UNIT– I

BASICSOFCOMPUTERS
Definitionof aComputer:
Computer is an electronic device which is capable of receiving data and produce a result in the form of
information. This is achieved by performing a sequence of operations in accordance with a set of
procedural instructions called program.
Data : Datais acollection ofrawfacts.
Information: Informationis theprocesseddata in an orderlyform.
Unlikeacalculator,computers canstoreaprogram andretrieveinformationfrom its memory.

Characteristicsof Computers:
Computershavethefollowingcharacteristics:
a) Speed: The speedof operation of the computers are very high. Processing speed increases day
bydaywithnewinventionsofTechnology.In general,nohumanbeingcancompetetosolvethe complex
computations, faster than computer.
b) Accuracy:SinceComputerisamachine,itgivestheresultswithhigh accurately.
c) Storage: Computer can store a large amount of data, Pictures, Movies with appropriate format.
The data can be retrieved whenever required using proper programs.
d) Diligence:Computercanworkforhourswithoutanybreakandcreatingerror.
e) Versatility: We can use computers to perform completely different type of work at the same
time.
f) No IQ: Computer does not work without instructions. Whatever the way we programme the
same way it will function.It doesn‟t have its own intelligence. However, the present day
computers are programmed to have artificial intelligence.
g) No feeling: Computer does not have emotions, knowledge, experience, feeling. It is just a
machine.

1.2.2Principleof a Computer
The Computer works on the principle of ON and OFF states. These states are represented by different
physical parameters as shown below.
ON STATE OFFSTATE
Flowofcurrentinsomepartofthecomputermayberepresented Noflowof current
asONstate
HighVoltageat somepart ofthe circuit LowVoltage
MagneticFieldata pointinfloppydisk Nomagnetic field
Reflectionoflightincompactdisk Noreflectionof light

ON state is represented by 1 and OFF state is represented by 0. All that happens inside the computer is
based on these two states only. We use binary number system to represent the states in the Computer.0,1
are called as Binary digits( BITS )

8 bits =1 byte
1024byte= 1KiloByte(KB)
1024KB=1MegeByte(MB) 1024
MB= 1 Giga Byte ( GB)

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1024GB= 1 TeraByte( TB)

Digitisation :It is possible to convert basic entities like voice, text, Pictures, motion pictures etc. into
electronic form (sayZerosand Ones). This is called digitization. Once basic data is converted into digital
form it can be processed in the Computers.

Applicationsof Computers
Computers are used in each and every part of our daily life and made our life easier.Computers have
takenindustriesandbusinessestoawhole newlevel.TheyareusedatHomeforworkandentertainment purposes,
at Office, in hospitals, in government organizations.The following are some of the uses of computers in
various fields.

UsesofComputersin home
a. Workingfrom Home : People can manage the officework at home. The owner of a companycan
check the work of the employees from home and control his office while sitting at home.
b. Entertainment: People can find entertainment on the internet. They can play games, watch
movies, listen to songs, and watch videos download different stuff. They can also watch live
matches on the internet.
c. Information: People can find any type of information on the internet. Educational andinformative
websites are available to download books, tutorials etc. to improve their knowledge and learn
new things.
d. Chatting & Social Media: People can chat with friends and family on the internet using different
software like Skype etc. One can interact with friends over social media websites like Facebook,
Twitter & Google Plus.
UsesofComputersinEducation:
Computer-based training(CBT) is any course of instruction whose primary means of delivery is a
computer.CBT are different programs that are supplied on CD-ROM. These programs include text,
graphics and sound. Audio and Video lectures are recorded on the CDs. CBT is a low cost solution for
educating people. You can train a large number of people easily. The following are some of the benefits
of CBT:
a. The students can learn new skills at their own pace. They can easily acquire knowledge inany
available time of their own choice. For example The courses offered by AP State Skill
Development Corporation (APSSDC) can be accessed through YouTube through the search
word „ESC APSSDC‟
b. It is verycost effectivewayto train a largenumber ofstudents.
c. Trainingmaterialsareinteractive andeasyto learn.Itencouragesstudentstolearnthe topic.
d. Trainingvideosandaudios areavailableataffordable prices.
e. Computer Aided Learning (CAL) : Computer aided learning is the process of using
information technology to help teaching and enhance the learning process.
f. Distance Learning: Distance learning is a new learningmethodology and Computer plays the
key role in this kind of learning.The student does not need to come to the institute. The
institute provides the reading material and the student attends virtual classroom. In virtual
classroom, the teacher delivers lecture at his own workplace. The student can attend the
lectureathomebyconnectingtoanetwork.Thestudentcanalso askquestionstotheteacher.

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 g. Online Examination: Different examination likeGRE, GMAT and SATareconducted online
all over the world. The questions are marked by computer. It minimizes the chance of
mistakes. It also enables to announce the result in time.
UsesofComputersin Business
Businessmen areusingcomputerstointeractwith theircustomersanywhereintheworld.Manybusiness tasks
areperformed more quicklyand efficiently. Computersalso help them to reducetheoverall cost of their
business.
UsesofcomputersinMedicalField
a. Specialized hospital management softwares are used to automate the day to day procedures
and operations at hospitals.
b. Monitoring systems are installed in medical wards and Intensive care units to monitoring
patients continuously. These systems can monitor pulse, blood pressure and bodytemperature
and can alert medical staff about any serious situations.
c. Specialiseddevices areusedtohelpimpairedpatientslikehearingaids.
d. A variety of software are used to investigate symptoms and prescribed medication
accordingly. Sophisticated systems are used for tests like CT Scan, ECG, and other medical
tests.
Block DiagramofaDigital Computer
A computer system consists of mainly three basic units; namely input unit,central processing unit and
output unit. Central Processing unit further includes Arithmetic logic unit, Memory Unit and controlunit,
as shown in the block diagram

Blockdiagramofacomputer

a. InputUnit:Thisunit isused forenteringdata andprograms intothecomputersystem bythe user.

b. Output Unit: The output unit is used for storing the result as output produced by the computer after
processing.

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c. Central ProcessingUnit(CPU) :Thetaskofperformingarithmeticand logicaloperationsis doneby
CPU.ThemajorpartsofCPUare:Arithmetic LogicUnit(ALU), MemoryUnit(MU)and ControlUnit (CU)
Arithmetic LogicUnit(ALU):Allcalculationsandcomparisons,basedontheinstructionsprovided,are carried
out within the ALU. It performs arithmetic functions like addition, subtraction, multiplication, division
and also logical operations like greater than, less than and equal to.

Control Unit: Controlling of all operations like input, processing and output are performed by control
unit. It takes care of step by step processing of all operations inside the computer.

MemoryUnit:Computer‟smemorycanbeclassifiedintotwotypes;primarymemoryandsecondary
memory. Primary Memory can be further classified as RAM and ROM.
Random Access Memory (RAM) is the place in a computer where the programs and data are kept
temporarily so that they can be accessed by the computer‟s processor. It is said to be „volatile‟ since its
contents are accessible only as long as the computer is on.
Read Only Memory (ROM) is a special type of memory which can only be read and contents of which
are not lost even when the computer is switched off. It typically contains manufacturer‟s instructions.
ROM also stores an initial program called the „bootstrap loader‟ whose function is to start the operation
of computer system once the power is turned on.
SecondaryMemory
Secondary/auxiliary memory is storage other than the RAM. These include devices that are peripheral
and are connected and controlled by the computer to enable permanent storage of programs and data.
Some of the secondary storage devices are hard disks, CDs, DVDs, Pen drive, Zip drive etc.
Hard Disk : Hard disks aremade up of a stack of metal disks sealed in a box. Thehard disk and the hard
disk drive exist together as a unit and is a permanent part of the computer where data and programs are
saved.Hard disks are rewritable.
Compact Disk : Compact Disk (CD) is portable disk havingdata storage capacitybetween 650-700 MB.
It can hold large amount of information such as music, full-motion videos, and text etc. CDs can be
either read only or read write type.
DigitalVideoDisk :DigitalVideoDisk(DVD)is similartoaCDbuthaslargerstoragecapacity.DVDs are
primarily used to store music or movies and can be played back on your television or the computer too.

Input/OutputDevices:
These devices are used to enter information and instructions into a computer for storage or processing
and to deliver the processed data to a user. Input/Output devices are required for users to communicate
with the computer.These devices are also known as peripherals since they surround the CPU and
memory of a computer system.
Input Devices
An input device is any device that provides input to a computer. There are many input devices, but the
two most common ones are a keyboard and mouse. Every key you press on the keyboard and every
movement or click you make with the mouse sends a specific input signal to the computer.

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Keyboard: The keyboard is very much like a standard typewriter keyboard with a few additional keys.
The basic QWERTY layout of characters is maintained to make it easyto use the system. There are also
Functional Keys, used to perform certain special functions.
Mouse: A device that controls the movement of the cursor or pointer on a display screen. A mouse is a
small object you can roll along a hard and flat surface. Its name is derived from its shape, which looks a
bit like a mouse. As you move the mouse, the pointer on the displayscreen moves in the same direction.
Trackball: A trackball is an input device used to enter motion data into computers or other electronic
devices. It serves the same purpose as a mouse, but is designed with a moveable ball on the top, which
can be rolled in any direction.
Touchpad: A touch pad is a device for pointing (controlling input positioning) on a computer display
screen. It is an alternativeto themouse. Originallyincorporated in laptop computers,touchpads arealso
being made for use with desktop computers. A touch pad works by sensing the user‟s finger movement
and downward pressure.
Touch Screen: It allows the user to operate/make selections by simply touching the display screen. A
display screen that is sensitive to the touch of a finger or stylus. Widely used on ATM machines, retail
point-of-sale terminals, car navigation systems, medical monitors and industrial control panels.
Light Pen: Light pen is an input device that utilizes a light-sensitive detector to select objects on a
display screen.
Magnetic ink character recognition (MICR): MICR can identify character printed with a special ink
that contains particles of magnetic material. This device particularly finds applications in banking
industry.
Optical mark recognition (OMR): Optical mark recognition, also called mark sense reader is a
technology where an OMR device senses the presence or absence of a mark, such as pencil mark. OMR
is widely used in tests such as aptitude test.
Bar code reader: Bar-code readers are photoelectric scanners that read the bar codes or vertical zebra
strips marks, printed on product containers. These devices are generally used in super markets,
bookshops etc.
Scanner:Scannerisaninputdevicethatcanreadtextorillustrationprintedonpaperandtranslatesthe
information into a form that the computer can use. A scanner works by digitizing an image.

OutputDevices
Output device receives information from the CPU and presents it to the user in the desired from. The
processed data, stored in the memory of the computer is sent to the output unit, which then converts it
into a form that can be understood by the user. The output is usually produced in one of the two ways –
on the display device, or on paper (hard copy).
Monitor: is often used synonymously with “computer screen” or “display.” Monitor is an output device
that resembles the television screen. The monitor is associated with a keyboard for manual input of
characters and displays the information as it is keyed in. It also displays the program or application
output.
Printer: Printers are used to produce paper (commonly known as hard copy) output.They usechemical,
heat orelectrical signals to etch thesymbols on paper. Inkjet, Deskjet, Laser, Thermal printers fall under
this category of printers.

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Sound cards and Speaker(s): An expansion board that enables a computer to manipulate and output
sounds. Sound cards are necessary for nearly all CD-ROMs and have become commonplace on modern
personal computers.Sound cardsenablethecomputerto output sound through speakersconnectedto the
board,torecordsoundinputfromamicrophoneconnectedtothecomputer,andmanipulatesoundstored on a
disk.

Classificationof Computers
Computersareavailableindifferentsizesand withdifferent capabilities.Onthebasisofcapacity of
speed processing information computers are classified into: Super computer, Mainframe computer, Mini
computer and Micro computer.

Supercomputer:

They are most powerful and expensive computers. They have externally large storage capacities and
processingspeedisatleast10timesfasterthanothercomputers. SomeofthesupercomputersareNEC, CRAY
,CYBER 205,CDC STAR 100 etc.

Mainframecomputer:

They are medium or large machine, made of several units connected together. It's generally used in big
organizations.

Mini computer:

They are like small mainframes. They consist of a few separate units connected together. They are not
powerful as mainframe computers.

Microcomputer:

Micro Computers are the smallest general purpose computers.They are used in different applications like
business, engineering, schools, colleges, entertainment etc. Micro computers are further classified into
Desk tops, Laptops, Palmtops and so on depending on their relative size.
In recent years the mobile phones too have computing facilities. The trend is that the communication
features and computing features are integrated in such devices.

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 Reviewquestions

1. Thebasic operations performedbyacomputer are

A) Arithmetic operation B)Logical operation
C)Storageandrelative D)All theabove

2. Thebrain ofanycomputer systemis

A) ALU B) Memory
C) CPU D)Control unit

3. Computerisfreefromtiresomeandboredom.Wecall it
A) Accuracy B) Reliability
C) Diligence D) Versatility

4. CD-ROMisa
A) Semiconductormemory B) Memoryregister
C)Magnetic memory D)Noneofabove

5. TheALUof acomputer respondstothe commandscomingfrom

A) Primarymemory B)Controlsection
C)Externalmemory D)Cache memory

6. Toproducehighqualitygraphics(hardcopy) in color, youwould wanttousea/n

A) RGBmonitor B) Plotter
C)Ink-jet printer D)Laserprinter

7. Themainelectroniccomponentusedin firstgenerationcomputers was

A) Transistors B)VacuumTubes andValves
C)IntegratedCircuits D)Noneofabove

8. Whichofthe followingstoragedevices can store maximum amount of data?

A) FloppyDisk B)HardDisk
C)CompactDisk D)MagnetoOptic Disk.

9. Whichofthe followingis not an input device?

A) OCR B)Optical scanners
C)Voicerecognitiondevice D)COM (ComputerOutput to Microfilm)

10. RegardingaVDU,Which statementis morecorrect?

A) Itisanoutputdevice B)Itisaninputdevice
C)Itisaperipheraldevice D)Itishardwareitem

11. Softwareincomputer
A) Enhancesthecapabilitiesofthehardwaremachine
B) Increasethespeedof centralprocessing unit
C) Bothofabove
D) Noneofabove

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12. Thearrangingof dataina logicalsequenceis called
A) Sorting B) Classifying
C) Reproducing D) Summarizing

13. Whatis theresponsibilityof thelogical unitin the CPUofacomputer?

A) To produceresult
B) Tocompare numbers
C) Tocontrol flowof information
D) Todomath‟s works

14. Abacuswasthefirst
A) Electroniccomputer
B) Mechanical computer
C) Electroniccalculator
D) Mechanicalcalculator

15. People often call asthebrainof computer system

A) Control Unit B)ArithmeticLogicUnit
C)CentralProcessingUnit D)StorageUnit

16. Whichis usedfor manufacturingchips?

A) Bus B)Controlunit
C) Semiconductors D)A andBonly

17. Whichis considered adirect entryinput device?

A) Optical scanner B)Mouseanddigitizer
C)Lightpen D)All of theabove

18. Properlyarrangeddataiscalled
A) Field B) Words
C)Information D)File

19. Acomputerconsistsof
A) Acentralprocessingunit B)A memory
C)Input andoutputunit D)All of theabove

20. Anintegratedcircuitis
A) Acomplicatedcircuit B)Anintegratingdevice
C)Muchcostlierthan asingle transistor D)Fabricated on atinysiliconchip

21. Theword processingtask associatedwith changingthe appearanceof adocument is

A) Editing B) Writing
C) Formatting D)All of above

22. Theterm gigabyterefersto

A) 1024 bytes B)1024kilobytes
C)1024 megabytes D)1024gigabyte

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23. Onceyouloadthesuitableprogramandproviderequireddata,computerdoesnotneedhuman
intervention. This feature is known as
A) Accuracy B) Reliability
C) Versatility D) Automatic

24. Abyteconsistsof
A) Onebit B)Fourbits
C)Eightbits D)Sixteen bits

25. Modern Computers are veryreliablebuttheyarenot

A) Fast B) Powerful
C)Infallible D)Cheap

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 UNIT– II
MEMORYDEVICES &TYPES OFOPERATING SYSTEMS

Primary,Auxiliary andCache Memory

Primary Memory:The memory unit that communicates directly within the CPU, Auxiliary
memory and Cache memory, is called Primarymemoryor main memory. It is the central storage
unit of the computer system. It is a large and fast memory used to store data during computer
operations. Main memory is made up of RAM and ROM.

RAM:RandomAccessMemoryisatemporarymemory.Itisclassifiedintothefollowingcategories.

DRAM: Dynamic RAM, is made of capacitors and transistors, and must be refreshed every 10~100 ms.
It is slower and cheaper than SRAM.

SRAM:StaticRAM,hasasix transistorcircuitineach cellandretainsdata,untilpoweredoff.

NVRAM:Non-Volatile RAM,retainsitsdata, evenwhenturnedoff.Example:Flash memory.

ROM: Read OnlyMemory, is non-volatile and is more like a permanent storage for information. It also
stores the bootstrap loader program, to load and start the operating system when computer is turned on.
PROM(Programmable ROM), EPROM(Erasable PROM) and EEPROM(Electrically Erasable PROM)
are some commonly used ROMs.

AuxiliaryMemory

Devices that provide backup storage are called auxiliary memory. For example: Magnetic disks andtapes
are commonly used auxiliary devices. Other devices used as auxiliary memory are magneticdrums,
magnetic bubble memory and optical disks. It is not directly accessible to the CPU, and is accessed
using the Input / Output channels.

CacheMemory

The data or contents of the main memory that are used again and again by CPU, are stored in the cache
memory so that we can easily access that data in shorter time. Whenever the CPU needs to access
memory,itfirstchecksthecachememory. IfthedataisnotfoundincachememorythentheCPUmoves onto the
main memory. It also transfers block of recent data into the cache and keeps on deleting the old data in
cache to accommodate the new one.

Software,Hardware,FirmwareandPeopleware
Machine part of the Computer and its accessories are called Hardware. Computer software refers to the
set of programs that make the computer work. Hardware and software are complimentary to each other.
Both have to work together to produce meaningful results. Computer software is classified into two
broad categories; system software and application software

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 SystemSoftware:
System software consists of a group of programs that control the operations of a computer equipment
including functions like managing memory, managing peripherals, loading, storing, and is an interface
between the application programs and the computer. It is also called as operating system.

FunctionsofanOperatingSystem:
Users and application programs access the services offered by the operating systems, by means of
system calls and application programming interfaces. Users interact with a computer operating system
throughCommand Line Interfaces (CLIs) or Graphical User Interfaces known as GUIs. In short, an
operatingsystem enables user interaction with computersystems byacting as an interfacebetween users
orapplicationprogramsandthecomputerhardware.Someofthecommonoperatingsystems are LINUX,
Windows, etc.
DOS
Microsoft Disk Operating System, MS-DOS is a non-graphical command line operating system created
for IBM compatiblecomputers.MS-DOSwasfirstintroducedbyMicrosoftinAugust1981andwaslast
updated in 1994 with MS-DOS 6.22. Although the MS-DOS operating system is rarely used today, the
command shell commonly known as the Windows command line is still widely used.However, DOS
does not support multiple users or multitasking.

Application software:
Softwarethatcanperformaspecifictaskforthe user,suchaswordprocessing,accounting,budgetingor payroll,
fall under the category of application software. Word processors, spreadsheets, database management
systems are all examples of general purpose application software.

Typesofapplicationsoftwareare:

 Word processing software: The main purpose of this software is to produce documents. MS-
Word, Word Pad, Notepad and some other text editors are some of the examples of word
processing software.

 Database software: Database is a collection of related data. The purpose of this software is to
organize and manage data. The advantage of this software is that you can change way data is
stored and displayed. MS access, dBase, FoxPro, Paradox, and Oracle are some of the examples
of database software.

 Spread sheet software: The spread sheet software is used to maintain budget, financial
statements, grade sheets, and sales records. The purpose of this software is organizing numbers.It
also allows the users to perform simple or complex calculations on the numbers entered inrows
and columns. MS-Excel is one of the examples of spreadsheet software.

 Presentation software: This softwareis used to displaythe information in the form of slide show.
The three main functions of presentation software is editing that allows insertion and formatting
of text, including graphics in the text and executing the slide shows. The best example for this
type of application software is Microsoft PowerPoint.

 Multimedia software: Media players and real players are the examples of multimedia software.
This software will allow the user to create audio and videos. The different forms of multimedia
software are audio converters, players, burners, video encoders and decoders.

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MSWindows
Windows is an operating system based on GUI (Graphical User Interface). It is developed by
Microsoft Company (MS). The different version of MS- Windows are: Windows XP, Windows 8and
Windows 10.The following sections explain the basic operations of a windows operating system.

Note:Thestudentsneedtopracticethesesessionstoacquirebasicskills ofoperatingacomputer.

Basic Operations
OnceweswitchontheComputertheBootingProcess goesonforafewseconds.AftertheBootingis over the
Desktopof the Windows is displayed.

DESKTOP

TaskBar
CommonFormatofawindow
CLOSE
MaximizeButton
TitleBar Minimize

MenuBar

VerticalScroll Bar

HorizontalScrollBar

ICT- 1 Page12
Toopenanywindow:
Anapplication windowmaybeopened usingthefollowingsteps.

Start Programs Accessories Notepad

NowtheNotepadwindowisopened.
Tomaximiseawindow:
ClickatmaximiseButton.Nowthewindowismaximised.Clickagainatmaximisebuttonto bring
back to the original size
Tominimisea window:
Clickattheminimizebutton.NowthewindowwillappearattheTaskbar.Clickagainatthe task bar
in order to restore the window
Toclose a window
Thewindow maybeclosedbyclickingat Closebutton (X)
2.3.1.5.ToChangethesizeof thewindow
Takethecursortotheborderofthewindow.Now,adouble-headedarrowwillappear.Clickand drag the
double-headed arrow to change the size of the window.

Width of the window

Heightof thewindow

Diagonalarrowis usedtochangebothwidthandheight

6.Tomoveawindow
ClickattheTitlebarand dragthemouseinordertomoveawindow.(Keepthemousepresses and move
the mouse )

Exercise: Open3windows(Notepad,CalculatorandPaintbrush)andarrangethemasshown below so

that all the three windows are visible.

Notepad Calculator Paint

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Steps:
1. OpenNotepadandmovethewindow totheleftmost corner.
2. Changethe size.
3. Repeattheprevious two steps fortheremaining2 windowsalso

Hint:ItisadvisabletoopenPaintanddrawsomepictures.Thiswouldhelpthenoviceusertohandle the mouse

properly.

Cut– Copy -Pasteusing notepad

1. OpenNotepad andtypeyouraddresslinebyline.

2. Selection:Takethecursortothebeginningoftheaddress-Clickanddragthemousetillthe end of the

address.Now the selected portion will appear on reverse video (Black background and white
letters)

3. Edit Copy Nowtheselected portion iscopied on to the memory

Takethe cursorto the end of thetext (or)to anyportion of the document

Edit Paste

Nowthe selectedtext ispastedon tothenew area.

Edit Cut isusedtoreplacetheoriginal text.

Shortcutsusingkey board:

Ctrl C
+ EDIT- COPY

Ctrl + V EDIT- PASTE

Ctrl + X EDIT- CUT

Usingtwowindows simultaneously

1. OpenNotepadand Calculator.Keep their sizesin such awaythat both are visible.

2. Type anequation inNotepad (12x60x60=)
3. UseCalculatortogetthe answer.

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 Edit Copy
Nowthe answer is copied on to thememory( Clip board)

4. ClickattheNotepad
Edit Paste
Nowthe answer from memoryis pastedinto the Notepad.

5. Repeatthepreviousstepsforother equationsalso.

Understandingthe keyboard

Type3paragraphsthatwillincludenumbers,Capitalletters,Underscores,Specialsymbolsetc.
Hints :
1. PressEnter keytogo tonextline / Paragraph

2. Press Shift keyandtypealettertogetCapitalletters;(or) Press

CapsLock key to get Capital letters.

Pressthesame keyagainto releasetheCapsLock

3. Tab Keyis used leaveaTab spaceat thebeginning of the paragraph.

4. Backspace Keyis used deletetheletterjustbeforethe Cursor‟sposition

5. Delete Keyisused deletetheletterat theCursor‟sposition

6. Num Lock Keyis usedget numbers from the NumericKeypad

7. Home Keyis used bringthe cursor to the beginningofaline

8. End Keyis used movethecursor to theend ofa line

MyComputerandMyDocuments

File:Afilereferstoagroupofrelateditems. It maybealetterwrittento yourfriend,aresearch paper, a song, a

film or anything of that sort.

Folder: Allthe filesarestoredon differentfolders.Itis alsocalled asaSub-Directory.

Drive:Acomputermayhavedifferentportionswherein youmaystorefolders/files,thatarecalledas Drives. The

following letters are normally used to represent drives

CdriveHarddisk(thesameharddiskmayhavepartitionsthatare
sometimes referred asD drive , E drive etc. )

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 Fdrive/G driveNormallyCDdrives
Creatingafile:
OpenNotepadandtypesomegoodwordsaboutyour city
File Save
TypetheFilename asCITY1andclick at Save
Nowthe fileissaved in theMY DOCUMENTS folder.

Opening a folder
OpenMYCOMPUTERbydoubleclickingonit(itisontheDeskTop) Choose
a drive ( D Drive ) by double clicking on the letter D
NowtheDdriveisopenedandtheFoldersonthedrivearedisplayed. To open
a folder you may double click on the folder.

Creatinganewfolder
Usingthe step-2openDdrive.
File New Folder
Type the name of the folder and press key.
ENTER
Itisadvisabletouseyourownnameasthefolder name

movingcity1.txtfilefrommydocumentstosahayfolder
OpenbothMYDOCUMENTSfolderandSAHAYfoldersidebyside.Clickatthefile( CITY1.txt)
and drag to the SAHAY folder ( Keep the mouse pressed and move )

Exercise:Createafolderon yourownname.Createone.txtfileusingnotepadand.bmpfileusingpaint and store

them in the Folder created by you.

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Tip:Tosaveafileinachosenfolderdirectlyusethefollowingsteps.Whilesavingselectthe following
Savein
Clickhereand select thedriveand folder

FileName Typethenameof thefileand press

save

Copy a filefromonefoldertoanother

SelectthefilebyclickingonitandRIGHTCLICK*againonit.ChooseCOPYandgotonewfolder. RIGHT
CLICK* again and then press PASTE.

*RIGHTCLICK: Click theright buttonof themouse.This is usedto displaytheShortcuts-menu.

Changethe nameofafile
RIGHTCLICKonthefile.ChooseRENAMEandtypethenew nameforthatfile–pressENTERkey to leave

Toknow thedetailsof thefilehistory

RIGHTCLICKonthefile.ClickatPROPERTIES.Differenttabsonthismenuwilldisplaythedetails about the
file.

Deletea file/ Folder:

Clickatthefile/folder– PressDELETEkeyfromthekeyboard.Nowthedeletedfileiskeptat Recycle Bin.
Toget backthe file:DoubleClick at Recyclebin–Click at thefile -RESTORE
Todeletethe Filepermanently: ClickREMOVEPERMANENTLY.

Printinga file
TypethefileusingNotepad or MS word. FILE Print

UsingthePrintDIALOGBOXspecifythenumberofcopiestobeprintedandotherdetailsandpress PRINT. (Keep

the print-device ON…..)

HandlingCDs
Keep the CD on the drive and using MY COMPUTER click at the G: drive to open the folders on the
CD.NormallyINSTALLisusedtoinstalltheprogramsontheharddisk. Doubleclickingonthem may directly
open some of the files on the CD

Commonbuttonsofwindows: List Box:

Clickhereandselectan item
OptionButtons:Theseareused to select anyone ofthe given options.

Clickingon them doestheselection.

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 CheckBox :Checkboxes areusedto select multipleitems.

CommandButtons:
Theseareusedto executeacommand.Clickon thecommandbutton willexecute thecommand.

2.4.Windows7additionalfeatures

TheStart menu issplit down themiddleinto two columns:

Leftside(white).Atthetop,abovethethindividerline,isthe pinneditemslist,whichisyoursto modify; it lists

programs, folders, documents, and anything else you want to open quickly.

Belowthe finelineisthe standardWindowsmost recentlyusedprograms list.

The Start menu‟s top-left section is yours to play with. You can “pin” whatever programs you
want here. The lower-left section lists programs you use most often. (You can delete items here but you
can‟t add things or rearrange them.) The right column links to important Windows features and folders.
Right: The All Programs menu replaces the left column of the Start menu, listing all your software. You
can rearrange, add to, or delete items from this list.

Page18
 Reviewquestions
1. Microsoft Windows is an
a. Operatingsystem b.Graphicprogram
c. Word Processing d.Database program (Ans: a)

2. Whichofthefollowingis in programgroup?
a.Accessories b. Paint
c.Word d. All of above (Ans:d)

3. Whatprogramrunsfirstaftercomputerisbooted andloadingGUI?
a.DesktopManager b.File Manager
c. Windows Explorer d. Authentication (Ans:a)

4. Whichofthe followingis not an operatingsystem?

a.DOS b.Oracle
c.Windows d.Linux (Ans:b)

5. Thecategoryofsoftwaremostappropriateforcontrollingthedesignandlayoutofcomplex
document like newsletters and brochure is:
a. Wordprocessing b.Computeraideddesign
c.Desktoppublishing d.Web pageauthoring (Ans:c)

6. Whichmenubarselectionwouldyouaccesstoopenfile?
a. Edit b. Help
c.View d. Noneof above (Ans:d)

7. A ..... isanamed locationonadiskwhere filesarestored

a. Folder b. Pod
c.Version d. Noneof the above (Ans:a)

8. Whichofthe followingis system software?

a. Operatingsystem b. Compiler
c.Utilities d.All of theabove (Ans:d)

9. Auser-interfacethatis easytouseisconsideredto be
a. User-happy b.User-simple
c.User-friendly d. Noneof the above (Ans:d)

10. The..... isthedrive containingthefiles tobecopied

a. Sourcedrive b.Destinationdrive
c.USB drive d. Noneof the above (Ans:b)

11. InWindows,start buttonisused to

a. Run applications b.Device setting
c. Turn offthesystem d. All of above `(Ans:d)

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12. Oncetexthasbeencuttotheclipboard,youcan .............. thattext into another document
a. Paste b. Copy
c.Transfer d.Noneof the above (Ans:a)

13. Whatisthe functionofradio button?

a. Toselectmultipleoption b.Toselectsingleoption
c.Toselectalloption d. All of above (Ans:b)

14. Theprimarypurposeof an operatingsystemis:

a. Tomakethe mostefficientuseofthecomputerhardware
b. Toallowpeople touse the computer,
c. Tokeepsystemsprogrammersemployed
d. Tomakecomputerseasierto use (Ans:b)

15. Theessentialdifference betweenanoperatingsystem like LinuxandonelikeWindowsis that

a. Windowscanrunwithan Intelprocessor,whereasLinuxcannot
b. Linux isaproprietarywhereasWindowsisnot
c. Therearemultipleversions ofLinux,but onlyoneversion ofWindows
d. AnyprogrammercanmodifyLinuxcodewhichis notpermittedwith Windows
`(Ans:d)

16. TheBasicInputOutputSystem(BIOS)residesin
a. RAM b. ROM
c.TheCPU d. MemoryCache
`(Ans:b)

17. Whichofthe followingis drop down list?

a. List b. Combo box
c.Text area d.None `(Ans:a)

18. Recentlydeletedfilesarestored in
a. Recyclebin b. Desktop
c.Taskbar d.Mycomputer (Ans:a)
19. Thedateandtimedisplayson
a. Taskbar b. Status bar
c.Systemtray d.Launchpad (Ans:a)

20. Whichruns oncomputer hardwareand serveas platformfor othersoftwaretorun on?

a. OperatingSystem b.ApplicationSoftware
c.SystemSoftware d. All (Ans:a)

Page20
 UNIT- III

MS-WORD2007

Microsoft Word or MS-WORD is a graphical word processing program that users can type with.Its
purpose is to allow users to type and save documents. Similar to other word processors, it has helpful
tools to make documents.

Thisnotesis usefulfora beginnerto learntheoperations ofMSword(version2007)through practice.

Exercise:1.Typingadocument.
Anyprintedmatterisreferredto asadocument.Ex.Aresearchpaper, Leaveletteretc.The following points
are useful to prepare a document

ToOpen MS-WORD:Click at themenuitems as shown below

Start Programs MS-Office Word

Nowadocument is opened.

Pointstoremember:
1. Starttyping aparagraphafterleavingatabspacebypressingthekey TAB

2. Type Continuously till the end of the paragraph. Press ENTER keytogotothenext
para.

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 3. Selectionofatext:TaketheCursortothebeginningoftheline-Clickthemouseanddrag
tilltheendofline.Theselectedportionwillappearinthereversevideo(Blackbackground and
white letters). Now apply the following for special appearance

B Boldspace

I Italic

U Underlinethetext

4. Font:SelectingdifferentFontsmaychangethestyleofthetext.Toapplyafont, select
the portion of the text and then do the following

TimesNewRoman Clickhereandselectafont

Example: Arial Black Tahoma ComicSansMS

Similarlythe sizeof thetext mayalso beselected:12 18 24

5. Textalignment: Alineoraparagraphmaybealigned inthefollowingmanner.

Left justified Centerjustified Right justified

Takethe cursorto theline or parabyclickingonit, and pressanyoneofthejustificationbuttons

Normallyparagraphs are leftjustified and theHeadings areCenter justified.

6. LineSpace:
Thelinespaceisadjusted bypressingthefollowingkeystogether
Ctrl 1
Ctrl 5

7. SpellCheck:
Press F7 keytobeginthespellcheck.Oncethecheckingisgoingonthecomputer would
suggest some corrections. You may accept by pressing Change or Press Ignore

(Or)RightClick atthewrongword–Thesuggestions aredisplayed–Click atthechosenword.

Page22
 8. To Save: Save

Givethefilename and press

Save

9. ToPrint: Print

Specifythepagenumbersto beprinted and press OK

10. ToopenaPreviouslyCreateddocument Open

Exercise :Re type the followingtext with all the effects displayed in this Text, including font, font
size,fonteffectslikeBold,italicandunderline(thoughthetextisnotaprofessionalpresentation)

Exercise:2.PreparingaGreetingCardusingWord
Prepareacardasshownbelow

Wishesfora
Happy eLearning

SahayaBaskaran

Steps:
Blank
1. Open a new Document New OK
Document

OrganiseClips
2. InsertaPicture: Insert Clip Art

SelectapicturefromtheClipartgallery.RightClickthemouse Copy

Minimize the clip art menu – Go to document: Paste

Page23
Nowtheclip artis inserted.Right clickthemouse, onthe clipand press

Text Wrapping BehindText

Nowthe size of thepicturemaybemodifiedandmoved toanyposition byclick and drag method.

3. Togetaborder: PageLayout PageBorders

Pageborder BOX

Selectthedesiredborderstyleandsizeandpress OK

Note: PageColour,Water markoptions arealsoavailableinthis menu

4. WordArt:Wordartisusedtogetattractivestyleofletters.ItisunderINSERTmenu

Exercise:3.Typingadocument–Additionalfeatures

1. PageSetup: Thisis usedtosetthesizeofthepapertobeusedforprinting, as well as

margins for the page.
OpenaNew Document. Blank
New OK
Document
Nowanew document iscreated

PageLayout Size MorePaperSizes

Setthewidthand heightof thepaper(ininches)and press OK

ToSetthePageMargins:

PageLayout Margins

Selectapredefinedstyle.(OR)clickat Custom Margins

SettheTop,Bottom,LeftandRightmargins(ininches)

andpress OK --Themargins selectedare left blankwhileprinting.

NB:Themenuisusedtochangetheorientationofthepaperforprinting. (Landscape /
Portrait)

Page24
2. Bullets: Bulletsareusedtofixbulletsymbolstoeachlineofthe text.

Example:
 Solids
 Liquids
 Gases

Go to Home menu;press button and then type the text.

Thebulletsaregivenautomaticallytoeveryline. PressENTERkeyto gotonextline. Tostopthe bullets:

PressBACKSPACE keyin a new line.
NB :Automatic Numberingmayalso be given to the document in asimilar way. To get automatic numbering
Press

ThistypeofAutoNumberingisveryusefulfortypingreferencestotheResearchpaper/Thesis.When we add /
delete some references from the text, the line numbers are automatically adjusted.

3. Indent: Indentationisusedtotypesomequotations.
There are two buttons to Decrease / Increase indent

Example: The following lines are indented from left margin. All the lines start after leaving some
space from left margin.
The use of indentation is get the text pushed inside. The indented text is automatically
pushed till we press ENTER key.After pressing ENTER key press Decrease indent
key once.

4. ToGetSubscriptsandSuperscripts:Typethetext asit isin oneline.

H2 SO4 -Select 2 by Click and drag. Home Font DialogBox OK

Clickat subscriptcheckboxand press
Now2becomesasubscriptasH2.RepeattheprevioussteptogetSO4. (Subscript Home
/
Superscript command buttons are also available in menu)

NB:ByselectingSuperscriptweget superscripted text .(i.e. :After selectingthe text click at

Home Font DialogBox Superscript. OK

Example( A+B) 2= A2+B2+2AB

Page25
Shortcutkeys
CTRL+EQUAL SIGN Apply subscript formatting for the selected text
CTRL+SHIFT+EQUALSIGNApplysuperscriptformattingfortheselectedtext
5. MathematicalEquations:
TotypematheematicalsymbolsandequationsMicrosoftEquation3.0canbeused.(itshouldhave been
loaded in your system)
Clickat Insert Select
Object MicrosoftEquation3.0

Mostofthemathematicalsymbolsarefoundhere. Clickattheitemtoselectasymbolandtypethe variables.

2
x
sin( )d
Examples: y 2

Note:
 Thisobjectdoesnot permitblankspacesto beenteredinbetween symbols.
 Tomakecorrections,wemayhavetoDOUBLECLICKattheobjectandmakecorrection.After the
correcions, clik at an empty area to save the changes and close the object.
 Tochangethesizeofthe equation:CLICKattheobjectandenlargetheborders.
 Thisobjectisusedonlyfortypingequations. It can‟tgettheanswers!.Youmayhavetouse
MATLAB or other software for solving equations.

6. Header/Footer:Thisisusedtokeepsometextasheader/footerforallthepagesprinted. Normally
printed books will have the name of the book as the header.
Insert Header
Nowselect thetypetheheaderand enter thetext and press CloseHeader
and Footer
UseDate,TimeetcforHeader/footersbyselectingcorrespondingbuttons.Thesamestepisused for modification of
header / footeralso.
Note:
 IfPAGENUMBERoptionisuseditwillsuperseedHEADER/ FOOTERoptions.Henceselect PAGE
NUMBER option and type the header text nearer to the page number.
 Tochangetheorder ofthepagenumber :
PAGENUMBER–FORMAT PAGENUMBER-Start at:(enter newvalue) OK.

Page26
 7. ChangeCase:Aftertypingaline youmayconvertthelettersintoUPPERCASEorlowercase using the
following steps. Select the line by click and drag method –
Home

Clickatchangecasebutton

Click at the suitable Case and press. Now the change is effected.
8. Printingaprojectreport/Thesis
Whilepreparingaproject report orbook the followingtips maybeuseful:

1. KeepingContinuousPagenumbers:
a. Keeptheintroductionpartsuchastitles,declarations,indexetc.,asone file(thispartwillnot have
page numbers)
b. Preparethetextmatterchapterwiseintodifferentfiles (filenamesmaybeChapter_1,
Chapter_2, Chapter_3 etc.,).
c. GivepagenumbersforthefirstchapterusingINSERT-PAGENUMBERoption.Gotoendof the first
chapter and note down the page number (say 16).
d. Openthe second chapter(file:Chapter_2) and changethe startingpagenumberas 17 using:
PAGENUMBER–FORMATPAGENUMBER-Startat:17,OK
e. Repeatthestep „d’fortherest of thechapters.
2. MarginsandPageSize:
a. Keepuniformmarginandpapersizeforallchapters(files).UsePAGESETUPoptiontodo that. It is
advisable to use A4 as paper size.
Leftmargin:1.2,RightMargin :1,Top Margin:1Bottom: 1.
b. Keeptheline space as 1.5(CRTL+ 5).
c. Toset linespace:Openthefile -Selectall paragraphs (^A)andset thelinespaceas1.5(^5).

3. Itis advisableto use thefollowingfonts for the whole document:

Text matter : Font: Timesnew roman Frontsize:13
Chaptersheading : Fontsize:15 Bold

4.Avoiding hyper links : If the text is copied from internet then the Hyper links will also appear in the
document. It should be removed.
Method-1: Rightclickathyperlink-Removehyper link
Method-2 : Selectthefulltextbyclickanddragmethodwheretherearemorethanonelinks present.
CUT by usingCRTL+ X
UsePastespecialfromHOME menu,andpaste thetextas Unformattedtext.

Page27
5. Toremoveextraspacesbetweenlines :Selectthelines–Rightclick-Paragraph-Spacing-select0 and
press OK

6. TogetGreekalphabets:Typealetterinsay„a‟-Selectit-GotoFont-Selectthesymbol front. It
becomes as „'

abcdefghijklmnopqrstuvwxyz becomesas

7. Shapes:Go-toinsertmenu–SelectShapes–Clickanddragtheshapessuchasarrows,squares,flow chat
symbol, callouts etc.
Clickanddragtheshape ontothedocument-Rightclickattheshape-Formatautoshape-Behindtext– OK.

Example:ClickanddragaStar.Clickatthe greencolouredbullettoRotatethe star.

8. Togethelp menupressF1

Exercise:4.TableHandling

cell Rows

Columns
Exercise:Print yourtimetableandtheDept.timetable.
1. InsertaTable

INSERT Table Selectthe numberofRows and Colums byClick and dragmethod.

Nowthe Table is inserted into the document.
TheTablemenu hastwo ribbonsviz:DesignandLayout

Page28
Mostof theoptions areavailablehereforhandlingthe table.
2. Keysused(Keyboard)

TabKey :To go to nextCell

ArrowKeys:Tomovetodifferentcells( up,down,left,right )
Enter : :To go tonext line insideacell

3. Deleting rows
Selecttherowto bedeleted, byclick and dragmethod-Right Click themouse.
DeleteCells DeleteEntireRow OK
Crtl+ Zto undo
4. Deletinga Column
Selectthecolumn to be deletedbyclick and dragmethod
DeleteCells DeleteEntire Column OK

5. InsertaRow/ Column
Selecttherow/column whereinsertion isrequiredbyclickanddragmethod-Right Clickthe mouse.

Insert InsertRowsAbove

Similarlytherowmaybeinsertedbelowthecurrentposition. To
insert a column also the same steps are to be followed

-afterselectingthe columnwhereinsertionis required.

6. TableDesign:
 Thisis usedto geta built-indesignforthe table.
 Clickatthetable–DESIGNMENU-Select asuitabledesignas required.
 Thesame menuhas features fordrawingnewcolumns within acolumn aswell as eraser.

7. MergeCells:
Selectthecellstobemerged.RightClickthemouse. Mergecells

Mergedcells 

8. LayoutMenu:This menu hasthe optionsforthe following

Page29
  Cellalignment :Justificationboth horizontallyand vertically
 Cellwidthand Height:(underCELLSIZE)
 Cellmargin :usedto adjustthespacebetweenthetext andcell border.
 Split thetable :Tobreak intotwo parts
 Insertingformulae :Tofind column total

Exercise:
Prepareyourtimetableandalsopracticewithtypingsomeofthetablesfrom your
subject.

Exercise.5MailMerge
Mailmergeisusedtolinkthebodyofaletterto manyaddressesandprepareindividuallettersasshown below.

Dear Dr.Arun,
Dear <name>, Dr. Arun This is to invite you
This is to invite Mrs.Veena personallyforthe…..
youpersonallyfor + Mr. Raju
the….. =
----------------------------
Dear Mrs. Veena,
This is to invite you
personallyforthe…..

Bodyoftheletter
Datafile
DearMr.Raju,
This is to invite you
personallyforthe…..
Mailmergeinvolvethefollowing3 steps
1. CreateaData File
2. Create abodyofletter
3. Mergeboth1&2 .

Mailings menu:

1. ToInitiateMailmerge

Page30
Openanew document
Mailing StartMailMerge :Nowthemailmergeprocessin initiated.

2. CreateaData File

SelectRecipients TypeanewList

NowNEWADDRESSLISTdialogueboxisdisplayed.Usingthisbox,removetheunwantedcolumns and ADD

new columns as per the requirement.
Clickat Customize Columns

Toremoveacolumn :Click atthecolumn Delete

To add a column : Add Enterthecolumn name OK

RemovealltheexistingfieldsandkeepNAME,DOOR_NO,STREET,CITY,PINCODEasthenew columns.
NB:Thefieldnamemustbeaword(Nospaces areallowedinbetween;underscoremaybeused) Press OK to
close this menu and enter the data using
NEWADDRESSLISTdialoguebox.

Toenterdata:Typethetext in the fields.

ClickatNEWENTRYtogotonextrecord. Enter 5
addresses.Press OK.
SavethedatafileasDATA1onthedesktop. This
file is saves as an Access file ( .mdb)

2. Createabodyof letter

Nowpreparethebodyoftheletterbyinsertingthefieldnames.Thefollowingsequencewouldhelp inserting
filed names in the body of the text.

Dear InsertMergeField Name ,

Greetingandwishestoyou!
ThisistoinviteyoupersonallyfortheCollegedaythatistobeheldon26-02-2014. Please
make it convenient to attend to the function without fail.

Fr. Principal

To
InsertMergeField NAME PressEnterKey

InsertMergeField DOOR_NO PressEnterKey

ICT- 1 Page33
InsertMerge Field CITY
Pin : InsertMergeField PIN PressEnterKey

3. Merge bothDataandbodyoftheletter

Mailing Finish Merge Editindividual Documents All OK

4. Nowthemergedlettersarecreatedascontinuous pagesonthesamedocument.Theymaybe
printed(or) edited separately.
5. Linking Data fromMs Excel:Thedatafrom excelmayalso belinked usingmail merge.
SelectRecipients UseexistingList
SelecttheEXCELfile. Select theSheet to belinked-OPEN.

ThesamestepisusefulforlinkingaTABLEfromtheMSworddocumentalso.Thetabletobelinked must be
saved in a word document and its file name is used as the source.

Page34
Exercise :Create amailmergeletter withthefollowing fields
DNO NAME _STUDENT SUB1 SUB2 SUB3 RESULTNAME_FATHER
DOOR_NO STREET CITY PIN
Individualletters totheparentsto informtheResultsof theirwards areto beprepared.

Exercise.6SomeCommontipsforeffectiveuseofMS-Word

UndoButton:
Thisbuttonisavailableatquickaccesstoolbar.(TOProw)
Thisbuttonisusedtocancelthelastaction/Actions.Forexampledeletingawordmaybecancelled (got back)
by clicking at this button.
Keyboard Short cut:Crtl+Z

Add abutton toQuickaccessTool Bar:

Supposeabuttonfromthe menuistobeaddedtoquickaccesstoolbarthenthefollowingstepsmaybe useful:
Movethe mouseover the button – Right Click- AddtoQuick accesstool bar

To Removefromquick accesstoolbar:

Movethemouseoverthe buttonto beremoved–Right Click- RemovefromQuick

access tool bar

Practicesession
Exercise:Typethefollowingtextexactlyasshownbelow(Format,Fonttype,Indent,Bullets, Alignment,
Bold, Italic, Underline , Subscripts etc. ).

SampletextforPractice

Renameor movethe default workingfolder for Office

1. SaveandcloseallOffice files,andthencloseallOffice programs.

2. InWINDOWSEXPLORER,moveorcopyanyfiles you wanttofindquicklytothe

MyDocuments folder.

3. SampletextforPractice:

2
x
sin( )d
 k  y2

 H2SO4 isanacid
 ( A+B ) =A +B2+2AB
2 2

Page35
 Useindentationtoincreasetheleftmargin
 GiveyournameasthePageFooter
“If you could complete this exercise successfully then you may be
calledas“MasterinMSWord(Jr.).HowaboutthrowingaPartyfor all of
us! ”

Page36
 UNIT–IV
MS-POWERPOINT2007
Power Point is used for creating presentations(Seminar presentation, Quiz, Animated Shows, Photo
Shows, etc). It is a part of the package MS-Office.This presentation puts forward a simple and easy way
to learn the package.

OpenPowerPoint START Program PowerPoint

Thetitlelayoutof thePowerPointwillbe displayed.Clickandtypethetitle ofthe presentation.

ToGeta newslide: Home New slide

 Selectalayoutfromtheavailablelist.Layoutreferstotheoutlineofthe slide.
 SelectthetitleandContentlayout:Thislayouthas Table,Chart,Smartartgraph,Picture,Clipart and
Movie clip.
 Selectasuitablelayoutandfilltherequireditems. Example:Selectapicturelayout-byclickingat the
picture icon, insert a new picture.
Byusingthe previous steps,createmorenumberof slides(say7slides).
ToView theSlideShow:
View SlideShow
(or) Press F5 key

 Nowthe slidesaredisplayed oneafter anotherbypressingEnterkey/ Mouseclick.

 Usearrow keys togotoprevious/next slide.
 PressESCkeyto stop the slideshow.
To Changethe background:
Thisoptionis usedtoget beautifulbackgrounds forthe presentation.
Design
Chooseadesignandselectitbyclickingonit.Wemaychangetheslideorientation,colours,effects, fonts
andbackground graphics at this level.
Animation:
The display can be made more impressive by introducing special effectslike displaying the
textwith some visual effects.Animation can be done at two levels
1. Slideleveltransition
2. Objectlevel Effects
1. Slideleveltransition :Thiswilleffecttheslidesbeing displayed
Animations
Selectatransitionstyle forthe slide. Applytoall

Nowall theslides willappear accordingto the chosen transition.

We can give sound effect also by selecting a proper sound clip from the TRANSITION SOUND list
box. The speed of transition can be controlled by selecting an option from the TRANSITION SPEED
list box.

Page37
2. ObjectLevel:This isusedtoproducespecialeffectstovariousobjectsintheslide(Text,Picture, Chart .. etc)
Animations Custom animation
Selectan objectin the slidebyclickingat it, andthen click at
AddEffect Entrance
Selecttheanimationstylefromthelistboxbyclickingon it.
Italsohasspeedcontrol,directioncontrolandoptionsforchanging/removing animation.

SlideViewoptions

 NormalView : Usedfordesigningthe slides.

 Slidesorter View : Alltheslidesaredisplayed. Thisview is used
tochangetheorder oftheslide, deleteaslideetc.
 NotePageview : To add some notes to the slide. This may be useful
tothepresenter andwill notbe displayed.

To save: Save typea file name Save

ToOpenapreviouslysaved presentation: Selectthefile

Open

InsertingaHeader/Footerforallpages :
Open the slide in NORMALview.
Insert Headerand Footer Slide

SelecttheFOOTER. Typethe texttobeaddedas footer. ApplytoAll

Sometipsforeffective presentations

Thereshouldbeagoodcontrastbetweentheforeground(letters)andthebackground.Itisadvisableto use
default designs. (Example : black letters with white background has the maximum contrast. Black
letters with a blue background is to be avoided)
1. Fontsize:22-40 .Smaller fonts willnot be visibleto the audience.
2. Thelinespace fortext maybe 1.5 / 2forbettervisibility.
3. Tobreaktheovercrowdedtextintotwoslides:Clickattheslide(ctrl+D).Now yougetaduplicateslide. Remove
thesecond part from the first slide. Remove thefirst part from the second slide, and readjust the font size.
4. Avoidhyperlinksfromthetextcopiedfrominternet. (Rightclick,REMOVE HYPERLINK).

Page38
 UNIT–V
MS-EXCEL

MS- Excel is a package meant for three important applications viz., Calculations, Graph drawing and
Databasemanagement. Theexcelfileistreatedasaworkbookin which wehavemanywork sheets.An excel
work sheet has cells arranged in rows and columns.
A B C D E F G H I J
1 Column-E
2 Cell-B2
3  Row 3
4

There are 16,384 columns named as : A , B, C.. Z, AA, AB, AC… XFD and1048576 rows in a work
sheet. A cell is identified by its cell address. The cell address has the Column name followed by its row
number. Example: A1, A2, B1, B2.

RibbonConceptinMS Office:
CommandButton DialogBoxLauncher
Tab

Group
Tabs :Maingroups/Coretask(Home,Insert,PageLayout,Formula,Data,Review,View)
Command buttons : Click to perform a task
Groups : Group of related commands within a
tabDialogBoxlauncher:Clicktoopenthedialogboxrelatedtoagroup.
Operations : CTRL + F1 : To display / hide the ribbon.

1. Openinga Workbook:
Start Programs MsOffice MsExcel
Nowthe workbook is opened and theSheet-1 is displayed.

Page39
2. Keysused:
Arrowkeys(Up,Down,Left,Right):togotodifferentcells.
Ctrl+Up arrow :togo toprevious dataitemin acolumn/First row
Ctrl + Down arrow : to go to next data item in a column / last row
Ctrl + Left arrow (or ) HOME :togotothedataitemto theleft/firstColumn
Ctrl+Right arrow :togoto thedataitem totheright /last Column
Tab : Nextcolumn
Enter :Nextrow
3. Enteringdata:
Go to the cell where the data are to be entered and type the data. Press arrow keys to go to next
cell.Thetextwillbeautomaticallyleftjustified.Thenumbersarerightjustified.Usethejustifyingtools to change
the justification.( Home tab)

To enter Date :Usetheformat7/16/2011or16-July-2011 To

enter current date: CTRL and the semicolon (;)
To enter a time :Typethenumbers,aspace,andthen"a"or"p"(Ex9:00p) To
enter time : CTRL and SHIFT and the semicolon
AutoFill:Enter5atA1 10atA2.
SelectBothA1andA2;Clickanddragthefillhandletoothercellstogetthe sequence
4. Editing Data
Click at the cell where the correction is needed. The data on the cell would appear on the formula
bar.Click at the formula bar and correct the data and then press Enter key.
(or)Double clickatthecellandedit.
5. Using formulae:
Aformulamuststartwitha=symbolfollowedbycelladdresses. Example:
a. TofindthetotalofcellsB2&C2  =B2+C2
b. Tofind 40 %ofthe cell C2 =40/100*C2

Note:
Thekeys+ - * /representaddition,subtraction,multiplicationanddivisionrespectively.
6. Using functions:
a. Tofindthesum ofcellsB2,C2,D2 =SUM(B2:D2)
b. TofindtheResult basedonmarks atB2&C2
=IF(AND(B2>=35,C2>=35),”Pass”, ”Fail”)

7. Copying a formula
Clickattheformula(D2)

Fill handle

Clickand dragthe fillhandle downwardsto copythe formulaeto othercells.

Page40
8. Increase/Decreasethewidth of a column:
Take the Cursor to the gap between the columns. A double headed arrow will appear. Click and
drag the double headed arrow to increase or decrease the width of the column.

9. InsertColumn:
Clickatcellwhereyouwanta column-RightClick-Insert–EntireColumn-OK

Exercise1:
Createaworksheetwith2subjectsandfindtotal,averageandresult.

Formula for Total(D2) : =B2+C2

Formula for Average (E2) := D2/2
FormulaforResult( F2) :=IF(AND(B2 >=35,C2>=35),"Pass","Fail")

Exercise2:
Create a worksheet with columns  Name, BASIC, DA, HRA,CCA,GROSS_SAL,IT,NET_SAL
to prepare a salary bill.

ICT- 1 Page41
 CellAddress Item RuleforCalculation Excel formula
C2 DA 10 %of Basic =10/100*B2
D2 HRA 5 %of Basic =5/100*B2
E2 CCA Any amount
F2 GROSS_SAL TotalofBASIC,DA,HRA,CCA =SUM(B2:E2)
G2 IT Any amount
H2 NET_SAL GROSS_SAL-IT =F2-G2

Otherbuttonsused:

Toincrease/decreasedecimalpositions(zeros) To
get Comma symbols in between numbers
Charts:
1. Enterthedata-Select thedata-byclickand dragmethod

2. GotoINSERT;Selectthetypeof chart byclickingon it. Thechart will appear on the sheet.

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3. Chartoptions :
a) TherearethreetabsunderCHARTTOOLS.TheyareDesign,LayoutandFormat Design
options

Layout Options

FormatOptions

Exercise#3
a) CreateabargraphforthestudentdatawithfourcolumnsName,Mark_1,Mark_2andMark_3. Give
proper X and Y titles.
b) Createa XY graphforthePressurevs Volume.
c) CreateaPie ChartforyourMonthlyExpenses.

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Exercise#4
Preparethemessbillfor6students

Rules :
1. Thefoodexpensefor „Veg‟Catogory=Rs1000/-andfor „NV‟it isRs. 1500.
2. SpecialsandEBchangefromstudenttostudent
3. Balance/DuesiscalculatedfromPaid-Total

Key:FormulaforC2: =IF(B2="veg",1000,1500)

Exercise5: Sorting
Createaworksheetwith NAME,HEIGHT,WEIGHT.Enter10records

a) SortthestudentsaccordingtoHeight( Descending) order.

b) SortthestudentsaccordingtoWeight( Ascending)order
c) Filterthosestudents whoseweightis above75 kg.
d) Filterthosestudents whoseHeight>160 cm
e) Filterthose whohaveHeight>75kgandWeight >160 cm.

StepsforSorting
i. Selectthecellrangeyou wanttosort.(A1toC7)
ii. SelecttheDATAtabon the Ribbon,thenclick the SORTcommand.
iii. TheSort dialogboxwillappear. ...
iv. Selectthesortingorder (eitherascendingordescending). ...

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 v. ClickOK.
vi. Thecell rangewillbesorted bythe selectedcolumn.

Sortedaccordingto HEIGHTin ascendingorderis here

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Exercise#6-PivotTable:
Pivot tableis used to preparesummaryofdata.
1. CreateaworksheetwithDNO,AGE,GENDER&CASTE
2. INSERT-PIVOTTABLE-
EnterthedatarangeasA1:D11
Locationas A15:D25 OK

ClickanddragGENDERfromPivotTableFieldlisttothebottomofthedialogbox(twice)asshown in the next

page.
NowthesummaryofGender
BOYS 7
Girls 3
TOTAL 10
is displayed.

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TogetCASTE:
- Uncheck GENDER
- CheckCASTE .Click anddragCASTEto theBottom.

TogetGENDER &CASTE : ClickatGenderand Caste

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To ValidateData : Validationis used to restrict the data entry. Suppose the marks entered areto be
restrictedtobe<=100,thenwemayvalidatethecellsthisusingthefollowingsteps.-Selectthedata range to
which validation is necessary.( B2 : B11)
DATA–(DATATOOLS)-Data Validation

Setting: Allow : Whole number Data:lessthanMax:100OK Input

Message:Title : Mark Input Message : Maximum marks is 100

Error Alerts : ( When we enter a wrong data )

Stop Warning Information

Datashouldbechanged Dataneednotbechanged(pressyes) Onlyinformation given

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PrintingExcelSheets:
1. Selecttherangeofdatato beprinted–Pagelayout –PrintArea-Set Print area.
2. Clickat Print Titles. Thedialogueboxis usedtoset the Papersize,Margins, Header/ Footer
andSheetoptions.
3. SelectSheet–Gridlines togetthe gridlinesonprinting
4. ClickPrintpreviewtoseethe modelofprintingpage.Click atPrinttogetthe printout.

***All thebest ***

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