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Lessons : 1-50/ First Proof - Dt. 12-04-18/ 2nd Proof - Dt. 03-10-18/ Pages -116+6

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270E140
I–V

ANNAMALAI UNIVERSITY
DIRECTORATE OF DISTANCE EDUCATION

Diploma in Computer applications (DCA)

First Year

OFFICE AUTOMATION TOOLS

UNITS : I - V

Copyright Reserved
(For Private Circulation Only)
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 i

DIPLOMA IN COMPUTER APPLICATIONS (DCA)

DCA104 : OFFICE AUTOMATION TOOLS

SYLLABUS

Unit-I
Introduction - Word 2000 features - Text formatting options - Sorting lists,
Paragraphs and tables - Find and Replace - Create and Edit Styles - Footnotes and
Endnotes - Bookmarks and Cross – reference - Creating tables – Formatting - Mail
merge features - Adding colors and graphics – Toolbars - Macros creations and
document protection
Unit–II
Introduction - Excel 2000 – Features - Importing and exporting data - Working
with template links - Formatting, Sorting and Filtering data - Naming ranges
Unit–III
Working with macros - Customizing toolbars - Pivotal tables and pivotal charts
- Sharing Worksheet - Linking to excel worksheets - Additional features of excel XP
Unit–IV
Introduction to MS-Power point 2000 - Preparing slides and presentations -
Adding animations - Inserting sounds and movies- Additional features of
PowerPoint XP
Unit–V
Introduction to MS-Access 2000 – Understanding Data Table, Rows &
Columns – Creating Table – Queries – Forms – Reports
References
1. Ron Mansfield, “Working in Microsoft Office”, T.M Hill, 1999
2. Fultion,Cheat sheet, “Microsoft Office 2000”, PHI 2000
3. Harbraken “Microsoft office – 8-in 1” PHI 2000
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DIPLOMA IN COMPUTER APPLICATIONS (DCA)

OFFICE AUTOMATION TOOLS
CONTENTS
Unit-I Page No
1.0 Introduction 1
1.1 Objective 1
1.2 Content 1
1.2.1 Introduction to MS-Office 2000 1
1.2.2 Word 2000 features 9
1.2.3 Creating documents 12
1.2.4 Text formatting options 13
1.2.5 Sorting lists, paragraphs and tables 14
1.2.6 Find and replace 15
1.2.7 Create and Edit styles 16
1.2.8 Footnotes and endnotes, book marks and cross-references 17
1.2.9 Creating tables- Formatting 19
1.2.10 Mail merge features 20
1.2.11 Adding colors and graphics 29
1.2.12 Macros creations and document protection 30
1.2.13 Additional Features of word XP 32
1.3 Revision Points 36
1.4 Intext Questions 36
1.5 Summary 36
1.6 Terminal Exercises 36
1.7 Supplementary Materials 36
1.8 Assignments 37
1.9 Reference Books 37
1.10 Learning Activities 37
1.11 Keywords 37
Unit-II
2.0 Introduction 38
2.1 Objective 38
2.2 Content 38
2.2.1 Excel 2000: Features 38
2.2.2 Importing and Exporting Data 40
2.2.3 Working with Template links 41
2.2.4 Formatting 42
2.2.5 Formulas and Naming Ranges 47
2.2.6 Sorting and Filtering 49
2.3 Revision Points 50
2.4 Intext Questions 50
2.5 Summary 50
2.6 Terminal Exercises 51
2.7 Supplementary Materials 51
2.8 Assignments 51
2.9 Reference Books 51
2.10 Learning Activities 51
2.11 Keywords 51
Unit-III
3.0 Introduction 52
3.1 Objective 52
3.2 Content 52
3.2.1 Working with Macros 52
3.2.2 Customizing Toolbars 53
3.2.3 Charts 55
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3.2.4 Password protecting the workbook 59

3.2.5 Pivot Tables and Pivot Charts 59
3.2.6 Sharing a Workbook 60
3.2.7 Linking Worksheets 60
3.2.8 Additional Features of Excel XP 60
3.3 Revision Points 62
3.4 Intext Question 62
3.5 Summary 62
3.6 Terminal Exercise 62
3.7 Supplementary Materials 62
3.8 Assignment 62
3.9 Reference Books 62
3.10 Learning Activities 63
3.11 Keywords 63
Unit-IV
4.0 Introduction 64
4.1 Objective 64
4.2 Content 64
4.2.1 Microsoft PowerPoint 2000 64
4.2.2 To create a presentation using the AutoContent Wizard 68
4.2.3 Creating Slides 69
4.2.4 Adding Multimedia Content 76
4.2.5 Adding an animated GIF picture on a slide 76
4.2.6 Inserting music or sound on a slide 76
4.2.7 Inserting a movie on a slide 77
4.2.8 Additional features of PowerPoint XP 77
4.3 Revision Points 79
4.4 Intext Question 79
4.5 Summary 79
4.6 Terminal Exercise 79
4.7 Supplementary Materials 79
4.8 Assignments 79
4.9 Reference Books 79
4.10 Learning Activities 79
4.11 Keywords 79
Unit-V
5.0 Introduction 80
5.1 Objective 80
5.2 Content 80
5.2.1 Introduction to Microsoft Access 2000 80
5.2.2 Understanding Data Tables, Rows & Columns 81
5.2.3 Creating Table 83
5.2.4 Queries 89
5.2.5 Creating a Forms 92
5.2.6 Sorting and Filtering 92
5.2.7 Working with Report 92
5.3 Revision Points 93
5.4 Intext Question 93
5.5 Summary 93
5.6 Terminal Exercises 94
5.7 Supplementary Materials 94
5.8 Assignments 94
5.9 Reference Books 94
5.10 Learning Activities 94
5.11 Keywords 94
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 1

UNIT- I
1.0) INTRODUCTION
Microsoft Office 2000 consists of group of applications developed by Microsoft
Corporation to cater to the needs of the entire office environments. The designing is
done with the aim of building a common web based interface and sharing the data
between the applications as and when required. MS-Office is designed to give
maximum productivity with minimum hassle. With the use of MS-Office, we can
create business documents to virtually meet any needs, handle complex financial
analysis, and to produce professional presentation.
MS Office includes the following applications:
 Microsoft Word, a Word Processor
 Microsoft Excel, an Electronic Spreadsheet
 Microsoft Access, a Database Manager
Microsoft PowerPoint, a Graphics and Animation Controller
1.1) OBJECTIVE
At the end of this unit student should have a knowledge about the following:
 Word 2000 features
 Text formatting options
 Create and Edit Styles
 Creating tables
 Mail merge features
 Adding colors and graphics
 Toolbars
 Macros creations and document protection

1.2) CONTENT
1.2.1 Introduction to MS-Office 2000
Microsoft Office 2000 offers the ability to enter, record, analyzed display, and
present any type of business information. It is a software package that contains a
combination of software applications used to create text documents, analyze
numbers, create presentations, manage large files or data, create web pages, and
cerate marketing materials. There are four editions of Office 2000 suite, which
includes software applications that caters to the needs of different sections and size
of businesses. Those four editions with the available software applications are given
in the table:

Applications Premium Professional Standard Small Business

Word Yes Yes Yes Yes
Excel Yes Yes Yes Yes
Power Point Yes Yes Yes No
Access Yes Yes No No
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Applications Premium Professional Standard Small Business

Outlook Yes Yes Yes Yes
Publisher Yes Yes No Yes
FrontPage Yes No No No
PhotoDraw Yes No No No
The component software applications of Office 2000 and the their purpose of use is
given in the table:
Applications Usage Description
Word Word Processing Word Processing is the preparation
and production of text documents
such as letters, memorandums, and
reports
Excel Analyzing numbers with A worksheet is a grid of columns
Worksheets or and rows in which labels and data
Spreadsheets and Charts, are entered. A Chart is a visual or
as well as perform other graphic representation of worksheet
task such as sorting data data
Power Point Creating Presentations A slide is the presentation output
with a collection of Slides that contains text, charts, graphics,
audio and video. PowerPoint slides
can be used to create a slide show
on a computer attached to a
projector, to broadcast a
presentation over the Internet or
Company Intranet, and to create
handout materials for presentations
Access Managing Databases, A Database is a collection of related
which enables to store and information like a phone book or an
retrieve large amounts of address book. An Access database
data can be queried to answer specific
questions about the stored data
Outlook Personal Information It enables to send and receive e-
Manager mails, maintain a calendar, contact
lists, journal, electronic notes and
an electronic ‘to do’ list
Publisher Desktop Publishing It is used to create publications
such as marketing materials,
newsletters, or brochures.
FrontPage Creating and Managing It is used to create and manage web
Web sites sites
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PhotoDraw Creating and Manipulating Several special effects can be

Graphics applied to graphics in PhotoDraw
Hardware and Software Requirements
Operating System : Windows 95/98/2000/NT Workstation 4.0 with
Service Pack 3.0 installed
Processor : Pentium and above
RAM : Minimum 32 Mb
Others : a CD ROM drive, Super VGA, 256-color video, Mouse or another
pointing device, and atleast 28,800 – baud modem. To access
certain features a multi media computer, e-mail software, and
a web browsers are also needed.
Common Office Elements
To make it easier and work efficiently in office there are many common
elements that are shared by office applications. These are given below with a brief
explanation:
Title Bar:
The Title bar is present at the top of the window. It includes the application
control-menu icon, the application name, the file name of the active document, and
the Minimize, Maximize or Restore, and Close buttons.
Menu Bar:
A menu here is a list of commands. The Menu Bar is a special toolbar located
below the title bar and contains the menus for the applications. The menus
common to office applications are File, Edit, View, Insert, Format, Tools, Window,
and Help. There are additional menus specific to every application.
Scroll Bars:
The scroll bars are used to view the various parts of the document area. There
are two scroll bars: Vertical at the right side of the document area, and Horizontal
at the bottom of the document area. The scroll bars include scroll arrows and scroll
box.
Toolbars:
To perform commonly and frequently used commands quickly; there are sets
of icons called buttons, which are mouse shortcuts. These buttons are available in
toolbars. The standard and Formatting toolbars are the default toolbars for all Office
applications. When the mouse pointer rests on a toolbar button, a ScreenTip
appears identifying the name of the button. Toolbars can be customized by adding
or removing buttons and commands. There are several other toolbars available in
every office application catering the specific needs of that particular application.
Office assistant:
To view online help and assistance, all Office applications have the Office
Assistant, an animated graphic. The Office Assistant also anticipates the users
needs and provide advice in a dialog box, when beginning certain tasks.
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Taskbar:
The Taskbar located across the bottom of the Windows desktop, includes the
Start button and buttons for each open Office document. Using the buttons or icons
in the taskbar, it is possible to switch between documents, close documents and
applications, and view other items such as system time and printer status.
Opening an Office application:
Here are the steps, using the Start button to open the Office application Excel:
1. Click Start button on the Taskbar.
2. Point to Programs.
3. Click Microsoft Excel on the Programs menu.
4. The Excel window now opens.
Opening an Office Document with New Office Document option:
Before selecting an Office application it is possible to select the type of
document with the New Office Document command available at the Start menu.
Follow the steps below to open an Office Document, here a Word document, the
above said way:
1. Click the Start button.
2. Click New Office Document, A dialog box opens as shown in the figure (Click
the General tab if it is not highlighted)

Fig: 1.1
3. Click the Blank Document to select (any of the Office applications’ icon can
be selected to open that particular application). Then Click OK.
4. The Word application opens with a blank document.
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Fig: 1.2
Saving Office Documents
Saving a document can be done mainly in three ways: 1. By clicking the Save
button in the Standard toolbar, 2. By choosing the File menu’s Save Command 3.
By choosing the File menu’s Save As Command. Clicking any of these commands
will open the Save As dialogue box shown in the figure:

Fig: 1.3
To save the file using the Save as dialogue box, follow these steps:
1. Click the Save In drop-down list box to select the folder in which the
document is to be saved.
2. Enter the name of the file for the new document in to the File name box
3. Click Save button. The file is saved in the specified location.
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Note: There is no limit on the length of the name of the document. Let the
Office program add the extension of the document, as it uses the file extension to
identify the file format. The keyboard short cut for saving a document is CTRL-S.
Closing a Document
There are many ways to close a document, but the standard and easy way is to
choose File menu and click Exit. The other option is clicking the Close Window
button.
Document File Properties
When it comes to identify and locate a document, the information related to
that document or its individual characteristics becomes important. The information
may be the name of the document; it’s size, the time created and so forth. This
information or characteristics is the files Properties.
There are five tabs on the Document File Properties Dialog box. To open the
Properties dialog box, choose File and then Properties. The contents of the five tabs
are given in the table:

Tab Usage
General Lists general information about a document file, including its name,
type, location, size, statistical information, and a record of certain file
attributes
Summary Lets the user enter information about the document file, including its
subject matter, notes or comments, and keywords to make the file
search easier
Statistic Shows when the document file was created and when it was last
modified, accessed, and printed. Also included are the name of the
person who last saved it, the number of times it has been revised, the
total time it has been open, and other bits of information.
Contents Describes the contents of a document file: the worksheets in an Excel
workbook file, the headings in a Word document, the slides in
PowerPoint presentation, and so on.
Custom Used to create properties for the active document
Printing Office Documents
All open office documents can be printed, with all default settings by clicking
the print toolbar button. To verify or to change the print settings: Choose File |
Print, the office program displays a dialog box like the one shown in the figure:
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Fig: 1.4
Using the dialog box it is possible to change printers, set number of copies to
be printed and collating them, print to a file and so on.
Managing Page Setup in Office Applications
Office programs allows changes to page setup from the Page Setup command
in the File menu. Clicking Page Setup will open a dialog box. The main purpose of
the dialog box is to set the margins and header and footer of the page, control size
and source of the paper or sheet and layout. A preview of the changes applied is
available in all office applications.
Spell Checking, Grammar Checking and Auto Correct
Mistakes and errors while typing are common to everybody. Office programs
offer useful options to check the spelling and grammar and even automatically
correct the spelling, but these checking works differently with different office
programs. All the programs checks the word typed with its dictionary and returns
an error if not found in the dictionary. For example in Word words not in the
dictionary are underlined with a red, wavy line. It is possible to add words to the
dictionary. In case the spelling of a particular word is not known, right click on the
word and a shortcut menu will appear, which has options like listing related words
and other options relating to spelling and language.

Fig: 1.5
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The Spelling and grammar checking option is available in the Tools menu.
Unlike Spell check, Auto correct automatically corrects any word that is misspelled.
Auto correct option is also available in the Tools menu.
Using Toolbars and Menus
To display or hide toolbars, click the View menu and point to Toolbars.
Toolbars and the commands it contain can be customized using the customize
command at the bottom of the wizard. The command buttons in every toolbar can
be added and removed easily using the More Buttons button available at the right
corner of each toolbar as shown in the figure:

More
Buttons
button

Fig: 1.6
Editing Tools
The common editing tools in all the Office programs are: Cut, Copy, Paste,
Format Painter, Undo, Redo, Repeat, Find and Replace etc.,
Using Cut, Copy, and Paste Toolbar Buttons
Cut, Copy, and Paste buttons are used to move and copy data within or
between document files. It is possible to move or copy anything like text, a range of
worksheet, a clipart, a database object, and even entire outlook item. The difference
between Cut and Copy is that while Cut is used the data will be removed from its
position and pasted into a different location, but in copy the original data will not
be removed from its original position and a copy of the data is pasted into a
different location.
Moving Data
To move data Cut, and Paste buttons are used as follows:
1. Select the data to be moved.
2. Click the Cut button to move the selected data from the Office document to
the Windows Clipboard, a temporary storage area.
3. Place the cursor where the data is to be moved.
4. Click the paste button to move the data from the Clipboard.
The Format Painter
Using the Format Painter it is possible to copy formatting from one set of data
to another set. To use the Format Painter tool follow these steps:
1. Select the data containing the formatting to be copied.
2. Click the Format Painter button.
3. Drag the mouse across the data to which the formatting is to be copied.
Undo and Redo buttons
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The Undo button reverses the effect of the last editing operation. The Redo
button Undo the effect of the last Undo command. It is possible to Undo the effect of
Edit menu commands and their equivalent toolbar buttons but not the effect of File
menu commands and their equivalent toolbar buttons. Undo actions are limited to
memory constraints. The Undo and Redo buttons in Word, Excel, and PowerPoint
has more than one operation. A list of recent editing operations is listed when
clicking the arrowhead next to the Undo and Redo toolbar buttons, and can be
selected to Undo or Redo.

Fig: 1.7
Find and Replace
The Find command is used to search a document file for bits of information.
The Replace command is used to make multiple substitutions in a document easily.
For example in a big document Find and Replace can be used to find wherever the
word TADA occurs and replace it with POTO.
1.2.2 Word 2000 features
Clear and organized writing is one of the most important skills for success in
today's world. Word 2000 can help develop those skills as well as helping the user
with their own writing needs. Word 2000 provides an easy way to create handouts,
worksheets, business papers, and other printed documents, and also makes it easy
to save the documents to the Web or send them through e-mail. Some of Word
2000’s new features also make it an excellent tool for collaboration and learning
foreign languages.
Word 2000 can encourage the use of a writing process from developing ideas
and content, through revising multiple drafts and publishing work. For example:
Developing ideas and content: Word 2000's Outline view can be used to view
an outline for the writing project. Outline view shows the document's organization
and makes it easy to restructure a document by moving text and headings up or
down. . In Outline view, a document can be collapsed to show only the headings
and body text. This makes it easy to view the document's organization, move
through the document, and rearrange large chunks of text.
Producing drafts: A rough draft can be produced as Word 2000 offers the
freedom to easily edit and revise. It is possible to even save multiple drafts of
documents within the same file using the Versions feature, so that previous drafts
can be easily referred.
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Revising writing: It is possible to refine the writing through individual or peer

editing. With the Reviewing toolbar, it is possible to easily Insert Comments, Track
Changes, Highlight areas of text with color, Save Versions, and even Send Mail. They
can also proof using the spelling and grammar checkers. Rewriting becomes a
challenging, exciting opportunity to improve quality, rather than a time-consuming
chore.
Formatting: Formatting features are used to select styles, font sizes, and
colors, and align and space words, bullets, numbered lists, tables, and drop caps.
They can set margins, borders, page borders, shading, and document layout.
Publishing: One can print documents, submit documents electronically, or
save files to HTML for publishing on the Internet or an intranet. With built-in HTML
support, Save As HTML option can be selected and all text, graphics, and tables are
converted to HTML format. Once in this format, new Word 2000 features let us add
scrolling text, background sound, background effects, and more. PowerPoint
presentations can also be created from Word 2000 outlines and documents.
The following features in Word 2000 make it even easier to create Web, e-mail,
and print documents:
Click-n-type: In Page Layout view, the cursor can be moved anywhere on a
page, double-click, and then start typing. This simplifies complex document layout.
Collect and paste: Gather information from multiple sources and place up to
12 items on the Microsoft Office Clipboard at a time.
Personalized menus: Commands that are used most often are prominently
featured on the menus. Menus are easily expanded to reveal all commands.
Tables: Create nested tables (tables within table cells), floating tables (text
wraps around a table), arbitrarily positioned tables including side-by-side tables,
and integrated header rows (header rows integrated with the outside border).
Thesaurus: Word 2000 has a new thesaurus developed for Microsoft by
Bloomsbury Publishing Plc. Right-click a word, point to synonyms, and then select
a word from the synonyms list.
New features allow learning foreign languages, collaborating with others
around the world, multi-lingual, and non-native speakers to easily create
documents in languages other than English, even documents in more than one
language:
Microsoft Office 2000 Multi-Language Pack: The language of the user
interface and the Help can be set, without affecting the operation of the program.
This allows users to work in the language of their preference.
Microsoft Proofing Tools Kit (with Microsoft Office 2000 Multi-Language
Pack): The Microsoft Proofing Tools Kit is part of the Microsoft Office 2000 Multi-
Language Pack. The Microsoft Proofing Tools Kit allows us to install tools such as
spelling and grammar checker, thesaurus, and AutoCorrect for various languages.
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Language AutoDetect: Word 2000 automatically detects the language user is

typing in and can intelligently use the correct spelling and grammar checker,
AutoCorrect, and other proofing tools.
Multilingual AutoCorrect: Word 2000 now supports multiple AutoCorrect
lists, so the automatic correction works for multilingual authors.
Hyphenation: Hyphenation works in many languages. When different
languages are detected, hyphenation is done correctly for that language.
Save as HTML: All the formatting (except versioning and passwords) will be
preserved on saving documents as HTML files.
Web Page Wizard: Word 2000 provides a wizard for creating professional
looking Web pages and multi-page Web sites.
Browser compatibility: People often create Web pages that are not viewable in
older browsers. To make sure others can view the pages, Word 2000 allows us to
turn off features that are not supported in older browsers.
Web Page Preview: From Word 2000, Web pages can be previewed in the
default browser, even without saving the pages first.
Themes: Themes have been created and coordinated between Microsoft Office
2000 Professional and the Microsoft FrontPage 2000 Web site creation and
management tool. This makes it easy to create consistent-looking Web pages.
Frames: Frames provide a simple way to make Web sites easier to navigate.
Word 2000 provides tools to create and view frames pages, as they will appear on
the Web.
Tables of contents: Word 2000 can automatically generate tables of contents
with several options that work well for online viewing, including the use of frames.
Hyperlinks: In Word 2000 one can easily create, edit, follow, and remove
hyperlinks in online and Web documents.
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Fig: 1.8
1.2.3 Creating documents
With Microsoft Word 2000, one can create and modify the various types of
documents, edit and format the documents in interesting and dramatic ways, and
save documents as templates for future use. When a document is created or opened
in Word 2000, the document in a separate window. Users can quickly switch from
one document to another by clicking the document's button on the taskbar or by
pressing ALT+TAB. Several open Word documents can be viewed at the same time
by using the Arrange All command on the Window menu.
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There are several types of Word 2000 documents one can start from:
Blank document : Start with a blank document to create a traditional
printed document.
Web page : Use a Web document to display the document's contents on an
intranet or the Internet in a Web browser. A Web page opens in Web layout view.
Web pages are saved in HTML format.
E-mail messages : When Outlook 2000 or Outlook Express, is used an e-
mail message can be used to compose and send a message or a document to others
directly from Word 2000. An e-mail message includes an e-mail envelope toolbar so
that user can fill in the recipient names and subject of the message, set message
properties, and then send the message.
Templates: Use a template when boilerplate text, custom toolbars, macros,
shortcut keys, styles, and AutoText entries have to be reused.
When a Word 2000 document is saved, its document type determines the file
format in which it is saved.
To create a document:
1. Start Word 2000.
2. On the File menu, click New, and then click the General tab.
3. Double-click Blank Document to create a new document.
4. Enter some introductory text into the document, such as the title of the
worksheet and some instructions.
5. On the File menu, click Save As. The Save As dialog box appears. It's a good
practice to give a new document a name and save it as soon as it is created.
6. In the File name box, type a name for the document. In Word 2000 long file
names can be used file names can be as descriptive as needed.
7. Click Save.
1.2.4 Text formatting options

Fig: 1.9
 14

The Formatting Toolbar contains all the commands needed to format text and
numbers. To apply character formatting to a single word, select the word. To apply
character formatting to several words or a few characters within a word, select the
text that has to be changed. The Following formats can be performed to the text:
 Change the font of text or numbers
 Change the size of text or numbers
 Underline text or numbers
 Apply bold formatting to text or numbers
 Apply italic formatting to text or numbers
 Change the color of text and numbers
Paragraphs can also be formatted using the Formatting Toolbar. The following
formats can be performed using the Formatting Toolbar:
 Left Align the Paragraph
 Right Align the Paragraph
 Center the Paragraph
 Justify the Paragraph
 Increase and Decrease the Indent
 Bullet or number Paragraphs
1.2.5 Sorting lists, paragraphs and tables
Text, numbers, or dates can be sorted in ascending order (A to Z, zero to 9, or
earliest to latest date). Or, you can sort in descending order (Z to A, 9 to zero, or
latest to earliest date).
To Sort a list or table or paragraph:
1. Select the list or table or the paragraphs to be sorted.
2. On the Table menu, click Sort.
3. Select the sort options from the following dialog:

Fig: 1.10
 15

The rules for sort order:

Text: Microsoft Word first sorts items that begin with punctuation marks or
symbols (such as !, #, $, %, or &). Items that begin with numbers are sorted next; and
items that begin with letters are sorted last. Remember that Word treats dates and
numbers as though they were text. For example, "Item 12" is listed before "Item 2."
Numbers: Word ignores all characters except numbers. The numbers can be
in any location in a paragraph.
Date: Word recognizes the following as valid date separators: hyphens, forward
slashes (/), commas, and periods. Word also recognizes colons (:) as valid time
separators. If Word doesn't recognize a date or time, it places the item at the
beginning or end of the list (depending on whether it is sorted in ascending or
descending order).
Specific language: Word sorts according to the rules for sort order of the
language. Some languages have different sort orders to choose from.
Two or more items beginning with the same character: Word evaluates
subsequent characters in each item to determine which item comes first.
Data consisting of field results: Word sorts the field results according to the
sort options that are specified. If an entire field (such as a last name) is the same
for two items, then Word next evaluates subsequent fields (such as a first name).
1.2.6 Find and replace

Fig: 1.11
 16

The Find and Replace commands can be used to search for and correct words
in a document. For example, if a users created an assignment to use during
January 1998 and now want to use the same assignment in March of 1999, then
Word 2000 can be used to find all instances of “January” and “1998” and replace
them with “March” and “1999.”
Word 2000 also finds and replaces all grammatically inflected forms of a word.
For example, if users want to replace the word “saw” with the word “hammer”
throughout a document, Word 2000 intelligently changes not only “saw” to “hammer,”
but also “sawing” to “hammering” and “sawed” to “hammered.” Word 2000 can also
intelligently replace the right word forms—in this example, Word 2000 would not
replace the verb “seen” with “hammer” although it is a word form of “saw” because
“seen” is unrelated to “hammer.” In addition, Word 2000 provides alternative word
forms, giving choices for possible replacements in case the default choice is not ideal.
The replacement can be selected from a list rather than typing it.
The Find and Replace commands are available in the Edit menu. The Short cut
keys for Find and Replace are Ctrl+F and Ctrl+H respectively.
1.2.7 Create and Edit styles
A style is a set of formatting characteristics that can be applied to a text in a
document to quickly change its appearance. When a style is applied a whole group
of formats are applied in one simple step. For example, a user may want to format
the title of the worksheet to make it stand out. Instead of taking three separate
steps to format the title as 16 point, Arial, and center-aligned, the same result can
be achieved just by applying the Title style. To try this, select the title of the test or
worksheet and then click Style on the Format menu. Click Title in the Styles box
and then click Apply.
There are a number of other styles besides Title that are available in the
Normal template, the default Word 2000 template. A few basic ones are shown in
the Style list on the Formatting toolbar. Users can preview and select
others in the Style dialog box. On the Format menu, click Style.
Word 2000 also includes these style features:
It automatically creates a style when a new formatting is applied to the text.
It can automatically redefine styles to reflect recently applied changes.
It gives an instant preview of each style from the Style list on the Formatting
toolbar.
Paragraph and character styles
A paragraph style controls all aspects of a paragraph's appearance, such as
text alignment, tab stops, line spacing, and borders, and can include character
formatting. If user wants a paragraph to have a particular combination of attributes
that aren't in an existing style (for example, a bold, italic, center-aligned heading in
the Arial Narrow font), a new paragraph style can be created.
 17

A character style affects selected text within a paragraph, such as the font and
size of text, and bold and italic formats. Characters within a paragraph can have
their own style even if a paragraph style is applied to the paragraph as a whole. If a
user wants to give certain types of words or phrases the same kind of formatting
and the formatting isn't in an existing style, then a new character style can be
created.
To create a paragraph style
The quickest way to create a new paragraph style is to format a paragraph,
select it, and then base the new style on the formatting and other properties applied
to the selected text. In this example, a paragraph style for text, which is in a
numbered list such as the steps in a direction or the questions on a test, is created.
1. Type the test questions or worksheet directions into the document.
2. Select the text. On the Format menu, click Style.
3. In the Styles dialog box, click List Number. The List Number style of the
Normal template is applied to the text.
4. Manually change some of the formatting of the text. For example, change the
font and the font size or color.
5. Select the text that contains the formatting needed for the style.
6. On the Formatting toolbar, click inside the Style box .
7. Type over the existing style name to create a name for the new style.
8. Press ENTER.
Additional formatting characteristics can also be set for paragraph styles, such
as the style for the next paragraph. On the Format menu, click Style. Click the style
that has the settings to be changed, click Modify, and then select the options to be
modified.
1.2.8 Footnotes and endnotes, book marks and cross-references
Typically, footnotes and endnotes are used in printed documents to explain,
comment on, or provide references for text in a document. Both footnotes and
endnotes can be included in the same document. Word 2000 allows us to create
appropriate notes and citations.
If the document is viewed on the screen, notes can be viewed by resting the
pointer on the note reference mark in the document. The note text appears above
the mark. To display the note text in a note pane at the bottom of the screen,
double-click the note reference mark. When the document is printed, footnotes
appear at the specified place: either at the end of each page or directly below the
text. In the printed document, endnotes also appear where it is specified: either at
the end of the document or at the end of each section.
To insert a footnote or an endnote
1. In Print Layout view, click where user wants to insert the note reference
mark.
2. On the Insert menu, click Footnote.
3. Click Footnote or Endnote.
 18

4. Under Numbering, select the numbering option. For help on an option, click
the question mark and then click the option.
5. Click OK. Word 2000 inserts the note number and places the insertion point
next to the note number.
6. Type the note text.
7. Scroll to the place in the document and continue typing.
What is a bookmark?
A bookmark is an item or location in a document that is identified and name
for future reference. Bookmarks can be used to quickly jump to a specific location,
create cross-references, mark page ranges for index entries, and so on.
Add a bookmark
1. Select an item that has to be book marked, or click to insert a bookmark.
2. On the Insert menu, click Bookmark.
3. Under Bookmark name, type or select a name.
4. Click Add.
Showing bookmarks
Normally, bookmarks aren’t visible in the document. However, one might want
to display bookmarks while working in a document. Word uses brackets to
represent bookmarks around an item or an I-beam to represent a bookmark at a
location. The bookmarks do not print. To show bookmarks in a document do the
following:
1. On the Tools menu, click Options, and then click the View tab.
2. Select the Bookmarks check box. If you assigned a bookmark to an item, the
bookmark appears in brackets ([…]) on the screen. If a bookmark is assigned
to a location, the bookmark appears as an I-beam. The brackets do not
print.
Create cross-references
1. Select the text that has to be used as an index entry. Index entry is a field
code that marks specific text for inclusion in an index. When a text is
marked as an index entry, Microsoft Word inserts an XE (Index Entry) field
formatted as hidden text.
2. Press ALT+SHIFT+X.
3. Under Options, click Cross-reference, and then enter the text that has to be
used as a cross-reference for the index entry.
4. Click Mark.
1.2.9 Creating tables- Formatting
Tables are a handy way to format all kinds of documents right from syllabi to
tests to grade reports. A simple table can be created by using the Insert Table
command or the Draw Table tool to quickly create a more complex table—for
example, one that contains cells of different heights or a varying number of
columns per row. Using Draw Table is similar to drawing a rectangle on graph
paper—first, draw a line from one corner of the table to the corner diagonally
 19

opposite in order to define the boundary of the entire table, and then draw the
column and row lines inside.
Tables can be used to perform some of the tasks that one might use a
spreadsheet for. For example, one can sort table entries in alphabetical, numeric, or
date order. A row or column of numbers can also be totaled in a table, as well as
perform other calculations, such as averaging.
To insert and format a table
1. Place the pointer in the text where a table should be inserted.
2. From the Table menu, point to Insert and then click Table. The Insert Table
dialog box appears.
3. Select the number of columns and rows and AutoFit features.
4. Enter the data into each row. Users can enter text, pictures, or even other
tables into the cells in this table. Use the arrow keys to move around in the
table.
5. The rows and columns of the table can be resized. To adjust the size of the
table, move the pointer over the vertical line that separates the columns in
the table and double-click to automatically fit the text. Do the same to the
vertical line on the right side of the column. Or, resize the columns by
selecting Cell Height and Width from the Table menu and then selecting
Autofit.
6. To add a border to the table, click anywhere in the table and on the Format
menu, click Borders and Shading.
7. Click the Borders tab.
8. Specify which borders have to be shown or click None to hide the borders.
9. Click OK.
The Size or position of the table can also be changed with the following:
In-table row resizer Used to adjust any row's height directly in the table by
dragging the row border up or down. Column widths can also be adjusted with the
column resizer. On holding down ALT while dragging, the vertical ruler shows the
exact row height.
Table move handle Click to move the table to another position on the page.
Table resize handle Click and drag to change the size of the entire table
while maintaining the same row and column proportions.
To draw a table
Draw Table can also be used to create nested tables, tables inside other tables.
Nested tables are particularly useful when a table is used to lay out a page and
then want to use another table to present information.
1. Click Tables and Borders on the Standard toolbar. The Tables and
Borders toolbar appears.
 20

Fig: 1.12
2. When the pointer is moved over the document, it takes the shape of a pencil.
If it does not, click Draw Table .
3. Click and drag diagonally down and to the right to create a rectangle.
4. With the pencil, draw a line that divides the rectangle in two.
5. Use the pencil to divide one of the halves into two columns.
6. The Draw Table feature can be used to create and divide more boxes.
7. Click the Eraser tool.
8. Go back to the table and erase one of the lines that was created by clicking
and dragging along the line. Press ESC to cancel the eraser tool.

1.2.10 Mail merge features

Objectives of Mail merge
 Create a Data Source File
 Enter Records into a Data Source
 Create a Form Letter
 Insert Merge Fields
 Preview and Merge the Document
 Edit Merged Documents
 Create a Label Main Document
 Merge and Format Labels
Mail merge provides a way to create custom documents for mass mailings.
Merge in its simplicity combines a main document with a data source. For example,
a user may want to send a letter with the same basic information to several
individuals. In this case, user can create a basic form file—a letter. In Word, this
basic form is called the main document. The parts of the form, which are different,
are called fields. Labels and envelopes are other examples of form files.
The complementary file is a data source file, which contains field information
to insert into the form. The data source is usually a mailing or address list of
 21

names—a database. A data source can be merged with several different main
documents to produce letters, mailing labels, and envelopes.
The main document and the data source can always be modified and easily
merged again if mistakes occur; otherwise, each individual document would have to
be individually edited, (not unlike the days when each letter had to be typed
individually).
CREATE DATA SOURCE FILE
1. Open a new document window if necessary.
2. Choose Tools | Mail Merge… from the Main menu bar.
3. Click the [Create] button on the Mail Merge Helper dialog box.
4. Select the type of document to be created from the following: Form Letters…,
Mailing Labels…, Envelopes..., Catalog…, choose: Form Letters…
5. Choose the [Active Window] button instead of the [New Main Document]
button to create the form letter in the current letter.
Tip: The form will not be created now. The data source will be created first.
6. Click the [Get Data] button and choose [Create Data Source…]. A Create
Data Source dialog box appears.

Fig: 1.13
 22

Fig: 1.14

Fig: 1.15
7. Select the fields for the data source by deleting the fields not required by
using “Remove Field name” option. After the fields have been chosen, click
[OK]. This dialog box contains the fields most frequently used to set up a
data source. The fields not used are deleted. Fields not displayed can be
added. The position of the fields can be rearranged with the Move button.
8. Type in a unique field name called OrderNum, and then chooses the Add
Field Name button. OrderNum will be added to the list of fields.
9. Enter the name of the data source file. It is a good idea to introduce some
reference to a data source in the file name. For example, FORM-DS.DOC.

Fig: 1.16
10. After the data source has been saved, choose the [Edit Data Source] button
in the Microsoft Word box, which appears.
 23

11. Fill in the data for each record in the Data Form. Use the [Tab] key to move
from one field to the next. Press [Enter] or choose [Add New] to move to the
next record to add new data.
12. Choose [OK] when all records have been added. Note that records display a
number in the lower left corner of the screen. To view the records, choose
the View Source button. All data source information displays as a table.
13. After entering the records, save the file as FORM-DS.DOC.
Use the information displayed below to enter data in the data source.
FIELDS RECORD 1 RECORD 2 RECORD 3
Title Mr. Mr. Ms.
FirstName Robert Malar Rama
LastName Zooken Kannan Praba
Address1 8432 Grand Elm Blvd. 35, Kumaran st 55, 2 nd Avenue
Address2 Shevapet Anna Nagar
City Citrus Heights Madurai Chennai
State CA TN TN
PostalCode 95610 636005 600040
OrderNum AA 1234 AB 1002 AC 2234

There are two ways to enter data records into the Database. One is with the
Form below or the Table that is produced from this Form. It is completely at the
discretion of the user as to the format to choose to enter data. For an employee not
completely comfortable with Microsoft WORD 2000 Tables, perhaps the form would
be the best method for them. The Table is shown below the Form.

Fig: 1.17
This is the Database Toolbar that appears in the Table viewing mode. Each
column heading is a Merge Field; each row is a unique Record.
 24

Fig: 1.18
First Last Postal
Title Address1 Address2 City State OrderNum
Name Name Code
8432
Citrus
Mr. Robert Zooken Grand CA 95610 AA 1234
Heights
Elm Blvd.
35,
Mr. Malar Kannan Kumaran Shevapet Salem TN 636005 AB 1002
St
2nd Anna
Ms. Rama Praba Chennai TN 600040 AC 2234
Avenue Nagar

Fig: 1.19
After clicking [OK] on the last record entered for the data source file, one will
see a blank screen with the mail merge toolbar ready for action. Choose the [Insert
Fields] button to display all fields set up in the data source file. Or, choose the Edit
Data Source button on the Mail Merge Toolbar shown above, it's the last button
on the right side.
CREATE THE FORM LETTER
1. Insert the Date then leave three (3) blank lines (press the [Enter] key 4
times) between the date and the field codes, which represent the letter
address, etc. Note: Set up the document formats for the form as usual. For
example, adjust top, left and right margins.
2. Choose the [Insert Field] button and select the fields, required in the form.
(The “fields” in the exercise are surrounded by double angle brackets << >>.
These come automatically, do not try to type them that way.)
3. After inserting the fields and typing the text for the form, save the file.
Include an “MD” in the file name to help you identify it as a “main
document.” Save the practice file as FORMLETTER-MD.DOC
Use the information displayed below to enter as the “main document.”
Date (Insert Date and Time… from the Insert menu; choose option 3; Update
automatically)
[Enter] key 4 x (Note: Include a space between each merge field for normal
spacing.)
<<Title>> <<FirstName>> <<LastName>>
<<Address1>>
 25

<<Address2>>
<<City>>, <<State>> <<PostalCode>>
[Enter] key 2 x
Dear <<Title>> <<LastName>>:
[Enter] key 2 x
This letter is to confirm receipt of your generous order from the Folsom Market
Widget Experience. We are processing your order today and you should expect
delivery in three (3) days.
[Enter] key 2 x
<<Title>> <<LastName>>, would you please refer to this order number
<<OrderNum>>, when calling or corresponding about your purchase.
[Enter] key 2 x
Please accept our sincere thanks for being able to serve you.
[Enter] key 2 x
Sincerely,
[Enter] 4 key x
Madan Kumar
Ordering & Shipping Department
Madan Exports Ltd.
MERGE THE DOCUMENT
Choose the [Mail Merge] button (3rd button from the right) on the mail merge
toolbar, Merge to New Document, to perform the merge.

Note that the option button next to “Don’t print blanks lines when fields are
empty” is to be chosen. This means that if information is blank in one record the
blank line will not be evident when data for that record is printed. The Check
Errors… and Query Options… can be set, but that's for a more advanced look at
Mail Merging and not included here.

Fig: 1.20
 26

EDIT THE MERGED DOCUMENT

1. Choose the [Edit Data Source] button (first button on the right side of the
mail merge toolbar) to add more records.
2. Add the following information to the Data Form:
Mrs. <<Title>>
Meena<<FirstName>>
Ram <<LastName>>
5th Main Road <<Address1>>
Chamrajpet<<Address2>>
Bangalore<<City>>
KA <<State>>
560012 <<PostalCode>>
AA 1250 <<OrderNum>>
3. Perform the merge again by choosing the 5th button from the right—Merge
to a New Document.
4. Check the document for accuracy.
5. Print the merged documents.
CREATE A LABELS MAIN DOCUMENT
1. Choose the Mail Merge Helper button on the Mail Merge toolbar (or choose
Tools | Mail Merge).

Fig: 1.21
 27

2. Click Create and choose Mailing Labels; then click New Main
3. Document.
4. Click Get Data and then click Open Data Source (use the data source file
previously created—FORM-DS.DOC).

Fig: 1.22
5. Click Set Up Main Document. The Label Options dialog box appears (shown
below), displaying the stock number of several popular label sizes of well-
known makers of labels (Avery). One needs to choose or verify (1) printer
type; (2) brand name or label products; (3) product number for the labels -
note label information describing type, height, width, and paper size. Choose
the Details command button to see additional size information about the
label.

Fig: 1.23
6. Choose [OK] to select the label. The label is now a main document.
 28

Fig: 1.24
7. On the screen displaying the label sheet, click on Insert Merge Field and
choose the following:
<<Title>> <<FirstName>> <<LastName>>
<<Address1>>
<<Address2>>
<<City>>, <<State>> <<PostalCode>>
8. Save the practice file as LABEL-MD.DOC it can be used over and over again!
9. Click [OK] to return to the Mail Merge Helper dialog box.
10. Click on [Close].

To merge label form with data source:

Click on the [Merge to New Document] button on the Mail Merge toolbar. The
merged label form appears. If the text is too small, choose [CTRL]+[A] or Edit |
Select All to change to a larger point size. (A user will see a page of labels such as
these shown below. When merged to the database, each label will reflect the
database chosen and will be ready for sticking and mailing.)

Fig: 1.25
 29

Since merged documents require more than one file (see Window on the Menu
Bar to display documents in use), all other files can be closed by depressing the
[Shift] key while clicking on File on the Menu Bar. Choose Close All. On choosing
Close All user is prompted to save changes to any open documents and to give
names to any unnamed documents before Word closes the files.
If one plans to use these labels on a regular basis, save each with a unique
name so that one is able to print them without using Mail Merge.
1.2.11 Adding colors and graphics
There are two basic types of graphics that can be used to enhance the Word
2000 documents: drawing objects and pictures. Drawing objects include
AutoShapes, curves, lines, and WordArt. Use the Drawing toolbar to change and
enhance these objects with colors, patterns, borders, and other effects.
Pictures include bitmaps, scanned pictures and photographs, and clip art.
Pictures can be changed and enhanced by using the options on the Picture toolbar.
For more advanced features, use Microsoft PhotoDraw 2000 illustration and Photo-
editing program which is included with Microsoft Office 2000 Premium. If you have
access to a scanner or digital camera, a user can insert their own pictures into the
Word 2000 document by using a scanner or digital camera.
To insert a picture into a document
1. Click on the location where picture has to be inserted.
2. On the Insert menu, point to Picture, and then click From File.
3. Locate the picture to be inserted.
4. Double-click the picture to insert it.
To scan and insert a picture into a document
1. Set up the picture in the scanning device or camera.
2. On the Insert menu, point to Picture, and then click From Scanner or
Camera.
3. There is more than one device attached to the computer, under Device select
the device to be used
4. Do one of the following:
a) Click Web Quality to use a lower resolution or if it has to be viewed on
screen.
b) Click Print Quality to use a higher resolution or if the document is to be
printed.
5. Do one of the following:
a) Click Insert if a scanner is being used and users want to use predefined
settings to scan the picture.
b) Click Custom Insert if a scanner or camera is used and user wants to
change image settings. Then follow the instructions that come with the device
that is being used.
6. The tools on the Picture toolbar can be used to crop the picture, adjust its
brightness, contrast, and color, and make other adjustments.
 30

The Insert button might be unavailable with some scanners because the
scanner software doesn't support an automatic scan. Use the Custom Insert button
instead.
1.2.12 Macros creations and document protection
Macros are advanced features that can speed up editing or formatting one may
perform often in a Word document. They record sequences of menu selections that
a user chooses so that a series of actions can be completed in one step.
Recording A Macro
To record a macro, follow these steps:
1. Click Tools|Macro|Record New Macro on the menu bar.

Fig: 1.26
1. Name the macro in the Macro name field. This name cannot contain spaces
and or begin with a number.
2. From the Store macro in drop-down box, select the document that has to be
associated with a macro or choose "All Documents" to be able to use the
macro in any document.
3. Enter a description of the macro in the Description field. This is for the users
reference only so that they remember what the macro does.
4. Click OK to begin recording.
5. Select options from the drop-down menus and Word will record the options
choosen from the dialog boxes, such as changing the margins on the Page
Setup window. Select only options that modify the document. Word will not
record toggle actions such as View|Toolbars that have no effect on the
document itself.
6. The recording toolbar will allow the users to stop, pause, and resume
recording.

Fig: 1.27
 31

7. Click the Stop button the recording toolbar. The macro is now saved.
Running A Macro
To run an existing macro, follow these steps:
1. Select Tools|Macro|Macros from the menu bar.
2. From the Macros window, highlight the Macro name in the list and click
Run.

Fig: 1.28
3. If the macro is long and to stop it while running, press BREAK (hold CTRL
and press PAUSE).
Protecting the Document Files and using Passwords
Using Passwords will prevent other users of the computer or network from opening,
viewing and modifying the document content, which can be sensitive or confidential.
Word and Excel provides three levels of security in the Save options dialog box.
Read-Only Recommended Option
The Read-Only option lets the user to open the document and just view the
contents of the document and does not allow any modification to the document. To
make a file Read-Only, check the Read-Only Recommended box in the Save options
dialog box. In this case it is only a recommendation to open the file as Read-Only
and by clearing the Read-Only check box the file can be modified. It is also possible
to save a copy of a read-Only file and that file can be modified.
Password-to-modify Option
This option controls the users selectively from making changes to a document
file. With this option anybody can open a file. But they must open the file as Read-
Only unless they supply the password-to-modify password. To enable this option,
enter a password in the Password-to-Modify text box in the Save options dialogue
 32

box. To display Save options dialogue box choose tools menu, click options and
click the Save tab.

Fig: 1.29
Note: A Password can be up to 15 characters long and is case sensitive.
Password-to-open option
To completely restrict access to the information in a file the Password-to-open
option can be used. After the password is assigned, only people who know the
password can open the document. To use this option enter the password into the
Password To Open text box, which is also found in the Save options dialogue box.
1.2.13 Additional Features of word XP
Below is a screen shot of the Microsoft Word XP interface. One of the major
changes to the interface is the task pane. As one can see the recent documents,
options for creating new documents, choosing existing documents and creating
documents from templates is all available in the new task pane. At the bottom of
the task pane it can be noticed that it is possible to set it up to show at start up.
 33

Fig: 1.30
From the Microsoft Word task pane one can access several other options
including starting a new document, the clipboard, a search and insert clip art.

Fig: 1.31
One can select styles and formatting, reveal the background formatting of the
page, create mail merge documents and translate pages. The following four screen
shots give an idea of what those task panes look like.
 34

Fig: 1.32 Fig: 1.33

Fig: 1.34 Fig: 1.35

 35

The Microsoft Word templates and wizards allow us to get going fast in
creating documents. There are a larger variety of templates to choose from. There
are those that are included with Microsoft Word, templates can also be obtained
from website and templates can be directly obtained from Microsoft.com.
Although not a new feature, using Microsoft Word to create web pages is easy.
Simply save the file as a web page instead of a Word document. One can also save
existing Word documents as web pages. Users can also set Microsoft Word to
disable features that are not available or supported by different browsers.
One can change the way the documents are displayed in Microsoft Word. The
options are normal, web layout, print layout, outline and print preview.
In normal view documents are shown in the general-purpose format i.e., No
margins, headers or footers are shown.
In layout mode text is shown without page breaks and background for images
are shown.
In print layout mode text and graphics are shown exactly as they will appear
on the printed page showing all margins, headers and footers. Microsoft Word runs
a little slower in this mode and scrolling is not a smooth.
Outline mode shows the organization of the document.
Print preview is an image of what the entire printed page will look like.
Microsoft Word allows us to quickly repeat blocks of text in the document
using the Repeat command, the AutoText feature and the auto text tab.
Microsoft Word includes an AutoFormat option. When used the AutoFormat
option applies consistent formatting to the text in the document.
Using the voice recognition tool in Microsoft Word, one can get the work done
quickly and easily.
Some new features
Multiple users can edit the same document at the same time
 Improved compare and merge
 Open document management API
 Document tracking
 Multi document interface
 Select multiple areas
 Improved find and replace dialog
 Streamlined mail merge
 Drawing canvas
 Format checker
 Print news and feature
 Improved HTML editing
 Microsoft active accessibility
 Improved power management
 Improved document recovery
 Improved auto correct for international versions
 Extended Unicode support
 36

1.3. REVISION POINTS

1. Microsoft Office 2000 offers the ability to enter, record, analyzed display, and
present any type of business information
2. Word 2000 can encourage the use of a writing process from developing ideas
and content, through revising multiple drafts and publishing work
3. Typically, footnotes and endnotes are used in printed documents to explain,
comment on, or provide references for text in a document
4. Mail merge provides a way to create custom documents for mass mailings.
Merge in its simplicity combines a main document with a data source
1.4. INTEXT QUESTIONS
1. Write down the steps involved in performing mail merge.
2. Write down the steps involved in finding and replacing the word in the
document.
3. Write down the steps involved in performing Macro operations
1.5. SUMMARY
1. There are many common elements that are shared by office applications.
2. Word 2000 provides an easy way to create handouts, worksheets, business
papers, and other printed documents, and also makes it easy to save the
documents to the Web or send them through e-mail
3. The Formatting Toolbar contains the all the commands needed to format text
and numbers
4. Microsoft Word first sorts items that begin with punctuation marks or
symbols
5. The Find and Replace commands can be used to search and correct words in
a document
6. A style is a set of formatting characteristics that can be applied to a text in a
document to quickly change its appearance
7. Footnotes and endnotes are used in printed documents to explain, comment
on, or provide references for text in a document
8. One can quickly create a simple table by using the Insert Table command or
the Draw Table tool can be used to quickly create a more complex table
9. Mail merge provides a way to create custom documents for mass mailings.
Merge in its simplicity combines a main document with a data source
10. Macros are advanced features that can speed up editing or formatting
functions often performed in a Word document
1.6. TERMINAL EXERCISES
1. Discuss briefly about the common Office elements.
2. How to spell check an Office document?
3. How to find and replace data in Office documents?
4. How to sort a Table in Word?
5. Write a note on Footnotes and Endnotes.
6. How to create and Format a table in Word?
7. Create 20 addresses and merge those addresses to a main document using
Mail merge.
8. What is a Macro?
9. What are the new features of Word XP?
1.7. SUPPLEMENTARY MATERIALS
1. Ron Mansfield, “Working in Microsoft office”,T.M Hill, 1999
2. Fultion,Cheat sheet, “Microsoft office 2000”,PHI 2000
 37

1.8. ASSIGNMENTS
1. Discuss about Mail Merge option in Ms-word.
2. Discuss about the creation of Macro in Ms-word.
1.9. REFERENCE BOOKS
1. Ron Mansfield, “Working in Microsoft office”,T.M Hill, 1999
2. Fultion,Cheat sheet, “Microsoft office 2000”,PHI 2000
3. Harbraken “Microsfot office – 8-in 1” PHI 2000
1.10. LEARNING ACTIVITIES
1. Go to MS Word Help and go through all topics that are given.
1.11. KEYWORDS
1. File new or ctrl + n – to create a new document
2. File open or ctrl + o to open a existing document
3. File save or Ctrl + S – to save the document
4. Edit  Find and Replace – to find and replace the word in the document
5. View Header and Footer – to add the header and footer to the document
6. Format paragraph – to format the paragraph
7. Tools spelling and grammar or F7 – to spell check
8. Tools  mail merge – to perform mail merge
9. Tools AutoCorrect – to turn on the automatic spell correction.
10. Tools macroRecord new macro – to create a macro

 38

UNIT – II
2.0 INTRODUCTION
Microsoft Excel 2000 gives you the opportunity to learn and strengthen skills
as you gather data, create worksheets, analyze and chart the results, and integrate
your findings into reports and assignments. Illustrations and steps written in plain
language help you to:
 Gather and enter data.
 Format data.
 Work with numbers, formulas, and functions.
 Use proofing tools.
 Emphasize your point with charts.
 Put it all together.
2.1 OBJECTIVE
At the end of this unit student should have knowledge about the following topics:
 Excel 2000 Features
 Importing and exporting data
 Working with template links
 Formatting, Sorting and Filtering data
 Naming ranges
2.20 CONTENT
2.2.1 Excel 2000: Features
Excel 2000 offers a variety of new features designed to help you collaborate
and share information through the Web and to perform more extensive analysis of
your data. This version of Excel is also easier to manage and use than ever before.
 Web-enabled collaboration and information sharing: Excel 2000 allows you to
create and share rich Web documents with the same Office tools you use to
create printed documents. This means that your Excel 2000 content is
universally viewable by anyone with a browser.
 Drag and drop: Excel 2000 also supports the drag and drop of table data from
a Web browser directly into Excel.
 HTML as companion file format: Excel 2000 can save to and read from HTML
files with high fidelity. HTML is now on the same level as the Excel file format
(.xls).
 New date formats: Custom date entry behavior and static date function
behavior give you more options for working with dates, and Excel 2000 is Year
2000 compliant.
 Enhanced Web queries: A new dialog in Excel 2000 makes it easy for anyone
to bring data from the Web directly into Excel for tracking or analysis.
 List AutoFill: Excel 2000 automatically extends formatting and formulas in
lists, simplifying this common task and helping you work more efficiently.
 39

 See-Through Selection: Instead of the inverse video selection that hides

formatting and sometimes text, the See-Through Selection in Excel 2000
lightly shades selected cells so that one can make changes and see the results
without un-selecting the cells.
 Euro currency support: Excel 2000 supports the new Euro currency, both the
symbol and the three-letter ISO code.
Excel allows us to create spreadsheets much like paper ledgers that can
perform automatic calculations. Each Excel file is a workbook that can hold many
worksheets. The worksheet is a grid of columns (designated by letters) and rows
(designated by numbers). The letters and numbers of the columns and rows (called
labels) are displayed in gray buttons across the top and left side of the worksheet.
The intersection of a column and a row is called a cell. Each cell on the spreadsheet
has a cell address that is the column letter and the row number. Cells can contain
text, numbers, or mathematical formulas.
Microsoft Excel 2000 Screen Elements
Adding and Renaming Worksheets
The worksheets in a workbook are accessible by clicking the worksheet tabs
just above the status bar. By default, three worksheets are included in each
workbook. To add a sheet, select Insert|Worksheet from the menu bar. To rename
the worksheet tab, right-click on the tab with the mouse and select Rename from
the shortcut menu. Type the new name and press the ENTER key

Fig: 2.1
.
 40

The Standard Toolbar

This toolbar is located just below the menu bar at the top of the screen and
allows us to quickly access basic Excel commands.
Standard Tool Bar

Fig: 2.2
New - Select File|New from the menu bar, press CTRL+N, or click the New
button to create a new workbook.
Open - Click File|Open from the menu bar, press CTRL+O, or click the Open
folder button to open an existing workbook.
Save - To save a workbook for the first time select File|Save As and name the
file. After the file is named click File|Save, CTRL+S, or the Save button on the
standard toolbar.
Print - Click the Print button to print the worksheet.
Print Preview - This feature allows us to preview the worksheet before it
prints.
Spell Check - Use the spell checker to correct spelling errors on the
worksheet.
Cut, Copy, Paste, and Format Painter - These actions are explained in the
Modifying A Worksheet section.
Undo and Redo - Click the backward Undo arrow to cancel the last action
performed, whether it be entering data into a cell, formatting a cell, entering a
function, etc. Click the forward Redo arrow to cancel the undo action.
Insert Hyperlink - To insert a hyperlink to a web site on the Internet, type the
text into a cell you want to be the link that can be clicked with the mouse.
Then, click the Insert Hyperlink button and enter the web address one wants the
text to link to and click OK.
Zoom - To change the size that the worksheet appears on the screen, choose a
different percentage from the Zoom menu.
2.2.2 Importing and Exporting Data
Excel allows data to be imported and exported to it, that is data from other
applications can be brought in and used and the excel data can be sent to other
applications for further use.
If a user is not a database expert, Excel can be used to create a spreadsheet
and then have Access convert it to a database. It is also possible to use a table from
 41

word and a web page in excel. Use Get External Data command in the Data menu
to import data.

Fig: 2.3
Excel files can be used as web pages with the Save as Web Page option in the
File menu and update the Excel files from data received from the web
automatically. Automatically update the files with the AutoRepublish option.
Converting an Excel List to an Access database
To convert an Excel list, one must have Access installed. If the Convert to MS
Access command does not appear on the Data menu in Excel, install and load the
AccessLinks add-in program.
1. Select a cell in the Excel list.
2. On the Data menu, click Convert to MS Access.
3. To create a new Access database for the list, click New database.
4. To add the list to an existing Access database, click Existing database, and
then type the path to the database in the box under Existing database. To
look for the database on your system or network, click Browse.
5. Click OK.
The Access Import Spreadsheet Wizard and Table Analyzer Wizard helps us to
convert the Excel list to an Access database.
2.2.3 Working with Template links
A Template is a workbook that is created and then used as the basis for other
similar workbooks. Templates can be created for workbooks and worksheets. The
default template for workbooks is called Book.xlt. The default template for
worksheets is called Sheet.xlt. A template can be created when one wants several
workbooks or worksheets to have similar formatting and styles, or content and
functionality. A workbook can be saved as a template with the Save as Template
option. Excel Template has the extension (.xlt).
 42

Fig: 2.4
Template Wizard
The Template Wizard with Data Tracking add-in creates a template that links
selected cells in a workbook to fields in a database. A Microsoft Excel add-in is a
component that can be installed on the computer to add commands and functions
to Excel. These add-in programs are specific to Excel. Other add-in programs that
are available for Excel or Microsoft Office are Component Object Model (COM) add-
ins.
When a new workbook is based on the template and enter data in the linked
cells, Microsoft Excel creates a new record in the database and copies the data to
the corresponding data fields on saving the workbook.
The Template Wizard with Data Tracking does the following:
 Automatically adds data from existing workbooks
 Allows storage in a chosen of database
 Allows record updates and report creation
Creating a form template that copies worksheet data to a database
If the Template Wizard command is not on the Data menu, then install the
Template Wizard with Data Tracking add-in before performing this procedure. The
database linked to the form template can be a Microsoft Excel list, or a Microsoft
Access, Microsoft FoxPro, or dBase database for which the necessary ODBC driver
and other data access components have been installed.

1. Open the workbook in which the data is to be entered and which will be
copied to a database.
2. Enter labels for the data to be entered on the worksheet.
3. Enter each label in a cell above or to the left of the cell that contains the data.
The labels will be used as field names in the database.
4. On the Data menu, click Template Wizard.
5. Follow the steps in the wizard.
2.2.4 Formatting
The contents of a highlighted cell can be formatted in many ways. Font and
cell attributes can be added from shortcut buttons on the formatting bar. If this
toolbar is not already visible on the screen, select View|Toolbars|Formatting from
the menu bar.
 43

Fig: 2.5
Format Cells Dialog Box
For a complete list of formatting options, right-click on the highlighted cells
and choose Format Cells from the shortcut menu or select Format|Cells from the
menu bar.

Fig: 2.6
 Number tab - The data type can be selected from the options on this tab.
Select General if the cell contains text and number, or another numerical
category if the cell is a number that will be included in functions or formulas.
 Alignment tab - These options allow us to change the position and alignment
of the data with the cell.
 Font tab - All of the font attributes are displayed in this tab including font
face, size, style, and effects.
 Border and Pattern tabs - These tabs allow us to add borders, shading, and
background colors to a cell.
Dates and Times
If the user enters the date "January 1, 2001" into a cell on the worksheet,
Excel will automatically recognize the text as a date and change the format to "1-
Jan-01". To change the date format, select the Number tab from the Format Cells
window. Select "Date" from the Category box and choose the format for the date
 44

from the Type box. If the field is a time, select "Time" from the Category box and
select the type in the right box. Date and time combinations are also listed. Press
OK when finished.

Fig: 2.7
Styles
The use of styles in Excel allows us to quickly format the worksheet, provide
consistency, and create a professional look. Select the Styles drop-down box from
the formatting toolbar (it can be added by customizing the toolbar). Excel provides
several preset styles:

Fig: 2.8
 Comma - Adds commas to the number and two digits beyond a decimal point.
 Comma [0] - Comma style that rounds to a whole number.
 Currency - Formats the number as currency with a dollar sign, commas, and
two digits beyond the decimal point.
 Currency [0] - Currency style that rounds to a whole number.
 Normal - Reverts any changes to general number format.
 45

 Percent - Changes the number to a percent and adds a percent sign.

Style Dialog Box
The style Dialog Box allows us to create our own styles.
1. Highlight the cell(s) to which the style has to be added.
2. Select Format|Style... from the menu bar.

Fig: 2.9
3. Modify the attributes by clicking the Modify button.
4. Check all the items under Style includes that the style should format.
5. Click Add to preview the formatting changes on the worksheet.
6. Highlight the style to be applied to the paragraph and click Apply.
Create a New Style
Select the cell on the worksheet containing the formatting that has to be set as
a new style.
1. Click the Style box on the Formatting toolbar so that the style name is
highlighted.

Fig: 2.10
2. Delete the text in the Style box and type the name of the new style.
3. Press ENTER when finished.
Format Painter
 46

A handy feature on the standard toolbar for formatting text is the Format
Painter. If a cell has been formatted with a certain font style, date format, border,
and other formatting options, and it another cell or group of cells have to be
formatted the same way, place the cursor within the cell containing the formatting
one wants to copy. Click the Format Painter button in the standard toolbar (notice
that the pointer now has a paintbrush beside it). Highlight the cells to which the
same formatting has to be added.
To copy the formatting to many groups of cells, double-click the Format
Painter button. The format painter remains active until the ESC key is pressed to
turn it off.
AutoFormat
Excel has many preset table formatting options. Add these styles by following
these steps:
1. Highlight the cells that will be formatted.

Fig: 2.11
2. Select Format|AutoFormat from the menu bar.
3. On the AutoFormat dialog box, select the format to be applied to the table by
clicking on it with the mouse. Use the scroll bar to view all of the formats
available.

Fig: 2.12
4. Click the Options... button to select the elements that the formatting will
apply to.
5. Click OK when finished.
 47

Fig: 2.13
2.2.5 Formulas and Naming Ranges
The distinguishing feature of a spreadsheet program such as Excel is that it
allows us to create mathematical formulas and execute functions. Otherwise, it is
not much more than a large table for displaying text. This page shows us how to
create these calculations.
Formulas
Formulas are entered in the worksheet cell and must begin with an equal sign
"=". The formula then includes the addresses of the cells whose values will be
manipulated with appropriate operands placed in between. After the formula is
typed into the cell, the calculation executes immediately and the formula itself is
visible in the formula bar. See the example below to view the formula for calculating
the sub total for a number of textbooks. The formula multiplies the quantity and
price of each textbook and adds the subtotal for each book.

Fig: 2.14
Relative, Absolute, and Mixed Referencing
Calling cells by just their column and row labels (such as "A1") is called
relative referencing. When a formula contains relative referencing and it is copied
from one cell to another, Excel does not create an exact copy of the formula. It will
 48

change cell addresses relative to the row and column they are moved to. For
example, if a simple addition formula in cell C1 "=(A1+B1)" is copied to cell C2, the
formula would change to "=(A2+B2)" to reflect the new row. To prevent this change,
cells must be called by absolute referencing and this is accomplished by placing
dollar signs "$" within the cell addresses in the formula. Continuing the previous
example, the formula in cell C1 would read "=($A$1+$B$1)" if the value of cell C2
should be the sum of cells A1 and B1. Both the column and row of both cells are
absolute and will not change when copied. Mixed referencing can also be used
where only the row OR column fixed. For example, in the formula "=(A$1+$B2)", the
row of cell A1 is fixed and the column of cell B2 is fixed.
Labeling ranges
Specifying labels When cells are selected in labeled ranges to create
formulas, Microsoft Excel can insert the labels in place of cell references in the
formulas. Using labels can make it easier to see how a formula is constructed. One
can use the Label Ranges dialog box (Insert menu, Name submenu, Label
command) to specify the ranges that contain column and row labels on your
worksheet.
Using dates as labels
When a range is labeled by using the Label Ranges dialog box and the range
contains a year or date as a label, Excel defines the date as a label by placing single
quotation marks around the label when the label is typed in a formula. For
example, suppose the worksheet contains the labels 1996 and 1997 and these
labels have been specified by using the Label Ranges dialog box. When the user
types the formula =SUM(1997), Excel automatically updates the formula to
=SUM('1997').
Name or change the name for a range, reference, formula, or constant
1. On the Insert menu, point to Name, and then click Define.

Fig: 2.15
2. In the Names in workbook list, click the name that has to be to Added or
changed.
 49

3. In the Names in workbook box, select the name.

4. Type the new name for the reference, and then click Add.
5. To delete the original name, click the original name, and then click Delete.
2.2.6 Sorting and Filtering
Basic Sorts
To execute a basic descending or ascending sort based on one column,
highlight the cells that will be sorted and click the Sort Ascending (A-Z) button or
Sort Descending (Z-A) button on the standard toolbar.
Complex Sorts
To sort by multiple columns, follow these steps:
1. Highlight the cells, rows, or columns that will be sorted.
2. Select Data|Sort from the menu bar.
3. From the Sort dialog box, select the first column for sorting from the Sort
By drop-down menu and choose either ascending or descending.
4. Select the second column and, if necessary, the third sort column from the
Then By drop-down menus.

Fig: 2.16
5. If the cells the user highlighted included the text headings in the first row,
mark My list has...Header row and the first row will remain at the top of the
worksheet.
6. Click the Options button for special non-alphabetic or numeric sorts such as
months of the year and days of the week.
 50

Fig: 2.17
1. Click OK to execute the sort.
Find data in a list
Microsoft Excel provides several ways to analyze data in a list. A list is a series
of worksheet rows that contain related data, such as an invoice database or a set of
client names and phone numbers. A list can be used as a database, in which rows
are records and columns are fields. The first row of the list has labels for the
columns.
To filter a list to see rows that meet specific criteria use the AutoFilter or
Advanced Filter command available in the Data menu. Using another value in the
list— for example, to find the price of one product from a list of products and their
prices, can use a lookup wizard to find value in a list.
Some New and Improved Features
 Improved
 link management
 Find and Replace
 Hyperlink navigation
 Sorting
 Drawing borders
 International number formats
 Edit cells vertically
 Error checking
 Customized headers and footers with images
 Intelliprint
2.3. REVISION POINTS
1. Excel allows us to create spreadsheets much like paper ledgers that can
perform automatic calculations
2. Excel allows data to be imported and exported to it
3. A Template is a workbook that is created and then used as the basis for other
similar workbooks
4. The style Dialog Box allows us to create our own styles
5. Microsoft Excel can insert the labels in place of cell references in the formulas
2.4. INTEXT QUESTIONS
1. Write down the steps involved in sorting the data in ascending order.
 51

2. Write down the steps involved in applying autoformatting to the worksheet.

2.5. SUMMARY
 Excel helps us to gather and enter data, Format data, Work with numbers,
formulas, and functions, Use proofing tools and Emphasize our point with
charts.
 Excel allows to import data from Access, Word and a web page.
 A Template is a workbook that is created and then used as a basis for other
similar workbooks.
 Font and cell attributes can be added from shortcut buttons on the
formatting bar.
 Excel allows us to create mathematical formulas and execute functions.
 Formulas are entered in the worksheet cell and must begin with an equal
sign "="
2.6. TERMINAL EXERCISES
1. How to convert an Excel List to an Access database?
2. What is a template?
3. How to create a new style in Excel?
4. How to use formulas in Excel?
5. How will you sort by multiple columns in Excel?
2.7. SUPPLEMENTARY MATERIALS
1. Ron Mansfield, “Working in Microsoft office”,T.M Hill, 1999
2. Fultion,Cheat sheet, “Microsoft office 2000”,PHI 2000
2.8. ASSIGNMENTS
1. Discuss the steps how to prepare the chart using MS-Excel.
2. Discuss the steps involved in sorting and filtering.
2.9. REFERENCE BOOKS
1. Ron Mansfield, “Working in Microsoft office”,T.M Hill, 1999
2. Fultion,Cheat sheet, “Microsoft office 2000”,PHI 2000
3. Harbraken “Microsfot office – 8-in 1” PHI 2000
2.10. LEARNING ACTIVITIES
1. Go to MS Excel Help and go through all topics that are given.
2.11. KEYWORDS
1. To Sort the values use DataSortsort by ascending or descending
2. To autoformat the sheet used Format  Autoformat
3. To import the data from other applications
DataGet External Data Import Text file

 52

UNIT – III
3.0. INTRODUCTION
Excel 2000 offers a variety of new features designed to help you collaborate
and share information through the Web and to perform more extensive analysis of
your data. This version of Excel is also easier to manage and use than ever before.
3.1. OBJECTIVE
At the end of this unit student should have knowledge about the following topics:
 Working with macros
 Customizing toolbars
 Pivotal tables and pivotal charts
 Sharing Worksheet
 Linking to excel worksheets
 Additional features of excel XP
3.2. CONTENT
3.2.1 Working with Macros
Recording A Macro
Macros can speed up any common editing sequence that may be executed in
an Excel spreadsheet. In this example let us make a simple macro that will set all
the margins on the page to one inch.
1. Click Tools|Macro|Record New Macro from the menu bar.

Fig: 3.1
2. Name the macro in the Macro name field. The name cannot contain spaces
and must not begin with a number.
3. To assign a shortcut key to the macro for easy use, enter the letter under
Shortcut key. Enter a lower case letter to make a CTRL+number shortcut and
enter an upper case letter to assign a CTRL+SHIFT+number shortcut key. If a
shortcut key is selected that Excel already uses, the macro will overwrite that
function.
4. Select an option from the Store macro in drop-down menu.
5. Enter a description of the macro in the Description field. This is for the users
reference only so that they remember what the macro does.
 53

6. Click OK when ready to start recording.

7. Select options from the drop down menus and Excel will record the options
chooses from the dialog boxes, such as changing the margins on the Page
Setup window. Select File|Page Setup and change all the margins to 1". Press
OK. Replace this step with whatever commands to be executed by the macro.
Select only options that modify the worksheet. Toggle actions such as
View|Toolbars that have no effect on the worksheet will not be recorded.

Fig: 3.2
8. Click the Stop button the recording toolbar. The macro is now saved.
Running A Macro
1. To run a macro, select Tools|Macro|Macros from the menu bar.
2. From the Macros window, highlight the Macro name in the list and click Run.

3. If the macro is long, press BREAK (hold CTRL and press PAUSE) to stop it
while running.
3.2.2 Customizing Toolbars
Menus
Unlike previous versions of Excel, the menus in Excel 2000 initially list only
those commands that were have recently used. To view all options in each menu,
click the double arrows at the bottom of the menu. To revert to the way older
versions of Excel displayed menu options, follow these steps:
1. Select View|Toolbars|Customize from the menu bar.
2. Click on the Options tab.
3. Uncheck the Menus show recently used commands first check box.
 54

Fig: 3.4
Toolbars
Many toolbars displaying shortcut buttons are available. Select View|Toolbars
from the menu bar to select more toolbars.
Customize Toolbars
Customizing toolbars allows us to delete certain shortcut buttons from a
toolbar that are not used and add the shortcut buttons for commands that are
often used.
1. Select View|Toolbars|Customize and select the Commands tab.

Fig: 3.5
 55

2. By clicking on the command categories in the Categories box, the commands

will change in the Commands box to the right.
3. Select the command that has to be added to the toolbar by selecting it from
the Commands box.
4. Drag the command with the mouse to the desired location on the toolbar and
release the mouse button. The shortcut button should now appear on the
toolbar.
5. Remove buttons from the toolbars by reversing these steps. Highlight the
button on the toolbar, drag it off the toolbar with the mouse, and release the
mouse button.
3.2.3 Charts
Charts allow us to present data entered into the worksheet in a visual format
using a variety of graph types. Before making a chart first enter data into a
worksheet. This page explains how to create simple charts from the data.

Chart Wizard
The Chart Wizard helps us through the process of creating a chart by
displaying a series of dialog boxes.
1. Enter the data into the worksheet and highlight all the cells that will be
included in the chart including headers.

Fig: 3.6
2. Click the Chart Wizard button on the standard toolbar to view the first Chart
Wizard dialog box.
3. Chart Type - Choose the Chart type and the Chart subtype if necessary.
Click Next.
 56

Fig: 3.7
4. Chart Source Data - Select the data range (if different from the area
highlighted in step 1) and click Next.

Fig: 3.8
 57

5. Chart Options - Enter the name of the chart and titles for the X- and Y-axes.
Clicking on the tabs can change other options for the axes, grid lines, legend,
data labels, and data table. Press Next to move to the next set of options.

Fig: 3.9

6. Chart Location - Click As new sheet if the chart should be placed on a new,
blank worksheet or select As object in if the chart should be embedded in an
existing sheet and select the worksheet from the drop-down menu.

Fig: 3.10
 58

7. Click Finish to create the chart.

Fig: 3.11
Resizing the Chart
To resize the chart, click on its border and drag any of the nine black handles
to change the size. Handles on the corners will resize the chart proportionally while
handles along the lines will stretch the chart.
Moving the Chart
Select the border of the chart, hold down the left mouse button, and drag the
chart to a new location. Elements within the chart such as the title and labels may
also be moved within the chart. Click on the element to activate it, and use the
mouse to drag the element to move it.
Chart Formatting Toolbar

Fig: 3.12
Chart Objects List - To select an object on the chart to format, click the object
on the chart or select the object from the Chart Objects List and click the Format
button. A window containing the properties of that object will then appear to make
formatting changes.
Chart Type - Click the arrowhead on the chart type button to select a different
type of chart.
Legend Toggle - Show or hide the chart legend by clicking this toggle button.
 59

Data Table view - Display the data table instead of the chart by clicking the
Data Table toggle button.
Display Data by Column or Row - Charts the data by columns or rows
according to the data sheet.
Angle Text - Select the category or value axis and click the Angle Downward
or Angle Upward button to angle the the selected by +/- 45 degrees.

Fig: 3.13
3.2.4 Password protecting the workbook
Because workbooks may contain sensitive information, a password can be
added to the document. When a workbook is password-protected, no one can read
or change information in it without using the password.
To password protect the workbook
1. On the File menu, click Save As.
2. In the Save As dialog box, on the Tools menu, click General Options.
3. In the Password to open box, type a password and then click OK.
4. In the Re-enter password to proceed box, type your password again and
then click OK.
5. Click Save.
6. If prompted, click Yes to replace the existing file.
3.2.5 Pivot Tables and Pivot Charts
A PivotTable report is an interactive table that can be used to quickly
summarize large amounts of data. One can rotate its rows and columns to see
different summaries of the source data, filter the data by displaying different pages,
or display the details for areas of interest. Use a PivotTable report to compare
related totals, especially when a long list of figures have to be summarized and
 60

several facts about each figure have to be compared. Use PivotTable reports to sort
and create sub-totals.
A PivotChart report is an interactive chart that provides a graphical analysis of
data from existing lists, databases, and PivotTable reports. After a PivotChart
report, is created users can view different levels of detail or reorganize the layout of
the chart by dragging its fields and items or by displaying and hiding items in the
drop-down lists for its fields. On the Data menu, click PivotTable and PivotChart
Report to generate those reports.
3.2.6 Sharing a Workbook
When several users have to work in the same workbook simultaneously, save
the workbook as a shared workbook. Users can then enter data, insert rows and
columns, add and change formulas, and change formatting. To merge multiple
copies of a workbook, share the workbook before distributing it to the reviewers.
Creating a shared workbook
1. On the Tools menu, click Share Workbook, and then click the Editing tab.
2. Select the Allow changes by more than one user at the same time check
box, and then click OK.
3. When prompted, save the workbook.
4. On the File menu, click Save As, and then save the shared workbook on a
network location where other users can gain access to it.
3.2.7 Linking Worksheets
One may want to use the value from a cell in another worksheet within the
same workbook in a formula. For example, the value of cell A1 in the current
worksheet and cell A2 in the second worksheet can be added using the format
"sheetname!celladdress". The formula for this example would be "=A1+Sheet2!A2"
where the value of cell A1 in the current worksheet is added to the value of cell A2
in the worksheet named "Sheet2".
3.2.8 Additional Features of Excel XP
Excel XP has been improved to support XML and RTD (real-time data
function).
Below is a screenshot of the Excel 2002 interface. Excel is the ultimate
spreadsheet software.
 61

Fig: 3.14
Among the many things that Excel allows us to do is to make our work easier,
it allows you to create a custom number format. If non-standard number formats
are used being able to create a custom format that Excel can recognize is a big
plus.
Having a suite of tools that work together without a lot of problems and a
without big learning curve is a powerful suite of tools.
Excel has a function wizard that house hundreds of functions for us to use
when creating your work sheets.
Excel includes a Clipboard task pane that allows us to copy up to 24 items to
the Office clipboard for pasting into Excel. One can preview the contents of this
clipboard and don't have to go between programs anymore for copying and pasting.
Many improvements have been made to Excel that makes it even easier to use
than ever before.
Some New and Improved Features
 Web Queries
 Web Page AutoPublish
 Copy/Paste Web Query
 Import Data
 62

 Smart tag
 Improved PivotTable report features
 GetPivotData formula
 XML support
 RTD (real-time data function)
 Document recovery
 AutoRecover
3.3. REVISION POINTS
1. Macros can speed up any common editing sequence that may be executed in
an Excel spreadsheet.
2. Charts allow us to present data entered into the worksheet in a visual format
using a variety of graph types.
3.4. INTEXT QUESTION
1. Write down the steps involved in preparation of chart.
2. Write down the steps involved in how to share a workbook.
3.5. SUMMARY
1. Macros can speed up any common editing sequence one may execute in an
Excel spreadsheet.
2. Charts allow you to present data entered into the worksheet in a visual format
using a variety of graph types.
3. A PivotTable report is an interactive table that can be used to quickly
summarize large amounts of data.
4. If several users have to work with the same workbook simultaneously, one can
save the workbook as a shared workbook
5. Excel XP has been improved to support XML and RTD (real-time data
function).
3.6. TERMINAL EXERCISE
1. What is a Macro? How to create a Macro in Excel?
2. What is a Chart? How to create a Chart in Excel?
3. How to share a Workbook?
3.7. SUPPLEMENTARY MATERIALS
1. Ron Mansfield, “Working in Microsoft office”,T.M Hill, 1999
2. Fultion,Cheat sheet, “Microsoft office 2000”,PHI 2000
3.8. ASSIGNMENT
1. Discuss the various dialog boxes used in preparation of chart.
2. Discuss about the usage of macro.
3.9. REFERENCE BOOKS
1. Ron Mansfield, “Working in Microsoft office”,T.M Hill, 1999
2. Fultion,Cheat sheet, “Microsoft office 2000”,PHI 2000
3. Harbraken “Microsfot office – 8-in 1” PHI 2000
 63

3.10. LEARNING ACTIVITIES

1. Go to MS Excel Help and go through all topics that are given.
3.11. KEYWORDS
1. Tools  Macro  Record new Macro – to create a new macro
2. View  Toolbar  customize – to customize the toolbar options
3. Insert  Chart – to prepare the chart for the worksheet
4. File  save as, in Save As dialog box,
5. select tools  General options  password to open
6. used to protect the worksheet with password.

 64

UNIT – IV
4.0 INTRODUCTION
PowerPoint 2000 can be used to create presentations of different projects. One
can use graphics, text, movies, sounds, and the Internet to share information on
any topic. Using PowerPoint 2000 templates, one can quickly and easily create
presentations for many purposes.
4.1 OBJECTIVE
At the end of this unit student should have knowledge about the following topics:
 MS-Power point 2000
 Preparing slides and presentations
 Adding animations
 Inserting sounds and movies
 Additional features of PowerPoint XP
4.2 CONTENT
4.2.1 Microsoft PowerPoint 2000
PowerPoint 2000 helps us to create and organize presentations by assisting in
developing presentation outlines and selecting various slide layouts. The tri-pane
feature of PowerPoint 2000 allows us to view the slides, outline, and notes
simultaneously so that information is easily organized and presented in the slides.
PowerPoint 2000 can be used to:
 Create presentations with the AutoContent Wizard.
 Add and delete slide from presentations.
 Customize a slide layout.
 Add notes.
 Use the Web to view presentations.
PowerPoint 2000 offers several new features designed to help us to collaborate
and share information through the Web and to create eye-catching presentations.
This version of PowerPoint is also easier to use than ever before.
Tri-pane view: PowerPoint 2000 combines slides, outlines, and notes into one
view. This makes it easy to perform many actions, including adding new slides,
editing text, entering notes, and navigating while editing.
AutoFit and Fit to Window: In Microsoft PowerPoint 2000, text is
automatically resized to fit into a placeholder so that it doesn't “fall off” the slide.
Slides automatically resize to fit the display resolution and window, so one no
longer has to manually adjust their slides or screen resolution.
Native tables: Tables can directly be created in PowerPoint 2000 instead of
importing from Word or Excel. PowerPoint tables are composed of OfficeArt shapes
and behave like tables in Word, making them easy to edit and consistent with styles
and themes.
Flexible handouts: Now users have more options for audience handouts.
 65

PowerPoint Central: Users can get support from helpful PowerPoint

resources, such as tutorials, additional textures, sounds, and animations in the
Office Value Pack and the PowerPoint Web site.
Custom shows: Users can create mini-presentations within a single
PowerPoint file that are tailored to different audiences.
Slide Show menu: The new Slide Show menu consolidates everything you
need to deliver presentations electronically, whether in a kiosk, in a conference
room, or over the Internet.
Types of output: PowerPoint 2000 provides us with every output option:
slides, black-and-white and color overheads, black-and-white and color handouts,
speaker's notes, and on-screen electronic presentations. In addition, PowerPoint
now supports virtual presentations over the Internet.
Web integration features
Synchronized voice narration: Recorded narration is synchronized with the
original presentation, including all transitions and build animations. PowerPoint
2000 also adds the ability to re-record narration for a single slide.
Present in browser: PowerPoint HTML provides a button that launches the
presentation in full screen. Presentations can be delivered using Internet Explorer
version 4.0 or higher instead of a viewer. PowerPoint 2000 integrates two Microsoft
technologies, NetShow and NetMeeting, to enable us to collaborate over the network
in real time.
Presentation broadcast: Using Presentation Broadcast, presentation can be
delivered over an intranet, by displaying the presentation slides in HTML along with
the narration as streaming audio and video (requires a NetShow server). Using the
Outlook messaging and collaboration client, one can also schedule online
broadcasts, set up reminders and click a button to join the broadcast.
Event Web Page and Presentations on Demand: Using this page, others can
tune in to watch the broadcast either during or after, or to get information before
the broadcast starts. Also, broadcasts are archived on a Web server and are
available for playback at any time.
Action buttons: Used to connect to another slide, document, or Web site from
within a presentation using a set of built-in, universally recognizable 3-D shapes for
actions such as forward, back, home, and information.
Opening Powerpoint
When Powerpoint is opened users will be prompted by a dialog box with four
choices. Each of these options are explained on this page. If Power Point is already
open or this box does not appear, select File|New from the menu bar.
 66

Fig: 4.1
AutoContent Wizard
The AutoContent Wizard provides templates and ideas for a variety of
presentation types. Page through the wizard by clicking the Next button on the
bottom of each page after making necessary choices.

Fig: 4.2
 67

Design Template
Power Point provides many templates with different backgrounds and text
formatting to begin the presentation. Preview each design by highlighting the
template name on the list. Press OK after you have chosen the design.

Fig: 4.3
Blank Presentation
Select Blank Presentation to build the presentation from scratch with no
preset graphics or formatting.
Open an Existing Presentation
Select this option to open a Power Point presentation that already exists. Select
the folder the file is located in from the Look in: drop-down menu and highlight the
file on the list. Click Open to open the presentation.

Fig: 4.4
 68

AutoLayout
After selecting the presentation type, users will be prompted to choose the
layout of the new slide. These layouts include bulleted lists, graphs, and/or images.
Click on each thumbnail image and a description will be printed in the message
box. Highlight the layout to be used and click OK.

Fig: 4.5
4.2.2 To create a presentation using the AutoContent Wizard
1. Open PowerPoint 2000.
2. Select the AutoContent Wizard option and then click OK.
3. Read about the AutoContent Wizard and then click Next.
4. Select Generic and then click Next.
5. Select the On-screen Presentation option and then click Next.
6. Click in the Presentation title box and then type Class Overview as a title for
the presentation.
7. Click in the Footer box, type the class title and then click Next.
This includes the class title at the bottom of each slide.
8. Click Finish to exit the AutoContent Wizard. The first slide appears in Normal
view.
9. On the File menu, click Save.
10. Select a folder, name the presentation and then click OK.
Viewing presentations
There are three ways to view the presentations in PowerPoint. The views are
accessed from the View menu, or from the buttons in the lower-left corner of the
PowerPoint 2000 screen.
 Normal view is the view to use while designing a presentation slide by slide. In
Normal view, the Outline is seen in the left pane, the slide in the upper-right
pane, and the notes in the lower-right pane. The Normal view makes it easy to
organize a presentation in outline format and add notes to each slide.
 69

 Slide Sorter view shows the entire set of slides on the screen, so that users
can check the order and consistency of the slides.
 Slide Show view puts the presentation together as a slide show, so users can
view the finished presentation, complete with sound and animation.
4.2.3 Creating Slides
PowerPoint 2000 provides master slide styles or default slide formats to make
it easy to create a professional-looking presentation. The formats include bullets,
two columns, tables, charts, clip art, and blank slides. These formats make it easy
to quickly make slides that support your classroom instruction.
Editing and creating slides in PowerPoint 2000 is easy. PowerPoint 2000
identifies the slide areas that you can be filled by placing sample text in them.

Insert a new slide

Follow these steps to insert a new slide into the presentation:
1. In the Outline window, select the slide to be inserted by clicking the slide's
number.
2. Select Insert|New Slide from the menu bar or click the new slide button on
the standard toolbar.
3. Choose the page layout from the window and press OK.
Applying a Design Template
To add a design template or changing the existing one, select Format|Design
Template from the menu bar. Select the template and click Apply.
Changing Slide Layouts
To change the layout template of the slide select Format|Slide Layout from
the menu bar. Select one of the layout thumbnail images and click Apply.

Fig: 4.6
Reordering Slides
To reorder a slide in Slide Sorter View, simply click on the slide that has to be
moved and drag it to the new location. In Normal or Outline View, click the slide
 70

icon beside the number of the slide that has to moved and drag the icon to a
new location.
Hide Slides
If one do not want a slide to appear during the slide show, but do not want to
delete the slide as it may be used later, selecting Slide Show|Hide Slide from the
menu bar can hide the slide. To add the slide back to the slide show, select Slide
Show|Hide Slide again.
Create a Custom Slide Show
The Custom Slide Show feature allows us to select the slides to be displayed in
the slide show if not all the slides should be used.
1. Select Slide Show|Custom Slide Show from the menu bar.

Fig: 4.7
2. Click the New... button in the Custom Shows window.
3. In the Define Custom Show window, type a name for the slide in the Slide
show name field.

Fig: 4.8
4. Add slides to the custom show by highlighting them in the Slides in
presentation window and clicking the Add >> button. Those slides will then
appear in the Slides in custom show window.
 71

5. To remove slides from the custom show, highlight their names in the Slides in
custom show window and click the Remove button.
6. To reorder slides in the custom show, highlight the slide that should be moved
and click the up and down arrows to change its order in the show.
7. Click OK when finished.
8. Click the Show button on the Custom Shows window to preview the custom
slide show and click Close to exit.
Edit a Custom Slide Show

Fig: 4.9
1. Select Slide Show|Custom Slide Show from the menu bar.
2. Edit the show by highlighting the name in the Custom shows box and clicking
the Edit... button.
3. To delete a show, highlight the name and click Remove.
4. Create a copy of a show by clicking the Copy button. The copy can then be
renamed by clicking the Edit... button.
5. Click the Show button to preview the custom slide show and click Close to
exit.
Adding Content to a slide
Bulleted Lists on Design Templates
Bulleted lists allow us to clearly display the main points of the presentation on
slides. The text boxes on design templates already include bulleted lists. Click the
placeholder on the slide to begin adding text and press the ENTER key to return to
the next line and add a new bulleted item. To go to the next line without adding
another bullet, hold down the SHIFT key while pressing ENTER.
Bulleted List from a Text Box
If a bulleted list is not created from an existing placeholder on a design
template, or to add an additional bulleted list, follow these steps to create a new
list:
1. In slide view, create a text box by selecting Insert|Text Box from the menu
bar.
2. "Draw" the text box on the slide by holding down the left mouse button while
moving the mouse until the box is of the required size.
 72

3. Choose Format|Bullets and Numbering from the menu bar.

Fig: 4.10
4. Change the Size of the bullet by changing the percentage in relation to the
text.
5. Choose a color for the bullet from the Color menu. Click More Colors for a
larger selection.
6. Select one of the seven bullet types shown and click OK.
- OR -
Click the Picture button to view the Picture Bullet window. Select one of the
bullets and click OK.
- OR -
Click the Character button to select any character from the fonts on the
computer. Select a symbol font such as Wingdings or Webdings from the Bullets
from drop-down menu for the best selection of icons. Click on the characters in
the grid to see them larger. Click OK on choosing the bullet be used.

Fig: 4.11
 73

7. Click OK on the Bullets and Numbering window and use the same methods
described in the "Bulleted Lists on Design Templates" to enter text into the
bulleted list.
Bulleted Lists and New Slides from an Outline
In Normal or Outline view, text can easily be entered in the outline window
and new slides are automatically added. Follow the steps below to become familiar
with adding slide content in outline view:
1. Next to the Slide 1 icon, type the title of the slide. The text typed beside the
slide icons will be the large-type titles on each slide.
2. Press ENTER to type the next line. This will automatically create a new slide.
To create a bulleted list for the first slide, press the TAB key or click the
demote button on the More Buttons menu accessible by clicking the "triple
arrow" button at the end of the formatting toolbar .
or Press ALT+SHIFT+Right Arrow to demote the selection to a bulleted list
item.
3. Continue entering text for the bulleted list, pressing ENTER at the end of each
line to create a new bullet.
4. Create a multilevel list by executing the demote action again to create a
bulleted sublist. Press the promote button on the More Buttons menu or
press ALT+SHIFT+Left Arrow to return to the original list.
5. Create a new slide by executing the promote action until a new slide icon
appears.
6. Continue creating new slides and bulleted lists by using the demote and
promote actions until the presentation is completed. Use the formatting
instructions below to format the lists.
7. If there is more than one bulleted list on the slide, the lists will be designated
by numbers enclosed in black boxes. The example below shows the slide
created from the outline on the left. The bulleted list on the left side of the
slide is labeled list "1" on the outline and the list on the right is labeled list "2".
When typing the outline, begin typing the new list by keeping CTRL+ENTER
key pressed. In this example, CTRL+ENTER is pressed after typing "Access".

Fig: 4.12
 74

Numbered List
Follow these steps to create a numbered list:
1. Create a text box.
2. With the text box selected, choose Format|Bullets and Numbering from the
menu bar.
3. Click the Numbered tab at the top of the Bullets and Numbering window.

Fig: 4.13
4. Change the size of the numbers by changing the percentage in relation to the text.
5. Choose a color for the numbers from the Color menu. Click More Colors for a
larger selection.
6. Change the Start at value if the numbers should not begin with 1.
7. Select one of the seven list types shown and click OK.
Text Box Properties
Change the colors, borders, and backgrounds of a text box from the Format
AutoShape dialog box.

Fig: 4.15
 75

1. Activate the textbox by clicking on it and select Format|Colors and Lines

from the menu bar.
2. Under the Colors and Lines tab, select a Fill color that will fill the
background of the text box. Check the Semitransparent box if you want the
slide background to show through the color.
3. Select a Line color that will surround the box as well as a Style or Weight for
the thickness of the line and a Dashed property if the line should not be solid.
4. Click the Text Box tab.

Fig: 4.16
5. Change the Text anchor point to reposition the text within the text box.
6. Set Internal margins to the distance the text should be to the text box edges.
7. Click OK to add the changes to the text box.
Delete a Text Box
To delete a text box from a template, simply click the border of the text box
and press the DELETE key on the keyboard.
Adding Notes
From Normal View, notes can be added to the slide. These notes will not be
seen on the presentation, but they can be printed out on paper along with the slide
the notes refer to by selecting Print What: Notes Pages on the Print menu.

Fig: 4.17
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4.2.4 Adding Multimedia Content

As audiences become more sophisticated, they expect lively, professional-
looking presentations. Adding multimedia content such as video and sound to the
presentation gives it the edge that it needs to capture the audiences attention and
hold it. At the same time, multimedia content can often communicate more
information then a slide with only a few sentences.
Sounds, music, videos, and animated GIF pictures are available in the Clip
Gallery. Users can insert a music, sound, or video clip into a slide show. The clip
can be played automatically when moving to the slide or have the clip play only
when users click its icon during a slide show.
Speakers and a sound card is required on the computer to play music and
sounds. To find out what's installed on the computer and what settings are in use,
check both the Multimedia and Sounds categories in Windows Control Panel.
4.2.5 Adding an animated GIF picture on a slide
1. Display the slide one wants to add the animated GIF picture to.
2. Do one of the following:
i) To insert an animated GIF picture from the Clip Gallery, click Insert Clip
Art on the Drawing toolbar and then click the Motion Clips tab.
ii) To insert an animated GIF picture from a file, on the Insert menu, point to
Picture, and then click From File.
3. Do one of the following:
i) If Insert Clip Art has been checked in step 2, click the animated GIF
picture to be added to the slide, and then click Insert Clip on the menu
that appears.
ii) If From File (Insert menu, Picture submenu) was clicked in step 2, loc
ate the folder that contains the animated GIF picture that has to be
inserted, and double-click the picture.
4. To preview how the animated GIF picture will appear in the slide show, click
Slide Show at the lower left of the Microsoft PowerPoint window.
4.2.6 Inserting music or sound on a slide
1. Display the slide to which music or sound has to be added.
2. On the Insert menu, point to Movies and Sounds.
3. Do one of the following:
i) To insert a sound from the Clip Gallery, click Sound from Gallery and then
locate and insert the sound.
ii) To insert a sound from another location, click Sound from File, locate the
folder that contains the sound, and then double-click the sound.
4. A sound icon appears on the slide.
 77

i) A message is displayed. If the sound has to be played automatically when a

user goes to the slide, click Yes. If the sound should be played only when
the user clicks the sound icon during a slide show, click No.
ii) To preview the sound in Normal view, double-click the sound icon.
4.2.7 Inserting a movie on a slide
1. Display the slide to which the movie or video has to be added.
2. On the Insert menu, point to Movies and Sounds.
3. Do one of the following:
4. To insert a video from the Clip Gallery, click Movie from Gallery and then
locate and insert the video.
i) To insert a video from another location, click Movie from File, locate the
folder that contains the video and then double-click the video.
ii) A message is displayed. If the movie has to play automatically when the
user moves to the slide, click Yes. If the movie should be played only when
the user click the movie during a slide show, click No.
5. To preview the movie in Normal view, double-click the movie.
4.2.8 Additional features of PowerPoint XP
Microsoft PowerPoint 2002 is the presentation software to have. Microsoft has
added many new and many, many improved features.
 The new Task Pane gives access to many options.
 The Slide Design Task Pane has design templates, color schemes, and
animation schemes.
 The Animation Schemes Task Pane give access to many professionally
designed animations to use in your presentations.
 One can now create multiple masters in one file.
 Built in diagrams make creating charts simple and easy.
 PowerPoint can be set to optimize images.
PowerPoint supports insertion of animation, sound, narration, embedded
documents, video, buttons, running external applications, establish an internet
connection, drawing graphic objects and more.
 78

Fig: 4.18
At the bottom of the interface one can see the drawing tools. These allow you
to draw graphics within PowerPoint.
There are so many new and improved things in PowerPoint I think I better just
list them.
New and Improved Features
 Slide Design Task Pane
 Animation Schemes Task Pane
 Custom Animation Task Pane
 Multiple Masters
 Presenter tools
 Automatic layout
 Print Preview
 Thumbnails in normal view
 Diagrams
 Image Optimization
 Image Rotation
 Visible Grid
 79

 Improved AutoFit
 Improved GDI
 Document Recovery
 Application Error reporting
 Password Encryption
 Improved presentation broadcasting (Web)
4.3. REVISION POINTS
PowerPoint 2000 helps us to create and organize presentations by assisting in
developing presentation outlines and selecting various slide layouts
PowerPoint 2000 provides master slide styles or default slide formats to make
it easy to create a professional-looking presentation
Sounds, music, videos, and animated GIF pictures are available in the Clip
Gallery
4.4. INTEXT QUESTION
1. Perform the steps to prepare the various slides to give the details of our
university courses.
2. Perform the steps to prepare the slides to explain the functions of new
company.
4.5. SUMMARY
 With PowerPoint 2000, one can create presentations of different projects.
 PowerPoint 2000 provides master slide styles or default slide formats to make
it easy to create a professional-looking presentation
 One can insert a music, sound, or video clip into a slide show
4.6. TERMINAL EXERCISE
1. How to view a Presentation in PowerPoint?
2. How to insert Sound in a Slide?
4.7. SUPPLEMENTARY MATERIALS
1. Ron Mansfield, “Working in Microsoft office”,T.M Hill, 1999
2. Fultion,Cheat sheet, “Microsoft office 2000”,PHI 2000
4.8. ASSIGNMENTS
1. Discuss about the steps involved in preparation of slide show for course
details of our university.
4.9. REFERENCE BOOKS
1. Ron Mansfield, “Working in Microsoft office”,T.M Hill, 1999
2. Fultion,Cheat sheet, “Microsoft office 2000”,PHI 2000
3. Harbraken “Microsfot office – 8-in 1” PHI 2000
4.10. LEARNING ACTIVITIES
1. Go to MS Power Point Help and go through all topics that are given.
4.11. KEYWORDS
1. Select AutoContentWizard from the opening dialog box
2. Select InsertNewSlide to insert the new slide to the presentation
3. Select Slide ShowCustom Animation to set the animation
4. Select Slide ShowSlide Transition to move from one slide to another
automatically or on mouse click.
5. Selects Slide ShowView Show or F5 to begin the slide show.

 80

UNIT – V
5.0. INTRODUCTION
This Unit explains how to create a database with Microsoft Access 2000.
Before creating the Database you should know what is database? The collection of
Related Information is called data and the place, data have to be stored is called
database. This unit gives you the opportunity to learn for structuring a database.
And you can learn how to get around on the Access screen and how to create a
database table.
Information at the right time plays a major role in any growing organization.
The convenient, effective & organized way to manage this information is through
DBMS.
5.1. OBJECTIVE
At the End of this unit student should have knowledge about the following topics:
 MS-Access 2000
 Understanding Data Table, Rows & Columns
 Creating Table
 Queries
 Forms
 Reports
5.2. CONTENT
5.2.1 Introduction to Microsoft Access 2000
Database Management System
Database Management System (DBMS) is a program that allows user to define,
manipulate and process the data in a database in order to produce meaningful
information. There are many different types of DBMS, ranging from small system,
that run on personal computers to huge systems that run on mainframes. For
Example; Dbase, Oracle, DB2 and Access.
Access does not have a version for Macintosh. Unlike older Database
Management Systems for IBM-compatibles, Access takes advantage of Windows'
graphical interface to simplify complex database operations and does not require
you to learn sophisticated programming languages. Access contains powerful
querying and connective capabilities that allow you to easily manipulate the data in
your database. Access’ graphical interface also helps to design sophisticated forms
and reports that would facilitate effective data presentation both on-screen and in
publication-quality documents.
A Relational Database
Microsoft Access is a Relational Database Management System (RDBMS)
designed to run in Microsoft Windows. As yet, Access 2000 is a relational database,
which means that data is not stored in a single, very large table. Instead, data is
stored in several different tables, all of which are related to one another in such a
way that you can join the data from different tables if need be, or retrieve
information from several tables at once.
 81

Database
A database is a collection of information related to a particular subject or
purpose, such as tracking customer orders or maintaining a music collection. If
your database isn't stored on a computer or only parts of it, you may be tracking
information from a variety of sources, which you have to coordinate and organize
yourself.
5.2.2 Understanding Data Tables, Rows & Columns
Data Tables
As you know, data are the collection of related information. The data have
stored in a database, which is called table. A data table contains set of fields.
Tables are containing rows and columns. The data in a database is stored in
different tables.
What are Tables?
Data are always stored in tables. All other object types are built on top of your
tables. They display the data inside your tables and write changed data back into
your tables. Each table contains information about one subject, such as employees,
members of the class of 1998, or addresses.
Most relational databases have many tables; each stores different information
about a related subject. One table might store customer names and addresses while
another stores customer orders. Tables are made up of records, which contain all of
the information about a single item, such as an employee or address. Each record
is then subdivided into fields, which are the smallest increments of useful and
discrete data in your database. It is always a good idea to make the fields as precise
as you possibly can in the beginning. If you were designing an address book, then it
would be better to include three fields for First Name, Middle Name, and Last
Name, rather than to include only one field for a person’s name.
Data Table Row Field

Fig: 5.1
 82

In a database table rows are called records and columns are called fields.
Rows – Each and Every Row in a data table is called Records. A Record
contains all the information about one person or thing. The person or thing might
be a Student, Employee, Animal, Birds, etc.,
Fields – Columns are called Field in a data table. A filed is one category of
information.
Actually, to be precise, each row in a database table is a record, and each
record is divided into several fields. For example, five records have been entered in the
Students database table shown in Figure 5.2. Each record is divided into seven fields-
regno, name, tamil, English, maths, science, social science, total and remark.

Fig: 5.2
Starting MS-Access
Choose Start Programs  Microsoft Access, the MS-Access opens as
shown below.

Fig 5.3
 83

The MS-Access opens as below:

Fig: 5.4
Select the option Blank Access Database in the above figure The blank
database
5.2.3 Creating Table
For creating the table we can have three methods
 Create table using design view
 Create table using data base wizard
 Create table by entering data

Fig: 5.5
Creating Table in Design View
After getting the above window,
1. Double Click on Create Table in Design View
You can get the window
 84

Fig: 5.6
2. Under that Field Name, Enter the Categories of field names. Under the Data
Type Column enter the appropriate Data Types

Fig: 5.7
Example:
Field Name Data Type
Student_no Number
Student_name Text
Dob Date/Time
3. After giving the Field Name, Data Type then goes to Save Option
4. Then, it will ask Table name. Give the Table Name and Click Save. It’s so
important to choose a primary key that Access reminds you if you try to
leave Design view without having chosen one.
Primary Key
 One or more fields (columns) whose value or values uniquely identify each
record in a table. A primary key does not allow Null values and must always
have a unique value. A primary key is used to relate a table to foreign keys in
other tables.
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 NOTE: You do not have to define a primary key, but it's usually a good idea.
If you don't define a primary key, Microsoft Access asks you if you would like
to create one when you save the table.
 To do this, simply select the field and select the primary key button

 After you do this, Save the table

The Primary key field does not allow the Duplicate Value also.
Advanced Table Features with Microsoft Access
 Assigning a field a specific set of characters
Example) Making a Student Marks only allows 3 digits.
1. Switch to Design View
2. Select the field you want to alter
3. At the bottom select the General Tab

Fig: 5.8
4. Select Field Size, its default value is Long Integer
5. Enter the number of digits you want this field to have
 Formatting a field to look a specific way (HINT: You do not need to assign
a field a specific set of characters if you do this)
Example) Formatting Phone Number with Area Code (xxx) xxx-xxxx
1. Switch to Design View
2. Select the field you want to format
3. At the bottom select the General Tab
4. Select Input Mask Box and click on the ... button at the right.
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5. Select Phone Number option

Fig: 5.9
6. Click on Next
7. Leave! (999) 000-0000 the way it is. This is a default.
8. Click Next
9. Select which option you want it to look like
10. Click Next then Click Finish
 Selecting a value from a dropdown box with a set of values that you assign to
it. This saves you from typing it in each time
Example) Choosing a city that is either Chennai, Bangalore, Mumbai,
Delhi or KolkataAuburn
1. Switch to Design View
2. Select the field you want to alter (City)
3. At the bottom select the Lookup Tab
4. In the Display Control box, select Combo Box
5. Under Row Source Type, select Value List
6. Under Row Source, enter the values how you want them displayed,
separated by a comma. (Chennai, Bangalore, Mumbai, Delhi, Kolkata)
 NOTE:This will not alphabetize them for you, so you will have to do that
yourself. It should look something like this:

Fig: 5.10
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7. Select in the datasheet view and you should see the change when you go to
the city field. Then you can enter the records in the Table
Creating Table using Wizard:
1. Double Click the Create table in wizard
You can get the following wizard screen

Fig: 5.11
This wizard shows the sample tables; if you select the sample table then the
corresponding sample fields will be displayed in sample fields’ area, the using

promoter we can promote single field or entire fields ( ) in to my new table.

You also have demoted button for removing the unwanted fields also.
2. Then you have the option to rename the field names for your convenience.

Fig: 5.12
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3. Then press the next button and give the Table Name then Next

Fig: 5.13
4. Click the Next button and you will get a window as following

Fig: 5.14
5. Finally Click the Finish Button, and then the process would be finished. Now you
can enter the data directly in the database.
Creating table using Entering Data
1. In this method, we can directly enter the field name and the data.

Fig: 5.15
3. After entering data save the table and give the name of the table then click save
button.
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After creating the tables we can enter the data in that table and store.
Note: If you want to do any modification, in those existing tables you can write
click the selected table and we can see the menu like the following

Fig: 5.16
5.2.4 Queries
In Microsoft Access supporting the Query. A term Query means simply to ask.
When you query a database, you ask it for information of some kind. In this you
can learn the details of constructing a query.
A query tells Access which fields to look in to gather information, but that
doesn’t mean that each field in which Access looks has to be on the results table.
Creating the Query
Creating the query has two methods
 Create Query in Design View
 Create Query by Using Wizard
Create Query in Design View

Fig: 5.17
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1. Double Click the Create query in Design View

2. In Show Table window select the table name, then Click Add button
3. Then the selected table’s fields are displayed; now select the fields for which
you want to display. Then you can view the mark symbol in the check box.
Note:
In the Criteria area you can give the condition what ever you want and then
you can get the appropriate result query. You can use the mathematical
expressions in the Criteria area. For example, In a voter list if you want to find the
voters those who are above 60 the condition statement is like this age>=60, then It
will display only those persons.

Fig: 5.18
1. Then close the Window and give the query name and Save
2. Then you can view the Query by double clicking the Query Icon and view the
selected field’s records.
Creating Query by using Wizard
1. Double Click the Creating Query by using Wizard, then you can get a Window
Simple Query Wizard

Fig: 5.19
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in that window select the Table/Queries and Available Fields will be listed and
select the fields and promote to selected fields window then Click Next
2. In this following window you can select the query type, then Click Next

Fig: 5.20
3. Then Give the Table Name, which you want to give and Click the Finish Button
Now the built query will be displayed.
If you want to make any changes in built query select the query Icon and Right
Click then you can do the operations.

Fig: 5.21
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5.2.5 Creating a Forms

When you build a database, the most fundamental concept is to understand
what each part of it does. In Access, you have tables that contain the data, queries
that allow you to select and organize your data, and forms and reports that allow
you to present your data to the world. Forms and Reports function as the front-end
to your tables and queries. They are based on an underlying table or query and
offer more flexible formatting options.
Like paper forms, Access forms collect and organize information. Forms gives
you a way to enter data into your database, display the data for review, and print it
out. Forms are designed to make on-screen data entry and retrieval easier, as well
as simplifying movement around your database application. With Access, you can
present information in just the way that you want by combining text, pictures,
lines, boxes, and color to create a fully interactive on-screen environment.
5.2.6 Sorting and Filtering
Sorting Records in Form
In Form view, to sort the records in a field, it does one of the following:
 To sort in ascending order, click Sort Ascending.
 To sort in descending order, click Sort Descending.
Note: In a form, you can sort on only one field at a time; in a datasheet, you
can select two or more adjacent columns at the same time, and then sort them.
Microsoft Access sorts records starting with the leftmost selected column. When
you save the form or datasheet, Microsoft Access saves the sort order.
Filtering
Filter records by selecting values in a form, subform or datasheet.
1. In a field on a form, subform or datasheet find one instance of the value you
want records to contain in order to be included in the filter's results.
2. Select the value, and then click Filter By Selection on the toolbar. How you
select the value determines what records the filter returns. For more
information on selecting values, click.
3. Repeat step 2 until you have the set of records you want.
Notes
 When you save a table or form, Microsoft Access saves the filter. You can
reapply the filter when you need it; the next time you open the table or form.
 When you save a query, Microsoft Access saves the filter, but it does not add
the filter criteria to the query design grid. You can reapply the filter after you
run the query, the next time you open it.
 You can also filter for records that do not have a certain value. After
selecting a value, right-click it, and then click Filter Excluding Selection.
5.2.7 Working with Report
A Report provides a way to retrieve selected information that you have stored
and present that information. Examples of reports that we use every day include
mailing labels, invoices, receipts, and sales summaries. You can base a report on
either a table or a query; reports are designed to printed out rather than viewed on
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a computer screen, so they need to be carefully planned to make sure that you use
them most effectively and meaningfully. Since you will be using reports to make
presentation quality documents, they need to possess enough design flexibility to
allow you to get the right message across to your audience. Fortunately, Access also
comes with several pre-planned report layouts that you can set up in a few minutes
using Report Wizards.
Access gives you several methods of retrieving information from your database
and displaying it. You can use a table, a query, a form, or a report. To look at all of
the entries in your database using a spreadsheet-like view, use a table. To see only
a portion of your data in spreadsheet-like view, use a query. To see your data one
record at a time, use a form. To group your data and present it in an attractive
format, use a report. In most situations, none of these descriptions will describe
exactly what you are trying to do, so you should generally assume that reports will
be used anytime you need to print carefully formatted information.
Like queries, reports do not store the data they present. They keep only the
design features that you specify. This allows you to save the design as a kind of
template that you can use over again. Once you save the report design, it stays the
same, but you will retrieve current data from the table or query each time you print
the report. Access reports are especially useful if you need to:
 Organize and present data in groups.
 Calculate running totals, group totals, grand totals, and percentages of
totals.
 Include sub reports and graphs.
 Present your data in an attractive format with pictures, lines, and special
fonts.
This option is easy if you use Access's pre-designed templates, but can be
difficult to do from the scratch.
5.3. REVISION POINTS
1. Microsoft Access is a Relational Database Management System (RDBMS)
designed to run in Microsoft Windows
2. Query means simply to ask. When you query a database, you ask it for
information of some kind
5.4. INTEXT QUESTION
1. Write down the steps involved in creation of database with three tables.
2. Write down the various queries to manipulate the records stored in the
tables.
5.5. SUMMARY
 Database Management System (DBMS) is a program that allows user to
define, manipulate and process the data in a database in order to produce
meaningful information
 Data are always stored in tables. All other object types are built on top of
your tables
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 One or more fields (columns) whose value or values uniquely identify each
record in a table.
 A query tells Access which fields to look in to gather information, but that
doesn’t mean that each field in which Access looks has to be on the results
table.
 Forms and Reports function as the front-end to your tables and queries
 A Report provides a way to retrieve selected information that you have stored
and present that information
5.6. TERMINAL EXERCISES
1. What is database?
2. What is Primary Key explain with examples
3. Explain the Data Types available in MS-Access
4. How to Create a Table in Design View
5. Explain Query with example.
6. What is Forms?
7. What is Report?
5.7. SUPPLEMENTARY MATERIALS
1. Ron Mansfield, “Working in Microsoft office”,T.M Hill, 1999
2. Fultion, Cheat sheet, “Microsoft office 2000”, PHI 2000
5.8. ASSIGNMENTS
1. Create a table that contains Employee full detail.
5.9. REFERENCE BOOKS
1. Ron Mansfield, “Working in Microsoft office”,T.M Hill, 1999
2. Fultion,Cheat sheet, “Microsoft office 2000”,PHI 2000
3. Harbraken “Microsfot office – 8-in 1” PHI 2000
5.10. LEARNING ACTIVITIES
1. Go to MS Access Help and go through all topics that are given.
5.11. KEYWORDS
1. Start Programs  Microsoft Access – to start Ms-Access
2. Database: collection of related information in the form of tables.
3. Primary key – key, which uniquely identifies the record in the table.
4. Query: condition retrieval of data from the table.
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