BTCS-102 ICSE

Shri Vaishnav Vidhyapeeth

Vishwavidyalaya, INDORE
Department of Computer Science and Engineering

Subject Notes
Subject: Introduction to
Computer Science and
Engineering
Semester: I
Subject Code: BTCS102

SHRIKANT TELANG SVVV,INDORE 1

 BTCS-102 ICSE

SEMESTER-I
TEACHING & EVALUATION SCHEME

THEORY PRACTICAL
COURSE
Category COURSE NAME
CODE

Assessment*

Assessment*
Th T P

Teachers
END SEM

END SEM

CREDITS
Teachers
Two Term
University

University
Exam

Exam

Exam
Introduction to Computer
BTCS102
Science and Engineering 60 20 20 - 50 3 - 2 4

Legends: L - Lecture; T - Tutorial/Teacher Guided Student Activity; P – Practical; C - Credit;

*Teacher Assessment shall be based following components: Quiz/Assignment/ Project/Participation in Class,
given that no component shall exceed more than 10 marks.

Course Objectives:
1. To introduce the fundamentals concepts of Computer System.
2. Understanding the basic concepts and features of various kinds of Operating Systems.
3. Learning the Concepts of Office Automation Tools (Like Word, Excel, Power-point, etc.)
4. To provide knowledge of Networking, Internet, Communication and Security.

Course Outcomes:
Upon completion of the subject, Students will be able to:

1. Understand the basic terminologies of Computer System.

2. Gain knowledge about various kinds of Operating Systems and their features.
3. Learn the Concepts of Office Automation Tools (Like Word, Excel, Power-point, etc.)
4. Understand Networking, Internet, Communication and Security.

UNIT I
Introduction to Computer Fundamentals: Introduction: What is Computer, Objectives,
Hardware and software, Block Diagram of The Computer, Functions of the different Units,
CPU(Central Processing Unit), Input unit, Output unit, Memory, Storage Devices,
Representation of data and information, Computer Languages, Machine language,
Assembly language, High level language, Number System and Conversion, Classification
of Computers, History and Generations of Computer, Types of Computers, Characteristics
of Computers, Introduction to Free and Open Source Software, Definition of Computer
Virus, Types of Viruses, Use of Antivirus software. Applications of Computers: Home,
Education and Training, Entertainment, Science, Medicine, Engineering etc.

UNIT II
The Operating System: The Graphical User Interface (GUI), Definition of Operating System,
Objective, Types and functions of Operating Systems, Windows Operating System,
Installing MS- Windows, Working with Windows Operating System, System Tools and
SHRIKANT TELANG SVVV,INDORE 2
 BTCS-102 ICSE

Applications in windows, MS-DOS (Disk Operating System), Basic DOS commands,

Switching Between DOS and Windows, Comparison of DOS and Windows, System Tools
and Applications in MS-DOS, Other Operating Systems Unix, Linux etc.

UNIT III
Office Automation Tools-I: Word Processing Basics, Elements of word Processing and
Working, MS-Office (Word, Access, Outlook, Front page etc), Objectives, Starting MS-
Word, MS-Word Screen and its Components, Working with MS-Word, Menu Bar,
Creating Documents, Using Templates, Saving a documents, Working with documents,
Setting up pages of a document, Printing Documents with different options, Using Tables
and Columns, Object Linking and Embedding, Hyperlink, Envelopes & Label Creation,
Grammar & Spell Check, Mail Merge, Macro Creation, Previewing and Printing
Documents.

UNIT IV
Office Automation Tools-II: Spread Sheet: Introduction to MS-Excel, Starting MS-Excel,
Basics of Workbook and Spreadsheet, MS-Excel Screen and Its Components, Features of
Excel, Elementary Working with MS-Excel, Manipulation of cells, Formatting of
Spreadsheet and Cells, Formulas and Functions, Spread sheets for Small accountings,
Previewing and Printing a Worksheet.
Power-point: Introduction to MS-PowerPoint, Starting MS-PowerPoint, Basics of
PowerPoint, MS- PowerPoint Screen and Its Components, Features of PowerPoint,
Elementary, Elementary Working with MS-PowerPoint, Preparation of Slides, Creation of
Presentation, Providing aesthetics, Slide Manipulation and Slide Show, Presentation of the
Slides

UNIT V
Computer Communication and Internet: Computers and Communication: Introduction to
Computer Networks, Internet and World Wide Web, Communication and
Collaboration(Electronic Mail), Basic of electronic mail, Web Browsers and Servers,
Introduction to HTML, Use of Computer in Commerce, Internet Applications, Electronic
Data Interchange, Electronic Payment System, Internet Security, Privacy, Ethical Issues &
Cyber Law.

Text Books:
1. Fundamentals of Computers: E Balagurusamy, TMH
2. Basic Computer Engineering: Silakari and Shukla, Wiley India
3. Fundamentals of Computers: V Rajaraman, PHI
4. Information Technology Principles and Application: Ajoy Kumar Ray & Tinku Acharya PHI.
5. Fundamentals of Computers: PK Sinha.

SHRIKANT TELANG SVVV,INDORE 3

 BTCS-102 ICSE

References:
1.J. P. Tremblay and R.B. Bunt, “An Introduction of Com puter Science –An Algorithmic Approach”,
TMH.
2.Raja Raman V., "Fundamental of Computers" (4th edition.), Prentice Hall of India, New Delhi.
3.Trainer T., et al, "Computers”, McGraw Hill.
4.Norton, Peter, “Introduction to Computers, Mc-Graw-Hill.
S.Jaiswal, “Fundamental of Computer & IT”, Wiley dream tech India.

Practical‟s List:

1. Change the date and time of computer system using MS-DOS.

2. Creates the "test" directory in the directory you are currently in using MS-DOS.
3. Create a new user and give it Administrator privilege for Microsoft window OS.
4. Create a MS-Word .doc file contain yours complete biodata.
5. Create a MS-Excel .xls file contain mark sheet of 10th and 12th Standards.
6. Display the student's result into a chart using MS-Excel.
7. Create a MS-Power Point Presentation .ppt file covers the topic “Computer's Evolution”.
8. Create a MS-Power Point Presentation .ppt file covers the topic “social responsibility”.
9. Create a MS-Access database .mdb file to store the results of students.
10. Delete history from web browser in MS windows.

SHRIKANT TELANG SVVV,INDORE 4

 BTCS-102 ICSE

UNIT I
Introduction to Computer Fundamentals: Introduction: What is Computer, Objectives, Hardware and
software, Block Diagram of The Computer, Functions of the different Units, CPU(Central Processing
Unit), Input unit, Output unit, Memory, Storage Devices, Representation of data and information,
Computer Languages, Machine language, Assembly language, High level language, Number System and
Conversion, Classification of Computers, History and Generations of Computer, Types of Computers,
Characteristics of Computers, Introduction to Free and Open Source Software, Definition of Computer
Virus, Types of Viruses, Use of Antivirus software. Applications of Computers: Home, Education and
Training, Entertainment, Science, Medicine, Engineering etc.

Computer: Definition
A computer is a general purpose device that can be programmed to carry out a set of
arithmetic or logical operations. Since a sequence of operations can be readily changed, the
computer can solve more than one kind of problem.

Conventionally, a computer consists of at least one processing element, typically a central

processing unit (CPU) and some form of memory. The processing element carries out
arithmetic and logic operations, and a sequencing and control unit that can change the order
of operations based on stored information.
Peripheral devices allow information to be retrieved from an external source, and the result
of operations saved and retrieved.

What is a Computer?

A computer is a programmable machine. The two principal characteristics of a computer

are: it responds to a specific set of instructions in a well-defined manner and it can execute a
prerecorded list of instructions (a program).

Modern Computers
Modern computers are electronic and digital. The actual machinery wires, transistors, and
SHRIKANT TELANG SVVV,INDORE 5
 BTCS-102 ICSE

circuits is called hardware; the instructions and data are called software.

All general-purpose computers require the following hardware components:

 Memory: enables a computer to store, at least temporarily, data and programs.

 Mass storage device: allows a computer to permanently retain large amounts of
data. Common mass storage devices include disk drives and tape drives.
 Input device: usually a keyboard and mouse, the input device is worked through
which data and instructions enter a computer.
 Output device: a display screen, printer, or other device that lets you see what the
computer has accomplished.
 Central processing unit (CPU): the heart of the computer, this is the component
that actually executes instructions.
In addition to these components, many others make it possible for the basic components to
work together efficiently. For example, every computer requires a bus that transmits data
from one part of the computer to another.
Computer science
Computer science (abbreviated CS or CompSc) is the scientific and practical approach to
computation and its applications. It is the systematic study of the feasibility, structure,
expression, and mechanization of the methodical processes (or algorithms) that underlie the
acquisition, representation, processing, storage, communication of, and access to
information, whether such information is encoded in bits and bytes in a computer memory
or transcribed engines and protein structures in a human cell. A computer scientist
specializes in the theory of computation and the design of computational systems.

Computer science deals with the theoretical foundations of information and computation,
together with practical techniques for the implementation and application of these
foundations

Computer engineering
Computer engineering is a discipline that integrates several fields of electrical engineering
and computer science required to develop computer hardware and software. Computer
engineers usually have training in electronic engineering (or electrical engineering),
software design, and hardware-software integration instead of only software engineering or
electronic engineering. Computer engineers are involved in many hardware and software
aspects of computing, from the design of individual microprocessors, personal computers,
and supercomputers, to circuit design. This field of engineering not only focuses on how
computer systems themselves work, but also how they integrate into the larger picture.
Computer software engineers develop, design, and test software. Some software engineers
design, construct, and maintain computer programs for companies. Some set up networks
SHRIKANT TELANG SVVV,INDORE 6
 BTCS-102 ICSE

such as "intranets" for companies. Others make or install new software or upgrade computer
systems. Computer software engineers can also work in application design. This involves
designing or coding new programs and applications to meet the needs of a business or
individual.
Most computer hardware engineers research, develop, design, and test various computer
equipment. This can range from circuit boards and microprocessors to routers. Some update
existing computer equipment to be more efficient and work with newer software. Most
computer hardware engineers work in research laboratories and high-tech manufacturing
firms.

Characteristics of a Computer
Basic characteristics about computer are:
1. Speed: - As you know computer can work very fast. It takes only few seconds for
calculations that we take hours to complete. You will be surprised to know that computer
can perform millions (1,000,000) of instructions and even more per second.

Therefore, we determine the speed of computer in terms of microsecond (10-6 part of a

second) or nanosecond (10 to the power -9 part of a second). From this you can imagine
how fast your computer performs work.

2. Accuracy: - The degree of accuracy of computer is very high and every calculation is
performed with the same accuracy. The accuracy level is 7 determined on the basis of
design of computer. The errors in computer are due to human and inaccurate data.

3. Diligence:
- A computer is free from tiredness, lack of concentration, fatigue, etc. It can
work for hours without creating any error. If millions of calculations are to be performed, a
computer will perform every calculation with the same accuracy. Due to this capability it
overpowers human being in routine type of work.

4. Versatility:
- It means the capacity to perform completely different type of work. You
may use your computer to prepare payroll slips. Next moment you may use it for inventory
management or to prepare electric bills.

5. Power of Remembering: - Computer has the power of storing any amount of information
or data. Any information can be stored and recalled as long as you require it, for any
numbers of years. It depends entirely upon you how much data you want to store in a
computer and when to lose or retrieve these data.

6. NoIQ: - Computer is a dumb machine and it cannot do any work without instruction from
the user. It performs the instructions at tremendous speed and with accuracy. It is you to
decide what you want to do and in what sequence. So a computer cannot take its own

SHRIKANT TELANG SVVV,INDORE 7

 BTCS-102 ICSE

decision as you can.

No Feeling: - It does not have feelings or emotion, taste, knowledge and experience. Thus it
does not get tired even after long hours of work. It does not distinguish between users.
7. Storage: - The Computer has an in-built memory where it can store a large amount of
data. You can also store data in secondary storage devices such as floppies, which can be
kept outside your computer and can be carried to other computers.

8. Reliability:Generally, reliability is the measurement of the performance of a computer,

which is measured against some predetermined standard for operation without any failure.
The major reason behind the reliability of the computers is that, at hardware level, it does
not require any human intervention between its processing operations. Moreover, computers
have built-in diagnostic capabilities, which help in continuous monitoring of the system.
9. Resource Sharing: In the initial stages of development, computer used to be an isolated
machine. With the tremendous growth in computer technologies, today's computers have
the capability to connect with each other. This has made the sharing of costly resources like
printers possible. Apart from device sharing, data and information can also be shared among
groups of computers, thus creating a large information and knowledge base.
CLASSIFICATION OF COMPUTERS
Today, computers are available in different sizes and types. One can have a computer that
can fit in the palm to those that can occupy the entire room. Some computers are designed
to be used by a single user only, whereas some computers can handle the needs of many
users simultaneously. Computers also differ based on their data-processing abilities. In
general, the computers can be classified according to purpose, data handling and
functionality.
Classification According to Purpose
Computers are designed for different purposes. They can be used for either general or
specific purposes.

1. General-purpose
Computers
A general-purpose computer, as the name suggests, is designed to perform a range of tasks.
These computers have the ability to store numerous programs. These machines can be used
for various applications, ranging from scientific to business-purpose applications. Even
though such computers are versatile, they generally lack in speed and efficiency. The
computers used in schools and homes are general-purpose computers.
2. Specific-purpose Computers

These computers are designed to handle a specific problem or to perform a single specific
task. A set of instructions for the specific task is built into the machine. Hence, they cannot

SHRIKANT TELANG SVVV,INDORE 8

 BTCS-102 ICSE

be used for other applications unless their circuits are redesigned, that is, they lack
versatility. However, being designed for specific tasks, they can provide the result very
quickly and efficiently. These computers are used for airline reservations, satellite tracking
and air traffic control.

Classification According to Type of Data-handling Techniques

Different types of computers process the data in different manner. According to the basic
data-handling techniques, computers can be classified into three categories: analog, digital
and hybrid.

1. Analog Computers
A computing machine that operates on data in the form of continuously variable physical
quantities is known as analog computer. These computers do not deal directly with the
numbers. They measure continuous physical magnitudes (e.g. temperature, pressure and
voltage), which are analogous to the numbers under consideration. For example, the petrol
pump may have an analog computer that converts the flow of pumped petrol into two
measurements: the quantity of petrol and the price of that quantity.

Analog computers are used for scientific and engineering purposes. One of the
characteristics of these computers is that they give approximate results since they deal with
quantities that vary continuously. The main feature of analog computers is that they are very
fast in operation as all the calculations are done in 'parallel mode'. It is very easy to get
graphical results directly using analog computer. However, the accuracy of analog
computers is less.

2. Digital
Computers
A computer that operates with information, numerical or otherwise, represented in a digital
form is known as digital computer. Such computers process data (including text, sound,
graphics and video) into a digital value (in 0s and 1s). In digital computers, analog
quantities must be converted into digital quantity before processing. In this case, the output
will also be digital. If analog output is desired, the digital output has to be converted into
analog quantity. The components, which perform these conversions, are the essential parts
or peripherals of the digital computer.

Digital computers can give the results with more accuracy and at a faster rate. The accuracy
of such computers is limited only by the size of their registers and memory. The desktop PC
is a classic example of digital computer.

3. Hybrid Computers
Hybrid computer incorporated the measuring feature of an analog computer and counting
feature of a digital computer. For computational purposes, these computers use the analog
SHRIKANT TELANG SVVV,INDORE 9
 BTCS-102 ICSE

components and for the storage of intermediate results, digital memories are used. To bind
the powers of analog and digital techniques, that is, analog to digital and digital to analog,
the hybrid computers comprehensively use converters. Such computers are broadly used in
scientific applications, various fields of engineering and industrial control processes.

Classification According to Functionality

Based on physical size, performance and application areas, the computers are generally
classified into four major categories: micro, mini, mainframe and super computers.

1. Micro Computers
A microcomputer is a small, low-cost digital computer, which usually consists of a
microprocessor, a storage unit, an input channel and an output channel, all of which may be
on one chip inserted into one or several PC boards. The addition of a power supply and
connecting cables, appropriate peripherals (keyboard, monitor, printer, disk drives and
others), an operating system and other software programs can provide a complete micro
computer system. The microcomputer is generally the smallest of the computer family.
Originally, these computers were designed only for individual users, but nowadays they
have become powerful tools for many businesses that, when networked together, can serve
more than one user. IBM-PC Pentium 100, IBM-PC Pentium 200 and Apple Macintosh are
some of the examples of microcomputers. Microcomputers include desktop, laptop and
hand-held models such as personal digital assistants (PDAs).

 Desktop Computer: A desktop computer or personal computer (PC) is the most common
type of microcomputer. It is principally intended for stand-alone use by an individual. These
microcomputers typically consist of a system unit, a display monitor, a keyboard, internal
hard disk storage and other peripheral devices. The major criterion behind the importance of
the PCs is that they are not very expensive for the individuals or for the small businesses.
Some of the major personal computer manufacturers are APPLE, IBM, Dell and Hewlett-
Packard.
 Laptop: A laptop is a portable computer that a user can carry around. Since the laptop
resembles a notebook, it is also known as notebooks. They are small computers enclosing
all the basic features of a normal desktop computer. The biggest advantage of laptops is that
they are lightweight and can be used anywhere and at any time, especially while travelling.
Moreover, they do not need any external power supply as a rechargeable battery is
completely self- contained. However, they are expensive as compared to desktop
computers.

 Hand-held Computers: A hand-held computer such as PDA is a portable computer that

can be conveniently stored in a pocket (of sufficient size) and used while the user is holding
it. PDAs are essentially small portable computers and are slightly bigger than the common
calculators. A PDA user generally uses a pen or electronic stylus, instead of a keyboard for

SHRIKANT TELANG SVVV,INDORE 10

 BTCS-102 ICSE

input. The monitor is very small and is the only apparent form of output. Since these
computers can be easily fitted on the top of the palm, they are also known as palmtop
computers. Hand-held computers usually have no disk drive; rather they use small cards to
store programs and data. However, they can be connected to a printer or a disk drive to
generate output or store data. They have limited memory and are less powerful as compared
to desktop computers. Apple Newton, Casio Cassiopeia, and Franklin eBookMan are some
of the examples of hand-held computers.

2. Mini Computers
In the early 1960s, Digital Equipment Corporation (DEC) started shipping its PDP series
computer, which is described and referred as minicomputer by the press. A minicomputer is
a small digital computer, which normally is able to process and store less data than a
mainframe, but more than a microcomputer, while doing so less rapidly than a mainframe
but more rapidly than a microcomputer. These computers are about the size of a two-drawer
filing cabinet. Generally, they are used as desktop devices that are often connected to a
mainframe to perform the auxiliary operations.

A minicomputer (sometimes called a mid-range computer) is designed to meet the

computing needs of several people simultaneously in a small- to medium-sized business
environment. It is capable of supporting 4 to about 200 simultaneous users. It serves as a
centralized storehouse for a cluster of workstations or as a network server. Mini computers
are usually multi-user systems, therefore they are used in interactive applications in
industries, research organizations, colleges and universities. They are also used for real-time
controls and engineering design work. High-performance workstations with graphics I/O
capability use mini computers. Some of the widely used mini computers are PDP 11, IBM
(8000 series) and VAX 7500.

3. Mainframes
A mainframe is an ultra-high-performance computer made for high-volume, processor-
intensive computing. It consists of a high-end computer processor, with related peripheral
devices, capable of supporting large volumes of data processing, high-performance online
transaction processing and extensive data storage and retrieval. Normally, it is able to
process and store more data than a mini computer and far more than a microcomputer.
Mainframes are the second largest (in capability and size) of the computer family, the
largest being the super computers. However, they can usually execute many programs
simultaneously at a high speed, whereas super computers are designed for a single process.

Mainframe computer allows its user to maintain large information storage at a centralized
location and is able to access and process this data from different computers located at
different locations. It is typically used by large businesses and for scientific purposes. IBM's
ES000, VAX 8000 and CDC 6600 are examples of mainframe computers.

SHRIKANT TELANG SVVV,INDORE 11

 BTCS-102 ICSE

4. Super Computers
Super computers are the special-purpose machines, which are specially designed to
maximize the numbers of FLOPS (floating point operation per second). Any computer
below 1 gigaflop/s is not considered a super computer. A super computer has the highest
processing speed at a given time for solving scientific and engineering problems. It
basically contains a number of CPUs that operate in parallel to make it faster. Its processing
speed lies in the range of 400–10,000 MFLOPS (millions of floating point operation per
second). Due to this feature, super computers help in many applications such as information
retrieval and computer-aided design.

A super computer can process a great deal of information and make extensive calculations
very quickly. They can resolve complex mathematical equations in a few hours, which
would have taken a scientist with paper and pencil a lifetime, or years, using a hand
calculator. They are the fastest, costliest and most powerful computers available today.
Typically, super computers are used to solve multi variant mathematical problems of
existent physical processes such as aerodynamics, metrology and plasma physics. These are
also required by the military strategists to simulate defense scenarios. Cinematic specialists
use them to produce sophisticated movie animations. Scientists build complex models and
simulate them in a super computer. Here, it is used to model the actions and reactions of
literally millions of atoms as they interact. Super computer has limited use because of its
high cost and limited market. The largest commercial use of super computers is in the
entertainment/advertising industry. A few examples of super computers are CRAY-3, Cyber
205 and PARAM.
THE COMPUTER SYSTEM
A computer can be viewed as a system, which consists of a number of interrelated
components that work together with the aim of converting data into information. In a
computer system, processing is carried out electronically, usually with little or no
intervention from the user.
The general perception of people regarding the computer is that it is an 'intelligent thinking
machine'. However, this is not true. Every computer needs to be instructed on exactly what
to do and how to do. The instructions given to the computers are called programs. Without
programs, computers would be useless. The physical parts that make up a computer (the
central processing unit, input, output and storage unit) are known as hardware. Any
hardware device connected to the computer or any part of the computer outside the CPU and
the working memory is known as a peripheral; for example, keyboard, mouse and monitor.
Components of a Computer System/ Computer System Structure
There are several computer systems in the market with a wide variety of makes, models and
peripherals. In general, a computer system comprises the following components

SHRIKANT TELANG SVVV,INDORE 12

 BTCS-102 ICSE

 Central Processing Unit (CPU): This unit performs processing of instructions and data
inside the computer.
 Input Unit: This unit accepts instructions and data.
 Output Unit: This unit communicates the results to the user.
 Storage Unit: This unit stores temporary and final results.

1. Central Processing Unit

The central processing unit, also known as processor, is the brain of the computer system
that processes data (input) and converts it into meaningful information (output). It is
referred to as the administrative section of the computer system that interprets the data and
instructions, coordinates the operations and supervises the instructions. CPU works with
data in discrete form, that is, either 1 or 0. It counts, lists, compares and rearranges the
binary digits of data in accordance with the detailed program instructions stored within the
memory. Eventually, the results of these operations are translated into characters, numbers
and symbols that can be understood by the user. Some of the basic functions of a CPU are
as follows:

 It issues commands to all parts of the computer system.

 It controls the sequence of operations as per the stored instructions.
 It stores data as well as programs (instruction).
SHRIKANT TELANG SVVV,INDORE 13
 BTCS-102 ICSE

 It performs the data-processing operation and sends the results to the output unit.

The CPU itself has three parts:

Arithmetic Logic Unit (ALU): This unit performs the arithmetic (add and subtract) and
logical operations (and, or) on the available data. Whenever an arithmetic or logical
operation is to be performed, the required data are transferred from the memory unit to
ALU, the operation is performed, and the result is returned to memory unit. Before the
completion of the processing, data may need to be transferred back and forth several times
between these two sections.
 Control Unit: This unit checks the correctness of the sequence of operations. It fetches
the program instructions from the memory unit, interprets them and ensures correct
execution of the program. It also controls the input/output devices and directs the overall
functioning of the other units of the computer.
 Registers: These are the special-purpose, high-speed temporary memory units that can
hold varied information such as data, instructions, addresses and intermediate results of
calculations. Essentially, they hold the information that the CPU is currently working on.
Registers can be considered the CPU's working memory, an additional storage location that
provides the advantage of speed.

2. Input Unit: An input unit accepts instructions and data from the user with the help of
input devices such as keyboard, mouse, and light pen and so on. Since the data and
instructions entered through different input devices will be in different forms, the input unit
converts them into the form that the computer can understand. After this, the input unit
supplies the converted instructions and data to the computer for further processing.

3. Output Unit: The output unit performs just opposite to that of input unit. It accepts the
outputs (which are in machine-coded form) produced by the computer, converts them into
the user-understandable form and supplies the converted results to the user with the help of
output devices such as printer, monitor and plotter.

4. Storage Unit (Memory): A computer system incorporates storage unit to store the input
entered through input unit before processing starts and to store the results produced by the
computer before supplying them to the output unit. The storage unit of a computer
comprises two types of memory/storage: primary and secondary. The primary memory, also
called main memory, is the part of a computer that holds the instructions and data currently
being processed by the CPU, the intermediate results produced during the course of
calculations and the recently processed data. While the instructions and data remain in main
memory, the CPU can access them directly and quickly. However, primary memory is quite
expensive and has a limited storage capacity.

Due to limited size of primary memory, a computer employs secondary memory, which is

SHRIKANT TELANG SVVV,INDORE 14

 BTCS-102 ICSE

extensively used for storing data and instructions. It supplies the stored information to the
other units of the computer as and when required. It is less expensive and has higher storage
capacity than the primary memory.
Some commonly used secondary storage devices are floppy disks, hard disks and tape
drives.
THE INSTRUCTION FORMAT
Computer understands instructions only in terms of 0s and 1s, which is called the machine
language. To accomplish significant tasks, the processor must have two inputs: instructions
and data. The instructions tell the processor what actions need to be performed on the data.
These are transferred one at a time into the processor, where they are decoded and then
executed. Each machine language instruction is composed of two parts: the op-code and the
operand. The bit pattern appearing in the op-code field indicates which operations (e.g.
STORE, ADD, SUB and so on) are instructed. The bit pattern of the operand field provides
further details about the operation specified by the op-code. For example, in the case of a
STORE (to store data) operation, the information in the operand field indicates the locations
or the registers where the data will be stored and retrieved.
INSTRUCTION SET
The processors are built with the ability to execute a limited set of basic operations. The
collections of these operations are known as the processor's instruction set. An instruction
set is necessary so that a user can create machine language programs to perform any logical
and/or mathematical operations. The instruction set is hardwired (embedded) in the
processor, which determines the machine language for the processor. The more complicated
the instruction set, the slower the processor works.

Processors differ from one another by their instruction sets. If the same program can run on
two different processors, they are said to be compatible. For example, programs written for
IBM computers may not run on Apple computers because these two architectures (different
processors) are not compatible. Since each processor has its unique instruction set, machine
language programs written for one processor will normally not run on a different processor.
Therefore, all operating systems and software programs are constructed within the
boundaries of the processor's instruction set. Thus, the design of the instruction set for the
processor becomes an important aspect of computer architecture. Based upon the instruction
sets, there are two common types of architectures: complex instruction set computer (CISC)
and reduced instruction set computer (RISC).
Bus Architecture
The Bus Architecture of a computer system is shown by following figure.

SHRIKANT TELANG SVVV,INDORE 15

 BTCS-102 ICSE

System Bus
The system bus is a cable which carries data communication between the major components
of the computer, including the microprocessor.

The system bus consists of three different groups of wiring, called the data bus, control bus
and address bus. These all have separate responsibilities and characteristics, which can be
outlined as follows:
Control Bus
The control bus carries the signals relating to the control and co-ordination of the various
activities across the computer, which can be sent from the control unit within the CPU.
Different architectures result in differing number of lines of wire within the control bus, as
each line is used to perform a specific task.
For instance, different, specific lines are used for each of read, write and reset requests.

Data Bus
This is used for the exchange of data between the processor, memory and peripherals, and is
bi-directional so that it allows data flow in both directions along the wires. Again, the
number of wires used in the data bus (sometimes known as the 'width') can differ. Each wire
is used for the transfer of signals corresponding to a single bit of binary data. As such, a
greater width allows greater amounts of data to be transferred at the same time.
Address Bus
The address bus contains the connections between the microprocessor and memory that
carry the signals relating to the addresses which the CPU is processing at that time, such as
the locations that the CPU is reading from or writing to. The width of the address bus
corresponds to the maximum addressing capacity of the bus, or the largest address within
memory that the bus can work with. The addresses are transferred in binary format, with
each line of the address bus carrying a single binary digit. Therefore the maximum address
SHRIKANT TELANG SVVV,INDORE 16
 BTCS-102 ICSE

capacity is equal to two to the power of the number of lines present (2^lines).
Computer Hardware
Computer hardware is the collection of physical elements that constitutes a computer
system. Computer hardware refers to the physical parts or components of a computer such
as the monitor, mouse, keyboard, computer data storage, hard drive disk (HDD), system
unit (graphic cards, sound cards, memory, motherboard and chips), etc. all of which are
physical objects that can be touched. In contrast, software is instructions that can be stored
and run by hardware.

Definition: Hardware, refers to the physical components that make up a computer system.

There are many different kinds of hardware that can be installed inside, and connected to
the outside, of a computer.

Software is any set of machine-readable instructions that directs a computer's processor to

perform specific operations. A combination of hardware and software forms a usable
computing system.
Input device
In computing, an input device is any peripheral (piece of computer hardware equipment)
used to provide data and control signals to an information processing system such as a
computer or other information appliance.

Examples of input devices include keyboards, mouse, scanners, digital cameras and
joysticks, microphone.

Output device
An output device is any piece of computer hardware equipment used to communicate the
results of data processing carried out by an information processing system (such as a
computer) which converts the electronically generated information into human-readable
form.

Examples of output devices also include input/output devices. Printers and visual displays
are the most common type of output device for interfacing to people, but voice is becoming
increasingly available.

Examples of input devices: Speakers, Headphones, Screen (Monitor), Printer, Projector,

Plotter,
Computer data storage
Computer data storage, often called storage or memory, is a technology consisting of
computer components and recording media used to retain digital data. It is a core function
SHRIKANT TELANG SVVV,INDORE 17
 BTCS-102 ICSE

and fundamental component of computers. The central processing unit (CPU) of a computer
is what manipulates data by performing computations. In practice, almost all computers use
a storage hierarchy, which puts fast but expensive and small storage options close to the
CPU and slower but larger and cheaper options farther away. Often the fast, volatile
technologies (which lose data when powered off) are referred to as "memory", while slower
permanent technologies are referred to as "storage", but these terms can also be used
interchangeably. In the Von Neumann architecture, the CPU consists of two main parts:
control unit and arithmetic logic unit (ALU). The former controls the flow of data between
the CPU and memory; the latter performs arithmetic and logical operations on data

In computing, memory refers to the physical devices used to store programs (sequences of
instructions) or data (e.g. program state information) on a temporary or permanent basis for
use in a computer or other digital electronic device. The term primary memory is used for
the information in physical systems which function at high-speed (i.e. RAM), as a
distinction from secondary memory, which are physical devices for program and data
storage which are slow to access but offer higher memory capacity. Primary memory stored
on secondary memory is called "virtual memory". An archaic synonym for memory is
store.
Primary Storage OR Primary Memory
Primary storage (or main memory or internal memory), often referred to simply as memory,
is the only one directly accessible to the CPU. The CPU continuously reads instructions
stored there and executes them as required. Any data actively operated on is also stored
there in uniform manner.

Primary Storage, also known as main storage or memory, is the main area in a computer
in which data is stored for quick access by the computer's processor. Information must be
transferred to primary storage. On today's smaller computers, especially personal computers
and workstations, the term random access memory (RAM) - or just memory - is used
instead of primary, main storage, core memory, or immediate access storage, internal
storage, and the hard disk, diskette, CD, and DVD collectively describe secondary storage
or auxiliary storage.

It allows very fast access to data. It is relatively move expensive. A CPU has three element
or parts primary storage, arithmetic logic unit (ALU), and control unit. Primary storage is
fast and expensive as compared to secondary storage.

The terms main storage and auxiliary storage originated in the days of the mainframe
computer to distinguish the more immediately accessible data storage from storage that
required input/output operations.

SHRIKANT TELANG SVVV,INDORE 18

 BTCS-102 ICSE

Random-access memory
Random-access memory (RAM /ræm/) is a form of computer data storage. A random-
access device allows stored data to be accessed directly in any random order.

Random Access Memory (RAM) is the best known form of Computer Memory. The Read
and write (R/W) memory of a computer is called RAM. The User can write information to it
and read information from it.With Ram any location can be reached in a fixed (and short)
amount of time after specifying its address.

The RAM is a volatile memory, it means information written to it can be accessed as long
as power is on. As soon as the power is off, it cannot be accessed. So this mean RAM
computer memory essentially empty. RAM holds data and processing instructions
temporarily until the CPU needs it.
RAM is considered “random access” because you can access any memory cell directly if
you know the row and column that intersect at that cell. RAM is made in electronic chips
made of so called semiconductor material, just like processors and many other types of
chips. In RAM, transistors make up the individual storage cells which can each “remember”
an amount of data, for example, 1 or 4 bits – as long as the PC is switched on. Physically,
RAM consists of small electronic chips which are mounted in modules (small printed
circuit boards). The modules are installed in the PC’s motherboard using sockets – there are
typically 2, 3 or 4 of these.

There are two basic types of RAM:

 Dynamic Ram
 Static RAM

Dynamic RAM: It loses its stored information in a very short time (for milli sec.) even
when power supply is on. D-RAM’s are cheaper & lower.

Similar to a microprocessor chip is an Integrated Circuit (IC) made of millions of transistors

and capacitors.

In the most common form of computer memory, Dynamic Memory Cell, represents a single
bit of data. The capacitor holds the bit of information – a 0 or a 1. The transistor acts as a
switch that lets the control circuitry on the memory chip read the capacitor or change its
state. A capacitor is like a small bucket that is able to store electrons. To store a 1 in the
memory cell, the bucket is filled with electrons.

To store a 0, it is emptied. The problem with the capacitor’s bucket is that it has a leak. In a
matter of a few milliseconds a full bucket becomes empty. Therefore, for dynamic memory
SHRIKANT TELANG SVVV,INDORE 19
 BTCS-102 ICSE

to work, either the CPU or the Memory Controller has to come along and recharge all of the
capacitors holding it before they discharge. To do this, the memory controller reads the
memory and then writes it right back. This refresh operation happens automatically
thousands of times per second.

This refresh operation is where dynamic RAM gets its name. Dynamic RAM has to be
dynamically refreshed all of the time or it forgets what it is holding. The downside of all of
this refreshing is that it takes time and slows down the memory.

Static RAM: It uses a completely different technology. S-RAM retains stored information
only as long as the power supply is on. Static RAM’s are costlier and consume more power.
They have higher speed than D-RAMs. They store information in Hip-Hope.

In static RAM, a form of flip-flop holds each bit of memory. A flip-flop for a memory cell
takes four or six transistors along with some wiring, but never has to be refreshed. This
makes static RAM significantly faster than dynamic RAM. However, because it has more
parts, a static memory cell takes up a lot more space on a chip than a dynamic memory cell.
Therefore, you get less memory per chip, and that makes static RAM a lot more expensive.
Static RAM is fast and expensive, and dynamic RAM is less expensive and slower. Static
RAM is used to create the CPU’s speed sensitive cache, while dynamic RAM forms the
larger system RAM space.

Some other RAMS are:

EDO (Extended Data Output) RAM: In an EDO RAMs, any memory location can be
accessed. Stores 256 bytes of data information into latches. The latches hold next 256 bytes
of information so that in most programs, which are sequentially executed, the data are
available without wait states.
(a) SDRAM (Synchronous DRAMS), SGRAMs (Synchronous Graphic RAMs) These
RAM chips use the same clock rate as CPU uses. They transfer data when the CPU expects
them to be ready.

(b) DDR-SDRAM (Double Data Rate – SDRAM): This RAM transfers data on both
edges of the clock. Therefore the transfer rate of the data becomes doubles.

Read Only Memory

Read-only memory (ROM) is a class of storage medium used in computers and other
electronic devices. Data stored in ROM can only be modified slowly or with difficulty, so it
is mainly used to distribute firmware (software that is very closely tied to specific hardware,
and unlikely to need frequent updates).

Read Only Memory (ROM) is an example of nonvolatile memory. ROM is a class of

SHRIKANT TELANG SVVV,INDORE 20
 BTCS-102 ICSE

storage medium used in computers and other electronic devices. Read Only Memory
(ROM), also known as firmware, is an integrated circuit programmed with specific data
when it is manufactured. The instructions for starting the computer are housed on Read only
memory chip.

ROM chips are used not only in computers, but in most other electronic items as well.
Because data is fully incorporated at the ROM chip's manufacture, data stored can neither
be erased nor replaced. This means permanent and secure data storage. However, if a
mistake is made in manufacture, a ROM chip becomes unusable. The most expensive stage
of ROM manufacture, therefore, is creating the template.

If a template is readily available, duplicating the ROM chip is very easy and affordable. A
ROM chip is also nonvolatile so data stored in it is not lost when power is turned off. ROM
is a semiconductor memory that is capable of operating at electronics speed.

ROM: Read only memory: Its nonvolatile memory, i.e., the information stored in it, is not
lost even if the power supply goes off. It’s used for the permanent storage of information. It
also possess random access property. Information cannot be written into a ROM by the
users/programmers. In other words the contents of ROMs are decided by the manufactures.

ROM Types:
PROM: Short for programmable read-only memory, a memory chip on which data can be
written only once. Once a program has been written onto a PROM, it remains there forever.
Unlike RAM, PROMs retain their contents when the computer is turned off. The difference
between a PROM and a ROM (read- only memory) is that a PROM is manufactured as
blank memory, whereas a ROM is programmed during the manufacturing process. To write
data onto a PROM chip, you need a special device called a PROM programmer or PROM
burner. The process of programming a PROM is sometimes called burning the PROM.

EPROM: Acronym for erasable programmable read-only memory, and pronounced ee-
prom, EPROM is a special type of memory that retains its contents until it is exposed to
ultraviolet light. The ultraviolet light clears its contents, making it possible to reprogram the
memory. To write to and erase an EPROM, you need a special device called a PROM
programmer or PROM burner.

EEPROM: Short form of electrically erasable programmable read-only memory. EEPROM

is a special type of PROM that can be erased by exposing it to an electrical charge. Like
other types of PROM,
EEPROM retains its contents even when the power is turned off. Also like other types of
ROM, EEPROM is not as fast as RAM.

SHRIKANT TELANG SVVV,INDORE 21

 BTCS-102 ICSE

The following types of ROMs a listed below:

(i) PROM: It’s programmable ROM. Its contents are decided by the user. The user can
store permanent programs, data etc. in a PROM. The data is fed into it using a PROM
programs.

(ii) EPROM: An EPROM is an erasable PROM. The stored data in EPROM’s can be
erased by exposing it to UV light for about 20 min. It’s not easy to erase it because the
EPROM IC has to be removed from the computer and exposed to UV light. The entire data
is erased and not selected portions by the user. EPROM’s are cheap and reliable.

(iii) EEPROM (Electrically Erasable PROM): The chip can be erased & reprogrammed
on the board easily byte by byte. It can be erased within a few milliseconds. There is a limit
on the number of times the EEPROM’s can be reprogrammed, i.e.; usually around 10,000
times.

Flash Memory: It’s an electrically erasable & programmable permanent type memory. It
uses one transistor memory all resulting in high packing density, low power consumption,
lower cost & higher reliability. It’s used in all power, digital cameras, MP3 players etc.

Secondary Storage / Auxiliary memory / Secondary Memory

Auxiliary memory, also known as auxiliary storage, secondary storage, secondary
memory or external memory, is used to store a large amount of data at lesser cost per byte
than primary memory. They are two orders of magnitude less expensive than primary
storage. In addition, secondary storage does not lose the data when the device is powered
down—it is non-volatile. Another difference from primary storage in that it is not directly
accessible by the CPU, they are accessed via the input/output channels. The most common
form of auxiliary memory devices used in consumer systems is flash memory, optical discs,
and magnetic disks. The latest addition to the auxiliary memory family is flash memory.
This form is much faster as compared to predecessors, as this form of auxiliary memory
does not involve any moving parts. In some laptops, such as Apple's MacBook Airline and
MacBook Pro with Retina Display line, solid state drives (SSDs) made from flash memory
have replaced magnetic disk based hard disk drives (HDDs) that are found in most laptops.
These 'chips' of memory are found below the track pad in those laptops. However, it is
much more expensive to get large capacity flash storage chips as opposed to HDDs, many
of which are inexpensive. In addition, it is difficult for average users to replace these chips.

Forms of Auxiliary Memory

SHRIKANT TELANG SVVV,INDORE 22

 BTCS-102 ICSE

 Flash memory: An electronic non-volatile computer storage device that can be electrically
erased and reprogrammed, and works without any moving parts. Examples of this are flash
drives and solid state drives a version of this is implemented in many Apple notebooks.

Optical disc: It’s a storage medium from which data is read and to which it is written by
lasers. Optical disks can store much more data—up to 6 gigabytes (6 billion bytes)—than
most portable magnetic media, such as floppies. There are three basic types of optical disks:
CD-ROM (read- only), WORM (write-once read-many) & EO (erasable optical disks).

 Magnetic Disk: A magnetic disk is a circular plate constructed of metal or plastic coated
with magnetized material. Both sides of the disk are used and several disks may be stacked
on one spindle with read/write heads available on each surface. Bits are stored in
magnetized surface in spots along concentric circles called tracks. Tracks are commonly
divided into sections called sectors. Disk that are permanently attached and cannot removed
by occasional user are called hard disks. A disk drive with removable disks is called a
floppy disk drive.

 Magnetic tapes: A magnetic tape transport consists of electric, mechanical and electronic
components to provide the parts and control mechanism for a magnetic tape unit. The tape
itself is a strip of plastic coated with a magnetic recording medium. Bits are recorded as
magnetic spots on tape along several tracks. Seven or Nine bits are recorded to form a
character together with a parity bit R/W heads are mounted in each track so that data can be
recorded and read as a sequence of characters.

Memory hierarchy
The term memory hierarchy is used in computer architecture when discussing
performance issues in computer architectural design, algorithm predictions, and the lower
level programming constructs such as involving locality of reference. A "memory
hierarchy" in computer storage distinguishes each level in the "hierarchy" by response time.
Since response time, complexity, and capacity are related, the levels may also be
distinguished by the controlling technology.

The many trade-offs in designing for high performance will include the structure of the
memory hierarchy, i.e. the size and technology of each component. So the various
components can be viewed as forming a hierarchy of memories (m1, m2... mn) in which
each member mi is in a sense subordinate to the next highest member mi-1 of the hierarchy.
To limit waiting by higher levels, a lower level will respond by filling a buffer and then
signaling to activate the transfer.

There are four major storage levels.

SHRIKANT TELANG SVVV,INDORE 23

 BTCS-102 ICSE

1. Internal – Processor registers and cache.

2. Main – the system RAM and controller cards.
3. On-line mass storage – Secondary storage.
4. Off-line bulk storage – Tertiary and Off-line storage.

This is a general memory hierarchy structuring. Many other structures are useful. For
example, a paging algorithm may be considered as a level for virtual memory when
designing a computer architecture.

Units of Computer Memory

Units of Computer Memory Measurements:
1 Bit = Binary Digit
8 Bits = 1 Byte
1024 Bytes = 1 KB (Kilo Byte)
1024 KB = 1 MB (Mega Byte)
1024 MB = 1 GB (Giga Byte)
1024 GB = 1 TB (Terra Byte)
1024 TB = 1 PB (Peta Byte)
1024 PB = 1 EB (Exa Byte)
1024 EB = 1 ZB (Zetta Byte)
1024 ZB = 1 YB (Yotta Byte)
1024 YB = 1 (Bronto Byte)
1024 Brontobyte = 1 (Geop Byte)
Geop Byte is The Highest Memory Measurement Unit!!!

SHRIKANT TELANG SVVV,INDORE 24

 BTCS-102 ICSE

Computer Software
Computer software, or simply software, also known as computer programs, is the non-
tangible component of computers. Computer software contrasts with computer hardware,
which is the physical component of computers. Computer hardware and software require
each other and neither can be realistically used without the other.

Computer software includes all computer programs regardless of their architecture; for
example, executable files, libraries and scripts are computer software. Yet, it shares their
mutual properties: software consists of clearly-defined instructions that upon execution,
instructs hardware to perform the tasks for which it is designed. Software is stored in
computer memory and cannot be touched, just as a 3D model shown in an illustration
cannot be touched.

Software is usually written in high-level programming languages that are easier and more
efficient for humans to use (closer to natural language) than machine language. High-level
languages are compiled or interpreted into machine language object code. Software may
also be written in a low-level assembly language, essentially, a vaguely mnemonic
representation of a machine language using a natural language alphabet. Assembly language
is converted into object code via an assembler.

Software - A set of instructions, stored digitally within the computer's memory, which tells
the computer system what to do.

Software components of a computer system have no physical presence, they are stored in
digital form within computer memory. There are different categories of software, including
system software, utilities and applications software. Software can also be described as being
either generic or bespoke.

Based on the goal, computer software can be divided into:

1. System Software
System Software is the software used to manage and control the hardware components and
which allow interaction between the hardware and the other types of software. The most
obvious type of system software is the computer's operating system but device drivers are
also included within this category.

System software is computer software designed to operate and control the computer
hardware and to provide a platform for running application software.

System software is designed to operate the computer hardware, to provide basic

functionality, and to provide a platform for running application software.[3] System software
includes:
SHRIKANT TELANG SVVV,INDORE 25
 BTCS-102 ICSE

1. Operatingsystem, an essential collection of computer programs that manages resources

and provides common services for other software. Supervisory programs, boot loaders,
shells and window systems are core parts of operating systems. In practice, an operating
system comes bundled with additional software (including application software) so that a
user can potentially do some work with a computer that only has an operating system.

2. Device driver, a computer program that operates or controls a particular type of device
that is attached to a computer. Each device needs at least one corresponding device driver;
thus a computer needs more than one device driver.

3. Utilities software designed to assist users in maintenance and care of their computers.

Utility software is software such as anti-virus software, firewalls, disk defragmenters and
so on which helps to maintain and protect the computer system but does not directly
interface with the hardware.

Malicious software or malware, computer software developed to harm and disrupt

computers. As such, malware is undesirable. Malware is closely associated with computer-
related crimes, though some malicious programs may have been designed as practical jokes.
2. Application software

Application software uses the computer system to perform useful work or provide
entertainment functions beyond the basic operation of the computer itself.

Application software is all the computer software that causes a computer to perform useful
tasks beyond the running of the computer itself. A specific instance of such software is
called a software application, application program, application or app.

Applications software (also known as 'apps') are designed to allow the user of the system
complete a specific task or set of tasks. They include programs such as web browsers, office
software, games, database programs, word processors, spreadsheets, etc. Other Examples
include accounting software, enterprise software, graphics software, media players etc.

They are usually the reason you bought the computer system in the first place and aren't
concerned with the management or maintenance of the system itself.

Any individual software package, whichever of the above types it falls into, can be either
generic (or 'off- the-shelf') or it can be bespoke (custom-built). Generic software is mass
produced with the intention that it will be used by a wide variety of different users in a
range of different situations. Bespoke software is created for a specific purpose which will
be used in a known environment.

SHRIKANT TELANG SVVV,INDORE 26

 BTCS-102 ICSE

Often generic software is used when there is a package available that meets the needs of the
user. Because it is used by many more people the cost of creating it is spread over a greater
number of people or organizations and so the cost to the individual is much lower. It also
has the advantage that it is available immediately there's no waiting time involved while the
software package is designed, created and tested. Bespoke software has the advantage that it
can be tailor made to exact specifications but it significantly more expensive and will take
time to create.

APPLICATIONS OF COMPUTERS
In the last few decades, computer technology has revolutionized the businesses and other
aspects of human life all over the world. Practically, every company, large or small, is now
directly or indirectly dependent on computers for data processing. Computer systems also
help in the efficient operations of railway and airway reservation, hospital records,
accounts, electronic banking and so on. Computers not only save time, but also save paper
work. Some of the areas where computers are being used are as follows:

 Science: Scientists have been using computers to develop theories and to analyse and test
the data. The high speed and accuracy of the computer allow different scientific analyses to
be carried out. They can be used to generate detailed studies of how earthquakes affect
buildings or pollution affects weather pattern. Satellite-based applications have not been
possible without the use of computers. Moreover, it would not be possible to get the
information of the solar system and the cosmos without computers.
 Education: Computers have also revolutionized the whole process of education.
Currently, the classrooms, libraries and museums are efficiently utilizing computers to
make the education much more interesting. Unlike recorded television shows, computer-
aided education (CAE) and computer-based training (CBT) packages are making learning
much more interactive.
 Medicine and Health Care: There has been an increasing use of computers in the field of
medicine. Now, doctors are using computers right from diagnosing the illness to monitoring
a patient's status during complex surgery. By using automated imaging techniques, doctors
are able to look inside a person's body and can study each organ in detail (e.g. CT scans or
MRI scans), which was not possible few years ago. There are several examples of special-
purpose computers that can operate within the human body such as cochlear implant, a
special kind of hearing aid that makes it possible for deaf people to hear.
 Engineering/Architecture/Manufacturing: The architects and engineers are extensively
using computers in designing and drawings. Computers can create objects that can be
viewed from all the three dimensions. By using techniques like virtual reality, architects can
explore houses that have been designed but not built. The manufacturing factories are using
computerized robotic arms to perform hazardous jobs. Besides, computer-aided
manufacturing (CAM) can be used in designing the product, ordering the parts and planning
production. Thus, computers help in coordinating the entire manufacturing process.
SHRIKANT TELANG SVVV,INDORE 27
 BTCS-102 ICSE

 Entertainment (Gaming, Multimedia and Animation): Computers are finding greater

use in entertainment industry. They are used to control the images and sounds. The special
effects, which mesmerize the audience, would not have been possible without the
computers. In addition, computerized animation and colourful graphics have modernized
the film industry.
 Communication: E-mail or electronic mail is one of the communication media in which
computer is used. Through e-mail, messages and reports are passed from one person to one
or more persons with the aid of computer and telephone line. The advantage of this service
is that while transferring the messages it saves time, avoids wastage of paper and so on.
Moreover, the person who is receiving the messages can read the messages whenever he is
free and can save it, reply it, forward it or delete it from the computer.
 Business Application: This is one of the important uses of the computer. Initially,
computers were used for batch-processing jobs, where one does not require the immediate
response from the computer. Currently, computers are mainly used for real-time
applications (like at the sales counter) that require immediate response from the computer.
There are various concerns where computers are used such as in business forecasting, to
prepare pay bills and personal records, in banking operations and data storage, in various
types of life insurance business and as an aid to management. Businesses are also using the
networking of computers, where a number of computers are connected together to share the
data and the information. Use of e-mail and the Internet has changed the ways of doing
business.
 Publishing: Computers have created a field known as desktop publishing (DTP). In DTP,
with the help of computer and a laser printer one can perform the publishing job all by
oneself. Many of the tasks requiring long manual hours such as making table of contents
and index can be automatically performed using the computers and DTP software.
 Banking: Computers are extensively used in the field of banking and finance. People can
use the ATM (automated teller machine) services 24 hours a day to deposit and withdraw
cash. When different branches of the bank are connected through computer networks, the
inter branch transactions such as cheque and draft can be performed without any delay.
 Home: At home, computer is used to maintain personal records and to access much other
information on the Internet. People can also use computer at home for making home
budgets etc.
 Weather Forecasting: Computer based weather forecasting depends on accurate
collection of data from weather stations, airports, satellites, different sensitive devices all
around the world. Computer depends on building a model of hot, cold air, dry and humid air
interaction, and how this is interactions are effected by land and sea temperature, season
and so on.
E-Commerce: E-commerce (electronic commerce) describes the buying, selling, and
exchanging of products, services, and information via computer network. The term e-
commerce as describe transactions, conducted between business partners. There are many
application of e- commerce, such as home banking, shopping in electronic malls, buying

SHRIKANT TELANG SVVV,INDORE 28

 BTCS-102 ICSE

stocks, finding a job, conducting an auction, collaborating electronically with business

partners around the globe, marketing & advertising and providing customer service.
 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.
 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.

Number System
When we type some letters or words, the computer translates them in numbers as computers
can understand only numbers. A computer can understand positional number system where
there are only a few symbols called digits and these symbols represent different values
depending on the position they occupy in the number.

A value of each digit in a number can be determined using

 The digit
 The position of the digit in the number
 The base of the number system (where base is defined as the total number of digits
available in the number system).

Decimal Number System

The number system that we use in our day-to-day life is the decimal number system.
Decimal number system has base 10 as it uses 10 digits from 0 to 9. In decimal number
system, the successive positions to the left of the decimal point represent units, tens,
hundreds, thousands and so on.

Each position represents a specific power of the base (10). For example, the decimal
number 1234 consists of the digit 4 in the units position, 3 in the tens position, 2 in the
hundreds position, and 1 in the thousands position, and its value can be written as

= (1x1000) + (2x100) + (3x10) + (4xl)

= (1x103) + (2x102) + (3x101) + (4xl00)

= 1000 + 200 + 30 + 4

= 1234

SHRIKANT TELANG SVVV,INDORE 29

 BTCS-102 ICSE

As a computer programmer or an IT professional, you should understand the following

number systems which are frequently used in computers.

1 Binary Number System Base 2. Digits used: 0, 1

2 Octal Number System Base 8. Digits used: 0 to 7

3 Hexa Decimal Number System Base 16. Digits used: 0 to 9, Letters used: A- F

Binary Number System

Characteristics of binary number system are as follows

 Uses two digits, 0 and 1.

 Also called base 2 number system
 Each position in a binary number represents a 0 power of the base (2). Example 20
 Last position in a binary number represents a x power of the base (2). Example 2x
where x represents the last position - 1.

Example: Binary Number: 101012

Calculating Decimal Equivalent:

Step Binary Number Decimal Number

Step 1 101012 ((1 x 24) + (0 x 23) + (1 x 22) + (0 x 21) + (1 x 20))10
Step 2 101012 (16 + 0 + 4 + 0 + 1)10
Step 3 101012 2110

Note: 101012 is normally written as 10101.

Octal Number System

Characteristics of octal number system are as follows

 Uses eight digits, 0,1,2,3,4,5,6,7.

 Also called base 8 number system
 Each position in an octal number represents a 0 power of the base (8). Example 80
 Last position in an octal number represents a x power of the base (8). Example 8x
where x represents the last position - 1.
Example
Octal Number: 125708
SHRIKANT TELANG SVVV,INDORE 30
 BTCS-102 ICSE

Calculating Decimal Equivalent:

Step Octal Number Decimal Number

Step 1 125708 ((1 x 84) + (2 x 83) + (5 x 82) + (7 x 81) + (0 x 80))10
Step 2 125708 (4096 + 1024 + 320 + 56 + 0)10
Step 3 125708 549610

Note: 125708 is normally written as 12570.

Hexadecimal Number System

Characteristics of hexadecimal number system are as follows

 Uses 10 digits and 6 letters, 0,1,2,3,4,5,6,7,8,9,A,B,C,D,E,F.

 Letters represents numbers starting from 10. A = 10. B = 11, C = 12, D = 13, E =
14, F = 15.
 Also called base 16 number system
 Each position in a hexadecimal number represents a 0 power of the base (16).
Example 160
 Last position in a hexadecimal number represents a x power of the base (16).
Example 16x where x represents the last position - 1.

Example
Hexadecimal Number: 19FDE16

Calculating Decimal Equivalent:

Binary
Step Number Decimal Number
Step 1 19FDE16 ((1 x 164) + (9 x 163) + (F x 162) + (D x 161) + (E x 160))10
Step 2 19FDE16 ((1 x 164) + (9 x 163) + (15 x 162) + (13 x 161) + (14 x
160))10
Step 3 19FDE16 (65536+ 36864 + 3840 + 208 + 14)10
Step 4 19FDE16 10646210

Note: 19FDE16 is normally written as 19FDE.

Number Conversion
There are many methods or techniques which can be used to convert numbers from one
base to another.

SHRIKANT TELANG SVVV,INDORE 31

 BTCS-102 ICSE

 Decimal to Other Base System

 Other Base System to Decimal
 Other Base System to Non-Decimal
 Shortcut method - Binary to Octal
 Shortcut method - Octal to Binary
 Shortcut method - Binary to Hexadecimal
 Shortcut method - Hexadecimal to Binary

Decimal to Other Base System

Steps
 Step 1 - Divide the decimal number to be converted by the value of the new base.
 Step 2 - Get the remainder from Step 1 as the rightmost digit (least significant digit) of
new base number.
 Step 3 - Divide the quotient of the previous divide by the new base.
 Step 4 - Record the remainder from Step 3 as the next digit (to the left) of the new base
number.

Repeat Steps 3 and 4, getting remainders from right to left, until the quotient becomes zero
in Step 3. The last remainder thus obtained will be the most significant digit (MSD) of the
new base number.
Example: Decimal Number: 2910

Calculating Binary Equivalent:

Number Conversion
There are many methods or techniques which can be used to convert numbers from one
base to another.

 Decimal to Other Base System

 Other Base System to Decimal
 Other Base System to Non-Decimal
 Shortcut method - Binary to Octal
 Shortcut method - Octal to Binary
 Shortcut method - Binary to Hexadecimal
 Shortcut method - Hexadecimal to Binary

Decimal to Other Base System

Steps
 Step 1 - Divide the decimal number to be converted by the value of the new base.
 Step 2 - Get the remainder from Step 1 as the rightmost digit (least significant digit)
of new base number.
 Step 3 - Divide the quotient of the previous divide by the new base.

SHRIKANT TELANG SVVV,INDORE 32

 BTCS-102 ICSE

 Step 4 - Record the remainder from Step 3 as the next digit (to the left) of the new
base number.
Repeat Steps 3 and 4, getting remainders from right to left, until the quotient becomes zero
in Step 3. The last remainder thus obtained will be the most significant digit (MSD) of the
new base number.
Example: Decimal Number: 2910

Calculating Binary Equivalent:

Step Operation Result Remainder

Step 1 29 / 2 14 1
Step 2 14 / 2 7 0
Step 3 7/2 3 1
Step 4 3/2 1 1
Step 5 1/2 0 1

As mentioned in Steps 2 and 4, the remainders have to be arranged in the reverse order so
that the first remainder becomes the least significant digit (LSD) and the last remainder
becomes the most significant digit (MSD).
Decimal Number: 2910 = Binary Number: 111012.

Other base system to Decimal System

Steps
 Step 1 - Determine the column (positional) value of each digit (this depends on the
position of the digit and the base of the number system).
 Step 2 - Multiply the obtained column values (in Step 1) by the digits in the corresponding
columns.
 Step 3 - Sum the products calculated in Step 2. The total is the equivalent value in
decimal.
Example: Binary Number: 111012

Calculating Decimal Equivalent:

Step Binary Number Decimal Number

Step 1 111012 ((1 x 24) + (1 x 23) + (1 x 22) + (0 x 21) + (1 x 20))10
Step 2 111012 (16 + 8 + 4 + 0 + 1)10
Step 3 111012 2910
Binary Number: 111012 = Decimal Number: 2910

Other Base System to Non-Decimal System

Steps
SHRIKANT TELANG SVVV,INDORE 33
 BTCS-102 ICSE

 Step 1 - Convert the original number to a decimal number (base 10).

 Step 2 - Convert the decimal number so obtained to the new base number.
Example: Octal Number: 258

Calculating Binary Equivalent:

Step 1: Convert to Decimal

Steps Octal Number Decimal Number

Steps1 258 ((2 x 81) + (5 x 80))10
Steps2 258 (16 + 5 )10
Steps3 258 2110

Octal Number: 258 = Decimal Number: 2110

Step 2: Convert Decimal to Binary

Steps Operation Result Remainder

Steps1 21/2 10 1
Steps2 10/2 5 0
Steps3 5/2 2 1
Steps4 2/2 1 0
Steps5 ½ 0 1

Decimal Number: 2110 = Binary Number: 101012

Octal Number: 2110 = Binary Number: 101012

Shortcut method - Binary to Octal

Steps
 Step 1 - Divide the binary digits into groups of three (starting from the right).
 Step 2 - Convert each group of three binary digits to one octal digit.
Example
Binary Number: 101012

Calculating Octal Equivalent:

Steps Binary Number Ocatal Number

Steps1 101012 010 101
Steps2 101012 28 58
Steps3 101012 258

SHRIKANT TELANG SVVV,INDORE 34

 BTCS-102 ICSE

Binary Number: 101012 = Octal Number: 258

Shortcut method - Octal to Binary

Steps
 Step 1 - Convert each octal digit to a 3 digit binary number (the octal digits may be
treated as decimal for this conversion).
 Step 2 - Combine all the resulting binary groups (of 3 digits each) into a single
binary number.
Example: Octal Number: 258

Calculating Binary Equivalent:

Steps Octal Number Binary Number

Steps1 258 210 510
Steps2 258 0102 1012
Steps3 258 0101012

Octal Number: 258 = Binary Number: 0101012

Shortcut method - Binary to Hexadecimal

Steps

 Step 1 - Divide the binary digits into groups of four (starting from the right).
 Step 2 - Convert each group of four binary digits to one hexadecimal symbol.
EXAMPLE: Binary Number: 101012

Calculating hexadecimal Equivalent:

Steps Binary Number Hexadecimal Number

Steps1 101012 0001 0101
Steps2 101012 110 510
Steps3 101012 1516

Binary Number: 101012 = Hexadecimal Number: 1516

Shortcut method - Hexadecimal to Binary

Steps
 Step 1 - Convert each hexadecimal digit to a 4 digit binary number (the hexadecimal
digits may be treated as decimal for this conversion).

SHRIKANT TELANG SVVV,INDORE 35

 BTCS-102 ICSE

 Step 2 - Combine all the resulting binary groups (of 4 digits each) into a single binary
number.
Example: Hexadecimal Number: 1516

Calculating Binary Equivalent:

Steps Hexadecimal Number Binary Number
Steps1 1516 110 510
Steps2 1516 00012 01012
Steps3 1516 000101012

Hexadecimal Number: 1516 = Binary Number: 101012

Hardware and Software Firewalls

Hardware firewalls are standalone products. These are also found in broadband routers.
Most hardware firewalls provide a minimum of four network ports to connect other
computers. For larger networks − e.g., for business purpose − business networking firewall
solutions are available.
Software firewalls are installed on your computers. A software firewall protects your
computer from internet threats.
Antivirus
An antivirus is a tool that is used to detect and remove malicious software. It was originally
designed to detect and remove viruses from computers.
Modern antivirus software provide protection not only from virus, but also from worms,
Trojan-horses, adwares, spywares, keyloggers, etc. Some products also provide protection
from malicious URLs, spam, phishing attacks, botnets, DDoS attacks, etc.
Content Filtering
Content filtering devices screen unpleasant and offensive emails or webpages. These are
used as a part of firewalls in corporations as well as in personal computers. These devices
generate the message "Access Denied" when someone tries to access any unauthorized web
page or email.
Content is usually screened for pornographic content and also for violence- or hate-oriented
content. Organizations also exclude shopping and job related contents.
Content filtering can be divided into the following categories −
 Web filtering
 Screening of Web sites or pages
 E-mail filtering
 Screening of e-mail for spam
 Other objectionable content

SHRIKANT TELANG SVVV,INDORE 36

 BTCS-102 ICSE

Intrusion Detection Systems

Intrusion Detection Systems, also known as Intrusion Detection and Prevention Systems,
are the appliances that monitor malicious activities in a network, log information about
such activities, take steps to stop them, and finally report them.
Intrusion detection systems help in sending an alarm against any malicious activity in the
network, drop the packets, and reset the connection to save the IP address from any
blockage. Intrusion detection systems can also perform the following actions −
 Correct Cyclic Redundancy Check (CRC) errors
 Prevent TCP sequencing issues
 Clean up unwanted transport and network layer options
Cyberspace
Cyberspace can be defined as an intricate environment that involves interactions between
people, software, and services. It is maintained by the worldwide distribution of
information and communication technology devices and networks.
With the benefits carried by the technological advancements, the cyberspace today has
become a common pool used by citizens, businesses, critical information infrastructure,
military and governments in a fashion that makes it hard to induce clear boundaries among
these different groups. The cyberspace is anticipated to become even more complex in the
upcoming years, with the increase in networks and devices connected to it.
Cyber security
Cybersecurity denotes the technologies and procedures intended to safeguard computers,
networks, and data from unlawful admittance, weaknesses, and attacks transported through
the Internet by cyber delinquents.
ISO 27001 (ISO27001) is the international Cybersecurity Standard that delivers a model
for creating, applying, functioning, monitoring, reviewing, preserving, and improving an
Information Security Management System.
The Ministry of Communication and Information Technology under the government of
India provides a strategy outline called the National Cybersecurity Policy. The purpose of
this government body is to protect the public and private infrastructure from cyber-attacks.
Cybersecurity Policy
The cybersecurity policy is a developing mission that caters to the entire field of
Information and Communication Technology (ICT) users and providers. It includes −
 Home users
 Small, medium, and large Enterprises
 Government and non-government entities
It serves as an authority framework that defines and guides the activities associated with
the security of cyberspace. It allows all sectors and organizations in designing suitable
cybersecurity policies to meet their requirements. The policy provides an outline to
effectively protect information, information systems and networks.
It gives an understanding into the Government’s approach and strategy for security of
cyber space in the country. It also sketches some pointers to allow collaborative working

SHRIKANT TELANG SVVV,INDORE 37

 BTCS-102 ICSE

across the public and private sectors to safeguard information and information systems.
Therefore, the aim of this policy is to create a cybersecurity framework, which leads to
detailed actions and programs to increase the security carriage of cyberspace.
Cyber Crime
The Information Technology Act 2000 or any legislation in the Country does not describe
or mention the term Cyber Crime. It can be globally considered as the gloomier face of
technology. The only difference between a traditional crime and a cyber-crime is that the
cyber-crime involves in a crime related to computers. Let us see the following example to
understand it better −
Traditional Theft − A thief breaks into Ram’s house and steals an object kept in the
house.
Hacking − A Cyber Criminal/Hacker sitting in his own house, through his computer, hacks
the computer of Ram and steals the data saved in Ram’s computer without physically
touching the computer or entering in Ram’s house.
The I.T. Act, 2000 defines the terms −
 access in computer network in section 2(a)
 computer in section 2(i)
 computer network in section (2j)
 data in section 2(0)
 Information in section 2(v).
To understand the concept of Cyber Crime, you should know these laws. The object of
offence or target in a cyber-crime are either the computer or the data stored in the
computer.
Nature of Threat
Among the most serious challenges of the 21st century are the prevailing and possible
threats in the sphere of cybersecurity. Threats originate from all kinds of sources, and mark
themselves in disruptive activities that target individuals, businesses, national
infrastructures, and governments alike. The effects of these threats transmit significant risk
for the following −
 public safety
 security of nations
 stability of the globally linked international community
Malicious use of information technology can easily be concealed. It is difficult to
determine the origin or the identity of the criminal. Even the motivation for the disruption
is not an easy task to find out. Criminals of these activities can only be worked out from the
target, the effect, or other circumstantial evidence. Threat actors can operate with
considerable freedom from virtually anywhere. The motives for disruption can be anything
such as −
 simply demonstrating technical prowess
 theft of money or information
 Extension of state conflict, etc.

SHRIKANT TELANG SVVV,INDORE 38

 BTCS-102 ICSE

Shri Vaishnav Vidhyapeeth

Vishwavidyalaya, Indore
Department of Computer Science and Engineering

Subject Notes
Subject: Introduction to
Computer Science and
Engineering
Semester: I
Subject Code: BTCS102

SHRIKANT TELANG SVVV,INDORE 1

 BTCS-102 ICSE

UNIT II
The Operating System: The Graphical User Interface (GUI), Definition of Operating
System, Objective, Types and functions of Operating Systems, Windows Operating System,
Installing MS- Windows, Working with Windows Operating System, System Tools and
Applications in windows, MS-DOS (Disk Operating System), Basic DOS commands,
Switching Between DOS and Windows, Comparison of DOS and Windows, System Tools
and Applications in MS-DOS, Other Operating Systems Unix, Linux etc.

Short for Graphical User Interface, a GUI (pronounced as either G-U-I or gooey) allows
the use of icons or other visual indicators to interact with electronic devices, rather than
using only text via the command line. For example, all versions of Microsoft
Windows utilize a GUI, whereas MS-DOS does not. The GUI was first developed at Xerox
PARC by Alan Kay, Douglas Engelbart, and a group of other researchers in 1981.
Later, Apple introduced the Lisa computer, the first commercially available computer, on
January 19, 1983.

GUI overview
Below is a picture of the Windows 7 Desktop and an example of a GUI.

SHRIKANT TELANG SVVV,INDORE 2

 BTCS-102 ICSE

A GUI uses windows, icons, and menus to carry out commands, such as opening, deleting,
and moving files. Although many GUI operating systems are navigated through the use of
a mouse, the keyboard can also be utilized by using keyboard shortcuts or arrow keys.
Unlike a command line operating system or CUI, like UNIX or MS-DOS, GUI operating
systems are much easier to learn and use because commands do not need to be memorized.
Additionally, users do not need to know any programming languages. Because of their ease
of use, GUI operating systems have become the dominant operating system used by today's
end-users.
Examples of a GUI operating system
1. Microsoft Windows
2. Apple System 7 and macOS
3. Chrome OS
4. Linux variants like Ubuntu using a GUI interface.

Early command line operating systems like MS-DOS and even some versions of Linux
today have no GUI interface.

Examples of a GUI interface

1. GNOME
2. KDE
3. Any Microsoft program (e.g., Word, Excel, Outlook)
4. Internet browser (e.g., Internet Explorer, Chrome, Firefox)

Typically the user uses a pointing device such as the mouse to interact and use most aspects
of the GUI. However, it is also possible to interact with a GUI using a keyboard or
other input device.

Operating system
Operating system is a platform between hardware and user which is responsible for the
management and coordination of activities and the sharing of the resources of a computer.
It hosts the several applications that run on a computer and handles the operations of
computer hardware.

It is a program with following features:

 An operating system is a program that acts as an interface between the software and
the computer hardware.
 It is an integrated set of specialized programs that are used to manage overall
resources and operations of the computer.

SHRIKANT TELANG SVVV,INDORE 3

 BTCS-102 ICSE

 It is specialized software that controls and monitors the execution of all other
programs that reside in the computer, including application programs and other system
software.

Objectives of Operating System

 To make a computer system convenient to use in an efficient manner

 To hide the details of the hardware resources from the users
 To provide users a convenient interface to use the computer system
 To act as an intermediary between the hardware and its users and making it easier for
the users to access and use other resources
 To manage the resources of a computer system
 To keep track of who is using which resource, granting resource requests, according
for resource using and mediating conflicting requests from different programs and
users
To provide efficient and fair sharing of resources among users and programs

Functions of operating System:

 Memory Management -- keeps tracks of primary memory i.e. what part of it is in use
by whom, what part is not in use etc. and allocates the memory when a process or
program requests it.
 Processor Management -- allocates the processor (CPU) to a process and de-allocates
processor when it is no longer required.
 Device Management -- keeps track of all devices. This is also called I/O controller
that decides which process gets the device, when, and for how much time.
 File Management -- allocates and de-allocates the resources and decides who gets the
resources.
 Security -- prevents unauthorized access to programs and data by means of passwords
and similar other techniques.
SHRIKANT TELANG SVVV,INDORE 4
 BTCS-102 ICSE

 Job accounting -- keeps track of time and resources used by various jobs and/or users.
 Control over system performance -- records delays between request for a service and
from the system.
 Interaction with the operators -- The interaction may take place via the console of
the computer in the form of instructions. Operating System acknowledges the same,
does the corresponding action and informs the operation by a display screen.
 Error-detecting aids -- Production of dumps, traces, error messages and other
debugging and error-detecting methods.
Coordination between other software and users -- Coordination and assignment of
compilers, interpreters, assemblers and other software to the various users of the computer
systems.

Types of Operating System:

 Real-time Operating System: It is a multitasking operating system that aims at
executing real-time applications. Example of Use: e.g. control of nuclear power
plants, oil refining, chemical processing and traffic control systems, air
 Single User Systems: Provides a platform for only one user at a time. They are
popularly associated with Desk Top operating system which run on standalone
systems where no user accounts are required. Example: DOS.
 Multi User Systems: Provides regulated access for a number of users by
maintaining a database of known users. Refers to computer systems that support two
or more simultaneous users. Another term for multi-user is time sharing. Ex: All
mainframes are multi-user systems. Example: Unix
 Multi-tasking and Single-tasking Operating Systems: When a single program is
allowed to run at a time, the system is grouped under the single-tasking system
category, while in case the operating system allows for execution of multiple tasks at
a time, it is classified as a multi-tasking operating system.
 Distributed Operating System: An operating system that manages a group of
independent computers and makes them appear to be a single computer is known as
a distributed operating system. Distributed computations are carried out on more
than one machine. When computers in a group work in cooperation, they make a
distributed system.

Commonly used operating system

UNIX: Pronounced yoo-niks, a popular multi-user, multitasking operating system

developed at Bell Labs in the early 1970s. UNIX was one of the first operating systems to
be written in a high-level programming language, namely C. This meant that it could be
installed on virtually any computer for which a C compiler existed.

LINUX: Pronounced lee-nucks or lih-nucks. A freely-distributable open source operating

SHRIKANT TELANG SVVV,INDORE 5

 BTCS-102 ICSE

system that runs on a number of hardware platforms. The Linux kernel was developed
mainly by Linus Torvalds and it is based on UNIX. Because it's free, and because it runs on
many platforms, including PCs and Macintoshes, Linux has become an extremely popular
alternative to proprietary operating systems.
Windows: Microsoft Windows is a series of graphical interface operating systems
developed, marketed, and sold by Microsoft. Microsoft introduced an operating
environment named Windows on November 20, 1985 as an add-on to MS-DOS in response
to the growing interest in graphical user interfaces (GUIs).[2] Microsoft Windows came to
dominate the world's personal computer market with over 90% market share, overtaking
Mac OS, which had been introduced in 1984.The most recent client version of Windows is
Windows 7; the most recent server version is Windows Server 2008 R2; the most recent
mobile version is Windows Phone 7.5.
SOLARIS: Solaris is a UNIX operating system originally developed by Sun
Microsystems. It superseded their earlier SunOS in 1993. Oracle Solaris, as it is now
known, has been owned by Oracle Corporation since Oracle's acquisition of Sun in January
2010.
BOSS: BOSS (Bharat Operating System Solutions) GNU/Linux distribution developed by
C-DAC (Centre for Development of Advanced Computing) derived from Debian for
enhancing the use of Free/ Open Source Software throughout India. This release aims more
at the security part and comes with an easy to use application to harden your Desktop.
Mobile OS: A mobile operating system, also called a mobile OS, is an operating system
that is specifically designed to run on mobile devices such as mobile phones, smartphones,
PDAs, tablet computers and other handheld devices. The mobile operating system is the
software platform on top of which other programs, called application programs, can run on
mobile devices.
 Android: Android is a Linux-based mobile phone operating system developed by
Google. Android is unique because Google is actively developing the platform but
giving it away for free to hardware manufacturers and phone carriers who want to
use Android on their devices.

 Symbian: Symbian is a mobile operating system (OS) targeted at mobile phones that
offers a high-level of integration with communication and personal information
management (PIM) functionality. Symbian OS combines middleware with wireless
communications through an integrated mailbox and the integration of Java and PIM
functionality (agenda and contacts). The Symbian OS is open for third-party
development by independent software vendors, enterprise IT departments, network
operators and Symbian OS licensees.

System Tools and Applications in Windows

Windows Memory Diagnostic

SHRIKANT TELANG SVVV,INDORE 6

 BTCS-102 ICSE

RELATED: How to Test Your Computer’s RAM for Problems

Windows includes a Memory Diagnostic tool that restarts your computer (so nothing is
loaded into memory) and tests your memory for defects—much like the
popular MemTest86 application. If you want to check your computer’s memory for errors,
you don’t need a third-party tool—just run the Windows Memory Diagnostic tool by
searching for it on your Start menu.

Resource Monitor

RELATED: Monitoring Your PC with Resource Monitor and Task Manager

SHRIKANT TELANG SVVV,INDORE 7
 BTCS-102 ICSE

The Resource Monitor app offers a detailed look at your computer’s resource usage. You
can view computer-wide CPU, disk, network, and memory graphics, or drill down and
view per-process statistics for each type of resource.

You can see which processes are using your disk or network heavily, which are
communicating with Internet addresses, and more. The Resource Monitor provides much
more detailed resource statistics than the Task Manager does.

You can launch the Resource Monitor by opening the Task Manager, clicking the
“Performance” tab, and selecting “Resource Monitor” or by just searching for “resource
monitor” on your Start menu.

Performance Monitor

RELATED: Geek School: Learning Windows 7 – Monitoring, Performance and Keeping Windows Up
To Date

SHRIKANT TELANG SVVV,INDORE 8

 BTCS-102 ICSE

The Performance Monitor app can collect performance data from hundreds of different
sources. You can use it to log performance data over time—letting you determine how
system changes affect performance—or to monitor the performance of a remote computer
in real-time.

Computer Management and Administrative Tools

The Performance Monitor is actually one of many Microsoft Management Console (MMC)
tools. Many of these can be found in the “Administrative Tools” folder in the Control
Panel, but you can also access them through a single window by opening the Computer
Management application. Just hit Start and type “computer management” in the search box.

Among other things, this window contains the following tools:

RELATED: What Is the Windows Event Viewer, and How Can I Use It?

 Task Scheduler: A tool that allows you to view and customize the scheduled tasks on
your computer, in addition to creating your own custom scheduled tasks.
 Event Viewer: A log viewer that allows you to view and filter system events—
everything from software installation to application crashes and blue screens of death.
 Shared Folders: An interface that displays the folders shared over the network on your
computer, useful for viewing what folders are being shared at a glance.

SHRIKANT TELANG SVVV,INDORE 9

 BTCS-102 ICSE

 Device Manager: The classic Windows Device Manager that allows you to view the
devices connected to your computer, disable them, and configure their drivers.
 Disk Management: A built-in partition manager you can use without downloading any
third-party tools.
 Services: An interface that allows you to view and control the background
services running in Windows.
Advanced User Accounts Tool

Windows contains a hidden User Accounts utility that provides some options not present in
the standard interface. To open it, hit Start (or press Windows+R to open the Run dialog),
type either “netplwiz” or “control user passwords2,” and then press Enter.

RELATED: Using Local Users and Groups to Manage User Passwords in Windows 7

The “User Accounts” window also contains a shortcut to launch the “Local Users and
Groups“ tool, which offers more user management tasks, but isn’t available on the Home
editions of Windows.

SHRIKANT TELANG SVVV,INDORE 10

 BTCS-102 ICSE

Disk Cleanup

RELATED: 7 Ways To Free Up Hard Disk Space On Windows

Windows’ Disk Cleanup utility isn’t quite as hidden as some of the other utilities here, but
not enough people know about it—or how to use it to its fullest potential. It scans your
computer for files that can be safely deleted—temporary files, memory dumps, old system
restore points, leftover files from Windows upgrades, and so on.

Disk Cleanup does the same job a PC cleaning utility does, but it’s free and doesn’t try to
extract any money from you. Advanced users may prefer CCleaner, but Disk Cleanup does
a decent job.

Access it by searching for “Disk Cleanup” on your Start menu.

SHRIKANT TELANG SVVV,INDORE 11

 BTCS-102 ICSE

Local Group Policy Editor

The Local Group Policy Editor is only available on Professional or Ultimate editions of
Windows—not the standard or Home editions. It provides a wide variety of settings that
are designed for use by system administrators to customize and lock down PCs on their
networks, but the Local Group Policy Editor also contains settings that average users might
be interested in. For example, in Windows 10, you can use it to hide personal information
on the sign in screen.

To open the Local Group Policy Editor, type “gpedit.msc” at the Start menu or Run dialog
box, and then press Enter.

SHRIKANT TELANG SVVV,INDORE 12

 BTCS-102 ICSE

Registry Editor

Sure, everyone knows about Registry Editor—but it’s still hidden, with Microsoft not even
providing a Start menu shortcut to it. To launch it, you must type “regedit” into the Start
menu search or Run dialog box.

Many tweaks that you can make using the Local Group Policy Editor have equivalent
tweaks that can be made in Registry Editor if you don’t have a Professional or Enterprise
edition of Windows. For example, users with the Home edition of Windows can’t prevent
specific users from shutting down Windows using group policy—but they can with a few
Registry tweaks. In addition, there are all kinds of Registry tweaks that have no equivalent
in group policy at all—like customizing the manufacturer support information on your PC.

RELATED: Learning to Use the Registry Editor Like a Pro

Fair warning, though: Registry Editor is a complex and powerful tool. It’s easy to damage
your installation of Windows, or even render Windows inoperable if you’re not careful. If
you’ve never worked with the Registry before, consider reading about how to use the
Registry Editor before you get started. And definitely back up the Registry (and your
computer!) before making changes. And stick to well-documented Registry tweaks from a
source you trust.

System Configuration

SHRIKANT TELANG SVVV,INDORE 13

 BTCS-102 ICSE

System Configuration is another classic tool that many people don’t know about. Prior to
Windows 8 and 10, which feature a startup-program manager built into Task
Manager, System Configuration was the only included way of controlling startup programs
on Windows. It also allows you to customize your boot loader, which is particularly useful
if you have multiple versions of Windows installed.

Launch it by typing “msconfig” into the Start menu search box or Run dialog.

SHRIKANT TELANG SVVV,INDORE 14

 BTCS-102 ICSE

System Information

The System Information utility displays all kinds of information about your PC. You can
find out things like the exact version of Windows you’re running, what kind of
motherboard your system contains, how much RAM (and what kind) you have, what
graphics adapter you’re sporting, and a whole lot more.

RELATED: Find Detailed Hardware Information with Speccy

System Information doesn’t provide the slickest interface, nor does it provide all the
information a third-party system information tool like Speccy does, but it will display a lot
of system information without forcing you to install another program.

Open it by searching for “System Information” at your Start menu.

SHRIKANT TELANG SVVV,INDORE 15

 BTCS-102 ICSE

DOS
Stands for "Disk Operating System." DOS was the first operating system used by IBM-
compatible computers. It was originally available in two versions that were essentially the
same, but marketed under two different names. "PC-DOS" was the version developed by
IBM and sold to the first IBM-compatible manufacturers. "MS-DOS" was the version that
Microsoft bought the rights to, and was bundled with the first versions of Windows.
DOS uses a command line, or text-based interface, that allows the user to type commands.
By typing simple instructions such as pwd (print working directory) and cd (change
directory), the user can browse the files on the hard drive, open files, and run programs.
While the commands are simple to type, the user must know the basic commands in order
to use DOS effectively (similar to UNIX). This made the operating system difficult for
novices to use, which is why Microsoft later bundled the graphic-based Windows operating
system with DOS.
The first versions of Windows (through Windows 95) actually ran on top of the DOS
operating system. This is why so many DOS-related files (such as .INI, .DLL, and .COM
files) are still used by Windows. However, the Windows operating system was rewritten
for Windows NT (New Technology), which enabled Windows to run on its own, without
using DOS. Later versions of Windows, such as Windows 2000, XP, and Vista, also do not
require DOS.
DOS is still included with Windows, but is run from the Windows operating system instead
of the other way around. The DOS command prompt can be opened in Windows by
selecting "Run..." from the Start Menu and typing cmd.

DOS commands

Command and Usage Examples

ATTRIB ATTRIB -R -A -S -H <VIRUS.EXE>

Change file attributes. + adds an attribute, - removes All these attributes will be removed from
it. Attributes are: A=archive; R=read only; S=system; virus.exe.
H=hidden.

C: C:
Go to the C: drive. Similarly A: and D: etc.

CD CD\ takes you to the top of the directory tree

Change directory. When you change directory, the (typically to C:) .
prompt changes, showing the path of the directory you
are currently in. CD.. moves you one level up the directory tree
(i.e. up towards the root directory).
Note, directory is the term used by DOS for what
Windows calls a folder. CD <DIRECTORYNAME> takes you to that
directory. You can use one or more subdirectory

SHRIKANT TELANG SVVV,INDORE 16

 BTCS-102 ICSE

names, separated by \ e.g.

CD WINNT\Media takes you to the directory
C:\WINNT\Media

To change to another path, type the full path with

slashes. e.g.
CD \WINDOWS\SYSTEM

CLS CLS
Clear the screen.

DEL DEL <VIRUS.EXE> deletes virus.exe

Delete one or more files in the current directory. Can
be used with the * and the ? wildcards. DEL *.JPG will delete all files with the extension
JPG.
DEL *.* will delete ALL files in the current directory,
USE WITH CAUTION. DEL MY*.* will delete all files beginning with
MY and with any extension.
(Note: DEL cannot be used to delete directories. Use
RD to remove a directory.) DEL MY??.* will delete files that are 4
characters long and begin with MY and with any
extension.

DIR DIR displays all files and folders in the current

Displays the contents of a directory (folder). directory. Folders are indicated in the list by
<DIR>.
Note, directory is the term used by DOS for what Files are usually listed by name.
Windows calls a folder.
DIR /P displays the contents a page at a time, i.e.
These switches can be combined, so DIR /W /P will as many as will fit in your command line window.
return multiple rows listing a page at a time. Press any key to display the next page.

You can use the * and the ? wildcards to search for a DIR /W displays the files/folders in multiple
particular file. The ? character represents ONE rows. This view gives less information per file.
character, and the * character represents multiple
characters. DIR *.JPG displays all files with the extension
JPG in the current directory and all
DIR *.* lists all the files in a directory. subdirectories.

DIR MY??.* displays all files beginning with

MY, exactly 4 characters long, and with any
extension.

DIR /S lists the contents of all subdirectories.

SHRIKANT TELANG SVVV,INDORE 17

 BTCS-102 ICSE

DIR /AH displays all hidden files.

EDIT EDIT <VIRUSLOG.TXT> opens the file

Runs DOS EDIT (a simple text editor). Useful for viruslog.txt and allows you to edit it.
editing batch files and viewing logs. This command
requires QBASIC.EXE to be present. EDIT <NEWFILE.TXT> creates a new file called
newfile.txt and opens it up for you to edit.

HELP HELP DIR displays information on the DIR

Displays DOS Help. For help on an individual command.
command, type HELP then the command for which
you want more information.

MD MD <NEWDIR> creates a new directory called

Make Directory creates a new directory below the Newdir.
current one. (The command can also be written
as MKDIR.)

PRINT PRINT <LOGFILE.TXT>

Prints the specified file (if the printer is supported in
DOS - many are not). Prints LOGFILE.TXT

RD RD <DIRECTORYNAME>
Remove directory. Removes a sub-directory of the
current directory. The directory you want to remove
must be empty of all files. (The command can also be
written as RMDIR)

RENAME RENAME <OLDNAME.EXE>

Rename a file. You must use the full file name <NEWNAME.EXE>
including the suffix.

TYPE TYPE C:\README.TXT|MORE

Displays the contents of a file on the screen. If you
use this command on a file which is not a text file, the
display will be unintelligible. Use with |MORE to
display the text on a page by page basis, and prevent it
scrolling off the screen. | is a pipe character.

> COMMAND > FILENAME.TXT

When you run a DOS command, output is usually sent
to the screen. Use > to redirect output from the screen e.g. SWEEP > REPORT.TXT The details of any
to a file. It runs the command preceding the >, creates infected files reported by SWEEP are sent to a
a file in the current directory with the name you file called REPORT.TXT.
specify, and sends the information/output returned by
the command, to that file.

SHRIKANT TELANG SVVV,INDORE 18

 BTCS-102 ICSE

Disk Operating System abbreviated as DOS is a product of Microsoft Corporation released

in 1981 and it comes as part-and-parcel with Microsoft Windows operating system.

To get to DOS prompt and give commands for performing tasks on files and directories,
Click Start > Run… and type command or cmd and press ENTER.
Windows is a series of most popular operating systems developed by Microsoft for use on
personal computers. First edition of Windows that runs on MS-DOS 5.0 was released in
1985, as a 16-bit OS. Of all the editions of Windows OS released by Microsoft Corporation
from 1985 till date, the popular ones include Windows 98, Windows 2000 Professional,
Windows XP, Windows Vista and Windows 7.

 5 basic ones that differentiate DOS and Windows:

DOS Windows

Single user Multi User

Single tasking Multi-tasking

Not time Sharing Time sharing

Input device keyboard Standard Input devices are keyboard and mouse

Character User Interface (CUI) Graphical User Interface (GUI)

 Dos is only single tasking while Windows is multitasking.

 Dos is based on plain interface while Windows is based on Graphical user interface
(GUI).
 Dos is difficult to learn and understand while Windows is easy to learn and
understand.
 Dos is less preferable by users while Windows is more preferable operating system.
 Limited users can work on dos while in Windows there are many users.
 We cannot see mouse in Dos while in Windows we can see and use mouse to click
on icons or links.
 Simple text commands are written in Dos while in Windows we operate computer
with the help of mouse.
 In Dos we cannot Play games, watch movies and listen songs while in Windows we
can enjoy playing games, watching movies and listening songs.
 In Dos new hardware cannot work properly while in Windows it can detect and
installs software automatically.
 Application and system software¡¦s did not work properly in Dos while in Windows
it runs at a great speed.
 Dos is not user friendly while Windows operating system is user friendly.
 Dos performs operations speedily as compared with Windows operating system.
SHRIKANT TELANG SVVV,INDORE 19
 BTCS-102 ICSE

 LINUX-
 Open-source OS enhanced and backed by thousands of programmers world-wide

 Multi-tasking, multiprocessing OS, originally designed to be used in PCs

 Name “Linux” is derived from its inventor Linus Torvalds.

 Several Linux distributions available (Red Hat, SuSE). Difference in distribution is

mostly set of tools, number and quality of applications, documentation, support, and
service

 UNIX-
The Unix-like family is a diverse group of operating systems, with several major
subcategories including System V, BSD, and Linux. The name "Unix" is a trademark of
The Open Group which licenses it for use to any operating system that has been shown to
conform to the definitions that they have cooperatively developed. The name is commonly
used to refer to the large set of operating systems which resemble the original Unix.
Unix systems run on a wide variety of machine architectures. They are used heavily as
server systems in business, as well as workstations in academic and engineering
environments. Free software Unix variants, such as Linux and BSD, are increasingly
popular. They are used in the desktop market as well, for example Ubuntu, but mostly by
hobbyists.
Some Unix variants like HP's HP-UX and IBM's AIX are designed to run only on that
vendor's proprietary hardware. Others, such as Solaris, can run on both proprietary
hardware and on commodity x86 PCs. Apple's Mac OS X, a microkernel BSD variant
derived from NeXTSTEP,
Mach, and FreeBSD, has replaced Apple's earlier (non-Unix) Mac OS. Over the past
several years, free Unix systems have supplanted proprietary ones in most instances. For
instance, scientific modeling and computer animation were once the province of SGI's
IRIX. Today, they are dominated by Linux-based or Plan 9 clusters.
The team at Bell Labs who designed and developed Unix went on to develop Plan 9 and
Inferno, which were designed for modern distributed environments. They had graphics
built-in, unlike Unix counterparts that added it to the design later. Plan 9 did not become
popular because, unlike many Unix distributions, it was not originally free. It has since
been released under Free Software and Open Source Lucent Public License, and has an
expanding community of developers. Inferno was sold to Vita Nuova and has been released
under a GPL/MIT license.

Unix (officially trademarked as UNIX®) is a computer operating system originally

developed in 1969 by a group of AT&T employees at Bell Labs including Ken Thompson,
Dennis Ritchie and Douglas McIlroy. Today's Unix systems are split into various branches,

SHRIKANT TELANG SVVV,INDORE 20

 BTCS-102 ICSE

developed over time by AT&T as well as various commercial vendors and non-profit
organizations.
As of 2007, the owner of the trademark UNIX® is The Open Group, an industry standards
Consortium. Only systems fully compliant with and certified to the Single UNIX
Specification qualify as "UNIXR" (others are called "Unix system-like" or "Unix-like").
During the late 1970s and early 1980s, Unix's influence in academic circles led to large
scale adoption of Unix (particularly of the BSD variant, originating from the University of
California, Berkeley) by commercial startups, the most notable of which is Sun
Microsystems. Today, in addition to certified Unix systems, Unix-like operating systems
such as Linux and BSD derivatives are commonly encountered.
Sometimes, "traditional Unix" may be used to describe a Unix or an operating system that
has the characteristics of either Version 7 Unix or UNIX System V.

SHRIKANT TELANG SVVV,INDORE 21

BTCS-102 ICSE

Shri Vaishnav Vidhyapeeth

Vishwavidyalaya, INDORE
Department of Computer Science and Engineering

Subject Notes
Subject: Introduction to
Computer Science and
Engineering
Semester: I
Subject Code: BTCS-102

SHRIKANT TELANG SVVV,INDORE 1

 BTCS-102 ICSE

UNIT-III
Office Automation Tools-I: Word Processing Basics, Elements of word Processing and Working, MS-Office
(Word, Access, Outlook, Front page etc), Objectives, Starting MS-Word, MS-Word Screen and its
Components, Working with MS-Word, Menu Bar, Creating Documents, Using Templates, Saving a
documents, Working with documents, Setting up pages of a document, Printing Documents with different
options, Using Tables and Columns, Object Linking and Embedding, Hyperlink, Envelopes & Label
Creation, Grammar & Spell Check, Mail Merge, Macro Creation, Previewing and Printing Documents.

Elements of Word Processing

Introduction: MS Word is a software package offering features for sharing data and
documents, communication tools, Internet access and publishing capabilities. You can
create letters, memos, reports, term papers with the help of MS Word.

Objective: After going through this chapter you should be able to:

 Understand Different bars and icons in MS Word.

 Open, print and close documents
 Scroll the documents
 Change font size, alignment
 Format the document.
 Create and manage Tables.

Word Processing basics: MS Word is a software tool used for creating and editing text
and objects of documents. It offers a number of features that are related to text
processing. It has several toolbars that can be viewed based on the requirements of the
user. It also offers formatting of text, creating personal and business letters, resumes,
flyers, invoices, invitation etc.

Elements of MS-Word
Opening word processing package
 Click on start button at the bottom left corner of the taskbar on desktop
 Select on All Programs option of the Start menu
 Select the Microsoft Office and click on Microsoft Word option from the Microsoft Office
 A new document window is displayed each time you start word.

The document window contains a number of parts that are described below:

SHRIKANT TELANG SVVV,INDORE 2

 BTCS-102 ICSE

Title Bar: Displays the name of the program, the name of currently active Word document,
the Control menu icon, Maximize button, Minimize button a Restore and Close buttons.

Ruler Bar: It enables to format the vertical alignment of text in a document and is also used
to set tab stops on a line of text. You can select the Ruler option from the View menu to
display or hide the ruler bar

Status Bar: It displays the information about the active document on which you are currently
working. This includes the page number, the column and line number on which you have
positioned you cursor.

Workspace: It is a working space of MS-word. We can create the document, create table
and include images etc. Depending our interest we can the document data with different types
of menu available in the word package

Task Bar: It consists of Start button that is used to start and switch between applications
that have been launched.

View Buttons: The Word document window consists of five View buttons-Normal view,
Web Layout View, Print Layout View, Outline view and Reading Layout view at the bottom
left of the horizontal scroll bar.

Insertion Point: It is a tall blinking vertical cursor that indicates the place where the text or
graphics will be placed when you insert them.

Scroll Bars: The Word document window consists of two scroll bars-vertical scroll bar and
horizontal scroll bar. The vertical scroll bar is used to move a document vertically while the
horizontal scroll bar is used to move the document horizontally.

Office Button: Clicking ‘Office’ button reveals a drop-down menu showing commands
for file operations. These commands are described below in brief.
New: When you click on office button, we can use the New option to create a new document.
Open: Starts the Open dialog where you can navigate to your documents folder, select an
existing (i.e. previously saved) document and open it in Word window.
Save: Clicking on save button saves the current document.
Save As: Opens the Save As dialog. Here you can assign a name to a new document and
save it. You may also rename a document saved earlier and save it with the new name.
Print: This command is used for printing the current document.
Send: You may use this command to email a document or to fax it via internet.
Publish: This command allows you to create a blog post and publish it.

SHRIKANT TELANG SVVV,INDORE 3

 BTCS-102 ICSE

Close: You can close the current document using this button. However, the Word 2007
program keeps running.
Word Options: Opens the Word Options Dialog where you can chose your preferred settings
for display, proofing, saving, language, etc. It also provides facility for customizing the
Ribbon and the Quick access Toolbar.
Exit Word: Clicking this option closes the Word 2007 program together with all open
documents.

Word 2007 Window Elements: When you launch MS Word 2007, its program window
appears on screen.

Title Bar: The title bar shows the name of the document on screen. When a new document
is started, Word 2007 gives it a generic name like ‘Document 1’ and this is displayed on the
title bar. When you save the document with a name, the generic name on the title bar is
replaced by the given name.
Quick Access Toolbar: Located in the top left corner of the Word 2007 window, the Quick
Access Toolbar contains some of the most frequently used commands like Save, Undo, Redo.
You can add more commands to the Quick Access Toolbar as per your need. This toolbar
helps you to perform Word tasks speedily by providing one-click access to oft used
commands.
These are a set of three buttons in the top right corner of the program window.

 The right button, displaying an x, is the Close button.

 The left button is the Minimize button which minimizes the program window to the
taskbar.
 The middle button, sporting a rectangle, is the Maximize button, which, on clicking,
maximizes the Word 2007 window and the button image changes to a pair of rectangles.
Another click restores the program window to its previous size and the button image to a
single rectangle.

Ribbon: You can think of the Ribbon as a collection of seven horizontal tabbed toolbar
arranged on top of each other.
Help Button: Located below the Window Controls in the top right corner of Word window,
this button brings up the Word Help window.
Rulers: The horizontal ruler is used to set tabs and indent text. You may use the vertical ruler
to set vertical location of text in the document. If the rulers are not visible, click the View
Ruler button immediately below the Ribbon on the extreme right.
Status Bar: On the left hand side, the status bar displays document information such as the
current page number and total number of pages, word count, language, proofing error
notification, etc.
SHRIKANT TELANG SVVV,INDORE 4
 BTCS-102 ICSE

View Buttons: These buttons allow you to use five different document views:
 Print Layout View: This view shows the document as it will look when it is printed.
 Full Screen Reading View: This view shows the document on full screen to make
reading your document more comfortable.
 Web Layout View: Web Layout view enables you to see your document as it would
appear in a browser such as Firefox or Internet Explorer.
 Outline View: Outline view displays the document in outline form in which headings
could be displayed without the text. When you move a heading, the accompanying text
will move with it.
 Draft View: This is the most frequently used view for editing your document.

Zoom Tools: The Zoom slider lets you zoom out or zoom in the current document. The zoom
range is from 10% to 500%. The current zoom level is displayed on the task bar immediately
left of the slider. Clicking the zoom level opens the Zoom dialog where you can specify the
desired zoom level.
Vertical & Horizontal Scroll Bars: The vertical scroll bar is located at right of the Word
2007 window while the horizontal scroll bar is at the bottom of the window just above the
status bar. Vertical scroll bar is always visible while the horizontal scroll bar appears only
when the document width exceeds the screen width. The scroll bars let you scroll the
document up-down vertically or left-right horizontally.
Text Area: Framed between the rulers and the scroll bars is a large area looking like a blank
sheet of paper. This is the text area where you type the text of the document. You will see a
blinking vertical line in the top left corner. This is the Cursor.
Mouse Pointer: In Word, you use the mouse to choose commands, move around in the
document, select and move text, etc. As you move the mouse pointer across the screen, it
takes different shapes.

Opening Documents: To open an existing document, follow these steps:

 Select the Open option from the office button.
 Select the appropriate drive and folder.
 Double-click on the desired file name to load the document. Alternatively, click on the
Open button on the standard toolbar or press Ctr+O.

To load non-word documents, follow these steps:

 Select the Open option from the File menu. The open dialog box gets invoked.
 Select the appropriate dive and folder in which the document is located.
 From the Files of Type option select All Files option.
 Select the type of the file you want to view from the Files of type list box.
 Double-click on the desired File name to Load the document.

SHRIKANT TELANG SVVV,INDORE 5

 BTCS-102 ICSE

To open a document as read-only, the steps are:

 Select the Open option from the File menu. The open dialog box gets invoked.
 Select the appropriate drive and folder in which the document is located.
 Select the type of file you want to view from the Files of type box.
 Click on the down arrow of open button and Select the Open Read-only option from this
drop-down menu.
Save and Save as: When your key in the document is stored in the internal memory of
the computer, in order to preserve the document for future use, you must save it on the disk,
to do so.
Select the save option from the File menu. The Save as dialog box gets invoked:
Enter a file name in the File name box and click on the Save button. By default the new
document is saved Word document with an extension.doc.
Alternatively, you can click on the Save button on the standard toolbar or press Ctr+S to
open the Save as dialog box.
Saving a File in a Specific Location: To save a file in directory other than the default
directory, which is the directory that is highlighted in the directory list of the Save as dialog
box, select the name of the directory in which you want the document saved and click on the
OK button.
To specify a different drive on which to save your file, follow these steps:
 Click on the Save in the text box in the Save as dialog box.
 A list of available drives will be displayed Selected the drive on which you want to save
your file by clicking on it.
 Click on the Save button to complete the process.

Auto save feature: Word has an Auto Save feature which saves your documents after every
10 minutes automatically. To utilize Auto Save for the document more often than every 10
minutes, the steps are:
 Click on the Word Options in the Office button and click on Save Options. Save dialog
box is displayed.
 Select the Save tab and select the Save Auto Recover information every 10 minutes or
you can give the time about your requirement.
 Click on OK.

SHRIKANT TELANG SVVV,INDORE 6

 BTCS-102 ICSE

Page Setup: Page setup can be used to change page orientation, set left, top, bottom margins,
pages sizes etc. To change page size and orientation.

Select the Page Setup Option by clicking on Office Button and click on Print Preview from
the Print Option.

 Select the Margins tab.

 In the orientation area, select Portrait of Landscape. After selecting, see the preview area
to get an idea of the appearance of page with the text. To close the Page Setup Box Click
on Close Print Preview.
Print Preview: Previewing a document means viewing a screen representation of one
or more pages before you print them. To print preview a document, the steps are:

SHRIKANT TELANG SVVV,INDORE 7

 BTCS-102 ICSE

Select the Print Preview Option by clicking on Office Button and click on Print Preview
from the Print Option. The Print Preview dialog box gets invoked as displayed.
 Use the Magnifier button or select the Zoom option from the view menu to enlarge the
document.
 Click on the Close button of the Print Preview toolbar to close the Print preview window.
Printing of Documents: To print a document, follow these steps:
 Select the Print Option by clicking on Office Button. The Print dialog box open
 In the Name box, selected the printer on which your document gets printed.
 Enter the Number of copies to be printed in the Copies area.
 To print a range of pages, specify the portion of the document you want to print in the
Page Range box.
 Click on the Pages radio button to include the page numbers or the page range, or the
page numbers or the page range, or both.
 Click on the OK button to send the copies to the printer.

Text Creation and Manipulation: There are several types of Word documents you can start
from like blank document, web page and template. Blank document should be used when
you want to create a traditional printed document. Use a template when you want to reuse
text custom toolbars, macros, shortcut keys, styles and Auto Text entries. The text can be
copied, moved to a different location. Basic cut, copy and paste features of windows can be
used here. Text can be aligned in different ways.

Document Creation: To create a new document, do this:

1. Click office button, choose new…. The new document dialog box appears.
2. In the left pane, there are different types of templates. Select Installed templates. In the
center pane, scroll the installed Templates list, and click the Oriel Letter template. In the
right side, you can see the preview of the selected template.
3. Word 2007 opens a new business letter document based on the selected template, with
placeholders for the text you need to type.

Editing Text: This section includes how to insert, delete, modify and copy text. You can
undo or redo the edits in a Word document by using the Undo or Redo options. Before you
can start editing, the cursor must be moved to the location where the changes have to be
made.

Undoing Edits: The undo command is used to reverse actions. Alternatively, press
Ctr+Z
Redoing Edits: The Redo option is used to reverse the last Undo. Alternatively, press Ctr+Y

SHRIKANT TELANG SVVV,INDORE 8

 BTCS-102 ICSE

Text Selection: Text can be selected by using the mouse, the keyboard, or both
To select one word: Place the insertion point on the word and double-click on it.
To select a sentence: Hold down the Ctrl key while clicking anywhere in the sentence.
To select a paragraph: Place the mouse pointer at the beginning of the paragraph and press
the Shift Key and click on last of the paragraph.
Cut, Copy and Paste: These tools of word are most popular, used to copy move text from
one place to other. To use them, text must first be selected then click one the Cut button of
the Clipboard Toolbar. Alternatively, select the text and press Ctr+X.
Moving Text: To move text from one point to another, the steps are:
 Select the text to be moved. Select the Cut option from the Clipboard Toolbar. Position
the insertion point where you want the text to appear. To paste the text to the required
position select the paste option from the Clipboard Toolbar. Alternatively, Press Ctrl+V.
Copying Text: It is possible to copy text to another part of the same document of in a
different document. Select the text to be copied.

 Right-click on the highlighted text. A shortcut menu appears near the highlighted text.
 Select the copy option from Clipboard Menu or Right click on the highlighted text.
Alternatively Press Ctrl+C.
 Move the insertion point to the location where you want to paste the next.
 Select the paste option from the Clipboard Menu to paste the selected text in the desired
location.
Font & Size selection
Font selection: Font refers to the manner or style in which text is displayed in the document.
Different fonts contain different collection of characters and symbols. Word offers many
ways to change fonts and font styles. The text to be formatted needs to be selected first.
Follow these steps to change fonts and font styles.
 Use the drop-down font list on the format toolbar or type the name of the desired font
name box on the toolbar and press the Enter key.
 Use Bold(B), italics(I), Underline(U) buttons on the format toolbar.
 To add bold formatting to the text, follow these steps:
 Select the text and click on the Bold button.
 Alternatively, click on the bold button and type the text. Similarly, the characters can
be underlined and italicized.

Changing Font Size:

Font size is measured in points and picas are used for measuring spacing, line thickness, and
so on.
Use the drop-down font size on the Font toolbar, type the font size, in the font size box on
the format toolbar and press the Enter key or select size from the font size toolbar.

SHRIKANT TELANG SVVV,INDORE 9

 BTCS-102 ICSE

Use any of these keyboard shortcuts of decrease the font size:

Alternatively you can use Ctrl+] or Ctrl+[ to increase or decrease the font size.
Alignment of Text: Alignment is a way of organizing the text. It refers to the position of
the text relative to the margins. Word enables you to left-align, right-align, center-align and
justify.
1. Right-Aligned Text:
2. Left-aligned Text:
3. Centered Text:
4. Justified Text:
Formatting the Text: To create and design effective documents, you need to know how
to format text. In addition to making your document more appealing, formatted text can draw
the reader’s attention to specific parts of the document and help communicate your message.

Formatting paragraphs: Formatting paragraphs allows you to change the look of the
overall document. You can access many of the tools of paragraph formatting by clicking
the Page Layout Tab of the Ribbon or the Paragraph Group on the Home Tab of the Ribbon.

Change Paragraph Alignment: The paragraph alignment allows you to set how you want
text to appear. To change the alignment-
 Click the Home Tab
 Choose the appropriate button for alignment on the Paragraph Group.
o Align Left: the text is aligned with your left margin
o Center: The text is centered within your margins
o Align Right: Aligns text with the right margin
o Justify: Aligns text to both the left and right margins.

Indent Paragraphs: Indenting paragraphs allows you set text within a paragraph at different
margins. There are several options for indenting:
 First Line: Controls the left boundary for the first line of a paragraph
 Hanging: Controls the left boundary of every line in a paragraph except the first one
 Left: Controls the left boundary for every line in a paragraph
 Right: Controls the right boundary for every line in a paragraph

To indent paragraphs, you can do the following:

 Click the Indent buttons to control the indent.
 Click the Indent button repeated times to increase the size of the indent.
 Click the dialog box of the Paragraph Group
 Click the Indents and Spacing Tab
 Select your indents

SHRIKANT TELANG SVVV,INDORE 10

 BTCS-102 ICSE

Add Borders and Shading: You can add borders and shading to paragraphs and entire
pages. To create a border around a paragraph or paragraphs-
 Select the area of text where you want the border or shading.
 Click the Borders Button on the Paragraph Group on the Home Tab
 Choose the Border and Shading
 Choose the appropriate options

Apply Styles: Styles are a present collection of formatting that you can apply to text. To
utilize Quick Styles-
 Select the text you wish to format.
 Click the dialog box next to the Styles Group on the Home Tab.
 Click the style you wish to apply.

Change Spacing between Paragraphs and Lines: You can change the space between lines
and paragraphs by doing the following-
 Select the paragraph or paragraphs you wish to change.
 On the Home Tab, Click the Paragraph Dialog Box
 Click the Indents and Spacing Tab
 In the Spacing section, adjust your spacing accordingly

Formatting Text
Styles: A style is a format enhancing tool that includes font typefaces, font size, effects (bold,
italics, underline, etc.), colors and more. You will notice that on the Home Tab of the
Ribbon, that you have several areas that will control the style of your document: Font,
Paragraph, and Styles.

Change Font Type face and Size

To change the font typeface:
 Click the arrow next to the font name and choose a font.
 Remember that you can preview how the new font will look by highlighting the text,
and hovering over the new font typeface.

To change the font size:

 Click the arrow next to the font size and choose the appropriate size, or
 Click the increase or decrease font size buttons.

Font Styles and Effects: Font styles are predefined formatting options that are used to
emphasize text. They include: Bold, Italic, and Underline. To add these to text-
 Select the text and click the Font Styles included on the Font Group of the Ribbon, or
 Select the text and right click to display the font tools

SHRIKANT TELANG SVVV,INDORE 11

 BTCS-102 ICSE

Change Text Color: To change the text color-

 Select the text and click the Colors button included on the Font Group of the Ribbon,
or
 Highlight the text and right click and choose the colors tool.
 Select the color by clicking the down arrow next to the font color button.
Highlight Text: Highlighting text allows you to use emphasize text as you would if you had
a marker. To highlight text-
 Select the text
 Click the Highlight Button on the Font Group of the Ribbon, or
 Select the text and right click and select the highlight tool
 To change the color of the highlighter click on down arrow next to the highlight button.
Copy Formatting: If you have already formatted text the way you want it and would like
another portion of the document to have the same formatting, you can copy the
formatting. To copy the formatting, do the following-
 Select the text with the formatting you want to copy.
 Copy the format of the text selected by clicking the Format Painter button on the
Clipboard Group of the Home Tab
 Apply the copied format by selecting the text and clicking on it.
Clear Formatting: To clear text formatting-
 Select the text you wish to clear the formatting
 Click the Styles dialogue box on the Styles Group on the Home Tab
 Click Clear All
Bullets and Numbering: You can use bullets and numbers to make the lists in your
document attractive and easy to read. You can bullet or number your lists by using either the
Ribbon.
To get Bullets or numbers automatically as you type your list:
 Type an asterisk (*) and a space or a tab.
 Enter Text and press the Enter key.
In the same way you can do for numbered lists. You can also bullet a paragraph by clicking
on the bullet list button.

To Change the bullet style, follow these steps

 Type a list of your favorite authors.
 Select the Bullets and Numbering option of the format menu. The bullets and
numbering dialog box gets invoked.
 Click on the Bullets tab in the Bullets and Numbering dialog box.
 Click to select a style of your choice.
Styles: The use of Styles in Word will allow you to quickly format a document with a
consistent and professional look. Styles can be saved for use in many documents.

SHRIKANT TELANG SVVV,INDORE 12

 BTCS-102 ICSE

Apply Styles: There are many styles that are already in Word ready for you to use. To view
the available styles click the Styles dialog box on the Styles Group in the Home Tab. To
apply a style:
 Select the text
 Click the Styles Dialog Box
 Click the Style you choose

Creating New Styles: You can create styles for formatting that you use regularly. There are
two ways to do this: New Styles or New Quick Styles.
New Styles: To create a new style:
 Click the Styles Dialog Box
 Click the New Style Button
 Complete the New Style dialog box.
 At the bottom of that dialog box, you can choose to add this to the Quick Style List or
to make it available only in this document.

Table Manipulation
Tables are used to display data in a table format.

Create a Table: To create a table:

 Place the cursor on the page where you want the new table
 Click the Insert Tab of the Ribbon
 Click the Tables Button on the Tables Group. You can create a table one of four ways:
o Highlight the number of row and columns
o Click Insert Table and enter the number of rows and columns
o Click the Draw Table, create your table by clicking and entering the rows and columns
o Click Quick Tables and choose a table

Enter Data in a Table: Place the cursor in the cell where you wish to enter the
information. Begin typing.

Modify the Table Structure and Format a Table: To modify the structure of a table-
 Click the table and notice that you have two new tabs on the Ribbon: Design and
Layout. These pertain to the table design and layout.

On the Design Tab, you can choose:

 Table Style Options
 Table Styles
 Draw Borders

SHRIKANT TELANG SVVV,INDORE 13

 BTCS-102 ICSE

Microsoft Word shortcut keys

SHORTCUT DESCRIPTION
Ctrl + 0 Toggles 6pts of spacing before a paragraph.

Ctrl + A Select all contents of the page.

Ctrl + B Bold highlighted selection.

Ctrl + C Copy selected text.

Ctrl + D Open the font preferences window.

Ctrl + E Aligns the line or selected text to the center of the screen.

Ctrl + F Open find box.

Ctrl + I Italic highlighted selection.

Ctrl + J Aligns the selected text or line to justify the screen.

Ctrl + K Insert link.

Ctrl + L Aligns the line or selected text to the left of the screen.

Ctrl + M Indent the paragraph.

Ctrl + P Open the print window.

Ctrl + R Aligns the line or selected text to the right of the screen.

Ctrl + S Save the open document. Just like Shift + F12.

Ctrl + T Create a hanging indent.

Ctrl + U Underline the selected text.

Ctrl + V Paste.

Ctrl + X Cut selected text.

Ctrl + Y Redo the last action performed.

Ctrl + Z Undo last action.

Ctrl + Shift + L Quickly create a bullet point.

Ctrl + Shift + F Change the font.

SHRIKANT TELANG SVVV,INDORE 14

BTCS-102 ICSE

Ctrl + Shift + > Increase selected font +1pts up to 12pt and then increase font +2pts.

Ctrl + ] Increase selected font +1pts.

Decrease selected font -1pts if 12pt or lower; if above 12, decreases font by
Ctrl + Shift + < +2pt.

Ctrl + [ Decrease selected font -1pts.

Ctrl + / + c Insert a cent sign (¢).

Insert a character with an accent (grave) mark, where <char> is the character
you want. For example, if you wanted an accented è you would use Ctrl + ‘ +
e as your shortcut key. To reverse the accent mark use the opposite accent
Ctrl + ‘ + <char> mark, often on the tilde key.

Ctrl + Shift + * View or hide non printing characters.

Ctrl + <left arrow> Moves one word to the left.

Ctrl + <right arrow> Moves one word to the right.

Ctrl + <up arrow> Moves to the beginning of the line or paragraph.

Ctrl + <down
arrow> Moves to the end of the paragraph.

Ctrl + Del Deletes word to right of cursor.

Ctrl + Backspace Deletes word to left of cursor.

Ctrl + End Moves the cursor to the end of the document.

Ctrl + Home Moves the cursor to the beginning of the document.

Ctrl + Spacebar Reset highlighted text to the default font.

Ctrl + 1 Single-space lines.

Ctrl + 2 Double-space lines.

Ctrl + 5 1.5-line spacing.

Ctrl + Alt + 1 Changes text to heading 1.

Ctrl + Alt + 2 Changes text to heading 2.

Ctrl + Alt + 3 Changes text to heading 3.

SHRIKANT TELANG SVVV,INDORE 15

 BTCS-102 ICSE

Alt + Ctrl + F2 Open new document.

Ctrl + F1 Open the Task Pane.

Ctrl + F2 Display the print preview.

Ctrl + Shift + > Increases the selected text size by one.

Ctrl + Shift + < Decreases the selected text size by one.

Ctrl + Shift + F6 Switches to another open Microsoft Word document.

Ctrl + Shift + F12 Prints the document.

F1 Open Help.

F4 Repeat the last action performed (Word 2000+)

F5 Open the Find, Replace, and Go To window in Microsoft Word.

F7 Spellcheck and grammar check selected text or document.

F12 Save As.

Change the text in Microsoft Word from uppercase to lowercase or a capital

Shift + F3 letter at the beginning of every word.

Shift + F7 Runs a Thesaurus check on the selected word.

Shift + F12 Save the open document. Just like Ctrl + S.

Shift + Enter Create a soft break instead of a new paragraph.

Shift + Insert Paste.

Shift + Alt + D Insert the current date.

Shift + Alt + T Insert the current time.

In addition to keyboard shortcuts, users can also utilize their mouse to perform some common
actions. The following section contains examples of mouse shortcuts.

SHRIKANT TELANG SVVV,INDORE 16

 BTCS-102 ICSE

MOUSE
SHORTCUTS DESCRIPTION
Selects text from where you click and hold to the point you drag and
Click, hold, and drag let go.

Double-click If double-clicking a word, selects the complete word.

Double-clicking on the left, center, or right of a blank line makes the

Double-click alignment of the text left, center, or right aligned.

Double-click Double-clicking anywhere after text on a line will set a tab stop.

Selects the line or paragraph of the text that the mouse triple-clicked
Triple-click on.

Ctrl + Mouse wheel Zooms in and out of document.

To create a new blank document:

 Click the Microsoft Office button.
 Select New. The New Document dialog box appears.
Select Blank document under the Blank and recent section. It will be highlighted by default.

 Click Create. A new blank document appears in the Word window.

SHRIKANT TELANG SVVV,INDORE 17

 BTCS-102 ICSE

Introduction

To create and design effective documents, you need to know how

to format text. In addition to making your document more appealing, formatted text can draw
the reader's attention to specific parts of the document and help communicate your message.
In this lesson, you will learn to format the font size, style, and color of text, as well as how
to use the Bold, Italic, Underline, and Change Case commands.

To format font size:

 Select the text you want to modify.
 Left-click the drop-down arrow next to the font size box on the Home tab. The
font size drop-down menu appears.
 Move your cursor over the various font sizes. A live preview of the font size
will appear in the document.

SHRIKANT TELANG SVVV,INDORE 18

 BTCS-102 ICSE

 Left-click the font size you want to use. The font size will change in the
document.

To format font style:

 Select the text you want to modify.
 Left-click the drop-down arrow next to the font style box on the Home tab. The
font style drop-down menu appears.
 Move your cursor over the various font styles. A live preview of the font will
appear in the document.

 Left-click the font style you want to use. The font style will change in the
document.

To format font color:

 Select the text you want to modify.
 Left-click the drop-down arrow next to the font color box on the Home tab.
The font color menu appears.
Move your cursor over the various font colors. A live preview of the color will appear in
the document.

SHRIKANT TELANG SVVV,INDORE 19

 BTCS-102 ICSE

 Left-click the font color you want to use. The font color will change in the
document.
Your color choices aren't limited to the drop-down menu that appears. Select More Colors at
the bottom of the list to access the Colors dialog box. Choose the color you want, then click
OK.

To use the Bold, Italic, and Underline commands:

 Select the text you want to modify.
Click the Bold, Italic, or Underline command in the Font group on the Home tab.

To change the text case:

 Select the text you want to modify.
 Click the Change Case command in the Font group on the Home tab.

SHRIKANT TELANG SVVV,INDORE 20

 BTCS-102 ICSE

 Select one of the case options from the list.

To change text alignment:

 Select the text you want to modify.
 Select one of the four alignment options from the Paragraph group on the Home
tab.
o Align Text Left: Aligns all of the selected text to the left margin
o Center: Aligns text an equal distance from the left and right margins
o Align Text Right: Aligns all of the selected text to the right margin
o Justify: Aligns text equally to the right and left margins; used in many
books, newsletters, and newspapers.

SHRIKANT TELANG SVVV,INDORE 21

 BTCS-102 ICSE

Introduction

You may want to insert a text box into your document to draw
attention to specific text or to give you the ability to easily move text around within a
document.

In this lesson, you will learn how to insert a text box and format it in various ways, including
resizing and moving it and changing the text box shape, color, and outline.

To insert a text box:

 Select the Insert tab on the Ribbon.
 Click the Text Box command in the Text group.
 Select a Built-in text box or Draw Text Box from the menu.
 If you select Built-in text box, left-click the text box you want to use, and it will appear
in the document.

OR
If you select Draw Text Box, a crosshair cursor will appear. Left-click your mouse and while
holding it down, drag your mouse until the text box is the desired size.

SHRIKANT TELANG SVVV,INDORE 22

 BTCS-102 ICSE

 Release the mouse button.

To change text box style:

Select the text box. A new Format tab appears with Text Box Tools.

 Select the Format tab.

Click the More drop-down arrow in the Text Box Style group to display more style options.

SHRIKANT TELANG SVVV,INDORE 23

 BTCS-102 ICSE

 Move your cursor over the styles, and Live Preview will preview the style in
your document.
 Left-click a style to select it.

To change shape fill:

Select the text box. A new Format tab appears with Text Box Tools.

 Click the Shape Fill command to display a drop-down list.

 Select a color from the list, choose No Fill, or choose one of the other options.

SHRIKANT TELANG SVVV,INDORE 24

 BTCS-102 ICSE

To change the shape outline:

 Select the text box. A new Format tab appears with Text Box Tools.
 Click the Shape Outline command to display a drop-down list.

 Select a color from the list, choose No Outline, or choose one of the other
options.

To change the text box shape:

 Select the text box. A new Format tab appears with Text Box Tools.
Click the Change Shape command to display a drop-down list.

SHRIKANT TELANG SVVV,INDORE 25

 BTCS-102 ICSE

 Select a shape from the list.

To move a text box:

 Left-click the text box. Your cursor becomes a cross with arrows on each end.
 While holding the mouse button, drag the text box to the desired location on the
page.
 Release the mouse button.

To resize a text box:

 Select the text box.
 Left-click one of the blue sizing handles.
 While holding down the mouse button, drag the sizing handle until the text box
is the desired size.

Create a template: If you frequently create a certain type of document, such as a monthly
report, a sales forecast, or a presentation with a company logo, save it as a template so you
can use that as your starting point instead of recreating the file from scratch each time you
need it. Start with a document that you already created, a document you downloaded, or a
new template you customized.

Save a template

1. To save a file as a template, click File > Save As.

Double-click Computer or, in Office 2016 programs, double-click This PC.

SHRIKANT TELANG SVVV,INDORE 26

 BTCS-102 ICSE

2. Type a name for your template in the File name box.

3. For a basic template, click the template item in the Save as type list. In Word for
example, click Word Template.

If your document contains macros, click Word Macro-Enabled Template.

Office automatically goes to the Custom Office Templates folder.

4. Click Save.

Tip: To change where your application automatically saves your templates,

click File > Options > Save and type the folder and path you want to use in the Default
personal templates location box. Any new templates you save will be stored in that folder,
and when you click File > New > Personal, you'll see the templates in that folder.

Edit your template: To update your template, open the file, make the changes you want,
and then save the template.

1. Click File > Open.

2. Double-click Computer or This PC.
3. Browse to the Custom Office Templates folder that’s under My Documents.
4. Click your template, and click Open.
5. Make the changes you want, then save and close the template.
Use your template to make a new document: To start a new file based on your template,
click File > New > Custom, and click your template.

Note: If you're using Office 2013, this button may say Personal instead of Custom.

SHRIKANT TELANG SVVV,INDORE 27

 BTCS-102 ICSE

Setting up pages of a document

Introduction: One formatting aspect you'll need to consider as you create your
document is whether to make adjustments to the layout of the page. The page layout
affects how content appears and includes the page's orientation, margins, and size.

Page orientation:
Word offers two page orientation options: landscape and portrait. Landscape means the
page is oriented horizontally, while portrait means the page is oriented vertically.
Compare our example below to see how orientation can affect the appearance and
spacing of text and images.

To change page orientation:

1. Select the Page Layout tab.
2. Click the Orientation command in the Page Setup group.

SHRIKANT TELANG SVVV,INDORE 28

 BTCS-102 ICSE

3. A drop-down menu will appear. Click either Portrait or Landscape to change

the page orientation.

4. The page orientation of the document will be changed.

Page margins: A margin is the space between the text and the edge of your document.
By default, a new document's margins are set to Normal, which means it has a one-inch
space between the text and each edge. Depending on your needs, Word allows you to
change your document's margin size.
To format page margins:

Word has a variety of predefined margin sizes to choose from.

Select the Page Layout tab, then click the Margins command.

A drop-down menu will appear. Click the predefined margin size you want.

SHRIKANT TELANG SVVV,INDORE 29

BTCS-102 ICSE

1. The margins of the document will be changed.

SHRIKANT TELANG SVVV,INDORE 30

 BTCS-102 ICSE

To use custom margins: Word also allows you to customize the size of your margins in
the Page Setup dialog box.
From the Page Layout tab, click Margins. Select Custom Margins... from the drop-down
menu.

1. The Page Setup dialog box will appear.

2. Adjust the values for each margin, then click OK.

SHRIKANT TELANG SVVV,INDORE 31

 BTCS-102 ICSE

3. The margins of the document will be changed.

Page size: By default, the page size of a new document is 8.5 inches by 11 inches.
Depending on your project, you may need to adjust your document's page size. It's
important to note that before modifying the default page size, you should check to see
which page sizes your printer can accommodate.

To change the page size:

 Word has a variety of predefined page sizes to choose from.
o Select the Page Layout tab, then click the Size command.

SHRIKANT TELANG SVVV,INDORE 32

 BTCS-102 ICSE

A drop-down menu will appear. The current page size is highlighted. Click the
desired predefined page size.

1. The page size of the document will be changed.

To use a custom page size: Word also allows you to customize the page size in the Page
Setup dialog box.
1. From the Page Layout tab, click Size. Select More Paper Sizes... from the
drop-down menu.
2. The Page Setup dialog box will appear.
3. Adjust the values for Width and Height, then click OK.
4. The page size of the document will be changed.

SHRIKANT TELANG SVVV,INDORE 33

BTCS-102 ICSE

SHRIKANT TELANG SVVV,INDORE 34

 BTCS-102 ICSE

Alternatively, you can open the Page Setup dialog box by navigating to the Page Layout tab
and clicking the small arrow in the bottom-right corner of the Page Setup group.

You can use Word's convenient Set as Default feature to save all of the formatting changes
you've made and automatically apply them to new documents. To learn how to do this, read
our article on Changing Your Default Settings in Word.

Printing Documents with different options

 Print: To print a document, your computer needs to be connected to a printer. Being

able to print is not necessary in order to use Word, but if you want to send a letter in the post
or print out a poster, you’ll need to have access to a printer.

You’ll need:

 A computer with Microsoft Word installed.

 A printer set up and connected to your computer.

Follow these step-by-step instructions to print a document from Microsoft Word

Step 1: Open an existing Word document or start a new document and type your text. If you
have Word already installed onto your computer, you can use Cortana to search for it.

Step 2: You might want to print out a CV to bring to your local job centre or some forms to
apply for a type of benefit. To do this click on File in the top left-hand corner of your
document. Then, click on Print.
SHRIKANT TELANG SVVV,INDORE 35
 BTCS-102 ICSE

Alternatively, some older versions of Word may have an Office button instead of a ‘File’
button – it’s a round Office icon in the top left-hand corner of the screen. Click on this if you
have one.

Step 3: Move down and click Print in the menu. This will bring up the ‘Print’ dialogue box.

SHRIKANT TELANG SVVV,INDORE 36

 BTCS-102 ICSE

Choose how many copies of your document you need and click on the printer you wish to
use. You will have to have your printer already installed on your computer.

Step 5: Depending on your printer options, you can choose other printing features such as
whether you want to print all pages or only certain pages. You can also change the orientation
of the print from portrait to landscape and tell your computer and printer whether you’re
printing on a certain size of paper. You’ll also see, on the right, a preview of your printed
document will look like.

Step 6: When you’re happy with your settings, click Print. The document will now start
printing on your printer.

Using Tables and Columns: Tables help you present information in a clear and organized
way. There are three ways to add tables to your documents in Microsoft Word, each taking
only a few easy steps. These instructions are based on Microsoft Word 2003, but the process
is very similar in other versions of Word.

Here's how to make a table from the Tables and Borders toolbar:
SHRIKANT TELANG SVVV,INDORE 37
 BTCS-102 ICSE

1. Place the cursor where you want to place the table.

2. Click the Insert Table icon on the Tables and Borders toolbar at the top of the
window. [Microsoft]
3. Drag the corner of the table until you have the desired number of columns and rows.
4. Click the mouse to insert the table.
Here's how to make a table from the Insert Table dialogue box:

1. Click on Table from the menu bar. Select Insert, and then Table… A dialogue box
will open.
2. Enter the desired number of rows and columns.
3. Choose AutoFit behavior if you want the table's cells to automatically expand to fit
the text inside them. Choose AutoFormat if you'd rather select a table with a specific format.
4. Click OK to insert your table.
Here's how to draw a table:

1. Select Table from the menu bar.

2. Select Draw Table.
3. Drag the pencil diagonally across the page to make a rectangle where you want to
place your table.
4. Draw lines vertically and horizontally to create the columns and rows you need.
You can modify your table as follows:

1. Select your table, or a portion of it.

2. Right click your mouse. Choose Table Properties. You can also choose Table
Properties from the Table menu in the menu bar. [Home & Learn]
3. Adjust the alignment, as well as the row and column settings. You can also make use
of the text wrapping feature. Click OK when you've made the desired changes.
Adjust your table's colors and lines, as follows.

1. Click the Table tab.

2. Choose Table Properties.
3. Click on the Borders and Shading… button. Make the desired selections and
click OK, and then click OK again.

Object Linking and Embedding: Depending on the version of Word or Outlook you're
using, you can insert a variety of objects (such as PDF files, Excel charts or worksheets, or

SHRIKANT TELANG SVVV,INDORE 38

 BTCS-102 ICSE

PowerPoint presentations) into a Word document or an email message by linking or

embedding them. To insert an object, click Object on the Insert tab.Insert a new object

To create a new file that is inserted into your Word document or email message:

1. In the Object dialog box, click the Create New tab, and then select an option from
the Object type list.

2. The default program for that file type opens, where you can enter any text or data you
want. When you close the program, any added content or changes appear in your Word
document or email message.

1. If you want the new file to appear as a clickable icon, rather than the first page of your
new file, select Display as icon. If this check box is selected, you can choose a different icon
by clicking Change Icon.

Tips:

 The information in the Result section changes based on the selected object type and
whether Display as icon is selected. Use this information to help you determine what you
want to insert and how you want it to appear.
 To edit the information in your inserted object, double-click the object.
SHRIKANT TELANG SVVV,INDORE 39
 BTCS-102 ICSE

Link or embed an existing file: To link or embed an object that's already been created:

In the Object dialog box, select the Create from File tab, and then click Browse to
find the file you want to insert.

1. To link to the source file, rather than embedding it into your Word document or email
message, select Link to file.
2. If you want the inserted file to appear as a clickable icon, rather than the first page of
the file, select Display as icon. If this check box is selected, you can choose a different icon
by clicking Change Icon.

Tip: The information in the Result section changes based on whether Link to
file and Display as icon are selected. Use this information to help you determine what you
want to insert and how you want it to appear.

Embedded objects vs. linked objects

Embedded objects become part of the Word file or email message and, after they are
inserted, they are no longer connected to any source file.

Linked objects can be updated if the source file is modified. Linked data is stored in the
source file. The Word file or email message (the destination file) stores only the location of
the source file, and it displays a representation of the linked data. Use linked objects if file
size is a consideration.
SHRIKANT TELANG SVVV,INDORE 40
 BTCS-102 ICSE

Hyperlink: The fastest way to create a basic hyperlink in an Office document is to press
ENTER or the SPACEBAR after you type the address of an existing webpage, such
as http://www.contoso.com. Office automatically converts the address into a link.

In addition to webpages, you can create links to existing or new files on your computer, to
email addresses, and to specific locations in a document. You can also edit the address,
display text, and font style or color of a hyperlink.

Notes:

 If you want to remove links or stop Office from automatically adding hyperlinks,
see Remove or turn off hyperlinks.
 This article applies to desktop versions of Word, Excel, Outlook, and PowerPoint.
A simplified set of hyperlink features is offered in Office Online. If you have a desktop
version of Office, you can edit your document there for more advanced hyperlink features,
or you can try or buy the latest version of Office.

Envelopes & Label Creation: Word can print a single label, a sheet of identical labels, or a
batch of different labels. Word lays out label contents in a table that's designed to match the
dimensions of the commercially made labels that you purchased.

For a single label or sheet of identical labels, you type what you want once, and Word
positions it in a table cell for each label you want to print.

For a batch of different labels, we recommend starting your document with a label template.
To find one, go to the File tab in Word, click New, and then in the search box, type labels and
press Enter. Or, in your browser, see the label templates at templates.office.com.

Tip: You might want a batch of labels that contains information from a data source, like
names and addresses in a spreadsheet. In that case, your best bet is to make labels with mail
merge.

Grammar & Spell Check: If you are working on a document and need to add text that is in
a language other than the one you normally use, Office can check spelling and grammar of
that text for you.

If you're looking for information on how to use the proofing tools or turn spelling or grammar
checking on or off see: Check spelling and grammar in Office 2010 and later.

Notes:

SHRIKANT TELANG SVVV,INDORE 41

 BTCS-102 ICSE

 If your version of Office 2007 does not include the language that you want to use, you
may need to add a language or download a language interface pack.
 If you just want to type certain characters or symbols, such as the umlaut in German
(ö), the tilde in Spanish (ñ), or the cedilla (Ç) in Turkish, you can use the Symbol gallery, use
the keyboard shortcut, or insert ASCII or Unicode Latin-based symbols or characters.
 If you want to type in a non-Latin-based language, such as Arabic or Chinese, or you
want to use the native language keyboard layout when typing in different Latin-based
languages, you need to enable a keyboard layout for that language, and then you can switch
between different languages by using the Language bar.

Spell check online: Set the proofing language when creating a new document

1. In your new document, click where you want to start writing in a different language.
2. On the Review tab, click Spelling, and Set Proofing Language.

3. Scroll through the list to select the language you want, and click OK.

SHRIKANT TELANG SVVV,INDORE 42

 BTCS-102 ICSE

4. Begin typing in the language you've selected.

5. To switch back to the original language, repeat steps 3 and 4.

Set the proofing language when editing an existing document

1. Open the existing document that you want to change the language for.
2. Click Edit Document, and then click Word Online.

Select and right-click the text, and click Set Proofing Language.

3. Scroll through the list to select the language you want, and click OK.

SHRIKANT TELANG SVVV,INDORE 43

 BTCS-102 ICSE

4. Begin typing in the language you've selected.

5. To switch back to the original language, repeat steps 3 and 4.

Mail Merge: Mail Merge is a handy feature that incorporates data from both Microsoft Word
and Microsoft Excel and allows you to create multiple documents at once, such as letters,
saving you the time and effort of retyping the same letter over and over. Here is an example
of how to use it to create a letter thanking people who donated to a particular fund.

1.) Gathering Your Data

 The first thing you do is create an Excel spreadsheet, creating a header for each field
such as First Name, Last Name, Address, City, State, and Postal Code
(NOTE: It’s important to not refer to the postal code as a zip code, but more about that later).
 The field headers (ie first name, last name) are labeled separately so that you can filter
them alphabetically if you need to.
You can also add additional headers, such as a donation amount. Be sure to label it something
you’ll remember. If you are using dollar amounts, change the type of number it is under
‘Number’ at the very top to ‘Text’ for every dollar entry and manually type the dollar sign
otherwise the dollar sign ($) will not show up in your letter.

SHRIKANT TELANG SVVV,INDORE 44

 BTCS-102 ICSE

2.) Prepare your letter in Microsoft Word. When creating a letter, it’s a good idea to insert
a placeholder where the information from the mail merge will be placed, ie [Address],
[Amount].
3.) Under “Mailings” in Microsoft Word click on ‘Start Mail Merge’ and click on ‘Step by
Step Mail Merge Wizard.’

SHRIKANT TELANG SVVV,INDORE 45

BTCS-102 ICSE

 A window will appear to the right of your

document that says ‘Select Document type.’ In
this instance leave it on ‘Letters.’
 At the bottom click on Next: Starting Document.
 The next step will read ‘Select Starting Document.’ If
you currently have the letter you created leave the
selection ‘Use the Current Document’ selected.

SHRIKANT TELANG SVVV,INDORE 46

BTCS-102 ICSE

 Next, click ‘Select Recipients’ at the bottom. You will see

‘Use an Existing List’ the ability to browse for your list.
 Click on the ‘browse’ button and find your list on your
computer that you typed up in Excel.

 Once you find your document click open and a box will show up that says ‘Select
table.’ If you only had one tab on your spreadsheet click okay.

SHRIKANT TELANG SVVV,INDORE 47

 BTCS-102 ICSE

You will then see the data you had typed. You can also choose to leave off certain names if
you want to. Click okay.

SHRIKANT TELANG SVVV,INDORE 48

BTCS-102 ICSE

 The table will close and then the dialog box on the right will say
‘Currently Your Recipients Are Selected From:’ and will give the title
of your excel spreadsheet document.
 At the bottom of the dialog box click ‘write your letter.’

SHRIKANT TELANG SVVV,INDORE 49

BTCS-102 ICSE

SHRIKANT TELANG SVVV,INDORE 50

 BTCS-102 ICSE

 From there you can start adding your fields from your spreadsheet.
Highlight the placeholder marked [Address] and then click on Address
block. The spreadsheet will pull in your data from your spreadsheet.

If you did not write ‘postal code’ and wrote ‘zip code’ instead you can click on ‘match
fields’ and find the field that matches ‘postal code’ instead. Be sure to cycle through your
address list to make sure your addresses are correct. Click okay.

Highlight the greeting line placeholder and replace it with the ‘Greeting Line’ under Write
Your Letter. You can also filter it to where it only lists their first name.

SHRIKANT TELANG SVVV,INDORE 51

 BTCS-102 ICSE

For the other fields such as ‘amount’ you can highlight amount and go to ‘More items.’
Then, go down to ‘amount’ and select it.

SHRIKANT TELANG SVVV,INDORE 52

 BTCS-102 ICSE

 Next go to ‘preview your letters.’ From there the database

information will have populated your letter. You should be able to
cycle through the information you typed to make sure that your
addresses and amounts are correct.
 If you’re satisfied, click on
‘Complete the merge’ and then

 It will give you the option to click on ‘print current record’ or you
can print all of the letters from your database.

 It’s important to thoroughly look over all your letters to make sure there aren’t any
typos or problems with formatting, especially on the letter itself.
You can use the mail merge to create letters, mailing labels, emails, name badges, or etc.
This can also work on saving it to a PDF if you’ve got a PDF converter, such as Primo PDF.

SHRIKANT TELANG SVVV,INDORE 53

 BTCS-102 ICSE

Macro Creation: In Word, you can automate frequently used tasks by creating and running
macros. A macro is a series of commands and instructions that you group together as a single
command to accomplish a task automatically.

To work with macros in Office Word 2007, you need to show the Developer tab.

Show the Developer tab

1. Click the Microsoft Office Button , and then click Word Options.
2. Click Popular.
3. Under Top options for working with Word, select the Show Developer tab in the
Ribbon check box.
Note: The Ribbon is a component of the Microsoft Office Fluent user interface.

Record a macro
On the Developer tab, in the Code group, click Record Macro.

1. In the Macro name box, type a name for the macro.

Note: If you give a new macro the same name as a built-in macro in Office Word 2007, the
new macro actions will replace the built-in macro. To view a list of built-in macros, on
the Developer tab, in the Code group, click Macros. In the Macros in list, click Word
Commands.
2. In the Store macro in box, click the template or document in which you want to store
the macro.
Important: To make your macro available in all documents, be sure to click Normal.dotm.
3. In the Description box, type a description of the macro.
4. Do one of the following:

SHRIKANT TELANG SVVV,INDORE 54

 BTCS-102 ICSE

o Begin recording: To begin recording the macro without assigning it to a button on

the Quick Access Toolbar or to a shortcut key, click OK.
o Create a button : To assign the macro to a button on the Quick Access Toolbar, do
the following:
 Click Button.
 Under Customize Quick Access Toolbar, select the document (or all documents) for
which you want to add the macro to the Quick Access Toolbar.
Important: To make your macro available in all documents, be sure to click Normal.dotm.
 Under Choose commands from dialog box, click the macro that you are recording,
and then click Add.
 To customize the button, click Modify.
 Under Symbol, click the symbol that you want to use for your button.
 In the Display name box, type the macro name that you want to display.
 Click OK twice to begin recording the macro.
The symbol that you choose is displayed in the Quick Access Toolbar. The name that you
type is displayed when you point to the symbol.
o Assign a keyboard shortcut To assign the macro to a keyboard shortcut, do
the following:
 Click Keyboard.
 In the Commands box, click the macro that you are recording.
 In the Press new shortcut key box, type the key sequence that you want, and then
click Assign.
 Click Close to begin recording the macro.
 Perform the actions that you want to include in the macro.
Note: When you record a macro, you can use the mouse to click commands and options, but
not to select text. You must use the keyboard to select text. For more information about
selecting text by using the keyboard, see Select text.
5. To stop recording your actions, click Stop Recording in the Code group.

SHRIKANT TELANG SVVV,INDORE 55

 BTCS-102 ICSE

Change the keyboard shortcut for a macro

1. Click the Microsoft Office Button , and then click Word Options.
2. Click Customize.
3. Next to Keyboard shortcuts, click Customize.
4. In the Categories list, click Macros.
5. In the Macros list, click the macro that you want to change.
6. In the Press new shortcut key box, type the key combination that you want to choose.
7. Check the Current keys box to make sure that you aren't assigning a key combination
that you already use to perform a different task.
8. In the Save changes in list, click the option that matches where you want to run your
macro.
9. Important: To make your macro available in all documents, be sure to
click Normal.dotm.
10. Click Close.

Run a macro

On the Developer tab, in the Code group, click Macros.

1. In the list under Macro name, click the macro that you want to run.
2. Click Run.

Previewing and Printing Documents

In Office, you can print and preview files from the same location by clicking File and
then Print (or pressing CTRL+P).

SHRIKANT TELANG SVVV,INDORE 56

 BTCS-102 ICSE

 Click the Microsoft Office Button , point to the arrow next to Print, and then
click Print Preview.
 Click the buttons on the Ribbon, which is a part of the Microsoft Office Fluent user
interface, to preview the page or make changes before you print.

SHRIKANT TELANG SVVV,INDORE 57

 BTCS-102 ICSE

Shri Vaishnav Vidhyapeeth

Vishwavidyalaya, Indore
Department of Computer Science and Engineering

Subject Notes
Subject: Introduction to
Computer Science and
Engineering
Semester: I
Subject Code: BTCS102

SHRIKANT TELANG SVVV,INDORE 1

 BTCS-102 ICSE

UNIT IV
Office Automation Tools-II: Spread Sheet: Introduction to MS-Excel, Starting MS-Excel,
Basics of Workbook and Spreadsheet, MS-Excel Screen and Its Components, Features of
Excel, Elementary Working with MS-Excel, Manipulation of cells, Formatting of
Spreadsheet and Cells, Formulas and Functions, Spread sheets for Small accountings,
Previewing and Printing a Worksheet.
Power-point: Introduction to MS-PowerPoint, Starting MS-PowerPoint, Basics of
PowerPoint, MS- PowerPoint Screen and Its Components, Features of PowerPoint,
Elementary, Elementary Working with MS-PowerPoint, Preparation of Slides, Creation of
Presentation, Providing aesthetics, Slide Manipulation and Slide Show, Presentation of the
Slides

Introduction to MS-Excel: Microsoft Excel Starter 2010 is a spreadsheet program

designed for everyday tasks such as setting up a budget, maintaining an address list, or
keeping track of a list of to-do items. Excel Starter is part of Microsoft Office Starter 2010,
and comes pre-loaded on your computer.

Excel Starter 2010 is very similar to Microsoft Excel 2010 in appearance. If you are new to
the Ribbon interface or the backstage view, Excel Starter gives you an opportunity to get
accustomed to the new interface before upgrading to Excel 2010.

Excel Starter differs from the complete version of Excel in that it includes display
advertising, and it does not support the advanced features of the complete version of Excel.
If you find that you want more features, you can upgrade to Excel 2010 right from Excel
Starter 2010. Just click Purchase on the Home tab on the ribbon.

Create a new workbook: When you create a workbook in Microsoft Excel Starter 2010,
you can start from scratch or you can start from a template, where some of the work is
already done for you.

1. Click File, and then click New.

SHRIKANT TELANG SVVV,INDORE 2

 BTCS-102 ICSE

2. If you want to start with the equivalent of a blank grid, click Blank workbook.

If you want a head-start on a particular kind of workbook, choose one of the templates
available on Office.com. Choose from budgets, event planners, membership lists, and
more.

3. Excel Starter opens the blank workbook or template, ready for you to add your data.

SHRIKANT TELANG SVVV,INDORE 3

 BTCS-102 ICSE

Save a workbook: When you interrupt your work or quit, you must save your worksheet,
or you will lose your work. When you save your worksheet, Excel Starter creates a file
called a workbook, which is stored on your computer.

1. Click the Save button on the Quick Access Toolbar.

(Keyboard shortcut: Press CTRL+S.) If this workbook was already saved as a file, any
changes you made are immediately saved in the workbook, and you can continue working.

2. If this is a new workbook that you have not yet saved, type a name for it.
3. Click Save.

For more information about naming and saving workbooks, see Quick start: Save a
workbook.

Enter data: To work with data on a worksheet, you first have to enter that data in the cells
on the worksheet.

1. Click a cell, and then type data in that cell.

2. Press ENTER or TAB to move to the next cell.

Tip To enter data on a new line in a cell, enter a line break by pressing ALT+ENTER.

3. To enter a series of data, such as days, months, or progressive numbers, type the
starting value in a cell, and then in the next cell type a value to establish a pattern.

For example, if you want the series 1, 2, 3, 4, 5..., type 1 and 2 in the first two cells.

Select the cells that contain the starting values, and then drag the fill handle across
the range that you want to fill.

Tip To fill in increasing order, drag down or to the right. To fill in decreasing order, drag
up or to the left.

Make it look right

You can format text and cells to make your worksheet look the way you want.

 To wrap text in a cell, select the cells that you want to format, and then on
the Home tab, in the Alignment group, click Wrap Text.

SHRIKANT TELANG SVVV,INDORE 4

 BTCS-102 ICSE

 To adjust column width and row height to automatically fit the contents of a cell,
select the columns or rows that you want to change, and then on the Home tab, in
the Cells group, click Format.

Basics of Workbook and Spreadsheet: A worksheet or sheet is a single page in a file

created with an electronic spreadsheet program such as Microsoft Excel or Google Sheets.
A workbook is the name given to an Excel file and contains one or more worksheets.

So, strictly speaking, when you open an electronic spreadsheet program it loads an empty
workbook file consisting of one or more blank worksheets for you to use.

Worksheet Details: A worksheet is used to store, manipulate, and display data.

The basic storage unit for data in a worksheet is a rectangular-shaped cell arranged in a grid
pattern in every worksheet.

Individual cells of data are identified and organized using the vertical column letters and
horizontal row numbers of a worksheet which create a cell reference — such as A1, D15,
or Z467.

Worksheet specifications for current versions of Excel include:

 1,048,576 rows per worksheet

 16,384 columns per worksheet
 17,179,869,184 cells per worksheet
 A limit on the number of sheets per file based on the amount of memory available on
the computer

For Google Sheets:

 256 columns per sheet

 The maximum number of cells for all worksheets in a file is 400,000
 200 worksheets per spreadsheet file
SHRIKANT TELANG SVVV,INDORE 5
 BTCS-102 ICSE

Worksheet Names: In both Microsoft Excel and Google Spreadsheets, each worksheet has
a name. By default, the worksheets are named Sheet1, Sheet2, Sheet3, and so on, but you
can change these names.

Workbook Details

 Add worksheets to a workbook using the using the context menu or the Add Sheet
icon (plus sign) next to the current sheet tabs.
 It is possible to delete or to hide individual worksheets in a workbook.
 Rename individual worksheets and to change worksheet tab colors to make it easier
to identify individual sheets in a workbook using the context menu.
 Change from one worksheet to another in a workbook by clicking the sheet tab at the
bottom of the screen.
 In Excel, use the following shortcut key combinations to switch between worksheets:

 Ctrl + PgUp (page up) — move to the right

 Ctrl + PgDn (page down) — move to the left

 For Google Spreadsheets, the shortcut key combinations to switch between

worksheets are:

 Ctrl + Shift + PgUp — move to the right

 Ctrl + Shift + PgDn — move to the left

Create a workbook

1. Open Excel.
2. Select Blank workbook.

Or, press Ctrl+N.

SHRIKANT TELANG SVVV,INDORE 6

 BTCS-102 ICSE

Enter data: To manually enter data:

1. Select an empty cell, such as A1, and then type text or a number.
2. Press Enter or Tab to move to the next cell.

To fill in a data series:

1. Enter the beginning of the series in two cells: such as Jan and Feb; or 2014 and 2015.
2. Select the two cells containing the series, and then drag the fill handle across
or down the cells.

MS-Excel Screen and Its Components

Here's a list of the main parts of the Excel 2007 screen for users who are new to the
spreadsheet software or who are new to this particular version.

Active Cell: In an Excel 2007 worksheet, you click on a cell to make it the active cell. It
displays a black outline. You enter data into the active cell and can switch to another cell
by clicking on it.
Office Button: Clicking on the Office Button displays a drop-down menu containing a
number of options, such as Open, Save, and Print. The options in the Office Button menu
are similar to those found under the File menu in previous versions of Excel.

The Ribbon is the strip of buttons and icons located above the work area in Excel 2007.
The Ribbon replaces the menus and toolbars found in earlier versions of Excel.

SHRIKANT TELANG SVVV,INDORE 7

 BTCS-102 ICSE

Column Letter: Columns run vertically on a worksheet and each one is identified by a
letter in the column header.

Row Numbers: Rows run horizontally in a worksheet and are identified by a number in
the row header.

Together a column letter and a row number create a cell reference. Each cell in the
worksheet can be identified by this combination of letters and numbers such as A1, F456,
or AA34.

Formula Bar: The Formula bar is located above the worksheet. This area displays the
contents of the active cell. It can also be used for entering or editing data and formulas.

Name Box: Located next to the formula bar, the Name Box displays the cell reference or
the name of the active cell.

Sheet Tabs: By default, there are three worksheets in an Excel 2007 file. There can be
more. The tab at the bottom of a worksheet tells you the name of the worksheet, such as
Sheet1 or Sheet2. You switch between worksheets by clicking on the tab of the sheet you
want to access.

Renaming a worksheet or changing the tab color can make it easier to keep track of data in
large spreadsheet files.

Quick Access Toolbar: This customizable toolbar allows you to add frequently used
commands. Click on the down arrow at the end of the toolbar to display the available
options.
Features of Excel
1. Excel Formulas: 63 people (50%) said Formulas are their favorite feature in Excel. Of
course, you can say, Formulas & Functions are Excel!!! . They are what Excel is made of.
But then again, a surprising fact is very few people actually know how to use formulas.
Most people would Excel as a glorified notepad or ledger – just to type data. Once you
understand the power of formulas, then you can be an irresistible analyst. Your boss &
colleagues will be all over you for insights & information, much like the girls in Axe
commercials.

SHRIKANT TELANG SVVV,INDORE 8

 BTCS-102 ICSE

2. VBA, Macros & automation: 55 people said VBA is what makes them use Excel.
VBA stands for Visual Basic for Applications, is a special language that Excel speaks. If
you learn this language, you can make Excel do crazy things for you, like generate and
email monthly reports automatically while you are busy reading this article.
Macros, little VBA programs are what you write to achieve this. Learning VBA can be
quite fun, challenging & extremely rewarding experience. Once you learn VBA, suddenly
your company will find you invaluable, thanks to all the time & effort you will be saving
due to automation.
3. Pivot Tables: 53 people said they love Pivot tables. They save you a ton of time, let you
create complex reports, charts & calculations all with few clicks. No wonder so many
people love them.
Pivot tables are ideal tools for managers & analysts who always have to answer questions
like,
 What is the trend of sales in last 6 months?
 Who are our top 10 customers?
 Which button do I press for strong latte?

May be not the last one, but Pivot tables can answer almost any business question if you
throw right data at them.

SHRIKANT TELANG SVVV,INDORE 9

 BTCS-102 ICSE

4. Lookup Formulas: 25 people said lookup formulas (VLOOKUP, HLOOKUP, INDEX,

MATCH etc.) are their favorite feature of Excel. Lookup formulas help you locate any
information in your workbooks based on input criteria. By knowing how to write lookup
formulas, you can build dashboards, make interactive charts, create effective models & feel
pretty darn awesome.
5. Excel Charts: Excel charts help you communicate insights & information with ease. By
choosing your charts wisely and formatting them cleanly, you can convey a lot. I guess,
most people hate Excel charts (hence it is at 5th position), because they are hard to work
with. You can lose a whole afternoon formatting the wedges of a pie chart. But thanks to
resources like Chandoo.org, you know better to make a column / bar chart and be done in 5
minutes.
6. Sorting & filtering data: If Microsoft ever needs few extra billions of cash, they just
have to turn sorting & filtering features in Excel to pay-per-use. These ad-hoc analysis
features are so powerful & simple that any aspiring analyst must be fully aware of them.
7. Conditional formatting: Conditional formatting is a hidden feature in Excel that can
make your workbooks sexy. Just add some CF to highlight your data and you will turn
boring into interesting. With new features like data bars, color scales & icon sets,
conditional formatting is even more powerful.
8. Drop down validation & form controls: Right from my 3.5 years old daughter to CEO
of a company, everyone loves to be in control. So how can you make your workbooks
interactive, so that end users can control the inputs?
9. Excel Tables & Structural References: Excel tables, a new feature added in Excel
2007 is a very powerful way to structure, maintain & use tabular data – the bread and butter
of any data analysis situation. With tables, you can add or remove data, set up structural
references, connect them to external sources (SQL server, ODBC etc.), add them to data
models (Excel 2013 onwards), link them to PowerPivot (Excel 2010 onwards), format
automatically, filter & sort with ease and still be out of office before lunch break. It is a
pity Microsoft did not call them pixie dust or magic mix.
10. PowerPivot, Data Explorer & Data Analysis features: Although Excel in itself is
quite powerful, it struggles to analyze certain types of data,
 Combining multiple tables and creating reports from them
 Processing data from difference sources and getting output to Excel
 What if analysis, scenarios & optimization
This is where add-ins like PowerPivot, Data Explorer and Analysis toolpak come in to
picture. They let Excel do more, just like bat-mobile lets batman kick more ass.

SHRIKANT TELANG SVVV,INDORE 10

 BTCS-102 ICSE

Elementary Working with MS-Excel

Manipulation of cells: Excel is a great tool to use when you need to take data in one
format, manipulate it into another format, and push the results along to another process,
e.g. a database. In this context, Excel is a great landing pad or middle man, serving as a
data transformation tool to move data from one system to another.
This example considers a sample data set and walks through the steps to clean up the data
and perform various transformations on the data set to massage it into a more desirable
format.

This example considers a sample data set and walks through the steps to clean up the data
and perform various transformations on the data set to massage it into a more desirable
format.

Example Data
Here’s the data discussed in this example exercise, feel free to copy/paste it into a
spreadsheet and work along through the steps:
SSN,Last Name,Middle Name,First Name,DOB,Date of Letter,E-mail Address,Home
Phone,Address,City,State,Postal Code
123456789,freehafer ,drew
,nancy,19700101,11/1/2007,[email protected],1235550102,123 1st
Avenue,Seattle ,wa,09999
123456789,cencini ,a
,andrew,19700101,11/1/2007,[email protected],1235550102,123 2nd
Avenue,Bellevue,wa,09999
123456789,kotas
,bollen,jan,19700101,11/1/2007,[email protected],1235550102,123 3rd
Avenue,Redmond ,wa,09999
123456789,sergienko
,,mariya,19700101,11/1/2007,[email protected],1235550102,123 4th
Avenue,Kirkland,wa,09999
123456789,thorpe ,j
,steven,19700101,11/1/2007,[email protected],1235550102,123 5th
Avenue,Seattle,wa,09999
123456789,neipper
,john,michael,19700101,11/1/2007,[email protected],1235550102,123 6th
Avenue,Redmond,wa,09999
123456789,zare ,b
,robert,19700101,11/1/2007,[email protected],1235550102,123 7th
Avenue,Seattle,wa,09999
123456789,giussani
,,laura,19700101,11/1/2007,[email protected],1235550102,123 8th

SHRIKANT TELANG SVVV,INDORE 11

 BTCS-102 ICSE

Avenue,Redmond,wa,09999
123456789,hellung-larsen
,marie,anne,19700101,11/1/2007,[email protected],1235550102,123 9th
Avenue,Seattle ,wa,09999

Notice a few things about the data:

 SSN isn’t formatted, it’s just a raw number

 Last Name is all lower case and contains extra spaces
 Some people don’t have middle names at all, some are abbreviated, some are
spelled out in full
 Date of Birth (DOB) is in YYYYMMDD format, while Date of Letter is in
MM/D/YYYY format
 E-Mail Address contains both upper and lower case characters
 Home Phone isn’t formatted
 Address has extra spaces
 State is all lower case
 Postal Code has a leading zero that shouldn’t be dropped

Here’s what needs to be done to the data to get it ready for processing:

 Not lose the leading zero when bringing this data into Excel
 Format the SSN with dashes in the proper place
 Remove extra spaces from the name fields and Address field
 Get the names all in one field, in the form of “Last Name, First Name
Middle Initial.―, with proper casing
 Convert DOB to MM/DD/YYYY format
 Make E-Mail Address values be all lower case
 Format the Home Phone field according to the standard US phone number
format (NNN) NNN-NNNN
 Upper case the State values
 Sort the data according to these sort keys: State / City / Last Name / First
Name / Middle Name (not middle initial)

Step 1: Import the data and don’t accidentally drop the leading zeros!
To Excel, the Postal Code values look like numbers, and so that’s the default way it
will treat them when loading this file. (Unfortunately Excel can’t read the header
“Postal Code― and switch it to a text field based on the semantic meaning of the
data.)
Fortunately there is a way to override this default, using the Text Import Wizard:

1. File | Open the text file

SHRIKANT TELANG SVVV,INDORE 12

 BTCS-102 ICSE

2. Text Import Wizard – Step 1 of 3: Choose “Delimited―, then click Next
3. Text Import Wizard – Step 2 of 3: Choose “Comma― as the delimiter, then
click Next (note that other delimiters can be selected, and even a custom one can be
specified if the data uses a character not listed in the UI)
4. Text Import Wizard – Step 3 of 3: Scroll over to the Postal Code field, select it,
and set “ Column data format ― to Text, then click Finish

Best fit the columns (select those columns, double click on the line between column
headers), and here ’s what the result should look like:

Now that the data has landed in Excel without dropping critical information, next up is to
work it into the format needed for reporting and uploading.

Step 2: Formatting SSN

The SSN values need to be converted to the form NNN-NN-NNNN. There are two ways to
accomplish this.

1. Change the way the data is displayed, but keep the underlying values as numbers, or
2. Insert hyphens into the data

Change the display via cell formatting

1. Select the range A2:A10 where the data is stored

2. Bring up the Format Cells dialog (CTRL + 1)
3. On the Number tab, click on the Custom category
4. In the Type field, enter this string: 000-00-0000
5. Click OK

Here’s what the end result looks like:

Note that the underlying value is “123456789― (look in the formula bar to verify
this), while the cell is formatted to display the hyphens.
Inserting hyphens
A formula is needed to accomplish this. This example will use the convention of creating a
new table of data from the original, where the formulas are in cells off to the right of the
original data.
The formula for this will use the MID() function to pull out the first 3 numbers of the SSN.
Then it will use the “&― to concatenate that with a hyphen, use the MID() function to
grab the middle two numbers, use “&― again to insert another hyphen, and finally use
MID() again to tack on the last 4 numbers of the SSN.

SHRIKANT TELANG SVVV,INDORE 13

 BTCS-102 ICSE

1. Copy/Paste the headers from A1:L1 into N1:Y1 (to not get lost)
2. In N2, enter this formula: =MID(A2,1,3)&”-“&MID(A2,4,2)&”-“&MID(A2,6,4)
3. Fill that formula down across all the rows of data (N2:N10 for this example)

Here’s what the result looks like:

To prove it, select the column of SSNs, Copy / Paste Special… Values and examine the
contents of the cells. The hyphens are in the right places.

Step 3: Fixing up names

There are several problems to be addressed with the names:

 They’re not in proper casing

 They contain extra spaces
 Only the middle initial is desired

The “&― operator will be used to concatenate the value in Last Name with a comma
and space; the “&― operator will be used to add the value from First Name and to add
a space to that result; the LEFT() function along with the “&― operator will be used
to create and add a middle initial from Middle Name. The last two steps will be to wrap
those functions with a TRIM() function to remove extra spaces, and wrap the final result
with a PROPER() function to set the letter casing correctly.

1. For this part, the headers “Last Name”, “Middle Name”, and “First
Name” that were created in O1:Q1 aren’t needed. Delete columns P & Q, and
rename “Last Name” in O1 to “Name”. The formula will go in column
O, using the original Name columns as input.
2. In O2 insert this function: =PROPER(TRIM(TRIM(B2)&”, “&D2&”
“&LEFT(C2,1)))

Here’s what the result looks like:

Note: while extra spaces were in the original values, even if they weren’t the TRIM()
function would need to be used in this case because for people without Middle Name
values listed, the concatenation part of the formula introduces an extra space. That’s
also the reason why the TRIM() function should be used on the final result as opposed to
deeper in the formula, i.e. on First Name, Last Name, and Middle Name individually.
Note: Extra spaces may not be the only undesirable characters in the data. The CLEAN()
function can be used to remove non-printable characters. See Appendix 1 for a more
thorough discussion of removing undesirable characters from the data.

Step 4: Convert DOB to an actual date

SHRIKANT TELANG SVVV,INDORE 14

 BTCS-102 ICSE

The DOB values are not recognized by Excel as dates. These need to be converted to
MM/DD/YYYY format. Using the DATE() function and MID() function will produce the
desired results. The YEAR, MONTH, and DAY portions of the date will be extracted from
the DOB field using MID(), and the result is converted to a date using the DATE()
function:

1. In P2 enter this formula: =DATE(MID(E2,1,4),MID(E2,5,2),MID(E2,7,2))

2. Fill that formula down across the rows of data (P2:P10 in this case)

Here’s what the result looks like:

Step 5: Fill in Date of Letter

No changes are needed to the Date of Letter field, so either copy / paste those values in, or
use a formula to refer to them so that the table created is complete.

Step 6: lower case E-Mail Address

For consistency sake, the email addresses should all be lower case, since they aren’t
case-sensitive anyhow. This will be accomplished using the LOWER() function.

1. In cell R2, enter this formula: =LOWER(G2)

2. Fill that formula down across the rows of data

Here’s what the result looks like:

Step 7: Format Home Phone

The Home Phone values are hard to read, and not in the correct format. They need to be
fixed up to match the (NNN) NNN-NNNN format.
Just like SSN, this can be accomplished through cell formatting or inserting the proper
characters in the right places.
Change the display via cell formatting

1. Select the range H2:H10 where the data is stored

2. Bring up the Format Cells dialog (CTRL + 1)
3. On the Number tab, click on the Custom category
4. In the Type field, enter this string: (000) 000-0000
5. Click OK

Here’s what the end result looks like:

Inserting parenthesis & hyphens

SHRIKANT TELANG SVVV,INDORE 15

 BTCS-102 ICSE

A formula needs to be used to accomplish this. The formula will use MID() and
concatenate operations to build up the correct value.

1. In S2, enter this formula: =”(“&MID(H2,1,3)&”) “&MID(H2,4,3)&”-

“&MID(H2,7,4)
2. Fill that formula down across all the rows of data (S2:S10 for this example)

Here’s what the result looks like:

Step 8: Trim extra spaces from Address

Use the TRIM() function as done on the name fields to remove extra spaces. This one is
easy, so go ahead and do it and move to the next step!

Step 9: Add City values to the new table

Since a whole new table is being created to replace the original data, the values from City
need to be brought over, even though there’s nothing wrong with them. If you have a
huge data set you might not be able to inspect them all by hand, so in that case you’ll
probably still want to use TRIM() and CLEAN() on those values, just in case.

Step 10: Make all State value upper case

The State field contains lower case values, and all the characters for this field need to be
upper case. Both PROPER() and LOWER() have already been used to clean up the data, so
using UPPER() to convert the lower case characters to uppercase ones is easy.

1. In V2 enter this formula: =UPPER(K2)

2. Fill down that formula across all the rows of data (V2:V10 for this example)

Here’s what the result looks like:

Step 11: Fill in Postal Code

To complete the table, copy/paste the Postal Code values from L2:L10 to W2:W10.

Step 12: Finalize the values

Now creating the new table is completed, with the data in the format required. The sheet
should be finalized by removing formulas, keeping only the values, and then deleting the
original data.
Note: It might be useful to keep the formulas around on a template saved separately, so
they don’t have to be built up over and over as different sets of data are processed.

1. Select the entire range of newly massaged data (N1:W10)

SHRIKANT TELANG SVVV,INDORE 16

 BTCS-102 ICSE

2. Copy / Paste Special… Values / OK (This step is to ensure the cells contain data
values and not formulas. Since the formulas are referencing the original data, The
original data can’t be deleted until the formulas are converted into values)
3. Now select the columns A: M, which include the range of original data (A1:L10)
plus the extra space column, and delete those entire columns.

Now the newly cleaned data is the only data set in the sheet. Nice work!

Bonus Discussion: Sorting Text using more than 3 keys

It may be that someone needs to sort data sets using more than 3 keys for the sort. As you
might now, Excel 2003 only supports 3 levels of sort keys. Excel 2007 supports a whole lot
more, so this exercise is trivial using Excel 2007. Here’s how it could be done using
Excel 2003. Assume the original data set needs to be sorted by State / City / Last Name /
First Name / Middle Name, consider this similar data set:

A new column can be created (say, in column F), using text concatenation to string
together the sort keys. In F2, enter this formula: =E2&D2&A2&C2&B2, and give it a
header, like “SortKey―.
Now, sorting on that single column is the same as sorting on those keys individually. Of
course, ascending/descending order can’t be specified on each key using this method,
so Excel 2007 is still better!

Formatting of Spreadsheet and Cells,

There are six tabs in the Format Cells dialog

box: Number, Alignment, Font, Border, Patterns, and Protection. The following sections
describe the settings available in each tab.

SHRIKANT TELANG SVVV,INDORE 17

 BTCS-102 ICSE

Number Tab

Auto Number Formatting: By default, all worksheet cells are formatted with the General
number format. With the General format, anything you type into the cell is usually left
as-is. For example, if you type 36526 into a cell and then press ENTER, the cell contents
are displayed as 36526. This is because the cell remains in the General number format.
However, if you first format the cell as a date (for example, d/d/yyyy) and then type the
number
36526, the cell displays 1/1/2000.

There are also other situations where Excel leaves the number format as General, but
the cell contents are not displayed exactly as they were typed. For example, if you have a
narrow column and you type a long string of digits like
123456789, the cell might instead display something like 1.2E+08. If you check the
number format in this situation, it remains as General.

Finally, there are scenarios where Excel may automatically change the number format
from General to something else, based on the characters that you typed into the cell. This
feature saves you from having to manually make the easily recognized number format
changes. The following table outlines a few examples where this can occur:
Excel automatically assigns
If you type this number format
-------------------------------------------

1.0 General
1.123 General
1.1% 0.00%
1.1E+2 0.00E+00
1 1/2 # ?/?
$1.11 Currency, 2 decimal places
1/1/01 Date
1:10 Time

Generally speaking, Excel applies automatic number formatting whenever you type the
following types of data into a cell:
 Currency
 Percentage
 Date
 Time

SHRIKANT TELANG SVVV,INDORE 18

 BTCS-102 ICSE

 Fraction
 Scientific

Built-in Number Formats

Excel has a large array of built-in number formats from which you can choose. To use one
of these formats, click any one of the categories below General and then select the option
that you want for that format. When you select a format from the list, Excel automatically
displays an example of the output in the Sample box on the Number tab. For example, if
you type 1.23 in the cell and you select Number in the category list, with three decimal
places, the number 1.230 is displayed in the cell.

These built-in number formats actually use a predefined combination of the symbols listed
below in the "Custom Number Formats" section. However, the underlying custom number
format is transparent to you.

The following table lists all of the available built-in number formats:
Number format Notes
-----------------------------------------------------------------------

Number Options include: the number of decimal places,

whether or not the thousands separator is used, and
the format to be used for negative numbers.

Currency Options include: the number of decimal places,

the symbol used for the currency, and
the format to be used for negative numbers. This
format is used for general monetary values.

Accounting Options include: the number of decimal places, and

the symbol used for the currency. This format lines
up the currency symbols and decimal points in a
column of data.

Date Select the style of the date from the Type list box.

Time Select the style of the time from the Type list box.

Percentage Multiplies the existing cell value by 100 and

displays the result with a percent symbol. If you
format the cell first and then type the number, only
SHRIKANT TELANG SVVV,INDORE 19
 BTCS-102 ICSE

numbers between 0 and 1 are multiplied by 100.

The only option is the number of decimal places.

Fraction Select the style of the fraction from the Type list
box. If you do not format the cell as a fraction
before typing the value, you may have to type a
zero or space before the fractional part. For
example, if the cell is formatted as General and you
type 1/4 in the cell, Excel treats this as a
date. To type it as a fraction, type 0 1/4 in the
cell.

Scientific The only option is the number of decimal places.

Text Cells formatted as text will treat anything typed

into the cell as text, including numbers.

Special Select one of the following from the Type box: Zip
Code, Zip Code + 4, Phone Number, and Social Security
Number.

Custom Number Formats: If one of the built-in number formats does not display the
data in the format that you require, you can create your own custom number format.
You can create these custom number formats by modifying the built-in formats or by
combining the formatting symbols into your own combination.

Before you create your own custom number format, you need to be aware of a few
simple rules governing the syntax for number formats:

 Each format that you create can have up to three sections for numbers and a fourth
section for text.
 <POSITIVE>;<NEGATIVE>;<ZERO>;<TEXT>
 The first section is the format for positive numbers, the second for negative numbers,
and the third for zero values.
 These sections are separated by semicolons.
 If you have only one section, all numbers (positive, negative, and zero) are formatted
with that format.

SHRIKANT TELANG SVVV,INDORE 20

 BTCS-102 ICSE

 You can prevent any of the number types (positive, negative, zero) from being
displayed by not typing symbols in the corresponding section. For example, the
following number format prevents any negative or zero values from being displayed:
0.00;;
 To set the color for any section in the custom format, type the name of the color in
brackets in the section. For example, the following number format formats positive
numbers blue and negative numbers red:
[BLUE]#,##0;[RED]#,##0
 Instead of the default positive, negative and zero sections in the format, you can
specify custom criteria that must be met for each section. The conditional statements
that you specify must be contained within brackets. For example, the following number
format formats all numbers greater than 100 as green, all numbers less than or equal to
-100 as yellow, and all other numbers as cyan:
[>100][GREEN]#,##0;[<=-100][YELLOW]#,##0;[CYAN]#,##0
 For each part of the format, type symbols that represent how you want the number to
look. See the table below for details on all the available symbols.
To create a custom number format, click Custom in the Category list on the Number tab in
the Format Cellsdialog box. Then, type your custom number format in the Type box.

The following table outlines the different symbols available for use in custom number
formats.
Format Symbol Description/result
------------------------------------------------------------------------

0 Digit placeholder. For example, if you type 8.9 and

you want it to display as 8.90, then use the
format #.00

# Digit placeholder. Follows the same rules as the 0

symbol except Excel does not display extra zeros
when the number you type has fewer digits on either
side of the decimal than there are # symbols in the
format. For example, if the custom format is #.## and
you type 8.9 in the cell, the number 8.9 is
displayed.

? Digit placeholder. Follows the same rules as the 0

symbol except Excel places a space for insignificant
zeros on either side of the decimal point so that
SHRIKANT TELANG SVVV,INDORE 21
 BTCS-102 ICSE

decimal points are aligned in the column. For

example, the custom format 0.0? aligns the decimal
points for the numbers 8.9 and 88.99 in a column.

. (period) Decimal point.

% Percentage. If you enter a number between 0 and 1,

and you use the custom format 0%, Excel multiplies
the number by 100 and adds the % symbol in the cell.

, (comma) Thousands separator. Excel separates thousands by

commas if the format contains a comma surrounded by
'#'s or '0's. A comma following a placeholder
scales the number by a thousand. For example, if the
format is #.0,, and you type 12,200,000 in the cell,
the number 12.2 is displayed.

E- E+ e- e+ Scientific format. Excel displays a number to the

right of the "E" symbol that corresponds to the
number of places the decimal point was moved. For
example, if the format is 0.00E+00 and you type
12,200,000 in the cell, the number 1.22E+07 is
displayed. If you change the number format to #0.0E+0
the number 12.2E+6 is displayed.

$-+/():space Displays the symbol. If you want to display a

character that is different than one of these
symbols, precede the character with a backslash (\)
or enclose the character in quotation marks (" ").
For example, if the number format is (000) and you
type 12 in the cell, the number (012) is displayed.

\ Display the next character in the format. Excel does

not display the backslash. For example, if the number
format is 0\! and you type 3 in the cell, the value
3! is displayed.

* Repeat the next character in the format enough times

to fill the column to its current width. You cannot
have more than one asterisk in one section of the
format. For example, if the number format is 0*x and
you type 3 in the cell, the value 3xxxxxx is
SHRIKANT TELANG SVVV,INDORE 22
 BTCS-102 ICSE

displayed. Note, the number of "x" characters

displayed in the cell vary based on the width of the
column.

_ (underline) Skip the width of the next character. This is useful

for lining up negative and positive values in
different cells of the same column. For example, the
number format _(0.0_);(0.0) align the numbers
2.3 and -4.5 in the column even though the negative
number has parentheses around it.

"text" Display whatever text is inside the quotation marks.

For example, the format 0.00 "dollars" displays
"1.23 dollars" (without quotation marks) when you
type 1.23 into the cell.

@ Text placeholder. If there is text typed in the

cell, the text from the cell is placed in the format
where the @ symbol appears. For example, if the
number format is "Bob "@" Smith" (including
quotation marks) and you type "John" (without
quotation marks) in the cell, the value
"Bob John Smith" (without quotation marks) is
displayed.

DATE FORMATS

m Display the month as a number without a leading zero.

mm Display the month as a number with a leading zero

when appropriate.

mmm Display the month as an abbreviation (Jan-Dec).

mmmm Display the month as a full name (January-December).

d Display the day as a number without a leading zero.

dd Display the day as a number with a leading zero

when appropriate.

ddd Display the day as an abbreviation (Sun-Sat).

SHRIKANT TELANG SVVV,INDORE 23
 BTCS-102 ICSE

dddd Display the day as a full name (Sunday-Saturday).

yy Display the year as a two-digit number.

yyyy Display the year as a four-digit number.

TIME FORMATS

h Display the hour as a number without a leading zero.

[h] Elapsed time, in hours. If you are working with a

formula that returns a time where the number of hours
exceeds 24, use a number format similar to
[h]:mm:ss.

hh Display the hour as a number with a leading zero when

appropriate. If the format contains AM or PM, then
the hour is based on the 12-hour clock. Otherwise,
the hour is based on the 24-hour clock.

m Display the minute as a number without a leading

zero.

[m] Elapsed time, in minutes. If you are working with a

formula that returns a time where the number of
minutes exceeds 60, use a number format similar to
[mm]:ss.

mm Display the minute as a number with a leading zero

when appropriate. The m or mm must appear immediately
after the h or hh symbol, or Excel displays the
month rather than the minute.

s Display the second as a number without a leading

zero.

[s] Elapsed time, in seconds. If you are working with a

formula that returns a time where the number of
seconds exceeds 60, use a number format similar to
[ss].

SHRIKANT TELANG SVVV,INDORE 24

 BTCS-102 ICSE

ss Display the second as a number with a leading zero

when appropriate.

NOTE: If you want to display fractions of a second,

use a number format similar to h:mm:ss.00.

AM/PM Display the hour using a 12-hour clock. Excel

am/pm displays AM, am, A, or a for times from midnight
A/P until noon, and PM, pm, P, or p for times from noon
a/p until midnight.

Displayed Value versus Stored Value: Microsoft Excel displays a number according to
the format of the cell that contains it. Therefore, the number that you see in the cell may
differ from the number stored by Excel and from the number used in calculations that refer
to the cell. For example, if you type 1.2345 in a cell where you only want two digits to the
right of the decimal to be displayed, the cell displays the value 1.23. Note however, if you
use that cell in a calculation, the full four digits to the right of the decimal are used.

Alignment Tab: You can position text and numbers, change the orientation and specify
text control in cells by using the Alignment tab in the Format Cells dialog box.

Text Alignment: Under Text alignment, you control the horizontal, vertical alignment
and indention. The following is a list of available settings for text alignment:

Group Setting Description

-----------------------------------------------------------------------

Horizontal General Text data is left-aligned, and numbers,

dates, and times are right-aligned.
Changing the alignment does not change
the type of data.

Left (Indent) Aligns contents at the left edge of the

cell. If you specify a number in the Indent
box, Microsoft Excel indents the contents
of the cell from the left by the specified
number of character spaces. The character
spaces are based on the standard font and
font size selected on the General tab of
the Options dialog box (Tools menu).

SHRIKANT TELANG SVVV,INDORE 25

 BTCS-102 ICSE

Center Centers the text in the selected cells.

Right Aligns contents at the right edge of the

cell.

Fill Repeats the contents of the selected cell

until the cell is full. If blank cells to
the right also have the Fill alignment,
they are filled as well.

Justify Aligns wrapped text within a cell to the

right and left. You must have more than
one line of wrapped text to see the
justification.

Center Across Centers a cell entry across the selected

Selection cells.

Vertical Top Aligns cell contents along the top of the

cell.

Center Centers cell contents in the middle of the

cell from top to bottom.

Bottom Aligns cell contents along the bottom of

the cell.

Justify Justifies the cell contents up and down

within the width of the cell.

SHRIKANT TELANG SVVV,INDORE 26

 BTCS-102 ICSE

Text Control: There are some additional miscellaneous text alignment controls in the Text
Control section of the Alignment tab. These controls are Wrap Text, Shrink to
Fit and Merge Cells.

Select Wrap Text to wrap the text in the selected cell. The number of wrapped lines
depends on the width of the column and the length of the cell contents.

NOTE: To start a new line when the Wrap Text option is selected, press ALT+ENTER
while typing in the formula bar.

Selecting the Shrink to fit option decreases the font size of the text in a cell until all the
contents of the cell can be displayed. This feature is helpful when you want to avoid
changing the column width for the entire column. The applied font size is not changed.

The Merge Cells option combines two or more selected cells into a single cell. A "merged
cell" is a single cell created by combining two or more selected cells. The cell reference for
a merged cell is the upper-left cell in the original selected range.

Orientation: You can set the amount of text rotation in the selected cell by using
the Orientation section. Use a positive number in the Degree box to rotate the selected text
from lower left to upper right in the cell. Use negative degrees to rotate text from upper left
to lower right in the selected cell.

To display text vertically from top to bottom, click the vertical Text box under Orientation.
This gives a stacked appearance to text, numbers and formulas in the cell.

Font Tab: The term font refers to a typeface (for example, Arial), along with its attributes
(point size, font style, underlining, color, and effects). Use the Font tab in the Format
Cells dialog box to control these settings. You can see a preview of your settings by
reviewing the Preview section of the dialog box.

NOTE: You can use this same Font tab to format individual characters. To do this, select
the characters in the formula bar and click Cells on the Format menu.

Typeface, Font Style, and Size: The Font option on the Font tab allows you to choose a
typeface. You choose your typeface for the selected cell by clicking a name in the Font list
or typing a name in the Font box. There are three types of typefaces you can use, as
described in the following table:

SHRIKANT TELANG SVVV,INDORE 27

 BTCS-102 ICSE

Icon
Font type (Left of Name) Description (bottom of dialog box)
-----------------------------------------------------------------------

TrueType TT The same font is used on both the

printer and the screen.

Screen Display none This font is installed for screen

display only. The closest available
font is used for printing.

Printer Printer This is a printer-resident font. What

is printed may not match exactly
what is on the screen.

After you select a typeface in the Font list, the Size list displays the available point sizes.
Keep in mind that each point is 1/72 of an inch. If you type a number in the Size box that is
not in the Size list, you see the following text at the bottom of the Font tab:
This font's size is not installed on the system. The closest available font will be used.
Typeface Styles: The list of choices in the Font Style list varies depending on the font that
is selected in the Font list. Most fonts include the following styles:

 Regular
 Italic
 Bold
 Bold italic

Underline: In the Underline list, you can select an underlining option to format the
selected text. The following table describes each underlining option:

Underline type Description

-----------------------------------------------------------------------

None No underlining is applied.

Single A single underline is placed under each character

in the cell. The underline is drawn through the
descenders of characters like "g" and "p."

SHRIKANT TELANG SVVV,INDORE 28

 BTCS-102 ICSE

Double Double underlines are placed under each character

in the cell. The underlines are drawn through the
descenders of characters like "g" and "p."

Single Accounting A single underline is placed across the entire

width of the cell. The underline is drawn below
the descenders of characters like "g" and "p."

Double Accounting Double underlines are placed across the entire

width of the cell. The underlines are drawn below
the descenders of characters like "g" and "p."

Color, Effects, and Normal Font Settings: Choose a color for the font by clicking a
color in the Color list. You can rest the mouse over a color to see a ToolTip with the
color name. The Automatic color is always black unless you change the window font
color on the Appearance tab of the Display Properties dialog box. (Double-click
the Display icon in the Control Panel to open the Display Properties dialog box.)

Select the Normal font check box to set the font, font style, size, and effects to the
Normal style. This is essentially resetting the cell formatting to defaults.

Select the Strikethrough check box to draw a line through selected text or numbers.
Select the Super script check box to format the selected text or numbers as
superscripts (above). Select the Subscript check box to format the selected text or
numbers as subscripts (below). You typically want to use subscripts and superscripts
for individual characters in a cell. To do this, select the characters in the formula bar
and click Cells on the Format menu.

Border Tab: In Excel, you can put a border around a single cell or a range of cells. You
can also have a line drawn from the upper-left corner of the cell to the lower-right
corner, or from the lower-left corner of the cell to the upper-right corner.

You can customize these cells' borders from their default settings by changing the line
style, line thickness or line color.

The following settings are available on the Border tab of the Format Cells dialog box:

Group Setting Description

------------------------------------------------------------------------

SHRIKANT TELANG SVVV,INDORE 29

 BTCS-102 ICSE

Presets None Turns off all borders that are currently

applied to the selected cell(s).

Outline Places a border on all four sides of a

single cell or around a selected group of
cells.

Inside Places a border on all interior sides of

a group of selected cells. This button is
unavailable (dimmed) if a single cell is
selected.

Border Top Applies a border with the currently

selected style and color to the top of the
cell(s) in the selected region.

Inside Horizontal Applies a border with the currently

selected style and color to all horizontal
sides in the interior of the currently
selected group of cells. This button is
unavailable (dimmed) if a single cell is
selected.

Bottom Applies a border with the currently

selected style and color to the bottom of the
cell(s) in the selected region.

Diagonal (bottom- Applies a border with the currently

left to upper- selected style and color from the bottom-
right) left corner to the upper-right corner for
all cells in the selection.

Left Applies a border with the currently

selected style and color to the top of the
cell(s) in the selected region.

Inside Vertical Applies a border with the currently

selected style and color to all vertical
sides in the interior of the currently
selected group of cells. This button is
unavailable (dimmed) if a single cell is
SHRIKANT TELANG SVVV,INDORE 30
 BTCS-102 ICSE

selected.

Right Applies a border with the currently

selected style and color to the right
side of the cell(s) in the selected
region.

Diagonal (upper- Applies a border with the currently

left to bottom- selected style and color from the upper-
right) left corner to the lower-right corner for
all cells in the selection.

Line Style Applies the selected line style to the

border. Choose from dotted, dashed, solid
and double border lines.

Color Applies the specified color to the border.

Applying Borders: To add a border to a single cell or a range of cells, follow these steps:
1. Select the cells that you want to format.
2. On the Format menu, click Cells.
3. In the Format Cells dialog box, click the Border tab.

NOTE: Some buttons on the Border tab are unavailable (dimmed) when you only have
a single cell selected. This is because these settings are only applicable when you apply
borders to a range of cells.
4. Select any one of the line styles in the Style list.
5. Click the Color drop-down arrow and select any one of the colors.
6. Click any one of buttons listed under Presets or Border.

This displays a line with your settings in the sample region.

7. If you want to remove a specific border, click the button for that border a second time.
8. If you want to change the line color or style, click the style or color that you want, and
then click the button for the border again.

SHRIKANT TELANG SVVV,INDORE 31

 BTCS-102 ICSE

Patterns Tab: Use the Patterns tab in the Format Cells dialog box to set the background
color of the selected cells. You can also use the Pattern list to apply two-color patterns or
shading for the background of the cell.

NOTE: The color palette on the Patterns tab is the same color palette from
the Color tab of the Options dialog box. Click Options on the Tools menu to access
the Options dialogbox.

To shade cells with patterns, follow these steps:

1. Select the cells to which you want to apply shading.
2. On the Format menu, click Cells, and then click the Patterns tab.
3. To include a background color with the pattern, click a color in the Cell shading box.
4. Click the arrow next to the Pattern box, and then click the pattern style and color that
you want.
If you do not select a pattern color, the pattern is black.

You can return the background color formatting for the selected cells to their default state
by clicking No Color.

Protection Tab
The Protection tab offers you two options for protecting your worksheet data and formulas:
 Locked
 Hidden
However, neither of these two options takes effect unless you also protect your worksheet.
To protect a worksheet, point to Protection on the Tools menu, click Protect Sheet, and
then select the Contents check box.
Locked: By default, all cells in a worksheet have the Locked option turned on. When this
option is turned on (and the worksheet is protected), you cannot do the following:
 Change the cell data or formulas.

 Type data in an empty cell.

 Move the cell.
 Resize the cell.
 Delete the cell or its contents.
NOTE: If you want to be able to type data in some cells after protecting the worksheet,
make sure to clear the Locked check box for those cells.

Formulas and Functions: Mastering the basic Excel formulas is critical for beginners to
become highly proficient in financial analysis. Microsoft Excel is considered the industry
SHRIKANT TELANG SVVV,INDORE 32
 BTCS-102 ICSE

standard piece of software in data analysis. Microsoft’s spreadsheet program also happens
to be one of the most preferred software by investment bankers and financial analyst in
data processing, financial modeling, and presentation. This guide will provide an overview
and list of basic Excel functions.

1. Formulas
In Excel, a formula is an expression that operates on values in a range of cells or a cell. For
example, =A1+A2+A3, which finds the sum of the range of values from cell A1 to Cell
A3.

2. Functions

Functions are predefined formulas in Excel. They eliminate laborious manual entry of
formulas while giving them human-friendly names. For example: =SUM(A1:A3). The
function sums all the values from A1 to A3.

Five Time-saving Ways to Insert Data into Excel

When analyzing data, there are five common ways of inserting basic Excel formulas. Each
strategy, however, comes with an advantage over the other. Therefore, before diving
further into the main formulas, we’ll clarify those methods, so you can create your
preferred workflow earlier on.

1. Simple insertion: Typing a formula inside the cell

Typing a formula in a cell or the formula bar is the most straightforward method of
inserting basic Excel formulas. The process usually starts by typing an equal sign, followed
by the name of the function.

Excel is quite intelligent in that when you start typing the name of the function, a pop-
up function hint will show. It’s from this list you’ll select your preference. However, don’t
press the Enter key. Instead, press the Tab key so that you can continue to insert other
options. Otherwise, you may find yourself with an invalid name error, often as ‘#NAME?’.
To fix it, just re-select the cell, and go to the formula bar to complete your function.

SHRIKANT TELANG SVVV,INDORE 33

 BTCS-102 ICSE

3. Using Insert Function Option from Formulas Tab: If you want full control of
your functions insertion, using the Excel Insert Function dialogue box is all you ever
need. To achieve this, go to the Formulas tab and select the first menu labeled Insert
Function. The dialogue box will contain all functions you need to complete your analysis.

SHRIKANT TELANG SVVV,INDORE 34

 BTCS-102 ICSE

SHRIKANT TELANG SVVV,INDORE 35

 BTCS-102 ICSE

3. Selecting a Formula from One of the Groups in Formula Tab: The option is for
those who want to delve into their favorite functions quickly. To find this menu,
navigate to the Formulas tab and select your preferred group. Click to show sub-menu
filled with a list of functions. From there, you can select your preference. However, if
you find your preferred group is not on the tab, click on the More Functions option –
probably it’s just hidden there.

SHRIKANT TELANG SVVV,INDORE 36

 BTCS-102 ICSE

5. Using AutoSum Option: For quick and everyday tasks, AutoSum is your go-to
option. So, navigate to the Home tab, in the far-right corner, click the AutoSum option.
Then click the caret to show other hidden formulas. This option is also available in the
Formulas tab first option after the Insert Function option.

SHRIKANT TELANG SVVV,INDORE 37

 BTCS-102 ICSE

5. Quick Insert: Use Recently Used Tabs: If you find re-typing your most recent
formula a monotonous task, then use the Recently Used menu. It’s on the Formulas
tab, a third menu option just next to AutoSum.

Seven Basic Excel Formulas for Your Workflow: Since you’re now able to insert your
preferred formulas and function correctly, let’s check some fundamental Excel functions to
get you started.
1. SUM: The SUM function is the first must-know formula in Excel. It usually aggregates
values from a selection of columns or rows from your selected range.
=SUM(number1, [number2], …)

Example:

=SUM(B2:G2) – A simple selection that sums the values of a row.

=SUM(A2:A8) – A simple selection that sums the values of a column.

=SUM(A2:A7, A9, A12:A15) – A sophisticated collection that sums values from range A2
to A7, skips A8, adds A9, jumps A10 and A11, then finally adds from A12 to A15.

=SUM(A2:A8)/20 – Shows you can also turn your function into a formula.

SHRIKANT TELANG SVVV,INDORE 38

 BTCS-102 ICSE

2. AVERAGE: The AVERAGE function should remind you of simple averages of data
such as the average number of shareholders in a given shareholding pool.

=AVERAGE(number1, [number2], …)

Example:

=AVERAGE(A1:A10) – Shows a simple average, also similar to (SUM(A1: A10)/9)

SHRIKANT TELANG SVVV,INDORE 39

 BTCS-102 ICSE

3. COUNT
The COUNT function counts all cells in a given range that contains only numeric values.

=COUNT(value1, [value2], …)

Example:

COUNT(A:A) – Counts all values that are numerical in A column. However, it doesn’t use
the same formula to count rows.

SHRIKANT TELANG SVVV,INDORE 40

 BTCS-102 ICSE

COUNT(A1:C1) – Now it can count rows.

4. COUNTA: Like the COUNT function, COUNTA counts all cells in a given rage.
However, it counts all cells regardless of type. That is, unlike COUNT that relies on only
numeric, it also counts dates, times, strings, logical values, errors, empty string, or text.

=COUNTA(value1, [value2], …)

Example:

SHRIKANT TELANG SVVV,INDORE 41

 BTCS-102 ICSE

COUNTA(A:A) – Counts all cells in column A regardless of type. However, like COUNT,
you can’t use the same formula to count rows.

5. IF: The IF function is often used when you want to sort your data according to a given
logic. The best part of the IF formula is that you can embed formulas and function in it.
=IF(logical_test, [value_if_true], [value_if_false])

Example:

=IF(C2<D3, ‘TRUE,’ ‘FALSE’) – Checks if the value at C3 is less than the value at D3.
If the logic is true, let the cell value be TRUE, else, FALSE

=IF(SUM(C1:C10) > SUM(D1:D10), SUM(C1:C10), SUM(D1:D10)) – An example of

a complex IF logic. First, it sums C1 to C10 and D1 to D10, then it compares the sum. If
the sum of C1 to C10 is greater than SUM of D1 to D10, then it makes the value of a cell
equal to the sum of C1 to C10. Otherwise, it makes it the SUM of C1 to C10.

SHRIKANT TELANG SVVV,INDORE 42

 BTCS-102 ICSE

6. TRIM: The TRIM function makes sure your functions do not return errors due to unruly
spaces. It ensures that all empty spaces are eliminated. Unlike other functions that can
operate on a range of cells, TRIM only operates on a single cell. Therefore, it comes with
the downside of adding duplicated data in your spreadsheet.
=TRIM(text)

Example:

TRIM(A4) – Removes empty spaces in the value in cell A4.

7. MAX & MIN: The MAX and MIN functions help in finding the maximum number and
the minimum number in a pull of values.
=MIN(number1, [number2], …)

Example:

SHRIKANT TELANG SVVV,INDORE 43

 BTCS-102 ICSE

=MIN(B2:C11) – Finds the minimum number between column B from B2 and column C
from C2 to row 11 in both column B and C.

=MAX(number1, [number2], …)

Example:

=MAX(B2:C11) – Similarly, it finds the maximum number between column B from B2

and column C from C2 to row 11 in both column B and C.

Spread sheets for Small accountings: There are few skills in life that will make you look
more like a wizard to the folks around you than a deep understanding of Excel. If you can
rock a VLOOKUP or, better yet, some INDEX-MATCH action, you’ll never get fired.

In addition to all the other nonsense Excel can let you do, you can also use it to do basic
accounting. Before you go crazy and throw all your accounting software out the window,
let’s set some ground rules.

1) Excel can help you keep track of your business, but not if you’ve got a complicated
financial situation – at least not without putting in so much more work than it would ever
be worth.

2) This is not going to be an automated solution, which opens you up to data entry
errors.

SHRIKANT TELANG SVVV,INDORE 44

 BTCS-102 ICSE

3) Excel is only a “free option” if you either a) have more time than you need or b)
don’t value your time.

All that being said, a small business working on a tight budget can make a decent
accounting attempt in Excel. There are plenty of free options out there, but maybe you hate
that kind of thing or don’t like connecting to your bank or are a moose. Who knows?

If you’re set on using Excel for accounting and bookkeeping – three double-letters in a
row, by the way – here are some of the things you can do to keep yourself sane. We’ll also
take a second to talk about when you need to put the keyboard down and walk away from
the spreadsheet world.

Finally, much of this will apply to Google Sheets. I’m a die-hard Microsoft Office fan,
because I’ve always used it and because it’s just objectively better, but feel free to use
Sheets for a truly free experience. Also, I’ll be talking mainly about Excel 2013, but most
of the lessons should hold true for earlier versions, as well.

Excel accounting templates: The hardest part of using Excel to track all your finances is
getting the thing set up for success. There was a day when I’d attach a homemade Excel
template to this to get you on the right foot, but Excel now comes with access to all sorts of
goodies straight through its interface.

Now, if you go into Excel and open a new sheet, you can choose from a list of templates
hosted by Microsoft. You can get bank reconciliation sheets, ledgers, invoicing templates,
and personal finance trackers, which – if you’re using Excel to manage your accounting –
should be big enough for your purposes.

You can also set about to make your own template. I really like the system that YouTube
user Book keeping Master has created. It walks you through the incredibly boring process
at a nice pace, including formatting and formulas, along with how best to use this sort of
sheet once you’ve built it up.

If you follow along with any of the folks online, you’ll get a chance to learn some Excel as
you go, which is going to be key to really getting something out of your accounting system.

Why Excel can be a real winner for accounting

As we covered at the top, I don’t love the idea of using Excel, largely due to the existence
of other, better, free options. That being said, Excel does let you generate incredible reports
with accounting data, even if you’re using another system to do the day-to-day job of
accounting.

SHRIKANT TELANG SVVV,INDORE 45

 BTCS-102 ICSE

You can do day-to-day comparisons between months to find anomalies in expenses. You
can strip out recurring costs to get a clearer picture of where your daily cash is going. You
can divide your customers into groups based on size, location, or purchase and then
compare the groups to see who’s spending the most with your business.

Basically, you can cut the data any which way you like to get more out of it. The Institute
of Chartered Accountants of Scotland has a list of – mostly – useful tools in Excel that’s
worth checking out.

Once you’ve got the data you want in the format you like, you can use a bunch of Excel’s
built in functions to figure things out.

IRR lets you know the rate of return on your cash flows. NPV calculates the – wait for –
NPV of an investment based on a discount rate and time frame. VLOOKUP lets you easily
reference your chart of accounts.

Finally, you’ve got the ability to use a whole host of graphing tools to make all the data
you uncover understandable. There’s nothing more frustrating than looking at a spreadsheet
full of numbers and being unable to find the insight you know lives in there.

In short, there’s a reason close to two-thirds of accountants report using Excel.

The plan for using Excel for accounting

I’ll leave you with this five step plan for using Excel for accounting.

1. Make sure you really want Excel. If you’re not going to put the time in to learn how to
uncover these insights, you’re just going to make your life more difficult. Here’s one more
chance for you to go look at the list of free accounting options we’ve drawn up. They’re
good. You won’t go crazy. Excel is a bucking bronco at the best of times.

2. Get familiar with the templates offered by Microsoft. Search for accounting and
bookkeeping templates using the Excel interface and determine if there’s one that fits your
needs.

3. Walk through the building process with someone online. Find a YouTube video that
takes you from start to finish. This will help you understand the interface, introduce you to
some of the functions you’ll want to use, and give you hands-on practice.

4. Tweak the existing template or build your own. This step could also be “Make a
mistake.” You will make a mistake. You will draw up a circular reference or divide
something by zero or just forget to include a number somewhere along the way. Now,

SHRIKANT TELANG SVVV,INDORE 46

 BTCS-102 ICSE

you’re learning about catching errors (IFERROR) and using Excel to step through the
calculations involved in a function to see what’s wrong.

5. Fill it up with your data and keep learning. I’ve found that the best way to learn Excel is
to try and force it to do something with it that seems too big. Count the words in a book or
forecast a public company’s earnings or see how many baseball players have your birthday.
There are data sets everywhere to play with.

Previewing and Printing a Worksheet

1. Click the worksheet or select the worksheets you want to preview.

To select Do this
A single sheet Click the sheet tab.

If you don't see the tab that you want, click the tab scrolling buttons to display
the tab, and then click the tab.

Two or more Click the tab for the first sheet. Then hold down SHIFT while you click the tab
adjacent for the last sheet that you want to select.
sheets
Two or more Click the tab for the first sheet. Then hold down CTRL while you click the tabs
nonadjacent of the other sheets that you want to select.
sheets
All sheets in a Right-click a sheet tab, and then click Select All Sheets on the shortcut menu.
workbook
2. Tip: When multiple worksheets are selected, [Group] appears in the title bar at the top of the
worksheet. To cancel a selection of multiple worksheets in a workbook, click any unselected worksheet. If no
unselected sheet is visible, right-click the tab of a selected sheet, and then click Ungroup Sheets on the
shortcut menu.

3. Click the Microsoft Office Button , click the arrow next to Print, and then
click Print Preview.

Keyboard shortcut you can also press CTRL+F2.

4. To preview the next and previous pages, on the Print Preview tab, in
the Preview group, click Next Page and Previous Page.

SHRIKANT TELANG SVVV,INDORE 47

 BTCS-102 ICSE

Note: Next Page and Previous Page are available only when you select more than one
worksheet, or when a worksheet contains more than one page of data.

5. To view page margins, on the Print Preview tab, in the Preview group, select
the Show Margins check box.

This displays the margins in the Print Preview view. To change margins, you can drag the
margins to the height and width that you want. You can also change the column widths by
dragging the handles at the top of the print preview page.

Tip: To make page setup changes, on the Print Preview tab, in the Print group, click Page
Setup, and then select the options that you want on the Page, Margins, Header/Footer,
or Sheet tabs of the Page Setup dialog box.

Introduction to MS-PowerPoint: PowerPoint (PPT) is a powerful, easy-to-use

presentation graphics software program which allows you to create professional-looking
electronic slide shows. PPT is used to present information in an organized manner to an
individual or group. Using clip art, sound clips, movie clips, graphs, organization charts,
imported Web screens, and many other features, you can easily create a presentation that
will impress your audience and convey your message clearly and professionally.

USING HELP PowerPoint Help menu offers you numerous ways to find help for a
particular task. Type a subject in the search window to see help topics.

EXERCISE: Creating a Presentation (Please follow along with instructor)

(Slide 1) – Select a design template 1. In the PPT Start-up Window, click “From Design
Template” located on the right-hand side of the screen under the heading “New.” 2. Scroll
down to see the various templates and click on one of them.

(Slide 1, cont.) – Add title and subtitle 1. Click once on “Click to add title” (this is the title
placeholder) and type How to Use PowerPoint. 2. Click once on “click to add subtitle” and
type Building an Effective Presentation.

(Slide 2) – Add a Bulleted List slide 1. Click on the “New Slide” button at the toolbar
located at the top of the screen.

2. Click once on the title placeholder and type what you can do with PowerPoint.
3. Click once on “Click to add text” (this is the text placeholder) and type the following
text (hit at the end of each line):
o Create electronic presentations
o Use special features to enhance your slides
o Practice and time your slide show
SHRIKANT TELANG SVVV,INDORE 48
 BTCS-102 ICSE

(NOTE: To format bullets, click on the “Format” menu and then click on “Bullets and
Numbering.”)

(Slide 3) – Add a Text & Content Layout Slide

1. Click on the “New Slide” button.
2. On the right side, scroll down until you see the “Text and Content Layout” options.
3. Click once on the option of your choice.
4. Type Content Options in the title placeholder.
5. In the text placeholder, add the following text (hit after each line):
o Clip Art
o Photographs
o Charts
o Graphs
o Tables
o Diagrams
o Media Clips
6. Click on the Clip Art icon in the “add content” area.
7. Enter medicine in the search window.
8. Scroll through the results and double-click on the Clip Art of your choice.
(Hint: Type “photograph” in the Clip Art search window to see the clip art photo options)
(Slide 4) – Add another Text & Content slide

1. Click on the “New Slide” button.

2. Type Advantages to Using a Variety of Content in the title placeholder.
3. In the text placeholder, type the following text (hit at the end of each line):
• Graphics keep a presentation lively
• Graphics are effective teaching tools
• Graphics keep the audience awake!
4. Add the Clip Art of your choice to the slide
(Slide 5) – Add a Chart

1. Click on the “New Slide” button.

2. Scroll down to “Other Layouts” and click on the “Title and Chart” option (the last
option).
3. Type Simple Charts in the title placeholder.
4. Double-click on the chart placeholder.
5. A datasheet will appear. Make changes if you like.
6. Click once in your slide (outside the datasheet) to add the chart to your slide.

Basics of PowerPoint: PowerPoint presentations work like slide shows. To convey a

message or a story, you break it down into slides. Think of each slide as a blank canvas
for the pictures, words, and shapes that help you build your story.
SHRIKANT TELANG SVVV,INDORE 49
 BTCS-102 ICSE

Choose a theme: When you start a new presentation PowerPoint, you’ll have the
opportunity to choose a theme or template. A theme is a slide design that contains
matching colors, fonts, and special effects like shadows, reflections, and more.

1. On the File tab, select New, and then, under Available Templates and Themes,
choose Themes. As you click each theme, PowerPoint shows you a preview on the right
side.
2. When you find the one you want, click Create.

Read more: Use or create themes in PowerPoint

Insert a new slide

 On the Home tab, click the bottom half of New Slide, and pick a slide layout.

Read more: Add, rearrange, and delete slides.

Save your presentation
1. On the File tab, choose Save.

SHRIKANT TELANG SVVV,INDORE 50

 BTCS-102 ICSE

2. In the File name box, type a name for your presentation, and then choose Save.
Tip: Save your work as you go. Press Ctrl+S often.
Read more: Save your presentation file
Add text
Select a text placeholder, and begin typing.

Format your text

1. Select the text.
2. Under Drawing Tools, choose Format.

3. Do one of the following:

 To change the color of your text, choose Text Fill, and then choose a color.
 To change the outline color of your text, choose Text Outline, and then choose a
color.
 To apply a shadow, reflection, glow, bevel, 3-D rotation, a transform, choose Text
Effects, and then choose the effect you want.
Read more:
 Change the fonts
 Change the color of text on a slide
 Add bullets or numbers to text
 Format text as superscript or subscript
Add pictures

SHRIKANT TELANG SVVV,INDORE 51

 BTCS-102 ICSE

1. On the Insert tab, choose Picture.

2. Browse for the picture you want, and then choose Insert.

Add speaker notes: Slides are best when you don’t cram in too much information. You
can put helpful facts and notes in the speaker notes, and refer to them as you present. In
Normal view, the Notes pane is located just below the slide view window.

1. On the View tab, in the Presentation Views group, click Normal.

2. Click inside the Notes pane below the slide, and begin typing your notes.

Give your presentation

On the Slide Show tab, do one of the following:
 To start the presentation at the first slide, in the Start Slide Show group, click From
Beginning.

 If you’re not at the first slide and want to start from where you are, click From
Current Slide.
SHRIKANT TELANG SVVV,INDORE 52
 BTCS-102 ICSE

 If you need to present to people who are not where you are, click Broadcast Slide
Show to set up a presentation on the web. To learn more, see Broadcast your PowerPoint
presentation to a remote audience.

MS- PowerPoint Screen and Its Components: Power Point's many features can be
overwhelming to new presenters. As you work with the program, it can be useful to
create a list of the PowerPoint elements you use most often. Consider the operations you
perform in PowerPoint, as well as the content and data that those operations impact. A
benefit of listing PowerPoint's elements is that you can concentrate on learning one
element at a time. Here’s a sample element list that you can use as a template for making
your own: PowerPoint’s user interface, slides, content, formatting, and presentation
playback.

User Interface: The most visible element of PowerPoint is its user interface—the
screens, dialog boxes, buttons, panes, and other parts of the application window. The
biggest part of the interface is the pane for creating and editing slides. The toolbar, called
the Ribbon, is another big chunk of the application window. Unlike versions of
PowerPoint older than 2003, the Ribbon's tabs may change depending on the command
you’re running. For example, if you insert an arrow shape on a slide, the Ribbon will
display a new tab: "Drawing Tools." This tab is filled with previously unavailable
commands for formatting the arrow.

Slides: The slide is the PowerPoint element on which you insert text, graphics, audio,
video, and animations. You can create new slides by pressing “Ctrl-M” or by clicking
“New Slide” on the Home tab. Delete slides by selecting them in PowerPoint‘s left pane
and then pressing the “Delete” key. Arrange slides by dragging them in the slide
thumbnail pane. Change slide dimensions by clicking the "Page Setup” button on the
Design tab.

Content: Power Point's content types include static text and graphics, audio, video, and
animation created inside PowerPoint itself. Most of the commands for creating content
are on the Insert tab. For example, the Media Clips group has a "Movie" option for
importing videos. Use the Animation tab for creating new animations, such as entrance
and exit effects on a slide's graphics and text.

Formatting: Formatting commands are the PowerPoint element with which you decorate
the content on your slides. The Home tab, for example, has many of the same formatting
commands as Microsoft Word, including character-level tools such as "Bold," and
paragraph-level tools that include "Align Text Left." Another tab, "Design," has a group
of commands called Themes that let you apply font and color changes to all of the slides
in your presentation at once.

SHRIKANT TELANG SVVV,INDORE 53

 BTCS-102 ICSE

Presentation Playback: The final slide presentation will be the only PowerPoint element
that your audience sees, if you’ve saved the presentation with the extension PPSX. In that
case, clicking the PPSX file brings up the presentation directly, and not the PowerPoint
interface you used to create the presentation. But if you’ve saved the presentation with the
PPTX extension, the PowerPoint interface will appear—if PowerPoint is installed on the
computer. Computers without the main PowerPoint application can still run PowerPoint
presentations by using Microsoft's free PowerPoint viewer.

Features of PowerPoint: PowerPoint Online (formerly PowerPoint Web App) extends

your Microsoft PowerPoint experience to the web browser, where you can work with
presentations directly on the website where the presentation is stored. Microsoft Office
365 customers with Office Online can view, create, and edit files on the go.

The PowerPoint Editor is a web front-end component that creates a browser-based editing
surface, which enables users to work on documents without losing fidelity.

If you click the Open in PowerPoint button on the PowerPoint Online toolbar, the
presentation opens in the PowerPoint desktop app (if Microsoft PowerPoint 2010 or later is
installed on the computer).

Alignment, bullets, and numbers: With PowerPoint Online, you can change paragraph
alignment, apply bullets or numbering, and change the level of bulleted or numbered text.
Learn more about the differences between using a presentation in the browser versus the
PowerPoint desktop app.

Apply basic transitions and animations: Choose from a gallery of animation and
transition effects. PowerPoint Online supports eight transitions and 37 animations.
Additional animations and transitions not supported by PowerPoint Online are
preserved in the presentation and displayed in the slide show, but they cannot be
modified in PowerPoint Online. Learn more about the differences between using a
presentation in the browser versus the PowerPoint desktop app.
Apply rich formatting to text, shapes, and pictures

Not available in PowerPoint Online. Advanced formatting features, such as more colors,
gradients, eyedropper, effects, and styles, are available in the PowerPoint desktop app.
With PowerPoint Online, you can add a text box or choose from a gallery of shapes and
apply styles, which define fill, outline, and shadow effects.
Apply themes and theme variants

Choose from a gallery of built-in themes and variants when you add a new slide to the
presentation. Themes not supported by PowerPoint Online are preserved in the
presentation, but the ability to modify themes is not available in PowerPoint Online. Learn
SHRIKANT TELANG SVVV,INDORE 54
 BTCS-102 ICSE

more about the differences between using a presentation in the browser versus the
PowerPoint desktop app.

Office Add-ins: PowerPoint Online only supports content add-ins for Office. Content add-
ins integrate web-based features as content that can be shown in line with a presentation.
Learn more about types of add-ins for Office.

Arrange objects: Move, resize, rotate, or order shapes and text boxes in layers, back-to-
front in PowerPoint Online. Ungroup shapes to work with them individually. Learn more
about the differences between using a presentation in the browser versus the PowerPoint
desktop app.

Broadcast slide show: The PowerPoint desktop app is required to broadcast a slide show
to a remote audience through PowerPoint Online. Viewers can watch lives presentations
through PowerPoint Online, regardless of whether they have the PowerPoint desktop app
installed. Learn more about broadcast slide show.

Clipboard: With PowerPoint Online, you can cut, copy, and paste content in a
presentation. A user can copy and paste text between Office Online programs, as well as
between Office Online and the Microsoft Office desktop apps on the computer. Learn more
about the differences between using a presentation in the browser versus the PowerPoint
desktop app.

Create and manage slides: Add, reorder, duplicate, hide and delete slides in PowerPoint
Online. Learn more about the differences between using a presentation in the browser
versus the PowerPoint desktop app.

Create custom animation: PowerPoint Online includes a gallery of animation effects.

Animations not supported by PowerPoint Online are preserved in the presentation and
displayed in the slide show, but they cannot be modified in PowerPoint Online. To create
custom animations, you'll need the PowerPoint desktop app installed on your computer.
Learn more about creating custom animations with PowerPoint 2013 desktop app.

Design tools- advanced: Not available in PowerPoint Online. Advanced design features,
such creating slide masters and modifying layouts, are only available in the PowerPoint
desktop app. With PowerPoint Online, you can use your own template file as the basis for
creating new files or choose from predefined list of themes.

Dropbox: Dropbox is a file hosting service that offers cloud storage, file synchronization,
personal cloud, and client software.

SHRIKANT TELANG SVVV,INDORE 55

 BTCS-102 ICSE

Embed presentation on web or blog page: With PowerPoint Online, you can embed
presentations on websites or blogs so that anyone can view your information even if they
don't have Microsoft PowerPoint desktop app. Embedded viewers show animations,
transitions, and audio/video—the same as full fidelity reading view. Learn more
about embedding presentations on a web or blog page.

Font formatting: PowerPoint Online lets you apply bold, italics, underline, font, size, and
color to text. You can also use the Format Painter to copy the format of entire shapes.

Full fidelity reading view: View presentations as they were intended to be seen—showing
animations, transitions, and audio/video.

Full ink support: Ink can't be inserted in PowerPoint Online, but PowerPoint Online
displays them as expected.

Full selection of animations and transitions: PowerPoint Online supports eight

transitions and 37 animations. For a larger selection, use the PowerPoint desktop app.
Headers and footers: Headers and footers, including date and slide numbers, cannot be
inserted, edited, or deleted in PowerPoint Online, but PowerPoint Online displays them as
expected. Learn more about the differences between using a presentation in the browser
versus the PowerPoint desktop app.

Hyperlinks: Insert, edit, and follow hyperlinks. Bookmark links work, but cannot be
edited in PowerPoint Online.
Insert online video

Video and audio content plays in Reading view and Slide Show, with a file size limit of
100 MB. Online video can be inserted from YouTube, and media controls can be resized,
moved, and deleted in PowerPoint Online. But to insert audio and video other than
YouTube, you need the Microsoft PowerPoint desktop app.
Integration with Excel for charts

Not available in PowerPoint Online. With PowerPoint Online, you can view Excel charts in
an existing presentation, but you cannot edit or insert an Excel chart in a presentation using
PowerPoint Online. Learn more about copying an Excel chart to PowerPoint.
Navigation— slide sorter

Not available in PowerPoint Online. Slide sorter view, which gives you a view of your
slides in thumbnail form making it easy to sort and organize your slides, is not available in
PowerPoint Online. Using the PowerPoint desktop app, you can use slide sorter view to
organize your slides and add sections and sort slides into different categories.

SHRIKANT TELANG SVVV,INDORE 56

 BTCS-102 ICSE

Offline viewing and authoring: PowerPoint Online is launched from a web browser and
relies on an Internet connection. To access presentations offline, Microsoft PowerPoint
desktop app must be installed on your computer and used to view and edit slides.
Picture cropping: Improve the framing of a subject in a picture with the cropping tool.
Simply click one of the cropping handles at the edge of the picture and drag it until you
achieve the picture you want.

Pictures: With PowerPoint Online, you can insert pictures stored on your computer, or
insert pictures from Bing Images. You can move, resize, and crop pictures, and apply a
number of picture styles. More sophisticated features for working with pictures, such as
applying effects, are not available in PowerPoint Online. You can't create screenshots in
PowerPoint Online, but screenshots that are in a presentation display as pictures in
PowerPoint Online. Learn more about the differences between using a presentation in the
browser versus the PowerPoint desktop app.

Present online through Skype for Business or the Office Presentation Service: Not
available in PowerPoint Online. Microsoft PowerPoint desktop app lets you deliver your
presentations using the Office Presentation Service, a free, public service that allows other
so to follow along in their web browser. Learn more about Office Presentation Service.

Presenter view: Not available in PowerPoint Online. Only Microsoft PowerPoint desktop
app allows a presenter a behind-the-scene control of the presentation flow, notes,
annotations, and zooming tools. PowerPoint Online does not support these features.

Print to PDF: With PowerPoint Online, you can print your presentation to a PDF reader,
where all the layout and formatting of your slides will print the way you expect. Learn
more about basic tasks you can do using PowerPoint Online.

Proofing tools: You can check spelling and set the proofing language, using the built-in
dictionary with PowerPoint Online. But PowerPoint Online does not use a custom
dictionary and does not include translation or a thesaurus.

Real-time co-authoring: Multiple authors can work simultaneously in PowerPoint Online

and PowerPoint 2016. Real-time presence helps you see where your co-authors are
working in the presentation so that you don't create conflicts as you edit, and you can see
changes as they're being made. PowerPoint 2013 supports simultaneous editing, but there is
no presence indication, and changes can't be seen by multiple authors until the document is
saved. For more information about real-time co-authoring in PowerPoint, see Work
together on PowerPoint presentations.

Reviewer tools – advanced: Not available in PowerPoint Online. Advanced reviewer

features, such as merge conflicts and compare presentations, are only available in the

SHRIKANT TELANG SVVV,INDORE 57

 BTCS-102 ICSE

PowerPoint desktop app. With PowerPoint Online, you can view, add, edit, or delete
comments.

Rights management: Apply and consume IRM and password protection

Not available in PowerPoint Online. PowerPoint Online displays presentations that are
protected with Information Rights Management (IRM). However, these presentations
cannot be edited in the browser, and you cannot create IRM-protected presentations in
PowerPoint Online. PowerPoint Online can't open presentations that are digitally signed or
encrypted with a password.

Run slide show: With PowerPoint Online you can run your presentation with just a web
browser and an Internet connection. Learn more about basic tasks you can do using
PowerPoint Online.

Save As or Download a copy: PowerPoint Online saves your work every time you make a
change. There is no Save command. You can download a copy, but you must have the
Microsoft PowerPoint desktop app to edit a local copy.

Shapes: Word Art and charts can't be inserted in PowerPoint Online, but PowerPoint
Online displays them as expected. In editing view, edit and format text. If you want to
apply text effect to Word Art you'll need Microsoft PowerPoint desktop app.

Share: If your presentation is saved in a SharePoint document library, then your

presentation is online and you can share it by sending a link instead of an email attachment.
People with proper permissions can view it in their web browser or mobile device. Learn
more about sharing a presentation.

Slide show: PowerPoint Online plays slide shows in a full-screen window. Press the
spacebar to advance the slides. Slide animations play, but only Fade and Wipe transitions
between slides are supported. Learn more about the differences between using a
presentation in the browser versus the PowerPoint desktop app.

SmartArt: You can insert SmartArt, switch to a different layout or color scheme, apply
SmartArt styles, and edit text with PowerPoint Online. Learn more about the differences
between using a presentation in the browser versus the PowerPoint desktop app.

Table creation/editing and formatting: Tables can be created and edited in PowerPoint
Online, and PowerPoint Online supports most table functions. For advanced functions,
such as merging and splitting cells, use the PowerPoint desktop app. Learn more about
the differences between using a presentation in the browser versus the PowerPoint desktop
app.

SHRIKANT TELANG SVVV,INDORE 58

 BTCS-102 ICSE

Tell Me: When you need to accomplish something in PowerPoint Online but don't know
how, you can use the Tell Me search feature to quickly find what you're looking for. Tell
me understands what you're trying to accomplish and helps you do it faster by making
suggestions.
Undo and redo: Undo (Ctrl + Z) and redo (Ctrl + Y) an infinite number of recent actions
during the current editing session in the active presentation. If the editing session times out
or if you switch to Reading View for more than 30 seconds, the undo history is reset. Learn
more about keyboard shortcuts in PowerPoint Online.

View and add comments: If your files are stored on SharePoint Online or OneDrive for
Business, you can add, edit, or delete comments.

If your files are stored on OneDrive, you can add, edit, or delete comments while in Editing
View, and you can view and update comments while in Reading View.

View and edit slide notes: With PowerPoint Online, notes for each slide can be displayed
or hidden. You can also add notes in Edit mode.
WYSIWYG viewing

Edit your presentation in a form closely resembling its appearance when printed or
displayed as a finished product.

Feature Availability: To view feature availability across Office 365 plans, standalone
options, and on premise solutions, see Office Online Service Description.

Creation of Presentation: PowerPoint presentations work like slide shows. To convey a

message or a story, you break it down into slides. Think of each slide as a blank canvas
for the pictures, words, and shapes that help you build your story.

Choose a theme: When you start a new presentation PowerPoint, you’ll have the
opportunity to choose a theme or template. A theme is a slide design that contains
matching colors, fonts, and special effects like shadows, reflections, and more.
1. On the File tab, select New, and then, under Available Templates and Themes,
choose Themes.
As you click each theme, PowerPoint shows you a preview on the right side.
2. When you find the one you want, click Create.

SHRIKANT TELANG SVVV,INDORE 59

 BTCS-102 ICSE

Read more: Use or create themes in PowerPoint

Insert a new slide
 On the Home tab, click the bottom half of New Slide, and pick a slide layout.

Read more: Add, rearrange, and delete slides.

Save your presentation
1. On the File tab, choose Save.
2. In the File name box, type a name for your presentation, and then choose Save.
Tip: Save your work as you go. Press Ctrl+S often.
Read more: Save your presentation file
Add text
Select a text placeholder, and begin typing.

SHRIKANT TELANG SVVV,INDORE 60

 BTCS-102 ICSE

Format your text

1. Select the text.
2. Under Drawing Tools, choose Format.

3. Do one of the following:

o To change the color of your text, choose Text Fill, and then choose a color.
o To change the outline color of your text, choose Text Outline, and then choose a
color.
o To apply a shadow, reflection, glow, bevel, 3-D rotation, a transform, choose Text
Effects, and then choose the effect you want.

Read more:
 Change the fonts
 Change the color of text on a slide
 Add bullets or numbers to text
 Format text as superscript or subscript
Add pictures
1. On the Insert tab, choose Picture.
2. Browse for the picture you want, and then choose Insert.

Add speaker notes: Slides are best when you don’t cram in too much information. You
can put helpful facts and notes in the speaker notes, and refer to them as you present. In
Normal view, the Notes pane is located just below the slide view window.
SHRIKANT TELANG SVVV,INDORE 61
 BTCS-102 ICSE

1. On the View tab, in the Presentation Views group, click Normal.

2. Click inside the Notes pane below the slide, and begin typing your notes.

Give your presentation: On the Slide Show tab, do one of the following:
 To start the presentation at the first slide, in the Start Slide Show group, click From
Beginning.

 If you’re not at the first slide and want to start from where you are, click From
Current Slide.
 If you need to present to people who are not where you are, click Broadcast Slide
Show to set up a presentation on the web. To learn more, see Broadcast your PowerPoint
presentation to a remote audience.

SHRIKANT TELANG SVVV,INDORE 62

 BTCS-102 ICSE

SHRIKANT TELANG SVVV,INDORE 63

BTCS-102 ICSE

Shri Vaishnav Vidhyapeeth

Vishwavidyalaya, INDORE
Department of Computer Science and Engineering

Subject Notes
Subject: Introduction to
Computer Science and
Engineering
Semester: I
Subject Code: BTCS102

SHRIKANT TELANG SVVV,INDORE 1

 BTCS-102 ICSE

UNIT V
Computer Communication and Internet: Computers and Communication: Introduction to Computer
Networks, Internet and World Wide Web, Communication and Collaboration(Electronic Mail), Basic of
electronic mail, Web Browsers and Servers, Introduction to HTML, Use of Computer in Commerce, Internet
Applications, Electronic Data Interchange, Electronic Payment System, Internet Security, Privacy, Ethical
Issues & Cyber Law.

Computer Network
A computer network is a system in which multiple computers are connected to each other to share
information and resources.

Characteristics of a computer network

 Share Resources from one computer to another
 Create files and store them in one computer, access those files from the other computer(s) connected
over the network
 Connect a printer, scanner, or a fax machine to one computer within the network and let other
computers of the network use the machines available over network.
Following is the list of hardware's required to setup a computer network.
 Network Cables
 Distributors
 Routers
 Internal Network Cards
 External Network Cards
Network Cables
Network cables are used to connect computers. The most commonly used cable is Category 5 cable RJ-45.

SHRIKANT TELANG SVVV,INDORE 2

 BTCS-102 ICSE

Distributors
A computer can be connected to another one via a serial port but if we need to connect many computers to
produce a network, this serial connection will not work. The solution is to use a central body to which other
computers, printers, scanners etc. can be connected and then this body will manage or distribute network
traffic.

Router
A router is a type of device which acts as the central point among computers and other devices that are part
of a network. A router is equipped with holes called ports and computers and other devices are connected to
a router using network cables. Now-a-days router comes in wireless modes using which computers can be
connected without any physical cable.

SHRIKANT TELANG SVVV,INDORE 3

 BTCS-102 ICSE

Network Card
Network card is a necessary component of a computer without which a computer cannot be connected over
a network. It is also known as network adapter or Network Interface Card (NIC). Most branded computers
have network card pre-installed. Network cards are of two types: Internal and External Network Cards.
Internal Network Cards
Motherboard has a slot for internal network card where it is to be inserted. Internal network cards are of two
types in which first type uses Peripheral Component Interconnect (PCI) connection while the second type
uses Industry
Standard
Architecture (ISA).
Network cables are
required to provide
network access.

External Network Cards

External network cards come in two flavours : Wireless and USB based. Wireless network card need to be
inserted into the motherboard but no network cable is required to connect to network

SHRIKANT TELANG SVVV,INDORE 4

 BTCS-102 ICSE

Universal Serial Bus (USB)

USB card are easy to use and connect via USB port. Computers automatically detect USB card and can
install the drivers required to support the USB network card automatically.

Reference Models in Communication Networks

The most important reference models are:
1. OSI reference model.
2. TCP/IP reference model.

Introduction to ISO-OSI Model:

There are many users who use computer network and are located all over the world. To ensure national and
worldwide data communication ISO (ISO stands for International Organization of Standardizatio n.)
developed this model. This is called a model for open system interconnection (OSI) and is normally called
as OSI model.OSI model architecture consists of seven layers. It defines seven layers or levels in a complete
communication system. OSI Reference model is explained in other chapter.

SHRIKANT TELANG SVVV,INDORE 5

BTCS-102 ICSE

SHRIKANT TELANG SVVV,INDORE 6

 BTCS-102 ICSE

Introduction to TCP/IP REFERENCE Model

TCP/IP is transmission control protocol and internet protocol. Protocols are set of rules which govern every
possible communication over the internet. These protocols describe the movement of data between the host
computers or internet and offers simple naming and addressing schemes.
TCP/IP Reference model is explained in details other chapter.

ISO/OSI Model in Communication Networks

There are n numbers of users who use computer network and are located over the world. So to ensure,
national and worldwide data communication, systems must be developed which are compatible to
communicate with each other. ISO has developed this. ISO stands for International organization of
Standardization. This is called a model for Open System Interconnection (OSI) and is commonly known
as OSI model.
The ISO-OSI model is a seven layer architecture. It defines seven layers or levels in a complete
communication system.

SHRIKANT TELANG SVVV,INDORE 7

BTCS-102 ICSE

SHRIKANT TELANG SVVV,INDORE 8

 BTCS-102 ICSE

Feature of OSI Model:

1. Big picture of communication over network is understandable through this OSI model.
2. We see how hardware and software work together.
3. We can understand new technologies as they are developed.
4. Troubleshooting is easier by separate networks.
5. Can be used to compare basic functional relationships on different networks.

Functions of Different Layers:

Layer 1: The Physical Layer:
1. It is the lowest layer of the OSI Model.
2. It activates, maintains and deactivates the physical connection.
3. It is responsible for transmission and reception of the unstructured raw data over network.
4. Voltages and data rates needed for transmission is defined in the physical layer.
5. It converts the digital/analog bits into electrical signal or optical signals.
6. Data encoding is also done in this layer.

Layer 2: Data Link Layer:

1. Data link layer synchronizes the information which is to be transmitted over the physical layer.
2. The main function of this layer is to make sure data transfer is error free from one node to another,
over the physical layer.
3. Transmitting and receiving data frames sequentially is managed by this layer.
4. This layer sends and expects acknowledgements for frames received and sent respective ly.
Resending of non-acknowledgement received frames is also handled by this layer.
5. This layer establishes a logical layer between two nodes and also manages the Frame traffic control
over the network. It signals the transmitting node to stop, when the frame buffers are full.

Layer 3: The Network Layer:

1. It routes the signal through different channels from one node to other.
2. It acts as a network controller. It manages the Subnet traffic.
3. It decides by which route data should take.
4. It divides the outgoing messages into packets and assembles the incoming packets into messages for
higher levels.

Layer 4: Transport Layer:

1. It decides if data transmission should be on parallel path or single path.
2. Functions such as Multiplexing, Segmenting or Splitting on the data are done by this layer
3. It receives messages from the Session layer above it, convert the message into smaller units and
passes it on to the Network layer.
4. Transport layer can be very complex, depending upon the network requirements.
Transport layer breaks the message (data) into small units so that they are handled more efficiently by the
network layer.

Layer 5: The Session Layer:

1. Session layer manages and synchronize the conversation between two different applications.

SHRIKANT TELANG SVVV,INDORE 9

 BTCS-102 ICSE

2. Transfer of data from source to destination session layer streams of data are marked and are
resynchronized properly, so that the ends of the messages are not cut prematurely and data loss is
avoided.

Layer 6: The Presentation Layer:

1. Presentation layer takes care that the data is sent in such a way that the receiver will understand the
information (data) and will be able to use the data.
2. While receiving the data, presentation layer transforms the data to be ready for the application layer.
3. Languages (syntax) can be different of the two communicating systems. Under this conditio n
presentation layer plays a role of translator.
4. It performs Data compression, Data encryption, Data conversion etc.

Layer 7: Application Layer:

1. It is the topmost layer.
2. Transferring of files disturbing the results to the user is also done in this layer. Mail services,
directory services, network resource etc are services provided by application layer.
3. This layer mainly holds application programs to act upon the received and to be sent data.

Merits of OSI reference model:

1. OSI model distinguishes well between the services, interfaces and protocols.
2. Protocols of OSI model are very well hidden.
3. Protocols can be replaced by new protocols as technology changes.
4. Supports connection oriented services as well as connectionless service.

Demerits of OSI reference model:

1. Model was devised before the invention of protocols.
2. Fitting of protocols is tedious task.
3. It is just used as a reference model.
The TCP/IP Reference Model
TCP/IP means Transmission Control Protocol and Internet Protocol. It is the network model used in the
current Internet architecture as well. Protocols are set of rules which govern every possible communication
over a network. These protocols describe the movement of data between the source and destination or the
internet. These protocols offer simple naming and addressing schemes.

SHRIKANT TELANG SVVV,INDORE 10

 BTCS-102 ICSE

Overview of TCP/IP reference model

TCP/IP that is Transmission Control Protocol and Internet Protocol was developed by Department of
Defence's Project Research Agency (ARPA, later DARPA) as a part of a research project of network
interconnection to connect remote machines.
The features that stood out during the research, which led to making the TCP/IP reference model were:
 Support for a flexible architecture. Adding more machines to a network was easy.
 The network was robust, and connections remained intact untill the source and destination machine s
were functioning.
The overall idea was to allow one application on one computer to talk to(send data packets) another
application running on different computer.

Description of different TCP/IP protocols

Layer 1: Host-to-network Layer
1. Lowest layer of the all.
2. Protocol is used to connect to the host, so that the packets can be sent over it.
3. Varies from host to host and network to network.

SHRIKANT TELANG SVVV,INDORE 11

 BTCS-102 ICSE

Layer 2: Internet layer

 Selection of a packet switching network which is based on a connectionless internetwork layer is
called a internet layer.
 It is the layer which holds the whole architecture together.
 It helps the packet to travel independently to the destination.
 Order in which packets are received is different from the way they are sent.
 IP (Internet Protocol) is used in this layer.

Layer 3: Transport Layer

1. It decides if data transmission should be on parallel path or single path.
2. Functions such as multiplexing, segmenting or splitting on the data is done by transport layer.
3. The applications can read and write to the transport layer.
4. Transport layer adds header information to the data.
5. Transport layer breaks the message (data) into small units so that they are handled more efficiently
by the network layer.
6. Transport layer also arrange the packets to be sent, in sequence.

Layer 4: Application Layer

The TCP/IP specifications described a lot of applications that were at the top of the protocol stack. Some of
them were TELNET, FTP, SMTP, DNS etc.
1. TELNET is a two-way communication protocol which allows connecting to a remote machine and
run applications on it.
2. FTP(File Transfer Protocol) is a protocol, that allows File transfer amongst computer users
connected over a network. It is reliable, simple and efficient.
3. SMTP(Simple Mail Transport Protocol) is a protocol, which is used to transport electronic mail
between a source and destination, directed via a route.
4. DNS(Domain Name Server) resolves an IP address into a textual address for Hosts connected over
a network.

Merits of TCP/IP model

1. It operated independently.
2. It is scalable.
3. Client/server architecture.
4. Supports a number of routing protocols.
5. Can be used to establish a connection between two computers.

Demerits of TCP/IP
1. In this, the transport layer does not guarantee delivery of packets.
2. The model cannot be used in any other application.
3. Replacing protocol is not easy.
4. It has not clearly separated its services, interfaces and protocols.

SHRIKANT TELANG SVVV,INDORE 12

 BTCS-102 ICSE

Network security is the security provided to a network from unauthorized access and risks. It is the duty of
network administrators to adopt preventive measures to protect their networks from potential security
threats.
Computer networks that are involved in regular transactions and communication within the governme nt,
individuals, or business require security. The most common and simple way of protecting a network resource
is by assigning it a unique name and a corresponding password.
Types of Network Security Devices
Active Devices
These security devices block the surplus traffic. Firewalls, antivirus scanning devices, and content filter ing
devices are the examples of such devices.
Passive Devices
These devices identify and report on unwanted traffic, for example, intrusion detection appliances.
Preventative Devices
These devices scan the networks and identify potential security problems. For example, penetration testing
devices and vulnerability assessment appliances.
Unified Threat Management (UTM)
These devices serve as all-in-one security devices. Examples include firewalls, content filtering, web
caching, etc.
Firewalls
A firewall is a network security system that manages and regulates the network traffic based on some
protocols. A firewall establishes a barrier between a trusted internal network and the internet.
Firewalls exist both as software that run on a hardware and as hardware appliances. Firewalls that are
hardware-based also provide other functions like acting as a DHCP server for that network.
Most personal computers use software-based firewalls to secure data from threats from the internet. Many
routers that pass data between networks contain firewall components and conversely, many firewalls can
perform basic routing functions.
Firewalls are commonly used in private networks or intranets to prevent unauthorized access from the
internet. Every message entering or leaving the intranet goes through the firewall to be examined for security
measures.
An ideal firewall configuration consists of both hardware and software based devices. A firewall also helps
in providing remote access to a private network through secure authentication certificates and logins.
Hardware and Software Firewalls
Hardware firewalls are standalone products. These are also found in broadband routers. Most hardware
firewalls provide a minimum of four network ports to connect other computers. For larger networks − e.g.,
for business purpose − business networking firewall solutions are available.
Software firewalls are installed on your computers. A software firewall protects your computer from internet
threats.
Antivirus
An antivirus is a tool that is used to detect and remove malicious software. It was originally designed to
detect and remove viruses from computers.
Modern antivirus software provide protection not only from virus, but also from worms, Trojan-horses,
adwares, spywares, keyloggers, etc. Some products also provide protection from malicious URLs, spam,
phishing attacks, botnets, DDoS attacks, etc.
Content Filtering
Content filtering devices screen unpleasant and offensive emails or webpages. These are used as a part of
firewalls in corporations as well as in personal computers. These devices generate the message "Access
Denied" when someone tries to access any unauthorized web page or email.

SHRIKANT TELANG SVVV,INDORE 13

 BTCS-102 ICSE

Content is usually screened for pornographic content and also for violence- or hate-oriented content.
Organizations also exclude shopping and job related contents.
Content filtering can be divided into the following categories −
 Web filtering
 Screening of Web sites or pages
 E-mail filtering
 Screening of e-mail for spam
 Other objectionable content
Intrusion Detection Systems
Intrusion Detection Systems, also known as Intrusion Detection and Prevention Systems, are the appliances
that monitor malicious activities in a network, log information about such activities, take steps to stop them,
and finally report them.
Intrusion detection systems help in sending an alarm against any malicious activity in the network, drop the
packets, and reset the connection to save the IP address from any blockage. Intrusion detection systems can
also perform the following actions −
 Correct Cyclic Redundancy Check (CRC) errors
 Prevent TCP sequencing issues
 Clean up unwanted transport and network layer options
Cyberspace
Cyberspace can be defined as an intricate environment that involves interactions between people, software,
and services. It is maintained by the worldwide distribution of information and communication technology
devices and networks.
With the benefits carried by the technological advancements, the cyberspace today has become a common
pool used by citizens, businesses, critical information infrastructure, military and governments in a fashion
that makes it hard to induce clear boundaries among these different groups. The cyberspace is anticipated to
become even more complex in the upcoming years, with the increase in networks and devices connected to
it.
Cyber security
Cybersecurity denotes the technologies and procedures intended to safeguard computers, networks, and data
from unlawful admittance, weaknesses, and attacks transported through the Internet by cyber delinquents.
ISO 27001 (ISO27001) is the international Cybersecurity Standard that delivers a model for creating,
applying, functioning, monitoring, reviewing, preserving, and improving an Information Secur ity
Management System.
The Ministry of Communication and Information Technology under the government of India provides a
strategy outline called the National Cybersecurity Policy. The purpose of this government body is to protect
the public and private infrastructure from cyber-attacks.
Cybersecurity Policy
The cybersecurity policy is a developing mission that caters to the entire field of Information and
Communication Technology (ICT) users and providers. It includes −
 Home users
 Small, medium, and large Enterprises
 Government and non-government entities
It serves as an authority framework that defines and guides the activities associated with the security of
cyberspace. It allows all sectors and organizations in designing suitable cybersecurity policies to meet their
requirements. The policy provides an outline to effectively protect information, information systems and
networks.
It gives an understanding into the Government’s approach and strategy for security of cyber space in the
country. It also sketches some pointers to allow collaborative working across the public and private sectors
SHRIKANT TELANG SVVV,INDORE 14
 BTCS-102 ICSE

to safeguard information and information systems. Therefore, the aim of this policy is to create a
cybersecurity framework, which leads to detailed actions and programs to increase the security carriage of
cyberspace.
Cyber Crime
The Information Technology Act 2000 or any legislation in the Country does not describe or mention the
term Cyber Crime. It can be globally considered as the gloomier face of technology. The only difference
between a traditional crime and a cyber-crime is that the cyber-crime involves in a crime related to
computers. Let us see the following example to understand it better −
Traditional Theft − A thief breaks into Ram’s house and steals an object kept in the house.
Hacking − A Cyber Criminal/Hacker sitting in his own house, through his computer, hacks the computer
of Ram and steals the data saved in Ram’s computer without physically touching the computer or entering
in Ram’s house.
The I.T. Act, 2000 defines the terms −
 access in computer network in section 2(a)
 computer in section 2(i)
 computer network in section (2j)
 data in section 2(0)
 Information in section 2(v).
To understand the concept of Cyber Crime, you should know these laws. The object of offence or target in
a cyber-crime are either the computer or the data stored in the computer.
Nature of Threat
Among the most serious challenges of the 21st century are the prevailing and possible threats in the sphere
of cybersecurity. Threats originate from all kinds of sources, and mark themselves in disruptive activities
that target individuals, businesses, national infrastructures, and governments alike. The effects of these
threats transmit significant risk for the following −
 public safety
 security of nations
 stability of the globally linked international community
Malicious use of information technology can easily be concealed. It is difficult to determine the origin or
the identity of the criminal. Even the motivation for the disruption is not an easy task to find out. Crimina ls
of these activities can only be worked out from the target, the effect, or other circumstantial evidence. Threat
actors can operate with considerable freedom from virtually anywhere. The motives for disruption can be
anything such as −
 simply demonstrating technical prowess
 theft of money or information
 Extension of state conflict, etc.

INTRODUCTION TO HTML

HTML:-HTML is the standard markup language for creating Web pages.

 HTML stands for Hyper Text Markup Language

 HTML describes the structure of Web pages using markup
 HTML elements are the building blocks of HTML pages
 HTML elements are represented by tags
 HTML tags label pieces of content such as "heading", "paragraph", "table", and so on

SHRIKANT TELANG SVVV,INDORE 15

 BTCS-102 ICSE

Browsers do not display the HTML tags, but use them to render the content of the page

Example

<!DOCTYPE html>
<html>
<head>
<title>Page Title</title>
</head>
<body>

<h1>My First Heading</h1>

<p>My first paragraph.</p>

</body>
</html>
Example Explained

 The <!DOCTYPE html> declaration defines this document to be HTML5

 The <html> element is the root element of an HTML page
 The <head> element contains meta information about the document
 The <title> element specifies a title for the document
 The <body> element contains the visible page content
 The <h1> element defines a large heading
 The <p> element defines a paragraph

HTML Tags: HTML tags are element names surrounded by angle brackets:

<tagname>content goes here...</tagname>

 HTML tags normally come in pairs like <p> and </p>

 The first tag in a pair is the start tag, the second tag is the end tag
 The end tag is written like the start tag, but with a forward slash inserted before the tag name

NOTE: The start tag is also called the opening tag, and the end tag the closing tag.

Web Browsers
The purpose of a web browser (Chrome, IE, Firefox, Safari) is to read HTML documents and display
them.
The browser does not display the HTML tags, but uses them to determine how to display the document:

SHRIKANT TELANG SVVV,INDORE 16

 BTCS-102 ICSE

HTML Page Structure

Below is a visualization of an HTML page structure:

<html>
<head>
<title>Page title</title>
</head>
<body>
<h1>This is a heading</h1>
<p>This is a paragraph.</p>
<p>This is another paragraph.</p>
</body>
</html>

The <!DOCTYPE> Declaration

The <!DOCTYPE> declaration represents the document type, and helps browsers to display web pages
correctly.

It must only appear once, at the top of the page (before any HTML tags).

The <!DOCTYPE> declaration is not case sensitive.

The <!DOCTYPE> declaration for HTML5 is:

SHRIKANT TELANG SVVV,INDORE 17

 BTCS-102 ICSE

<!DOCTYPE html>
HTML Versions

Since the early days of the web, there have been many versions of HTML:

Version Year

HTML 1991

HTML 2.0 1995

HTML 3.2 1997

HTML 4.01 1999

XHTML 2000

HTML5 2014

Internet and World Wide Web

 The Internet is a network of computers that links many different types of computers all over the
world

 Network of networks sharing a common mechanism for addressing (identifying) computers, and a
common set of communication protocols

 Evolved from the basic ideas of ARPANET (the first WAN that had only four sites in 1969) for
interconnecting computers

 Initially used only by research organizations and universities to share and exchange information

 In 1989, the US Government lifted restrictions on the use of the Internet and allowed it to be used
for commercial purposes as well

 Internet has rapidly grown and continues to grow at a rapid pace

 Interconnects more than 30,000 networks, allowing more than 10 million computers and more than
50 million computer users in more than 150 countries to communicate with each other

 Electronic Mail (e-mail): Allows user to send a mail (message) to another Internet user in any part
of the world in a near-real-time manner

 File Transfer Protocol (FTP): Allows user to move a file from one computer to another on the
Internet

SHRIKANT TELANG SVVV,INDORE 18

 BTCS-102 ICSE

 Telnet: Allows user to log in to another computer somewhere on the Internet

Usenet News: Allows group of users to exchange their views/ideas/information

 E-mail is a rapid and productive communication tool because:

 Faster than paper mail

 Unlike telephone, the persons communicating with each other need not be available at the same time
Unlike fax documents, e-mail documents can be stored in a computer and be easily edited using editing
programs
The Internet is a global network connecting millions of computers. More than 100 countries are linked into
exchanges of data, news and opinions. According to Internet World Stats, as of December 31, 2011 there
was an estimated 2,267,233,742 Internet users worldwide. The number of Internet users represents 32.7
percent of the world's population. Unlike online services, which are centrally controlled, the Internet is
decentralized by design. Each Internet computer, called a host, is independent. Its operators can choose
which Internet services to use and which local services to make available to the global Internet
community. Remarkably, this anarchy by design works exceedingly well. There are a variety of ways to
access the Internet. Most online services offer access to some Internet services. It is also possible to gain
access through a commercial Internet Service Provider (ISP).

Who Owns the Internet?

No one actually owns the Internet, and no single person or organization controls the Internet in its entirety.
The Internet is more of a concept than an actual tangible entity, and it relies on a physical infrastructure that
connects networks to other networks.

Is Web and Internet the Same?

The Internet is not synonymous with World Wide Web. The Internet is a massive network of networks, a
networking infrastructure. It connects millions of computers together globally, forming a network in which
any computer can communicate with any other computer as long as they are both connected to the Internet.
The World Wide Web, or simply Web, is a way of accessing information over the medium of the Internet.
It is an information-sharing model that is built on top of the Internet.

What is The Internet?

The Internet is a massive network of networks, a networking infrastructure. It connects millions of
computers together globally, forming a network in which any computer can communicate with any other
computer as long as they are both connected to the Internet. Information that travels over the Internet does
so via a variety of languages known as protocols.

Intranet, Extranet & Internet

Intranet
An intranet is basically a network that is local to a company. In other words, users from within this company
can find all of their resources without having to go outside of the company. An intranet can include LANs,
private WANs and MANs,
Extranet
An extranet is an extended intranet, where certain internal services are made available to known external
users or external business partners at remote locations.
Internet

SHRIKANT TELANG SVVV,INDORE 19

 BTCS-102 ICSE

An internet is used when unknown external users need to access internal resources in your network. In
other words, your company might have a web site that sells various products, and you want any external
user to be able to access this service.

WWW
World Wide Web is not synonymous with the Internet.
The World Wide Web (abbreviated as WWW or W3, commonly known as the web) is a system of
interlinked hypertext documents accessed via the Internet. With a web browser, one can view web pages
that may contain text, images, videos, and other multimed ia and navigate between them via hyperlinks.
On March 12, 1989, Tim Berners-Lee, a British computer scientist and former CERN employee, wrote a
proposal for what would eventually become the World Wide Web. The 1989 proposal was meant for a more
effective CERN communication system but Berners-Lee eventually realised the concept could be
implemented throughout the world. Berners-Lee and Belgian computer scientist Robert Cailliau proposed
in 1990 to use hypertext "to link and access information of various kinds as a web of nodes in which the
user can browse at will", and Berners-Lee finished the first website in December of that year. The first test
was completed around 20 December 1990 and Berners-Lee reported about the project on the newsgroup
alt.hypertext on 7 August 1991.

 Hypertext documents on the Internet are known as web pages

 Web pages are created by using a special language called Hyper Text Markup Language (HTML)

 WWW uses the client-server model and an Internet Protocol called Hyper Text Transport Protocol
(HTTP) for interaction among the computers on the Internet

 Any computer on the Internet that uses the HTTP protocol is called a web server and any computer
that can access that server is called a web client

 It uses the concept of hypertext for information storage and retrieval on the Internet

 Hypertext documents enable this by using a series of links

Link is a special type of item in a hypertext document that connects the document to another document
providing more information about the linked item

WWW browser:-WWW browser is a special software loaded on a web client computer that normally
provides following navigation facilities to users:

 Does not require a user to remotely log in to aweb server computer or to log out again when done

 Allows user to visit the server computer’s web site and to access information stored on it by
specifying its URL (Uniform Resource Locator) address

 Allows user to create and maintain a personal hotlist of favorite URL addresses of server computers
that user is likely to frequently visit in future

 Allows user to download information in various formats from server computers to user’s
own computer
SHRIKANT TELANG SVVV,INDORE 20
 BTCS-102 ICSE

 Some important current strategic uses of the Internet are:

 On-line communication

 Software sharing

 Exchange of views on topics of common interest

 Posting of information of general interest

 Product promotion

 Feedback about products

 Customer support service

 On-line journals and magazines

 On-line shopping

 World-wide video conferencing

Email
Short for electronic mail, the transmission of messages over communications networks. The messages can
be notes entered from the keyboard or electronic files stored on disk. Most mainframes, minicomputers, and
computer networks have an e-mail system. Some electronic mail systems are confined to a single computer
system or network, but others have gateways to other computer systems, enabling users to send electronic
mail anywhere in the world. Companies that are fully computerized make extensive use of e-mail because
it is fast, flexible, and reliable.
Most e-mail systems include a rudimentary text editor for composing messages, but many allow you to edit
your messages using any editor you want. You then send the message to the recipient by specifying the
recipient's address. You can also send the same message to several users at once. This is called broadcasting.
Sent messages are stored in electronic mailboxes until the recipient fetches them. To see if you have any
mail, you may have to check your electronic mailbox periodically, although many systems alert you when
mail is received. After reading your mail, you can store it in a text file, forward it to other users, or delete it.
Copies of memos can be printed out on a printer if you want a paper copy.
All online services and Internet Service Providers (ISPs) offer e-mail, and most also support gateways so
that you can exchange mail with users of other systems. Usually, it takes only a few seconds or minutes for
mail to arrive at its destination. This is a particularly effective way to communicate with a group because
you can broadcast a message or documents everyone in the group at once.
Although different e-mail systems use different formats, there are some emerging standards that are making
it possible for users on all systems to exchange messages. In the PC world, an important e-mail standard is
MAPI. The CCITT standards organization has developed the X.400 standard, which attempts to provide a
universal way of addressing messages. To date, though, the de facto addressing standard is the one used by
the Internet system because almost all email systems have an Internet gateway.
Electronic mail, most commonly referred to as email or e-mail is a method of exchanging digital messages
from an author to one or more recipients. Modern email operates across the Internet or other computer
networks. Some early email systems required that the author and the recipient both be online at the same

SHRIKANT TELANG SVVV,INDORE 21

 BTCS-102 ICSE

time, in common with instant messaging. Today's email systems are based on a store-and-forward model.
Email servers accept, forward, deliver, and store messages. Neither the users nor their computers are
required to be online simultaneously; they need connect only briefly, typically to a mail server, for as long
as it takes to send or receive messages.
Historically, the term electronic mail was used generically for any electronic document transmission. For
example, several writers in the early 1970s used the term to describe fax document transmission. As a result,
it is difficult to find the first citation for the use of the term with the more specific meaning it has today.
An Internet email message consists of three components, the message envelope, the message header, and
the message body. The message header contains control information, including, minimally, an originato r's
email address and one or more recipient addresses. Usually descriptive information is also added, such as a
subject header field and a message submission date/time stamp. Email is an information and
communications technology. It uses technology to communicate a digital message over the Internet. Users
use email differently, based on how they think about it.
There are many software platforms available to send and receive. Popular email platforms include Gmail,
Hotmail, Yahoo! Mail, Outlook, and many others.
The message header must include at least the following fields:
From: The email address, and optionally the name of the author(s). In many email clients not changeable
except through changing account settings.
Date: The local time and date when the message was written. Like the From: field, many email clients fill
this in automatically when sending. The recipient's client may then display the time in the format and time
zone local to him/her.
 The message header should include at least the following fields:
 Message-ID: Also an automatically generated field; used to prevent multiple delivery and for
reference in In-Reply-To: (see below).
 In-Reply-To: Message-ID of the message that this is a reply to. Used to link related messages
together. This field only applies for reply messages.
 Common header fields for email include:
 To: The email address (es), and optionally name(s) of the message's recipient(s). Indicates primary
recipients (multiple allowed), for secondary recipients see Cc: and Bcc: below.
 Subject: A brief summary of the topic of the message. Certain abbreviations are commonly used
in the subject, including "RE:" and "FW:"
 Bcc: Blind Carbon Copy; addresses added to the SMTP delivery list but not (usually) listed in the
message data, remaining invisible to other recipients.
 Cc: Carbon Copy; Many email clients will mark email in one's inbox differently depending on
whether they are in the To: or Cc: list.
 Content-Type: Information about how the message is to be displayed, usually a MIME type.
 Precedence: commonly with values "bulk", "junk", or "list"; used to indicate that automated
"vacation" or "out of office" responses should not be returned for this mail, e.g. to prevent vacation notices
from being sent to all other subscribers of a mailing list. Send mail uses this header to affect prioritiza tio n
of queued email, with "Precedence: special-delivery" messages delivered sooner. With modern high-
bandwidth networks delivery priority is less of an issue than it once was. Microsoft Exchange respects a
fine-grained automatic response suppression mechanism, the X-Auto-Response-Suppress header.[59]

SHRIKANT TELANG SVVV,INDORE 22

 BTCS-102 ICSE

 References: Message-ID of the message that this is a reply to, and the message-id of the message
the previous reply was a reply to, etc.
 Reply-To: Address that should be used to reply to the message. Fundamental of Computer Science
& Information Technology 22
 Sender: Address of the actual sender acting on behalf of the author listed in the From: field
(secretary, list manager, etc.).
 Archived-At: A direct link to the archived form of an individual email message.

Free Email Web Sites

1. Gmail - Free Email Service
2. Zoho Mail - Free Email Service
3. AIM Mail - Free Email Service
4. iCloud Mail - Free Email Service
5. Outlook.com - Free Email Service
6. Yahoo! Mail - Free Email Service
7. Mail.com and GMX Mail - Free Email Services
8. Shortmail - Free Email Service
9. Inbox.com - Free Email Service
10. Facebook Messages - Free Email Service
11. My Way Mail - Free Email Service
12. Rediffmail - Free Email Service

Use of Computer in Commerce, Internet Applications

E-commerce (electronic commerce) describes the buying, selling, and exchanging of products, services, and
information via computer network. The term e-commerce as describe 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.

Collaborative Commerce

There are several types of e-commerce like collaborative commerce, Business to commerce, consumer to
consumer, 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.

Electronic Mail (E-mail): The e-mail is a service that transports text messages from a sender to one or
more receivers via computer. Voice mail systems capture, store and transmit spoken messages.

Video conferencing: Video conferencing is a type of conference in which video cameras and microphones
capture sight and sound transmission over networks. It is a advance form of teleconferencing. Video
conferencing should provide a complete simulation of a normal meeting environment, enabling both parties

SHRIKANT TELANG SVVV,INDORE 23

 BTCS-102 ICSE

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 the e-mail have revolutionized the way we share informatio n.
Tangible benefits are most easily related to actual cost savings. The most obvious quantifiable saving is the
cost of travel and cost of the time wasted during travel.

Figure : Video Conferencing actual cost saving meeting in different places

SHRIKANT TELANG SVVV,INDORE 24

 BTCS-102 ICSE

 Electronic-shopping (E-shopping): Many business 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.
 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.
Electronic Data Interchange
While Electronic Data Interchange (EDI) has been in use since the late 1960s, there are still many
organizations that use their existing legacy systems for processing B2B transactions. Traditional B2B
transactions like Purchase Order, Sales Order, Invoice, Advance Ship Notice, and Functiona l
Acknowledgement often involve a series of steps to process. And processing these transactions involves
many paper documents and a great deal of human intervention, which makes them prone to mistakes and
human errors. But with the use of EDI, paper documents are eliminated and human intervention is
minimized.

Benefits and Limitations of EDI

Benefits of EDI Limitations of EDI

Cost savings Expensive
Speed Too many standards
Accuracy Initial setup is time consuming
Business efficiency System electronic protection
Security Proper backup
Environment-friendly

EDI enables organizations to automate the exchange of data between applications across a supply chain.
This process ensures that business-critical data is sent on time. According to a market report by Dart
Consulting, the estimated market size of EDI is expected to reach $1.68 billion by 2018, with projections
reaching as high as $2.1 billion by 2020. More and more companies across multiple industries are realizing
the benefits of EDI. But what are the advantages of EDI over traditional forms of business communication
and information exchange? This concise infographic created by Liaison shows the various EDI benefits.
And to better understand these benefits, let’s take a look at some of them:

1. Cost savings:-EDI lowers your operating expenditure by at least 35% by eliminating the costs of
paper, printing, reproduction, storage, filing, postage, and document retrieval. It drastically reduces
administrative, resource and maintenance costs.

2. Speed:-Time is of the essence when it comes to order processing. EDI speeds up business cycles
by 61%because it allows for process automation that significantly reduce, if not eliminate, time delays
associated with manual processing that requires you to enter, file, and compare data. Inventorie s
management is streamlined and made more efficient with real-time data updates.

SHRIKANT TELANG SVVV,INDORE 25

 BTCS-102 ICSE

3. Accuracy:-Aside from their inefficiency, manual processes are also highly prone to error, often
resulting from illegible handwriting, keying and re-keying errors, and incorrect document handling. EDI
drastically improves an organization’s data quality and eliminates the need to re-work orders by deliver ing
at least a 30% to 40% reduction in transactions with errors.

4. Business efficiency:-Because human error is minimized, organizations can benefit from increased
levels of efficiency. Rather than focusing on menial and tedious activities, employees can devote their
attention to more important value-adding tasks. EDI can also improve an organization’s customer and
trading partner relationship management because of faster delivery of goods and services.

5. Security:-EDI enhances the security of transactions by securely sharing data across a wide variety
of communications protocols and security standards.

6. Environment-friendly:-The migration from paper-based to electronic transactions reduces CO2

emissions, promoting corporate social responsibility.

While many businesses are enjoying the advantages of EDI, some companies are still hesitant to try it
because of a few limitations.

1. Expensive:-It is true that EDI offers substantial cost savings but for smaller businesses re-designing
and deploying software applications to integrate EDI to existing applications can be quite expensive.

2. Too many standards:-Many organizations also consider EDI to have too many standards. This
limits smaller businesses in trading with larger organizations that uses an updated version of a document
standard. Here are some of the standards: UN/EDIFACT, ANSI ASC X12, GS1 EDI, TRADACOMS, and
HL7.

3. Initial setup is time consuming:-Not only is it expensive to deploy an EDI system, but it also takes
time to set up the necessary components.

4. System electronic protection:-EDI also requires a heavy investment in computer networks. It will
need protection from viruses, hacking, malware and other cyber security threats.

5. Proper backup:-EDI needs constant maintenance since the business depends on it. Robust data
backups must be in place in the event of a system crash.

EDI standards continue to be the dominant protocol in the B2B world. If you would like to leverage EDI to
streamline your operations, Liaison offers EDI solutions that let you efficiently, reliably, and securely share
data across a wide variety of EDI message types and communications protocols. Connect with us to learn
more.

Electronic Payment System: - E-payment system is a way of making transactions or paying for goods and
services through an electronic medium without the use of check or cash. It’s also called an electronic
payment system or online payment system. Read on to learn more.

The electronic payment system has grown increasingly over the last decades due to the widely spread of
internet-based banking and shopping. As the world advance more on technology development, a lot of

SHRIKANT TELANG SVVV,INDORE 26

 BTCS-102 ICSE

electronic payment systems and payment processing devices have been developed to increase, improve and
provide secure e-payment transactions while decreasing the percentage of check and cash transaction.

Electronic payment methods

E-payment methods could be classified into two areas, which are:

1. Cash Payment System

Electronic Funds Transfer (EFT): this is an electronic system used to transfer money from one bank account
to another without any cash exchange by hand.
EFT comprises many other concepts of payment system include:

 Direct debit that is a financial transaction in which the account holder instructs the bank to collect a
specific amount of money from his account electronically for payment of goods or services.

 E-Check, a digital version of an old paper check. It’s an electronic transfer of money from a bank
account, usually checking account without the use of the paper check.

 Electronic billing: this is another form of electronic funds transfer used by companies or businesses
to collect payments from customers over electronic method.

Benefits of using an e-payment system

eCommerce websites use an e-payment system to make it easier and more convenient to pay for their
customers. It comes with many benefits, which are:

 More effective and efficient transactions. It’s because these are made just in minutes (even with one-
click), without wasting customer’s time.

 It also lowers the whole transaction cost.

 Today it’s easy to add payments to the website, so even a non-technical person may implement it in
minutes and start processing online payments.

 Payment gateways and payment providers offer highly effective security and anti-fraud tools to make
transactions reliable.

eCommerce, as well as m-commerce, is getting bigger and bigger, so having e-payment system at your
online store is a must. It’s simple, fast and convenient for the online shoppers to pay. Still, one of the most
popular payment methods are credit and debit card payments, but people also choose some alternatives or
local payment methods. If you run an online business, find out what your target audience need, and provide
the most convenient and relevant e-payment system.
Internet Security
Internet security is a catch-all term for a very broad issue covering security for transactions made over the
Internet. Generally, Internet security encompasses browser security, the security of data entered through a
Web form, and overall authentication and protection of data sent via Internet Protocol.
SHRIKANT TELANG SVVV,INDORE 27
 BTCS-102 ICSE

Internet security relies on specific resources and standards for protecting data that gets sent through the
Internet. This includes various kinds of encryption such as Pretty Good Privacy (PGP). Other aspects of a
secure Web setup includes firewalls, which block unwanted traffic, and anti-malware, anti-spyware and anti-
virus programs that work from specific networks or devices to monitor Internet traffic for dangerous
attachments.

Internet security is generally becoming a top priority for both businesses and governments. Good Internet
security protects financial details and much more of what is handled by a business or agency’s servers and
network hardware. Insufficient Internet security can threaten to collapse an e-commerce business or any
other operation where data gets routed over the Web.

Cyber law and it's important

Cyber law refers to all the legal and regulatory aspects of Internet and World Wide Web.
It is important because for the following reasons:
i. It is required to overcome the cybercrime in the internet.
ii. It is important for the eradication of the illegal activities done in the internet.
iii. It touches all the aspects of transactions and activities on and concerning the internet and Cyberspace.

Digital Signature and it's important in the cyberspace

Digital Signature is the mathematical scheme for demonstrating the authenticity of a digital message or
document.
It is important because it provides a legal framework to facilitate and safeguard electronic transactions in
electric medium. It is also necessary to keep the uniformity standard and guarantee in all the activities of the
e- sector.
Cybercrime
Cybercrime is defined as any type of illegal activity that makes use of the Internet, a private or public
network, or an in-house computer system.
Telecommunication
Telecommunication is a system if transmission of sounds, images, texts or data in the form of electronic
signals.
Computer ethics
Computer ethics is the branch of practical principles that deals with how the computer experts should make
decisions in regard to the social and professional behavior. It is a set of moral principles that regulates the
use of computers.

SHRIKANT TELANG SVVV,INDORE 28