Components of Data Communication

Data Communications is the transfer of data or information between a source and a receiver. The source transmits
the data and the receiver receives it. The actual generation of the information is not part of Data Communications
nor is the resulting action of the information at the receiver. Data Communication is interested in the transfer of data,
the method of transfer and the preservation of the data during the transfer process.

The purpose of Data Communications is to provide the rules and regulations that allow computers with different disk
operating systems, languages, cabling and locations to share resources. The rules and regulations are called protocols
and standards in Data Communications.
A communication system is made up of the following components:
1. Message: A message is a piece of information that is to be transmitted from one person to another. It could be a
text file, an audio file, a video file, etc.
2. Sender: It is simply a device that sends data messages. It can be a computer, mobile, telephone, laptop, video
camera, or workstation, etc.
3. Receiver: It is a device that receives messages. It can be a computer, telephone mobile, workstation, etc.
4. Transmission Medium / Communication Channels: Communication channels are the medium that connect
two or more workstations. Workstations can be connected by either wired media or wireless media.
5. Set of rules (Protocol): When someone sends the data (The sender), it should be understandable to the receiver
also otherwise it is meaningless. For example, Sonali sends a message to Chetan. If Sonali writes in Hindi and
Chetan cannot understand Hindi, it is a meaningless conversation.

Fundamental Characteristics of Data Communications System

Delivery:In data communication, data and information are shared between two devices. When the data is sent from
one end, it should be 100% delivered to the other end to successful data communication.
Therefore the delivery plays an essential role in the field of data communication.

Accuracy:In data communication, data and information sent from one computer are received by another computer is
accurate.
Therefore accuracy is considered to be one of the significant characteristics of data communication in the computer
system.

Timelessness:The data sent in the network are received in exact time and duration, making them a good source of
data communications.
The data not received on time is useless regardless of how important the data is.

Jitter:The quality is not perfect due to imperfect packets arrivals when sent from one computer in networks.
Speed:The speed at which data is sent in the network is one of the significant characteristics of data communication.
Data plays a vital role in business and education; therefore, the information has to be speedily distributed among
users.

The data that is received slow delays the process of further processing.
Cost-Effective:The Internet is the cheaper means of data communication. The Internet can share and transfer data
from one place to another at fantastic speed and with low-cost accuracy.
Efficient:They are very efficient and hence made a remarkable growth in the previous years.
The data communications like email and video calling have made things even easier for communications at a low
cost.
Advantages of Data Communication System
 They are relatively cheap sources of data communication.
  The speed of data sharing is excellent.
 They are accurate.
 Data communication is efficient means of communication.
 Modern computers are used in data communications for faster processing.
 The data is encrypted, and hence it is highly secured.
 Using the Internet, the data can be sent anywhere globally with high speed and 100% accuracy.
 The Network monitoring and services can be controlled.
 The data can be reused, edited as well as deleted.
 Remote access can be performed.
 Video Conferencing is made simple.
 Access to a huge knowledge source.
Different Types of Data Communication
There are three different types of data communications available.
 Simplex Chanel.
 Half Duplex Channel.
 Full Duplex Channel.
Simplex Channel
In this channel, data and information can flow in only one direction for data communication.
In this communication, two devices are used; one device is used to send data, and the other is used to receive.
For Example
Radio signals can be sent from one end. The receiver cannot send signals from their end.
Half Duplex Channel
In this channel, the data communication is made on both ends but not at the same time.
For Example
The telephone line is a prime example of the half-duplex channel.
Full Duplex Channel
This channel provides communication of data on both ends. Both channels are responsible for data and information exchange.

For Example.
Wireless technology is used to exchange data, information and flow at both ends at once.

Windows systems: The primary programming environment for Windows systems is the Windows API, which provides a
comprehensive set of functions for managing processes, threads, memory, and peripheral devices. We supply several C
programs illustrating the use of this API. Programs were tested on systems running Windows XP and Windows 7.
Computer Networks

A computer network is a group of computers linked to each other that enables the computer to communicate with another
computer and share their resources, data, and applications.

A computer network can be categorized by their size. A computer network is mainly of four
types:

LAN(Local Area Network)

o Local Area Network is a group of computers connected to each other in a small
area such as building, office.
o LAN is used for connecting two or more personal computers through a
communication medium such as twisted pair, coaxial cable, etc.
o It is less costly as it is built with inexpensive hardware such as hubs, network adapters, and ethernet cables.
o The data is transferred at an extremely faster rate in Local Area Network.
o Local Area Network provides higher security.
PAN(Personal Area Network)
o Personal Area Network is a network arranged within an individual person, typically within a range of 10
meters.
o Personal Area Network is used for connecting the computer devices of personal use is known as Personal
Area Network.
o Thomas Zimmerman was the first research scientist to bring the idea of the Personal Area Network.
o Personal Area Network covers an area of 30 feet.
o Personal computer devices that are used to develop the personal area network are the laptop, mobile phones,
media player and play stations.
There are two types of Personal Area Network:
o Wired Personal Area Network
o Wireless Personal Area Network

Wireless Personal Area Network: Wireless Personal Area Network is

developed by simply using wireless technologies such as WiFi,
Bluetooth. It is a low range network.

Wired Personal Area Network: Wired Personal Area Network is created by using the USB.

Examples Of Personal Area Network:

o Body Area Network: Body Area Network is a network that moves with a person. For example, a mobile
network moves with a person. Suppose a person establishes a network connection and then creates a
connection with another device to share the information.
o Offline Network: An offline network can be created inside the home, so it is also known as a home
network. A home network is designed to integrate the devices such as printers, computer, television but they
are not connected to the internet.
o Small Home Office: It is used to connect a variety of devices to the internet and to a corporate network
using a VPN

MAN(Metropolitan Area Network)

o A metropolitan area network is a network that covers a larger geographic area by interconnecting a different LAN to
form a larger network.
o Government agencies use MAN to connect to the citizens and private industries.
o In MAN, various LANs are connected to each other through a telephone exchange line.
o The most widely used protocols in MAN are RS-232, Frame Relay, ATM, ISDN, OC-3, ADSL, etc.
o It has a higher range than Local Area Network(LAN).
Uses Of Metropolitan Area Network:
o MAN is used in communication between the banks in a city.
o It can be used in an Airline Reservation.
o It can be used in a college within a city.
o It can also be used for communication in the military.

WAN(Wide Area Network)

o A Wide Area Network is a network that extends over a large geographical area such as states or countries.
o A Wide Area Network is quite bigger network than the LAN.
o A Wide Area Network is not limited to a single location, but it spans over a large geographical area through a
telephone line, fibre optic cable or satellite links.
o The internet is one of the biggest WAN in the world.
o A Wide Area Network is widely used in the field of Business, government, and education.
Examples Of Wide Area Network:
o Mobile Broadband: A 4G network is widely used across a region or country.
o Last mile: A telecom company is used to provide the internet services to the customers in hundreds of cities by
connecting their home with fiber.
o Private network: A bank provides a private network that connects the 44 offices. This network is made by using the
telephone leased line provided by the telecom company.

Advantages Of Wide Area Network:

Following are the advantages of the Wide Area Network:

o Geographical area: A Wide Area Network provides a large geographical area. Suppose if the branch of our office is
in a different city then we can connect with them through WAN. The internet provides a leased line through which we
can connect with another branch.
o Centralized data: In case of WAN network, data is centralized. Therefore, we do not need to buy the emails, files or
back up servers.
o Get updated files: Software companies work on the live server. Therefore, the programmers get the updated files
within seconds.
o Exchange messages: In a WAN network, messages are transmitted fast. The web application like Facebook,
Whatsapp, Skype allows you to communicate with friends.
o Sharing of software and resources: In WAN network, we can share the software and other resources like a hard
drive, RAM.
o Global business: We can do the business over the internet globally.
o High bandwidth: If we use the leased lines for our company then this gives the high bandwidth. The high bandwidth
increases the data transfer rate which in turn increases the productivity of our company.

Disadvantages of Wide Area Network:

The following are the disadvantages of the Wide Area Network:

o Security issue: A WAN network has more security issues as compared to LAN and MAN network as all the
technologies are combined together that creates the security problem.
o Needs Firewall & antivirus software: The data is transferred on the internet which can be changed or hacked by the
hackers, so the firewall needs to be used. Some people can inject the virus in our system so antivirus is needed to
protect from such a virus.
o High Setup cost: An installation cost of the WAN network is high as it involves the purchasing of routers, switches.
o Troubleshooting problems: It covers a large area so fixing the problem is difficult.
Internet and its Applications
Internet is a network of networks. Millions of computer all over the world are connected through the internet. Computer users
on the internet can contact with one another anywhere in the world. If a computer is connected to the internet, one can connect
to millions of computers.
On the internet, a huge resource of information is accessible to people across the world. Information in every field starting
from education, Science, Health, Medicine, History and Geography to business, news, etc. can be retrieved from the internet.
One can also download programs and software packages from the internet.
Some of the popular services of the internet are:
1. E-mail: Sending and receiving mail electronically.
2. File Transfer: Transferring files from one computer to another. 3. WWW (World Wide Web): Retrieving information
residing on the internet servers in the form of websites.
3. Chat: Exchanging views or communicating information instantly.
Applications of Internet
1) On-line communication:Computer users around the world use the E-mail services to communicate with each other
extensively.
2) Feedback about products: Commercial organizations are also using the internet to gather information about the
satisfaction of existing products and market opportunities of new products.
This is usually accomplished by putting up an interactive survey application by the organization on a WWW site on
the Internet.
3) Product promotion: Several commercial organizations are effectively using the internet services for promoting their
products by the use of different social networks.
4) Customer Support Service: Many organizations are also using the internet to provide timely customer support.
5) On-line shopping:The Internet has also facilitated the introduction of a new market concept, which consists of virtual
shops. These shops remain open 24 hrs all the year round and are accessible to make purchase all around the world.
6) On-line journals and magazines:There are many WWW sites on the internet, which consists of an electronic version of
many journals and magazines.
7) Real-time updates:It helps to provide news and other happenings that may be on-going in different parts of the word but
with the use of the internet, we come to know about the real-time updates in every field be it in business, sports, finance,
politics, entertainment and others very easily.
Many time the decisions are taken on the real-time updates that are happening in the various parts of the world and for this,
the internet is very essential and helpful.
8) Research: In order to do research, we need to go through hundreds of books as well as the references and that was one of
the most difficult jobs to do earlier.
Since, the internet came into life, everything is available in just a click. The user just has to search for the concerned topic and
will get hundreds of references that may be beneficial for the research and since, the internet is here to make research activity
easy and hence, public user can take a large amount benefit from the research work that have been done.
9) Education:Education is one of the best things that the internet can provide. There are a number of books, reference books,
online help centers, expert`s views and other study oriented material on the internet that can make the learning process very
easier as well as a fun to learn.
10) Financial Transaction:It is a term which is used when there is an exchange of money. With the use of internet in the
financial transaction, the work has become a lot easier. Payments, Funds transfer, banking transactions can be done through
on-line banking service.
11) Entertainment: The Internet is also used for entertainment. Such as chatting with friends, sharing videos, watching
movies, listening music, live telecast of sports and other events, playing games, etc.
12) Job Search: Using internet, searching job has become an easier task. There are an endless amount of websites on
the internet that provided news about a vacancy in various post as required.
13) Blogging: There are many people who are very much interested in writing blogs and for them the internet is the best place.
They can not only write blogs as per their wish but can also publicize their work so that their work reaches to most of the
people and they get appreciated.
Positive and Negative Impact of Internet
The positive impacts of internet to the society, organization and individual are:
1. Faster, cheaper and easier medium of communication.
2. Information sharing and browsing.
3. File transferring facility.
4. Reach to the worldwide viewers.
5. Effective, easier, faster and cheaper promotion of product or service.
6. Better customer support and customer relationship management (CRM).
7. Online services like banking, shopping, education, etc.
8. E-mail communication for sending and receiving an electronic document.
9. Enhanced collaboration between different organizations.
10. Effective Supply Chain Management (SCM).
11. Electronic payment system using credit /debit cards, ATM, online payment, electronic cheque,
smart card, electronic purse, etc.
12. Newsgroups for instant sharing of news and feedback system.
13. Creation of new job opportunities related with the internet.
14. Source for entertainment.
15. Social networking for instant touch with friends and relatives.
Misuses of Internet / Negative impacts of Internet
The negative impacts of internet to the society, organization and individual are:
1. It is the most common medium for spreading malicious software like virus, worm, etc.
2. It has increased piracy.
 3. Pornography (uploading, publishing, viewing sexual contents in the form of text, image, audio
and video).
4. Stealing, modifying or destructing data.
5. Piracy of software, audio, video or other intellectual contents.
6. Hacking of organizational system, website, database etc.
7. It is also used to harass people by sending insulting comments, making vulgar cartoons,
blackmailing, etc.
8. Unemployment problem for the individuals not having knowledge about the Internet.
9. It has increased digital divide.

Internetwork
o An internetwork is defined as two or more computer network LANs or WAN or computer network segments are
connected using devices, and they are configured by a local addressing scheme. This process is known
as internetworking.
o An interconnection between public, private, commercial, industrial, or government computer networks can also be
defined as internetworking.
o An internetworking uses the internet protocol.
o The reference model used for internetworking is Open System Interconnection(OSI).

Types Of Internetwork:
1. Extranet: An extranet is a communication network based on the internet protocol such as Transmission Control
protocol and internet protocol. It is used for information sharing. The access to the extranet is restricted to only those
users who have login credentials. An extranet is the lowest level of internetworking. It can be categorized
as MAN, WAN or other computer networks. An extranet cannot have a single LAN, atleast it must have one
connection to the external network.
2. Intranet: An intranet is a private network based on the internet protocol such as Transmission Control
protocol and internet protocol. An intranet belongs to an organization which is only accessible by the organization's
employee or members. The main aim of the intranet is to share the information and resources among the
organization employees. An intranet provides the facility to work in groups and for teleconferences.
Business Communication Tools

Introduction
Microsoft Office is a collection of different application programs that were originally designed
to be used to perform many of the tasks that are completed every day in an office setting, but
they can also be useful in your personal life as well.
Microsoft Word is a word processing program that can be used to type documents, from simple
letters to illustrated newsletters.
Microsoft Excel is a spreadsheet program that can be used to track of lists, numbers and
statistics, such as might be used in accounting.
Microsoft Access is a database program that can be used to track of diverse but related
information, such as customer orders, customer billing information, customer shipping
information, and product inventories.
Microsoft PowerPoint is presentation software that can be used for making fully animated
computer presentations.
Microsoft Publisher is publication design software that can be used for creating greeting cards,
business cards, calendars and more.

Microsoft Word
1. Introduction
A word processor is a type of computer program that is used to create a variety of documents, from
simple letters to fully illustrated newsletters and fliers. Word Processing applications display text on a
computer screen and allow users to easily add, remove, and change the style, size, and placement of text
 in a document without having to retype the entire document as they would with a typewriter. Microsoft
Word is one of the most popular word-processing software applications in use today.

2. Starting MS-Word 2007

Opening Microsoft Word To open Word, do either one of the following:
• Click once on the Start button on the bottom left corner of the screen. Click on Programs. Move the
cursor to the new menu on the right and then click
on Microsoft Office 2007. Movethe cursor to the
next menu that opens and click Microsoft Office
Word 2007. A blank document will appear on the
screen.

 Main screen of a Microsoft Word 2007

Document
The screenshot below is the opening screen for
Microsoft Word 2007. Here we will review
screenshots and documentation on how to
navigate some of the basic menus and the steps
necessary to format a basic paper correctly.

Page Setup and Margin Formatting

The screenshot below displays the menu path to change the
margins in a paper. According toAPA, all margins are set at
1 inch.

1. From the menu tab at the top of Word, select Page

Layout.
2. In the Page Layout menu, the margins button will
allow you to change the margins to the correct
format.
3. Select Normal to set all margins to one inch.

 Formatting Font
The screenshot below displays the menu path to change the font. Use a traditional font suchas
Times New Roman or Courier in 12-point size.
1. Select the Home tab.
2. From the Font menu, you may adjust the font, style,
and size to the correct format.

 Formatting Spacing
The standard spacing format for a paper is double-spacing.
Double-space the entire document, including the reference
page. The screenshot below displays the menu path to
change the spacing format to d
1. Select the Home tab.
2. From the Paragraph menu, you may adjust the line
spacing from the Line Spacing
dropdown menu.
(Note: Word 2007 places extra space between paragraphs. You will need to adjust this by
 selecting the Page Layout menu. Then access Paragraph and Indents and Spacing. Under the
Spacing heading, set the spacing option to 0 pt. before and 0 pt. after. Click OK.)

 Page Headers
Identify each page with the first two or three words of the title and with the page number placed
on the upper right hand corner of the page. Use five spaces between the title and the page
number. Do not use your name to identify each page. Be sure the font type and size are the same
as that used in the document.
To create a correct APA header wi\th a page number in Word 2007, use the following guidelines:
1. Click on the Insert tab.
2. Click on the Header tab.

1. Click on the Blank header tab from the drop-down menu. This will put the curser insidethe header.
2. Click on the Page Number tab.
3. Place the curser on the drop-down menu over Top of Page to bring up another drop-downmenu.
4. Click on Plain Number 3 on the drop-down menu (the third choice). This will place a page
number inside the header at the right margin.
5. Type the portion of the title to go in the header and add five spaces. Your header iscomplete.
6. Click on Close Header and Footer on the far right.

 Hanging Indent
Select the text that requires a hanging indent OR create a hanging indent before typing the text.
From the Home menu, click on the Paragraph command (see Picture One). This will bring up
the Indents and Spacing tab (see Picture Two). Under Indentation in the Special box, click on
Hanging and OK.

 Centering Text
The screenshot below is an example of text that is
centered and that is not centered. In orderto center text
highlight the text that requires centering and select the
icon in the formatting toolbar as shown.
Select the Home tab.
1. Highlight the text to be centered.
2. Click the button to center the text on the Paragraph
toolbar.

Microsoft Excel
1. Introduction to Microsoft Excel 2007
Microsoft Excel is a very powerful tool for you to use for
numeric computations and analysis. Excel can also
function as a simple database but that is another class.
Today we will look at how to get starting with Excel and
show you around the neighborhood sort of speak.

2. Starting MS-Word 2007

To start Microsoft Excel :
• Click once on the Start button on the bottom left
corner of the screen. Click on Programs. Move the
cursor to the new menu on the right and then click on
Microsoft Office 2007. Move the cursor to the next
 menu that opens and click Microsoft Office excel 2007. A blank document will appear on the
screen.
Main screen of a Microsoft Excel 2007 Document
This is a workbook. A workbook is a collection of worksheets (spreadsheets) and macros. By default,
Excel creates 3 worksheets in a new workbook. The worksheets are designated at the bottom part of the
window where you see the file folder-like tabs. The tabs are named Sheet1, Sheet2, and Sheet3. If you
click on Sheet2, you will be in Sheet2 and not Sheet1 so you need to be aware of which worksheet you
are in.

Office Fluent user interface

In Excel 2007, the new Office Fluent user interface replaces the traditional
menus andtoolbars
from previous versions of Excel with a single
mechanism designed to help users find the
rightfeatures more efficiently. The interface
contains three main components; The Office
Button, The Quick Access Toolbar, and The
Ribbon.
Open a New Workbook
Some times you have to create a new
workbook.
1. Click on the Office Button
2. Click on New

You are now able to open recently used or

new workbooks from this panel. You can
also open up templates that are available with
Excel or ones that you create. If you click on
Blankworkbook, Excel will create a new workbook for you.

What are Columns, Rows, and Cells?

Columns are the vertical markers in the worksheet and are denoted by the alphabet i.e. A, B,C.
The rows are the horizontal markers in the worksheet and are denoted by numbers i.e. 1, 2, 3.Cells are the single box
that you get where the column and row intersect i.e. A1, B3, and C2. You will often need to know the cell reference.
The cell reference is the cell’s name and you can find that by looking at the toolbar. This means that the cell that is
selected is named C28.

selecting a cell
1. We are going to select C28. Look for the C column.
2. Look for the Row number 28.
3. You may use your finger to follow the column C down to where row 28 is.
4. Once you have located it, click on it.
5. Look at the toolbar; the cell reference box should say C28. If it does not, try again.
6. After you have done this, click on a different cell and note the cell reference box.
selecting a group of cells A4 to D10
1. Click on the first cell A4
2. Click and Hold the mouse button down. Drag the cursor down to D10.
3. Let go of the mouse button.
4. If you did it correctly, you should see a Highlighted box around those cells. If not, tryagain.
Please see the picture on the next page.

Selecting cells A4 to D10

Basic data entry, fill handle

From the example above, we have numeric (year, numbers) and text (months) entered as datain our
worksheet. Let us practice by re-creating the example on our own.

Method 1
1. Click on cell A2 to select it.
2. Type in 1981 and hit Enter. Notice by hitting Enter, we automatically move down to the
next row. (we can also do the same by hitting the down arrow)
3. Click on cell B1 to select it.
4. Type in January and hit Tab. By hitting Tab (or right arrow), we move to the next column.
We can continue to doing this to enter the data from 1981 to 1992 and so on, but Excel provides
us with a tool to complete sequences.

Method 2
1. Click on cell A2 to select it.
2. Type in 1981 and hit Enter.
3. Type in 1982, and then select both cells A2 and A3.
4. Move your mouse cursor over the fill handle (small black box on the bottom right of the
active cell) so that the cursor turns into a cross.
5. Click and drag the fill handle down to the cell desired.

Copy, Cut, Paste

You can Copy, Cut and Paste anything into your worksheet. You can copy from one worksheet
to another worksheet in another book. Let’s concentrate on the basics. We are going to copycells
D4 to H9.
Cut/Copy and Paste to the same worksheet
1. Using the same worksheet, select cells A4 to D10.
2. Use CTRL-c to copy and CTRL-x to cut the selected cells.
3. Click on cell E29. It should be blank
4. Use CTRL-v to paste the data. You can also use the toolbar shortcuts for cut/copy/paste as
the functionality is the same.
Insert & delete columns, rows, and cells
Have you ever entered all of your data and realized that you are missing an entry in the middle
of the worksheet? If yes and you did not know how to add columns or rows, it would be really
difficult to fix. Well, there is an easier method.
You can insert columns, rows, or cells in any spot on your worksheet.
Exercise 9: Insert columns
Before you can insert a column or row, you need to know how Excel inserts a column or a row.
• For columns, Excel inserts new column(s) to the left of the selected column(s).
• For rows, Excel inserts new row(s) above the selected row.
1. We want to insert a new column for Last Name between Full Name and Address.

2. Since Excel inserts to the left, you need to click on the column letter B. Column B
should
be highlighted.
3. Point (do not left click) the arrow at the B column and then right click.
4. 4. A pop-up menu should appear. In the menu you should see Insert.

5. Click on the word Insert. Excel will insert a blank column between Full Name and
Address.
6. Click on B1 and type in Last Name..

Insert rows
1. We want to insert a new row for Anne Frank’s contact information between John Doe
and Fred Johnson.
2. Since Excel inserts rows above the selection, you need to click on row number 3. Row 3
should be highlighted.
3. Right click while pointing at the number 3
4. A pop-up menu should appear. In the menu you should see Insert.
5. Click on the word Insert. Excel will insert a blank row between John Doe and Fred
Johnson.
5. Click on A3 and type in Anne Frank’s contact information

Using the sort feature

1. We want to insert a new row for Anne Frank’s contact information between John Doe
1. and Fred Johnson but this time we will create her record in line 5.

2. Select cells A1 to G5
3. Go to the Data tab, then click on Sort

3. In the sort option window, use the pull down boxes to select the sort criteria. In this
case we want to sort by Last Name, ascending order A-Z, then click on OK.

4. Your data should look like this.

Delete columns and rows

We all make mistakes. It is very easy to remove a column or rows.
1. Select the column or row that you want to delete.
2. Point at the highlighted column name or row name and right click.
3. A pop-up menu should appear
4. Select Delete
5. The column or row should be gone.
Inserting & deleting new worksheets
There will be many times when you need to add a whole worksheet rather than columns or rows.
Exercise 14: Insert a worksheet
1. Right Click on the tabs where the name of the worksheets are.
2. Click on Insert

2. Select what kind of insert you want from the window.

4. To move the worksheet, click and hold the left mouse button on the worksheet tab. Dragthe
tab to where you want it to be placed. Note: you can only move the worksheet tabs
to the left or right.
Delete a worksheet
1. Click on the tab of the worksheet that you want to delete.
2. Right Click on the same tab of the worksheet
3. Click on Delete

Printing
Printing your worksheets out to a printer would be a nice thing to know how to do. If the
information that you have on the worksheet fits on an 8.5”x11” paper, you have no trouble
printing your worksheet out. The problem arises when you have a larger worksheet. You may
have noticed that your worksheet has dashed lines running down and across it; this is your print
area.

Setting the print area

1. On your worksheet, click on the Page Layout tab.
2. Click and drag to select the range of cells that you would like to print.
3. Under Page Layout, click on Print Area, then Set Print Area.

How to print with Print Preview

1. You may click on the paper with the magnifying glass icon or click on the Office
Button
and click on Print, then Print Preview.
 2. The menu at the top is important because there are many print functions that you can use
for your worksheet. Here are some examples, turn on the gridlines, shrink to fit one page,
print headers or footers.
3. Click on Print. You will be at the Print menu.
4. Click Page Setup. You will see a control panel that will allow you to make some cosmetic
changes to the way the worksheet prints.

Microsoft Powerpoint
Introduction to Microsoft Office Powerpoint 2007
PowerPoint enables anyone to produce, with a little practice, beautifully laid out presentations, either as on-screen
shows, or as OHP slides. The aim of these notes is to introduce you to the basics of PowerPoint. It will tell
you how to create attractive animated presentations that include animation, images, charts, tables, and links
to other software.
Users of previous versions of PowerPoint will notice that the user interface has changed dramatically, but, these
changes give PowerPoint a lot more features, in a very intuitive layout.
Files produced in PowerPoint 2007 have the file extension ".pptx", and the files themselves are very different
from previous file formats. If you wish to use an old PowerPoint presentation in PowerPoint 2007,
PowerPoint will switch to compatibility mode, to let you work on the old file with no problems.

Starting MS-Powerpoint 2007

To use PowerPoint:
Click the Start button and select All Programs, then from the sub-menu, select Microsoft
Office, then select Microsoft Office PowerPoint 2007. When PowerPoint loads you will see
the following screen.
Main screen of a MS-Powerpoint 2007

The area in the centre displays the slide layout. The area on the left displays the structure of your presentation as
it builds. The area below the slide is labeled Click to add notes. You can use this area to write notes,
which you can read from as you deliver your presentation, these notes can be printed out and are not
visible whilst you show the slides.
 The three buttons on the bottom left of the screen offer you different views of the presentation.
The normal view shows all elements of the PowerPoint screen as above.

Slide sorter view shows all slides together, allowing you to re-order the

Presentation view lets you see each slide as it will appear in the presentation.

Building Slides
 PowerPoint presentations consist of a series of slides. In building up a presentation you
construct each slide adding titles, list points, and graphics as necessary. You can either start
with a blank slide, or start with a template with ready-made entries for
titles, lists and graphics.
 With PowerPoint loaded, you can build your first slide. To add a title to your slide
click on the text labeled Click to add title. As soon as you click, the text will
disappear and be replaced by a flashing insertion point. Type in text from the keyboard,
using the Backspace and Delete keys to correct mistakes. When you have entered the
title you can click on the next area of the slide to enter a subtitle in the same way.
 To add a new slide to your presentation, from the Slides group on the Home
tab, click the top of the New Slide button to add a general slide.

click the bottom of the New Slide button to reveal a menu of slide designs.You will see a
collection of slide themes, which contain various combinations of titles and content.Content is
represented as a large, rectangular box, with a dotted border, containing a palette of coloured
icons. The dotted box is used to create a bulleted list, and each icon can used to include a table,
picture, or media clip. In creating each slide, you use whichever content element that you require
and ignore the other tools, the icons and dotted line do not appear onthe finished presentation.

Text
Text on PowerPoint slides, needs to be formatted to be easily visible to all audience members.
• To enter text in a title field, click inside the field and type in your text.
• To change the appearance or colour of any text, select the text, then use either the tools inthe Font
and Paragraph groups on the Home tab.
 • To add an additional text area to your document, click the Insert tab, then from the Textgroup,
click the Text Box button. Drag a box onto the slide using the mouse.
• To reposition text on your slide click the border of the text area, then drag it to its newposition.
• To remove a text area from your slide, click the border of the text area, then press the
Delete key.

Bulleted Lists
 Most presentations use bulleted lists to summarise points that the speaker can elaborate upon.
To use bulleted lists it is best to choose a slide theme that includes a bulleted list area.
 When you click inside the bulleted list area you get a single bullet point and a flashinginsertion
point. Type in the text for your first point and apply formatting if necessary. To create subsequent
bullet points, simply press the Enter key to start a new line with a new bullet point.
 If you wish for any of your text lines to be displayed without a bullet you can click inthe line,
then click the bulleted list button to remove the bullet point.To create multi- level bulleted lists,
type in the text lines as usual. Click at the start of any lines that you wish to appear as a lower
level list then press the Tab key from the keyboard.
The selected lines will receive an additional indent and will get a different bulletsymbol. Using
the Backspace key produces the opposite effect.
 To change the bullet symbols used, first click in one text line of the list level that you wish to
change.
Next, click the down arrow to the right of the bulleted list button in the Paragraph group onthe Home
tab. Choose a bullet design from the displayed collection.
 To choose a different button, click the Bullets and Numbering option, then in the
dialog box thatappears, click the Customize button.

Pictures
To place a picture in a new slide, choose a slide theme which contains a content area,then click the

Insert picture from file icon. To add a picture to an existing slide, go to the Insert tab and in the
Illustrations group click Picture. In the dialog box, locate and select your image file, then click the
Insert button.
A small version of the picture will appear in the current slide. You can click and drag any of the circles
located in each corner of the picture, to change the size of the picture, or you can click anywhere within
the picture and drag it to a new position.
 To put a clipart image into your document, click the Clip Art button on a new slide, or in the
Illustrations group on the Insert tab for an existing slide. In the pane that appears on the right, type in a
keyword to search through the clipart gallery.

Tables
To place a table in a new slide, choose a slide theme which contains a content area, then clickthe Insert
able icon. To add a table to an existing slide, go to the Insert tab, and from the Tables group, click the
Table button.

Use your mouse on the grid to select the number of rows and columns that your table will have, here a
7x4 table is being created. As you select cells in the grid the corresponding tablewill be drawn in your
document. When you release the mouse button the table will be Created.
Graphs

To place a graph in a new slide, choose a slide theme which contains a content
area, then click the Insert Chart icon. To add a graph to an existing slide, go to the Insert tab andin the Illustrations
group click the Chart button. In the dialog box that appears, click the style of chart that you require, then click the OK
button.

Microsoft Excel 2007 will then start up and you can input data in the Excel Spreadsheet, which
 will then form a chart in your PowerPoint presentation

Re-Ordering your Slides

To change the order of your slides, or insert a new slide into the middle of a presentation, it is worth
switching to slide sorter view. Go to the View tab and in the Presentation Views group, click the
Slide Sorter button, or click the Slide Sorter View button at the bottom of the screen to see the
following layout:

From here you can delete any slide by clicking it then pressing the Delete key. You can re- order slides
by dragging any slide to a new position, and you can add a new slide anywhere by clicking between two
existing slides and clicking the New Slide button, from the Slides group on the Home tab.

Animation and Design

Now that we have covered the construction of slides, we can transform the information into an
elegant presentation. Whilst doing this it is useful to click the Slide Show tab to check how the
slides would appear in a real slide show.

 To look at the current slide, as it would appear in the show, click the From CurrentSlide
button in the Start Slide Show group.

 To view all slides from the beginning click the From Beginning button in the StartSlide
Show group.
 When you wish to return to the normal view press the Esc key.

Design Templates
To apply a design template to your presentation, go to the Design tab. In the Themes group, click the
bottom button in the column of three to see the available designs.
 Click any theme to apply it to all slides in your presentation.
Transitions Between Slides
As you move from slide to slide during the presentation, you can have PowerPoint display ananimated
effect. To choose an effect, go to the Animations tab.

In the Transition to This Slide group, click the bottom button in the column of three to the right of the
palette. Click any transition to see the effect played out on your presentation slides in the background.
When you have chosen an effect it will work when you move to thiscurrent slide. You can have the
effect work on every slide in your presentation by clicking theApply to All button.

The Presentation

To deliver your presentation to an audience from the computer, start PowerPoint andload your
presentation file. Click the Slide Show tab, click the From Beginning button in the Start Slide Show
group.

Use the left mouse button, Enter key, Page Down key to advance through the slides, use the
Backspace, Page Up keys to retreat through the slides. To jump to a specific slide, right- click the
presentation, select Go to Slide then from the submenu select the required slide.
 If you wish to emphasise a point you can use the Pointer Options entry from this menu tochange the
cursor into a pencil and you can underline or circle any part of a slide, without changing the underlying
file.

Creating a Show
When your presentation is complete you can save it as a show. When it is opened it starts directly in a
slide show, independent of the PowerPoint environment. To save your presentation as a show, click the
Office button, then from the menu position the mouse cursor over Save As. In the submenu that appears
select the PowerPoint Show option. Provide a name, then click the Save button.