Application Software GIT | Lesson 04

- Word Processing Software –

Word processing software is a software application that performs the task of composing,
editing, formatting, and printing of documents.

Usage of word processing software

 Word processing software is used to create and manipulate a text document, such as a letter, a
resume, a brochure, or a report.
 Common word processing packages available:
Microsoft Word, Open Office Writer, Libre Office Writer etc.

Components in GUI of a word processing software

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Application Software GIT | Lesson 04

Creates a New Document

When you open word processing software, you directly create a new document.

Typing and deleting text in a document

 You can type text using keyboard and also can insert symbols.
 Deleting can be done using Delete key or Backspace key (← ).
o Delete key
 used to delete the text right to the cursor
o Backspace key
 used to delete text left to the cursor.
o Selected text or objects can be deleted using either delete or Backspace key.

Text formats
 To apply particular text formatting before typing of a text, click on the relevant tool (button)
and type the text
 To apply formatting after typing the text, select the text first and click on the relevant tool
(button)

Types of formatting
Bold, Italic, Underline, Text colour, Text background colour, Styles etc.

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Application Software GIT | Lesson 04

Paragraph formats
To format a paragraph, select the paragraph and click on the tool(button) available in the
Paragraph tool box
Ex. Indentation, Alignment, Line spacing etc.

Edit a document
 Undo – you can undo the previous action/s. This is helpful in case of unnecessary action/s
happened.
 Redo – This can be applied to repeat the actions which was undone, in sequential order
 Cut - used to move a text or object to another place. Selected text or object is moved to
the clipboard
 Copy - used to copy a text or object to another place. Selected text or object is moved to
the clipboard
 Paste - Paste command places the copied or cut, text or object in the new position. Once
you copy or cut a particular text or object, it can be pasted any required times, as
far as it is in the clip board.
 Find and Replace – Find and replace tool allows finding a text in the document and
replacing it with another text wherever it appears in the document.
 Grammar and spell checker - This feature allows user to check spelling and
grammatical errors and correct them
 Inserting and editing objects – Objects such as shapes, pictures, charts, Clip arts can be
inserted into a document and edit them as required
 Inserts equations, symbols, links, breaks, date and time if necessary –
Equations, Symbols, Hyperlinks and bookmarks, page breaks, Date and time,
can be added to the document using relevant tool

Shortcut keys
Instead of using menu and tools, different shortcut keys can be used to perform functions.
Some frequently using shortcut keys are:

 Control + N – to open a new document at once

 Control + p – to open print dialog box
 Control + C – to copy selected text or object
 Control + X – to move selected text or object
 Control + V – to paste copy/cut text or object in another place
 Control + Z - Undo
 Control + Y – Redo
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Application Software GIT | Lesson 04

Working with tables

 Tables can be used to enter data in tabular form.
Ex. Creating a time table.
 Tables can be created in following ways.
1. Inserting a table by defining number of rows and columns.
2. Drawing a table as required
 After creating a table we can alter it.
o Insert or delete rows and columns.
o Cells can be merged
o Cells can be split into many rows or columns as required
 Table format: Thickness of the borders, styles can be applied to a created table

Saving a document
A document can be saved in different formats such as different versions of same application,
web page, PDF etc.

Print preview
Before printing, the way of document would print can be seen through Print Preview.

Print setup
Printing can be customized as required: such as whether printing entire document or selected
pages, number of copies, selection of printer.

Printer properties
In this option, single or double side printing, printing watermarks etc. can be set

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Application Software GIT | Lesson 04

- Spreadsheet Software –

A spreadsheet is an interactive electronic computer application to performing mathematical

calculations. It is also used to store, organize, analyze and graphically represent numeric data.

Examples of spreadsheet programs

 Google Sheets - (Online and free)
 Apple Numbers - Apple iWork Suite.
 Libre Office - Calc (Free)
 Microsoft Excel – Microsoft Office suite
 Open Office - Calc (Free)

Work book
A file of a spreadsheet is called a workbook

Work sheet
A page of a workbook is called a worksheet

Column
A column is a vertical series of cells in a work sheet. Columns are identified by English
letters.
Ex: A, B, C, ………AA, AB, AC,……

Row
A row is a horizontal series of cells in a work sheet. Rows are identified by numbers
Ex: 1,2,3,....

Cell
Cell is the intersection of a row and a column on a work sheet. It is identified by column
letter and row number.
Ex. A1, B10

Range
A range is a group of selected cells which can be adjacent or non-adjacent.

Formula Bar
The formula bar is a toolbar at the top of the spreadsheet applications. It shows the contents
of the active cell and allows to create and view formulas

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Application Software GIT | Lesson 04

Function of cell pointer based on its appearance

 Cross Pointer – Used to select cells (a cell or a range)
 The fill handle – used to copy formula or extend a data series.
 Cross arrow - Used to move the selected cell or range content

Moving around the worksheet

In a work sheet cell pointer can be moved
 Cell, column, row, last column, last row,
 Screen left, right, up, down by using go to key(F5), Name box, arrow keys or key
combinations .

Data types

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Application Software GIT | Lesson 04

Formula
 Formulas are used to perform calculations.
 A Formula starts with = or + sign
 E.g. =C1+D2, +A1+B2*5

Formatting Cells
Cell formats allow you to change the appearance of cells and their contents.
Examples:
 Font (Font face, Font size, Bold, Italic ,Underline, Font colour)
 Alignment (horizontal, Vertical and Orientation), Text wrapping, Merge and centre
 Number Formatting (Currency, Percentage, Date and Time, Comma, Scientific formats
and Increase/Decrease decimal places)
 Borders

Insert Column/Row/Cell/ Sheet

You can insert columns, rows and cells when you need to insert new data in between
existing rows or columns and worksheets can also be inserted into a workbook.

Deleting Rows / Columns / Sheet

You can delete existing unnecessary rows, columns, cells or sheets.

Rename a sheet
 Right click/ Double click on the sheet tab
 select Rename
 Type the new name
 You can rename sheets with suitable names to identify them easily.

Calculations
In spread sheet, calculations can be done easily.
e.g. Mathematical, Logical, Financial, Statistical, Engineering etc,

Mathematical calculations

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Application Software GIT | Lesson 04

Relative and Absolute Cell References

Relative cell references

 A cell references without prefix in each dimension is relative cell reference. By default, all
cell references are relative references. Eg. A1, B4
 For example, when you copy the formula =A2+B2+C2 from row2 to row3, the formula
automatically change as =A3+B3+C3. It is convenient if need to repeat the same calculation
across multiple rows or columns.
Absolute cell references
 A cell references with the prefix ($) in each dimension is absolute cell reference.

Charts
 Charts are visual representations of worksheet data. Charts often make it easier to understand
the data in a worksheet. Different types of charts serve different purposes.
 Some common chart types are follows
o Column chart
o Bar Chart
o Line chart
o Pie Chart

Sorting and Filtering Spreadsheet Data

Sorting
You can sort data in your spreadsheets pretty much anyway you want: by one or more
columns, ascending or descending, or even by specific sort orders you set up yourself.
Filtering
You can also filter spreadsheet data. Filters retrieve a specific subset of the spreadsheet data
based on specific constraints (or filters) that you set.

Functions
 Predefined formulas are called functions. Spreadsheets generally have a large number of
integrated functions.
 Each function has a name followed by parentheses (). Inside the parentheses we can pass the
parameters according to the specific function.

Syntax:

= Function_name(parameters)

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Application Software GIT | Lesson 04

Print a worksheet
 You can print entire or partial worksheets.
 Before you print the sheet you can change following page setup option.
o Page options like orientation, page size etc.
o Top, bottom, left and right margins and aligning
o Sheet options like print area, grid lines, row to repeat, column to repeat etc.

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Application Software GIT | Lesson 04

- Presentation Software –

A presentation: Normally refers a way of presenting a topic to an audience to adapt various speaking
situations such as talking to a group, addressing a meeting or briefing a team etc.

Characteristics of a good/effective presentation

 A good presentation should have the potential to convey the required information.
 To communicate the desired information, use more visual aids such as, diagrams, pictures,
charts, etc.
 A good presentation should be planned in such a way without losing audience interests at any
point of time.
 Provide the outline of the presentation at the beginning and summarize the presentation at the
end. Give final comments where necessary. Leave a positive impact upon the audience.

Presentation software and its common features

 Presentation software is specifically used to create and edit slideshows for presentation
 Examples: MS PowerPoint, Impress, Prezi, Apple Keynote

 Multimedia contents such as text, images, video, audio, animations, and hyperlinks can be
integrated to a presentation
 Animation and Transition Effects are available to enhance the presentation
 Pre-defined styles and layouts and the pattern of slides are available to quickly create
professional looking presentations

Creating a presentation using a relevant software

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Application Software GIT | Lesson 04

Familiarize with the IDE of the presentation software

o Menu bar, Tool bars, Scroll bars, working area (Slide) etc.

Creating slides
o Slide layout
 The slide layout is the arrangement of all the items that make up your slide, such
as title, graphics or textboxes.
o Slide background
 Templates provide an excellent way to quickly create a presentation by providing
predesigned styles and layouts as well as suggested content based on the type of
template you select.
o Text and Objects
 Different font formats can be applied to text in slides.
 Pictures, Graphics, Animations, Audio, Video, charts, Hyperlinks etc., can be
added to the slides as necessary
 If required Headers, Footers and slide numbers can also be added
o Applying animations and Transition styles
 Adding motion effects to the objects in slides commonly called animation
 To emphasize the information on a slide in phases, you may add animation
 Slide transition effect can be used to transit from one slide to another
o Slide notes
 “Slide notes” is a tool for presentation to add notes as a reference for the presenter
when presenting. These notes are hidden to the audience.
 Presentation Views
 There are few ways of viewing the presentation on screen: Slide view,
Normal view, Outline view, Slide Sorter view and Slide Show view.

Saving a presentation
o A presentation can be saved as usual Eg. In MS PowerPoint with ppt, pptx or ppsx
extensions, In Open Document Presentation with odp extension etc.
o As the user requirement a presentation can be saved with different file formats such as
JPEGs (.jpg), Portable Document Format files (.pdf), web pages (.html), and even as a
video or movie and more.

Printing slides
o Slides can print with different layouts
 Slides
 Slides with presenter notes
 As an outline
 Hand-outs of the presentation with one or more slides on a
 page.
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Application Software GIT | Lesson 04

- Database Software –

A database is an organized collection of related data so that information can be retrieved easily.

Comparison of manual database and electronic database

Defines DBMS
A Database Management System (DBMS) is a single software application for creating, organizing,
managing and storing large amount of data in a database. The DBMS provides users and
programmers with a systematic way to create, retrieve, update and manage data.
Examples: MySQL, Microsoft Access, SQL Server, Oracle

Need of DBMS
 Enforces integrity constraints
 Enables backup and recovery
 Effective data sharing
 Enables security

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Application Software GIT | Lesson 04

DBMS Objects
Database objects are used to input, edit, retrieve, display and print data
1. Tables
2. Queries
3. Forms
4. Report

Table
Table is a collection of related data stored in tabular form.
 Field: A field is a column of a table
 Record: A record is a row of a table
 Primary key: One or more fields designated to uniquely identify all records in a table
 Foreign key: If a field (or a combination of fields) of one table can be used to uniquely
identify rows of another table, this/these field/s is/are called the foreign key.
 Data types: Depending on the values to be stored, a field is defined with a suitable data type.
Some data types are: Text/Char/Varchar, Number/Int/Integer/Float/Decimal,
Boolean/Yes -No/Bit, Currency/Money, Date Time etc.
 Field Properties: Field properties are the attributes of a field type such as Field size, Format

Query
Queries are used to obtain necessary information from the data of related tables.

Forms
Forms are used to enter data to a table and view data from a table in a Database Management
Systems. To create forms easily, some DBMS systems provide Form Wizard facility.

Reports
Reports are used to obtain printed copies of information retrieved from the data of related tables. To
create reports easily, some DBMS systems provide Report Wizard facility

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Application Software GIT | Lesson 04

MS Access Overview

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