Computer Applications in

Business
UPLOADED BY
-SURAIYA SHAKEENA N, M.COM

TABLE OF CONTENTS
UPLOADED BY............................................................................................................................1
-SURAIYA SHAKEENA N, M.COM.............................................................................................. 1
TABLE OF CONTENTS...........................................................................................................................1
WHAT IS A COMPUTER?....................................................................................................................... 2
CHARACTERISTICS OF A COMPUTER SYSTEM........................................................................... 3
LIMITATIONS OF COMPUTERS.......................................................................................................... 8
COMPONENTS OF A COMPUTER SYSTEM................................................................................... 10
The Computer Generations..................................................................................................................... 12
CLASSIFICATION OF COMPUTERS................................................................................................. 16
Concept of Word Processing Software....................................................................................................28
Standard Features of Word Processing Software.................................................................................. 29
Getting Started with Microsoft Word.....................................................................................................30
Structure of Microsoft Word Window.................................................................................................... 31
Common Key Definitions in a Word Processor..................................................................................... 33
Some Important Editing Functions.........................................................................................................41
Mail Merge................................................................................................................................................ 49
Concept and Definitions of Spreadsheet Software..............................................................................................57
Spreadsheet History........................................................................................................................................ 57
Structure of Worksheet:........................................................................................................................................ 59
Creation of Spreadsheet:....................................................................................................................................... 61
Open a New Workbook............................................................................................................................ 61
Save a Workbook...................................................................................................................................... 61
Opening of an Existing Workbook..........................................................................................................62
Closing of Workbook................................................................................................................................62
Page Setup................................................................................................................................................. 62
Print Option.............................................................................................................................................. 63
Creating Range, Formulas and Functions:......................................................................................................... 64
Creating Range:...............................................................................................................................................64
Creating Formulas:......................................................................................................................................... 65
Creating Functions:.........................................................................................................................................66
 Data Management........................................................................................................................................... 82
About importing data......................................................................................................................................85
Graphics on Spreadsheet:...............................................................................................................................86
Inserting Images, Auto shapes and Word Art........................................................................................86
Insert Chart..................................................................................................................................................... 88
Some future trends for spreadsheets....................................................................................................................92

​WHAT IS A COMPUTER?
The word "computer" comes from the word ‘compute’, which means to

calculate. So a computer is normally considered to be a calculating device. In fact the

original objective for inventing the computer was to create a fast calculating machine.

But more than 90% of the work done by computers today is of non-mathematical or

non-numerical nature. Hence, to define a computer merely as calculating device is to

ignore over 90% of its work.

Computer can be defined as an electronic device for processing data that

takes data input from its user, stores, processes data and generates the

required output as per the processing instructions given to it by the user.

The fact that computers process data is so fundamental that many people have started

calling it a data processor. The name data processor is more inclusive because modern

computers not only compute in the usual sense but also perform other functions with the

data that flow to and from them. For example, data processor may

⮚ gather data from various sources;

⮚ merge (process of mixing or putting together) them all;

⮚ sort (process of arranging in some sequence-ascending or descending) them; and

⮚ Print them in desired format.

 Advantages of Computers

✔ Perform repetitive tasks

✔ More accurate while dealing with large numbers

✔ Work at constant efficiency

✔ Are used in almost every field

✔ Process millions of instructions in a fraction of a second

✔ Effective and efficient data storage and retrieval

​CHARACTERISTICS OF A COMPUTER SYSTEM

Computers are not just adding machines; they are capable of doing complex activities and

operations. They can be programmed to do complex, tedious and monotonous tasks. All

computers have certain common characteristics irrespective of their type and size. The

following are the important characteristics which took together, enable a computer to

surpass its performance in some tasks in which the human beings cannot perform

efficiently:

1. Speed: A computer is a very fast device capable of data processing at

unbelievable speed. It can perform in a few seconds the amount of work that a

human being may not be able to do in an entire year even if he works day and

night and does nothing else. Computers can process millions of instructions per

second thus carrying out even the complex tasks in fractions of seconds without

any mistake.

2. Accuracy: In addition to speed, the computer has high accuracy in computing.

 The accuracy of a computer is consistently high and the degree of accuracy of a

particular computer depends upon its design. But for a particular computer, each

and every calculation is performed with the same accuracy. Errors can occur in a

computer, but these are mainly due to human rather than technological weakness.

The errors in computer are due to errors in programming and operation by human

and due to inaccurate data.

3. Versatility: A computer is a very versatile machine. Versatility is one of the most

wonderful features of the computer in the sense that they are not only capable of

handling complex arithmetical problems, but can do equally well other number of

jobs. They can perform activities ranging from simple calculations to performing

complex CAD modeling and simulations to navigating missiles and satellites. In

other words, computers can be programmed to perform any task that can be

reduced to a series of logical steps. Computers can communicate with other

computers and can receive and send data in various forms like text, sound, video,

graphics, etc.

4. Diligency: Unlike human beings, a computer is free from monotony, tiredness,

lack of concentration etc. and hence can work for hours together without creating

any error and without grumbling. Due to this property computers obviously score

over human beings in doing routine type of jobs, which require greater accuracy.

They will perform the tasks that are given to them - irrespective of whether it is

interesting, creative, monotonous or boring; irrespective of whether it is the first

time or the millionth time - with exactly the same accuracy and speed.

5. Storage Capability: Computers have their main memory and auxiliary memory

systems. A computer can store a large amount of data. With more and more
auxiliary storage devices, which are capable of storing huge amounts of data, the

storage capacity of a computer is virtually unlimited. The factor that makes

computer storage unique is not that it can store vast amount of data, but the fact

that it can retrieve the information that the user wants in a few seconds. Every

piece of information can be retained as long as desired by the user and can be

recalled as and when required. Even after several years, the information recalled is

as accurate as on the day when it was fed to computer..

 6. Reliability: Reliability of the computers is indeed very high. Modern electronic

components have long failure free lives. A microprocessor chip is said to have a

life of 40 years even under adverse conditions and much before it fails, it will

become obsolete. Computers are also designed in modular form so as to make

maintenance easy; when a component fails, it can be replaced or repaired at a

minimal cost.

7. Automation: The level of automation achieved in a computer is phenomenal. It is

not a simple calculator where you have to punch in the numbers and press the

equal to sign to get the result. Once a task is initiated, computers can proceed on

its own till its completion. Computers can be programmed to perform a series of

complex tasks involving multiple programs. Computers will perform these things

flawlessly..

Uses of Computers

During the last four decades, computers have revolutionized almost all disciplines of our

life. Computers have made possible many scientific, industrial and commercial advances

that would have been impossible otherwise. Computers are being used in many areas of

application viz. business, industry, scientific research, defence, space, communications,

medicine, education and so on. The utilisation of computers in different fields is

summarised in Table 1-1

Table 1-1 Roles of Computers in Various Fields

Application Area Use of Computers

Scientific Research Used to resolve complex scientific problems accurately in a
short time
 Business Used in banks, airports, share markets, hotels, export
houses, Government offices and others for rising business
applications like MIS, Payroll, Inventory, Financial
Accounting etc.
Defense Used to computerize warplanes, ships, radars and many
advanced weapons
Space Used to design computerized space satellites, rockets and
related technology
Data Communication Used to computerize geo-graphically separated offices
through networking
Telecommunication Used in ISDN, E-mail, Internet, Intranet, VSAT,
Videoconferencing, Paging, Cellular phones etc.
Medicine Used in hospitals and nursing homes/clinics for maintaining
medical records, prescription writing, diagnostic
applications and computerized scanning(CAT Scanning)
Education Used in development of CBT (Computer Based Teaching)/
CAT (Computer Aided Teaching) programs for education
Law & Order Used to records data of vehicles
Libraries Used to develop Library Management Systems
Publishers Used for Desk Top Publishing (DTP) for designing &
printing of books
Engineering Used CAD (Computer Aided Designing)/CAM (Computer
Aided Manufacturing) by engineering companies
Emerging Used in Artificial Intelligence (Expert Systems, Robotics
Technologies etc.) and Virtual Reality

​ COMPUTERS IN BUSINESS

Computers have completely altered the structure of business. They are reshaping the

basics of business. Customer service, operations, product and marketing strategies, and

distribution are heavily, or sometimes even entirely, dependent on computer-enabled

 applications. The computers that support these functions can be found on the desk, on the

shop floor, in the store, even in briefcases. Computers have become an everyday part of

business life.

Figure 1-2 illustrates the fundamental roles of computers in business. Computer systems

perform three vital roles in any type of organization:

⮚ Support of Business Operations

⮚ Support of Managerial Decision-Making

⮚ Support of Strategic Competitive Advantage

Figure 1-2 Three Major Roles of Computer-based Information Systems

​LIMITATIONS OF COMPUTERS
There is no doubt that computers surpasses human being in many aspects and can

perform certain tasks better, faster and cheaper. But it cannot substitute man. The words

of John F Kennedy are also 100% true "Man is still the most extraordinary Computers

of all". The Computer, being an electronic device, has certain limitations, which can be
summarized as follow:

1. No IQ: A computer is not a magical device. It can only perform tasks that a

human being can. The difference is that it performs these tasks with unthinkable

speed and accuracy. It possesses no intelligence of its own. Its IQ is zero, at least

till today. Hence, only the user can determine what tasks a computer will perform.

A computer cannot take its own decision in this regard. Unlike the human brain, a

computer cannot think on its own, but has to be given very explicit, step-by-step

instructions to make it perform a task.

2. No Feelings: Computers are devoid of emotions. They have no feelings and no

instincts because they are machine. Although men have succeeded in building a

memory for the computer, but no computer possesses the equivalent of human

heart and soul. Based on our feelings, taste, knowledge, and experience, we often

make certain judgments in our day-to-day life. But computers cannot make such

judgments on their own. Their judgments are based on the instructions given to

them in the form of programs that are written by us. They are only as good as man makes

and uses them. They do not learn from experiences.

It is said for computers, "Garbage In Garbage Out (GIGO)". Many of the problems with

computers occur because the computer can't tell the difference between doing something

sensible versus something ridiculous. Erasing all its stored data is no different to a

computer from adding two numbers. Computers operate logically, but they are incapable

of acting prudently and rationally.

​COMPONENTS OF A COMPUTER SYSTEM
A complete computer system consists of four parts: hardware, software, people, and data

​Hardware

The mechanical devices that make up the computer are called hardware. In other words,

hardware is any part of the computer we can touch. Hardware consists of interconnected

electronic devices that we can use to control the computer's operation, input and output.

Computer hardware consists of:

✔ Input Devices: The input devices of a computer system include keyboards, touch

screens, trackballs, joysticks, digital cameras, microphones, pens, electronic mice,

optical scanners, and so on. They convert data into electronic machine-readable

form for direct entry or through telecommunication links into a computer system.

Table 2-1 highlights major trends in input devices of a computer system

✔ Output Devices: The output devices of a computer system include video display

units, printers, audio response units, and so on. They convert electronic

information produced by the computer system into human-intelligible form for

presentation to end-users.

✔ Storage Devices: The storage function of a computer system takes place in the

storage circuits of the computer's primary storage unit, or memory, and in

secondary storage devices such as magnetic disk and tape units. These devices

store data and program instructions needed for processing. Various secondary

storage devices include tape drives, optical drives, removable hard drives, DVDs
 floppy disks, and different kinds of compact disks such as CD-ROM, CD-R, CD-

RW.

Table 2-3 highlights major trends in storage devices of a computer system

✔ Central Processing Unit (CPU): The central processing unit (CPU) is the main

processing component of a computer system. (In microcomputers, it is the main

microprocessor) The electronic circuits of the arithmetic-logic unit, one of the

CPU's major components, perform the arithmetic and logic functions required in

computer processing.

​Software

Software is a set of electronic instructions consisting of complex codes (also known as

programs) that make the computer perform tasks. In other words, software is the non-

tangible component of the computer system that tells the computer what to do. They are

generally in the form of electric or magnetic impulses.

Computer software consists of:

✔ System Software: These programs exist primarily for the computer's use and help

the computer perform and manage its own tasks. System software has its

orientation more towards the operation of the hardware components of the

computer system. DOS, UNIX, Windows 2000 etc. are some examples of system

software.

✔ Application Software: These programs exist primarily for the user and enable

the computer to perform tasks, such as creating documents or drawing pictures.

Thus, application software has its orientation more towards performing user tasks.
 Payroll System, Airline Reservation System etc. are some examples of application

software.

​The Computer Generations

“Generation” in computer talk is a step in technology. It provides a framework for the

growth of the computer industry. Originally, the term “generation” was used to

distinguish between varying hardware technologies. But nowadays, it has been extended

to include both the hardware and the software together that make up an entire computer

system.

The custom of referring to the computer era in terms of generations came into wide use
only after 1964. There are totally five computer generations known till today. Although

there is a certain amount of overlapping between the generations, the approximate dates

shown against each are normally accepted.

Figure 3-1 Electronic Devices used for Manufacturing Computers of Different

Generations
First-Generation Computers (1942-1955)

First-generation computing involved massive computers using hundreds or thousands of

vacuum tubes for their processing and memory circuitry. These large computers

generated enormous amounts of heat; their vacuum tubes had to be replaced frequently.

Thus, they had large electrical power, air conditioning, and maintenance requirements.

First-generation computers had main memories of only a few thousand characters and

millisecond processing speeds. They used magnetic drums or tape for secondary storage.

Examples of some of the popular first generation computers include ENIAC, EDVAC,

UNIVAC-I, IBM-701, IBM-650, and IAS Machine.

Figure 3-2 Three Stages of Development

​Second-Generation Computers (1955-1964)

 Second-generation computing used transistors and other solid-state, semiconductor

devices that were wired to circuit boards in the computers. Transistorized circuits were

much smaller and much more reliable, generated little heat, were less expensive, and

required less power than vacuum tubes. Tiny magnetic cores were used for the com-

puter's memory, or internal storage. Many second-generation computers had main

memory capacities of less than 100 kilobytes and microsecond processing speeds.

Removable magnetic disk packs were introduced, and magnetic tape emerged as the

major input, output, and secondary storage medium for large computer installations.

Examples of some of the popular second-generation computers include IBM-1620, IBM-

7094, CDC-1604, CDC-3600, UNIVAC-1108, PDP-I and NCR-304.

Third-Generation Computers (1964-1975)

Third-generation computing saw the development of computers that use integrated

circuits, in which thousands of transistors and other circuit elements are etched on tiny

chips of silicon. Main memory capacities increased to several megabytes and processing

speeds jumped to millions of instructions per second (MIPS) as telecommunications

capabilities became common. This made it possible for operating system programs to

come into widespread use that automated and supervised the activities of many types of

peripheral devices and processing by mainframe computers of several programs at the

same time, frequently involving networks of users at remote terminals. Integrated circuit

technology also made possible the development and widespread use of small computers

called minicomputers in the third computer generation.

Examples of some of the popular third-generation computers include IBM-360 Series,

IBM-370 Series, HCL-2900 Series, Honeywell-6000 Series, PDP-8 and VAX.

Fourth-Generation Computers (1975-2000)

 Fourth-generation computing relies on the use of LSI (large-scale integration) and VLSI

(very-large-scale integration) technologies that cram hundreds of thousands or millions

of transistors and other circuit elements on each chip. This enabled the development of

microprocessors, in which all of the circuits of a CPU are contained on a single chip with

processing speeds of millions of instructions per second. Main memory capacities

ranging from a few megabytes to several gigabytes can also be achieved by memory

chips that replaced magnetic core memories. Microcomputers, which use microprocessor

CPUs and a variety of peripheral devices and easy-to-use software packages to form

small personal computer (PC), systems or client/server networks of linked PCs and

servers, are a hallmark of the fourth generation of computing, which accelerated the

downsizing of computing systems.

Examples of some of the popular fourth-generation computers include DEC-10, STAR-

1000, PDP-II, CRAY-I (Supercomputer), CRAY-X-MP (Supercomputer), CRAY-2 and

IBM PC/AT.

Fifth-Generation Computers (2000-…)

Computer scientists and engineers are now talking about developing fifth -generation

computers, which can ‘think’. The emphasis is now shifting from developing reliable,

faster and smaller but ‘dumb’ machines to more ‘intelligent’ machines. Fifth-generation

computers will be highly complex knowledge processing machines.

Japan, USA and many other countries are working on systems, which use Artificial

Intelligence. Automatic Programming, Computational Logic Pattern Recognition and

Control of Robots are the processes, which are used in these computers. The speed of the

computers will be billions of instructions per second, and will have unimaginable storage

capacities. These computers will be interactive.

 Main characteristics:

✔ will be able to do multip1e tasks, simultaneously

✔ will have a parallel structure as compared to the serial structure of fourth

generation

✔ will not be algorithmic

✔ will be knowledge processing and not data processing and architecture will be

KIPS (Knowledge Information Processing System)

✔ applications will be based on Expert Systems

✔ will interact with user in human language

✔ very cheap, super speeds

✔ decision-making capabilities

​CLASSIFICATION OF COMPUTERS
The various generations of computers actually show the development in the computers

from the early stages. But, even today, all the computers are not of the same type.

Computers come in many different sizes and ranges of power, and different types of

computer systems have varying capabilities.

Computers can be divided into following categories by functional criteria (data

representation):

⮚ Digital Computers

⮚ Analog Computers
 ⮚ Hybrid Computers

​Digital computers

A digital computer, as the name suggests, works with digits. In other words, a digital

computer is a counting device. All the expressions are coded into binary digits (0s and

1s) inside the computers and it maintains and manipulates them at a very fast speed. A

digital computer can perform only one operation i.e. addition. The other operations of

subtraction, multiplication and division are performed with the help of addition

operation. The digital computer circuits are designed and fabricated by the manufacturers

and are quite complicated ones. A digital computer manipulates data according to the

instructions (program) given to it in a certain language. The instructions and data are fed

to the computer in the form of discrete electrical signals.

Digital computers are further divided into two categories:

1. General Purpose Computers: These computers are designed for use in different

types of applications in different areas. They can be used to prepare pay bills,

manage inventories, print sales or can be used to solve mathematical equations.

hen one job is over another job can be loaded into the memory for processing.

They are versatile; hence most businesses today use general-purpose computers.

2. Special Purpose Computers: The digital computers, which are made to meet

requirements of a particular task or job, are called special purpose computers. For

example, computers used for weather forecasting or for space applications. They

are also known as dedicated computers. The typical special purpose computers

are:

(a) Word Processor: This computer is most versatile for office automation
 purposes and replaces the typewriters. It is widely used for the production of

office documents, letters, contracts, pay bills etc. It is a computer that has to

deal with the bulk of input, in production of bulk of printed output, not

involving too many calculations or connecting programs. It also works as a

duplicating machine with a very high speed and facilitates seeing through

the old and other connected documents as and when desired.

(b) Hidden Computers: Such computers are designed to control particular

process or job and as such are installed inside the machine being

automatised. These are digital computers with hybrid applications. LAN and

WAN, using the electronic message switching systems employ such

computer robots in intensive care units and other hospital instruments.

Automatic washing machines, digital clocks, Hot shot camera use these

computers.

(c) Optical Computers: These are under process of design and development.

Here the concept of application of quadral logic in place of binary logic and

use of optical fibre technology is being used.

(d) Hand Held and Pocket Computers: These are very small in size with

memory of 4 to 16 Kb. They are used for personal and scientific computing.

(e) Knowledge Information Processing Systems (KIPS): They process

information and not data. They incorporate artificial intelligence, (ability of

reasoning, thinking and decision making). In such computers, hardware and

software will work in parallel memory operations having capabilities of 100

million to a billion lips (logical interferences per second). A lip is equal to

100 to 1000 instructions per second.

 (f) Dedicated Word Processor: It is used for office automation. It is widely

used for production of office documentation, letters, memos, contracts, pay

bills etc.

​Analog Computers

Analog computers represent numbers by a physical quantity i.e. they assign numeric

values by physically measuring some actual property, such as the length of an object, or

the amount of voltage passing through a point in an electric circuit. Analog computers

derive all their data from some form of measurement. Though effective for some

applications, this method of representing numbers is a limitation of the analog computers.

The accuracy of the data used in an analog computer is directly related to the precision of

its measurement. Speedometers, Volmeters, Pressure Gauges, Slide Rules, Flight

Simulators for training pilots and Wall Clocks are some examples of analog computers
​Hybrid Computers

Hybrid computers combine the best features of analog and digital computers. They have

the speed of analog computers and accuray of digital computers. They are usually used

for special problems in which input data derived from measurement is converted into

digits and processed by computer. Hybrid computers for example, control National

Defense and Passenger flight radars.

Consider the Hybrid computer system in a hospital Intensive Care Unit (ICU). The

analog device may measure a patient heart function, temperature and other signs. These

measurements may, then, be converted into numbers and supplied to a digital device,

which may send as immediate signal to a nurse’s station if any abnormal readings are

detected.

⮚ Supercomputers

⮚ Mainframe computers
 ⮚ Minicomputers, or Midrange computers

⮚ Workstations

⮚ Microcomputers, or Personal computers

All of these computers can be connected to form networks of computers, but each

individual computer, whether or not it is on a network, falls into one of these five

categories. As we will see, some of these categories-especially

microcomputers-can be divided into subcategories, some of which are growing

rapidly enough to become major categories in their own right.

​Supercomputers

Supercomputers are the most powerful computers made, and physically they are

some of the largest. These systems are built to process huge amounts of data, and

the fastest supercomputers can perform more than trillion calculations per second.

Some supercomputers such as the Cray T-90 system; can house thousands of

processors. This speed and power make supercomputers ideal for handling large

and highly complex problems that require extreme calculating power such as

numerical whether prediction, design of supersonic aircraft, design of drugs and

modeling of complex molecules. Recently the use of supercomputers has

expanded beyond scientific calculations. They are now used to analyse large

commercial databases, produce animated movies and play games such as chess.

Figure 3-5 The IBM RS/6000SP: Super Computer that beat the World Chess

Champion Garry Kasprov in May 1997

​ Mainframe Computers
The largest type of computer in common use is the mainframe. Mainframe

computers are used in large organizations like insurance companies and banks

where many people need frequent access to the same data, which is usually

organized into one or more huge databases.

Mainframes are being used more and more as specialized servers on the World

Wide Web, enabling companies to offer secure transactions with customers over

the Internet. If we purchase an air line ticket over the Web, for example, there is a

good chance that our transaction is being handled by a mainframe system. In this

type of application, the

mainframe system may be referred to as an enterprise server or an electronic commerce

(e-commerce) server.

Figure 3-6 The IBM S/390: Mainframe Computer System

In a traditional mainframe environment, each user works at a computer terminal.

A terminal is a monitor and a keyboard (and sometimes a pointing device, such

as a mouse) wired to the mainframe. There are basically two types of terminals

used with mainframe systems. A dumb terminal does not have its own CPU or

storage devices; these components are housed in the mainframe's system unit and

are shared by all users. Each dumb terminal is simply an input/output (I/O)
device that functions as a window into a computer located somewhere else. An

intelligent terminal, on the other hand, has its own processor and can perform

some processing operations. Intelligent terminals, however, do not usually provide

any storage.

Many enterprises are now connecting personal computers and personal computer

networks to their mainframe systems. This connection gives users access to

mainframe data and services and also enables them to take advantage of local

storage and process- ing, as well as other features of the PC or network.

Figure 3-7 The IBM Netfinity 7000: A Powerful High-end Server

designed for High-Volume Electronic Processing at

Web Sites

A mainframe system can house an enormous volume of data, containing literally

billions of records. Large mainframe systems can handle the input and output

requirements of several thousand terminals. The IBM S/390 mainframe, for

example, can support 50,000 users simultaneously while executing more than

1,600,000,000 instructions per second.

 It used to be common for mainframe computers to occupy entire rooms or even an

entire floor of a high-rise building. Typically, they were placed inside glass offices

with special air conditioning to keep them cool and on raised floors to

accommodate all the wiring needed to connect the system. This setup is not used

much anymore. Today, a typical mainframe computer looks like an unimposing

file cabinet-or a row of file cabinets- although it may still require a somewhat

controlled environment.

​ Mini Computers

First released in the 1960s, minicomputers got their name because of their small

size compared to other computers of the day. The capabilities of minicomputer are

between

that of mainframes and personal computers. (For this reason, minicomputers are

increasingly being called midrange computers). Like mainframes, minicomputers

can handle much more input and output than personal computers can.

Figure 3-8 Midrange Computer Systems: (a) The IBM AS/400 (b) The

HP 3000 Although some "minis" are designed for a single user, most are designed
 to handle multiple terminals in a network environment that handle the data sharing

needs of other computers on the network. The most powerful minicomputers can

serve the input and output needs of hundreds of users at a time. Single-user

minicomputers are commonly applied to sophisticated design tasks such as

animation and video editing.

​Workstations

Somewhere between multi-user midrange computers and personal computers are

workstations. Workstations are specialized, single-user computers with many of

the features of a personal computer but with the processing power of a

minicomputer. These powerful machines are popular among scientists, engineers,

graphic artists, animators, and programmers-users that need a great deal of

number-crunching power. Workstations

typically use advanced processors and feature more RAM and storage capacity

than personal computers. Workstations often have large, high-resolution monitors

and accelerated graphics-handling capabilities, making them perfect for advanced

design, modeling, animation, and video editing. Although workstations are often

found in single- user applications, they are more and more used as servers on

personal computer networks and as Web servers.

Figure 3-9 The Powerful

Ultra Workstation from Sun
 Microsystems

Until a few years ago, the term workstation implied certain differences in terms of

chip design and operating system, making it distinct from a personal computer.

(The term workstation is also used to describe a single computer on a network. In

this context; a workstation is usually a personal computer.) Today, the differences

between minicomputers, workstations, and personal computers are becoming

blurred. Low-end minicomputers and high-end workstations are now similar in

features and capabilities. The same is true for low-end workstations and high-end

personal computers.

Some manufacturers of workstations are Silicon Graphics (SIG), Digital

Equipment Corporation (DEC), IBM, SUN Microsystems and Hewlett Packard

(HP). The standard

Operating System in workstations is UNIX and its derivatives such as AIX (IBM),

Solaris (SUN) and HP-UX (HP).

​Microcomputers or Personal Computers

The terms microcomputer and personal computer are interchangeable, but PC,

which stands for personal computers- sometimes, has a more specific meaning. In

1981, IBM called its first microcomputer the IBM–PC. Within a few years, many

companies were copying the IBM design, creating “clones” or “compatibles” that

were meant to function like the original, for the reason, the term PC has come to

mean the family of computers that includes IBMs and IBM compatibles. The vast

majority of microcomputers sold today are part of this family.

One source of the PC’s popularity is the rate at with improvements is made in its

technology. Microprocessors, memory chips, and storage devices make continual

 gains in speed and capacity, while physical size and price remain stable – or in

some cases are reduced. For example, compared to the typical PC of ten years

ago, a machine of the same price today will have about ten times as much RAM,

about 100 times more storage capacity, and a microprocessor at least 100 times as

fast. What’s more, many analysts believe that this pace of change will continue for

another 10 or 20 years.

WORD PROCESSING SOFTWARE

Word processing software is one of the miracles of the modern age. It evolved from
the needs of writers as word processing software gives users an extensive set of tools for
working with text. It is used to create all kinds of documents, from simple notes and
memos, to brochures, resumes, and long reports.

A word processor is a computer program used to create and print text

documents that might otherwise be prepared on a typewriter. The key advantage of a
word processor is its ability to make changes easily, such as correcting spelling, adding,
deleting, and relocating text. Once created, the document can be printed quickly and
accurately and saved for later modifications.
A word processing program is a good introductory program to learn for two
important reasons:

● Word processors are good examples of competing programs that all run and work
in essentially the same way. Learning one program allows us to use almost all of
the competing programs.

● Skills such as saving, copying, pasting, formatting, printing, and using old files as
templates for new work are easy to understand within word processors. Many of
the skills utilized in word processing programs are used in other popular
applications such as spreadsheets, web browsers and e-mail programs.
​ Concept of Word Processing Software
The word processor is the modern version of paper, pen, typewriter, eraser,
dictionary and thesaurus… all in one. They were introduced on the market in the 1960s
and became a typical office tool by the 1970s. Modern word processors display
documents in graphics mode, thus enhancing the WYSIWYG function (What You See Is
What You Get); this means that the way the text and images are displayed on the screen is
the way they will appear when printed. Their formatting features include font changes,
page layout, and paragraph indention. They also check spelling, find synonyms,
incorporate graphics, perform calculations, and so on.
 The basic concept of word processing software is that one can type the text into the
computer, instead of onto paper. Then errors can be corrected, text can be rearranged and
all sorts of modifications can be made. It can then be seen on the screen and if we are
satisfied with it, then only take a print-out on paper. It is a four steps process-type, store,
edit, and print.

Standard Features of Word Processing Software

● Word-wrap: automatic arrangement of text in lines of specified length without
the necessity of touching the return key.
● Discretionary Hyphenation: option of inserting a hyphen to break a word that
ends a line: the hyphen does not print if later editing moves the word to the
middle of a line.
● Justification: automatic alignment of text to both the left and right margins.
● Adjustment: realignment of text to new margin and tab settings.
● Alignment: positioning text or numbers to specified margin and tab settings.
● Decimal Alignment: positioning columns of numbers with the decimal points
vertically aligned.
● Indents: the setting of temporary margins within a document differing from the
primary margins used.
● Centering text on a line.
● Insertion: the entry of new text within previously typed material without erasing
the existing material.
● Overstriking: the substitution of new text for old by typing over the old text.
● Deletion: erasure of text from the screen, or of whole documents from the disk.

● Search and Replace: moving directly to specified words or parts of words within
a document and replacing them with different words or word portions.
● Copying or Cutting: the duplication or moving of blocks of text within a
document.
● Boilerplate: the separate storage and retrieval of blocks of text from which
standard documents can be built.
● Pagination: automatic division of a document into pages of specified numbers of
lines.
 ● Page Numbering: automatic sequential numbering of pages.
● Line spacing: Line spacing or leading is used to change the amount of space
between lines of text. Normal text is single line spaced. This can be altered to
1.5 times or double or a number of points. Leading is a term which originates
from typesetters who used strips of lead to place in-between the lines of text to
increase the amount of space between each line.
● Headers and Footers: option of creating standard blocks of text that will
automatically appear at the top or bottom of each page in a document.
● Footnoting: automatic sequential numbering of footnotes and positioning of the
footnotes at the bottom of their appropriate pages during pagination.
● Table of Contents and Index Generators. Programs that create these based on
the text of a document.
● Form Letter Merging: automatic combining of a form letter with a mailing list
to generate multiple copies of the letter with the different addresses and other
variable information filled in.
● Automatic Spelling Checker and Corrector. Program that compares words in
the text against an on-line dictionary, flagging items not found in the dictionary
and offering alternative spellings and a means of correcting the errors.
In this chapter, we will learn how to use Microsoft Word assaulted with the above
features.

​ Getting Started with Microsoft Word

Before getting started with Microsoft Word, we need to locate and open it from the
computer desktop. On computer, we should be able to see a MS Word icon on the
desktop. From the computer desktop:
1. Double-click on the MS Word icon

Go to the Start menu if the MS Word icon is not on the desktop:

1. Click ►Start ►Programs ►Microsoft Word
MS Word will open a blank page called Document 1.

​ Structure of Microsoft Word Window

When you open the word a blank document opens. You can start typing on it directly. But
for performing various other options you have to learn about the different components in
the window and the options under these bars.
1. Title Bar: Title bar shows the name of the document and is situated in the top of
the window application.
2. Menu Bar: Menu bar contains the various commands under the various topics to
perform some special tasks. Menu bar is located under the title bar.
3. Standard Toolbar: Toolbar is nothing more than the shortcut of the Menu
options to execute or perform the menu options in the easiest and fastest way. Standard
toolbar contains the commands for the Word’s most frequently used commands.
4. Formatting Toolbar: Formatting toolbar contains the various commands related
to the formatting of the document.
5. Ruler: From Ruler margins and indents can be adjusted in the easier way and it
also provides measurement for the page formatting.

Microsoft Word Window

6. Cursor: Cursor is Word pointer, which tells that from or on the cursor position
you can perform your action.
7. Drawing Toolbar: Drawing toolbar has the various commands related to the
graphics and the drawing options.
8. Status Bar: It displays the positioning of the cursor, displays the status of some
important keys of keyboard, shows the messages for the toolbar button when a mouse
points to it, displays messages for menu option when a menu option is selected or pointed
out by a user.
9. View Buttons: View buttons are shortcuts of various views in the View Menu.
10. Scroll Bars: There are two types of scroll bars
i. Horizontal Scrollbar
ii. Vertical Scrollbar
Working of both the scroll bar is to scroll the document in either direction.
11. Document Navigator: Document Navigator allows navigating the document in
different types of objects and is activated when clicked on the ball type button on the
vertical scroll bar.
12. Office Assistant: Office assistant provides you the online help, real-time tips
while working.
Common Key Definitions in a Word Processor

Action Key or Key Combination

Moves Left or Right one character ← Or →

Moves Left or Right one word Ctrl + ← or Ctrl + →

Moves Up or Down one line ↑ Or ↓

Moves Up or Down one paragraph Ctrl + ↑ or Ctrl + ↓

Moves to the start or end of a line Home or End

Moves Up or Down one screen Page up or Page Down

Moves to the top or bottom of the current screen Ctrl + Page up or Ctrl + Page Down

Moves to the start or end of the document Ctrl + Home or Ctrl + End

​ Working with Word Document - File Related Operations

When WORD is opened you will be presented with a blank page. All what you have to
do is start writing. Of course you don’t have to worry about overflowing the text line
because the program will take care of breaking it up appropriately. After writing your
first document you have to save it; if you don’t and turn off the computer what you have
written will be cancelled and nothing will remain. However the program asks you what
you want to do of the document the moment you shut off WORD without having saved it
first. If you intend to keep the document you will be prompted
to tell the computer where you want to save it. By default it will be saved as a file in a
folder called My Documents. Give a name to the document and choose the file’s
destination: it will be saved with a .DOC extension; this is to tell Windows that this
document is a WORD file. From now on the document you have written will be available
for you to do whatever you like: you can open it again and modify it, or print it, or send it
via e-mail or fax. We can do all file or document related operations from FILE menu.

Open a New File: To open a new file, Click on the File menu. Then Click on the new
option or you can directly press the Ctrl+N from the keyboard. Select the Blank
document from the General Tab from the following dialog box and then press OK button.

Save a Document: For saving a document, Click on the File►Save option. OR Press
Ctrl+S OR Press the Save tool from standard toolbar.

If you are saving the file for the first time the Save as window will appear. Choose the
appropriate folder from Save in combo box. Write the proper file name in the File name
text box. And then press the Save button

Save and Save As options do the same work of saving a document but the difference
between both options is that the Save As command every time gives you the Save As
dialog box and you can save the file with different names also. But the Save option will
gives you the Save As dialog box when you are saving the document for very first time.
Other times it will save the document with the previous name without giving any dialog
box.
Opening of an Existing Document: To open an existing document, Select the Open
option from the File menu OR Press Ctrl+O OR Click on the Open tool from the standard
toolbar. Then the open dialog box will appear. Select the appropriate folder from Look in
combo box. Select the required file from the file window Or Write the required file’s
name in the File name window. Click on open button on the right hand side.

Page Setup: Click ►File ►Page Setup

Note. If you can not see Page Setup, scroll down to the two little arrows pointing down
and click once to see the entire menu.

A Page Setup window will appear. From the Page setup option one can setup the page
layout according to the job. You can adjust the different margins or apply different
options from the margin tab where:
i) In top margin enter the distance you want between the top of the page and the top
of the first line on the page.
ii) In Bottom margin enter the distance you want between the bottom of the page and
the bottom of the last line on the page.
iii) In Left option enters the distance you want between the left edge of the page and
the left edge of unindented lines.
iv) In Right option enter the distance you want between the right edge of the page
and the right end of a line with no right indent.
v) In Gutter option enter the amount of extra space you want to add to the margin for
binding. Word adds the extra space to the left margin of all pages if you
 clear the Mirror margins check box, or to the inside margin of all pages if you
select the Mirror margins check box.
vi) In Header option under From edge frame enter the distance you want from the top
edge of the paper to the top edge of the header. If the Header setting is larger than
the Top setting, Word prints the body text below the header.
vii) In Footer option under From edge frame, enter the distance you want from the
bottom edge of the paper to the bottom edge of the footer. If the Footer setting is
larger than the Bottom setting, Word stops printing the body text above the footer.
viii) Check Mirror margin check box to Adjusts left and right margins so that when
you print on both sides of the page the inside margins of facing pages are the
same width and the outside margins are the same width.
ix) Check the 2 pages per sheet checkbox to Print the second page of a document on
the first page. This check box is used when the printed page is folded in half with
the two pages on the inside. The outer margins (gutter) of the page will be the
same width, and the inner margins will be the same width.
x) In the Apply to list box, Click the portion of the document you want to apply the
current settings to in the Page Setup dialog box. And the options of this list box
are Whole document, This point forward etc can be changed according to the
situation.

Sometimes we create documents that do not fit on a standard piece of paper in its normal
standing up position. If you are creating something by hand then you can simply turn the
page so it is lying on its side. With MS Word you can change the orientation of your page
anytime you want while you are creating your document.

To change the orientation of your document to landscape (sideways):

From the Paper size tab you can set the length or width of the page. When you click on
the Paper size tab the following window will appear.
1. Click on the Paper Size tab
2. Click in the circle besides Landscape
3. Click ►OK
Your document should now be in a landscape position. If you wish to place it back in a
portrait position, go through the same steps but instead of clicking in the circle besides
Landscape, click in the circle besides Portrait.

In the above window you can adjust the following:

i) From Paper size list box you can select the predefined Paper sizes.
ii) From Width and Height text boxes the custom Paper size can be defined by
adjusting the Height and width of the paper.
iii) Select the orientation of the paper from Landscape or Portrait orientation frame.

Print Option: For taking the printout you have to select the print option of the file menu. To
print your MS Word document:
i) Click ►File ►Print from the menu bar and a Print window will come up on the
screen
ii) Click ►OK for it to start printing OR
iii) Change some of the automatic settings first, such as which pages or how many
copies will be printed
iv) Click ►OK to start printing
You can set various options before taking the printout.
i) From the Name combo box you can select the printer if more than one printer is
installed.
ii) You can select the range of pages i.e. all pages or current page or number of pages
you require from Page range frame.
iii) From the print what option you can choose which part of a document you want to
print i.e. the whole document or comments or anything else.
iv) From print option the types of pages can be selected to print i.e. all pages or even
pages or odd pages.
v) You can choose number of copies from Number of copies option under Copies
frame.
vi) From Pages per sheet option under Zoom frame you can Select the number of pages
in the document that you want to print on each sheet of paper.
vii) From scale to paper size option you can select the paper size on which you want to
print the document. For example, you can specify that a B4-size document prints on
A4-size paper by decreasing the size of the font and the graphics. This feature is
similar to the reduce/enlarge feature on a photocopy machine.

The collate check box can print the copies of the document in proper binding order.
If you want to check what your document will look like before you print:
i) Click ►File ►Print Preview from the menu bar at the top or Click on the
Print Preview icon on the standard toolbar
 ii) Click on Close at the top of the Print Preview page to go back to the regular view

Closing MS Word: Be sure to leave yourself enough time to save or print your work
before the end of your session. When you are finished, Click ►File ►Exit from the
menu bar OR Click on the X in the top right corner of the computer screen

​ Some Important Editing Functions

When you start up a word-processing program, a window will appear for entering text,
with a ruler above to indicate the paper width. You will probably also see lots of little
buttons with pictures on them, as seen below. The buttons are shortcuts to certain popular
commands. If you hover your mouse over these buttons (without clicking) a little tag will
appear telling you what the button does.

The cursor (called a 'flashing i-beam') will blink on an off, indicating the text insertion
point. Anything typed will appear at the insertion point. By clicking the mouse within the
typed text, you can reposition the cursor. Additional text can then by typed, or text can be
deleted:
Cut, Copy, Paste and Copy Format:

To copy words, portions of text, images, or just about whatever you have in your
document, you can click on the COPY icon or hit Ctrl+C; this will memorize what you
have copied in the clipboard and you can paste it any place you want by clicking on the
PASTE icon or hitting the keys Ctrl+V. However, if you wish to delete something in order
to copy it somewhere else, use the CUT command (the scissors icon) or hit Ctrl+X.

Finally, clicking on COPY FORMAT (the brush icon) you can format text as you wish: to
do so, position your pointer on the word whose format you want to copy; click on COPY
FORMAT icon; move pointer to word or text you want to modify and highlight it with
your mouse, and finally release the mouse button. The text will show the new format
(font, character size and colour).

Reverse Commands:

To reverse changes while editing, undo command is used. To perform undo you
can Click on the Undo option under Edit menu Or Click on the Undo button on
Standard toolbar Or Press Ctrl+Z.

If an undo has to perform on last reversed action that is known as Redo . To

perform redo you can Click on the Redo option under Edit Menu Or Click on the Undo
button on Standard Toolbar Or Press Ctrl+Y

Find, Replace And Go To Options:

Find: Some times while working in document you need to find a particular text. To find a
particular text click on the Edit menu, click Find or Ctrl+F. Then you will see the window
shown below. In the Find what box, enter the text that you want to search for. Select the
direction of searching from Search list box. Select any other options that you want.
Match case: To find the characters that are a word by themselves and are not a part of another
word.
Find whole words only: To find the characters that are a word by themselves and are not
a part of another word.
Use wildcards: To specify the wildcard characters (? Or *) in the Find what text box
Sounds like: To find words that sound similar but are spelt differently. For example hair,
heir, hear and hare sound similar to here.
Find all word forms: To find all grammatical forms of the word. For example, on entering the
word eat it also searches ate, eaten and eating words.
If you want find similar word again in the rest of the document click on the Find next button.
Replace: If you have to replace a word in the document with another word you can use
find and replace command. On the Edit menu, click Replace or Ctrl+H. Then you will
find a window.

The Find what box, enter the text that you want to search for. In the Replace with box,
enter the replacement text. Select any other options that you want. Click Find Next,
Replace, or Replace All. To cancel a search in progress, press ESC.
Go to: To go to on a particular location or particular item use Go to option under the Edit
menu click on the Go to option under the Edit menu or Ctrl+G. Then the following
window will appear on the screen.

Select according to what you want to navigate in the document from Go to what combo
box. Enter the parameter as page number or name of the bookmark. Click on the previous
or next depending upon the direction you want to go.
Formatting a Document:
Once the text of a document has been typed, it is required to be formatted. MS-Word
provides Format menu to give a meaningful format of your document, so that a user can
read and understand the document in an easy manner. Following are the options available
in the Format menu.

Text Formatting: Format of font i.e. the font type, font size, font style, font Color,
character spacing etc. can be changed by going in the option Font of Format menu.

Changing of Fonts: The word font means the way of writing characters. To change the
font-using Font dialog box gives you the opportunity to see the result within the dialog
box before applying it on the text. Other benefit of using the font dialog box is that you
can apply several effects within the same dialog box like font color, bold or font size etc.
Select the desired text to change the font. Select the Font option from Format menu. A
window will appear on the screen. Scroll through the Font list and click the font that you
want. Select the font color, underline style and Effects of your choice. Select the font
style according to the text. Click on Ok button

Paragraphs Formatting:
Alignment of the Paragraph: Alignment refers to the way the right and left edges of a
paragraph line up along the right and left margins of your document. Word gives you four
alignment choices - left, centered, right and justified.
Working with Columns: You can use columns to create documents such as newsletters
or book pages. The column option controls the width and number of columns. Narrower
column widths make your text easier to read. Often, creating columns enables you to fit
more text on a single page. Columns work particularly well where you have several
shorter topics making up a larger document, as with a newspaper. To create a column
selects the text which you want to convert in column Click on the column button in the
Standard toolbar. A drop-down list appears with four columns across it. Click on the first
column in the drop-down list and drag across to highlight desired number of columns.
Zoom In and Out of Text:

It is worth mentioning here that the zoom function that is on the standard tool bar of
WORD can be used to zoom in and out the text, this way even if you decide for a very
small font size you don't have to kill your eyes to read what you are writing. Simply
select a higher value on the pull down menu or directly type in a value in the box.

Spelling Checker:
Another important feature is the Spelling Checker and vocabulary, whereas the Grammar
Checker is highly unreliable yet and therefore not so useful. Normally most modern
WORD versions have this feature of English in-built vocabulary that may be an
invaluable helping tool for synonyms and antonyms. To activate this function, position
the pointer on the word you want to check and hit F7 key, or alternatively right-click on
your mouse and work through the pop-up menu.

Microsoft Word automatically underlines any words that it does not recognize in red,
assuming that they are not spelled right. Right-click the red underlined word and click on
either one of the corrections suggested or Ignore, to make no changes or add, to make no
changes but to add the word to Microsoft Word’s list of words that it thinks are spelled
correctly. This is especially useful for names of people or places that you type often, so
that Word will not think it is wrong the next time it sees it.

Green underlines mean that Microsoft Word thinks there is something wrong with the
way the sentence is written. Right-click the underlined words and either click on the
corrections suggested or click Ignore.

Inserting Images From Clip Gallery:

To insert an image from Clip Gallery you have to move the cursor where you want to
insert the image. Select Clip art option from Insert ►Picture menu. Click the picture
category from which you want to insert the picture. If you know what type of image
you’re looking for, type a descriptive word or two in the Search for Clips text box, and
press Enter. Word displays the images that are most closely match your keywords. When
you find out the image that you want to use, click it. Clicking on the
image will display a small toolbar. From that toolbar, click the Insert button as given in
the figure given below. This will insert a clipart in your document.

Insert

​ Mail Merge
Mail merge is a pretty simple concept. Mail merge allows standard letters to be
'personalized' by merging it with data from a database. The result is a batch of letters
which contain virtually the same information with the exception of names, addresses and
any other information stored in a database.

You take a document (such as a form letter) and a set of information (such as the names
and addresses of all your clients) and merge them. When you merge the form letter and
the list of names, you can generate a mass mailing. Each copy of the document you print
will be personalized with a different name and address. Typing the letter once, combining
it with your client list, and printing it can therefore accomplish a mailing to hundreds of
clients.

Before you start learning mail merge process, you need to understand the two documents
that make up a mail merge:

1. Main Document: In a mail-merge operation, the document containing the text and
graphics stays the same for each version of the merged document. For example, the return
address and the body of a form letter.
2. Data Source: A file that contains the text and graphics that varies with each
version of a mail-merge document. For example, a list of names and addresses for a form
letter you want to send to a list of client’s or in any report in which you want to use
information from a database.

Creating the Main Document

The main document can be a form letter, an invoice, an invitation or any type of
document. The idea here is that the document will go to many recipients, and some
unique information must be included to personalize it.

If you have an existing letter that you want to use for your form letter, open it, and
modify it according to your need or if you want to start a letter from scratch, start a new
blank document. Save the document. Choose tools, Mail Merge to display the Mail
Merge Helper Dialog box. Click the Create button. Select Form Letter from the
drop-down list. A dialog box will appears with two choices: to create a form letter within
the active window or in new window. Click the Active window Button. Click on edit
button if you haven’t written the letter body.

A standard letter is written and mail merge markers are placed in it to show where the
data from the database will be inserted into the letter to personalize it.
Building Data Source
In this second phase, you tell Word which document you want to use as your data source.
You can either create a new one or open an existing one.

A data source is a file that contains the data that varies in each copy of a merged
document. For example, a data source can include the name and address of each recipient
of a form letter.

Create a New Word Data Source

Make sure you've already set up the main document. If you don't see the Mail Merge
Helper dialog box, click in the main document, and then click Mail Merge on the Tools
menu. Under Data source, click Get Data, and then click Create Data Source.

In the Field names in header row box, specify the data fields (A category of information
in a data source. A data field corresponds to one column of information in

the data source. The name of each data field is listed in the first row (header row) of the
data source. "PostalCode" and "LastName" are examples of data field names.) that you
want to include in the data source. To delete a data field, click the field name in the Field
names in header row box, and then click Remove Field Name. To add a data field, type a
new field name in the Field name box, and then click Add Field Name. To change the
order of the data fields, click a field name in the Field names in header row box, and then
click one of the arrow buttons. When you finish specifying the data fields, click OK.
Locate the folder that you want to save the data source in, type a file name, and then click
Save.
Click Edit Data Source.

In the Data Form dialog box, fill in the information for each data record (A complete set
of related information in a data source. A data record corresponds to one row of
information in the data source. All information about one client in a client mailing list is
an example of a data record. To fill in a record, type information for a data field, and then
press ENTER to move to the next field. If you don't want to include information for a
particular field, press ENTER to skip the field. Don't type spaces in the box. To start a
new data record, click Add New.

To return to the main document, click Mail Merge Main Document on the Database
toolbar.
Mail Mer ge Main

Now the main document displays out with the new toolbar of Mail Merge
Inserting the Merge Fields
It’s time to enter merge fields in the form letter you typed. The merge fields in the letter
will correspond to the fields in your database. Place your cursor halfway between the date
and salutation. Choose the Insert Merge field’s button on the Mail Merge toolbar.
Word inserts the merge field surrounded by chevron brackets. Insert the remaining merge
fields in the address block, pressing Enter and adding spaces and commas where
necessary. If you have a salutation field, add it after Dear, and follow it with a colon or
comma. Save the main document.

Merging Document and DATA

Merging to a Printer or Document
Choose the Mail Merge Helper button. Now the look of Mail Merge Helper dialog box
changed and some new buttons get activated.

Choose Merge button. The merge dialog box appears. Open the Merge to drop-down list.
Select the option from Printer, New Document, Electronic mail for the destination of the
mail merge. Select the New Document option and click on the Merge button. Then you
will get a new document named as Form Letters 1 with a copy of letter with different
names and address on different pages.
Concept and Definitions of Spreadsheet Software
Spreadsheet is a very powerful and easy to use software package, which is being
commonly used these days. It is basically an end user application package. It works very
well with numbers and their complex calculations. Spreadsheet helps to prepare data in
an organized, orderly and meaningful fashion. Spreadsheet finds its major contribution in
creating reports, using formulas and performing calculations. It is best suited for
scientific and statistical analysis. Spreadsheet can also be used to prepare Profit and Loss
accounts, Balance sheet and other Tax statements. It works well for both simple and
complicated numbers. It can be used for preparing analytical reports including statistical
analysis, forecasting and regression analysis. Good looking and attractive charts can be
created which depict data in clearer and meaningful fashion. Spreadsheet can also used to
create relationships between different types of data. Spreadsheet can do all the work of a
full-fledged word-processor but it lacks the advanced features of desktop publishing. It
also supports the high level features of object linking and embedding which means data
from word processor can be safely and easily put and linked with data in spreadsheet and
vice versa is also true.

Spreadsheet History
 ❖ 1961 - Professor Richard Mattessich was the first to develop a computerized

spreadsheet.

❖ 1978 - Robert Frankston and Dan Bricklin invented VisiCalc, the first

spreadsheet. It came out with the Apple II computer. VisiCalc did very well in its
first year because it could run. On personal computers, could perform simple math
formulas, and gave immediate results.

❖ 1980 - DIF formats were invented. Data was more portable and could be shared

with other programs.

❖ 1980-83 - New versions of DIF, SuperCalc, and some other programs came out to

the public.

❖ 1983 - Lotus 123 was introduced. It allowed people to chart information and

identify cells. For example cell A1.

❖ 1985 - Lotus 123 number 2.

❖ 1987 - New spreadsheet programs such as Excel and Corel Quattro Pro were

introduced. This allowed people to add graphics. They are different because they
include graphic capabilities.

❖ 2001 - Spreadsheet programs in use today are Excel, Appleworks, Filemaker, and

Corel Quattro Pro.

We can define spreadsheet in the following manner:
A spreadsheet is a software tool for entering, calculating, manipulating, and
analyzing sets of numbers.

An electronic spreadsheet is a relational grid of columns and rows used to store and
manipulate numeric information by means of a computer. The grid appears on the
display screen, and data is stored in the memory of computer.

We have seen from historical evolution many of the spreadsheet software, from learning
point of view we shall consider only Microsoft Excel.

Structure of Worksheet:
Start with Microsoft Excel:
To start Excel, follow the following steps:
1. Click on the Start button at windows taskbar.
2. Select Program option.
3. Select Microsoft Excel option.
4. Selecting this option will open up Microsoft Excel and the main screen will appear.

Let us discuss the structure of Worksheet and Functions of Various Components of

Microsoft Excel from the main screen.

Functions of various components of Microsoft Excel are given below:

1. Title Bar: Title bar shows the name of the document and situated in the top of the
window application.
2. Menu Bar: Menu bar contains the various commands under the various topics to
perform some special tasks. Menu bar is located under the title bar
3. Standard Toolbar: Toolbar is nothing more than the shortcut of the Menu
options to execute or perform the menu options in the easiest and faster way.
Standard toolbar contains the commands for the Excel’s most frequently used
commands.
4. Formatting Toolbar: Formatting toolbar contains the various commands related
to the formatting of the document.
5. Status Bar: It displays the positioning of the cursor, displays the status of some
important keys of keyboard, shows the messages for the toolbar button when a
mouse points to it, display messages for menu option when a menu option is
selected or pointed out by a user.
 6. Formula Bar: Formula bar shows you the formula instead of the result whenever
you click on a cell in which you have a formula.
7. Rows: Rows are combination of all the horizontal cells joined together in single
horizontal line. An Excel workbook has maximum 65,536 rows in a worksheet
8. Columns: Columns are combination of all the vertical cells joined together in
single vertical line. An Excel workbook has maximum 256 columns in a
worksheet
9. Cell: A Cell is an intersection point of row and column. It is used to store data.
There are 65536 x 256 = 16777216 cells in a single worksheet.
10. Name Box: This box shows the name or the address of the currently active cell.
11. Office Assistant: Office assistant provides you the online help, real-time tips
while working.
12. Scroll Bars: There are two types of scroll bars
i. Horizontal Scrollbar
ii. Vertical Scrollbar
Working of both the scroll bar is to scroll the Worksheet in the either directions
13. Worksheets: As name suggests it is the working area in which you can work.
Each worksheet of a single workbook has its own identity they are separate from
other worksheets. The maximum limit of the worksheet in a workbook is 255.

Creation of Spreadsheet:
Open a New Workbook
To open a new workbook, follow the steps:
1. Click on the File Menu.
2. Select Option New.
3. Click the OK Button. Now you will get a fresh new workbook to work on.
Save a Workbook
For saving a document, following are the steps:
Click Save option on the File OR Press Ctrl+S OR Press the Save Button from standard
toolbar. If you are saving the file for the first time, the Save As… window
will appear. Choose the appropriate folder from Save in combo box. Write the proper file
name in the File name text box. And then press the Save button
Opening of an Existing Workbook
To open an existing workbook, the following steps are required:
1. Select the Open option from the File menu OR Press Ctrl+O OR Click on the
Open tool from the standard toolbar. Then the open dialog box will appear.
2. Select the appropriate folder from Look in combo box.
3. Select the required file from the file window OR write the required file’s name in
the File name window
4. Click on open button on the right hand side OR Press Enter
Closing of Workbook
To close an already opened workbook just choose the Close option from file menu but
keep it in your mind that only the current window or workbook will close because
Microsoft Excel works in MDI (Multi document interface) environment unlike notepad
which works in SDI(Single document interface).
Page Setup
From the Page setup option, one can setup the page layout according to his work. For
using the Page setup option, you have to perform the following steps:
1. Click on the Page setup option from the file menu. Then a window will appear.
2. Select the page Orientation from Portrait or Landscape.
3. Setting the Adjust to setting will Reduces or enlarges the printed worksheet.
4. Select the Adjust to check box, and then enter a percentage number in the %
normal size box. You can reduce the worksheet to 10 percent of normal size or
enlarge it to 400 percent of normal size.
Give the value to ‘Fit to’. Setting to ‘Fit To’ reduces the worksheet or selection when you
print so that it fits on the specified number of pages. Select the ‘Fit to’ check box, enter a
number in the page(s) wide by box, and enter a number in the tall box. To fill the paper
width and use as many pages as necessary, type 1 in the pages(s) wide by box and leave
the tall box blank.
Select the Paper size
Print Option
For taking the printout you have to select the print option of the file menu. After selecting the
print option from file menu the window given below will appear.
You can set various options before taking printout.
1. From the Name combo box, you can select the printer if more than one printer is
installed.
2. You can select the range of pages i.e. all pages or current page or number of pages
you require from Print range frame.
3. From the print what option you can choose that which part of a worksheet you
want to print i.e. some selection or Entire workbook or active sheet only.
4. You can choose number of copies from Number of copies option under Copies
frame.

Creating Range, Formulas and Functions:

Creating Range:
Range is a specified area from one location (cell address) to another location (cell address) on
what some sort of operation has to be performed.

Here as shown in the window the specified area is from B3 to I18 which is selected with
the help of mouse.
Perform the following steps to select a range of cells:
1. Point your mouse to cell address B3.
2. By pressing the left button of the mouse drag upto cell address I18.
3. Release the button.
The range is created for performing any operation on the worksheet.
Creating Formulas:
After entering the data into the worksheet, calculations are performed with that data.
This is done using formulas, the true power of a spreadsheet program. For creating the
formula, syntax is required which describe the sequence of character used in a formula.
The syntax of a formula begins with an equal sign (=) in Excel and is followed by a
combination of values, operators and cell references.
Operators: Operators specify the type of operation that has to be performed on the parts
of a formula. Basically we use three types of operators.
1. Arithmetic Operators: To perform mathematical operation on numeric values and
thereby produces numeric results.
2. Comparison Operators: To compare the values or labels in two cells. The result
of this formula is either TRUE or FALSE.
3. Text Operators: To join one or more text values into a single combined text value.
The ampersand (&) (which is the only text operator) is used to join one or more
labels into a single combined label. For example,
=D2& “ “&F3
This formula combines the labels in cells D2 and F3.

Various Arithmetic and Comparison operators are shown in the table.

Arithmetic Operators Comparison Operators
Operators Meaning Operators Meaning
+ Addition = Equals
- Subtraction or Negation <> Does not equal
/ Division > Greater than

* Multiplication >= Greater than or equal to

% Percent, e.g. 35% < Less than
^ Exponentiation (e.g. 4^2=16) <= Less than or equal to
When arithmetic operators are used in formulas, spreadsheets calculate the results using
the rules of precedence followed in mathematics. The order is as follows:
1. Exponentiation (^)
2. Negation (-)
3. Multiplication and Division (*,/)
4. Addition and Subtraction (+, -)
Otherwise, operators are evaluated from left to right. In order to change the order of
precedence to suit your needs, you add parentheses around any part of the formula that
you want to be calculated first.

Creating Functions:
Spreadsheets come with many built formulas, called functions that perform specialized
calculations automatically. We can include these functions in our own formulas. Some
functions are quite simple, such as the COUNT function (to count the number of values
in a range of cells). Many functions, however are very complex.

To insert a function you have to follow the following steps.

1. Click on the cell in which you want to insert the function.
2. Select the option Function from insert menu.
3. Above dialog box will appear.
4. Select the desired function and click on OK button
Using Various Functions in MS-Excel:
The leading spreadsheets come with hundreds of these functions. Here we are discussing
some of the most commonly used ones with the help of examples:
1. Date and Time Functions
i. DATE: Represents the date number that represents a particular date.
Syntax: DATE(year, month, day) Argument
Type: Number, Number, Number Return Type:
Number
Example: =date(2005, 04, 17)
MS-EXCEL returns 4/17/05
ii. DATEVALUE: Returns the serial number of the date represented by date_text.
Syntax: DATEVALUE(date_text)
Argument Type: Text like date
Return Type: Number
Example: =DATEVALUE(“2005/04/17”)
MS-EXCEL returns 38459
iii. DAY: Returns the day of a date, which is represented by a serial number. The day
is given as an integer ranging from 1 to 31.
Syntax: DAY(serial_number) Argument
Type: Number(Date number) Return Type:
Number
Example: =DAY(38459)
MS-EXCEL returns 17
iv. MONTH: Returns the month of a date, which is represented by a serial number.
The month is given as an integer ranging from 1 to 12.
Syntax: MONTH(serial_number)
Argument Type: Number(Date number)
Return Type: Integer
Example: =MONTH(38459)
MS-EXCEL returns 4
v. NOW: Returns the serial number of the current date and time i.e. this function
returns sum of current date number and current time number.
Syntax: NOW( )
 Argument Type: None
Return Type: Number
Example: =NOW( )
MS-EXCEL returns 4/17/2005 21:58
vi. TIME: Returns the decimal number for a particular time.
Syntax: TIME(hour, minute, second) Argument
Type: Number, Number, Number Return Type:
Number (the time number) Example:
=TIME(21, 58, 12)
MS-EXCEL returns 9:58 PM
vii. TODAY: Returns the serial number of current date i.e. the date number of current
date.
Syntax: TODAY( )
Argument Type: None
Return Type: Number
Example: =TODAY( )
MS-EXCEL returns 4/17/2005
2. Financial Functions
i. FV: Returns the future value of an investment based on periodic, constant
payments and a constant interest rate.
Syntax: FV(rate, nper, pmt, pv, type)
Argument Type: Number, Number, Number, Number,
Return Type: Number
Example: =FV(0.005, 18, -500, -2000, 0)
MS-EXCEL returns $11,580.75
ii. PMT: Calculates the payment for a loan based on constant payments and a
constant interest rate.
Syntax: PMT(rate, nper, pv, fv, type)
Argument Type: Number, Number, Number, Number, Number
Return Type: Number
Example: =PMT(8%/12,10,10000,0,1)
MS-EXCEL returns ($1,030.16)
iii. PV: Returns the present value of an investment. The present value is the total
amount that a series of future payments is worth now.
 Syntax: PV(rate, nper, pmt, fv, type)
Argument Type: Number all Return
Type: Number
Example: =PV(0.08/12,240,500, ,0)
MS-EXCEL returns ($59,777.15)
3. Logical Functions
Examples based on the following table:
R. No. Name Marks Grade
2001 Anil 96 A+
2002 Sanjay 43 F
2003 Jagdeep 66 A
2004 Rajneesh 55 B
2005 Renu 80 A+

i. AND: The logical functions are used to see whether a condition is true or false or
to check for multiple conditions.
Syntax: AND(Logical1, Logical2, ….)
Argument Type: Logical all
Return Type: Logical
Example: =AND(c2:c6)
MS-EXCEL returns TRUE
ii. OR: Returns TRUE if any argument is TRUE; returns FALSE if all arguments are
FALSE.
Syntax: OR(Logical1, Logical2, ….)
Argument Type: Logical all Return
Type: Logical
Example: =OR(c2:c6)
MS-EXCEL returns TRUE
Type: =OR(b2:b6)
MS-EXCEL returns #VALUE
iii. NOT: Reverses the value of its expression that can be evaluated to TRUE or
FALSE.
Syntax: NOT(logical)
Argument Type: Logical
 Return Type: Logical
Example: =NOT(FALSE)
MS-EXCEL returns TRUE
Type: =NOT(1+4=5)
MS-EXCEL returns FALSE
4. Math Functions
i. ABS: Returns the absolute value of a number.
Syntax: ABS(Number)
Argument Type: Number
Return Type: Number
Example: =ABS(5)
MS-EXCEL returns 5
Type: =ABS(-5)
MS-EXCEL returns 5
ii. EXP: Returns e raised to the power of a number e.g. e^x. The constant
e=2.71828182845904, the base of the natural logarithm.
Syntax: EXP(number)
Argument Type: Number
Return Type: Number
Example: =EXP(1)
MS-EXCEL returns 2.718281828
Example: =EXP(2)
MS-EXCEL returns 7.389056099
iii. INT: Rounds a number down to a nearest integer.
Syntax: INT(number)
Argument Type: Number
Return Type: Number
Example: =INT(8.9)
MS-EXCEL returns 8
Example: =INT(-8.9)
MS-EXCEL returns -9
iv. LOG: Returns the logarithm of a number to the base we specify.
Syntax: LOG(Number, base)
Argument Type: Number, Number
Return Type: Number
Example: =LOG(10)
MS-EXCEL returns 1
Example: =LOG(8,2)
MS-EXCEL returns 3
v. MOD: Returns the remainder after number is divided by divisor. The result has
the same sign as the divisor.
Syntax: MOD(Number, divisor)
Argument Type: Number, Number
Return Type: Number
Example: =MOD(3,2)
MS-EXCEL returns 1
Example: =MOD(3,-2)
MS-EXCEL returns -1
vi. ROUND: Returns a number to a specified number of digits
Syntax: ROUND(number, num_digits)
Argument Type: Number
Return Type: Number
Example: =ROUND(2.15,1)
MS-EXCEL returns 2.2
Example: =ROUND(2.149,1)
MS-EXCEL returns 2.1
vii. SQRT: Returns a positive square root.
Syntax: SQRT(number)
Argument Type: Number
Return Type: Number
Example: =SQRT(16)
MS-EXCEL returns 4
Example: =SQRT(-16)
MS-EXCEL returns #NUM
viii. SUM: Adds all the numbers in a range of cells.
Syntax: SUM(number1, number2, ….)
Argument Type: Number
Return Type: Number
 Example: =SUM(3,2)
MS-EXCEL returns 5
Example: =SUM(a2, b2, 2)
MS-EXCEL returns 2
ix. TRUNC: Truncates a number to an integer by removing the fractional part of the
number.
Syntax: TRUNC(number, num_digits)
Argument Type: All number
Return Type: Number
Example: =TRUN(8.9)
MS-EXCEL returns 8
Example: =TRUN(-8.9)
MS-EXCEL returns -8
5. Statistical Functions
Examples based on the following table:
R. No. Name Marks Grade
2001 Anil 96 A+
2002 Sanjay 43 F
2003 Jagdeep 66 A
2004 Rajneesh 55 B
2005 Renu 80 A+

i. AVERAGE: Returns the average of the arguments.

Syntax: AVERAGE(number1, numner2, number3,….)
Argument Type: All numbers
Return Type: Number
Example: =AVERAGE(c2:c6)
MS-EXCEL returns 68
ii. COUNT: Counts the number of cells that contain numbers and numbers within
the list of arguments.
Syntax: COUNT(value1, value2,…)
Argument Type: Any type
Return Type: Number
Example: =COUNT(c2:c6)
 MS-EXCEL returns 5
iii. MAX: Returns the largest value in a set of values.
Syntax: MAX(number1, number2,…)
Argument Type: All numbers Return
Type: Number
Example: =MAX(c2:c6)
MS-EXCEL returns 96
iv. MIN: Returns the smallest value in a set of values.
Syntax: MIN(number1, number2,…)
Argument Type: All numbers Return
Type: Number
Example: =MIN(c2:c6)
MS-EXCEL returns 43
6. Text Functions
i. CHAR: Returns the character specified by a number. The number is assumed to
be the ASCII value and its equivalent is returned.
Syntax: CHAR(number)
Argument Type: Number
Return Type: Character
Example: =CHAR(65)
MS-EXCEL returns A
ii. CONCATENATE: Joins several text strings into one string.
Syntax: CONCATENATE(text1, text2,…)
Argument Type: All Text
Return Type: Text
Example: CONCATENATE(“Ram”, “Avtar”)
MS-EXCEL returns RamAvtar
iii. LEFT: Returns the first character or the characters in a text string, based on the
number of characters we specify.
Syntax: LEFT(text, num_chars)
Argument Type: Text, Number
Return Type: Text
Example: =LEFT(“SALES PRICE”, 4)
MS-EXCEL returns SALE
iv. LEN: Returns the number of characters in a text string i.e. Length of a string.
Syntax: LEN(text)
Argument Type: Text
Return Type: Number
Example: =LEN(“SALES PRICE”)
MS-EXCEL returns 11
v. LOWER: Converts all uppercase letters in a text string to lowercase.
Syntax: LOWER(text)
Argument Type: Text
Return Type: Text
Example: =LOWER(“SALES PRICE”)
MS-EXCEL returns sales price
vi. RIGHT: Returns the last character or the characters in a text string, based on the
number of characters we specify.
Syntax: RIGHT(text, num_chars)
Argument Type: Text, Number
Return Type: Text
Example: =RIGHT(“SALES PRICE”, 5)
MS-EXCEL returns PRICE
vii. TRIM: Removes all spaces from text except for single spaces between the
words..
Syntax: TRIM(text)
Argument Type: Text
Return Type: Text
Example: =TRIM(“SALES PRICE ”)
MS-EXCEL returns SALES PRICE
viii. UPPER: Converts all lowercase letters in a text string to uppercase.
Syntax: UPPER(text)
Argument Type: Text
Return Type: Text
Example: =UPPER(“sales price”)
MS-EXCEL returns SALES PRICE
Data Management
Data menu of the Excel provides various commands, which you can apply to your data.

Sorting of Data
To sort the data you have to perform the following steps.
1. Select the columns which you want to sort.
2. Choose Sort option from Data menu. You will find out the following dialog box
on the screen.

3. Choose the Column on which you want to do the sorting. You can select more
than one column.
4. Select the Ascending or descending option.
5. Select the Header row if there is any header row in the table.
6. Click on the OK button.
Filtering List
Sometimes the user wants to locate some information from an extensive list. To find the
information quickly, Microsoft Excel provides Filter list option. This option enables the
user to display the information regarding the selected options. Microsoft Excel provides
two commands for filtering lists:
AutoFilter, which includes filter by selection, for simple criteria
Advanced Filter, for more complex criteria
Using Auto Filter
You can apply filters to only one list on a worksheet at a time.
1. Click a cell in the list you want to filter.
2. On the Data menu, point to Filter, and then click AutoFilter.

3. To display only the rows that contain a specific value, click the arrow in the
column that contains the data you want to display.
4. Click the value.
5. To apply an additional condition based on a value in another column, repeat steps
3 and 4 in the other column.
Filter a List by using Advanced Criteria
Your worksheet should have at least three blank rows above the list that can be used as a
criteria range. The list must have column labels.
1. Select the column labels from the list for the columns that contain the values you
want to filter, and click Copy.
 2. Select the first blank row of the criteria range, and click Paste .
3. In the rows below the criteria labels, type the criteria you want to match. Make
sure there is at least one blank row between the criteria values and the list.
4. Click a cell in the list.
5. On the Data menu, point to Filter, and then click Advanced Filter.
6. To filter the list by hiding rows that don't match your criteria, click Filter the list,
in-place.
To filter the list by copying rows that match your criteria to another area of the worksheet,
click Copy to another location, click in the Copy to box, and then click the

Criteria

upper-left corner of the area where you want to paste the rows.
7. In the Criteria range box, enter the reference for the criteria range, including the
criteria labels.
To move the Advanced Filter dialog box out of the way temporarily while you select the
criteria range, click Collapse Dialog.

About importing data

By importing data, you don't have to retype the data you want to analyze in Microsoft
Excel. You can also update your Excel reports and summaries automatically from the
original source database whenever the database is updated with new information.
Importing data: You can import data to Excel from most data sources by pointing to
Import External Data on the Data menu, clicking Import Data, and then choosing the
data you want to import in the Select Data Source dialog box. The Data Connection
Wizard, available when you click New Source in the Select Data Source dialog box,
makes it possible to import data from external data connections not available from the
Select Data Source dialog box.

Graphics on Spreadsheet:
Inserting Images, Auto shapes and Word Art
Inserting Images from Clip Gallery
To insert an image from Clip Gallery you have to follow these steps:
1. Move the cursor on the cell where you want to insert the image.
2. Select Clip art option from Insert->Picture menu.
3. Click the picture category from which you want to insert the picture.
4. If you know what type of image you are looking for, type a descriptive word or
two in the Search for Clips text box, and press Enter. Excel displays the images
that most closely match your keywords.
5. When you find out the image that you want to use, click it.
6. Clicking on image will display a small toolbar, from that toolbar click the
insert button.
This will insert a clipart in your worksheet.
WordArt
WordArt lets you add flair to your text itself. It provides a different look to your text as
well worksheet. It is perfect for creating flashy headings and titles. To insert a word art in
your worksheet do the following steps.
1. Click the place on the worksheet where you want the WordArt image to be
placed.

2. Choose Insert, Picture, WordArt or click on icon. This will open the
WordArt Gallery dialog box.
3. Choose the desired format and press Ok button.
4. Then the figure given below will appear.
5. Write the desired text instead of Write your Text Here.
6. Select the desired Font and Font size.
 7. Press Ok button.
Insert Objects
Excel provides you the facility to link or embed the objects of other software’s in your
worksheet and work on the linked or embedded objects as you are working on that
software itself.
To embed an object you have to follow these steps.
1. Click in the document where you want to place the embedded object.
2. On the Insert menu, click Object, and then click the Create New tab.
3. In the Object type box, click the type of object you want to create.
4. To display the embedded object as an icon — for example, if others are going to
view the worksheet online — select the Display as icon check box.
Note:
Only programs that are installed on your computer and that support linked and embedded
objects appear in the Object type box. When you click Microsoft Word Document in the
Object type box, an entire document is inserted into your worksheet. The document
displays only one page at a time. To display a different page, double- click the Microsoft
Word object, and then click a page down button.

Insert Chart
Pictures are more understandable than words. Charts are visually appealing and make it
easy for users to see comparisons, patterns, and trends in data. For instance, rather than
having to analyze several columns of worksheet numbers, you can see at a glance
whether sales are falling or rising over quarterly periods, or how the actual sales compare
to the projected sales.

You can create a chart on its own sheet or as an embedded object on a worksheet. You
can also publish a chart on a Web page. To create a chart, you must first enter the data for
the chart on the worksheet. Then select that data and use the Chart Wizard to step through
the process of choosing the chart type and the various chart options.
Using chart wizard
One of the easiest ways to generate a chart from data you enter in a worksheet is by using
Chart wizard. Chart wizard is a simple process of making selections to produce a finished
chart.
1. Select the range of data on which you want to make a chart.
2. Select the option chart from insert menu following dialog box will appear.

3. Select the type of chart you want.

4. Click on the Press and Hold to view Sample button to preview your chart.

5. If the given charts are not of your choice then click on the Custom Type tab.
6. Select the graph type and Click on the Next button.
7. If you have forgotten to select the data range or you want to change the data range
then you can select the data range from here by clicking the button next to Data
range combo box.
8. Click on the Series tab. Following dialog box will appear.

9. You can add or remove the series (Columns) from the series list box by clicking
add or remove button.
10. Click on the Next button the option dialog box will appear on the screen.

11. Fill up the entries as Heading of the chart, (x) axis category heading, (Z) axis
values heading.
12. Click on the Legend tab
13. Legend dialog box will be displayed on the screen
14. Check mark the Show legend check box to show the legends
15. Select the Placement position.
16. Click on the Data Labels Tab.

17. Choose the type of labels you want to see in your graph.
18. Click on the Next button.
 19. Select the destination of the Chart on new sheet or in the current sheet.
20. Select New Sheet and click on the Finish button.

Some future trends for spreadsheets

To a large extent, the future trends for the software industry are now available as part of
“Office Suites” that package several programs like spreadsheet, word processor, drawing or
presentation graphics and a database management program together and also offer a
common interface. Group computing is another trend. As more companies create networks
for their computers to share information, there is need to allow more than one person at a
time to work on a file. Finally, it is always desired to make it easier for use of the software.

For the future, one can expect spreadsheets to offer more special features for the advanced
user while simplifying frequently used tasks for beginning and advanced users alike.