the event that one of those nodes fails, network traffic can be directed to
any of the other nodes.
➥ Expansion and modification in topology can be done without disrupting other
nodes.

Disadvantages of Mesh Topology :

1. Installation and configuration is difficult.
2. Cabling cost is more.

3.5.2.5 Tree Topology

A tree network is a combination of two or more star networks connected together
which involve a variety of single nodes connected to a central node. Multiple stars
involve either a series or tertiary nodes attached to two or more secondary nodes,
which are attached to the tree's primary trunk node. Experts may define a tree
topology as a combination of star and bus topologies, where multiple elements are
connected through a single lateral connection.

Central
Hub

Secondary Secondary
Hub Hub

Fig. 3.14. Tree Topology

Advantages of Tree Topology :

1. It is an extension of Star and bus Topologies, so in networks where these
topologies can't be implemented individually for reasons related to scalability,
tree topology is the best alternative.

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2. Expansion of Network is possible and easy.

3. Here, we divide the whole network into segments (star networks), which can
be easily managed and maintained.
4. Error detection and correction is easy.
6. If one segment is damaged, other segments are not affected

Disadvantages of Tree Topology :

➥ Because of its basic structure, tree topology, relies heavily on the main bus
cable, if it breaks whole network is crippled.
➥ As more and more nodes and segments are added, the maintenance becomes
difficult.
➥ Scalability of the network depends on the type of cable used.
➥ It has higher cabling cost in setting up a tree structure.

3.5.2.6 Hybrid Topology

A hybrid topology is a type of network topology that uses two or more other
network topologies, including bus topology, mesh topology, ring topology, star
topology, and tree topology.
It is two different types of topologies which is a mixture of two or more topologies.

Bus

Hub

Star

Ring

Fig. 3.15. Hybrid Topology

Advantages of Hybrid Topology :

1. Reliable as Error detecting and troubleshooting is easy.
2. Effective.
3. Scalable as size can be increased easily.

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Disadvantages of Hybrid Topology :

1. Complex in design.
2. Costly.

3.6 Data Communication?

Data communication is exchange of data between two or more computers (a
sender/source and a receiver) with the help of communication medium. The device
that transmits the data is known as sender/source and the device that receives the
transmitted data is known as receiver.
Data communication must fulfil/obey following three conditions :
Delivery : Network should deliver the data at proper place.
Accuracy : Data communication should be free from fault.
Time limit : Data should reach destination without any delay

3.6.1 Components of Data Communication

Sender : Sender prepares information (data) and sends it
Medium : It carriers the information from sender to receiver
Receivers : Receiver receives the information.
Protocol : There are rules under which data transmission takes place between
sender and receiver.
Step 1 : Step 1 :
Step 2 : Step 2 :
Step 3 : Step 3 :
............ ............
............ ............
Protocol Protocol

Message

Medium

Sender Receiver
Fig. 3.16. Data Communication

3.6.2 Methods of data transmission

Transmission
Mode

Simplex Half-Duplex Full-Duplex

Fig. 3.17. Transmission Mode

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Methods of data transmissions means direction of flow of data between sender

and receiver. Three methods of data transmission are given below :
1. Simplex : In it communication is one direction. So information can flow only
in one direction its reverse is not possible. The message source works as the
transmitter. It sends the message over the data channel to the receiver. The
receiver is the destination of the message. Example : television communication.

Direction of data

Monitor
Mainframe
Fig. 3.18. Simplex Mode

2. Half duplex : In it information can flow in both directions but not at the same
time. In other words if information is sent by one system then second can only
receive it or vice versa as shown in figure 3.19. Example : walky-talky system
used by police and force.
Direction of
data at time 1

Direction of
data at time 2
Workstation Workstation
Fig. 3.19 Half-duplex Mode

3. Full duplex : In it information can move in both directions at same time. It

provides fast communication as shown diagram 3.20. Example : telephone
system :
Direction of
data all the time

Workstation Workstation
Fig. 3.20. Full-Duplex Mode

3.6.3 Communication Channel

Communicating data from one location to another requires some form of
pathway or medium. These pathways, called communication channels, use two types
of media: cable (twisted-pair wire, cable, and fiber-optic cable) and broadcast
(microwave, satellite, radio, and infrared).

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3.7 Types of Networks

There are several different types of computer networks. Computer networks can
be characterized by their size as well as their purpose.
The size of a network can be expressed by the geographic area they occupy and
the number of computers that are part of the network. Networks can cover anything
from a handful of devices within a single room to millions of devices spread across
the entire globe.
Network may be small or large based on it size, complexity and Distribution area.
On the basis of its area of distribution, network is divided into three parts :
1. PAN(Personal Area Network)
2. LAN (Local Area Network)
3. MAN (Metropolitan Area Network)
4. WAN (Wide Area network)

3.7.1 Personal Area Network

A personal area network, or PAN, is a computer network organized around an
individual person within a single building. This could be inside a small office or
residence. Personal area networks can be constructed with cables or be wireless. It
refers to the interconnection of information technology devices or gadgets (include
laptop computers, PDAs, cellphones, printers) within the environment of an
individual user (typically within 10 meters).

Fig. 3.21. PAN

3.7.2 Local Area Network (LAN)

A LAN is a network that is used for communicating among computer devices,
usually within an office building or home. LAN's enable the sharing of resources

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such as files or hardware devices that may be needed by multiple users. it Is limited
in size, typically spanning a few hundred meters, and no more than a mile. it is fast,
with speeds from 10 Mbps to 10 Gbps. it Requires little wiring, typically a single
cable connecting to each device. It has lower cost compared to MAN's or WAN's.
LAN's can be either wired or wireless. Twisted pair, coax or fiber optic cable can be
used in wired LAN's. It is suitable to bus, ring or star topology. In it generally coaxial
Cable, twisted pair and optical fiber etc. transmission media is used.

Fig. 3.22. LAN

3.7.3 Metropolitan Area Network (MAN) :

It is distributed to a city , college campus or large area just like Cable TV network
it is also single. In it many LANs are connected. A MAN is optimized for a larger
geographical area than a LAN, ranging from several blocks of buildings to entire
cities. .A MAN might be owned and operated by a single organization, but it usually

Fig. 3.23. MAN

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will be used by many individuals and organizations. A MAN often acts as a high
speed network to allow sharing of regional resources. A MAN typically covers an
area of between 5 and 50 km diameter. Examples of MAN: Telephone company
network that provides a high speed DSL to customers and cable TV network

3.7.4. Wide Area Network (WAN)

WAN covers a large geographic area such as country, continent or even whole of
the world. WAN can contain multiple smaller networks, such as LANs or MANs. In
this network telephone lines, satellite, microwave etc. media are used. These
transmission media are linked with Router. Router is a device which determines the
route of information from sender to receiver. The world's most popular WAN is the
Internet.
LAN LAN Network
servers
Gateway
Router

Network
LAN Users
Switch

LAN LAN

Fig. 3.24. WAN

Things to Remember
1. A network is the group of two or more computers.
2. Client/nodes is the normal computer system which is connected to network
for sharing of resources.
3. Hub is a device that allows you to connect multiple computers to a single
network device.
4. The term network topology defines the geographic arrangement of computer
networking devices.

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5. Mainly topology is of six types.

6. Sender, Medium, Receiver and protocol are parts of data communication.

7. Computer Networking has four parts PAN, LAN, MAN, WAN..

Exercise
1. Fill in the Blanks :
1. .......................... is s the group of two or more computers.
(a) Network (b) Internet (c) Wireless (d) Topology

2. .......................... is the normal computer system which is connected to network

for sharing of resources.
(a) Server (b) Client/Node (c) LAN (d) WAN

3. .......................... is a device that allow you to connect multiple computers to a

single network device
(a) HUB (b) BUS (c) Ring (d) Star

4. In .......................... network, a single cable is shared by all the devices and data
travel only in one direction
(a) Single Ring (b) Dual ring (c) MAN (d) LAN

5. .......................... prepares information and sends it

(a) Protocol (b) Receiver (c) Sender (d) Hub

2. True/False :
1. LAN covers a large geographic area.
2. In full duplex, information can move in both directions
3. Protocol are rules under which data transmission takes palace
4. Network does not provide security to us.
5. The efficiency of network is increased with increase of computers.

3. Short Answer Type Questions :

1. Name any four Network Topology.
2. Define the computers that are used for networking.
3. Write a short note on Router.

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4. Write a note on Hub.

5. What are the two types of ring topologies ?

4. Long Answer Type Questions :

1. What is Network ? Explain its advantages and disadvantages.
2. Write information about the parts of computer network.
3. Write about the types of networks.
4. What are the methods of data transmission ?

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LESSON
4 Introduction to DBMS
Objective of this Lesson
4.1 Terminology used in Database
4.2 Data and Information
4.3 What is Database?
4.3.1 Some Necessary instruction for designing a good database
4.4 Uses of Database Application
4.5 File Processing System
4.5.1 Drawback of file processing system
4.6 Dbms, advantages and disadvantages
4.7 DBA
4.8 Data Redundancy and Entity
4.8.1 Entities and their Attributes in DBMS
4.8.2 Types of Entities
4.8.3 Entity-Relationship Diagram
4.9 Keys in Database
4.10 Normalisation
4.11 Relationships
4.12 ORACLE, SQL,DB2
4.12.1 SQL
4.12.2 DB2
4.13 Data Model

Introduction
Before starting any new work there are so many questions in our mind like what,
why, and how ?
We are going to learn about DBMS in this chapter. Do you know about the
history of DBMS. Can you understand In real that what is DBMS ? Where it has been
used ?

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Let's discuss about the history of the DBMS. First of all the full form of the DBMS
is Database Management System .
First research for DBMS use was held in 1960 which was in the form of small
software A U.S. based company N.A.A. (North America Aviation) was created it
with the Name of GUAM (Generalize Update Access Method). GUAM was based on
small components, different components build it together so it was called a
hierarchical structure at that time.
From 1960 to 1970 on the basis hierarchical structure several researches was done
and in 1967 Conference on Data System Languages (CODASYL) created Task force
with the collaboration of the U.S. government and the big business personalities
which was called Database Task Force Group(DBTG).IN 1971 Network Database was
developed and later ones from time to time inventions come into existence after the
DBMS innovation was done and now we are easily using DBMS in our todays life

4.1 Terminology used in Databases

In databases many technical terms are used. Some of the important terms are as
follows :
➥ Attribute or Data item : In general, an attribute is a characteristic. In a
database management system (DBMS), an attribute refers to a database
component, such a table. It also may refer to a database field. Attributes
describe the instances in the row of a database.
Attribute

Name Roll no. Marks

Raju 1 35
Harry 2 80
Rani 3 88

Records
Fig 4.1

➥ Record : In databases, a record is a group of related data held within the same
structure. Specifically, a record is a group of fields within a table that reference
one particular object. The term record is frequently used synonymously with
row. A record is also known as a tuple.

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For example : a Student record may include items, such as first name, roll no,
address, email address, date of birth and gender.
➥ File : A file is a container in a computer system for storing information. Files
in computers fields are very similar in features to that of paper documents
used in library and office files. There are many kind of files such as text files,
data files, directory files, binary and graphic files, and these different types of
files store different types of information. Here we are giving our view on a
database file. It is a combination of records which are interrelate with each
other. For example Student File of 9th class. In this file we can store students
recast as serial number, student name, father's name, date of birth etc.

4.2 Data and Information

Data and information are the words which we used in our routine life. Both the
words are used to increase our knowledge. Both words looks same but lot of
difference in these words in real manner.
Data are small raw materials such as character, numbers, pictures etc.|after
processing on these raw materials we get a meaningful information|useful
Information provides the answer to some of our questions of us like why, How, where ?

Fig. 4.2. Data & Information

Suppose we collect any of our school data like your name, roll no, class, number
address, phone number etc. This is only data but when we do processing on this
according to our need it will become information. Let's get understand it with an
example which is as follows :
Name : Maninder Singh, Rajni, Father Name : Narinder kumar,
Manpreet Kaur Harjinder Singh, Hari Chand
Roll No. : 1,2,3 Class 9
Phone Numbers Address : Mohali, Mohali , Mohali
9898989898, 9797979797, 9030909080
Fig. 4.3. Collected Data

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Name Name Father Roll no. Class Phone Address

Numbers
Maninder Singh Harjinder Singh 2 9 9787878787 Mohali

Rajni Hari Chand 3 9 911111111 Mohali

Manpreet Kaur Narinder Kumar 4 9 090909090 Mohali

Fig. 4.4. Information Based on Data

4.3 What is Database

Database is a place where not only your data get store as well as relationship
between data and information also been stored. The primary basis of the database is
Information associates with the problem is used by many users or even by a single
user. Users don't need to worry about the various type of data how it could be store
on their computer.
Database is prepared from Information related to each other. It is expressed in
tabular form. Database is a proper arrangement of information. There is no use of
unarranged information. Database is a collection of a large amount of data.
Dictionary is the best example of data in which all words are arranged in an
alphabetical sequence which makes it easier for any word to search.
Computer database is collection of well-arranged records that is stored in the
computer. User can obtain the required information from the database. The decision
can be taken on the basis of this information. Software called database management
system is used to prepare database.

4.3.1 Some Necessary instructions for designing a good database

These days all the commercial areas nearly depends upon the database. Means all
the business activities done by the computer which are very accurate and up to date.
So it becomes necessary when designing a database that takes care of certain
things that are as follows :
1. The data which is going to store in database must be accurate ,well arranged
and complete so it could be easily fetch when required by someone.
2. While creating database system we have to keep in mind that whether
database application is going to use on any website or any other local area
network or on both the result must be able to get very fast and accurate.

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3. The database design is the main aspect of the database we can't ignore it if the
database design is not planned well a good program cannot get rid of facing
problems to run on it.
4. Database should be design while thinking about the future problem.

4.4 Uses OF Database System Application

Database application systems have been used at so many places around us some
of the main are as follows :
1. In banking sector to look after of the account of the customer.
2. For airline reservation and making schedule of the information.
3. In universities to fetch information of the students and about the courses.
4. To create the monthly statement of an organization .
5. For telecommunication
6. In finance to store the information of sales and purchase.
7. In sales to store the information of customers purchased products.
8. In Manufacturing management to store the information of warehouses orders
and supply of the product.
9. In human resource to store the employee's salary bills, payrolls, taxes etc.

4.5. File Processing System

In old approach, before to computer, all information's were stored on papers.
When we need information, we used to search through the papers. If we remember
that particular date or category of information that we are searching for, we go to
that particular session in the papers. If the data is limited, then all these tasks are
very easy to do. Imagine if we have to use this kind of paper work for library
information or information about a students in School, or baking system! How do we
search for single required record on papers? It is a never ending task. But, Computers
solved our problems.
When computers came, all these jobs become very easy to do so. But initial days,
these records were stored in the form of files. That's why this system is Called FILE
PROCCESING SYSTEM. This is the way we stored data or record in files is similar
to papers, in the form of flat files to be simpler, in notepad. The information's stores
all in the notepads with each fields of information separated by space, tab comma,
semicolon or any other symbol.

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All files were grouped according to their categories; files uses only related
information's and each file is named properly. For example a Student information.
Student files for each class were bundled inside different folders to identify it quickly.
Now, if we want to see a specific Student detail from a file, what do we do ? We must
have to know which file will have the data, we open that file and search for his
details. Fine, here we see the files; we can open it and search for it. But imagine if we
want to display student details what we will do. It is really a difficult work to do..
Now how will we open a file, read or update it ? These kind of problems were arise
in file processing system. Now we are going to discuss the drawbacks of file
processing system as follows :

4.5.1 Drawback of file processing system

1. Data Mapping and Access : Although all the related information's are
grouped and stored in different files, there is no mapping between any two
files.
2. Data Redundancy : There were no methods to validate the insertion of
duplicate data in file system. Any user can enter any data. File system does
not validate for the kind of data being entered. Duplicate data in the system is
not appreciated as it is a waste of space, and always lead to confusion and
mishandling of data. SO the purpose of storing the data is lost.
3. Data Dependence : In the files, data are stored in specific format, say tab,
comma or semicolon. If the format of any of the file is changed, then the
program for processing this file needs to be changed. But so many program
also using this file so whole data get upset. That is smallest change in the file
affect all the programs and need changes in all them.
4. Data inconsistency : This mismatch in different copies of same data is called
data inconsistency. This has occurred here, because there is no proper listing
of files which has same copies of data.
5. Security : Each file can be password protected. But what if we have to give
access to only few records in the file? For example, user has to be given access
to view only their result information in the file. This is very difficult in the file
system.
6. Integrity : If we need to check for insertion criteria while entering the data
into file it is not possible directly. We can do it by writing programs. There is
no direct checking facility in the file system. Hence these kinds of integrity
checks are not easy in file system.

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7. Concurrent Access : Accessing the same data from the same file is called
concurrent access. In the file processing system, concurrent access leads to
incorrect data.

4.6 DBMS
The full name of DBMS is data management system. To overcome all drawbacks
of file processing system, a new system called database management system was
developed. A database management system (DBMS) is system software for creating
and managing databases. The DBMS provides users and programmers a systematic
way to create, retrieve, update and manage data. A DBMS makes it possible for end
users to create, read, update and delete data in a database. The DBMS essentially
serves as an interface between the database and end users or application programs
ensuring that data is consistently organized and remains easily accessible. The main
function of a DBMS is to provide efficient and reliable methods of data retrieval to
many users.

User 1

Database DBMS User 2

User 3

Fig. 4.5. DBMS relation with database & users

4.6.1 Advantages and disadvantages of DBMS

Advantages of DBMS :
➥ Redundancy is being controlled in DBMS. By having centralized database
most of the redundancy can be avoided.
➥ When the same data is duplicated and changes are made at one site, which is
not propagated to the other site, it gives rise to inconsistency these kind of
situations will controls in DBMS.
➥ Data is shared by multiple applications or by multiple users in DBMS.
➥ We don't have to worry about the loss of data because DBMS Providing
Backup and Recovery.
➥ In DBMS there is Restricting unauthorized access to the database.

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➥ DBMS Solves Enterprise Requirement than Individual Requirement but it can

also solve some individual requirement
➥ DBMS is a central system, so standard can be enforced easily may be at
Company level, Department level, National level or International level.
➥ In DBMS ,Data Model can be developed
➥ DBMS systems provide mechanisms to provide concurrent access of data to
multiple users.

Disadvantages of DBMS :
➥ It is Complex you must have to get training to use the database
➥ However, the DBMS is written to be more general, to cater for many
applications rather than just one. The effect is that some applications may not
run as fast as they used to.
➥ Higher impact of a failure so there is every possibility of damaging the data
➥ The cost of DBMS varies significantly, depending on the environment and
functionality provided. There is also the recurrent annual maintenance cost.
➥ An extra hardware is needed.
➥ Conversion cost is very high of the DBMS. its not easy to move it here and
there.
➥ The complexity and breadth of functionality makes the DBMS an extremely
large piece of software, occupying many megabytes of disk space and
requiring substantial amounts of memory to run efficiently.

4.7 DBA
DBA stands for database administrator. DBA should be a person or bunch of
persons. Database administrator (DBA) directs or performs all activities related to
maintaining a successful database environment. Responsibilities include designing,
implementing, and maintaining the database system; establishing policies and
procedures pertaining to the management, security, maintenance, and use of the
database management system. In the end we can say that all the functions of
database are controlled by DBA.
Different types of DBA's according to their responsibilities are as follows :
1. Administrative DBA
2. Development DBA
3. Architect DBA
4. Data Warehouse DBA

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Main Responsibilities of DBA are the following :

1. DBA has to take care of the Database design and implementation.
2. DBA will Implement and maintain database security .
3. DBA is responsible for the Database and application tuning and performance
monitoring too.
4. DBA is responsible to Setup and maintain documentation and standards.
5. DBA will look upon the plan growth and changes.
6. DBA have to establish and maintain sound backup and recovery policies and
procedures.
7. DBA decides about which kind of hardware will be in use.
8. DBA have right to change data according to the needs of user.
9. DBA fix data validation for the users.

4.8 Redundancy
A very large amount of duplicate data stores frequently in database in duplicate
form again and again and when same duplicate data stores again and again in
database it produce lot of problem so it is very tough experience to manage the data.
To frequently store an identical data again and again in database is called data
redundancy.

4.8.1 Entities and their Attributes in DBMS

Entities and its attributes in DBMS are as follows :
Entity is the item whose information is stored in a database as data. Every entity
has its own data items which give information about the desired entity. These items
are called its attribute.
For example, The school's database to a student table as Entity. That student's
name, father's name, class, address etc. in this table is described as student data.
That's why each data is student's Attribute of Entity
Roll Class Name Father's Mother's Mobile no. Address
no. name name
1 Ninth Arsheen Bhagwat Harbhajan 8877------ Amritsar
Kaur Singh kaur
2. Ninth Raman Raj kumar Neelam 09000------ Amritsar
kumar rani
Fig. 4.6

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4.8.2 Types of Entities

In DBMS types of Entities. are as follows :
1. Weak entity : Weak entity is that type of Entity that cannot be identified
separately by its attribute. Thus, We can say that this Entity is not caused
primary key.
2. Strong entity : The entity in which Primary key is used that entity is called
strong entity by this data comes distinctiveness.

4.8.3 Entity-Relationship Diagram

Entity-Relationship Diagram is a way which will help us to we identifying with
attributes of an entity we can show it logically. There are several ways to make ER
Diagram two them are as follows of which are used mostly.
1. Dr. Peter Chen
2. James Martin and Clive Finekelstein

Name Address Class

Student

Fig. 4.7

4.9 Keys in DBMS

Keys are very important part of database management system. They are used to
establish and identify relation between tables. They also ensure that each record
within a table can be uniquely identified by combination of one or more fields within
a table.
1. Super Key : Super key is defined as a set of attributes within a table that
uniquely identifies each record within a table. Super Key is a superset of
Candidate key.
2. Candidate Key : Candidate keys are defined as the set of fields from which
primary key can be selected. It is an attribute or set of attribute that can act as
a primary key for a table to uniquely identify each record in that table.
3. Primary Key : Primary key is a candidate key that is most appropriate to
become main key of the table. It is a key that uniquely identify each record in
a table.

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4. Composite Key : Composite Key is the key which consists of two or more
attributes that uniquely identify an entity occurrence is called Composite key.
But any attribute that makes up the Composite key is not a simple key in its
own.
5. Foreign key : Foreign key is the key in rational database that provide link
between two tables because it references the primary key of the another table
and it established a link between them. Foreign keys are more difficult to
implement than primary key. SO we can say primary key of a first table is
called foreign key of other table.
Primary Key

Fig. 4.8. Student Table

Foreign Key

Fig. 4.9. Main Table

In student table roll number is primary key. In main table it is foreign key.

4.10 Normalization
Without Normalization, it becomes difficult to handle and update the database,
without facing data loss if data is not normalized, Insertion, Updating and Deletion
Differences are very frequent.
Normalization is a scientific way in which difficult table is make quite simple in terms of
understandable by user. To reduce Redundancy from tables and to reduce database
Inconsistency or to remove and to make database strong. we should adopt some
rules written as follows but it should also keep in mind that at time of normalization
not any damage been done to information :
1. There should be an identifier in each table.
2. In each table single type of entity should be stored
3. Null value should store at minimum
4. Same Values that should take place use less frequently in database.

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Normalization Concept:- To implement Normalization concept various normal

forms are used. Tables are always is in normal form. commonly used Normal forms
are written as follows :
1. First Normal Form (1NF)
2. Second Normal Form (2NF)
3. Third Normal Form (3NF)
4. Fourth Normal Form (4NF)
5. Boyce Coded Normal Form

Fifth Normal from

Forth Normal form

Third Normal form

Second Normal form

First Normal form

Fig. 4.10. Picture of Normal forms

4.11 Relationships
Relationship allow relational database to split and store data in different tables.it
is a situation between two relational databases tables when one table has a foreign
key which was referred from the other tables primary key
Types of relationship are as under
One-to-One : One to one is implemented using single table by establishing
relationship between same type of column in table. Here one entity is associated with
many other entities.
One-to-many : One to many is implemented while using two tables with primary
and foreign key relationship . Here one entity is associated with many other entities .
Many-to-Many : Many to Many implemented using a junction table. The keys
from both the tables from composite primary key of the junction table. Many entities
are related with many other entities.

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4.12 What is Oracle?

Oracle is world's largest software company. it was founded in 1977 with the name
of Relational Software Corporation, and This Company developed first Relational
Database Management Software (RDBMS) Oracle in the world. The main reason to
make it is that database is to be compatible with the newly founded SQL language
and the second reason was to build database software in C language so the database
soft wares can run with ease.

4.12.1 SQL (Structure Query Language)

Structure query language is a high level language which is used to store, control
and amend the database. It is based on the concept that how much data is needed by
a programmer .SQL is based on relational database management system.

Fig 4.11
SQL Advantages :
1. SQL is not only a high level language even we have to use it for maintain the
data, update data and controlling the data.
2. SQL provides the facility to a user to do work simultaneously in different
databases
3. Program build in SQL is portable means it is very easy to a user to move it
anywhere
4. SQL is an easy and simple language to learn and it use to make tough
programs.

4.12.2 DB2
DB2 is a database product which was design by IBM. It is a relational database
management System. DB2 is developed to store, to find to look and to get accurate
data from database. We will use DB2 for structural and non-structural data.
In starting DB2 was design by IBM for its own use in 1990. But later on it was
decided to make universal database DB2 Server that should be run on any operating

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system like unix, linus and windows. SO a universal database system came into
existence which is named under DB2.

4.13 Data Models

Data model means it is a way to give us information about the structure of
database. Means it is used to describe data, relationship to data, consistency of data
etc. It has been divided into mainly three parts that are as follows :
1. Object Oriented logically model : It is used to describe data line by line. It is
of five type :
1. Binary model
2. Functional Model
3. Entity relationship model
4. Object oriented model
5. Symantic data model

2. Record Base Logical Model : It is also used to describe data line by line but a
format is used in it permanently. Each record has its own attributes and fields
that are used under fixed access. It is of three types :
1. Network model
2. Relational Model
3. Heirachical Model

3. Physical Data Model : It has been used to describe data at lowest level of the
database. Some parts of it as follows
1. Entity : Tells about different kind of entities of the database.
2. Attributes : It tells about the entity of users Name, Address etc.
3. Entity set : It is the mixture of entity and attributes. Different kind of entity
and attributes are store here.
4. Relationship : It describes about the relationship of the entity which we are
using.
5. Relationship set : Many kind of relationships are used in database but
when same kind of relationship bring together at a place it is called
relationship set.

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Things to Remember
1. DBMS is a relational database management System.
2. Data are small raw materials such as character, numbers, pictures etc.
3. Database is a place where your data get store
4. DBA is the person or group of person who control the database system
5. To frequently store an identical data again and again in database is called
data redundancy.
6. In ancient times to store Different set of records in different-2 files is called file
processing system.
7. Entity is the item whose information is stored in a database as data is called
entity.
8. Many Kinds of keys are use in relational database.
9. Normalization makes tables effective and structured.
10. SQL is a high level language which is used to store, control and amend the
database.

Exercise
1. Fill in the Blanks :
1. .......................... is the full name of DBMS.

(a) Database manager system (b) Databsae managing system

(c) Database management System (d) Database Messenger Software

2. To control the Database .......................... is responsible.

(a) Data master (b) Database administrator
(c) User (d) Comman man

3. After processing data is Convert into .......................... .

(a) Database (b) Information (c) Entity (d) Software

4. Information associate with each other is make .......................... .

(a) Database (b) DBMS
(c) DBA (d) File Processing System

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5. To store same data again and again in a database is called .......................... .

(a) Integrity (b) Redundancy (c) Object (d) Foreign key

6. .......................... is a unique key

(a) Primary key (b) Foreign key (c) Electronic key (d) Databse key

2. Full Forms :
1. DBA
2. DBMS
3. SQL

3. Short Answer Type Questions :

1. What is database?
2. What are the different types of relationships?
3. Write the names of different DBA's?
4. What is SQL?
5. Name the different types of keys?

4. Long Answer Type Questions :

1. Describe Normalization. How many types of Normalization ?
2. What is file processing system ? What are the disadvantages of the file
processing system ?
3. What do you mean by DBMS ? Describe its advantages and disadvantages of
DBMS.
4. What is entity ? Write the types of entities in DBMS.
5. What do you mean by data models ? Write the parts of it.

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LESSON
5 Introduction to MS-Access
Objective of this Lesson
5.1 Introduction to MS-ACCESS
5.2. Introduction To Relational Database
5.3. Guidelines to designing a Database
5.4. Some Technical Words of Access
5.5. Components of MS Access
5.6. What Are Objects
5.7. Data types
5.8. Advantages of MS Access
5.9. Starting Access
5.10. Working with Tables
5.11. Creating And .Modifying Tables
5.12. Creating And Modifying Forms
5.13. Sorting Of Data
5.14. Filtering of Data
5.15. Creating Reports

5.1 Introduction to MS-ACCESS

Access 2010 is a Relational Database Management System (RDBMS). It is used for
database creation and management. A relation is setup between different types of
data which Provides a powerful environment to the user for building database. It can
be used to track, Share and report Information. MS-Access Allow user to perform
basic tasks such as opening and closing database, Creating tables, Forms , queries
and Reports. If we Want to understand Access, Firstly we must have to understand
databases.
In this lesson, we will familiarize with the Access environment. we will learn
about databases and how they are used with Access.

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MS Access is the world's most popular desktop database. It is part of the MS

Office software suite. It is used in millions of corporate firms across the globe and in
homes also.
MS Access is used to store and retrieve large amounts of data. It can be used for
something simple such as keeping a record of your books collection or for something
larger such as invoicing/stock management.
Some people confuse between a spread sheet such as Excel with MS Access. A
spread sheet is used to manipulate financial information. MS Access can also do this,
but primarily it is a data storage system.
Out of all the programs in the MS Office suite it is MS Access which has proven to
be the stumbling block for many. But we can work on Access easily after a good
training of MS Access.

5.2 Introduction to Relational Database

Relational database was proposed by Edgar Codd (of IBM Research) around
1969. It has since become the dominant database model for commercial applications
(in comparison with other database models such as hierarchical, network and object
models).
A relational database organizes data in tables (or relations). A table is made up of
rows and columns. A row is also called a record (or tuple). A column is also called a
field (or attribute). A database table is similar to a spreadsheet. However, the
relationships that can be created among the tables enable a relational database to
efficiently store huge amount of data, and effectively retrieve selected data.
MS-ACCESS is a relational database management system. Relational databases
allow you to organize your data into tables; each table focuses on a specific topic; the
various tables can then be linked to each other for inquiry and reporting purposes.

5.3 Guidelines to design a Database

Before designing a database you must have to follow some guidelines. These
guidelines will help you to create a great database.
1. Identify all the fields needed by you to produce the required information
2. Organize each piece of data into its smallest useful part to make the design
perfect.

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3. Make group related fields into tables

4. Determine each table's primary key which will uniquely identified.
5. You will have to Include a common field in related tables.

5.4 Some Technical Words of Access

Many technical terms are used in Access. Access arranges and divided database
as under :
1. Database file : The database file is the main file of database which consists the
whole data of the document. First of all you will ask to make a database file in
the starting of the access document. The database file would be store either on
a hard disk or any other mean of storage devices.

2. Table : A table is the basic element of a Database and contains the data
entered by users. Each row (or record) contains information about a particular
item. The record is made up of several fields; each field contains one piece of
information relating to the item (e.g., Student's name, roll no., address, phone,
etc.). A database has stored many tables.

3. Fields : A field is an individual set of data items that are of the same type. If
we were to take an example of a class record to demonstrate this, the Class as
a whole would be your database. It has three fields. The roll no. is one field,
the name is another and the marks are the third one. Each as a unit would be
a record, as a record it is a set of fields with data relating to one thing. You
would have a field for each piece of data that you want to store as part of the
record. A table contains Many fields.

Example :
1. Student Name
2. Student Address

4. Data Types : Databases consist of tables, tables consist of fields and fields are
of a certain data type. A field's data type determines what kind of data it can
hold. Every database has data types for text, integers (integers are whole
numbers, i.e. numbers without a fraction) and decimal numbers and so does

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Access. But Access also has some data types that are specific to Access, like the
Hyperlink, Attachment and Calculated data type. We will use different kind
of data types for the desired field.

Example :
1. The data type of Student Name is Text.
2. The data type of Student Roll no is number.

5.5 Components of MSAccess

While creating database file, a file format box is opened. To the left hand corner of
this box the following file format are seen :
1. Table : Tables are the data storage facilities in MS Access. As much as possible
of a table design should be done in advance on paper. Here, however, you will
be creating the table on the screen so that you can see the stages as they are
implemented. Each table contains rows called records and columns called
fields. A record is a collection of facts about a particular person or an
organization. Each record in a table should be unique.. A field is a single kind
of fact that may apply to a person or to an organization

2. Queries : A query that copies or changes data. Queries include append, delete,
make-table, and update queries. They are identified by an exclamation point
(!) next to their names in the Database window Crosstab query: A query is that
calculates a sum, average, count, or other type of total on records, and then
groups the result by two types of information : one down the left side of the
datasheet and the other across the top Database window. A query that asks a
question about the data stored in your tables and returns a result set in the
form of a datasheet, without changing the data

3. Forms : Forms provides us friendly environment to view the data in which it

shows a single record at a time. Forms can also be used to display results from
queries. They are also used to facilitate data input. In forms we change our
data too. We can update delete our data easily while using forms. It is best
way for the user to connect them with their tables.
4. Reports : Reports provide a means of organizing and summarizing data.
Reports are often used to present an overview highlighting main points and
trends. A report can be a simple list, a student's report or a school report. With

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reports, one can prepare : Mailing labels for various producers - Produce a
directory - Prepare invoices - Present data summaries. A report is made from
the data available. There are several ways of preparing a report.
6. Macros : Macro is an automatic action that should be performed to an object of
the data. It allow users to their work automatically. Access allows users to do
an easy and visual mechanism to make and manage macros.
7. Modules : A module is collection of procedure statement and declaration
which are stores as unit. Module are very similar to macros. Generally
modules are of two types the They are used to do the advanced functions of
database, for example to examine the data in complicated situations.

5.6 Database objects

Databases in Access 2010 are composed of four objects: tables, queries, forms,
and reports. Together, these objects allow you to enter, store, analyses, and compile
your data whatever you want. Tables, queries, forms, and reports are the framework
for any database you create in Access. IN this chapter you have to understand how
each of these objects works for you and help you to create a database.

5.7 Data Types

One important setting for fields is the data type, which could be a number, text,
currency, and date/time. The data type limits and describes the kind of information
in the field. The data type also determines the actions one can perform on a field and
how much memory the data will use. Fields also have properties that control the
details of information inside them, including a character length, a default value, and
a validation rule that makes sure the data meets certain criteria
In access many types of data types can be used . the data type is decided before
creating a table. We know there are different data types of table. Some of the
important data types of access are given below :
Data types Size/Format Storage Capacity Functions
Text Up to 255 Text - including Text consists of digits/
characters numeric text (eg numbers, letters or their
phone numbers) combination. It can have
maximum of 255 letters.
Numbers also been use as
text only those numbers
which are not used in
mathematical calculations are
included in text.

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Data types Size/Format Storage Capacity Functions

Number Long Integer Whole numbers Numbers been used only from
Integer the prescribed size which we
Single and will declare in document. For
double bytes e.g. If it is a byte we will use
only whole positive numbers
between 0 to 255.
Date/time General Both date & time - It is used for date and time.
e.g. 25/12/15 The data can vary from 100 to
15:35:10 9999. it is 8 byte long
Yes/no Yes/No N.A For data with only 2 possible
True/False values. It is used for logical
On/Off values.
Currency Currency Up to 15 figures It can also be use in
Scientific, mathematics or scientific
percentage functions. You can type only
currency value in this type of
fields. But you don't have to
enter currency value
manually into your field.
Auto N.A Automatic counter - It is used in all numeric
Number incremented by 1 for programs it automatically
each record give increment to a number
Memo Up to 65535 Longer pieces of text Memo is used in where we
characters have to enter a longer text
OLE N.A For pictures, sound, It is been used to insert
Object video, Word/Excel picture, sound, videos,
documents or any word/excel, documents and
other docs. any other type of files which
are supported by our system
Hyperlink N.A N.A It is used For links to the
WWW or e-mail
Calculated N.A N.A This data type allow you to
create a field that is based on
a calculation of other fields in
the same table

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5.8 Advantages of Access

1. Easy installation and work : Access gives data managers a fully functional,
relational database management system. Like any other Microsoft applications,
Access contains Wizards that helps you through each step of the program.
2. Easy to participate : Access works well with many of the developing software
programs based in Windows like Microsoft SQL Server and non-Microsoft
products like Oracle and Sybase. You can easily participate in these programs
with the help of ACCESS.
3. Popular Rdbms : Microsoft Access is the most popular desktop Relational
database system in the world. Data can be viewed and sorted in many ways in
Access.
4. Saves your money : Microsoft Access is more economical than other larger
systems; offering the same functions and usage.
5. Convenient storage capacity : A Microsoft Access database can hold up to 2
GB of data. Which is very convenient than to use of the large storing capacity
database software's.
6. Multi-user support : More About ten users in a network can use an Access
application. It is a multiuser concept it helps to save our time. Data can be
shared and edited by several users simultaneously
7. Importing data : Microsoft Access allow user to import their important data
.Access makes it easy to import data from other sources.
8. Secure Database : MS access is secure database system information is secure
which you saved on it. It minimize the duplicate data. It increase accuracy
and consistency.

5.9. Starting access

You can start access 2010 from the start menu (in windows 7) or by penning an
existing access file. When you start the program without opening a specific file, the
backstage view opens, prompting you to create a new database or open an existing
database.
To start access 2010 from the start menu :
1. Click the start button, click all programs, click Microsoft office, and then click
Microsoft access 2010. The new page of the backstage view opens, displaying
thumbnails of the available templates and template categories.

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Fig. 5.1

2. Another shortcut way to open access is Press windows key with R it will open
run command window as shown in the figure on Run command type MS
access is blank box.

Fig. 5.2

After the open of MS access you have to click on the blank database available
Under templates.

Fig. 5.3

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Click the create button. A blank database opens in the program window and a
blank table named table1 opens in datasheet view.

Fig. 5.4 New table in a new database

5.10 Working with Tables

A table is a database object that you define and use to store data update DATA. A
table consists of records and fields. Every record contains data about one instance of
the subject. EVERY RECORD consist of one or more fields. Each field contains data
about one table subject because other database objects depend so heavily on tables

In datasheet view, a table looks similar to an excel worksheet in that data is stored
in ROWS (records) and COLUMNS (field) as shown in the following diagram

Field Name

Record

Field

Fig. 5.5

When the active object is a table, the table tools contextual tabs (fields and
table) become available on the ribbon so that you can work the table (see figures 5.6,
5.7).

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Fig. 5.6. Table tools field tab

Fig. 5.7. Table tools table tab

5.11 Creating and Modifying tables

When you create a new table, you have complete control over the number of
fields, the names of the fields, and what sort of data they can store. You can create a
new table in the either datasheet view or design view by using the commands in the
tables group on the ribbon (see figure 5.8). which view you want to start in, you can
always switch to the other view by using the view button on the ribbon.

Fig. 5.8. Table group on the create tab

5.11.1 Creating tables in datasheet view

In datasheet view, you can enter data into a new table without first defining the
table s structure To create a table in datasheet view :

1. On the create tab, in the tables group, click the table button. A new blank
table opens in the object window in datasheet view (see figure 5.9).

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Fig. 5.9. Blank Table object window

Adding fields by entering data : Entering data in datasheet view is very similar
to entering data in an excel worksheet. The main restriction is that data must be
entered in contiguous rows and columns, click on the upper- left corner of the
datasheet. The table structure is created while you enter data. whenever you add a
new column to the datasheet, a new field is defined in the table.
In every new table created in datasheet view, access automatically creates the first
fields which is called id in the left column of the datasheet (see figure 7). By default,
this field is designated as the table’s primary key . You can add a new field to the
table by entering data in the click to add click to add column (the last COLUMN) of
the datasheet.
ID Field Field

Row selector New Record Active cell

Fig. 5.10. First record in a new table before Data is entered

To add a field by entering data

1. Click in the first cell in the click to add COLUMN, ENTER the first item of
data for the new record, and then press the tab or enter key to move the first
cell in the column to the right. Access AUTOMATICALLY ASSIGNS the value
1 to the id field. The icon on the row selector changes every time to a pencil

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WHEN THE record has been changed, but has not yet been saved (see figure
5.11).

Fig. 5.11. First record in a new table after Entering Data

2. Click the pencil icon in the row selector. This saves the first record with the
value 1 assigned to the id field; subsequent records will be numbered
sequentially.
3. Continue entering items of data in consecutive cells, and pressing the tab or
enter key.
4. When you finish entering all the data for the first record, click anywhere in the
row below to save the record.
After entering so many records as per your requirement you have to save the
table

5.11.2 Creating Tables in design view

When you create a table in Design view, you have more control over the
databases design. You first create the table’s structure in Design view, and then you
switch to Datasheet view to enter data.
In Design view, the Object window consists of two panes (see Figure 5.12). The
field Entry pane, located at the top of the window, is used to enter each field’s name,
data type, and description. The field properties pane, located at the bottom of the
window, is used to specify the field’s properties. The properties available in the Field
properties pane depend on the data type assigned.
To create a table in Design view :
1. On the create tab, in the Table Design button. A New, blank table opens in the
object window in Design view (see figure 5.12).

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Field Entry Pane

Field Properties Pane

Fig. 5.12. New table in design view

2. In the field name column, type a name for the first field. Field names can be up
to 64 characters long. They can include any combination of letters, numbers,
spaces, and brackets etc.
3. In the data type column click the down arrow and select a data type from the
list (see figure 5.13).

Fig. 5.13. Data type list

Fig. 5.14

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4. In the description column, type a description for the field.

5. Repeat steps 2 through 4 to add additional fields to the table. After entering
the all fields save the table.

5.11.3 Setting a primary key

A primary key consists of one or more fields that uniquely identify each record in
the table there are several advantages to setting a primary key. First, the primary key
automatically indexed, which makes information retrieval faster. Second, when you
open a table, the records are automatically sorted in order by the primary key.
Finally, a primary key prevents the entry of duplicate data.
Access automatically creates a primary key for you and assigns it a field name of
ID and the auto number data type. In design view, you can change or remove the
primary key, or set the primary key for a table that does not already have one.
To set a primary key follow these steps :
1. Click the row selector of the field you want to designate as the primary key.
2. In the design tab, in the tools group, click the primary key button (see figure
5.15). A key icon appears to the left of the field that you specify as the primary
key.

Fig. 5.15. Tools group on the Design tab

Fig. 5.16. Table after settings a primary key

5.11.4 Saving tables

After you create or modify a table, you should save it. When you save a table for
the first time, you should it a name that describes the data that it contains.
To save a table for the first time :
1. On the quick access toolbar, click the save button. The save as dialog box
opens (see figure 5.17)
2 In the table name box, type a name for the table.

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3. Click the ok button. The table appears in the tables list in the navigation pane.

Fig. 5.17. Save As dialogue box

5.11.5 Closing database

When you finish working on a database, you should close the file. If the database
contains any unsaved object, you will be prompted to save the object before closing
the file.
To close a database :
1. Click the file tab, and then click close database.

5.11.6 Exiting access

When you finish using access 2010, you should exit the program to free up system
resources.
To exit access 2010 :
1. Click the file tab, and then click exit. Or, click the close button in the upper-
right corner of the program window.
2. Another option is to exit Access is Press ALT+F4 key together. With this
option you will exit from access in very easy way

5.12 Creating And Modifying Forms

Forms are used for entering, modifying, and viewing records. You probably have
had to fill out forms on many occasions, like when visiting a doctor’s office, applying
for a job, or registering for school. The reason forms are used so often is that they’re
an easy way to guide people into entering data correctly. When you enter
information into a form in Access, the data goes exactly where the database designer
wants it to go: into one or more related tables.

5.12.1 Creating forms

Forms is a graphical representation of a table, in which we used can insert new
data , change the present data or even can delete it. Forms and tables use similar data.
Whenever we change any record in form, it will automatically change in table. The
forms are most useful when we enter data according to field number. It is always very

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convenient to work in forms. It is more comfortable easier and popular to enter data
by forms that by datasheet view. Forms can be prepared by following two methods.

5.12.2 Create a form to display your data

Although it is possible to keep entering data into your table via the datasheet or
table view, it is better to do it via a nice looking screen.
To create a quick screen in MS Access 2010 simply go to the navigation pane and
click to highlight the table you wish to base the form on. For example here I have
clicked on the Students table.
Now head up to the ribbon and click on the create tab.
In the forms section click on the button named ‘Form’. (See figure 5.18)

Fig. 5.18

MS Access creates a nice simple form. Click on any of the text boxes to position
the cursor and edit the data.

Fig. 5.19

At the bottom you have navigation buttons to move you from record to each
record

5.13 Sorting
The records, as you have seen them so far, are shown in the order that they were
first entered into the database . For this reason, it wouldn’t have been easy to search a

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record you simply done it by scrolling through the records . Access sorts records by
their ID numbers. However, there are many other ways records can be sorted. For
example, the information in a database belonging to a Class could be sorted in
several ways :
➥ Result could be sorted by Name or by the marks of the students who were
appear in exam
➥ Students could be sorted by name or by the roll no.
➥ Students could be sorted by class.
You can sort both text and numbers in two ways: in ascending order and
descending order. Ascending means going up, so an ascending sort will arrange
numbers from smallest to largest and text from A to Z. Descending means going
down, or largest to smallest for numbers and Z to A for text. The default ID number
sort that appears in your tables is an ascending sort, which is why the lowest ID
numbers appear first.
Steps to sort student table are as follows :
1. Select a field in the cell you want to sort by. In student table, we will sort by
student name.

Fig. 5.20

2. Click the Home tab on the Ribbon, and locate the Sort & Filter group.
3. Sort the field by selecting the Ascending or Descending command.
(a) Select Ascending to sort text A to Z or to sort numbers from smallest to
largest. We will select this in our example because we want the names to
be in A-to-Z order.

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(b) Select Descending to sort text Z to A or to sort numbers from largest to

smallest.

Fig. 5.21

4. The table will now be sorted by the selected field.

5. To save the new sort, click the Save command on the Quick Access toolbar.

Fig. 5.22. Save

After you save the sort, the records will stay sorted that way until you perform
another sort or remove the current one. To remove a sort, simply click the Remove
Sort command.

Fig. 5.23. Remove Sort Command

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5.14 Filtering Data

Filters is the concept in MS-Access which allow you to view only the data you
want to see. When you want to create a filter, you have to set criteria for the data
you want to display. The filter then searches all of the records in the table, finds the
ones that meet your search criteria, and temporarily hides the other data.
Filters are useful because they allow you to look upon on specific records
without any distraction by the uninterested data. For instance, if you had a database
that included Students and Results information, you could create a filter to display
only students pass within a certain class or only students of a particular class.
Viewing this data with a filter would be far more convenient than searching for it in a
large table.
Follow these steps to apply filter:

5.14.1 To create a filter

1. Click the drop-down arrow next to the field you want to filter by. We will
filter by class because we want to see a list of students who were pass or fail in
the desired class by you

Fig. 5.24

2. A drop-down menu with a checklist will appear. Only checked items will be
included in the filtered results. Use the following options to determine which
items will be included in your filter :
➥ Select and deselect items one at a time by clicking their check boxes. Here,
we will deselect all of the options except for Class .
➥ Click Select All to include every item in the filter. Clicking Select All a
second time will deselect all items.

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➥ Click Blank to set the filter to find only the records with no data in the
selected field.

Fig. 5.25

3. Click OK. The filter will be applied. Our Student table now displays only class
9 record.

5.15 Creating Reports

Reports : Reports in Access allow you to print assembled data in a custom layout.
You can create reports based on tables and/or queries.
There are several methods for creating a report. We will focus on the Reports
wizard.
To create a report :
1. Click on the Create tab and then select Report Wizard from the Reports group.

Fig. 5.26

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2. The Report wizard launches.

Fig. 5.27

3. Click on the down arrow beside the Tables/Queries selection window and
choose the table or query you’re basing your report on. (NOTE : You can select
more than one table/queries. Repeat the step to add any additional
table/queries.
4. Add fields –
All the fields from your selected tables/queries appear in the Available Fields:
window.
➥ Use the button to add fields to the Selected Fields window, one-at-a-
time.
➥ Use the button to move all available fields into the Selected Fields
window at once.
➥ To remove individual fields from Selected Fields, click on each field and
press .
➥ To remove all fields, press .

Note : The order in which you add fields to the Selected Fields window
determines their default order in the report.
➥ When done, click Next.

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5.15.1 Create grouping levels

If desired, use the right arrow button to create grouping levels (group your
report listing by a category or categories), and use the up and down arrow buttons to
promote or demote a field's position. The left arrow button removes selected fields
from grouping levels.

Fig. 5.28
When done, click Next.

5.15.2 Sort by category (field)

You can select a sort order for up to four fields. Click on the down arrow to select
a field and then choose ascending or descending order.
When done, click Next.

Fig. 5.29

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5.15.3 Choose a layout

Choose from the various layout options and click Next.
Choose a page orientation – portrait or landscape.

Fig. 5.30

5.15.4 Assign a title

Enter a title for your report, or stick with the default title assigned by Access.
Make sure that Preview the report is selected and click Finish.

Fig. 5.31

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The report appears in Print Preview.

Note : Any changes to data in the source tables/queries are automatically

updated in your report.

Fig. 5.32

Things to Remember
1. Access 2010 is a Relational Database Management System (RDBMS).It is used
for database creation and management.
2. The database file is the main file of database which consists the whole data of
the document.
3. A table is the basic element of a Database and contains the data entered by
users.
4. A field is an individual set of data items that are of the same type.
5. A query that copies or changes data. Queries include append, delete, make-
table, and update queries.
6. One important setting for fields is the data type, which could be a number,
text, currency, and date/time.
7. Databases in Access 2010 are composed of four objects : tables, queries, forms,
and reports.
8. Forms are used for entering, modifying, and viewing records.
9. You can sort both text and numbers in two ways: in ascending order and
descending order.

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10. Filters is the concept in MS access which allow you to view only the data you
want to see
11. Reports in Access allow you to print assembled data in a custom layout.

Exercise
1. Fill in the Blanks :
1. .......................... is a relational database management system.
(a) Excel (b) Word (c) Power point (d) Access

2. .......................... is the main part of the database

(a) Query (b) Table (c) Form (d) Module

3. One field is the collection set of .......................... .

(a) Database (b) Tables (c) Data items (d) Forms

4. Queries are used for tables to convert, .........................., .......................... and

........................... .

(a) Store, Forms, Update

(b) For delete, Create table, Update

(c) For Store, Paste, Copy

(d) Copy Queries, Make modules, create reports

5. Important setting for a field is called .......................... .

(a) Database (b) Macro (c) Data types (d) Reports

2. Short Answer Type Questions :

1. Write the name of components of M-S Access.
2. Write datatypes that used in MS-Access.
3. What are the advantages of MS Access ?
4. What do you mean by record ?
5. What is table ? Name the different ways to create table.
6. What do you mean by Form ?
7. What is report ?

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3. Long Answer Type Questions :

1. What are the instructions to design database ? Explain it.
2. Write steps to make table through datasheet view.
3. How do the table create in design view ? Write steps.
4. What are the filters ? Write steps to implement it.
5. What is sorting ? How do you implement it on your document ?

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LESSON
6 Internet Applications
Objective of this Lesson
6.1 E-mail
6.1.1 Gmail
6.1.1.1 Creating New Account
6.1.2 CAPTCHA Code
6.1.3 How to send and receive mail?
6.1.4 How to attach File?
6.2 Google Apps
6.2.1 Google calendar
6.2.2 Google maps
6.2.3 Translate
6.2.4 Google +
6.2.5 Google Docs
6.2.6 Google Sheets
6.2.7 Google Slides
6.2.8 Play Store
6.2.9 Google Drive
6.3 How to download software?
6.4 Internet in Media
6.4.1 On Line Newspaper
6.4.2 Online TV Channels, Radio, Live programs(Streaming Media)
6.5 Cloud networking
6.5.1 Unique IP Address
6.5.2 Cloud Printing
6.6 Internet Security
6.6.1 Virus/Anti-Virus
6.6.2 Spyware
6.6.3 Trojan
6.6.4 Phishing Scams
6.6.5 Digital Signature

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Introduction of Internet Application

As we know that Internet is a worldwide collection of computer networks,
cooperating with each other to exchange data using a common software standard.
Through telephone wires and satellite links, Internet users can share information in a
variety of forms. One can surf for any kind of information over the internet.
Information regarding various topics such as Technology, Health & Science, Social
Studies, Geographical Information, Information Technology, Products etc. can be
surfed with help of a search engine.
Apart from communication and source of information, internet also serves a
medium for entertainment. For example Online Games, Songs Videos, Social
Networking Apps etc.
Internet allows us to use many services like Internet Banking, Online Shopping,
Online Ticket Booking, Online Bill Payment, email etc.
Internet provides concept of electronic commerce that allows the business deals
to be conducted on electronic systems

6.1 E-mail
Email, short for "electronic mail," is one of the most widely used features of the
Internet, along with the web. It allows us to send and receive messages to and from
anyone with an email address, anywhere in the world.
Email uses multiple protocols within the TCP/IP suite. For example, SMTP is
used to send messages, while the POP or IMAP protocols are used to retrieve
messages from a mail server. When we configure an email account, we must define
our email address, password, and the mail servers used to send and receive
messages. Fortunately, most webmail services configure our account automatically,
so we only need to enter our email address and password. Some of the webmail
services are Gmail (Google Mail), Yahoo mail, Rediff mail, Hotmail etc.

Fig. 6.1. E-mail

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6.1.1 Gmail
'Google Mail' or 'Gmail' is a free email service provided by Google. In many
ways, Gmail is like any other email service: You can send and receive emails, block
spam, create an address book, and perform other basic email tasks. But it also has
some more unique features that help to make it one of the most popular email
services on the Web.

6.1.1.1 Creating new account

In this , we'll study about how to get started with email by creating an account in
Gmail.

Note : We are using Chrome as our browser, however other browsers such as
Internet Explorer and Firefox will look similar.
Follow these step-by-step instructions to create a Gmail account
➥ Open up our internet browser.
➥ Type address.

Fig. 6.2. Gmail

Note : Or Click on “Gmail” link at the top right corner of the google home page.

Fig. 6.3. Google Home Page

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We'll now be in the 'Sign in' section.

Fig. 6.4. Create New Account and Sign In

As we don't have a Google account yet, we need to create one. Click Create an
account.

To set up our new account, Google needs some information about us

➥ Our first and last names.

➥ The 'choose our username' is the unique email address that we wish to use,
which will be placed before '@gmail.com'. Because it needs to be unique,
Google may have to check the availability of any name that we decide on to
make sure that no one already has it. Type an email name into the 'choose our
username' box .Once we finalise our email address, it's a good idea to make a
note of it so that we can refer to it until we remember it.

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Fig. 6.5. Set Up Our New Account

➥ We'll need to give a password so that we can log in securely to our account.
Google may explain that we should try one with at least 8 characters long to
be secure. Use letters and numbers to make the password more secure and
difficult to guess. We'll need to re-enter our password to ensure that it's we
choosing it and not a hacker's robot. This is why it also asks we to insert two
random words at the bottom of the page this is a CAPTCHA code. We can

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skip this step if we don't want to type in the CAPTCHA code but we will need
to verify via a mobile phone if we don't.(Captcha Code is described ahead in
section 6.1.2)
➥ Then fill your birth date (Month, Day, Year)
➥ Fill your Gender(Male/Female)
➥ Mobile phone number and any other e-mail address(if exist)
Once we have completed this page fully, clicking Next Step will take us to the
next Page.

Fig. 6.6. Continue to Gmail

We will now have set up our account.

Click “Continue to Gmail” to go to our inbox and get started.

6.1.2 Captcha Code

A CAPTCHA (an acronym for "Completely Automated Public Turing test to tell
Computers and Humans Apart") is a type of test used in computing to determine
whether or not the user is human.

A CAPTCHA is a program that protects websites by generating and grading tests

that humans can pass but current computer programs cannot. For example, humans
can read distorted text as the one shown below, but current computer programs can't.

CAPTCHA
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6.1.3 How to send and receive E-mail?

To send an email, click "Compose Mail" located above the folder list. An entry
form appears in the Gmail interface.

Fig. 6.7. Compose Mail

Fig. 6.8. Send Mail

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The recipients : In the "To:" box, type the address of the person we want to write
to. For multiple recipients, separate the addresses with commas.
To view the "Cc:" tab click "Add Cc". Cc means "carbon copy", type here the
addresses of people who are not the main recipients of the message, but we still want
to send a copy to.
To view the "Bcc:" tab click "Add Bcc". Bcc stands for “Blind carbon copy ”, type
here the addresses of people we want to send a copy of the mail to, without the other
recipients knowing.
The subject
In "Subject:", enter the subject of the email. Enter the text itself. By default, Gmail
will send a message in HTML format.
When we finish typing our mail, click the "Send" button to send it immediately or
on the "Save" button to save as draft.
We'll see that sending emails is a really easy process.

Reading our mails : All emails received are stored in the inbox. The number of
unread messages is indicated in brackets to the right of the "Inbox" folder. Gmail
automatically checks every two minutes when new messages arrive.

By default, a single message is summed up in one line :

➥ Dispatcher
➥ Subject
➥ The first words in the text
➥ The date (or time) to dispatch

Fig. 6.9. Reading our mails

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6.1.4 How to attach file(s)with email message

In the new message window, click the paperclip icon to add an attachment. Find
and click on the folder or files we wish to attach, then click "Open" and we should see
the attachment added to our message. In the most recent versions of browsers like
Chrome and Firefox, we can also simply drag and drop files into Gmail's Compose
window to upload an attachment.

Fig 6.10. Window To Upload An Attachment

6.2. Google Apps

Apps is an abbreviation for application. An app is a piece of software. It can run on
the Internet, on our computer, or on our phone or other electronic device. The word
"app" is a more modern usage, but this is really the same thing as a program.
Google refers to their online services as apps, but they also sell a specific suite of
services known as Google Apps

Fig. 6.11. Google App Link

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Google Apps is a suite of Web-based applications from Google that includes e-

mail, calendar, word processing, spreadsheet and presentations.

Fig. 6.12. Google Apps

6.2.1 Google Calendar

Google Calendar is a time-management web application and mobile app created
by Google. Users are required to have a Google Account in order to use the
app.Google Calendar allows multiple calendars to be created and shown in the same
view. Each can be shared, either read-only or with full edit control, and either with
specified people or with everyone (public calendars).

Fig. 6.13. Google Calendar

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6.2.2 Google Maps

Google Maps is a desktop web mapping service developed by Google. It offers
satellite imagery, street maps, 360° panoramic views of streets (Street View), real-
time traffic conditions (Google Traffic), and route planning for traveling by foot, car,
bicycle (in beta), or public transportation.

Fig. 6.14. Google Maps

6.2.3 Translate
Google Translate is a free multilingual statistical machine translation provided
by Google to translate text, speech, images, or real-time video from one language
into another.

Fig. 6.15. Google Translate

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6.2.4 Google+
Google+ (Google Plus) is Google's attempt at social networking. The Google+
service that delivers functionality and many features similar to those of Facebook.
Features in Google+ include "Posts" for posting status updates, "Circles" for
sharing information with different groups of people (like Facebook Groups), "Sparks"
for offering videos and articles users might like, and "Hangouts" and "Huddles" for
video chatting with a friend or group of friends.

Fig. 6.16. Google +

6.2.5 Google Docs

Google Docs is an online word processor that lets you create and format text
documents and collaborate with other people in real time

Fig. 6.17. Google Docs

6.2.6 Google Sheets

Google Sheets is an online spreadsheet app that lets you create and format
spreadsheets and simultaneously work with other people.

Fig. 6.18. Google Sheets

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6.2.7 Google Slides

Google Slides is an online presentations app that allows you to show off your
work in a visual way.

Fig. 6.19. Google Slides

Fig. 6.20. Google Docs

6.2.8 Play Store

Google Play is Google's online store for purchasing and downloading apps, music,
books, movies and similar content for use on Android-powered smartphones, tablets,
Google TV and similar devices. The Google Play store, which comes pre-installed on
Android devices, allows users to purchase, download and install applications from
Google and third-party developers.

Fig. 6.21. Play Store

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6.2.9 Google Drive

Google Drive is a service offered by Google that allows us to store and share files
online. The service was launched on April 24, 2012 and provides 5 GB of free storage.
Additional storage can be purchased for a monthly fee.

Fig. 6.22. Google Drive

6.2.9.1 Benefits of Google Drive

1. Google Drive lets us send large files to our colleagues, clients and friends
directly from our Gmail account.
2. Google Drive allows us to access our files remotely. With Drive, all our files
become available on the web.
3. Google Drive has its own mobile application which gives us access to our
files on our iPhone or smartphone, no matter where we are!
4. Google Drive has an efficient built-in search engine which allows us to find
content easily with a keyword search. We can also look for files by owner or
by file type.
5. Google Drive is equipped with an OCR (optical character recognition)
function, which allows us to search for words or expressions in scanned
documents. For example, finding someone's name in an old newspaper article
that was scanned and saved on Google Drive is possible .
6. Google Drive allows users to open various types of files, like.ai (Adobe
Illustrator) and even .psd (Photoshop) files.
7 .Main Benefit- All the facilities described above are free.

Note : On Google Drive, our data can't get lost, no matter what we do to our
computer?

6.2.9.2 How to share file(s)?

1. Open Drive, or a file or folder we want to share.
2. Open the sharing box :
➥ While we have a file open : Click Share in the top-right corner.
➥ While we have a folder open : Click the share icon in the top-right.

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From our file list in Drive : Select the name of a file or folder and click the
share icon at the top .
3. Under “People” in the sharing box, type the email addresses of the people or
Google Groups we want to share with. We can also search for contacts by
typing them into the box.
4. Choose the type of access we want to give these users by clicking the
dropdown arrow to the right of the text box:
➥ Can edit : Users can edit the file or folder and share it with others
➥ Can comment : Users can view and add comments to the file, but can't edit
it. Folders can't be given comment access.
➥ Can view : Users can see the file or folder but can't edit or comment on it
5. Click Done. The users will receive an email letting them know we've shared
the file or folder with them.

Fig. 6.23. Share file

6. If we want to share multiple files at once, add the files to a folder in Drive and
then share the entire folder with the people we want to see the files.

6.3 How to download software's

Downloading is how we copy a file from a website to our computer, tablet, or
device. An upload is when we send a file to a website. Downloads are mostly used
for program installations, apps, documents, and anything else that we need a local
copy of. Uploads are mostly used for sending documents.
The same basic steps apply to most downloads :
➥ Click the link.
➥ Choose open or save.
➥ Confirm the download.
➥ run or open the download.

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6.4 Internet in Media

TV, radio, and the Internet used to be completely separate things, but that's no
longer true with today's technology. We can now watch TV shows on our computer,
and we can connect to the Internet on many TVs and DVD/Blu-ray players. In
addition, radio stations from around the world allow us to listen online, and many
online radio stations now exist.

6.4.1 On Line Newspaper

Online newspaper is the online version of a newspaper, either as a stand-alone
publication or as the online version of a printed periodical. Going online created
more opportunities for newspapers, such as competing with broadcast journalism in
presenting breaking news in a more timely manner.

Fig. 6.24 On Line Newspaper

6.4.2 Online TV channels, Radio, Live programs(Streaming Media)

TV and radio on the Internet are examples of streaming media, which means the
media downloads while it's playing so we don't have to wait for it to download first.
Our smartphone or computer.

Fig. 6.25. Online TV channels, Radio, Live programs(Streaming Media)

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Online radio is the distribution of audio broadcasts over the Internet. There are
thousands of Internet radio stations that can be streamed to a software media player
in a computer, mobile device, stand-alone Internet radio, media hub or media server.
Often called "Webcasts," they come from several organizations as well as traditional
AM and FM radio stations. If an Internet radio has built-in wireless connectivity, it
may be called a "Wi-Fi radio."
The number of online TV services is growing by the day, and every time we wake
up there seems to be dozens more ways to enjoy our favorite programs. For example
we can listen live kirtan from Harmandir Sahib (Amritsar Punjab) on our
smartphone or computer

Fig. 6.26. Live TV services

6.5 Cloud Networking

What is Cloud ?
The term Cloud refers to a Network or Internet. In other words, we can say that
Cloud is something, which is present at remote location. Cloud can provide services
over public and private networks, i.e., WAN, LAN or VPN.

Intrastructure
Application

Storage

Fig. 6.27Cloud Networking

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Applications such as e-mail, web conferencing, customer relationship

management (CRM) execute on cloud.
Cloud networking refers to manipulating, configuring, and accessing the
hardware and software resources remotely. It offers online data storage,
infrastructure, and application.
Cloud networking offers platform independency, as the software is not required
to be installed locally on the PC. In cloud networking it is simple to add more stuff.
Cloud networking provides the ability to scale up and down when additional users
are added and when the application requirements change.

6.5.1 Unique IP Address

Every machine on the Internet has a unique number assigned to it, called an IP
address. Without a unique IP address on our machine, we will not be able to
communicate with other devices, users, and computers on the Internet. We can look
at our IP address as if it were a telephone number, each one being unique and used
to identify a way to reach us and only us.
An IP address always consists of 4 numbers separated by periods, with the
numbers having a possible range of 0 through 255. An example of how an IP address
appears is : 192.168.1.10
This representation of an IP address is called decimal notation and is what is
generally used by humans to refer to an IP address for readability purposes. With the
ranges for each number being between 0 and 255 there are a total 4,294,967,296
possible IP addresses.
Out of these addresses there are 3 special ranges that are reserved for special
purposes. The first is the 0.0.0.0 address and refers to the default network and the
255.255.255.255 address which is called the broadcast address. These addresses are
used for routing. The third address, 127.0.0.1, is the loopback address, and refers to
our machine. Whenever we see, 127.0.0.1, we are actually referring to our own
machine.

6.5.2 Cloud Printing

Wouldn't it be easier if we can connect all our devices including our tablets and
phones to one particular printer and print straight from any one of the devices,
from anywhere, as long as we're connected to the Internet?
Cloud Printing enable users to print documents and other materials on any
device associated with the cloud(network). Users create content with any software

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tool they want and transfer the file to a cloud printing service provider via whatever
device they choose, which then routes the file to a cloud-attached printer at a location
selected by the user.

Fig. 6.28. Cloud Printing

6.6 Internet Security

The Internet provides a wealth of information and services. Many activities in our
daily lives now rely on the Internet, including various forms of communication,
shopping, financial services, entertainment and many others. The growth in the use
of the Internet, however, also presents certain risks. Just think about all the
information we send over the Internet, such as personal messages, bank account
information, photographs, etc.
As a typical Internet user, we have the reasonable expectation that our
communications and transactions are private and secure. When we make a video call
to a family member, we expect that nobody else is watching. When we buy
something online with a credit card, we expect that nobody else can get access to our
credit card details.
The Internet is indeed private and secure, but there are a number of serious
security risks.

6.6.1 Virus/Anti-virus
A computer virus is a computer program that replicates itself into other computer
programs and can cause damage to a computer's software, hardware or data. Once a

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virus is present on a computer, it typically performs some type of harmful action,

such as corrupting data or obtaining sensitive information.

Fig. 6.29. Virus

The best way to deal with the threat of a computer virus is to use antivirus
software. Antivirus software helps to protect a computer system from viruses and
other harmful programs. One of the most common ways to get a virus on our
computer is to download a file from the Internet that is infected. Antivirus software
scans our online activity to make sure we are not downloading infected files.
Antivirus software also helps to detect and remove viruses from our computer
system if we do get infected.

6.6.2 Spyware
Spyware is a program installed on our computer that sends information about us
and how we use our computer to a third party, typically without we being aware this
is happening. Spyware often enters our system when we install some type of free
software from an untrusted source. Since we authorized the installation,
conventional protection methods, such as antivirus software, do not prevent spyware
from getting installed in this manner.
Once the spyware program is installed, it starts collecting information. Some
spyware programs are relatively harmless and collect very generic information that
does not personally identify us. Other spyware programs may record our actual
keystrokes, including any passwords, and may search through any of our files
looking for something that looks like a credit card number. These types of spyware
programs can definitely be harmful.
Once spyware has collected its information, it sends this to whoever created the
program. Again, this happens without our notice. Removing the spyware can be

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difficult - often the program installs itself again as quickly as we can delete it. To
counter spyware, we need to use a dedicated spyware management tool. Some
antivirus software are bundled with spyware management tools, but they are
separate functions.

6.6.3 Trojan
A Trojan horse, often shortened to Trojan, is a type of malware designed to
provide unauthorized, remote access to a user's computer. Trojan horses do not have
the ability to replicate themselves like viruses; however, they can lead to viruses
being installed on a machine since they allow the computer to be controlled by the
Trojan creator. The term gets its name from the Greek story of the Trojan War, when
the Greeks offered the Trojans a peace offering in the form of a large wooden horse.
However, once the Trojans wheeled the horse behind their closed gates and night fell,
the soldiers hidden inside the horse climbed out and opened the city gates, allowing
the Greek army to infiltrate Troy and capture the city.

Fig. 6.30. Trojan

Trojan horse software operates the same way, where Trojan is our computer and
the horse is the benign-seeming application.

6.6.4 Phishing Scams

Phishing is an e-mail fraud method in which the wrongdoer sends out legitimate-
looking email in an attempt to gather personal and financial information from
recipients. Typically, the messages appear to come from well-known and
trustworthy Web sites. The message tricks people into providing sensitive
information, such as their login details. A typical scam consists of a message that
describes some issue with our account and requires us to login to our account to
confirm something. The message looks very official, using logos and formal language,
just like we would expect from a genuine source. When we follow the link, the

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webpage looks very real - but if we look closely, the Internet address is actually not
the official one.

Fig. 6.31. Phishing Scams

Financial institutions don't send out these types of messages. Don't follow the link.

6.6.5 Digital Signature

The centuries-old means of documenting transactions and creating signatures are
changing fundamentally. Documents continue to be written on paper, but sometimes
merely to satisfy the need for a legally recognized form. In many instances, the
information exchanged to effect a transaction never takes paper form. It also no
longer moves as paper do; it is not physically carried from place to place but rather
streams along digital channels at a speed impossible for paper. Paper documents can
be read efficiently only by human eyes, but computers can also read digital
information . The basic nature of the transaction has not changed; however, the
transaction's form, the means by which it is represented and affected, is changing.
Digital signature technology generally surpasses paper technology.
Digital Signature is a digital code which is attached to an electronically
transmitted document to verify its contents and the sender's identity.

Fig. 6.32. Digital Signature

Digital signatures are created and verified by means of cryptography, the branch
of applied mathematics that concerns itself with transforming messages into

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seemingly jumbled or meaningless forms and back again. For digital signatures, two
different keys are generally used, one for creating a digital signature and another
key for verifying a digital signature.

Things to Remember
1. E-mail allows us to send and receive messages to and from anyone with an
email address, anywhere in the world.
2. A CAPTCHA is a type of test used in computing to determine whether or not
the user is human.
3. All emails received are stored in the inbox.
4. Google Apps is a suite of Web-based applications from Google that includes e-
mail, calendar, word processing, spreadsheet and presentations.
5. Every machine on the Internet has a unique number assigned to it, called an IP
address.
6. Cloud networking refers to manipulating, configuring, and accessing the
hardware and software resources remotely.
7. Cloud Printing enable users to print documents and other materials on any
device associated with the cloud(network).
8. The Internet is indeed private and secure, but there are a number of serious
security risks.
9. Phishing is an e-mail fraud method in which the wrongdoer sends out
legitimate-looking email in an attempt to gather personal and financial
information from recipients.
10. Digital Signature is a digital code which is attached to an electronically
transmitted document to verify its contents and the sender's identity.

Exercise
1. Fill in the Blanks :
1. 'Gmail' is a free email service provided by .......................... .
(a) Yahoo (b) Google (c) Rediffmail (d) Hotmail
2. Every machine on the Internet has a unique number assigned to it, called
an .......................... .
(a) Address (b) E-mail (c) ID (d) IP Address

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3. A .......................... is a type of test used in computing to determine whether or

not the user is human.
(a) CAPTCHA (b) DERTSA (c) HEPTCHA (d) NEPHCA
4. .......................... is a type of malware designed to provide unauthorized, remote
access to a user's computer.
(a) Spyware (b) Trojan (c) Malware (d) Horse
5. TV and radio on the Internet are examples of .......................... media.
(a) Streaming (b) Limited (c) Online (d) Offline

2. True/False :
1. Spyware is an e-mail fraud method in which the wrongdoer sends out
legitimate-looking email in an attempt to gather personal and financial
information from recipients.
2. Google Drive does not allow us to store and share files online.
3. The best way to deal with the threat of a computer virus is to use antivirus
software.
4. In BCC we type the addresses of people we want to send a copy of the mail to,
without the other recipients knowing.
5. Digital signatures are created and verified by means of biography.

3. Short Answer Type Questions :

1. What is a CAPTCHA code ?
2. What do you mean by Google Apps ?
3. What is Digital Signature ?
4. Write the process of sending an e-mail.
5. Write the basic steps of downloading.
6. What is cloud printing ?
7. Name four anti virus software.

4. Long Answer Type Questions :

1. What is IP Address ? Explain.
2. Explain any three Google Apps.
3. Explain the process of creating an e-mail account in Gmail.
4. What are the benefits of google drive ?

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LESSON
7 E - governance
Objective of this Lesson
7.1 Introduction
7.2 Main characteristics of Good Governance
7.3 History and development of E – governance
7.4 E – governance
7.5 Objectives of E governance
7.6 E – governance Models
7.6.1 Government to citizens (G2C)
7.6.2 Government to government (G2G)
7.6.3 Government to employees (G2E)
7.6.4 Government to businessman (G2B)
7.7 Areas of E – governance
7.7.1 E- Governance in urban areas
7.7.1.1 Transportation
7.7.1.2 Online payment of bills and taxes
7.7.1.3 Information and public relation key services
7.7.1.4 Municipal services
7.7.1.5 Roads and traffic management
7.7.2 E- Governance in rural areas
7.7.2.1 Agriculture
7.7.2.2 Local information
7.7.2.3 Disaster management
7.7.2.4 Land record management
7.7.2.5 Panchayat
7.7.3 E – Governance in Health
7.7.4 E – Governance in Education

7.1 Introduction
Before we start learning e-governance, we must know about meaning of
governance. The concept of "governance" is not new. It is as old as human
civilization."Governance" means : the process of decision-making and the process by

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which decisions are implemented. Various actors are involved in governance. An

analysis of governance focuses on the formal and informal actors involved in
decision-making and implementing the decisions. Government is one of the actors in
governance. Other actors involved in governance vary depending on the level of
government.

Fig. 7.1. Levels of Governance

Good governance is the processes of making and implementing decisions. It's not
about making 'correct' decisions, but about the best possible process for making and
implementing those decisions.

7.2 Main characteristics of Good Governance

1. Good governance is answerable to the community, for the consequences of
decisions it has made.
2. Good governance is transparent which means that people are able to clearly
see how and why a decision was made.
3. Good governance follows the rule of law.
4. Good governance is responsive which means that government always tries to
serve the needs of the entire community timely and appropriately.
5. Good governance is effective and efficient in implementing decisions and
follows processes that make the best use of the available people, resources and
produce results that meet the needs of society.
6. Good governance is participatory. Anyone affected by or interested in a
decision have the opportunity to participate in the process for making that
decision. This can be done in several ways such as by providing community
members with information, ask for their opinion, given the opportunity to

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make recommendations or, in some cases, be part of the actual decision-

making process.

7.3 History and development of E – governance

In India E-Governance originated during the seventies. At that time government
adopted its applications in the areas of defense, economic monitoring and planning.
The ICT was used to manage data related to elections, census, tax administration etc.
After that, with the efforts of the National Informatics Center (NIC) all the district
headquarters were connected during the eighties. From the early nineties, e-
governance has used IT for wider sectoral applications with emphasis on reaching
out to rural areas.
Earlier, a talk between a citizen and the Government takes place in a government
office. But with the advancement of Information and Communication technologies,
work culture of government offices has enhanced. Information and Communication
Technologies has made it possible to locate service centers near to clients. Such
centers may consist of an unattended kiosk in the government agency, a service kiosk
located close to the client outside the government agency, or the use of a personal
computer at home or office.
In all the cases public traditionally look for information and services addressing
his/her needs. In both cases quality and efficiency are of great importance. Therefore,
the establishment of e-Governance requires a good knowledge of the needs that exist
in the society and that can be offered using ICT.
Due to widespread demand of E-governance and exponentially increasing size of
data, new technologies like Open source solutions and cloud computing need to be
used in working of government. Today, electricity, water, phone and all kinds of bills
can be paid over the internet. All these work is what government and citizens are
using and doing. All this dependents on internet and when citizens depends on
government internet services all that come is E-Governance.

7.4 E – governance:
Online working of a government or providing its services online to its citizens at
their door step is known as E-Governance. In other words, E-Governance means
online availability of government services.
In today's world the development of any country depends on the uses of E-
Governance. E-Governance has made the working of government more efficient and

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more transparent to its citizens. Success or failure of any government depends on

three things :
1. The way the government works.
2. Transparency in its working and information.
3. Communication to its citizen.
In E-Governance, government makes best possible use of internet technology to
communicate and provide information to common peoples and businessman.

There are four pillars of E-Governance :

1. CONNECTIVITY : Connectivity is required to connect the people to the
services of the government.
2. KNOWLEDGE : The knowledge here is referred to as IT knowledge.
Government employs skilled engineers who can make it possible to work e-
governance in an efficient way.
3. DATA CONTENT : To share information over the internet, government
possesses its database which should have the data content related to
government services.
4. CAPITAL : Capital is referred to money used by government to provide their
services.

7.5 Objectives of E – governance

The objective of e-governance is to support and simplify governance for all
parties - government, citizens and businesses. In other words, in e-governance uses
electronic means to support and encourage good governance. Therefore the
objectives of e-governance are similar to the objectives of good governance.

The two main objectives of e-governance are :

1. To satisfactorily fulfil the public's needs and expectations by simplifying their
interaction with various online services.
2. To facilitate a speedy, transparent, accountable, efficient and effective process
for performing government administration activities.
Here we can say that e-governance is more than just a Government website on the
Internet. Political, social, economic and technological aspects are determined in e-
governance.

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7.6 E-governance models

E-GOVERNANCE services can be shared between citizens, businessman,
government and employees.

These four models of e-governance are as :

1. Government to citizens (G2C)

2. Government to government (G2G)

3. Government to employees (G2E)

4. Government to businessman (G2B)

7.6.1 Government to citizens (G2C)

This model of e-governance refers to the government services which are shared
by citizens. In this model, citizens visit to the links of services that they want to use.
This model strengthens the bond between government and its citizen. Type of
services which are provided by this model includes:-

1. Payment of online bills such as electricity, water, telephone bills etc.

2. Online registration of applications.

3. Copies of land-record.

4. Online filling of complaints.

5. Availability of any kind of online information.

7.6.2 Government to government (G2G)

This model refers to the services which are shared between the governments.
There is lots of information that need to be shared between various government
agencies, department and organizations. These types of services or information are
as :

1. Sharing of information between police department of various state.

2. Government document exchange which includes preparation, approval,

distribution, and storage of all governmental documents, is also done through
e-governance.

3. Most of the finance and budget works are also done through e-governance.

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7.6.3 Government to businessmen (G2B)

Through this model, bond between private sector and government is
strengthened. It is used by businessmen to communicate to the government. Type of
services which are provided by this model includes:-
1 Collection of taxes.
2 Rejection and approval of patent is done by this model.
3 Payment of all kind of bills and penalty.
4 Sharing of all kind of information, rules and data.
5 Complaints or any kind of dissatisfaction can be shown by this.

7.6.4 Government to employees (G2E)

This model increases the transparency between government and its employee.
Here, employee can keeps a check on the functioning and working of government
and government can keep track on its employees. Information that can be shared by
this model :
1. All kind of data submission (attendance record, employee record etc.) from
various government offices is done by this model.
2. Employee can file all kinds of complaints and dissatisfaction by this model.
3. All kind of rule- regulation and information for employees can be shared by
this.
4. Employees can check their payment and working record.
5. Employees can register all kind of working forms online.

7.7 Areas of E governance

Today area of e-governance is very wide. E-Governance is implemented by
government in almost every field. From urban states to rural areas, e-Governance has
spread its root everywhere. Either its public or private sector, common man or
businessman all is largely dependent on e-governance. Here we will go through
different areas where e-governance is widely used. In the following section, the
projects used in urban and rural areas of India are stated :

7.7.1 E-Governance in urban areas

7.7.1.1 Transportation
Services provided by e-governance in this area are :
1. Issue of learner licensees, Issue of driving licenses, Renewal of driving licenses
etc.

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2. To provide transport related facilities online.

3. For online bookings, cancellation of seats, for enquiry about departure of
buses, availability of seats and buses etc.
4. Issuance of Time Table of buses.
5. Provision of booking facility for Interstate transport.
6. Transportation Improvement Program.
7. Regional Transportation Plans.
8. Congestion Management Process.
9. Transportation Demand Management.

➥ Various projects such as

1. IRCTC (Indian Railway Catering and tourism Cooperation ltd.) Offers online
rail ticket booking, and checking of ticket reservation status.
2. HRTC (Himachal Road Transport Corporation project) is for online bookings,
cancellation of seats, for enquiry about departure of buses, availability of seats
and buses etc.

7.7.1.2 Online payment of bills and taxes

Services provided by e-governance in this area are :
1. Online Transactions such as payment of license fees, university fees, etc.
2. Payment of Bill such as online payment of electricity and water bills,utility
bills, to avail of trade licenses and transact on government matters at these
facilities.
3. Payment of taxes such as online payment of motor vehicle taxes, revenue taxes,
4. Payment of house EMIs.

➥ Various Projects such as

1. SAMPARK by Chandigarh government.
2. E-Suvidha by the government of Uttar Pradesh.
3. E-SEVA (Electronic seva) by Andhra Pradesh.
4. E-Mitra by the Government of Rajasthan

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7.7.1.3 Information and public relation key services

With these kinds of projects people can get any kind of information with just a
single click are as under :
1. Information about vacancies, tenders and market rates etc.
2. Village e-mail etc.

➥ Various projects such as

1. LokMitra by the government of Himachal Pradesh.

7.7.1.4 Municipal services

Services provided are as :
1. House Tax Assessment, Billing and Collection.
2. Maintaining records of Land & property. Certificates like Land sale
Permission, Legal heir certificate.
3. Issue of Passport Verification Certificate.
4. Issue of Death and BirthCertificates.
5. Registration & Attorneys of properties such as computerization of the
Document registration work at Sub Registrar Office.
6. Provide services such as issuance of certificates, issuance of orders in respect
of Social Security Schemes such as old age pension, widow pension, freedom
fighter pension etc.
7. Review and approval authority for site plans

➥ Various projects such as

1. SDO Suite by Assam government.
2. Rural Digital Services.

7.7.1.5 Roads and traffic management

Services provided by this type of e-governance is :
1. Network of Roads & Bridges.
2. Road construction and their maintenance.
3. Traffic Management.
4. Safety, Accident and pollution control.

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➥ Various projects such as

1. RSPCB (Rajasthan State Pollution Control Board) by Govt. of Rajasthan.

7.7.2 Areas of e-governance in rural areas

In rural areas e-governance has its very powerful impact. Here, from agriculture
to local information everything is done through e-governance.

7.7.2.1 Agriculture
Following are the projects used in Agriculture.
1. AGMARKNET : It is a project approved by Department of Marketing &
Inspection (DMI), Ministry of Agriculture, and Government of India.
2. SEEDNET : It is a SEED informatics network under ministry of Agriculture,
Government of India.

7.7.2.2 Local information

For local information such as personal information, prices of seeds, fertilizers,
loan rates etc. government has started e-governance service in this area also.

➥ Various projects such as

1. E-Aadhar is a 12 digit individual identification number issued by the Unique
Identification Authority of India on behalf of the Government of India.This
number serve as a proof of identity and address, anywhere in India. Aadhaar
letter received via India Post and e-Aadhaar downloaded from UIDAI website
are equally valid.
2. E-JanSampark : Services & Information accessible to the common man in his
locality to meet his basic need. This project is started by Chandigarh.

7.7.2.3 Disaster management

To manage disaster, is a very big challenge for the government as these are
natural phenomena and are unpredictable. To deal with these disasters, much state
government has started e-governance service for this.
➥ Project in this area are :
1. Chetana by the state of Bihar is a Disaster management system which has been
started to deal with natural disasters such as flood and earthquake.

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7.7.2.4 Land record management

By facilitating e-governance service in this area, millions of land records can be
maintain in a very short time span.

➥ Projects in this area are :

1. Land Records Management System State Government of Punjab.
2. Devbhoomi State Government of Uttarakhand.
3. Bhu-Lekh UP State Government of Uttar Pradesh.
4. E-Dhara State Government of Gujarat.

7.7.2.5 Panchayat
Services provided by e-governance in this area are :
1. Issue of Birth/Death certificate.
2. Application for inclusion of name in Voter list.
3. Conducting various welfare schemes for the poor and needy sections of the
society.
4. Preparing district wise planning, implementing those plan, and review for
success.
5. To provide wage employment to the needy from amongst the poorest section
of the rural society.
6. Rural water supply and sanitation.

➥ Various projects :
1. E-GramViswa Gram Project by Gujarat.

7.7.3 E-governance in Health

Service provided by these projects are as :
1. Availability of medicines.
2. Special health camps.
3. Facilities at Anganwadi centers.

➥ Various projects are :

1. Hospital OPD Appointment : Hospital OPD Appointment System is welfare
measure undertaken by Chandigarh Administration to make life of citizens
simpler.

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2. Another step taken ahead by PGI through its web portal for online registration
and appointment with concerned doctors.
3. Online Vaccination Appointment for International Traveler : Citizen centric
application for the purpose of vaccination of the persons proceeding abroad
and issuance of International Health Certificate.

7.7.4 E-governance in Education

Providing basic education (elementary, primary, and secondary) to children.
1. Providing computer education to children.
2. Results for 10th & 12th classes.
3. Information on eligibility for “Distribution of books” scheme.

➥ Various projects are :

1. Online Scholarship Management System such as Ashirwad portal by Punjab
Government : It is meant for the purpose of distribution of scholarships and
fees reimbursement.

Things to Remember
1. "Governance" means : the process of decision-making and the process by
which decisions are implemented.
2. Good governance is the processes of making and implementing decisions.
3. Good governance follows the rule of law.
4. The establishment of e-Governance requires a good knowledge of the needs
that exist in the society and that can be offered using ICT.
5. In E-Governance, government makes best possible use of internet technology
to communicate and provide information to common peoples and
businessman.
6. E-GOVERNANCE services can be shared between citizens, businessman,
government and employees.
7. IRCTC (Indian Railway Catering and tourism Cooperation ltd.) Offers online
rail ticket booking, and checking of ticket reservation status.
8. Online Scholarship Management System such as Ashirwad portal by Punjab
Government is the purpose of distribution of scholarships and fees
reimbursement.

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Exercise
1. Multiple Choices :
1. G2C stands for .................................................... .
(a) Government to cooperation (b) Grievances to cooperation
(c) Government to citizen (d) None of these
2. G2G stands for .................................................... .
(a) Government to Government (b) Get to Go
(c) Gather to Go (d) None of these
3. G2E stands for .................................................... .
(a) Grievance to employee (b) Government to employee
(c) Government to environment (d) None of these
4. G2B stands for .................................................... .
(a) Government to Banks (b) Government to Businessmen
(c) Government to Business (d) None of these
5. IRCTC stands for .................................................... .
(a) Indian Railway Catering and tourism Cooperation ltd.
(b) Indian Runway Catering and tourism Cooperation ltd.
(c) Indian Railway Catering and travelling Cooperation ltd.
(d) Indian Railway Cargo and tourism Cooperation ltd.

2. Short Answer Type Questions :

1. What is E governance ?
2. What are the two main objectives of e-governance ?
3. Write the area of E-governance in urban ?
4. Write the area of E-governance in rural ?

3. Long Answer Type Questions :

1. Write the main characteristics of Good Governance
2. Explain the four pillars of E-Governance
3. Explain the four models of e-governance
4. Write about E-GOVERNANCE IN HEALTH and EDUCATION
5. Describe the history and development of E governance.

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