COM 115

(COMPUTER APPLICATION PACKAGES)

LECTURE NOTES
 LECTURE ONE

OVERVIEW OF THE COMPUTER SYSTEM

What is computer?

A computer system can be defined as an electronic device capable of accepting data through an
input device, process it under the guidance of a set of instructions (called program) and present
the result as information through the output device to the users.

Impact of Computers on the Society

1. The office: An office will have a central computer connected to various offices via terminals
in their homes and carry out their official assignments. The most important advantage of
this system is speed at which jobs are handled with this system and cutting of cost of
transportation by staff from the homes to various offices. The demerit lies in the fact that
there would be lack of social interaction among staff and inadequate privacy of data and job
operations. As well there would be lack of superior control of subordinates and the cost of
implementing such a system is high
2. Manufacturing Industries: They are among the first most well established fields of
application of information technology. It has provided tools for production planning,
production, design and industrial research. Other areas where information technology has
done very well are computer-integrated manufacturing (CIM), computer aided
manufacturing (CAM), and computer aided design (CAD). Computer aided design was
successfully applied to fields outside the manufacturing unit, such as computer itself,
architectural and building industries.
3. Health: Computer-controlled life support systems can monitor a patient’s condition via a
number of sensor devices checking on, for example, pulse rate, body temperature and
blood pressure. This frees nurses of other duties. Computer-assisted diagnosis systems
make use of artificial intelligence to assist a physician in diagnosing a patient’s condition.
Another use of computer is to assist the plastic surgeon in the repairs of facial injuries and
deformities.
4. Finance and Commerce: Every money transactions are of importance to information
technology. A record usually needs to be made either formally or informally about the
amount, the purpose, the parties involved and the date of transaction etc. previously
recorded on paper and processed by hand or by means of slow electromechanical machine.
This device certainly was inadequate hence it failed in face of massive growth in
transactions. Information Technology has provided us with very good methods of
transaction business e.g Bank account opening, online shopping, money transfer, the use of
point of sales terminals (POS), etc.
5. Military Application: Computer and Telecommunication technologies have been employed
for military purposes ever since their beginning – calculation of ballistics of artillery shells
and transmission and decoding messages are among the best recorded uses of these
technologies. The automated battlefield concept includes Missiles, which find their pre-
programmed target with very high accuracy.
6. Education and Training: Areas where IT is applicable are computer assisted training (CAT),
computer managed learning (CML) with training material such as TUTORIAL on a screen-
based terminal, computer-based test (CBT), etc.
7. Leisure: There are lots of games that one can play with computer system. Most desktops
come pre-installed with the operating system and other games can be bought and installed
for leisure hours. One can either play such games with the computer or play alone or play
with someone else and having the computer as the umpire.
8. Computer as an aid to Lawyers: Computers are used in many law chambers to record cases
and courts proceedings. With expert system and artificial intelligence that characterize the
fifth generations computers of today, computers with a well-developed database is capable
of determining and revealing various defense strategies based on similar cases that have
been determined somewhere else before.

Basic Function of a computer

PROCESS
INPUT OUTPUT
The computer basically accepts data as input, processes the data and presents the results of the
processed data as output.

Components of the Computer System

There are two main parts of computers: hardware and software.

Hardware refers to all the physical parts of the computer that can be seen, felt and touched.
Examples include keyboard, mouse, printer, hard disk, processor, motherboard, monitor, etc.
The hardware can be divided into two which are: system unit and peripherals.

The system unit houses the most important parts of the computer such as CPU, motherboard,
memory, power pack, disk drives, etc

The peripherals are the input and output devices that extend the capabilities of the computer.
They are not essential but often necessary for the full working of the computer.

Software refers to the instructions that a computer uses to perform a given task. Pieces of
software are often called program. The basic function performed by computer is the execution
of a program.

Hardware units of the computer system

1. Central processing unit (CPU): This is often referred to as the brain of the computer. It
performs most of the calculations within the computer and is responsible for the smooth
running of your operating system as well as your application programs such as word
processor, spreadsheets and databases.

The CPU is the single most important item within the computer that governs its overall
speed.

The central processing unit comprises of Arithmetic and Logic unit (ALU) and the Control
Unit (CU) with the memory unit.

(a) Control Unit

 This unit is often called a control system or central controller and it directs the various
components of a computer. It reads and interprets (decodes) instructions in the program
one by one. The control system decodes each instruction and turns it into a series of control
signals that operate the other parts of the computer. Control systems in advanced
computers may change the order of some instructions so as to improve performance.

(b) Arithmetic and Logic unit (ALU)

The ALU is capable of performing two classes of operations: arithmetic and logic. The set of
arithmetic operations that a particular ALU supports may be limited to adding and
subtracting or might include multiplying or dividing, trigonometry functions (sine, cosine,
etc) and square roots. Some can only operate on whole numbers (integers) whilst others
use floating point to represent real numbers even though with limited precision.

An ALU may also compare numbers and return Boolean truth value (true or false)
depending on whether one is equal to, greater than or less than the other.

Logic operations involve Boolean Logic: AND, OR, XOR and NOT. These can be useful both
for creating complicated statements and processing Boolean logic.

(c) Memory Unit (Registers)

The CPU contains a special set of memory cells called registers that can be read and written
too much more rapidly than the main memory area. Registers are used for most the most
frequently needed data items to avoid having to access main memory every time data is
needed. Since data is constantly being worked on, reducing the need to access main
memory greatly increases the computer’s speed.

2. Input Unit

This is the unit through which data, commands and instructions (program) are entered into
the computer. It serves as a communication means between the outside world and the
computer.
 Input devices include:

1. Keyboard 5. Joystick
2. Mouse 6. Digital camera
3. Microphone 7. Light pen
4. Scanner

Keyboard

This is a human interface device which is represented as a layout of buttons. Each button or
key can be used to either input a linguistic character to a computer, or to call upon a
particular function of the computer.

Mouse

This is a pointing device which is a human interface device that allows a user to input special
data to a computer. Movement of the pointing device is echoed on the screen by
movement of the cursor, creating a simple, intuitive way to navigate a computer’s GUI
(Graphical user Interface).

Microphone

This is an input device that transduces sound pressure into electrical signal in which
computer equip with a sound card, necessary software and high power microprocessor
used to accept commands and facilitates dictation capability.

Scanner

This is a device that is used to scan document like picture and other graphical images and
transfer the document into the computer storage system for processing.

3. Output Unit

This unit comprises of devices that are used to present the result of the work assigned to the
computer system when the work has been accomplished. Output devices are:
 1. Monitor
2. Printer
3. Plotter
4. Projector
5. Speaker

Monitor

This device is a kind of television-like screen that displays result or processed data (information)
and it consumes considerate electrical energy hence producing heat that may require some
means of dissipation

Printer

This is another output device that is different from the monitor because printer produces a
physical copy (also known as hard copy) of the result.

Plotter

This device is very similar to the printer. While printer produces characters and sometimes low
resolution graphics, plotters are specially designed to produce high resolution graphics.

Computer Storage System

Basic unit of data storage: It is important to realize that the term digital computer refers to the
fact that ultimately the computer works in what is called binary.

Bit: This 1 or 0 level of storage is called a bit

Nibble: A nibble consists of 4 bits

Byte: A byte consists of 8 bits. That’s 23 = 2 nibbles = I character

Kilobyte: A kilobyte (KB) consists of 1024 bytes

Megabyte: A megabyte (MB) consists of 1024 kilobytes

Gigabyte: A gigabyte (GB) consists of 1024 megabytes

Terabyte: A terabyte (TB) consists of 1024 gigabytes

There are two types of storage unit:

1. Primary storage
2. Secondary storage

Primary Storage

Primary storage presently known as memory is the only directly accessible to the CPU. The CPU
continuously reads instructions stored there and executes them. The primary storage comprises
of RAM (Random access memory) and ROM (read only memory)

 Random Access Memory (RAM)

RAM is a small-sized; light but quite expensive at the same time. RAM is also volatile, that is
they lose information when not powered. So, a computer containing only such storage
would not have source to read instructions from, in order to start the computer.

 ROM (Read only memory)

A non-volatile primary storage containing a small startup program (BIOS) is used to
bootstrap the computer, that is, to read a larger program from non-volatile secondary
storage to RAM and start to execute it is called ROM.

ROM is slow and memory must be erased in large portions before it can be written.
Some embedded systems run programs directly from ROM (or similar), because such
programs are rarely changed. Standard computers do not store non-rudimentary
programs in ROM, rather use large capacities of secondary storage, which is non-volatile
as well and not as costly.
Secondary Storage

This storage is not directly accessible by the CPU. The computer usually uses its input/output
channels to access secondary storage and transfers the desired data using intermediate area in
primary storage. Secondary storage does not lose the data when the device is powered down. It
is non-volatile per unit, it is typically also an order of magnitude and less expensive than
primary storage.

Secondary storage devices include:

1. Hard (fixed) disk

2. Floppy disk (diskette)
3. Compact disk ROM (CD-ROM)
4. Digital Versatile Disk ROM (DVD-ROM)

Hard (fixed) Disk

Hard disks are the main, large data storage area within your computer. Hard disks are used to
store your application programs (that is, word processor, games etc) and your data. They are
much faster than CD-ROMs and floppy disks and can also hold much more data.

Floppy Disk

They are also known as diskettes. They are very slow compared to hard disks or CD-ROMs, and
hold relatively small amounts of data (1.44MB). Sometimes people will back up (that is, copy)
important data from their hard disk to floppy disks. However, as diskettes are notoriously
unreliable. This is not the best way of backing up valuable data.

CD-ROM

Compact-disc-read only memory (CD-ROM) discs look exactly like music CDs but contain
computer data instead music. The advantage of a CD-ROM is that it can hold a vast amount of
data (equivalent to the storage capacity of over 450 floppy disks). They are also
interchangeable. This means that you can own a range of different CD-ROMs and choose which
are to insert into your CD-ROM drive.

DVD-ROM

Digital Versatile Disc (DVD), similar to CD-ROM but allows you to use DVD disks, which contain
vastly more information than a traditional CD-ROM. This also transfers the data from the disk to
the computer far faster allowing you to watch movies on your computer screen. A single-layer
single-sided DVD can store 4.7GB of data. The two-layer DVD standard allows a capacity of
8.5GB. A double-sided DVD increases the storage capacity to 17GB while a CD-ROM can only
store 650MB of data,

USB Flash Disk

A USB flash drives offer potential advantages over other portable storage devices, particularly
the floppy disk. They have a more compact shape, operate faster, hold much more data, have a
more durable design, and operate more reliably due to their lack of moving parts. Additionally,
it has become increasingly common for computers to ship without floppy disk drives. USB ports,
on the other hand, appear on almost every current mainstream PC and laptop. These types of
drives use the USB mass storage standard, supported natively by modern operating systems
such as Windows, Mac OS X, Linux and other Unix-like systems. USB drives with USB 2.0 support
can also operate faster than an optical disk drive, while storing a larger amount of data in a
much smaller space.

Classification of Computers

Computers can be classified based on the following parameters:

1. Type of data processed

2. The size
3. The purpose or scope
4. The age of technology or generation

Classification based on the type of data processed

In this category, we have:

 Digital computers
 Analog computers
 Hybrid computers

Digital Computers

These are computers that operate on discrete values. That is, values that occur at a point in
time e.g. 0,1,2,3… The output from digital computers is usually in the form of discrete values.
This class of computers is commonly found in the business environments, and they include desk
calculators, adding machines, and most of the computers we have around, that is the personal
computers.

Analog Computers

This is a form of computer that uses continuous physical phenomenon such as electrical,
mechanical or hydraulic quantities to model the problem being solved. The output of analog
computers is usually represented in the form of smooth curves or graphs from which
information can be read.

Hybrid Computers

Hybrid computers are computers that comprise features of analog computers and digital
computers. The digital component normally serves as the controller and provides logical
operations, while the analog component normally serves as a solver of differential equations.

Classification based on size

Using physical size as a factor, the following types of computers can be identified:

(a) Micro-computers: These are computers that are small in size which can be placed on the
desk or lap or palm.
(b) Mini computers: These are large computers that support multi users. Their speed of
operations is high compared to micros
 (c) Mainframe computers: These are very large computers that support multi users. Their
speed of operations and memory capacity is larger than that of a mini computer
(d) Super computers: These are the largest and fastest type of computers. They are mainly
used in meteorology, biomedical applications, remote sensing, etc

Classification based on purpose (scope)

Using scope as a criterion, computers can be classified into two broad categories:

(a) Dedicated or Special-Purpose Computers: These are computers that are designed to
carry out only specified task. The series of instructions that these types of computer
follow to carry out its operation is in-built and cannot be modified e.g. word processor,
robots used in car manufacturing plants, car speedometer, calculator, automated teller
machine (ATM), etc.
(b) General Purpose Computers: These are computers designed to perform a wide variety
of operations. They can be programmed to carry out scientific oriented applications or
business-oriented ones just by changing the series of instructions in its memory. E.g
laptop computers, desktop computers, etc

Classification based on Generation (Age of Technology)

This classification is also referred to as generations of computers

Generations of Computer

Each generation of computer is characterized by a major technological development that

fundamentally changed the way computers operate, resulting in increasingly smaller, cheaper,
more powerful, more efficient and reliable devices.

First generation (1940 - 1956) - Vacuum Tubes

The first computers used vacuum tubes for circuitry and magnetic drums for memory. Their
characteristics are:

1. They are very big, taking up entire rooms

 2. They are very expensive to operate
3. They are using a great deal of electricity
4. They generated a lot of heat
5. They often malfunctioned
6. They relied on machine language to perform operation
7. They are able to solve only one problem at a time
8. Their input were on punched cards and paper tape
9. Their output was displayed on printouts
Examples: UNIVAC and ENIAC computers

Second generation (1956 – 1963) - Transistors

Transistors replaced vacuum tubes and ushered in the second generation of computers. Their
characteristics are:

1. The computers become smaller

2. They are faster, cheaper and are more energy-efficient.
3. They are more reliable than the first generation computers.
4. They used assembly language to perform operations.
5. Generated lesser heat.
6. They still relied on punched cards for input and printouts for output.
7. These were the first computers that stored their instructions in their memory.
8. The memory these computers used moved from a magnetic drum to magnetic core
technology.

Third generation (1964 – 1971) - Integrated Circuits.

The development of the integrated circuit was the hallmark of the third generation of
computers. Transistors were miniaturized and placed on silicon chips called semiconductors.

Characteristics of these computers are:

1. They were smaller and cheaper than their predecessors.

 2. Drastically increase in speed.
3. The computers are highly efficient.
4. Keyboard is used as input device.
5. Monitor and printouts are used for output.
6. Operating system was now on these computers, which allowed users to interact
with the computer and also many applications can run on it at once.

Fourth Generation (1971 – present) - Microprocessor

The microprocessor brought the fourth generation of computers, as thousands of integrated

circuits were built onto a single chip. Characteristics are:

1. The size becomes drastically small because components of computer such as CPU,
memory and input/output controls are located now on a single chip
2. Computers in this era can be linked together to form a network, which eventually
led to the development of the internet
3. Graphical User Interface were developed including mouse and hand-held devices

Fifth generation (Present and beyond) - Artificial Intelligence

Fifth generation computing devices are based on artificial intelligence. They are still in
development. Applications that have been developed so far in this generation are:

1. Voice recognition
2. Parallel processing and superconductors which is helping to make artificial
intelligence a reality
3. Quantum computation, molecular and nanotechnology will radically change the face
of computers in years to come.

The goal of fifth generation computing is to develop devices that respond to natural language
input and are capable of learning and self-organization.
Computer Software

Computer software refers to set of instructions and codes called programs which enable the
computer to perform certain tasks.

Computer software is basically a program, which allows the hardware components to operate
effectively as well as provide very many useful services. Computer manufacturers and certain
software specialist usually write software.

Types of Software

1. System Software
2. Application Software

System Software

System software covers the collection of programs usually supplied by the manufacturer of the
computer. These programs protect the user from the enormous complexity of the computer
system, and enable the computer to be used to maximum effect by a wide variety of people,
many of whom will know very little about the inner workings of computers without the systems
software a modern digital computer would be virtually impossible to use.

System software consists of the following elements:

1. Operating system: Those programs concerned with the internal control and
coordination of all aspects of the computer system.
2. Language Translators for converting from one programming language to machine
language
3. Utility programs: They are programs providing various services to users. Those services
include translators for any languages supported by the system. Other examples include
program editors and other aids to programming.
4. Graphical User Interfaces (GUI) providing intuitive, easily learned methods for using
microcomputer systems.
Operating System

If a computer system is viewed as a set of resources comprising elements of both the hardware
and software. Then, it is the job of the collection of programs known as the operating system to
manage these resources as efficiently as possible. In so doing, the operating system acts as a
buffer between the user and the complexities of the computer itself.

Functions of the Operating System

1. Interpretation of the command language by which operators can communicate with the
operating system.
2. Error handling: for example; detecting and reporting inoperative or malfunctioning
peripherals.
3. Protection of data files and programs from corruption by other users.
4. Security: protection of data files and programs from unauthorized users.
5. Accounting: Accounting and logging of the use of the computer resources.
6. Program loading to the main memory for processing.
7. Multiprogramming
8. Interrupt handling
9. Job sequencing
10. File management
11. Job Scheduling
12. Peripheral control
13. Recovery form system failure

Examples of operating systems are Microsoft Windows 95, 98, vista, 7, vista, 8, 8.1, 10, Unix,
MS-DOS etc

Language Translators

These are computer programs designed to convert high-level language programs into machine
code, that is, into a form directly usable by a computer. Common types of language processors
are Assembler, Compilers and Interpreters.
Assembler: This is a translator that convert program written in Assembly language to machine
code and vice versa.

Compiler: This is translator that convert program written in high level language to machine
code and vice versa, and translation is done all at once. Languages translated by compiler are
COBOL, FORTRAN etc

Interpreter: This is a translator that convert program written in high level language to machine
code and vice versa but the translator is done line by line. Example of language translated by
interpreter is BASIC, JavaScript etc

Utility Programs

As part of the systems software provided with a computer system, there are a number of utility
programs specifically designed to aid program development and testing. These include the
following:

Editors: These permit the creation and modification of source programs and data files

Debugging Aids: Debugging aids help programmers to isolate and identify the cause of bugs.

File Managers: These simply facilitate a number of operations connected with program
development and maintenance such as keeping backup copies of important files; deleting,
creating, merging, sorting files etc. without the help of such dedicated programs, operations
such as these could be extremely time-consuming and consequently expensive.

Graphical User Interfaces (GUIs)

Graphical User Interfaces (or GUIs) provide a more intuitive means of performing common
tasks. They usually make use of a pointing device, typically a mouse, by means of which a
pointer is moved around the monitor screen on which small pictures (or icons) are displayed.
These icons represent, among other things, programs which can be run by moving the mouse
pointer over the icon and then clicking one of the buttons on the mouse. Applications run in
their own self-contained areas called windows.
In addition, it is usually possible to activate pull-down menus which provide access to standard
functions when a GUI uses windows, icons mouse pointers and pull-down menus. It is referred
to as WIMP environment.

Application Software

Applications software refers to programs that have some direct value to an organization, and
will normally include those programs for which the computer system was specifically
purchased. Application software is grouped into two which are:

 User programs
 Application Packages

User programs: They are written by people within the organization for specific needs, which
cannot be satisfied by other sources of software. These programs writers may be professional
programmers employed by the organization, or other casual users with programming expertise.

Application Packages: These are produced by software professionals and be sold for a wide
variety of users. This falls into two main categories:

(a) Special-purpose Packages: Though commercial, it is designed for a specific purpose like
a department or a section of an organization. Examples are: Airline Seat Reservation,
Theatre Seat Reservation, Hotel Room Reservation, Point of Sales Software, A Payroll
Program, etc. Program for each of these areas are of use only in their specific area of
application and their use will be confined to a specific department of the business. A
payroll program for example, can only be used for payroll and will be used by payroll
staff only
(b) General-purpose Packages: These provide facilities which might be used in a wide
variety of business situation and which might therefore be used across many
departments of business
Categories of General-Purpose Application Packages

1. Word Processing: These programs that more or less turn a computer system into a
powerful system into a powerful typewriting tool and more. It helps us to produce
letters, reports, magazines, memos etc. Example of word-processing programs are:
WordStar, WordPerfect, MultiMate, Microsoft Word etc
2. Database Management: They store and retrieve information such as customer lists,
inventories and notes. These programs help us to record and maintain information
about people, places things and management reports of all types. Examples are
Dbase III &IV, FoxBase, Oracle, FoxPro, Microsoft Access etc
3. Spreadsheet: are software packages that more or less turn a computer system into a
sophisticated electronic calculator. Many spreadsheet packages also have
presentation graphics generators which take data and painlessly convert them into
bar charts, line charts and the likes. These programs help us to produce financial
reports and other mathematical computations. Examples are Lotus-1-2-3,
QuattroPro, SuperCalc, MultiPlan, VP Planner, Planning Assistant and Microsoft Excel
4. Graphics: Graphics Programs create graphs and drawings that can be used in
newsletters, posters, advertisements and other documents. Some allow users to
import photographs into documents or create animated pictures for use in
“multimedia” presentations. Popular graphics programs include PC PaintBrush,
Illustrator, Persuasion, Cricket Draw, Corel Draw, Print Master, Print Shop, and
Harvard Graphics
5. Web browsers/Communication Software: This allows communications and
networking. Examples are Internet Explorer, Netscape Navigator, Mozilla Firefox,
Torch browser, Google Chrome, Opera Mini, UC browser etc
 LECTURE TWO

WORD PROCESSING PACKAGE

Word Processing is the act of creating, editing, formatting and printing word documents

Definition of a Word Processor

A word processor is a program that allows you to create, edit, format, and print word
documents.

A word processor is a software program, which provides a Graphical User Interface (GUI) with
better capabilities than a text editor.

Some examples of commonly used word processors are

1. WordPerfect
2. MS Word
3. Word Star
4. Ami Pro
5. Word Pad

The main advantage of a word processor is that it provides a WYSIWYG (What You See Is What
You Get) interface, which helps you make changes quickly and easily to your documents.

There are different versions of Microsoft word, MS Word 2003, 2007, 2010, 2013, 2016, 2019.

Uses of Word Processors (Microsoft Word)

Microsoft Word is used to:

• Type, edit and format documents like letters, reports, memos, etc
• Create tables of content and indexes
• Check spelling and indicate grammatical errors in text document
• Search and replace a particular word in a document
• Create tables
• Create simple graphics
• Print documents using a choice of paper size, orientation, number of copies, etc
• Save documents and retrieve them when needed
Some Features of Microsoft Word 2016

The Title Bar

The Title bar is located at the very top of the screen. In MSWord 2016, its next to the Quick
Access toolbar. On the Title bar, Microsoft Word displays the name of the document on which
you are currently working. Word names the first new document you open Document1. As you
open additional new documents, Word names them sequentially. When you save your
document, you assign the document a new name.

The Quick Access Toolbar

Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar
provides you with access to commands you frequently use. By default, Save, Undo, and Redo
appear on the Quick Access toolbar. You can use Save to save your file, Undo to rollback an
action you have taken, and Redo to reapply an action you have rolled back.

The Menu bar is generally found directly below the Title bar. The Menu bar displays the menu.
In MS Word 2016, there are seven (7) tabs which include: Home, Insert, Design, Layout,
References, Mailings, Review and View.
Under the Home tab, there are five sub-tabs/groups (Clipboard, Font, Paragraph, Styles and
Editing) and each contains icons to perform some basic operations.

The Ruler

The ruler is used to change the format of your document quickly. The ruler is found below the
Ribbon in MS Word 2016. You can use the ruler to change the format of your document quickly.
If your ruler is not visible, follow the steps listed here:

To display the ruler:

1. Click the View tab to choose it.

2. Click the check box next to Ruler in the Show/Hide group. The ruler appears below the
Ribbon.

The Ribbon

You use commands to tell Microsoft Word what to do. In Microsoft Word 2016, you use the
Ribbon to issue commands. The Ribbon is located near the top of the screen, below the Quick
Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays several related
command groups. Within each group are related command buttons. You click buttons to issue
commands or to access menus and dialog boxes. You may also find a dialog box launcher in the
bottom-right corner of a group. Clicking the dialog box launcher gives you access to additional
commands via a dialog box.

Creating a New Document

You can create new documents using

• Normal (default) template

• Template wizard: Templates are pre-designed documents that contain formatting and,
in some cases, generic text

Creating a Document using Templates

When you create official documents, you might want them to have a consistent look. For
example, you might want all documents for internal communication to contain the logo and the
name of your company, you can use templates to give uniform structure to documents. Word
supplies several built-in templates, which you can use to create documents, such as letters,
faxes, memos, resumes. One standard template that Word provides is the Normal template.
Saving and Closing a Word Document

As you create documents in Word, it's important for you to save frequently. Saving your work
to a file ensures that any text, graphics, or other elements in your document are written to a
permanent disk. Until you save the document, the information is stored in the computer's
temporary memory (RAM). There are three basic ways to save:

• Saving a document using the Save command

• Saving a document using the Save As command

Using the Save command:

• This is used to save a word document file the first time and to give it a name
• It is also used to save permanently as word processing progresses into the computer
memory

Using the Save As command

• This is used to save a file the first time

• You can also use it to save a document with a new name or
• To save the document to a different location

Viewing a Word Document

Word provides different methods of viewing a document so that you can see different levels of
details in a document.

Copying and Moving Text

You can move or copy text from one place in a document to another location, either in the
same document or in another document. This can save hours of retyping and ensures
consistency across a document or documents. For example, you can copy a heading at the top
of the page to each page in a document.

Text can be pasted in a document using:

• Smart tags which are special buttons that appear when Word recognizes some special
type of action, such as pasting.
• Clipboard which is a temporary storage area that holds the copied or cut text until you
paste the text items in a different location.
Searching Text

When you are working in a document with many pages it can be time-consuming to find a
specific word or words. Word provides features to find and replace text in a document.

The Find feature allows locating a specific word or phrase in the document.

The Replace feature allows replacing the searched text with new text

Undoing and Redoing Actions

• Word provides an easy way to undo, or reverse, actions you have performed while
entering and editing text or formatting a document
• The Undo command reverses the last action that was performed
• The Redo option is used to revert the last undo action

Modifying/Formatting a Document

You can modify a document by using various formatting tools that help customize and enhance
the appearance of text. Enhancing a document with character formatting enables you to draw
attention to parts of the document and improve its readability. For example, you can apply
different font styles and font sizes to text, or you can underline and italicize text.

You just need to identify the part of the document that needs to be modified in appearance and
then change the appearance of the text

Formatting Text

Formatting text allows you to:

• Draw attention to different parts of the document

• Improve readability

Formatting of text includes:

• Modifying font
• Highlighting text
• Changing case
• Alignment of the text
• Indentation of the text

To modify text quickly

 • Highlight the text that you want to format by dragging your mouse over while
holding down the left mouse button
• Change the text to your desire

You can change the appearance of text by modifying the different characteristics of fonts

Definition of Font

A font is a formatting characteristic that defines the way in which text appears in a document. It
is the pattern applied to the characters in the document. Different fonts contain different
collection of characters and symbols. You can change the fonts by using the Font dialog box, or
by selecting required buttons from the Font Dialog Box

 Select the text to be changed.

 Click on Dialog Box launcher button under the Font group in Home tab (Font dialog box
displayed)
 Select the required text formats -font style, size, color and effects
 Click the OK button to apply changes to the selected text

Font Type
• Font type/face: is the preformatted design for the letters in the font. For example, the
most commonly used font types are Times New Roman and Arial
• Font Style: Defines whether the text is displayed in Bold, Italic, or Regular form.
• Font Size: The weight of the size of the text, which is measured in points (pts).
• Font Color: This option is used to specify the color of the text.  Underline Style:
Specifies whether the text needs to be underlined or not  Effects: Specifies the special
effects to be applied to some text:

 Strikethrough: displays a single line over the selected text.

 Double strikethrough: displays a double line over the selected text.
 Superscript: raises selected text above the base line & reduces the font.
 Subscript: lowers selected text below the base line and reduces the font.
 Shadow: adds a shadow to selected text.
 Outline: adds an outline to selected text.
 Emboss: provides an embossed effect to selected text.  Engrave: provides an
engraved effect to selected text.
 Small caps: displays selected text in lower case.
 All caps: displays selected text in uppercase.
 Hidden: prevents selected text from being displayed or printed.
Changing Case

The case of the text defines the type of capitalization used in the document. The Capitalization
forms provided by Word include:

Sentence case: capitalizes only the first letter in the selected text

Lower case: converts all selected text to lowercase letters

Upper case: converts all selected text to uppercase letters

Capitalize Each Word: capitalizes the first letter of each word of the selected text.

Toggle case: changes uppercase to lowercase and lowercase to uppercase for all the selected
text

You can also press Shift + F3 to change any of the highlighted word or sentence to any case
type

Formatting Paragraphs

You can increase the readability of your document by representing the text in paragraphs and
formatting these paragraphs to include distinct characteristics, such as spacing, alignment,
bullets and shading. Paragraph formatting includes the following:

• Applying paragraph spacing

• Applying line spacing
• Aligning text
• Indenting text
• Setting Tab stops
• Adding bullets and numbers
• Applying border and shading
• Applying styles

Applying Paragraph Spacing

Paragraph spacing allows you to define the amount of white spaces that should be placed
before and after paragraphs. By applying paragraph spacing, you can increase the readability of
a document. You can define the amount of white spaces that should be placed before and after
paragraphs.

Applying Line Spacing

Line spacing refers to the amount of space from the bottom of one line of text to the bottom of
the next line. Line spacing allows you to define the amount of white spaces that should be
placed before and after each line in a paragraph.

The Line spacing drop-down list consists of the following options and more

 Single
 1.5 lines
 Double
 At least
 Exactly
 Multiple

Definition of Alignment

Alignment is a way of organizing the text in a document. It refers to the position of the text
relative to page margins

Types of Alignment
• Left-aligned – text is aligned to the lefty margin of the page
• Center-aligned – aligned text is positioned at the center of the page
• Justify-aligned - text is aligned with the left and right margins of the page

Indentation

Indentation refers to adding distance to the text from the margin. Indents are added to
margins, thereby decreasing the area where the text has to be inserted. You can indent the text
in a document by using the Paragraph dialog box.

Bullets and Numbered list

Bulleted text is used to list down text, which is non-sequential

Numbered text is used to sequentially list down the content

Styles of Numbered Text

• None
• 1, 2, 3
• a, b, c
• A, B, C
• i, ii, iii
• I, II, III
 • 1st, 2nd, 3rd
• First, Second, Third

Inserting Tables in a Document

• A table is made of rows and columns

• The intersection of row and a column is called a cell. You can insert data in a cell.

Applying Styles

• A style is a collection of formatting characteristics that defines the way in which text
appears in a document
• A paragraph style affects the appearance of the paragraph, such as its alignment, line
spacing, and tab settings
• A text style affects the font style, size, or applies bold and italic formats to the text in a
paragraph.
• Built-in styles provided by Word can be availed by using the Styles and Formatting
command in the Format menu.
• Word also allows you to create new styles and copy these styles using Format Painter.

Working with Tables

A table is used to organize and present data in a structured manner. A table is made up of
horizontal rows and vertical columns and helps organize and present data in a structured
manner. For example, a scenario where you need to present the grades of different students
over the last three years. You can group and organize the information in a concise and easy-to-
read format as shown in the following figure:

You can use Word’s Table feature to create columns and rows. You can then add formatting to
enhance the look of your table

Creating Tables
 • To create a table, you need to specify the number of rows & columns. You can add data
(text or graphics) in each cell of a table. You can use the arrow keys to move between
table cells.
• By default, Word applies a border around the cells of a table
• If you remove the table border, you will see gridlines which are not printable

You can also insert other objects like:

• Word Art
• Cover page
• Picture
• Clip Art
• Smart Art
• Header and Footer
• Page Number
• Text Box etc.

Managing Page Layout

Word provides various page setup options such as alignment, margins, and orientation to adjust
the layout of the document on a paper. Page setup options include:

• Margins: Allows you to change the default page margins

 You can set custom margins for a document
 In general, margins affect all the pages of a document. Also, headers and footers
are contained in the top and bottom margins, so make sure you do not decrease
the margins too much or the header and footer information might not print
completely
 It’s always a good practice to preview the entire document before printing if you
have adjusted the margins.
• Page orientation: Allows you to adjust objects that do not fit the page width-wise
 Sometimes, you can choose to print the document in landscape orientation
rather than the default portrait orientation
• Paper size: Allows you to change the current page size for printing purposes. For certain
documents, you might need to change the paper size for printing.
• Page break: Allows you to create a new page when there is more text on a page than
the margins can accommodate
 When there is more text on a page than the margins, Word creates a new page
by inserting a page break. Word’s page breaks do not always fall where you
want them to in a document, so when you have completed a long document,
you will often need to paginate it manually by adding page breaks
Printing Documents

To print a 1. Click on File Tab, then, click on Print command (Print dialog box
document displayed)
2. Select the name of the printer from the
3. Select the number of copies to be printed from the Number of copies
spin box
4. Select the applicable radio buttons
5. Click the OK button to close the Print dialog box

Word Processing Operations and their Short cut Keys

Operations Short cut keys

Undo Ctrl + Z
Redo Ctrl + Y
Copy Ctrl + C
Paste Ctrl + V
Cut Ctrl + X
Super script Ctrl + Shift + +
Sub Script Ctrl + +
Increase font size Ctrl + Shift + >
Decrease font size Ctrl + Shift + <
Change Case Shift + F3
Find Ctrl + F
Replace Ctrl + H
Go To Ctrl + G
Font Dialog Box Ctrl + D
Close Document Ctrl + W or Alt + F4
Left Align Ctrl + L
Right Align Ctrl + R
Center Align Ctrl + E
Justify Align Ctrl + J
Bold Face Ctrl +B
Italics Ctrl + I
Underline Ctrl + U
Print Document Ctrl + P
Create New File Ctrl + N
Open Existing Document Ctrl + O
Tab Space Ctrl + M
Save Document Ctrl + S
Insert Hyperlink Ctrl + K
Select All Ctrl + A

LECTURE THREE
 SPREADSHEET PACKAGE

A spreadsheet is a program that manipulates number and string data in rows and columns. The
main advantage of using a spreadsheet program is that it enables you to perform simple row-
and-column arithmetic.

Excel is a spreadsheet program with various components:

Rows Rows are referenced by the numbers.
Columns Columns are referenced by the alphabets.
A cell is an intersection of a row and a column. Cells can
contain various types of data. A
Cell cell is referenced by the name of the column and row. For
example, the first cell A1 is in
column A and row 1.
A worksheet contains rows and columns and their
Worksheet intersection forms the cells. A worksheet
consists of 65,536 rows and 256 columns.
A workbook consists of worksheets. It is also referred to as
Workbook an Excel file. A workbook can
be defined as a set of worksheets.
The Down Arrow You can use the down arrow key to move downward one cell
Key at a time.
The Up Arrow You can use the Up Arrow key to move upward one cell at a
Key time.
You can use the Tab key to move across the page to the
The Tab Key
right, one cell at a time.
A name box displays the name of a selected cell and a range
Name box:
of cells.
A task pane serves as an additional navigation tool
Task Pane substituting the frequently used dialog
boxes. The task pane appears each time you start Excel.
A horizontal scroll bar serves as a tool to view the left or
Horizontal scroll
right part of the worksheet that is
bar
not displayed on the screen.
A vertical scroll bar serves as a tool to view the top or
Vertical scroll
bottom part of the worksheet that is
bar
not displayed on the screen.
A sheet tab helps to navigate between worksheets in a
Sheet Tab
workbook.
You can hold down the Shift key and then press the Tab key
The Shift + Tab
to move to the left, one cell at
Keys
a time.
 The Right and You can use the right and left arrow keys to move right or
Left Arrow Keys left one cell at a time.

Starting Microsoft Excel

Opening Excel Worksheet

To start Excel, we perform the following:
Click Start  Programs  Microsoft Excel
A blank workbook is opened as shown below

Creating a Workbook

Task 1: Identify the type of data to be inserted in the worksheet

Before you decide the type of data to be inserted in the worksheet you should know about the
methods of representing information in a worksheet

You can represent information in the following manner in a worksheet:

Data - includes normal text, numbers and date
Charts - graphically represent data in a worksheet
Pictures - pictorially represent data in a worksheet
Task 2: Determine the type of data manipulation required
You can perform the following types of data manipulation:
* Generate a series of data
* Perform calculations on data

Task 3: Determine whether you have to generate a series of data, e.g.,

* Text - includes series like Product'1, Product2, Products
* Number - includes series like 1, 2, 3
* Date - includes series like Monday, Tuesday, Wednesday and January, February, March

Task 4: Determine whether you have to perform calculations on data

Types of calculations include:
 Mathematical - includes addition, subtraction, multiplication, and division
 Statistical - includes finding average, maximum and minimum values
 Financial

You can use formulas and functions to perform calculations in a worksheet

To create a workbook, perform the following steps:

Select the File  New command (New Workbook task pane is displayed
on the right-hand side of the screen)
The New Workbook task pane displays the following sections:
 Open a workbook: Enables you to open an existing workbook.
 New: Enables you to create a workbook.
 New from existing workbook: Creates a new workbook with the same
contents as the existing workbook, but with a different name.
 New from template: Enables you to create a new workbook from an
existing template.

Select the Blank Workbook option from the New section. This opens a new workbook.

Alternatively, you can hold down the Ctrl key and press the N key to create a workbook

By default, the first cell A1 in a new worksheet is active when you create a new workbook

Opening a Workbook
When you start Excel, it opens a blank workbook. To open an existing workbook, perform the
following steps:
1. Select the File  Open command from Microsoft Excel Window to display the Open dialog
box
2. Select the folder that contains the file you want to open, then select the file and click on
Open

To open multiple adjacent files, select the first file in the block from the Open dialog box, press
the Shift key, and select the last file

Creating a Workbook Using Templates

Excel provides many pre-defined template files to store data such as Invoice information,
Expense statements, Purchase orders, etc. Template files have the extension .xlt.
Steps to create Microsoft Excel files using a template:
 Select New from the Office Button
 The Templates dialog box is displayed

There are various types of spreadsheet samples such as Balance Sheet, Expense Statement,
Loan Amortization, Purchase Order, Sales Invoice, and Timecard
Select the required template and click the OK button

Saving the Workbook

Saving a workbook is similar as in saving any file in Microsoft office (word, power point,
etc). After adding data to a workbook, you need to save it for future use.
Steps to save a workbook:
1. Select the File  Save command from the Microsoft Excel Window
(Save As dialog box is displayed)
2. From the Save in list, select the folder in which you want to save the
workbook
3. Enter a file name in the File name text box of the Save As dialog box
4. Select the type of file that has to be saved from the Save as type dropdown list
5. Click the Save button to save the workbook
Alternatively, you can hold down the Ctrl key and press the S key to save a workbook

Closing the Workbook

You need to close a workbook after you finish working on it. To close a workbook, perform the
following steps:
1. Select the File  Close command.
If the workbook has any unsaved changes, the Microsoft Excel message box appears as shown
in the figure below

2. Click the Yes button to save the changes before closing the workbook.
Click the No button to close the workbook without saving the changes.
Click the Cancel button to return to the active worksheet without saving
the workbook.

Performing Operations on Data

You can perform the following operations on the data in worksheets and workbooks:
 Entering data
 Moving and Copying data
 Deleting data
You can enter text, numbers, and date and time entries in a worksheet

Entering Text and Numbers

To enter text or numbers in a single cell, perform the following steps:
1. Select cell in which you want to enter the text or number
2. Type data in the cell
As you type in the cell, the contents of the cell also appear in the Formula bar
3. Press the Enter key
 If you want to edit the data of the cell, double-click on the cell or press the
F2 key

Entering Date and Time

 To enter date and time in a cell, perform the following steps:
1. Select the cell where the date and time is to be entered and type the
required date and time.
2. There are many formats to enter the date, the most common are
date with hyphen or slashes, for example, 08-10-2006 or
08/10/2006
 To enter the current date, select the required cell and hold down the Ctrl
key and press the ; key.
 To enter the current time, select the required cell and hold down the
combination of Ctrl and Shift keys and then press the “:” key.

Moving and Copying Data

You can move data from one location to another. You can move data by using the Home tab or
by using the shortcut key Ctrl + C
To move the contents of selected cells:
1. Select the range of cells having data to be moved
2. Select the Home  Clipboard Group  Cut command
In case the cell needs to be moved to a location across worksheet or across workbook, select
the destination worksheet.
3. Select the cell in the destination worksheet
4. Select the Home  Clipboard Group  Paste command to move the selected contents

Alternatively, select the required cells, and drag the border of the selected cells to the desired
location in the current worksheet

Copying Data in a Worksheet

 When you want the same data to be present at several locations, it is best to copy this data
rather than type it at each location
 You can copy data within a worksheet, across worksheets, across workbooks, or even to and
from other applications
 You can copy a part of the cell’s content or the entire cell. To copy the content, you can use
menu command or by using the shortcut key.

The steps to copy data to another location in the same worksheet are:
1. Select the range of cells to be copied
2. Select Home  Clipboard Group  Copy command to copy the contents of the selected
range of cells
 In case the cell needs to be pasted to a location across worksheet or across workbook, select
the destination worksheet
3. Select the cell in the destination worksheet
4. Select the Home  Clipboard Group  Copy command to copy the selected contents
 A Paste Options button will appear next to the pasted data
 Alternatively, select the required cells, hold down the Ctrl key, and drag the selected cells to
the desired location in the current worksheet
Perform data manipulation
 To generate a series you need to specify the first and second members of the series. For
example, to generate a number series you need to specify 1 and 2 in consecutive cells and fill
the series.
 AutoFill Feature
You can use the AutoFill feature to fill a series of data. The AutoFill feature displays an AutoFill
handle, which is a small plus sign at the bottom right corner of the active cell the AutoFill
handle appears only when you place the mouse pointer at the bottom right corner of the
selected cell(s).
You can drag the handle to fill series.

Generate a series of data

1. Select the cell from which you want to start the series
2. Enter Monday in the cell and Tuesday in the cell below it
3. Select both the cells
4. Drag the AutoFill handle over the range of cells you want to fill
5. Release the mouse button.
The data series is generated.

Customizing a Worksheet
Microsoft Excel enables you to customize the appearance of a worksheet. The operations
that you can perform to customize the appearance of a worksheet are:
 Resizing rows and columns
 Hiding rows and columns
 Freezing or unfreezing panes
 Renaming a Worksheet

Resizing Rows
1. Select the required row whose height is to be modified.
2. Position the cursor below the row number till the cursor changes to a thick
crosshair as shown in the following figure:
3. Drag the mouse cursor to increase or decrease row height

Resizing Column Width

1. Select the required column whose width is to be modified
2. Position the cursor on the right-hand border of the column name till the cursor changes to a
thick crosshair
3. Drag the mouse cursor to increase or decrease the column width
Using Sorting Feature
Excel enables you to sort data in rows or columns. You can sort data based on ascending
or descending order. To sort data perform the following steps:
1. Select the range of cells containing the data that need to be sorted
2. Select the Data  Sort command to display the Sort dialog box
3. Select the required options and click the OK button

The Sort Dialog box options:

Sort by: sort data by the specified column based on ascending or descending order.
Then by: sort data by more than one column. Excel first sorts the column specified in the Sort
By box and then by the columns specified in Then By boxes in sequence.

My list has: This contains two radio buttons, Header row and No header row. If the first row as
column labels, click the Header row radio button to exclude the first row from the sort. In
contrast if you need to include the first row in the sort, you can click the No Header row radio
button.

Using formulas and functions

At times there may be a need to perform some calculations on some numerical data that is
represented in an Excel worksheet. To perform calculations, a formula can be used
*Formulas in Excel begin with an equal sign (=)
E.g., =A1+A2+A3 is a formula to add the contents of cells A1, A2, and A3
*The Formula bar is a bar at the top of the Excel window that displays the formula
of the active cell

The Formula bar is displayed by default. You can choose not to view the Formula Bar.
To stop viewing the Formula Bar, select View and check the Formula Bar checkbox. You can
later view the Formula Bar by selecting the same option.

Entering Formulas in a Worksheet

 A formula can be typed in a cell to calculate and display the result of the formula in that cell.
Eg., in a cell A1 a formula given as =B4+C5 adds the cell contents of cell B4 and cell C5 and
display the result in cell A1
 The formula specified must be preceded by an equal to (=) sign otherwise
the calculation will not be performed
 Listed below are some examples of formulas:
 =35 * 44
 =23 ^ 2
 =C5 -C3
 =C1+C2+C3+C4+C5
 =S3 - D6 * 44 / 3
An important and useful feature of Excel is that it automatically recalculates the value of
the cell that contains a formula if the values of the cells to which the formula refers to
change. For example, the formula =C3+C4 in cell C5 is recalculated if the values of cells
C3 or C4 change.

Functions
Excel provides many functions - mathematical, statistical, logical, etc.
 Mathematical functions
 Sum(), Product()
 E.g, to calculate the sum of values stored in cells C1 to C5, use =SUM(C1:C5).
 Statistical functions
 Average(), Max(), Min(), Count(), Round()
 Eg., to find the average of the values in cells C1 to C5, use =AVERAGE(C1:C5).
 Date and time functions
 Now(), Today(), Date(), Time()
 Eg., =TIME(9,0,0) returns 9:00 A.M and =TIME(20,15,30) returns 8:15 P.M.
 Logical functions
 If(), Not()
 E.g., For the formula =If(B2>70, “A”, “B”), a grade A is displayed if marks are above 70 and a
grade B is displayed if marks are below or equal to 70.

Creating and modifying graphics (charts)

 Select the range or area you want to plot graph on
 Click on insert and select the type of chart you want

Preview and print workbook/sheet

 Click on the office button
 Click on the print and select your print options as desired
 Then, click ok
 Alternatively, click on the arrow after the print button under the office menu, then click on
print preview
 Afterwards, click on page setup to set your worksheet page options such as page, margin,
header/footer and sheet
 LECTURE FOUR

PRESENTATION PACKAGE

What is Power Point?

Power Point (PPT) is presentation software that enables a user to create powerful
presentations. Presentations created with PPT can have audio and visual effects making them
look professional or jazzy as per the requirement. You can create educational presentation for
schools to professional presentations for big companies. PPT allows you to include formatted
text, graphics, pictures, sound, and animations in the presentations

You use PowerPoint to create effective slide show presentations. The PowerPoint screen has
many elements.

What is a Presentation?

A presentation is a collection of slides. A slide is like a frame in a presentation that

represents data. During a presentation, the slides are displayed one after the other and the
contents of the presentation are displayed through these slides on screen.
Presentations are designed for delivering information to an audience. Presentations can
contain text to display information or have multi-media effects to make them impressive
and interactive. Presentations are saved as files with a .ppt extension.

Starting Power Point

To start Microsoft Power Point, select the:
 Click on Start button
 Then under all programs, select Microsoft PowerPoint
 Components of Microsoft PowerPoint Application

NAMES FUNCTION
Title bar Displays the name of the current presentation
Each menu consists of commands that enable you to perform corresponding
Menu bar
actions
Contains buttons that provide easy access to the commands and functions of
Toolbar
PowerPoint
Located on the right side of the screen, the task
pane changes depending on the current status of presentation
This component provides shortcuts for
Task Pane performing commonly used commands, such as
creating new presentations or applying character formatting

Slide pane It is the workspace that is used to create slides.

It enables you to display a miniature image of the presentation slides
Slides tab Click the image to view the corresponding slide in the slide pane.

Outline tab It enables you to display an outline of the slide content.

 Rulers are vertical and horizontal guides. You use them to determine where you
Rulers want to place an object. They are marked in inches.

Placeholder Placeholders hold the objects in your slide. You use placeholders to hold text,
s clip art, and charts.

Opening, Creating, Saving, and Closing a Presentation Opening an Existing Presentation

Opening an existing Presentation

 Select File  Open command

 Select the destination where the file is located
 Double click on the file to open it

Creating New Presentations

To create new presentation,

File  New

 Blank Presentation: Enables the creation of a new presentation with default settings
for text and colors. To create blank presentation, click the Blank Presentation option in
the New section. This displays the Slide Layout task pane
 From Design Template: Enables you to display a collection of templates (predefined
formats) that you can use to design a presentation
 From AutoContent Wizard: Enables you to create a presentation based on the content,
purpose, and style of the presentation through a wizard

The Slide Layout task pane consists of different types of layouts. These layouts can be used to
organize placeholders on a slide. A placeholder is an area that contains text such as the title of
the slide or a bulleted list, content elements - pictures, charts, and tables. The layout options
are arranged in four areas. These are:

 Text Layouts: area consists of layouts that provide placeholders for title, subtitle, and
text that can be added to the slide
 Content Layouts: This area consists of layouts that provide a blank slide and title and
placeholders for the content elements.
 Text and Content Layouts: This area consists of layouts that provide placeholders for a
title, a bulleted list, text and content.
  Other Layouts: area consists of layouts that provide placeholders for a title and objects -
chart, media clip and combination of content elements

Action Task

Creating a 1. Select From Design Template option from the New section in the
Presentation New Presentation task pane. This displays the Slide Design task pane
using templates 2. Select the required design template from the Available For Use
section
3. The selected design template is applied to all the slides

Creating a Presentation Using AutoContent Wizard

 Select File  New command (Presentation task pane is displayed)

 In the New section, select Installed templates
 Select an appropriate Presentation type and click Create

Saving a Presentation

You need to save your presentations to prevent data loss. The first time you save a
presentation; you must assign a file name and select a location or folder in which the
presentation file needs to be stored. You can either use existing folders or create folders to
save your presentations

Action Task

To save a Select File  Save command. This opens the Save As dialog box
presentation in
Specify the location where you want to save the document using the
an existing folder
Save in drop-down list
Working with Presentation

Power Point enables you to perform operations such as:

 Inserting text
 Adding new slides to the presentation
 Deleting slides in a presentation
 Copying and moving text in a presentation
 Inserting and modifying the text boxes
 Inserting images
 Adding Headers and Footers
 Changing the slide background
 Using the Slide Master
 Using the Zoom command
 Using the spell check utility
 Running a Slide Show in PowerPoint

Adding New Slides to the Presentation

Different ways to add slides and navigate through the slides in a presentation are:

1. To add new slides to the presentation, select the Insert  New Slide command
2. To add a new slide, hold down the Ctrl key and press the M key
3. To scroll through each slide, click the down arrow of the vertical scroll
bar
Deleting Slides in Presentation

Power Point enables you to:

• Delete a slide in a presentation

• Delete all the slides in a presentation

Inserting and Modifying the Text Boxes

In Power Point, you can:

Add a text box in a slide for inserting a new block of text  Resize a text box according to the
text content

To insert a text box, perform the following steps:

 Select the Insert Tab, under Text group, select text Box command. This changes the mouse
pointer to an elongated cross
 Click the mouse button at a point where you want to start the text box and drag the mouse
pointer to draw the text box of the required size
 Once the text box is drawn, you might need to resize the text box according to the text
content

To resize the text box, perform the following steps:

 Click within the text box to select it.

o The text box is displayed with the small circles at each corner and edge. These
are called handles.
 Click on any of the handles and drag to the required size.
o Alternatively, you can move the text box by clicking any edge of the selected
text box and dragging the text box to the required location

To move a text box

You can move the text box by clicking any edge of the selected text box and dragging the text
box to the required location

Inserting Images

Power Point enables you to insert images in slides from:

 A file
 The Power Point ClipArt gallery
After inserting an image in a slide, it can be edited using the Format  Picture command
from the pop-up menu.

To insert a Clip Art object in a document, do the following:

 Position the cursor at the desired location

 Select the Insert  Clip Art command

If you are selecting the Clip Art option for the first time, the Add Clips to Organizer dialog box
is displayed.

Insert Image From File

 Select the Insert  Picture  From File command. This displays the Insert Picture
dialog box.
 Browse for the required file on the computer and click the Insert button to insert the
image in the slide.
Slide Show in PowerPoint

In a slide show, you can:

 Display one slide at a time manually.

 Configure the slides to advance automatically

When you run a slide show, Power Point displays one slide at a time. You can either proceed to
the next slide in the presentation manually or configure the presentation to advance the slides
automatically

To run the slide show, perform the following step:

 Select the Slide Show  View Show command

 The presentation automatically starts in Full Screen mode
 The presentation starts from the slide, which is selected in the Slide pane

To navigate during the slide show, you can use the following methods:

 Press the left mouse button to move to the next slide

 Right-click the mouse and select the required option on the pop-up menu
 Select Next to move to the next slide or select Previous to move to the previous slide
 Press the Left arrow key or Down arrow key to move to the next slide
 Press Spacebar to move to the next slide
 Press the Page Down key to move to the next slide
 Press the Page Up key to move to the previous slide
 Press the Esc key to end the slide show

ENHANCING PRESENTATION

Formatting Text

The appearance of text in a presentation can be enhanced by formatting the text. Formatting
involves:

 Specifying the Font of Text in a Presentation

 Changing Text Case
 Modifying the Text Alignment
 Applying Bullets and Numbering
 Adjusting the Line Spacing

Specifying the Font of Text

  You may need to emphasize sections of content in a presentation
 To do so you can bold, italicize, and underline the text
 You can also change the color, font, or size of the text

PowerPoint enables you to improve the appearance and lay emphasis on certain sections of
the text in a presentation.

Applying the Slide Show Effects

PowerPoint enables you to apply various slide show effects to:

 Enhance the appearance of the presentation.

 Grab the viewer’s attention.
The following features can be used to apply animation effects to the text and other objects on
the slides:

 Custom animation
 Preset Animation
 Transition Effects

Animation refers to the movement of picture. It can also be stated as a creation of moving
illustrations that help a user to visualize a process

Using Custom Animation

Power Point enables you to:

 Control the appearance of an object on a slide by using the Custom Animation (CA)
task pane
 Set the movement and timings of various objects on a slide by using the custom
animation feature
In PPT you can control the appearance of an object on a slide by using Custom Animation task
pane. The animation feature enables you to set the movement and timings of various objects
on a slide. Steps To apply the animation effects:

 Open the slide to which you want to apply the animation effects
 Select the object to which you want to apply animation effect in the slide
 Select Animation Custom Animation command to display the Custom Animation task
pane

Custom Animation task pane contains options such as:

1. Add Effect: This drop-down list provides various options that enable you to select the
appropriate animation effect. The options are:
a) Entrance:
Consists of options, such as Blinds, Box, Fly In, Checkerboard, Diamond, and More Effects
to define the mode of entry of the text or object in the presentation
b) Emphasis:
Consists of options, such as Change Font, Change Font Size, Grow/Shrink, and Spin to
change the appearance of the selected objects in the presentation
c) Exit:
Consists of options, such as Blinds, Box, Diamond, Fly Out, Checkerboard and More
Effects, to make the text or object disappear from the slide with an effect
d) Motion Paths:
Consists of options, such as Diagonal Down Right, Diagonal Up Right, Down, Left, Right,
and Up to set the motion path of the text or the object according to your requirement
Start: This drop-down list provides options, such as On Click, With Previous, and After
Previous that enable you to define the time when the animation will be applied to an
object. Options include:

Property:
This drop-down list enables you to view the properties of the selected effect
Speed:
Drop-down list enables you to set the animation speed. It includes options, such
as Very Slow, Slow, Medium, Fast, and Very Fast
Play:
This button enables you to preview a slide with the applied current animation
effects
2. Slide Show: This button begins the slide show starting with the first slide
3. Re-Order: Option contains 2 buttons for moving the animation up and down in the order of
occurrence
4. AutoPreview: This option automatically shows the preview when you select an effect.

Select the required options and then close the Custom Animation task pane.

If you want to revert back the selection of an animation effect, select the effect, and click the
Remove button on the Custom Animation task pane.

Using Preset Animation

PowerPoint enables you to control the visual effect of the text on slides by using the preset
animation schemes. E.g., you can make text, spin, bounce, float, or fade gradually Steps to
apply preset animation:

The Slide Design task pane options:

  Apply to selected slides:
 Apply to All slides

Select the desired animation scheme and close the Slide Design task pane Apply to selected
slides:

 Options includes various animation schemes under categories: Recently Used,

No Animation, Subtle, Moderate, and Exciting
 Recently Used category contains the most recently used animation schemes
 Categories Subtle, Moderate, and Exciting contain a variety of animation
schemes that can be applied on a slide
 You can select any of the animation schemes, such as Random bars, Wipe,
Appear and dim, Bounce, Compress, Rise up, Zoom, and Float to enhance your
presentation
 Apply to All Slides: This button enables you to apply the selected animation
schemes to all the slides
 Play: This button enables you to preview the animation scheme applied to a
slide Slide Show: This button helps you to start the slide show.