SYLLABUS FOR COMPUTING SKILLS

UNIT- I INTRODUCTION TO COMPUTER

WHAT IS COMPUTER?
A Computer is a device or set of devices that work under the control of a stored program,
automatically accepts and processes data to provide information.
• Automatic: it carries out instructions with minimum human intervention
• Re-programmable: it stores instruction (the program)
• A data processor: it carries out operations on data (numbers or words) made up of a
combination of digits to produce information.
Data is the name given to facts. Information is the meaningful data that is relevant,
accurate, up to date and can be used to make decisions.
A computer accepts and then processes input data according to the instructions it is given.
The elements of any sort of processing are INPUT, PROCESSING, STORAGE, and
OUTPUT that can be depicted as shown in the following diagram.

Backing Storage

CPU
Main Storage

Input Output

ALU
Device Device

Control

A Computer operation are performed according to programmed logical and arithmetical

rules.
A Program is a set of coded instructions, which tells the computer what to do. For as long
as the
Instructions are being carried out they are usually held in the computer’s internal storage or
memory. A Computer is therefore a mixture of physical, tangible things like keyboards,
mouse, monitors, internal circuits and communication media referred to as HARDWARE
and intangible things like stored programs referred to as SOFTWARE. Using electrical
impulses, the two are connected and communicate with each other.
CLASSIFICATION OF COMPUTERS
Computer can be classified into three aspects:
• Representation of numbers
• Degree of specialization
• Types of application

REPRESENTATION OF NUMBERS
There are three basic aspects of Computers, which are digital, analog and hybrid.
Digital Computer: This aspect of computer operates on numbers directly. It handles
numbers discretely and precisely rather than approximately.
Examples of digital computers are digital watch, digital phone and digital radio.
Analog Computer: This aspect of computer deals with quantities that are continuously
variable
e.g. speedometer, electric meter, water meter, thermometer.
Hybrid Computer: This computer combines the features of both analog and digital
computers.
They handle data in both quantities and variable.

DEGREE OF SPECIALIZATION
There are two basic types – special and general-purpose computer.
Special Purpose Computer: This aspect of computer is designed to perform one or
specific task. The program of this aspect of computer is in-built into the machine
permanently. For instance, special purpose computers are used for solving navigation
problems in aircraft and ships.
General Purpose Computer: These computers have the ability to handle a wide variety of
different programs and to solve many different problems.
TYPES OF APPLICATION
There are two types – Scientific and Business Applications.
Scientific Applications: These computers are designed to handle scientific application
more effectively. They require small volume of data input and output.
Business Data-Processing Application: These computers are designed to handle business
data processing applications. They need a large data file, input storage, output storage
devices and large storage capabilities.
TYPES OF COMPUTERS
They are many types of computers and they include:
 Mainframe computers
 Mini - Computers, now often called "Mid-Range" Computers
 Micro - Computers, now commonly called Personal Computers (PC)
 Super computers

Mainframe Computer system is one that has at its heart a very powerful central computer
linked by cable or telecommunications to hundreds or thousands of terminals and capable
of accepting simultaneous input from all of them. A mainframe has many times more
processing power than a PC and offers very extensive data storage facilities. Mainframe
Computers are used by organizations such as banks that have very large volumes of
processing to perform and have special security needs.
Many organizations have now replaced their old mainframe with network "client server"
systems of Mini Computers and PCs because this approach - called downsizing is thought
to be cheaper and offer greater reliability, functionality and data security than networked
systems.

Minicomputer is a computer whose size, speed and capabilities lie between those of a
mainframe and PC. The advent of more powerful chips now means that some 'Super Minis'
and even PCs linked in a network can run more powerfully than small mainframe.Mini
computers include IBM with its AS400, ICL and DEC.

Micro Computer market was first developed by companies like APPLE COMPUTERS,
but a key event was the launch of the IBM PC in August 1981.PCs are now the norm for
small to medium-sized business computers. Today microcomputers are Personal Computer
system or stand-alone computer. They are being distinguished from other computer
systems because of possessing a single microprocessor. Other business computers are:
 File server
 Portables
 Workstations.
FILE SERVER is more powerful than the average desktop PC and it is dedicated to
providing additional services for users of network PCs. A very large network is likely to
use a 'Mainframe' computer as its server and indeed mainframes are beginning to be
referred to as 'enterpriseserver'.

PORTABLES: The original portable computers were heavy, weighing around five
kilograms and could only be run from the main electricity supply. Subsequent
developments allow the true portability.
a) Laptop is powered either from the electricity supply or using a rechargeable battery.
It uses 31/2 disks and CD-ROMs, a liquid crystal or gas plasma screen and is fully
compatible with desktop PCs.
b) The Notebookis about the size of an A4 pad of paper. Some portables are now
marketed as 'sub-notebooks'.
c) The Palm or Handheld Computer may or may not be compatible with the PCs.
They range from machines, which are little more relatively powerful processors with
DOS compatibility and communications features.

WORKSTATION was originally a computer used by one person, particularly for graphics
and design applications and was used primarily in engineering. It had a fast and powerful
central processor, a high - resolution monitor and large memory. This enabled complex
designs to be easily manipulated.
Super Computer is used to process very large amount of data quickly. They are
particularly useful for occasions where high volumes of calculations need to be performed.
For example, in meteorological or astronomical applications, manufacturers of super
computers include cray and fujitsu. They are not used commercially.

BENEFITS OF COMPUTER TO THE SOCIETY

Although data processing either Manual or electronic have the same principle, but the
difference can still be explained as follows: -
a) ACCURACYof information is improved: The computers are generally accurate,
whereas humans are prone to error (errors in the input of data). Although there can
be software error (error in the programs) and hardware package errors (faults or
breakdown in the equipment itself).
 b) The VOLUME of information to be processed is increased. As business grows and
becomes more complex, their data processing requirements increase in volume and
complexity too. Hence, electronic data processing is always employed to ease the
demands on their workforce.
c) The SPEED at which information becomes available is higher: computers can
process data much more quickly than a human. This means that a computer can
produce more timely information.
d) The WORKFORCE is freed up for more skillful and judgement work. Although,
"manual" or "human" method of data processing is more suitable when human
judgement is involved in the work, computer will still make the required
information available when needed as soon as possible.
e) ACCESS TO INFORMATION There is greater access to information available
and for more people: The use of databases and the ability to link a number of users
via a multi-network improve the distribution and dissemination of information
within and beyond an organization.

HARDWARE
Hardware is the various physical components that comprise a computer system, as opposed
to the non-tangible software elements. Most of these physical components are physically
separated from the peripheral to the main circuitry that does the arithmetical and logical
processing but they are the most familiar bits of a computer.

CPU – CENTRAL PROCESSING UNIT

The Central Processing Unit is also called Processor. This is the brain or heart of the
computer equipment. The CPU carries out the calculations for the program and controls the
other components of the system. It does the function by organizing circuits into two main
units, called Arithmetic logic unit and control unit.
The ALU contains circuits that do arithmetic and perform logical operations.

THE ARITHMETIC LOGIC UNIT

The ALU contains arithmetic circuits that can subtract multiply and divide two numbers.
More complex operations such as finding the square root of a number are done by
sequence of their basic operations.To perform a calculation or logical operation, number is
transferred from primary storage to storage registers in the ALU. These numbers are sent to
the appropriate arithmetic or logic circuit. The results are sent back to the storage registers.
The results are transferred from the storage registers to primary storage.

THE CONTROL UNIT

The control Unit controls the whole computer system by performing the following
functions:
 directs and coordinates all operation called for by the program
 activates the appropriate circuits necessary for inputs and output devices.
 Causes the entire computer system to operate in an automatic manner.
The control unit contains a temporary storage location called an instruction register for
storing the instruction being executed. The control unit executes each instruction by
following the same basic sequence of steps:
 the next instruction in the program is retrieved for primary storage and stored in the
instruction register
 the instruction is sent to the instruction decoder where it is analyzed.
 The decoder sends signals to the ALU, primary storage, I/O devices, and secondary
storage, that cause the actions required by the instructions to be performed.
These steps are repeated for each instruction in the program until all instructions have been
executed.

PRIMARY STORAGE
Primary storage is also called internal storage or memory. It is used to store programs and
data currently being processed by CPU. If the power to the computer is turned off, all the
circuits will turn off and all data in primary storage will be lost. When computer is turned
back on the data will not reappear. The data is lost forever. Because of this characteristic
primary storage is called volatile storage. This type of primary storage is called RANDOM
ACCESS MEMORY or RAM. RAM is the main type of primary storage used with
computers and it is volatile.

ROM – Many computers have another type of primary storage called ROM – Read Only
Memory. ROM is non-volatile storage. This means that when the power to the computer is
turned off, the content of the ROM is not lost. ROM can store preset programs that are
always put by computer manufactures. When you turn on a PC, you will usually see a
reference on BIOS (Basic Input Output System). This is part of the ROM chip containing
all the programs needed to control the keyboard, monitor, disk drive and so on.
There are different types of ROM, including PROM EPROM and EEPROM.

 PROM – Programmable Read Only Memory – In this type of ROM, data or

program can be stored once in PROM but never changed.
 EPROM – Erasable Programmable Read Only Memory – In this type of ROM,
data or program can be erased by removing the device and exposed it to ultraviolet
light.
 EEPROM – Electrically Erasable Programmable Read Only Memory – data or
program can be completely erased using a special device and new programs or new
data can be stored in it.

The Use of Primary Storage (RAM)

Main Memory has several uses:
 Input area – where the data is stored when it is read into CPU, awaiting processing.
 Operating system – controls the operation of the computer.
 Working storage – where calculations are performed and data is stored temporarily.
 Output area where the information is stored prior to output. Both the input and output
areas are buffer.
 Application program area – where the user program is held.

The Use of Main Memory (RAM)

Operating System
Input Area Output Area
Application area
(Program)
Working storage area
SECONDARY STORAGE
Secondary Storage is an optional attachment, which is cable –connected to the CPU.
Secondary is nonvolatile. Any data or programs stored in secondary storage stays there,
even with the computer power turned off, unless someone purposely erases them.
Secondary storage is a permanent from of storage.

DIFFERENCE BETWEEN ROM AND RAM

ROM RAM

ROM is nonvolatile RAM is volatile

ROM is cheaper than RAM RAM is very expensive

The contents of ROM are always known The contents are not known
and can be verified

ROM cannot be updated or corrected RAM can be updated and corrected

ROM serves as permanent data storage RAM can serve as temporary data
storage

DIFFERENCE BETWEEN PRIMARY AND SECONDARY STORAGE

Primary Secondary

Primary storage/memory is also called Secondary storage or memory is also

Internal or main storage. High speed called
External or auxiliary storage. Low speed

It is very expensive It is not expensive as primary storage

It holds data or programs temporary It holds data or programs permanently

It holds programs and data in current use

It holds program or data that will still be
in
used in primary storage
CPU
It is faster than secondary It is not fast as primary

It holds less data It holds large volume of data or files

HARD DISKS
 Most PC's have an internal hard disk, but external disks may be used too. External
disks sit alongside the computer in an extra 'box' with its own power supplies and
plug socket.
 An average PC may have 2Gb (230x 2 bytes = 1073741824 x 2 bytes, i.e.
2147483648 bytes). 1 Gb = 230 bytes.
 A Zip Drive is a disk drive made by the Iomega Corporation. It is a removable 100-
megabyte hard disk for PC's. the drive is suitable for backup, mass storage or for
moving files between computers. The company has recently started to manufacture a
larger Jaz drive, which takes 1 Gigabyte disks.

FLOPPY DISKS
 Floppy disk is used in the smallest microcomputer system as well as with minicomputers
and are particularly useful in providing a means of decentralized processing.
 A 'floppy' disk can be 3.5" in diameter or 5.25". A 3.5" disk can hold up to 1.44Mb of data.

TAPE STORAGE
• Like an audio or videocassette, data has to be recorded along the length of a computer
tape.
• Reading and writing are separate operations, using separate heads, and so two drives are
necessary for the two operations.
• Magnetic tape as a file storage medium is only practical when every record on the file
will be processed in turn.
• Tape cartridges have a larger capacity than floppy disks and they are still widely used as a
backing storage medium.
• They are generally measured in terms of tape width and length for instance, an 8mm tape
that is 112m long can store up to 5Gb of data, a 4mm tape of 125m can store up to 12Gb.
• Fast tape, which can be used to create a back-up file very quickly, are known as TAPE
STREAMERS.

CD -ROM (OPTICAL DISK)

• It uses similar technology to the based laser based compact disc audio system for data
storage.
• The capacity of optical disk is very compared with other media and they are more
difficult to damage.
• CD-ROM stands for Compact Disc Read-Only Memory. This means that data is
implanted onto the disc when it is made, and subsequent users can only retrieve
information, they cannot alter or overwrite or delete what is already on the disk.
• The speed of CD-ROM drive is relevant to how data can be retrieved; an eight-speed
drive is quicker than four speed drive. CD recorders are now available for general
business use with blank CDs (CD-R). A CD-R can hold up to 650Mb.A reusable disk
(CD-RW) has recently become available.

INPUT DEVICES
These accept input data/programmes for processing converting if necessary into a form
which the computer can understand and operate on. Input is a labor-intensive process,
typically involving the keying in of data using a keyboard. In many cases, transcription the
process of inputting data by keyboard so that it can be converted into the electronic pulses
on which the computer circuitry operate is avoided by a process of data capture, where data
is recorded in such a way as to be directly convertible into a machine sensible form without
any human intervention.
In many situations, data capture or transcription occurs far away from the main computer
and data has to be transmitted to where it is to be processed.
Examples of Input device are:
 The Keyboard
 The Visual Display Unit (VDU)
 Mouse
 Trackball
 Document Reading Devices
 Scanner
OUTPUT DEVICES
These accept output from the data processing device and convert it into a form suitable for
use by the computer's human operators. The commonest methods of computer output are
printers and screen display although it is also possible to output onto microfilm or fiche
and onto transparencies for overhead projection. Many home computers also produce
sound output through speakers.
Examples are:
Printers
The VDU - Visual Display Unit
Graphical User Interface (GUIs)

UNIT- II MICROSOFT WORD

TERMINOLOGY
This is a screenshot of the top half of the Microsoft Word application.

This is a screenshot of the bottom half of the Microsoft Word application.

STARTING WORD
a) Click on the START button on your computer and position your cursor over the
PROGRAMS menu to view a list of installed programs. Now from this list select the
ACCESSORIES menu and then select Microsoft Office Group and click on
Microsoft Word.
b) RIGHT CLICK on your desktop and in the dropdown menu select NEW and then
click on Microsoft Word.
c) The application opens a blank page similar to a text pad with scroll bars to the right
and at the bottom. Now you can type your text in the blank area using your keyboard.
SAVING WORD
To save this document on the desktop: Click on FILE at the top of the page.
a) Next, select SAVE from the drop-down list.
b) This opens a pop-up window where you can specify the location on your
computer where you want to save the file. You can click the Desktop option
on the left and give an appropriate name for the file before clicking on the
SAVE button.
c) Microsoft Word files are saved as Document files (the fileextensionfor word
files is .doc)
d) To open your file again for further editing, you can double click on the file,
which will automatically load the application and open your file.
Set the Background
Use
Using the Background feature, you can apply a different color or a texture to the background
of your document.
How to
To change the background of the document, click on FORMAT from the menu bar at the top
of the application. Move your cursor to BACKGROUND. Using the sub-menu, you can
select any COLOR or FILL EFFECTS for the background of the document.
Setting Borders
Use
You can add a border to any or all sides of each page in a document, to pages in a section, to
the first page only, or to all pages except the first. You can set apart text from the rest of a
document by adding borders. You can also highlight text by selecting a section of the text and
applying a border to it.
How to
This functionality will format each of your pages or paragraphs to have a border. Click on
FORMAT from the menu bar at the top of the application. Select BORDERS AND
SHADING from this menu. A dialog box pops up showing the various types of borders
possible. Choose BOX Setting and select the required Style, Color, Width required for the
document. Now set the Apply to option to PARAGRAPH or select the same options in the
PAGE BORDER tab to create a border for a page.

Margins
Use
You can set customized margins for the entire page or a selected box of text.
How to
To set the Top, Bottom, Left and Right margins for your page, click on FILE and select
PAGE SETUP. A dialog box appears where you can manipulate all the margins for the page
by clicking on the up and down arrows to increase and decrease the margin size. To change
the margins for part of the document, select the text, and then set the margins you want. In
the dialog box for the Apply to drop-down option, click SELECTED TEXT.

Fonts
Use
You can change the look and feel of your document by changing the font size and the font
type. You can highlight a particular section or heading by changing the font color and font
style.
How to
To change the font properties for a particular section of text, select the particular text with
your mouse. Then click on FORMAT and select FONT. A dialog box opens which will give

you the option to change the Font Size, Font Style (Bold, Italic and Underlined), Font
(Times New Roman, Verdana etc.) and Font Color.

Single and double spacing

Use
You can change the spacing between the lines or the spacing before or after each paragraph to
make the particular text easily readable.
How to
All documents are generally single-spaced. If you want to change the spacing on the
documents, click on FORMAT and select PARAGRAPH. The dialog box which appears
has a section on Spacing where you select the line spacing as ―Single‖, ―1.5 lines‖ or
―Double‖ from the drop-down menu.
FORMAT PAINTER
Use
If you do not know what formatting has been used on a particular part of the text, which you
wish to replicate in some other part of the document, you can use the Format Painter on the
Standard toolbar to apply some basic graphic formatting, such as borders, fills, and text
formatting.
How to
First, select the part of the text with the desired formatting. Then click on the Paintbrush
icon in the Standard toolbar at the top of the application (This saves the formatting of the
source text). Next, with the cursor, select the text for which you want to change formatting.
(This will apply the saved format to the destination text)
CUT, COPY AND PASTE
A. Cut & Paste
Use
To remove a particular segment of text from a particular position and place it elsewhere
involves CUT and PASTE operations.
How to
Select the segment of text to be cut and click on EDIT. Select CUT from the drop-down
menu.
Now place the cursor in the Target position (the Target position is the position in the

document where the text needs to be copied or moved). Now click on EDIT and select
PASTE from the drop-down menu.

B. Copy & Paste

Use
To duplicate a part of the text in some other part of the document involves using COPY and
PASTE operations.
How to
Select the segment of text to be copied and click on EDIT. Select COPY from the dropdown
menu.
Now place the cursor in the Target position (the Target position is the position in the

document where the text needs to be copied or moved). Now click on EDIT and select
PASTE from the drop-down menu.

INSERTING PICTURES & GRAPHICS

A. Inserting Pictures
Use
To add Pictures or Photos to your document.
How to
Click INSERT and then select PICTURE. From the sub-menu, select the option FILE if
you have the picture or photograph stored as a separate file on the computer. This opens a
dialog box where you can browse or type the location (path) of the picture on the computer.
B. Inserting Graphics
Use
To insert a clip art in your document.
How to
Click INSERT and then select PICTURE. From the sub-menu, select the option CLIP
ART which opens a pane to the right of the application window. Now you can search for a

clip art by typing the keyword associated with the clip art into the Search Box and clicking
SEARCH.

C. Inserting Charts & Video

Use
To insert a video, movie or an Excel chart as an illustration.
How to
Click INSERT and then select OBJECT. From the pop-up window, select the required type

of insert (Media Clip, Excel Chart etc.). You might need to browse to the location on the
computer where your object is located.

TABLES AND LISTS

A. Tables
Use
A table can be filled with text and graphics. Tables are often used to organize and present
information.
How to
To create a table, click on TABLE, select INSERT and then select TABLE. This opens a
dialog box where you can specify the number of rows and columns required for the table.
You can vary the width and length of the columns and rows by dragging

the table from its corners.

B. Lists
Use
Lists are primarily of two types: bulleted and numbered. You can add bullets (a dot or other
symbol that is placed before text) or numbers to existing lines of text to create a list.
How to
To create a list, first type the items of the list one below the other hitting ENTER
(RETURN) key on the keyboard after every item of the list. Select the items of the list using
your mouse and click on FORMAT. Select BULLETS AND NUMBERING. This opens a
dialog box where you can select a particular style of list (Numbers, Bullets etc.). After
selecting the style, click the OK button.
HEADERS & FOOTERS
Use
A header can include the name of the project/paper and page number or either of the two
while the footer can include the names of the team members and/or other copyright
information.
How to
To include a header, click on VIEW and select HEADER AND FOOTER. This highlights
the area of the Header where you can type in the name of your project. To insert page
numbers, use the toolbox (pop-up window) which appears along with the header. This
toolbox has options to insert the page number, date, time etc.
Now to edit the footer, again use the toolbox and click on the icon which switches between
the Header and Footer. Once the footer area is highlighted, you can enter your name and
other relevant information in the footer.

Notes:
The content of the header and footer appear on all the pages of your document and are
common for all the pages in the document.
If you want a different header and footer for your first page, select the page setup icon
(circled in red in the following diagram) from the toolbox.

Select the Layout tab on the window as shown in the figure below and check the
option ―Different First Page‖.
Now you have a different Header
and Footer for the first page and
you can easily omit including the
page number on the first page of
your document.

FOOTNOTES AND ENDNOTES

Footnotes and endnotes are used to elaborate, comment on, or reference/cite sources in a
document.
A. Footnotes
Use
Footnotes are comments which appear at the bottom of the page.
How to
To insert footnotes, first place your cursor at the reference point (position from which you
want to refer to the footnote). Now click on INSERT and select REFERENCE. This
produces another drop-down list from which you need to select the FOOTNOTE option. A

window pops up where you can select the option Footnote (using the radio button) and then
click on the INSERT button. This inserts a reference number at the reference point and
moves the cursor to the bottom of the page where you can actually type the comment.

B. Endnotes
Use
Endnotes are inserted at the end of the entire document. They are typically used to cite
references in academic papers.
How to
To insert Endnotes, first place your cursor at the reference point (position from which you
want to refer to the footnote). Now click on INSERT and select REFERENCE. This
produces another drop-down list from which you need to select the FOOTNOTE option. A
window pops up where you can select the option Endnote (using the radio button) and then
click on the INSERT button. This inserts a reference number at the reference point and
moves the cursor to the bottom of the document where you can actually type the reference or
comment.

CORRECTING SPELLING AND GRAMMAR

Use
Once your document is ready, you can check your grammar on the document by using this
feature.
How to
Click the TOOLS option on your Menu and select SPELLING AND GRAMMAR. This
opens a window which highlights any spelling or grammatical errors in the document.

PREVIEWING AND PRINTING USE

It is always best to preview your document before printing so that you are sure about the
layout and know how your printed document will look.

How to

To preview your document, click on FILE in the menu and select PRINT PREVIEW. To
print your document, click on FILE in the menu and select PRINT.
UNIT- III FILE MANAGEMENT
Files, Folders, and Drives
Large amounts of information such as documents, spreadsheets, photographs, MP3 files,
and Web pages can be stored on computer storage media such as hard disk drives and flash
memory drives. This information can be organized into files and folders.

A computer file is a collection of information which is stored (saved) on

computer storage media such as a hard disk drive or flash drive. Since a
hard drive usually contains thousands of files, it is useful to organize
these files into groups, called folders (also known as directories).

A folder is a collection of related files that you (or a program) have

grouped together and given a name. A folder may also contain other folders (referred to as
subfolders or subdirectories).
The folders on storage media are arranged in a tree-like structure with subfolders branching
out from their parent folders. Each storage media has one root folder which contains all other
folders

File Structure
A File Structure should be according to a required format that the operating system can
understand.

 A file has a certain defined structure according to its type.

 A text file is a sequence of characters organized into lines.

 A source file is a sequence of procedures and functions.

 An object file is a sequence of bytes organized into blocks that are understandable by
the machine.

 When operating system defines different file structures, it also contains the code to
support these file structure. Unix, MS-DOS support minimum number of file
structure.

Creating a Folder

Most computer users organize their files in folders. The figure at

the right shows a Flash Drive designated as Removable Disk (E:) with the following
folders: ENG101, Photos, SOC 101, and WEB150.

This example will use the Computer application to create a new folder on this drive. If
you’ve used older versions of Windows, this is the equivalent of the ―My Computer‖
application. The Computer application can be used to display and access the drives, files,
and folders on your computer.

Select the round Start Button in the lower left corner of them monitor and thenselect
Computer.
The Computer window displays as shown below.

To access file Flash Memory Drive designated as E: click on the description of (E:) on the
left panel. Please note that the name of your Flash Memory Drive will most likely be
different than ―TRAN-IT‖. The drive names can be initially assigned by the drive
manufacturer.

The contents of the drive are displayed as shown below.

In this example, we are adding a new folder to contain files for the CIS 101 class.
To add a new folder called, "CIS101", select Organize > New Folder as shown below.

A folder is created with the default name of "New Folder".

Type the name you want to assign to the folder, in this case "CIS101".

File Names
Although there used to be many restrictions when naming files, Windows XP and other
recent versions of Windows (such as Windows 98, Me, and 2000) allow flexibility in
choosing a name for a file. A file name can contain up to 255 characters, including spaces.
It's a good idea to avoid punctuation symbols. The following symbols cannot be used in
file names: colon ":", vertical bar "|", quotation mark """, slash "/", backslash "\", question
mark "?", and asterisk "*".
 Documents or data files are normally created within a specific application. For example, if
you start WordPad, type some text, and save the document, you will assign it a file name as
you save the file.

File Name Extensions

Most applications automatically configure a file name extension. A file name extension
usually consists of three or four characters. It's usually a good idea to use the default file
name extension configured by an application. Changing the file name extension can have
unpredictable results -- sometimes the file becomes unreadable. The table below lists
commonly used file types and file extensions.

File Type File Extension

Microsoft Word 2003 document .doc
Microsoft PowerPoint 2003 presentation .ppt
Microsoft Excel 2003 spreadsheet .xls
Microsoft Word 2007 document .docx
Microsoft PowerPoint 2007 presentation .pptx
Microsoft Excel 2007 spreadsheet .xlsx
Microsoft Notepad text file .txt
Microsoft WordPad document .rtf
Adobe PDF document .pdf
Web pages .htm or .html
Images, photos, graphics .gif, .jpg, .png
Audio files .mp3, .wav, .au, .midi

Retrieving a File
To find a file or folder:
Select Start > Search TheSearch Results Window displays as shown below:
You can choose to search for all files or specific types of files. ―All‖ is selected by default.
In this example, we are looking for the file we just saved on our flash memory drive

Removable Storage (E:). The file is a document, so select ―Document‖. Then, click on
the arrow next to ―Advanced Search‖ to display an area to configure advanced search
features. This allows you to enter additional information to help your computer quickly
find the file. In the screen capture shown below, we've selected the E: drive and clicked the
Search button.
A list of files that meet the criteria display as shown below.

In this case, only one file was found. You can click on the file name to open the file.
If you need to change your search criteria or look for a different file, click the Backbutton.
Another feature of the Windows Search for you to try out is to type a phrase that is in the
document in the Search box in the upper right-hand of the window. The operating system
will search thecontents of the files for this phrase and return a list of files that contain it.
Backing Up Files
These are some of the causes for lost data.
Lost data includes all the documents created in the programs you use. This data can be
scattered all over the hard drive of the computer.
As a responsible computer user you have to implement a system to back up all the data
files on the computer ―just in case‖ something goes wrong.
The Importance of Backing Up Files
It is very important to do regular backups to prevent the loss of data. Software can be
reinstalled but your data could quite possibly be lost forever. There are various causes for
data loss, machine breakdown, virus, power outage, software upgrades, fire, flood and
human error. Before continuing here’s, some terms used when referring to backup:
Backup – A duplicate copy of a file, program, folder or disk used if the original is
damaged, corrupt or lost.
Restore – To copy the backed-up version of information back to its original location.
Backup Media – Can be another computer, floppy disk(s), CD(s), DVD(s) or any other
recordable media for computers.
 3 1/2″ floppy can hold 1.44mb

 CDs can hold 650-800mb

 DVDs can hold 4.7gb

 External hard drive can hold various amounts of information. How much will depend
on the size of drive you have

Full Backup – backing up everything on your computer. Includes data, software and
operating system.
Incremental Backup – A backup of only what has changed since the last backup.
Why Backup?
The files on your computer are very fragile. They can be destroyed or damaged by a
software malfunction, viruses, worms, Trojans and the biggest cause of lost files, the
operator (that would be you).
Backing Up
How your files and folders are organized on your computer will help simplify the backup
process. For the inexperienced storing all your data files in My Documents in separate
folders would be the simplest solution. The main idea is to have all your data files in one
location so when backing up you don’t have to remember or search for all your data files
located on the computer. Consult the documentation that came with each program that you
use to reset the location of your data/project files.Backing up is really just copying your
information to a removable disk that you can store somewhere safe in the case of an
emergency.
Scheduling Back Ups
Full Backup
 this should be done before installing new software and software updates

 should be done periodically. The frequency would depend on how often you add to
your system but at least twice a year.

Incremental Backup
 this should be done daily especially if you work on the computer a lot changing files
in a day.

To Manipulate Windows
You use the frame of an application window or dialog window to perform various actions
with the window. Most of the control elements are located on the top edge of the window
frame. Figure 2–3 shows the top edge of a frame for a typical application window.

Top Edge of Frame for a Typical Application Window

The active control elements of the window frame are as follows:

Control Description
Element

Window Menu Click on the Window Menu button to open the Window Menu.
Control Description
Element

button

Title bar You can use the title bar to move and shade the window.

Minimize Click on the Minimize button to minimize the window.

button

Maximize You can use the Maximize button to maximize and restore the
button window.

To maximize a window, click on the Maximize button. To restore

the window, click on the Maximize button again.

Close Window Click on the Close Window button to close the window.
button

Border Right-click on the border to open the Window Menu.

To change the size of windows, grab the border of the window, but not the title bar. Drag
the border until the window is the size that you require.

Navigation bar
A navigation bar (or navigation system) is a section of a graphical user interface intended to
aid visitors in accessing information. Navigation bars are implemented in file browsers, web
browsers and as a design element of some web sites.
File browsers
File browsers use a navigation bar to assist the user in traversing the filesystem. Navigation
bars may include the current path, breadcrumbs, or a list of favorites.
Web browsers
A web browser navigation bar includes the back and forward buttons, as well as the
Location bar where URLs are entered. Formerly the functionality of the navigation bar was
split between the browser's toolbar and the address bar, but Google Chrome introduced the
practice of merging the two. Some early versions of Netscape used the HTML link tag to
construct a navigation bar to navigate web sites. Today the navigation tag can be used for
the same purpose.
Web design
Typically, web sites will have a primary navigation bar and a secondary navigation bar on
all pages. These sections of the webpage will include links to the most important sections of
the site. The implementation and design of navigation bars is a crucial aspect of web design
and web usability.

MICROSOFT POWER POINT

Basic PowerPoint template is a general-purpose presentation template that you can use in
Microsoft PowerPoint with unique slide designs. This free basic PowerPoint template
contains a gray background and a professional style. You can download the basic template
for PowerPoint to prepare awesome Microsoft PowerPoint presentations.

Simple Template for PowerPoint Presentations

This basic template comes in two different color schemes. The yellow basic template and
the blue basic template for PowerPoint. You can see another variant of this PPT template
in the figure below. This simple template for PowerPoint is great for business
presentations but you can also use it in educational slide designs or any other presentation
topic or idea.
 The PowerPoint template comes with internal slide designs ready to be used in your
presentations. You can add quotes, bullet list or any other presentation content to the
internal slide.
Terminology for PowerPoint

VOCABULARY DEFINITON

Slide An individual screen in a slide show.

The file you save to disk or network that contains all
PresentationFile the slides, speaker notes, handouts, etc., that make up a
presentation.
Any element that appears on a PowerPoint slide such
as clip art, text, drawings, charts, sounds, and video
Object
clips. You can refer to a clip art object, a text object, a
title object, a drawing object, etc.
A series of slides displayed in sequence. A slide show
SlideShow
can be controlled manually or automatically.
A special effect used to introduce a slide during a slide
Transition show. For example, you can fade in from black, or
dissolve from one slide to another.
Displays three panes: the tabs pane with either the
NormalView Outline tab or the Slides tab, the slide pane, and the
notes pane.
 Displays the slides as an electronic presentation on the
full screen of your computer’s monitor. Looking much
SlideShowView
like a slide projector display, you can see the effect of
transitions, build effects, slide timings, and animations.
Displays thumbnail versions of all slides in a
presentation. You then can copy, cut, paste, or otherwise
SlideSorterView change the slide position to modify the presentation.
Slide sorter view also is use to add timings, to select
animated transitions, and to preview animations.
Special visual and sound effects applied to text or
content. For example, each line on the slide can swivel
Animation
as it displays on the screen or an object can zoom in
from the top of the screen to the bottom.
Attribute Properties or characteristics of an object. Text attribute
would be font type, font size, font style, or text color.
Boxes that display when you create a new slide. All
layouts except the Blank slide layout contain
Placeholders placeholders. Depending on layout, can be text
placeholder, graphic placeholder, table placeholder,
etc.
DesignTemplate Provides consistency in design and color throughout
the entire presentation.

TitleSlide First slide in a new presentation.

Level A position within a structure, such as a bulleted list,
that indicates the magnitude of importance.
A symbol such as a heavy dot or other character that
Bullet
precedes test in a presentation.
Ends all slide shows unless the option setting is
BlackSlide
deselected.
PopupMenu Shortcut menu in slide show view that displays when
you right-click a slide.
HardCopy Printed version of the presentation.
 Views in PowerPoint
The views in PowerPoint that you can use to edit, print, and deliver your presentation are
as follows:
 Normal view
 Slide Sorter view
 Notes Page view
 Slide Show view (which includes Presenter view)
 Master views: Slide, Handout, and Notes
You can switch between PowerPoint views in two places:

Use the View menu to switch between any of the views

Access the three main views (Normal, Slide Sorter, or Slide Show) on the bottom bar of
the PowerPoint window
Views for creating or editing your presentation
Several views in PowerPoint can help you create a professional presentation.
 Normal view: Normal view is the main editing view, where you write and design your
presentations. Normal view has four working areas:

Outline tab
 Slides tab
Slides pane
Notes pane
 Slide Sorter View: Slide Sorter view gives you a view of your slides in thumbnail form. This
view makes it easy for you to sort and organize the sequence of your slides as you create your
presentation, and then also as you prepare your presentation for printing. You can add
sections in Slide Sorter view as well, and sort slides into different categories or sections.
 Notes Page view: The Notes pane is located under the Slide pane. You can type notes that
apply to the current slide. Later, you can print your notes and refer to them when you give
your presentation. You can also print notes to give to your audience or include the notes in a
presentation that you send to the audience or post on a Web page.
 Master views: The master views include, Slide, Handout, and Notes view. They are the main
slides that store information about the presentation, including background, theme colors,
theme fonts, theme effects, placeholder sizes, and positions. The key benefit to working in a
master view is that on the slide master, notes master, or handout master, you can make
universal style changes to every slide, notes page, or handout associated with your
presentation.

Views for delivering your presentation

 Slide Show view: Use Slide Show view to deliver your presentation to your audience. In this
view, your slides occupy the full computer screen.
 Presenter view: Presenter View helps you manage your slides while you present by tracking
how much time has elapsed, which slide is next, and displaying notes that only you can see
(while also allowing you to take meeting notes as you present). For more information about
using presenter view, see Use presenter view.
Views for preparing and printing your presentation
To help you save paper and ink, you'll want to prepare your print job before you print.
PowerPoint provides views and settings to help you specify what you want to print (slides,
handouts, or notes pages) and how you want those jobs to print (in color, grayscale, black
and white, with frames, and more).
 Slide Sorter View: Slide Sorter view gives you a view of your slides in thumbnail form. This
view makes it easy for you to sort and organize the sequence of your slides as you prepare to
print your slides.
 Print Preview: Print Preview lets you specify settings for what you want to print —
handouts, notes pages, and outline, or slides.

UNIT- IV MICROSOFT EXCEL

Spreadsheet
A spreadsheet is essentially a matrix of rows and columns. Consider a sheet of paper on
which horizontal and vertical lines are drawn to yield a rectangular grid. The grid
namely a cell, is the result of the intersection of a row with a column. Such a structure is
called a Spreadsheet. A spreadsheet package contains electronic equivalent of a pen, an
eraser and large sheet of paper with vertical and horizontal lines to give rows and columns.
The cursor position uniquely shown in dark mode indicates where the pen is currently
pointing. We can enter text or numbers at any position on the worksheet. We can enter a
formula in a cell where we want to perform a calculation and results are to be displayed. A
powerful recalculation facility jumps into action each time we update the cell contents with
new data. MS-Excel is the most powerful spreadsheet package brought by Microsoft. The
three main components of this package are
 Electronic spreadsheet
 Database management
 Generation of Charts.
Each workbook provides 3 worksheets with facility to increase the number of sheets. Each
sheet provides 256 columns and 65536 rows to work with. Though the spreadsheet
packages were originally designed for
accountants, they have become popular with
almost everyone working with figures. Sales
executives, book-keepers, officers, students,
research scholars, investors bankers etc., almost any one finds some form of application for
it.
To open an MS Excel workbook:
 Choose File Open from the menu bar.

 The Open dialog box opens.

 In the Look in list, click the drive, folder, or Internet location that contains the
file you want to open.
 In the folder list, open the folder that contains the file. Once the file is
displayed, click the file you want to open.
 Click the Open button.
Entering text in a cell
You can enter three types of data in a cell: text, numbers, and formulas. Text is any
entry that is not a number or formula. Numbers are values that are used when making
calculations. Formulas are mathematical calculations.
To enter data into a cell:
 Click the cell where you want to type
information.
 Type the data. An insertion point appears in the cell as the data is typed.
 The data can be typed in either the cell or in the Formula bar.
  Data being typed appears in both the active cell and Formula bar.

 Notice the Cancel and Enter buttons in the formula bar.

 Click the Enter button to end the entry and turn off the Formula bar
buttons.
Excel's AutoComplete feature keeps track of previously entered text. If the first
few characters you type in a cell match an existing entry in that column, Excel
fills in the remaining characters for you.
About formulas
In school, you learned formulas to calculate math problems. Microsoft Excel uses
these same formulas to perform calculations in a spreadsheet.
A formula can be a combination of values (numbers or cell references) and math
operators (+, -, /, *, =) into an algebraic expression. Excel requires every formula to
begin with an equals sign (=).
The following table illustrates the mathematical operators learned in school and those
represented in MS Excel.
School MS Excel
Addition + +
Subtraction - -
Multiplication X *
Division / /
Equals = =
The result of a formula—the answer to 2+3, for example—displays in the cell on the
Excel worksheet. The formula is visible only in the Formula bar. A formula's result
will change as different numbers are entered into the cells included in the formula's
definition.
Creating a simple addition formula
A simple formula in Excel contains one mathematical operation only: one number plus
a second number equals a third number. Writing a simple formula is no more difficult
than that: 1+1. The only difference in Excel is that all formulas must begin with
the equals sign (=). It is not enough to type 1+1 in Excel because what will appear in
the cell is "1+1." You must begin the equation with an equals sign, or =1+1. This holds
true for any formula—that adds, subtracts, multiplies, or divides.
Let's add two numbers to create a third: 128+345=473. In Excel, this would be
expressed by the formula =128+345, as shown below.

To create a simple formula that adds two numbers:

 Click the cell where the formula will be defined.
 Type the equals sign (=) to let Excel know that a formula is being defined.
 Type the first number to be added (128, for example).
 Type the addition sign (+) to let Excel know that an add operation is to be
performed.
 Type the second number to be added (345, for example).
 Press Enter or click the Enter button on the Formula bar to complete the
formula.
Excel will not always tell you if your formula contains an error, so it's up to you to
check all of your formulas.
A formula can add the value of two cells—B2 and B3, for example. Type any two
values in these two cells, and the formula will adjust the answer accordingly.
Using this method to calculate two numbers—128 and 345, for example—requires that
you type 128 in cell B2, for example, and 345 in cell B3. The Excel formula, =B2+B3,
would then be defined in cell B4.
 To create a simple formula that adds the contents of two cells:
 Type the numbers you want to calculate in separate cells (for example, type
128 in cell B2 and 345 in cell B3).
 Click the cell where the answer will appear (B4, for example).
 Type the equals sign (=) to let Excel know that a formula is being defined.
 Type the cell number that contains the first number to be added (B2, for
example).
 Type the addition sign (+) to let Excel know that an add operation is to be
performed.
 Type the cell number that contains the first number to be added (B3, for
example).
 Press Enter or click the Enter button on the Formula bar to complete the
formula.

Creating a subtraction formula using the point-and-click method

Formulas can be created by using either numbers or cell references in the definition.
You can also use the mouse to select the cells to be used in the formula instead of
typing the cell number or cell reference. Using this method, we are going to write a
simple formula that subtracts one cell from another: =B3-B2.

To create a simple formula using the point-and-click method:

 Type the numbers you want to calculate in separate cells (for example, type
128 in cell B2 and 345 in cell B3).
 Click the cell where the answer will appear (B4, for example).
 Type the equals sign (=) to let Excel know that a formula is being defined.
  Click on the first cell to be included in the formula (B3, for example).
 Type the subtraction sign (-) to let Excel know that a subtraction operation is
to be performed.
 Click on the next cell in the formula (B2, for example).
 If you include multiple cells in the formula, repeat steps 4 and 5 until the entire
formula is entered.
 Press Enter or click the Enter button on the Formula bar to complete the
formula.
Creating simple multiplication formulas
Creating multiplication formulas is similar to addition and subtraction formulas.
To multiply two cells the formula—B2 and B3—you would need to insert a
multiplication operator * between them: =B2*B3.

To create a simple formula that multiplies the contents of two cells:

 Type the numbers you want to calculate in separate cells (for example, type
128 in cell B2 and 345 in cell B3).
 Click the cell where the answer will appear (B4, for example).
 Type the equals sign (=) to let Excel know a formula is being defined.
 Click the first cell to be included in the formula (B2, for example).
 Type a mathematical operator (the multiplication symbol, or *). The operator
displays in the cell and Formula bar.
 Click the next cell in the formula (B3, for example).
 If you include multiple cells in the formula, repeat steps 4 and 5 until the entire
formula is entered.
 Press Enter or click the Enter button on the Formula bar to complete the
formula.
Creating simple division formulas
Creating division formulas is similar to the addition, subtraction, and multiplication
formulas. To divide the contents of cell B2 by cell B3, you would need to insert a
division operator, or /, between them: =B2/B3
To create a simple formula that divides one cell by another:
  Type the numbers you want to calculate in separate cells (for example, type
128 in cell B2 and 345 in cell B3).
 Click the cell where the answer will appear (B4, for example).
 Type the equals sign (=) to let Excel know a formula is being defined.
 Click the first cell to be included in the formula (B2, for example).
 Type a mathematical operator (the division symbol, or /). The operator
displays in the cell and Formula bar.
 Click the next cell in the formula (B3, for example).
 If you include multiple cells in the formula, repeat steps 4 and 5 until the entire
formula is entered.
 Press Enter or click the Enter button on the Formula bar. This step ends the
formula.
Format display of text in cell (i.e.: numbers, dates, etc.)
 Select the cells that you wish to format.

 Right-click and then select "Format Cells" from the popup menu.
 When the Format Cells window appears, select the Number tab. In the Category list
box, select your format. A sample of your text will appear on the right portion of the

window based on the format that you've selected. Click the OK button when you are
done.

 In this example, we've chosen to format the content of the cells as a currency number.
Draw a border around a cell
 When the Format Cells window appears, select the Border tab. Next select your line

style and the borders that you wish to draw. In this example, we've chosen a double
line across the bottom and a single line on the top and sides.

 Now when you return to your spreadsheet, you should see the border, as follows:
Wrap text in a cell

 When the Format Cells window appears, select the Alignment Tab. Check the "Wrap
text" checkbox.

Navigating Worksheets and Workbooks

 Most of us use the mouse to navigate to adjacent worksheets on a workbook. And, to
navigate to different workbooks we take help of the Windows taskbar. It’s time to
learn a few shortcut keys.
Navigation Points Shortcut Keys
Move to the next sheet in the workbook Ctrl + Page Down
Move to the previous sheet in the workbook Ctrl + Page Up
Move to the next workbook window Ctrl + F6/Tab
Ctrl + Shift +
Move to the previous workbook window F6/Tab
Move to the next/previous worksheet pane in a worksheet that has
been split F6/ Shift + F6
Another quick way to switch worksheets is to right-click on any sheet tab to show the list of
all tabs. Then, select the tab you wish to switch to.
Navigating Cells on Worksheet
 These are keys you will require almost always. And, that’s because Excel is all about
data in cells. When you are working on one, you know how often you have to move
from cell to cell and from one end to the other.
Navigation Points Press Keys
Move one cell up, down, left, or right Arrow Keys
Move one cell to the right Tab
Move one cell to the left Shift + Tab
Move to the edge of the current data region CTRL + Arrow Key
Move to the beginning of the row Home
Move to the beginning of the worksheet Ctrl + Home
Move to the next empty cell of the row End
Move to the last unused cell in the bottom-most row Ctrl + End
To move down one screen Page Down
To move up one screen Page Up
To move one screen to the right Alt + Page Down
To move one screen to the left Alt + Page Up
To move between unlocked cells on a protected worksheet Tab

Navigating Selected Ranges

To Perform Action Press Keys
Move from top to bottom within the selected range Enter
Move from bottom to top within the selected range Shift + Enter
Move from left to right within the selected range (or down if only
one column is selected) Tab
To move from right to left within the selected range (or up if only
one column is selected) Shift + Tab
Move clockwise to the next corner of the selected range Ctrl +. (Period)
Ctrl + Alt + R
Move to the next nonadjacent selected range to the right Arrow
Ctrl + Alt + L
Move to the next nonadjacent selected range to the left Arrow

Navigating with Scroll Lock

 When you use the arrow keys or Page up/down keys to scroll, cell selection moves the
distance you scroll. And then, you may lose the focus from current cell. By activating
scroll lock you can navigate the window without losing cell selection. Scroll Lock key
will enable/disable this mode.
To Perform Action Press Keys
Scroll one row up or down Up/Down Arrow
Scroll one column left or right Left/Right Arrow
Move to the cell in the upper-left corner Home
Move to the cell in the lower-right corner End
Understanding the different chart types
MS Excel allows you to create many different kinds of charts.
Area chart
An area chart emphasizes the trend of each value over time. An area chart also shows
the relationship of parts to a whole.

Column chart
A column chart uses vertical bars or columns to display values over different
categories. They are excellent at showing variations in value over time.

Bar chart
A bar chart is similar to a column chart, except these uses horizontal instead of
vertical bars. Like the column chart, the bar chart shows variations in value over time.

Line chart
A line chart shows trends and variations in data over time. A line chart displays a
series of points that are connected over time.

Pie chart
A pie chart displays the contribution of each value to the total. Pie charts are an
 effective way to display information when you want to represent different parts of the
whole, or the percentages of a total.

Identifying the parts of a chart

Charts are a visual representation of data in a worksheet. Charts make it easy to see
comparisons, patterns, and trends in the data.

Source data
This is the range of cells that make up a chart. The chart is updated automatically
whenever the information in these cells changes.
Title
This represents the title of the chart.
Legend
This is the chart key, which identifies what each color on the chart represents.
Axis
These are the vertical and horizontal parts of a chart. The vertical axis is often referred
to as the Y axis, while the horizontal axis is referred to as the X axis.
Data series
This is the actual charted values, which are usually rows or columns of the source data.
Value axis
This is the axis that represents the values or units of the source data.
Category axis
This is the axis identifying each data series.
Creating a chart using the Chart Toolbar
Charts can be created in a number of ways in MS Excel. The quickest way to create
and edit your charts is to use the Chart Toolbar.
To show the Chart Toolbar:
 Choose View Toolbars Chart on the menu bar.

Parts of the Chart Toolbar:

Chart objects list box: This list box lets you select different parts of a chart for
editing.
Format chart area: This is used to format the part of the chart that is currently
selected.
Chart type: This is a drop-down menu that lets you select different types of charts.
The chart type can be changed at any time.
Legend: This is used to show or hide the chart legend.
Data table: This is used to show or hide the actual source data that is used to create the
chart.
By row: This plots the data series using the row labels (Y-axis).
By column: This plots the data series using the column labels (X-axis).
Angle text: This is used to rotate the angle of the X-axis and Y-axis labels.
Creating an embedded chart
Charts can be created in either of two ways in MS Excel: embedded charts and chart
sheets. Excel creates an embedded chart by default. An embedded chart is placed on
the same worksheet as the source data that was used to create it.
To embed a chart in a worksheet:
 Choose View Toolbars Chart on the menu bar.
Select the range of cells you want to chart. Your source data should include at
least three categories or numbers.

Click the chart type drop-down menu on the chart toolbar, then select the chart
you would like to use.

Open the chart options dialog box: Chart Options to add a title to your chart.

Select the Titles tab and type the title of the chart in the Chart Title text box.

Different
 charts work best with different data. A pie chart, for example, can only display
one data series at a time.
MS Excel includes a four-step Chart Wizard you can use to guide you through
the steps for creating a chart. Highlight the cell range you want to chart,
choose Insert Chart on the menu bar, and follow the instructions in the
wizard.

Creating a chart sheet

Sometimes you may want to create a chart and place it on a separate sheet in the
workbook. This is called a chart sheet. Chart
sheets can make your charts stand out,
particularly when working with complicated
spreadsheets.
To move an embedded chart to a chart sheet:
 Create an embedded chart.
 Select the chart to be moved to a chart sheet.
 Choose Chart Location from the menu bar.

 In the Chart Location dialog box, select the as a new sheet button.
(The As object in button adds the chart as an embedded object on the
worksheet.)

 Click the OK button. The chart is displayed on a separate chart sheet in the
workbook.
 You can also use the Chart Location dialog box to rename the chart sheet.

Formatting the chart title

The chart title can be formatted to change color, pattern, typeface, size, and alignment
using the Format Chart Title dialog box.
To format the chart title:
 Select the chart title.

 Click
the Format
button on
the Chart
toolbar (or double-
click the chart title).

 The Format Chart Title dialog box contains three different tabs—Patterns,
Font, and Alignment—that can be used to format the chart title.
 The Patterns tab lets you define borders and fill colors.
 The Font tab lets you define font, font style, size, and color.
 The Alignment tab lets you define horizontal and vertical cell placement, as
well as text orientation.
  Click the OK button to accept the chart title format changes.

Formatting the chart legend

The chart legend displays useful information about the chart. Like a roadmap, the
legend identifies what different colors or objects represent in the chart. The chart
legend, like the chart title and category axis labels, can be formatted to your liking.
To format the chart legend:
 Press the show/hide legend button on the Chart toolbar to turn on the legend
display. (This button acts like a toggle by turning the display on or off.)

 Click to select the chart legend.

 Click the Format button on the Chart toolbar (or double-click the chart
legend).

 The Format Legend dialog box contains three different tabs—Patterns, Font,
and Alignment—that can be used to format the chart title.
  The Patterns tab lets you define borders and fill colors.
 The Font tab lets you define font, font style, size, and color.
 The Placement tab lets you define the location where the legend will appear on
the chart.

 Click the OK button to accept the chart legend format changes.

 The only way to change the actual text that appears in the chart legend is to
change the source data in the worksheet.

Formatting the axis labels

In Excel, a graph represents a data in two dimensions. The number of items sold in
January is data on two dimensions: number of items and month. The number of items
might be plotted on the Y axis, while the month may be plotted on the X axis. The Y
axis runs up and down on the graph, while the X axis runs left to right.
When formatting the axis labels in your chart, you can adjust the numbers on
the scale of the chart, as well as change font, color, and style.
To format an axis:
 Click anywhere in the axis label you want to edit:
  Click the Format button on the Chart toolbar (or double-click the chart
axis).

 The Format Axis dialog box contains five different tabs—Patterns, Scale,
Font, Number, and Alignment—that can be used to format the axis.
 The Patterns tab lets you define borders and tick marks.
 The Scale tab lets you define numeric intervals on the value (Y) axis scale.
 The Font tab lets you define font, font style, size, and color.
 The Number tab lets you define the format of numbers displayed in the axis.
 The Alignment tabs let you define text orientation.

 Click the OK button to accept the axis format changes.

 You can also use the angle axis buttons on the chart toolbar to change the
angle of the value and category axis.

Changing the data series color

When a chart is created in MS Excel, you'll notice that color is automatically applied to
the data series. You can keep this format or change it for each data series in the chart.
Many different aspects of each data series can be changed, but you'll probably change
the color of bars, columns, pie slices, and areas most often.
To change the color of a data series:
  Select the data series you wish to edit.

 Click the Format button on the Chart toolbar (or double-click the data
series).

 Use the Format Data Series dialog box to pick a new color.

Specify a print area

In MS Excel, you can print an entire workbook, a worksheet, a cell range, or a cell.
Excel defaults to printing the entire worksheet. But if you want to print only a certain
area of a spreadsheet, you can define a print area.
To specify a print area:
 Choose View Page Break Preview from the menu
bar.

 A reduced image of the chart is displayed on the screen.

 Click one of four blue-colored borders, drag to highlight, then select the area to
 print.

 Choose File Print Area Set Print Area on the menu bar.

Only the area you defined in the print range will print when the worksheet is submitted
to the printer for printing.

Preview a page before printing

MS Excel provides a Print Preview capability that shows a smaller picture of the
printed page directly on the computer screen. Print Preview is a good way for you to
review formatting and make sure that columns, rows, and margins appear exactly
where you want them to be.
To Print Preview:
 Choose File Print Preview on the menu
bar, OR
Click the Print Preview button on the
Standard toolbar.
  In the Print Preview window, the document is sized so the entire page is

visible on the screen. Simply check the spreadsheet for overall formatting and
layout.
 The Zoom button in Print Preview will enlarge the data so it can be read.

Printing a worksheet or workbook

Printing in Excel is much like printing in other Office applications such as Microsoft
Word. As previously mentioned, Excel defaults to printing the entire worksheet.

To print a worksheet:
 Choose File Print from the menu
bar.
  The Print dialog box opens.

 Specify the printer name where the spreadsheet will print. If you only have one
printer in your home or office, Excel will default to that printer.
 In Print Range, choose whether to print All or a certain range of pages (Pages
From n to y, where n and y are the beginning and ending page numbers).
 In Print what, choose whether to print a Selection, the Active sheet, or
the Entire Workbook (all worksheets in the workbook). Excel defaults to the
active sheet.
 Choose the Number of copies to print by clicking the up or down arrows.
 Click OK to print the worksheet.

UNIT- V NETWORKS
What is a Computer Network?
A computer network is a system in which multiple computers are connected to each other to
share information and resources.

Characteristics of a computer network

 Create files and store them in one computer,
 Access those files from the other computers connected over the network
 Connect a printer, scanner, or a fax machine to one computer within the network and
let other computers of the network use the machines available over network.

Following is the list of hardware's required to setup a computer network.

Network Cables

Distributors

Routers

Internal Network Cards

External Network Cards

Network Cables
Network cables are used to connect computers. The most commonly used cable is Category 5
cable RJ45.

Distributors
A computer can be connected to another one via a serial port but if we need to connect many
computers to produce a network, this serial connection will not work. The solution is to use a
central body to which other computers, printers, scanners etc. can be connected and then this
body will manage or distribute network traffic.

Router
A router is a type of device which acts as the central point among computers and other
devices that are part of a network. A router is equipped with holes called ports and computers
and other devices are connected to a router using network cables. Now-a-days router comes
in wireless modes using which computers can be connected without any physical cable.

Network Card
Network card is a necessary component of a computer without which a computer cannot be
connected over a network. It is also known as network adapter or Network Interface Card
NIC. Most branded computers have network card pre-installed. Network cards are of two
types: Internal and External Network Cards.

Internal Network Cards

Motherboard has a slot for internal network card where it is to be inserted. Internal network
cards are of two types in which first type uses Peripheral Component Interconnect PCI
connection while the second type uses Industry Standard Architecture ISA. Network cables
are required to provide network access.

External Network Cards

External network cards come in two flavors: Wireless
and USB based. Wireless network card need to be
inserted into the motherboard but no network cable is
required to connect to network

Universal Serial Bus USB

USB card are easy to use and connect via USB port. Computers
automatically detect USB card and can install the drivers required
to support the USB network card automatically.

COMPUTER NETWORK TOPLOGIES

A Network Topology is the arrangement with which computer systems or network devices
are connected to each other. Topologies may define both physical and logical aspect of the
network. Both logical and physical topologies could be same or different in a same
network.
Point-to-Point
Point-to-point networks contains exactly two hosts such as computer, switches or routers,
servers connected back to back using a single piece of cable. Often, the receiving end of
one host is connected to sending end of the other and vice-versa.
Bus Topology
In case of Bus topology, all devices share single communication line or cable. Bus topology
may have problem while multiple hosts sending data at the same time. It is one of the simple
forms of networking where a failure of a device does not affect the other devices. But failure
of the shared communication line can make all other devices stop functioning.

Both ends of the shared channel have line terminator. The data is sent in only one direction
and as soon as it reaches the extreme end, the terminator removes the data from the line.

Star Topology
All hosts in Star topology are connected to a central device, known as hub device, using a
point-to-point connection. That is, there exists a point to point connection between hosts and
hub. The hub device can be any of the following:
 Layer-1 device such as hub or repeater
 Layer-2 device such as switch or bridge
 Layer-3 device such as router or gateway
As in Bus topology, hub acts as single point of failure. If hub fails, connectivity of all hosts to
all other hosts fails. Every communication between hosts, takes place through only the hub.
Star topology is not expensive as to connect one more host, only one cable is required and
configuration is simple.

Ring Topology
In ring topology, each host machine connects to exactly two other machines, creating a
circular network structure. When one host tries to communicate or send message to a host
which is not adjacent to it, the data travels through all intermediate hosts. To connect one
more host in the existing structure, the administrator may need only one more extra cable.

Failure of any host results in failure of the whole ring. Thus, every connection in the ring is a
point of failure.
Mesh Topology
In this type of topology, a host is connected to one or multiple hosts. This topology has hosts
in point-to-point connection with every other host or may also have hosts which are in point-
to-point connection to few hosts only. Hosts in Mesh topology also work as relay for other
hosts which do not have direct point-to-point links. Mesh technology comes into two types:
 Full Mesh: All hosts
have a point-to-point connection to every
 other host in the network. Thus, for every new host nn−1/2
connections are required. It provides the most reliable network
structure among all network topologies.
 Partially Mesh: Not all hosts have point-to-point connection to every
other host. Hosts connect to each other in some arbitrarily fashion. This
topology exists where we need to provide reliability to some hosts out of
all.

Hybrid Topology
A network structure whose design contains more than one topology is said to be hybrid
topology. Hybrid topology inherits merits and demerits of all the incorporating topologies.
The following picture represents an arbitrarily hybrid topology. The combining topologies
may contain attributes of Star, Ring, Bus, and Daisy-chain topologies. Most WANs are
connected by means of Dual-Ring topology and networks connected to them are mostly Star
topology networks. Internet is the best example of largest Hybrid topology

Personal Area Network

A Personal Area Network PAN is smallest network which is very personal to a user. This may
include Bluetooth enabled devices or infra-red enabled devices. PAN has connectivity range
up to 10 meters. PAN may include wireless computer keyboard and mouse, Bluetooth
enabled headphones, wireless printers and TV remotes.
For example, Pico net is Bluetooth-enabled Personal Area Network which may contain up to
8 devices connected together in a master-slave fashion.

Local Area Network

A computer network spanned inside a building and operated under single administrative
system is generally termed as Local Area Network LAN. Usually, LAN covers an
organization’ offices, schools, colleges or universities. LAN provides a useful way of sharing
the resources between end users. The resources such as printers, file servers, scanners, and
internet are easily sharable among computers. It may contain local servers serving file storage
and other locally shared applications. It mostly operates on private IP addresses and does not
involve heavy routing. LAN works under its own local domain and controlled
centrally.Ethernet is most widely employed LAN technology. LAN can be wired, wireless, or
in both forms at once.
Metropolitan Area Network
The Metropolitan Area Network MAN generally expands throughout a city such as cable TV
network. Metro Ethernet is a service which is provided by ISPs. This service enables its users

to expand their Local Area Networks. For example, MAN can help an organization to
connect all of its offices in a city.
Backbone of MAN is high-capacity and high-speed fiber optics. MAN works in between
Local Area Network and Wide Area Network. MAN provides uplink for LANs to WANs or
internet.
Wide Area Network
As the name suggests, the Wide Area Network WAN covers a wide area which may span
across provinces and even a whole country. Generally, telecommunication networks are Wide
Area Network. These networks provide connectivity to MANs and LANs. Since they are
equipped with very high-speed backbone, WANs use very expensive network equipment.

Internetwork
A network of networks is called an internetwork, or simply the internet. It is the largest
network in existence on this planet. The internet hugely connects all WANs and it can have
connection to LANs and Home networks. Internet uses TCP/IP protocol suite and uses IP as
its addressing protocol.
Internet enables its users to share and access enormous amount of information worldwide. It
uses WWW, FTP, email services, audio and video streaming etc. At huge level, internet
works on Client-server model.
Internet uses very high-speed backbone of fiber optics.
Internet is widely deployed on World Wide Web services using HTML linked pages and is
accessible by client software known as Web Browsers. When a user requests a page using
some web browser located on some Web Server anywhere in the world, the Web Server
responds with the proper HTML page. The communication delay is very low.
Internet is serving many proposes and is involved in many aspects of life. Some of them are:
 Web Sites
 E-Mail
 Instant Messaging
 Blogging
 Social Media
 Marketing
 Networking
 Resource Sharing
Network Devices:

HUB

Hub is one of the basic icons of networking

devices which works at physical layer and
hence connect networking devices physically together. Hubs are fundamentally used in
networks that use twisted pair cabling to connect devices. They act as pathways to direct
electrical signals to travel along. They transmit the information regardless of the data
packet is destined for the device connected or not.
Switches
Switches are the linkage points of an Ethernet network. Just as in hub, devices in switches
are connected to them through twisted pair cabling. Hub works by sending the data to all
the ports on the device whereas a switch transfers it only to that port which is connected to
the destination device. A switch does so by having an in-built learning of the MAC
address of the devices connected to it. Since the transmission of data signals are well
defined in a switch hence the network performance is consequently enhanced. Switches
operate in full-duplex mode where devices can send and receive data from the switch at
the simultaneously unlike in half-duplex mode. The transmission speed in switches is
double than in Ethernet hub transferring a 20Mbps connection into 30Mbps and a
200Mbps connection to become 300Mbps.

Bridges
A bridge is a computer networking device
that builds the connection with the other
bridge networks which use the same
protocol. It connects the different networks
together and develops communication between them. It connects two local-area networks;
two physical LANs into larger logical LAN or two segments of the same LAN that use the
same protocol.

Apart from building up larger networks, bridges are also used to segment larger networks
into smaller portions. The bridge does so by placing itself between the two portions of two
physical networks and controlling the flow of the data between them.
Internet Explorer (IE)
Internet Explorer (IE) is a World Wide Web browser that comes bundled with the
Microsoft Windows operating system (OS). The browser was deprecated in Windows 10 in
favor of Microsoft's new Edge Browser. It remains a part of the operating system even
though it is no longer the default browser.

Internet Explorer features and security settings

The Internet Explorer interface includes an address bar, menu bar, favorites bar and status
bar. Each can be enabled or disabled individually via the View menu. In addition, Internet
Explorer's View menu includes options to change the encoding, view the page source,
adjust the text size and adjust the page zoom. Other View menu options include Go To,
Stop and Refresh.
Internet Explorer's File menu provides options that are similar to those of most other
Windows applications, such as Save, Save As and Properties. The File menu can also open
a new window, tab or session.
Internet Explorer's Edit menu is fairly mundane, with options such as Cut, Copy, Paste
and Find on Page.IE's Tools menu is where most of the browser's security features are. The
Tools menu provides access to features such as the pop-up blocker, private browsing,
location tracking and ActiveX filtering.
The Tools menu also includes an Internet Options command, which opens a dialog box
that can be used to change the home page, clear the browser history or modify the
browser's appearance. This dialog box also contains a Security tab which can set the
browser's security level and enable or disable protected mode.
The dialog box'sPrivacy tab includes options that can block pop-ups, enable private
browsing and prevent sites from accessing the user's physical location. The dialog box also
includes a Content tab with settings related to certificate use, auto complete, feeds and
web slices. The Connection tab allows users to configure connectivity to the internet. The
Programs tab lets users manage add-ons, file associations and the applications that are
used for web-related services, such as email. Finally, the advanced tab provides fine
granular control over almost every aspect of the browser. It lets users completely
customize the browser's behavior.
WWW:
Many people use the terms Internet and World Wide Web (aka. the Web) interchangeably,
but they are not the same. The Internet and the Web are two separate but related things.
The Internet is a massive network of networks. It connects millions of computers together
globally, forming a network in which any computer can communicate with any other
computer as long as they are both connected to the Internet.
The World Wide Web, or simply Web, is a way of accessing information over the medium of
the Internet. It is an information-sharing model that is built on top of the Internet. The Web
utilizes browsers, such as InternetExplorer or Firefox, to access Web documents called Web
pages that are linked to each other via hyperlinks. Web documents also contain graphics,
sounds, text and video.
Working:
Here's a very quick overview of how browsers work:
a) You type a website's URL into your browser's address bar;
"http://www.thebalance.com" is an example of a URL.
b) The browser locates and requests that page's information from a web server.
c) The browser receives a file in a computer code like HTML or JavaScript, which
includes instructions about how to display the information on that page.
d) The browser interprets that file and displays the page for you to read and interact with.
And it does all of this in just a few seconds, usually.
Browsing:
Browsing is a quick examination of the relevance of a number of objects which may or
may not lead to a closer examination or acquisition/selection of (some of) these objects.
Searching:
We can see the search bar at the top right corner, next to the address bar. Here, type the
keyword and press enter, it will list the web pages for the searched keyword. You can use
 keyboard shortcut Ctrl+E

Saving: Bookmarks / Favorites in Internet Explorer

Bookmarks helps to get back to our favorite webpages whenever we need. In IE, instead of
Bookmarks, we have option as Favorites to tag our webpage. Add the web pages to
favorites by any of the following options.

Option 1: Go to Favorites → Add to Favorites

Option 2: Press Ctrl+ D shortcut to add webpages to favorites menu. Add a
Favorite dialog box appears, give the name for the page and click add. The web page will
be added to favorites.
To add the web page directly in Favorites bar, click Favorites → Add to Favorites Bar

Create:
To create folder for the Favorites web page, follow the steps given below
Option 1: Step 1: Click Favorites→ Add to Favorites
Step 2: A dialog box will be opened. Click on New Folder option, to add the favorite into
the new folder.

Step 3: Give Folder Name and click Create option. The favorite web page will be added
under the newly created folder.

Option 2: Step 1: Click Favorites and select Organize Favorites

Step 2: In the Organize Favorites dialogue box, Click the New Folder option.

Step 3: Rename the created folder with a suitable name.

 Step 4: Now add the favorite page into the new folder, by clicking and dragging the favorite
web page into the newly created folder.

Delete:
To delete bookmarks/Favorites in Internet Explorer, follow the steps given below
Step 1: In the menu bar, click Favorites → Organize Favorites.

Step 2: Organize Favorites window opens, right click on the required bookmark and
click Delete or select the bookmark and click Delete option in the bottom right corner.
 Step 3: You will get an alert message stating for Confirm file deletion. Click Yes to delete
the file.

Printing:
If your computer is connected to a printer, you can print out any Web document that you
wish whether you are viewing it on the Web, or if you are just viewing it from your hard
disk. Go to the file menu from the main menu bar. From this menu select "Print", the Print
dialog box will appear. (An easier way to open this box is to simply click the "Print" button
on the main toolbar or to press CTRL-P) In this dialog box you can decide how you would
like to print the contents of the page you are viewing, how many pages you will print, and
how many copies you will print.
Email
Email is a service which allows us to send the message in electronic mode over the internet.
It offers an efficient, inexpensive and real time mean of distributing information among
people.
Creating Email Account:There are various email service provider available such as Gmail,
Hotmail, ymail, rediff mail etc. Here we will learn how to create an account using Gmail.
 Open gmail.com and click create an account.
 Now a form will appear. Fill your details here and click Next Step.

 This step allows you to add your picture. If you don’t want to upload now, you can
do it later. Click Next Step.
 Now a welcome window appears. Click Continue to Gmail.
 Now you will see your Gmail account as shown in the following image:

Key Points:
 Gmail manages the mail into three categories namely Primary,
Social and Promotions.
 Compose option is given at the right to compose an email message.
  Inbox, Starred, sent mail, Drafts options are available on the left pane which allows
you to keep track of your emails.

Reading Email
Every email program offers you an interface to access email messages. Like in Gmail,
emails are stored under different tabs such as primary, social, and promotion. When you
click one of tab, it displays a list of emails under that tab. In order to read an email, you just
have to click on that email. Once you click a particular email, it gets opened. The opened
email may have some file attached with it. The attachments are shown at the bottom of the
opened email with an option called download attachment.

Composing and Sending Email

Before sending an email, we need to compose a message. When we are composing an email
message, we specify the following things:
 Sender’s address in To field
 Cc (if required)
 Bcc (if required)
 Subject of email message
 Text
 Signature
You should specify the correct email address; otherwise it will send an error back to the
sender.
Once you have specified all the above parameters, it’s time to send the email. The mailer
program provides a Send button to send email, when you click Send, it is sent to the mail
server and a message mail sent successfully is shown at the above.
Attachment
Ability to attach file(s) along with the message is one of the most useful features of email.
The attachment may be a word document, PowerPoint presentation, audio/video
files, or images.
 In order to attach file(s) to an email, click the attach button. As a result, a dialog box
appears asking for specifying the name and location of the file you want to attach.
 Once you have selected the appropriate file, it is attached to the mail.
 Usually a paper clip icon appears in the email which indicates that it has an
attachment.
 When adding an attachment, it is better to compress the attached files so as to reduce
the file size and save transmission time as sending and downloading large files
consumes a lot of space and time.