Bachelor of Commerce (DDE)

Semester – II
Paper Code – BM2006-II

BASICS OF COMPUTER–II

DIRECTORATE OF DISTANCE EDUCATION

MAHARSHI DAYANAND UNIVERSITY, ROHTAK
(A State University established under Haryana Act No. XXV of 1975)
NAAC 'A+’ Grade Accredited University
 Copyright © 2003, 2021; Maharshi Dayanand University, ROHTAK
All Rights Reserved. No part of this publication may be reproduced or stored in a retrieval system or transmitted
in any form or by any means; electronic, mechanical, photocopying, recording or otherwise, without the written
permission of the copyright holder.
Maharshi Dayanand University
ROHTAK – 124 001

Publisher: Maharshi Dayanand University Press

Publication Year : 2022
 B.Com (Second Semester)
Basics of Computer-II
PAPER CODE: BM2006-II
Theory Paper Max Marks: 80
Time: 3 Hrs Internal marks: 20
Note: - The Examiner shall set nine questions in all covering the whole syllabus. Question No.1
will be compulsory covering all the units and shall carry 8 small questions of 2 marks each. The
rest of the eight questions will be set from all the four units. The examiner will set two questions
from each unit out of which the candidate shall attempt four questions selecting one question
from each unit. All the questions shall carry 16 marks each.
Unit-I
Types of software; Application and system software, multi programme, operating-system and
its functions, Time sharing, multiprocessing.
Unit-II
Computer Applications: Computer application in Education, Commerce & Marketing and
Management.
Unit-III
Introduction to windows: Types of windows, Windows as an operating system, Windows
explorer, using clipboard, using paint brush, control panel installing a printer.
Unit-IV
Ms-Excel: Worksheet overview: Rows, Columns, Cell, Menus Creating worksheet, opening and
saving worksheets, Formatting printing. Establishing Worksheet Links, Tables Creating and
printing graphs. Macros, using V built-infunctions.
Suggested Readings:
1. Introduction of Information System ALEXISLEON
2. Introduction to essential tools. Sushila Madan.
 CONTENTS

Chapter Name of the Chapter Page No.

No.

Syllabus -

1. Software and Operating System Concepts 5-19

2. Computer Applications 20-35

3. Windows Operating System 36-48

4. Introduction to Microsoft Excel 49-70

5. Working with Microsoft Excel 71-79

CHAPTER – 1

SOFTWARE AND OPERATING SYSTEM CONCEPTS

OBJECTIVES OF THIS LESSON

This lesson is aimed to make you understand the basic concepts of software and operating systems.
Readers will be able to understand the following:
• Software and its different types such as programming software, system software, application
software and other software types
• Application software and its various types such as general-purpose application packages,
application-specific packages and customised application packages
• Operating system and its characteristics, desirable features of operating system
• Classification of operating systems and their families
• Functions of operating system, main functions, basic roles of operating system, OS as an
extended machine and as a Resource Manager
STRUCTURE OF THIS LESSON
1.1 Introduction
1.2 Software Types
1.2.1 Programming Software
1.2.2 System Software
1.2.3 Application Software
1.2.4 Other Software Types
1.3 Application Software
1.3.1 General-purpose Application Packages
1.3.2 Application-specific Packages
1.3.3 Customised Application Packages
1.4 Operating System
1.4.1 Control Programs
1.4.2 Processing Programs
1.5 Characteristics of Operating System
1.6 Desirable Features of Operating System
1.7 Booting (or Bootstrapping)
1.8 Family of Operating Systems
1.9 Functions of Operating System
1.9.1 Main Functions
1.9.2 Basic Roles of Operating System
6 Basics of Computer–II

1.9.3 OS as an Extended Machine

1.9.4 OS a Resource Manager
1.10 Classification of Operating Systems
Summary of the Lesson
Self Assessment Questions and Exercises
1.1 INTRODUCTION
The hardware alone can’t perform any particular calculation, computation or manipulation without being
instructed exactly what to do, when to do and how to do it. These instructions are very important and are
called software.
The software acts as an interface between the user and the computer or a software can be defined as a
complete set of instructions written by the programmer which enables the computer to obtain the
solution to a problem.
Software may be viewed as a general term that is used to describe any single program or a group of
programs.
In its most general form, software is a term used in contrast to hardware to refer to all programs which
can be used on a particular computer system i.e. the term software is used to describe program sets
needed to operate an information processing system.
1.2 SOFTWARE TYPES
Software is the means by which computer systems speak with computer users. Software forms the heart
of computer systems.

Figure 1.1
Software, by definition, is the collection of computer programs, procedures and documentation that
performs different tasks on a computer system. The term 'software' was first used by John Tukey in
1958. Briefly, computer software is the language in which a computer speaks. There are different types
of computer software.
1.2.1 Programming Software
This is one of the most commonly known and popularly used forms of computer software. These
software come in forms of tools that assist a programmer in writing computer programs. Computer
programs are sets of logical instructions that make a computer system perform certain tasks. The tools
that help the programmers in instructing a computer system include text editors, compilers and
interpreters.
Software and Operating System Concepts 7

1.2.2 System Software

It helps in running the computer hardware and the computer system. System software is a collection of
system programs; device drivers, servers, windowing systems and utilities. System software helps an
application programmer in abstracting away from hardware, memory and other internal complexities of
a computer.
1.2.3 Application Software
It enables the end users to accomplish certain specific tasks. Business software, databases and
educational software are some forms of application software. Different word processors, which are
dedicated for specialized tasks to be performed by the user, are other examples of application software.
1.2.4 Other Software Types
Apart from these three basic types of software, there are some other well-known forms of computer
software like inventory management software, ERP, utility software, accounting software and others.
1.3 APPLICATION SOFTWARE
An application package or application program is the software that has been written to process or
perform specific job. The term application indicates that the software is applied to the job at hand.
application packages are available for all types of tasks. These programs are called Application
Packages because they accomplish the processing required for a particular application. They may be for
business applications, engineering designs, home applications, teaching aids etc.
An end-user wishing to use an application package has to define his own requirements by means of
parameters, which are employed by the programs in the system to produce the specific results required.
These are usually written in high-level languages. Of course, the application packages run under the
control of the operating system.
Application software is developed to aid in any task that benefits from computation. It is a broad
category, and encompasses software of many kinds, including the internet browser being used to display
this page. This category includes:
• Business software
• Computer-aided design
• Databases
• Decision making software
• Educational software
• Image editing
• Industrial automation
• Mathematical software
• Medical software
• Molecular modelling software
• Quantum chemistry and solid state physics software
• Simulation software
• Spreadsheets
8 Basics of Computer–II

• Telecommunications (i.e., the Internet and everything that flows on it)

• Video editing software
• Video games
• Word processing
and so on.
Application packages can be classified as:
• General-purpose Application Packages
• Application-specific Packages
• Customised Application Packages
1.3.1 General-purpose Application Packages
It is that class of application packages that perform quite commonly used day-to-day tasks and also
increase the productivity very significantly and that’s why these are also known as productivity
packages.
Some important examples of this category include:
• Word processing packages for processing and manipulating text
• Spreadsheet packages for calculating finances and data analysis
• CAD for designing or drafting
• Database packages for management of files, database, storage and retrieval of information
• Engineering design packages
• Communication packages
• Integrated packages, etc.
Some integrated packages have been developed which combine the functions of word processing,
spreadsheets, graphics, database management and communication into a single software. MS-Office,
Framework and Symphony are good examples of Integrated Packages.
1.3.2 Application-specific Packages
It is the type of application packages specifically meant for accomplishing a uncommon application.
Few important examples include:
* General Application Packages
* Payroll
* Personnel Management
* Attendance Management
and so on.
* Business Application Packages
* Inventory Control
* Finance and Accounting
Software and Operating System Concepts 9

* Marketing Analysis
* MRP (Material Requirements Planning)
* Human-resource Management
and so on
* Scientific Application Packages
* Computer-Aided Designing and Drafting (CADD)
* SPSS (Statistical Package For Social Sciences)
* Computer-Aided Manufacturing (CAM)
* Statistical Analysis Software (SAS)
and so on.
* Miscellaneous Application Packages
* Computer-Based Learning (CBL)
* MIDI (Musical Instrument Digital Interface) Package
* Computer-Based Training (CBT)
and so on
1.3.3 Customised Application Packages
It is a kind of application packages developed by the professional programmers. It has become the trend
of the present day Software Industry to develop such kind of packages. Natural Language Processing
(NLP) is getting world-wide attention because these are non-procedural and are more closer to human
conversation. This is trend has been geared up probably due to the development of the non-procedural
4GLs (4th Generation Languages). This trend will continue to grow as the development in multimedia,
graphics, artificial intelligence, networking solutions enhance.
1.4 OPERATING SYSTEM
“Operating System (OS) is a collection of software written to provide the fundamental instructions that
a computer needs to manage resources, such as memory, the file system, and processes”.
In other words, OS is a master program that controls a computer's basic functions and allows other
programs to access the computer's resources such as disk drive, printer, keyboard, and screen.
There are several definitions of operating system. Few of these are:
“Operating system is a set of system programs which controls all the computer’s resources and
provides the base upon which application programs can be written”.
OR
“An operating system may be viewed as an organised collection of software extensions of hardware,
consisting of control routines for operating a computer and for providing an environment for execution
of programs”.
OR
10 Basics of Computer–II

“An operating system is a set of procedures (manual and/or automatic) that enables people or group of
people to share a computer installation efficiently”.
OR
“An operating system is a program that act as an intermediary between a user of a computer and the
computer hardware. The primary goals of an operating system are:
• To make the computer system convenient to use and
• To use the computer hardware in an efficient manner”
OR
“An operating system is an integrated collection of subsystems and further each subsystem consists of
programs that perform specific duties. Just as the processor is the nucleus of the computer system, the
operating system is the nucleus of all types software activities”.
Examples of operating systems: Linux, MS Windows 95, MS Windows NT, Windows XP, UNIX, DOS
and OS/2.

Fig. 1.2: Layers of Computer System

It co-ordinates all the hardware and software components of a computer
Software and Operating System Concepts 11

Fig. 1.3: OS as Co-ordinator

The following two types of programs make up the operating system:
i) Control programs and
ii) Processing programs
1.4.1 Control Programs
These programs oversee system operations and perform tasks such as input/output, scheduling, handling
interrupts, and communication with computer operator or programmer. The control programs consist of
the following:
a) Supervisor Programs
b) Job Control Programs
c) Input/Output Management Program
1.4.2 Processing Programs
These are executed under the supervision of control programs and are used by the programmer to
simplify program operation for the computer system. They include language translator programs, link
editors, library programs and a set of utility programs. These programs collectively automate the
management of all the computing resources available in a computer system including CPU, all
peripherals, and software. This integrated collection of programs provides more efficient computer
operation. Improved operating convenience is another benefit of an operating system.
Typically, operating systems (OSs) are used in microcomputer systems. They require mass storage
media such as magnetic tape or floppy disk. most microcomputers systems use operating systems only
with floppy disk mass storage. For this reason, these operating systems are referred to as disk operating
12 Basics of Computer–II

systems (DOS). The most commonly used operating systems on personal computers are MS-DOS and
PC-DOS.
1.5 CHARACTERISTICS OF OPERATING SYSTEM
• Sharing
• Concurrency
• Long-term Storage
• Non-determinacy
1.6 DESIRABLE FEATURES OF OPERATING SYSTEM
• Efficiency
• Reliability
• Small-Size
• Maintainability
Thus the operating system is responsible for directing a given computer into a batch mono-programming
system, a multi-programmed system, a time-sharing system or a real-time system. Many operating
systems can handle both batch and real-time applications simultaneously.
1.7 BOOTING (OR BOOTSTRAPPING)
The process of loading the operating system into memory is known as booting. When a computer is
turned on the operating system must be brought into the memory of computer from the hard-disk
storage. The process is normally started by a small program called bootstrap loader. This program
resides in a ROM as a firmware. A computer is designed to fetch its very first instruction from the ROM
when power is turned on. The first instruction is bootstrap loader. It is very simple program sufficient
only to direct the CPU to look for specific file on the disk memory, and executes the instructions stored
in the file. The file contains machine codes to direct the CPU to continue loading the rest of the
operating system into the memory. When the operating system is fully loaded into the memory, the
computer is ready to accept user’s commands.
1.8 FAMILY OF OPERATING SYSTEMS
The family of operating systems have evolved over the years:
a) Windows family of OS:
Windows 1.0
Windows 2.0
Windows 3.0 (the first version to make substantial commercial impact)
Windows 3.1x
Windows 95 (aka Windows 4.0)
Windows 98 (aka Windows 4.1)
Windows Me (aka Windows 4.2)
OS/2 (developed jointly with IBM)
Software and Operating System Concepts 13

Windows NT
Windows 2000 (aka Windows NT 5.0)
Windows XP (aka Windows NT 5.1)
Windows Server 2003 (aka Windows NT 5.2)
Windows Vista (to be released August 2006)
Windows Longhorn Server (to be released shortly after Windows Vista)
Microsoft Codename Blackcomb (to follow Vista)
b) Apple/Macintosh
Apple DOS
ProDOS
GS/OS
Lisa OS
A/UX
Mac OS
System 6
System 7 (code-named "Big Bang")
Mac OS 8
Mac OS 9
Mac OS X
Mac OS X v10.0 (aka Mac OS X 10.0 "Cheetah")
Mac OS X v10.1 (aka Mac OS X 10.1 "Puma")
Mac OS X v10.2 (aka Mac OS X 10.2 "Jaguar")
Mac OS X v10.3 (aka Mac OS X 10.3 "Panther")
Mac OS X v10.4 (aka Mac OS X 10.4 "Tiger")
Mac OS X v10.5 (aka Mac OS X 10.5 "Leopard")
Mac OS X Server
Darwin
c) Unix
d) Linux
e) Solaris.
14 Basics of Computer–II

1.9 FUNCTIONS OF OPERATING SYSTEM

The main functions of OS are:
1. It manages the hardware and software resources of the system. In a desktop computer, these
resources include such things as the processor, memory, disk, etc.
2. It provides a stable, consistent way for applications to deal with the hardware without having to
know all the details of the hardware.
1.9.1 Main Functions
OS acts as an interface between hardware and users. It controls overall operations of computers. It is
mainly used for job management, data management, virtual memory management, input/output
management, process management, security etc.
a) Job Management: OS manages the job waiting to be processed. It recognizes the jobs, identifies
their priorities, allocates the memory for the job, schedules and finally runs each job at the
appropriate moment.
b) Data Management: Data management keeps track of the data on disk, tape and optical storage
devices. The operating system's file system knows where that data are physically stored.
c) Virtual Storage Management: OS is used for virtual memory management. OS makes possible to
increase the capacity of main memory without actually increasing its size.
d) Input/output Management: OS manages the input and output operation of computer. This applies
to the flow of data among the different devices of computer and application programs.
e) Process Management: The main activities of process management are job queuing, job
scheduling, keeping track of the status of each process etc.
f) Protection and Security: OS job is to secure data inside the memory of computer. Operating
systems provide password protection to keep unauthorized users out of the system.
g) User Interface: OS acts as an interface between a user of a computer and the computer hardware.
1.9.2 Basic Roles of Operating System
a) Easy interaction between human and computer.
b) Starting computer operation automatically.
c) Loading and scheduling users’ programs/processes.
d) Controlling I/O devices
e) Managing various types of memories such as primary, secondary, cache etc.
f) Providing security to users’ jobs and files.
g) Accounting hardware resources and handling network communication.
h) Allowing users to share data and software among themselves.
i) Preventing the system from unauthorized user, programs etc.
Software and Operating System Concepts 15

1.9.3 OS as an Extended Machine

The OS effectively isolates the hardware from the user. The user communicates only with the OS and it
links the various languages and the systems and applications programs available. The OS fields all
requests for services and totally eliminates the need for the user to deal with the hardware or related
problems. Thus the operating system allows the user to concentrate on his application and prevents him
for having to spend a lot of time determining how things are to be specifically accomplished by the
hardware.
In this view, the function of an operating system is to prevent the user with the equivalent of an
Extended Machine or Virtual Machine that is easier to program than the underlying hardware.
1.9.4 OS a Resource Manager
An operating system’s major function is to manage the resources of the computer system. It allocates the
resources on the basis of the user need and system capability. The four major functions of an operating
system are:
i) File and Software Management
ii) Input/Output and Peripheral Management
iii) Memory Management
iv) Processor (or CPU) Management

As a Resource Manager, the operating system must perform the following functions for each resource
viz. processor, memory, I/O, files:
a) Keep track of status of each resource
b) Decide which job should get the resource and for how much time, according to some policy
c) Allocate the resource to the job decided
d) After the resource is used by the job for the allocated time, make the resource free

1.10 CLASSIFICATION OF OPERATING SYSTEMS

Within the broad family of operating systems, these may be categorized based on the types of computers
they control and the sort of applications they support. These may be classified in the following
categories:
• Single-user, Single-task Operating System
• Single-user, Multi-task Operating System
• Multi-user (or time-sharing) Operating System
• Multi-access Operating System
• Multi-processing Operating System
• Multi-tasking and Multi-threading Operating System
• Real-time Operating System
• Distributed Operating System
• Embedded Operating System
16 Basics of Computer–II

Single-user, single task Operating System

As the name implies, this operating system is designed to manage the computer so that one user can
effectively do one thing at a time. The Palm OS for Palm handheld computers is a good example of a
modern single-user, single-task operating system. Other examples of such operating systems include
MS-DOS, PC-DOS, etc.
Single-user, multi tasking Operating System
This operating system allows a computer to perform more than one task at a time. Microsoft's Windows
and Apple's Mac OS (Leopard) platforms are both examples of operating systems that will let a single
user have several programs in operation at the same time.
Multi-user (or time-sharing) Operating System
A multi-user operating system allows many different users to take advantage of the computer's resources
simultaneously. UNIX, VMS and mainframe operating systems, such as MVS, are examples of multi-
user operating systems.
These operating systems allow two or more users to run their respective programs at the same time by
making all these programs resident in the memory of computer. Such operating systems are normally
made to work on minicomputers and mainframe computers.
Examples: VMS (on DEC Mainframes), UNIX, XENIX, MVS, etc.
Multi-access Operating System
In a multi-access operating system, a user may submit a job by typing on a terminal and may use the
Remarks
terminal to monitor and control the job as it runs. These operating systems allow simultaneous access of
a single application onto a computer system through two or more terminals.
The operating system shares the computing resources among the different jobs so that it appears to each
user that he has entire machine to himself.
An example is provided by some dedicated transaction-processing systems, such as Airline Ticket
Reservation Systems, that supports hundreds of active terminals under control of a single program.
Multiprocessing Operating System
It is that class of operating systems that have the ability to support more than one process at the same
time i.e. allowing more than one programs to run concurrently on the multiple CPUs in a single
computer system. These operating systems differ from the time-sharing (or multi-user) operating
systems in the manner that these refer to utilisation of multiple CPUs.
In such operating system, the resources are allocated comfortably to the competing processes in a
reasonable manner which results in a high throughput.
Examples: OS/2 for high-end PCs, UNIX, MVS, etc.
Software and Operating System Concepts 17

Multitasking and Multithreading Operating System

These operating systems have the capability to execute more than one task concurrently on a computer
system having a single CPU. In these operating systems, CPU switches from one task to another so
quickly that it gives the illusion to the user of executing all the programs (or tasks) at the same time.
Multithreading permits different portions of a single program to run concurrently and this it is having the
ability of an operating system to execute different parts of a program (called threads) simultaneously. It
requires the programmer to design the program so carefully that all the threads can run at the same time
without interfering with each other.
Examples: Windows 95/98, Windows NT, OS/2, etc.
Real-time Operating Systems (RTOS)
Real-time operating systems are used to control machinery, scientific instruments and industrial systems.
These operating systems have the following peculiar characteristics:
• Fast response time
• Feedback mechanism
• Reliability
A primary objective of real-time operating systems is to provide quick response-times, and thus meet the
scheduling deadlines. In the design of these operating systems, user-convenience and resource utilisation
are of secondary concern.
These operating systems must be designed in such a manner that response-time to the external-stimulus
is very immediate as the same are designed for the purpose of controlling and monitoring of external
activities with timing constraints.
Such applications include:
• Industrial Control
• Telephone Switching Equipments
• Flight-Control
• Real-time Simulators
• Few Military Applications
etc.
Examples:
Some examples of real time operating systems are:
• BLMX (Board-Level Multitasking eXecutive)
• BSO/RTOS (Boston Systems Office/ Real-time Operating System)
• CCP (Communication Control Program) Operating System for IBM System/3
• iRMX (Intel’s 8086 family Real-time Multitasking Executive) Operating System
• DMERT (Duplex Multiple Environment Real-time) Operating System etc.
18 Basics of Computer–II

Distributed Operating Systems

A distributed operating system governs the operation of a distributed computer system and provides a
virtual machine abstraction to its users. The key objective of a distributed operating system is
transparency. Ideally, component and resource distribution should be hidden from users and application
programs unless they explicitly demand otherwise.
The added services necessary for pooling of shared system resources include:
• Global naming
• Distributed file system, and
• Facilities for distribution of computations, such as inter-node process communication and
remote procedure calls.
Embedded Operating System
Embedded operating systems are mainly executed on computers that control devices. These devices are
mobile phones, TV sets etc. These systems consist of circuits and 32-bit microprocessors that control the
functioning of various operations.
Apart from the above main criterion for classification of operating systems, there will be other criterion
as well, like basing on whether it is open code or not and whether it is available for free and similar.
Fig. 1.4 shows widely used operating systems in the market.

Fig. 1.4: Widely used OS

SUMMARY OF THE LESSON
You learnt the following in this lesson:
• The software acts as an interface between the user and the computer or a software can be defined
as a complete set of instructions written by the programmer which enables the computer to
obtain the solution to a problem.
Software and Operating System Concepts 19

• There are different types of computer software such as Programming Software, System Software
and Application Software
• An application package or application program is the software that has been written to process or
perform specific job.
• Operating System (OS) is a collection of software written to provide the fundamental
instructions that a computer needs to manage resources, such as memory, the file system, and
processes.
• The control programs consist of Supervisor Programs, Job Control Programs and Input/Output
Management Program
• Windows Explorer displays the hierarchical structure of files, folders, and drives on your
computer. It also shows any network drives that have been mapped to drive letters on your
computer.
• Both in Windows 7 and Windows 8, the Print Management console is part of Administrative
Tools.
• The Control Panel is a part of the Microsoft Windows graphical user interface which allows
users to view and manipulate basic system settings and controls via applets, such as adding
hardware, adding and removing software, controlling user accounts, and changing accessibility
options.
SELF ASSESSMENT QUESTIONS AND EXERCISES

1. Differentiate between application and system software.

2. What is meant by GUI ? What are the important features of GUI ? Explain.
3. What are various components of GUI ? Explain.
4. What is a computer software ?
5. What is an operating system ?
6. Discuss the important functions of an operating system.
7. What is a bootstrap program ?
8. What is a File Manager ? Outline its responsibilities.
9. Is word-processing package a system software ? Justify your answer.
10. Discuss the features of an integrated package.
11. What are advantages of Windows environment ?
12. Enumerate functions of a monitor program.
13. Chart the family of operating system.
14. What are main features of Windows operating system?
CHAPTER - 2

COMPUTER APPLICATIONS

OBJECTIVES OF THIS LESSON

This lesson is aimed to make you understand the use of computers in different walks of life. Though
there are several computer applications but readers will be able to understand the use of computers in
certain areas as under:
• Computer applications in education and uses of computers in education
• How computers may assist teachers and also explains computer-based teaching and learning
• Computer applications in commerce and marketing, concept of marketing, business processes,
e-commerce
• CAD (computer aided design), CAM (computer aided manufacturing) and Simulations
• Computer applications in management, functions of management and use of IT in management
STRUCTURE OF THIS LESSON
2.1 Introduction
2.2 Computer Applications in Education
2.2.1 Uses of Computers in Education
2.2.2 Assistance to Teachers
2.2.3 Computer-Based Teaching and Learning
2.3 Computer Applications in Commerce and Marketing
2.3.1 Marketing
2.3.2 Business Processes
2.3.3 E-Commerce
2.3.4 Industry
2.3.5 Robots
2.3.6 CAD (Computer Aided Design)
2.3.7 CAM (Computer Aided Manufacturing)
2.3.8 Simulations
2.4 Computer Applications in Management
2.4.1 Functions of Management
2.4.2 Use of IT in Management
Summary of the Lesson
Self Assessment Questions and Exercises
Computer Applications 21

2.1 INTRODUCTION
Computers have become an essential part of modern human life. Owing to the widespread use of
computers in every sphere, Life in today’s world would be unimaginable without computers. Computers
have made human lives better and happier. There are endless uses of computer in different fields of
work.
Computers are used in so many fields in our daily life. From Engineers to Doctors, Students, Teachers,
and Government Organization they all use computers to perform specific tasks, for entertainment or just
to finish office work. Computers have made our life easier. With greater precision and accuracy and less
time taking computers can do a lot in short time while that task can take a lot of time while doing
manually. Computers have taken industries and businesses to a whole new level. They are used at Home
for work and entertainment purposes, at Office, in hospitals, in government organizations.
2.2 COMPUTER APPLICATIONS IN EDUCATION
The science and technology has been changing our life ever since its inception. Especially the greatest
invention of human mind that most of the times defeat the human mind itself, i.e. the computer has
brought out enormous changes to our society. Its contribution towards education sector has been truly
marvellous.
Computers have taken the education systems in the entire world to a different level altogether. It is now
used in education sector in various ways and has changed the way it earlier looked to a great degree.
2.2.1 Uses of Computers in Education
Following are few significant uses of computers in education:
1. Effective Classroom Teaching and Learning
The traditional classes have become modern and high-tech with the advent of computers. Students now
see multimedia presentations, clips, images, etc. with the help of computers. This gives them a better
experience of education as compared to the monotonous blackboard teaching. This way, the power of
students to remember or recollect the taught concepts increases as the classroom learning becomes
interesting.
2. Online and Distance Learning
Computers not only strengthen the traditional education system but also provide a new mode of pursuing
educational courses and degrees. This mode is called as online distance learning mode of education.
Through this mode a student can pursue a course, degree or training sitting at home with the help of a
computer and internet connection. The curriculum of these online courses is similar to the traditional
mode of pursuing the same. Online education system offers several benefits to the students which they
can’t avail in traditional education system. This is the reason why millions of people are attracted to
online education as of today and this count will only increase day by day.
22 Basics of Computer–II

3. Improved Research Work

Computers help students of schools, colleges and universities in their research work. Gone are the days
when students would go to libraries, and other Knowledge processing units to complete their research
work. With the help of computers in network society students now pursue their research work with ease
and get ample amount of information for the same with easy clicks.
4. New Areas of Education
Computers not only are useful in education sector but are also the reason for some fields of education.
There are several educational courses that exist because of the computers. Some of these courses are IT
training, web designing, hardware and networking, etc. Students pursuing these courses have bright
future ahead as the computers have actually become the need of today.
5. Scaling Up Education
Education today is no more confined to the walls of a classroom. It has rather gone global. Students,
with the help of computers, interact with students from all over the world. They discuss and deliberate
on various topics of common interests, brainstorm with international students and seek advice of
international teachers and researchers. Indeed computers have armed the education field with some great
features.
2.2.2 Assistance to Teachers
Computers are helping the teachers in the following areas:
a. Classification of pupils: Computers help in classification of children according to their abilities
and evaluating their performance.
b. Preparing time-table: Computers help in preparing time-table, schedules, etc.
c. Maintenance of progress cards: Computers maintain progress cards and preserve them
efficiently and confidentially.
d. Tutorial and dialogue: Computer can play effectively the role of the tutor. It helps the teacher
in engaging students in tutorial work. There is tutorial interaction and dialogue.
e. Education to physically challenged: Computers can be used in providing education to
physically challenged people by several means.
f. Repetition: A lesson if not understood once can be repeated number of times and thoroughly
understood by even an average student. Computer can work according to the tune of the student.
g. Guidance: Computer helps the teacher in providing information/data for guidance and reference.
h. Immediate feedback: Computers helps the teacher in providing immediate feedback to students
for better interaction and motivation.
i. Problem-solving and creativity: Computers can be used to develop problem-solving ability and
creativity among the students.
Computer Applications 23

j. Laboratory and practical work: Computers can supplement laboratory and practical work
especially in science and technology subject.
k. Training through stimulate techniques: The computer can be used to give training to the
students through stimulated and gaming techniques.
2.2.3 Computer-Based Teaching and Learning
Computers are used to provide the methods of teaching in different ways. There are number of methods
in which educational institutions can use computer to educate the students. Much computer-based
educational software are available, which students can learn to read, to count, or to speak a foreign
language. Software that combines the thrills of games with real information content is becoming most
popular. Some organizations are using information technology in their employee training programs.
Computer Aided Learning (CAL)
Computer Aided Learning could be described as the use of information technology to assist in the
teaching and enhance learning process. Information technology may be able to aid us in reducing the
time spent on creation and maintenance of teaching materials (power point presentations, Lectures in
word documents, Flash media files etc). It is also reducing the administrative load associated with
teaching and research.
Computer Based Training (CBT)
Computer based training is a difficult term to adequately define because it encompasses various modes
of instruction and has evolved from the simplest definition, an interactive learning experience between
the learner and computer in which the computer provides the majority of the stimulus, the learner must
respond, and the computer analyzes the response and provides feedback to the learner.
Computer-based training is about using computers to help train people. It is not necessarily about
training people to use computers. Computer based training works, compared with traditional techniques;
it can bring many additional benefits to any organization, their training department and their students.
For example:
• Students can readily acquire new skills at their own pace and at times that do not conflict
with their work schedules.
• Training times can usually be reduced.
• Retention of course material is usually greater.
• Interactive, visually stimulating, easily absorbed and easily available material encourages
students to undertake training.
• Planning and timetabling problems can be reduced or eliminated.
• Essential skills can be taught and refreshed whenever and whenever needed.
• The quality and consistency of the training material of students, locally or at remote places.
• Timely and high quality training on demand leads to increased efficiency.
24 Basics of Computer–II

Compared to traditional classroom training methods, students using computer based training absorb
similar material faster and retain more of the information they are taught. CBT is a low cost solution for
educating people. You can train a large number of people easily.
Benefits of CBT
Some benefits of CBT are as follows:
1. The students can learn new skills at their own pace. They can easily acquire knowledge in any
available time of their own choice.
2. Training time can be reduced.
3. Training materials are interactive and easy to learn. It encourages students to learn the topic.
4. Planning and timing problems are reduced or eliminated.
5. The skills can be taught at any time and at any place.
6. It is very cost effective way to train a large number of students.
7. Training videos and audios are available at affordable prices.
Computer Aided Learning (CAL)
Computer aided learning is the process of using information technology to help teaching and enhance
the learning process. The use of computer can reduce the time that is spent on preparing teaching
material. It can also reduce the administrative load of teaching and research. The use of multimedia
projector and PowerPoint presentations has improved the quality of teaching. It has also helped the
learning process.
Distance Learning
Distance learning is a new learning methodology. Computer plays the key role in this kind of learning.
Many institutes are providing distance learning programs. The student does not need to come to the
institute. The institute provides the reading material and the student attends virtual classroom. In virtual
classroom, the teacher delivers lecture at his own workplace. The student can attend the lecture at home
by connecting to a network. The student can also ask questions to the teacher.
Online Examination
The trend of online examination is becoming popular. Different examination like GRE, GMAT and SAT
are conducted online all over the world. The questions are marked by computer. It minimizes the chance
of mistakes. It also enables to announce the result in time.
2.3 COMPUTER APPLICATIONS IN COMMERCE AND MARKETING
The use of computer technology in business provides many facilities. Businessmen are using computers
to interact with their customers anywhere in the world. Many business tasks are performed more quickly
and efficiently. Computers also help them to reduce the overall cost of their business. Computer can be
used in business in the following ways.
Computer Applications 25

2.3.1 Marketing
An organization can use computers for marketing their products. Marketing applications provide
information about the products to customers. Computer is also used to manage distribution system,
advertising and selling activities. It can also be used in deciding pricing strategies. Companies can know
more about their customers and their needs and requirements etc.
Marketing applications provide information about the organization’s products, its distribution system, its
advertising and personal selling activities, and its pricing strategies. Marketing applications help
managers to develop strategies that combine the four major elements of marketing: Products,
Promotions, Place and Price.
Marketing is the process by which goods are sold and purchased. The aim of marketing is to acquire,
retain, and satisfy customers. Modern marketing has evolved into a complex and diverse field. This field
includes a wide variety of special functions such as advertising, mail-order business, public relations,
retailing and merchandising, sales, market research, and pricing of goods.
Computers play a significant role in inventory control, processing and handling orders, communication
between satelite companies in an organization, design and production of goods, manufacturing, product
and market analysis, advertising, producing the company newsletter, and in some cases, complete
control of company operations.
In today's extremely competitive business environment businesses are searching for ways to improve
profitability and to maintain their position in the marketplace. As competition becomes more intense the
formula for success becomes more difficult.
Two particular things have greatly aided companies in their quests to accomplish these goals. These are:
a) CAD/CAM and
b) World Wide Web.
CAD/CAM
An important program has aided companies all over the world. Computer-aided design and computer-
aided manufacturing (CAD/CAM) is the integration of two technologies. It has often been called the
new industrial revolution. In CAD, engineers and designers use specialized computer software to create
models that represent characteristics of objects. These models are analyzed by computer and redesigned
as necessary. This allows companies needed flexibility in
studying different and daring designs without the high costs of building and testing actual models,
saving millions of dollars. In CAM, designers and engineers use computers for planning manufacturing
processes, testing finished parts, controlling manufacturing operations, and managing entire plants.
CAM is linked to CAD through a database that is shared by design and manufacturing engineers.
The major applications of CAD/CAM are mechanical design and electronic design. Computer-aided
mechanical design is usually done with automated drafting programs that use interactive computer
graphics. Information is entered into the computer to create basic elements such as circles, lines, and
26 Basics of Computer–II

points. Elements can be rotated, mirrored, moved, and scaled, and users can zoom in on details.
Computerized drafting is quicker and more accurate than manual
drafting. It makes modifications much easier.
Desktop manufacturing enables a designer to construct a model directly from data which is stored in
computer memory. These software programs help designers to consider both function and
manufacturing consequences at early stages, when designs are easily modified.
More and more manufacturing businesses are integrating CAD/CAM with other aspects of production,
including inventory tracking, scheduling, and marketing. This idea, known as computer-integrated
manufacturing (CIM), speeds processing of orders, adds to effective materials management, and creates
considerable cost savings.
World Wide Web
The World Wide Web is a hypertext based information service. It provides access to multimedia,
complex documents, and databases. The Web is one of the most effective vehicles to provide
information because of its visual impact and advanced features. It can be used as a complete
presentation media for a company's corporate information or information on all of its products and
services.
The recent growth of the world wide web (WWW) has opened up new markets and shattered boundaries
to selling to a worldwide audience. For marketers the world wide web can be used to create a client
base, for product and market analysis, rapid information access, wide scale information dissemination,
rapid communication, cost-effective document transfers, expert advice and help, recruiting new
employees, peer communications, and new business opportunities. The usefulness of the Internet or
WWW depends directly on the products or services of each business. There are different benefits
depending upon the type of business and whether you are a supplier, retailer, or distributor.
2.3.2 Business Processes
In every organization there are major business processes that provide the critical tasks such that
customer bills, analyzing sales of various products in different locations etc. in business, computers are
used as given:
a) Stock Exchange
Stock markets around the world are in transition. Brokers interconnected through a data
communication network submit and receive bids using their computer workstations or
interconnected computer display screens, where brokers match buyers with sellers, so that
neither trading floor nor slips of paper are necessary.
b) Banks
Computerized banking have several benefits such as save the time and convenience for customer.
International banking and the abilities to handle trading in multiple currencies are critical for
international trade. The cheques are read by MICR (Magnetic Ink Character Reader). Banks use
Computer Applications 27

mainframe computer to maintain their customer accounts by dealing with the transaction
generated as a result of withdrawals and deposits.
c) Departmental Store
People at the store level, cashiers enter sales data into sale terminals by waving a bar code
scanner across a package’s bar-coded prices and stock numbers. Bar codes are read by bar code
readers, photoelectric scanners that translate the bar code symbols into digital forms. The price of
a particular item is set with the store’s computer and appears on the sales-clerk’s point of sale
terminal and on our receipt. Store and department manager who received report of store and
department sales and inventory levels are indirect end users. Record of sales are input to the
store’s computer and used for accounting, restocking store inventory, and weeding out products
that sell well. A security VCR (video cassette recorder) is widely used in department stores and
other locations where aesthetics are priority. It is virtually impossible to tell where the camera is
pointed, which makes it difficult for would-be camera avoiders to stay out of the camera’s view
range; that are equipped with a camera, and lens can be augmented with dummy cameras. VCRs
use the tapes, hook up the same way, and have all of the standard features of today’s consumer
VCRs. Most importantly, they are just as easy to use. Security cameras are everywhere these
days and the reason is quite clear; there is simply no better way to monitor home or business
operations and ensures safety.
d) Office Automation
Office Automation (OA) refers to the movements toward automating office tasks. An office
where workers performs different tasks. The management and administrative tasks performed in
an office five general categories of activities like decision-making, data manipulation, document
handling, communication, and storage. Offices have used advance computer technologies to
perform various tasks in an office system such as for document management system, message
handling system, and office support systems.
e) Document Management System (DMS)
DMS include word processing, desktop publishing, reprographic, image processing, and archival
storage applications. Word processing enable documents to be created and edited electronically
as well as help to produce high quality memos, letters, proposals, reports, newsletters and
brochures etc. which are used to send business community. Desktop publishing enables to make
document in attractive form by the use of photos, artwork, graphical illustrations etc. spreadsheet
is software package used to create a table of columns and rows used by people responsible for
tracking revenues, expenses, profits, loses, statistical, mathematical and logical processing etc.
Reprographics is the process of reproducing multiple copies of a document. Image processing
allow document to be scanned and stored in image oriented data bases.
f) Message-handling system
It enables to send messages or documents from one location to other location through facsimile
(FAX), electronic-mail (E-Mail), Voice Mail etc.
28 Basics of Computer–II

g) Office Support System

It enables to coordinate and manage the activities of work group. Groupware and desktop
organizers are some examples of office support systems.
2.3.3 E-Commerce
E-commerce (electronic commerce) describes buying, selling, and exchanging of products, services, and
information via computer network. The term e-commerce describes transactions conducted between
business partners. There are many applications of e-commerce, such as home banking, shopping in
electronic malls, buying stocks, finding a job, conducting an auction, collaborating electronically with
business partners around the globe, marketing & advertising and providing customer service.
There are several types e-commerce like collaborative commerce, business to commerce, consumer to
commerce, and Mobile commerce etc. Mobile satellite communications also promise to extend the
global reach of voice, data and other services.
The following services of e-commerce are used most frequently in e-business.
a) Electronic Mail (E-mail)
The e-mail is a service that transports text messages (with attachments of videos, audio,
documents) from sender to one or more receivers via computer. Voice mail systems capture,
store, and transmit spoken messages.
b) Video Conferencing
Video conferencing is a type of conferencing in which video transmission over networks. It is an
advance form of teleconferencing. Video conferencing should provide a complete simulation of a
normal meeting environment, enabling both parties to see, hear and present material, just as if
they were in the same room. It can speed up business process and procedures in the same way
that the fax and e-mail have revolutionized the way we share information. Tangible benefits are
most easily related to actual cost savings. The most obvious quantifiable saving is the cost of
travel and the cost of the time wasted during travel.
c) Electronic Shopping (E-Shopping)
Almost all businesses now have website that allow Internet users to buy their goods or services.
Shopping can take place using a computer at home, from work or at a cyber café and e-shop can
be anywhere in the world working 24 hours a day.
d) Electronic Banking
An electronic banking is also known as cyber-banking or online includes various banking
activities conducted from home, a business, or on the road instead of a physical bank location.
2.3.4 Industry
Computers are used to control manufacturing system and continuous running of the machinery. These
are also help in monitoring temperature, pressure, and also check the quality and accuracy, measurement
needed in the manufacturing process.
Computer Applications 29

2.3.5 Robots
A robot is an automatic programmable machine that moves and performs mechanical tasks. Robots are
used in hundreds of applications from assembling and spray-painting cars, carrying out maintenance on
overhead power cables, to testing blood samples, outer space experimental programs, in artificial
satellites, and radioactive environments etc. robots can work in environment that are hazardous to
humans, it can perform repetitive and boring task continuously without a break at high level of accuracy
than human.
2.3.6 CAD (Computer Aided Design)
CAD (Computer Aided Design) are used for display designs and build production prototypes in
software, test them as a computer object according to following given parameters:
• Compile Parts and quantities lists.
• Outline production and assembly procedures
Transmit the final different applications some of them like designing new car or aircraft, bridge and
building. Making changes to a design requires a large number of complex calculations. A CAD system
needs a high resolution monitors, input devices (mouse, keyboard, graphic tables, and scanners etc) and
output devices (printers and plotters). CAD use often has the capability of displaying a three
dimensional object and speedily rotating it in any direction using controls on the keyboard.
2.3.7 CAM (Computer Aided Manufacturing)
CAM (Computer Aided Manufacturing) is used to control all the part of a manufacturing process.
CAM software uses digital design output, such as that from a CAD system, to directly control
production machinery. CAM systems are manufactured following goods.
• Product can be made very accurately and consistently.
• Around the clock production is much cheaper.
• A product’s design can be modified without the need of bringing production to a computer
standstill.
2.3.8 Simulations
A computer simulation is a special type of computer model, which recreates a system that might exist
outside the computer. Simulations are often used to train people how to deal with situations that are too
difficult, expensive or dangerous to recreate and practice using for real. For example a flight simulation,
which is used to train, pilots how to deal with situation that would be expensive and dangerous to
practice using a real aircraft. A flight simulator consists of a working replica of the flight deck of an
airplane.
2.4 COMPUTER APPLICATIONS IN MANAGEMENT
In every business, a computer is an essential tool for running the day-to-day operations, enhancing
productivity and communicating with customers, suppliers and the public. Managers use computers for a
30 Basics of Computer–II

variety of reasons, including keeping their teams on track, budgeting and planning projects, monitoring
inventory and preparing documents, proposals and presentations.
2.4.1 Functions of Management
Effective management and leadership involve creative problem solving, motivating employees and
making sure the organization accomplishes objectives and goals. There are five functions of
management and leadership:
• planning,
• organizing,
• staffing,
• coordinating and
• controlling.
These functions separate the management process from other business functions such as marketing,
accounting and finance.
a) Planning
The planning function of management controls all the planning that allows the organization to
run smoothly. Planning involves defining a goal and determining the most effective course of
action needed to reach that goal. Typically, planning involves flexibility, as the planner must
coordinate with all levels of management and leadership in the organization. Planning also
involves knowledge of the company’s resources and the future objectives of the business.
b) Organizing
The organizing function of leadership controls the overall structure of the company. The
organizational structure is the foundation of a company; without this structure, the day-to-day
operation of the business becomes difficult and unsuccessful. Organizing involves designating
tasks and responsibilities to employees with the specific skill sets needed to complete the tasks.
Organizing also involves developing the organizational structure and chain of command within
the company.
c) Staffing
The staffing function of management controls all recruitment and personnel needs of the
organization. The main purpose of staffing is to hire the right people for the right jobs to achieve
the objectives of the organization. Staffing involves more than just recruitment; staffing also
encompasses training and development, performance appraisals, promotions and transfers.
Without the staffing function, the business would fail because the business would not be properly
staffed to meet its goals.
d) Coordinating
The coordinating function of leadership controls all the organizing, planning and staffing
activities of the company and ensures all activities function together for the good of the
organization. Coordinating typically takes place in meetings and other planning sessions with the
Computer Applications 31

department heads of the company to ensure all departments are on the same page in terms of
objectives and goals. Coordinating involves communication, supervision and direction by
management.
e) Controlling
The controlling function of management is useful for ensuring all other functions of the
organization are in place and are operating successfully. Controlling involves establishing
performance standards and monitoring the output of employees to ensure each employee’s
performance meets those standards. The controlling process often leads to the identification of
situations and problems that need to be addressed by creating new performance standards. The
level of performance affects the success of all aspects of the organization.
2.4.2 Use of IT in Management
The use of computers and Information Technology (IT)-based systems in mainstream businesses has
redefined workplace practices, operational metrics and business models. Top management and key
business executives have been able to leverage the various capabilities of computer-based systems and
productivity software technologies to get a better handle on business operations, channelize employee
productivity and address strategic goals. The importance of computers in management cannot be
overstated.
Organisations that understand the strategic potential of information technology (IT) integrate it into
everything they do. Their IT investments advance their business goals and work seamlessly with current
people and processes.
Managers need to understand not only the basic functions of the corporate software tools used in the
office but also the Internet and other external computing tools that can improve the way they manage
their departments.
1. Business Planning
Business planning can take up a lot of a manager's time, but computer programs make it easier.
From using email programs like Outlook or Google Mail to set appointments, tasks and deadlines to
using financial tools to develop budgets and project proposals, using computers to plan the day-to-
day activities of a business is essential. Managers also use the Internet to research their industries,
the competition and to look for ideas to help them create plans to engage customers, win more
business and succeed in the competitive world of business.
2. Record Keeping
Managers keep track of a lot of information that is vital to the company's success. From customer
records to financial records to employee records, the data a company has to store are seemingly
endless. Using computers to store and manage documents, files and records reduces the amount of
physical storage a company needs and also allows managers to have easy access to their files using
simple document search methods. Additionally, by keeping records, managers can easily share
information about an employee's history and job performance with other managers in the company.
32 Basics of Computer–II

3. Communication
One of the most common uses for computers in business is communication. Communication is
essential not only between employees but with customers as well. Many customer service
departments use computers to log service issues and make a record of their resolutions. Using email
and instant messaging programs allows employees to gather information from one another that they
need to complete their jobs. It also allows managers to delegate work tasks and follow up on
projects.
Computer networks connected over an intranet-based system or Web-based environment can
communicate with one another. In modern businesses, business owners and enterprise decision
makers need employees to communicate instantly with each other, collaborate and share files,
information and relevant documents quickly in order to execute work-related tasks and pursuits. Use
of e-mail systems, instant messaging tools and more recently social networking applications has
also enhanced swifter communication with business partners, customers, suppliers and other key
external stakeholders.
4. Transactions Management
Organizations and businesses perform thousands of transactions at varied customer and business
partner –facing interfaces. Purchase managers, inventory system professionals and accounts and
financial personnel need to keep track of invoices, purchase orders, payment gateways on
organization websites and all transactions at the operational level.
Computer systems integrate varied transaction processes and activities and facilitate real-time
tracking of transactions. IT applications speed the process of transaction activities and help in
calculations, generation of accurate summaries and reports.
5. Decision Making
Computers, IT systems and allied software programs help companies to classify, arrange,
systematize and analyze information. Use of CRM solutions, Enterprise Resource Planning (ERP)
systems, Management Information Systems (MIS) and database systems enable companies to
operationally manage business processes and functional areas. Market intelligence, sales reports and
customer insights generated from such systems aid business managers, top management and project
heads in important decision making processes.
Document Preparation
For creating spreadsheets, presentations, memos and other corporate documents, computers are
essential in business. Managers need to have a basic understanding of common workplace
productivity software such as Microsoft Office, but specialized industries such as advertising and
marketing also require managers to work with more advanced programs like Adobe Photoshop and
Illustrator to create visual materials for clients.
Computer Applications 33

6. Improve Productivity
One of the primary purposes of deploying large-scale computer systems, software, networking and
IT tools is to gain productivity on all levels in an organization. All departments, manufacturing and
production facilities and offshore centers should be able to leverage the capabilities and of modern
IT systems and technologies and function more effectively and efficiently. Used strategically,
computers streamline employee workflows, operational activities and functional processes, ensure
better control in business management and impact the bottom-line.
7. Role in Innovation Management
As the global economic crisis forces businesses to operate leaner, competition continues to
accelerate at lightning speed. Simultaneously, consumers are clamping down on discretionary
spending and demanding more value and options in the purchases they make.
Innovation management — or finding and realizing new sources of value — is key to helping
businesses keep up with this constantly changing economic and competitive landscape.
With careful thought, planning, and ingenuity, IT can help businesses move from a closed
innovation model to an open one, playing a pivotal role in capturing an increasingly elusive
competitive advantage.
• Innovation management is a technology matter
• Innovation management—the long and short of it
• Harnessing technology for innovation is a strategy that makes sense
SUMMARY OF THE LESSON
You learnt the following in this lesson:
• Computers are used in so many fields in our daily life. From Engineers to Doctors, Students,
Teachers, and Government Organization they all use computers to perform specific tasks, for
entertainment or just to finish office work. Computers have made our life easier.
• Computers have taken the education systems in the entire world to a different level altogether. It
is now used in education sector in various ways and has changed the way it earlier looked to a
great degree.
• The traditional classes have become modern and high-tech with the advent of computers.
Students now see multimedia presentations, clips, images, etc. with the help of computers.
• Computers not only strengthen the traditional education system but also provide a new mode of
pursuing educational courses and degrees. This mode is called as online distance learning mode
of education.
• Computers help students of schools, colleges and universities in their research work
34 Basics of Computer–II

• Computers not only are useful in education sector but are also the reason for some fields of
education.
• Education today is no more confined to the walls of a classroom. It has rather gone global.
• Computers are helping the teachers in the several areas classification of pupils, preparing time-
table, maintenance of progress cards, tutorial and dialogue, and education to physically
challenged.
• Computers are used to provide the methods of teaching in different ways.
• Computer Aided Learning could be described as the use of information technology to assist in
the teaching and enhance learning process
• Computer-based training is about using computers to help train people. It is not necessarily about
training people to use computers.
• Compared to traditional classroom training methods, students using computer based training
absorb similar material faster and retain more of the information they are taught.
• Computer aided learning is the process of using information technology to help teaching and
enhance the learning process.
• Distance learning is a new learning methodology. Computer plays the key role in this kind of
learning. Many institutes are providing distance learning programs.
• An organization can use computers for marketing their products. Marketing applications provide
information about the products to customers
• Marketing is the process by which goods are sold and purchased. The aim of
• marketing is to acquire, retain, and satisfy customers.
• In every organization there are major business processes that provide the critical tasks such that
customer bills, analyzing sales of various products in different locations etc. in business
• E-commerce (electronic commerce) describes buying, selling, and exchanging of products,
services, and information via computer network. The term e-commerce describes transactions
conducted between business partners.
• CAM (Computer Aided Manufacturing) is used to control all the part of a manufacturing
process. CAM software uses digital design output, such as that from a CAD system, to directly
control production machinery.
• A computer simulation is a special type of computer model, which recreates a system that might
exist outside the computer.
• In every business, a computer is an essential tool for running the day-to-day operations,
enhancing productivity and communicating with customers, suppliers and the public.
Computer Applications 35

• There are five functions of management and leadership - planning, organizing, staffing,
coordinating and controlling.
SELF ASSESSMENT QUESTIONS AND EXERCISES
1. What are computer applications in education?
2. What are different uses of computers in education?
3. How computers may be helpful to teachers?
4. What is computer-based teaching (CBT)? What are its benefits?
5. How computers may help in learning?
6. What are computer applications in commerce?
7. What is e-commerce? How is it useful?
8. How computers help in marketing?
9. What are business processes?
10. What do you understand by CAD (computer aided design) and CAM (computer aided
manufacturing)?
11. What are Simulations?
12. What are computer applications in management?
13. What are major functions of management?
14. Discuss the use of IT in management?
CHAPTER - 3
WINDOWS OPERATING SYSTEM
OBJECTIVES OF THIS LESSON
This lesson is aimed to make you understand the basic concepts of windows. Readers will be able to
understand the following:
• Windows operating system, its common features, Windows Explorer.
• Control Panel, Print Manager and other elements of Windows GUI
STRUCTURE OF THIS LESSON
3.1 Windows Operating System
3.1.1 Common Features of Windows GUI
3.1.2 Windows Explorer
3.1.3 Print Manager and Installing Printers
3.1.4 Control Panel
3.1.5 Using Paint Brush
3.1.6 Using Clipboard in Windows
3.1.7 My Computer
Summary of the Lesson
Self Assessment Questions and Exercises
3.1 WINDOWS OPERATING SYSTEM
Microsoft Windows (or simply Windows) is a metafamily of graphical operating systems developed,
marketed, and sold by Microsoft. It consists of several families of operating systems, each of which
cater to a certain sector of the computing industry.
The Windows operating system is developed and maintained by Microsoft, the company founded by Bill
Gates. The first version was released in 1985. Since then, it has grown significantly, and it now
dominates the market. Windows uses a graphical user interface to make it easier for people to use their
computers. The primary ways that people navigate are through icons on the desktop and the Start menu.
As of April 2014, the most recent versions of Windows for personal computers, smartphones, server
computers and embedded devices are respectively Windows 8.1, Windows Phone 8.1, Windows Server
2012 R2 and Windows Embedded 8. A specialized version of Windows runs on the Xbox One game
console.
The next version of Windows is Windows 10 and is currently available as a technical preview; it is set
for release for phones, tablets, laptops, and PCs in late 2015.
However, versions of Windows operating system with its date of release are provided in Table 3.1.
Introduction to Windows

Table 3.1: Windows Operating System Versions

Date Version
1981 Sept. Interface Manager
1983 Windows was announced
1985 Nov. Windows 1.0 for 8088 CPUs released
1987 Dec. Windows 2.0 for 386 CPUs, up to 16 mbyte RAM addressable
1988/89 Windows 2.1 for 286/386
1990 Windows 3.0
1992 April 3.1 (janus) includes MS-DOS 5.0
Windows for Workgroups 3.11 (snowball) rudimentarily
1993 Nov.
networkable
1995 Aug. Windows 95 4.0 Codename "Chicago" was released
1996 Feb. Windows 95 Version A (OSR1)
Windows 95 (detroit) Version B (OSR2) first time with FAT-32
1996 Aug.
support
1997 April Windows 95 Version B (OSR2.1)
1997 Nov. Windows 95 Version C (OSR2.5)
1998 June Windows 98 (memphis) about 5,000 bugs fixed
1999 May Windows 98 SE (Second Edition)
2000 Sept. Windows Me (Millenium)
1980 Aug. XENIX OS cooperation with SCO
1982 Feb. XENIX 2.3 cooperation with SCO
1983 April XENIX 3.0 cooperation with SCO
1987 MS OS/2 1.0 cooperation with IBM
1988 OS/2 1.1 cooperation with IBM
1991 OS/2 1.3 cooperation with IBM
1992 OS/2 2.0 cooperation with IBM
1993 July Windows NT 3.1 & Advanced Server; 3.1 million lines of source
38 Basics of Computer–II

code, supports HPFS

Windows NT 3.5 (daytona), Workstation and Server, with opengl
1994 Sept.
and Netware client; 9 million lines of source code
Windows NT 3.51, updae, transparent compression with NTFS file
1995 May
system, PCMCIA support, for Power-PCs available too
Windows NT 4.0 (cairo) 16 million lines of source code, no support
1996 Aug.
for HPFS anymore
1996 Windows NT Terminal Server Edition (hydra)
1997 Windows NT Server 4.0 Enterprise Edition
1998 Windows NT Server 4.0 Terminal Server Edition
Windows 2000, Windows version 5.0; 30 million lines of source
2000 Feb.
code, about 10,000 bugs fixed
2000 Sept. 2000 Datacenter Server
2001 Oct. Windows XP (whistler), Windows version 5.1
Windows XP Media Center Edition, Windows XP Tablet PC
2002
Edition
2003 April Windows Server 2003 version 5.2 (whistler server)
Windows Vista, Windows version 6.0, Codename Longhorn
2006
(Client)
2006 June Windows Compute Cluster Server 2003 (Windows CCS 2003)
2008 Feb. Windows Server 2008 (Codename Longhorn)
2007 July Windows Home Server 1.0
2009 Oct. Windows 7 (Codename Vienna)
2012 Oct. 26 Windows 8
2013 Oct. 18 Windows 8.1 (Codename Blue)

3.1.1 Common Features of Windows GUI

Desktop view of GUI of Windows 7 Home Premium is shown in Fig. 3.1.
Introduction to Windows

Fig. 3.1: Desktop View of Windows 7 Home Premium

A present day GUI has the following common features:
a) Pointing device(s): These allow users to point at different parts of the screen as well as can be
used to initiate a command. Besides, these can also be used to manipulate objects on the screen
by:
• selecting objects on the screen
• moving objects around the screen, or
• merging several objects into another object
Examples: Mouse, light pen, joystick, touch sensitive screen, touch pad and so on.
b) Windows: It graphically display the progress of the action initiated. When a screen is divided
into several independent regions, each one of these is called a window. Each window can
highlight results related to the action fired in the respective window.
c) Switching capability: Windows system offers the switching capability from one application to
another or for sharing of data among various applications.
d) Resizing and Movement: Windows system also support resizing as well as moving around
feature of windows.
e) Graphical Bit-mapped Displays: Bit-mapped display are made up of small pixels and offer a
very high resolution. Bit-mapped displays have almost replaced character-based displays. Bit-
mapped displays wonderful support graphic manipulation. This feature of these displays is also
called WYSIWYG i.e. What You See Is What You Get.
f) Functionality to support graphics along with height-parameters, color attributes, video-attributes,
etc.
g) Icon: Icons provide a symbolic representation of any system-entity or user-defined object, etc.
such as file, folder, address, table, book, applications and so on. A folder icon consists a group of
40 Basics of Computer–II

files or other folder icons. Double clicking on the folder icon causes a window to be opened
displaying a list of icons and folder icons representing the folder's contents.
h) Dialog box: Dialog box is used to capture user information or to present information to the user.
Normally, a dialog box is displayed to get additional information. Dialog boxes are also used to
indicate error messages in the form of alert boxes. Dialog boxes also use a wide range of screen
control elements to communicate with the user.
i) Check box: Such a box is used to capture the information intending confirmation pertaining to
any kind of actions desired by the end-user.
j) Sliders: These are used to show the relative position of the contents or to move to a different
position.
k) Desktop Metaphors: In desktop graphical metaphor, users are not aware of applications and they
deal with files, folder, drawers, clipboard and an out-box. For example, merely clicking the
mouse on an icon representing the Report cause word processor to get started and to load the
report file automatically.
l) Menus: The functionality on a GUI system must be arranged in the form of structured menus
such as horizontal menus, pull-down menus, etc. From the menu, the end-user can select any
operation of his choice such as File, Edit, Search, Tool and so on. Rather than remembering
commands at each stage, a menu can be used to provide a list of items. Each menu element can
be either a word or an icon representing a command or a function. Menu item can be invoked by
moving the cursor on the menu item and selecting the item by clicking the mouse.
3.1.2 Windows Explorer
Windows Explorer displays the hierarchical structure of files, folders, and drives on your computer. It
also shows any network drives that have been mapped to drive letters on your computer.
Windows Explorer is automatically launched any time you open a folder in Windows XP.
Using Windows Explorer, you can copy, move, rename, and search for files and folders. For example,
you can open a folder that contains a file you want to copy or move, and then drag the file to another
folder or drive.
There are other places in Windows where you can view and work with files and folders. My Documents
is a convenient place to store documents, graphics, or other files you want to access quickly.
You can also view My Network Places, which lists other computers that are connected to your local area
network (LAN). When you delete files or folders from your hard disk, Windows places them in the
Recycle Bin, where you can retrieve them, until you empty the Recycle Bin. Files or folders deleted
from a floppy disk or a network drive are permanently deleted and are not sent to the Recycle Bin.
To open Windows Explorer, click Start, point to All Programs, point to Accessories, and then
click Windows Explorer.
Introduction to Windows

3.1.3 Print Manager and Installing Printers

Both in Windows 7 and Windows 8, the Print Management console is part of Administrative Tools.
Remarks
However, it is not available in all editions of Windows. Only users of Windows 7 Professional, Ultimate
and Enterprise will be able to use it. In Windows 8 it is available in Windows 8 Pro and Enterprise.
While a search for the term Print Management in Windows 7’s Start Menu will return the appropriate
result, doing the same in Windows 8’s Start screen will not. That’s why, to make sure you find it, it is
best to open the Control Panel and go to System and Security -> Administrative Tools.

Fig. 3.2: Administrative Tools Menu

This will work both in Windows 7 and Windows 8.
When you first launch Print Management, its window will look similar to the screenshot below.
42 Basics of Computer–II

Fig. 3.3: Print Management Menu

Installing Printer in Windows 7 - Step by Step Guide
 Click on Start and then click on “Device & Printers” – Then you get the Printers page.
 Then go top and find “add a printer” menu, Click on “add a printer“.
 Now you got a printer setup wizard front of you and asking to “how do you want to install your
printer” with USB cable (Local printer) or Wireless / Network.
 Under Local printer you can Install printer with LPT port and with the USB cable.
 Select the USB port and select “USB001 (Virtual port for USB printer)” and then click on next.
 Now in the next windows pick your appropriate drivers for this particular printer.
 After that you get your printer driver successfully installed
3.1.4 Control Panel
The Control Panel is a part of the Microsoft Windows graphical user interface which allows users to
view and manipulate basic system settings and controls via applets, such as adding hardware, adding
and removing software, controlling user accounts, and changing accessibility options.
To open the Control Panel, click the Start button on the taskbar and then click Control Panel on the Start
menu. Windows 7 gives you three different views for looking at your computer’s Control Panel: To
switch views, click the View By drop-down button (labelled Category by default) in the upper-right
corner of the Control Panel and then choose one of the views from the button’s drop-down menu.
Introduction to Windows
Remarks

Fig. 3.4: Control Panel Menu

By default, the Control Panel is displayed in Category view, which is separated into eight categories,
ranging from System and Security to Ease of Access. To open a window with the Control Panel options
for any one of these categories, simply click the category’s hyperlink.

Fig. 3.5: Control Panel Menu

44 Basics of Computer–II

3.1.5 Using Paint Brush

Paint formerly known as Paintbrush for Windows is a simple graphics painting program that has been
included with almost all versions of Microsoft Windows since its first release. It is often referred to as
MS Paint or Microsoft Paint.
The program opens and saves files as Windows bitmap (24-bit, 256 color, 16 color, and monochrome,
all with the .bmp extension), JPEG, GIF, PNG, and TIFF. The program can be in color mode or two-
color black-and-white, but there is no gray scale mode. For its simplicity, it rapidly became one of the
most used applications in the early versions of Windows—introducing many to painting on a computer
for the first time—and still has strong associations with the immediate usability of the old Windows
workspace.
Steps to Start the Paint Brush
1).Click on the Start Button.
2).Click Programs.
3).Click Accessories.
4).Click on Paint.
Then you will screen as shown below:

Fig. 3.6: Paint Screen

Introduction to Windows

Menus
Four of the Paint menus—File, Edit, View and Help—are common to almost all Windows programs.
Menus that are special to Windows Paint are Image and Colors. The menu of greatest interest is the
Image Menu.

Fig. 3.7: Paint Menu

Toolbox
All the little grey boxes down the left are called the tools and together they make the toolbox. The
Remarks
individual tools will each be explained separately further down. Under the toolbox is a small area where
you see different options according to which tool you’re using.

Fig. 3.8: Paint Toolbox

Paste Options
In this picture, with the selection tool active, you have a choice between paste opaque and paste
transparent (selected, as you can tell by the dark background).

Fig. 3.9: Paint Paste Options

The Colour Palette
Under the main window is the colour palette. The two squares set apart from the rest at the left end of
the palette show the active colours; the colours presently in use. When you click on a colour in the
palette with the left mouse button, that colour will be the primary or foreground colour, here shown as
46 Basics of Computer–II

pink. The colour you click on with the right mouse button will be the secondary or background colour,
here shown as white.
3.1.6 Using Clipboard in Windows
In Windows and other operating systems, the Clipboard is a short-term storage area for all kinds of
information that you have copied from one place and you plan to use in another place. You can copy just
about anything to the Clipboard: strings of text, images, video, files, folders, shortcuts, etc.
When you copy (or cut) something, it is stored in the Clipboard. When you copy (or cut) something else
that piece of information overwrites the previous contents. This is because Windows provides support
for a single clipboard transaction.
When you paste the contents of the Clipboard, the contents remains available for further pasting
operations. It is overwritten only when you copy or cut something else.
What Can You Copy to the Clipboard?
Just about anything that can be selected in Windows: text of all kinds, graphics, files (including
shortcuts) or folders.
What Can You Paste from the Clipboard?
Pasting the contents of the Clipboard depends on where you want to perform the paste. For example, if
you are working with text, you can paste text only in apps and programs that work with text. Following
the same rule, you can paste graphics only in apps and programs that work with graphics, and so on.
If the contents of the Clipboard cannot be pasted where you want to, it will not be pasted there but the
contents of the Clipboard will remain intact.
How to Manage the Clipboard in Windows?
Windows XP had a Clipboard Viewer that allowed users to view the contents of the local clipboard,
clear the clipboard or save copied and cut items.
Unfortunately, this program was removed from Windows Vista and subsequent versions of Windows,
including Windows 8.1.
Therefore, if you want to view the contents of the clipboard and manage it, you must use third-party
programs developed by companies other than Microsoft.
Windows XP had clipbrd.exe, referred to as the Clipboard Viewer or the ClipBook Viewer, which
could be used to see what was saved on your clipboard. If you try to search for this exe file in Windows
Vista, Windows 7 or Windows 8, you will be unable to find clipbrd.exe.
Clipboard in Windows 7 / 8
In Windows XP this file was situated in C:\Windows\System32\clipbrd.exe. It is now missing as a part
of the Windows 7 | 8 installation. You can try to copy it from a Windows XP installation, if you have
access to it, and paste it in your System32 folder. In most cases this is known to work.
Introduction to Windows

Clipboard Viewer
If you wish, you can download Windows Clipboard Viewer but if it does not work or if you are
confronted with a message of sorts: Entry Point Not Found, then you may try to run it in Windows
XP/SP2 compatibility mode and see if it works.
The Windows Clipboard is very basic in nature and does not offer many features. As a result, many free
Clipboard alternatives like ArchiveClipboard, Enhanced Clipboard
Manager, CopyCat, Clipboardic, Orange Note, Ditto, Clipboard Magic, etc, are available on the Internet.
3.1.7 My Computer
The ‘My Computer’ icon gives us easy access to our hard drives, removable flash drives andRemarksother
network-related locations. But if you’re one who enjoys a clutter-free desktop, then maybe you can use
this tweak to remove the many program and folder shortcuts on your desktop.

Fig. 3.10: My Computer

Here’s a way to get more usefulness out of “My Computer” by adding the shortcuts that you need to it.
This also gives you quick access to the program or folder and works very well with Windows Explorer
tabs tweak like Clover.
SUMMARY OF THE LESSON
You learnt the following in this lesson:
• Operating System (OS) is a collection of software written to provide the fundamental
instructions that a computer needs to manage resources, such as memory, the file system, and
processes.
48 Basics of Computer–II

• Windows Explorer displays the hierarchical structure of files, folders, and drives on your
computer. It also shows any network drives that have been mapped to drive letters on your
computer.
• Both in Windows 7 and Windows 8, the Print Management console is part of Administrative
Tools.
• The Control Panel is a part of the Microsoft Windows graphical user interface which allows
users to view and manipulate basic system settings and controls via applets, such as adding
hardware, adding and removing software, controlling user accounts, and changing accessibility
options.
• Paint formerly known as Paintbrush for Windows is a simple graphics painting program that has
been included with almost all versions of Microsoft Windows since its first release. It is often
referred to as MS Paint or Microsoft Paint.
• In Windows and other operating systems, the Clipboard is a short-term storage area for all kinds
of information that you have copied from one place and you plan to use in another place.
• The ‘My Computer’ icon gives us easy access to our hard drives, removable flash drives and
other network-related locations.
SELF ASSESSMENT QUESTIONS AND EXERCISES
15. What is an operating system ?
16. Discuss the important functions of an operating system.
17. What is a File Manager ? Outline its responsibilities.
18. Chart the family of operating system.
19. What is Windows operating system? List its important versions.
20. What is the purpose of a clipboard?
21. What is Print Manager?
22. What is ‘My Computer’?
23. What is Paint program/Paint Brush?
24. What are main features of Windows operating system?
25. What is Control Panel? How is it useful?
CHAPTER - 4

INTRODUCTION TO MICROSOFT EXCEL

OBJECTIVES OF THIS LESSON

MS-Excel is a spreadsheet package which organizes various types of data. It offers enormous features.
This lesson is aimed to make you understand the following:
• Introduction of MS Excel
• Features of MS Excel
• Basic concepts of MS- Excel i.e. Rows, Columns, Cell etc.
• Applications of Spreadsheet
• Various Menu and Toolbar options
• Creating worksheet
• Opening worksheet
• Saving worksheet
• Basic operations on worksheet
STRUCTURE OF THIS LESSON
4.1 Introduction
4.2 Features of Ms-Excel
4.3 Applications of a Spreadsheet
4.4 Starting Ms-Excel
4.5 Basic Terms in Excel
4.6 Ms- Excel Window Elements
4.7 Menu
4.7.1 File Menu
4.7.2 Edit Menu
4.7.3 View Menu
4.7.4 Insert Menu
4.7.5 Format Menu
4.7.6 Tools Menu
4.7.7 Data Menu
4.7.8 Windows Menu
4.7.9 Help Menu
4.8 Creating, Opening and Saving Workbook/Worksheet
4.8.1 Creating a New Workbook
4.8.2 Opening a Workbook
50 Basics of Computer–II

4.8.3 Saving a Workbook

4.8.4 Closing a Workbook
4.9 Basic Operations on Worksheet
Summary of the Lesson
Self Assessment Questions and Exercises
4.1 INTRODUCTION
Microsoft Excel is a spreadsheet package, which organizes all types of data especially numerical data. It
is a tool for not only storing or managing data but also analyzing and querying data. A spreadsheet
offers considerable ease of performing such tasks by automating all arithmetic calculations and making
it easier to change certain numerical values. Spreadsheet is a primary document which consists of cells
that are organized into columns and rows. Excel not only does accounts related work but it is cool
graphical user interface and user friendliness, even while doing some sophisticated tasks. Working in
spreadsheets saves a lot of time.
4.2 FEATURES OF MS-EXCEL
Some of the features of MS-Excel are:
1. Data can be manipulated in tabular form.
2. Excel contains workbooks, in which worksheets are present. Each worksheet consists of 256
columns and 65536 rows.
3. Data from excel can be exported to other compatible software.
4. Excel supports charts and graphs for pictorial representation of data.
5. Excel provides built-in functions to perform calculations.
6. This spreadsheet package offers many features that helps to handle complex data like goal seek,
what-if analysis.
7. Allows to automate the work using macros.
8. Support powerful printing features.
9. Allows to sort the data on one or more columns.
10. Provides features like autolist, find and replace etc for effective data entry.
4.3 APPLICATIONS OF SPREADSHEET
Some of the applications of spreadsheet are:
1. Payroll management.
2. Inventory management.
3. Income statements preparation.
4. Financial institution can use such spreadsheet packages to manage their receipts and payments.
Introduction to Microsoft Excel 51

5. Budget control.
6. Annual report of an organization
7. Scientific Calculation.
8. Educational Institutions use spreadsheet to keep the records of different students.
9. Banking and other financial services.
10. Cost- effective analysis.
4.4 STARTING MS-EXCEL
• Click on Start button
• Select the option Programs
• Click on Microsoft Excel
MS-Excel window will appear

4.5 BASIC TERMS IN EXCEL

(a) ROWS
All the rows are numbered numerically i.e. 1, 2, 3…. and so on. There are 65536 rows in each
spreadsheet. We can insert a new row by clicking on insert menu. We can also do formatting on rows.
(b) COLUMNS
All the Columns are labeled alphabetically i.e. A, B, C….. and so on. There are 256 columns in each
worksheet. We can change the width of column. We can also do formatting on columns.
(c) Cell
Intersection of a row and a column is called cell. It contains Text or Numbers. We can apply
formatting on cells. We can also insert or delete cells. The active cell has a dark outline.
When a cell is active, data can be typed into it.
52 Basics of Computer–II

(d) Range Of Cells

Many spreadsheet operations consists a range of cells instead of a single cell. A range of cells
may involve many cells and entering every individual cell address for performing an operation
on them may be time taking. To resolve this problem, the concept of cell ranges is used. These are
of following types:
1. Row Range: It includes a set of adjacent cells in the same row. For example, the range B5…D5
refers to the cells B5, C5 and D5.
2. Column Range: It includes a set of adjacent cells in same column. For example, the range
C5..C9 refers to the cells C5, C6, C7, C8, and C9.
3. Block Range: It includes a set of adjacent cells in a rectangular group of cells. For example, the
range B5.. D9 refers to the cells B5, B6, B7, B8, B9, C5, C6, C7, C8, C9,D5, D6, D7, D8, and
D9.
(e) Cell Contents
In spreadsheets, different types of data can be entered in a cell. The four commonly used types of cell
data are:
1. Label: A label is any string of alphanumeric text. Label can be used to enter either alphanumeric
values in cells, or descriptive data or titles to make the contents easier to understand.
2. Numeric value: A numeric value is a number on which spreadsheet can perform calculations.
3. Formula: A formula may include numbers, mathematical operators, mathematical functions
supported by spreadsheet and cell addresses.
4. Date and time: Date and/or time contents type in a spreadsheet are used to display the actual
date and time.
(f) Cell Referencing
Introduction to Microsoft Excel 53

Reference to a cell can be done in three ways:

1. Relative referencing
The copied formula presents the positional relationship among the cells and this type of
referencing is called Relative referencing. For example, suppose the cell E5 contain the
formula = B5+ C5 + D5. Excel provides the facility to copy the content of a cell or group of
cells. If the formula in E5 is copied to E10, Excel copies it as B5 +C5 +D5.
2. Absolute referencing
Referring to the value in a cell rather than the position of the cell is called Absolute
referencing. For example, suppose D5 contain the formula = C3*12. We wish to copy the
formula to cell D6, such that it appears as =C3*12 in this cell. If C3 is taken as a relative
address then the copy of the formula to the cell D6 will be C4*12.
MS-Excel uses $ (dollar) symbol to distinguish absolute and relative referencing. To make
the relative reference “C3” as absolute “$C$4” will have to be typed in formula in D5. So we
type the formula in D5 as = $C$3*12. Absolute reference remains unchanged when that is
copied.
3. Mixed referencing
In the example of absolute referencing, “$C$4” makes both the row and column absolute. On
the other hand “C$4” or “$C4” are treated as half relative and half absolute and this type of
referencing is known as Mixed referencing.
(g) Column Headings

Each Excel spreadsheet contains 256 columns. Each column is named by a letter or
combination of letters.
(h) Row Headings

Each spreadsheet contains 65,536 rows. Each row is named by a number.

(i) Name Box

This shows the address of the current selection or active cell.

54 Basics of Computer–II

(j) Workbooks and Worksheets

A workbook automatically shows in the workspace when you open Microsoft Excel 2003. Each
workbook contains three worksheets. A worksheet is a grid of cells consisting of 65,536 rows by 256
columns. Spreadsheet information-text, numbers, or mathematical formulas is entered in the different
cells.

(h) Navigation Buttons And Sheet Tabs

Navigation buttons allow you to move to another worksheet in an Excel workbook. They are used to
display the first, previous, next, or last worksheets in a workbook.
Sheet tabs separate a workbook into specific worksheets. A workbook defaults to three worksheets. Each
workbook must contain at least one worksheet.
4.6 MS- EXCEL WINDOW ELEMENTS
The following figure shows the various components of MS Excel.

Excel Screen Elements

Introduction to Microsoft Excel 55

Title bar

Excel Title bar

Title bar is located on the top of the Excel Screen. Excel displays the name of the workbook (i.e. file)
being used currently.
Menu bar

Excel Menu barMenu bar is located directly below the 'Title bar'. Menu bar contains Menu tabs File,
Edit, View, Insert, Format, Tool, Data, Window and Help. The first letter of menu tabs is underlined.
Typing 'Alt + the underlined letter' or a click on the 'Menu tab' will open the drop-down menu associated
with the tab. Menus are used to give commands to the software.
Standard Toolbar

Excel Standard Toolbar

The Standard Toolbar provides shortcuts to various 'commands' being used frequently by the user like
opening or a creating workbook (file), opening, Saving, printing a workbook, Print preview, Cut, Copy,
Paste, Undo, Redo, Sum, Sort Ascending, Sort Descending the contents of selected cells, Zoom etc. On
moving the mouse over the icons on the tool bar, the command associated with the icon is displayed in a
pop up.
- New: to create a new workbook.
- Open: to open an existing workbook.
- Save: to save a workbook. If it is for first time, excel will ask for file name and location to save.
- Print: to print a excel file. Print command could print worksheet or workbook.
- Print preview: using this, we can preview worksheet/workbook before printing.
- Spell Check: spell check feature is used to correct errors.
- Research: this feature is used to find words and their meaning.
- Cut: used to Cut the current selection of text.
- Copy: used to make Copy of the selected text.
- Paste: Pastes the text that has currently cut or copy by the user.
56 Basics of Computer–II

- Format Painter: used to copy formatting of selected text.

- Undo And Redo: undo will cancel last action and redo will cancel the undo action.
- Insert hyperlink: used to create hyperlink.
- AutoSum and Sorting: by clicking on auto sum, we can have sum of selected range of data and
sorting button will sort the data.
- Zoom: helps to change the size of worksheet.
Format Toolbar

Excel Format toolbar

Format toolbar provides commands for formatting the cells and its contents, merging / de merging cells,
increasing or decreasing height of rows and width of columns, horizontal and vertical aligning of cell
contents etc. A user can add or remove icons (commands) to the toolbar as per requirements.

Functionality of commonly used buttons

Changes the font of the Changes the size of selected

selected text text and numbers

Makes selected text and Makes selected text and

numbers bold numbers italic

Underlines selected text and Aligns to the left with a ragged

numbers right margin

Centers the selected text Aligns to the right with a

ragged left margin

Merge and Center - Merges Currency Style - Formats

two or more selected cells selected text to display currency
and centers the entry style

Percent Style - Formats Comma Style - Formats

selected cells to display selected cells to display
percent commas in large numbers
Introduction to Microsoft Excel 57

Increase Decimal - Increases Decrease Decimal - Decreases

the number of decimals the number of decimals
displayed after the decimal displayed after the decimal
point point

Decreases the indent to the Indents the selected paragraph

previous tab stop to the next tab stop

Adds or removes a border Marks text so that it is

around selected text or highlighted and stands out
objects

Formats the selected text with

the color you click

Formula Bar

Excel Formula Bar

Formula bar has Name box on the left to display the address of the selected cell. The other box on the
formula bar displays number, text, formula or other contents of the selected cell. You can enable or
disable display of the Formula bar by clicking on View followed adding or removing check mark
against Formula bar.
Status bar

Excel Status bar

The Status bar is located at the bottom of the Excel screen. The bar displays status of the window on the
left. The word 'Ready' indicates that Excel is in the Ready mode and is awaiting your next command.
Other indicators appear on the Status bar in the lower right corner of the screen are:
• The letters "NUM" on the Status bar in the lower right corner of the screen indicate that the Num
Lock is on.
• The letters "CAPS" on the Status bar in the lower right corner of the screen indicate that the
Caps Lock is on.
• The letters "SCRL" on the Status bar in the lower right corner of the screen indicate that the
Scroll Lock is on.
• The letters "END" on the Status bar in the lower right corner of the screen indicate that the End
key is on.
58 Basics of Computer–II

• The letters "EXT" on the Status bar in the lower right corner of the screen indicate that the
Extension of selected cell / range is on. Pressing F8 key anchors a cell / range for extension by
pressing arrow keys and repressing F8 key removes the anchor.
A right click on the Status bar displays Sum, Average, Count, Maximum or Minimum of the selected
cells. You can enable or disable display of the Status bar by clicking on View followed adding or
removing check mark against Status bar.
4.7 Menu
The Menu Bar is directly below the Title bar and displays the menu. The menu begins with the word
File and continues with the following: Edit, View, Insert, Format, Tools, Data, Window, and Help. You
use the menu to give instructions to the software. Point with your mouse to a menu option and click the
left mouse button. A drop-down menu will appear. You can now use the left and right arrow keys on
your keyboard to move left and right across the Menu bar options. You can use the up and down arrow
keys to move up and down the drop-down menu. To select an option, highlight the item on the drop-
down menu and press Enter.
4.7.1 File Menu
The File menu contains a number of options, which are following:-
- New - Opens a new document.
- Open - Opens a previously saved document.
- Close - Closes the active document but does not quit the application.
- Save - Saves the active document with its current file name, location and format.
- Save As - Saves by opening a window which gives the opportunity to change the file name,
location or format.
- Page Setup - Sets margins, paper size, orientation and other layout options
- Print Preview - Shows how the file will look when you print it.
- Print - Prints the active file, also gives the opportunity to change print options.
- Exit - Closes Microsoft Excel
Introduction to Microsoft Excel 59

4.7.2 Edit Menu

The edit menu contains a number of options, which are following:-
- Undo - The actual entry of this item will depend on what you did last. As an example something
is typed, so that was displayed. This selection can be repeated several times.
- Redo - After an action has been undone, it can be reinstated in the document.
- Cut - Removes the selection from the active document and places it on the clipboard.
- Copy - Copies the selection to the clipboard, the cell from which information is copied remains
highlighted.
- Paste - Inserts the contents of the clipboard at the insertion point (cursor) or whatever is selected.
- Paste Special - Ten choices are available when making this selection; examples include pasting
formulas, values, and comments.
- Fill - Fill contents of a selected cell Up, Down, Left or Right
- Clear - Deletes the selected object or text, but does not place it on the clipboard. Four choices are
available; All, Format, Contents or Comments
- Delete - This menu entry can be used to delete entire rows or columns.
- Find - Searches for specified text in the active document
- Replace - Searches for and replaces specified text and formatting.

4.7.3 View Menu

The View menu contains a number of options, which are following:-
60 Basics of Computer–II

- Normal - The default document view for most word processing tasks.
- Page Break Preview - Before printing, make sure the page breaks appear where you want them
- Toolbars - Displays or hides toolbars. The right pointing arrow indicates a list of toolbars. To add
one slide down to the name of the toolbar and click to select.
- Formula Bar - Remove or display the bar which displays cell address and data entered into the
active cell
- Header and Footer - Adds or changes the text that is displayed at the top or bottom of every page
of the document
- Comments - Hidden comment give further information about cell contents. Comments are
displayed when you move the cursor into the cell, however this command causes all comments
on a page to be displayed.
- Full Screen - Hides most screen elements so you can see more of your document
- Zoom - Controls how large, or small, the current document appears on the screen.

4.7.4 Insert Menu

The Insert menu contains a number of options, which are following:-
- Cells - Use this command to insert a cell. A pop-up window allows you to move existing data
down or to the right. You can also insert rows or columns with this window.
Introduction to Microsoft Excel 61

- Rows - Inserts a new row in the spreadsheet, above the row that contains the active cell.
- Columns - Inserts a new column in the spreadsheet, to the left of the column that contains the
active cell.
- Worksheet - By default, an Excel workbook is made up of three worksheets. we can insert as
many additional sheets as required. Sheets are inserted in front of the current worksheet.
- Chart - This adds a chart of the selected data, or of the entire worksheet if you have no data
selected.
- Page Break - Inserts page breaks above and to the left of the active cell. To avoid adding a page
break to the left, make sure a cell in Column A is selected before inserting the break.
- Function - Opens the Paste Function window allowing the selection of a specific equation to go
in the active cell.
- Comment- Have something to say about the contents of a cell? Add a small note with the
appearance of a Post-It note.
- Picture - Insert pictures from clip art or a file. You can also insert auto shapes, word art, or a
chart.
- Object - Insert an object such as clip art, word art, an equation or much more.
- Hyperlink – it is used to link worksheet to another worksheet or document.

4.7.5 Format Menu

The Format menu contains a number of options, which are following:-
62 Basics of Computer–II

- Cells - Format the way a number is displayed, alignment of data in the cell(s), font (size, color,
style, etc.), borders and colors for the selected cells, and you may also lock the contents of a cell
here.
- Row - Specify a row height, choose auto-fit, and hide or un - hide the selected row.
- Column - Specify a column width, choose auto-fit, hide or un - hide the selected column, or
choose the standard width for a column.
- Sheet - Here we can rename the sheet if sheet 1 is not descriptive enough (and it's not), you can
hide or un - hide a sheet, or you can tile an image in the background of the entire sheet.
- Auto Format- There are sixteen pre-designed formats to change the look of your spreadsheet.
You may apply the format to the entire sheet or only to selected cells.
- Style – Opens a Style window which will lead to the Format Cells window if you wish to Modify
the format.

4.7.6 Tools Menu

The Tool menu contains a number of options, which are following:-
- Spelling... - Check spelling in your document
- AutoCorrect... - Define, or turn off automatic corrections.
- Share Workbook... - Choose this option if we want several users to work on the data in the same
workbook simultaneously. Make it available on network and anyone with access can make
changes.
- Protection - we can password protect a single sheet of a workbook, or the entire workbook. One
obvious application would be to protect a worksheet which you are using as your grade book.
- Customize... - Select/Deselect toolbars to be displayed within workbook, or add buttons to
existing toolbars.
Introduction to Microsoft Excel 63

- Options... - This is where you turn those features on or off.

4.7.7 Data Menu
- Sort – the sort command is very important as it allows you to sort (rearrange) your data either in
ascending or descending order making it an important command especially when you want to
analyze your data.
- Filter – use this command to extract data or a range of data you want from your worksheet. There
are two types of filters, normal filter and advanced filter.
- Form – this command turns the selected data into a form that you can use for printing or that can
be used online.
- Subtotals – we can use this command to calculate the subtotals of subtitles you may be having
and the grand total of your data.
- Validation – this command is used for setting restrictions on the data type that can be entered in a
worksheet, for instance you can set a validation criteria where the data entered will be between
20 and 100. This will imply that only numbers between 20 and 100 can be entered on the
restricted cells.
- Text to columns – we will not believe this, that this command can be used to convert text to
column in an Excel sheet. The text will be split into individual columns.
- Consolidate - this command is useful in combining values from several ranges of data into a
unified place.
- Group and online – We can use this command to modify your data by grouping data together and
also outlining you data.
64 Basics of Computer–II

- Pivot table and pivot chart report – pivot tables and pivot reports are used to generate a report
that summarizes and analyzes data.
- Import export data – use this command to import data from data sources, use it to create a web
query, and use it to create a new database query.
- List – use this command to create a list and publish it.
- XML – use this command while working with XML (Extensible Markup Language) data.

4.7.8 Windows Menu

The Window menu provides different options to move between documents, and these are following:
- New Window – used to open new window with same content as the active document consists. So
different parts of document can be viewed at the same time.
- Arrange All – used to show all open files in separate windows on the screen that makes easy
dragging between files.
- Split – used to define a split into two panes or removes the split.
- Freeze Pane – used to freeze screen.
Introduction to Microsoft Excel 65

4.7.9 Help Menu

The Help menu gives the idea to do something in Excel or how something works. This menu has
following options:
- Microsoft Excel Help –used to provide the possible topics related to answer of query typed in
subject of question.
- Show Office Assistant – it shows an animated paperclip that gives suggestions about what the
computer thinks related to the work performed by user on document.
- Microsoft Office Online – used to take the user to website with tips on MS Office software.
- About Microsoft Excel – it specifies information about Excel i.e license information etc.

4.8 CREATING, OPENING AND SAVING WORKBOOK/WORKSHEET

4.8.1 Creating a New Workbook
By default, excel document is called a workbook. Workbooks are named as Book1, Book2 and so on.
Every workbook contains 3 worksheets. New worksheets can be added anytime in a workbook.

• To create a new workbook, click New button on standard toolbar.

• You can also select New from File menu.

• You can also press Ctrl+ N.
66 Basics of Computer–II

4.8.2 Opening a Workbook

• To Open an existing workbook, click Open button on standard tool bar.

• You can also select Open from File menu.
• You can also press Ctrl+ O.
Introduction to Microsoft Excel 67

4.8.3 Saving a Workbook

• To save the document, click Save button on standard tool bar.

• You can also click Save from File menu.

• You can also press Ctrl+S.
• A dialog box will appear.
• Save the document with name and extension.
Following are the extensions for excel document saving:
1. .xls: saving a workbook.
2. .xlw: saving workspace.
3. .xlt: template.
4. .xlk: backup file.

4.8.4 Closing a Workbook

Steps to close a workbook are:
• Choose close from File menu to close active workbook.
• We can also press close on right side of menu bar.
68 Basics of Computer–II

Steps to close excel are:

• To quit excel, choose Exit from File menu.
• We can also click on close button on right side of title bar.

4.9 BASIC OPERATIONS ON WORKSHEET

Moving through cells
While working in the worksheet we can use mouse to select a specific cell or row. We can also use
keyboard to move through cells in a worksheet.
• To move to the next cell, press the Arrow Keys.
• To move to the next cell to the right, press TAB.
• To move to the next cell to the left, press SHIFT + TAB.
• To move to the edge of a data region, press CONTROL + Arrow Keys.
• To move to the first cell in the row, press HOME.
• To move to the first cell, press CONTROL + HOME.
• To move to the last cell, press CONTROL + END.
• To scroll down, press PAGE DOWN.
• To scroll up, press PAGE UP.
• To scroll to the right, press ALT + PAGE DOWN.
• To scroll to the left, press ALT + PAGE UP.
• To move to the next worksheet, press CONTROL + PAGE DOWN.
• To move to the previous worksheet, press CONTROL + PAGE UP.
• To go to a cell using the "Go To" dialog box, press F5 to open the "Go To" dialog box, type the
cell co-ordinates in the Reference box and press ENTER.
Adding Worksheets
• Click on Insert menu Worksheet.
• Rename new worksheet.
Adding Rows
• Select the cell.
Introduction to Microsoft Excel 69

• Click on Insert menu Row

• A new row will be inserted above the selected cell.
Adding Columns
• Select the cell.
• Click on Insert menu Column
• A new column will be inserted before the selected cell.
Selecting Cells
A cell is to be selected before it is to be used. Single cell can be selected using mouse or keyboard.
A group of cells selected is called a range. A range is a rectangular group of cells is referred to by its
diagonal corners(top-left cell address and bottom-right cell address separated by a colon). Example
A1:C3 implies a rectangle covering all the 9 cells from A1 to C3, i.e. A1, B1, C1, A2, B2, C2, A3, B3
and C3.

Moving cell contents

The contents of a cell can be moved using cut and paste. For this, following are the steps:
• Choose the cell to be moved.
• Click on Edit menu Cut.
• Now, go to that position where data is to be moved.
• Click on Edit menu Paste.
Copying cell contents
The contents of a cell can be moved using copied and paste. For this, following are the steps:
• Choose the cell to be copied.

• Click on Edit menu Copy.

• Now, go to that position where data is to be copied.

• Click on Edit menu Paste.

70 Basics of Computer–II

Drag and Drop Option

This option can be used to move the cell contents to a short distance. To perform Drag and Drop,
simply drag the highlighted border of the selected cell to the destination cell using mouse.
Freeze Panes
To make the heading visible at all times in big worksheet, where the heading will disappear as the
worksheet is scrolled, freeze panes feature is used. It can be performed by following steps:
• Click the label of the row below the row that should remain frozen at the top of the worksheet.
• For adding Frozen panes, select Window→Freeze Panes from menu bar
• To remove the Frozen Panes, select Window→Unfreeze Panes from menu bar
The freeze panes will remain stationary while the remaining rows and column will move when
worksheet is scrolled.
SUMMARY OF THE LESSON
You learnt the following in this lesson:
• MS-Excel is spreadsheet package used to organize data and to perform calculations.
• MS-Excel is used to create the simple database as well as prepare the document for WWW.
• In MS-Excel, a workbook, by default contains three worksheets.
• MS-Excel worksheet has a grid of cells arranged in rows which are numbered and columns
which are named with letters for organizing data and performing mathematical operations.
• The content of cell can be activated by double clicking on the cell or by clicking once in the cell
and then pressing function key F2.
• Different types of Menu, toolbar and their options are used to format the worksheet.
• Excel toolbars help to use various options such as opening, creating, renaming, merging, moving,
formatting, analyzing, saving and printing a worksheet.
SELF ASSESSMENT QUESTIONS AND EXERCISES
1. Discuss the features of MS-Excel.
2. How a worksheet can be created?
3. How rows and columns can be added in Excel worksheet?
4. Differentiate absolute, reference and mixed referencing in Excel using examples.
5. Explain the steps to create, save, open and close workbook.
6. State the steps for opening and saving of worksheet.
7. How can the content of a cell in MS-Excel be activated?
8. State the steps to Move Cells content.
9. State the steps to Copy Cells content.
10. Write the steps to fill color in a cell.
CHAPTER - 5

WORKING WITH MICROSOFT EXCEL

OBJECTIVES OF THIS LESSON

This lesson is aimed to make you understand the advanced features of MS-Excel. At the end of this
lesson the learner should be able to carry out the following the following:
• Formatting and printing of worksheet
• Linking of different worksheets
• Creation and printing of charts or graphs
• Recording and Playing Macros
• Using built-in functions
STRUCTURE OF THIS LESSON
5.1 Introduction
5.2 Formatting Worksheet
5.2.1 Standard Formatting
5.2.2 Conditional Formatting
5.2.3 Auto Formatting
5.3 Printing Worksheet
5.4 Establishing Worksheet Link
5.5 Creating a Table
5.6 Charts (Graphs) in Excel
5.6.1 Standard Chart Types
5.6.2 Creating a Chart
5.6.3 Adding Graphics
5.7 Printing a Chart
5.8 Macro
5.8.1 Recording a Macro
5.8.2 Running a Macro
5.9 Built in Functions
Summary of the Lesson
Self Assessment Questions And Exercises
72 Basics of Computer–II

5.1 INTRODUCTION
Previous lesson introduced various components of MS-Excel along with the basic operations that you
can perform while working on a worksheet. However, MS Excel provides lot of other features which are
very useful for preparing professional worksheets. Such features include formatting, printing, charts,
macros and built-in-functions. All these features are discussed in detail in the subsequent sections of this
lesson.
5.2 FORMATTING WORKSHEET
You can give professional look to worksheet by formatting it in many ways. Formatting is a process of
presenting the data in an effective manner with respect to alignment, font, font size, font color, border
pattern etc. There are many ways of formatting the worksheet; few commonly used methods are
discussed as follows:
5.2.1 Standard Formatting
To change the font used in a cell or range of cells
• Select the cell or range of cells you wish to change.
• On the Excel Formatting toolbar choose a font from the Font drop down list.
To change other font characteristics
• Select the cell or range you wish to change.
• From the Format menu, click Cells.
• From the Format Cells dialog box displayed, select the Font tab to change the Font, font style,
or size.
• Select the Underline: drop down list box to select a style of underline or None to remove the
underlining.
• Select the Color: drop down list box to choose a font color.
• In the Effects section, you can tick Strikethrough, Superscript, or Subscript.
• To change all the settings in the dialog box back to the Normal style which is set in the Style
dialog box, tick the Normal font check box.
• Select OK to close the Format Cells dialog box.
To align data between the left and right sides of a cell
• Select the cell, or cells, you wish to align.
• On the Excel Formatting toolbar, click on the Align Left icon to align data with the left edge of
the cell.
• Click on the Align Right icon to align data with the right edge of the cell.
• Click on the Center icon to center data in the cell.
Working with Microsoft Excel 73

To align data between the top and bottom of a cell

• Select the cell, or cells, you wish to align.
• From the Format menu, click Cells.
• From the Format Cells dialog box displayed, click on the Alignment tab.
• In the Text alignment section, choose the Top, Center, or Bottom option in the Vertical area to
align the data in the cell.
• To make the lines of data fit evenly within the height of a cell, tick the Justify distributed
option and click on OK.
To change the orientation of data cells
• Select the cell, or cells, you wish to change.
• From the Format menu, click Cells.
• From the Format Cells dialog box displayed, click on the Alignment tab.
• In the Orientation section, you can change the Degrees of the text or use the mouse to drag the
'red small diamond' up or down. When satisfied, click on OK.

To wrap multiple lines of data in a cell

• Type the data you require into the cell and press Enter. The entry will appear as one long line.
Select the cell, or cells, you wish to format.
• From the Format menu, click Cells.
• From the Format Cells dialog box displayed, click on the Alignment tab.
• In the Text control section, tick the Wrap text check box and click on OK.
To shrink the text into one cell
• Type the data you require into the cell and press Enter.
• From the Format menu, click Cells.
74 Basics of Computer–II

• From the Format Cells dialog box displayed, click on the Alignment tab.
• In the Text control section, tick the Shrink to fit check box and click on OK.
To merge several cells
• Select the cells that you wish to merge to become one cell.
• Right-click on the selected cells, click Format Cells.
• From the Format Cells dialog box displayed, click on the Alignment tab.
• In the Text control section, tick the Merge cells check box and click on OK.
• Note: You also can use the Merge and Center icon on the Excel Formatting toolbar.
To change the color of text
• Select the cells containing the data you want to change the color.
• On the Excel Formatting toolbar, click the down arrow next to the Font Color icon.

• Choose a color from the Font Color palette.

• The color you selected from the Font Color palette will be displayed on the new icon face.
Click on the icon face to apply the new color to the cell.
To apply colors to cell(s)
• Select the cell or range of cells you wish to color.
• On the Excel Formatting toolbar, click the down arrow next to the Fill Color icon.
• Choose a color from the Fill Color palette.
Working with Microsoft Excel 75

To turn off the cell(s) color

• Select the cell or range of cells you wish to color.
• On the Excel Formatting toolbar, click the down arrow next to the Fill Color icon.
• Choose No fill.
To change number formatting using the formatting icons
• We can quickly change the formatting of a cell or selected range by using the following icons on
the Formatting toolbar.

Currency 12345 will become $12,345.00

Percent .25 will become 25%

Comma 98765 will become 98,765.00

Increase Decimal 12,345.00 will become 12,345.000

Decrease Decimal 98,765.00 will become 98,765.0

To format a number as a currency

• Select the cell or range of cells you want to format.
• From the Format menu, click Cells.
• From the Format Cells dialog box displayed, select the Number tab.
• In the Category: section, select Currency.
76 Basics of Computer–II

• Select the number of decimal places you require by using the Decimal places: spin box arrows.
• In the Symbol: section drop down list, select the type of currency.
• Click OK.
To format a number as a percentage
• Select the cell or range of cells you wish to format.
• From the Format menu, click Cells.
• From the Format Cells dialog box displayed, select the Number tab.
• In the Category: section, select Percentage.
• Select the number of decimal places you require by using the Decimal places: spin box arrows.
• Click OK
5.2.2 Conditional Formatting
This feature helps to copy the formatting style from a selected cell to another. To do this, simply copy
the cell and paste its format to another cell. We can also copy format to a range of cells. Following are
the steps:
• Select the range of cells in the worksheet to which conditional format is to be copied. The cell is
to be copied must be the part of the range.
Working with Microsoft Excel 77

• Select Format menu Conditional Formatting.

• A dialog box will appear.

• Fill the required details.

5.2.3 Auto Formatting
This feature is helpful to obtain professional-quality format for data. Auto formats are combinations of
formats, such as lines and fills, that Excel applies to the indicated range of cells. Steps for Auto
formatting are:
• Select cell(s) in table.
• Click Format menu, then click AutoFormat.
• Click Premade format in Table Formats list, to select the appropriate format.
• Click Ok when done.
5.3 PRINTING WORKSHEET
Before printing the worksheet one needs to make sure that it will appear presentable. For this printout
orientation, scaling, margins, header and footer, and page numbering should be setup.

• To Print an active document, click Print button on standard toolbar.

• You can also click Print on File menu.

• You can also press Ctrl+P.
• A dialog box will appear.
• Fill all the necessary information and press OK.
78 Basics of Computer–II

5.4 ESTABLISHING WORKSHEET LINK

Before creating the link, format the cell containing the link formula in the destination worksheet to equal
the format of the source data.
1. In the source worksheet, select the cell you want to link to and click the Copy button on the Edit
menu. Or press Ctrl+C, or right-click and select Copy.
Working with Microsoft Excel 79

2. Switch to the destination spreadsheet and click the cell where you want the link. Then, on the
Edit menu, click Paste Special, and then click Paste Link.

3. Return to the source worksheet and press ESC to remove the animated border around the cell.
80 Basics of Computer–II

5.5 CREATING A TABLE

• Select a range of rows and columns. This range may contain values or it may be empty.
• Click on Data menu and then choose table.

• A dialog box will appear. Specify number of rows and columns.

5.6 CHARTS (GRAPHS) IN EXCEL

A chart is a graphical representation of the data in your worksheet. You can create an embedded chart,
which appears on the worksheet beside the data, or, you can create a chart sheet as a separate sheet in the
Working with Microsoft Excel 81

workbook so that it can be displayed apart from its associated data. Whichever method you choose your
chart data is automatically linked to the worksheet from which it was created. If you change the data on
the worksheet, the chart will change accordingly.
Excel offers many different chart types, each of which has several subtypes or variations:
• Column
• Bar
• Line
• Pie
• XY (scatter)
• Area
• Doughnut
• Radar
• Surface
• Bubble
• Stock
• Cone
• Cylinder
• Pyramid
5.6.1 Standard Chart Types
The main chart types are as follows (arranged in alphabetical order):
• Area chart
An area chart shows the relative importance of values over a period of time. It is similar to a line
chart but emphasizes the amount of change (Magnitude of values) rather than time and the rate of
change.
• Bar chart
Bar charts illustrate comparisons between items. Although they are similar to column charts, the
categories on a bar chart are displayed vertically and the values are organized horizontally. This
concentrates on comparing values and places less emphasis on time. A stacked bar chart shows
the relationship of individual items to the whole.
• Bubble chart
A bubble chart is a variation on an xy scatter plot. The size of the bubble (data marker) indicates
the value of a third variable. Arrange the data with x values in one column (or row) and the
corresponding y values and bubble size in the adjacent columns (rows).
• Column chart
Column charts can be used to illustrate how data changes over a period of time, and to compare
various items. Categories are displayed horizontally, values vertically.
82 Basics of Computer–II

• Doughnut chart
Doughnut charts are similar to pie charts but, unlike pie charts, can show more than one data
series. Each ring represents one data series. These charts are widely used in the Far East.
• Line chart
This shows trends or changes in data over a period of time, at even intervals. A line chart
emphasizes time flow and rate of change rather than the amount of change. If you need to show
trends or changes in data at uneven or clustered intervals, an xy (scatter) chart is more
appropriate.
• Pie chart
A pie chart can only show one data series. It compares the size of individual items with the sum
of them all.
5.6.2 Creating a Chart
• Choose a range of data for which we want to make a chart.
• Either Click on the Chart Wizard button on the toolbar
Or
Select Chart from the Insert menu.
The first Chart Wizard dialog box will appear. The Chart Wizard –

Step 1 of 4 – Chart Type dialog box that appears has two tabs. The popular built-in chart types can be
found on the Standard Types tab. Chart types designed by us, the user, and combination charts designed
by Excel, can be found on the Custom Types tab.
Working with Microsoft Excel 83

Step 2 of 4 – Specify the data to be plotted i.e. the source of data for which chart is to be created.
Step 3 of 4 – The number of tabs displayed in the Step 3 – Chart Options window varies, depending on
the chart type. Here we have three options— Titles, Legend and Data Labels.

Step 4 of 4 – Specify chart location in window, we can specify where this new chart is to go. You can
choose to place the chart.
84 Basics of Computer–II

• As new sheet in which case a chart sheet containing just the chart will be entered in workbook — type
a name for the sheet in the adjacent box.
• As object is so that the chart will be placed in an existing worksheet
— the current one where our data is, or a different one (click on the down-arrow to select one).
5.6.3 Adding Graphics
Graphics can easily be added to charts and are a useful way to draw attention to a particular feature or to
provide an explanation. We may decide to add an arrow and some text to chart. Whatever we are doing,
you should first make sure that the Drawing toolbar is visible:
Select View | Toolbars | Drawing
There are two possible scenarios:
• The graphics are confined to the area of the chart
• The graphics are partly/completely outside the chart area
Adding graphics
• Click on the chart to select it.
• Click on the Arrow button on the Drawing toolbar.
• Draw an arrow on your chart.
If the graphics are confined to the area of the chart, we can move the chart and the arrow will move with
it. If the graphics are partly outside the chart area, the arrow will not move with the chart unless we also:
• Select the chart, arrow and text box (using Shift+click).
• Right-click on this selection.
• Select Grouping | Group.
• Click away from the selection.
Working with Microsoft Excel 85

5.7 PRINTING A CHART

• To print a chart that is on a separate chart sheet, Activate the chart sheet and print as usual.
• To print a chart that is an object on a worksheet
1. Select the chart and choose File | Print — the chart will be printed
on its own. Or
2. Select an area of the worksheet containing the chart; choose
File | Print and change the Print what setting to Selection — the chart
will be printed together with the worksheet cells that were selected.
5.8 MACRO
A macro is a set of instructions that tells Microsoft Excel to perform one or more actions as per user
requirements. Macros are like computer programs, but they run completely within Excel. We can use
them to automate tedious or frequently repeated tasks.

Macros can carry out sequences of actions much more quickly. For example, we can create a macro that
enters a series of dates across one row of a worksheet, centers the date in each cell, and then applies
border format to the row. Or we can create a macro that defines special print settings in the Page Setup
dialog box and then prints the document.

Macros can be simple or extremely complex. They can also be interactive; that is, we can write macros
that request information from the user and then act on that information.

There are two ways to create a macro: we can record it, or we can build it by entering instructions in a
module. Either way, the instructions are encoded in the programming language Microsoft Visual Basic
for Applications (VBA).

5.8.1 Recording a Macro

• On the Tools menu, point to Macro, and then select Record New Macro.
• In the Macro name box, enter the name of the macro. Click Ok.
• A Stop Recording toolbar will appear. Drag it to a new position if it is in the way.
• Perform actions we want to record.
• Press stop recording on toolbar. A macro will be saved.
86 Basics of Computer–II

5.8.2 Running a Macro

• Click on Tools menu, select Macro.
• A list of macros, earlier saved will appear. Choose macro we want to run.
• Click Run.

5.9 BUILT IN FUNCTIONS

Functions are power tools which help to perform calculations on data. FUNCTIONS are predefined
formulas that will calculate selected data. The user has to simply provide the values based upon which
calculations are to be done. All Excel functions consist of three (3) parts: The = sign, the function name,
and an argument or range enclosed in parentheses.
A FUNCTION is always identified by the =SIGN preceding the function name. The FUNCTION
NAME indicates which function is being used. The ARGUMENT or RANGE is enclosed in parentheses
and specifies the range of cells on which the function will act. The ARGUMENT can be a real number,
a reference to a cell, a reference to a group of cells, a formula, or another function. A function can be
added to the worksheet by two methods:
Working with Microsoft Excel 87

1. Place the cursor where you want the function result to appear and select Function from Insert
menu.
2. Manually type the function at desired place.

Functions are characterized by purpose. There are 9 function categories.

1. Mathematical Functions
With math and trigonometry functions, we can perform simple and complex mathematical
calculations
- SUM (Range)- Sum of a group of numbers
- SQRT(X) - Displays the square root of a number (X)
- PRODUCT (range) – multiplication of given values
- MODE (argument 1, argument 2) – will give remainder after dividing argument 1 by argument
2
2. Statistical Functions
Statistical worksheet functions perform statistical analysis on ranges of data. This includes average,
highest and lowest values, standard deviation, median, and other statistics.
- AVERAGE (Range) - Gives the average of a group of numbers
- COUNT (Range) - Counts the items in a list
- MIN (Range) - Displays the smallest number in the range
- MAX (Range) - Displays the largest number in the range
3. Financial Functions
Financial functions perform common business calculations, such as determining the payment for a
loan, the future value or net present value of an investment, the principle and interest etc.
- FV – To calculate future value of investment
- IPMT – to find interest payment
4. Logical Functions
Logical functions are used to see whether a condition is true or false or to check for multiple
conditions. Like,
- AND - NOT
- OR - IF
5. Lookup Functions
When we need to find values in lists or tables or when you need to find the reference of a cell, we
can use the lookup and reference worksheet functions.
- ADDRESS - returns a cell reference as text
- COLUMN – returns the column number of reference
- COLUMNS – returns number of columns in a array of reference
6. Text Functions
With text functions, we can manipulate text strings in formulas. For example, we can change the
case or determine the length of a text string. We can also join, or concatenate, a date to a text string.
To manipulate the text, excel provides many functions like
- CHAR - LOWER
- CODE - REPLACE
- FIND - RIGHT
- LEFT - SEARCH
- LEN

7. Date & Time Functions

With date and time functions, we can analyze and work with date and time values in formulas. For
example, if we need to use the current date in a formula, use the TODAY worksheet function, which
returns the current date based on computer's system clock. There are other main function like
- DATE - NOW
- DAY - TIME
- MONTH - YEAR

8. Engineering Functions: The engineering worksheet functions perform engineering analysis.

9. Database Functions: A set of functions that allows calculations on database. Following are the
functions:
DAVERAGE – returns the average of values in a list or database.
DCOUNT – counts the cells in a record that matches a specified condition
DMAX – returns the maximum value from the list or database
DMIN – returns the minimum value from the list or database
Working with Microsoft Excel 89

SUMMARY OF THE LESSON

You learnt the following in this lesson:
• Formatting is done to give the professional look to worksheet.
• Charts can be created easily with the help of chart wizard.
• In Excel all formula begin with the (=) equal sign.
• Function is a built in formula in Excel.
90 Basics of Computer–II

• All elements of a chart can be alter after creating it.

• Macro facility is also available in MS-Excel. These are called to speed up any general editing
sequence that a user executes in Excel spreadsheet.
• Data can be represented in graphical format using chart or graph option.
• Worksheets can be linked using hyperlink command.
• MS-Excel provides various built-in functions for different purposes such as mathematical
functions, statistical functions, logical functions etc.
• Numbers can be formatted in date, time, currency and scientific notations.
SELF ASSESSMENT QUESTIONS AND EXERCISES
11. How different worksheets can be linked with each other?
12. How worksheet functions can be categorized?
13. Write the structure of the Function.
14. Discuss various logical and statistical functions.
15. State the purpose of different mathematical functions.
16. How charts or graphs can be created in MS-Excel?
17. Write the steps to print a graph or chart.
18. What is the use of ‘Macros’ in MS-Excel?
19. Explain the steps to Record and Run a Macro.
20. What is the advantage of using keyboard shortcuts?
21. What is column chart?
22. What do you mean by sum function?
23. What is count function?
24. Write the steps to use Average( ) function.
25. What is the purpose of SQRT ( ) function?

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