INFORMATION TECHNOLOGY

FIRST BCOM (COMPUTER)

FIRST SEMESTER

ABDUL SATTAR
 I B.COM I SEMESTER
INFORMATION TECHNOLOGY

Unit-I: Introduction:

Computer Definition - Characteristics and limitations of

computer Hardware - Generations of Computer, Classification of
Computers, Applications of Computer, Basic Components of PC,
Computer Architecture - primary and secondary memories-input
and output devices operating system-function of operating
system-types of operating system-languages and its types.

Unit-II: MS word:

Word processing-Features-Advantages and Applications-

parts of word window-Toolbar- Creating, saving, closing, opening
and editing of a document-Moving and Coping a text- Formatting
of Text and paragraph-bullets and Numbering-Find and Replace-
Insertion of objects- Headers and footers-page formatting-auto
correct-spelling and grammar-mail merge-macros.
Unit-III: MS Excel:
Features – spread sheet-Workbook-Cell-Parts of a window-
Saving, closing, opening of a work book-Editing-advantages-
formulas-types of function-templates-macros-sorting- charts -
filtering-consolidation-grouping-pivot table

Unit-IV: MS Power point:

Introduction – Starting-parts-Creating of tables-create

presentation-templates-Auto content Wizard-Slide show-Editing of
presentation-Inserting objects and charts

Unit-V: MS Access:
Orientation to Microsoft Access - Create a Simple Access
Database - Working with Table Data - Modify Table Data - Sort
and Filter Records - Querying a Database - Create Basic Queries
- Sort and Filter Data in a Query - Perform Calculations in a Query
- Create Basic Access Forms - Work with Data on Access Forms -
Create a Report - Add Controls to a Report - Format Reports
 Unit-I: Introduction
S.NO TOPIC PAGE NO REMARK

1 Computer Definition 1 - 1

2 Characteristics Of computers 2 - 3

3 limitations of computer 4 - 8

4 Hardware 9 - 11

5 Generations of Computer 12 - 14

6 Classification of Computers 15 - 17

7 Applications of Computer 18 - 23

8 Basic Components of PC 24 - 24

9 Computer Architecture 25 - 28
primary and secondary
10 29 - 32
memories

11 input and output devices 33 - 35

12 operating system 36 - 36

13 function of operating system 37 - 37

14 types of operating system 38 - 39

15 languages and its types 40 - 42

 Unit-II: MS word
S.NO TOPIC PAGE NO REMARK
16 Word processing 43 - 44
17 Features of Word processing 45 - 46
18 Advantages of Word processing 47 - 47
19 Applications of Word processing 48 - 49
20 parts of word window 49 - 52
21 word window Toolbar 53 - 53
Creating, saving, closing,
22 opening and editing of a 54 - 55
document

23 Moving and Coping a text 56 - 57

24 Text Formatting Techniques 58 - 60
Paragraph Formatting
25 61 - 62
Techniques

26 bullets and Numbering 63 - 64

27 Find ,Replace and Goto 65 - 69
28 Insertion of objects 70 - 72
29 Headers and footers 73 - 79
30 page formatting 80 - 83
31 auto correct-spelling 84 - 88
32 Mail merge 89 - 111
33 Macros 112 - 122
 Unit-III: MS Excel
S.NO TOPIC PAGE NO REMARK

34 Ms – Excel Features 123 - 124

35 Spread Sheet-Workbook-Cell 125 - 146

36 Parts of a Window 147 - 150

Saving, closing, opening of a
37 151 - 161
work book

38 Editing OF Text 162 - 168

39 Advantages of MS-Excel 169 - 171

40 Formulas 172 - 173

41 Function Types of function 174 - 177

42 Templates 178 - 179

43 Macros 180 - 182

44 Sorting 183 - 185

45 Charts 186 - 189

46 Filtering 190 - 192

47 consolidation-grouping 193 - 198

48 pivot table 199 - 201

 Unit-IV: MS Power point
S.NO TOPIC PAGE NO REMARK

49 Introduction of Power Point 202 - 203

50 Starting of power point 204 - 204

51 Parts of power point 205 - 206

52 Creating of Tables 207 - 208

53 Create Presentation 209 - 209

54 Templates 210 - 211

55 Auto content Wizard 212 - 215

56 Slide show 216 - 218

57 Editing of presentation 219 - 221

58 Inserting Objects 222 - 225

59 Charts 226 - 228

 Unit-V: MS Access:
S.NO TOPIC PAGE NO REMARK

60 Orientation to Microsoft Access 229 - 232

Create a Simple Access

61 233 - 238
Database

62 Working with Table Data 239 - 249

63 Modify Table Data 250 - 252

64 Sort and Filter Records 253 - 258

65 Querying a Database 259 - 262

66 Create Basic Queries 263 - 271

67 Sort and Filter Data in a Query 272 - 274

68 Perform Calculations in a Query 275 - 278

69 Create Basic Access Forms 279 - 289

Work with Data on Access

70 290 - 291
Forms

Create a Report Add Controls to

71 292 - 302
a Report

72 Format Reports 303 - 318

 Unit-I
1. Computer Definition
Computer: A computer is an electronic device which takes certain
data as input, process the data and gives the result as output. The input is
going to be taken by the input devices, the data is processed by the
processor (i.e.) by the central processing unit and the output is given
through output devices.
So mainly a computer consists of
1. Input Devices
2. Central processing Unit
3. Output Devices.
1) Input Unit: Computers need to receive data and instructions in
order to solve any problem. Therefore, we need input unit to put the
data and instructions into the computers. The input unit consists of
one (or) more input devices. There are a number of devices that
perform the function of input

2) Central Processing Unit: The central processing unit is the

important part of any computer system. This central processing unit is
which will process the given data; all the arithmetic and logical
operations are done and also controls all units of the computer.
3) Arithmetic and Logic Unit: All calculations are performed in the
ALU of the computer. ALU also does comparisons and takes
decisions. Whenever any calculation has to be done, the control unit
transfers the required data from the storage unit to the ALU
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2. CHARACTERISTICS OF COMPUTER:
Computer is an electronic data processing
machine which receives and stores large volume of data in the form of
symbols and digits and processes them at a high speed as per the
instructions and outputs the results with great speed and accuracy.
Speed
Accuracy
Reliability
Memory capability
Versatility
Diligence
A computer is a fast and accurate electronic data manipulating
system that is designed to automatically accept and store input data
proce4ss them and produce output results under the directions of a stored
program of instructions
Speed :
A computer works one step at a time. It can add and subtract
numbers, compare letters to determine alphabetic sequence and move and
copy numbers and letters, The time required for computers to execute
basic operations as adding and subtracting varies from a few microseconds
to nanoseconds.
Accuracy :
In addition to being very fast, computers are very accurate. If the
input data entering the computer are correct and if the program if
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instructions is reliable, then we can expect the computer generally to
produce accurate output.
Reliability :
The high sped of a computer is accompanied by an equally high level
of reliability. Thus a computer practically never makes a mistake of its own
accord.
Memory Capability :
Every piece of information that is stored within the computer’s
memory in encoded as some unique combination of zero and ones. These
zeros and ones. are called bits. Each bit is represented by an electronic
device.
Small computers have memories that are organized into a-8bit
multiples called bytes. Normally I byte represents a single character. An
instruction may occupy 1,2 or3 bytes. The size of a
Computer’s memory is usually expressed as some multiple of 210 =1024
bytes. This is referred to as IKB (IKilo Byte).

Versatility : The ability to communicate with other systems and adopt to

several modes like audio visual, user’s friendly etc.
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3. limitations of computer
The modern computer, laptops, smartphones have reached so
deep in our life which cannot be eliminated now, even their limitations,
demerits and drawbacks have not stopped people from using them.
There are a number of significant limitations that have been discussed
below
1. Lack of Intelligence
2. No Feeling
3. GIGO
4. Lack of Common Sense
5. Virus Threat
6. Unable to Learn
7. Power Dependency
8. Can’t Take Decision on Own
9. Network And Hardware Problem
10. Needs regular updates and Upgrades

1. Lack of Intelligence
A computer is a man-made machine or device which does not
have intelligence like us human beings. They rely heavily on the input
given by us and act as programmed. The computers are programmed
in such a manner that we can obtain the desired output.
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2. No Feeling

The computer is a piece of electronic which is capable of

performing arithmetic and logical calculation with tremendous speed
and unbelievable accuracy. But still, it is a machine. Have you seen a
computer cry or it refused your command or instruction the answer is
BIG NO this because it does not have any feelings? They cannot
distinguish between good and bad therefore they work according to
their prior instructions.

3. GIGO

GIGO stands for Garbage In Garbage Out. The computer and

machine hugely depend on human beings to present input and after
further processing computers generate output that must be in human-
readable form. Now let say if the input given to them is invalid and
incorrect you can imagine the output which is obtained will be invalid
and inaccurate. Therefore it is advised that before giving certain
instructions and commands to the machine it is necessary to double-
check the inputs rather than blaming the machine | computer
afterward. Therefore if you get faulty output recheck the input you
presented to the computer system.

4. Lack of Logical Mind | NO IQ

In today’s world of computer systems, we cannot 100% rely on

computers for our financial operations. It has been observed that in
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the last few years online shopping, online banking, online transaction
have increased dramatically.

5. Virus Threat

A Computer Virus is a program or set of codes that are

composed, designed, and written by computer programmers to infect
other computers locally or in a computer network. They are capable of
contaminating and infecting other computers by duplicating or
reproducing themselves as a natural biological virus. Computer
viruses can replicate themselves and infect different computers
shockingly and without any information to a computer user or client,
they can hide and attack aggressively when comes in contact with
“HOST”

6. Unable to Learn

As humans, we have the tendency to learn therefore we are the

smartest and intelligent species on earth we are continuously learning
and enhancing our abilities also challenging ourselves to achieve
more. We have reached other planets in the solar system and galaxy.

7. Power Dependency

The desktop computer needs a power supply to start and

function properly to its full potential. The PC heavily relies on power to
execute its primary tasks.
No doubt UPS [Uninterruptible Power Supply] are available for a
backup source of power but still, this is considered as the
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major limitation of computer and drawback of
computer system as there is a heavy dependency on electricity.
Similarly, laptops do not need an AC power supply they receive their
share of power from the battery that is installed in them and these
batteries need to recharge themselves to provide backup sources of
power to run the laptops for operations.

8. Can't Take Decision on Own

The computer cannot take decisions on their own because they

lack knowledge, information, intelligence, IQ [Intelligent Quotient] and
as they are unable to use these characteristics which they don’t
possess they are incapable of making decisions on their own. The
computer works and functions on the set of instructions and set of
codes present in them elsewhere they cannot differentiate between
right or wrong, good or bad.

9. Network And Hardware Problem

As the computer is a machine it is bound to have hardware

problems that need to be resolve as an issue arises in some of the
cases where troubleshooting needs to be done a professional advice
is needed which is expensive.
It has been also observed that the availability of hardware devices can
be arrived at due to the lack of manufacturing and production of that
particular device. Network problems are very common in computers
they often lose their connectivity and all the networks go done
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suddenly where all the task, operations, and jobs undergoing has to
be stopped forcefully. These limitations of computer systems are
being bare for the last few decades

10. Needs regular updates and Upgrades

All we know is that the computer industry is the fastest growing

industry new inventions and innovations are happening on the daily
basis. Computer technology is advancing at a rapid pace the quality
and capacity of hardware devices are growing day by day and to cope
with the expectations the software world needs to be on its toes. It has
been observed lately that a new version of the software is not
compatible with old versions of hardware devices and vice versa.
Therefore updating and up-gradation of a computer system is a must
to survive in the competitive environment.
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4. Computer software and Computer hardware:

Software is a collection of programs. A program is nothing but a
collection of instructions. The set of elementary, unambiguous sequentially
arranged instructions for doing a job is called a program if we want to do a
job using a computer, the set of instructions for doing a job (program ) must
be written and feed into the computer. The computer will carefully follow the
instructions and do the job perfectly. Any program is called software of the
computer Software refers to the programs needed for the computer to do
jobs. The person who writes a program is called a programmer,
As the computer is a machine, a computer program must contain
unambiguous, elementary and correctly ordered sequence of Instructions.
As a computer does every thing in binary form, a program to be given to a
computer must be given only in binary form in such a program,. O and 1
alone must be used. Writing this type of machine level language program is
highly difficult and typing. This is highly inhuman. Due to this, people
developed a language consisting of Mnemonics such as MUL, SUB, LDA
…… etc. These languages are called Assembly languages. The software
used for translating an assembly language into machine language program
is called source program, and the machine language program is called the
object program The understanding of Assembly language is very difficult.
The languages which has the structure like English are known as high level
languages. The software (computer program ) used to translate a high
level language program into machine language is called a compiler, The
high level language program is called the source program and the machine
language program is called the source program and the machine language
 10
program is called the object program For each high level language, we
have a separate compiler. This translation software’s are called interpreters

Computer software is classified into two parts:

(1) Application software
(2) System software
Application software:
Application software is a set of programs necessary to solve the given
problem. Note that application software is written by the user of the
computer.
System software:
System software is the set of programs which communicate (translate)
the application software to the computer. System software is written by the
computer manufacturer related to that computers mechanism.
Hardware:
The term hardware refers to the physical parts of the computer.
The computer hardware is versatile. The key to the computers
versatility is memory you can think of memory as a temporary work
space. Many people confused with memory storage. Memory is
temporary, when you turn off the computer; every thing in memory is
lost. Storage is usually permanent, on most computers, storage also
as for greater capacity than memory if you switch if you switch off the
computer with out saving the information, the information is lost.
Computer use binary digits, which are numbers using a base two
number system. A binary digit, commonly called a Bit 8 Bits are
grouped together to represent a character. This group is called a Bite.
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Central processing units: The C.P.U is composed of two parts.
(1) Control unit.
(2) Arithmetic and Logic unit.
The control unit coordinates and control all the other parts of the
computer system. The control unit overseas the operations of the input and
output devices. The arithmetic, logic unit does the actual processing by
performing mathematical operations and logical operations.
Data Bus:
A data bus connects the C.P.U and memory and provides a path to
the computers peripherals.
Address Bus:
Every storage location in the computers memory has a unique
address. The address for the location does not change, but the data stored
there can change.
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5. GENERATIONS OF COMPUTER:
“ Generation” in computer talk is a step in technology. It provides a
framework for the growth of the computer industry. Originally, the term ‘
generation was used to distinguish between varying hardware
technologies. But nowadays, it has been extended to include both the
hardware and the software which together make up and entire computer
system.
Computers developed after ENIAC (Electronic Numerical
Integrator and Calculator have been classified into the following
generations.
First Generation 1946-1955
Second Generation 1956-1965
Third Generation 1966-1975
Fourth Generation 1976-present
First Generation:
The first generation computers were made up of vaccum tubes and
mercury delay lines were used for memory storage. The vaccum tubes had
limited life owing to use of filaments are source of electrons.
The first generation computers were faster than the earlier
mechanical devices, which were used to do the mathematical operations.
When compared to the present day computers, the first generation
computers are very slow.
To enter the data into the computer, punched cards were used
Punched card was a sheet of thick paper, in which holes were punched
according to a coding scheme.
 13
Characteristics of First Generation are :
 Large in size
 Slow operating speeds
 Restricted computing capacity
 Limited programming capabilities
 Short life span
 Complex maintenance schedules
Second Generation :
The transistor, a smaller and more reliable successor to the vaccum
tube, was invented in 1947. However, computers that used transistors were
not produced in quantity until over a decade late. The second generation
emerged with transistors being the brain of the computer Transistors are
more reliable, small in size and require low power when compared with
vaccum tubes.
These second generation computers, were faster ad had increased
storage capacity. In the second generation computes in addition to the
main memory, and external or auxiliary devices. Like magnetic tapes,
magnetic disks were used.
Characteristics of Second Generation are :
 Use of high-level programming languages like COBOL, FORTRAN
and ALGOL.
 Increase in magnetic storage capacity.
 Batch processing made possible.
Third Generation :
The research in the field of electronics led to tohe innovation of the
integrated circuits, now popularly known as IC chips. The use of IC chips
 14
in the place of transistors gave birth to third generation computers. They
were still more compact, faster and less expensive than the previous
generation. Along with the third generation computers, newer faster
equipment were introduced for handling storage and input-and –output.
Characteristics of Third Generation are
 High storage capacity which extended up to 3M bytes.
 Use of IC’S and hence small in size.
 Simple input\Output operations.
 Improved reliability and processing.
 Simultaneous processing and time sharing.
Fourth Generation :
In the early 1970’s development of microprocessors revolutionised
the computer industry. Very Large Scale Integration (VLSI) and very high
speed integration circuits led to the development of micro computers.
These circuits improved the performance of the computer in
various aspects like speed, reliability, and stability. The occupy less space
and required no air conditioning.
With the advent of microprocessors, personal computers were
developed which were user friendly and very easy to operate.
Fifth Generation:
Japan and many other countries are working on systems which are
known as expert systems which will considerably improve the man- man
chine interaction. Such systems would integrate the advancements in both
hardware and software technologies and would facilitate computer – aided
problem solving with the help of organized information in many specialized
area.
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6. Classification of Computers
Computers can be classified on several bases as follows.
On the basis of electronics or the operating principle, they can be classified
into:
 Analog computer
 Digital computer
 Hybrid computer
On the basis of purpose of use, they can be classified into
 Special purpose computer
 General purpose computer
On the basis of size, they can be classified into:
 Portable computer
 Desktop computer
 Mini computer
 Mainframe computer
 Super computer
Analog computer:
Analog computer operates on inputs of cont8inuously varying
electrical voltage. It measures the input rather than counting. These
are powerful tools to solve differential equations. They are mainly
used in scientific design and production environments.
Digital computer:
All quantities are expressed as discrete digits or numbers and;
computations are done with numerical digits. Mathematical
expressions are represented as binary digits (o and 1) and all
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operations are done using these binary digits at a very high rate. The
digital computer basically knows addition It converts other operations
into addition then calculate. It is much faster than Analog computer,
computations are far more accurate.
Hybrid computer:
Hybrid computer combines features of both analog and digital
computers. In this computer some calculations are done in the analog
portion of the computer and some are done in the digital portion of it.
Special purpose computer:
Special purpose computer is tailor made soley to cater to the4
requirements of a particular task or application. Ex: Weather
forecasting.
General purpose computer:
The general purpose computer is designed to meet the needs
of many different applications. The instructions needed to perform a
particular task are not wired permanently into the internal memory
Portable computer:
Portable computer is very small easily carried to anywhere they go.
Business executives, traveling salesman etc. use it. This group
includes pen based computer, hand held computer, note book
computer and laptop computer.
Desktop computer:
It is larger than portable computers. It is normally installed on a
desktop and hence the name ‘desktop computer’ These are used as
personal computers. This has a main memory of 16MB, 128MB and
computing power of 2MIPS and above.
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Mini computer:
A mini computer is a medium-sized computer that is more costly and
powerful than a microcomputer, An important distinction between a micro
and mini computer is that a mini computer is usually designed to serve
multiple users simultaneously. A system that supports multiple users is
called multi terminal, time-sharing system. Mini computers are popular data
processing systems among the business organizations today.
Mainframe computer:
Computers with large storage capacities and very high speed of
processing ( compared to micro or mini computers ) are known as
mainframe computers. They support a large number of terminals for use by
a variety of users simultaneously. They are also used as the central hose
computer in distributed data processing systems.
Super computer :
These have extremely large storage capacities and computing speed
which are at least 10 times faster than other computers. While the speed of
traditional computer is measured in terms of millions of instructions per
second (mips), a super computer is rated in tens of millions of operations
per second(mops); an operation is made up of numerous instructions.
Typically, the super computer is used for large scale numerical problems in
specific and engineering disciplines. These include applications in
electronics, petroleum, engineering, weather forecasting structural analysis,
chemistry, medical physics.
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7. Applications of Computer
Computer is a device through which you can perform a variety of
jobs. You can use your computer system for different applications by
changing the software packages. Here are the list of uses or
applications of computer:
 Scientific research
 Business application
 Education
 Entertainment
 Banks
 Communication
 Engineering
 Medicine
 Book Publishing
 Games
 Personal
 Accounting
Let's briefly describe about all the above 12 basic Applications of
Computer one by one.
For Scientific Research
Scientific research was the first application of computer, as computer
was first used to perform this job, that is scientific research. At that
time to now, the speed and accuracy of computer enabled scientific
analysis carried out too fast.
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Computer controlled robots must be used in all those areas where
there is danger to human being such as in nuclear research and deep
sea investigation etc.
For Business Application
Computer can also be used for the purpose of business.
Through computer, companies can grow their business as fast as
possible through quick analysis of their previous project on the
computer screen (according to the data feeded inside) and deciding
what to do next without any delay. As from individual to multinational
companies, all are using computer for business purpose like keeping
account information, stocks, prices, items etc.
For Education
You can also use your computer system to educate yourself
through audio, videos or images etc. Now-a-days, there are thousands
of websites available over Internet that are ready to deliver education
for free in almost every subjects. You can choose whether you want to
learn online or offline. In online learning, you can open any website to
read your desired topic while in offline learning you can learn through
videos, PDFs photos etc., all these documents can be downloaded
through internet.
For Entertainment
Most of the persons are using computer for entertainment purposes
such as:
 watching movies
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 watching videos
 listening songs
 photos
 animations etc.
Computer can be used to create these things in an attractive manner
so that user loves to enjoy the things.
In Banks
Banks are the place where there is continuous uses of computer or we
can says that banks are the major users of computers. For example,
ATM (Automated teller machine) is used where we are free to either
deposit or withdraw our cash in/from our Bank.
In banks, all information such as account holders detail, deposits,
withdrawal, interest, etc. are managed by computers.
Banks are also using computer network to interconnect all of its
branches so that their users feel always free to deposit his or her
money in any branch of the same bank.
For Communication
Using your computer system for the purpose of communication gives
you a lot of benefits. For example, if you will use email to send
message or anything to your friends or any of your contacts, then you
don't have to use pen and paper to write and take that paper to post
office and then postman will deliver that later after some or few days
that will not good if you want to send any urgent information to the
same person. Therefore, using email, you can also saves your time
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and cost to deliver any information very fast. You only need a
computer and internet connectivity. Now-a-days, peoples are using
chat message, email, voice-mail etc. for communication purpose.
You can also use computer to communicate through direct video
conference with your contacts/friends present at any place without any
cost except internet connectivity. Now you have got enough idea
about communication through computer. It's time to move on another
application of computer which is engineering.
For Engineering Purposes
Computer are also using for the purpose of Engineering, that is, to
design any machine without actually making it through CAD
(Computer aided design) softwares and once the design is accepted,
and then using CAM (Computer aided manufacturing) process
company can produce a large number of such products at very fast
speed. Architects are also using computers to draw and design
individual houses to big buildings like Apartments. There are a lot
more uses of computer for engineering purposes.
For Medicines Related
Computer plays an important role in medical field also. For example in
ICU (Intensive Care Unit) chamber in hospital, computer keeps track
of each and everything going inside the patient's body such as blood
pressur and Heartbeat etc. Keeping record of patients and medicines
are also becomes easy through the use of Computer. Computer also
plays an important role to perform CT (Computed tomography) scan
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and X-Ray of patients to give the scanned object of specified area of
patient's body in the form of graphics like images.
For Book Publishing
Book publishing becomes an easy task with the use of computer.
Book publishers are now using DTP (Desktop publishing) software like
MS-Word to publish their books.
For Games
Now-a-days, peoples are using computers most of the time to play
games. For online games to play, you must have the internet
connectivity whereas for offline games, you can start without any
internet connectivity. There are a variety of games available in
computer world. Here are some of the category available in the game
field:
 action
 racing
 adventurous
 puzzle
 simulations
 combat etc.
Peoples are playing (mostly today's or new generation childs) games
on computer for few to many hours.
Some popular games are listed here:
 Minecraft, Counter Strike, PubG, WoW, Grand Theft Auto
 Skyrim, Angry Bird, Call of Duty, Halo, Pokemon etc.
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For Personal Use

Computer can also be used for personal purposes. One can use
computer system to keep all the day-to-day details that are essential
to keep anywhere. You can use it for personal things such as
investments, incomes, expenditures, savings etc.
For Accounting Purposes
Computers are highly used for accounting purposes to handle
company financial accounts and inventory management using some
accounting software like Tally. With the use of computer the task of
maintaining accounts become very easy. Later you can also retrieve
the data on the basis of various pattern or requirement very easily.
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8. Basic Components of PC
There are 5 main computer components that are given below:
 Input Devices
 CPU
 Output Devices
 Primary Memory
 Secondary Memory
Inputting : It is the process of entering raw data, instructions and
information into the computer. It is performed with the help of input
devices.
Storing : The computer has primary memory and secondary storage to
store data and instructions. It stores the data before sending it to CPU for
processing and also stores the processed data before displaying it as
output.
Processing :It is the process of converting the raw data into useful
information. This process is performed by the CPU of the computer. It
takes the raw data from storage, processes it and then sends back the
processed data to storage.
Outputting: It is the process of presenting the processed data through
output devices like monitor, printer and speakers.
Controlling : This operation is performed by the control unit that is part
of CPU. The control unit ensures that all basic operations are executed in
a right manner and sequence.
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9. Computer Architecture

Computer: A computer is an electronic device which takes certain

data as input, process the data and gives the result as output. The input is
going to be taken by the input devices, the data is processed by the
processor (i.e.) by the central processing unit and the output is given
through output devices.
So mainly a computer consists of

1. Input Devices
2. Central processing Unit

3. Output Devices.

1 Input Unit:

Computers need to receive data and instructions in order to solve any

problem. Therefore, we need input unit to put the data and instructions
into the computers. The input unit consists of one (or) more input
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devices. There are a number of devices that perform the function of
input devices.
The keyboard of our computer is one of the most commonly
used input devices. Other commonly used input devices are the more,
floppy disk drive, hard disk drive and magnetic tape.
Regardless of the type of input device used in a computer system
all input device perform the following functions.
 Accept data and instructions from the outside world.
 Convert it to a form that the computer can understand.
 Supply the converted data to the computer system for further
processing.
2) Central Processing Unit: The central processing unit is the
important part of any computer system. This central processing unit is
which will process the given data; all the arithmetic and logical
operations are done and also controls all units of the computer.

The parts in the central processing unit are:

A) Arithmetic and Logic Unit (ALU)
B) Control Unit (CU)
C) Memory Unit (MU)

A) Arithmetic and Logic Unit: All calculations are performed in the

ALU of the computer. ALU also does comparisons and takes
decisions. Whenever any calculation has to be done, the control unit
transfers the required data from the storage unit to the ALU
 27
The ALU can perform basic operations such as addition,
subtraction, multiplication, division, etc The ALU can also do logical
operations; e.g. it can check if the number A is less than, equal to (or)
greater than the number B. After the ALU has performed the calculation
(or) the logical operation, the result is transferred to the storage unit.
B) Control Unit:
The control unit controls all other units in the computer. The input unit
does not know when to receive data and where to put the data in the
storage unit after receiving it. Is the control unit the gives necessary
instructions to the input unit?
Similarly the control unit instructs the input unit where to
store the data after receiving it from the user. In the same way, it
controls the flow of data and instructions
c) Memory Unit:
The memory unit of the computer holds the data and instructions that
you enter through the input unit before these are processed. It preserves
the intermediate and final results before these are sent to the output
devices.
The various storage devices used in computer systems
are classified into two categories.
 Primary memory
 Secondary memory
 28

Primary memory :

The primary memory refers to the storage of the data in the main
computer called central processing unit (CPU) The capacity of the primary
memory units is limited and also we can not store the data permanently in
the primary memory unit. When the data going to be processed then only
that data is stored in the primary memory.

Secondary memory :
We can store the data in the secondary memory unit
permanently. Initially the data which is taken from the input devices are
stored in the secondary memory during the execution of data, that data is
retrieved from the secondary memory unit and it is placed on the primary
memory unit. After the calculations are over, the data is again stored in the
secondary storage devices with results.
Some of the commonly memory devices are tapes and magnetic disks.

4) Output Devices :
Like input devices, output devices are instruments of interpretation
and communication between humans and computer systems of all sizes.
These devices take output results from CPU in machine coded form and
convert them into a form that can be used by people. These output devices
used to obtain the results after processing of inputted data printer and
Video Display Unit (VDU) are commonly used output devices.
 29

10. Primary and secondary memories

Computers use memory as “scratch pad” do to hold the programs
and data in use by the CPU. Most computers have several type of memory:
RAM; Virtual memory, Cache memory and ROM.
RAM (Random Access memory):
It is a temporary storage. It is used to speed up the multi
programming task while accessing the content of the RAM will be erased
after turn of the system.
ROM (Read Only Memory):
The content of ROM is use only for Reading. We can’t over write or
write any thing on ROM. It is a permanent memory. The content of ROM is
alive even after turn off the computer.
PROM (Programmable Read Only Memory):
Once the chip is programmed, the contents cannot be altered.
MEMORY CONCEPT (OR) STORAGE DEVICES:
A memory is required in a computer to store programs and the data
processed by programs. A memory is made up of a large number of cells,
with cell capable of storing one bit.
Data & Programs that are keyed into the computer are to be
temporarily held for processing. The results that are obtained are also to be
retained temporarily (or) even permanently for later usage. To hold this
data, programs, results, storage devices have been introduced.
There are two classes of memory devices.
1. Primary Memory storage device.
2. Secondary Storage device.
 30

1.Primary Memory:
The primary refers to the storage of data in the main computer called
central processing unit(CPU). The capacity of the primary memory unit is
limited and also we can not store the data permanently in the primary
memory unit.
The primary memory is divided into 2 types.
1. RAM(Random Access Memory):-
RAM is a primary memory where data and instructions are held
temporarily while the program being executed. It is called Random Access
Memory because any of the locations on a chip can be randomly selected
and used to directly store and retrieve data and instructions.
RAM is called Rea/Write memory and volatile. The data in RAM will
be lost when the power is switched off.
2. ROM(Read Only Memory)
ROM chips are non-volatile. ROM chip contain micro program
control instructions that cause the machine to perform certain operations
such as starting the computer(or)instructions to the entire operating
system. The contents of ROM are set by the manufacturers and they are
unchangeable and permanent.
 31
ROM’s are mainly 3 types:-
PROM(Programmble Read Only Memory): It allows a chip to be
programmed by the user for converting operations into micro programs that
are fused into a chip. Once operations have been written into PROM chip,
they cannot be altered.
EPROM(Erasable Programmable Read Only Memory): Once the
information is stored in the ROM chip (or) a PROM chip can’t be changed
(or) altered. But it is possible by EPROM . It can be erased and
reprogrammed. It needs to be changed by removing from the processor
and exposed to ultraviolet light for some time before it can accept any new
content.
EPROM chip can be reprogrammed by using special prom-
programmable facility. EPROM’s are mainly used by R & D personnel
because they frequently change the micro programs to test the efficiency of
the computer system with new programs.

EEPROM(Electrically Programmable Read Only Memory):

EEPROM is known as erasable programmable read only memory. It can be
reprogrammed with special Electrical pulses.
Cache memory:
If the active segment of a program can be placed in a fast memory
then the total execution time can be signigicantly reduced. Such a fast
small memory is referred to as Cache Memory(Pronounced as CASH
Memory). This small fast memory is placed between a processor and main
memory.
 32

CPU CACHE MAIN

MEMORY
The operation of a Cache memory is very simple, when a read
request is received from the CPU. The contents of a block of memory
words containing the location specified are transferred into the Cache word
at a time. When any of the locations is this Cache Memory can store a
number of such blocks at any given time. The correspondence between the
main memory blocks and those in the Cache is specified by a “mapping
function”. When the Cache is full and a memory word that is not in the
Cache is referenced. The Cache control hardware must decide which block
should be removed to create space for the new block that contains the
reference word.
Advantages:
1. The Average memory access time of a computer system can be
improved.
2. As its access time is so fast, no time is wasted when searching for
words in the Cache.
3. Cache memory was provided in larger computer system, even in mini
computers and Pc’s.
4. A Cache is also used to store instructions but not data, in which case, it
is termed as “instruction Cache”.
 33

11. Input and output devices

Input Devices of Computer
You can use an input device to put information into the computer. An input
device allows you to communicate with a computer. An input device is a
hardware that can be connected to other devices for use or can work alone.

Input device enables the user to send data, information, or control signals to a
computer. The Central Processing Unit (CPU) of a computer receives
r the
input and processes it to produce the output. Some of the popular input
devices are;
 Keyboard Mouse Scanner Joystick Light Pen Digitizer
 Microphone Magnetic Ink Character Recognition (MICR)
(MICR). Optical
Character Reader (OCR) Bar codes Reader Magn
Magnetic reader
Smart cards Voice data entry Sound capture Video capture
 34
Keyboard

The keyboard is one

of the primary input
devices, which helps
in entering data and
commands in a
computer. The layout
of the keyboard is
almost identical to a
traditional typewriter
ewriter with additional keys that help in performing specific
tasks. A normal keyboard usually has a variety of keys, such as alphabetic
character keys, function keys, number keys, arrow keys, and control keys.
Mouse
A mouse is the most common and very popular
po
pointing device that helps interact with a computer
through a process called 'point and click'. This is mainly
used to move a cursor on the computer's screen and
click on the corresponding object using its buttons
(usually left, right, and middle key roller buttons)
Scanner
A scanner is an essential input device that allows
us to convert a hard copy document into a digital file
(.jpeg, .png, .pdf, etc.). It basically uses optical
technology that reads characters or pictures from a
paper and transfers them to a computer's drive for
further manipulation. Like other images, the scanned
image can also be saved, edited, emailed, and printed whenever we want
 35
Joystick

Joysticks are widely used to play games on a

computer. They help control the characters and
a
vehicles of the game. It can be a standalone device or
can be included with multiple buttons and triggers to
add options to perform more in-game
in features.
Digital Camera
A digital camera is an input device that is used to
capture images and video in di
digital form. This allows
users to store the captured media files in a memory
card and transfer them to the computer. Digital
cameras use an image sensor chip to capture images rather than the film
used by traditional cameras of the old days.

Output Devices of Computer

An output device displays the processed data in human readable
form.Basically has a Decoder that converts binary into human readable form.
An output device is any peripheral that receives data from a computer, usually
for display, projection, or
or physical reproduction. For example, the image
shows an inkjet printer, an output device that can make a hard copy of any
information shown on your monitor. Another example of an output device is a
computer monitor, which displays an image that is received
receive from the
computer. Monitors and printers are two of the most common output devices
used with a computer. Some of the popular Output devices are;
 3D Printer Headphones Computer Output Microfilm (COM) Monitor
Printer (Dot matrix printer, Inkjet printer, and
and Laser printer) Projector
 Sound card Speakers
 36

12. Operating system

An Operating System (OS) is a software that acts as an interface between
computer hardware components and the user. Every computer system must
have at least one operating system to run other programs. Applications like
Browsers, MS Office, Notepad Games, etc., need some environment to run
and perform its tasks.
The OS helps you to communicate with the computer without knowing how to
speak the computer's language. It is not possible for the user to use any
computer or mobile device without having an operating system.

History Of OS

Operating systems were first developed in the late 1950s to manage tape
storage. The General Motors Research Lab implemented the first OS in the
early 1950s for their IBM 701. In the mid-1960s, operating systems started to
use disks In the late 1960s, the first version of the Unix OS was developed.
The first OS built by Microsoft was DOS. It was built in 1981 by purchasing
the 86-DOS software from a Seattle company. The present-day popular OS
Windows first came to existence in 1985 when a GUI was created and paired
with MS-DOS.
 37

13. Function of operating system

Functions of the Operating system are:
a) Loading the programs into memory
b) Handling the input and output operations
c) Managing the computer resources such as I\O devices, CPU
time and memory space.
d) File Management
e) I\O Management
An Operating system performs these services for applications:
 Operating system determines which applications should run in
what order and how much time should be allowed for each
application before giving chance to another application
 They manage the sharing of internal memory among many
applications. Apart from these, it also handles input and output to
and from attached hardware devices such as hard disks, printers
etc.
 It sends message to the applications or interactive user about the
status of operation and any errors that may have occurred.
An Operating system not only provides an interface between the
user and the hardware, but also manages the memory, CPU, disks, I-O
management, and controls the execution of the programs Operating
System is a must for all computers ranging from mainframes and
supercomputers to small personal. Computers
 38

14. Types of operating system

An Operating System (OS) is a software that acts as an interface
between computer hardware components and the user. Every computer
system must have at least one operating system to run other programs.
Applications like Browsers, MS Office, Notepad Games, etc., need some
environment to run and perform its tasks.
The OS helps you to communicate with the computer without knowing
how to speak the computer's language. It is not possible for the user to
use any computer or mobile device without having an operating system.
Types of Operating System
Following are the popular types of Operating System;
 Batch Operating System
 Multitasking/Time Sharing OS
 Multiprocessing OS
 Real Time OS
 Distributed OS
 Network OS
 Mobile OS
Batch Operating System: Some computer processes are very lengthy
and time-consuming. To speed the same process, a job with a similar
type of needs are batched together and run as a group. The user of a
batch operating system never directly interacts with the computer. In this
type of OS, every user prepares his or her job on an offline device like a
punch card and submit it to the computer operator.
 39
Multi-Tasking/Time-sharing Operating systems: Time-sharing
operating system enables people located at a different terminal(shell) to
use a single computer system at the same time. The processor time
(CPU) which is shared among multiple users is termed as time sharing.
Real time OS: A real time operating system time interval to process and
respond to inputs is very small. Examples: Military Software Systems,
Space Software Systems are the Real time OS example.
Distributed Operating System: Distributed systems use many
processors located in different machines to provide very fast
computation to its users.
Network Operating System: Network Operating System runs on a
server. It provides the capability to serve to manage data, user, groups,
security, application, and other networking functions.
Mobile OS: Mobile operating systems are those OS which is especially
that are designed to power smartphones, tablets, and wearables
devices. Some most famous mobile operating systems are Android and
iOS, but others include BlackBerry, Web, and watchOS.
 40

15. Languages and its types.

PROGRAMMING LANGUAGES:
A Language is a system of communication. A programming
language consists of all the symbols. Characters, and usage rules that
permit people to communicate with computers.
There are several hundred different programming languages.
Each programming languages has an instruction set to perform some
operations. The different types of programming languages are
1. Machine language
2. Assembly language
3. High level language
Machine language:
Computer can understand a code written in 0’s and 1’s. It is called
binary from. A computer program consists of sequence of instructions.
Instructions written in binary form are known as MACHINE CODE. A
segment of such instructions is MACHINE LANGUAGE program.
Computer, when instructed to run, executes this code and will be able to
understand the instructions as they are in machine understandable form i.e.
0’s & 1’s.
Machine language differs from microprocessor to microprocessor.
Hence the language is machine dependent. This is a low level language.
Assembly language:
To overcome the difficulty in writing programs in machine code is
called an ASSEMBLY LANGUAGE PROGRAM. Assembly language
permits the use of alphanumeric symbols (numbers & letters). Mnemonics
 41
are used in this language. These are simple to understand and remember.
They are generally in the form of abbreviations of the name of operations to
be carried out.
Some of the instructions are:
Mnemonic Meaning
LDA Load Accumulator
STA Store Accumulator
ADD Addition
SUB Subtraction
MOV Move from one register to the other

An Assembler is needed to translate the assembly code (assembly

language program) into machine code (or) machine understandable from.
High Level Language:
To simplify the process of writing programs i.e. communicating with
the machine, high level languages like BASIC, FORTRAN, PASCAL, C,
COBOL etc.. Were introduced. The instructions that we write following the
syntax (Grammar) of these languages, are closer to human languages
hence the simplicity in learning and understanding them. Most of these
languages are general purpose languages like C.
Some of the languages are developed keeping in view of special
applications say, COBOL as it is named Common Business Oriented
Language is most suited for business applications and FORTRAN formula
Translation is best suited for mathematical and scientific applications.
A program written using high level language must be submitted
to that language compiler which in turn has to generate its machine
 42
understandable code. This program can be run on a variety of machines.
For this reason we say the programs are portable. Hence, these are termed
as machine independent languages.
Advantages:
1. They are easier to learn than assembly languages.
2. They require less time to write.
3. They provide better documentation.
4. They are easier to maintain
 43

Unit-II
16. Word processing-
A word processor is software or a device that allows users to create, edit,
and print documents. It enables you to write text, store it electronically, display
it on a screen, modify it by entering commands and characters from the
keyboard, and print it. Of all computer applications, word processing is the
most common. Today, most word processors are delivered either as a cloud
service or as software that users can install on a PC or mobile device.
The earliest word processors were standalone machines similar to electric
typewriters that debuted in the 1960s. The great advantage of these early
machines over using a typewriter was that you could make changes without
retyping the entire document. Over time, the devices acquired more advanced
features, such as the ability to save documents on a disk, elaborate formatting
options, and spell-checking. While there are still some standalone word
processors in use today, word processing began to move to personal
computers in the 1980s. In the early days of the PC, a word processor called
WordPerfect became one of the most widely used applications of any kind.
Over time, however, What You See Is What You Get (WYSIWYG) word
processors that showed users exactly what would print on their final
documents became more popular. One of those WYSISWG word processors,
Microsoft Word, became dominant in the 1990s. With the advent of cloud
computing in the 2000s, word processing changed again. The cloud allowed
users to do their word processing via a browser-based application. While
these cloud-based word processors lacked the advanced functionality of
software installed on a device, they allowed users to store their documents in
 44
a remote data center and access them from any Internet-connected PC or
mobile device. They also made it easier for geographically separated teams of
people to work together on the same document. Many users found that cloud-
based word processors offered enough features to meet their needs, as well
as greater convenience, mobility, and collaboration support.
 45

17. Features of word processors

Word processors vary considerably, but all word processors, whether
cloud-based or installed on a system, support the following basic features:
insert text: Allows you to insert text anywhere in the document.
delete text: Allows you to erase characters, words, lines, or pages.
cut and paste: Allows you to remove (cut) a section of text from one
place in a document and insert (paste) it somewhere else.
copy: Allows you to duplicate a section of text.
page size and margins: Allows you to define various page sizes and
margins, and the word processor will automatically readjust the text so that
it fits.
search and replace: Allows you to direct the word processor to search
for a particular word or phrase. You can also direct the word processor to
replace one group of characters with another everywhere that the first
group appears.
word wrap: Automatically moves to the next line when you have filled
one line with text, and it will readjust text if you change the margins.
print: Allows you to send a document to a printer to get hard copy.
file management: Provides file management capabilities that allow you
to create, delete, move, and search for files.
font specifications: Allows you to change fonts within a document. For
example, you can specify bold, italics, and underlining. Most word
processors also let you change the font size and even the typeface.
 46
windows: Allows you to edit two or more documents at the same time.
Each document appears in a separate window. This is particularly valuable
when working on a large project that consists of several different files.
spell checking: Identifies words that don’t appear in a standard
dictionary.
grammar checking: Identifies sentences, paragraphs, and punctuation
that doesn’t appear to meet commonly recognized rules of grammar.
footnotes and cross-references: Automates the numbering and
placement of footnotes and enables you to easily cross-reference other
sections of the document.
automated lists: Automatically creates bulleted or numbered lists,
including multi-level outlines.
graphics: Allows you to embed illustrations, graphs, and possibly even
videos into a document. Some word processors let you create the illustrations
within the word processor; others let you insert an illustration produced by a
different program.
headers, footers, and page numbering: Allows you to specify
customized headers and footers that the word processor will put at the top
and bottom of every page. The word processor automatically keeps track of
page numbers so that the correct number appears on each page.
layout: Allows you to specify different margins within a single document and
to specify various methods for indenting paragraphs.
macros: Enables users to define and run macros, a character or word that
represents a series of keystrokes. The keystrokes can represent text or
commands. The ability to define macros allows you to save yourself a lot of
time by replacing common combinations of keystrokes.
 47
merge: Allows you to merge text from one file into another file. This is
particularly useful for generating many files that have the same format but
different data. Generating mailing labels is the classic example of using
merges.

18. Advantages of word processors

 Easy to correct mistakes
 You can save your work and come back to it at a later
time
 Many handy features available e.g. borders, text layout
 Useful tools such as spell checker, grammar checker
available to improve the quality of your work
 Plenty of professional quality document templates
available online
 Can import data from a database and use it to create mail
merge
 48

19. Word processing applications

A word processing application, such as Microsoft Word or Corel
WordPerfect, is very good at working with basic text. If you want to type
fast, check your spelling and grammar, automate repetitive typing tasks,
create outlines, track changes to the text, write reports with footnotes,
make and organize tables of data, and print to desktop printers, then you
should choose a word processor as your application.
What word processing applications are not good at is working with
colors or creating high-end graphics. The drawing features found in word
processors should be used only to create artwork for documents that will
be printed directly from the word processing program onto desktop
printers. Don’t ever take your word processing document to a service
bureau (see Chapter 16) for professional, high-end output. If they don’t
flatly refuse to do the job, they may charge you extra for recreating the
job using a professional page layout program.
Word processors are also not very good at professionally formatting
text—they just don’t have the sophisticated features for adjusting the
spacing and position of text characters, controlling hyphenation, or
wrapping text around an image. If you want truly fine and beautiful type,
insert your word-processed text into a page layout application such as
Adobe InDesign or QuarkXPress.
The software vendors try to delude you into thinking you can create
entire newsletters and brochures in word processors. Technically, you
can, sort of, but it’s so much trouble and there are so many limitations
 49
that believe me, you’ll have much more fun creating your newsletter in a
page layout application. The internal structure of a word processing page
just doesn’t allow you the freedom you need to make something like a
newsletter, fancy brochure, advertisement, or other designed piece.

20. parts of word window

1. Microsoft Office Button
It is a button that provides access to menu commands in words. It
replaces the File button in previous versions. When you click the Office
Button Office button image, you see the same basic commands
available on the File menu in earlier releases of Microsoft Office to open,
save, and print your file. After you click the Office Button Office button
image, you can also see the new location where you can set your
preferences. The Options command that was on the Tools menu has
been moved to be under the Office Button. The Office Button Office
button image is located in the upper-left corner of the MS-WORD

2. Ribbon
Ribbons are the modern way to help users find, understand, and use
commands efficiently and directly—with a minimum number of clicks,
with less need to resort to trial-and-error, and without having to refer to
Help.
A ribbon is a command bar that organizes a program's features into a
series of tabs at the top of a window. Using a ribbon increases
 50
discoverability of features and functions, enables quicker learning of the
program as a whole, and makes users feel more in control of their
experience with the program. A ribbon can replace both the traditional
menu bar and toolbars.
3. Tab
It is an area of the Ribbon that contains buttons that are organized in
groups. The default tabs are Home, Insert, Page Layout, Reference,
Mailings, Review and View.
A. The Home tab provides options to edit aspects of the basic formatting
your document, such as the font (type, size, colour, etc.), text alignment,
and creating bulleted or numbered lists.
B. The Insert tab provides options to place visual enhancements in your
document, such as pictures, tables, and charts.
C. The Page Layout tab provides options for more advanced
formatting of your document, such as margins, page orientation(i.e.
portrait / landscape), and size.
D. The References tab provides options for using various citations in
your document, such as footnotes, bibliographies, and captions.
E. The Mailings tab provides options for sending out your document,
such as selecting recipients and inserting a greeting line.
F. The Review tab provides options for editing your document’s content,
such as a Spelling and Grammar check, a translator, and inserting
comments in specific areas.
 51
G. The View tab provides options for examining your document, such as
a full screen view, print previewing, and zooming in or out.

4. Quick Access Toolbar

Displayed in the top left of your screen, the Quick Access Toolbar holds
the commands you use over and over again - save, undo and repeat.
Quick access by name; quick access by nature - now they are only one
click away. You can easily customize the Quick Access Toolbar and add
your own much used commands by right-clicking on the command
button in the ribbon and selecting Add to Quick Access Toolbar. Once
there, it's just as easy to remove the new command if you change your
 52
mind; right-click on the command button again, but this time select
Remove from Quick Access Toolbar.
5. Title Bar
The title bar is a bar located at the top of a window or a dialog box that
displays the name of the window or software program being used. For
example, in the picture below, the title bar displays the name of the
program (Textpad) and document (Document1) currently being edited.
6. Dialog Box Launcher
A dialog box launcher is an iconic arrow that activates various options in
the ribbon menu of Microsoft Office products. The dialog box launcher
brings up different options depending on the menu being used.
7. Status Bar
The status bar is the horizontal bar at the bottom of the screen that
displays information about the current condition of a program, such as
the status of items in the program window, the progress of a current
task, or information about a selected item.
8. Zoom Toolbar
It is the toolbar located at right bottom corner which jis used for zooming
purpose.
 53

21. Toolbar
Toolbars appear just at the top of your page, right below the title
bar. Take a look at the following snapshot. You'll see the toolbars
right below the bar that reads "Home Insert Page Layout…" You
will use these toolbars to accomplish specific functions within MS
Word. Using the toolbars will make your job quick and easy.

The toolbars in MS Word 2007 change depending on whether you click

Home, Insert, etc. Above is the toolbar that appears when you click
Home. Below is the toolbar you will see when you click Insert.

We'll learn the features of these toolbars later, so do not worry about
studying them right now. It's only important that you know what they are
and where they are located.
You can also customize your toolbars in MS Word 2007. To do this,
click the downward arrow at the very top left of the page. It can be seen
in the snapshot below on your far right. This
is called the Quick Access Toolbar. You can
click on it while using MS Word to preview
all you can do with it, including customizing
your toolbars.
 54

22. Creating, saving, closing, opening

and editing of a document
Opening a New Document
Opening a new document can be accomplished two ways. The first way is to
click on the MS Word 2007 icon on your computer. If you already have MS
Word open and wish to start a new document, simply click on the Window
Office button and select 'New'. You will be presented with the screen pictured
below.

On the left, you have templates that

you may choose from. If you would
select 'Award Certificates,' you
would then see a screen that would
allow you to choose a certificate
template as your new document.
However, to open just a blank MS
Word document, you can simply
 55
select 'blank document' as highlighted in the former picture, then create. It's
as simple and easy as it can be.

Saving a Document
Let's say that you've created a new document and wish to save it to your
computer to use again later. You can do this quickly and easily in MS Word
2007 in one of two ways. The first way is to use the Microsoft Office button.
Click on it, then scroll down to select either 'Save' or 'Save As'. Clicking 'Save'
will enable you to save the file under its current name. Keep in mind that if
this is a new document, it will save the file by the default name of Document1.
When you click 'Save,'
Clicking 'Save As' gives you a lot more options to saving your work. First of
all, when you click 'Save As,' you must specify a file name. You must also
specify the format that you want to save the file in. MS Word's default file
format is .doc or Word Document. This is an acceptable and much-used
format that should be satisfactory for most MS Word users, but you can select
the format that you need depending on the work you need to save. You can
also save your work as a template or in MS Word 97-2003 recognizable
format if you'll be forwarding the file to users who may not have MS Word
2007. When you click on 'Save As,' it will present all these options to you in a
slide-out window to the right of 'Save As.'
You can also save a document by clicking the picture of the floppy disk that is
located to the left of the Quick Access button. However, this will save the file
under the current name. You will not be able to name the file or select the
format. It's a good idea to click this button every so often while working in a
document to save it in case of a power outage, computer freeze, or anything
else that may cause you to lose your work.
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23. Moving and Coping a text

How to Select Text in MS Word
Place the cursor next to the text then left click the mouse and holding
it down move it over the text then release it. The text will be selected.
Some shortcuts for selecting text are:
o To select a single word double click within the word
o To select the entire paragraph triple click within the paragraph
o To select entire document, in Home tab, in Editing group click Select
then choose Select All option or press CTRL+A
o o Shift + Arrow; hold down the shift key then press the arrow key, the
word will select the text in the direction of the arrow key. There are
three arrow keys, so you can select the text in three different
directions.

How to Copy and Paste Text in MS Word

Word offers different methods to copy and paste text. Some of the
popular methods are given below;
Method 1;
o Select the text you want to copy
o Select the Home tab and click the Copy command
o Place the cursor where you want to paste the text
o Click the Paste command in Home tab
Method 2;
o Select the text
o Place the cursor over the text and right click the mouse
o A menu will appear; with a left click select the "Copy" option
o Now, move the cursor to a desired location and right click the mouse
o A menu will appear; with a left click select the 'Paste" option.
 57

Moving Text
You can move selected text by holding the left mouse button and moving the
cursor to the desired location in the document. When moving text, a small box
appears near the mouse pointer and the cursor turns into a broken black
line. You position the cursor in the place you want the text and release the left
mouse button.

Undo and Redo But let's say you accidently delete something or deleted it
and then decided that you want it back. You grit your teeth and start to
grumble, trying to remember the exact wording. It's a lost cause,
right? Wrong. The makers of Word anticipated this problem and supplied an
easy solution. The Undo button!
The Undo button can be found in the upper left corner of the program window
in what Microsoft calls the "Quick Access Toolbar" The
Undo button is the blue arrow shaped like a comma. If you
are not sure you've got the right button, you can move your
mouse over it and wait and a small box that reads "Undo
Typing (Ctrl-z)" will appear. Word allows you to undo up to
100 actions.

The Redo button is to the right of the Undo button. It looks

like the recycle symbol you might see on trashcans at the
airport. The redo button allows you redo an action that you just
undid or to repeat the last action. If Word cannot redo the last
action, the button will be faded.
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24. Formatting of Text

How to Change Font Size in MS Word
You can easily change the font size of your text in the document. The
basic steps to change the Font size are listed below;

o Select the text that you want to modify

o In Home tab locate the Font group
o In Font group click the drop-down arrow next to font size box
o Font size menu appears
o Select the desired font size with a left click
o Select the text and click the increase or decrease font size buttons

How to Change Font Style in MS Word

The basic steps to change the font of a text in a document are given
below;

o Select the text you want to modify

o Select the Home tab and locate the Font group
o Click the drop-down arrow next to font style box
o Font style menu appears
o With a left click select the desired font style
o If you want to change the font to bold or italic, click the 'B' or 'I' icons
on the format bar.
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How to Format Font Color in MS Word

MS Word allows you to change the Font color of your text. If you want
to emphasize a particular word or phrase, you can change its font
color. The basic steps to change the Font color are given below;

o Select the text you want to modify

o In Home tab locate the Font group
o Click the drop-down arrow next to Font color button
o Font color menu appears
o Select the desired font color with a left click
o Word will change the Font color of the selected text.

How to Change Text Case in MS Word

You can easily change the text case in your document by following the
steps given below;

o Select the text you want to change

o In Home tab locate the Font group
o Click the drop-down arrow in 'Change Case' button
o It displays text case menu
o Select the desired case with a left click

The case menu offers four options;

Sentence case: It capitalizes the first letter of each sentence.
Lowercase: It changes the text from uppercase to lowercase.
 60

How to Change Text Alignment in MS

Word
You can change the text alignment in your document to make it more
presentable and readable. The basic steps to change the text
alignment are given below;

o Select the content you want to modify

o In Home tab locate the Paragraph group
o It has four alignment options ;

Align Text Left: Aligns the text towards left margin

Center: Brings the text at centre
Align Text Right: Aligns the text towards right margin

Bold, Italic and Underline Commands in MS

Word
These commands are given in the Font group in the Home tab.
Their functions are given below;

o Bold: It allows you to Bold the text of your document

o Italic: It allows you to Italicize the text of your document
o Underline: It allows you to underline the text of your document
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25. Paragraph
How to Create First Line Indent in MS Word
You can create indent within your paragraph by following these
steps;

o Select the paragraph or place the cursor anywhere within the

paragraph
o Select the Home tab
o Locate the Paragraph group and click the arrow at right bottom
corner
o 'Paragraph' dialog box appears
o In 'Indents and Spacing' section click the drop down arrow in
'Special' field
o Select the 'First Line' option
o Enter desired indent in 'By' field and click Ok

See the image:

62
 63

26. bullets and Numbering

How to Create Bulleted and Numbered Lists
Bullets and numbers are used to make a list more presentable and
readable. A bulleted list attracts more than a simple list. Word offers
you various styles of bullets and numbers. The steps to create
bulleted lists are given below;

o Select the text you want to convert to bulleted or numbered list

o Select the Home tab
o In Paragraph group click the Bullets or Numbering command
o It displays Bullets or Numbering menu
o With a left click select the desired Bullet or Numbering style
o To increase the list place the cursor at the end of list and press Enter
key
 64

How to Use Symbols as Bullets

You can replace the bullets with symbols to make your lists more
meaningful and attractive. The steps involved in this process are given
below;

o Select the text to convert to bulleted list

o Select the Home tab
o In Paragraph group click the Bullets command
o Click 'Define New Bullet' option
o 'Define New Bullet' dialog box appears;

o Click the Symbol command

o It displays 'Symbol' dialog box
o Select the desired symbol
o For more options click the drop down arrow next to Font field
 65

27. Find and Replace

Find and Replace helps you to find words or formats in a document
and can let you replace all instances of a word or format. This is
particularly handy in long documents.
To use Find and Replace, use the shortcut Ctrl+H or navigate to
Editing in the Home tab of the ribbon, then choose Replace. To
just quickly find something, use the shortcut Ctrl+F or navigate to
Home>Editing>Find.

Replace
Use the shortcut Ctrl+H or navigate to Home>Editing>Replace to
reach the Find and Replace dialog box.
 66

Type what you want to find in the Find what field, and the replacement
in the Replace with field. (Note that you can move the Find and
Replace dialog box by clicking the title bar and dragging it elsewhere
so you can see what was behind it.)
Find Next highlights the first occurrence of the Find word. Clicking
Find Next again will highlight the second occurrence, clicking Find
Next again will highlight the next occurrence, and so on.
 67

Find Next. The first Rowango is highlighted.

Clicking Replace replaces only the highlighted occurrence of
the Find word.
 68

Replace. The first Rowango is replaced with RowanGo. The other

Rowango words remain the same.
Replace All replaces every instance of the Find word with the
Replace word. A small dialog box will appear to tell you how
many replacements were made.
 69

Replace All. Notice that every instance of Rowango has been replaced
with RowanGo. (highlighting added for this course and not part of the
document)
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28. Insertion of objects

How to Insert Picture in Document
Pictures make our text more attractive and readable. You can insert
relevant pictures in your text by following these steps;

o Place the cursor where you want to insert the picture

o Select the Insert tab on Ribbon
o In Illustrations group click the Picture command;

o It displays 'Insert Picture' dialog box

o Select the desired image
o Click Insert to insert the picture

How to Format Picture or Clip Art

You can change the appearance of your picture or clip art to enhance its
visual impact. The format tab offers you various options for formatting
pictures like contrast, changing color, line style, cropping, etc. The steps to
format picture or clip art are given below;

o Select the picture or clip art that you want to format

o Format tab appears in the Ribbon
o Click the Format tab
 71
o It displays four groups of related commands to modify or format picture or
clip art

How to Insert WordArt

Word Art is designed to allow you make your text more attractive; you can
format your text to make it look like a picture and enhance its appearance
in different ways. The steps to insert WordArt are given below;

o Place the cursor where you want to insert WordArt

o Select the Insert tab
o In Text group click the 'WordArt' button
o WordArt menu appears;
 72
o Select the desired WordArt style
o 'Edit WordArt Text' dialog box appears
o Type the text in text area and click OK

How to Format WordArt

Word also allows you to customize WordArt. You can change WordArt
shapes, font face and size, and colors as per your requirement. The steps
to format WordArt are given below;

o Select the wordart in the document

o Format tab appears in the Ribbon
o It offers five groups of related commands
o Click the suitable command to make desired changes in wordart
 73

29. Headers and footers

How to insert a header and footer in

Microsoft Word document
In Microsoft Word, Headers and Footers are used to insert additional
information such as title, file name, date, page numbers, etc. The
presence of both header and footer in the Word document makes your
document more professional and easier to read as well as understand.
Headers appear at the top margin of the Word document,
while Footers appear at the bottom margin of the Word document.
To insert a header and footer in Microsoft Word, follow the below given
basic steps -
Step 1: Open the new or an existing Word document in which you want to
insert header and footer.
Step 2: Go to the Insert tab at the top of the Ribbon.
Step 3: Click on either header or footer drop-down menu in the Header &
Footer section.

Note: In our case, we are going to use Header drop-down option.

Step 4: A Header or Footer drop-down menu will display on the screen with
a list of built-in Header or Footer options. Select your desired option from
the Built-in list.
 74
Note: In our case, we select the Blank option.

Step 5: A Design tab with Header & Footer option will appear at the top of
the document (on the Ribbon), as shown in the below screenshot.

Step 6: Type your desired information into the header or footer section.
 75

Step 7: Once you type your desired text in the Header section, click on
Close Header and Footer under the Design section on the Ribbon or press
the Esc key from the keyboard to remove the dotted underline. Now, you
can see that the Header is inserted to the Word document.

Insert the Date or Time in a Header or Footer

To insert the Date or Time in a Header or Footer, follow the below
instructions -
1. Go to the Insert tab on the Ribbon and click on the Date & Time option
in the Text section.
 76

2. A Date and Time dialog box will appear on the screen in which do the
following -

o Select Date format from the Available format.

o Select your desired language.
o Tick on the Update automatically checkbox.
o Click on the OK button at the bottom of the dialog box.

Now, you can see that your selected format will appear on the Word
document

.
 77

Edit Header and Footer in Word document

Once you create Header and Footer in Word document, you can also edit it
based on your requirement.
There are the following steps to edit Header and Footer in Word document.
Step 1: Go to the Insert tab on the Ribbon and click on either Header or
Footer drop-down menu that you want to Edit.
Step 2: A Built-In Header option window will appear on the screen. Click
on the Edit Header option.
 78
Step 3: Edit Header based on your requirement. Once you edit Header,
click on the Close Header and Footer option at the top right corner of the
document to disappear the blue dotted lines.

Now, you can see that Header is edit based on your requirement.

Delete Header and Footer from Word document

To Delete Header and Footer from Word document, follow the below steps

1. Go to the Insert tab on the Ribbon and click on the Header & Footer
option.
 79
2. A Header or Footer dialog will appear on the screen. Click on the Remove
Header or Remove Footer option.
 80

30. Page formatting

How to Change Page Orientation in MS

Word
Page Orientation refers to the direction in which a document is displayed. It
is of two types; portrait (vertical) and landscape (horizontal). The default
orientation is portrait; it can be changed to landscape by following these
steps;

o Select the Page Layout tab

o Locate the Page Setup group
o In Page Setup group click the Orientation command
o It displays two options, Portrait and Landscape
o Select the desired page orientation

How to Change Page Size in MS Word

The default paper size in Word is 8.5 x 11 inches which easily fits in
printers. This size is not fixed; you can change it if you want a document
with different paper size. The steps to change the paper size are given
below;

o Click the Page Layout tab

o In Page Setup group click the Size command
o Paper size menu will appear
o With a left click select the desired paper size
 81
o To customize page size click the 'More Paper Sizes' option

See this images:

How to Change Page Margins in MS Word

The margin is the space between the text and border of a document. By
default, it is a one-inch space. Depending on your needs, it can be changed
by following the below-listed steps;
 82
o Select the Page Layout tab
o In Page Setup group click the Margins command
o A list of Margins appears
o Select the desired Margin with a left click

See the image:

 83

To customize Margins select 'Custom Margins'. It displays a 'Page Setup'

dialog box. Enter the desired margin size and click Ok.
 84

31. Auto correct-spelling and grammar

How to enable Spell Check in Word

All Microsoft Word versions have spell check features that allow you to
check spelling as well as correct grammar mistakes that you made in your
Word document.
In Microsoft Word

, misspelled words appear with the wavy red underline, as shown below.

Mago, allw, wter, wodr, chek, scren, and many more.

There are the following steps to enable Spell Check in Word -
Step 1: Open the Word document.
Step 2: Go to the File tab at the top left corner of the screen. A list of File
options will appear on the screen. Click on the Options button.
 85

Step 3: A Word options dialog box will appear on the screen in which
click on the Proofing at the left pane.
 86

Step 4: Now, tick on the Check spellings as you type checkbox, and click
on the OK button, as shown in the below screenshot.
 87

Check spelling manually

Microsoft also allows you to check spelling manually. To do this, go to
the Review tab on the ribbon and click on the Spelling & Grammar option
in the Proofing group.

Case 1: If there is any spelling mistake in your Word document, then the
following dialog box appears with misspelled words present in the red text.
 88

To correct the spelling, go to the Suggestions tab, select the correct

spelling, and click on the Change button.

Note: If you do not want to change the spelling, then click on the Ignore Once
button.

Case 2: If all spellings are correct in your Word document, then the
following pop up window will appear on the screen in which click on
the OK button.
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32. Mail Merge

Mail merge is the quickest way to customize the document, like email
and newsletters. It allows the users to create the personalized
documents that will automatically vary recipient-by-recipient. It saves the
effort to create a personalized document for multiple recipients at
once. For example, invitation letter.

Create and prepare an Excel sheet

Step 1: The first thing is to create an Excel spreadsheet along with the
header. We have created this one.

Well organize the data into your Excel sheet and save the file at a particular
location.
Also, remember the points we discussed above while performing a mail
merge.
 90

Start creating mail merge

Step 2: Open MS Word and create a new file.

Step 3: Inside the Mailing tab, click on the Start Mail Merge dropdown list
and choose the Step-by-step merge wizard.
 91

Step 4: On the right side of your panel, a small window will appear where
choose a document. For example, mark the Letter radio button and
click Next Starting document.
 92

It will provide step-by-step guidance for creating a mail merge for the
selected document. However, we have also defined the steps for it.
Step 5: The next step is to choose the starting document. Thus, select
the Use the current document and move to the next step by clicking
the Next Recipient at the bottom.
 93

Step 6: Now, leave the Use an Existing List option as selected and click
on the Browse to use the name and address from the Excel file.
 94

Connect Excel file with Word file

Step 7: Go to the location where you saved the Excel file (prepared for mail
merge) and when you find your file, select it and click the Open button.
 95

Note: You cannot make changes to your Excel file this time (while creating
mail merge).

Step 8: A new wizard will open that will ask you to select a table. If your
Excel spreadsheet has only one table, click OK.
 96

Insert merge fields to your document

Step 9: A list of all Excel data will be opened here containing the recipient
list. You can also leave off certain names from here if you want to.
Otherwise, click OK.

The table will be closed, and you will again off to the right panel of your
Word file.
Step 10: Here, you see the title of your Excel spreadsheet is added here
(in Currently, your recipients selected from:).
Move to the next step by clicking the Step: Write your letter from the
bottom of the panel and complete the remaining steps.
 97

Write letter and add salutations and greeting lines

Now, it's time to write a letter and insert salutations and greeting lines to
your invitation letter.
Step 11: In the right panel, you will see different options, using which you
can insert formatted addresses, salutations, electronic postage,
and more items here. So, start adding the recipient information from your
spreadsheet to here in the letter.
 98

Step 12: Firstly, click the Address block link; a wizard will open where
choose the recipient name's format how you want to display it on the
invitation letter and click OK.
 99

Step 13: As it is an invitation card, so if you do not want to add the

address, unmark the Insert postal address checkbox and click OK.
 100
Tip: If you have defined any field name with another name in the Excel
spreadsheet, which is not available here, click the Match Fields button. For
example, postal code as zip code.

Step 14: Now, take the cursor to the next line, click the Greeting Line to
add salutation or greeting line to invitation with name. For
example, Dear XYZ.

Step 15: Define the salutation here and close the panel by clicking
the OK button. You can also provide a greeting line and given a proper
salutation in your letter.
 101

Step 16: See that address block and greeting line is added. Now, complete
the letter.

Step 17: The letter will look something like as showing below:
Next, go to the next step Preview your letter.
 102

Step 17: You can preview each letter and check details are correct and
organized inside it, which is populated from the Excel spreadsheet. It
contains the Previous and Next buttons over here.
"Placeholders are automatically replaced with their respective data."
 103

If everything is alright and all information is correct, click on the Complete

the Merge to finish the merge process.
Step 18: Now, click on the Print option here.
 104

Step 19: It will ask you to the print current record or print all the letters from
your database. Choose accordingly and click OK in the end.

Step 20: It will create a pdf of all your invitations. Nothing to do here, just
click OK.
 105

Step 21: Now, save the copy of the output in default pdf format on your
local device. Provide a name and save them on a location.
 106

A pdf copy of all invitations is saved to your selected location on your

computer.

Email Invitations
Instead of printing and saving the document to your local device, you can
directly mail it to the persons.
Step 22: For this, inside the Mailing tab, go to the Finish & Merge and
click on the Send Email Messages to email the invitations.
 107

Step 23: Choose the Email field of your spreadsheet inside To field.
Provide a subject line for the email.
Keep the Send Record to All and then press OK.
 108
It will redirect you to user Gmail id on the browser where send the prepared
invitations to all.

Tip: It is good to look over the letter by yourself to check typos, formatting, and
everything is fine.

Now, this task has been completely done.

How to insert merge fields separately

You can also insert the individual merge fields (placeholders) to your
document separately. This can be needed when you want to place only a
single field somewhere in between the document. It will help you.
You can add the placeholder (merge fields) from the Insert merge field
dropdown list options under the Mailing tab. This list will contain the
column headers of your Excel spreadsheet. Choose one and add a
placeholder here. For example, firstname.

Steps to insert merge fields

We will show you this for the birthday invitation letter just the way we have
done it above.
Step 1: Take control where you want to add your first placeholder. Then,
inside the Mailing tab, click on the Insert Merge Field dropdown list.
 109

Step 2: A placeholder named First name will be added to your Word file
like this one. This way, prepare the invitation letter by putting placeholders
at the right place.
 110

Similarly, add the placeholder to this file wherever you want. For example,
see the invitation letter at the end created by us.
111
 112

33. Macros.
How to create a macro in Word document
Macro is a series of commands and instructions that you combine together
as a single command to complete a task automatically.
Follow the below methods to create a macro in Word document -

Method 1: Record a macro using the Button option

Microsoft Word has the ability to record and run macros to improve the
efficiency of the document.

Note: You can also add macros in Microsoft Excel.

There are the following steps to record a macro in Microsoft Word -

Step 1: Open the new or an existing Word document.
Step 2: Click on the View tab on the Ribbon and click on the drop-down
icon associated with the Macros in the Macros section.

Step 3: Click on the Record Macro from the drop-down menu.

 113
Step 4: A Record Macro dialog box will appear on the screen in which do
the following -

1. Enter the Name for the macro in the Macro name text field.
2. To use the same macro for the further document, click on the All
Documents (Normal.dotm) option from the Store macro in drop-down
menu.
3. Click on the Button icon in the Assign macro to section to run your macro.

Step 5: A Word Options window will appear on the screen with

highlighted Quick Access Toolbar at the left pane.

1. Click on the new macro name (Normal.NewMacros.MyMacro) on the left

side of the screen.
2. Click on the Add button to add the macro on the Quick Access Toolbar at
the right side of the screen.
3. Click on the Modify button, as shown in the below screenshot.
 114

Step 6: Select macro that you want to record from the Modify Button
dialog box, type the Display name, and click on the OK button.
 115
Step 7: Click on the OK button at the Word options window.
Step 8: Now, click on the View tab and click on the Macros drop-down
menu. Click on the Stop Recording Macro from the drop-down menu.

Now, you can see that recorded macro will appear on the Quick Access
Toolbar.

Method 2: Record a macro using keyboard option

Follow the below steps to record a macro using keyboard option -
Step 1: Open the new or an existing Word document.
Step 2: Go to the View tab -> Macros and select Record Macro from the

drop-down menu.
 116
Step 3: A Record Macro dialog box will appear on the screen in which do
the following -

1. Enter the Name for the macro.

2. To use the same macro for the further document, click on the All
Documents (Normal.dotm) option from the Store macro drop-down
menu.
3. Click on the Keyboard icon in the Assign macro to section to run your
macro.

Step 4: A Customize Keyboard dialog box will appear on the screen.

Press any combination of shortcut keys in the Press new shortcut key
dialog box. Click on the Assign button.
 117
Note: In our case, we are going to use the Ctrl+Shift+M key.

Step 5: Once you click on the Assign button, Pressed combination of keys
will appear in the current key text box. Click on the Close button, as shown
in the below screenshot.
 118

Step 6: Perform the action that you want to record.

Step 7: Click on the View tab on the Ribbon and select on the Stop
Recording from the Macros drop-down menu.

Run a macro
1. Go to View -> Macros and select View Macros from the drop-down
menu.
 119
2. A Macros dialog box will appear on the screen. Select a Macro list that
you want to run from the Macro name:.
3. Click on the Run button, as shown in the screenshot below.

Add a macro button to the Ribbon

Adding a macro button to the Ribbon helps you to easily access the macro
in the Word document.
Follow the below steps to add a macro button to the Ribbon -
Step 1: Click on the File tab at the top left corner of the screen. A list of
File options will appear on the screen. Click on the Options tab.
 120

Step 2: A Word Options dialog box will appear on the screen. Click on
the Custom Ribbon at the left pane of the screen.
Step 3: Click on the Macros under the Choose Command from the
section. Click on the New Tab and then Click on the Add. A macros icon
will appear on the screen.
 121

Step 4: Right-Click on the Macros and select Rename form the drop-
down menu.
Step 5: A Rename dialog box will appear on the screen. Select the symbol
according to your requirement. Enter the symbol name in the Display name
text box and click on the OK button.
 122

Now, you can see that macro is added to the Ribbon.

 123

Unit-III: MS Excel:
34. Features
There are several features that are available in Excel to make our task
more manageable. Some of the main features are:

1. AutoFormat: It allows the Excel users to use predefined table

formatting
ing options.
 124
2. AutoSum: AutoSum feature helps us to calculate the sum of a row or
column automatically by inserting an addition formula for a range of
cells.
3. List AutoFill: It automatically develops cell formatting when a new
component is added to the end of a list.
4. AutoFill: This feature allows us to quickly fill cells with a repetitive or
sequential record such as chronological dates or numbers and
repeated documents. AutoFill can also be used to copy functions. We
can also alter text and numbers with this feature.
5. AutoShapes: AutoShapes toolbar will allow us to draw some
geometrical shapes, arrows, flowchart items, stars, and more. With
these shapes, we can draw our graphs.
6. Wizard: It guides us to work effectively while we work by displaying
several helpful tips and techniques based on what we are doing. Drag
and Drop feature will help us to reposition the record and text by
simply dragging the data with the help of the mouse.
7. Charts: This feature will help you to present the data in graphical
form by using Pie, Bar, Line charts, and more.
8. PivotTable: It flips and sums data in seconds and allows us to
execute data analysis and generating documents like periodic
financial statements, statistical documents, etc. We can also analyze
complex data relationships graphically.
9. Shortcut Menus: The shortcut menu helps users to make the work
done through shortcut commands that need a lengthy process.
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35. Spread sheet, Workbook, Cell

Worksheets in Excel
While working with Excel, often you come across terms worksheet, Rows,
Columns and Cells. In this tutorial we will briefly understand these terms
along with their fundamentals and the operation (create, copy, paste,
delete, etc) performed in them.

Worksheet
A Worksheet is a single page containing a collection of cells where the
user can store, update and manipulate the data. Worksheet is also called a
spreadsheet. It is made up of rows, columns and cells.
NOTE: An Excel workbook can contain several worksheets.
 126
In Excel, individual data cells in a worksheet are defined and organized
with the help of the vertical column and horizontal row that are combined to
form a cell reference, unlike A1, B25, or R867.
The specifications for Excel Worksheet current versions include:
o Number of Rows per Worksheet: 1,048,576
o Number of Rows per Worksheet: 16,384
o Total cells per Worksheet: 17,179,869,184

Select a Worksheet
Whenever you open an Excel workbook, by default, Excel will take you to
the Sheet1 worksheet. As you can see in the below image, the name of the
worksheet 'Sheet1' is displayed on its sheet tab at the bottom of the
windowpane. Though you can rename it anytime, we will cover the steps
down in this tutorial.
 127

Insert a Worksheet
Excel enables the user to insert multiple worksheets as per their
requirement. To insert a new worksheet in excel, click on the plus (+)
symbol located at the bottom of the windowpane. By default, the new
worksheet will be named 'SheetN' where N represents an integer number
1,2,3,4,5,6,7,...., n.
In the below example, we have added a new worksheet named Sheet2.

Output

Rename a Worksheet
To rename your worksheet with a customized and appropriate name
following the below steps.

1. Right-click on the sheet tab for which you wish to change the name.
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2. The toolbar window will appear. Choose the Rename option.

3. Type your preferred name. For instance, in the below screenshot, we have
renamed 'Sheet1' to Sales 2021.

Move a Worksheet
Excel allows the user to move and locate their worksheet in any order.
Click on your worksheet sheet tab and drag it to your preferred location.

For instance, in the below example, we have dragged Sales 2021 before
the 'Sheet 2' sheet tab.
Output
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Delete a Worksheet
Deleting a worksheet in excel is very simple, follow the below steps:

1. Scroll down to the bottom and right click on a sheet tab.

2. The dialog box will appear. Click on delete

3. The sheet will be immediately deleted.

Copy a Worksheet
While working many times, the Excel users require copying and pasting the
data of one worksheet to another and making some changes. Excel
provides easy steps to copy the data of one worksheet to another.

1. Right-click on the sheet tab that you want to copy.

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2. The toolbar window will appear. Click on the 'Move or Copy' option.

3. The 'Move or Copy' dialog box will be displayed. In the Before Sheet
section, select the 'move to end' option and make sure to check in the
'create a copy'.

4. Click OK. Your data will be copied to the new worksheet.

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ROWS

Rows run horizontally across the worksheet ranging from 1 to 1048576. A

row is identified by the number on the left side of the row, from where
the row originates.

Insert a Row in Excel

Many Excel users often need to insert a row in the worksheet to organize or
manipulate their data.
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1. Select and right-click on the cell within the row where you want to insert a
new row.

2. The dialog box will be displayed. Choose Insert.

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3. The insert dialog box will appear. Choose the 'Entire row'

4. It will insert a new row at the top of your selected cell.

Delete a Row in Excel

While working with Excel users need to delete a row in the worksheet to
organize or manipulate their data. It's a lot easier to delete a row in excel.
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1. Select any cell within the row that you need to delete. Right-click on the
cell.

2. The dialog box will be displayed. Choose Delete.

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3. The Delete dialog box will appear. Choose the 'entire row' option.

4. The entire row will be immediately deleted.

COLUMNS
Columns run vertically downward across
the worksheet ranging from A to XFD
(in total 16384 columns). A column is
identified by a column header on the top
of the column, from where the column
originates.
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Insert a Column in Excel

Many Excel users often need to insert a column in the worksheet to
organize or manipulate their data.

1. Select and right-click on the cell within the column where you want
to insert a new column.

2. The dialog box will be displayed. Choose Insert.

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3. The insert dialog box will appear. Choose the 'Entire column'

4. It will insert a new column at the left of your selected cell.

CELLS

Cells are small rectangular boxes in the worksheet where we enter

data. A cell is the intersection of a row and column. It is identified by row
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number and column header. In Excel, each cell is identified using a set of
coordinates or positions, such as A1 (where A represents a column and 1
represents the row), B2, or M16.
You can perform several operations with cells in Excel, unlike changing the
font style, font size, background color, text alignment, format painter, wrap
text, and conditional formatting.
Excel provides the feature to select multiple cells at one time. A group of
selected cells is collectively known as cell range. With cell range instead of
a single cell address, the user refers to a cell range utilizing the cell
addresses of the selected first and last cells, separated by a colon. For
instance, a cell range covering B2, B3, B4, B5, B6, B7, B8, B9, and B10
would be addressed as B1:B10.
Cell Range: B1: B10

Now, as we have covered the basics, let's move towards the operation that
could be applied to a cell.
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Select a cell
To perform any operation, i.e., to write, edit, delete, format, the user must
first select a cell. Below given are the steps to select a cell in Excel:

1. With the help of your cursor, click on any cell.

2. Your cell is now selected, and you will notice a rectangular borderaround
the same cell, and the column and the row heading will be highlighted.

3. The cell will remain selectedunless and until the user points the cursor
to another cell.

Select cell range

1. Click on the first cell from which to start the selection. Hold and drag
your cursor to the last adjoining cells where you want to end the cell
range.
2. Once done, release the cursor, and the desired cell range would
be selected.
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3. The cell will remain selectedunless and until the user points the cursor
to another cell.

Cell content
Any data you enter in your Excel worksheet is stored in a cell. Each cell
can hold various types of information, including string, numbers, formatting,
formulas, and functions.
1. String (Text)
Cells can hold string values, unlike alphabets, numbers, and dates.
2. Formatting properties

Cells also include formatting properties that improve the appearance of

your cell content. For instance, percentages can be displayed as 0.55 or
55%. You can make the cell content in Bold, Italics, change its font color,
font size, or change its background color.

3. Formulas and functions

Cells can include predefined or customized formulas and functions that are
helpful in calculations. For example, SUM(A2:A5) will add the number
stored in each cell and give you the output.

Insert content to a cell

Click and select the cellwhere you want to insert the content.
 141
1. Type in the desired data into the selected cell, then click the enter button
or move your cursor to another cell. The content will be shown in the
cell and the formula bar.

Delete cell content

1. Click and select the cell.
 142
2. To delete the cell content, press the Delete or Backspace key from your
keyboard.

3. If you want to delete multiple cells, select the cell range and press
the Delete key.

Note: Delete Key can delete the content of multiple cells at once, whereas the
Backspace key only deletes the data of a single cell at a time.
 143

Delete cell(s)
People often get confused between deleting the cell content and deleting
the cell itself, but there is a significant difference. If you delete the content,
the cell will remain, and only the content gets omitted, whereas if you
delete the cell, the cells below shift up or are shifted left and replace the
deleted cell.

1. Click and select the cell(s).

 144
2. Right-click on the cell. The dialog box will be displayed. Choose Delete.

3. The given below Delete dialog box will occur. Choose the 'entire row'
option.
 145
4. The cell will be immediately deleted and the cells lying below will shift up.

Drag and drop cells

Instead of copying and pasting
pasting the data, you can use the drag and
drop option to move cell content from one cell to another.

1. Click and select the cell(s).

2. Point your cursor over the border of the selected cell(s) till it changes to

a black cross with four arrows.

arrows
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3. Drag your mouse cursor to the cell you prefer to paste the content. At this
point the mouse pointer will change to a dotted rectangle.

4. Release the cursor, and the content will be cut from the original cell
and pasted in the selected location.
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36. Parts of a window

The following basic window appears when you start the excel application.
Let us now understand the various important parts of this window.

File Tab
The File tab replaces the Office button from Excel 2007. You can click it to
check the Backstage view, where you come when you need to open or
save files, create new sheets, print a sheet, and do other file-related
operations.
 148

Quick Access Toolbar

You will find this toolbar just above the File tab and its purpose is to
provide a convenient resting place for the Excel's most frequently used
commands. You can customize this toolbar based on your comfort.

Ribbon

Ribbon contains commands organized in three components −

 Tabs − They appear across the top of the Ribbon and contain groups
of related commands. Home, Insert, Page Layout are the examples
of ribbon tabs.
 Groups − They organize related commands; each group name
appears below the group on the Ribbon. For example, group of
commands related to fonts or group of commands related to
alignment etc.
 Commands − Commands appear within each group as mentioned
above.

Title Bar
This lies in the middle and at the top of the window. Title bar shows the
program and the sheet titles.

Help
The Help Icon can be used to get excel related help anytime you like. This
provides nice tutorial on various subjects related to excel.
 149

Zoom Control
Zoom control lets you zoom in for a closer look at your text. The zoom
control consists of a slider that you can slide left or right to zoom in or out.
The + buttons can be clicked to increase or decrease the zoom factor.

View Buttons
The group of three buttons located to the left of the Zoom control, near the
bottom of the screen, lets you switch among excel's various sheet views.
 Normal Layout view − This displays the page in normal view.
 Page Layout view − This displays pages exactly as they will appear
when printed. This gives a full screen look of the document.
 Page Break view − This shows a preview of where pages will break
when printed.

Sheet Area
The area where you enter data. The flashing vertical bar is called
the insertion point and it represents the location where text will appear
when you type.

Row Bar
Rows are numbered from 1 onwards and keeps on increasing as you keep
entering data. Maximum limit is 1,048,576 rows.

Column Bar
Columns are numbered from A onwards and keeps on increasing as you
keep entering data. After Z, it will start the series of AA, AB and so on.
Maximum limit is 16,384 columns.

Status Bar
 150
This displays the current status of the active cell in the worksheet. A cell
can be in either of the fours states (a) Ready mode which indicates that
the worksheet is ready to accept user inpu (b) Edit mode indicates that
cell is editing mode, if it is not activated the you can activate editing mode
by double-clicking on a cell (c) A cell enters into Enter mode when a user
types data into a cell (d) Point mode triggers when a formula is being
entered using a cell reference by mouse pointing or the arrow keys on the
keyboard.

Dialog Box Launcher

This appears as a very small arrow in the lower-right corner of many
groups on the Ribbon. Clicking this button opens a dialog box or task pane
that provides more options about the group.
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37. Saving, closing, opening of a work book

Creating New Worksheet

Three new blank sheets always open when you start Microsoft Excel.
Below steps explain you how to create a new worksheet if you want to
start another new worksheet while you are working on a worksheet, or you
closed an already opened worksheet and want to start a new worksheet.
Step 1 − Right Click the Sheet Name and select Insert option.
 152

Step 2 − Now you'll see the Insert dialog with select Worksheet option as
selected from the general tab. Click the Ok button.
 153

Now you should have your blank sheet as shown below ready to start
typing your text.
 154

You can use a short cut to create a blank sheet anytime. Try using
the Shift+F11 keys and you will see a new blank sheet similar to the
above sheet is opened.

Open Workbook in Excel

to open workbook from excel in the below mentioned steps.
Step 1 − Click the File Menu as shown below. You can see the Open
option in File Menu.
 155
There are two more columns Recent workbooks and Recent places, where
you can see the recently opened workbooks and the recent places from
where workbooks are opened.

Step 2 − Clicking the Open Option will open the browse dialog as shown
below. Browse the directory and find the file you need to open.
 156

Step 3 − Once you select the workbook your workbook will be opened as
below −
 157

Saving and Sharing Workbooks

Whenever we create a new workbook in Excel, we'll need to know
how to store it to access and edit it later. As with previous versions of
Excel, we can save files locally to our computer. But unlike older
versions, Excel 2016 also lets us save a workbook to the cloud using
OneDrive.
Additionally, we can also export and share workbooks with others
directly from Excel.

Save and Save As

Excel offers two methods to save a file: Save and Save As. These
options work in a similar way, with a few crucial differences:

o Save: When we create or edit a workbook, we'll use the Save

command to save our changes. We'll use this command most of
the time.
When we save a file for the first time, only that time we will need
to select a file name and location. After that, we can just click the
Save command to save it with a similar name and location. You
can also use the Ctrl+S shortcut key for it.
o Save As: We'll use this command to create a copy of a
workbook while keeping the original. When we use Save As, we
will need to provide a different name and/or location for the
copied version.
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Steps to save a workbook

It's essential to save our workbook whenever we start a new project or
make changes to an existing one. Saving early and often can prevent
our work from being lost.
1. Locate and select the Save command on the Quick Access Toolbar.

2. If we're saving the file for the first time, the Save As pane will occur
in the Backstage view. Where choose a location to save your file with
a new file name.
 159

3. To save the workbook to our computer, click Browse button here.

Alternatively, we can click OneDrive to save the file to your OneDrive.
 160

4. The Save As dialog box will emerge. Select the location in local
storage where we want to save the workbook. Enter the file name for
the workbook, then click Save.
 161

5. The workbook will be saved. We can click the Save command

(Ctrl+S) again to save our changes as we modify the workbook.
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38. Editing
In MS Excel, there are 1048576*16384 cells. MS Excel cell can
have Text, Numeric value or formulas. An MS Excel cell can have
maximum of 32000 characters.
Inserting Data
For inserting data in MS Excel, just activate the cell type text or
number and press enter or Navigation keys.

Inserting Formula
For inserting formula in MS Excel go to the formula bar, enter the
formula and then press enter or navigation key. See the screen-shot
below to understand it.
 163

Modifying Cell Content

For modifying the cell content just activate the cell, enter a new value
and then press enter or navigation key to see the changes. See the
screen-shot below to understand it.
 164

Select Data in Excel

MS Excel provides various ways of selecting data in the sheet. Let us see
those ways.

Select with Mouse

Drag the mouse over the data you want to select. It will select those cells
as shown below.

Select with Special

If you want to select specific region, select any cell in that region.
Pressing F5 will show the below dialogue box.
 165

Click on Special button to see the below dialogue box. Select current
region from the radio buttons. Click on ok to see the current region
selected.
 166
As you can see in the below screen, the data is selected for the current
region.

MS Excel provides various ways of deleting data in the sheet. Let us see
those ways.
Delete with Mouse
Select the data you want to delete. Right Click on the sheet. Select
the delete option, to delete the data.
 167

Delete with Delete Key

Select the data you want to delete. Press on the Delete Button from the
keyboard, it will delete the data.

Selective Delete for Rows

Select the rows, which you want to delete with Mouse click + Control
Key. Then right click to show the various options. Select the Delete
option to delete the selected rows.

Move Data in Excel

we can Move Data with MS Excel.
Step 1 − Select the data you want to Move. Right Click and Select
the cut option.
 168

Step 2 − Select the first cell where you want to move the data. Right
click on it and paste the data. You can see the data is moved now.
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39. Advantages
Benefits of Microsoft Excel
1. Best way to store data
Even if you don’t use any of the options or any tool which
Excel offers you, it is the best way to store data. Why I’m
saying this because Excel is a kind of application that is
used by millions of people.
2. You can perform calculations

What makes Excel the best spreadsheet application on the

planet is its ability to perform calculations. In Excel, you
have a complete list of functions (Top 100) that you can
use for the calculations.

Basically, an Excel function is a predefined formula that

returns a specific result based on the values you specify.

3. All the tools for data analysis

Some of the things you can do with pivot tables to analyze data:
 Grouping Dates in a Pivot Table
 170

 Conditional Formatting in a Pivot Table

 Rank Column in a Pivot Table
 Add a Date Timeline in a Pivot Table
 Running Total Column in a Pivot Table

4. Easy to data visualizations with charts

In Excel, you have all those options to create charts and

present your data in a visual way.
All those major types of charts that you need to use to present
your data are already there and you can insert them with a
single click.
If you go to the Insert Tab, in the charts group, you can find all
the charts which you can insert.

5. You can print reports easily

Excel allows you to print with a lot of customization where
you can change the margin, paper size, orientation, etc.
6. So many free templates to use
One of the most popular things about Excel is you can
create dashboards and templates.
7. You can code to automate
Microsoft Office has its own coding language which is
called VBA (visual basic for applications) and it allows you
 171

to write code for almost all the activities that you perform
manually in Excel.
8. Transform and clean data

The process of cleaning and transforming data takes a big

chunk of your time and it can be a tedious process.
For this, Microsoft has introduced the power query which is a
data transformation and cleaning engine well you can load data
from multiple sources, transform it, and then load it back to the
worksheet.

9. Store data with millions of rows

there is no limit to data, but Excel has a limit in terms of rows

and columns.
So that’s why Microsoft came up with Power Pivot where you
can store data with millions of rows and then you can perform
calculations within Power Pivot.

10. You can work with Excel online + mobile app

Microsoft Excel has its own web version. It has so many
features, like functions, pivot tables, and pivot charts just like
the desktop app.
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40. Formulas
Formulas in MS Excel
Formulas are the Bread and butter of worksheet. Without formula, worksheet will be
just simple tabular representation of data. A formula consists of special code, which is
entered into a cell. It performs some calculations and returns a result, which is
displayed in the cell.
Formulas use a variety of operators and worksheet functions to work with values and
text. The values and text used in formulas can be located in other cells, which makes
changing data easy and gives worksheets their dynamic nature. For example, you can
quickly change the data in a worksheet and formulas works.

Elements of Formulas
A formula can consist of any of these elements −
 Mathematical operators, such as +(for addition) and *(for multiplication)
Example −
o =A1+A2 Adds the values in cells A1 and A2.
 Values or text
Example −
o =200*0.5 Multiplies 200 times 0.15. This formula uses only values, and it
always returns the same result as 100.
 Cell references (including named cells and ranges)
Example −
o =A1=C12 Compares cell A1 with cell C12. If the cells are identical, the
formula returns TRUE; otherwise, it returns FALSE.
 Worksheet functions (such as SUMor AVERAGE)
Example −
o =SUM(A1:A12) Adds the values in the range A1:A12.

Creating Formula
 173
For creating a formula you need to type in the Formula Bar. Formula begins with '='
sign. When building formulas manually, you can either type in the cell addresses or you
can point to them in the worksheet. Using the Pointing method to supply the cell
addresses for formulas is often easier and more powerful method of formula building.
When you are using built-in functions, you click the cell or drag through the cell range
that you want to use when defining the function’s arguments in the Function Arguments
dialog box. See the below screen shot.

As soon as you complete a formula entry, Excel calculates the result, which is then
displayed inside the cell within the worksheet (the contents of the formula, however,
continue to be visible on the Formula bar anytime the cell is active). If you make an
error in the formula that prevents Excel from being able to calculate the formula at all,
Excel displays an Alert dialog box suggesting how to fix the problem.
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41. types of function

A function is a building program which perform task. We can also define
the function as a function is a collection of instructions which perform a
particular operation, there are 100’s of built in ms-excel depending up on
the performance of the function . A function is a built in program which
performs a task. There are hundreds of built in excel functions.

Function is a predefined formula in Excel. It performs

calculations by using specific values, called arguments, in a particular
order or structure. Using functions simplifies and shortens formulas in
the worksheet in case of
They are divided in the several types . They are as follows.
Statistical function:
These functions are used for statistical calculation on a list of values
.some commonly used statistical functions are as follows.
Sum ( ):-
This function computer the sum of particular define range

Syntax :- =sum(range of cells)

Eg :- =sum (a1:d1)
The above function will compute thesum of values from a1to d1 and
displays the result in active cell.

Average():-
This function computer the average of the particular define range.
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Syntax:- =average (range of cells)
Ex:- =average (a1: d1)
The above example will computer the average of values from a1 to d1
Count ( ):-
This function counts the no of non-blank cells in a particular define
range.
Syntax:- count (range of cells)
Ex:- count (a1:d1)
The above example count the no of cells which are filled with text’s.
Max ( ):-
It will display the max value from a particular define range
Syntax :- max(range of cells)
Ex:- max(a1:d1)
The above display the height values from a1:d100
Min ( ):-
It will display min value from a particular define range.
Syntax:-min (range of cells )
Ex:- min (a1:d100
The above example displays the lowest value from a1:d100
Mathematical functions:-
There functions are used for mathematical calculator on list of range of
values . The example of mathematical function are as follows.

Abs ( ):-
It will calculate the absolute value of a number.
Syntax:-abs (cell address )
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Ex:- abs (-18)
(b) exp ( ) :-
It is used to find the exponent value the cell.
Syntax:- =exp (cell address,2)
Ex:-exp (k1.2)
Mod ( ) :-
This function is used to find the remainder after division
Syntax =mod (cell address,3)
Ex:- =mod (a1 ,3)
Sqrt ( ) :-
This function is used to find the sqrt of a particular cell value.
Syntax =sqrt (cell address)
Eg = sqrt (a1) = a1=16
Ans =4
Financial functions:-
There functions are used to compute loans,dipuciations,flash
Rat e ( ):-
It calculate the rate of interest per period.

Syntax –rate (n per ,pmt, pv .fv ,type, guess)

N pee –time period

Pmt -principal
Pv- present value
Fv- future value
Type –s.i /c.i
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Guess –amount
Eg:- rate a b c d e f
Nper pmt pv fv type guess
Fx / =rate (a,b,c,d,e,f………(same for pmt)
Pmt ():-
The purpose of pmt junction is to computer the equal periodic
payments required to pay of a loan.
Syntax :pmt(rate, nper, pv,fr,type)
Rate = rate of instal ment
Nper =time period
Pv =present value
Fv= future value
Type=si/c-i
Date and time junction:-
Date ( ):-
It is used to enter the specific data in a cell.
Syntax =date( year, mon,date)
Eg = date( 2007,9,24)
Day ( ) :-
It is used to calculate the no of days of a month from the date.
Syntax = day (cell address)
Eg = day(a2)
( there fore a1=1989/3/30 90days)
Month ( ) :-
Syntax =month(cell address)
Eg :- =month(a1)
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42. templates
In Excel 2007, there are many templates that can save you a lot of time.
A template is a predesigned spreadsheet you can use to create new
spreadsheets with the same formatting and predefined formulas. With
templates, you don't need to know how to do the math, or even how to
write formulas—these are already integrated into the spreadsheet.
In this lesson, you'll learn how to create a new workbook with
a template, as well as basic information on how templates work in Excel
2007.

To create a new workbook using a template:

1. Click the File tab to go to Backstage view.
2. Select New. The Available Templates pane appears.
3. Click Sample templates to choose a built-in template, or
select an Office.com template category to download a
template. In this example, we'll download a template from
Office.com.
 179
4. Thumbnail images of the templates you can choose from
appear in the center. A larger preview appears on the right.
5. Select the desired template, then click Download to open it.
(If using a Sample template, Download will be replaced
with Create.)

6. A new workbook will appear using the template you chose.

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43. Macros
Macros in MS Excel
Macros enable you to automate almost any task that you can undertake in Excel 2010.
By using macro recorder from View Tab » Macro Dropdown to record tasks that you
perform routinely, you not only speed up the procedure considerably but you are
assured that each step in a task is carried out the same way each and every time you
perform a task.
To view macros choose View Tab » Macro dropdown.

Macro Options
View tab contains a Macros command button to which a dropdown menu containing
the following three options.
 View Macros − Opens the Macro dialog box where you can select a macro to
run or edit.
 Record Macro − Opens the Record Macro dialog box where you define the
settings for your new macro and then start the macro recorder; this is the same
as clicking the Record Macro button on the Status bar.
 181
 Use Relative References − Uses relative cell addresses when recording a
macro, making the macro more versatile by enabling you to run it in areas of a
worksheet other than the ones originally used in the macro’s recording.

Creating Macros
You can create macros in one of two ways −
 Use MS Excel’s macro recorder to record your actions as you undertake them in
a worksheet.
 Enter the instructions that you want to be followed in a VBA code in the Visual
Basic Editor.
Now let's create a simple macro that will automate the task of making cell content Bold
and apply cell color.
 Choose View Tab » Macro dropdown.
 Click on Record Macro as below.

 Now Macro recording will start.

 Do the steps of action, which you want to perform repeatedly. Macro will record
those steps.
 You can stop the macro recording once done with all steps.
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Edit Macro
You can edit the created Macro at any time. Editing macro will take you to the VBA
programming editor.
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44. sorting
Sorting in MS Excel
Sorting data in MS Excel rearranges the rows based on the contents of a particular
column. You may want to sort a table to put names in alphabetical order. Or, maybe
you want to sort data by Amount from smallest to largest or largest to smallest.
To Sort the data follow the steps mentioned below.
 Select the Column by which you want to sort data.
 Choose Data Tab » Sort Below dialog appears.

 If you want to sort data based on a selected column, Choose Continue with the
selection or if you want sorting based on other columns, choose Expand
Selection.
 You can Sort based on the below Conditions.
o Values − Alphabetically or numerically.
o Cell Color − Based on Color of Cell.
o Font Color − Based on Font color.
o Cell Icon − Based on Cell Icon.
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 Clicking Ok will sort the data.

Sorting option is also available from the Home Tab. Choose Home Tab » Sort & Filter.
You can see the same dialog to sort records.
185
 186

45. charts
A chart is a graphical representation of information of a database charts
helps us to analyses data and make comparison between different
worksheet values. We can understand the data of a company by
analyzing the chart.
Types of charts :-
( i ) area chart :-
An area chart shows the magnitude of change over the time. An area
chart in a stacked line chart. An area chart plots data series one on top
of the other to explain there type of charts we have to study the following
table.

Bar charts:-
 187
A bar chart also a graphical representation of information of
the database. It consists of bars which represent the information
depending up on bars there are two types of bar charts in Ms-excel.

Vertical bar graphics :- It consists of

vertical bars which represents the information.

progress

3000
production

2000 year
1000 production
0
1 2 3 4 5
year

The bar chart consists of a series of vertical bars that allows comparison
of relating size of two of more items at one point of time. Each bar in a
bar chart in a single data number which represent the increment or
decrement. In the above vertical bar chart the bar at 1991 year
represent the 500 item production the bar at 1992 represents 2000 item
production how we can easily compare there two bars which are varied
from each other
Horizontal bar graphics:-
These consists of horizontal bars which represent the information of a
database
 188

progress

5
4
production
year

3
year
2
1

0 1000 2000 3000

production

In the above chart the values of years all taken along y-axis and
production is taken as x-axis. Each year horizontal bar represents the
production in a particular year itself.
Line chart:-
This chart also represent the information of a database in the form of
line. The charts consists of lines which describe the increment of the
progress production
10000

1000
production

year
100
production
10

1
1 2 3 4 5
In the
year
above chart the rising of line
indicates the increment in production and falling of line indicates the
decrement in production
 189
Pie charts:-
Apie chart is best used for comparing the % of sum that several
represents. There is only one data series in a pie chart

year

year, 1995 year, 1991 1

2
3
year, 1994 year, 1992 4

year, 1993 5

The angle of production of

1991=500/100*360=18
1992=2000/10000*360=18
1993=2500/10000*360=70
1994=2000/10000*360=90
1995=3000/10000*360=108

Scatter charts:- scatter charts show the relationship between pairs of

number there charts also called x, y charts. It is used for numerical
analysis.

Year 1991 1992 1993 1994 1995

Productio 250 750 1250 1750 2250
n
 190

46. Filtering
Excel offers a powerful database function i.e.: is a big improvement
over the searching. it comes in two favors they are
Auto filtering: When we choose date menu on the menu bar then the
drop down will be Displayed select Filter option from the drop down menu
and then select Auto list. Excel Zips through the data base looking for each
unique entry in each column
Ex: in the same data base it would find you unique departments
in the department column.
Auto filter option in ms excel option in ms excel zips the all records in
a single record on a particular database a auto filter option creates the drop
down menu for each and every column. by using these drop down menus.
We can display the number of records as we here are the steps to create to
auto filter for particular data base.

1. Select the data base which you have entered

 191
2. Click data on the menu bar.
3. Select filter option from th drop down menu.
4. Then the select data base will applied by auto filter.
5. Each column of the database will obtain the drop down menus
as follows.

7 choose custom from a particular drop down menu to bring up the

custom auto filter dialogue box. Custom auto filter
8, specifield grater than (>) by clicking “>” operator in first text box
and enter the value the second text box.
9. Click ok button than excel will filter out (hiding) records for fields
less than the given value. Showing all records after auto
filtering you can show the all records after auto filtering in two
ways

I-way:
1, click on the frop down menu created by auto – filtering
2, select show all record option from the auto filtering drop down
menu there all hi9dden records will be displayed.
Il –way
1, click on data menu on the menu bar
2, select filter option from the drop down menu
 192
3, select show all option from the sub menu
4, then all the hidden records will be displayed.
Renaming auto filter lists
To rename the drop down filter list and redisplay
All of the records follow the following steps.
1, selected ‘data’ menu option on the menu bar
2, select auto filter option from the drop down menu
3, dos select t he auto filter option from the sub menu
4, then the applied auto will be removed from the database

Advanced filtering:
It is also used to create the auto filter for a part9icular database. But
using this advanced Auto filtering we can medify the database by
conditionaly
 193

47. consolidation and grouping

Data Consolidation allows you to gather together your data from separate worksheets
into a master worksheet. In other words, the Data Consolidation function takes data
from a series of worksheets or workbooks and summaries it into a single worksheet that
you can update easily.
The trouble is, working with Data Consolidation can be tricky! Don’t be put off. Data
Consolidation is an incredibly useful tool that help you understand and present your
data quickly and easily. The screen may look daunting but like all great things, good
planning is the key.
This example contains some tips from Edmund, one of our Excel experts, and will help
you decide how to organise your data before you start summarising it to get easily
understandable results.
Here we look at:

1. Consolidating data from multiple worksheets to one summary within the same workbook.
2. Consolidating data from multiple workbooks to one summary in a new workbook.

NOTE: The following processes will work in Excel versions: 2007, 2010, 2013 and 2016.
If you are using an older version (Excel 2003 or older), this tip may not work for you.

Consolidate data in multiple worksheets within the same workbook

In our example, we have data for 3 years expenditure on tea, coffee and milk. The data
is broken down into quarters and stored in one year per worksheet in one workbook. We
can create a ‘Consolidated Summary’ sheet which will show expenditure by year and
quarter. It does not matter if the data has the same arrangement of columns and rows
or not. Excel will sort that out for you. Amazing!

Year 1 worksheet
 194

Year 2 worksheet

Year 3 worksheet

As you can see, Years 1, 2 and 3 each have different arrangements of columns and
rows. There is no tea in Year 2; in Year 3 the first quarter appears at the end of the
table, there is no Quarter 2 and the Quarters are not in order. The ranges you
consolidate do not have to be of the same size in each worksheet, the number of rows
or columns might be different from sheet to sheet. And yet, you can still consolidate the
data into a summary sheet. How incredible is that!

Consolidation steps:
 195
To start using the Data Consolidation tool, you need to select an empty sheet in the
workbook as your master worksheet or add a new one if necessary. The worksheet is
renamed ‘Consolidated Summary’.
Select the upper-left cell of the area where you want the consolidated data to appear.
On the Ribbon, Choose Data > Consolidate to view the Consolidate dialog:

In the Function box, click the summary function that you want Excel to use to
consolidate the data. As you will see from the drop-down, there are 11 functions to
choose from. For our data we want to add up the values so we’ll set the Function to
Sum.

Click in the Reference area and select the first data range to consolidate – to do this
you will need to click the Sheet tab i.e. “Year 1” and then drag over the data (including
row and column headings) and then click the Add button to add this first set of data to
the consolidation dialog.
 196

Continue in the same way by clicking on the next sheet, highlighting the data, and
clicking on the Add button until all your data and worksheets appear in
the References section of the dialog e.g. “Year 2” and “Year 3”.

Top Tip: You can name your ranges before you start the Consolidation process. If you
name each range then, when you create the consolidation, place your cursor in the
Reference field, press F3 and then choose the range from the list in the Paste Name
dialog.
 197

To indicate where the labels are located in the source ranges, select the check boxes
under Use labels in: either the Top row, the Left column, or both. In this
example, Top row is the name of the quarters, i.e. Quarter 1, Quarter 2, etc. and
the Left Column are the list of items, i.e. Coffee, Tea and Milk.
Automatic vs. Manual updates: If you want Excel to update your consolidation table
automatically when the source data changes, select the Create links to source data
check box. If unchecked, you can still update the consolidation manually.

When you click OK, Excel summarises all the data into your new sheet as your master
worksheet (Consolidated Summary).

You’ll immediately notice a change to the Excel worksheet that you may never have
 198
seen before. You will see grouping tools down the left of the screen which you can use
to display and hide the data. Next to rows 7, 10 and 14, there are plus signs. This
signifies that cells are part of a group that is currently collapsed. Clicking on the plus
sign will expand the group and there is a line connecting these rows to the left:

You’ll find that the second column (Column C) of data shows the name of the workbook
(Core Excel Level 2) that contains the data. You can hide this column if you want to, by
right clicking it and choosing Hide. This simply hides the column so the data is there
should you need to refer to it later on.
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48. pivot table

Pivot Tables
A pivot table is essentially a dynamic summary report generated from a database. The
database can reside in a worksheet (in the form of a table) or in an external data file. A
pivot table can help transform endless rows and columns of numbers into a meaningful
presentation of the data. Pivot tables are very powerful tool for summarized analysis of
the data.
Pivot tables are available under Insert tab » PivotTable dropdown » PivotTable.

Pivot Table Example

Now, let us see Pivot table with the help of example. Suppose you have huge data of
voters and you want to see the summarized data of voter Information per party, then
you can use the Pivot table for it. Choose Insert tab » Pivot Table to insert pivot table.
MS Excel selects the data of the table. You can select the pivot table location as
existing sheet or new sheet.
 200
This will generate the Pivot table pane as shown below. You have various options
available in the Pivot table pane. You can select fields for the generated pivot table.

 Column labels − A field that has a column orientation in the pivot table. Each
item in the field occupies a column.
 Report Filter − You can set the filter for the report as year, then data gets
filtered as per the year.
 Row labels − A field that has a row orientation in the pivot table. Each item in
the field occupies a row.
 Values area − The cells in a pivot table that contain the summary data. Excel
offers several ways to summarize the data (sum, average, count, and so on).
After giving input fields to the pivot table, it generates the pivot table with the data as
shown below.
201
 202

Unit-IV: MS Power point:

49. Introduction
What is PowerPoint
Microsoft PowerPoint, usually just called the PowerPoint, is a software program
developed by Microsoft to produce effective presentations. It is a part of Microsoft Office
suite. The program comprises slides and various tools like word processing, drawing,
graphing and outlining. Thus it can display text, table, chart, graphics and media in the
slides.

Features of PowerPoint
Microsoft PowerPoint is a professional presentation program that allows the user to
create a "presentation slide" that can be displayed on the computer screen through a
projector that is plugged into the computer. There are three main features of the
Microsoft PowerPoint window that you need to focus upon while learning PowerPoint.
These features are Microsoft Office Button, Quick Access Toolbar and Ribbon. Some of
the other important features of PowerPoint are:
o Ribbon: PowerPoint has a new, intuitive user interface called the Ribbon that
helps you create better presentations much more quickly than you could in earlier
versions of PowerPoint.
o Video Capabilities: One of the attractive features of Microsoft PowerPoint is that
it allows you to use video in your presentations. With this software, you can
embed a video clip into one of your slides and use it during the slideshow. When
you embed the video, you can also perform a number of editing functions which
will allow you to alter the video to your needs for the presentation.
o Apply a consistent look and feel in one click: PowerPoint themes help you
change the look and feel of your entire presentation with just one click.
PowerPoint comes with new themes, layouts and Quick Styles that offer you a
wide range of options when you are formatting your presentations. Changing the
 203
theme of your presentation not only changes the background colour but the
colour of a diagram, table etc and even the style of any bullet points within a
presentation.
o Dynamically modify shapes, text, and graphics with new tools and
effects: You can now manipulate and work with your text, tables, charts and
other presentation elements in much richer ways than ever before.
o Special Effects: When creating a presentation, one of your jobs as a presenter
is to keep the attention of your audience. If you create a plain presentation
without any flair, your subjects may not pay attention for long. With Microsoft
PowerPoint, you can use a number of special effects to enhance the quality of
your presentations.
o Reduce your document sizes and improve file recovery at the same
time: The new compressed Microsoft PowerPoint XML Format offers a dramatic
reduction in file size, while offering an improvement in data recovery for damaged
files.
 204

50. Starting
To start a power point presentation we should follow the following steps

1. Click on start button on the task bar.

2. Select programs option from the drop up menu
3. Select Micro Soft Office option from the sub menu
4. And then select the Micro Soft – Power point Option then the presentation
window will be displayed.

When you open PowerPoint window by default a slide appears. The slide has
two placeholders or text boxes. Additional text boxes can be added from the
Insert tab.
To start creating presentation click on the placeholder or text box a blinking
cursor will appear. Then type the title and click outside the box. The text box will
disappear.
See the image.

In a similar way, add text or subtitle to the other text box.

 205

51. Parts
Microsoft Office Button is located on the upper-left corner of the PowerPoint window.
See the image:

When you click the button it displays a menu with multiple options to perform different
tasks.

Quick Access Toolbar

It is located beside the Microsoft Office Button. By default it shows three commands;
Save, Undo and Redo.
See the image:
 206
When you click the drop-down arrow at the right end of Quick Access Toolbar it offers
more commands. The desired command out of these commands can be added to Quick
Access Toolbar with a left click on it.

Ribbon and Tabs

Ribbon is located on the top of the PowerPoint window just below the Title bar. It is
made up of seven tabs; Home, Insert, Design, Animations, Slide Show, Review and
View. Each tab is divided into groups of related commands that are displayed on the
Ribbon. To view additional commands of a group click the arrow at the right bottom
corner of the group.
See the image:

Slide, Placeholder and Notes

Slide: Presentation is created on slides. It lies in the centre of the PowerPoint window.
Placeholder: By default two placeholders appear in the slide when you open the
PowerPoint.
Click to add notes: This space is provided to create notes if needed.

Mini Toolbar
It is a floating toolbar that appears when you select text or right click the text. It
comprises frequently used formatting tools like Bold, Italics, Font Size and Font Color.
 207

52. Creating of tables

How to Insert Table
o Place the cursor on the slide where you want to insert the table
o Click the Insert tab, it will display Tables group on the left
o Click the Table button, it will display four options to insert the table:
1) Highlight the Number of Rows and Columns
You will see small boxes on top, select the boxes corresponding to number of rows and
column that you want in your table.
See the image:

Modify or Format Table

Select the table you want to modify. Two new tabs Design and Layout appear in the
Ribbon. These tabs offer various groups of commands to format tables.
When you click the Design tab it displays you four groups of commands; Table Style
Options, Table Styles, WordArt Styles and Draw Borders.
 208
See the Image:

When you click the Layout tab it displays six groups of commands; Table, Rows &
Columns, Merge, Cell Size and Alignment.

Insert Table from Word or Excel

o Open the desired word document or Excel spreadsheet you want to insert
o Select and copy it
o Then place the cursor on the PowerPoint slide where you want to paste it
o Select Home tab and click the Paste command
 209

53. create presentation

Creating a Presentation
When you open PowerPoint window by default a slide appears. The slide has two
placeholders or text boxes. Additional text boxes can be added from the Insert tab.
To start creating presentation click on the placeholder or text box a blinking cursor will
appear. Then type the title and click outside the box. The text box will disappear.
See the image.

In a similar way, add text or subtitle to the other text box.

 210

54. Templates
1. Open a blank presentation, and then on the View tab, click Slide Master.
The slide master is the largest slide image at the top of the slide thumbnail
list. Associated layouts are positioned beneath it.

2. To
o make changes to the slide master or layouts, on the Slide
Master tab, do any of these:

 To add a colorful theme with special fonts, and effects, click Themes,
and pick a theme.
 211
 To change the background, click Background Styles
Styles, and pick a
background.
 To add a placeholder for text, picture, chart, and other objects, in the
thumbnail pane, click the slide layout that you want to hold the
placeholder. From Insert Placeholder,
Placeholder, pick the type of placeholder you
want to add, and drag to draw the placeholder size.
siz

1. Open the presentation that you want to save as a template.

2. On the File tab, click Save as Template.
3. In the Save As box, type the name that you want to use for the
new template.
4. (Optional) In the Where box, choose a location where the
template will be saved.
5. Next to File Format,
Format click PowerPoint Template (.potx)
(.potx), or, if
your presentation contains macros, click PowerPoint Macro-
Macro
Enabled Template (.potm).
(.potm)
6. Click Save.
 212

55. Auto content Wizard

Auto Content Wizard This wizard is useful for certain categories of
presentations particularly business related presentations. Provides
templates and ideas for a wide variety of different types of presentation.
PowerPoint will create a number of slides for you and will suggest
content relevant to that specific type of presentation. This wizard helps
you determine the content and organisation of your presentation by
using an outline. The AutoContent Wizard leads you through a series of
questions so you can choose the best layout for your presentation. The
Wizard supplies not only the design but also ideas, starter text,
formatting and organisation. The colour scheme and the background
colour will be selected for you although you can change this afterwards.
A very easy way to get started is to use the AutoContent wizard. The
easiest way to create your first presentation is to use the AutoContent
Wizard.

Step 2 - Start
Select (File > New) to display the New Presentation task pane and click on the
AutoContent Wizard hyperlink.
This will ask you for some information such as your name, the tile of the presentation,
type of the presentation
This wizard only creates an outline for common types of presentations.
 213

Step 3 - Presentation Type

Select the type of presentation you want that best describes the type of presentation
you are going to give.
There are several sub topics to choose from under each category
There are a number of different categories to choose from or you can choose All to
display the entire list.
 214

Step 4 - Presentation Style

Choose the type of output you want for the presentation.

Step 5 - Presentation Options

Enter a presentation title and footer
You can also include a footer which will be repeated at the bottom of every slide.
 215

Step 6 - Finish
Select Finish to view the presentation.

The presentation will be created and the sample content will be displayed.
Replace the suggestions for the content by clicking on each textbox in the slide pane
The suggestions given will guide you through the different sections of your presentation.
Replace the suggestions with your text.
The wizard populates the username into the subtitle box on the title slide. The name
used is obtained from the information about the registered user although this can be
overwritten from (Tools > Options)(General tab).
Suggestions on the points you might want to make are given on each slide and should
be replaced with your own comments.
You should also change the slide titles as well if necessary.
 216

56. Slide show

There are multiple ways you can deliver a PowerPoint presentation, such
as distributing paper handouts or by running the presentation on a
computer. Running a presentation on a computer is the preferred method
because it gives you the most control over the presentation and allows you
to use multimedia, animation, and other effects.

Start and End a Slide Show

1. Click the Slide Show tab on the ribbon.
2. Select From Beginning or From Current Slide.

You can also press F5 on your keyboard or click the Slide Show button in
the status bar to start the presentation.

3. To exit the presentation and return to normal view, click

the Options button.
4. Select End Show.

Pressing the Escape key also ends the presentation.

 217

Move Through Slides

There are navigation buttons located at the bottom-left of a slide when
presenting. You can use these to navigate a presentation or use navigation
keystroke shortcuts on the keyboard.

1. Click the arrows to move forward or back in the presentation.

 218

Keyboard Shortcuts for Presenting a Slide Show

Action Keyboard Shortcut

Click the left mouse button or press any of the following

Advance to the
keys on the keyboard: Enter, Spacebar, ?, ?, N, or Page
next slide
Down.

Go back to the Press any of the following keys on the keyboard: ?, ?, P,

previous slide or Page Up.

Jump to a
Type the slide number and press Enter.
specific slide

Display a white
Press W.
screen

Display a black
Press B.
screen

Turn on the laser

Hold the Ctrl key and click and hold the left mouse button.
pointer

Turn on the pen

Press Ctrl + P.
tool

End the
Press the Esc key.
presentation
 219

57. Editing of presentation

Microsoft PowerPoint is part of the Microsoft Office Suite program
library and is used to create slide presentations. To edit a PowerPoint
presentation, it must be in PowerPoint format (.ppt or .pptx). For
example, a presentation that has been converted to a Quicktime
movie and is now in .mov format, cannot be edited in PowerPoint.
However, if you still have the original .ppt or .pptx file used to create
the movie, you can edit that and create an updated movie.

Step 1
Open the PowerPoint file with your PowerPoint Software. Click the
"New Slide" button at the top of the screen if you want to add a new
slide to the presentation file.

Step 2
 220
Slide Thumbnails

Click the slide thumbnails along the left side of the screen to move to
a specific slide you want to edit.

Step 3
Click the "Slide Sort View" button in the bottom left of the corner to
view all your slides as thumbnails. Then, click and drag to rearrange
the slide order. Click the "Slide Themes" button at the top of the
screen if you want to change the color theme for the entire
presentation to something new.

Step 4

Selected Object

Step 5
lick on a slide object and drag when the cursor is a cross-hairs to
move the object to a new position. Click and drag on object outline
handles to resize.
 221

Step 6

Insert New Object Buttons

Use the "Insert" buttons on the toolbar at the top of the screen to add
new objects (text, pictures, movies, charts, tables or shapes) to a
slide. Multiple objects can be added to the same slide with these
buttons or the Insert menu.

Step 7
Double-click on text objects to edit the text or change its formatting.

Step 8
Click the File menu (or the Office menu in PowerPoint 2007) and then
"Save" to save the editing changes you've made to the PowerPoint
presentation file.
 222

58. Inserting objects

How to Insert Picture and Clip Art
To Add Picture:
o Click the Insert tab
o In Illustrations group click on the Picture button
o Insert Picture dialogue box appears
o With a click select the desired picture
o Click Insert, the picture will be added to the slide
o Click and drag the picture to move it to desired location
See the image:

To Add Picture:
o Click the Insert tab
o In Illustrations group click the Clip Art button
 223
o Clip Art task pane appears on the right side
o In task pane you will notice three fields: Search for, Search in,
Results should be

How to Edit Picture and Clip Art

o Select the Picture or Clip Art that you want to edit
o Format tab appears in the Ribbon next to View tab
o It displays four groups of commands; Adjust, Picture Styles, Arrange
and Size group
See the image:

The Adjust group displays six commands.

See the image:

o Brightness: To increase and decrease the picture brightness

o Picture Contrast: To increase or decrease the picture contrast
o Recolor: To recolor the picture to give it special effect
o Compress Picture: To compress picture to reduce its size
o Change Picture: To change the picture
o Reset Picture: To discard all the changes made to the picture
 224
The Picture Styles group displays picture styles and three commands.
See the image:

o Picture Styles: To apply a picture style to the picture or clip art

o Picture Shape: To change the shape of the picture or clip art
o Picture Border: To give colors to the picture border
o Picture Effects: To apply visual effect to the picture
The Arrange group has six commands:
See the image:

o Bring to Front: To bring the picture in front of all other objects

o Send to Back: To send the picture behind other objects
o Selection Pane: It displays selection pane with various options to
format and change order of picture
o Align: To align the multiple pictures on the slide. You can distribute
them evenly across the slide.
o Group: To group different objects together
o Rotate: To rotate the text or objects
The Size group has three commands.
 225
See the image:

o Crop: To remove unwanted parts of the picture

o Height: To change the height of the picture
o Width: To change the width of the picture
 226

59. Charts
How to Insert Chart
o Select the Insert tab
o In Illustrations group click on Chart command
o An Insert Chart dialogue box appears
o Select the desired Chart style and click Ok
o Chart will be added to slide and an Excel worksheet appears on right
side of the slide

:
 227

How to Enter Chart Data

We can't enter data directly in charts. To enter data in chart we have to
type it in excel spreadsheet that appears when you add Chart or click Edit
Chart option. The data that you enter in spreadsheet automatically appears
in the Chart. Select the cell of spreadsheet and type the data it will appear
in the slide. Repeat the process to enter the entire data.
 228

How to Format Chart or Chart Data

When you select the chart three new tabs Design, Layout and Format
appear in the Ribbon. Each tab contains specific groups of chart tools to
format charts and chart data.
The Design tab contains four groups; Type, Data, Chart Layouts and Chart
Styles.
See the image:

The Layout tab contains six groups; Current Selection, Insert, Labels, Axes,
Background and Analysis.
See the image:

The Format tab contains five groups; Current Selection, Shape Styles,
WordArt Styles, Arrange and Size.
See the image:
 229

Unit-V: MS Access:

60. Orientation to Microsoft Access

MS Access uses “objects" to help the user list and organize information,
as well as prepare specially designed reports. When you create a
database, Access offers you Tables, Queries, Forms, Reports, Macros,
and Modules. Databases in Access are composed of many objects but the
following are the major objects −
 Table Queries
 Forms
 Reports
Together, these objects allow you to enter, store, analyze, and compile
your data. Here is a summary of the major objects in an Access database;

Table
Table is an object that is used to define and store data. When you create a
new table, Access asks you to define fields which is also known as column
headings.
 Each field must have a unique name, and data type.
 Tables contain fields or columns that store different kinds of data,
such as a name or an address, and records or rows that collect all
the information about a particular instance of the subject, such as all
the information about a customer or employee etc.
 You can define a primary key, one or more fields that have a unique
value for each record, and one or more indexes on each table to
help retrieve your data more quickly.
 230

Query
An object that provides a custom view of data from one or more tables.
Queries are a way of searching for and compiling data from one or more
tables.
 Running a query is like asking a detailed question of your database.
 When you build a query in Access, you are defining specific search
conditions to find exactly the data you want.
 In Access, you can use the graphical query by example facility or you
can write Structured Query Language (SQL) statements to create
your queries.
 You can define queries to Select, Update, Insert, or Delete data.
 You can also define queries that create new tables from data in one
or more existing tables.

Form
Form is an object in a desktop database designed primarily for data input
or display or for control of application execution. You use forms to
customize the presentation of data that your application extracts from
queries or tables.
 Forms are used for entering, modifying, and viewing records.
 The reason forms are used so often is that they are an easy way to
guide people toward entering data correctly.
 When you enter information into a form in Access, the data goes
exactly where the database designer wants it to go in one or more
related tables.
 231

Report
Report is an object in desktop databases designed for formatting,
calculating, printing, and summarizing selected data.
 You can view a report on your screen before you print it.
 If forms are for input purposes, then reports are for output.
 Anything you plan to print deserves a report, whether it is a list of
names and addresses, a financial summary for a period, or a set of
mailing labels.
 Reports are useful because they allow you to present components of
your database in an easy-to-read format.
 You can even customize a report's appearance to make it visually
appealing.
 Access offers you the ability to create a report from any table or
query.

Other MS Access Objects

Let us now take a look at other MS Access objects.
Macro
This object is a structured definition of one or more actions that you want
Access to perform in response to a defined event. An Access Macro is a
script for doing some job. For example, to create a button which opens a
report, you could use a macro which will fire OpenReport action.
 You can include simple conditions in macros to specify when one or
more actions in the macro should be performed or skipped.
 You can use macros to open and execute queries, to open tables, or
to print or view reports.
 232
 You can also run other macros or Visual Basic procedures from
within a macro.
 Data macros can be attached directly to table events such as
inserting new records, editing existing records, or deleting records.
 Data macros in web apps can also be stand-alone objects that can
be called from other data macros or macro objects.
Module
Module is an object in desktop databases containing custom procedures
that you code using Visual Basic. Modules provide a more discrete flow of
actions and allow you to trap errors.
 Everything that can be done in a macro can also be done in a
module, but you don't get the macro interface that prompts you what
is needed for each action.
 Modules are far more powerful, and are essential if you plan to write
code for a multi-user environment, because macros cannot include
error handling.
 Modules can be standalone objects containing functions that can be
called from anywhere in your application, or they can be directly
associated with a form or a report to respond to events on the
associated form or report.
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61. Create a Simple Access Database

the basic process of starting Access and creating a database.
This chapter will also explain how to create a desktop
database by using a template and how to build a database
from scratch.
To create a database from a template, we first need to open
MS Access and you will see the following screen in which
different Access database templates are displayed.

To view the all the possible databases, you can scroll down
or you can also use the search box.
 234

Let us enter project in the search box and press Enter. You
will see the database templates related to project
management.

Select the first template. You will see more information

related to this template.

After selecting a template related to your requirements, enter

a name in the File name field and you can also specify
another location for your file if you want.
 235

Now, press the Create option. Access will download that

database template and open a new blank database as shown
in the following screenshot.

Now, click the Navigation pane on the left side and you will
see all the other objects that come with this database.
 236

Click the Projects Navigation and select the Object Type in

the menu.

You will now see all the objects types — tables, queries, etc.
 237

Create Blank Database

Sometimes database requirements can be so specific that
using and modifying the existing templates requires more
work than just creating a database from scratch. In such
case, we make use of blank database.
Step 1 − Let us now start by opening MS Access.

Step 2 − Select Blank desktop database. Enter the name and

click the Create button.
 238

Step 3 − Access will create a new blank database and will

open up the table which is also completely blank.
 239

62. Working with Table Data

create the first table that will store the basic contact
information concerning the employees as shown in the
following table −

Field Name Data Type

EmployeelD AutoNumber

FirstName Short Text

LastName Short Text

Address1 Short Text

Address2 Short Text

City Short Text

State Short Text

Zip Short Text

Phone Short Text

Phone Type Short Text

 240

Let us now have short text as the data type for all these fields
and open a blank database in Access.

This is where we left things off. We created the database and

then Access automatically opened up this table-one-
datasheet view for a table.

Let us now go to the Field tab and you will see that it is also
automatically created. The ID which is an AutoNumber field
 241

acts as our unique identifier and is the primary key for this
table.
The ID field has already been created and we now want to
rename it to suit our conditions. This is an Employee table
and this will be the unique identifier for our employees.

Click on the Name & Caption option in the Ribbon and you
will see the following dialog box.

Change the name of this field to EmployeeID to make it

more specific to this table. Enter the other optional
information if you want and click Ok.
 242

We now have our employee ID field with the caption

Employee ID. This is automatically set to auto number so we
don't really need to change the data type.
Let us now add some more fields by clicking on click to add.

Choose Short Text as the field. When you choose short text,
Access will then highlight that field name automatically and
all you have to do is type the field name.
 243

Type FirstName as the field name. Similarly, add all the

required fields as shown in the following screenshot.

Once all the fields are added, click the Save icon.
You will now see the Save As dialog box, where you can
enter a table name for the table.
 244

Enter the name of your table in the Table Name field. Here
the tbl prefix stands for table. Let us click Ok and you will see
your table in the navigation pane.

Table Design View

As we have already created one table using Datasheet
View. We will now create another table using the Table
Design View. We will be creating the following fields in this
table. These tables will store some of the information for
various book projects.

Field Name Data Type

Project ID AutoNumber
 245

ProjectName Short Text

ManagingEditor Short Text

Author Short Text

PStatus Short Text

Contracts Attachment

ProjectStart Date/Time

ProjectEnd Date/Time

Budget Currency

ProjectNotes Long Text

Let us now go to the Create tab.

 246

In the tables group, click on Table and you can see this looks
completely different from the Datasheet View. In this view,
you can see the field name and data type side by side.

We now need to make ProjectID a primary key for this table,

so let us select ProjectID and click on Primary Key option in
the ribbon.
 247

You can now see a little key icon that will show up next to
that field. This shows that the field is part of the table’s
primary key.
Let us save this table and give this table a name.
 248

Click Ok and you can now see what this table looks like in the
Datasheet View.

Let us click the datasheet view button on the top left corner of
the ribbon.

If you ever want to make changes to this table or any specific

field, you don't always have to go back to the Design View to
change it. You can also change it from the Datasheet View.
 249

Let us update the PStatus field as shown in the following

screenshot.

Click Ok and you will see the changes.

 250

63. Modify Table Data

To view, change, insert, or delete data in a table within Access, you can
use the table’s Datasheet View.
 A datasheet is a simple way to look at your data in rows and columns
without any special formatting.
 Whenever you create a new web table, Access automatically creates
two views that you can start using immediately for data entry.
 A table open in Datasheet View resembles an Excel worksheet, and
you can type or paste data into one or more fields.
 You do not need to explicitly save your data. Access commits your
changes to the table when you move the cursor to a new field in the
same row, or when you move the cursor to another row.
 By default, the fields in an Access database are set to accept a
specific type of data, such as text or numbers. You must enter the
type of data that the field is set to accept. If you don't, Access
displays an error message −
Let us add some data into your tables by opening the Access database we
have created.
 251
Select the Views → Datasheet View option in the ribbon and add some
data as shown in the following screenshot.

Similarly, add some data in the second table as well as shown in the
following screenshot.

You can now see that inserting a new data and updating the existing data
is very simple in Datasheet View as working in spreadsheet. But if you
want to delete any data you need to select the entire row first as shown in
the following screenshot.
 252

Now press the delete button. This will display the confirmation message.

Click Yes and you will see that the selected record is deleted now.
 253

64. Sort and Filter Records

Sorting records
When you sort records, you are putting them into a logical order,
with similar data grouped together. As a result, sorted data is often
simpler to read and understand than unsorted data. By default, Access
sorts records by their ID numbers. However, there are many other ways
records can be sorted. For example, the information in a database
belonging to a bakery could be sorted in a number of ways:

 Orders could be sorted by order date or by the last name of

the customers who placed the orders.
 Customers could be sorted by name or by the city or zip
code where they live.
 Products could be sorted by name, category (like pies,
cakes, and cupcakes), or price.

You can sort both text and numbers in two ways: in ascending order
and descending order. Ascending means going up, so an ascending
sort will arrange numbers from smallest to largest and text from A to
Z. Descending means going down, or largest to smallest for numbers
and Z to A for text. The default ID number sort that appears in your
tables is an ascending sort, which is why the lowest ID numbers appear
first.
 254
In our example, we will be performing a sort on a table. However, you
can sort records in any Access object. The procedure is largely the
same.

To sort records:
1. Select a field you want to sort by. In this example, we will sort
by customers' last names.

2. Click the Home tab on the Ribbon, and locate the Sort &
Filter group.
3. Sort the field by selecting
the Ascending or Descending command.

4. The table will now be sorted by the selected field.

 255

5. To save the new sort, click the Save command on the Quick
Access Toolbar.

After you save the sort, the records will stay sorted this way until you
perform another sort or remove the current one. To remove a sort, click
the Remove Sort command.
 256

Filtering records
Filters allow you to view only the data you want to see. When you
create a filter, you set criteria for the data you want to display. The filter
then searches all of the records in the table, finds the ones that meet
your search criteria, and temporarily hides the ones that don't.
Filters are useful because they allow you to focus in on specific records
without being distracted by the data you're uninterested in. For instance,
if you had a database that included customer and order information, you
could create a filter to display only customers living within a certain city
or only orders containing a certain product. Viewing this data with a filter
would be far more convenient than searching for it in a large table.

In our examples and explanations, we will be applying filters to tables.

However, you can apply filters to any Access object. The procedure is
largely the same.

To create a simple filter:

1. Click the drop-down arrow next to the field you want to filter
by. We will filter by city because we want to see a list of
customers who live in a certain city.
 257

2. A drop-down menu with a checklist will appear. Only checked

items will be included in the filtered results. Clicking Select
All will select or deselect everything at once. In our example,
we'll deselect everything except Cary.

3. Click OK. The filter will be applied. Our customers table now
displays only customers who live in Cary.
 258

Toggling your filter allows you to turn it on and off. To view the records
without the filter, click the Toggle Filter command. To restore the filter,
click it again.
 259

65. Querying a Database

A query is a request for data results, and for action on data. You can use a
query to answer a simple question, to perform calculations, to combine
data from different tables, or even to add, change, or delete table data.
 As tables grow in size they can have hundreds of thousands of
records, which makes it impossible for the user to pick out specific
records from that table.
 With a query you can apply a filter to the table's data, so that you
only get the information that you want.
 Queries that you use to retrieve data from a table or to make
calculations are called select queries.
 Queries that add, change, or delete data are called action queries.
 You can also use a query to supply data for a form or report.
 In a well-designed database, the data that you want to present by
using a form or report is often located in several different tables.
 The tricky part of queries is that you must understand how to
construct one before you can actually use them.

Create Select Query

If you want to review data from only certain fields in a table, or review data
from multiple tables simultaneously or maybe just see the databased on
certain criteria, you can use the Select query. Let us now look into a
simple example in which we will create a simple query which will retrieve
information from tblEmployees table. Open the database and click on
the Create tab.
 260

Click Query Design.

In the Tables tab, on the Show Table dialog, double-click

the tblEmployees table and then Close the dialog box.
 261

In the tblEmployees table, double-click all those fields which you want to
see as result of the query. Add these fields to the query design grid as
shown in the following screenshot.

Now click Run on the Design tab, then click Run.

 262

The query runs, and displays only data in those field which is specified in
the query.
 263

66. Create Basic Queries

Create an Update Query
You can use an Update Query to change the data in your tables, and
you can use an update query to enter criteria to specify which rows
should be updated. An update query provides you an opportunity to
review the updated data before you perform the update. Let us go to
the Create tab again and click Query Design.

In the Tables tab, on the Show Table dialog box, double-click on

the tblEmployees table and then close the dialog box.
 264
On the Design tab, in the Query Type group, click Update and
double-click on the field in which you want to update the value. Let
us say we want to update the FirstName of “Rex” to “Max”.

In the Update row of the Design grid, enter the updated value and in
Criteria row add the original value which you want to be updated and
run the query. This will display the confirmation message.

Click Yes and go to Datasheet View and you will see the first record
— FirstName is updated to “Max” now.
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Create a Delete Query

You can use a delete query to delete data from your tables, and you
can use a delete query to enter criteria to specify which rows should
be deleted. A Delete Query provides you an opportunity to review the
rows that will be deleted before you perform the deletion. Let us go to
the Create tab again and click Query Design.

In the Tables tab on the Show Table dialog box, double-click

the tblEmployees table and then close the dialog box.
 266

On the Design tab, in the Query Type group, click Delete and
double-click on the EmployeeID.

In the Criteria row of the Design Grid, type 11. Here we want to
delete an employee whose EmployeeID is 11.
 267

Let us now run the query. This query will display the confirmation
message.

Click Yes and go to your Datasheet View and you will see that the
specified employee record is deleted now.
 268

Create a Make Table Query

You can use a make-table query to create a new table from data that
is stored in other tables. Let us go to the Create tab again and
click Query Design.

In the Tables tab, on the Show Table dialog box, double-click

the tblEmployees table and then close the dialog box.
 269
Select all those fields which you want to copy to another table.

In the Query Type, select the Make Table option button.

 270

You will see the following dialog box. Enter the name of the new
table you want to create and click OK.

Now run your query.

 271

You will now see the following message.

Click Yes and you will see a new table created in the navigation
pane.
 272

67. Sort and Filter Data in a

Query
Creating a filter from a selection
Filtering by selection allows you to select specific data from
your table and find data that is similar or dissimilar to it. For
instance, if you were working with a bakery's database and
wanted to search for all products whose names contained the
word chocolate, you could select that word in one product
name and create a filter with that selection. Creating a filter with
a selection can be more convenient than setting up a simple
filter if the field you're working with contains many items. You
can choose from the following options:

 Contains includes only records with cells that contain

the selected data.
 Does Not Contain includes all records except for
those with cells that contain the selected data.
 Ends With includes only records whose data for the
selected field ends with the search term.
 273

 Does Not End With includes all records except for

those whose data for the selected field ends with the
search term.

To create a filter from a selection:

1. Select the cell or data you want to create a filter with.
We want to see a list of all of our products that
contain the word chocolate in their names, so we'll
select the word Chocolate in the Product
Name field.

2. Select the Home tab on the Ribbon, locate the Sort &
Filter group, and click the Selection drop-down
arrow.
 274

3. Select the type of filter you want to apply. We'll

select Contains "Chocolate" because we want to
see records that contain the
word Chocolate anywhere in the field.

4. The filter will be applied. Our table now displays only

products with the word Chocolate in their names.
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68. Perform Calculations in a Query

In MS Access, an expression is like a formula in Excel. This consists of a
number of elements that can be used alone or in a combination to produce
a result. Expressions can include operators’, constants, functions and
identifiers.
 Expressions can be used to perform a variety of tasks from retrieving
the value of a control or supplying criteria to a query to creating
calculated controls and fields or defining a group level for report.
 In this chapter, we will be focusing on creating a very specific kind of
expression called a calculated expression. We will create several
calculated fields that will calculate and display data that is not stored
anywhere within the database itself but calculated from separate
fields that are stored.
We now have a new Access database that contains more data to
calculate.

Example
Let us try an example to understand this. We will be retrieving some
information from a variety of tables — tblCustomers, tblOrders,
tblOrdersDetails and tblBooks and reviewing a variety of fields.
 276

Let us now run the query and you will see the following results.

We want a very simple calculation for a subtotal which will take the
quantity of the books ordered and multiply that by the retail price of the
book. It is a good idea to begin every expression or any expression with a
name to call that field. Let us call this one subtotal.
 277

The full expression (Subtotal:

[tblOrdersDetails]![QTY]*[tblBooks]![RetailPrice]) includes the table
name, first tblOrdersDetails inside square brackets because that is where
our quantity field lives. Now an exclamation is telling Access to look inside
that table for a field QTY and multiply that by the retail price field in
tblBooks.
Let us try to run your query and you will see at end the subtotal field.
 278
Let us say we want to calculate our sales tax. In the query grid we will do
in the exact same way we did before and this time we will call the field
simply Tax and Let us multiply Subtotal by nine percent tax rate.

Let us run your query again and you will see the new Tax field in the end.
 279

69. Create Basic Access Forms

Forms in Access are like display cases in stores that make it
easier to view or get the items that you want. Since forms are
objects through which you or other users can add, edit, or display
the data stored in your Access desktop database, the design of
your form is an important aspect. There's a lot you can do
design-wise with forms in Microsoft Access. You can create two
basic types of forms −
 Bound forms
 Unbound forms
Bound Forms
Let us now understand what Bound Forms are −
 Bound forms are connected to some underlying data source
such as a table, query, or SQL statement.
 Bound forms are what people typically think of when they
think of the purpose of a form.
 Forms are to be filled out or used to enter or edit data in a
database.
 Examples of bound forms will typically be what users use to
enter, view or edit data in a database.
Unbound Forms
Let us look into Unbound Forms −
 280

 These forms are not connected to an underlying record or

data source.
 Unbound forms could be dialog boxes, switch boards, or
navigation forms.
 In other words, unbound forms are typically used to navigate
or interact with the database at large, as opposed to the data
itself.
Types of Bound Forms
There are many types of bound forms you can create in Access.
Let us understand the types −
Single Item Form
This is the most popular one and this is where the records are displayed
— one record at a time.
Multiple Item Form
This displays multiple records at a time from that bound data source.
Split Form
The form is divided into halves, either vertically or horizontally. One half
displays a single item or record, and the other half displays a list or
provides a datasheet view of multiple records from the underlying data
source.

Creating Forms
There are a few methods you can use to create forms in Access. For this,
open your Database and go to the Create tab. In the Forms group, in the
upper right-hand corner you will see the Form Wizard button.
 281

Click on that button to launch the Form Wizard.

On this first screen in the wizard, you can select fields that you want to
display on your form, and you can choose from fields from more than one
table or a query.
Let us assume we want to simply have a quick form that we are going to
use for data entry for our employee information.
From Tables/Queries drop-down list, select tblEmployees table. Click on
the double arrow to move all the fields at once.
 282

Let us just leave it with that one table, and click Next.

The following screen in the Form Wizard will ask for the layout that we
would like for our form. We have columnar, tabular, datasheet and
justified layouts. We will choose the columnar layout here and then
click Next.
 283

In the following screen, we need to give a title for our form. Let us call
it frmEmployees.
Once you have given your form a title, you can open the form to see what
that form looks like, or you can begin entering information into your table.
Or you can choose the option to modify the form's design. Let us choose
the first option to open the form to view or enter information and
click Finish.

Now, take a look at the following screenshot. This is what your form looks
like. This is a single item form, meaning one record is displayed at a time
 284
and further down you can see the navigation buttons, which is telling us
that this is displaying the record 1 of 9. If you click on that button then, it
will move to the next record.

If you want to jump to the very last record in that form or that table, you
can use the button right beside that right arrow, the arrow with a line after
it, that's the last record button. If you want to add new employee
information, go to the end of this records and then after 9 records you will
see a blank form where you can begin entering out the new employee's
information.
 285

This is one example of how you can create a form using the Form Wizard.
Let us now close this form and go to the Create tab. Now we will create a
slightly more complicated form using Wizard. Click the Form Wizard and
this time, we will choose fields from a couple of different tables.
 286
In this Form Wizard, let us choose tblProjects for Tables/Queries, and
select a few Available Fields such as ProjectID, ProjectName, ProjectStart,
and ProjectEnd. These fields will now move to Selected Fields.

Now select tblTasks for Tables/Queries and send over the TaskID,
ProjectID, TaskTitle, StartDate, DueDate and PercentComplete.
Click Next.
 287

Here, we want to retrieve data from a couple of different objects. We can

also choose from options on how we want to arrange our form. If we want
to create a flat form, we can choose to arrange by tblTasks, which will
create that single form, with all the fields laid out in flat view as shown
above.
However, if we want to create a hierarchical form based on that one-to-
many relationship, we can choose to arrange our data by tblProjects.
 288
In the above window, we have the option to include
a subform for tblTasks, or we can make that a linked form. This linked
form is where tblProjects will have a button that will launch that second
form filtered to the project that we have selected in that underlying projects
form. Let us now select the Form with subform(s), and then click Next.
In the following screen, you can choose a layout for your subform. The
Datasheet View gets selected by default. The Datasheet View is similar to
Table View. Now, click Next.

In the following screen, you need to provide a name for your forms. Enter
the name you want and click Finish.
 289
Access will give you a preview of what your form looks like. On top, you
have the controls on your main form, which is from our Projects table. As
you go down, you will see a subform. It's like a form within a form.
 290

70. Work with Data on Access Forms

You may also want to create a specific kind of form. For this, you can click
on the More Forms drop-down menu.

From the menu, you can create a Multiple Items form, a Datasheet form,
a Split form, or even a Modal Dialog form. These are typically bound
forms; select the object that you would like to be bound to that form. This
does not apply to the Modal Dialog forms.
To create this type of form, you will need to select the object in navigation
pane first. Let us select tblEmployees here.

Proceed by clicking on More Forms and Multiple Items.

 291

The above step will further create a Multiple Items form, listing out all the
employees.

Split Form
This type of form is divided in equal halves, either vertically or horizontally.
One half displays a single item or record, and the other half displays a list
or a datasheet view of multiple records from the underlying data source.
Let us now select tblEmployees in the navigation pane and then
on Create tab. Select Split Form option from More Forms menu and you
will see the following form in which the form is divided vertically.
 292

71. Create a Report

Reports offer a way to view, format, and summarize the information in your
Microsoft Access database. For example, you can create a simple report
of phone numbers for all your contacts.
 A report consists of information that is pulled from tables or queries,
as well as information that is stored with the report design, such as
labels, headings, and graphics.
 The tables or queries that provide the underlying data are also known
as the report's record source.
 If the fields that you want to include all exist in a single table, use that
table as the record source.
 If the fields are contained in more than one table, you need to use
one or more queries as the record source.
Example
We will now take a simple example to understand the process of creating
a very simple report. For this, we need to go to the Create tab.
 293
Before clicking on the Report button to create a basic report, make sure
the proper query is selected. In this case, qryCurrentProjects is selected
in your navigation pane. Now click on the Report button, which will
generate a report based on that query.

You will see that the report is open in Layout view. This provides a quick
way to adjust the size or width of any of your fields that you see on the
report. Let us now adjust the column widths to make everything fit in a
better way.

Scroll down and adjust the page control at the bottom.

 294

This was a very quick way to create a very simple report. You could also
make minor changes and adjustments from the report design view.

 Just like forms, a report is made up of a variety of different sections.

 You have the detail section, which is where all of your data lives for
the most part.
 295
 You also will see a page header and a page footer section; these
appear at the top and at the bottom of every single page in your
report.
Let us now change the Title of the report and give it another name.

Click on the save icon to save your report.

You will get the above dialog box.

Enter a name for your report and click Ok. If you want to view what this
report will actually look like, in Print Preview, you can go back to the View
button and click on Print Preview to see what this report would look like
when printed either on paper or as a PDF.
 296

Using the tools on the lower right-hand corner, you can zoom in or zoom
out. You also have some buttons on the Print Preview tab that appear
automatically when you switch to Print Preview. In the zoom section,
you've got a view for one page, two pages; or if you have a longer report,
you can view four pages at once, eight pages or twelve pages. You can
also adjust simple things such as the size of the paper that you are using
to print, the margins for your report, the orientation, the number of
columns, page set up, etc. And that is how you can create a very quick
simple report using the Report button on the Create tab.

Create a Report Using Report Design

Report Design is another method for creating a quick report in Access. For
this, we need to use the Report Design View button, which is like the Form
Design button. This will create a blank report and open it directly to the
 297
Design View, allowing you to change the control source and add fields
directly to the Design View of the report.
Let us now go to the Create tab and click on the Report Design button.

It will open a blank report or an unbound report, meaning this report is

connected to no other object in our database.

On the Design tab in the Tools group, select the Property Sheet. This will
open up the Property pane.
 298

On the Data tab, assign a record source to this report, to connect it to a

database object as in the following screenshot.
 299
Select qryLateProjects from the drop-down and now, the next step is to
go through and add some fields to this report by clicking on Add Existing
Fields list button on the Design tab.

Select the fields as in the above screenshot.

 300
Drag the fields to you report as in the above screenshot. Go the Arrange
tab, and in the Table group, you have a couple of options to choose from.

There is a stacked layout and a tabular layout, which is a layout that is

very similar to a spreadsheet. Let us select the tabular layout.

You can see that it moves all of the labels up to the page header area.
These labels will appear only once at the top of every page and the data
 301
query will repeat for every record in the Details section. Now, you can go
through and make some adjustments to make your ProjectName field
wider.

As you can see in the above screenshot, there is a lot of space between
Detail section and Page Footer.
Let us drag the Page Footer up to reduce the space as in the following
screenshot. We will now go to the Design tab and click on the View button
and choose Report View.
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You can now see that some project names are not complete; you can
adjust this with either the design view, or you can use the layout view to do
that.

That is how we create a simple report just from the Design View.
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72. Format Reports

You will find that there are a lot of similarities between formatting reports
and formatting forms but there are a few tools and tricks that are specific
to reports. Let us now look into the concept of report sections and
grouping.
For this, we need to open a report that we created in the last chapter.
Here, we will see how some of this information is displayed on the report.

Here, we will start with the report section and grouping.

Let us now go to the Design view of this report.
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You can see that there's not a lot to look and here only page header,
details section, and page footer are visible. You can add an additional
couple of sections very easily.

Right click anywhere on that report and you will see Page Header/Footer
and Report Header/Footer. This particular report does not have that
Report Header/Footer visible. Let us select that option and go back to the
Report View.

You can see it just adds a little colored area at the very top of the report. In
the Design View, expand that area by hovering the mouse right at the top
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of that page header divider, clicking and dragging down. This will add
more area to the report header.

In the Report View, you will now see more area at the very top of the
report as in the following screenshot.

The Report Header and Footer controls appear at the top of the first page
of that report. The report footer controls what you see at the very last page
at the bottom of the report.
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The Report Header and Footer is different from your Page Header and
Page Footer. Anything that is placed in the Page Header will appear at the
top of every page. Likewise, anything that is placed in the Page Footer will
repeat at the bottom of every page.

Now you can add additional grouping levels, and to do that, you want to
make sure you have the group sort and total area turned on.
In the Grouping and Totals section of the Design tab, click on the Group
and Sort button which will open Group, Sort, and Total area at the bottom
as shown in the following screenshot.
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You can now add additional groups or grouping on any control that you
have in your report. Let us now click on Add a Group.

In the above screenshot, you can see the underlying control source for
report with the project name, task title, due date and percent complete. Let
us now say we want to group all of our late tasks by project, so select
Project Name from the list.
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Now you will see an additional grouping level ProjectName Header above
your details section. Instead of the project name appearing alongside each
individual task that is late, we can now move this control up to this project
name header. You can select it, and then press Ctrl + X on your keyboard
to cut that from that details section and click anywhere in the background
of that project name header, and then press Ctrl + V to paste that control
in that project name header.
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You can now go to the Report View and see the adjustments made to
group the things in the report as in the following screenshot.
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Every single project has its own little level on its own line, and then
underneath that area you will see all of the tasks that are late for the above
project. With that changed now, you can go through and start formatting
your report in the Layout View.
If you want to make the project name bigger, then drag the line below and
change the font size to 20 in the Format Tab.

You can increase the width of the control to cover the entire width of the
page.
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To remove the border around the control, click on the Shape Outline in the
Format tab as in the following screenshot.

Select the Transparent option.

Let us now go to the Design View as in the following screenshot.

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Adjust the task title to the left of your page as in the following screenshot.
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Let us now bring the data from the Page Header section to
the ProjectName header section using Ctrl+X and Ctrl+V.

Let us now go back to the Report View. You will now see that the labels
appear directly above the controls that they describe.

If you notice, you will see that there is no space between the tasks and the
next project name. There should be additional space in between. For that,
we need to add ProjectName Footer.
Now, go to the Design View.
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In the Group, Sort and Total area click on the More button next to the
project name.
You will now find all the options for how to group and sort by project name
as in the following screenshot.

Here, we have a property called Without a Footer Section. Let us change

that option by clicking on that little arrow next to the words Without a
Footer Section.
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Change it to With a Footer Section.

As you can see in the above screenshot that the ProjectName Footer
section beneath the Details section is added. This will act as the footer for
that project name group.
Let us now go back to the Report View.
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To remove shading or the appearance of background for alternating areas

in both the Details section and in the Project Name area, go to the Design
View again.

Let us change the Details section first by clicking on the detail divider and
then open Properties sheet.
On the Format tab, change the Alternate Back Color to No Color as in
the following screenshot.
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Similarly change the Alternate Back Color to No Color for both

ProjectName Header and ProjectName Footer and go to Report View.

You can now see how the report looks. To see how your data will print
page by page, let us go to the Print Preview.
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This is how it will look like when you print it.