SHRI SAKTHIKAILASSH WOMEN’S COLLEGE

Military Road, Ammapet, Salem-636003

DEPARTMENT OF COMPUTER APPLICATIONS

II BCA OFFICE AUTOMATION

STUDY MATERIAL
Subject Subject Name L T P S Marks

Inst. Hours
Category
Code

Credits

External

Total
CIA
SEC1 OFFICE Specific Y - - 2 2 25 75 100
AUTOMATION Elective
Course Objective
C1 Understand the basics of computer systems and its components.
C2 Understand and apply the basic concepts of a word processing package.
C3 Understand and apply the basic concepts of electronic spreadsheet software.
C4 Understand and apply the basic concepts of database management system.
C5 Understand and create a presentation using PowerPoint tool.
UNIT Details No. of
Hours
I Introductory concepts: Memory unit– CPU-Input Devices: Key board,
Mouse and Scanner. Output devices: Monitor, Printer. Introduction to 6
Operating systems & its features: DOS– UNIX–Windows. Introduction
to Programming Languages.
II Word Processing: Open, Save and close word document; Editing
text – tools, formatting, bullets; Spell Checker - Document
formatting – Paragraph alignment, indentation, headers and footers, 6
numbering; printing–Preview, options, merge.

III Spreadsheets : Excel–opening, entering text and data, formatting,

navigating; Formulas–entering, handling and copying; Charts–
creating, formatting and printing, analysis tables, preparation of 6
financial statements, introduction to data analytics.

IV Database Concepts: The concept of data base management system;

Data field, records, and files, Sorting and indexing data; Searching
records. Designing queries, and reports; Linking of datafiles; 6
Understanding Programming environment in DBMS; Developing
menu drive applications in query language (MS–Access).

V Power point: Introduction to Power point - Features –

Understanding slide typecasting & viewing slides – creating slide
shows. Applying special object – including objects & pictures – Slide 6
transition–Animation effects, audio inclusion, timers.

Total 30
 Course Outcomes Programme Outcomes
CO On completion of this course, students will
1 Possess the knowledge on the basics of computers
PO1,PO2,PO3,PO6,PO8
and its components
2 Gain knowledge on Creating Documents, spreadsheet
PO1,PO2,PO3,PO6
and presentation.
3 Learn the concepts of Database and implement the
PO3,PO5,PO7
Query in Database.
4 Demonstrate the understanding of different
PO3,PO4,PO5,PO7
automation tools.
5 Utilize the automation tools for documentation,
PO4,PO6,PO7,PO8
calculation and presentation purpose.
Text Book
1 Peter Norton,―Introduction to Computers‖–Tata Mc Graw-Hill.
Reference Books
1. Jennifer Ackerman Kettel, Guy Hat-Davis, Curt Simmons, ―Microsoft 2003‖, Tata
McGrawHill.
Web Resources
1. https://www.udemy.com/course/office-automation-certificate-course/
2. https://www.javatpoint.com/automation-tools

PO 1 PO 2 PO 3 PO 4 PO PO PO PO 8
5 6 7

CO 1 M S M M L
CO 2 S M S M
CO 3 S S M L
CO 4 S L M M
CO 5 M S M S
 UNIT-I
 In order to save data and instructions, memory is required. Memory is divided into
cells, and they are stored in the storage space present in the computer.
 Every cell has its unique location/address. Memory is very essential for a computer as
this is the way it becomes somewhat more similar to a human brain.
What is Memory?
 Memory devices are digital systems that store data either temporarily or for a long
term. Digital computers to hard disks have built-in memory devices that can store the
data of users or manufacturers.
 The data either be in the form of control programs or programs that boot the system.
Hence, to store such a huge amount of data the memory devices must have enormous
capacity.
 The challenge is to build memory devices that have large capacities but are cost-
effective. The memory devices must be capable of storing both permanent data and
instantaneous data.
 Memories are made up of registers. Each register in the memory is one storage
location.
 The storage location is also called a memory location. Memory locations are identified
using Address. The total number of bits a memory can store is its capacity.
 A storage element is called a Cell. Each register is made up of a storage element in
which one bit of data is stored. The data in a memory are stored and retrieved by the
process called writing and reading respectively.

 A word is a group of bits where a memory unit stores binary information. A word with
a group of 8 bits is called a byte.

 A memory unit consists of data lines, address selection lines, and control lines that
specify the direction of transfer.

The block diagram of a memory unit is shown below:

Data lines provide the information to be stored in memory. The control inputs specify the
direct transfer. The k-address lines specify the word chosen.
When there are k address lines, 2k memory words can be accessed.
Types of Computer Memory
 Cache memory. This temporary storage area, known as a cache, is more readily
available to the processor than the computer’s main memory source. It is also
called CPU memory because it is typically integrated directly into the CPU chip or
placed on a separate chip with a bus interconnect with the CPU.
 RAM. It is one of the parts of the Main memory, also famously known as Read Write
Memory. Random Access memory is present on the motherboard and the computer’s
data is temporarily stored in RAM. As the name says, RAM can help in both Read and
write.
 D RAM (Dynamic RAM): D RAM uses capacitors and transistors and stores the data
as a charge on the capacitors. They contain thousands of memory cells. It needs
refreshing of charge on capacitor after a few milliseconds. This memory is slower than
S RAM.
 S RAM (Static RAM): S RAM uses transistors and the circuits of this memory are
capable of retaining their state as long as the power is applied. This memory consists
of the number of flip flops with each flip flop storing 1 bit. It has less access time and
hence, it is faster.
 ROM: ROM full form is Read Only Memory. ROM is a non volatile memory and it is
used to store important information which is used to operate the system. We can only
read the programs and data stored on it and can not modify of delete it.
 MROM(Masked ROM): Hard-wired devices with a pre-programmed collection of
data or instructions were the first ROMs. Masked ROMs are a type of low-cost ROM
that works in this way.
 PROM (Programmable Read Only Memory): This read-only memory is modifiable
once by the user. The user purchases a blank PROM and uses a PROM program to put
the required contents into the PROM. Its content can’t be erased once written.
 EPROM (Erasable Programmable Read Only Memory): EPROM is an extension to
PROM where you can erase the content of ROM by exposing it to Ultraviolet rays for
nearly 40 minutes.
 EEPROM (Electrically Erasable Programmable Read Only Memory): Here the
written contents can be erased electrically. You can delete and
 reprogramme EEPROM up to 10,000 times. Erasing and programming take very little
time, i.e., nearly 4 -10 ms(milliseconds). Any area in an EEPROM can be wiped and
programmed selectively.
 Virtual memory. A memory management technique where secondary memory can be
used as if it were a part of the main memory. Virtual memory uses hardware and
software to enable a computer to compensate for physical memory shortages by
temporarily transferring data from RAM to disk storage.
Units of Memory
Memory units are used to measure the size and represent data. Some of the commonly used
memory units are:
1. Bit
The first memory location in a computer is bit. The smallest measurement unit for data held
in primary memory and storage devices is a bit. Out of the binary values 0 and 1, a bit can
only have one.
 The smallest measurement unit for data in primary memory and storage devices.
 Represents binary values 0 and 1.
2. Nibble
 It means the group of 4 bits.
3. Word
It is a fixed number of bits, it is different from computer to computer, but the same for each
device. Compute store information in the form of words.
 A fixed number of bits that varies across computers but remains consistent within each
device.
 Used to store information in computers.
4. Bytes
The fundamental unit used to measure data is the byte. It has 8 bits in it. A byte can therefore
represent 2 * 8 or 256 values. They determine the size of files, documents, photos, and other
kinds of data.
 The fundamental unit for measuring data, consisting of 8 bits.
 Represents 256 values and determines file, document, photo, and data sizes.
5. Kilobyte
 1024 bytes is equal to one kilobyte. It is widely used to denote small file sizes and data
storage capacities.
 One kilobyte can hold a small image or around 1024 characters of text. It frequently
shows up in text documents, spreadsheets, and small image files.

 Equal to 1024 bytes.

 Denotes small file sizes and storage capacities.
 Can hold small images or around 1024 characters of text.
6. Meghabyte
 A megabyte is 1024 kilobytes in size. It contains more info as compared to a kilobyte.
  A megabyte can hold longer texts, high-resolution images, and short audio clips. It is
used to calculate the size of files comprising music and short films, software packages,
and documents.
 Megabytes are still important and frequently used, even though larger units of
measurement are being used more frequently as a result of the growing number of data
files.

 Comprising 1024 kilobytes.

 Contains more information compared to a kilobyte.
 Holds longer texts, high-resolution images, and short audio clips.
 Measures file sizes of music, short films, software packages, and documents.
7. Gigabyte
 1024 megabytes is equal to one gigabyte. It has a substantial amount of data storage
space.
 Larger files, such full photo albums, high-definition movies, and software programs
can fit within a gigabit. The storage capabilities of hard drives, solid-state drives, and
other forms of data storage devices are routinely assessed utilizing this technique.
 Equal to 1024 megabytes.
 Offers substantial data storage space.
 Suitable for larger files, such as full photo albums, high-definition movies, and
software programs.
8. Terabyte
 A terabyte is made up of 1024 gigabytes. It has a substantial amount of data storing
capacity.
 A terabyte can hold a lot of data in large databases, massive media collections, and
enterprise-level storage systems. It is frequently used by data centers, cloud
storage services, and external hard drives with large storage capacities.
 As the demand for large-scale data processing and storage grows, terabytes are
becoming more and more important.
 Comprising 1024 gigabytes.
 Provides substantial data storing capacity.
 Holds large databases, media collections, and enterprise-level storage systems.
9. Petabyte
 A petabyte is a colossal unit of data storage capacity.
 A petabyte may hold massive amounts of data, including significant video libraries,
sizable databases, and sizable collections of high-resolution pictures.
 It is often used in data centers, cloud storage, and scientific research that uses a lot of
data.

 A colossal unit of data storage capacity.

 Stores massive data quantities, like video libraries and large databases.
10. Exabyte (1024 petabytes)
 An exabyte is equal to one EB. It has a substantial amount of data storage space.
Exabytes can store vast film archives, massive data warehouses, and global internet
traffic.
 It is extensively used in large-scale scientific simulations, cloud
computing infrastructures, and enterprise-level storage systems.

 Equal to 1024 petabytes.

 Holds vast film archives, data warehouses, and global internet traffic.
11. Zettabyte (1024 exabytes)
 A zettabyte. It represents a capacity for data storage that is almost unimaginable.
 Zettabytes have the capacity to store unfathomably large amounts of data, including
worldwide internet content, long-term archival storage, and in-depth global data
analysis.

 Represents an almost unimaginable data storage capacity.

 Stores worldwide internet content, long-term archival data, and extensive global
analysis.
12. Yottabyte
 1024 zettabytes make up a yottabyte (abbreviated YB). It stands for an incredible
amount of data storage.
 Unimaginable amounts of data, such as the equivalent of storing all of the material on
the internet numerous times or tracking vast amounts, may be stored in yottabytes.

 Comprising 1024 zettabytes.

 Stands for an incredible amount of data storage.
 Can hold vast amounts equivalent to storing internet content numerous times.

Conversions of units
Name Equal To Size (In Bytes)
Bit 1 Bit 1/8
Nibble 4 Bits 1/2 (rare)
Byte 8 Bits 1
Kilobyte 1024 Bytes 1024
Megabyte 1024 Kilobytes 1, 048, 576
Gigabyte 1024 Megabytes 1, 073, 741, 824
Terabyte 1024 Gigabytes 1, 099, 511, 627, 776
Petabyte 1024 Terabytes 1, 125, 899, 906, 842, 624
Exabyte 1024 Petabytes 1, 152, 921, 504, 606, 846, 976
Zettabyte 1024 Exabytes 1, 180, 591, 620, 717, 411, 303, 424
Yottabyte 1024 Zettabytes 1, 208, 925, 819, 614, 629, 174, 706, 176
CPU

 CPU [Central Processing Unit]. It is the brain of the computer. It is the part that does
most of the work in a computer system.
 Just like how our brain controls our body and processes information, the CPU carries
out instructions from programs and performs calculations. It’s made up of smaller
components that work together to execute tasks, making it the heart of any computing
device.
 All types of data processing operations from simple arithmetic to complex tasks and all
the important functions of a computer are performed by the CPU.
 It helps input and output devices to communicate with each other and perform their
respective operations.
 It also stores data which is input, intermediate results in between processing, and
instructions. The CPU’s job is to make sure everything runs smoothly and efficiently.
What is a CPU?
A Central Processing Unit is the most important component of a computer system. A CPU is
hardware that performs data input/output, processing, and storage functions for a computer
system. A CPU can be installed into a CPU socket. These sockets are generally located on
the motherboard. CPU can perform various data processing operations. CPU can store data,
instructions, programs, and intermediate results.
.
Different Parts of CPU
Now, the CPU consists of 3 major units, which are:
 Memory or Storage Unit
 Control Unit
 ALU(Arithmetic Logic Unit)
Let us now look at the block diagram of the computer:

Here, in this diagram, the three major components are also shown. So, let us discuss these
major components in detail.
Memory or Storage Unit
 As the name suggests this unit can store instructions, data, and intermediate results.
  The memory unit is responsible for transferring information to other units of the
computer when needed.
 It is also known as an internal storage unit or the main memory or the primary storage
or Random Access Memory (RAM) as all these are storage devices.
 Its size affects speed, power, and performance. There are two types of memory in the
computer, which are primary memory and secondary memory.

Some main functions of memory units are listed below:

 Data and instructions are stored in memory units which are required for processing.
 It also stores the intermediate results of any calculation or task when they are in
process.
 The final results of processing are stored in the memory units before these results are
released to an output device for giving the output to the user.
 All sorts of inputs and outputs are transmitted through the memory unit.

Control Unit
 As the name suggests, a control unit controls the operations of all parts of the computer
but it does not carry out any data processing operations.
 Executing already stored instructions, It instructs the computer by using the electrical
signals to instruct the computer system. It takes instructions from the memory unit and
then decodes the instructions after that it executes those instructions.
 So, it controls the functioning of the computer. Its main task is to maintain the flow of
information across the processor.

Some main functions of the control unit are listed below:

 Controlling of data and transfer of data and instructions is done by the control unit
among other parts of the computer.
 The control unit is responsible for managing all the units of the computer.
 The main task of the control unit is to obtain the instructions or data that is input from
the memory unit, interpret them, and then direct the operation of the computer
according to that.
 The control unit is responsible for communication with Input and output devices for
the transfer of data or results from memory.
 The control unit is not responsible for the processing of data or storing data.
ALU (Arithmetic Logic Unit)
ALU (Arithmetic Logic Unit) is responsible for performing arithmetic and logical functions or
operations. It consists of two subsections, which are:
 Arithmetic Section: By arithmetic operations, we mean operations like addition,
subtraction, multiplication, and division, and all these operations and functions are
performed by ALU. Also, all the complex operations are done by making repetitive use of
the mentioned operations by ALU.
 Logic Section: By Logical operations, we mean operations or functions like selecting,
comparing, matching, and merging the data, and all these are performed by ALU.
Note: The CPU may contain more than one ALU and it can be used for maintaining timers
that help run the computer system.

What Does a CPU Do?

The main function of a computer processor is to execute instructions and produce an output.
CPU work Fetch, Decode, and Execute are the fundamental functions of the computer.
 Fetch: the first CPU gets the instruction. That means binary numbers that are passed from
RAM to CPU.
 Decode: When the instruction is entered into the CPU, it needs to decode the instructions.
with the help of ALU(Arithmetic Logic Unit), the process of decoding begins.
 Execute: After the decode step the instructions are ready to execute.
 Store: After the execute step the instructions are ready to store in the memory.

Advantages
 Versatility: CPU can able to handle a complex task, from basic calculation to
managing the operating system.
 Performance: Modern CPU are vary fast and able to perform billions of calculation
per second.
 Multi-core: CPU have multiple core and able to handle multiple task simultaneously.
 Compatibility: CPUs are designed to be compatible with a wide range of software,
this help to run different applications by using single CPU.
Disadvantages
 Overheating: CPU generate a lot of heat while performing complex task. This requires
effective cooling solutions, such as fans or liquid cooling systems.
 Power Consumption: High-performance CPUs can consume a vary high amount of
power, which cause to generate higher electricity bills and the need for a robust power
supply.
 Cost: Best performance CPU can be expensive. Which can be a barrier for some users
or applications that need high computing power.
 Limited Parallel Processing: While multi-core CPUs can handle multiple tasks at
once, they are still not as efficient at parallel processing as specialized hardware like
GPUs (Graphics Processing Units), which are designed for handling many tasks
simultaneously.
INPUT DEVICES

 An input/output device, often known as an IO device, is any hardware that allows a

human operator or other systems to interface with a computer.
 Input/output devices, as the name implies, are capable of delivering data (output) to
and receiving data from a computer (input). An input/output (I/O) device is a piece of
hardware that can take, output, or process data.
 It receives data as input and provides it to a computer, as well as sends computer data
to storage media as a storage output.

 Input devices are the devices that are used to send signals to the computer for
performing tasks.

 The receiver at the end is the CPU (Central Processing Unit), which works to send
signals to the output devices. Some of the classifications of Input devices are:
 Keyboard Devices
 Pointing Devices
 Composite Devices
 Game Controller
 Visual Devices
 Audio Input Devices

KEYWORD, MOUSE AND SCANNER:

 The keyboard is the most frequent and widely used input device for entering
data into a computer.
 Although there are some additional keys for performing other operations, the
keyboard layout is similar to that of a typical typewriter.
  Generally, keyboards come in two sizes: 84 keys or 101/102 keys but currently
keyboards with 104 keys or 108 keys are also available for Windows and the
Internet.

A keyboard is a fundamental input device for computers and other electronic devices. It consists
of a set of keys that are used to input data, commands, and text into the system. Here's an
overview of keyboards and their key features:

 Key Layout:
 Keyboards typically have a QWERTY layout, named after the first six letters on
the top row of keys. This layout is standard for most English-language
keyboards and many others worldwide.
 Key Types:
 Alphanumeric Keys: These keys include letters (A-Z) and numbers (0-9)
for typing text and numerical data.
 Function Keys (F1-F12): Located at the top row, these keys perform
specific functions depending on the software or operating system.
 Modifier Keys: Keys like Shift, Ctrl (Control), Alt (Alternate), and the
Windows key (on Windows PCs) modify the function of other keys when
pressed simultaneously.
 Special Keys: Include keys like Enter (Return), Backspace, Tab, Caps Lock,
Esc (Escape), Arrow keys, Delete, and various punctuation keys.

 Typing Keys: The letter keys (A-Z) and number keys (09) are among these
keys.
 Control Keys: These keys control the pointer and the screen. There are four
directional arrow keys on it. Home, End, Insert, Alternate(Alt), Delete,
Control(Ctrl), etc., and Escape are all control keys (Esc).

What is a Mouse in a Computer?

 A mouse is an input device that is moved across the desk surface by the user so as to
interact with the computer. It basically interacts with the Graphical User Interface of
the computer.
 A mouse is used to perform actions such as selection, double-clicking, dragging,
scrolling etc. Many kinds of mouses have been introduced and each of them has its ow
purpose.
 In cases of laptop, the mouse is an external touchpad that has been embedded in front
of the keyboard. Howe,er users can use an external mouse for interaction with the
computer.
Uses of Mouse
Mouse has many purposes. Some of them are as follows:
 The mouse is used for pointing and clicking on icons. To interact with the computer
we need some pointers. Using the mouse, we can use the pointer and click on icons.
 Mouse is also used in gaming. For gaming special mouses called Gaming Mouses have
been introduced which comes with additional buttons that are used for controls.
 Mouse is also used for scrolling and navigating through the webpages.
 Mouse is an important part of editing. For dragging, selection of objects, blurring of
backgrounds etc mouse plays a pivotal role.
Parts of Computer Mouse
 Mouse Buttons: Mouse Buttons are present on the outer part of the mouse. These
buttons help users to click and navigate. Left button is used for clicking and double
clicking whereas right click opens up the additional menu.
 Scroll wheel: Scroll wheel is used to scroll the page up and down. When we click on
the middle of the scroll wheel it helps to click on hyperlinks.
 Motion Detection: Earlier trackballs were embedded inside the mouses which helped
to detect the movements and convert it to signals which were further processed.
Nowadays lasers are used which detect the movements and provide the output
accordingly.
 Outer Cover or Shell: An outer covering is given to the mouse which covers the inner
components of the mouse including track ball or sensors.
Types of Mouse
Mouse has evolved over the years. Now a much broader classification has been done. The
different types of mouse are as follows:
 Wired Mouse: This type of mouse uses wires to establish a connection between the
input device and the computer screen. Wired mouse are comparatively cheap but is not
easy to carry everywhere as the wires can get intertwined.
 Wireless Mouse: This type of mouse uses radio signals to communicate with the
computer. Bluetooth connectivity is used to establish the connection. These are easier
to carry but is expensive and have short lives.
 Mechanical Mouse: A mechanical mouse is a type of mouse that comprises rubber
ball inside its structure. The ball detects the movements when the user drags the mouse
over the mousepad and the computer screen shows the response accordingly.
 Optical Mouse: This mouse uses Light Emitting Diode (LED) to detect the
movements. A traditional mouse has a rubber ball attached to its surface which helps to
detect the movements. But in optical mouse it uses array of photodiodes to detect the
movement. The main advantage is that it does not require a mouse pad whereas the
drawback is that if the mouse is wireless then the battery consumption is huge.
 Laser Mouse: Laser Mouse is a type of Optical mouse that uses laser beams to detect
the movement. Just like optical mouse it also does not have any rolling rubber ball.
  Trackball Mouse: In this mouse a large trackball is present at the center. The user
uses the trackball to perform the actions. Here the whole mouse is not moved, only the
trackball is moved. The disadvantage is it is very expensive.
 Gaming Mouse: This type of mouse is used by gamers. Usually traditional mouses
have two buttons left and right. In the gaming mouse there are many buttons which
help the users to perform many actions.
How to Take Care of Mouse?
It is always necessary to take care of devices so that the devices can work smoothly for longer
duration of time. Follow these little steps while using the mouse:
 Use a mouse pad to avoid scratches on the surface of the mouse.
 Store the mouse in a clean, dedicated case.
 In case of wired or USB supported mouses, after switching of the computer, ensure
that you disconnect the mouse as well.
 Clean the mouse with a soft microfiber towel.
 For wireless mouses, remove the batteries when not in use.
 If any moisture is present remove it with a soft dry cloth.

SCANNER
 A scanner is an electrical device can read and translate text, images, and other
materials into a digital signal.
 This transforms the documents into a format that computer software programs can use
to view and/or edit them.
 There are many different types of scanners with various resolutions on the market.
What is a Scanner?
 A Scanner is an electronic device that is used to read and convert documents such as
photographs, magazines, posters, and images into digital copies for display, editing,
and archiving. The digital copies can be further modified by using different software
tools.
 Most scanners are connected to computers using cords that plug into a port that is
readily accessible. Some modern scanners also come equipped
with Bluetooth and wireless features which offer greater accessibility and flexibility.
 Scanners work in conjunction with software applications. By installing scanning plug-
ins, the images can be directly imported into the software applications.
 For example, by installing a plug-in for Adobe Photoshop the users can create new
images directly from the linked scanner.
How Does a Scanner Work?
 Different versions from different companies may have slight variations in the working
and design but the core principle remains the same among all the scanners.
 The document is placed on the scanner and the lid is closed after which a light source
is used to illuminate the document from below. A scan head which comprises of
mirror, lens, filter and CCD (Charge-coupled device) array is then moved across the
document with the help of a belt and a stepper motor.
 Working of Scanner
Types of Scanner
There are several types of Scanner that are mentioned below.
Drum Scanner
 The drum scanner rotates scanned page around a drum for faster scanning. It scans
with a photomultiplier tube rather than a charge-coupled device which is used in
flatbed scanners.
 The drum scanners use photomultiplier tubes which are excessively sensitive to light.
The image is mounted on the glass tube available in the scanner and when the scanning
start the light is moved on top of the image while the photomultiplier tubes (PMT) pick
up its reflection and process it. Drum scanners are generally known for their high
resolution.

Flatbed Scanner
 It is the most commonly used type of optical scanner which is readily available in the
market. The documents are placed on a flat surface by lifting the cover and then the lid
is closed after placing the documents. It is easy to operate and user friendly.
 It can be used to scan a wide variety of documents such as books, magazines and
images. Some flatbed scanners also come equipped with Bluetooth or wireless
technologies as well as automatic feeders which makes the process easy and simple.
Sheetfed Scanner
 The main characteristic of a sheetfed scanner is that they are specifically designed to
handle loose sheets of paper. These scanners are great in scanning enormous amount of
paper sheets.
 They are generally a little smaller than flatbed scanners and feature a lesser image
resolution. They are mainly used by business and offices who have a limited amount of
space. Sheetfed scanners are fast in terms of paperweight and size (pages per minute).
They are equipped with a feeder tray which automatically feeds into the scanner.

Handheld Scanner
 It is a portable handheld device that works similarly to a flatbed scanner. Instead of
inserting the document as its is done in flatbed, here, the scanner is dragged over the
document to be scanned.
  Handheld scanners are preferred over flatbed scanner as they are very compact, easy to
use and offer greater flexibility . They are mainly used in shopping stores and storage
houses to evaluate goods by scanning barcodes.
Uses of Scanner
 Copying: Scanners can be used to make multiple copies of a physical document such
as flyers or posters.
 Archiving: One of the popular uses of scanners is for archiving. Physical documents
can be scanned and stored digitally for preservation.
 Sharing Photos: Photos taken from old and traditional film cameras can be scanned to
share digitally with friends and family over the internet.
 Research: Scanners are also useful for research purposes. Relevant documents can be
scanned for referencing later when required.
 Portability: Portable scanners provide flexibility as they are small and easy to carry.
Portable scanners are very good at digitizing documents, scanning images and making
PDFs.
Advantages of Scanner
 Cost Effective: A scanner helps in saving cost as it transforms physical documents
into digital ones that helps in saving space.
 Reliability: Digitally scanned documents are safe from physical corrosion caused due
to environmental factors such as humidity. Thus digitally scanned documents can be
preserved in original format over a long period of time.
 Ease of Use: Modern scanners are equipped with user friendly interface which makes
them easy to operate. Most of the functions are automatically adjusted for simple
operations. Most modern scanners also come equipped with wireless technologies such
as bluetooth making them more accessible.
 High Quality: They can replicate physical documents with a high degree of accuracy
and resolution.
 Efficiency: Large quantities of documents can be scanned through with quicker speed
and higher resolution due to faster operations provided by modern scanners.
 Environment friendly: Less use of paper for documenting leads less wastage and
healthy environmental impacts.
Disadvantages of Scanner
 Maintenance: Maintenance for some scanners can be costly which adds to overall cost
of operations.
 Limited Functionality: Although scanners are quite versatile, they still offer only
limited functionality as compared to cameras and phones which can also be used for
taking videos.
 Security Concerns: Sensitive documents such as personnel information or financial
records can be subject to compromise due to lack of security layers. This may require
using encryption to prevent unauthorized access.
  Quality Control: The quality of the digital document depends upon the quality of the
scanner and the settings used. This can lead to issues such as blurriness, distortion, or
color inaccuracies.
 Physical Incompatibility: Scanning deformed documents such as curved or folded
pages can lead to inaccurate scanning and distorted output.

OUTPUT DEVICES
MONITOR

What is a Monitor?

 Monitor belongs to the category of output devices. It is a hardware device which is used
to display output. The monitor can display all the graphics and information to the user
through the video card.
 In traditional desktop computers, separate monitors are connected to the other devices
with the help of cables.
 In laptops and tablets, the monitor is built. The monitor is similar to a TV but has a
higher resolution.

Monitor
History of Monitor
Monitor was first introduced in 1973 by Xerox Alto Computer. Then further high resolutions
were adopted in the late 1980s. Color Cathode Ray Tubes were also introduced during this time
period. Later LCD( Liquid Crystal Display) was introduced by Apple in 1998. During this phase
different categories of monitors were introduced. By 2008 LED monitors were introduced.

Types of Monitor
The different types of monitor are as shown below:
 Cathode Ray Tube Monitors: are those monitors that were used in earlier versions of
computer. They are heavier and consume more energy. These monitors produce
images through manipulation of electronic beams.
 LCD: stands for Liquid Crystal Display. These monitors are thinner as compared to Cathode
Ray Tubes. They have higher resolution, consume less energy and take up less space.
 LED: stands for Light Emitting Diode. As the name suggests it uses light emitting diode
for backlighting. LED Monitor provides upto 4K resolution and is much more environment
friendly as it consumes less energy.
 OLED: It stands for Organic Light Emitting Diode. It uses organic materials to convert
electronic current to light. Organic materials include wood, plastic, polymers etc. These
monitors are foldable as compared to traditional LCD or LED. It is thinner and is
excellent for watching movies. However its lifespan is very less and are expensive.
How to Take Care of Monitor?
It is important to maintain a device so that it can work for a longer lifespan. Here are some tips
on how to take care of monitors:
 Place the monitors in a well ventilated area. Avoid direct sunlight.
 Always clean the monitor screen with a clean, soft cloth. Ensure the dust should not settle on
the screen.
 For laptops, tablets do not keep heavy weight objects on them as it can damage the
monitor screen.
 Properly close your computer.
 Keep magnets away from the monitor.
 Keep the minimum brightness as excess brightness can reduce lifespan.
Advantages of Monitor
Below are some advantages of monitor.
 Energy Consumption: Nowadays, the LCDs and LEDs consume very less energy
as compared to other machines. This helps the companies to maintain their budget.
 Resolution: Monitors provide high resolutions. Some monitors are capable of
providing resolution up to 4K that are suitable for gaming, watching movies, videos,
editing etc.
 Designs: Nowadays monitors have lightweight and sleek designs that allows users to
place their monitors anywhere. Nowadays with the introduction of laptops and tablets,
users can use it anytime anywhere.
Disadvantages of Monitor
Below are some disadvantages of monitor.
 Expensive: Although monitors provide high resolution, these monitors are very
expensive. Specially LCD, OLED are expensive and individuals cannot afford to
purchase.
 Environmental Pollution: Disposing of monitors is a serious issue as they contribute
to electronic waste. These wastes are difficult to recycle.
 Emission of Blue Light: Monitors emit a large amount of blue light which causes
serious eye problems to individuals.

OPERATING SYSTEM
 An operating system acts as an intermediary between the user of a computer and
computer hardware. The purpose of an operating system is to provide an environment
in which a user can execute programs conveniently and efficiently.
 An operating system is software that manages computer hardware. The hardware must
provide appropriate mechanisms to ensure the correct operation of the computer
system and to prevent user programs from interfering with the proper operation of the
system. A more common definition is that the operating system is the one program
 running at all times on the computer (usually called the kernel), with all else being
application programs.
 An operating system is concerned with the allocation of resources and services, such as
memory, processors, devices, and information. The operating system correspondingly
includes programs to manage these resources, such as a traffic controller, a scheduler,
a memory management module, I/O programs, and a file system.

FUNCTION

Memory Management
The operating system manages the Primary Memory or Main Memory. Main memory is made
up of a large array of bytes or words where each byte or word is assigned a certain address.
Main memory is fast storage and it can be accessed directly by the CPU.
 In multiprogramming, the OS decides the order in which processes are granted memory
access, and for how long.
 It Allocates the memory to a process when the process requests it and deallocates the
memory when the process has terminated or is performing an I/O operation.

Processor Management
In a multi-programming environment, the OS decides the order in which processes have
access to the processor, and how much processing time each process has. This function of OS
is called Process Scheduling. An Operating System performs the following activities for
Device Management
An OS manages device communication via its respective drivers. It performs the following
activities for device management.
 Keeps track of all devices connected to the system. Designates a program responsible for
every device known as the Input/Output controller.
 Decide which process gets access to a certain device and for how long.
 Allocates devices effectively and efficiently. Deallocates devices when they are no longer
required.
 There are various input and output devices. An OS controls the working of these input-
output devices.
 It receives the requests from these devices, performs a specific task, and communicates
back to the requesting process.
File Management
A file system is organized into directories for efficient or easy navigation and usage. These
directories may contain other directories and other files. An Operating System carries out the
following file management activities.

User Interface or Command Interpreter

The user interacts with the computer system through the operating system. Hence OS acts as
an interface between the user and the computer hardware.
The process of starting Booting the Computer
or restarting the computer is known as booting. If the computer is switched off completely and
if turned on then it is called cold booting. Warm booting is a process of using the operating
system to restart the computer.
Security
The operating system uses password protection to protect user data and similar other
techniques.
 Protection against unauthorized access through login.
 Protection against intrusion by keeping the firewall active.
 Protecting the system memory against malicious access.
 Displaying messages related to system vulnerabilities.
Network Management
 Network Communication: Think of them as traffic cops for your internet traffic.
Operating systems help computers talk to each other and the internet
 Settings and Monitoring: Think of them as the settings and security guard for your
internet connection.

DOS", "UNIX", AND "WINDOWS"

The terms "DOS", "Unix", and "Windows" refer to different operating systems that have
evolved over time, each with its own characteristics, history, and usage scenarios. Here’s a
breakdown of the key differences between DOS, Unix (and Unix-like systems), and Windows:

DOS (Disk Operating System)

1. History and Development:

o Developed by Microsoft, DOS (particularly MS-DOS) was a single-tasking,
single-user operating system originally designed for IBM PCs in the early
1980s.
o It featured a command-line interface (CLI) where users typed commands
to perform tasks.
2. User Interface:
o DOS primarily used a command prompt interface (e.g., C:\> prompt).
o It lacked a graphical user interface (GUI) in its early versions, though
later versions like Windows 95 integrated DOS with a GUI.
3. File System:
o The file system used by DOS (FAT, FAT16, FAT32) was relatively
simple compared to modern file systems, with limitations on file sizes and
names.
4. Multitasking:
o Original DOS versions were not multitasking, meaning they could only run
one program at a time.
 5. Applications:
o DOS was popular for running applications like early versions of
Microsoft Office, games, and various productivity tools.

Unix (and Unix-like Systems)

1. History and Development:

o Unix is a family of multitasking, multi-user operating systems
originally developed in the 1970s at Bell Labs.
o It was designed to be portable, flexible, and powerful, influencing many
modern operating systems.
2. User Interface:
o Unix systems typically use a command-line interface (CLI) known as the
shell (e.g., Bash, Zsh).
o Many Unix systems also support graphical interfaces like X Window
System (X11).
3. File System:
o Unix systems use hierarchical file systems (e.g., ext4, ZFS) that support
advanced features like file permissions, symbolic links, and large file
sizes.
4. Multitasking:
o Unix systems are designed for multitasking, allowing multiple processes to
run concurrently.
o They support multi-user environments where several users can work on the
same system simultaneously.
5. Applications:
o Unix is widely used in servers, workstations, and embedded systems.
o It supports a vast range of software development tools, server applications,
and scientific computing environments.

Windows

1. History and Development:

o Windows is a series of operating systems developed by Microsoft, starting
with Windows 1.0 in 1985.
o It aimed to provide a user-friendly GUI environment for personal computers.
2. User Interface:
o Windows introduced a graphical user interface (GUI) that made it easier for
users to interact with the operating system and applications.
o Modern versions of Windows (e.g., Windows 10) have a command
prompt (similar to DOS) but primarily use a GUI.
 3. File System:
o Windows uses NTFS (New Technology File System) as its primary file
system, which supports advanced features like journaling, encryption, and file
compression.
4. Multitasking:
o Windows supports multitasking, allowing multiple applications to
run simultaneously.
o It is designed for both single-user and multi-user environments (Windows
Server editions).
5. Applications:
o Windows supports a vast ecosystem of applications, including
productivity software, games, development tools, and enterprise
applications.
o It is widely used in desktop computers, laptops, and servers.

Key Differences Summarized

 User Interface: DOS and Unix traditionally use command-line interfaces (CLI),
while Windows introduced and popularized graphical user interfaces (GUI).
 Multitasking: Unix and Windows support multitasking from early versions,
whereas DOS initially did not.
 File Systems: DOS used simpler file systems (FAT), Unix uses hierarchical
and advanced file systems, and Windows uses NTFS.
 Usage Scenarios: DOS was prominent in early PCs, Unix in servers and
workstations, and Windows dominates the desktop and server markets today.

Each operating system has its strengths and continues to evolve with technological
advancements, catering to different user needs and computing environments.

INTRODUCTION TO PROGRAMMING LANGUAGES

Programming languages are tools that enable humans to communicate instructions to

computers. They are crucial in software development, allowing programmers to write code that
dictates how software applications, websites, and systems operate. Here are some key aspects to
consider when exploring programming languages:

1. Syntax and Semantics: Each programming language has its own syntax (rules
for writing code) and semantics (meaning of the code). Syntax includes things
like punctuation, keywords, and structure, while semantics define how statements
are interpreted and executed.
2. Types: Programming languages can be categorized by their type system,
which determines how data is classified and manipulated. Common types
include:
o Static vs Dynamic: Whether types are checked at compile-time or runtime.
 o Strong vs Weak: How strictly types are enforced.
3. Paradigms: Programming languages also follow different paradigms, or styles
of programming:
o Imperative: Instructions change the state of the program.
o Declarative: Focuses on what the program should accomplish without
specifying how.
o Functional: Emphasizes functions as the primary building block.
o Object-Oriented: Organizes code around objects and data rather than
actions and logic.
4. Popular Languages: There are numerous programming languages, each suited
for different tasks and preferences:
o Python: Known for its simplicity and readability.
o Java: Cross-platform compatibility and object-oriented structure.
o JavaScript: Used for web development and client-side scripting.
o C++: Powerful and efficient, commonly used in system software.
o Ruby: Emphasizes simplicity and productivity.
o Swift: Designed by Apple for iOS and macOS development.
o PHP: Primarily used for server-side scripting.
5. Application Areas: Different languages excel in various domains:
o Web Development: JavaScript, Python, PHP, Ruby.
o Data Science: Python, R, Julia.
o System Programming: C, C++, Rust.
o Mobile Development: Java/Kotlin for Android, Swift for iOS.
o Game Development: C++, C#, UnityScript.
6. Learning and Choosing: Factors in choosing a language include ease of learning,
community support, job market demand, and specific project requirements.
Beginners often start with languages like Python or JavaScript due to their simplicity
and versatility.

Understanding programming languages is fundamental for anyone interested in software

development, as it forms the backbone of how software is created, maintained, and
optimized for various applications and platforms.

QUESTION BANK

1. Which of the following is an example of office automation

software? a.Microsoft Word

b.Coffee machine

c.Photocopier
d.Office chair

2. What is the purpose of email automation in office

settings? a.To automatically delete all incoming emails.

b.To send automated responses to incoming emails.

c.To prevent employees from using email.

d.To scan emails for viruses and malware.

ans: B

3. What is the purpose of a time tracking tool in office

settings? a.To automate data entry tasks

b.To manage employee schedules

c.To track the time spent on different tasks or projects

d.To create financial reports

2.What is the purpose of email automation in office settings?

.What is the purpose of a time tracking tool in office setWhich of the following is the smallest entity of
memory?

(a) Block

(b) Cell

(c) Instance

(d) Set

ans:B

5. The Boot sector files of the system are stored in which computer memory?

(a) RAM

(b) ROM

(c) Cache

(d) Register

ans:B
6. What is the full form of RAM?

(a) Read Access Memory

(b) Random Access Memory

(c) Readable Access Memory

(d) Random Accumulator

Memory Answer: (b)

7.RAM is _ _ _ _ _ _ and________.

(a) volatile, temporary

(b) non-volatile, temporary

(c) volatile, permanent

(d) non-volatile,

permanent Answer: (a),

40

8. Which of the following is the lowest in the computer memory hierarchy?

(a) Cache

(b) RAM

(c) Secondary memory

(d) CPU

registers

Answer: (c)

9.Which of the following has the fastest speed in the computer memory hierarchy?

(a) Cache

(b) Register in CPU

(c) Main memory

(d) Disk

cache nswer:

(b)

10.Which of the following is used to transfer data between the processor (CPU) and memory?

(a) Cache
(b) TLB

(c) Buffer

(d) Registers

Answer: (d)

11.CPU stands

for?

A. Control Processing Unit

B. Central Programming Unit

C. Central Processing Unit

D. Control Programming

Unit Ans : C

12. CPU itself has following components

A. 2

B. 3

C. 4

D. 5

ans : B

13. Which of the following are correct features of CPU?

A. CPU is considered as the brain of the computer

B. CPU performs all types of data processing operations

C. It stores data, intermediate results, and instructions

D. All of the

above ans: D

14. Which unit can store instructions, data, and intermediate results?

A. Arithmetic Logic Unit

B. Control Unit

C. Storage Unit

D. All of the above

ans:C

15. User communicates with a computer with the help of which devices?

a) Input device

b) Output device

c) Software device

d) Both a and

b Answer: (d)

16. Which of the following groups are only input devices?

a) Mouse, keyboard, monitor, Joystick

b) Mouse, keyboard, printer, Light pen

c) Mouse, keyboard, Scanner, Joystick, Light pen

d) Mouse, keyboard, Trackball, Touch Screen, Microphone

e) Both c and

d Answer: (e)

17. Which of the following is not a pointing device?

a) Mouse

b) Joystick

c) Light pen

d) Digitizer

Answer:

(d)

18. The number of function keys in a keyboard is

(a) 14

(b) 12

(c) 13

(d) 15

Answer: (c)

19. Ctrl, Shift, and Alt are known as___________keys.

(a) function

(b) modifier

(c) alphanumeric

(d) adjustment

Answer: (b)

20.Mouse is

(a) pointing and drop device

(b) cursor-control device

(c) monitoring device

(d) Both a and

b Answer: (d)

These devices provide a means of communication between a computer and outer

world.
a) I/O
b) Storage
c) Compact
d) Drivers

Which of the following is not a point-and-draw device?

a) Keypad
b) Trackball
c) Touch screen
d) Mouse

6. A device used for video games, flight simulators, training simulators and for
controlling industrial robots.
a) Mouse
b) Light pen
c) Joystick
d) Keyboard
The unattended interactive information systems such as automatic teller machine
or ATM is called as
a) Kiosks
b) Sioks
c) Cianto
d) Kiaks
Which are the input devices that enable direct data entry into a computer system
from source documents?
a) Data Scanning devices
b) Data retrieving devices
c) Data acquiring devices
d) System Access devices
View
9. Which of the following is a type of image scanner?
Answer
a) Flat-held
b) Hand-led
c) Flat-bed
d) Compact

Which of the following is capable of recognizing a pre-specified type of mark by

pencil or pen?
a) OMR
b) Winchester
c) Bar code reader
d) Image Scanner

5 mark

1.explain about input devices

2.explain about moniter and printer

3. discuss aabout hardware of computers

4. write down any 2 type of programming

languages 10 mark

1. disscuss about CPU

2. explian ouput devices of computer

3.write down memory unit of computer

4.write short notes on operating system

 UNIT-II

WORD PROCESSING
 Word Processing refers to the act of using a computer to create, edit, save and print
documents. In order to perform word processing, specialized software (known as a
Word Processor) is needed.
 One example of a Word Processor is Microsoft Word, but other word
processing applications are also widely used.
 Examples include: Microsoft Works Word Processor, Open Office Writer, Word
Perfect and Google Drive Document..
Open a Saved Document (File) in Microsoft Word
 While you are creating a document, it is often important to save it for future use.
 The saved document now becomes a file. A file is a complete, named collection
of information, such as a user-created document.
 It is the basic unit of storage that enables a computer to distinguish one set of
information from another. It is a collection of data that a user can retrieve,
change, delete, save, or send to an output device, such as a printer or e-mail
program.
 From the foregoing explanation, you realize that a saved document can be
retrieved, viewed and reused. Here are the steps involved in opening/retrieving a
saved document/file in Word environment.

 On the Menu bar, click File, and then click Open. The Open dialog box appears.
 In the Look in list, click the drive or folder that contains the file you want to open.
 Click the file.
 You'll see a preview of the selected file in the Preview box.
 Click Open.

Open a File as Copy in Microsoft Word

 This feature allows you to open a copy of a document which you can edit and
save, without such changes altering the content of the original file.
 When you open a file as a copy, a duplicate of the file is created in the older
that contains the original file.
 You can, however, save the copy you opened in a different location (drive and
folder) and with a different filename, using the Save As command in the File menu.

 Use this method if you want to work on a file of which you do not want the new
changes to reflect on the original document.

Steps:

 On the Menu bar, click File and then click Open. The Open dialog box appears.
 In the Look in list, double-click the drive or folder that contains the file you want
to open.
 Select the file whose copy you want to open.
 Click the drop-down arrow next to the Open button to display a drop down list.
 From the drop-down list, click Open as Copy.

A copy of the selected document now opens.

  Now see the title bar of the document. You'll find that Word has automatically
named the document Copy (1) of ***.
 The asterisks represent the filename of the original document.
 If you save the document, using the Save command, after making necessary changes
to it, the changes are saved into the document with the default name - Copy (1) of ***.

 To save the document with a different filename, you must use the Save As command
on the File menu.

Open a File in Read-Only Mode in Microsoft Word

 Opening a file in read-only helps protect a sensitive file from inadvertent change. A
stray character coming into an important document that has been proof-read and is ready
for publishing can ruin the quality of the entire work.
 If you need to review an already proof-read document but with no intention to make
further changes to it, I suggest you use the Open Read-Only option of opening a
document.
 This can help save you of costly/embarrassing mistakes.

 In other words, opening a document in Read-Only prevents new changes that are
either purposely or mistakenly made to the content or structure of the file from
reflecting on the last saved version (i.e. how it was before you opened it) of the file.
 It simply allows a user to open a file to be read or copied, but not changed and
then saved.

 If you attempt to re-save/save changes to a document you opened in Read-Only, Word

will immediately display the Save As dialog box, enabling you to re-save the
document, together with whatever changes you have made to it, with a
different filename or location. This way, the original document is protected, unchanged
and unaffected.

To open a document in Read-Only in Word:

 In Word window, click File, and then click Open.

 The Open dialog box appears.
 In the Look in list, double-click the drive or folder that contains the file you want
to open in read-only.
 Select the desired file.
 Click the drop-down arrow next to the Open button, and then choose Open Read-Only.


Save a Document in Microsoft Word

 As you create a document, you will need to store it for future reference or use.

 In Word, you to save your documents in various ways. You can save all
open documents at the same time.
 You can also save a copy of the active document with a different name or in a
different location.
 If you share documents with people who use previous versions of Word, and you want
to be sure the documents look the same when they're opened in the earlier versions,
you can turn off features that are not part of that version.

To save a document:

 Open the File menu and click Save. The Save As dialog box appears.
 In the File name box, enter a desired name for the document.
 To save the document in a folder or a drive other than the default, click the drop-
down arrow in the Save in box, and then choose the desired folder or drive.
 To save the document in a new folder within the current drive, click the Create New
Folder button on the toolbar within the Save As dialog box, directly below the title
bar of the Save As dialog box.
 Click Save.

 The document is now stored with the name and in the location you specified, and up to
the very point (i.e. only the amount of text or objects contained in the document)
before you used the Save command.

 As you make changes to the last saved version of the document (i.e. as you type in
more characters or insert objects), you will need to use the Save command often to
keep updating the saved document.

 You can save time by clicking the Save button on the Standard toolbar or
by pressing Ctrl and S keys simultaneously on the keyboard.
 Use the Save button on the Standard toolbar to save your document for the first time,
or to save changes to an already saved document, in the same location and with the
same filename.

 Use the Save As command on the File menu to save the current document in a
different location, or with a different name, or in a different document format, or to
assign a password to the document. The Save As command always displays the Save
As dialog box, where you can do one or combination of these.
  For a comprehensive list of all keyboard shortcuts in Microsoft Word, click here, and
for a detailed list and explanation of the purposes of toolbar buttons in Word, click here

Save a File/Document to another Format in Word

 You can save a Word document in a format that makes it possible to access or edit
in other/earlier versions of Word or in other word processors such as WordPerfect.
 When you save your work in Word, it is stored in the default document format of
the particular version of Word you are using.
 The file name of the saved document is automatically followed by a .doc extension.
To be able to share documents with people who use other word processors or who use
versions of Word that have a different file format, you will have to save documents in
file formats that such word processors or other versions of Word can understand/read.
 For example, you can open a document created in WordPerfect, make changes to
it in Word, and then save it in either Word or WordPerfect format.

Steps to save a file to another format in Microsoft Word:

 On the File menu, click Save As.
 In the File name box, enter a new name for the file.
 Click the Save as type list, and then click the file format that you want the file saved in.
 Click Save.

Save Files Automatically When I Work

 Word is equipped with an automatic saving function that ensures that a
document containing important data is automatically saved at regular intervals.
 It does so by making an automatic document recovery file at the default interval or the
interval you pre-assigned. Sometimes you are unable to save important changes to
your document because your computer suddenly stops responding or you lose power
unexpectedly.
 When this happens, Word opens an AutoRecovery file the next time you start Word so
that you can open it to recover most of the changes unsaved to the original document.
 Note that it is still your absolute responsibility to update your document constantly
by using the Save command. AutoRecover is not a replacement for the Save
command.
 Also, if you choose not to save the recovery file after opening it, the file is deleted
and your unsaved changes are lost. If, however, you save the recovery file, it replaces
the original file (unless you specify a new name or directory).
To set up the interval for automatic saving of file when you work
 On the Tools menu, click Options, and then click the Save tab in the Options dialog
box that appears.
 Select the Save AutoRecover info every check box.
 In the minutes spin box, enter the interval for how often you want to save files.
  Note that the more frequently your files are saved, the more information you will be
able to recover on the event of computer crash/hang, power failure or file damage.
 In other words, the smaller the value you enter in the minutes box, the more
frequently your files will be saved and the more information you will be able to recover
if the dreaded happens.
 Click Ok to save your settings and close the dialog box

Speed Up Saving a File

 Word is also equipped with a feature for speeding up saving
by recording only the changes in a document.
 When you save changes to your document in Word, Word invariably overwrites the last
saved version of the file and then re-save the entire document. In other words, it simply
re-saves the entire document from scratch.
 If the document you are working on has grown rather long, or maybe you are saving in
a removable disk or floppy, you'll notice a slight delay while saving changes to the file.
 So, speeding up saving a file can be handy in helping you reduce such delays.
 When you finish working in the document, you can then perform a full save of
the complete document.

Steps:
 On the Tools menu, click Options, and then click the Save tab, in the Options
dialog box that appears.
 Select the Allow fast saves check box, and then click OK.
 Continue working on the document but make sure you save the new changes
you make to the document as often as possible.
 To perform a full save of the document, clear the Allow fast saves check box
in the Options dialog box, and then save the document.
 The document is now saved fully, having cleared the Allow fast saves check box.

Close a Document
 When you are through working in a document, you need to close it.
 This will help prevent unintended changes from being made to it, and also to free
the computer working memory [Random Access Memory (RAM)] some space.
 Note, however, that closing a document means simply closing the active
document (using the Close command or alternatives), without actually quitting the
entire Word window.
 There are several ways of closing a document in Word. These methods use:
 The File menu
 The Close Window button on the menu bar
 Shortcut keys
Closing a Document Using the File Menu
  From the Menu bar, choose File.
 From the File menu, click Close.
 This operation will close the active document, leaving the Word window Grey, ( if
you have no other document running in Word) and the Title bar displays only the
program name, but no program name.
 If you have not saved the recent changes you made to the document, Microsoft Word
or the Office Assistant (if you have been using the Word Help or the Assistant has been
on screen) will display a message box, asking whether you want to save the changes to
the document.
 Click Yes, to save the new changes, click No, to discard the recent changes, or
click Cancel, to abort the close operation and continue working in the
document.

Close a Document Using the Close Window Button on the Menu Bar

 Simply click the Close Window (X) button to the extreme right of the Menu bar.
 The active document will be closed, leaving the Word program still running. Word
or the Office Assistant will prompt you to save your document, if you have unsaved
changes in the document.

Close a Document Using Shortcut Keys

 To close the current document without exiting Word, you can use any of the
following shortcut keys, if you are a keyboard fan:
 Press Ctrl and F4 keys simultaneously on the keyboard (Ctrl + F4).
 OR
 Press Ctrl and W keys simultaneously on the keyboard (Ctrl + W).

Exit Word
 Exit is a command on the File menu used for quitting the Microsoft Word
application when you are through working in your document.
 When you exit Word, the open document is also closed. Microsoft Word or the Office
Assistant (if the Assistant has been active on screen, or you have been using Word Help)
will display a message box or balloon, prompting you to save any unsaved changes to
the document before exiting.
 Click Yes, to save the documenbefore exiting Word; or click No, to exit Word
without saving the document or the changes you've made to it; or click Cancel, to
terminate executing the Exit command and continue using Word.

There are several ways of exiting/quitting the Word application. The methods use:
  The File menu
 The Close button on the title bar
 The Context menu
 The System menu
 Shortcut keys
Quitting Word Using the File Menu
 The Exit option on the File menu is the command used for exiting the Word application.
 You have learned that the Close command on the File menu closes the only
active document, leaving the Word program running still.
To exit Word using the File menu,
 On the Menu bar, click File.
 From the File menu, click Exit.
 The program (together with the running document) will then quit, but you will be
prompted to save the document if unsaved changes exist in it. Choose Yes to save
document, No to discard the changes while Word exits, or Cancel if you change
your mind and want Word to continue running.

Quitting Word Using the Close Button on the Title Bar

 This is perhaps the fastest method of exiting Word using the mouse.
 It involves clicking the Close button, which you can find in all Windows applications
on the right-hand side of the title bar.
 The Close is equally available on the title bar of the Word window.
To exit Word using this method, simply click the Close button
once.
 Word will then quit, but you will have to choose whether or not to save changes to
the document, if necessary, in the message box or balloon that may appear.

Quitting Word Using the Context Menu

 The context menu is the shortcut menu that pops up when you click the right
mouse button on a space or on a window element.
To exit Word using the context menu,
 Right-click the title bar element of the Word screen.
 Click on the Close option.
 OR
 Right-click the Word button on the task bar.
 From the context menu, click Close.
 Choose an appropriate option when you are prompted to save your document,
if necessary.

Quitting Word Using the System Menu

  An even fast way of exiting Word is by using the control menu box. All Windows
applications always come with a logo (icon), which is usually displayed on the
extreme left-hand side of the title bar.
 This is the System menu.
 The System menu of the Word program is the blue "W" icon enclosed in a blue frame at
the left-hand side of the title bar of the Word interface.

To exit Word using this method,

 Simply double-click the System menu (the Word icon).
 OR
 Click the System menu once.
 Click the Close option on the menu that appears.
 If unsaved changes exist in the document, you will be prompted to save your
document before the application finally exits. Click an appropriate option.

Quitting Word Using Shortcut Keys

 For keyboard fans, who'd rather issue commands from the keyboard, here are
the combination of keyboard keys you can use to exit Word.

Press Alt and F4 keys simultaneously (Alt + F4).

OR
Press Alt, F and then X keys, one after the other (Alt + F + X).
OR
Press Alt, Spacebar and then click Close from the menu that appears, or
simply press X when the menu appears.
FILE MENU OPERATIONS
The File menu in an application is used to open, save and close a document or image.
It is also used to print the contents of the current open document or image, as well as to exit the
program. To display the File menu, hold the Alt key down and press F
  The file menu is one of the most important and is of significant value in any file and
is mostly present at the left side in the toolbar.
 It consists of options like Home, New, Open, Save, Save As, Print and Exit.
 The file menu helps you control and access all the information and other functions of
the document you are working on.
 It can be seen right at the starting of the toolbar.
 The Save and Save As option are the most important functions in the file menu on the
toolbar. They both are mainly used to prevent data loss from the document sheet before
you end the program, whereas, the Save As option in the file menu helps you create a
space in any folder or any new location, save a file as a new existing file under a
specific name.
Both Save and Save As options allow you to save your data either in the existing sheet or
by allowing you to save changes and create a new sheet
the previously saved file, whereas Save As aims to create a new folder or save an existing file to
a new location with the same name or a different title.

 Different ways to Access Save and Save as from the File Menu Option 1-
Manually select the Save Option
 Select the file option File menu appears Select save option
 Save as menu box appears
 Browse the location where you want to save your file Select any folder (if applicable)

EDITING THE TEXT

 Follow these steps to add, replace, and format text in Word. Add text
 Place the cursor where you want to add the text. Start typing.
 Replace text
 Select the text you want to replace.
 To select a single word, double-click it. To select a line, click to the left of it.
 Start typing.

FORMAT TEXT
Select the text you want to format.
from the pop up toolbar or the Home tab, select an option to change the Font, Font Size, Font
Color, or make the text bold, italics, or underline.
Purpose of Formatting Toolbar
 The Formatting Toolbar is designed to enhance the overall user experience by
providing a fast and intuitive way to format text and graphics.
 The purpose of the Formatting Toolbar is to provide quick and easy access to various
formatting options for text or graphics in word processing or graphic design software. It
streamlines the formatting process, allowing users to apply specific styles and
formatting to their documents or designs with just a few clicks.
 The Formatting Toolbar saves time and effort compared to searching through menus
or memorizing keyboard shortcuts, making it convenient for users of all skill levels.
Additionally, the Formatting Toolbar can be customized to include only the user
frequently uses options, making it even more efficient.

Standard formatting options and how to use them

The standard formatting options available in the Formatting Toolbar vary depending on
the software being usedbut typically include the following:

Change the bullet to a symbol

1. Select the text or bulleted list you want to change.

2. On the Home tab, in the Paragraph group, click the arrow next to Bulleted List ,
and then click Define New Bullet.
3. Click Symbol and then click the symbol you want to use.
4. Click OK.

Change a bullet to a picture

1. Select the text or bulleted list you want to change.

2. On the Home tab, in the Paragraph group, click the arrow next to Bulleted List ,
and then click Define New Bullet.
3. Click Picture and then browse for your picture from a file or Bing Image Search.
4. Click Insert.
5. Review what the picture bullets will look like and click OK to add it or change the picture
by repeating steps 3-5.

Change the bullet font

1. Select the text or bulleted list you want to change.

2. On the Home tab, in the Paragraph group, click the arrow next to Bulleted List ,
and then click Define New Bullet.
3. Click Font and then change the font properties to be used for the bullet. You can choose
settings on the Font tab or Advanced tab:

Tab Description
Font tab Change the bullet font, style, size, color, underline style, underline color, and cts.
effe
Advanced tab Change the bullet font character spacing and OpenType features.

Change the bullet alignment

1. Select the text or bulleted list you want to change.

2. On the Home tab, in the Paragraph group, click the arrow next to Bulleted List ,
and then click Define New Bullet.
3. Under alignment, choose Left, Centered, or Right.
4. Click OK.
SPELL CHECKER
 Everyday in business or in other fields there are lots of information or
documentation files that are required to store for future use.
 For anyone, it is very difficult to store that information for a long time.
 Earlier letters, office files, documents, projects, and information are stored in a form
of registrar, file, or by paperwork but finding it may be difficult for us.
 It takes a lot of time.
 To resolve this issue Microsoft brings software called MS Word.
Word is a software tool that allows users to create documents like articles, letters, projects files
very easily.
It has various features like editing and formatting, graphics, designs, fonts styles, printing

documents, etc.

What is Spell Checker in MS Word?

 Microsoft Word has a special feature called spell check that allows you to check
spelling and grammatical mistakes that you made in the document.
 Basically spell check is a software tool that identifies the misspelled words present in
the document.
 It also allows you to search a particular word in the document that you know
you’ve misspelled in the whole document.

 In Microsoft Word documents, Word’s spell check function is set to automatically

check your spelling while you type.
 Errors in your document will have color-coded underlines reflecting your choices, like
red for spelling errors, green for grammar errors, and blue for contextual spelling errors.
Steps to enable Spell Checker in MS Word
Step 1: On the navigation menu bar click on the File option.

Step 2: Next click on the option button as shown in the figure:

Step 3: A word option dialog box will appear on the screen.

Step 4: Now select the Proofing option from the left menu as shown in the figure:

Step 5: Check all boxes as shown in the figure:

Step 6: Next click on the OK button.

Finally, Spell Check is enabled in MS Word.

DOCUMENTS FORMATTING:

 Line spacing refers to the amount of space between lines of text, and you can
adjust it to create more or less white space in your document.
 Indents create a visual hierarchy by shifting the first line of a paragraph to the
right or left, creating a margin within the text.
 Line breaks, also known as complex returns, are used to create a new line of text,
and you can adjust the spacing before and after them to create more or less white
space.
 Bulleted and Numbered Lists
  Bullets and numbers are used to make a list more presentable and readable.
A bulleted list attracts more than a simple list.
 Word offers you various styles of bullets and numbers.
 The steps to create bulleted lists are given below;
 Select the text you want to convert to bulleted or numbered list
 Select the Home tab
 In Paragraph group click the Bullets or Numbering command It displays Bullets
or Numbering menu
 With a left click select the desired Bullet or Numbering style
 To increase the list place the cursor at the end of list and press Enter key

 By dividing material into parts and giving them headers, emphasising essential phrases
or concepts using bold, italics, or lists, and generating a strong first impression,
formatting also increases the reader's accessibility to the content (professional look and
feel, appropriate font choice for the document type).
 Word documents may be made legible and presentable by formatting them. The
formatting options in Microsoft Word include the Format menu and Formatting toolbar.
 Three different character formatting options are available in Word documents:
individual character forms, which include font, font size, bold, italic, underlining,
strikethrough, subscript, and superscript formatting options, as well as font colour and
highlight colour. CHARACTER FORMATTING
 Character formatting in MS Word is the term for formatting you apply to text. You may
apply three different character formatting styles in Word documents: Font, font size,
bold, italic, underline, strikethrough, subscript, superscript, font colour, and highlight
colour in individual character formats.
 To apply character formatting in MS Word, the following should be used: The
document's text should be selected.
  To access the Font dialogue box, select Format Font.
 Choose the necessary font from the Font list to change the font.
 Choose the necessary font style from the Font style list to alter the font style. Choose
the appropriate font size from the Size list to alter the font size.
 Choose the desired font colour from the Font colour drop-down list to alter the font colour.
 Choose the necessary underline style from the Underline style drop-down list to
determine the underlining style.
 Choose the necessary underline colour from the Underline colour drop-down list
to determine the underline colour.
 Select the check box for the specific effect, such as shadow from the Effects section, if
you wish to apply it to the text.
 Click the Preview area to see the text preview.

TEXT HIGHLIGHTING
 A highlight feature is included in Microsoft Word and allows highlighting text. To
make crucial content in the paper easier to discover, highlight relevant passages.

The following actions must be taken to highlight the text:

 Decide which text should be highlighted.

 On the formatting toolbar, click the Highlight list.
 Decide whatever colour you wish to use to emphasise the text. Text Highlighting

PARAGRAPH FORMATTING

 Formatting Text alignment, margin adjustments, and line spacing are all a part
of paragraph formatting.
 If formatting needs to be applied to more than one paragraph, at least one
character should be chosen from each paragraph.
 The following steps should be taken to apply paragraph formatting:
 Choose the paragraph(s) to which formatting needs to be applied.
 The paragraph dialogue box will appear when you choose Format -> Paragraph, as
seen in the following figure.
 Choose the alignment of the paragraph in the General section's Alignment drop-down
menu.
 Set the left, right, and special indents in the indentation section using the
drop- downmenus for left, right, and special.
 Set the space before and after the paragraph in the Spacing section using the drop-down
menus for before and after.
 Selecting a number from the Line spacing drop-down list will determine how
many spaces between each line.
  To apply the formatting, click OK.
PARAGRAPH ALIGNMENT
 MS-Word is a word processing application that provides many powerful tools,
these tools provide a great advantage to the user.
 It is used to create documents like letters, articles, etc. MS-Word is an interactive
and very user-friendly application. It has been developed by Microsoft Corporation
Ltd.

TEXT ALIGNMENTS
 This is one of the features provided by MS-Word to its user.
 This feature is used by the user to align text or paragraphs so that it gives a good look
or a kind of systematic look.
 There are 4 types of text alignments which are left-aligned, center-aligned, right-
aligned, and justified. (All 4 are shown in the below image.

LEFT-ALIGNED TEXT
 A paragraph or a text is left-aligned when that paragraph or text is aligned evenly
along the left margin of the page in MS-Word.
 Now, we will learn step by step with the help of a diagram to make a paragraph text
left- aligned.
Step 1: First open MS-Word on your PC.
Step 2: Now, Open the document or create a new one in which you want to perform
this operation.
Step 3: Now, select the paragraph text which you want to make Left-aligned.

Step 4: Now, go to the “Home” tab and click on that. (As shown in the below image)

Step 5: Now, go to the “Paragraph” section in the “Home” tab and click on the Left-
Align text button

Step 6: The paragraph text is aligned to left successfully.

INDENT PARAGRAPHS
 Microsoft provides us with some powerful office-related tools which provide us
functionality to resolve all needs related to documents, spreadsheet PowerPoint,
and much more.
 The whole package of these is collectively known as MS OFFICE or Microsoft
Office. In this article, we will only be discussing about one application from the MS
Office package, i.e, MS Word.
 Microsoft Word is a very powerful word processor(It is a device or computer program
that provides input, editing, formatting, and output of text, often with some additional
features.) which that allows users to create any text-related document. MS Word
offers its user some unique features
 allow users, most primarily recognized to perform certain tasks such as: It allows
users to choose from numerous fonts.
 It allows the user to change the font color and the background.
 It also provides tools for highlighting important information. Grammar, spelling
check, searching for words, and word count in the document.
 It comes with a built-in dictionary.
 Since Microsoft Word 2010, it comes with features to provide user to insert
images, sound files into the document.
 It also provides its user with beautiful page formatting. It is achieved through
functionality and one of it is Paragraph Indenting. Paragraph Indenting is a function that
allows you to position your lines in paragraphs further from the margins of the
document in the formatting area of the document.
 There are three ways to achieve paragraph indenting in MS
WORD. Method 1:

Step 1: Select the paragraph by click on the right cursor at the start and click on the left
 cursor and start selecting all the lines in the paragraph.

Step 2: Then click on the symbol as shown in the picture above, in the Paragraph
section of the Home tab.

Method 2:

Step 1: Click on the arrow on the bottom right corner of the paragraph section of the Home tab
to access paragraph settings, as shown in the figure above to enter space formatting manually
or to perform manual indentation of the paragraph.

Step 2: A paragraph settings window pops up as shown in the figure above. Now select the
Indents and Spacing tab and under the indentation section, enter the about of spacing you
would like to provide in terms of centimeters to the paragraph.

Step 3: A Preview pane at the end displays how the formatting looks in the document.
Then after being satisfied with the desired indentation, one has to click the OK button to
save the paragraph settings
HEADER AND FOOTER

 Microsoft Word or MS Word (officially called word) is a graphical word

processing program by Microsoft Corporation.
 The purpose of MS Word is to permit the users to type and save documents. Same
to other word processors, it has various helpful tools to make documents.
 Sometimes the data you include in your document is best displayed in columns.
 Not only can columns help improve readability, but some varieties of documents—
like newspaper articles, newsletters, and flyers—are often written in column format.
 Word also allows you to regulate your columns by adding column breaks.

Adding Headers and Footers

 Headersand footers will help keep long documents organized and make them easier
to read.
 Text entered within the header or footer will appear on each page of the document.
Let us see a demonstration.

Step 1. Click on the Insert menu.

Step 2. Go under the Header & Footer column.

Step 3. Click on the Header and choose any of the following options in the drop-down menu.
  The Design tab will appear on the Ribbon, and thus the header or footer will appear
within the document.
 Here you can place Date & Time, Picture Clip, Page number Art and other desired
information.
 When you have finished editing, click Close Header and Footer within the Design tab, or
hit the Esc key

Define a new number format

1. Select the text or numbered list you want to change.

2. On the Home tab, in the Paragraph group, click the arrow next to Numbered List
, and then click Define New Number Format.
3. To change the style, click the down arrow next to Number style and choose numbers,
letters, or another chronological format.
4. To change the font size, style, and color, click Font and choose a setting on the Font tab
or Advanced tab:.

Tab Description
Font tab Change the bullet font, style, size, color, underline style, underline color, and ffect
e s
Advanced tab Change the bullet font character spacing and OpenType features.
5. To append the numbering with a dash, parentheses, or another value, enter it in
the Number format field.
6. To change the number alignment, choose Left, Centered, or Right under Alignment.
7. Click OK.

Define a new multilevel list

1. Select the text or numbered list you want to change.

2. On the Home tab, in the Paragraph group, click the arrow next to Multilevel List ,
and then click Define New Multilevel List.
3. Expand the Multilevel list dialog box by clicking More in the lower left corner.
4. Choose the list level to modify by selecting it in the list. 1 is selected by default.
5. Choose where you would like to apply your changes by clicking Whole list, This point
forward, or Current paragraph.
6. To use an existing style in Word for each level in the list, choose a style under Link level to
style.
7. Choose the number to show in the gallery. Level 1 is shown by default.
8. Give the multilevel list a name in the ListNum field list name. This name will
appear wherever you see the Listnum field.
9. To append the numbered list with a dash, parentheses, or another value, enter it in
the Number format field.
10. To change the font size, style, and color, click Font and choose a setting on the Font tab
or Advanced tab:.

Tab Description
Font tab Change the bullet font, style, size, color, underline style, underline color, and ffec
e t
Advanced tab Change the bullet font character spacing and OpenType features.

11. To change the style, click the down arrow next to Number style and choose numbers,
letters, or another chronological format. Specify a level number to include this from.
12. Choose the number to start the list at. The default value is 1. To restart numbering after a
specific level, select the Restart List After check box and choose a level in the list.
13. Select Legal Style Numbering to enforce a legal style on the multilevel list.
14. To change the number alignment, choose Left, Centered, or Right under Alignment
15. Specify a value for where to start the alignment and a value for the text indent.
16. To apply these values to the entire list, choose Set for All Levels.
17. Enter a value for what should follow each number, Tab character, Space, or Nothing.
Check Add tab stop at and enter a value.
18. Click OK.

Define a new list style

1. Select the text or numbered list you want to change.

2. On the Home tab, in the Paragraph group, click the arrow next to Multilevel List
, and then click Define New List Style.
3. Specify a name for your new list style.
4. Choose the number to start the list at. The default value is 1.
5. Choose a level in the list to apply your formatting.
6. Specify the font face, size, and color for the list style.
7. Change the down arrow to change the style of the numbered list or bulleted list.
8. Choose a symbol for the list.
9. Choose an image for the list.
10. Choose to move the indent to the left or the right.
11. Choose to apply these changes to Only in this document or New documents based on
this template.
12. To change more formatting settings, click Format and choose Font, Numbering,
Text effects, and so forth.
13. Click OK.

Turn off automatic numbering for lists

1. Select File, and then from the left pane, select Options.
2. In the Word Options dialog, in the left pane, select Proofing.
3. In the right pane, under AutoCorrect options, select AutoCorrect Options.
4. Select the AutoFormat As You Type tab.

PRINTING DOCUMENTS

Once you’ve created your document, you may work to print it to view
and share your work offline. It’s easy to preview and print a document in
Word using the Print pane. To access the Print pane:

1. Select the File tab,Backstage view will appear.

2. Select Print. The Print pane will appear.
3. Examine the print preview on the right side of the screen to ensure the
 document appears correct.
4. Select the correct printer by clicking the Printer list arrow and selecting
it from the list.
5. Adjust the printer settings using the options below the printer.
6. Set the number of copies in the Copies text field.
7. Click Print.
The document is sent to the printer. Press Ctrl + P.

The following steps will help you print your Microsoft Word document.

Step 1 − Open the document for which you want to see the preview. Next click the File tab
followed by the Print option which will display a preview of the document in the right column.
You can scroll up or scroll down your document to walk through the document using given
Scrollbar. The middle column gives various options to be set before you send your document to
the printer.

Step 2 − You can set various other printing options available. Select from among the following
options, depending on your preferences.
  Print Settings

Print Print the whole document, a certain page range, a

Range single section, or just even or odd pages.

Print One Print the document one sided, enable a printer’s two
Sided/ Both sided printing function.
Sided
Collate Collating prints multiple copies of the document all the
way through (1,2,3,1,2,3), while printing uncollated
prints multiple copies of each page together.

Orientation Select Portrait or Landscape

Page Size Select the size of paper you’re printing on.

Page Margins Adjust the margins between the edge of the page and
the text.

Pages Per Arrange multiple pages on a single sheet.

Sheet

1. Mm ile > Print > Print ,.

Keyboard shortcut Press Ctrl+P.

Set printing options

Do one or more of the following:

1. Click the worksheet or select the worksheets that you want to preview.
2. Click File > Print.
3. To change the printer, click the drop-down box under Printer, and select the
printer that you want.
4. To make page setup changes, including changing page orientation, paper size,
and page margins, click Properties.

Print all or part of the worksheet

1. To print the active sheet or sheets, or the whole workbook, in the Print dialog box,
select from Selection, Active Sheet(s), Entire workbook, or Table.
2. Click Print.

Note: If a worksheet has a defined print area, Excel prints only that area. If
you don't want to print only the defined print area, click Ignore print area.
 Step 3 − Once you are done with your setting, click on the Print button which will send

your document to the printer for final printing.

WORD OPTIONS

Options is where you can view and update settings for Word, your documents, your
personal information and your preferences. General options lets you change user interface,
personalization, and startup settings for your copy of Word and documents.

To see general options for working with Word, click File > Options > General.
 MAIL MERGE

 Mail merge is used to create multiple documents at once these.

 These document have identical layout, formatting, text & graphics.
 The documents word can create with mail merge include Bulk labels, letters,
envelopes & mails.
 Six steps to completing mail-merge.

 How to Merge Word Documents With Microsoft Word Open the first Word document
— a blank one works too.
 Click “Insert” and then “Object,” which might be hidden under “Text.” Select
“Text from file.”
 Choose your files, then click “Insert.”

1. Select document type

The first step is to select what word calls a document type in mail merge task
 pane. What kind of mail merge you want to undertake?

2. Select a starting document

The address or other data you retrieve will land in the document you choose or
create now.

3. Select recipients
You can retrieve the data from a table in a word document, an access
database table or contact list where you store your address. You can also
create a new list for the data.

1. Write/arrange your document.

Now you are ready to write your letter. When it's printed, each copy of
the letter will basically be the same, except the recipient data—like
the name and address—will be different on each one. You'll need to
add placeholders for the recipient data so Mail Merge knows exactly
where to add the data. If you are using Mail Merge with an existing letter,
make
 sure the file is open.
To insert recipient
data:
 Place the insertion point in the document where you want
the information to appear.
 Select Address block, Greeting line, Electronic
postage, or More items from the task pane.
 Depending on your selection, a dialog box may appear
with various options. Select the desired options, then click
OK.
 A placeholder appears in your document.

1. Preview your document

Preview the letters to make sure information from the recipient list appears
correctly in the letter. You can use the left and right scroll arrows to view
each document.
 2.Complete mail merge
Save the mail merge in a new document. Click Print to print the
letters. The Merge to Printer dialog box opens. Click All, then click
OK.
The Print dialog box will appear. Adjust the print settings if needed,
then click OK.

1 mark
1.Microsoft word is software.
Application
Compiler
System
Programming Answer: A
2.Which is not in MS
Word? Italic
Magic tool
Font
Bold Answer (B)
3. cannot be used to work in MS
Office. Joystick
Scanner
Light Pen
Mouse Answer (A)

4. Which is not an edition of MS

Word? MS Word 2003
MS Word 2007
MS Word 2010
MS Word 1020 Answer (D)
5. The works with the standard Copy and Paste commands.
View tab
Paragraph dialog
box Office
Clipboard
All of these Answer (C)

6. What is the blank space outside the printing area on a

page? Clipart
Margins
Header
Footer Answer (B)

7. Which of the following is an example of page

orientation? Landscape
Subscript
Superscript
A4 Answer (A)

8. Formatting is performed onTextTo exit from the Resume Wizard and return to the
document window without creating a resume, click thebutton in any panel in the Resume
Wizard dialog box.
Cancel
Back
Next
Finish Answer (D)

9. What are inserted as cross-reference in

Word? Placeholders
Bookmarks
Objects
Word fields Answer (D)

10. Select all the text in MS Word document

by Ctrl +S
Ctrl + 1
Ctrl + A
Ctrl + V Answer (B)

11. Which bar shows the current position as far as the text
goes? Title iS a part of a MS Word document.
Quick access
toolbar Start Menu
button
Home panel
View option Answer (D)

12. The name of a word document displays in

. Ribbon
Title bar
Status bar
Home tab Answer (D)

13. Each line represents how many letters in

WordStar? 20
35
65
75 Answer (C)

14. Which of the following are word processing

software? WordPerfect
Wordpad
MS Word
All of above Answer (D)

15. Which file starts with MS

Word? Winword.exe
Word.exe
Msword.exe
Word356.exe Answer (A)

16.Ctrl + N is used to
Save the Document
Open the Document
Create a New
Document Close the
Document

17.A word processor would most likely be used to a.Keep an account of money
spent b.Do a computer search in media center c.Maintain an inventory
d.Type a biography Answer (D)

18What is gutter margin?

a.Margin that is added to the left margin when printing
b.Margin that is added to the right margin when
printing
c.Margin that is added to the binding side of the page when printing
d.Margin that is added to the outside of the page when printing Answer
(C)
19. Which can be used for quick access to commonly used commands and tools? a.Status
bar b.Toolbarc.Menu bar d.Title bar Answer (B)
ble
Menu
Both (a) and (b) Answer (D)

20. Which of the following software is used for making a

resume? MS Excel
MS Word
Dev C
Java Answer (B)

21. Pressto open the help window in the MS Word

document. F1
F2
F9
F11 Answer (A)

22. The ability to combine name and addresses with a standard document is
called a.Document formatting
b.Database management
C.Mail merge
d.Form letters Answer (C)

23. Which enables us to send the same letter to different people?

Macros
b.Templatec
Mailmerged.N
None of above Answer (C)

5 MARK

1.Explain About Editing Text?

2.Discuss About Bulleting
And
3.Write Short Notes On Spell Checker?
4.Explain About Headers And Footers

10 MARK

1. Discuss About File Menu Operations?

2. Explain About Priniting Documents With Preview,Merge?
3. Write Short Notes On Document Formattimg And Paragraph Allignment? 4.Explain
About Editing Text And Tools Formatting?
 UNIT-III
 A Spreadsheet is a computer application that is designed to add, display,
analyze, organize, and manipulate data arranged in rows and columns.
 It is the most popular application for accounting, analytics, data presentation, etc. In
other words, spreadsheets are scalable grid-based files that areused to organize data and
perform calculations. People all across the world use spreadsheets to create tables for
personal and business usage.

 You can also use the tool’s features and formulas to help you make sense
of your data.What is an Excel SpreadSheet?
 A collection of spreadsheets is known as a workbook. Every Excel file is called a
workbook. Everytime you start a new project in Excel, you’ll need to create a
new workbook.

 There are several methods for getting started with an Excel workbook. To create a new
worksheetor access an existing one, you can either start from scratch or utilize a pre-
designed template. A single Excel worksheet is a tabular spreadsheet that consists of a
matrix of rectangular cells grouped in rows and columns. It has a total of 1,048,576
rows and 16,384 columns, resulting in 17,179,869,184 cells on a single page of a
Microsoft Excel spreadsheet where you may write, modify, and manage your data.

In the same way as a file or a book is made up of one or more worksheets that contain various
types of related data, an Excel workbook is made up of one or more worksheets. You can also
create and save an endless number of worksheets.
The major purpose is to collect all relevant data in one place but in many categories (worksheet).

Open a Workbook

You can locate a workbook on your computer and simply double-click it to open it, but you
can also open a workbook from within the Excel program.

Click the File tab.

Press Ctrl + O to quickly display the Open tab of the Backstage view.
Select the location where the file is saved.
You can choose from:

Recent: Recent files you've worked on.

Shared with Me: Files others have shared with you on OneDrive or SharePoint
Online. OneDrive: Microsoft's cloud-based storage.
This PC: Browse files on your local computer.

Browse: Opens a dialog box where you can browse through your computer's folders, drives,
and network shares.
Entering data into an Excel worksheet

You can enter either values (numbers and dates) or labels (text) into any cell within the worksheet.

1. Move the cell pointer to the required cell and then type the data. While you type the data you
will notice that it appears both in the worksheet (in the example below, the text appears in cell
A1) and in the Formula Bar.

. Press ENTER to enter the information into the cell. Your cell pointer will move down to the cell
below.

Tip: If you press the ESC key instead of ENTER the data will not be entered into the cell.

Deleting and replacing data

To delete data select the cell containing the data and then press DELETE.

To replace data just type directly over the top of the existing cell contents. The new data will
replace the old.

Using Undo and Redo

There will be times when you enter data only to realise you have made a bit of a mess of things.

Most times you want to back-back to where you were before the mistake was made. If this
happens you can click the fabulous “Undo” button which will undo the last thing you did.

You can actually keep clicking it until you get back to a point where you feel in control again.
And if you go one step to far back, you can click the Redo button to go forward a step again.These
buttons are fabulous and you use them a lot

If you enter data that will not fit the column width it will overlap into the next column. In the
example below the text ‘Travel Expenses’ is entered into cell A1, however it looks as though the
text is included in cells B1. With cell A1 selected we can see in the Formula bar that both words
are indeed in A1.

If you are not using the column into which the text is overlapping you may leave the text as it is.
However, as soon as you place text into a cell that has been overlapped it will look as if your text
has been lost. In the example below, the text ‘Amount ex GST’ has been entered into cell C3.
However the content of cell D3 is hiding part of the content is C3.

Formatting in Excel

 Formatting in Excel means a trick that we can use to modify the data's appearance in
a worksheet.We can format the data in various ways, like we can format the font of
the cells or the table with the help of the styles and format tab present in the Home
tab.

 It's easier than ever to format worksheet (or sheet) data in Excel. There are various
quick and easyways to generate professional-looking worksheets that efficiently
present our data. For example, we can utilize document themes to give our Excel
spreadsheets a consistent design, style to applypredetermined formats, and other
manual formatting capabilities to highlight essential data.

 Microsoft Excel has several features that permit users to customize the way their data is
displayed. And there is a solid reason for it: formatting cells can help bring attention to
essential data or showthe content more properly (such as adding $ to cells which
comprise price values or configure cellsthat represent dates to a standard display of
xx/xx/xxxx).

 Excel formatting is an optional step following data preparation, or all of the data
cleansing, structuring, enriching, and standardizing necessary to prepare the data for
analysis.

 With the help of the formatting, we can present our data correctly; for example,
formatting as datesor currency will provide more value to our data.

Merging and aligning our data is a vital aspect of making our data more readable.
 Formatting our text by increasing the Size, bolding, adding italics, or changing the fonts will
improve the overall appearance of our worksheet.

Using styles (like table styles) can make our data stand out and helps the reader to focus on crucial
portions of the worksheet.
formatting is a useful tool for highlighting crucial portions of our worksheet graphically
or visibly. These are dynamic tools. The Highlighted region changes as our datachanges.

Benefits of Data Formatting in Excel

The following are some of the benefits of Excel data formatting:

 The data appears to be more

presentable. Data formatting saves a
lot of time and effort.
 With the help of the chart, we can analyze the data.

 With the help of the formatting, we can highlight specific data such as profit or loss
in business.How to Format Data in Excel?
Let's have a look at some easy instances of data formatting in Excel. Suppose we have a simple
sales report for a company that looks like this:

Now, in order to format data in Excel, we'll do the following things:

The Font size is larger.

 We make the text of the column

head boldCenter aligning the
data
 We will apply the outline border with the help of the shortcut that is (Alt+H+B+T),

 After selecting the full table (using Ctrl+A), use the shortcut key (Alt+H+O+I)
to adjust thecolumn width.
  To alter the background, use the 'Fill Color' command in the 'Font' group on 'Home'.

 We will use a similar format for the 'Total' row, which is the last row of the table, with
the help ofthe 'Format Painter' command, present in the 'Clipboard' group on the 'Home'
tab.
 the amount gathered is in a currency so, we have to format the same as currency, using
the command available in the 'Number' group which is placed on the 'Home' tab.

 After selecting the cells, that need to be formatted as currency, click the arrow above to
open the'Format cells' dialogue box.

 Select the 'Currency' option and click on 'OK.'

 Now our next task is to generate a label for the report. With the help of the Shapes, we
will makethe report's label.

 If we want to create the shape above from the table, we'll need to add two new rows. To do
so, we have to select the row by 'Shift+Spacebar' and then press 'Ctrl+'+" twice to insert
two rows.

Excel Formulas

Formulas

A formula in Excel is used to do mathematical calculations. Formulas always start with the equal
sign (=) typed in the cell, followed by your calculation.

Formulas can be used for calculations such

as: 1+1

=2*2

=4/2=2

It can also be used to calculate values using cells as

input. Let's have a look at an example.
Type or copy the following values:

Now we want to do a calculation with those

values. Step by step:
Select C1 and type
(=) Left click A1
Type (+)
Left click
A2
 Press enter
Excel is great in this way. It allows you to add values to cells and make you do calculations on
them.

Now, try to change the multiplication (*) to subtraction (-) and dividing (/).
Delete all values in the sheet after you have tried the different
combinations.
Let's add new data for the next example, where we will help the Pokemon trainers to count their
Pokeballs.

Type or copy the following values:

Count the Pokeballs, step by step:

Select cell E2 and type

(=) Left click B2
Type (+)
Left click C2
Left click
D2 Hit enter
Enter a formula

 Formulas are equations that perform calculations on values in your sheet. All formulas
begin withan equal sign (=).
 You can create a simple formula by using constant and calculation operator.
 Forexample, the formula =5+2*3, multiplies two numbers and then adds a number to the
result.

 When you want to refer to variables instead of constants, you can use cell values, for example,
 =A1+A2.
 If you are working with long columns of data, or data that is located in different parts
ofa sheet or on another sheet, you can use a range —for example,
 =SUM(A1:A100)/SUM(B1:B100),
 which represents the division of the sum of the first hundrednumbers in column A by
the sum of those numbers in column B.
 When your formula refers to other cells, any time that you change the data in any of
the cells Excel recalculates the results automatically.

You can also create a formula by using a function, a predefined formula that simplifies entering
calculations.

Parts of a formula
  Equal signs start all formulas.

 Constants, such as numbers or text values, can be entered directly into a formula.

 Operators specify the kind of calculation that the formula performs. For example, the ^
(caret) operator raises a number to a power, and the * (asterisk) operator multiplies numbers.

 Functions are premade formulas that can be used alone, or as part of a longer
formula. Eachfunction has a specific argument syntax.

 Callout 5 Cell values let you to reference an Excel cell, instead of the specific value inside
the cellso that the contents of the cell can change without the function that refers to the
cell having to change.

Enter a formula that contains a function

 In a sheet that contains a range of numbers, click the empty cell where you want the
formula results
 Type an equal sign and a function, for example =MIN. MIN finds the smallest number
in a range ofcells.

 Type an opening parenthesis, select the range of cells that you want to include in
the formula, andthen type a closing parenthesis.

Press RETURN.

In our example, the MIN function returns 11, the smallest number in cells A1 through C4.

Copying Formula in Excel

 Excel is one of the most powerful spreadsheet software supporting various functions
and formulas.We can apply the existing formulas to the desired excel cells.

 However, sometimes, there may becases when we need to use the same formula in
different cells or a range of cells. In such cases, wecan copy-paste the excel formula to
the respective cells instead of applying the formula multiple times for those cells.
 How to copy and Paste Formulas in Excel?

 Although copy-pasting is easy in Excel, the method does not always work for copying
formulas. Sometimes, copying the formulas in other cells, especially when cells aren't
relative, can be a littletricky.

 When we don't copy-paste the Excel formulas

correctly, we usually get formula errors like#REF!, #DIV/0!,

etc.

Fortunately, Microsoft Excel provides several ways to perform the same task, which applies
to copying Excel formulas.
The following are the most common methods to copy-paste formulas inExcel, depending
on specific scenarios:

 copying a Formula from one Excel cell to Another

Copying a Formula from one Excel cell to
Multiple cellsCopying a Formula to Entire Row
or Column
 Copying a Formula without formatting
Copying a Formula to Non-adjacent
Excel cells

Copying a Formula from one Excel cell to Another

It is easy to copy a formula from one cell to another, avoiding entering it again and again and saving
time. We can easily copy the formula using various ways.

Suppose we have the following Excel sheet where the values from cells A2, B2, and C2, are added in
cell D2. We need to copy the formula from cell D2 to D3.

When copying the formula from cell D2, we must first select the specific cell. We must press the
right-click button and select the 'Copy' option to copy the entire cell content and the formula.
Alternately, we can also use the typical keyboard shortcut 'Ctrl + C' to copy selected contents in
Excel.

After copying the cell with the formula, we need to go to the cell where we must paste the
formula (D3 in our case). Again, we need to press the right-click button and choose 'Formula'
under the 'Paste Options' from the contextual menu (right-click menu).

Alternately, we can launch Paste Special dialogue box by clicking the 'Paste Special' option from
the contextual menu. Next, we can choose 'Formulas' under the 'Paste' section and click the OK
button. This will paste only the formula from the copied cell.
 he cell references are automatically adjusted as soon as we paste the copied formula into an
Excel cell. However, the formula remains the same as the one in the copied cell.

Thus, in our example, cell D3 has the same formula, but values are taken from cells A3, B3,
and C3. The cell referencesare self-adjusted to match the row number or column of the pasted
cell.

Navigate Worksheets

Select a Cell

Select a single cell by using:

 The Mouse: Click any cell with the cross pointer.

 The Keyboard: Move the cell pointer using your keyboard’s arrow keys.

To help you know where you are in a worksheet, Excel displays row headings, identified by
numbers, on the left side of the worksheet, and column headings, identified by letters, at the top
of the worksheet. Each cell in a worksheet has its own cell address made from its column letter
and row number—such as cell A1, A2, B1, B2, etc. You can immediately find the address of a
cell by
looking at the Name Box, which shows the current cell

address. Jump to a Cell

The Name Box is an easy way to get to the cell you want.
Click the Name box.
Type the cell reference you want to go to.

Press Enter.

Go To Dialog Box

The Go To dialog box can be helpful when worksheets start getting very large. Here’s how to
use it:

Click the Find & Select button on the Home

tab. Select Go To.
Press Ctrl + G to open the Go To dialog box.
Enter or select the cell reference you want to go
to. Click OK.
NAVIGATION PANE

 The Navigation pane in Excel is an easy way to understand a workbook's layout, see what
elements exist within the workbook, and navigate directly to those elements. Whether you're a
new user getting familiar with Excel, or an experienced user trying to navigate a large workbook,
the Navigation pane can help.
 Find and access elements such as tables, charts, PivotTables, and images within your
workbook. Once you've opened the Navigation pane, it displays on the right side of the Excel
window.
 The Navigation pane also makes it easier for those with visual impairments to access all parts
of the workbook. It can improve how tools such as screen readers interpret your workbook.

Open the Navigation pane

In an open workbook, select View > Navigation.

The Navigation pane will open on the right side of the window.

The Navigation pane can also be opened from the status bar at the bottom of the screen. Right-click on
the status bar and select Sheet Number. This will add a sheet count in the status bar.
Select the sheet count in the status bar and select the sheet you want to see. Focus will shift to that sheet
and the Navigation pane will open.

Explore the elements

When the Navigation pane opens, you’ll see a list of elements such as tables, named ranges, and other
elements from this sheet. Each sheet within the workbook will be in its own section. Select a section to
expand and display its contents.

Each section will show any tables, charts, PivotTables, and images located on the sheet. Selecting an
element will move the focus to that element on the sheet.

If the element is on another sheet within the workbook, the focus will switch to the correct sheet and
element.
Make changes

Some elements can be modified directly from the Navigation Pane. Right-click on the element name to
open a menu of options. Which options are available will depend on the element type.

Charts and images can be renamed, deleted, or hidden from the Navigation pane. PivotTables can only be
renamed. There are no additional options for PivotTables in the Navigation pane.

Create a formula that refers to values in other cells

1. Select a cell.
2. Type the equal sign =.

Note: Formulas in Excel always begin with the equal sign.

3. Select a cell or type its address in the selected cell.

4. Enter an operator. For example, – for subtraction.

5. Select the next cell, or type its address in the selected cell.

6. Press Enter. The result of the calculation appears in the cell with the formula.

See a formula

When a formula is entered into a cell, it also appears in the Formula bar.

 To see a formula in the formula bar, select a cell.

Enter a formula that contains a built-in function

1. Select an empty cell.

2. Type an equal sign = and then type a function. For example, =SUM for getting the total sales.
3. Type an opening parenthesis (.
4. Select the range of cells, and then type a closing parenthesis).

5. Press Enter to get the result.

Download our Formulas tutorial workbook

We've put together a Get started with Formulas workbook that you can download. If you’re new to Excel,
or even if you have some experience with it, you can walk through Excel’s most common formulas in
this tour. With real-world examples and helpful visuals, you’ll be able to Sum, Count, Average, and
Vlookup like a pro.

Formulas in-depth

You can browse through the individual sections below to learn more about specific formula elements.

The parts of an Excel formula

A formula can also contain any or all of the following: functions, references, operators, and constants.

Parts of a formula

1. Functions: The PI() function returns the value of pi: 3.142...

2. References: A2 returns the value in cell A2.

3. Constants: Numbers or text values entered directly into a formula, such as 2.

4. Operators: The ^ (caret) operator raises a number to a power, and the * (asterisk) operator
multiplies numbers.

Using constants in Excel formulas

 A constant is a value that is not calculated; it always stays the same. For example, the date
10/9/2008, the number 210, and the text "Quarterly Earnings" are all constants. An expression or
a value resulting from an expression is not a constant.

 If you use constants in a formula instead of references to cells (for example, =30+70+110), the
result changes only if you modify the formula. In general, it's best to place constants in
individual cells where they can be easily changed if needed, then reference those cells in
formulas.

Using references in Excel formulas

 A reference identifies a cell or a range of cells on a worksheet, and tells Excel where to look
for the values or data you want to use in a formula. You can use references to use data
contained in different parts of a worksheet in one formula or use the value from one cell in
several formulas.

 You can also refer to cells on other sheets in the same workbook, and to other
workbooks. References to cells in other workbooks are called links or external
references.

 The A1 reference style

By default, Excel uses the A1 reference style, which refers to columns with letters (A through XFD,
for a total of 16,384 columns) and refers to rows with numbers (1 through 1,048,576). These letters
and numbers are called row and column headings. To refer to a cell, enter the column letter followed
by the row number. For example, B2 refers to the cell at the intersection of column B and row 2.

To refer to Use

The cell in column A and row 10 A10

The range of cells in column A and rows 10 through 20 A10:A20

The range of cells in row 15 and columns B through E B15:E15

All cells in row 5 5:5

 To refer to Use

All cells in rows 5 through 10 5:10

All cells in column H H:H

All cells in columns H through J H:J

The range of cells in columns A through E and rows 10 through 20 A10:E20

Handling and copying data in Excel involves a variety of techniques that are essential for organizing and
manipulating information efficiently. Here’s a comprehensive guide on how to handle and copy data in
Excel:

Basic Data Handling Techniques

1. Entering Data:
o Click on the desired cell where you want to enter data.
o Type the data directly into the cell.
2. Selecting Cells:
o To select a single cell, click on it.
o To select a range of cells, click and drag over the desired cells.
3. Editing Data:
o Double-click on the cell to enter edit mode and modify the existing data.
o Alternatively, select the cell and start typing to overwrite the existing data.
4. Moving Data:
o Select the cell or range of cells you want to move.
o Right-click on the selected cells, choose Cut from the context menu (or press Ctrl + X).
o Click on the destination cell where you want to move the data, and then right-click
and choose Paste (or press Ctrl + V).
5. Copying Data:
o Select the cell or range of cells you want to copy.
o Right-click on the selected cells, choose Copy from the context menu (or press Ctrl + C).
 o Click on the destination cell where you want to copy the data, and then right-click
and choose Paste (or press Ctrl + V).

Advanced Data Handling Techniques

1. Fill Handle:
o The fill handle is a small square at the bottom-right corner of the selected cell or range.
o Use it to quickly fill adjacent cells with data or create a series (e.g., dates, numbers).
o Click and drag the fill handle to extend the series.
2. Transpose:
o To switch rows and columns of selected data:
 Copy the data you want to transpose.
 Right-click on the destination cell where you want to paste the transposed data.
 Choose Paste Special > Transpose.
3. Filling Data:
o Select the cells containing data you want to fill.
o Use the Fill command on the Home tab to fill cells with a series, format, or content
based on adjacent cells.
4. Copying Formulas:
o Excel automatically adjusts cell references in formulas when you copy them to other cells.
o Copy a formula by selecting the cell with the formula, then using Copy and Paste
commands.
5. Using Paste Special:
o Right-click on the destination cell and choose Paste Special to access various
paste options, including values, formulas, formats, and more.

Tips for Efficient Data Handling

 Keyboard Shortcuts: Learn and use keyboard shortcuts (Ctrl + C, Ctrl + V, Ctrl + X, etc.)
to speed up copying and moving data.
 Drag-and-Drop: You can also use drag-and-drop to move cells within a worksheet or
between worksheets.
 Data Validation: Use data validation to control the type of data or values that users enter into
a cell.
 Sorting and Filtering: Excel provides tools to sort and filter data to help you analyze
and organize large datasets.

By mastering these techniques, you can effectively handle and manipulate data in Excel, making it easier
to work with spreadsheets and perform complex calculations and analyses.
Creating Charts

In Microsoft Excel, charts are used to make a graphical representation of any set
of data. A chart is a visual representation of data, in which the data is represented by
symbols such as bars in a bar chart or lines in a line chart.
Charts are usually used to analyse trends and patterns in data sets. Excel provides different
types of charts, and each one has different features that make them better suited for specific
tasks. Pairing a chart with its correct data-style will make the information easier to
understand, enhancing the communication within your small business..

To create charts using the Insert Chart tab, follow the steps given below.

Step 1 − Select the data.

Step 2 − Click the Insert tab on the Ribbon.
Step 3 − Click Recommended Charts.

Step 4 − Browse through the Recommended Charts.

Step 5 − Click on a chart type to see the preview on the right side.
Step 6 − Select the chart type you like. Click OK. The chart will be displayed in your
worksheet.
Step 7 − Give a meaningful title to the chart by editing Chart Title.

Column Charts: Some of the most commonly used charts, column charts, are best used to
compare information or if you have multiple categories of one variable (for example,
multiple products or genres). A column chart is a graph that shows vertical bars with the axis
values for the bars displayed on the left side of the graph.
Bar Charts: The main difference between bar charts and column charts are that the bars are
horizontal instead of vertical. A bar chart is a graph that shows horizontal bars with the axis

values for the bars displayed on the bottom of the graph.You can use a bar chart
when:You want to compare values across categories, The category text is long and difficult
to display in a column chart & You want to show duration in a graph.
Pie Charts: Use pie charts to compare percentages of a whole (“whole” is the total of the
values in your data). Each value is represented as a piece of the pie so you can identify the
proportions. A pie chart is a circle that is divided into slices and each slice represents a
proportion of the whole. It is a graphical object used to represent the data in your Excel
spreadsheet that uses 1 series of data to create the graph.
Line Charts: A line chart is most useful for showing trends over time, rather than static data
points. The lines connect each data point so that you can see how the value(s) increased or
decreased over a period of time. A line chart is a graph that shows a series of data points
connected by straight lines.

It is a graphical object used to represent the data in your Excel spreadsheet.

How to print Excel spreadsheet

For starters, we will provide high-level instructions on how to print in Excel. And then, we will have a
closer look at the most important and useful features.

To print an Excel worksheet, this is what you need to do:

1. In your worksheet, click File > Print or press Ctrl + P. This will get you to the Print Preview window.
2. In the Copies box, enter the number of copies you want to get.
3. Under Printer, choose which printer to use.
4. Under Settings, specify exactly what to print and configure the page margins, orientation, paper
size, etc.

5. Click the Print button.

 This will open the Page Setup dialog box, where you look at the number in the Adjust to box:

If the Adjust To number is low, a printed copy will be difficult to read. In this case, the following
adjustments might be useful:

 Change page orientation. The default Portrait orientation works well for worksheets that have more
rows than columns. If your sheet has more columns than rows, change the page orientation to
Landscape.
 Adjust margins. The smaller the margins, the more room there will be for your data.
 Specify the number of pages. To print an Excel spreadsheet on a predefined number of pages, on
the Page tab of the Page Setup dialog, under Scaling, enter the number of pages in both Fit to
boxes (wide and tall). Please note that using this option will ignore any manual page breaks.

Print preview in Excel

It's always a good idea to preview outputs before printing to avoid unexpected results. There are a couple
of ways to access print preview in Excel:

 Click File > Print.

 Press the print preview shortcut Ctrl + P or Ctrl + F2.
 Excel Print Preview is an extremely helpful tool in terms of saving your paper, ink and nerves. It not
only shows exactly how your worksheets will look on paper, but also allows making certain changes
directly in the preview window:

 To preview the next and previous pages, use the right and left arrows at the bottom of the window or
type the page number in the box and hit Enter. The arrows only appear when a selected sheet or range
contains more than one printed page of data.
 To display page margins, click the Show Margins button in the bottom-right corner. To make the
margins wider or narrower, simply drag them using the mouse. You can also adjust the column width by
dragging the handles at the top or bottom of the print preview window.
 Though Excel Print Preview does not have a zoom slider, you can use a common shortcut Ctrl + scroll
wheel to do a little zooming. To get back to the original size, click the Zoom to Page button in the
lower- right corner.

To exit Print Preview and return to your worksheet, click the arrow in the top-left corner of the
Print Preview window
Data Table
In data, we create a table with different input values for the same variables. It is one of the most
helpful features in what-if analysis. One can change different values in x and can achieve different
outputs accordingly for research as well as business-driven purposes.
A data table is of two types:
Data table in one Variable
In the data table in one variable, we can change only one input value either in a row or in a
column. It includes only one input cell. For example, a company wants to know about its revenue by
changing the cost of raw materials by using a data table. Given a data set, with material and
their cost.
Step 1: Create a table of revenue cost.

Step 2: Copy the last cell in which you get output in another cell. D7 for this example.

Step 3: Write the values in the cell for which you want to make a change in a column or in rows.
Step 4: Go to the data tab of the Toolbar.

Step 5: Under the data table section, Select the what-if analysis.

Step 6: A drop-down appears. Select the Data Table.

Step 7: A dialogue box name data table appears then select the cell in which you want to change
the input value in a row or in the column. Input the value of the Column input cell to be $D$3.
Click Ok. Your data table is ready.
Data table in two Variable
In the Data table in two variables, we can change two input values in both row and column. It
includes two input cells. For example, A person wants to know about per month installments of
loan by the different rates of interest and for the different time periods for the same principal
amount.
Step 1: Create a table to find PMT.

Step 2: Copy the last cell in which you get output in another cell

Step 3: Write both values you want to change in both columns and rows.
Step 4: Go to the Data tab of the toolbar.

Step 5: Select the what-if analysis.

Step 6: Select the Data Table.

Step 7: A dialogue box appears in which you have to select the cell in which you want to change the
value in both row and column. The Row input cell value is $D$5 and the column input cell
value is $D$6.
Step 8: Click ok and see the result.

What Is a Financial Statement?

Financial Statements are summary reports that contain the state of a company or organization’s
financial situation. They include reports like balance sheets, income statements, and cash flow
statements.

There are 3 main parts of a financial statement report:

Part 1 – Balance Sheet

It summarizes the financial position of the company after a certain period. It is also known as
a Statement of Financial Position/condition. In general, a balance sheet contains 3 sections:

 Assets: These are the main resources owned by the company. Assets can be classified
into many types. Like Current and Fixed assets, Tangible and Intangible assets, etc.
 Liabilities: They are things that the company owes to a person or a company like cash,
loans, etc.
  Owners Equity: It represents the value for a company’s shareholders after all the
company’s assets were sold off and all company liabilities were paid off.

Part 2 – Income Statement

It reports the profit and loss of a company over a certain period. So, the income statement is made of 3
parts:

 Revenue
 Expense
 Profits.
So, it contains all incomes and expenses in a certain period and calculates net profit.
Part 3 – Cash Flow Statement

Cash flow statements are the bridge between the Income statement and the Balance sheet. There are
also 3 parts to it:

 Operations: It is the main source of revenue for a company or organization. Cash

flows regarding main operations will be included here.
 Investment Activity: Cash received or paid due to buying or selling any assets, taking
loans, paying interest on loans, etc., are included here.
 Financing Activity: Cash flows regarding any changes in equity earning or borrowing
entities like bonds, stocks, or dividends.

How to Prepare Financial Statements in Excel: with Easy Steps

Step 1 – Create a Balance Sheet

Part 1 – Create a Layout

 Create 3 individual sections for Assets, Liabilities, and Owner’s equity and assign a cell
to calculate the balance value.
 In the assets section, you can create 2 parts for current assets, fixed assets, and other assets.
 In the liabilities section, there will be two sections for Current and long-term liabilities.
Balance = Assets – Total Liabilities – Owner’s Equity
Part 2 – Calculate Total Assets

 Usethe SUM function to calculate the Total Current Assets, Total Fixed Assets, and Total
Other Assets.
Part 3 – Calculate Total Liabilities and Owner’s Equity:

 Insert the values of current and long-term liabilities and calculate their totals.

 Insert the values of the owner’s equity and sum them to calculate the total.
 Calculate the total liabilities and owner equity value.

Part 4 – Calculate the Balance Amount:

 Subtract the total liabilities and owner’s equity from the value of the total assets.
  Here’s a sample balance sheet for a company.

Introduction to Data Analysis

The use of Excel is widespread in the industry. It is a very powerful data analysis tool and almost
all big and small businesses use Excel in their day to day functioning. This course is designed to
give you a working knowledge of Excel with the aim of getting to use it for more advance topics
in Business Statistics. The course is designed keeping in mind two kinds of learners – those who
have very little functional knowledge of Excel and those who use Excel regularly and wish to
enhance their skills. The course takes you from basic operations such as reading data into excel
using various data formats, organizing and manipulating data, to various advanced functionality of
Excel. All along, Excel functionality is introduced using easy to understand examples which are
demonstrated in a way that learners can become comfortable in understanding and applying them.

Week 1, Module 1: Introduction to Spreadsheets

In this module, you will be introduced to the use of Excel spreadsheets and various basic data
functions of Excel.

Topics covered include:

Reading data into Excel using various formats
IF and the nested IF
functions VLOOKUP and
HLOOKUP
The RANDBETWEEN function

Week 3, Module 3: Introduction to Filtering, Pivot Tables, and Charts

This module introduces various data filtering capabilities of Excel. You’ll learn how to set filters
in data to selectively access data. A very powerful data summarizing tool, the Pivot Table, is
also explained and we begin to introduce the charting feature of Excel.

Topics covered include:

VLOOKUP across worksheets

Data filtering in Excel
Use of Pivot tables with categorical as well as numerical
data Introduction to the charting capability of Excel
Week 4, Module 4: Advanced Graphing and Charting

This module explores various advanced graphing and charting techniques available in Excel.
Starting with various line, bar and pie charts we introduce pivot charts, scatter plots and
histograms. You will get to understand these various charts and get to build them on your own.

Topics covered include:

Line, Bar and Pie

charts Pivot charts
Scatter plots
Histograms
 QUESTION BANK

2. What is
MS Excel?
a.Spreadsheet
b.Database
Management
c.Presentation
d.Workbook
Answer: Option A
In Microsoft Excel spreadsheets, rows are designated as .A. 1, 2, 3,...
B. A, B, C,...

C. A1, B1, C1, ....

D. I, II, III,...

Answer: Option A.

3. How do you wrap the text in a cell?

A. Format cells font
B. Format cells protection
C. Format cells number
D. Format cells
alignment nswer: Option
D
4. What is the short cut key to highlight the entire column?
A. Ctrl + C
B. Ctrl + Enter
C. Ctrl + Page Up
D. Ctrl + Space
Bar Answer:
Option D
5. In the formula, which symbol specifies the fixed columns or rows?
A. $
B. *
C. %
D. ;

Answer: Option A

6. When you insert an excel file into a word document. The data are
A. Hyperlinked placed in a word table
B. Linked
C. Embedded
D. Use the word menu bar and
toolbars Answer:Option B
7. Which of the following is not information you can specify using the solver?
A. Input cells
B. Constraints
C. Target cell
D. Changing cells
Answer: Option
A
8. Which of the following is not true regarding Conditional Formatting?

A. You can add more than one condition to check

B. You can set condition to look for Bold and apply Italics on them

C. You can apply Font border and pattern formats that meets the specified conditions

D. You can delete any condition from Conditional Formatting dialog box if it is not
requried Answer: Option B
9. How can you remove borders applied in cells?
A. Choose None on Border tab of Format cells

B. Open the list on Border tool in Format Cell toolbar then choose first tool (none)

C. Both of above

D. None of above
Answer: Option C
10. You can set Page Border in Excel from

A. From Border tab in Format Cells dialog box

B. From Border tool in Formatting toolbar

C. From Line Style tool in Drawing toolbar

D. You can not set page border in

Excel Answer: Option D
11. You can merge the main document with data source in Excel. In mail merge operation, Word
is usually
A. Server

B. Source

C. Client

D. None of the
above Answer:
Option C
12. How can you update the values of formula cells if Auto Calculate mode of Excel is disabled?

A. F8

B. F9

C. F10

D. F11

Answer: Option B

13. MS Excel stands for

A. Micromax Excel

B. Management Excel

C. Microsoft Excel

D. Microsoft Excessans
:c
14. is the best alternative to MS Excel offered by Google Inc.

A. Google Slides

B. Google Sheets

C. Google Files

D. Google Keep
Answer : B.
15. Free online version of MS excel is known as

A. Office for the web

B. Excel Mobile

C. Word Mobile

D. Excel for the

web Answer: D
16. MS Excel file can NOT be directly exported as

A. PDF

B. TXT

C. PPT

D. CSV
17. file that contains one or more worksheets to organize data is known as

A.
Workbook
B. Excelbook

C. Datasheet

D. Spreadsheet
Answer:A
18. The intersection of a column and a row in MS Excel worksheet is known as

A. Row

B. Cell

C. Column

D. Tab
Answer:
B
19. Microsoft Excel uses the function to calculate the results in the data table

A. ‘RESULT’

B. ‘CALTAB’

C. ‘TABLE’

D. ‘AUTOSUM’
Answer: C

1) It is the base of any chart in the worksheet data that is used to create.

(a) Pictures b) Data series c) Themes d) None of theseans

:b
2) The type of chart that displays the data, that changes over a period of time and compares
various items.

(a) Column Chart b) Bar chart c) Area chart d) Doughnut

5 mark

1.explain about entering texy in

excel? 2.discuss about entering in
formulas? 3.write notes on
navigating?
 10 mark

1. discuss about using spreadsheet opening excel and entering data ?

2. explain about formatting and navigating?

3. short notes on handling and copying in formulas?

?
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Power point: Introduction to Power point – Features – Understanding slide typecasting

& viewing slides – creating slide shows. Applying special object – including objects &
pictures – Slide transition – Animation effects, audio inclusion, timers.

POWER POINT

INTRODUCTION TO POWER POINT

PPT is defined as a digital slideshow made with Microsoft PowerPoint, a well-

known software application of Microsoft Office. PPT is usually used for visual
presentations that include several slides made up of texts, images, graphics, and
multimedia elements like audios, videos and animations.

It is used in many fields like educational institutions, offices, conferences, and

business meetings to share information, data, and even messages with the help of a set
of visual slides in an organized and presentable manner.

What is a slide show?

When all the slides of a PowerPoint presentation are set in series and then
presented to a group of people, where each slide appears one after the other, then it is
known as a PowerPoint slide show.

What are all the elements can be added to a slide?

The following elements can be added to a Powerpoint slide:

1. Clip Art
2. Graphs
3. Tables
4. Photographs
5. Charts
6. Media Clips

All these elements are mainly used to enhance presentation skills and make the
slide more interactive.

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Starting PowerPoint
Click on the Start button, takes pointer to Programs on the Start button menus
wait for next cascade menu. Point to Microsoft Office entry in the programs menu wait
for next cascade menu. Double click on Microsoft PowerPoint 2007 to start it or click
on Microsoft Power Point 2007 and press Enter key.

Once the PowerPoint run, you will get the following window.

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The two rectangle boxes in the first slide represent body placeholders for two
objects, where texts can be entered. The body placeholder is noted by dotted line
rectangle box. The upper body placeholder is used to enter title and lower placeholder
is used to add sub-title in the slide.
Size of fonts for content of the title box is larger than that of sub-title, by default. A
blank slide only displays body placeholders for inserting various types of objects in a
slide to insert title and subtitle in the slide. PowerPoint supports other kinds of objects
such as chart, graph, sound, picture, movies in slides.
There are two partitions below the ribbon, the left side partition is known as the
navigation pane; it displays all the slides in the active presentation in miniature form.
The right side pane displays the highlighted slide i.e. the slide selected from the
navigation pane. This pane is known as slide view pane. Most of the space of
PowerPoint window is occupied by this pane. You can edit the active slide in the slide
view pane.
The ribbon of the MS PowerPoint consists of Home, Insert, Design, Animations,
Slide Show, Review and View tabs. When you insert or edit sounds, movie, shapes,
drawing and pictures inside a slide, you get additional tabs on the ribbon to improve
style or display of these objects.
Home Tab: The Home tab displays the most frequently used commands. The Home tab
of PowerPoint, Word and Excel are alike, it consists of commands to Copy, Cut, and
Paste contents, improve style of text and paragraph with Bold, Italic, Underscore and
lines space options etc. There are additional commands in the home tab of PowerPoint to
add new slide to presentation, define layout of slides and delete slides. The commands of
the home tab are classified into Clipboard, Slides, Font, Paragraph, Drawing and Editing
subgroups. This is the default tab. You will get this tab as you open the PowerPoint.
Insert Tab: The Insert tab has commands to insert tables, pictures, charts, diagrams,
text boxes, sounds, movies, hyperlinks, media clips in individual or all slides. There are
options to design headers and footers of slides.
Design Tab: The design tab has commands to set dimension or orientation of slide,
define background and theme of slides. A theme of slide specifies its structure, design,
fonts and color scheme. Theme, background style and colour scheme help in retaining
consistence across slides and easily get desired effect slide.
Animations Tab: The Animations tab has options to add animation effects to various
objects on the slides. It also controls behavior of objects during animation play. You can
also add animation effects during transaction from one slide to another, while making
presentation.
Slide Show Tab: The Slide Show tab has commands to control display of presentation
and record narration, which assist you in making presentation. In default case,
presentation starts from the first slide and it ends on the last slide. Presentation can be
stopped in-between by pressing the Escape key. You can customize the presentation of
the slide show by starting the presentation from specific slide, till the end of the
presentation. The controls for this purpose are available in this tab.
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Review Tab: The review tab of all the components of MS Office includes similar kinds of
commands. It consists of commands to check spelling and grammar, doing research,
adding comments and review slides of presentation.
View Tab: This tab changes the display mode of slides. The PowerPoint supports
different display modes to show slides. Some of these view modes are good for editing
slides, while others are good for making presentations or rearrange slide or to see all
slides at a time in the miniature form slides are displayed in a grid structure. Slide can
be displayed with or without its notes page. The note page area on each slide is used to
write a brief about the slide for reference, during editing of slides and making
presentation, however contents of the note page are not visible to viewers.

FEATURES OF MS POWERPOINT

There are multiple features that are available in MS PowerPoint which can
customise and optimise a presentation.

l. Slide Creation: PowerPoint helps to create slides that act as individual pages that
contain pictures, texts, tables, charts, graphics, etc. This helps us to create a meaningful
and systematic presentation for our work.

2. Templates and Themes: PowerPoint contains pre-designed templates and themes

that can be used to enhance the visual appeal of our presentation. It offers a number of
themes and templates. These well-created themes and templates improve the slides’ and
presentation’s attractiveness and give them a professional look.

3. Transitions and Animations: PPT helps in the creation of visual effects in the
presentations by using animations and transitions. These transitions can be simple or
elaborate and can engage the audience and create smooth transitions between slides.

4. Multimedia Integration: PowerPoint can help the users to insert images, videos,
audio and animations in the slides to create an engaging and dynamic presentation.

5. Collaboration and Sharing: PowerPoint offers collaboration features that allow

multiple users to work on a presentation simultaneously. PowerPoint presentations with
others through email, cloud storage, or collaboration platforms, making it easy to
collaborate and distribute work.

6. Speaker Notes: Speaker notes can be added by presenters for use as a reference
during the presentation. These notes can be hidden from the audience and can be
utilised by the users to give reminders additional details or signals while giving the
presentation.

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USES OF POWERPOINT PRESENTATION

PowerPoint presentations are useful for both personal and professional usage.
Given below are a few of the major fields where PPT is extremely useful:

l. Education – With e-learning and smart classes being chosen as a common

mode of education today, PowerPoint presentations can help in making education
more interactive and attract students towards the modified version of studying.
2. Marketing – In the field of marketing, PowerPoint presentations can be extremely
important. Using graphs and charts, numbers can be shown more evidently and
clearly which may be ignored by the viewer if being read.
3. Business – To invite investors or to show the increase or decrease in profits, MS
PowerPoint can be used.
4. Creating Resumes – Digital resumes can be formed using MS PowerPoint.
Different patterns, photograph, etc. can be added to the resume.
5. Depicting Growth – Since both graphics and text can be added in a presentation,
depicting the growth of a company, business, student’s marks, etc. is easier using
PPT.

VIEWING SLIDES

Once we create the presentation we can view it in different ways. Following are the
steps to see our presentations in different views,

 Select the View tab.

 Locate the Presentation Views group.
o It displays four options to view presentations; Normal View, Slide Sorter
View, Slide Show View and Notes Page View.

l. Normal View:

The normal view appears by default when we open the PowerPoint window. We can
create and edit slides in Normal View. This view also offers three view options out of four
options in the form of buttons on the status bar. We can also move slides in the Slides
tab on the task pane on the left.

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2. Slide Sorter view:

It offers miniature or thumbnail version of all slides. We can see all our slides at
one time in the screen. We can drag and drop slides easily to reorder them. This is a
good view to use to confirm that we have all the necessary slides and that none have
been deleted.

3. Slide Show view:

This view fills the computer screen with a slide and is what the audience will see
when they view the presentation. The Slide Show view has an additional menu that
allows us to navigate the slides, as well as other features we can use during a
presentation.

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We can use the arrow keys, Page Up and Page Down keys, spacebar, and Enter
key to move through the slides in Slide Show view, and Esc key to end a slide show.

4. Notes Page View:

This view provides space below the slide to add notes. Notes Page view provides a
space for presentation notes, which are often called speaker notes. The notes can be
added to the presentation from this view. We can enter our speaker notes directly into
the text placeholder in Notes Page view, or while in Normal view we can enter our notes
in the area below the slide.

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CREATING A SIMPLE PRESENTATION

When you open PowerPoint from the Start menu or from an icon on your desktop,
a new presentation with one slide appears by default. You can also create a new
presentation while PowerPoint is already open.
Click the Microsoft Office button, and choose New from the menu.

The New Presentation dialog box will appear. Blank presentation is selected by
default.

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Click Create, and a new presentation will open in the PowerPoint window. The
default slide that appears when you create a new presentation is a Title Slide layout.

Slides contain placeholders, or areas on a slide that are enclosed by dotted

borders. Placeholders can contain many different items, including text, pictures, and
charts. Some placeholders have placeholder text—or text you can replace—and
thumbnail sized icons that represent specific commands such as Insert Picture, Insert
Chart, and Insert Clip Art.

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The placeholders are arranged in different layouts. You can select when you
insert a new slide or that can be applied to existing slides. In the example above, the
layout is called Title and Content and includes title and content placeholders.

To insert text into a placeholder:

 Click inside the placeholder. The placeholder text will disappear, and the
insertion point will appear.
 Type your text once the insertion point is visible.
 Click outside the placeholder when you have entered all of your text into the
placeholder.

To insert a new slide:

 Click the New Slide command in the Slides group on the Home tab.
 A menu will appear with your slide layout options.
 Click the slide you want to insert. A new slide with the chosen layout will
appear in the center of the PowerPoint window and in the pane on the left.

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To change the layout of an existing slide:

 Select the slide you want to change.
 Click the Layout command in the Slides group on the Home tab. A menu
appears with your options.

 Click an option to select it. The slide will change in the presentation.

To copy and paste a slide:

 Select the slide you want to copy.
 Click the Copy command on the Home tab.

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 Click inside the Slides tab on the left task pane. A horizontal insertion point
will appear.
 Move the insertion point to the location where you want the copy of the slide to
appear.

 Click the Paste command on the Home tab. The copied slide will appear.

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You can use the keyboard shortcut Ctrl+C to copy the slide and Ctrl+V to paste it.
To delete a slide:
 Select the slide you want to delete.
 Click the Delete command in the Slides group on the Home tab.

You can also delete a slide by pressing the Delete key on your keyboard.

To move a slide:
 Select the slide you want to move on the Slides tab in the left task pane.
 Click and drag the slide to a new location. The insertion point will appear.
 Release the mouse button. The slide will appear in the new location.

Saving your presentation

If you are saving a document for the first time, you will need to use the Save As
command; however, if you have already saved a presentation, you can use the Save
command. Keyboard shortcut for saving a file is Ctrl + S. The file extension for MS
Powerpoint is .pptx .

CREATING SLIDE SHOWS

 Before you create slides for your slideshow presentation, decide how long to make
the slideshow, how it should flow, and the pictures you’ll use.
 Length: A slideshow can be as long or as short as you need. The length of the
slideshow should be appropriate for the topic and for your audience’s attention
span.

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 Outline: It’s always smart to start with an outline; it helps you visualize your
slideshow. An outline can be as simple as the list of topics you want to cover.
 Pictures: Choose photos that are clear and tell a story.

Adding and formating pictures for the slideshow using the Photo Album:

l. Add pictures

Select File/Disk and select the images you want in the picture slideshow.

2. Enhance photos

Place a checkmark next to the picture you want to enhance and change the
orientation, contrast, and brightness. You’ll see the changes in the Preview window.

3. Add text boxes

To add a slide for text, select the image in the album list you want the text to
follow and select New Text Box.

4. Rearrange slides

Place a checkmark next to the picture you want to move and select the Move Up
or Move Down arrows.
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5. Choose a picture layout

Select the Picture layout down arrow and choose how you want the pictures to
appear in the slideshow.

6. Frame the pictures

Select the Frame shape down arrow and choose a frame style. You’ll see a
preview in the Album Layout area. This option will not be selectable if the picture layout
Fit to slide is enabled.

7. Select Create when you’re finished.

How to Set up the Slideshow

Once your slides are finished, it’s time to set up the slideshow. Start by deciding
whether to show the slideshow in a window or full screen.

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To set up the slideshow, select Slide Show > Set Up Slide Show and choose one of the
following:

 Browsed by an individual (window): Run the slideshow automatically and inside

a window. This option works best when you save the slideshow to a CD.
 Browsed at a kiosk (full screen): Run the slideshow automatically and at full-
screen size. This option works best when you convert the slideshow to a video.
Select OK when you’re finished.

How to Add Timings to Each Slide in the Slideshow

Now it’s time to decide how long each slide will appear in the slideshow. To begin,
select Slide Show > Rehearse Timings. The slideshow displays in full screen with a
Recording toolbar and a timer. While timing your presentation, use the Recording
toolbar to advance through the presentation.

1. Select Next (arrow pointing to the right) to go to the next slide when the desired
timing has been reached.

2. Select Pause to start and stop the timing.

3. Select Repeat to restart recording the time for the selected slide.

4. When you’re finished and have set the time for the last slide, close the Recording
toolbar.

5. Select Yes to keep the recorded slide timings.

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How to Edit Timings on a Slide

If you need to increase or decrease the time for your slideshow, change how long
slides appear during the slideshow. To change the timing for a slide:

1. Select View > Slide Sorter.

2. Select Transitions.

3. Select a slide.

4. In the Advance Slide After text box, enter how long the slide should appear in the
slideshow before proceeding to the next slide, then press Enter.

5. The new timing applies to the slide.

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APPLYING SPECIAL OBJECT – INCLUDING OBJECTS & PICTURES

Chart

Table
Smart Art

Picture Clip Art Media

l. Clip Art:

It is nothing but small drawings. To put a clipart image into our document, we
need to click the Clip Art button on a new slide, or in the Illustrations group on the
Insert tab for an existing slide. In the pane that appears on the right, we must type in a
keyword to search through the clipart gallery.

2. Picture:

This option helps us to insert picture in our presentation. To place a picture in a

new slide, we have to choose a slide theme which contains a content area, then click the
Insert picture from file icon. To add a picture to an existing slide, we must go to the
Insert tab and in the Illustrations group click Picture. In the dialog box, we need to
locate and select our image file, and then have to click the Insert button.

A small version of the picture will appear in the current slide. We can click and
drag any of the circles located in each corner of the picture, to change the size of the
picture, or you can click anywhere within the picture and drag it to a new position.

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3. Table:

This option helps us to insert table in our presentation. To place a table in a new
slide, we must choose a slide theme which contains a content area, and then click the
Insert Table icon. To add a table to an existing slide, we must go to the Insert tab, and
from the Tables group, click the Table button.

Using our mouse on the grid, we need to select the number of rows and columns
that our table will have. As we select cells in the grid, the corresponding table will be
drawn in your document. When we release the mouse button the table will be created.

4. Chart:

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To place a Chart in a new slide, we must choose a slide theme which contains a
content area and then click the Insert Chart icon. To add a Chart to an existing slide,
we must go to the Insert tab and in the Illustrations group click the Chart button. In
the dialog box that appears, we need to click the style of chart that we require and then
click the OK button.

5. Smart Art:

Smart Art allows us to quickly create great looking process charts, flowcharts, food
pyramids and many other things. To place a Smart Art in a new slide, we have to choose
a slide theme which contains a content area, then click the Insert SmartArt Graphic
icon. To add a Smart Art to an existing slide, we must go to the Insert tab and in the
Illustrations group click SmartArt. In the dialog box, we need to select the SmartArt
which we want, and then have to click the Ok button.

6. Media:

This option allows us to insert media such as audio clips and video clips in our
presentation. To place a Media in a new slide, we have to choose a slide theme which
contains a content area, then click the Insert Media Clip icon. To add a Media to an
existing slide, we must go to the Insert tab and in the Media Clips group click Movie /
Sound. In the dialog box, we need to select the video/audio clip which we want, and
then have to click the Ok button.

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SLIDE TRANSITION – ANIMATION EFFECTS, AUDIO INCLUSION, TIMERS

In PowerPoint, we can animate text and objects like clip art, shapes, and pictures.
Animation or movement on the slide can be used to draw the audience's attention to
specific content or to make the slide easier to read.

There are several animation effects we can choose from, and they are organized
into four types.

l. Entrance: These animations are used whenver the object is entering into the slide.
For example, with the Bounce animation the object will drop onto the slide and then
bounce several times.

2. Emphasis: These animations are used while the object is on the slide, often triggered
by a mouse click. For example, we can set an object to spin when we click on the
mouse.
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3. Exit: These animations are used while the object exits the slide. For example, with the
Fade animation the object will simply fade away.

4. Motion Paths: These are similar to Emphasis effects, except the object moves within
the slide along a predetermined path, like a circle.

Audio:

To insert various audios during transition, we need to go to Animations tab and

there we can find many audios in the Transition Sound option.

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Timers:

To insert various timers during transition, we need to go to Animations tab and in

the Advance Slide, we can find the Automatically After option. In that, we need to give
the timing to move to next slide from the current slide. We can also give timing for all the
slides in our presentation.

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 DEPARTMENT OF COMPUTER SCIENCE

COURSE : B.Sc(CS) / BCA /

IT PAPERCODE : 23UITS01

PAPERNAME : OFFICE

AUTOMATION SEMESTER

III
ONE MARK

1. When using content from external sources in presentation materials, it is necessary to include:

• Citations and references

• Copyright disclaimer

• Trademark symbol

• Acknowledgments

2.Which tab is not available on left panel when you open a presentation?
A. Outline

B. Slides

C. Notes

D. All of above are available

3. Which of the following section does not exist in a slide layout?

A. Titles

B. Lists

C. Charts

D. Animations

4.Which of following are not PowerPoint views?

A. Page View

B. Print View

C. Normal View

D. Outline View

5.The ability to combine name and addresses with a standard document is called
A. Document formatting

B. Database management

C. Mail merge

D. Form letters
6. Which enables us to send the same letter to different persons?

A. Macros

B. Template

C. Mail merge

D. None of above

7.A word processor would most likely be used to do

A. Keep an account of money spent

B. Do a computer search in media center

C. Maintain an inventory

D. Type a biography

8. To start Microsoft PowerPoint application

A. Click on Start > Programs > All Programs > Microsoft PowerPoint

B. Hit Ctrl + R then type ppoint.exe and Enter

C. Click Start > Run then type powerpnt then press Enter

D. All of above

9. Which of the following section does not exist in a slide layout?

A. Titles

B. Lists

C. Charts

D. Animations

10. PowerPoint presentations are widely used as

A. Note outlines for teachers

B. Project presentations by students

C. Communication of planning

D. All of above

1. Single line diagram of which of the following power system is possible?

a) Power system with LG fault

b) Balanced power system

c) Power system with LL fault

d) Power system with LLG

fault View Answer
2. A power system will have greater flexibility of operation if they have

a) Only Base load plants operating in combination

b) Various types of power plants operating in combination

c) Only Peak load plants operating in combination

d) Only thermal power plants operating in

combination View Answer
3. Single line diagram does not represents:

a) Ratings of machines

b) Neutral wire of transmission lines

c) Delta connection of transformer winding

d) Star connection of transformer

winding View Answer
4. In impedance diagram different power system elements are represented by symbols.

a) False

b) True

View Answer

5. In combined operation of several power plants the reserve capacity requirement is reduced.

a) False
b) True

23. Which of the following is most advantageous and most widely method of solid fuel firing?

a) Spreader stoker firing

b) Pulverised fuel firing

c) Underfeed firing

d) Stoker firing
View Answer
24. Which of the following method is used in large modern thermal power plants to heat
feed water?
a) Open type heatre is used

b) Surface type heater is used

c) Close type heater is used

d) Steam is directly taken from main turbine and used to heat it feed
water View Answer
25. Which of the following pollutant causes acid rain?

a) NO2

b) SO2

c) CO2

d) NO

View Answer

26. What of the below mentioned statements are incorrect as compared to the HVDC system?

a) Distance limitation

b) Back to back connection is possible

c) Extra reactive power compensation

d) More corona
losses View Answer
27. When the ozone gas is produced as a by product of corona, that causes
a) increase of power factor

b) corrosion of wires

c) improvement of regulation

d) reduction of power factor

View Answer

28. Which component of gas turbine power plant is main cause of its low efficiency?

a) Compressor

b) Starting motor

c) Gas turbine

d) Combustion chamber
View Answer
29. Which of the following power plants can be profitably employed for supplying base loads
as well as peak loads?
a) Diesel power plant

b) Hydroelectric power plant

c) Thermal power plant

d) Nuclear power
plant View Answer
30. Which of the following is an essential requirement for a peak load plant?

a) Economical and speedy repair

b) Capability of working continuously

c) Low operating cost

d) Capability of quick
start View Answer
31. Which of the following pollutants emitted by thermal power plant causes irritation in Eyes?

a) Oxides of sulphur

b) Oxides of Nitrogen
c) Oxides of Mercury

d) Oxides of carbon
5-MARK

1.Discuss about the adding and manipulating text boxes?

2.How to explain changing the size alignment?
3.Write short notes on the rearranging slides in a
presentation? 4.Discuss about the editing text?
5.Discuss about the entering text?

10-MARK
1.Explain about briefly MSpower point starting a new
presentation? 2.Dicuss about the working with a slide?
3.Write short notes on the adjusting the slide layout,order and
look? 4.Explain about the switching to a different color scheme?
5.Discuss about the checking spelling?