Mastering Digital Literacy-

(Updated Edition 2022)

India CyberLearning Private Limited, 2022

..............................................................
© All rights including copyrights, rights of translations etc,. reserved and vested exclusively with India CyberLearning Pvt. Ltd.
(CyberLearning). This book can be exported from India only by CyberLearning -the publisher.

All names and logos are registered trademarks of their respective owners.

Although all care has been taken in preparing, and editing this guide, neither the author nor CyberLearning holds any
responsibility for any mistake ,that may have inadvertently crept in. The information provided in this book is provided without
any express, statutory or implied warranties.

The example companies, organizations, products, domain names, e-mail addresses, logos, people, places and events et,c.
depicted herein are fictitious. No association with any real companies, organizations, products, domain names, e-mail addresses,
logos, people, places and events is intended or should be inferred.

No part of this book may be reproduced or transmitted in any form or by any means without the express written permission
of CyberLearning.
Contents

WORKING WITH COMPUTERS 1

Understanding computers and their importance in today’s world 1

Starting a computer and turning it off 1

Computing devices 2

Computer components 3

Understanding the keyboard 4

Understanding the mouse 6

Networks 7

Memory 9

Computer performance 10

Windows 10 12

Careers 13

ACCESSING INFORMATION AND COMMUNICATE ONLINE 16

Cloud services 16

Internet Connection 18

World Wide Web 19

Search engine 19

Performing transactions online 20

Online communication programs 20

PARTICIPATE SAFELY AND RESPONSIBLY ONLINE 27

Natural threats 27

Protection from natural threats 27

Threats from human actions 28

Measures for protection against threats from human actions 29

Protecting your content 31

Measures for securing email and instant messaging 34

Online communication 35
Securing a computer 37

Copyright violation and other legal concerns 38

CREATING DIGITAL CONTENT 39

COLLABORATE AND MANAGE CONTENT DIGITALLY 41
Digital audio 41

Digital Video 43

Web conferencing 43

Digital photography 44

BASICS OF MICROSOFT WORD, EXCEL AND POWERPOINT 46

Common features and commands 47

Word 2016 52

Excel 2016 68

PowerPoint 2016 82

BONUS CHAPTER: INTRODUCTION TO ARTIFICIAL INTELLIGENCE 95

BONUS CHAPTER: INTRODUCTION TO CRYPTOCURRENCY 97
PREFACE
The ability to read well opens up a completely new world for students. We all know that being able
to read is fundamental to achieving mastery of any subject and for success in academics and career.

And after reading, the digital literacy has now become the most valuable tool for lifelong learning.
The impact of social media, technology, and online resources on our lives is massive. Children who
have a PC at their home with access to internet have much higher chances of going to college.
Given the changes in the society in last 2 decades, continuing education has become extremely
important. So much so that Central Govt. of India has also taken several steps to make continuing
education a mandatory part of the professional lives. And Covid-19 anyways did a fast-forward
and made us dependent on the internet to a large extent.

Using computers, nav,igating the internet, and having access to broadband connectivity are now
essential to success. But, digital literacy is not just knowing how to check posts or upload photos/
status on Facebook or how to use SnapChat or Instagram, there are several more important areas
within digital literacy which mandate that we have thorough understanding of the following also:

1. Internet Safety
2. Digital Footprints
3. Cyberbullying
4. Ethics of using online resources (avoiding plagiarism)

Our Central Govt., in order to transform the ecosystem of public services through the use of
information technology, has launched the Digital India Program with the vision to transform India
into a digitally empowered society and knowledge economy.

So, whether you are new to computing or have some experience, this guide on Digital Literacy will
help you develop a fundamental understanding of computers. It is my sincere hope that this guide
will help you learn the essential skills to learn and enjoy computing with confidence, be more
productive at school, home and/or at work, and most importantly stay safe online, and use
technology to advance your education and complement your lifestyle. Your comments &
suggestions are welcome.

Happy Learning!

Shital Rai
B.Sc Statistics (University Topper)
MCA
Sardar Patel University, (Gujarat)
 Study Guide: Mastering Digital Literacy

Working with Computers

Understanding computers and their importance in today’s world

Let us first understand - what is a computer? A computer is an electronic device that is used to
store and process information based upon the instructions provided by the user and generates
the desired output. In addition, computer also calculates numbers, edits text, generates
pictures or graphs, translate language etc. So, we can say that computers are used to perform
various tasks, such as:

 Creating, saving and editing documents

 Organizing files
 Maintaining records
 Making presentations
 Creating budgets and other financial statements
 Sending & receiving e-mail
 And many more…

We will start with learning about the main parts of a computer and the very basics of
using a computer, such as starting a computer, shutting it down and restarting it.

Computers contain many parts like keyboard, monitor, processing unit, memory etc. These
parts fall in different categories including input devices, output devices, microchips, ports,
storage etc. For example, a keyboard is an input device and a monitor is an output device.

Starting a computer and turning it off

Starting a computer: When you press the power button, the computer starts. This usually
turns on a small light to indicate that the computer has started. Then the monitor will turn
on. If all components of the computer are working fine and in harmony, you will see a
display on the screen. Here you may login into your personal user account, or as a guest or
as an administrator.

Now, let’s understand the following features of turning the computer off.

Logging Off: Logging off will terminate your user session and it exits you from the current
user account that you are using. If the computer is not shut down, any open programs will
open up once you log back in.

Restarting: Restarting the computer is recommended when it is not responding. The

Restart option will start a cycle of shutting down the computer, followed by automatically
turning it on. Any unsaved information will be lost when you use Restart option.

Shutting down: This option completely turns off the whole system. Any unsaved
information will be lost, so remember to save before shutting down the computer.

1
 Study Guide: Mastering Digital Literacy

Sleep: Sleep mode allows the computer to temporarily shut down all nonessentials. This is
a huge energy saver and takes seconds to start up. All of your work will still be open and
will not be lost.

Computing devices
All professions use computers and which computer they use depends on their requirements
from using the computer. There was a time when most people used a desktop computer as
their Personal Computer, or PC. But today, there are several compact options available.
Personal computers are still popular as many businesses and individuals use them today as well.
PC performs all the basic functions needed for most workplaces and at the home. It is a perfect
option for creating documents, organizing records and researching on the Internet. PCs offer
entertainment choices as well, by providing a format to play video games, talk to friends, listen
to music or watch videos.
But since, several other options are also available, let us understand these options based on
their size and their computing power.
Desktop Computers: Desktop computers are bigger in size and they generally come witthe h
latest computing power and processing speed, along with larger screen size, and larger memory
capabilities. Since desktop computers are larger in size, they are not portable and they need a
permanent space to be set up. They also need
continuous power source to run. It is easy to
upgrade different components of a desktop
computer, as they are separately accessible.
Laptops: Laptops are widely used today. They
provide great computing power with faster
processing speed and are comparatively smaller
in size and are much lighter to carry around.
Laptops can run if plugged into electrical outlet
and they also run on battery. These features make
them portable. They provide same capabilities as a desktop computer. Laptops are expensive
compared to desktop computers and now are available in touch screen models also.
With a laptop, you get your computer, keyboard, mouse and monitor all on one device and if
properly charged, this can work on battery.
Tablets: Tablets are hand-held devices and are even smaller and lighter compared to laptops.
They are very easy to be carried around. Tablets offer touch screen capabilities. Many tablets
use a stylus, which is a pen-like device with which you can write, draw pictures or click screen
options. Some tablets might have lesser computing power compared to laptops, but they offer
terrific Internet and media access as well as the ability to read documents, make presentations
and send emails. Tablets can also utilize apps, like Smartphones. Many tablets these days have
come close to laptops in functionality and popularity.
Smartphones: Smartphones are used by almost everybody today. Today, there are more cell
phones than humans. These are functional telephones but they are also tiny computers you can
hold in one hand and carry out several actions/ tasks. Smartphones can access apps and

2
 Study Guide: Mastering Digital Literacy

connect to the Internet for email, text messaging, and web searches. Many smartphones can
perform tablet-like functions including office tasks, use apps and accessing music and
entertainment. You need a cellphone service provider to access many of the functions of a
smartphone.

Computer components
There are several types of computers available these days, but it is important to note that the
basic components of all computers are the same. The main components of any computer are,
Hardware and Software.

Hardware
The monitor, keyboard, mouse, CPU, motherboard etc. are the hardware components of a
computer. A central processing unit (CPU), also called a central processor or main processor, is
the electronic circuitry within a computer that carries out the instructions of a computer
program by performing the basic arithmetic, logic, controlling, and input/output (I/O)
operations specified by the instructions. Hence, the CPU is considered to be the brain of the
computer. Let us take an example and learn how hardware components work with each other.
Ram is watching a favorite video on his computer while listening to music and is also chatting
with his friends, all at the same time. Now, each time he presses a key on the keyboard, or, clicks
his mouse, a signal is sent to the processor. The processor decides the most suitable action for
this signal received. The CPU handles millions of instructions per second and hence all these
different activities can be done at a given time with ease.

Software
Software is a collection of instructions or data that tell the computer what to do and how to do.
This is in contrast to physical hardware, from which the system is built and actually performs the
work. Software can be categorized according to what it is designed to accomplish. There are
two main types of software: Systems software and Application software.

Systems Software
Systems software includes the programs that are dedicated to managing the computer itself,
such as the Operating System.
An Operating System (OS) allows you to use the files and devices associated with the computer.
The OS controls all the programs you are running, by sharing the CPU’s time. OS also provides
help when installing new devices. Most OS now have a graphical user interface (GUI) which is
user friendly and less technical, allowing more people to use computers.

Application Software
Application software, or simply applications, are often called productivity programs or end-
user programs because they provide a platform and enable the user to complete tasks such as
creating documents, spreadsheets, databases and publications, etc. Later in this book, we will
look at application software in detail.

3
 Study Guide: Mastering Digital Literacy

Computers work on Input-Process-Output (IPO) model. It accepts input data, process the
data and creates the output. It is true that you need a computer to run a program. And, it is
equally true that programs run computers. The program tell the computer to accept the
input, what to do with that input data, how to process, how and in which format to give the
output. Typically, you may use a keyboard to provide input data, CPU processes the data
and the output is then displayed on computer screen. In absence of the program instructing

the computer, the computer would

just be an empty screen and
components. The programs that run computers have a set of variables, and statements for
proper and precise instruction giving.

Understanding the keyboard

The keyboard is an input device attached with your computer. It allows you to enter alphabets,
numerical data, symbols, and commands. It is important to note that keyboards are available in
different layout styles. The most commonly used keyboard is referred to as a QWERTY
keyboard, which is named after the keys on the top rows of letters. The keyboard has many keys
and these are divided into several groups based on their function.

Function keys: A function key is one of the "F" keys along the top of a computer keyboard.
On some keyboards, these range from F1 to F12, while others have function keys ranging from
F1 to F19. When pressed, these keys perform specific tasks based on the operating system and
software used. For an example, F1 key is commonly used to open the Help file. The software
developer can alter the action to be performed by each Function Key. The functionality of all
Function keys change from program to program and operating system to operating system.
Function keys may be used as single key (e.g., F5) or may be combined with one or more
modifier keys
Special keys: The Control (ctrl), Alternate (Alt), Escape (Esc), Windows, Tab, Caps Lock, and Shift
keys are called special keys. Special keys are used alone or in combination with other keys to
perform specific actions. For an example, pressing Ctrl+S will save a file automatically in many
programs. The Shift key is a combination key used with another letter to type an uppercase
letter. The Caps Lock key, once pressed, allows all letters to be typed in uppercase without
having to press Shift key. This function can be turned on or off. Some keyboards have an
indicator light to indicate whether Caps Lock is on or off.
Most PC keyboards also have a Windows logo key. This key has the Windows logo printed on it.
It can be pressed alone to open Windows Start menu, and it can also be used in combination
with another key to perform common Windows tasks.

4
 Study Guide: Mastering Digital Literacy

Alphanumeric keys: The alphanumeric keys include letters, numbers, punctuations and
symbol keys. They cover major part of a common keyboard.
Navigation keys: The navigation keys are used for moving around on the screen in
documents or webpages and editing text. Navigation keys include the arrow keys, Home, End,
Page Up, Page Down, Delete, and Insert. The Home key is used to move the cursor to the
beginning of a line or to move to the top of the webpage
The Left, Right, Up, and Down Arrow keys are used to move the cursor or selection one space or
line in the direction of the arrow, or scroll a webpage in the direction of the arrow
The End key moves the cursor to the end of a line or move to the bottom of a webpage.
The Page Up key moves the cursor or page up one screen
The Page Down key moves the cursor or page down one screen
The Delete key deletes the character after the cursor or the selected text. If used in Windows,
the Delete Key can be used to move to selected items to the recycle bin
The Insert key can be turned on or off. When used, the text that you type is inserted at the
cursor. When the Insert key is not used, the text that you type replaces existing characters
Other important keys: There are few other keys that you may have seen on your keyboard.
Let us look at three of these keys first. These are PrtScn (Print Screen), ScrLk (Scroll Lock), and
Pause/Break keys.
PrtScn is used to capture a scree shot. A screen shot is an image of your entire screen and gets
copied into your computer’s clipboard. Using Paste function, the screen shot can be inserted as
an image.
Pause/Break key is commonly not used. Although, if this key is pressed alone in a program, it
can pause the program. If this key is pressed in combination with Ctrl key, it can allow the
program to stop running.
The ENTER key is also called RETURN key. It is used to move the cursor to the beginning of a
new line. In some programs, it is used to send commands and to confirm a task on a computer.
The Spacebar enters a blank space character when pressed
If no text is selected before pressing the Backspace key, it deletes the character before the
cursor. If some text is selected before pressing the Backspace key, it delete the entire selected
text.
Numeric Keypad: The commonly used keyboard layouts have a numeric keypad located on
the right side. It has a set of 17 keys with numbers from 0 to 9, the decimal point, mathematical
symbols, and navigation symbols.
When Num Lock is enabled, you can use the numbers on the keypad. When Num Lock is
disabled, pressing those keys activates those key's alternate function. For instance, the arrow
keys on the keypad may only be used if Num Lock is disabled.
Toggle Keys: Num Lock, Scroll Lock, Caps Lock, Insert are the examples of toggle keys. Toggle
keys alternatively turn a specific functionality On and Off, each time it is pressed.

5
 Study Guide: Mastering Digital Literacy

Understanding the mouse

A mouse is an input device and is used to move, select, and open
items on your computer screen. You will mostly find a mouse kept
on the desk next to the keyboard.
As the mouse is moved on the desk, a corresponding pointer moves
on the computer screen. As the pointer is moved over different
areas of the screen, the items or the pointer change, indicating that
you can click on that item
Mouse buttons: Most commonly used mouse devices have at least
two buttons, left and right. A left or right mouse click can open an item or show more options.
The left button is the most commonly used button to select an item. The right button is used
for specific functions. For an example, you may open a menu for Copy, Paste or some other
advanced options by clicking the right mouse button.
Some advanced types of mouse devices provide additional buttons, for example, a wheel for
scrolling, or Back button on the side to work with browsers and Windows Explorer.
Placing Cursor: While working in a document, if you wish to start typing from a specific point
in the document, take your mouse pointer to that point and click the left button. Doing this, you
have placed your cursor to that position. Now, you start typing using your keyboard and all the
text will be placed starting the cursor position.
Moving an Item: You can move an item, by clicking on it and then holding the mouse button
down move the item to the desired location. After the item is moved to the desired location,
release the mouse button. Moving like this is also called dragging.
Mechanical Mouse Devices: In older times, mechanical mouse devices were used. These
mouse devices had a metal ball on the mouse’s underside. So, with the mechanical movement
of mouse, the ball underside was also moved, which further moved the pointer on the screen.
But, the mechanical movement would not be smooth after the mouse has been used for some
time and the performance would continue to degrade with continued and regular usage. As a
result, these devices proved to be high on the maintenance side.
Optical Mouse Devices: An optical mouse device, which is used today, is an affordable and
simple solution to a mechanical mouse device. Optical mouse devices provide much better
performance and work in the same way as a regular mouse. In an optical mouse, the ball is
replaced by a LED (light emitting diode) to track the movements of the mouse.
Laser Mouse Devices: A laser mouse device provides much better performance. A laser
mouse is a type of optical mouse. It uses a laser beam which is invisible, or nearly invisible, to
the human eye. The beam emitted by the laser mouse moves with the user's hand, triggering an
optical sensor system Laser mouse devices use higher technology and are more expensive
compared to optical mouse devices.

6
 Study Guide: Mastering Digital Literacy

Networks
At the workspace, several resources are available and they are provided to the users via network
so that all users are able to share these resources in order to accomplish their tasks. One
resource shared often is the printer. It will not be cost effective to purchase a separate printer
for each user, instead, offices purchase a few printers which are made available to all users via
network. Printer is just an example. There are several such other resources shared.
A network consists of two or more computers that are linked in order to share resources,
exchange files, or allow electronic communications. Networks allow all users to share
information while sitting at their respective desk, print to the same printer, and more.
The common components of a network are as follows:
• A server
• A workstation/client
• Communication Channel

Components of a network
Each network has a server and can have multiple workstations attached to it. There is a
communication channel that connects the server with the workstations.

A Server
A server is the main computer or drive that provides the services to all the other computers. The
server has the authority to permit the devices or computers to access certain items.

Workstation
A workstation is an actual computer or device that is connected to the network. For example, in
a workplace, there will be one server in a LAN and all employee computers are the workstations.

Communication channel
It is the actual link that connects the workstations and the server to share the resources and
transfer the information. It could be cables used for connections or it could be router/switch
used for Wi-fi connections. Wi-fi connections are explained ahead in this book.

Types of networks
The type of network to be used depends on the size of the workplace. If the workspace is a small
area, Local Area Network (LAN) is used and if it is huge, then Wide Area Network (WAN) is used

LAN
Local Area Network connects a limited or a small area like a home, one office or a group of few
offices in one single location.

MAN
A metropolitan area network is a network that covers a larger geographic area by
interconnecting a different LAN to form a larger network. MAN is used in communication within
a city.

7
 Study Guide: Mastering Digital Literacy

WAN
Wide Area Network connects devices spread over a very large area. A WAN runs across cities,
states and countries. A whole world can be connected with WAN. The connections can be made
using long wires, optical cables, or satellites. The Internet is a known example of a WAN.
The first workable prototype of the Internet came in the late 1960s with the creation of
ARPANET, or the Advanced Research Projects Agency Network. Originally funded by the U.S.
Department of Defense, ARPANET used packet switching to allow multiple computers to
communicate on a single network. It was then extended to facilitate the communication
between the educational departments in USA. Today it is a huge collection of public networks
worldwide linked to each other for information exchange.
The Internet provides many facilities like transferring files, sending E-mails etc. Another service
provided by the Internet is the Web service, or the World Wide Web (WWW). The World Wide
Web (WWW) is a network of online content that is formatted in HTML and accessed via HTTP.
The term refers to all the interlinked HTML pages that can be accessed over the Internet. The
Internet is available to all who are connected. Many organizations offer a special type of network
to communicate and share information for the people within the organization. This network is
called an intranet. An intranet is very similar to the WWW, but it is a much smaller network. Also
unlike WWW, it is only accessible to the authorized users of the organization. An intranet
provides services such as document distribution, software distribution, access to databases, and
training.

8
 Study Guide: Mastering Digital Literacy

Memory
When a computer performs a task, it stores data in its memory. Computer data is
represented by 0's and 1's. Each 0 or 1 is a bit.

1024 KB = 1
8 bits = 1 byte(B) 1024 B = 1 Kilobyte(KB)
Megabyte(MB)

1024 MB = 1
1024 GB = 1 Terabyte(TB) 1024 TB = 1 Petabyte(PB)
Gigabyte(GB)

Computer memory is any physical device capable of storing information temporarily

like RAM (random access memory), or permanently, like ROM (read-only memory). Memory
devices utilize integrated circuits and are used by operating system, software, and hardware.

Volatile vs. non-volatile memory

Memory can be either volatile or non-volatile memory. Volatile memory is a memory that loses
its contents when the computer or hardware device loses power. Computer RAM is an example
of a volatile memory and is the reason why if your computer freezes or reboots when working
on a program, you lose anything that hasn't been saved. Non-volatile memory, sometimes
abbreviated as NVRAM, is a memory that keeps its contents even if the power is lost.

Primary and secondary memory

Primary memory is the main memory of the computer which can be directly accessed by the
CPU, whereas secondary memory refers to the external storage device which can be used to
store data or information permanently. Hence, although both the hard drive and RAM are
memory, it is more appropriate to refer to RAM as primary memory and a hard drive as
secondary memory.
When looking at how much memory is available in your computer, it is often between 1 GB and
16 GB of RAM and several hundred gigabytes or even a terabyte of hard disk drive storage. So,
you always have more hard drive space than RAM.

Use of memory
When a program is opened, it is loaded from your hard drive and placed into RAM, which allows
that program to communicate with the processor at higher speeds. Anything you save to your
computer, such as a data file, a picture or a video, is sent to your hard drive for storage.

9
 Study Guide: Mastering Digital Literacy

Importance of memory
Each device in a computer operates at different speeds and computer memory gives your
computer a place to quickly access data. If the CPU had to wait for a secondary storage device,
like a hard disk drive, a computer would perform much slower.

Computer performance
When it is time for you to buy a computer, there are several factors to consider. The most
important would be the purpose of using the computer. There are many types of computers
available and their performance depends on several factors like processing speed, size and
more. You should buy a computer that best meets your needs. Once you buy a computer, there
are different types of programs, or applications, available that help you perform different tasks.
A Word processing program would help you create documents and a Spreadsheet program
would help you with mathematical calculations, a presentation program would help you make a
presentation and a publishing program would help you make a flyer, or brochure. Along with
these programs, computers also provide programs to watch movies/vides, listen to music and
play games.

Response time is the time taken by a computer from start to completion of a task. Computer
performance is mostly measured in terms of Response time. The lower the response time, better
the performance. This also includes:
 Operating system overhead
 Waiting for I/O and other processes
 Accessing disk and memory
 Time spent processing on the CPU or processing time.
If you need complicated instructions to be processed at the CPU, a processor with higher speed
would get you instant result, brining your response time lower and hence perform better.
You may be wondering why your computer’s performance is slow at times and there are other
times when it is fast in processing. This
could be caused by a number of factors.
They include the following:

The speed of the CPU

The speed of the CPU is also known as the
clock speed of the CPU. The clock speed of
the CPU is the frequency at which the
processor executes instructions or the
frequency by which data is processed by
the CPU. It is measured in millions of cycles
per second or megahertz (MHz). If the
Clock speed of the CPU is fast then
definitely the performance of the computer
will be affected positively, in other words
the computer will carry out processing
functions at a faster pace.

10
 Study Guide: Mastering Digital Literacy

The size of the RAM (Random Access Memory)

The RAM is referred to as the active part of the computer. This is because the RAM has the
capability of storing data that the computer is currently using, because of the fact that it is fast
to retrieve data stored in the RAM. Hence, a large RAM size will mean a faster computer
performance and a smaller RAM size will result in slower computer performance.

The speed of the hard disk

The hard disk speed is defined as the rate at which material and content can be read and
written on it. The hard disk speed of different hard disks is not consistent because they vary by
manufacturer, drive type and the use of the hard disk. It therefore means that the higher the
speed of the hard disk the faster the performance of the computer and vice versa.

Hard disk space

The bigger space on the hard disk will result in faster performance of the computer. The smaller
space on the hard disk will result in a slower performance of the computer. If the hard disk is
filled with data, this will use most of the memory leaving less memory for the operations of the
processor.

Multiple applications running on the computer

Multi-tasking tends to slow down the performance of the computer because memory is used to
support more than one applications compared to when one application has all the memory to
itself. This means that the more applications that are running the slower the computer will
perform. Likewise if less or one application is running the performance of the computer will be
faster.

Type of graphic card

When it comes to quality of pictures and animations, graphic cards are the main factors. So if a
machine processes many graphics and it has a weak graphic card it will perform slower. This
means that the more powerful the graphic card is the faster the performance of the computer.

Now we know the major factors that affect the performance of your computer. Before buying
any computer, these should be checked for the purpose of computer usage. For example, if the
computer is being bought for the use of a Graphic Designer, the graphic card should be of
higher standard and should be up-to-date.

Minimum requirements for software

It is highly recommended that before you purchase any software for your computer, you
should check if your computer meets any stated minimum requirements for that software
application. A software application may require a minimum amount of
 RAM
 Free space on a hard drive
 Processor speed
 And more…

11
 Study Guide: Mastering Digital Literacy

Windows 10
Windows 10 is the newer version of the Microsoft
Windows operating system. There have been many
different versions of Windows over the years,
including Windows 8 (released in 2012), Windows
7 (2009), Windows Vista (2006), Windows
XP (2001)Windows 97 etc.

While older versions of Windows mainly ran on desktop and laptop computers, Windows 10
is also designed to run equally well on tablets.

Let us look at how Windows 10 is different from the previous versions operation systems.
The users who have also used Windows 8, the previous version of Windows, finds that
Windows 10 looks and feels similar to older versions. Still, it includes a lot of new features
and improvements. Let us look at few of the major appreciated features.

Start menu
Whereas Windows 8 uses the Start screen to launch applications, Windows 10 has reintroduced
a more traditional Start menu. It's also been expanded to make it easier to find important apps.
Microsoft Edge
This new browser is designed to give Windows users a
better experience on the Web. Edge is faster, more
secure, and includes a lot of new features. It is meant to
replace Internet Explorer as your default web browser,
but you'll still be able to use another browser if you
prefer. Edge provides a new feature called Collections.

Collections
Collections help you keep track of your ideas on the
web, whether you're shopping, planning a trip, or
collecting notes for research or lesson plans. Whatever you're doing on the web, Collections can
help.

Cortana
Similar to Siri and Google Now, you can talk to this virtual assistant with your computer's
microphone. Cortana can answer questions like What's the weather like today?, it can
perform tasks like reminding you to complete your homework, and much more.
Multiple Desktops and Task view
Instead of keeping everything open on the same desktop, with Windows 10, you can move
some of your open windows to a virtual desktop to get them out of the way. And the
new Task view feature makes it easy to manage all of your open windows. Simply press
Windows Key + Tab keys and click on New Desktop option.

12
 Study Guide: Mastering Digital Literacy

Action Center
The new Action Center is pretty different from previous versions of Windows. For example, it's
been expanded to let you access frequently used settings, such as Wi-Fi connectivity and tablet
mode. It's also where you'll see important notifications, so if your computer receives an update
you'll get a notification about it here.
Tablet mode
Unlike Windows 8, Windows 10 makes a clear distinction between desktops and tablets. If
you're using a keyboard and mouse with Windows 10, you'll be in desktop mode by default. If
your computer also has a touchscreen, you can go into tablet mode at any time. Tablet users
can also switch back to desktop mode if they prefer.

Careers
Today all fields of work use computers in different capacities. Many new
career opportunities have also been created due to this extensive use of
computers by all. Based on one’s field of interest and degree of
knowledge about computers, one can select a job that matches his/her
skills.

Career opportunities
Let us look at few of the careers with the purpose of computer usage for each respective career.

Information worker Creates, manages, shares, receives and uses information in the course of
their daily work, and uses information for taking actions or assist others in making decisions.

Warehouse Manager: A warehouse manager works majorly with stocks and uses the
computer to maintain detail of stock, including receipts of stock, dispatch of stock, training
and managing employees in the warehouse etc. Warehouse manager uses a computer to keep
track of all these transactions to provide the necessary details to his company. The use of
computers, word processors, and data processing systems has made the task easier. Without
the use of a computer and a data-entry program, companies would not be able to track the
inventory and therefore the warehouse manager must be able to use the computer for the
purpose.

Data Entry Operator: A data entry operator mostly enters data like names, addresses,
statistical (number related) information, business related information, account numbers, account
status, and more. He uses the computer to create documents, handle word processors, and
maintain records. Once the data is entered, these records can be used by the computer to
generate reports based on queries asked. The words data entry could be used for a position
that types information into a computer program such as Microsoft’s Word, Excel etc.
Travel Agents: Travel agents use the computer to make necessary arrangements for their
clients. This includes searching for quotes about plane tickets, visa applications, hotels and
restaurants, collect payments for transportation and accommodations, and provide information
about mode of transportation, finances, and flight schedules. A travel agent can search up their
client’s accommodations, ticket time and price, information about a specific place, compute the
costs of their trip and provide them with different options to choose from along with details on

13
 Study Guide: Mastering Digital Literacy

transportation, restaurants, and hotels.

Graphic Designers: Graphic designers use computer to create designs and art that are
visually-appealing to the target audiences. Using computers, they work with drawn, painted,
photographed, typography, or computer generated-images. They mostly use an advance
photo editing program such as Adobe Illustrator, Adobe Photoshop, Corel Draw among others.
They can create a poster, a billboard, a business logo, a magazine ad, an album cover, designs
for a website, and so much more.

Bank Clerks: Bank clerks have to process transactions for their customers. They also need to
look up certain information for their customers. They use computers to process transactions like
deposits, withdrawals, loans, repayment history and look up information like account balance,
maturity dates for several types of investments, interest rates and more.

Entrepreneurs: Entrepreneurs need to promote their business to their potential clients. These
days, social networking sites and blogs are the best option for the purpose. These networking
tools give their businesses a wider reach and help them meet possible prospects.

Information Technology Professionals: I.T. professionals are people who have expertise
in computers related fields. They specially work on computer networking, system security,
programming, database administration, system administration, IT audit, and more. They apply
their technical expertise to the implementation, monitoring, and maintenance of IT systems.
There are different levels of expertise that can be acquired in IT field. Let us look at a few IT
professionals here.

Network Administrators: Network administrators manage a local area network

(LAN) or a wide area network (WAN) for an organization. They install new hardware
and software and are responsible to keep the network secure and organized. They
monitor upgrades, licensing agreements, managing space, installation of fire-walls
and monitoring those and make sure that the network runs efficiently providing
easy, smooth and secure access to its users.

Database Administrators: Database Administrators manage database(s). A database

stores data in organized manner, on the computer. Database administrators are
responsible for organizing, storing and managing data. A database is made of multiple
objects and if these objects are not configured to work in sync, data storage, management and
retrieval might lose efficiency. Database administrators regularly check, upgrade, fine tune the
database(s) and its objects to provide an efficient, easy, faster and secure access to the users.

Software Developers: Software developers are the professionals who create the
software, or applications. It could be a software application / common app that
everyone uses, or a specialized program created just for the use of an organization.
The software can range from games, mobile applications, to customized and
specialized software developed for an organization.

Ethical Hackers: As we have seen in this book, hackers are people who get into

14
Study Guide: Mastering Digital Literacy

your computer without your knowledge with malignant intention of stealing your
data or causing damages. Ethical hackers use their knowledge to secure and
improve the technology of organizations, so that hackers can not get into it. For the
purpose, ethical hackers attempt to bypass system security, and find and expose any
weak points(vulnerabilities) that could be taken advantage of by a malicious
hacker.They provide an essential service to these organizations by looking for
vulnerabilities that can lead to a security breach and reporting the identified
vulnerabilities to the organization so they can be fixed in time.

Cyber Security Specialists: The work of a Cyber Security Specialist focuses on finding
risks and possible leaks. They create and implement security audits across computer
hardware and software systems. They analyze where these risks are and develop
strategies to prevent breaches. They make sure that the systems perform the way they
are supposed to, and that they are safe from attack. They deal with protecting
information on computer networks, cloud servers, mobile devices, and payment
software, to name a few

15
 Study Guide: Mastering Digital Literacy

Accessing Information and Communicate Online

We go online to access information and to communicate with others using Internet. Let is
look at what makes the Internet. Simply put, the collection of networks done with the
purpose of exchanging information is the Internet. Internet is a smart and affordable tool
used across the world. The uses are mainly communication, education, entertainment and
more.

Earlier, you could exchange information from your computer through internet, but the
limitation was having physical access to your computer while using the Internet. Also,
sending larger size files from your computer to the receiver was also a bigger challenge.
Same way, it was very time taking for the receiver as well to download huge files. Not to
mention, the sender and receiver both would have to pay to the ISP for long internet usage
and for downloading huge files. All these limitations have been resolved with cheaper
bandwidth and the use of Cloud computing. Cloud computing means using the Cloud
services to store your files/data on the cloud and share these files/data with the receiver
through a simple link. You may sync folder(s) from your computer with the cloud service you
are using to make sure the most updated version is available on the cloud.

Cloud services
Using cloud services, you can store your information on
the cloud and use this information from anywhere in
the world, through Internet. Cloud services not only
gives access to your files/data at any time, from any
place in the world, it can also save you in case your
computer crashes and you lose all data. The data stored
on the cloud can be easily retrieved and you are back
in business.

Microsoft’s OneDrive is a well-known cloud service and is widely used for

its efficient, fast and secure access. It works very effectively and efficiently
to store and share information to and from the cloud. The cloud is basically
a storage space that is accessible from anywhere in the world. You can
create your own secured account that will be accessible with your set
account id and password only.

Information can be shared with the desired recipient(s) with just one click. The recipient will
receive a link to the file on the cloud and this file(s) can be downloaded very fast. Also the
file(s) that you share from the cloud with the recipient(s) can also be marked as editable and
read only.

Today, Internet is used in all areas including but not limited to the following:
 Formal & Informal Communication with people across the world
 E-commerce (buying and selling items online)
 News
 Conducting Research
 Performing financial transactions including banking and trading

16
 Study Guide: Mastering Digital Literacy

 Online education
 Online meetings
 Entertainment
 Collaboration
 Job search

In the recent times, cloud computing has attracted a greater number of businesses because
of the solutions it provides to optimize operations and gain a competitive edge.

Cloud Services are offered in several different forms. Three common forms are as follows:

 SaaS (Software as a Service)

 PaaS (Platform as a Service), and
 IaaS (Infrastructure as a Service), among other types of offerings.

Let us understand what these three forms are:

17
 Study Guide: Mastering Digital Literacy

Internet Connection

To be able to get connected to the Internet, you need to have certain hardware and get some
services. Of course you would need a computing device, like a personal computer, laptop, tablet
or a smartphone, and a connecting device, like modem, (now mostly inbuilt in devices) to
connect to the Internet. Internet service is provided by an Internet service provider (ISP). A
connecting device, like modem, is used to establish Internet connection via a phone line. A
modem converts digital information into analog information and hence is able to transmit it
over a phone line.
The connection for Internet can be a physical connection or a wireless connection. When
connection is established using cables, it is called a physical connection and when connection is
established using, access point (AP) it is called a wireless connection. An access point is a device
that provides wireless internet connectivity. It connects a wireless computing device to the
wired network that may belong to an ISP. The wireless device such as a USB modem provides
access to the Internet.
These days, homes and offices use Wi-Fi connections. Wi-Fi is a technology that uses radio
waves to provide network connectivity. A Wi-Fi connection is established using a wireless
adapter to create hotspot(s) in areas in the vicinity of a wireless router that are connected to the
network and allow users to access internet services. Multiple users can connect to one hotspot
at a given time to establish internet connection. Connection to hotspot can be secured using
password, or key.

Types of Internet connections

Commonly two different types of internet connections are used. The most common is a dial up
connection, which is used by individual internet users. The other is dedicated connection.
Dedicated connection needs certain infrastructure to be in place. It is faster but more expensive
compared to dial up connection and is used by organizations for its employees.
A dedicated server provides nonstop, uninterrupted internet connection to all its users and
there is no need to request the ISP for a connection, every time a user wants to connect to the
internet. Many educational institutions and work organizations whose users use internet on
regular basis and for extended periods, use dedicated connection for their users.
Whereas, most individual users use a dial-up connection. Every time the individual wants to
connect to the internet, a request has to be sent to the ISP and connection is established. After
the work is done, he disconnects from internet.

Bandwidth of Internet connection

Internet is used for exchange of information and hence its quality or speed can only be
measured in terms of how much information, or data, can be transmitted over the internet in a
given time period. The term used to measure this transmission is called Bandwidth. Bandwidth
is the amount of data that can be transmitted over a network in a certain amount of time and it
is measured in Mbit/s (megabits per second), Kbit/s (kilobits per second), or bit/s (bits per
second).
If the bandwidth of your network is 1 Mbit/s, then it means that 1 megabit of data can be
transmitted over your network in 1 second. Although, the actual rate of transfer of data can
change depending on a number of factors such as,

18
 Study Guide: Mastering Digital Literacy

 the equipment used by the ISP

 the type of Internet connection, and
 the number of people using the same connection at a given point in time

Symmetrical and asymmetrical bandwidth

While bandwidth is taken as one measurement, it is important to note that bandwidth
connections can be symmetrical or asymmetrical. A symmetrical bandwidth connection
means the data capacity to upload data and to download data is the same in both directions.
An asymmetrical bandwidth connection means download and the data capacity to upload
data and to download data are not equal in both directions. Typically in asymmetrical
connections, upload capacity is lesser than download capacity.

World Wide Web

We use the World Wide Web for many services like online shopping, searching for information,
booking hotels and tickets, banking and many more. These are the services available on the
World Wide Web and we use these different services when we are connected to the internet.
As we have already seen, internet is a series of connected networks. So, how do we tell the
internet where to go for clothes shopping and where to go for booking airplane tickets and
where to go for performing banking transactions? Well, as you know, the answer is different
websites. We commonly know the websites by their URL or a Uniform Resource Locator. A
URL is a web address that refers to a web resource. A web resource can be a web site or a web
page. The Internet knows them all by a number sequence that is unique to each web resource .
It is called the IP (Internet Protocol) address.
We need a Web Browser to be able to visit the websites. Currently, Edge & Google Chrome are
widely used web browsers. , Mozilla, Firefox, Duck Duck Go are other examples of web browsers.
All web browsers provide us with a navigation bar, where we can type in the website name and
the browser will take us to the desired website. All web browsers also have search engines.

Search engine
The search engines are powerful tools and provide many ways to search for information. Bing is
the default search engine used by Internet Explorer 11, Google Search is the search engine used
by Chrome. Different browsers use different search engines. Yahoo and AOL are also examples
of search engines. One may choose to not use the
default search engine and instead use the one of his/her
choice.
For example, search engines search for the text
information that you have typed in. This is the most
basic text search. The search engine would list all
suggested web-sites or material that is available on the
internet in the result page, along with a brief description
of the content and the website, where it has been posted. You may click open any website and
get more details from there.
Search engines also offer advanced searches. You may also search for information based on
images, maps etc.

19
 Study Guide: Mastering Digital Literacy

Web browsers also provide with Favorites List. You may mark the websites of interest with the
name that you like and add these to your favorites
list. These are then just a click away whenever you
wish to revisit them.

Let us look at Internet Explorer 11 and understand

more about Web Browsers.
The navigation bar is at the bottom of the screen in IE
11. You may type the URL at the navigation bar. The
navigation bar also offers the Add to Favorites
button here.

The navigation bar also provides with Back and Forward buttons. Clicking on Back button takes
you to the previous website that you visited. Clicking on the Forward button takes you forward.

Right clicking over a blank area of the current page would open the tabs menu. Select New
Tab button to open a tab. You may easily switch between tabs using tabs menu. To close a
tab, click on X button on the tab.

Performing transactions online

With Internet connections in place, and with more and more people going online for work,
education, entertainment and more, E-commerce has been booming. E-commerce is the
activity of buying or selling of products or services online. Products could be any products like
clothing, books, office supplies, household stuff, groceries etc. or even booking an airplane or
bus or train ticket, booking hotels, or any other financial transaction of buying or selling.

These online transactions are business transactions that are made over the Internet. Buying and
selling of items and gifts are mostly done using a credit card, debit card, net banking or a
wallet. Even the ATM transactions such as deposits, withdrawals, inquiries, and transfers are
some the examples of online transactions. Online transactions usually require you to provide
personal information such as user name, password, address, and bank account details or credit
card details. There is a requirement for providing your personal and confidential information
while performing an online transaction and hence it is highly recommended that you perform
these transactions in secured manner only on credible Web site(s).

In the next chapter, we will also look at how to stay safe while performing online transactions
when you are providing your sensitive and confidential information.

Online communication programs

It has become very easy to quickly communicate with people worldwide with the use of
Internet. The most common programs used for online communication are:

 E-mail
 Instant messaging
 Social media

20
Sending and receiving E-mail
Sending and receiving e-mails is the exchange of messages from one computer user to another
computer user. It does not matter how far or close these users are located. They can be sitting
next to each other in the same room, and they might be located in faraway countries.

E-mails can be sent or received at any time of the day or night and emails can be sent to one
person or multiple people at the same time. The sender and the receiver(s) need to have an
Internet connection and an e- mail account to be able to send and/or receive emails.

Once you are connected to the Internet, many services, like

Windows Live Mail, are available to create an e-mail account. The
format of an email account is like,
[email protected], where,
 Username is the name or identity of account owner, this is
set by the account owner
 Then there is “at” symbol (@), and
 Then there is a domain name (like, example.com)

A domain name identifies the name and type of organization with whom you have an e-mail
account. For example,
 Sachin used Windows Live Mail services and created his email account as,
[email protected]. Here, live.com domain name indicates that Windows Live Mail was
used to create the email account.
 Gagan used Google services to create his email account as [email protected]. The
domain name gmail.com reveals that Google mail service was used to create this email
account.

It is very important to note that each and every e-mail account is unique. For example, once
Sachin has acquired [email protected], now another Sachin cannot take the same username,
[email protected] . He will have to take some other username that has not already been taken
by anybody yet,. like, [email protected] or something like that..

To keep your communication secure, you must set a password for your email account. It is
highly recommended that a password should be at least 12 characters long and it should
contain at least one character from each of the following, if the same is permitted by
your e-mail service provider:
 Uppercase letter
 Lowercase letter
 Number
 Symbol
It is also recommended that you use two step verification to secure your email, this will ensure
that no one else can use your email ID. Almost all email service providers and social media sites
such as Facebook, Twitter also provide two step verification.

Once you have an e-mail account, you need to know the e-mail address of the person(s) to
whom you want to send an e- mail message. In a way, sending an e-mail message is similar to
sending traditional postal service mail, but instead of writing your mail with pen and paper, you

21
are typing it on your device and sending it to the receiver’s e-mail address. An e-mail message
can contain text, image, audio, video and other attachments as well. These days emails can be
sent easily. In earlier days, it was very difficult to send large attachments but now large
attachments can be uploaded on cloud and link for same can be sent to the recipient. Parts of an
e-mail
An e-mail mainly consists of three (3) parts, viz. header, body and signature.

Header
The header comprises of the specifics about the sender, recipient(s), subject, attachment(s) and
more.
 Sender (From). This is the sender's email address
 Recipient (To). The primary recipient’s email address. There can be multiple primary
recipients. Their email address can be separated by comma (,) or semicolon (;) based on
the format permitted by your email service provider
 Recipient (Cc). The secondary recipient’s email address. There can be multiple secondary
recipients. Their email address can be separated by comma (,) or semicolon (;) based on
the format permitted by your email service provider. The primary recipient(s) and the
secondary recipient(s) will be able to see all recipients listed in To and Cc
 Recipient (Bcc). Blind secondary recipient’s email address. There can be multiple blind
secondary recipients. Their email address can be separated by comma (,) or semicolon (;)
based on the format permitted by your email service provider. None of the primary or
secondary recipients will be able to see if any blind recipient(s) were listed or not.
 Subject. Subject is a one line description of the message written in the body of e-mail
 Attachments. Files that are attached to the message.

Body
In the very beginning of the email body, you address the recipient(s) of the email. How you
address the recipient is very important, especially while sending formal emails. You should be
using the correct salutations. To be more formal, use “Dear” using the person’s name in the
salutation, “Dear Mr. Jay Sinha”, is quite appropriate. Remember that it is not recommended to
shorten a person's name unless you're given permission to do so.
Followed by the address, comes the content that conveys the actual message to the recipient(s).
Most commonly it is the text content. Make sure you do not overwrite your message, and also
make sure you do not underwrite it. While it is not recommended to write a message that is too
long, it is also not recommended to assume that all recipients are equally aware about the
message written here. Explain it enough so that all recipients understand it well.

Signature
The last part of the email’s body ends with ‘Yours Sincerely’, or, ‘Best Regards’, or just ‘Thanks’,
followed by your e-mail Signature. Your e-mail signature is an important part of your email, it
contains your name, designation (if official), name of your organization (if official), your contact
details, like your phone number, alternate phone number, your email address etc. It may also
contain some special achievements that you have acquired.

22
Managing E-mails
Managing e-mails is an easy task. By default, all e-mail service providers provide you with
different folders like Inbox, Sent, Drafts, and Junk/Spam. You may also create folders of your own
choice.
The Inbox receives all genuine looking incoming emails. The Sent folder contains all the emails
that has been successfully sent, Outbox folder contains the emails that are in the process of being
sent. Drafts folder contains emails that you had started writing and are not done yet. Once you
write an email but you are not sure if you are ready to send it now, you may store it in Drafts
folder. After checking it again, or may be after making certain changes to it, you can send it from
there.
You may create more folders with names of your choice to keep your emails organized. Some
people like to create folders with the name of the sender and they save all emails coming from
that sender in the folder with his/her name. That way, it is very easy to locate emails received in
past without much searching effort.
Mostly all E-mail service providers, including Windows 10 mail app, use folders to organize your
email messages and provides you with flag to mark emails as important.

Email etiquette
We send e-mails to our personal friends and family, and we also
send e-mails for formal purposes. Email etiquette are the
mannerism that you ought to follow while writing an email or
responding to an email, especially the formal e-mails. It may
take some practice to keep your emails formal and to the point,
but by following email etiquette, you will look more polished
and organized in the long run.

The basic etiquette are as follows:

Do have a short & clear subject line: The recipient might have many emails in his inbox, so the
clearer your subject line, the more likely your message will be read with clarity. The messages
with unclear subject line or no subject line bring suspicion in the receiver’s mind and these emails
might get ignored. It is also a good idea to change the subject line when the subject matter
changes or start a fresh email for a new subject. That would make searching emails easier.
Don't forget your signature: Every email should include a signature that tells the recipient who
you are and how to contact you. Set it up to automatically appear at the end of each email.
Include all of your contact details so the recipient doesn’t have to look up your address, email or
phone number.
Do use a professional salutation: Using “Hey,” “Yo,” “Oye”, “Bhai”, “Buddy”, “Bro” or “Hiya” is
not professional, no matter how well you know the recipient. Use “Hi” or “Hello” instead. To be
more formal, use “Dear” followed by the person’s name in the salutation, “Dear Mr. Jay Sinha”, is
quite appropriate. It is not recommended to shorten a person's name unless you're given
permission to do so.
Don't use humor: Humor does not translate well via email. What you think is funny has a good
chance of being misinterpreted by the other person, or taken as sarcasm, without the

23
accompanying vocal tone and facial expressions. When you are not sure about how it will be
interpreted, leave humor out of email communications.
Do proofread your message: Don't be surprised if you're judged by the way you compose an
email. For example, if your email is littered with misspelled words and grammatical errors, you
may be perceived as sloppy, careless, or even uneducated. Check your spelling, grammar and
message before hitting “Send.”
Don't assume the recipient knows what you are talking about: One liner e-mails are not a
good idea. Please write enough to make sure that the recipient understands what you are talking
about.
Do reply to all legitimate emails: Give a timely and polite reply to each legitimate email
addressed to you. Even if you do not have an answer at the moment, take a second to write a
response letting the sender know you received their email.
Don't send e-mail with angry tone: Never send an angry email, or give a quick, flip response.
Give your message some thoughtful consideration before sending it. If you feel angry, put your
message into the “Drafts” folder, and review it again later when you are calmer and have time to
formulate an appropriate response.
Do keep private material confidential: You should not share or forward any e-mail that has
yours or somebody else’s private, personal or confidential information. If you must, first ask
permission before posting sensitive material either in the subject, body of the email or in an
attachment.
Don't overuse exclamation marks: Exclamation marks and other indications of excitement such
as emoticons, abbreviations like LOL, and all CAPITALS do not translate well in formal
communications. Leave them off unless you know the recipient extremely well.

Instant messaging
Instant messaging programs facilitates you with sending and receiving messages immediately.
These are more like chatting programs. When you are chatting with the other person over an
instant messaging program, the person on the other end receives your messages immediately.
These programs also facilitate communicating with several people at the same time. A great
example is the widely used communication program Skype. On Skype,
you can share pictures and other files while talking to the person you are
chatting with over a microphone. This form of chat is called voice chat.
You can also see the person you are talking to by using a device called a
webcam. This form of chat is called video chat.

Social media
Social media comprises of applications and websites that focus on
interaction, communication, community-based input, content-
sharing and collaboration. People use social media to stay in touch
and interact with friends, family and various communities with
common interests. The social networking sites are very popular
these days. You can build or join social groups with common
interests by using these social networking platforms. WhatsApp
and Microsoft’s Kaizala are the examples of social networking apps
available on smartphone. Other very commonly used social media examples are YouTube,

24
Instagram, Twitter, Snapchat, Reddit and Facebook. There are similar platforms available for
people connecting at professional levels as well. LinkedIn is an example.
To use a social networking platform, you need to create an account and a profile. This profile
contains all the information that you want to share with your contacts. With social networking
platforms you can share ideas, share files, view photos, videos and hold discussions.

Creating boundaries for Social Media usage

It definitely feels great to be able to connect with your friends and distant family over social
media. Social Media hasn’t just become a thing for talking to our friends. When there is a big
issue, all capable adults are able to communicate with each other and help and support each
other without knowing each other personally. In fact, persons may be on opposite ends of the
globe and still be able to take support of any kind from each other. It is even argued that the
world we are going to be living in relies completely on social media and the internet. While
checking and scrolling through social media has become an increasingly popular activity, we
need to understand that it also takes away lots of your precious time and focus. Before you let
social media create diversions for you at all times, it is very important to know How much is too
much?
Continuous interactions, lack of focus, frequently being tired because of keeping up with peers
on the social media, definitely affects your performance and happiness as a student. Some
experts have drawn our attention towards the research that indicates that too much use of social
media for over a long period might affect your mental and/or physical health. Different social
media platforms keep track of what kind of posts interests you and based on your views and
usage, they will bring out matching or similar posts everytime you visit the platform.
Unknowingly, it starts creating distractions and putting pressure on your mind to view and
respond. This can adversely impact your health. Students get addicted to social media.
This is an issue because of not just time waste but also because basic human mind is very pure
and innocent. Basic human mind wants to be the best, which is why we like winning games and
scoring more than our friends. Social media shows us best of the content of celebrities and
experts. It does not mean that we are not any good compared to the other people in this world. It
is important to know that this best content became possible for the celebrity after many failures
and lots of practice. If we work hard with patience, we can also do wonders.
If you find yourself in this situation, please know that this is the right time to talk to your
parents/elders about how to overcome the damage caused and how to de addict. Simple tricks
like turning notifications off, keeping your phone away while studying and sleeping, no
social media in the morning and post 9:00PM, etc. can work wonders to de addict from social
media.

Online communities
There are many online communities available on the Internet. An online community is a
gathering of group of people who share a similar interest. Some examples of community
shared interest might be software development, animation, a favorite music band, a
common hobby like tracking, or a local sports team.

In addition, many people are writing their articles on their own websites, or a website of a
common interest. Each of their writings get web logged with date and time. A web log is
called a blog. Other people who also share interest in the topic of the blog, read it and they

25
post their comments and their opinions about the blog, or about the topic of the blog.
Blogs can contain text, images, audio, video and more. If a term in a blog might need
further explanation, the blogger can insert a hyperlink to a website that can explain the
term. The hyperlink is actually a URL of the website or webpage that would provide further
explanation. When there is hyperlink to any term, the font color changes, when the mouse
is brought to this text, it changes its appearance indicating there is a hyperlink. Clicking on
that hyperlink takes the reader to the linked page for explanation. A hyperlink can also be
inserted to an image of the blog.

Online communities also share a forum where all members of the community share their
opinion, links to related articles or recent development or news, and more.

Online communities also provide a chat room where members can instantly chat with each
other on the topic of their interest, and share resources while chatting. A chat room is
similar to instant chatting.

26
Participate Safely and Responsibly Online
As computers are used for almost all purposes
these days, which also include financial
transactions, sharing private and personal pictures
and videos with their family and friends. It is
needless to mention that there is much
confidential information available on their
computers, including their financial, private and
personal information. People save their bank
details, tax details, confidential business
correspondence, confidential project related
information, personal letters etc. on their
computers. All this information must stay protected at all times.
Keeping their information secure on a computer, or personal accounts pertains to information
security. While on one hand, you wish to keep your personal information to yourself, on the
other hand, using e-commerce, banking and other facilities online, you need to share your
personal details with banks and companies from whom you buy products and services. How
these banks and companies handle your personal information will affect your privacy.

Natural threats
There are a few natural threats that can compromise security and privacy of your data on
computer. These are earthquakes, flooding or lightning storms. When any of these natural threats
occur, it is like that fire can break out, or there can be extreme temperatures and even electric
shocks to your computer. The kind of damage these effects cause to your computer is physical
damage.
Fire: Fire flames can damage the computer and also the content inside. The heat generated can
melt sensitive components.
Extreme temperature: Computers are built to function under moderate temperatures only.
Whenever there are extreme temperature, heat or cold, your computer gets damaged and does
not function properly.
Lightning strikes: Lightning strikes might create an electric spike that amplifies the voltage to
your computer through the power supply. This can destroy crucial components.
Now let us look at protection tactics that can prevent any physical damage.

Protection from natural threats

Installing computers in secure locations: Installing your computers in rooms which is not
prone to dirt, dust and moisture is very important. You should also not install your computer
close to glass windows and glass doors.
Install protective electrical devices: Uninterruptible Power Supply (UPS) should be installed
with your computer so that it can provide battery backup in case of a power outage. A UPS not
only prevents damage to the software, it also protects your computer against spikes and surges
on the power line.

27
Insulate computers from fire: House your computer in fire retardant surroundings to insulate it
from fire. Adequate fire safety equipment should also be installed and procedures for quick
damage control should be practiced.
Maintain appropriate temperatures and humidity: Make arrangements in order to maintain
moderate temperatures in the room where your computer is installed. In extreme weather
conditions, install heater or air conditioner based on whether the temperature is too low or too
high.
Back up data: You must regularly back up your data. Backing up data involves creating multiple
copies of your data. In any case of damage to your computer, a backup copy can recover your
data and puts you back in business.
After looking at the natural threats and its remedial solutions, let us also look at threats from
human actions.

Threats from human actions

Theft: Theft can be physical or virtual. We all understand physical theft, But these days, people
are using compact computing devices like small laptop, tablet or smartphone for virtual thefts..
This has made the stealing a very common occurrence. These days, virtual theft has also
increased manifold. Let us understand what virtual theft is. Whenever you are connected to the
Internet, people intending to steal your confidential information try to use their hacking skills and
try to access your computer illegally. Such people are called hackers. An example of virtual theft
is identity theft. Identity theft happens when a hacker steals your personal information and uses
it without your permission to assume your identity. The hacker can not only cause financial
damage to you, he can also wreck your reputation, which is more reason to secure your
computing decices. . Another example of virtual theft is software piracy, which is theft of a
computer design or program.
Viruses, Worms, and Trojan horses: Viruses, Worms and Trojan horses are malicious computer
programs intended to damage the data or software on your computer or steal the information
stored on your computer.
Viruses: Viruses can reach your computer, without your knowledge, through the Internet
or through storage devices, such as USB drives and CD-ROMs.
Worms: Worms are malicious programs that can self- replicate, and then penetrate an
operating system with the spread of malicious code. The worms are designed to spread by
computer networks, sending copies of the original code to other computers. This can
cause harm by consuming bandwidth or possibly the deletion of files or sent documents.
Trojan horse: A Trojan horse is a type of malware designed to provide authorized access
to a user’s computer. Unlike Worms, Trojan horses do not have the ability to replicate.
Trojan horses can cause critical damage to your computer. Trojan horses can lead to
viruses being installed on a computer because it is being controlled by the Trojan’s
creator. This can allow data to be stolen, installing more malware, key logging, and various
illegal actions.
Spyware: Spyware are programs that can be installed on your computer without your
knowledge. Spyware collects your private information such as your browsing habits, downloads,
or your personal data like your name or address. There are many different strains of spyware.

28
Some spyware can redirect you to a different site, install additional software that causes to slow
down your computer’s performance, change your computers’ settings, change the home page, or
serve you a personal advertisement known as adware.
Online predators: Online predators are individuals who lure people online into inappropriate
and unethical relationships and habits. It is common that an online predator can attack a victim
by manipulating them keeping them unaware of the dangers. Normally, an online predator can
be found in instant messaging rooms, chat rooms, and social networking sites. Like, a stranger
sending a friend request.
Internet Scams: Internet scammers use email messages or online chat rooms to throw attractive
offers to you. They might offer millions of dollars, or, crores of rupees in the name of property to
the heir, or lottery etc. These are fake offers, but are presented in a manner so that they look real
on the surface. The scammer collects your personal information which is then used to cause
financial damage to you. Online scammers might even collect information to access your online
bank account and steal all your money. Sometimes, people get greedy and fall in these traps and
share their personal and confidential information with the scammers.
Accidental data deletion: You should always be very cautious and alert while using your
computer. Sometimes, key files may be deleted unintentionally and one may not realize the
mistake in time to retrieve the deleted file. This can cause great deal of inconvenience and even
financial loss and may render some software or some of its utilities to become un-functional.
Accidental hardware damage: Computer components are extremely delicate and they run the
risk of getting damaged due to carelessness. For example; if you accidentally drop your laptop,
this might result in damage to the hardware components, such as motherboard or CD-ROM. As a
result you could lose the data stored on the laptop. In addition, physical damage to data due to
spilling of food and beverages can affect your computer. Food and beverages should always be
kept and consumed at a safe distance from the computer.

Note: Anybody can become a victim of online predators or scammers. Sometimes, children
think that they have done something wrong and hence this has happened with them. They
need to know that they are not at fault. They should not blame themselves for what has
happened with them, rather keep confidence in themselves and inform their parents or
teacher or appropriate authority about this.

Measures for protection against threats from human actions

There are some simple measures that you can take to minimize the risks associated with
malicious human threats and human errors.

Store data safely

Keep your data at a safe place with minimal chances of people getting access to it. You should
also keep a strong password for accessing your computer. Make sure your password is not
simple, like the name of your pet or your birthday. It is recommended that your password should
be atleast 12 characters, have numbers and special characters, and have both upper and
lowercase letters. Details explained ahead in this book.

29
Encrypt data
Using the BitLocker or BitLocker To Go features available in Windows 10, it is easy to prevent
loss, stealing, hacking of your data. Data encryption will prevent your documents and files from
being seen. BitLocker protects your computer’s files from being readable in case your information
ever becomes lost, stolen, hacked, or tampered. Your files will be encrypted which means that the
contents can be read only by someone who has the right encryption key to unscramble it.
BitLocker does not allow anybody to have access to your internal hard drive, and even external
hard drives like Universal Serial Bus (USB) drives. BitLocker helps protect attacks offline as well as
online. Although it is not likely, an offline attack comes from a malicious user taking your hard
drive from your computer and connecting it to another computer, so they can use your data.

Install antivirus and antispyware programs

When you use computer extensively, it is common that you encounter a spyware or virus. Hence,
it is important to download an antivirus and antispyware program that can prevent and remove
the viruses. Antivirus and antispyware programs present in the computer’s memory can alert and
prevent viruses from entering.
It is also equally important that you regularly update these programs because they further
update their database about new viruses and spyware, which protects your computer. Most
programs offer an automatic update feature that automatically installs the updated version of the
program.

Install firewall
Firewall protects your computer against malicious threats. A firewall system, once installed,
prevents unauthorized access to a private network from network traffic. It forms a barrier
between trusted and untrusted websites from threats like hackers and worms. You can add or
remove sites from the list of trusted and untrusted sites. A firewall program is helpful but it does
not protect you from all viruses, so it is necessary to install an antivirus or anti-malware app.

Back up data
As seen earlier, a backup copy of your data can save you if you accidentally delete an important
piece of data. Your windows computer comes with a backup system. You can locate the backup
data option by clicking the Start ->Control Panel -> System ->Security ->Backup and
Restore. Set up your preferences for data back up and restoration here.

Keep computer in safe environment

Keep the computer in an area that has proper room temperature, dust-free, free from vibrations,
and out of the way of possible impact. A table or shelf housing the computer should be steady
and stable to keep the computer from falling, even if anybody bumps into the computer.
Recommended room temperature should range from 65° to 70°F (18° to 21°C) for optimal
system reliability.

30
Protecting your content
It is extremely important that you follow the best industry practices to protect your operating
system, software, and data on your computer. The following are simple steps that have proven to
be very

Strong password
It is highly recommended that you keep a very strong password that is not hackable and is
complex enough that it cannot be accidentally discovered. The length of the password matters a
lot. It is highly recommended that you keep the length of your password at least 12 characters
long. Use lowercase and uppercase letters and if possible, use number(s) also in your password.
The image below shows that, today, in 2022, this type of password is almost non-hackable.
A Quick tip: In India, there are many local languages being spoken. If you know any local
language, you might want to select a typical or less common word of a local language as a part
of your password and then mix part(s) of it with both uppercase and lowercase letters, numbers,
and unique keyboard characters such as '!', “#’, or other symbols. The best passwords are not
complete words and could not be guessed by someone who knows you or by a stranger.

Spyware and hacking protection

When you go online, spyware attack or hacking attack can happen at any site and hence you
should utilize all the protection you can get including Windows built-in antispyware and online
security support from your Internet service provider (ISP). Often this support will be in the form of
anti-spyware software recommendations, firewall protections and email screening and spam
protection.

Periodically clear your browsing history

You should make it a regular practice to delete your browsing history and cookies.
It is a common practice that websites you visit on the Internet while browsing are saved in the
browsing history for your convenience. Hackers can attempt to recover this information but you
can limit this risk by regularly deleting your browser history and cache memory. Cookies are
another type of file that stores your preferences, name, password etc. to make Internet browsing

31
and shopping easier. Cookies are stored on your device. If your device gets hacked, hacker can
also steal personal data from cookies. As with deleting your browser history, making it a practice
to regularly delete cookies is a smart routine.

Avoid sharing personal information

Many websites and stores you visit ask for your personal information, even if you are just
browsing their products, or services. You should avoid giving your personal data unless it is for a
known legitimate reason and unless you are sure that the company collecting this information is
a credible company.

Make online transactions only on secured sites

These days, it is almost unavoidable to make online purchases. You will have to give your
personal information, credit card/debit card details, while making online purchase. It is of utmost
importance that you make these financial transactions on secured sites only. It is very easy to find
out if the site is secured or not.

A secured website has a site name with the prefix https:// OR Look for a lock icon near
your browser’s location field. The lock symbol and related URL containing “https” simply
mean that the connection between your web browser and the website server is encrypted

Disable active content

Active content are small programs you install on your computer to enhance your browsing
experience on the Internet. Some people use active contents as they often provide toolbars or
video to make interacting on the Internet easier. However, these programs might have been
created by malicious person(s) to attack your computer and steal your data without your
knowledge. It is highly recommended that you disable active content on your computer through
your browser settings.

Lock your computer when you are not around

It is highly recommended that you lock your computer if you are leaving it unattended even for a
small period of time. Locking eliminates any chance of anyone around sneaking or peeking in to
your computer, or looking at your data or files. On Windows OS, press Ctrl+Alt+Del and select
Lock this computer option to lock your computer. The computer can be unlocked with your
password only.

Practice Browsing in Private

While browsing on Internet, there is an option to browse in private.
Doing this, the sites visited will not get save your browsing history,
cookies and site data, or information entered in forms are also not
saved. Although, the sites you visit will notice you activity. In Internet
Explorer, this is facilitated using InPrivate Browsing options in
Settings > Safety. In Google Chrome, this is facilitated using
Incognito mode.

32
33
Measures for securing email and instant messaging
It is very common practice to send and receive attachments with the emails. Attachments can be
of many types, you might receive a document, spreadsheet, presentation, photograph or a music
file as an attachment in an email message. However, you need to be cautious while opening any
mail containing an attachment because it is the most common pathway for the spread of viruses.

Spam or junk mail

These days, when you have to share your email address with many companies for
communication, you receive many email messages from unknown senders, including individuals
and companies that are advertising their products or services, or companies who are conducting
online surveys, asking for your information, including your personal information. These
unsolicited messages are known as spam or junk mail. Spam or junk mail is very often used with
malicious intent and they can often include content that can be harmful to your computer. These
emails can be used for stealing identities and you might accidentally share sensitive information
by responding to certain messages. It is highly recommended that you always avoid replying to
any spam or junk mail message. Rather, it is very important that you delete any spam or junk mail
message when you receive it.
Email programs such as Microsoft Outlook include a Spam or Junk mail folder where spam and
junk mail messages can be directed and automatically deleted.

Phishing
Phishing is an activity used to extract personal information from computer users which is then
used for malicious purposes and is one of the most reliable tricks used by hackers to steal access
to personal or business digital accounts.
Reports suggest that over 7 lakh fake websites are created every month to trick users into giving
away personal information. Criminals would send mails pretending to belong to a bank or
another credible organization and the mail would offer great benefits and will ask you for
sensitive information such as your credit card number or password. If you fall in this trap, your
sensitive information might get sold to someone else or can be immediately used to cause you
financial loss.

Hackers can use phishing via email, SMS or even by apps. It is advisable to never click on a link
received from unknown people, even if the sender seems trustworthy. And if you do want to see,
then manually open the URL in your browser and only then log in. This will protect you against
Phishing attack, as you are not opening the manipulated link.

Another way to check & avoid Phishing attack is to check the credibility of the link by going to
www.phishtank.com – this is a free website that has a large database of Phishing websites and
can help you to find id a particular link is safe or not.

It’s important that you check the credibility of any email message that asks you to respond with
personal information. Internet Explorer 11, can protect you from Phishing websites with the help
of with privacy settings and the smart screen filter. Similarly, Chrome and Firefox browsers have
inbuilt security settings that can protect you from phishing websites Please remember to use the
appropriate setting and stay safe and secure.

34
Online communication
Online communications, like an online chat, can prove to be a threat that can attack your
computer and cause losses. Online chatting should be done with people you know very well.
Also, when the person chatting with you sends you any files, like. Images or videos or any other
files, make sure it is not a spyware or a virus or any other malicious content. Only open
attachments from trustworthy sources.
These days computers are used in almost all urban households, many rural households, small
businesses, even by businesses run from home. The usage of computers ranges from writing
emails and browsing on the internet to watching videos and listening to music. It is very
important to keep these computers safe and protected.
We have seen earlier how to protect your computers from viruses, spyware, worms hacking etc.
by using antivirus, antispyware, firewall, filters, privacy settings and more. There is another threat
that is not possible to be managed with any software. These are online predators.

Be aware of metadata before sharing pictures/images online

It has become a trend that people share their pictures online very often. It could be on social
networking sites or posting pictures as a part of your blog and more. Please be aware that your
digital images contain metadata.
Let us understand what metadata is. Metadata is "data that provides information about other
data”. In this case, the extensive metadata attached to digital images gives out information that
could be sensitive. It includes, date created, author, file name, content, themes and more.
While such data is a source of both information and knowledge, this data can also be dangerous
and threatening to owner privacy. This is because, besides all the technical factors, the it also
includes GPS location, owner name, and personal details.
It is very easy to see this metadata for any image available online. The image below shows a
screenshot.

(Image courtesy: https://wethegeek.com)

35
There are several examples available in open public records where authoritites from different
countries have been able to capture absconding criminals based on the metadata they shared
online, unknowingly.
So, you should be aware of this when sharing picture(s) online that you should delete metadata
before sharing pictures online..
To see metadata attached with an image online, all one needs to do is install an add-on to your
browser. Please note that while it is very easy to see metadata attached with an image, it is also
very easy to remove metadata from your digital images. You may do it for each image
individually, before you share it, or to avoid doing it for each image, you may change settings in
your photo editing app to remove or restrict metadata that gets attached to each image.

Online predators
Online predators are people with malicious intent who target children
and adults equally and offer to become a friend or offer some other
relationship. There are some strategies that you should learn, follow
these strategies and also educate your family and friends about these,
so that the risk of becoming a victim is reduced.

Avoiding online predators

Online predators work with a goal of knowing their victim as soon as they can. To fulfill this goal,
they show certain behavior. If you observe the behavior of strangers you meet online very
carefully, you will be able to identify the predators. Below are some warning signs.

Behavior of an online predator

 Online predators try to become friendly, even over friendly, very soon with you.
 Since they have a goal of knowing more about you as soon as possible, they do not have
or want to spend time that normally people take to know each other.
 Their behavior will indicate lack of patience for the natural progression of a normal online
relationship and they will push unearned affection towards you.
 If you reject their pushing, they can quickly get frustrated, even with slight rejection.
 If an online contact desires to meet a minor, at any time in the real world, it is a warning
sign.

Be cautious of offers by strangers

Online predators often try and gain attention and trust by offering gifts or tempting offers of
kindness. You should always be aware of gifts offered to minors. Even adults need to be careful
of offers that seem unearned or inappropriate. Remember, the gift might be very tempting and
very genuine also, but the intentions behind the gift may not be.

Educate family and friends on online safety

Share your knowledge with your family and friends. Instruct loved ones to,
 Never use their real name in a chat room
 Never divulge any personal information about themselves or others including age or any
contact information
 Under any circumstances, never reveal any of your private usernames or passwords to
anyone, stranger or not.
 Parents should monitor their children on the internet

36
  Children are innocent and they can become victim of online predators. Parents/ guardians
should always,
o Keep a watch on what their children are doing on the Internet
o Know what sites their child visits
o Block access to inappropriate websites
o Monitor their children’s chat history from time to time
o Keep your computer secure and updated
As soon as you connect to the Internet, there are chances of the data from your computer being
visible and accessible to others. There is a threat to your computer from viruses, worms, hacking
and spyware. Let us look at how these can be easily managed.

Securing a computer
First of all, you want to make sure that the security settings of your computer are correct and that
your security software is up to date.
Windows 10 can help keep your computer secure and free of viruses by alerting you to security
and maintenance issues and by offering virus protection, a network firewall and system backups.
Each of these security settings can further be adjusted depending on your security needs. Use
Windows 10 operating system to protect your computer as follows:
• Configure Firewall settings to restrict unauthorized access to your computer while online
• Correctly configure settings to allow your computer to automatically download and install
security updates to protect against the latest viruses
• Appropriately set privacy and security settings on individual Internet sites that you visit
• Configure settings for malware protection by detecting and eliminating dangerous software
that could harm your computer
• Use maintenance tools that can perform tasks such as troubleshooting Windows and offering
the latest updates

Keep your computer up-to-date

Always make sure your computer is updated with the most current security and system updates.
This way, not only your computer will be secured but will also help with speed and performance.

Follow computer ethics

It is very important to follow computer ethics while you are browsing on the Internet. Whenever
there is a project to be completed, we go online and search for the information. We also come
across many videos and audios online, including movies and more. All this information, viz. text
content, images, audios, videos that are available online, rightfully belongs to the owner of the
content, or to the owner of the website where it is posted. We are not supposed to download or
use this information without taking proper permission from the rightful owner. This information is
the intellectual property of its rightful owner and there can be legal consequences if it is used
without proper permission from the owner.
Intellectual property refers to creations of the mind, such as inventions, literary and artistic works,
designs, and symbols, names and images used in commerce. Intellectual property is protected in
law by patents, copyright and trademarks.

37
Copyright violation and other legal concerns
 With the extensive use of the Internet, there is a chance that unknowingly you download
and exchange some information illegally and hence get involved in illegal and unethical
activities.
 Defamation of another person is another illegal and unethical activity that people perform
by mistake and then get punished by the law. You need to be aware and cautious of these
illegal and unethical issues. .

Defaming someone’s reputation

When you are making statements on social media, email, chat, public forums online, be sure
your statements does not result in defamation of someone. Defamation means making false
statements about a person that can negatively affect the person’s reputation. For example,
suppose you send an email to some authority falsely stating that your neighbor, who is a
celebrity, owns his property illegally. This can be considered as defamation because you are
spreading false information that can harm your neighbor’s credibility. If he files a defamation case
against you, you can get punished by the local law.
There are two forms of defamation, namely Libel and Slander. Libel means written defamation
which has been published, whereas slander means verbal defamation. In most countries, both
forms of defamation are considered punishable offenses. This can lead to criminal or civil
penalties according to the legal system of your country. Even a false statement can be
considered defamatory, even if it is not derogatory. Sometimes, even true statements can be
considered as defamatory if the statements harm someone’s reputation.

Visiting inappropriate web sites

Certain activities carried out on some websites are restricted by the legal system of some
countries, or states. It is possible to access these sites over the Internet without knowing about
the kind of activities they perform. Now since there are no boundaries and policing over the
Internet, you might not receive any warning even if those activities are banned in the state or
country you are currently positioned. For example, you can access a gambling site even if the law
of your country bans gambling. This may cause legal troubles for you. Please note that in some
countries, certain activities might be permitted in a specific part of a country and banned in
another part of the country,

38
Creating Digital Content
Mostly all businesses have their own website these days
and they publish details about the products and services
they sell on their webpages. Many people these days
choose to write about their hobby, or passion. They have
their own websites. They write and publish web pages with
their blogs on it. Let us look at how to go about creating a
blog on a web page.

This can be accomplished using software such as Expression Web 4, which makes it easy
to set up a web page and publish it to the Internet. There are templates available to be
used and by putting your information in the design of the template, it is possible to create
an entire web site using software like Expression Web 4.

Using Expression Web 4, you can start building a website by,

 Selecting the option of New Site,
 Selecting the Template that would work the best for you purpose,
 Giving a name to your new website.

Expression Web 4 then builds all of the necessary files and folder structure for our web site.
You may select your files to be uploaded on your website from Folder List tab on the Left.
On the middle is the Site View tab where you can edit your web site’s pages. When you
Double click on the selected file, Expression Web 4 opens the page for you to make it ready
for editing. After editing, switch to Design view to see the effect of editing on the web
page. You may change the appearances by applying predefined styles. On the right side of
Expression Web 4 is the Toolbox where you can drag out various HTML tags and controls
on to your web page. To change the body text of the web page you first need to select it
and then enter in your text. To insert an image, just drag the Image tag from the Toolbar
and drop it at the desired location, and select the
image of choice by double clicking on the image
icon. You may also enter text that will be seen in
the place of an image if the user’s browser is set to
not display images when they open our page on
the Internet. Expression Web 4 also allows you to
resize the image by changing its height and width
properties.

You may have the text or image take the viewer to

another web page or even another web site by
adding a hyperlink to it.

Once all desired changes are done, Save your changes.

It is important to note that, whenever your web page contains images or other files that are
embedded within it, Expression Web 4 makes a copy of that image and places it within your
file list. So, as you close the preview, confirm this by clicking on the OK button of the Save

39
Embedded Files dialog. Select Preview In Browser to see the changes.

It is important to note that until you Publish your blog, the blog is not visible to readers. Only
published blogs are visible to the readers.

40
Collaborate and Manage Content Digitally
Today digital devices are inseparable part of our lives.
Starting from smart phones to digital cameras, computers,
MP3 players and other digital devices are everyday
necessity of our lives. Let us look at different digital media
devices here.

Digital audio
We use digital audio every day. This is used mostly for entertainment purposes like music and
songs, and also for education purposes like audio lectures and books. Using technology, it is
easier to organize CDs and create play lists. Audio files are of
different types. Let us learn more about these audio files and how
they are copied on CD/DVD and how they are used.
There are new technologies available that use digital audio and
make your life much easier, like speech recognition and speech
synthesis. Speech recognition is to dictate the content of a
document on your computer. With speech recognition technology,
it is possible to write a document by speaking to your computer. Another technology is Speech
synthesis. To use these technologies, you need appropriate software and hardware in place. To
use speech synthesis, it is required that speech to text software, and speakers (or headphones)
and any required sound cards are available and attached with your computer.

Copying digital audio

On any Recordable USB drive, CD or DVD, you can copy and store audio from storage devices
like a computer hard drive. This process of copying audio and storing it on a recordable CD or
DVD is referred to as burning. Special hardware such as a CD writer or a DVD writer is needed to
burn audio files. A CD writer allows you to burn only recordable CDs. Most DVD writers allow you
to burn both recordable CDs and DVDs. Software is also needed along with hardware to copy
audio to a recordable CD or DVD. You can use the software to create different types of CDs such
as data CDs, audio CDs, and mixed mode CDs. Mixed mode CDs can contain audio, video, and
data files. For example you can create an audio CD and then add video files and text files to it to
create a mixed mode CD.
These days, almost all forms of audio, video etc are available on the internet.
Even entertainment art such as Songs, music videos, movies etc have become
easily available on the internet. Mostly these audio and video can usually be
found on Youtube, the most popular video streaming application. It is important
to note that some of these media can be pirated (illegal) versions that hurt the makers of
audio/video along with being unsafe for you so it is best to be careful about what you are
downloading.
For songs and such audios which are uploaded on youtube and similar platforms to create
attention among fans, you must watch out for the authenticity of the
media and if you are downloading these media from such platforms,
alos watch out for the authenticity of the applications you use to
download these. Using illegal means to download these hurts the singers, directors and other

41
makers of media. Thus; it is recommended that in order to listen to songs we should rely on
applications such as Spotify, Google Music etc that offer you to download and listen to songs
whenever you want without hurting the artists, because they have taken permission of artists
beforehand. Also these apps are designed to be safe for you, unlike illegal downloading apps
which will use your computing devices for unsafe/illegal purposes.
A word of caution here - Do not forget using computer ethics. Remember that unauthorized
copying or downloading audio, video and other files and storing can be illegal. . Before you
proceed with any such activity, make sure that you have the needed permission(s).

Converting digital audio

Digital audio is available in different formats and you can convert audio on any computing device
nowadays. You can convert audio from a CD or a DVD to a different format so that it can be
stored and played from a hard drive. For example you can convert your favorite song from a CD
to an MP3 file that can be stored and played on your computer. For the purpose, audio
conversion software is a must. Microsoft Windows Media Center facilitates audio conversion.
These days, even a simple smartphone using “third-party” applications (3rd party means that the
application was not made by you or the audiomakers) can not only convert audio into different
audio formats but also into video, embed (“insert into”) an image etc. You can also do this online
using different websites by uploading audio file and downloading converted audio/video file. Be
aware however that this may be unsafe and illegal, depending upon whether the
website/application creators have taken proper precautions and permissions.

Editing digital audio

You need audio editing software for editing digital audio. Editing is mostly done to add sound
effects to your audio files. Also, by compressing audio files you can save space on your computer
and more easily transfer your audio files to the Internet.

Digital audio file formats

It is important to know the different audio file formats and how they are used.

WAV
A wave (WAV) file is a universal audio file format developed by Microsoft. This format retains
decent audio quality but the files are uncompressed and are larger than other formats.

MP3
MP3 is an audio file format designed by the Moving Picture Experts Group (MPEG). This is a
common audio file format for streaming music on the Internet because even though the files are
compressed and smaller but still have a good quality sound.

WMA
WMA or Windows Music Audio is a compressed audio file format that works with the Windows
Media Player and other Windows software.

42
Digital Video
Digital videos are a common feature used by almost all
people today. Almost all people are familiar with making
digital videos with the use of a smartphone, camcorder or
webcam.

Features of today’s digital video

Digital videos can be edited on a computer using digital video editing software. Digital videos are
edited to include titles, add a sound track, or add special effects. Video cameras have been
around for many years now. But, the digital video records and camcorders that are available
today are much smaller in size compared to the older video cameras. This is because with
today’s digital video, you don’t have to use tape and hence the digital video camcorders are
smaller than earlier video recorders. Also it is very easy to share digital video directly from many
digital video recorders using the Internet and social media sites. You do not need the editing
software to share these videos.

Editing digital video

You need digital video editing software to edit your digital videos. This is done to improve your
videos with special effects, add audio, and enhance the video quality.
There are different kinds of digital video editing, such as linear, non-linear, offline, online and
vision mixing. Each kind of editing uses a different approach towards editing the video. For
example, non-linear editing is a method that allows you to access any frame in a digital video in
an instant, regardless of sequence in the video clip.

Digital streaming
Digital streaming is very useful because when you share your videos online with other people, it
can take great amount of time as videos are much larger files compared to images and audio
files. It takes lots of Internet usage and time for you to upload and the receiver to download
these huge files. Video streaming is the feature that allows the person to view video files over the
Internet without downloading them. In this case the video file is sent to the receiver’s computer
in a continuous stream.
To view digital steaming over internet, the person needs a streaming video player.
Video steaming is of two types. One is real time and other is on demand. In real time video
streaming you can view a live event over the internet. The quality of streaming video depends on
the hardware used to capture the video and the speed of the internet connection. It also depends
on the compression technique used because each compression technique preserves the quality
of the original file in a different manner.

Digital downloading
It is also possible to download video files such as video presentations, movie trailers, or music
videos from the Internet. In this case a copy of the video file is downloaded onto your computer.

Web conferencing
In this global and advanced technology era, you do not need to travel from one place to another
to attend meetings, conferences and seminars. Instead you can use web conferencing so that all

43
the participants can communicate with each other over the Internet. One of the features of web
conferencing is that it allows you to hold a virtual conference where you can see and hear others
in real time. You can also use tools such as virtual white boards and slide presentations during
the web conference. Another feature of web conferencing is screen sharing where the
participants can see what is on the presenters desktop. Web conferencing also allows voice
communication between the participants so they can share their views and discuss their opinions.
Voice communication could be voice over internet protocol VOIP or voice communication by
using telephone conferencing.
Web conferencing also allows you to use text chatting along with voice communication.
Microsoft Lync is one application that enables web conferencing.

Digital photography
Digital camera is a very common device used today. In earlier times,
film camera was used and it was not in reach of everyone. A digital
camera is affordable and in fact it is also installed on all
smartphones and it can take pictures in an instant without the use
of film.

Digital camera
A digital camera stores each picture in a digital format on a storage
device such as a flash memory card or a hard drive inside the
camera.

Editing and managing digital images

Some digital cameras might allow editing images, but all cameras do not have this utility. It is
very easy to transfer digital pictures to a computer where you can edit the digital images to
enhance their quality. Mostly, with the use of USB cable, you can transfer pictures from digital
camera to your computer. Using image editing software, the images can be edited. Windows 10
also facilitated image editing software. Image editing software offer common features like Crop,
Contrast, Sharpness, Red-eye removal and more.
In Online communication section, in this book, we have briefed you about metadata that gets
attached with digital images. When an image is shared, viewers can easily look at the metadata.
This metadata may contain sensitive information. Kindly refer that section and read more about
it.

Printing digital images

To share pictures and digital images, you can print the pictures using a personal printer or a
professional photo printer. Inkjet printers also facilitate printing images. Inkjet printers work by
spraying tiny drops of colored ink. To bring the impression of ideal professional printed photos,
high quality photo printing paper is also an option.
Digital TVComputers can be used as TVs. You can watch your digital videos
that you have made, view your photos, and listen to recordings or songs.
Not only that, but you can buy TV movies, subscriptions to shows, and
different sources of media, to view on your own computer.

44
Organizing digital media on your computer
You can view and play digital media, such as music, photographs, and videos, on your computer.
As your media library grows, it is important to keep it organized. Video app helps you for the
purpose. It is available with Windows 10. Any digital media purchased through the video app
icon are automatically organized on your computer.
You can move media files stored externally onto your computer. External video files that you
move into your video library will be detected and played through the video app.

Online entertainment services

With an Internet connection, your computer can function like a TV. There are many website
services that allow you to download or stream thousands of different movies and other
entertainment choices either for free or for a fee. Purchases are automatically accessed by your
computer and then can be viewed on any of your smart devices you have linked to your account.
You usually have options of buying your own copy or just rent it for a single viewing. Movies you
purchase by download can also be accessed via the Cloud on your smart devices.

Over-the-top(OTT) media service

An over-the-top (OTT) media service is a media service offered directly to viewers via the Internet.
OTT bypasses cable, broadcast, and satellite television platforms; the types of companies that
traditionally act as controllers or distributors of such content. Netflix, Amazon Prime are some of
the popular providers these days.

DVD
Though outdated now, but older computers can also play a DVD that you purchased from a
store. Place the DVD into the DVD player and it will automatically give you the option of starting
the program on DVD.

Digital copies
Newer movies purchased on USB, DVD often come with a digital download option that allows
you to view the movie on your computer or smart device via a code that comes with the the
storing device. This option allows you to watch the movie anytime without having the disk
through your media player. Online entertainment services allow you to stream TV shows or
movies on the Internet.

45
Basics of Microsoft Word, Excel and PowerPoint
This chapter introduces us to productivity tools, like Microsoft Office Word, Excel and
PowerPoint, which offers creation of powerful documents, workbooks and presentations. Am
sure you have already not only heard of these tools, you have actually used these to some
extent.
Any institution or even home would need to create some budgets, projections, plans,
documents, presenations etc. for various purposes. This is where productivity tools comes in
handy. They are created for this sole purpose and they make our lives so much easier.

Below are some applications offered by Microsoft. In this chapter, we will be covering
Microsoft Office 2016 version of Word, Excel and PowerPoint only.

Word processing
Word processing is best done using the word processing programs like Microsoft Word or MS
Word. This program is used to create and edit text documents. MS Word comes with built-in
features like predesigned templates, page layout features, paragraph properties, styles to be
applied to text, spell check and gives you the ability to format your document and writings any
way you choose.
MS Word can be used to create wide range of word
processing documents ranging from simple letters to high-end professional looking documents
that combine text and graphics to produce such things as brochures or magazines.

Presentations
With a presentation programs are used to create slideshows and marketing and other formal
proposals that are professional looking and easily edited or modified. You may even add
animation, transition, audio/visual elements and more to make your presentations even better.
Microsoft PowerPoint is widely used by all for the purpose.

Spreadsheets
A spreadsheet program is used when you are working with numbers and wish to analyze the
numbers and make it more effective with charts and graphs. You can organize budgets,
streamline complex calculations and manage data tables. Spreadsheets use cells in vertical and
horizontal rows to custom create any chart you need. Microsoft Excel is very popular for the
purpose.

Databases
A database is a collection of data in organized manner. A database program is used to store data
in an organized manner so that it is in searchable and manageable format. You can create data
reports that can track sales, customer information and inventory. Microsoft Access is easy to use
and very popular for the purpose.

Graphics
Graphics programs help you create pictures and drawings. The software allows you to edit what
you draw or enhance photographs. These programs often offer digital art tools such as custom
color options and various built-in pencils, paintbrushes and pen types. Microsoft’s Paint is a
basic version of Graphic program and is very popular amongst all.

46
Now that we have seen some of the productivity programs in brief, let us take a deeper dive in
understanding three (3) widely used productivity programs in more detail - Microsoft Word,
Microsoft Excel and Microsoft PowerPoint.

Common features and commands

All different applications under Microsoft Office package have their own individual purpose and
hence they all have variety of different features available within each application. Although,
there are certain common features and commands of Microsoft Office that are applicable to all
the applications available within the Office package. For example, most productivity programs
provide features to perform some common tasks such as; open and close a file, print a file, and
insert, move, modify, and delete text and objects. To help you perform these common tasks,
most productivity programs include some common features and commands. So, before we
look at each application individually and study their specific features, let us first make sure we
understand some common features features, such as:

 Ribbon
 Quick Access Toolbar
 Title Bar, and more.

Firstly, we will look at the Ribbon. When you use any software that allows you, the user, to
interact with the program by making some selections, or typing your information and more,
you are doing so through the User Interface. User interface is the means by which you interact
with the productivity programs.

Ribbon

The image above shows a Ribbon. A ribbon is organized by Tabs, Groups, and Commands. For
any group, if there are more commands or properties available, a dialog box launcher is also
displayed.

Let us understand the ribbon in detail, based on Word 2016 productivity program, the Ribbon
contains all of the commands you'll need in order to do common tasks. It contains multiple tabs,

47
each with several groups of commands, and you may add your own tabs that contain your
favorite commands. Some groups have an arrow in the bottom-right corner, called a dialog box
launcher that you may click to see even more commands.
In Word 2016, the ribbon is divided into nine tabs by default, and each tab is a selection
of groups that show related items together. Command buttons in each group carry out a
command or display a menu of commands. Similar commands are grouped together making
the ribbon easy to use. The more popular commands are available directly on each tab; you may
directly access the command by clicking on the command icons/buttons.
The ribbon can also show contextual tabs, which appear only when necessary. For
Example, in a Word 2016 document, the contextual tab for editing a table appears only when a
table is inserted in the document.

The Tabs on the ribbon depends on the application, or the productivity program that you are
using. For example, a tab for formulas is available in the ribbon for Excel, which is not available
in Word or PowerPoint, as the functionality of writing formulas is only applicable to Excel.

Here are the elements which are available in Word 2016:

Tab: A tab is a page of the Ribbon such as Home, Insert, etc. Every tab contains several groups
and every group has its own command icons.

Tabs Group

Group: A group is a section of a tab. For example, the Home tab has the following groups:
Clipboard, Font, Paragraph, Styles, and Editing.
Dialog box launcher: A small icon in the bottom-right corner of a group, from which you may
open a dialog box related to that group.

Work Area: The area marked with red border is the work area. You will
be working in this area, based on the MS Office application that you are
using, In Word, you will be creating documents, In Excel, you will be
working on spreadsheets and in PowerPoint you will be creating
presentations.

Quick Access Toolbar

As Ribbon provides us several fetures, we need to access specific Tab menu option to access
related features. But, what about some of the very commonly used features? Can’t we access
them direct;y, without going through Tabs and Groups? Of course, it is possible and the
QuickAccess Toolbar makes it possible. A small toolbar above the file menu in the top left
corner of the screen is the Quick Access toolbar. By default, the Quick Access Toolbar contains
shortcuts for some of the most common commands like Save, Undo, and Redo. If you want to

48
add some more options here, it is very easy to customize the quick access toolbar. Just click on
the arrow present at the right most corner and add your desired commands to the Quick
Access Toolbar for easy access, or even remove them from the Quick Access Toolbar.

Right click on the QuickAccess Toolbar and select if you want it at the top of the screen or below
the Ribbon.

Title bar
This bar marked with red border in the image is called the Title Bar. It displays the name of the
file you are currently working on. It also makes other options accessible. For example, from the
Title bar you can access Help, Ribbon display options and Minimize, Maximize or Close the
application.

Status Bar

The status bar reports information about the document and provides shortcuts for changing the view
and the zoom.

View buttons: Allows you to see the active Word window/page in different views.

You can customize the Status Bar by Right Clicking over the Status Bar and selecting what
option you would to display or hide.

Pointer and cursor in Office 2016

An on-screen arrow or shape that moves when you move your is the pointer. Using the pointer,
you can quickly move around a document and perform commands.

A blinking vertical bar on the screen that indicates the location where you can insert text or
graphics in a document is the cursor. For example, in Word 2016, you can set the location of

49
the cursor by moving the pointer to some text and then clicking the left mouse button.

Home tab
One of the most used tabs is Home tab as it contains the most frequently used groups of
commands, like, Clipboard, Font and Editing.

Clipboard provides with commands to copy, cut, and paste the content. Font provides with
commands to change the font style, size, appearance and more. Editing provides with easy
options for making multiple changes in the document.

Insert tab
The Insert tab facilitates inserting external, or new, content in an existing document. A few
common groups in Insert tab are Tables, Illustrations, Apps, and Text.

Review tab
The Review tab contains groups that facilitates reviewing of the document, like proofreading,
tracking changes, managing changes, making comments, restricting write access to the file, and
comparing versions of your document.

View tab
The View tab contains groups of commands for that facilitated changing the view of a file while
you edit it. These groups offer predefined views based on how the output of the file might
appear. The Show group contains check boxes that you can select or clear to indicate the
elements of the user interface to hide or display, the Zoom group facilitates to adjust the zoom
level of your workspace, the Window groups facilitates
opening new or existing files, rearranging files in your
workspace, and creating split views of your current
workspace.

Backstage view
There are some functionalities that are available in the
backstage view. The backstage view is available through the
File tab. Print and Save menus are the examples of the
functionalities available in the backstage view.

Mini toolbar
When you select text in a document, a mini toolbar appears. It gives you easy access to
commands that you can use to change the size, color, or font of text.

Regular & shortcut keys

Before you start creating your document, or spreadsheet, or presentation, remember the following
keyboard points:

• Alphanumeric keys are A-Z and 0-9.

• Modifier keys are Alt, Shift, Ctrl, and Cmd (Mac only).
• Action keys are the Spacebar, Enter, Delete, Backspace, the arrow keys, Tab,
and Caps Lock.

Remember these points and start creating your file.

50
In addition to the above mentioned keys, which are simple ones and single key usage, shortcuts
keys are also available. Shortcut keys advanced keyboard shortcuts and key combinations, which
speed up your productivity. These are the combination of two or more keys.
There are some common shortcut keys, that work equally well in all MS Office productivity
programs, like, the F1 key is most commonly used to display a Help page associated with
the program.

Whereas, there are some shortcut keys that accomplish different tasks in different
productivity programs, like, the F5 key in PowerPoint 2016 is used to start a slide show,
whereas in Word 2016, the same key displays the Find and Replace dialog box.

Using keyboard shortcuts, in which two or more keys are pressed simultaneously, you can
perform an action quickly without using a menu or button. For example, Ctrl and S
together (Ctrl+S) saves an open document. You can press the Alt key to display letters and
numbers on the File menu and on the ribbon. You can press Alt and one of the letters
displayed to open that menu without using your mouse. For example, pressing Alt and F
(Alt+F) together displays the File menu.

51
Word 2016
Let us now study Microsoft Word 2016 in little more detail. Word 2016 is a word
processing program that can help you create Letters, Brochures, Certificates,
Resumes, Agendas, Greeting cards, and more.

Working with templates

Word 2016 allows you to apply built-in
templates, custom templates and to search
from a variety of templates available at
Office.com. Templates available include a
wide selection including basic resumes, job-
specific resumes, agendas, business cards,
and faxes etc.
To find and create a document using a
template in Word, do the following:
On the File menu, click New.
Under Available Templates, do one of the following:
To use one of the built-in templates, click the template that you want to use for your new
document and then click Create
To find a template online from Office.com, click the template category that you want under
suggested searches or type your desired template name in the search box and download the
template from Office.com to your computer by clicking on Create.

Finding and replacing text and formatting

You may quickly search for every occurrence of a specific word or phrase.
On the Home tab, in the Editing group, click Find. Or press CTRL+F.

The Navigation pane opens.

In the Search Document box, type the text that you want to find.
Click a result to see it in your document, or browse through all the results by clicking the Next
Search Result and Previous Search Result arrows.
Note If you make a change in your document and the search results disappear, click the down
arrow in the Navigation pane to view the list of results.

Find and replace text

On the Home tab, in the Editing group, click Replace.
In the Find what box, type the text that you want to search for and replace.
In the Replace with box, type the replacement text.

52
Click Find Next, and then do one of the following:
To replace the highlighted text, click Replace.
To replace all instances of the text in your document, click Replace All.
To skip this instance of the text and proceed to the next instance, click Find Next.

Find and replace specific formatting

You may search for and replace or remove character formatting. For example, you
may search for a specific word or phrase and change the font color, or you may
search for specific formatting, such as bold, and change it.
On the Home tab, in the Editing group, click Replace.
If you don't see the Format button, click More.
To search for text with specific formatting, type the text in the Find what box. To find formatting
only, leave the box blank.
Click Format, and then select the formats that you want to find and replace.
Click the Replace with box, click Format, and then select the replacement formats.
Note If you also want to replace the text, type the replacement text in the Replace with box.
To find and replace each instance of the specified formatting, click Find Next, and then click
Replace. To replace all instances of the specified formatting, click Replace All.

Moving to a specific page, table, or other item

You may search for and replace special characters and document elements such as tabs and
manual page breaks. For example, you may find all double paragraph breaks and replace them
with single paragraph breaks.
On the Home tab, in the Editing group, click the arrow next to
Find, and then click Go To.
In the Go to what box, click the type of item.
Do one of the following:
To go to a specific item, type the appropriate identifying information for the item in the Enter
item type box, and then click Go To. For example if you want to go to a specific page select
Page in Go to what box and then enter any page number.
To go to the next or previous item of the specified type, leave the Enter box empty, and then
click Next or Previous.

Working with bookmarks

A bookmark in Word works like a bookmark you might place in a book: It marks a place you want
to find again easily. You may enter as many bookmarks as you want to your document, and you
may give each one a unique name so they’re easy to identify. Bookmark names need to begin
with a letter. They may include both numbers and letters, but not spaces. If you need to separate
words, you may use an underscore ( _ ) for example, First_heading.
To add a bookmark, you first mark the location in your document you want to go to. After that,
you may jump to the location or add links to it within your document.

53
Bookmark the location
Select text, a picture, or a place in your document where you want to insert a bookmark.
Click Insert > Bookmark.
Under Bookmark name, type a
name and click Add.

Go to the bookmarked location

After creating your bookmarks, you may link to them within your document or jump to them at
any time.

Jump to a bookmark
Go to a bookmark by typing Ctrl+G to get to the Go To tab in the Find and Replace dialog box.
Under Go to what, click Bookmark. Enter or choose the bookmark name and click Go To.

Link to a bookmark
You may also add hyperlinks that will take you to a bookmarked location in the same document.
Select the text or object you want to use as a hyperlink.

Right-click and then click Hyperlink .

Under Link to, click Place in This Document.
In the list, select the heading or bookmark that you want to link to.
To customize the Screen Tip that appears when you rest the pointer over the hyperlink, click
ScreenTip, and then type the text that you want.

Views
In Word, you may display variety of views, each suited to a
specific purpose. You may switch the view by clicking the
buttons in the Document View tab, or those on the Views
Shortcuts toolbar in the lower-right of corner of the
program window.
Print Layout view: This is the default view – which
means that as soon as you create a document, it will be opened in this view. This view displays a
document on the screen the way it will look when printed. You may see elements such as
margins, page breaks, header and footer, and watermarks.
Read mode: This view display as much of the content of the document as will fit on the screen
at the size that is comfortable for reading. In this view the ribbon is replaced by one toolbar on
the top of the screen with buttons for saving and printing the document.
Web Layout view: This view shows how the document will appear as a Web Page. You may see
the backgrounds and other effects.

Outline view: This view helps you organize structure and contents of documents. Here you may
quickly move paragraphs, sections, heading levels, topics, subtopics etc.
Draft view: This view displays the contents of a document with a simplified layout so that you
may type and edit quickly.

54
Using Zoom options
You may zoom in to get a close-up view of your file or zoom out to see more of the page at a
reduced size. You may also save a particular zoom setting with a document or template,
presentation, or worksheet.

Choose a particular zoom setting

You may choose how much of a document, presentation, or worksheet you view on the screen.
Do one of the following:
On the View tab, in the Zoom group, click Zoom 100%. This returns
the view to 100% zoom.
On the View tab, in the Zoom group, click One Page, Multiple Pages, or Page Width.
On the View tab, in the Zoom group, click Zoom, and then enter a percentage or choose any
other settings that you want.
You may also zoom your document with the help of Zoom Slider
present on the status bar.

Splitting window
You may split the Word window into two panes so that you are able to view two different parts of
a document at the same time. This is useful, for example, if you want to copy
and paste text and graphics into a long or complex document.
Click the View tab. Click on Split. You will be able to see a horizontal line on
your Word screen.
As you rest the pointer on the line, you will see that pointer changes to .
Now drag the line wherever you want.

To remove just click on Remove Split under View tab.

Protecting documents with password

Like the previous versions of MS Word, in Word 2016 also, you may use passwords to help
prevent other people from opening or modifying your documents. It's important to know that if
you forget your password Microsoft CAN NOT retrieve your forgotten passwords.
Follow the steps to protect a document by using a password from unauthorized access.
Click the File menu.

55
Click Info.
Click Protect Document, and then click Encrypt with
Password.
In the Encrypt Document box, type a password.
Click OK. Confirm Password Dialog box will appear
In the Confirm Password box, type the password again, and
then click OK.
Adjusting indents and spacing

Indentation
Indentation determines the distance of the paragraph from either the left or the right margin.

Within the margins, you may increase or decrease the indentation of a paragraph or group of
paragraphs.
You may create a negative indent (also known as an out dent), which pulls the paragraph out
toward the left margin.
You may create a hanging indent, in which the first line of the paragraph is not indented, but
subsequent lines are.
When you want to make precise changes to your indents and spacing or you want to make
several changes all at once, open the Paragraph dialog box and click the Indents and Spacing tab,
follow the steps given below.
Click in front of the line that you want to indent.
Click the Paragraph dialog box launcher on the Home tab or on the Page Layout tab and then
click the Indents and Spacing tab.
In the Left box set the amount of space that you want the whole paragraph to be indented from
left.
In the Special list under Indentation, click First line, and then in the By box, set the amount of
space that you want the first line to be indented.

In the Special list under Indentation, click Hanging, and then in the By box, set the amount of
space that you want except the first line to be indented.

Choose your settings and click OK.

56
Spacing
In MS Word 2016 formatting has become very easier as compared to previous versions of MS
Word because of its advanced formatting options. Let us see some of
them.

Change the line spacing of a paragraph

Select the paragraphs for which you want to change the line spacing.
On the Home tab, in the Paragraph group, click Line and Paragraph
Spacing.
Do one of the following:
Click the number of line spaces that you want.
For example, click 1.0 for Single Line Spacing. Click 2.0, for Double Line Spacing to double-space
the selected paragraph.
Click Line Spacing Options, a dialog box will appear (as shown below) and then select the
options that you want under Spacing. See the following list of available options for more
information.

Line spacing options

Single: This option accommodates the largest font (font: A graphic design applied to all
numerals, symbols, and alphabetic characters. Also called type or typeface. Arial and Courier New
are examples of fonts. Fonts usually come in different sizes, such as 10 point, and various styles,
such as bold) in that line, plus a small amount of extra space. The amount of extra space varies
depending on the font that is used.
1.5 lines: This option is one-and-half times that of single line spacing.
Double: This option is twice that of single line spacing.
At least: This option sets the minimum line spacing that is needed to fit the largest font or
graphic on the line.
Exactly: This option sets fixed line spacing, expressed in points. For example, if the text is in a 10-
point font, you may specify 12 points as the line spacing.
Multiple: This option sets line spacing that can be expressed in numbers greater than 1. For
example, setting line spacing to 1.15 will increase the space by 15 percent, and setting line
spacing to 3 increases the space by 300 percent (triple spacing).

Change the spacing before or after paragraphs

The easiest way to change the spacing between paragraphs for an entire document is to apply a
Quick Style set that uses the spacing that you want. If you want to change the spacing between
paragraphs for a portion of the document, you may select the paragraphs and change their
spacing-before and spacing-after settings.

Change the spacing before and after selected paragraphs

By default, paragraphs are followed by a blank line, and headings have extra space above them.
Select the paragraph before or after which you want to change the spacing.

57
On the Page Layout tab, in the Paragraph group, under Spacing, click the arrow next to Before
or After and enter the amount of space that you want.

Formatting Text
With the help of formatted text we may easily draw reader's attention to a specific part of a
document. In Word, you have several options for adjusting the font of your text, including size,
color, and inserting special symbols. You may also adjust the alignment of the text to change
how it is displayed on the page.

Adding and managing Styles

A style is a predefined combination of font style, color, and size that can be applied to any text in
your document. Styles can help your documents achieve a more professional appearance.
Select the text you want to format.
In the Styles group on the Home tab, click the More drop-down arrow.

Select the desired style from the drop-down menu.

The text will appear in the selected style.

Modifying existing style

Locate and right-click the style
you want to change in the
Styles group, then select
Modify from the drop-down
menu.
A dialog box will appear. Make
the desired formatting changes,
such as font style, size, and
color. If you want, you may also
change the name of the style.
Click OK to save your changes.
The style will be modified.

Clearing existing style

Select the text
Click on Home tab

58
Click on Clear all Formatting icon present in the font category

Copy formatting using the Format Painter

Use the Format Painter to quickly copy formatting from one
placeholder/text in a document to another. Format Painter
picks up all the formatting from your first thing, whether it’s a
shape, cell, picture border, or piece of text, and applies it to
the second. This way, you may spend your time getting the
first thing right, and apply the same formatting wherever you
want in your document with a couple of clicks.
Select the placeholder/text you like the look of, click Format Painter, and then click the thing you
want to change to look the same. If you want to copy the formatting to more than one thing,
double-click instead of single-clicking Format Painter. To exit the Format Painter, press Esc.
Select the text or graphic that has the formatting you want to copy.
To copy text formatting, select a portion of a paragraph. To copy text and paragraph formatting,
select all of a paragraph, including the paragraph mark.
Click Home, and in the Clipboard group, click Format Painter.
After the pointer changes to a paintbrush icon, select the text or graphic that you want to format.

Applying and managing WordArt

WordArt is a quick way to make text stand out with special effects. You pick a WordArt style from
the WordArt gallery, launched from the Insert tab, which you may
then customize.
Click Insert and then click WordArt, and pick the WordArt style you
want.
In the WordArt gallery, the letter A represents the different designs
that are applied to all text you type.
Enter your text and you will see the text is appearing same as the design you had chosen before.

Convert existing text to WordArt

You may also convert existing text to any WordArt style. Just perform the following steps
Select the text to convert to WordArt.
On the Insert tab, click WordArt, and then pick the WordArt you want.
Line and page breaks

Inserting a page break

Select the paragraph that you want to follow the page break.
On the Home tab, click the Paragraph Dialog Box launcher.
Click the Line and Page Breaks tab. Under Pagination, select the Page break before check box.
You may also insert a Page break by clicking on Page Break present in Insert tab.

59
Creating a bulleted or numbered list
Type * (asterisk) or Shift+Ctrl+L to start a bulleted list or 1. to start a
numbered list, and then press SPACEBAR or the TAB key.
Type some text and press ENTER to add the next list item.
Word automatically inserts the next bullet or number.
To finish the list, press ENTER twice, or press BACKSPACE to delete
the last bullet or number in the list.
You may use a different bullet or numbering style by clicking the arrow next to
Home>Paragraph>Bullets or Home>Paragraph>Numbering and clicking a new style.
To increase the list level you may press tab or increase indent present in the paragraph group of
Home tab and to decrease press SHIFT+TAB or decrease
indent.

Inserting and managing Tables

In Microsoft Word, you may insert a table in four different
ways:
1. Choose from a gallery of preformatted table
templates.
2. Use the Table menu to specify the number of rows
and columns that you want.
3. Use the Insert Table dialog box.
4. Draw a table.
Using table templates
You may use table templates to insert a table that is based on
a gallery of preformatted tables. Table templates contain sample data to help you visualize what
the table will look like when you add your data.
Click where you want to insert a table.
On the Insert tab, in the Tables group, click Table, point to Quick Tables, and then click the
template that you want.
Replace the data in the template with the data that you want.

Use the Table menu

Click where you want to insert a table.
On the Insert tab, in the Tables group, click Table, and then, under Insert Table, drag to select
the number of rows and columns that you want.

Use the Insert Table command

You may use the Insert Table command to choose the table dimensions and format before you
insert the table into a document.
Click where you want to insert a table.
On the Insert tab, in the Tables group, click Table, and then click Insert Table.

60
Under Table size, enter the number of columns and rows.
Under AutoFit behavior, choose options to adjust the table size.

Add a row above or below in a table

Right-click in a cell above or below where you want to add a row.
On the shortcut menu, point to Insert, and then click Insert Rows Above or Insert Rows Below.
You may quickly add a row at the end of a table by clicking in the lower-right cell and then
pressing TAB.

Add a column to the left or right

Right-click in a cell to the left or to the right of where you want to add a column.
On the shortcut menu, point to Insert, and then click Insert Columns to the Left or Insert
Columns to the Right.

Delete a row
Select the row that you want to delete by clicking to the left of the row.
Right-click, and then click Delete Rows on the shortcut menu.

Delete a column
Select the column that you want to delete by clicking the column's top gridline or border.
Right-click, and then click Delete Columns on the shortcut menu.

Merge cells
You may combine two or more table cells located in the same row or column into a single cell.
For example, you may merge several cells horizontally to create a table heading that spans
several columns.
Select the cells that you want to merge.
Under Table Tools, on the Layout tab, in the Merge group, click Merge Cells.

Convert text to a table

Word 2016 also allows you to convert text to a table. When you convert text to a table, you
separate text with a comma, tab, or other separator character to indicate where a new column
should begin. Use a paragraph mark to begin a new row.
Insert separator characters such as commas or tabs to indicate where you want to divide the text
into columns. Use paragraph marks to indicate where you want to begin a new row.
For example, in a list with two words on a line, insert a comma or a tab after the first word to
create a two-column table.
Select the text that you want to convert.
On the Insert tab, in the Tables group, click Table, and then click Convert Text to Table.
In the Convert Text to Table dialog box, under Separate text at, click the option for the
separator character that you used in the text.
Click on OK.

61
Adjusting page layout
Usually while you are creating a document, you will make
decision about the margins, orientation and size of the page
to best suit your content. These options are available under
the Page Setup group of Layout tab.

Margins
You may set the margin sizes for the entire document or the selected section of a page by
clicking on Page Layout tab and then clicking on Margins. Word allows you some predefined set
of margins or you may have custom margins to insert manually.

Orientation
With the help of orientation commands in the Page Setup group of the Page Layout tab you
may change the layout of your page to landscape or portrait.

Size
Size helps you to set the size of the page. Word comes with a set of
predefined sizes or you may also set your own. To set the size of a page, click
on the Size command under Page Setup group in Page Layout tab.
Changing Theme, Style Set & Watermark
To enhance the look of a Word document whose component have been
styled, you may apply a predefined theme. A theme is a combination of
colors, fonts and effects that project a sudden feeling and tone. By clicking the
Themes button in the themes group on the Design tab, you may apply
to the entire document.

Applying Themes
To apply a theme do the following:
Click on the Design tab.
Click the Themes button in the themes group.
In the themes gallery choose any one which you want to apply. Let us
take the Facet theme.
The colors and fonts change to those defined for the selected theme
but you may change the font, color as well as the effects also.
To change the color and font of a theme.
In the themes group, click the Themes Colors button.
The theme gallery will appear. The current selected color set, is indicated
by a border.
Preview any colors set that interests you, and then in the gallery click it.
The color then replaces the Office colors, but nothing else in the
document changes.
In the themes group, click the Themes Fonts button.

62
The Fonts gallery will appear. The current selected font set, is indicated by a border.
Preview any Fonts set that interests you, and then in the gallery click it. The font replaces the
Office font, but nothing else in the document changes.
Likewise you may also change the font effects of a Theme in a document.

Using Style Sets

A style set is a preset combination of fonts, paragraph line spacing, character spacing, and
indentation. Style sets enable you to quickly change the look of the document without manually
reformatting each paragraph.
In order to get more result from Style Set try to use the predefined styles such as Tittle,
Heading 1, Heading 2 etc. for Tittle heading, and body from the Styles group present under the
Home tab. You will not get any result from Style set if you have manually applied specific fonts,
colors etc. In that case, first remove all the formatting from the text by clicking on the Clear
Formatting present in the Home tab and apply the predefined style and then apply your desired
Style set from the Design tab.
To apply the style set do the following:
Click the Design tab and then click the More button in the Document Formatting group. A list of
available style sets will appear.
Pointing to an item allows you to preview it. Now click on the Style set that you want to apply to
your document.

Inserting and managing a Watermark

Watermarks are text or pictures placed behind the document text. They can mark the document’s
status as Draft, Confidential, etc., brand it with a logo, or just make it look better.
Click Design and then Watermark.
Apply one of the built-in watermarks in the watermark gallery, search for one online, or click
Custom Watermark to create your own from text or a picture. Here’s how:
In the Watermark gallery, click a diagonal or horizontal version of Confidential, Do Not Copy,
Draft, ASAP, Sample, or Urgent.
Click Custom Watermark and then click Picture watermark and browse to an image. It
automatically lightens so as not to interfere with the document text unless you uncheck the
Washout box.
Click Custom Watermark and then click Text watermark and type what you want in the Text
box. You may adjust the font, size, color, layout, and transparency.
Word automatically applies the watermark to every page except a designated cover page.

Using Headers and Footers

Headers and footers are pieces of text, or graphics that appear at the top
and bottom of a page. After you set up a header and footer, they will
appear on all of your pages. You may add a page number to a header or
footer, and Microsoft Word will automatically insert the right page number
for you.

63
To set up a header and footer for your Word document, do the following
On the Insert tab, in the Header & Footer group, click Header or Footer.
And you will get the following screen with several
options for Header & Footer.
Scroll up and down to find your choice and click the
one you like.

After adding any type of Header or Footer, just click

the text controller to add text.
To return to the body of your document, click Close
Header and Footer on the Design tab (under Header
& Footer Tools).

Create a header or footer that contains only

the page number
On the Insert tab, in the Header & Footer group,
click Page Number.
Click Top of Page or Bottom of Page, depending upon where you want page numbers to appear
in your document.
Choose a page number design from the gallery of designs.
The page number will appear in the selected design.
Inserting and Modifying Pictures

Inserting and formatting images

To insert a saved picture from a file or folder located in your compute, follow the following steps.
Click where you want to insert the picture in your document.
On the Insert tab, in the
Illustrations group, click
Pictures.
Locate the picture that you
want to insert. For example,
you might have a picture file located in My Documents.
Double-click the picture that you want to insert.

Modifying Images
Word 2016 lets you work with graphics. You may use some of Word's touch-up features for
dealing with a document’s illustrations. As soon as you click on the picture you will find that a
new Format tab is opened under Picture Tools which is known as Contextual tab. Here you will
find all the formatting features for a picture.

64
Here you’ll see four groups in the Format tab under Picture Tools namely:
 Adjust
 Picture styles
 Arrange, and
 Size

Adjust
From this group may do the following: remove background, corrections of pictures, apply artistic
effects, apply a color overlay with recolor, compress the picture to save few bits of space and
resetting the picture. You also have the option to change the picture itself.
Remove Background: This option automatically remove the unwanted portions of the picture.
To remove the background of a picture select the picture and then click on Remove Background
under Adjust group of Format tab.
Corrections: This option helps you to improve the brightness and contrast of the picture.
Artistic Effects: This option helps you to apply effects to the picture to look like a sketch or
painting. To apply an Artistic Effect to a picture select the picture and then click on the Artistic
Effects under Adjust group of Format tab and then select your desired effects.
Color: This option allows you to change the color of the picture color to improve quality or
match document content.
Compress Picture: This option allows you to reduce the size of the picture.
Change Picture: This option allows you to change the selected picture to different picture
preserving the formatting and size of current picture.
Reset Picture: This option discards all the formatting made to a picture.

Picture Styles
In this group you’ll find already formatted options. You may also do more modifications in the
picture by adding picture border and adding picture effects such as:- Shadow, Reflection, Glow,
Soft Edges, Bevel and 3D Rotations
In order for you
to avail and use
all this options,
you need to do
the following:
Click the picture for which you want to modify and then click on the Format tab
under Picture Tools.
Click the thumbnails of predefined style available in the Styles group to change the
overall look of the picture.
Click Picture Border and choose any color to apply border to the picture.
Click Picture Effects to apply a visual effect to the picture such as a shadow, glow, reflection or
3-D rotation.

65
Arrange
While inserting pictures in the document, no one wants to make the document look a mess with
text and pictures all jumbled up or the picture taking up
too much space. To deal with this kind of mess there is
the third group name Arrange. From the arrange group
you may make the following changes; Positioning the
picture in the page, Wrapping the text with the picture,
Bring picture to front when you have more than one picture and are overlapping or sending the
picture back for the same case, Aligning the picture on the page, Grouping and Regrouping
more than one picture. You may also rotate or flip your picture to your desired angle. Just double
click the picture and click Rotate in the Arrange group.

Size
For changing the size of a picture follow the steps given below:
Double click the picture and the Word 2016 opens up the Format tab
from the Contextual tab of Picture Tools.
From the Size group you may either enter Shape Height or Shape
Width quickly.
Alternatively click the Size dialog box button and then make changes from the dialog box that
opens.
When you are changing the height and width you may notice that the picture is acting strange, to
avoid the same make sure to check the Lock aspect ratio and Relative to original picture size
options

Arranging objects

Wrapping text around shapes and pictures

After inserting a shape you may notice that the texts are appearing behind the shape. This is
because by default the shape is in front of the text. There are
different types of text wrapping which you may apply on any shape
such as behind the text, tight, square, etc. The same happens when
we insert any picture. By default picture
Follow the steps to change the text wrapping
Click on the Shape or Picture
Click the Format tab and then click on Wrap text under Arrange
group.
Choose your desired text wrapping style.
Changing position of shapes and pictures
Click on the shape or picture
Click the Format tab and then click on Position under Arrange group.
Choose any predefined position from the list or you may click More Layout Options for manual
positioning of the shape.

66
Configure Autocorrect Options in Word 2016
One of the many nice features of Word is that it can autocorrect errors as you type, including
capitalization. For example, if you do not capitalize the first letter of a sentence, Word
automatically capitalizes it for you. Along with capitalization, autocorrect also fixes common
typos and spelling errors.
You may change the way Word autocorrects your words by disabling and enabling the different
autocorrect options. Following are the steps to configure AutoCorrect options in Word 2016:
From the File menu, click Options.
From the Word Options window, click Proofing.
Click the AutoCorrect Options button.
Add or remove checkmarks for each of the autocorrect options listed.
Correct TWo Initial CApitals
Capitalize first letter of sentences
Capitalize first letter of table cells
Capitalize names of days
Correct accidental usage of cAPS LOCK key
You may also specify whether you want Word to replace as you type or not by
checking/unchecking the Replace as you type option.
You may also add your own words in the Replace as you type list. To add a word in the list type
the word that you want to replace in the Replace box and type the result word in the With box
and click Add and then Ok.

Adding hyperlinks
A hyperlink (or link) is a reference to a
document that the reader can directly follow,
or that is followed automatically. The
hyperlink could point to a whole document or to a specific location/element within a document.
You may create a hyperlink to a location within the same document by using the following
method:
Select the text or the image that you want to use as the destination for the hyperlink.
Click the Insert tab.
Click Hyperlink in the Links group.
In the Link to group, select any of the option where you want to create the hyperlink. Let us
select Place in This Document.
Now select the place that you want to use as the destination hyperlink, and then click OK to
insert the hyperlink.
Using Hyperlink, you may also link your document with another file or webpage.
In the Links to group, select Existing File or Web page option. In the Address box type the
address of the site that you want to use as the destination hyperlink.

67
Excel 2016
We will now look at Microsoft Excel 2016 in more detail. Excel 2016 a Spreadsheet
Program and it helps you create the Budgets, Invoices, Plans, Calendars, Schedules
and so much more.

Creating a blank workbook

Excel files are saved as workbooks (.xlsx) and each workbook consists of one or more worksheets,
typically called spreadsheets. You may add as many sheets as you want to a workbook, or you
may create new workbooks to keep your data separate. By default, to create a new blank
workbook,
Click File tab and then click New.
Under New, click the Blank workbook.

Creating a new workbook using template

Templates are files designed to be interesting, compelling and professional-looking with
complete formatting. The only thing that you need to do is to add content and some
modification to create your document. You may find various templates based on different
categories - for example - budgets, calendars, forms, and reports, and more. To create a
workbook by using templates do the following:
Click the File tab and then click New. Do one of the following:
To use one of the built-in templates, click the template that you want to use for your new
document and then click Create
To find a template online from Office.com, click the template category that you want under
suggested searches or type your desired template name in the search box and download the
template from Office.com to your computer by clicking on Create.

Saving a workbook
Wherever you want to save your workbook (on your computer
or the web, for example), you do all your saving on the File tab.
While you’ll use Save or press Ctrl+S to save an existing
workbook in its current location, you need to use Save As to
save your workbook for the first time, in a different location, or
to create a copy of your workbook in the same or another
location. Here’s how:
Click File tab and then click Save As.
Under Save As, pick the place where you want to save your
workbook. For example, to save to your desktop or in a folder
on your computer, click Computer.
To save to your OneDrive location, click OneDrive, and then
sign up (or sign in). To add your own places in the cloud, like an
Office365 SharePoint or a OneDrive location, click Add a
place.

68
Click Browse to find the location you want in your Documents folder.
In the File name box, enter a name for a new workbook. Enter a different name if you’re creating
a copy of an existing workbook.
To save your workbook in a different file format (like .xls, .txt, .pdf, .csv), in the Save as type list
pick the format you want.
Click Save.

Workbooks and worksheets

The primary document that you use in Excel to store and work with data is called a spreadsheet.
A worksheet consists of cells that are organized into columns and rows and is always stored in a
workbook. Microsoft Excel workbook consists of worksheet(s). Each worksheet contains columns
and rows. The columns are lettered A to Z
and then continuing with AA, AB, AC and
so on; the rows are numbered 1 to
1,048,576. The number of columns and
rows you may have in a worksheet is
limited by your computer memory and
your system resources.
The combination of a column coordinate
and a row coordinate make up a cell
address. For example, the cell located in
the upper-left corner of the worksheet is
cell A1, meaning column A, row 1. Cell E10
is located under column E on row 10. You
enter your data into the cells on the
worksheet.
A workbook consists of worksheets that are divided into
rows and columns forming a matrix of cells. You may enter
data or formulas into cells. The active cell is highlighted
with a rectangular border, you may move the active cell by
clicking on another cell with the mouse or by using the
cursor keys (arrows). In the earlier version of Excel by
default there were three worksheets present in a workbook but in Excel 2016 by default there is
only one sheet present in a workbook. You may add new worksheets to it or delete all but one
existing worksheets. A workbook must contain at least one visible worksheet.

Inserting worksheets
To add a new worksheet click on the plus sign or
right click on the worksheet and click Insert and then
select ”Worksheet”.

Hide/Unhide Sheets
You may also hide/unhide sheets in excel. To hide the sheets do the following:
Click the Home tab.

69
Click on the Format option under Cells group and then click on Hide Sheet or Unhide Sheet
from the options available under Hide & Unhide within Visibility Section of the dropdown
menu.
You may also Hide/Unhide sheet by right clicking on the Sheet tab at the bottom of the screen
and then selecting the Hide/Unhide option.
As with hidden rows and columns you may still reference the hidden sheet via a formula and
have it return the correct value. If you wish to use this feature of Excel, it is wise to reference the
sheet while it is visible, use the mouse pointing method to build your reference and then hide it.
If you go to Home tab, select Format under cells group and click Hide & Unhide option under
Visibility and you find that Unhide Sheet option is greyed out, then it means that there are no
worksheets hidden within your workbook. If there are sheets hidden in your workbook, then this
option will not be greyed out and selecting it will display the Unhide dialog box. Within this box,
there will be names of all hidden sheets. To unhide one, simply select the sheet name from the
box and clicks OK or double click on the sheet name.

Deleting worksheets
To delete a worksheet right click on the sheet tab and then click on the
Delete option.

Moving a worksheet
You may move the worksheet with the help of drag and drop feature or by
Move or Copy option. For move or copy option do the following:
Right click the sheet that you want to move click on Move or Copy select
the workbook in the To book box if you want to move the sheet to any other
workbook or leave it if you want to move in the same workbook.
Then select the sheet before which you want to move the worksheet and then click OK.
Renaming worksheets and workbooks
By default names for each worksheet are Sheet1, Sheet2, Sheet3 and so on. You may change
these names to a more meaningful name that describes the sheets’ contents. For example, the
sheet names in the following illustration are more descriptive than the worksheets’ default
names. To rename a worksheet either double click on the tab of that worksheet or select that
worksheet and then right click on it and then click Rename.

Finding and replacing text and numbers on a worksheet

Find and replace text and numbers using wildcards or other characters. You may search sheets,
rows, columns, or workbooks.
In a worksheet, click any cell.
On the Home tab, in the Editing group, click Find & Select.

70
Do one of the following:
To find text or numbers, click Find.
To find and replace text or numbers, click Replace.
In the Find what box, type the text or numbers that you want to search for, or click the arrow in
the Find what box, and then click a recent search in the list.
You may use wildcard characters, such as an asterisk (*) or a question mark (?), in your search
criteria:
Use the asterisk to find any string of characters. For example, b*t finds "bat" and "bullet".
Use the question mark to find any single character. For example, h?t finds "hat" and "hut".
Do one of the following:
To find text or numbers, click Find All or Find Next.
To replace text or numbers, type the replacement characters in the Replace with box (or leave
this box blank to replace the characters with nothing), and then click Replace or Replace All.
If needed, you may cancel a search in progress by pressing ESC.

Using Go To Function
Go To function helps you to move to a specific cell or to range of cells.
Click the Find & Select dropdown in the Editing group.
Click Go To option. The Go To dialog box will appear. Enter the cell or cell range address in the
Reference box and then click OK..
You will notice that your cursor has move to that particular cell or cell range which you have
entered in the reference box.

Document views
Switching between Worksheet Views

From the View toolbar at the bottom of the program window, or from the
View tab, you may switch among three views of a worksheet:
Normal: The worksheet is displayed in the window at 100
percent magnification or at whatever zoom level you select.
Page breaks are indicated by black dashed lines.
Page Break Preview: The entire worksheet is displayed in
the window, with page breaks indicated by bold blue dashed lines and page numbers displayed
in the center of each page. You may change the page breaks by dragging the blue lines.
Page Layout: Each worksheet page appears as it will, when printed, with space between the
individual pages. A ruler appears at the left edge of the window next to the optional row
headings. The page header and footer are visible and you may select them for editing.

Freezing and splitting windows

It can become cumbersome to work in a worksheet that is too long or too wide to display legibly
in the program window because you will have to scroll up and down or back and forth to view

71
data. Similarly, it can be tedious to have to switch back and forth between multiple worksheets in
the same workbook if you frequently need to access information in all/many of them.

Freezing Panes
You may view multiple parts of a worksheet at one time by
freezing rows or columns so that they stay in view while you
scroll the rest of the worksheet. You may also split the window
and then independently scroll and work in two views of the
worksheet at one time.
If you want to keep your worksheet's column headings and
row headings visible as you scroll to other areas of the
worksheet, use the Freeze Panes command. Do the following:
Position the cell cursor in the cell below and to the right of the headings you want to freeze.
On the View tab, click the Freeze Panes button. Do one of the following:
Select Freeze Panes to freeze the top rows and left columns from the current cell.
Select Freeze Top Row to freeze only the top row of the worksheet.
Select Freeze First Column to freeze only the first column of the worksheet.
To unfreeze the panes, click the Freeze Panes button again and select Unfreeze Panes.
You may also freeze the first row or the first column of your sheet with the option Freeze Top
Row and the Freeze First Column present under the Freeze panes option.

Splitting the Window

You may split the window into multiple resizable panes containing views of
your worksheet. You may use this feature to view multiple distant parts of your
worksheet at once.
To split a worksheet in different parts click on the cell where you want to split the
window after that click on the Split option under View tab.
You may also remove the split bars by double clicking on it.

Choose a zoom setting

You may zoom in to get a close-up view of your file or zoom out to
see more of the page at a reduced size.
Do one of the following:
Click the Zoom slider present on the status bar to slide to the percentage
zoom setting that you want. Click - or + to zoom in gradual increments.
On the View tab, in the Zoom group, click Zoom to Selection.
On the View tab, in the Zoom group, click Zoom, and then enter a
percentage or choose any other settings that you want.

72
Hiding or showing columns and rows
You may hide a row or column by using the Hide command or by changing the row height or
column width to 0 (zero). You may display either again by using the Unhide command.

Hide one or more rows or columns

Select the rows or columns that you want to hide.
On the Home tab, in the Cells group, click Format.
Do one of the following:
Under Visibility, point to Hide & Unhide, and then click Hide Rows or
Hide Columns.
Under Cell Size, click Row Height or Column Width, and then type 0 in the Row Height or
Column Width box.
You may also right-click a row or column (or a selection of multiple rows or columns), and then
click Hide.
Display one or more hidden rows or columns
Do one of the following:
To display hidden rows, select the row above and below the rows that you want to unhide.
To display hidden columns, select the columns adjacent to either side of the columns that you
want to unhide.
To display the first hidden row or column on a worksheet, select it by typing A1 in the Name Box
next to the formula bar.
You may also select it by using the Go To dialog box. On the Home tab, under Editing, click Find
& Select, and then click Go To. In the Reference box, type A1, and then click OK.
On the Home tab, in the Cells group, click Format.
Do one of the following:
Under Visibility, point to Hide & Unhide, and then click Unhide Rows or Unhide Columns.
Under Cell Size, click Row Height or Column Width, and then type the value that you want in
the Row Height or Column Width box.

Show and print formulas

Formula results are shown in worksheet cells, while
formulas are visible in the formula bar only so that
they won’t appear when you print. Showing
formulas in the cells makes it easy to find cells that
contain formulas, or to check for errors.
With a quick key combination you may see formulas
instead of formula results in a worksheet.
To show formulas in all cells press CTRL+` (that little mark is the grave accent mark key). When
the formulas are visible, print your worksheet as you normally would.
To switch back to showing formula results in all cells, press CTRL+` again.

73
Formatting worksheets and workbooks
You may help improve the readability of a worksheet by applying different types of formatting
such as applying themes and inserting watermarks etc.

Changing themes
To change the text fonts, colors, or general look of objects in all worksheets of your workbook
quickly, try switching to another theme or customizing a theme to meet your needs. If you like a
specific theme, you may make it the default for all new workbooks.
To switch to another theme, click Page Layout > Themes, and pick the one you want.
To customize that theme, you may change its colors, fonts, and effects as needed, save them with
the current theme, and make it the default theme for all new workbooks if you want.

Working with Cells

To work with data on a worksheet, you first have to enter your data in the cells of the worksheet.
Then, you might want to adjust the data so that it is visible, and is displayed in the way you
desire. Follow the steps to enter data:
Click on a cell.
Enter data value in that cell.
Press ENTER or TAB to move to the next cell.
Tip: To continue entering data in a new line in your active/current cell, enter a line break by
pressing ALT+ENTER.

Auto Fill
To enter a series of data in a cell range, 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 (fill handle: The small
black square in the lower-right corner of the selection. When you point to the fill handle, the
pointer changes to a black cross.) across the range that you want to fill.
To fill in increasing order, drag down or to the right. To fill in decreasing order, drag up or to the
left.
To quickly fill a cell with the contents of an adjacent cell, you may
press CTRL+D to fill from the cell above or CTRL+R to fill from the
cell to the left. To fill a cell with the contents of a cell below it (that
is, to fill up), on the Home tab, in the Editing group, click Fill, and
then click Up. To fill a cell with the contents of a cell to the right
(fill left), on the Home tab, in the Editing group, click Fill, and then
click Left.

Cell formatting
To apply number formatting, click on the cell that contains the numbers
that you want to format, and then on the Home tab, in the Number
group, click the arrow next to General, and then click the Number

74
option from the Category list. You may also use the keyboard shortcut key CTRL + 1 to get the
Format Cells dialogue box and you may apply the required format to the cells.

Merging Cells
Merging of cells is a feature used to convert multiple cells
into a single cell. You can't split an individual cell, but you
can make it appear as if a cell has been split by merging the
cells above it. For example, you want to split cell A2 into
three cells that will appear, side-by-side, under cell A1 (you
want to utilize cell A1 as a heading). It is not possible to split cell A2, but you can achieve a similar
effect by merging cells A1, B1, and C1 into one, single cell. You then enter your data in cells A2,
B2, and C2. These three cells appear as if they are split under one larger cell (A1) that acts as a
heading.
When you merge two or more adjacent horizontal/vertical cells, the cells become one large cell
that is displayed across multiple columns or rows. When you merge multiple cells, the contents of
only one cell (the upper-left cell, or the upper-right cell) appear in the merge cells. The contents
of the other cells that you merge are deleted.

Merge and Center adjacent cells

Select two or more adjacent cells that you want to merge.
Make sure that the data that you want to display in the merged cell is contained in the upper-left
cell of the selected range. Only the data in the upper-left cell will remain in the merged cell. Data
in all the other cells of the selected range will be deleted.
On the Home tab, in the Alignment group, click Merge and Center.
The cells will be merged in a row or column, and the cell contents will be centered in the merged
cell. To merge cells without centering, click the arrow next to Merge and Center, and then click
Merge Across or Merge Cells.
If the Merge and Center button is unavailable, the selected cells might be in Edit mode, or the
cells might be inside an Excel table. To cancel Edit mode, press ENTER. You cannot merge cells
that are inside an Excel table.
To change the text alignment in the merged cell, select the cell, and then click any of the
alignment buttons in the Alignment group on the Home tab.

Split a merged cell

You may split a merged cell into separate cells again by undoing its merge. If you don't
remember where you have merged cells, you may use the Find command to quickly locate
merged cells.
Select the merged cell.

When you select a merged cell, the Merge and Center button also appears selected in the
Alignment group on the Home tab.

To split the merged cell, click Merge and Center .

The contents of the merged cell will appear in the upper-left cell of the range of split cells.
Wrapping text within cells

75
 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 on Wrap Text.

Copy formatting using the Format Painter

Use the Format Painter to quickly copy formatting from one thing in Excel to another. Format
Painter picks up all the formatting from your first thing, whether it’s a shape, cell, picture border,
or piece of text, and applies it to the second. This way, you may spend your time getting the first
thing right, and apply the same formatting wherever you want in your document with a couple of
clicks.
Select the thing you like the look of, click Format Painter, and then click the thing you want to
change to look the same. If you want to copy the formatting to more than one thing, double-click
instead of single-clicking Format Painter. To exit the Format Painter, press Esc.
Select the cell or graphic that has the formatting you want to copy.

Click Home, and in the Clipboard group, click Format Painter .

After the pointer changes to a paintbrush icon, select the cell or graphic that you want to format.

Setting up the page

Margins
To better align a Microsoft Excel worksheet on a printed page, you may change margins, specify
custom margins, or center the worksheet horizontally or vertically on the page.
Page margins are the blank spaces between the worksheet data and the edges of the printed
page. Top and bottom page margins can be used for some items,
such as headers, footers, and page numbers.
Click on Page Layout tab and then click on Margin option under
Page Setup group.
Click the down arrow to see the default selections. In the
dropdown menu do one of the following
Choose any of the predefined margins such as Normal, Wide,
etc. that you may need to set for printing your document.
You may also set custom margins by clicking the custom margins
selection at the bottom of the dropdown.
After clicking on Custom Margins the Page Setup window will
open automatically to the Margins tab. In this tab you may set the top, bottom, left and right
margins. In this tab you may also set the spacing for the header and footer. The Center on page
option allows you to align your spreadsheet in center using Horizontally and/or Vertically. The
page visible in the center will give you a preview of how your spreadsheet will look when printed.

76
Orientation
By default, Microsoft Excel prints worksheets in portrait orientation. You
may change the page orientation to landscape by clicking Orientation
option in the Page Layout tab. This option lets you change the
orientation of your spreadsheet to Portrait or Landscape.

Paper Size
The Size option present in the Page Layout tab under Page Setup
group let you select the size of the paper you will print your
spreadsheet on. Click the down arrow to see all of the page size
options.
The 8.5” x 11” paper size is the default selection. You may use the scroll bar on the right hand
side of the drop down menu to see more sizes or if you would like more options click the More
Paper Sizes option at the bottom of the list.

Setting Print Area

If you frequently print a specific section of your worksheet, you may set a print area for it. That
way, when you print your worksheet, only that section will print. To do this,
Select the area of cells you would like to set a print area
Click on the down arrow on the Print Area button present in the Page
Layout tab and select the Set Print Area option. You will see a solid line
around the area you selected.
If you click on the Print option under File menu tab for print preview,
you will only see the section you selected. All other cells will still be
available for you to modify and use but they will not get printed.
To clear this print area select the cells again and click on the Clear Print Area selection.
After setting the print area, if you select a cell or a range of cells outside your print area, you will
get another option Add to Print Area in the Print Area button. Simply click Add to Print Area
to add the selected cells in your existing print area selection.
Print rows with column headers on top of every page
If a worksheet spans more than one page, you may print row and column headers or labels (also
called print titles) on every page. For example, you may repeat the first row of column headers on
all pages when you have large, complex worksheets.
Select the worksheet that you want to print.
On the Page Layout tab, in the Page Setup group, click
Print Titles.
The Print Titles command will appear dimmed if you are
working in cell editing mode, if a chart is selected on the
same worksheet, or if you do not have a printer installed.
On the Sheet tab, under Print titles, do one or both of the following:
In the Rows to repeat at top box, type the reference of the rows that contain the column labels.

77
In the Columns to repeat at left box, type the reference of the columns that contain the row
labels.
For example, if you want to print row 1 at the top of every printed page, you could type $1:$1 in
the Rows to repeat at top box or select the first row after clicking in the Rows to repeat at top
box.

Using Formulas in Excel 2016

Formulas are the real workhorses of an Excel worksheet. If you set up a formula properly, it
computes the correct answer when you enter it into a cell. From then on, it keeps itself up to
date, recalculating the results whenever you change any of the values that the formula uses.
You let Excel know that you're about to enter a formula in the current cell by entering the equal
sign (=) for that cell. Some formulas follow the equal sign with a built-in function such as SUM or
AVERAGE. Many simple formulas use a series of values or cell references that contain values
separated by one or more of mathematical operators:

The parts of a formula

A formula can also contain any or all of the following: functions,
references, operators, and constants.
Functions: The PI() function returns the value of pi: 3.142...
References: A2 returns the value in cell A2.
Constants: Numbers or text values entered directly into a formula, such as 3.
Operators: The * (asterisk) operator multiplies numbers.
Entering a Formula
Select a cell.
Type an equal sign (=) to start the formula. Fill in the rest of the formula
Do one of the following:
Type a combination of numbers and operators; for example, 3+7, followed by the = sign.
Use the mouse to select other cells having numerical values
(inserting an operator between them). For example, select
B1 and then type a plus sign (+), select C1 and type +, and
then select D1.
While entering a formula, type a letter to choose from a list
of worksheet functions. For example, typing "a" displays all
available functions that start with the letter "a."
Complete the formula
To complete a formula that uses a combination of
numbers, cell references, and operators, press ENTER key.
To complete a formula that uses a function, fill in the
required information for the function and then press the
ENTER key. For example, the ABS (used to find the

78
absolute value) function requires one numeric value — this can be a number that you type, or a
cell that you select that contains a number.
Your completed formulas might look like the following examples:
=3+7
Adds two numbers
=B1+C1+D1
Adds the values in three cells
=ABS(-3)
Returns the absolute value (regardless of sign)
Reference in a formula
Reference plays a great role in creating formulas. There are three different types of references
that can be used while creating a formula and each has different effect on the result. These are:
Relative: Every relative cell reference in a formula automatically changes when the formula is
copied down a column or across a row. Ex. Cell C2 has the formula =A2*3. When you copy
contents of cell C2 and Paste it in Cell C3, your formula would be automatically changed to
=A3*3.
Absolute: An absolute cell reference is fixed. It is the exact address of a cell, regardless of the
position of the cell that contains the formula. Absolute references do not change if you copy a
formula from one cell to another. Absolute references have dollar signs ($) like this: $D$9.
Mixed: You may also use a mixture of Relative and Absolute types of cell reference e.g. $A1: A
mixed cell reference has either an absolute column and a relative row, or an absolute row and a
relative column. For example, $A1 is an absolute reference to column A and a relative reference
to row 1. As a mixed reference is copied from one cell to another, the absolute reference stays
the same but the relative reference changes.
Points to Remember:
When you move a formula, the cell references within the formula do not change no matter what
type of cell reference that you use.
When you copy a formula, the cell references may change based on the type of cell reference
that you use.
You may also use the range reference in your formula. A range reference consists of two cell
addresses separated by a colon such as A1:A5. The reference A1:A5 includes cells A1, A2, A3, A4
and A5.

Formula with Names

A name is a meaningful shorthand that makes it easier to understand the purpose of a cell
reference, constant, or table, each of which may be difficult to comprehend at the first glance.
The following information shows common examples of names and how they can improve clarity
and understanding. For example:

79
=SUM (Marks)
Here Marks is name given to the range b2 to b5.

Functions
Functions are prewritten formulas. Functions differ from regular formulas in a way that here you
supply the value(s) but not the operators, such as +, -, *, or /. By using functions, you may quickly
and easily make many useful calculations, such as finding an average, the highest number, the
lowest number, and a count of the number of items in a list. Microsoft Excel has many functions
that you may use. For example, you may use the SUM function to add values. When using a
function, remember the following:
Use an equal sign (=) to begin a formula.
Specify the function name.
Enclose arguments within parentheses. Arguments are values on which you want to perform the
calculation. For example, arguments specify the numbers or cells you want to add.
Use a comma to separate arguments.
Here is an example of a function:
=SUM(2,13,A1,B2:C7)
In this function:
The equal sign (=) begins the function.
SUM is the name of the function.
2, 13, A1, and B2:C7 are the arguments.
Parentheses enclose the arguments.
Commas separate the arguments.
In case you want to add values of continuous cell only such as from A1 to A5, you may use
=SUM(A1:A5).
In the same way you may also use some other functions:
MAX used to find the maximum value in a range of data.
MIN used to find the minimum value in a range of data.
COUNT used to count the total numbers in a particular range.
AVERAGE used to find the average of a particular range.

80
After you type the first letter of a function name, the AutoComplete list appears. You may
double-click on an item in the AutoComplete list to complete your entry quickly. Excel will
complete the function name and enter the first parenthesis. In excel, you will find lots of inbuilt
functions grouped in different categories such as Financial, Logical, Date & Time, Text,
Mathematical, Lookup & Reference etc.

Text Functions
RIGHT: Returns the last character or characters in a text string, based on the number of characters
you specify.
Syntax: RIGHT(text,[num_chars])
For example if want last three letters from the text apple. You may use the following formula.
=RIGHT(“apple”,3)
LEFT: Returns the first character or characters in a text string, based on the number of characters
you specify.
Syntax: LEFT(text,[num_chars])
For example if want first three letters from the text apple. You may use the following formula.
=LEFT(“apple”,3)
MID: Returns a specific number of characters from a text string, starting at the position you
specify, based on the number of characters you specify.
Syntax: MID(text, start_num, num_chars)
For example if want two letters from the text apple starting from the third letter. You may use the
following formula.
=MID(“apple”,3,2)
You will get the result as pl.
TRIM: Removes all spaces from text except for single spaces between words. Use TRIM on text
that you have received from another application that may have irregular spacing.
Syntax: TRIM(text)
UPPER & LOWER: The UPPER function changes all the text to uppercase and the LOWER function
changes all the text to lowercase.
Syntax: UPPER(text), LOWER(text)
CONCATENATE: Joins two or more text strings into one string.

Syntax: CONCATENATE(text1, [text2], ...)

While using the text function do not use the inverted commas for cell references in the formulas.

81
PowerPoint 2016
Let us now learn some details about Microsoft PowerPoint 2016. PowerPoint 2016 is a
Presentation Program and it helps you to create presentations, be it for school work,
business, or for personal use that includes Graphics, Audio, Video, Text and more.

Creating a new, blank presentation

Click the File menu. This takes you to backstage view and then select New.
Click on Blank Presentation. A new, blank presentation appears in the PowerPoint window.
To save time, you may also search online themes and templates to create your presentation. To
create presentation using templates
Search your desired template online from thousands of predefined templates.
Click on the template and then click on Create.
To Open an Existing Presentation:
Click the File tab. This takes you to backstage view.
Select Open and then select Computer and then click Browse. The Open dialog box appears.
Select your desired presentation and then click Open.
If you have opened the existing presentation recently, it may be easier to choose from
Recent Presentation under Open from the File menu instead of searching it.

Saving a presentation
By default, PowerPoint 2016 presentations are saved
in PPTX format, which is based on XML. Depending
on how you intend to distribute a presentation, you
may also save it in a variety of other formats.
Save and share a presentation to OneDrive
You may save a PowerPoint 2016 presentation to
Microsoft OneDrive to make it easier to access, store,
and share your files in the cloud.
To set up a free OneDrive account, you must have a
Microsoft account.
In PowerPoint, click File > Save As > Add a Place.
Under Add a Place, click OneDrive.
Sign in to OneDrive with your Microsoft account.
You will be able to see your OneDrive files and folders.
Select a folder from the Recent Folders list, or click Browse to find a folder on OneDrive, and
then click Save.
The file will be saved on OneDrive.

82
Save your presentation to a CD
You may create a package for your presentation and save it to a CD so that other people can
watch your presentation on most any computer.
Insert a blank recordable CD (CD-R), a blank rewritable CD (CD-RW), or a CD-RW (that contains
existing content that can be overwritten) in the disk drive.
In PowerPoint, click File, click Export, click Package Presentation for CD, and then click
Package for CD.
In the Package for CD dialog box, type a name for your CD in the Name the CD box.
To add one or more presentations to package together, click Add, select the presentation, and
then click Add. Repeat this step for each presentation that you want to add.
To include supplementary files such as TrueType fonts or linked files, click Options.
Under Include these files, select the applicable checkboxes, and then click OK.
In the Package for CD dialog box, click Copy to CD

Applying slide size and orientation settings

By default, slides are sized for an on-screen slide show with a width-to-height ratio of 16:9 (13.33
inches by 7.5 inches). The slides are oriented horizontally, with slide numbers starting at 1. If you
need to print the slides, notes, handouts, or outline of a presentation, you may set the size and
orientation to fit the paper.
The Slide Size option under Design tab allows you to change slide sizes & orientation:
On-screen Show: For an electronic slide show on screens of various aspects
(4:3, 16:9, or 16:10)
Letter Paper: For a presentation printed on 8.5-by-11-inch U.S. letter-size
paper
Ledger Paper: For a presentation printed on 11-by-17-inch ledger size paper
A3 Paper, A4 Paper, B4 (ISO) Paper, B5 (ISO) Paper: For a presentation
printed on paper of various international sizes
To change the size and orientation of the slide
Click on the Design tab.
Click on the Slide Size under Customize group.
The Slide Size dialog box will appear.
Choose the setting for your slides.
Select the orientation for your slides.
Click on OK.

Add and manage slides

The single slide that appears automatically when you open PowerPoint has two placeholders one
formatted for a title and the other formatted for a subtitle. The arrangement of placeholders on a
slide is called a layout. Microsoft PowerPoint 2016 also provides other kinds of placeholders, such
as those for pictures, Tables and SmartArt graphics.

83
Adding a new slide
To add a new slide to your presentation with the desired layout, do the following:
Click on the Normal view and go to the Thumbnails, and then click below the slide where you
wish to add the new slide. Please note a slide automatically appears when you open PowerPoint.
Ensure you are on Home tab and in Slides group; click on new slide icon to add a slide with the
existing layout. And to add a slide with different layout, click New Slide dropdown button with
arrow. A gallery appears that displays thumbnails of the various slide layouts that are available to
choose from.
Click the layout that you want for your new slide.
The new slide now appears on the left (highlighted as current slide) and also in the slide pane in
the right.
Apply a new layout to an existing slide
To change the layout of an existing slide, do the following:
In Normal view, click the Thumbnail of the slide whose layout you wish to change.
After selecting the Slide whose layout you wish to change, click Layout dropdown under Slides
Group and select the layout you like. Remember you need to be in Home tab.
If the selected layout doesn't have needed placeholder for the content on the slide, additional
placeholders are automatically created to contain that content.

Copy a slide
If you want to create two or more slides with similar content and layout, you may create one slide
with all the desired formatting and content and then make a copy of that slide.
In Normal view, right-click the thumbnail of the slide that you want to copy, and then click Copy.
Go to place where you want to paste the slide, right-click and then click Paste.
You may also use this procedure to insert a copy of a slide from one presentation into another
presentation.

Rearrange the order of slides

In Normal view, click the slide thumbnail that you want to move, and then drag it to the location
that you want. To select multiple slides, first click a slide that you want to move, and then press
and hold CTRL while you click other slides that you want to move.

Delete a slide
In Normal view, right-click the slide that you want to delete, and then click Delete Slide.

Hide a slide
In Normal view, right-click the slide that you want to hide, and then click Hide Slide.

Using themes
PowerPoint provides a variety of design themes, including coordinating color schemes,
backgrounds, font styles, and placement of placeholders. The pre-designed themes make it very
easy to change the overall look and feel of your presentation quickly. Applying a new theme
changes the major details of your document. WordArt effects are applied to titles in PowerPoint.

84
Tables, charts, SmartArt graphics, shapes, and other objects are updated to complement one
another. Also, in PowerPoint, even the layouts and backgrounds of your slides can be changed
dramatically from theme to theme. If you like the way that a theme looks when you apply it to
your presentation, you are finished reformatting with just that one click.
By default, PowerPoint applies the plain, Office theme to new blank presentations. However, you
may easily change the look and feel of your presentation by applying a different theme.

To apply a different theme to your presentation, do the following:

On the Design tab, in the Themes group, click the document theme that you want to apply.
To preview how the current slide looks with a particular theme applied, rest your pointer on the
thumbnail of that theme.
To view more themes, on the Design tab, in the Themes group, click More.
If you want to customize your presentation, you may also change the theme colors, theme fonts,
or theme effects.

Change variants of your presentation

Follow these steps to change the theme color:
On the Design tab, pick a theme with the colors, fonts, and effects that you like.
To preview how the current slide looks with a theme applied, rest your pointer over the
thumbnail of each theme.
To apply a different color variation of a particular theme,
in the Variants group, pick a variant.
The Variants group appears to the right of the Themes
group, and the choices vary depending on the theme
you've selected.

Create and save a custom theme

You may create a custom theme by modifying an existing theme or by starting from scratch with
a blank presentation.
Click your first slide, and then on the Design tab, click the down arrow in the Variants group.
Click Colors, Fonts, Effects, or Background Styles and choose from built-in options or
customize your own.
When you're done customizing styles, click the down arrow in the Themes group, and then click
Save Current Theme.
Give your theme a name, and click Save. By default, it is save with your other PowerPoint themes
and will be available in the Themes group under a Custom header.

85
Inserting a picture
Click on the Insert tab.
Click on the picture option under images group.
Locate the picture that you want to insert, and then click
on insert.
To add multiple pictures, press and hold CTRL while you
click the pictures that you want to insert, and then click
Insert.
You may also insert pictures from different places, such as your computer, an online source like
Bing.com or a webpage.

Formatting pictures
Once you've added pictures to your presentations, you may format them in various ways.
The picture tools in PowerPoint 2016 make it easy to incorporate images into your presentations
and modify those images to make them look even better.
Crop a picture or place it in a shape
You may use the enhanced cropping tools to trim and efficiently remove unwanted portions of
pictures to get just the look that you want and make your documents pop.
In addition to cropping pictures, you may also crop a picture fill in a shape.
In your file, select the picture that you want to crop.
Click Picture Tools > Format > Size, click the arrow under Crop, and then
click Crop.
If you do not see the Picture Tools and Format tabs, make sure that you
selected a picture. You might have to double-click the picture to select it and open the Format
tab.
Do one of the following:
To crop one side, drag the center cropping handle on that side inward.
To crop equally on two sides at the same time, press and hold CTRL while you drag the center
cropping handle on either side inward.
To crop equally on all four sides at the same time, press and hold CTRL while you drag a corner
cropping handle inward.
To position the crop, move either the crop area (by
dragging the edges of the crop rectangle), or the picture.
When you are finished, press ESC.
To Apply an Artistic Effect:
Select the picture. The Format tab will appear.
Click the Format tab.
Click the Artistic Effects command. A drop-down menu will
appear.

86
Hover over the different presets to see a live preview of each one.
When you've found a preset you like, click on it to select it.
To adjust the settings for the effect, click Artistic Effects again and select
Many Clip Art images do not allow you apply artistic effects. Generally speaking, the ones that
look hand-drawn or painted do not work, while photographs do.

Apply a Picture Style

Select the picture. The Format tab will appear.
Select the Format tab.
Click the More drop-down arrow to display all the
picture styles.
Rest your mouse over a picture style to display a live
preview of the style in the slide.
Select the desired style.
To refine the picture style, click the Picture Effects command to see the Effects drop-down menu.

Inserting and managing videos

PowerPoint allows you to add sound and videos to your presentation, which opens up many
possibilities. Perhaps you want to add background music, videos to one slide, a sound effect to
another, and maybe even add some narration or commentary to a few slides. Either you may add
an audio or video file from your computer, or you may browse PowerPoint's collection of Clip Art
Audio and Video. You may also add a video from a website such as YouTube. After that, you may
edit it within PowerPoint so that they are tailored to your presentation.

To Insert a Video from a File on Your Computer

From the Insert tab, click the Video drop-down arrow and select Video
from File.
Locate and select the desired video file and then click Insert.
The video will be added to the slide.

Inserting Videos Online

Some web sites, like YouTube allow you to embed videos in a blog,
Facebook profile, or other web page. In the same way in
PowerPoint, you may embed videos in your slides or you may
directly insert it from YouTube.
You may insert or link to a video on YouTube, and then play it
during your presentation.
If you know the name of the video hosted on YouTube, do the following:
Click the slide that you want to add a video to.
On the Insert tab, click Video > Online Video.
In the Search YouTube box, type the name of the video that you want to insert.

87
Select the video from the search results, and click Insert.
If you don’t know the name of the video hosted on the YouTube site, do the following:
In YouTube, find the video that you want to insert.
Below the video frame, click Share, and then click Embed.
Right-click the iFrame embed code, and click Copy.
In PowerPoint, on the Insert tab, click Video > Online Video.
In the From a Video Embed Code box, paste the embed code, and then
click the arrow.

Video Options
There are other options that you may set to control how your audio file plays, and these are
found in the Audio Options group on the Playback tab.
Volume: Changes the
video volume.
Start: Controls whether the
video file
starts automatically or when the mouse is clicked.
Hide While Not Playing: Hides the video clip when it is not playing.
Loop until Stopped: Causes the video file to repeat until it is stopped.
Rewind after Playing: Causes the video file to return to the beginning when it is finished playing.

Inserting and managing audio

To Insert Audio from a File on Your Computer:

From the Insert tab, click the Audio drop-down arrow and select Audio on My
PC.
Locate and select the desired audio file and then click Insert.
The audio file will be added to the slide.

Trimming an Audio
You may modify your audio files using the various features of the Playback tab. For example, if
you add a song to a slide, you may trim it so that it will only play one section of the song.
To Trim the Audio:
From the Playback tab, click the Trim Audio command. The Trim Audio dialog box will appear.
Use the green and red handles to set the start time and end time.
To preview the audio file, click the Play button.
Adjust the green and red handles again if necessary, and then click OK.

88
Audio Options
There are other options that you may set to control
how your audio file plays, and these are found in
the Audio Options group on the Playback tab.
Volume: Changes the audio volume.
Start: Controls whether the audio file
starts automatically or when the mouse is clicked.
Play Across Slides: Play
audio across the slides.
Hide During Show: Hides
the audio icon while the
slide show is playing.
Loop until Stopped: Causes the audio file to repeat until it is stopped.
Rewind after Playing: Causes the audio file to return to the beginning when it is finished playing.

Working with tables and charts

Tables and charts are another tool you may use to display
information in PowerPoint 2016. A table is a grid of cells arranged
in rows and columns. Tables can be customized and are useful for
various tasks such as presenting text information and numerical data.
A chart is a tool you may use to communicate your data graphically.
Displaying charts in PowerPoint allows your audience to see
the meaning behind the numbers, and they make
showing comparisons and trends a lot easier. In this lesson, you will
learn how to insert charts and modify them so that they
communicate information effectively.

To Insert a Blank Table

On the Insert tab, click the Table command.
Rest your mouse over the diagram squares to select the number
of columns and rows in the table.
Click your mouse. The table will appear on the slide.
You may now place the insertion point anywhere in the table to add text.
To make sure your table looks good with the slide layout, you may also insert a table using
the placeholder. Click the Insert Table icon in the placeholder, then enter the desired number of
rows and columns.
You may also modify the numbers of Columns and Rows by adding or deleting Rows and
Columns.

Apply a table style

A table style (or Quick Style) is a combination of different formatting options, including color
combinations that are derived from the theme colors of the presentation. Any table that you add
has a table style applied to it automatically.

89
Select the table that you want to apply a new or different table style to.
Go to Design > Table Styles and
click the table style that you want.
To see more table styles, click the
More button .
To change the look of text in a
table, go to Home >Font, or click the table and then go to Design >Table Tools > WordArt
Styles.

To Insert a Chart
Select the Insert tab.
Click the Insert Chart command in the Illustrations
Group. The Insert Chart dialog box will appear.
Select a category from the left pane of the dialog box
and review the charts that appear in the center.
Select the desired chart.
Click OK. An Excel window will open with a placeholder
for your data. Enter your data into the Excel spreadsheet.
You may also change the data range of the chart
afterwards by clicking on Select Data under Design tab
and then selecting your desired range in the excel sheet.
If a slide layout has a content placeholder, you may also click the Insert Chart command to insert
a new chart.

Change the chart style

Click the chart you want to change.

In the upper right corner next to the chart, click Chart Styles .
Click Style and pick the option you want.
As you scroll down the gallery, Live Preview shows you how your chart
data will look with the currently selected style
You may also change the chart style from Design Tab under Chart Tools
after selecting the chart.

Change Chart Type

If you already have a chart, but you just want to change its type:
Select the chart, click the Design tab under Chart Tools, and click Change Chart Type.
Choose a new chart type in the Change Chart Type box.
Show or hide a chart legend or data table
When you create a chart, the legend appears by default, but you may hide the legend or change
its location after you create the chart.

90
You may also show a data table for a line chart, area chart, column
chart, or bar chart. A data table displays the values that are presented in
the chart in a grid at the bottom of the chart. A data table can also
include the legend keys.

Show or hide a legend

Click the chart in which you want to show or hide a legend.
This displays the Chart Tools, adding the Design and Format tabs.
On the Design tab, in the Chart Layouts group, click Add Chart
Element.
Do one of the following:
To hide the legend, click Legend and then click None.
To quickly remove a legend or a legend entry from a chart, you may
select it, and then press DELETE. You may also right-click the legend or
a legend entry, and then click Delete.
To display a legend, click the display option that you want.
For additional options, click More Legend Options, and then select the display option that you
want.

Using animations and transitions

Animation is a great way to focus on important points, to control the flow of information, and to
increase viewer interest in your presentation. You may apply animation
effects to text or objects on individual slides, to text and objects on the
slide master or to placeholders on custom slide layouts.
There are four different kinds of animation effects in PowerPoint 2016:
Entrance effects: For example, you may make an object fade gradually
into focus, fly onto the slide from an edge, or bounce into view.
Exit effects: These effects include making an object fly off of the slide,
disappear from view, or spiral off of the slide.
Emphasis effects: Examples of these effects include making an object
shrink or grow in size, change color, or spin on its center.
Motion Paths: You may use these effects to make an object move up or down, left or right, or in
a star or circular pattern (among other effects).
You may use any animation by itself or combine multiple effects together. For instance, you may
make a line of text fly in from the left while it grows in size by applying a Fly In entrance effect
and a Grow/Shrink emphasis effect to it.

Add animation to an object

To add an animation effect to an object, do the following:

91
Select the object that you want to animate.

On the Animations tab, in the Animation group, click the More button, and then select the
animation effect that you want.
If you do not see the entrance, exit, emphasis, or motion path animation affect that you want,
click More Entrance Effects, More Emphasis Effects, More Exit Effects, or More Motion Paths.
After you have applied an animation to an object or text, the animated items are labeled on the
slide with a non-printing numbered tag, displayed near the text or object. The tag appears only in
Normal view when the Animations tab is selected or the Animation task pane is visible.
View a list of animations currently on the slide
You may view list of all the animations on a slide in the Animation task pane. The Animation task
pane shows important information about an animation effect, such as the
type of effect, the order of multiple effects in relation to one another, the
name of the object affected, and the duration of the effect.
To open the Animation task pane, on the Animations tab, in the Advanced
Animation group, click Animation Pane.
The Animation Pane will appear.
Numbers: In the task pane, numbers indicate the order in which the animation effects play.
Timelines: It represents the duration of the effects.
Icons: It represents the type of animation effect. In this example, it is an Entrance effect.
Dropdown List: You may select an item in the list to see the menu icon (dropdown arrow), and
then click the icon to view the menu.

Preview /Test your animation effect

After you add one or more animation effects, to validate that they work, do the
following:
On the Animations tab, in the Preview group, click Preview.
Add or remove transitions between slides
Slides that snap from one to the next can be jarring to an audience. If you want the pace of your
presentation to feel more controlled and flowing, add transitions between slides. Everything you
need is on the Transitions tab.

Add a transition to a slide

In the Thumbnail Pane, click the slide that you want to apply a transition to. The transition setting
dictates how that slide enters and the preceding slide exits – in our example below, if you add a
transition to slide 3, it dictates how slide 2 leaves and slide 3 enters.
On the Transitions tab, find the effect that you want in the Transition gallery. Click the More
button to see the entire gallery. Click the effect that you want for that slide and to see a
preview.
Click Transitions and then Effect Options to change how the transition occurs – for example,
what direction the slide enters from.

92
Enter a time at Duration to set how fast the transition goes. Set the number higher to make the
transition go slower. For more about transition timing, see Set the speed and timing of
transitions.
Click Preview to see what the transition looks
like with all the settings.
If you want all slides in the presentation to
transition the same way, click Apply To All in
the Timing group.

Printing
Print handouts, notes, or slides
On the File tab, click Print.
Under Printer, click the down arrow and pick a printer.
If you don’t see any printers listed, you’ll need to add one in the Windows
Control Panel.
Under Settings, click the down arrow next to Print All Slides, and then
pick the slides you want to print:
Print All Slides: Select it to print the whole presentation
Print Selection: Select this option to print only the selected slides
Print Current Slide: Select this option to print only the current slide
Custom Range: Select this option to print any specific slides
If you have any hidden slides that you want to print, the Print Hidden
Slides option will be active, and you may pick that.
Click the down arrow next to Full Page Slides, and then pick a
print layout from the following.
Full page Slides: Use this option if you want to print the slides
in full page.
Notes Page: This option prints one slide per page with all your
notes below
Outline: This option prints only the text outline.
Handouts: Use this option if you want to print more than one
slide per page.
Click the down arrow next to Print on Both Sides, and then
pick a page format.
You will only see this option if you're sending your slides to a printer
that supports two-sided printing.
Click Collated, and then pick a preference for organizing your
printout. If your printer does not offer collation, this option may be
grayed out.

93
Click Color, and pick a color scheme for your printout.
Color: If you choose the Color option, but don’t have a color printer, the
printout will be similar to, but not of the same quality as printing in
grayscale.
Grayscale: If you don’t have a color printer or don’t require a color
printout, choosing Grayscale will print all objects on the page in shades
of gray. In grayscale, objects such as charts and tables will appear crisper
and cleaner than if you chose the Color option on a non-color printer.
Pure Black and White: This option prints slides in black and white. There are no shades of gray.
As a result, some objects in the design theme of the slide, such as embossing and drop shadows
will not print. Text will print as black even if you chose gray as the original color of the text.
In the Copies box, enter the number of copies you want, and then click Print.

94
Bonus Chapter: Introduction to Artificial Intelligence

Since you are reading this book, indicates

that you like computers. This bonus
chapter is aligned to give you a sneak
peak in the evolving world of Artificial
Intelligence (AI).
John McCarthy came up with the name "Artificial Intelligence" in 1955. These days everyone is
talking about AI and it is the writing on the wall that AI is going to change our future. Am sure
you would have heard this term, Artificial Intelligence, and must be wandering what exactly it
means? This chapter will help you to understand Artificial Intelligence in a very simple manner.
In its simplest form, we can say that, with AI:
1. Machines will be able to perform those tasks which normally need human intelligence
and,
2. Machines will be able to learn new things on their own and machines will also be able to
incorporate these new learnings in to the decision(s) it takes.
3. Machines will be able to improve on their own. This self-learning is accomplished with the
help of data. This is called Machine Learning (ML). Very simply put, ML is the way of
achieving AI.
Let us see some examples of AI which are already in use today. The tasks that normally needs
human intelligence, but now computers are helping us with visual perception, image matching,
speech recognition, translation between languages and more. The computers are able to perform
these tasks only because of AI.
There are restaurants where the robots offer a warm welcome to the customers and bring meals
and exotic drinks to their tables.
The smart speakers including Amazon's Alexa, Google Assistant, Siri, Cortana, which are almost
like Genies. These have become a common thing in most of the homes in USA and children there
use them to check for various things such as weather and other important information before
they leave their house.

Like, before leaving for school, you ask, "Alexa, How is the
weather going to be like, today?". And she tells you, "It's
cloudy now and heavy rains are expected in the
afternoon". So, you use this information and pick up your
raincoat/umbrella to stay covered and dry.
Historically computers were believed to be dumb machines, as computers relied on people to tell
them what to do and how to do it. We have already seen in earlier chapter that developers write
a software/program that has instructions for the computer telling it what to do, how to do it and
when to do it. Now, with Machine Learning, developers are creating programs that helps the
machines to look at a lot of data and to learn new fact(s) out of it. Machine Learning aims to bring
Artificial Intelligence through learning from data. This means the robots can make their own
decisions, giving them artificial intelligence.

95
So, does this mean that any software that is able to take decisions can be called AI? No, the
software that keeps improving on its own based on the past iterations and data is AI.

The Tesla car is an excellent example of AI in automobiles.

With Tesla leading the way with driverless cars, many countries have successfully tested driverless
taxis.

As you grow, you will see AI changing the dimensions of how the world functions. There are
speculations that once the industries start using AI, many people will lose their jobs and lesser
humans will be found working in different industries. But, the experts are of the opinion that this
assumption has no reality check.

According to the experts, all industries will still need human employees but not for routine jobs.
They will need human employees who are skilled for creating, using and/or working with AI. Staff
at all levels would need to be skilled to work with AI. So, it is all about updating your skills as new
technology arrives.
GEAR UP! You have the opportunity to rock with AI. Use it for the betterment of mankind.

96
Bonus Chapter: Introduction to Cryptocurrency
This bonus chapter is on Cyptocurrency. Am sure you
would have heard the term “Cryptocurrency”, and must be
wandering what exactly it means? This chapter will help you
to understand this in a very simple manner.
We all know about currency, correct? it's money, in the form
of paper or coins, generally issued by the government and
generally accepted at its face value as a method of payment.
For example, in India, our currency is called Indian Rupee.
(INR) (₹). Currency of USA is US Dollar($). The value of any
currency fluctuates constantly in relation to other currencies.
The currency exchange market exists as a means of profiting
from those fluctuations.
A currency is accepted when:
1. It is legal form of government approved currency accepted by all people OR
mandated by government to be acceptable by all people (what this means is, that you
can use Indian Currency anywhere in India without any issues, everyone will accept).
Some people may not accept when the currency note is torned or in bad shape, but
then banks accept such notes.
2. It is backed by a “Central Reserve”. Like we have RBI in India and Federal Reserve in
USA. The Reserve Bank of India (RBI) is the central bank of India whose primary
function is to manage and govern the financial system of the country. It is a statutory
body established in the year 1935 under the Reserve Bank of India Act, 1934.
3. Above means that when you have a govt. issued currency note or coin, usually, its
acceptance by all across the country is guaranteed.
Now, the creative ones of you will be thinking “Wow, I do not need to get money from my
parents. I will design my own notes in powerpoint and print it to make my own currency!”
It does not work like that, my friend. Or so we thought, until an adult man thought very much like
you and came and changed everything.
A man by the alias (meaning name you tell when you don’t want to share your real name) of
Satoshi Nakamoto came up with the concept of "Bitcoin" in 2008, with the idea of using it as a
common currency accepted worldwide. These days everyone is talking about Bitcoin and
Cryptocurrency and it is the writing on the wall that crypto-currency is going to change our
future.
However, when Satoshi Nakamoto launched Bitcoin,
1. No one even knew about it
2. No “Central Reserve” or even public figure said anything in support of it
3. There was no guarantee of it.
The reason why this currency succeeded despite all odds is something you will be able to
understand easily when you are older.
The way Bitcoin works now is:

97
 1. Worldwide many people have invested in it and hence it is one of the common mode of
payment. Although, it is not so widespread in some countries, such as India.
2. It is backed by a “Blockchain” instead of a “Central Reserve” (Blockchain: A blockchain is a
list of transactions that anyone can view and verify. The Bitcoin blockchain, for example,
contains a record of every time someone sent or received bitcoin. Cryptocurrencies and
the currency.)blockchain technology that powers them make it possible to transfer value
online without the need for a middleman like a bank or credit card company.
3. There are many crypto exchange platforms happy to exchange Bitcoin for “normal”
currency (like dollars) or other cryptocurrencies (like “Ethereum”). There are many millions
of exchanges on such platforms (websites) that it becomes guaranteed by scale (it is so
widespread that no one person or group of people or government needs to guarantee it)
As of today; there are over 5000 such currencies. And guess what? all you need to launch your
own currency is around 80$ (which is around 6092.36 rupees)and the help of a responsible and
trusted adult who knows about blockchain, crypto.

A User Using a Crypto-Exchange Platform

98