12/9/2020

INTRODUCTION TO COMPUTER
LITERACY
COMPUTER SCIENCE

OCHAN R. G. MORING.
SCHOOL OF COMPUTER SCIENCE & INFORMATION TECHNOLOGY
 INTRODUCTION TO COMPUTER SCIENCE
Nowadays, computers are an integral part of our lives. They are used for the reservation of tickets for
airplanes and railways, payment of telephone and electricity bills, deposit and withdrawal of money from
banks, processing of business data, forecasting of weather conditions, diagnosis of diseases, searching for
information on the Internet, etc. Computers are also used extensively in schools, universities, organizations,
music industry, movie industry, scientific research, law firms, fashion industry, etc.
The term computer is derived from the word compute. The word compute means to calculate.
A computer is an electronic machine that accepts data from the user, processes the data by performing
calculations and operations on it, and generates the desired output results. Computer performs both
simple and complex operations, with speed and accuracy.

DIGITAL AND ANALOG COMPUTERS

A digital computer uses distinct values to represent the data internally. All information are represented
using the digits 0𝑠 and 1𝑠 . The computers that we use at our homes and offices are digital computers.

Analog computer is another kind of a computer that represents data as variable across a continuous range
of values. The earliest computers were analog computers. Analog computers are used for measuring of
parameters that vary continuously in real time, such as temperature, pressure and voltage. Analog
computers may be more flexible but generally less precise than digital computers. Slide rule is an example
of an analog computer.

CHARACTERISTICS OF COMPUTER
Basic characteristics about computer are:

1. Speed: – As you know computer can work very fast. It takes only few seconds for calculations that we
take hours to complete. You will be surprised to know that computer can perform millions (1,000,000) of
instructions and even more per second. Therefore, we determine the speed of computer in terms of
microsecond (10 to the power -6 part of a second) or nanosecond (10 to the power -9 part of a second).
From this you can imagine how fast your computer performs work.
2. Accuracy: – The degree of accuracy of computer is very high and every calculation is performed with
the same accuracy. The accuracy level is determined on the basis of design of computer. The errors in
computer are due to human and inaccurate data.

3. Diligence: – A computer is free from tiredness, lack of concentration, fatigue, etc. It can work for hours
without creating any error. If millions of calculations are to be performed, a computer will perform every
calculation with the same accuracy. Due to this capability it overpowers human being in routine type of
work.

4. Versatility: – It means the capacity to perform completely different type of work. You may use your
computer to prepare payroll slips. Next moment you may use it for inventory management or to prepare
electric bills.

5. Power of Remembering: – Computer has the power of storing any amount of information or data.
Any information can be stored and recalled as long as you require it, for any numbers of years. It depends
entirely upon you how much data you want to store in a computer and when to lose or retrieve these data.

6. No IQ: – Computer is a dumb machine and it cannot do any work without instruction from the user. It
performs the instructions at tremendous speed and with accuracy. It is you to decide what you want to do
and in what sequence. So a computer cannot take its own decision as you can.

7. No Feeling: – It does not have feelings or emotion, taste, knowledge and experience. Thus it does not
get tired even after long hours of work. It does not distinguish between users.

8. Storage: – The Computer has an in-built memory where it can store a large amount of data. You can
also store data in secondary storage devices such as floppies, which can be kept outside your computer and
can be carried to other computers.

Speed, accuracy, diligence, storage capability and versatility are some of the key characteristics of a
computer. A brief overview of these characteristics are

• The computer can process data very fast, at the rate of millions of instructions per second.
Some calculations that would have taken hours and days to complete otherwise, can be completed
in a few seconds using the computer. For example, calculation and generation of salary slips of
thousands of employees of an organization, weather forecasting that requires analysis of a large
amount of data related to temperature, pressure and humidity of various places, etc.

• Computer provides a high degree of accuracy. For example, the computer can accurately
give the result of division of any two numbers up to 10 decimal places.

• When used for a longer period of time, the computer does not get tired or fatigued. It can
perform long and complex calculations with the same speed and accuracy from the start till the
end.

• Large volumes of data and information can be stored in the computer and also retrieved
whenever required. A limited amount of data can be stored, temporarily, in the primary memory.
Secondary storage devices like floppy disk and compact disk can store a large amount of data
permanently.
 • Versatility Computer is versatile in nature. It can perform different types of tasks with the
same ease. At one moment you can use the computer to prepare a letter document and in the next
moment you may play music or print a document.

Computers have several limitations too.

 Computer can only perform tasks that it has been programmed to do.
 Computer cannot do any work without instructions from the user.
 It executes instructions as specified by the user and does not take its own decisions.

ADVANTAGES OF COMPUTER AND DISADVANTAGES OF COMPUTER

ADVANTAGES OF A COMPUTER

Multitasking
Multitasking is one of the major advantage of computer. Person can perform multiple task, multiple
operation, calculate numerical problems within few seconds. Computer can perform trillion of instructions
per second.
Speed
One of the main advantages of computer is its incredible speed, which helps human to complete their task
in few seconds. All the operations can be performed very fast just because of its speed elsewise it takes a
long time to perform the task.
Cost/ Stores huge amount of data
It is a low cost solution. Person can save huge data within a low budget.
Centralized database of storing information is the major advantage that can reduce cost.
Accuracy
One of the root advantage of computer is that can perform not only calculations but also with accuracy.
Data Security
Protecting digital data is known as data security. Computer provide security from destructive forces and
from unwanted action from unauthorized users like cyber-attack or access attack.
DISADVANTAGE OF COMPUTER
As we know advantage comes with disadvantage.
Virus and hacking attacks
Virus is a worm and hacking is simply an unauthorized access over computer for some illicit purpose.
Virus is being transferred from email attachment, viewing an infected website advertisement, through
removable device like USB etc. once virus is transferred in host computer it can infect file, overwrite the
file etc.
Online Cyber Crimes
Online cyber-crime means computer and network may have used in order to commit crime. Cyberstalking
and Identity theft are the points which comes under online cyber-crimes. For example: one may get the
access of the access to your shopping account like amazon account now that person will be able to know
your personal details like debit card or credit card number which can be than misused.
Reduction in employment opportunity
Mainly past generation was not used of the computer or they have the knowledge of computer they faced
a big problem when computer came in field. As we have seen in banking sector senior bank employees
faced this problem when computer came to the banking sector. Above were the main disadvantage of
computer, no IQ, Dependency, No feeling, Break down are the basic disadvantages of computer.
HISTORY OF COMPUTER
Until the development of the first generation computers based on vacuum tubes, there had been several
developments in the computing technology related to the mechanical computing devices.
The key developments that took place till the first computer was developed are as follows:
• Calculating Machines ABACUS was the first mechanical calculating device for counting of large
numbers. The word ABACUS means calculating board. It consists of bars in horizontal positions on
which sets of beads are inserted. The horizontal bars have
10 beads each, representing units, tens, hundreds, etc. An abacus is shown in Figure 1.1

Figure 1.1 Abacus

• Napier’s Bones was a mechanical device built for the purpose of multiplication in 1617
AD by an English mathematician John Napier.
• Slide Rule was developed by an English mathematician Edmund Gunter in the 16th
century. Using the slide rule, one could perform operations like addition, subtraction, multiplication
and division. It was used extensively till late 1970s. Figure 1.2 shows a slide rule.

Figure 1.2 Slide rule

• Pascal’s Adding and Subtraction Machine was developed by Blaise Pascal. It could add and
subtract. The machine consisted of wheels, gears and cylinders.
• Leibniz’s Multiplication and Dividing Machine was a mechanical device that could both multiply
and divide. The German philosopher and mathematician Gottfried Leibniz built it around 1673.
• Punch Card System was developed by Jacquard to control the power loom in 1801. He invented
the punched card reader that could recognize the presence of hole in the punched card as binary one
and the absence of the hole as binary zero. The 0s and 1s are the basis of the modern digital computer.
A punched card is shown in Figure 1.3.
Figure 1.3 Punched card
• Babbage’s Analytical Engine. An English man Charles Babbage built a mechanical machine to do
complex mathematical calculations, in the year 1823. The machine was called as difference engine.
Later, Charles Babbage and Lady Ada Lovelace developed a general-purpose calculating machine, the
analytical engine. Charles Babbage is also called the father of computer.
• Hollerith’s Punched Card Tabulating Machine was invented by Herman Hollerith. The machine
could read the information from a punched card and process it electronically.
The developments discussed above and several others not discussed here, resulted in the development of
the first computer in the 1940s.

GENERATIONS OF COMPUTER
The computer has evolved from a large sized simple calculating machine to a smaller but much more
powerful machine. The evolution of computer to the current state is defined in terms of the generations of
computer. Each generation of computer is designed based on a new technological development, resulting
in better, cheaper and smaller computers that are more powerful, faster and efficient than their predecessors.
Currently, there are five generations of computer. In the following subsections, we will discuss the
generations of computer in terms of:
1. the technology used by them (hardware and software),
2. computing characteristics (speed, i.e., number of instructions executed per second),
3. physical appearance, and
4. Their applications.

First Generation (1940 to 1956): Using Vacuum Tubes

• Hardware Technology The first generation of computers used vacuum tubes (Figure 1.4) for
circuitry and magnetic drums for memory. The input to the computer was through punched cards and
paper tapes. The output was displayed as printouts.

Figure 1.4 Vacuum tube

 • Software Technology The instructions were written in machine language. Machine language uses
0s and 1s for coding of the instructions. The first generation computers could solve one problem at a
time.
• Computing Characteristics The computation time was in milliseconds.
• Physical Appearance These computers were enormous in size and required a large room for
installation.
• Application They were used for scientific applications as they were the fastest computing device
of their time.
• Examples UNIVersal Automatic Computer (UNIVAC), Electronic Numerical Integrator and
Calculator (ENIAC), and Electronic Discrete Variable Automatic Computer (EDVAC).
The first generation computers used a large number of vacuum tubes and thus generated a lot of heat.
They consumed a great deal of electricity and were expensive to operate. The machines were prone to
frequent malfunctioning and required constant maintenance. Since first generation computers used
machine language, they were difficult to program.

Second Generation (1956 to 1963): Using Transistors

• Hardware Technology Transistors (Figure 1.5) replaced the vacuum tubes of the first generation of
computers. Transistors allowed computers to become smaller, faster, cheaper, energy efficient and
reliable. The second generation computers used magnetic core technology for primary memory. They
used magnetic tapes and magnetic disks for secondary storage. The input was still through punched
cards and the output using printouts. They used the concept of a stored program, where instructions
were stored in the memory of computer.
Figure 1.5 Transistors
• Software Technology The instructions were written using the assembly language. Assembly
language uses mnemonics like ADD for addition and SUB for subtraction for coding of the instructions.
It is easier to write instructions in assembly language, as compared to writing instructions in machine
language. High-level programming languages, such as early versions of COBOL and FORTRAN were
also developed during this period.
• Computing Characteristics The computation time was in microseconds.
• Physical Appearance Transistors are smaller in size compared to vacuum tubes, thus, the size of
the computer was also reduced.
• Application The cost of commercial production of these computers was very high, though less than
the first generation computers. The transistors had to be assembled manually in second generation
computers.
• Examples PDP-8, IBM 1401 and CDC 1604.
Second generation computers generated a lot of heat but much less than the first generation computers.
They required less maintenance than the first generation computers.

Third Generation (1964 to 1971): Using Integrated Circuits

• Hardware Technology The third generation computers used the Integrated Circuit (IC) chips.
Figure 1.6 shows IC chips. In an IC chip, multiple transistors are placed on a silicon chip. Silicon is a
type of semiconductor. The use of IC chip increased the speed and the efficiency of computer, manifold.
The keyboard and monitor were used to interact with the third generation computer, instead of the
punched card and printouts.
Figure 1.6 IC chips

• Software Technology The keyboard and the monitor were interfaced through the operating system.
Operating system allowed different applications to run at the same time. High-level languages were
used extensively for programming, instead of machine language and assembly language.
• Computing Characteristics The computation time was in nanoseconds.
• Physical Appearance The size of these computers was quite small compared to the second
generation computers.
• Application Computers became accessible to mass audience. Computers were produced
commercially, and were smaller and cheaper than their predecessors.
Examples IBM 370, PDP 11.
The third generation computers used less power and generated less heat than the second generation
computers. The cost of the computer reduced significantly, as individual components of the computer
were not required to be assembled manually. The maintenance cost of the computers was also less
compared to their predecessors.

Fourth Generation (1971 to present): Using Microprocessors

• Hardware Technology They use the Large Scale Integration (LSI) and the Very Large Scale
Integration (VLSI) technology. Thousands of transistors are integrated on a small silicon chip using LSI
technology. VLSI allows hundreds of thousands of components to be integrated in a small chip. This
era is marked by the development of microprocessor. Microprocessor is a chip containing millions of
transistors and components, and designed using LSI and VLSI technology. A microprocessor chip is
shown in Figure 1.7. This generation of computers gave rise to Personal Computer (PC). Semiconductor
memory replaced the earlier magnetic core memory, resulting in fast random access to memory.
Secondary storage device like magnetic disks became smaller in physical size and larger in capacity.
The linking of computers is another key development of this era. The computers were linked to form
networks that led to the emergence of the Internet. This generation also saw the development of pointing
devices like mouse, and handheld devices.
Figure 1.7 Microprocessors

• Software Technology Several new operating systems like the MS-DOS and MS-
Windows developed during this time. This generation of computers supported Graphical User
Interface (GUI). GUI is a user-friendly interface that allows user to interact with the computer via
menus and icons. High-level programming languages are used for the writing of programs.
• Computing Characteristics The computation time is in picoseconds.
• Physical Appearance They are smaller than the computers of the previous generation. Some can
even fit into the palm of the hand.
• Application They became widely available for commercial purposes. Personal computers became
available to the home user.
• Examples The Intel 4004 chip was the first microprocessor. The components of the computer like
Central Processing Unit (CPU) and memory were located on a single chip. In 1981, IBM introduced
the first computer for home use. In 1984, Apple introduced the Macintosh.
The microprocessor has resulted in the fourth generation computers being smaller and cheaper than their
predecessors. The fourth generation computers are also portable and more reliable. They generate much
lesser heat and require less maintenance compared to their predecessors.
GUI and pointing devices facilitate easy use and learning on the computer. Networking has resulted in
resource sharing and communication among different computers.

Fifth Generation (Present and Next Future): Using Artificial Intelligence

The goal of fifth generation computing is to develop computers that are capable of learning and self-
organization. The fifth generation computers use Super Large Scale Integrated (SLSI) chips that are able to
store millions of components on a single chip. These computers have large memory requirements.
This generation of computers uses parallel processing that allows several instructions to be executed in
parallel, instead of serial execution. Parallel processing results in faster processing speed. The Intel dual-
core microprocessor uses parallel processing.
The fifth generation computers are based on Artificial Intelligence (AI). They try to simulate the human
way of thinking and reasoning. Artificial Intelligence includes areas like Expert System
(ES), Natural Language Processing (NLP), speech recognition, voice recognition, robotics, etc.
CLASSIFICATION OF COMPUTER
CLASSIFICATION OF COMPUTER
The digital computers that are available nowadays vary in their sizes and types. The computers are broadly
classified into four categories (Figure 1.8) based on their size and type:

Figure 1.8 Classification of computers based on size and type.

Microcomputers
Microcomputers are small, low-cost and single-user digital computer. They consist of CPU, input unit,
output unit, storage unit and the software. Although microcomputers are stand-alone machines, they can be
connected together to create a network of computers that can serve more than one user. IBM PC based on
Pentium microprocessor and Apple Macintosh are some examples of microcomputers. Microcomputers
include desktop computers, notebook computers or laptop, tablet computer, handheld computer, smart
phones and netbook, as shown in Figure 1.9.
Figure 1.9 Microcomputers

• Desktop Computer or Personal Computer (PC) is the most common type of

microcomputer. It is a stand-alone machine that can be placed on the desk. Externally, it consists
of three units namely: keyboard, monitor, and a system unit containing the CPU, memory, hard
disk drive, etc. It is not very expensive and is suited to the needs of a single user at home, small
business units, and organizations. Apple, Microsoft, HP, Dell and Lenovo are some of the PC
manufacturers.
• Notebook Computers or Laptop resemble a notebook. They are portable and have all the
features of a desktop computer. The advantage of the laptop is that it is small in size (can be put
inside a briefcase), can be carried anywhere, has a battery backup and has all the functionality of
the desktop. Laptops can be placed on the lap while working (hence the name). Laptops are costlier
than the desktop machines.
• Netbook These are smaller notebooks optimized for low weight and low cost, and are
designed for accessing web-based applications. Starting with the earliest netbook in late 2007, they
have gained significant popularity now. Netbooks deliver the performance needed to enjoy popular
activities like streaming videos or music, emailing, Web surfing or instant messaging. The word
netbook was created as a blend of Internet and notebook.
• Tablet Computer has features of the notebook computer but it can accept input from a
stylus or a pen instead of the keyboard or mouse. It is a portable computer. Tablet computer are the
new kind of PCs.
• Handheld Computer or Personal Digital Assistant (PDA) is a small computer that can be
held on the top of the palm. It is small in size. Instead of the keyboard, PDA uses a pen or a stylus
for input. PDAs do not have a disk drive. They have a limited memory and are less powerful. PDAs
can be connected to the Internet via a wireless connection. Casio and Apple are some of the
manufacturers of PDA. Over the last few years, PDAs have merged into mobile phones to create
smart phones.
• Smart Phones are cellular phones that function both as a phone and as a small PC. They
may use a stylus or a pen, or may have a small keyboard. They can be connected to the Internet
wirelessly. They are used to access the electronic-mail, download music, play games, etc.
Blackberry, Apple, HTC, Nokia and LG are some of the manufacturers of smart phones.

Minicomputers
Minicomputers (Figure 1.10) are digital computers, generally used in multi-user systems. They have high
processing speed and high storage capacity than the microcomputers. Minicomputers can support 4–200
users simultaneously. The users can access the minicomputer through their PCs or terminal. They are used
for real-time applications in industries, research centers, etc. PDP 11, IBM (8000 series) are some of the
widely used minicomputers.

Figure 1.10 Minicomputer

Mainframe Computers
Mainframe computers (Figure 1.11) are multi-user, multi-programming and high performance computers.
They operate at a very high speed, have very large storage capacity and can handle the workload of many
users. Mainframe computers are large and powerful systems generally used in centralized databases. The
user accesses the mainframe computer via a terminal that may be a dumb terminal, an intelligent terminal
or a PC. A dumb terminal cannot store data or do processing of its own. It has the input and output device
only. An intelligent terminal has the input and output device, can do processing, but, cannot store data of
its own. The dumb and the intelligent terminal use the processing power and the storage facility of the
mainframe computer. Mainframe computers are used in organizations like banks or companies, where many
people require frequent access to the same data. Some examples of mainframes are CDC 6600 and IBM
ES000 series.
Figure 1.11 Mainframe computer

Supercomputers
Supercomputers (Figure 1.12) are the fastest and the most expensive machines. They have high processing
speed compared to other computers. The speed of a supercomputer is generally measured in FLOPS
(Floating-point Operations Per Second). Some of the faster supercomputers can perform trillions of
calculations per second. Supercomputers are built by interconnecting thousands of processors that can work
in parallel.
Supercomputers are used for highly calculation-intensive tasks, such as, weather forecasting, climate
research (global warming), molecular research, biological research, nuclear research and aircraft design.
They are also used in major universities, military agencies and scientific research laboratories. Some
examples of supercomputers are IBM Roadrunner, IBM Blue gene and Intel ASCI red. PARAM Padma is
the latest machine in this series. The peak computing power of PARAM Padma is 1 Tera FLOP (TFLOP).

Figure 1.12 Supercomputer

DATA AND INFORMATION

 Many believe that the terms “data” and “information” can be used interchangeably and mean the same.
However, there is a subtle difference between the two.
Data can be a number, symbol, character, word, and if not put into context, individual pieces of data mean
nothing to humans.
On the other hand, information is a data put into context. Information is utilized by humans in some
significant way. A good example of information would be a computer. A computer uses programming
scripts, formulas, or software applications to turn data into information.
Let us have a detailed look at the difference between data and information in a tabular column below.
Difference between Data and Information

Difference Between Data and Information

Data Information

Data is unorganised raw facts that need processing Information is a processed, organised data presented in a
without which it is seemingly random and useless to given context and is useful to humans.
humans

Data is an individual unit that contains raw material Information is a group of data that collectively carry a logical
which does not carry any specific meaning. meaning.

Data doesn’t depend on information. Information depends on data.

It is measured in bits and bytes. Information is measured in meaningful units like time,
quantity, etc.

Data is never suited to the specific needs of a designer. Information is specific to the expectations and requirements
because all the irrelevant facts and figures are removed,
during the transformation process.

An example of data is a student’s test score The average score of a class is the information derived from
the given data.
What is Data?
Data is the complete list of facts and details like text, observations, figures, symbols and description of
things. It is the raw list of facts that are processed to gain information. The basic concept of data is associated
with scientific research collected by different research organizations.
What is Information?
Information is the processed, organized and structured data. It provides context for data. However, both the
terms are used together, information can be easily understood than data.

THE INFORMATION PROCESSING CYCLE

What is Information Processing?

Information processing is the process of changing or converting information into meaningful information.
Information is processed, organized or classified data which is useful for the receiver. Information is the
processed data which may be used “as it is” or may be put to use along with more data or information. The
receiver of information takes actions and decisions based on the information received. Collected data must
be processed to get meaning out of it, and this meaning is obtained in the form of information. Information
processing is read as a part of other topics such as information processing theory, information science,
information technology, data science and statistics etc. Further information is considered useful &
meaningful only if has these characteristics:
 Timely − Information should be available when required, a delay in obtaining information renders
it useless.
 Accuracy − Accuracy of information has a significant impact on the decision-making. Possibilities
of even slightest errors should be minimized.
 Completeness − Information should be complete. Incomplete information causes incorrect and
unintended results.
 Comprehensive – Information which is incomprehensible is useless for the receiver. This becomes
a case of information failure as the sender sent the information, but it was of no use for the receiver,
thus is not considered as “information.”

Information Processing Cycle

Information processing cycle is a sequence of events consisting of Input, Processing, Storage &
Output. To understand more about what is information processing cycle it is a good idea to study about
data processing cycle also. These events are similar as in case of data processing cycle. For a computer to
perform useful work, the computer has to receive instructions and data from the outside world. The
computer receives data and instructions during the INPUT stage of the information processing cycle.
Useful information results are obtained when appropriate inputs are applied to data. Applying instructions
to data takes place during the PROCESSING stage of the information processing cycle. To avoid having
to re-enter data and instructions or reprocess information, computers can save information. Saving
information on a computer occurs during the STORAGE phase of the information processing cycle. This
is followed by the result in the OUTPUT stage. Computer Processing Cycle is a similar process with
similar steps by which data is fed to a computer.
Four Phases of the information processing cycle
1. Input: Computer receives data and instructions.
2. Process: Computer applies instructions to data to produce information (organized Data).
3. Storage: Saving the information for a subsequent use or use in future.
4. Output: Computer sends information to people in a usable format.

1. INPUT – Entering data into the computer

a. Feeding the collected raw data or data entry in the cycle for processing. This is the raw data
which is supplied for processing & obtaining information.
b. Input can be done by utilizing various input devices such as keyboards, mice, flatbed
scanners, barcode readers, joysticks, digital data tablets (for graphics drawing), electronic
cash registers, etc.
c. Input process is most essential as any error in the input data or the input process will result
in wrong output.
2. PROCESSING – Performing operations on the data
a. Once the input is provided the raw data is processed by a suitable or selected processing
method. Processing information is the most crucial step as it allows the processed data in
the form of output which will be used further.
b. Processing is usually done by CPU (Central Processing Unit) in a computer. CPU is the
crucial component for getting the operations done. The speed of processing depends on the
computing power and processing power of the processor.
c. Processing can be done by using various processing software and computer system
depending upon the requirement.
3. STORAGE – Saving data in a soft/physical form
a. The data which is to be fed and the output which will be generated needs to be stored. This
stage is at times overlapping with the output stage since.
b. Storage can be done on various storage devices such as external hard disk, inbuilt hard
disk, data centers, pen drives, micro SD cards, compact disks or even in registers.
4. OUTPUT – Results obtained, i.e., information
 a. This is the outcome, and the raw data provided in the first stage is now “processed,” and
the data is useful and provides information and no longer called Data. This might be further
used for data visualisation.
b. This can be used as it is or used for further processing along with more data. Output device
can be a paper or in form of display screen such as monitors or phone screen.
Role of Data Processing in Information Processing
Data processing is an essential part of information processing. Making use of processed information in
various decision making process remains the main purpose of information processing. Processing of
complex data obtained from various data sources requires sorting and filtering of data. It might also be
merged with existing sources of data so as go to receive a new data set. Further analysis of these data sets
helps in decision making and subsequent decisions pertaining to other aspects in a decision making process.
The information being used may form a part of short term memory or long term memory of overall process.

APPLICATIONS OF COMPUTER

Computers have proliferated into various areas of our lives. For a user, computer is a tool that provides
the desired information, whenever needed. You may use computer to get information about the
reservation of tickets (railways, airplanes and cinema halls), books in a library, medical history of a
person, a place in a map, or the dictionary meaning of a word. The information may be presented to you
in the form of text, images, video clips, etc.
Figure 1.15 shows some of the applications of computer. Some of the application areas of the computer
are listed below—
• Education Computers are extensively used, as a tool and as an aid, for imparting education.
Educators use computers to prepare notes and presentations of their lectures. Computers are used to develop
computer-based training packages, to provide distance education using the e-learning software, and to
conduct online examinations. Researchers use computers to get easy access to conference and journal
details and to get global access to the research material.
• Entertainment Computers have had a major impact on the entertainment industry. The user can
download and view movies, play games, chat, book tickets for cinema halls, use multimedia for making
movies, incorporate visual and sound effects using computers, etc. The users can also listen to music,
download and share music, create music using computers, etc.
• Sports A computer can be used to watch a game, view the scores, improve the game, play games
(like chess, etc.) and create games. They are also used for the purposes of training players.
• Advertising Computer is a powerful advertising media. Advertisement can be displayed on
different websites, electronic-mails can be sent and reviews of a product by different customers can be
posted. Computers are also used to create an advertisement using the visual and the sound effects. For the
advertisers, computer is a medium via which the advertisements can be viewed globally. Web advertising
has become a significant factor in the marketing plans of almost all companies. In fact, the business
model of Google is mainly dependent on web advertising for generating revenues.

Figure 1.15 Applications of computer

• Medicine Medical researchers and practitioners use computers to access information about the
advances in medical research or to take opinion of doctors globally. The medical history of patients is stored
in the computers. Computers are also an integral part of various kinds of sophisticated medical equipment
like ultrasound machine, CAT scan machine, MRI scan machine, etc. Computers also provide assistance to
the medical surgeons during critical surgery operations like laparoscopic operations, etc.
Nearly every area of health care today uses computers. Whether you are visiting a family doctor for a
regular checkup, having lab work or an outpatient test, or being rushed in for emergency surgery, the
medical staff around you will be using computers for various purposes:

 Hospitals and doctors use computers and mobile devices to maintain and access patient records.

 Computers monitor patients’ vital signs in hospital rooms and at home.

 Robots deliver medication to nurse stations in hospitals.

 Computers and computerized devices assist doctors, nurses, and technicians with medical tests
(Figure 1-39).

 Doctors use the Web and medical software to assist with researching and diagnosing health
conditions.

 Doctors use e-mail to correspond with patients.

  Pharmacists use computers to file insurance claims.

 Surgeons implant computerized devices, such as pacemakers, that allow patients to live longer.

 Surgeons use computer-controlled devices to provide them with greater precision during
operations, such as for laser eye surgery and robot-assisted heart surgery.
• Science and Engineering Scientists and engineers use computers for performing complex
scientific calculations, for designing and making drawings (CAD/CAM applications) and also for
simulating and testing the designs. Computers are used for storing the complex data, performing complex
calculations and for visualizing 3– dimensional objects. Complex scientific applications like the launch of
the rockets, space exploration, etc., are not possible without the computers.
• Government The government uses computers to manage its own operations and also for e-
governance. The websites of the different government departments provide information to the users.
Computers are used for the filing of income tax return, paying taxes, online submission of water and
electricity bills, for the access of land record details, etc. The police department uses computers to search
for criminals using fingerprint matching, etc.
• Home Computers have now become an integral part of home equipment. At home, people use
computers to play games, to maintain the home accounts, for communicating with friends and relatives via
Internet, for paying bills, for education and learning, etc. Microprocessors are embedded in house hold
utilities like, washing machines, TVs, food processors, home theatres, security devices, etc.
The list of applications of computers is so long that it is not possible to discuss all of them here. In addition
to the applications of the computers discussed above, computers have also proliferated into areas like banks,
investments, stock trading, accounting, ticket reservation, military operations, meteorological predictions,
social networking, business organizations, police department, video conferencing, telepresence, book
publishing, web newspapers, and information sharing.
COMPONENTS OF COMPUTER

HARDWARE AND PERIPHERAL DEVICES

A computer interacts with the external environment via the input-output (I/O) devices attached to it. Input
device is used for providing data and instructions to the computer. After processing the input data, computer
provides output to the user via the output device. The I/O devices that are attached, externally, to the
computer machine are also called peripheral devices. Different kinds of input and output devices are used
for different kinds of input and output requirements. In this chapter, we shall discuss different kinds of input
devices and output devices.
An I/O unit is a component of computer. The I/O unit is composed of two parts—input unit and output unit.
The input unit is responsible for providing input to the computer and the output unit is for receiving output
from the computer.
INPUT DEVICES

OUTPUT DEVICES

STORAGE DEVICES
Storage holds data, instructions, and information for future use. For example, computers can store hundreds,
or millions of customer names and addresses. Storage holds these items permanently. A computer keeps
data, instructions, and information on storage media. Examples of storage media are USB flash drives,
hard disks, optical discs, and memory cards. A storage device records (writes) and/or retrieves (reads)
items to and from storage media. Drives and readers/writers, which are types of storage devices (Figure 1-
3 on the previous page), accept a specific kind of storage media. For example, a DVD drive (storage device)
accepts a DVD (storage media). Storage devices often function as a source of input because they transfer
items from storage to memory. A USB flash drive is a portable storage device that is small and lightweight
enough to be transported on a keychain or in a pocket (Figure 1-3). The average USB flash drive can hold
about 4 billion characters. You plug a USB flash drive in a special, easily accessible opening on the
computer. A hard disk provides much greater storage capacity than a USB flash drive. The average hard
disk can hold more than 320 billion characters. Hard disks are enclosed in an airtight, sealed case. Although
some are portable, most are housed inside the system unit (Figure 1-4). Portable hard disks are either
external or removable. An external hard disk is a separate, freestanding unit, whereas you insert and remove
a removable hard disk from the computer or a device connected to the computer. An optical disc is a flat,
round, portable metal disc with a plastic coating. CDs, DVDs, and Blu-ray Discs are three types of optical
discs. A CD can hold from 650 million to 1 billion characters. Some DVDs can store two full-length movies
or 17 billion characters (Figure 1-5). Blu-ray Discs can store about 46 hours of standard video, or 100
billion characters. Some mobile devices, such as digital cameras, use memory cards as the storage media.
You can use a card reader/writer (Figure 1-3) to transfer the stored items, such as digital photos, from the
memory card to a computer or printer.
MOBILE DEVICES
A mobile device is a general term for any type of handheld computer. These devices are designed to be
extremely portable, and they can often fit in your hand. Some mobile devices—like tablets, e-readers,
and smartphones—are powerful enough to do many of the same things you can do with a desktop or laptop
computer.
Tablet computers
Like laptops, tablet computers are designed to be portable. However, they provide a different computing
experience. The most obvious difference is that tablet computers don't have keyboards or touchpads.
Instead, the entire screen is touch-sensitive, allowing you to type on a virtual keyboard and use your finger
as a mouse pointer.
Tablet computers can't necessarily do everything traditional computers can do. For many people, a
traditional computer like a desktop or laptop is still needed in order to use some programs. However, the
convenience of a tablet computer means it may be ideal as a second computer.
E-readers
E-book readers also called e-readers are similar to tablet computers, except they are mainly designed for
reading e-books (digital, downloadable books). Notable examples include the Amazon Kindle, Barnes &
Noble Nook, and Kobo. Most e-readers use an e-ink display, which is easier to read than a traditional
computer display. You can even read in bright sunlight, just like if you were reading a regular book.

You don’t need an e-reader to read e-books. They can also be read on tablets, smartphones, laptops, and
desktops.

Smartphones
A smartphone is a more powerful version of a traditional cell phone. In addition to the same basic features—
phone calls, voicemail, text messaging—smartphones can connect to the Internet over Wi-Fi or a cellular
network (which requires purchasing a monthly data plan). This means you can use a smartphone for the
same things you would normally do on a computer, such as checking your email, browsing the Web, or
shopping online.

Most smartphones use a touch-sensitive screen, meaning there isn't a physical keyboard on the device.
Instead, you'll type on a virtual keyboard and use your fingers to interact with the display. Other standard
features include a high-quality digital camera and the ability to play digital music and video files. For many
people, a smartphone can actually replace electronics like an old laptop, digital music player, and digital
camera in the same device.

COMMUNICATION DEVICES
A communication device is a hardware device capable of transmitting an analog or digital signal over the
telephone, other communication wire, or wirelessly.
A classic example of a communication device is a computer modem, which converts a
computer's digital information to an analog signal for transmission over a telephone line. Similarly, a
modem receives analog signals, and converts them to digital, for processing by the computer. This process
is called modulation/demodulation, from which the modem gets its name.
Other examples of communication devices include a NIC (network interface card), Wi-Fi devices,
and access points.
 Communication device examples
 Communication device errors
 Why do computers need communication devices?
 Related pages.
Communication device examples
Below is a full listing of all the different types of communications devices you may encounter when dealing
with a computer.
 Bluetooth devices
 Infrared devices
 Modem (over phone line)
 Network card (using Ethernet)
 Smartphone
 Wi-Fi devices (using a Wi-Fi router); examples shown below.
Communication device errors
Any time a communication device encounters problems communicating with another device, you may
encounter a communication error. Below is a list of general steps that can be verified when this error is
encountered.
 If your communication device is using a wire, make sure it is firmly connected.
 Make sure the proper drivers are installed and that no errors or conflicts are occurring with the
driver, and that the device is detected.
 If your communication device requires settings, make sure they're correct. For example, a network
card requires the proper IP, DNS, and Subnet settings to establish a connection with the network,
and be able to find its route to other network devices.
Why do computers need communication devices?
A computer can work fine without a communication device. However, for a computer to communicate with
other computers, they need a communication device. For example, for your computer to connect to
the Internet to view this web page, it needs a communication device. Without a communication device,
you'd have to use a sneaker net to transfer or share data between computers.
Communication Devices
A communication device is a hardware device capable of transmitting an analog or digital signal over the
telephone, other communication wire, or wirelessly. The best example of a communication device is a
computer Modem, which is capable of sending and receiving a signal to allow computers to talk to other
computers over the telephone. Other examples of communication devices include a network interface card
(NIC), Wi-Fi devices, and an access point.

SOFTWARE AND APPLICATION

Software is a program that enables a computer to perform a specific task, as opposed to the physical
components of the system (hardware).
This includes application software such as a word processor, which enables a user to perform a task, and
system software such as an operating system, which enables other software to run properly, by interfacing
with hardware and with other software.
Practical computer systems divide software into three major classes: system software, programming
software and application software, although the distinction is arbitrary, and often blurred.
Computer software has to be "loaded" into the computer's storage (such as a hard drive, memory, or RAM).
Once the software is loaded, the computer is able to execute the software.
Computers operate by executing the computer program.
This involves passing instructions from the application software, through the system software, to the
hardware which ultimately receives the instruction as machine code.
Each instruction causes the computer to carry out an operation -- moving data, carrying out a computation,
or altering the control flow of instructions.
 OPERATING SYSTEM
An operating system is the most important software that runs on a computer. It manages the
computer's memory and processes, as well as all of its software and hardware. It also allows you
to communicate with the computer without knowing how to speak the computer's language. Without an
operating system, a computer is useless.
Watch the video below to learn more about operating systems.
Looking for the old version of this video? You can still view it here.
The operating system's job
Your computer's operating system (OS) manages all of the software and hardware on the computer.
Most of the time, there are several different computer programs running at the same time, and they all need
to access your computer's central processing unit (CPU), memory, and storage. The operating system
coordinates all of this to make sure each program gets what it needs.
Types of operating systems
Operating systems usually come pre-loaded on any computer you buy. Most people use the operating
system that comes with their computer, but it's possible to upgrade or even change operating systems. The
three most common operating systems for personal computers are Microsoft Windows, macOS,
and Linux.
Modern operating systems use a graphical user interface, or GUI (pronounced gooey). A GUI lets you
use your mouse to click icons, buttons, and menus, and everything is clearly displayed on the screen using
a combination of graphics and text.

Each operating system's GUI has a different look and feel, so if you switch to a different operating system
it may seem unfamiliar at first. However, modern operating systems are designed to be easy to use, and
most of the basic principles are the same.
Microsoft Windows
Microsoft created the Windows operating system in the mid-1980s. There have been many different
versions of Windows, but the most recent ones are Windows 10 (released in 2015), Windows
8 (2012), Windows 7 (2009), and Windows Vista (2007). Windows comes pre-loaded on most new PCs,
which helps to make it the most popular operating system in the world.
Check out our tutorials on Windows Basics and specific Windows versions for more information.
macOS
macOS (previously called OS X) is a line of operating systems created by Apple. It comes preloaded on
all Macintosh computers, or Macs. Some of the specific versions include Mojave (released in 2018), High
Sierra (2017), and Sierra (2016).
According to StatCounter Global Stats, macOS users account for less than 10% of global operating
systems—much lower than the percentage of Windows users (more than 80%). One reason for this is that
Apple computers tend to be more expensive. However, many people do prefer the look and feel of macOS
over Windows.

Check out our macOS Basics tutorial for more information.

Linux
Linux (pronounced LINN-ux) is a family of open-source operating systems, which means they can be
modified and distributed by anyone around the world. This is different from proprietary software like
Windows, which can only be modified by the company that owns it. The advantages of Linux are that it
is free, and there are many different distributions—or versions—you can choose from.
According to StatCounter Global Stats, Linux users account for less than 2% of global operating systems.
However, most servers run Linux because it's relatively easy to customize.
To learn more about different distributions of Linux, visit the Ubuntu, Linux Mint, and Fedora websites,
or refer to our Linux Resources. For a more comprehensive list, you can visit MakeUseOf's list of The
Best Linux Distributions.
Operating systems for mobile devices
The operating systems we've been talking about so far were designed to run
on desktop and laptop computers. Mobile devices such as phones, tablet computers, and MP3
players are different from desktop and laptop computers, so they run operating systems that are designed
specifically for mobile devices. Examples of mobile operating systems include Apple iOS and Google
Android. In the screenshot below, you can see iOS running on an iPad.

Operating systems for mobile devices generally aren't as fully featured as those made for desktop and laptop
computers, and they aren't able to run all of the same software. However, you can still do a lot of things
with them, like watch movies, browse the Web, manage your calendar, and play games.

APPLICATION SOFTWARE
Application software consists of programs designed to make users more productive and/or assist them
with personal tasks. A widely used type of application software related to communications is a Web
browser, which allows users with an Internet connection to access and view Web pages or access programs.
Other popular application software includes word processing software, spreadsheet software, database
software, and presentation software. Many other types of application software exist that enable users to
perform a variety of tasks. These include personal information management, note taking, project
management, accounting, document management, computer-aided design, desktop publishing, paint/image
editing, photo editing, audio and video editing, multimedia authoring, Web page authoring, personal
finance, legal, tax preparation, home design/landscaping, travel and mapping, education, reference, and
entertainment (e.g., games or simulations, etc.). Software is available at stores that sell computer products
(Figure 1-11) and also online at many Web sites.

CUSTOMIZED SOFTWARE

COMPUTER AND MOBILE DEVICES BUY TIPS

Laptop, desktop, tablet or smartphone?

There is a range of different models and manufacturers producing devices at various prices.
Before you buy a device, you should consider:
 what you'll use your computer for
 if you'll need to use it in different places
 frequency of use
 what other devices you need to connect to
Laptop
If you travel often or want a computer that you can take anywhere, a laptop could be suitable for you. A
laptop is a personal computer for mobile use. A laptop integrates most of the typical components of a
desktop computer, including a display, a keyboard, a pointing device (a touchpad, also known as a trackpad
or a pointing stick) and speakers in a single unit.

A laptop is powered by mains electricity through an AC adapter or away from an outlet using a rechargeable
battery. A new laptop battery typically stores enough energy to run the laptop for three to five hours,
depending on the computer usage, configuration and power management settings.
When the laptop is plugged into the mains, the battery charges, even if the computer is not running. As the
battery ages, energy storage will progressively decline to last only a few minutes.
If you want a device that you can work on comfortably for long periods of time and can store lots of large
files, you might make the laptop your choice. A laptop accommodates all work functions from spreadsheets
to emails and social media.
Laptop pros and cons
Laptops are great for all work, from spreadsheets to emails and have full-sized keyboards that make typing
easy and comfortable. They have large storage capacities - around 500GB is typical (compared to 64GB
offered by larger tablets). Keyboards and track pads can also make photo-editing easier on a laptop than
on a tablet.
A laptop is bulkier and heavier than a tablet and can be slow to start up compared to tablets - 3 or 4 G
connectivity needs a 'dongle' which costs extra.
Desktop

A desktop computer is a good option if you have a home office and you don't need to take the computer to
other locations.
A desktop computer is a personal computer (PC) in a form intended for regular use at a single location, as
opposed to a mobile laptop or portable computer.
Desktop and tower computers are two styles of computer case that use desk space in different ways. Desktop
computers are designed to lay flat on the desk, while towers stand upright.
'Desktop' indicates a horizontally-oriented computer case usually intended to have the display screen placed
on top to save space on the desktop. Most modern desktop computers have separate screens and keyboards.
Tower cases are sometimes incorrectly called desktop computers as some will put them on a desk instead
of on the floor under the desk. Cases intended for home theatre PC systems are usually considered to be
desktop cases in both senses, regardless of orientation and placement.
Tablet

Slim and lightweight, tablets are a type of internet-enabled computer that work in a similar way to smart
phones, with touch screens and downloadable apps.
Although Tablets are capable of running work applications, they are mainly bought as a portable device
used for quick web browsing (internet), emailing and portable entertainment.
As well as being simple to use and easy to carry around, tablets turn on quickly, providing almost instant
access to the internet or your apps.
Apps can be downloaded to add an enormous range of functions, from drawing to games and work- based
activities like Word Excel.
Here’s a list of the most common uses for tablets:
 reading books, newspapers and magazines
 browsing the web
 playing games
 watching catch-up TV
 sending and receiving emails
 making video calls
Tablet pros and cons
Tablets are quick to turn on, are portable, easy to use and there are lots of apps to choose from. But, they
can be expensive and may not have have expandable memory. Some may not have 3 or 4 G connectivity
and if they do they may need a data plan contract with the extra ongoing expense. They also use touch
screen typing and it's often necessary to buy a screen cover to protect from scratches and cracks.
Smartphone

A smartphone combines the features of a mobile phone

with those of other popular mobile devices, such as media player and GPS navigation unit. Most
smartphones are accessed by a touchscreen, can run third-party apps and have camera phones.
Those produced from 2012 have high-speed mobile broadband and mobile payment mechanisms. Not only
can you talk to one another on your smartphones but you can text, play music and games, get directions,
take pictures, check e-mails, find a restaurant, surf the internet or watch a movie.
Technical factors to consider
Portability
It's important to consider size when choosing a device, especially if you will be travelling with it. Devices
range in both size and weight.
Screen size
Screen size is very much a personal preference, however, do consider what you are mainly using the device
for. The size of a smartphone screen is usually about 6.5” to 8” in diameter, the screen size of a tablet ranges
from 7” to 13.3” and the screen size of a laptop ranges from 11” to 17”. Resolution and clarity of the screen
depends on the device. It's generally accepted that the larger the screen, the shorter the battery life. Smaller
size is great for travelling, however, having a large screen can make watching movies and videos more
visually entertaining.
The processor
The processor controls the speed and performance of a laptop. A processor's speed is measured in gigahertz
(GHz).
Memory
Also known as 'RAM', Random Access Memory is a form of computer data storage and is what the
computer uses to run applications, your browser and the operating system.
Gigabytes (GB) are units of computer memory storage capacity.
It's important to choose the amount of memory depending on what you wish to use the device for.
Photos taken with smartphones are improving in quality and may reach 4MB per photo. Using that as an
estimate benchmark, 1GB would hold about 256 photos. If you take 10 photos a day, you’ll fill up 16GB
in a little over a year.
Apps have also grown in size. Some games can go from between 40MB to over 1GB per game.
Hard drive
The hard drive determines how much storage capacity your computer has. When you download music, store
photos and videos, you are taking up space on the device's hard drive. If you store many music, photo or
video files, you should choose a device that has a higher number of GB. 16GB or 32GB is normally enough
for most to survive on their mobile devices if not over storing Apps or files.
Battery life
You should check the battery life for a particular laptop or netbook. In general, the larger the screen,
keyboard and device, the less amount of time your device can keep running on a charged battery.
Tips to help you choose
 surf the internet for the specific information on each device and model
 visit a retailer to get a better idea about any device you are considering buying
 lift the device to gauge its weight
 play around with the touchpad on the device to see how comfortable you are with it.
For all computers and laptops, it's important to buy or download security software to protect devices from
viruses.
 Staying safe online
Buying a device involves a series of decisions. Once you have assessed your needs, the process can be
simpler. By keeping these factors and considerations in mind, you can avoid some of the frustration and
confusion that accompanies finding the device that is right for you.
DATA REPRESENTATION

INTRODUCTION
The data stored in the computer may be of different kinds, as follows—
• Numeric data (0, 1, 2, …, 9)
• Alphabetic data (A, B, C, …, Z)
• Alphanumeric data—Combination of any of the symbols—(A, B, C… Z), (0, 1… 9), or special
characters (+,−, Blank), etc.
All kinds of data, be it alphabets, numbers, symbols, sound data or video data, is represented in terms of 0s
and 1s, in the computer. Each symbol is represented as a unique combination of 0s and 1s.
The number systems are (1) Decimal number system, (2) Binary number system, (3) Octal number system,
and (4) Hexadecimal number system.
The number conversions are—
• Decimal (Integer, Fraction, Integer.Fraction) to Binary, Octal, Hexadecimal
• Binary, Octal, Hexadecimal (Integer, Fraction, Integer.Fraction) to Decimal
• Binary to Octal, Hexadecimal
• Octal, Hexadecimal to Binary

NUMBER SYSTEM
A number system in base r or radix r uses unique symbols for r digits. One or more digits are combined to
get a number. The base of the number decides the valid digits that are used to make a number. In a number,
the position of digit starts from the right-hand side of the number. The rightmost digit has position 0, the
next digit on its left has position 1, and so on. The digits of a number have two kinds of values—
• Face value, and
• Position value.
The face value of a digit is the digit located at that position. For example, in decimal number 52, face value
at position 0 is 2 and face value at position 1 is 5.
The position value of a digit is (baseposition). For example, in decimal number 52, the position value of digit
2 is 100 and the position value of digit 5 is 101. Decimal numbers have a base of 10.
The number is calculated as the sum of, face value * baseposition, of each of the digits. For decimal number
52, the number is 5*101 + 2*100 = 50 + 2 = 52
In computers, we are concerned with four kinds of number systems, as follows—
• Decimal Number System —Base 10
• Binary Number System —Base 2
• Octal Number System —Base 8
• Hexadecimal Number System—Base 16
The numbers given as input to computer and the numbers given as output from the computer, are generally
in decimal number system, and are most easily understood by humans. However, computer understands the
binary number system, i.e., numbers in terms of 0s and 1s. The binary data is also represented, internally,
as octal numbers and hexadecimal numbers due to their ease of use.
A number in a particular base is written as (number)base of number For example, (23)10 means that the number
23 is a decimal number, and (345)8 shows that 345 is an octal number.

Decimal Number System

• It consists of 10 digits—0, 1, 2, 3, 4, 5, 6, 7, 8 and 9.
• All numbers in this number system are represented as combination of digits 0—9. For example, 34,
5965 and 867321.
• The position value and quantity of a digit at different positions in a number are as follows—
Binary Number System
• The binary number system consists of two digits—0 and 1.
• All binary numbers are formed using combination of 0 and 1. For example, 1001, 11000011
and 10110101.
• The position value and quantity of a digit at different positions in a number are as follows—

Octal Number System

• The octal number system consists of eight digits—0 to 7.
• All octal numbers are represented using these eight digits. For example, 273, 103, 2375,
etc.
• The position value and quantity of a digit at different positions in a number are as follows—

Hexadecimal Number System

• The hexadecimal number system consists of sixteen digits—0 to 9, A, B, C, D, E, F, where
(A is for 10, B is for 11, C-12, D-13, E-14, F-15).
• All hexadecimal numbers are represented using these 16 digits. For example, 3FA, 87B,
113, etc.
• The position value and quantity of a digit at different positions in a number are as follows—

Summary of number system

Decimal, binary, octal and hexadecimal equivalents

CONVERSION FROM DECIMAL TO BINARY, OCTAL, HEXADECIMAL
A decimal number has two parts—integer part and fraction part. For example, in the decimal number
23.0786, 23 is the integer part and .0786 is the fraction part. The method used for the conversion of the
integer part of a decimal number is different from the one used for the fraction part. In the following
subsections, we shall discuss the conversion of decimal integer, decimal fraction and decimal
integer.fraction number into binary, octal and hexadecimal number.

Converting Decimal Integer to Binary, Octal, Hexadecimal

A decimal integer is converted to any other base, by using the division operation. To convert a decimal
integer to—
• Binary-divide by 2,
• Octal-divide by 8, and,
• Hexadecimal-divide by 16.
Let us now understand this conversion with the help of some examples.

Example 1: Convert 25 from Base 10 to Base 2.

1. Make a table as shown below. Write the number in center and toBase on the left side.
toBase Number Remainder
(Quotient)
2 25

2. Divide the number with toBase. After each division, write the remainder on right-side
column and quotient in the next line in the middle column. Continue dividing till the quotient is 0.
toBase Number Remainder
(Quotient)
2 25
2 12 1
2 6 0
2 3 0
2 1 1
0 1
3. Write the digits in remainder column starting from downwards to upwards,

The binary equivalent of number (25)10 is (11001)2

The steps shown above are followed to convert a decimal integer to a number in any other base.

Example 2: Convert 23 from Base 10 to Base 2, 8, 16.

Example 3: Convert 147 from Base 10 to Base 2, 8 and 16.

Example 4: Convert 94 from Base 10 to Base 2, 8 and 16.

Converting Decimal Fraction to Binary, Octal, Hexadecimal

A fractional number is a number less than 1. It may be .5, .00453, .564, etc. We use the multiplication
operation to convert decimal fraction to any other base. To convert a decimal fraction to—
 • Binary-multiply by 2,
• Octal-multiply by 8, and,
• Hexadecimal-multiply by 16.
Steps for conversion of a decimal fraction to any other base are—
1. Multiply the fractional number with the toBase, to get a resulting number.
2. The resulting number has two parts, non-fractional part and fractional part.
3. Record the non-fractional part of the resulting number.
4. Repeat the above steps at least four times.
5. Write the digits in the non-fractional part starting from upwards to downwards.

Example 5: Convert 0.2345 from Base 10 to Base 2.

The binary equivalent of (0.2345)10 is (0.001111)2

Example 5a: Convert 0.865 from Base 10 to Base 2, 8 and 16.

Converting Decimal Integer.Fraction to Binary, Octal, Hexadecimal
A decimal integer.fraction number has both integer part and fraction part. The steps for conversion of a
decimal integer.fraction to any other base are—
1. Convert decimal integer part to the desired base following the steps shown previous steps

2. Convert decimal fraction part to the desired base following the steps in the previous fraction
conversion.

3. The integer and fraction part in the desired base is combined to get integer.fraction.

Example 6: Convert 34.4674 from Base 10 to Base 2.

Example 7: Convert 34.4674 from Base 10 to Base 8.

Example 8: Convert 34.4674 from Base 10 to Base 16.

CONVERSION OF BINARY, OCTAL, HEXADECIMAL TO DECIMAL

A binary, octal or hexadecimal number has two parts—integer part and fraction part. For example, a binary
number could be 10011, 0.011001 or 10011.0111. The numbers 45, .362 or 245.362 are octal numbers. A
hexadecimal number could be A2, .4C2 or A1.34.
The method used for the conversion of integer part and fraction part of binary, octal or hexadecimal number
to decimal number is the same; multiplication operation is used for the conversion. The conversion
mechanism uses the face value and position value of digits. The steps for conversion are as follows—
1. Find the sum of the Face Value * (fromBase)positio for each digit in the number.
1. In a non-fractional number, the rightmost digit has position 0 and the position
increases as we go towards the left.
2. In a fractional number, the first digit to the left of decimal point has position 0 and
the position increases as we go towards the left. The first digit to the right of the decimal
point has position –1 and it decreases as we go towards the right (−2, −3, etc.)

Example 9: Convert 1011 from Base 2 to Base 10.

Convert 62 from Base 8 to Base 10.
Convert C15 from Base 16 to Base 10.
Example 10: Convert .1101 from Base 2 to Base 10.
Convert .345 from Base 8 to Base 10. Convert .15 from Base 16 to Base 10.

Example 11: Convert 1011.1001 from Base 2 to Base 10.

Convert 24.36 from Base 8 to Base 10.
Convert 4D.21 from Base 16 to Base 10.

CONVERSION OF BINARY TO OCTAL, HEXADECIMAL

A binary number can be converted into octal or hexadecimal number using a shortcut method. The shortcut
method is based on the following information—
• An octal digit from 0 to 7 can be represented as a combination of 3 bits, since 23 = 8.
 • A hexadecimal digit from 0 to 15 can be represented as a combination of 4 bits, since 2 4 =
16.
The Steps for Binary to Octal Conversion are—
1. Partition the binary number in groups of three bits, starting from the right-most side.
2. For each group of three bits, find its octal number.
3. The result is the number formed by the combination of the octal numbers.
The Steps for Binary to Hexadecimal Conversion are—
1. Partition the binary number in groups of four bits, starting from the right-most side.
2. For each group of four bits, find its hexadecimal number.
3. The result is the number formed by the combination of the hexadecimal numbers.
Example 12: Convert the binary number 1110101100110 to octal.
Given binary number 1110101100110
1. Partition binary number in groups of three bits, starting from the right-most side.

2. For each group find its octal number.

3. The octal number is 16546.

Example 13: Convert the binary number 1110101100110 to hexadecimal
Given binary number 1110101100110
1. Partition binary number in groups of four bits, starting from the right-most side.

2. For each group find its hexadecimal number.

The hexadecimal number is 1D66.

CONVERSION OF OCTAL, HEXADECIMAL TO BINARY

The conversion of a number from octal and hexadecimal to binary uses the inverse of the steps defined for
the conversion of binary to octal and hexadecimal.
The Steps for Octal to Binary Conversion are—
1. Convert each octal number into a three-digit binary number.
2. The result is the number formed by the combination of all the bits.
The Steps for Hexadecimal to Binary Conversion are—
1. Convert each hexadecimal number into a four-digit binary number.
2. The result is the number formed by the combination of all the bits.
Example 14: Convert the hexadecimal number 2BA3 to binary.
1. Given number is 2BA3
2. Convert each hexadecimal digit into four digit binary number.

3. Combine all the bits to get the result 0010101110100011.

Example 15: Convert the octal number 473 to binary.
1. Given number is 473
2. Convert each octal digit into three digit binary number.
3. Combine all the bits to get the result 100111011.
OPERATING THE COMPUTER (PRACTICAL)
DESKTOP TOOLS AND VIEW
MICROSOFT OFFICE PACKAGE

WORD PROCESSING (PRACTICAL)

MS WORD
Microsoft Word is a word-processing program that is used to create professional-looking documents such
as reports, resumes, letters, memos, and newsletters. It includes many powerful tools that can be used to
easily create and edit documents, and collaborate with others. This handout provides an overview of the
Word 2013 user interface and covers how to perform basic tasks such as starting and exiting the program;
creating, saving, opening, closing, editing, formatting, and printing documents; applying styles; and getting
help.
Starting Word
You can start Word 2013 from the Start menu (in Windows) or by double-clicking an existing Word file.
When you start the program without opening a specific file, the Start screen appears, prompting you to open
an existing document or create a new document.

To start Word 2013 from the Start menu:

1. Click the Start button, click All Programs, click Microsoft Office 2013, and then click
Word 2013. The Start screen appears (see Figure 1).
2. In the right pane, click Blank document. A new, blank document opens in the program
window.

Figure 1 – Word 2013 Start Screen

Overview of the User Interface
All the Microsoft Office 2013 programs share a common user interface so you can apply basic techniques
that you learn in one program to other programs. The Word 2013 program window is easy to navigate and
simple to use (see Figure 2 and Table 1).
Figure 2 – Word 2013 Program Window
Table 1 – Word 2013 Program Window Elements
Name Description
Title bar Appears at the top of the program window and displays the name of the document
and the program. The buttons on the right side of the Title bar are used to get help;
change the display of the Ribbon; and minimize, restore, maximize, and close the
program window.

Quick Access Appears on the left side of the Title bar and contains frequently used commands that
toolbar are independent of the tab displayed on the Ribbon.
Ribbon Extends across the top of the program window, directly below the Title bar, and
consists of a set of tabs, each of which contains groups of related commands.

Navigation pane Appears on the left side of the program window and enables you to navigate long
documents, search for specific text, and reorganize content.
Document window Appears below the Ribbon and displays the contents of the document.

Cursor A blinking vertical line that indicates where text or objects will be inserted.
Scroll bars Appear along the right side and bottom of the document window and enable you to
scroll through the document.
 Status bar Appears at the bottom of the program window and displays information about the
document (number of pages, number of words, etc.). The tools on the right side of
the Status bar can be used to display the document in a variety of views and to change
the zoom level.
Ribbon
The Ribbon is designed to help you quickly find the commands that you need to complete a task. It consists
of a set of task-specific tabs (see Figure 3 and Table 2). The standard tabs are visible at all times. Other
tabs, known as contextual tabs, appear only when you create or select certain types of objects (such as
images or tables). These tabs are indicated by colored headers and contain commands that are specific to
working with the selected object. Clicking a tab displays a set of related commands that are organized into
logical groups. Commands generally take the form of buttons and lists; some appear in galleries. Pointing
to an option in most lists or galleries displays a live preview of that effect on the selected text or object.
You can apply the previewed formatting by clicking the selected option, or you can cancel previewing
without making any changes by pressing the Esc key. Some commands include an integrated or separate
arrow. Clicking the arrow displays a menu of options available for the command. If a command on the
Ribbon appears dimmed, it is unavailable. Pointing to a command on the Ribbon displays its name,
description, and keyboard shortcut (if it has one) in a ScreenTip.

A dialog box launcher appears in the lower-right corner of most groups on the Ribbon (see Figure 3).
Clicking it opens a related dialog box or task pane that offers additional options or more precise control
than the commands available on the Ribbon.

You can collapse the Ribbon by clicking the Collapse the Ribbon button on the right side of the
Ribbon (see Figure 3) or by double-clicking the current tab. When the Ribbon is collapsed, only the tab
names are visible. You can expand the Ribbon by double-clicking any tab.

Figure 3 – Ribbon
Table 2 – Ribbon Tabs
Name Description
File Displays the Backstage view which contains commands related to managing files and
customizing the program.
Home Contains the most frequently used commands. The Home tab is active by default.
Insert Contains commands related to all the items that you can insert into a document.
Design Contains commands related to changing the overall appearance of a document.
Page Layout Contains commands related to changing the layout of a document.
References Contains commands related to reference information you can add to a document.
Mailings Contains commands related to creating mass mailings.
Review Contains commands related to proofreading a document, adding comments, tracking and
resolving document changes, and protecting a document.
View Contains commands related to changing the view and other aspects of the display.
Quick Access Toolbar
The Quick Access toolbar provides one-click access to commonly used commands and options. By default,
it is located on the left side of the Title bar and displays the Save, Undo, and Redo buttons (see Figure 4).
You can change the location of the Quick Access toolbar as well as customize it to include commands that
you use frequently.

Figure 4 – Quick Access Toolbar

To add a command to the Quick Access toolbar:

1. On the Ribbon, right-click the command that you want to add, and then click
Add to Quick Access Toolbar on the shortcut menu.

To remove a command from the Quick Access toolbar:

1. On the Quick Access toolbar, right-click the command that you want to
remove, and then click Remove from Quick Access Toolbar on the shortcut
menu.

NOTE: Clicking the arrow on the right side of the Quick Access toolbar
displays a menu which includes
additional commands and options that can be used to
customize the toolbar. A check mark next to an item indicates that the item is
selected (see Figure 5). Toolbar Menu
Mini Toolbar
The Mini toolbar provides quick access to frequently used commands and
appears whenever you select text or right-click an object (see Figure 6).
Figure 5 – Customize Quick Access

Figure 6 – Mini Toolbar

Shortcut Menus
Word 2013 includes many shortcut menus that appear
when you right-click an item. Shortcut menus are
context-sensitive, meaning they list commands that
pertain only to the item that you right-clicked (see
Figure 7).
Figure 7 – Ribbon Shortcut Menu

Navigation Pane
The Navigation pane offers a quick look at the structure
of a document and provides an easy way to navigate long documents, search for specific text, and reorganize
content. It includes a Search box and three tabs.
 The Headings tab displays a list of all the headings in a document. Click a heading in the
pane to go to the corresponding heading in the document. Click the arrow next to a heading to
collapse or expand it. Drag a heading up or down to move the heading and its content to a new
location. Right-click a heading to perform additional actions (such as promote or demote a heading,
add a new heading or subheading, or delete a heading).
  The Pages tab displays thumbnails of all the pages in a document. Click a thumbnail in the
pane to go to the corresponding page in the document.
 The Results tab displays a list of search results. Click a result to go to the corresponding
location in the document.

To open the Navigation pane:

1. On the View tab, in the Show group, select the Navigation Pane check box (see Figure 8). The
Navigation pane opens on the left side of the program window (see Figure 9).
NOTE: You can close the Navigation pane by clicking the Close button in the upper-right corner of the
pane.

Figure 8 – Show Group on the View Tab

Figure 9 – Navigation Pane

To search for text using the Navigation pane:

1. In the Search box, type the text that you want to find, and then press the Enter key. The search results
are displayed as follows:
 On the Headings tab, headings that contain a match are highlighted.
 On the Pages tab, only pages that contain a match are displayed.
 On the Results tab, all the matches are displayed in a list that includes the surrounding text
for each match.
NOTE: You can review the results within the Navigation pane by using the scroll bar that appears on the
right side of the pane when you point to it. You can also use the Previous button or Next button
at the top of the pane to browse through all the headings, pages, or results.
Backstage View
The File tab (the first tab on the Ribbon) is used to display the Backstage view which contains all the
commands related to managing files and customizing the program. It provides an easy way to create, open,
save, print, share, export, and close files; view and update file properties; set permissions; set program
options; and more. Commands available in the Backstage view are organized into pages which you can
display by clicking the page tabs in the left pane.

To display the Backstage view:

1. Click the File tab on the Ribbon (see Figure 10).

Figure 10 – File Tab

To exit the Backstage view:
1. Click the Back button in the upper-left corner of the Backstage view (see Figure 11). Or, press the Esc
key.

Figure 11 – Info Page of the Backstage View

Creating Documents
When you start Word 2013 and click Blank document on the Start screen, a new document opens in the
program window, ready for you to enter your content. You can also create a new document while Word
2013 is running. Each new document displays a default name (such as Document1, Document2, and so on)
on the Title bar until you save it with a more meaningful name. The cursor, a blinking vertical line in the
upper-left corner of the page, shows where the next character you type will appear. When the cursor reaches
the right margin, the word you are typing automatically moves to the next line. Pressing the Enter key starts
a new paragraph.
To create a new document:
1. Click the File tab, and then click New. The New page of the backstage view opens,
displaying thumbnails of the available templates (see Figure 12).
2. In the right pane, click Blank document. A new, blank document opens in a new window.
NOTE: You can also create a new document by pressing Ctrl+N.
 Figure 12 – New Page of the Backstage View
Saving Documents
After creating a document, you can save it on your computer. Use the Save As command when you save a
document for the first time or if you want to save a copy of a document in a different location, with a
different file name, or in a different file format. Use the Save command to save changes to an existing
document.

NOTE: Word 2013’s file format is called Word Document and is the same as Word 2007 and 2010. This
format has the .docx file extension and is not backward compatible with Word versions prior to 2007. You
can use Word 2013 to save a document in the Word 97-2003 Document format with the .doc file extension
to make it compatible with earlier versions of Word, but you will not have access to all of Word 2013’s
features.

To save a document for the first time:

1. Click the File tab, and then click Save As. The Save As page of the Backstage view opens.
2. Click Computer in the center pane, and then click the Browse button or a recent folder in
the right pane (see Figure 13).
 Figure 13 – Save As Page of the Backstage View
3. In the Save As dialog box, select a location to save the file, type a name in the File name
box, and then click the Save button (see Figure 14).
NOTE: By default, Word 2013 documents are saved in the Word Document format. To save a document
in a different format, click the Save as type arrow and select the desired file format from the list.

Figure 14 – Save as Dialog Box

To save changes to a document:
1. Do one of the following:
 Click the File tab, and then click Save.
 On the Quick Access toolbar, click the Save button .
 Press Ctrl+S.
Closing Documents
When you finish working on a document, you can close it, but keep the program window open to work on
more documents. If the document contains any unsaved changes, you will be prompted to save the changes
before closing it.

To close a document without exiting Word:

1. Click the File tab, and then click Close. Or, press Ctrl+W.
Opening Documents
You can locate and open an existing document from the Start screen when Word 2013 starts or from the
Open page of the Backstage view. The Start screen and the Open page also display a list of recently used
documents which you can quickly open by clicking them. Each document opens in its own window, making
it easier to work on two documents at once.

To open a document:
1. Click the File tab, and then click Open. Or, press Ctrl+O. The Open page of the
Backstage view opens, displaying a list of recently used documents in the right pane.
2. If the document you want is in the Recent Documents list, click its name to open it.
Otherwise, proceed to step 3.
3. Click Computer in the center pane, and then click the Browse button or a recent folder in
the right pane (see Figure 15).

Figure 15 – Open Page of the Backstage View

4. In the Open dialog box, locate and select the file that you want to open, and then click the
Open button (see Figure 16).
Figure 16 – Open Dialog Box
NOTE: When you open a document created with earlier versions of Word in Word 2013, the document
opens in compatibility mode (indicated on the Title bar) with some of the new features of Word 2013
disabled. You can easily convert the document to the Word 2013 file format by clicking the Convert button
on the Info page of the Backstage view (see Figure 17).

Figure 17 – Convert Button on the Info Page of the Backstage View

NOTE: When you close a document, Word 2013 automatically bookmarks the location you were last
working on. When you reopen the document, you can pick up where you left off by clicking the Resume
Reading callout that appears on the right side of the program window (see Figure 18). The callout changes
to a bookmark icon after a few seconds (see Figure 19). You can point to the bookmark icon or click it to
redisplay the message. Scrolling the document makes the callout disappear.
Figure 18 – Resume Reading Callout

Figure 19 – Bookmark Icon

Editing Documents
Most documents require some editing. After creating a document, you may want to add or remove text, or
move text from one place to another. This section covers how to perform basic tasks such as selecting,
deleting, copying, and moving text; and undoing and redoing changes.
Selecting Text
Before you can edit text, you must first select the text that you want to modify. You can use the mouse, the
keyboard, or the selection area (an invisible area in the document’s left margin) to make a selection.
Selected text appears highlighted on the screen.

To select text:
1. Do the following:
 To select a word, double-click anywhere in the word.
 To select a sentence, hold down the Ctrl key and click anywhere in the sentence.
 To select a line, click in the selection area to the left of the line.
 To select a paragraph, triple-click anywhere in the paragraph. Or, double-click in the
selection area to the left of the paragraph.
 To select the entire document, triple-click in the selection area. Or, press Ctrl+A.
 To select adjacent words, lines, or paragraphs, drag the mouse pointer over the text. Or,
click at the beginning of the text, and then hold down the Shift key and click at the end of the
text.
 To select non-adjacent words, lines, or paragraphs, make the first selection, and then hold
down the Ctrl key and make the second selection. NOTE: To deselect selected text, click
anywhere in the document.
Deleting Text
You can delete text one character at a time by positioning the cursor, and then pressing the
Backspace key to delete the character to the left of the cursor or the Delete key to delete the character to
the right of the cursor. You can also select and delete a word, sentence, paragraph, or block of text.

To delete text:
1. Select the text that you want to delete, and then press the Delete key.
Moving and Copying Text
When editing a document, you may want to duplicate text in another location, or you may want to remove
(cut) text from its original location and place it in a new location.

NOTE: Cut or copied text is stored on the Clipboard, a temporary storage

area. You can access it by clicking the dialog box launcher in the
Clipboard group on the Home tab of the Ribbon (see Figure 20).
Figure 20 – Clipboard Group on the Home Tab
To move or copy text:
1. Select the text that you want to move or copy.
2. On the Home tab, in the Clipboard group, do one of the following:
  To move text, click the Cut button . Or, press Ctrl+X.
 To copy text, click the Copy button . Or, press Ctrl+C.
3. Click in the document where you want to paste the cut or copied text.
4. On the Home tab, in the Clipboard group, click the Paste button . Or, press Ctrl+V.
NOTE: Clicking the arrow on the Paste button displays additional paste options.
Undoing and Redoing Changes
Whenever you make a mistake, you can easily reverse it with the Undo command. After you have undone
one or more actions, the Redo command becomes available and allows you to restore the undone actions.

To undo an action:
1. On the Quick Access toolbar, click the Undo button . Or, press Ctrl+Z.

To redo an action:
1. On the Quick Access toolbar, click the Redo button . Or, press Ctrl+Y.
Formatting Documents
Word 2013 includes a number of features that can be used to easily format a document. Formatting enhances
the appearance of a document and makes it look professional.
Formatting Text
Text formatting includes font, font size, font color, and font style and effect. The Font group on the Home
tab of the Ribbon contains the most commonly used text formatting commands (see Figure 21). You can
also format text using the Font dialog box which can be opened by clicking the dialog box launcher
in the Font group.

Figure 21 – Font Group on the Home Tab

Changing the Font and Font Size
A font defines the overall appearance or style of text lettering. Font size controls the height of the font. The
default font in new Word 2013 documents is Calibri; the default font size is 11 points.

To change the font:

1. Select the text that you want to format.
2. On the Home tab, in the Font group, click the Font arrow and select the desired font from
the list (see Figure 22).

To change the font size:

1. Select the text that you want to format.
 2. On the Home tab, in the Font group, click the Font Size arrow and select the desired font
size from the list (see Figure 23). If a font size you want is not listed in the Font Size list, click in
the Font Size box, type the desired number, and then press the Enter key. NOTE: You can also
change the font size by clicking the Increase Font Size button or Decrease Font Size button
in the Font group on the Home tab of the Ribbon.

Figure 22 – Font List Figure 23 – Font Size

List
Changing the Font Color and Highlighting Text
You can emphasize important text by changing the font color or applying highlighting.

To change the font color:

1. Select the text that you want to format.
2. On the Home tab, in the Font group, click the Font Color button to apply the most recently
used color, or click the Font Color arrow and select a different color from the color palette (see
Figure 24).

To highlight text:
1. Select the text that you want to highlight.
2. On the Home tab, in the Font group, click the Text Highlight Color button to apply the
most recently used color, or click the Text Highlight Color arrow and select a different color from
the color palette (see Figure 25).
NOTE: You can remove a highlight from selected text by clicking the Text Highlight Color arrow, and
then clicking No Color on the palette.
 Figure 25 – Text Highlight Color Palette

Figure 24 – Font Color Palette

Applying Font Styles and Effects
You can apply one or more font styles and effects to text. Font styles
are attributes such as bold and italic; effects are special enhancements
such as strikethrough and shadow (see Table 3).

Table 3 – Font Style and Effect Buttons

Name Description
Makes the selected text bold (example).
Bold
Italicizes the selected text (example).
Italic
Draws a line under the selected text (example). Click the arrow on the button to
Underline select the type of underline.
Draws a line through the middle of the selected text (example).
Strikethrough
Creates small letters below the text baseline (example).
Subscript
Creates small letters above the line of text (example).
Superscript
Applies a visual effect (such as a shadow, glow, or reflection) to the selected text.
Text Effects and
Typography
Changes the selected text to uppercase, lowercase, or other common
Change Case capitalizations.

To apply a font style or effect:

1. Select the text that you want to format.
2. On the Home tab, in the Font group, click the button for the desired font style or effect. If
the button has an arrow, click the arrow to see more options.
NOTE: The Bold, Italic, Underline, Strikethrough, Subscript, and Superscript buttons are toggles. If
you select text to which one of these formats has been applied, and then click the corresponding button,
that format is removed.
Clearing Formatting
 You can remove all formatting from selected text, leaving only the plain text.

To clear formatting:
1. Select the text that has the formatting you want to clear.
2. On the Home tab, in the Font group, click the Clear All Formatting button .
Copying Formatting
You can copy the formatting of specific text and apply it to other text in the document. This can save you
time and effort when multiple formats have been applied to text and you want to format additional text with
all the same formats.

To copy formatting:
1. Select the text that has the formatting you want to copy.
2. On the Home tab, in the Clipboard group, click the Format Painter button . The
mouse pointer changes to a paintbrush with an I-beam .
3. Select the text to which you want to apply the copied formatting.
NOTE: If you want to apply the copied formatting to more than one area, double-click the Format Painter
button instead of single-clicking it. This keeps the Format Painter active until you press the Esc key.
Formatting Paragraphs
Paragraph formatting refers to the layout of a paragraph on the page. You can change the look of a paragraph
by changing its alignment, line spacing, and indentation, as well as the space before and after it. The
Paragraph group on the Home tab of the Ribbon contains the most commonly used paragraph formatting
commands (see Figure 26). You can also format paragraphs using the
Paragraph dialog box which can be opened by clicking the dialog box launcher in the Paragraph group.

NOTE: To display or hide formatting marks such as spaces, tabs, and paragraph marks, click the Show/Hide
button in the Paragraph group on the Home tab of the Ribbon.

Figure 26 – Paragraph Group on the Home Tab

Changing Paragraph Alignment
Paragraph alignment refers to the position of each line of text in a paragraph between the left and right
margins. The Paragraph group on the Home tab of the Ribbon includes four alignment buttons that can be
used to quickly change the alignment of a paragraph (see Table 4).

Table 4 – Alignment Buttons

Name Description
Aligns the text at the left margin, producing a ragged right edge. This is the default
Align Left alignment.

Centers the text between the left and right margins, producing ragged left and right
Center edges.

Aligns the text at the right margin, producing a ragged left edge.
Align Right
 Justify Aligns the text at both the left and right margins, producing even left and right edges.
To accomplish this, Word adjusts the spacing between words, expanding or shrinking
the spaces as needed.

To change the alignment of a paragraph:

1. Select the paragraph that you want to align.
2. On the Home tab, in the Paragraph group, click the desired alignment button.
Changing Line and Paragraph Spacing
Line spacing determines the amount of space between the lines of text in a paragraph. Paragraph spacing
determines the amount of space above and below a paragraph. In Word 2013, the default spacing is 1.08
lines and 8 points after each paragraph.

To change the line spacing within a paragraph:

1. Select the paragraph that you want to format.
2. On the Home tab, in the Paragraph group, click the Line and Paragraph Spacing button
and select the desired line spacing (see Figure 27).

Figure 27 – Line and Paragraph Spacing Menu

To change the spacing before or after a paragraph:
1. Select the paragraph that you want to format.
2. On the Page Layout tab, in the Paragraph group, enter the desired value in the Spacing
Before or Spacing After box (see Figure 28).

Figure 28 – Paragraph Group on the Page Layout Tab

Changing Paragraph Indentation
Indenting a paragraph refers to moving it away from the left, the right, or both margins. You can indent an
entire paragraph to make it stand out from the surrounding text. You can also indent only the first line of a
paragraph (which is called a first line indent), or indent all lines except the first line (which is called a
hanging indent).

To change the indentation of a paragraph:

1. Select the paragraph that you want to indent.
2. On the Home tab, in the Paragraph group, click the Increase Indent button or
Decrease Indent button to move the paragraph right or left in half-inch increments.

To indent a paragraph using the horizontal ruler:

1. On the View tab, in the Show group, select the Ruler check box to display the rulers.
2. Select the paragraph that you want to indent.
3. On the horizontal ruler, do the following (see Figure 29):
 To change the left indent of the entire paragraph, drag the Left Indent marker to the
position where you want the text to start.
 To change the right indent of the entire paragraph, drag the Right Indent marker to the
position where you want the text to end.
 To create a first line indent, drag the First Line Indent marker to the position where you
want the first line to start.
 To create a hanging indent, drag the Hanging Indent marker to the position where you
want all lines except the first line to start.

Figure 29 – Horizontal Ruler with Indent Markers

NOTE: You can specify an exact measurement for the left or right indent by entering the desired value in
the Indent Left or Indent Right box in the Paragraph group on the Page Layout tab of the Ribbon (see
Figure 30).

Figure 30 – Paragraph Group on the Page Layout Tab

Setting Tab Stops
Tab stops can be used to align lines of text in different locations across the page (see Table 5). By default,
Word 2013 sets left-aligned tab stops every half inch from the left margin. You can also set custom tab
stops exactly where you need them. The easiest way to set tab stops is to use the horizontal ruler.
Table 5 – Tab Stops
Name Description
Left Tab Aligns the left end of the text with the tab stop.
 Center Tab Aligns the center of the text with the tab stop.
Right Tab Aligns the right end of the text with the tab stop.
Decimal Tab Aligns the decimal point in the text (usually a numeric value) with the tab stop.

Bar Tab Draws a vertical line at the position of the tab stop.

To set a custom tab stop:

1. On the View tab, in the Show group, select the Ruler check box to display the rulers.
2. Click the tab selector on the left side of the horizontal ruler until it displays the desired tab
stop (see Figure 31).
3. Click the bottom edge of the horizontal ruler where you want to set the tab stop. A tab stop
marker appears on the ruler.
4. Press the Tab key to move to the tab stop.

Figure 31 – Tab Selector and Tab Stop Marker

NOTE: You can change the position of a custom tab stop by dragging it left or right along the horizontal
ruler. You can remove a custom tab stop by dragging it off the horizontal ruler.
Adding Borders and Shading
You can set apart text from the rest of the document by adding borders and shading. You can add borders
to any side of the text or all sides to make a box.

To add borders:
1. Select the text to which you want to add borders.
2. On the Home tab, in the Paragraph group, click the Borders button to apply the most
recently used border, or click the Borders arrow and select a different border from the menu (see
Figure 32).
NOTE: You can remove all borders from selected text by clicking the Borders arrow, and then clicking No
Border on the menu.

To add shading:
1. Select the text to which you want to add shading.
2. On the Home tab, in the Paragraph group, click the Shading button to apply the most
recently used color, or click the Shading arrow and select a different color from the color palette
(see Figure 33).
NOTE: You can remove shading from selected text by clicking the Shading arrow, and then clicking No
Color on the palette.
Figure 32 – Borders Menu Figure 33 – Shading Palette

Creating Bulleted and Numbered Lists

Bulleted and numbered lists make documents easier to read and understand. When you want to emphasize
items in a list in no particular order, create a bulleted list. When you want to present a sequence of
information or list items by order of importance, create a numbered list. You can add bullets or numbers to
existing lines of text, or Word can automatically create bulleted or numbered lists as you type. You can also
create a list that has multiple levels.

NOTE: If you move an item within a numbered list, Word will renumber the list to keep the items in the
correct order.

To create a bulleted or numbered list:

1. Click in the document where you want to add the list.
2. On the Home tab, in the Paragraph group, click the Bullets button to start a
bulleted list or Numbering button to start a numbered list.
3. Type the text for the first list item.
4. Press the Enter key to add the next list item.
5. To end the list, press the Enter key twice.
NOTE: You can change the bullet or number style by clicking the Bullets or Numbering arrow and
selecting the desired option from the menu (see Figure 34 and Figure 35).
Figure 34 – Bullets Menu Figure 35 – Numbering Menu

To create a multilevel list:

1. Click in the document where you want to add the list.
2. On the Home tab, in the Paragraph group, click the Multilevel List button and select the
desired style from the menu (see Figure 36).
3. Type the text for the first list item.
4. Press the Enter key to add the next list item.
5. Continue creating the list of items that are all at the same level.
6. To change the list level, do one of the following:
 Press the Tab key to demote the list level.
 Press Shift+Tab to promote the list level.
7. To end the list, position the insertion point at the end of the last list item, press the Enter
key, and then press the Delete key.
Figure 36 – Multilevel List Menu

To add bullets or numbers to existing text:

1. Select the text to which you want to add bullets or numbers.
2. On the Home tab, in the Paragraph group, click the Bullets button to add bullets or Numbering
button to add numbers.
NOTE: If the numbering sequence is incorrect, right-click the list item, and then click Restart at
1 or Continue Numbering on the shortcut menu.

To remove bullets or numbers from a list:

1. Select the list from which you want to remove bullets or numbers.
2. On the Home tab, in the Paragraph group, click the Bullets button to remove bullets or
Numbering button to remove numbers.
Applying Styles
A style is a set of formatting characteristics (such as font, font size, font color, and paragraph alignment and
spacing) that you can use to quickly format a document. In addition to saving you time, styles can help you
keep formatting consistent throughout a document. Word 2013 includes several predefined styles that can
be used to format headings, body text, lists, etc. If you do not like the appearance of a built-in style, you
can modify it or create a custom style to suit your needs.

To apply a style using the Styles gallery:

1. Select the text to which you want to apply a style.
2. On the Home tab, in the Styles group, select the desired style from the Styles gallery (see Figure
37).
NOTE: To display the entire
Styles gallery, click theMore button in the lower-right corner of
the gallery to expand it.

Figure 37 – Styles Group on the Home Tab To apply a style using the Styles pane:
1. On the Home tab, in the Styles group, click the dialog box launcher . The Styles pane opens on
the right side of the program window (see Figure 38).
2. Select the text to which you want to apply a style.
3. In the Styles pane, click the desired style.
NOTE: You can close the Styles pane by clicking the Close button in the upper-right corner of the pane.

To modify an existing style:

1. In the Styles pane, right-click the style, and then click Modify on the shortcut menu.
2. In the Modify Style dialog box, make the desired changes, and then click the OK button.
NOTE: When you modify a style, all text formatted with that particular style will be updated automatically.
To create a new style:
1. In the Styles pane, click the New Style button .
2. In the Create New Style from Formatting dialog box, type a name for the new style in
the Name box, select the desired options, and then click the OK button.
NOTE: If you want to use formatted text as the basis of a new style, select the text before you click the
New Style button. The dialog box will open with all the attributes of the selected text already specified, so
you will only need to type a new name for the style.

Figure 38 – Styles Pane

Formatting Headings
Headings are used to organize information into a logical structure. The best way to format headings in a
Word document is to apply one of the built-in heading styles (Heading 1 through Heading 9). The lower
the heading number, the higher the ranking of that heading.

To format a heading:
 1. Select the heading that you want format.
2. On the Home tab, in the Styles group, select the desired heading style from the Styles
gallery. Or, click the desired heading style in the Styles pane.
NOTE: When you point to a heading, a small arrow appears to the left of the heading. Click the arrow to
collapse or expand the body text and subheadings below the heading (see Figure 39).

Figure 39 – Heading with Arrow

Previewing and Printing Documents
Before printing a document, you can preview it to see how each page will look when printed. When you
are ready to print the document, you can quickly print one copy of the entire document using the current
printer, or you can change the default print settings before printing it. The Print page of the Backstage view
allows you to preview a document, set print options, and print the document, all from one location (see
Figure 40).

Figure 40 – Print Page of the Backstage View

To preview and print a document:
 1. Click the File tab, and then click Print. Or, press Ctrl+P. The Print page of the Backstage
view opens, displaying print settings in the center pane and a preview of the document in the right
pane (see Figure 40).
2. To preview the document, in the right pane, do the following: , or
 To switch pages, click the Next Page button or Previous Page button enter a specific
page number in the Current Page box.
 To adjust the zoom, click the Zoom In button or Zoom Out button , or drag the
Zoom slider. To return to full page view, click the Zoom to Page button .
3. To change the print settings, in the center pane, do the following:
 To change the printer, in the Printer section, click the button displaying the name of the
default printer and select the desired printer from the list.
 To print multiple copies, enter the number of copies you want to print in the Copies box.
 To change other settings (such as page range, collation, orientation, paper size, margins, or
pages per sheet), in the Settings section, select the desired options.
4. To print the document, click the Print button.
Getting Help
You can use the Word Help system to get assistance on any topic or task. While some information is
installed with Word 2013 on your computer, most of the information resides online and is more up-to-date.
You need an Internet connection to access resources from Office.com.

To get help:
1. Click the Microsoft Word Help button on the right side of the Title bar. The Word
Help window opens, displaying general help topics (see Figure 41).
NOTE: Clicking the Help button in the upper-right corner of a dialog box displays help topics related
to that dialog box in the Word Help window.
2. Click any link to display the corresponding information.
Figure 41 – Word Help Window
3. To navigate between help topics, click the Back button , Forward button , or
Home button on the toolbar.
4. To print a help topic, click the Print button on the toolbar.
5. To search for a specific topic, type one or more keywords in the Search box, and then press
the Enter key to display the search results.
6. To switch between online and offline help, click the Change Help Collection arrow
next to Word Help at the top of the window, and then click Word Help from Office.com or Word
Help from your computer on the menu.
7. To close the Word Help window, click the Close button in the upper-right corner of
the window.
Exiting Word
When you finish using Word 2013, you should exit the program to free up system resources.

To exit Word 2013:

1. Click the Close button in the upper-right corner of the program window.
SPREADSHEET (EXCEL) (PRACTICAL)

MS EXCEL
Microsoft Excel is a spreadsheet program that is used to manage, analyze, and present data. It includes
many powerful tools that can be used to organize and manipulate large amounts of data, perform complex
calculations, create professional-looking charts, enhance the appearance of worksheets, and more. This
handout provides an overview of the Excel 2013 user interface and covers how to perform basic tasks such
as starting and exiting the program; creating, saving, opening, and closing workbooks; selecting cells;
entering and editing data; formatting text and numbers; positioning cell contents; applying cell styles; and
getting help.
Starting Excel
You can start Excel 2013 from the Start menu (in Windows 7) or by double-clicking an existing Excel file.
When you start the program without opening a specific file, the Start screen appears, prompting you to open
an existing workbook or create a new workbook.

To start Excel 2013 from the Start menu:

1. Click the Start button, click All Programs, click Microsoft Office 2013, and then click
Excel 2013. The Start screen appears (see Figure 1).
2. In the right pane, click Blank workbook. A new, blank workbook opens in the program
window.

Figure 1 – Excel 2013 Start Screen

Overview of the User Interface
All the Microsoft Office 2013 programs share a common user interface so you can apply basic techniques
that you learn in one program to other programs. The Excel 2013 program window is easy to navigate and
simple to use (see Figure 2 and Table 1).
Figure 2 – Excel 2013 Program Window

Table 1 – Excel 2013 Program Window Elements

Name Description
Title bar Appears at the top of the program window and displays the name of the workbook and
the program. The buttons on the right side of the Title bar are used to get help; change
the display of the Ribbon; and minimize, restore, maximize, and close the program
window.

Quick Access Appears on the left side of the Title bar and contains frequently used commands that are
toolbar independent of the tab displayed on the Ribbon.

Ribbon Extends across the top of the program window, directly below the Title bar, and consists
of a set of tabs, each of which contains groups of related commands.

Formula bar Appears below the Ribbon and displays the data or formula stored in the active cell. It
can also be used to enter or edit cell contents.

Name box Appears on the left side of the Formula bar and displays the active cell address or the
name of the selected cell, range, or object.
Workbook Appears below the Formula bar and displays a portion of the active worksheet.
window

Sheet tab Each worksheet has a tab that appears below the workbook window and displays the
name of the worksheet.

Scroll bars Appear along the right side and bottom of the workbook window and enable you to scroll
through the worksheet.

Status bar Appears at the bottom of the program window and displays the status of Excel (such as
Ready). The tools on the right side of the Status bar can be used to display the worksheet
in a variety of views and to change the zoom level.
Ribbon
The Ribbon is designed to help you quickly find the commands that you need to complete a task. It consists
of a set of task-specific tabs (see Figure 3 and Table 2). The standard tabs are visible at all times. Other
tabs, known as contextual tabs, appear only when you create or select certain types of objects (such as
images or charts). These tabs are indicated by colored headers and contain commands that are specific to
working with the selected object. Clicking a tab displays a set of related commands that are organized into
logical groups. Commands generally take the form of buttons and lists; some appear in galleries. Pointing
to an option in most lists or galleries displays a live preview of that effect on the selected text or object.
You can apply the previewed formatting by clicking the selected option, or you can cancel previewing
without making any changes by pressing the Esc key. Some commands include an integrated or separate
arrow. Clicking the arrow displays a menu of options available for the command. If a command on the
Ribbon appears dimmed, it is unavailable. Pointing to a command on the Ribbon displays its name,
description, and keyboard shortcut (if it has one) in a ScreenTip.

A dialog box launcher appears in the lower-right corner of most groups on the Ribbon (see Figure 3).
Clicking it opens a related dialog box or task pane that offers additional options or more precise control
than the commands available on the Ribbon.

You can collapse the Ribbon by clicking the Collapse the Ribbon button on the right side of the
Ribbon (see Figure 3) or by double-clicking the current tab. When the Ribbon is collapsed, only the tab
names are visible. You can expand the Ribbon by double-clicking any tab.

Figure 3 – Ribbon
Table 2 – Ribbon Tabs
Name Description

File Displays the Backstage view which contains commands related to managing files and
customizing the program.
Home Contains the most frequently used commands. The Home tab is active by default.

Insert Contains commands related to all the items that you can insert into a worksheet.

Page Layout Contains commands that affect the overall appearance and layout of a worksheet.

Formulas Contains commands used to insert formulas, define names, and audit formulas.

Data Contains commands used to manage data and import or connect to external data.

Review Contains commands used to check spelling, track changes, add comments, and protect
worksheets.

View Contains commands related to changing the view and other aspects of the display.

Quick Access Toolbar

The Quick Access toolbar provides one-click access to commonly used commands and options. By default,
it is located on the left side of the Title bar and displays the Save, Undo, and Redo buttons (see Figure 4).
You can change the location of the Quick Access toolbar as well as customize it to include commands that
you use frequently.

Figure 4 – Quick Access Toolbar

To add a command to the Quick Access toolbar:

1. On the Ribbon, right-click the command that you want to add, and then click Add to Quick Access
Toolbar on the shortcut menu.

To remove a command from the Quick Access toolbar:

1. On the Quick Access toolbar, right-click the command that you want to remove, and then click Remove
from Quick Access Toolbar on the shortcut menu.

NOTE: Clicking the arrow on the right side of the Quick Access toolbar displays a menu which includes
additional commands and options that can be used to
customize the toolbar. A check mark next to an item indicates that the item is selected (see Figure 5).
Figure 5 – Customize Quick Access Toolbar Menu
Mini Toolbar
The Mini toolbar provides quick access to frequently used commands and appears whenever you right-click
a cell or an object
(see Figure 6).

Figure 6 – Mini Toolbar

Shortcut Menus
Excel 2013 includes many shortcut menus that appear when you right-click an item. Shortcut menus are
context-sensitive, meaning they list commands that pertain only to the item that you right-clicked (see
Figure 7).

Figure 7 – Ribbon Shortcut Menu

Backstage View
The File tab (the first tab on the Ribbon) is used to display the Backstage view which contains all the
commands related to managing files and customizing the program. It provides an easy way to create, open,
save, print, share, export, and close files; view and update file properties; set permissions; set program
options; and more. Commands available in the Backstage view are organized into pages which you can
display by clicking the page tabs in the left pane.

To display the Backstage view:

1. Click the File tab on the Ribbon (see Figure 8).
Figure 8 – File Tab
To exit the Backstage view:
1. Click the Back button in the upper-left corner of the Backstage view (see Figure 9). Or, press the Esc
key.

Figure 9 – Info Page of the Backstage View

Formula Bar
The Formula bar displays the contents of the active cell and can be used to enter or edit cell contents. The
Formula bar contains three buttons (see Figure 10). The Insert Function button is always available, but the
other two buttons are active only while you are entering or editing data in a cell. Clicking the Cancel button
cancels the changes you make in the cell, which is the same as pressing the Esc key. Clicking the Enter
button completes the changes you make in the cell, which is the same as pressing the Enter key. Clicking
the Insert Function button opens a dialog box that helps you construct formulas.

Figure 10 – Formula Bar

Overview of Workbooks
An Excel file is called a workbook. Each new workbook contains one blank worksheet (see Figure 11). You
can add additional worksheets or delete existing worksheets as needed. By default, a new workbook is
named Book1 and the worksheet it contains is named Sheet1. Each worksheet consists of 1,048,576 rows
(numbered 1 through 1,048,576) and 16,384 columns (labeled A through XFD). The box formed by the
intersection of a row and a column is called a cell. Cells are used to store data. Each cell is identified by its
address which consists of its column letter and row number (e.g., cell A1 is the cell in the first column and
first row). A group of cells is called a range. A range is identified by the addresses of the cells in the upper-
left and lower-right corners of the selected block of cells, separated by a colon (e.g., A1:C10). Only one
cell can be active at a time. The active cell has a green border around it and its address appears in the Name
box on the left side of the Formula bar. The row and column headers of the active cell appear in a different
color to make it easier to identify. A worksheet also has an invisible draw layer which holds charts, images,
and diagrams.

Figure 11 – Worksheet
Creating Workbooks
When you start Excel 2013 and click Blank workbook on the Start screen, a new workbook opens in the
program window, ready for you to enter your data. You can also create a new workbook while Excel 2013
is running. Each new workbook displays a default name (such as Book1, Book2, and so on) on the Title bar
until you save it with a more meaningful name.

To create a new workbook:

1. Click the File tab, and then click New. The New page of the Backstage view opens,
displaying thumbnails of the available templates (see Figure 12).
2. In the right pane, click Blank workbook. A new, blank workbook opens in a new window.
NOTE: You can also create a new workbook by pressing Ctrl+N.
 Figure 12 – New Page of the Backstage View
Saving Workbooks
After creating a workbook, you can save it on your computer. Use the Save As command when you save a
workbook for the first time or if you want to save a copy of a workbook in a different location, with a
different file name, or in a different file format. Use the Save command to save changes to an existing
workbook.
NOTE: Excel 2013’s file format is called Excel Workbook and is the same as Excel 2007 and 2010. This
format has the .xlsx file extension and is not backward compatible with Excel versions prior to 2007. You
can use Excel 2013 to save a workbook in the Excel 97-2003 Workbook format with the .xls file extension
to make it compatible with earlier versions of Excel, but you will not have access to all of Excel 2013’s
features.

To save a workbook for the first time:

1. Click the File tab, and then click Save As. The Save As page of the Backstage view opens
(see Figure 13).
2. Click Computer in the center pane, and then click the Browse button or a recent folder in
the right pane.
 Figure 13 – Save As Page of the Backstage View
3. In the Save As dialog box, select a location to save the file, type a name in the File name
box, and then click the Save button (see Figure 14).
NOTE: By default, Excel 2013 workbooks are saved in the Excel Workbook format. To save a document
in a different format, click the Save as type arrow and select the desired file format from the list.

Figure 14 – Save As Dialog Box

To save changes to a workbook:
1. Do one of the following:
 Click the File tab, and then click Save.
 On the Quick Access toolbar, click the Save button .
 Press Ctrl+S.
Closing Workbooks
When you finish working on a workbook, you can close it, but keep the program window open to work on
more workbooks. If the workbook contains any unsaved changes, you will be prompted to save the changes
before closing it.
To close a workbook without exiting Excel:
1. Click the File tab, and then click Close. Or, press Ctrl+W.
Opening Workbooks
You can locate and open an existing workbook from the Start screen when Excel 2013 starts or from the
Open page of the Backstage view. The Start screen and the Open page also display a list of recently used
workbooks which you can quickly open by clicking them. Each workbook opens in its own window, making
it easier to work on two workbooks at once.

To open a workbook:
1. Click the File tab, and then click Open. Or, press Ctrl+O. The Open page of the
Backstage view opens, displaying a list of recently used workbooks in the right pane.
2. If the workbook you want is in the Recent Workbooks list, click its name to open it.
Otherwise, proceed to step 3.
3. Click Computer in the center pane, and then click the Browse button or a recent folder in
the right pane (see Figure 15).

Figure 15 – Open Page of the Backstage View

4. In the Open dialog box, locate and select the file that you want to open, and then click the
Open button (see Figure 16).
Figure 16 – Open Dialog Box
NOTE: When you open a workbook created with earlier versions of Excel in Excel 2013, the workbook
opens in compatibility mode (indicated on the Title bar) with some of the new features of Excel 2013
disabled. You can easily convert the workbook to the Excel 2013 file format by clicking the Convert button
on the Info page of the Backstage view (see Figure 17).

Figure 17 – Convert Button on the Info Page of the Backstage View

Moving Around and Making Selections
This section covers how to perform basic tasks such as moving around worksheets and selecting cells, rows,
and columns.
Moving Around Worksheets
There are various ways to navigate through a worksheet. Using the mouse and the scroll bars, you can scroll
through the worksheet in any direction. Using the navigational keys on the keyboard, you can move from
cell to cell, move up or down one page at a time, or move to the first or last used cell in the worksheet (see
Table 3). You can also navigate to a specific cell in the worksheet by entering its address in the Name box.
NOTE: Scrolling with the mouse does not change the location of the active cell. To change the active cell,
you must click a new cell after scrolling.

Table 3 – Navigation Keyboard Shortcuts

Key Action
Down arrow or Enter Moves the active cell one cell down.
Up arrow or Shift+Enter Moves the active cell one cell up.
Right arrow or Tab Moves the active cell one cell to the right.
Left arrow or Shift+Tab Moves the active cell one cell to the left.
Page Down Moves the active cell down one page.
Page Up Moves the active cell up one page.
Alt+Page Down Moves the active cell right one page.
Alt+Page Up Moves the active cell left one page.
Ctrl+Home Moves the active cell to cell A1.
Ctrl+End Moves the active cell to the last used cell in the worksheet.
Selecting Cells, Rows, and Columns
In order to work with a cell, you must first select it. When you want to work with more than one cell at a
time, you can quickly select ranges, rows, columns, or the entire worksheet.

To select a single cell:

1. Click the desired cell (see Figure 18).

Figure 18 – Active Cell

To select a range of cells:
1. Click the first cell that you want to include in the range, hold down the Shift key, and then click the last
cell in the range (see Figure 19). Or, drag from the first cell in the range to the last cell.
NOTE: When a range is selected, every cell in the range is highlighted, except for the active cell. You can
deselect a range by pressing any arrow key or by clicking any cell in the worksheet.

To select nonadjacent cells or ranges:

1. Select the first cell or range, hold down the Ctrl key, and then select the other cells or ranges (see Figure
20).
 Figure 19 – Selected Range Figure 20 – Selected Nonadjacent Ranges
To select a single row or column:
1. Click the header of the row or column that you want to select (see Figure 21 and Figure 22).
NOTE: When a row or column is selected, every cell in the row or column is highlighted, except for the
active cell. You can deselect a row or column by pressing any arrow key or by clicking any cell in the
worksheet.

Figure 21 – Selected Row Figure 22 – Selected Column

To select multiple adjacent rows or columns:
1. Click the header of the first row or column that you want to select, hold down the Shift key, and then
click the header of the last row or column. Or, drag across the headers of the rows or columns that you want
to select.

To select multiple nonadjacent rows or columns:

1. Hold down the Ctrl key, and then click the headers of the rows or columns that you want to select.

To select all cells in a worksheet:

1. Click the Select All button in the upper-left corner of the worksheet (see Figure 23). Or, press Ctrl+A.

Figure 23 – Select All Button

Editing Worksheets
After creating a workbook, you can start adding data to a worksheet. If you need to make changes, you can
easily edit the data to correct errors, update information, or remove information you no longer need.
Entering Data
You can add data by entering it directly in a cell or by using the Formula bar. A cell can contain a maximum
of 32,767 characters and can hold any of three basic types of data: text, numbers, or formulas.
NOTE: If you make a mistake while entering data, simply press the Backspace key to delete all or a portion
of your entry and enter the correct data.
Entering Text
You can enter text in a worksheet to serve as labels for values, headings for columns, or instructions about
the worksheet. Text is defined as any combination of letters and numbers. Text automatically aligns to the
left in a cell. If you enter text that is longer than its column’s current width, the excess characters appear in
the next cell to the right, as long as that cell is empty (see Figure 24). If the adjacent cell is not empty, the
long text entry appears truncated (see Figure 25). The characters are not actually deleted and will appear if
the width of the column is adjusted to accommodate the long text entry.

Figure 24 – Overflowing Text Entry Figure 25 – Truncated Text Entry

To enter text:
1. Select the cell in which you want to enter text.
2. Type the desired text, and then press the Enter key.
NOTE: To enter a line break in a cell, press Alt+Enter (see Figure 26).

Figure 26 – Cell with Line Breaks

Entering Numbers
Numeric entries contain only numbers and are automatically aligned to the right in a
cell. Numbers can exist as independent values, or they can be used in formulas to calculate other values.
You can enter whole numbers (such as 5 or 1,000), decimals (such as 0.25 or 5.15), negative numbers (such
as -10 or -5.5), percentages (such as 20% or 1.5%), and currency values (such as $0.25 or $20.99).

NOTE: A number that does not fit within a column is displayed as a series of pound signs (#####). To
accommodate the number, increase the column width.

To enter a number:
1. Select the cell in which you want to enter the number.
2. Type the desired number, and then press the Enter key.
Entering Dates and Times
Excel treats dates and times as special types of numeric values.

To enter a date:
1. Select the cell in which you want to enter the date.
2. Type the month, day, and year, with each number separated by a forward slash (/) or a
hyphen (-), and then press the Enter key.

To enter a time:
1. Select the cell in which you want to enter the time.
2. Type the hour, a colon (:), and the minutes, press the Spacebar, type a for A.M. or p for
P.M., and then press the Enter key.
Editing Data
If a cell contains a long entry and you only want to change a few characters, it is faster to edit the data than
to retype the entire entry. You can edit the contents of a cell directly in the cell or by using the Formula bar.

To edit data:
 1. Double-click the cell that contains the data you want to edit. The cursor (a blinking vertical
line) appears in the cell in the location that you double-clicked.
2. To insert characters, click where you want to make changes, and then type the new
characters.
NOTE: You can also move the cursor by pressing the Home, End, or arrow keys.
3. To delete characters, click where you want to make changes, and then press the Backspace
or Delete key.
NOTE: Pressing the Backspace key deletes the character to the left of the cursor; pressing the Delete key
deletes the character to the right of the cursor.
4. When you are finished, press the Enter key.
NOTE: If you are editing data and decide not to keep your edits, press the Esc key to return the cell to its
previous state.
Replacing Data
You can replace the entire contents of a cell with new data. Any formatting applied to the cell remains in
place and is applied to the new data.

To replace data:
1. Select the cell that contains the data you want to replace.
2. Type the new data, and then press the Enter key.
Deleting Data
You can delete the entire contents of a cell if the data is no longer needed. Deleting data does not remove
any formatting applied to the cell.

To delete data:
1. Select the cell that contains the data you want to delete, and then press the Delete key.
Moving and Copying Cells
When editing a worksheet, you may want to duplicate a cell in another location or remove (cut) a cell from
its original location and place it in a new location. A copied cell can be pasted multiple times; a cut cell can
be pasted only once.

NOTE: Cut or copied data is stored on the Clipboard, a temporary storage area. You can access it by
clicking the dialog box launcher in the Clipboard group on the Home tab of the Ribbon (see Figure
27).

To move or copy a cell:

1. Select the cell that you want to move or copy.
2. On the Home tab, in the Clipboard group, do one of the following:
 To move the cell, click the Cut button . Or, press Ctrl+X.
 To copy the cell, click the Copy button . Or, press Ctrl+C.
3. Select the cell where you want to paste the cut or copied cell.
4. On the Home tab, in the Clipboard group, click the Paste button . Or, press Ctrl+V.
NOTE: When you cut or copy cells, a marquee (scrolling dotted line) appears around the cells. You can
remove the marquee by pressing the Esc key (see Figure 28).
Figure 27 – Clipboard Group on the Home Tab
Figure 28 – Cells with Marquee
Using Paste Special
The Paste Special command is a very useful editing feature. It allows you to control which aspect of the
copied cell to paste into the target cell. For example, you can choose to paste only the copied cell’s formula,
only the result of the formula, only the cell’s formatting, etc. You must copy to use the Paste Special
command; when you cut, the Paste Special command is not available.

To use the Paste Special command:

1. Select the cell that contains the value, formula, or formatting you want to copy.
2. On the Home tab, in the Clipboard group, click the Copy button .
3. Select the cell where you want to paste the value, formula, or formatting.
4. On the Home tab, in the Clipboard group, click the Paste arrow and select the desired
option from the menu (see Figure 29).
NOTE: Pointing to a command on the Paste menu displays its name in a ScreenTip. You can access more
options by clicking Paste Special at the bottom of the menu.

Figure 29 – Paste Menu

Clearing Cells
You can clear a cell to remove its contents, formats, or comments. When
clearing a cell, you must specify whether to remove one, two, or all three
of these elements from the cell.

To clear a cell:
1. Select the cell that you want to clear.
2. On the Home tab, in the Editing group, click the Clear
button and select the
desired option from the menu (see Figure 30). Figure 30 – Clear Menu
Undoing and Redoing Changes
Whenever you make a mistake, you can easily reverse it with the Undo
command. After you have undone one or more actions, the Redo command becomes available and allows
you to restore the undone actions.

To undo an action:
1. On the Quick Access toolbar, click the Undo button . Or, press Ctrl+Z.

To redo an action:
1. On the Quick Access toolbar, click the Redo button . Or, press Ctrl+Y.
Formatting Worksheets
Excel 2013 includes a number of features that can be used to easily format a worksheet.
Formatting enhances the appearance of a worksheet and makes it look professional.
Formatting Cells and Cell Contents
You can format cells and cell contents by changing the font, font size, font style, and font color, as well as
adding cell borders and changing the background color of cells. Since formatting is attached to the cell and
not to the entry, you can format a cell before or after you enter the data. The Font group on the Home tab
of the Ribbon contains the most commonly used formatting commands (see Figure 31). You can also format
cells using the Format Cells dialog box which
can be opened by clicking the dialog box launcher in the Font group.

Figure 31 – Font Group on the Home Tab

Changing the Font and Font Size
A font defines the overall appearance or style of text lettering. Font size controls the height of the font. The
default font in new Excel 2013 workbooks is Calibri; the default font size is 11 points.

To change the font:

1. Select the cell that you want to format.
2. On the Home tab, in the Font group, click the Font arrow and select the desired font from
the list (see Figure 32).

To change the font size:

1. Select the cell that you want to format.
 2. On the Home tab, in the Font group, click the Font Size arrow and select the desired font
size from the list (see Figure 33). If a font size you want is not listed in the Font Size list, click in
the Font Size box, type the desired number, and then press the Enter key.
NOTE: You can also change the font size by
Decrease Font Sizebutton clicking the Increase Font Size button or
in the Font group on the Home tab of the
Ribbon.

Figure 33 – Font Size List

Figure 32 – Font List

Changing the Font Color and Fill Color

You can change the font color of cell contents or the background color of cells to emphasize important data
or add visual impact to a worksheet.

To change the font color:

1. Select the cell that you want to format.
2. On the Home tab, in the Font group, click the Font Color button to apply the most recently
used color, or click the Font Color arrow and select a different color from the color palette (see
Figure 34).

To change the fill color:

1. Select the cell that you want to format.
2. On the Home tab, in the Font group, click the Fill Color button to apply the most recently
used color, or click the Fill Color arrow and select a different color from the color palette (see
Figure 35).
NOTE: You can remove the fill color from a selected cell by clicking the Fill Color arrow, and then clicking
No Fill on the palette.
 Figure 34 – Font Color Palette Figure 35 – Fill Color Palette
Applying Font Styles
You can apply one or more font styles to emphasize important data in a worksheet. Font styles are attributes
such as bold, italic, and underline. Bolding makes the characters darker. Italicizing slants the characters to
the right. Underlining adds a line below the cell contents, not the cell itself.

To bold or italicize data:

1. Select the cell that you want to format.
2. On the Home tab, in the Font group, click the Bold button or Italic button .

To underline data:
1. Select the cell that you want to format.
2. On the Home tab, in the Font group, do one of the following (see Figure 36): To apply
a single underline, click the Underline button.
To apply a double underline, click the Underline arrow, and then click Double Underline on the menu.

Figure 36 – Underline Menu

NOTE: The Bold, Italic, and Underline buttons are toggles. If you select a cell to which one of these
formats has been applied, and then click the corresponding button, that format is removed.
Adding Cell Borders
You can add borders to any or all sides of a single cell or range. Excel 2013 includes several predefined
border styles that you can use.

To add cell borders:

1. Select the cell to which you want to add borders.
2. On the Home tab, in the Font group, click the Borders button to apply the most recently
used border, or click the Borders arrow and select a different border from the menu (see Figure
37).
NOTE: You can remove all borders from a selected cell by clicking the Borders arrow, and then clicking
No Border on the menu.
Figure 37 – Borders Menu

Formatting Numbers
You can apply number formats to cells containing numbers to better reflect the type of data they represent.
For example, you can display a numeric value as a percentage, currency, date or time, etc. The Number
group on the Home tab of the Ribbon contains the most commonly used commands for formatting numbers
(see Figure 38). You can also format numbers using the Number tab of the Format Cells dialog box which
can be opened by clicking the dialog box launcher in the Number group.
NOTE: Formatting does not change the actual value stored in a cell. The actual value is used in calculations
and is displayed in the Formula bar when the cell is selected.

Figure 38 – Number Group on the Home Tab

To format numbers:
1. Select the cell that you want to format.
2. On the Home tab, in the Number group, do one of the following (see Figure 38):
  Click the Accounting Number
Format button to display the number with a dollar sign, comma separators, and two decimal places.
NOTE: You can select a different currency symbol by clicking the Accounting Number Format arrow
and selecting the desired symbol from the menu.
 Click the Percent Style button to convert the number to a percentage and display it
with a percent sign and no decimal places.
 Click the Comma Style button to display the number with comma separators and two
decimal places.
NOTE: You can access additional number formats by clicking the Number Format arrow and selecting
the desired option from the menu (see Figure 39).

Figure 39 – Number Format Menu

To change the number of decimal places:

1. Select the cell that you want to format.
2. On the Home tab, in the Number group, do one of the following (see Figure 38):
 Click the Increase Decimal button to increase the number of decimal places.
 Click the Decrease Decimal button to decrease the number of decimal places.
Positioning Cell Contents
You can change the alignment, indentation, and orientation of cell contents, wrap the contents within a cell,
and merge cells. The Alignment group on the Home tab of the Ribbon contains the most commonly used
commands for positioning cell contents (see Figure 40). You can also position cell contents using the
Alignment tab of the Format Cells dialog box which can be
opened by clicking the dialog box launcher in the Alignment group.

Figure 40 – Alignment Group on the Home Tab

Aligning Data
By default, Excel 2013 aligns numbers to the right and text to the left, and all cells use bottom alignment.
The Alignment group on the Home tab of the Ribbon includes six alignment buttons that can be used to
change the horizontal and vertical alignment of cell contents.
 The Align Left button aligns the cell contents with the left edge of the cell.
 The Center button centers the cell contents horizontally within the cell.
 The Align Right button aligns the cell contents with the right edge of the cell.
 The Top Align button aligns the cell contents with the top edge of the cell.
 The Middle Align button centers the cell contents vertically within the cell.
 The Bottom Align button aligns the cell contents with the bottom edge of the cell.

To align data:
1. Select the cell that contains the data you want to align.
2. On the Home tab, in the Alignment group, click the desired alignment button.
Indenting Data
Indenting moves data away from the edge of the cell. This is often used to indicate a level of less importance
(such as a subtopic) (see Figure 41).

Figure 41 – Indented Data

To indent data:
1. Select the cell that contains the data you want to indent. . Each
2. On the Home tab, in the Alignment group, click the Increase Indent
button click increments the amount of indentation by one character.
NOTE: You can decrease the indentation of data by clicking the Decrease Indent button
in the Alignment group on the Home tab of the Ribbon.
Rotating Data
You can rotate data clockwise, counterclockwise, or vertically within a cell. This is often used to label
narrow columns or to add visual impact to a worksheet.

To rotate data:
1. Select the cell that contains the data you want to rotate.
2. On the Home tab, in the Alignment group, click the Orientation button and select the
desired option from the menu (see Figure 42). The row height automatically adjusts to fit the rotated
data (see Figure 43).
 Figure 43 – Rotated Data

Figure 42 – Orientation Menu

NOTE: You can restore the data to its default orientation by clicking the Orientation button and selecting
the currently selected orientation.
Wrapping Data
Wrapping displays data on multiple lines within a cell. The number of wrapped lines depends on the width
of the column and the length of the data.

To wrap data:
1. Select the cell that contains the data you want to wrap.
2. On the Home tab, in the Alignment group, click the Wrap Text button . The row
height automatically adjusts to fit the wrapped data (see Figure 44).
NOTE: You can restore the data to its original format by clicking the Wrap Text button again.

Figure 44 – Wrapped Data

Merging Cells
Merging combines two or more adjacent cells into one larger cell. This is a great way to create labels that
span several columns.

NOTE: If the cells you intend to merge have data in more than one cell, only the data in the upper-left cell
remains after you merge the cells.

To merge cells:
1. Select the cells that you want to merge.
2. On the Home tab, in the Alignment group, click the Merge & Center button to merge the
selected cells into one cell and center the data, or click the Merge & Center arrow and select one
of the following options (see Figure 45):
 Merge Across: Merges each row of the selected cells into a larger cell.
 Merge Cells: Merges the selected cells into one cell.
Figure 45 – Merge & Center Menu
NOTE: You can split a merged cell by clicking the Merge & Center arrow, and then clicking Unmerge
Cells on the menu.
Copying Cell Formatting
You can copy the formatting of a specific cell and apply it to other cells in the worksheet. This can save
you time and effort when multiple formats have been applied to a cell and you want to format additional
cells with all the same formats.

To copy cell formatting:

1. Select the cell that has the formatting you want to copy.
2. On the Home tab, in the Clipboard group, click the Format Painter button . The
mouse pointer changes to a plus sign with a paintbrush .
3. Select the cell to which you want to apply the copied formatting.
NOTE: If you want to apply the copied formatting to more than area, double-click the Format Painter
button instead of single-clicking it. This keeps the Format Painter active until you press the Esc key.
Applying Cell Styles
A cell style is a set of formatting characteristics (such as font, font size, font color, cell borders, and fill
color) that you can use to quickly format the cells in a worksheet. In addition to saving you time, cell styles
can help you keep formatting consistent throughout a worksheet. Excel 2013 includes several predefined
styles that can be used to format headings, numbers, notes, etc.

To apply a cell style:

1. Select the cell to which you want to apply a style.
2. On the Home tab, in the Styles group, click the Cell Styles button and select the desired
style from the gallery (see Figure 46).
Figure 46 – Cell Styles Gallery
Getting Help
You can use the Excel Help system to get assistance on any topic or task. While some information is
installed with Excel 2013 on your computer, most of the information resides online and is more up-to-date.
You need an Internet connection to access resources from Office.com.

To get help:
1. Click the Microsoft Excel Help button on the right side of the Title bar. The Excel
Help window opens, displaying general help topics (see Figure 47).
NOTE: Clicking the Help button in the upper-right corner of a dialog box displays topics related to
that dialog box in the Excel Help window.
2. Click any link to display the corresponding information.
3. To navigate between help topics, click the Back button , Forward button , or
Home button on the toolbar.
4. To print a help topic, click the Print button on the toolbar.
5. To search for a specific topic, type one or more keywords in the Search box, and then press
the Enter key to display the search results.
6. To switch between online and offline help, click the Change Help Collection arrow
next to Excel Help at the top of the window, and then click Excel Help from Office.com or Excel
Help from your computer on the menu.
7. To close the Excel Help window, click the Close button in the upper-right corner of
the window.

Figure 47 – Excel Help Window

Exiting Excel
When you finish using Excel 2013, you should exit the program to free up system resources.

To exit Excel 2013:

1. Click the Close button in the upper-right corner of the program window.
POWER POINT PRESENTATION (PRACTICAL)

MS POWERPOINT
Microsoft Office PowerPoint is a presentation software application that aids users in the creation of
professional, high-impact, dynamic presentations. Slides are the building blocks of a PowerPoint
presentation. By using slides, the focus is not only on the speaker, but on the visuals (slides) as well.

Best Practices for Creating Presentations

Slide layout, font, color scheme, and content are the main components to developing a great presentation.
Follow the guidelines below to create a good presentation:
• Identify the critical information that needs to be presented and include it in your
presentation.
• Use no more than six bullet points per slide.
• Keep bullet points short and to the point. Incomplete sentences are okay.
• Minimize the number of font types used in your presentation.
• Keep font sizes consistent.
• Do not make all of the text uppercase.
• For contrast, use a light-colored font on a dark background and vice versa.
• Use bold formatting to make appropriate words stand out.
• Minimize the use of italics. They are more difficult to read.
• Do not vary the look of one slide greatly from the next. Consistency is key.
• Identify text that can be represented pictorially and use appropriate graphics in its place.
• Remove unnecessary graphics that are not relevant to the information presented.
• Use consistent colors and font size on each slide.
• Do not use unusually bright colors.
• Do not clutter the slides with too many graphics.
• Use graphics and transitions sparingly.
The Microsoft PowerPoint Interface
Let us have a look at its latest interface.

Figure 1 - The Interface

1. Quick Access Toolbar - Allows you to keep shortcuts to your favorite and frequently used
tools.
2. Ribbon Display Options - You can collapse, auto hide, or show the whole ribbon.
 3. File Tab (Backstage View) - The backstage view is where you manage your files and the
information/properties about them (e.g. open, save, print, protect document, etc.).
4. Ribbon - Tabbed interface, where you can access the tools for formatting your
presentation.
The Home tab will be used more frequently than the others.
5. Tell Me - Look up PowerPoint tools, get help, or search the web.
6. Collapse the Ribbon- This button will collapse the ribbon. Click on the pinned icon to
re-open the ribbon.
7. Mini Toolbar - Select or right-click text or objects to get a mini formatting toolbar.
8. Slides Tab - Use this to navigate through your slides within your presentation.
9. Slide - This is where you type, edit, insert content into your selected slide.
10. Status Bar - View which slide you are currently on, how many slides there are, speaker
notes or comments in your presentation, change your views, or change your zoom level.
The Ribbon
The ribbon is a panel that contains functional groupings of buttons and drop-down lists organized by tabs
(see Figure 2). The ribbon is designed to help you quickly find the commands that you need to complete a
task.

Figure 2 - The Ribbon

The ribbon is made up of a set of tabs that pertain to the different functionalities of PowerPoint, such as
designing slides, inserting media onto slides, or applying animations. Each tab is further divided into logical
groups (of buttons), such as the Font group shown in Figure 1 above.

There are also o te tual ta s that appear, depe di g o what ou are worki g o .
For example, if you have inserted pictures, the Picture Tools tab appears whenever a picture is selected (See
Figure 3).

Figure 3 - Contextual Tab

The Quick Access Toolbar
The Quick Access Toolbar is a small toolbar at the top left of the application window that you can customize
to contain the buttons for the functions that you use most often.

Figure 4 - Quick Access Toolbar

To customize the Quick Access Toolbar:

1. Click the drop-down arrow on the far right (See Figure 5).
2. Click on any listed command to add it to the Quick Access Toolbar (See Figure 5).
3. Click More Commands… to choose from a comprehensive list of commands (See Figure 5).
 Figure 5 - Customize Quick Access Toolbar
4. Select a command from the list by clicking on it (See Figure 6).
5. Click the Add button (See Figure 6).
6. Repeat steps 4 & 5 to add additional commands (See Figure 6).
7. Click on the OK button to confirm your selection (See Figure 6).

Figure 6 - Quick Access Toolbar Options

Tell Me
The Tell Me feature allows users to enter words and phrases related to what you want to do next to quickly
access features or actions. It can also be used to look up helpful information related to the topic. It is located
on the Menu bar, above the Ribbon.

Search for Features

 1. Click in theTell Me box.

Figure 7 - Tell Me
2. Type the feature you are looking for (See Figure 8).
3. In the Tell Me drop-down, you will receive a list of features based on your search. Click
the Feature you were looking for (See Figure 8).

Figure 8 - Select a Feature

4. You will either be taken to the feature or a dialog box of that feature will open.

Get Help with PowerPoint

1. Click in theTell Me box.

Figure 9 - Tell Me

2. Type the feature you want help with (See Figure 10).
3. In the Tell Me drop-down, click Get Help on feature (See Figure 10).
 Figure 10 - Get Help on Feature
4. In the PowerPoint 2016 Help dialog box, you will get a list of help topics based on your
search. Click the Topic you wanted help with.

Figure 11 – PowerPoint 2016 Help

The Smart Lookup Tool
Smart Lookup uses Bing to provide you with search results for your selected term or phrase. It is located
under the Review tab within the Insights section. The following explains how to use the Smart Lookup
functionality.

1. Highlight the word or phrase you want to find information about (See Figure 12).
2. Right‐click on the word or phrase.
3. Click Smart Lookup (See Figure 12).
Figure 12 - Smart Lookup

4. The Insights pane displays the information relevant to your selection. In the Insights pane,
you receive the following information:
a. Explore - Wiki articles, image search, and related searches from the internet (See
Figure 13).
b. Define - A list of definitions (See Figure 13).
Note: The Insights pane uses the Microsoft search engine Bing. For Smart Lookup to work you have to be
connected to the internet.

5. To close the Smart Lookup Insights pane, click the Exit (X) button in the top right corner
of the pane (See Figure 13).
 Figure 13 - Insights Panel

Galleries
A Gallery is a collection of pre-defined formats which can be applied to various elements in Office
applications, such as the Themes Gallery in PowerPoint (See Figure 14). A Gallery most often appears as
a result of clicking on an item on one of the Ribbon tabs.

Figure 14 - Theme Gallery

The selections in a Gallery incorporate a feature called Live Preview. When the mouse cursor hovers over
a selection in a Gallery, your document takes on the formatting attributes of that selection in order to give
you a preview of how that selection will look when applied to your document.

Mini Toolbar
The Mini Toolbar is a semi-transparent toolbar that appears when you select text (See Figure 15). When
the mouse cursor hovers over the Mini Toolbar, it becomes completely solid and can be used to format the
selected text.
Figure 15 - Mini Toolbar
Status Bar
The Status Bar can be customized to display specific information. Below, in Figure 16, is the default Status
Bar for PowerPoint:

Figure 16 - Status Bar

Right-clicking on the Status Bar brings up the menu to the right, which enables you to change the contents
of the Status Bar by checking or un-checking an item (See Error! Reference source not found.).

Figure 17 - Status Bar Menu

Themes
A Theme is a set of formatting options that is applied to an entire presentation. A theme includes a set of
colors, a set of fonts, and a set of effects. Using themes shortens formatting time and provides a unified,
professional appearance.

The Themes group is located on the Design tab; it allows you to select a theme from the Themes Gallery,
apply variants, and customize the colors, fonts, and effects of a theme (see Figure 18 on the next page).

Figure 18 - Design Tab: Themes

Applying a Theme to a Presentation
1. On the Ribbon, select the Design tab (See Figure 18).
2. In the Themes group, hover over a theme with your mouse to see a preview.
3. Click the arrows to scroll to additional themes.
Figure 19 - Themes
4. Select a theme by clicking on the thumbnail of your choice within the Themes group.
Applying a Theme Variant
1. On the Ribbon, select the Design tab (See Figure 18).
2. In the Variants group, hover over a variant with your mouse to see a preview.
3. Click the down-arrow to view any additional variants (See Figure 20).
4. Select a variant by clicking the thumbnail of your choice within the Variants group.

Figure 20 - Variants Gallery

Changing the Color Scheme of a Theme
It may be necessary to change the color of a theme to better suit your presentation. In order to change the
color scheme after applying a theme to your presentation:
1. From the Variants group, click the down arrow with the line above it, in the bottom right
corner.

Figure 21 - Variants Drop-down

2. Select colors from the menu.

Figure 22 - Variants Menu

3. Select a color scheme from the list that appears.

Changing the Fonts of a Theme

In order to change the fonts of an applied theme:
1. From the Variants group, click the down arrow with the line above it, in the bottom right
corner (See Figure 21).
2. Select Fonts from the menu.
3. Select your desired font from the list that appears.
 Figure 23 - Fonts
Changing the Effects of a Theme
In order to alter the visual effects of an applied theme:
1. From the Variants group, click the down arrow with the line above it, in the bottom right
corner (See Figure 21).
2. Select Effects from the menu.
3. Select your desired effect from the list that appears.

Figure 24 - Effects

The File Tab

The File tab, shown below in Figure 25, provides a centralized location called the Microsoft Office
Backstage view (see Figure 26). The Backstage view is used for all tasks related to PowerPoint file
management: opening, creating, closing, sharing, saving, printing, converting to PDF, emailing, and
publishing. The Backstage view also allows for viewing document properties, setting permissions, and
managing different versions of the same document. (See the PowerPoint 2016 Quick Guide located at
http://uits.kennesaw.edu/cdoc, for additional information on the Backstage View).

Figure 25 - File Tab

 Figure 26 - Backstage View

Navigation
PowerPoint 2016 opens in the Normal View showing the Slides Pane on the left side of the window.

Slides Pane
1. The Slides pane shown on in Figure 27, displays all the slides available in a presentation and helps to
navigate through the presentation. The slides are listed in sequence and you can shuffle the slides by
dragging a slide from the current location and placing it in the preferred location.

Slide Preview
2. Select a slide in the slides pane to preview it in the Slide Preview window
(See Figure 27). The slide preview all you to see how your text looks on each slide. You can add graphics,
video and audio, create hyperlinks, and add animations to individual slides.

Notes Pane
3. It can be helpful to use the Notes Pane to remind yourself of speaking points for your presentation (see
Figure 27). These personal notes can also be printed out for future referencing. Notes entered in the Notes
Pane will not appear on the slide show.
 Figure 27 - Normal View
Changing Views
PowerPoint 2016 allows you to see and edit your slides in several views. To work with your presentation
in a different view, click the View tab on the ribbon (see Figure 28) and select the appropriate view, or,
click on the appropriate Shortcut button at the bottom right area of the Status Bar (see Figure 29).

Figure 28 - View Tab

Figure 29 - Status Bar

Types of Views
 Shortcut Icon On Status
View Icon On View Tab
Bar
Normal View
Displays the outline pane, slide pane, and
notes pane.

Slide Sorter View

Displays a small version of each slide and
is useful for reorganizing your slides.

Notes Page
Displays a miniature slide with space
below to type notes for the presenter.

Reading View
Makes the presentation easy to review.

Slide Show View

(Button on SlideShow
Runs the slide show beginning with the
Tab)
current slide.
Table 1 - Presentation Views

How to Create a New Presentation

1. Click on the File tab.
2. Choose New (See Figure 30).
3. Double-click on Blank presentation (See Figure 30).
 Figure 30 - Creating a New Presentation
4. A new blank presentation will be created.

Saving a Presentation
You created a new presentation. Now, you should save the presentation so that you can use it later. The
Save command, available from the File tab, is used to save a newly created presentation or to save the
changes made to an existing presentation. When saving a file for the first time, you are prompted to enter a
file name for the presentation, and you are asked in which location you would like the file to be saved.

File Formats
PowerPoint 2016 uses PowerPoint Presentation (.pptx) as the default file format. Additional formats include
PowerPoint 97-2003 (.ppt), PowerPoint Show (.ppsx), PowerPoint Show 97-2003 (.pps),
Windows Media Video (.wmv), as well as GIF, JPEG, PNG, TIF and BMP. The
PowerPoint Show is a presentation that always opens in Slide Show view rather than in Normal view.

How to Save a Presentation

1. Click the File tab.
2. Choose Save As to save the presentation with a new name in (See Figure 31).
3. Select Computer to save to the local drive (computer/laptop etc.) (See Figure 31).
4. Select your desired folder (See Figure 31).
 Figure 31 - Save As
5. In the File Name text box, type the name of the file (See Figure 32).
6. Click Save as Type and then do one of the following (See Figure 32):
• For a presentation that can be opened only in PowerPoint 2016 or in PowerPoint 2013, in
the Save as Type list, select PowerPoint Presentation (*.pptx).
• For a presentation that can be opened in either PowerPoint 2016 or earlier versions of
PowerPoint, select PowerPoint 97-2003 Presentation (*.ppt).
7. Click Save (See Figure 32).

Figure 32 - File Name and Save as Type

Note: You can also press CTRL+S or click Save near the top of the screen to save your presentation
quickly at any time.
Appearance
Slides
You are familiar with creating a new presentation and saving the changes you make to an existing
presentation. You may need to add slides to the presentation to include more information.

Before you begin creating a presentation it is important that you decide on a design and layout. Slides and
layouts are the basic building blocks of any presentation. For a presentation to be effective, care should be
taken to apply the right slide layouts. Being able to add the appropriate slide layout to your presentation
will enable you to present information more relevantly to your audience. PowerPoint offers several built-in
slide layouts to deliver visually effective presentations.

Adding a New Slide

1. Within the slides pane, select the slide that you would like to insert a new slide after.
2. On the Home tab in the ribbon, click the drop-down arrow next to New Slide, within the
Slides group, to display the default list of layouts (See Figure 33).

3. From the New Slide drop-down list, select a layout to insert (See Figure 33).

Figure 33 - New Slide

Types of Slide Layouts

This layout includes placeholders for a main title and a

Title Slide
subtitle.
 This layout includes a placeholder to enter slide title and a
Title And Content place for text, charts, tables, pictures, clip art, and SmartArt
graphics.

Section Header This layout allows space for section and sub-section titles.

Much like the Title and Content slide layout, this layout
offers a place for slide title text and two content places for
Two Content text, charts, tables, pictures, clip art, and SmartArt
graphics.

This layout is just like the Two Content layout with the
Comparison addition of two text placeholders to aid in compare and
contrast slides.

Title Only This layout offers a place to enter title text.

Blank This is a blank slide with no placeholders.

With this slide you can enter a title, text, and content such
Content With
as additional text, charts, tables, pictures, clip art, and
Caption
SmartArt graphics.

Picture With
This layout offers a place for a picture and caption text.
Caption

Table 2 - Slide Layouts

Text
A presentation is not all about pictures and background color—it depends mostly on the text. The message
of your presentation is conveyed through the text. The visual aids are simply cosmetics to help support
your message. The instructions below explain how to work with text.

Entering Text
Most slides contain one or more text placeholders. These placeholders are available for you to type text on
the slide layout chosen. In order to add text to a slide, click in the placeholder and begin typing.

The placeholder is movable and you can position it anywhere on the slide. You can also resize a text
placeholder by dragging the sizing handles (See Figure 34). Removing an unwanted text placeholder from
a slide is as simple as selecting it and pressing Delete.
A text placeholder can contain multiple lines of text and will adjust the size of the text and the amount of
space between the lines if the text exceeds the allowed space.

Figure 34 - Text Placeholders

Text Boxes can be added to any slide in order to provide additional room outside of the text placeholders.

Adding a Text Box

1. From the Insert tab, click on Text Box.

Figure 35 - Inserting a Text Box

2. Left-click on the area of the slide where you want to add text.
3. While maintaining the left-click, drag the mouse cursor down a bit and then to the right,
then release. The dashed text box appears.

4. Left-click once inside the text box and start entering your text (See Figure 36).

Figure 36 - Text Entry in a New Textbox

Formatting Text
When creating a presentation, it is likely that you will be doing some formatting. In order to edit text on a
presentation:
1. Select the text (by left-clicking and maintaining the left-click while dragging the mouse
cursor across the text).
2. Use the Font Group on the Home tab or right-click on the selected text and choose
formatting options from the Mini Toolbar (See Figure 37).
 3. Make necessary changes to the font and click outside of the text placeholder to accept the
changes.

Figure 37 - Formatting Text

Graphics
Another way to add emphasis to your presentation is to have visual aids or graphics. Although we learned
earlier that the most important part of your presentation is the message, it is always helpful to use graphics
to get your point across more concisely and in a shorter period of time.

Inserting Pictures
When inserting clip art onto a preselected slide layout:
1. Go to the Insert tab.
2. Type in your key word or phrase of the object you are looking for into the search box.
3. This will open the Insert Pictures window.

Figure 38 - Search for Clipart

4. Scroll through the given results to find your desired clip art (See Figure 39).
5. Once found, click on the image (See Figure 39).
6. Select Insert to add the clip art to your slide (See Figure 39).
 Figure 39 - Insert Clip Art

Note: You are responsible for respecting others’ rights, including op right, so e i dful whe selecting your
image(s).

Images from a File

Images from your own collection and experiences may also add value to your presentation. You must have
the image saved prior to adding it to your presentation.

Inserting an Image from a file

Place your cursor where you would like the image to appear. Select the Insert tab. Click Pictures (See
Figure 40). In the Insert Picture dialog box, navigate to find your image. Select your image, and click Insert.

Figure 40 - Insert Pictures

Draw Shapes
Shapes are simple geometric objects that are pre-created by PowerPoint and can be modified. A shape can
contain text or can appear without it. It can also be filled with color, and the outline of the shape can be
given a different style and color.

Inserting a Shape
1. Select the Insert Tab.
2. Click Shapes.
3. Select the shape you wish to draw (See Figure 41).
4. Your cursor becomes a small black plus sign.
5. In the Slide pane, point the crosshair mouse pointer to the upper-left corner of the area
where you want to draw the shape, hold the left mouse button down, and then drag diagonally down
to the right to create the shape.
Figure 41 - Insert Shapes

Altering a Shape
1. You can now move your shape if necessary by clicking on the object, holding down the
left mouse button, and dragging it to another location.
2. You may also alter the look of your shape by selecting the shape and clicking the Format
tab (See Figure 42).
3. In the Shape Styles group, scroll through additional styles and click on the desired style
to apply it to the shape (See Figure 42).

Figure 42 - Altering Shapes

Hyperlinks
You may have an additional document or a great website to enhance your presentation. Adding hyperlinks
into your presentation can allow you to quickly jump to supplemental information while you are presenting.

Adding a Hyperlink
1. Select the text that you would like to change to a hyperlink.
2. Select the Insert tab (See Figure 43).
3. ClickHyperlink (See Figure 43).

Figure 43 - Inserting a Hyperlink

4. The text you selected will appear in the Text to Display field at the top of the window (See
Figure 44). You can change the text if you would like.
5. Select the location where you want to link to from the Link To column on the left (See
Figure 44).
6. Type the address that you want to link to in the Address field (See Figure 44).
7. Click OK (See Figure 44). The text that you selected will now hyperlink to the web address.

Figure 44 - Insert Hyperlink

Note: You can also type the hyperlink out and press enter, and PowerPoint will automatically create the
hyperlink.
Header and Footer
Occasionally it is necessary to add information to the Header or Footer of a PowerPoint presentation, just
the printout, or both. This a e i for atio su h as the author’s a e, date a d ti e, organization, class information,
etc.
Adding a Header or Footer
1. Select the Insert tab.
2. ClickHeader & Footer.

Figure 45 - Inserting Header & Footer

Select whether you would like to add these settings to the Slides or Notes and Handouts by selecting the
appropriate tab (See Figure 46).
4. Click inside the checkbox to add the Date and Time or Slide Number (See Figure 46).
5. T pe additional information such as the author’s a e i the Footer box
(See Figure 46).
6. If you would like this information to appear on all slides, click Apply to All (See Figure 46).

Figure 46 - Header and Footer Settings

Printing
PowerPoint 2016 allows you to print your presentation in order to aid you in presenting or to give your
audience something to take notes on. There are multiple formats available when printing; you should
choose a format which best suits your presentation and audience needs.

Printing Your Presentation

From the Backstage view:
1. Click the File tab.
2. Click on Print to view the printer settings (See Error! Reference source not found.).
3. Indicate the number of copies you would like to print (See Error! Reference source not
found.).
4. Select the printer (See Error! Reference source not found.).
Figure 47 - Printer Settings

From the Settings section:

1. Click on Print All Slides. If you do not need to print all slides, you may select another
option in the window (See Figure 48).

Figure 48 - Print All Slides

2. Click on Full Page Slides to access Print Layout options such as Handouts and Notes Pages
(See Figure 49).
 Figure 49 - Print Layout
Note: If you select Handouts, choose the amount of slides that should appear on the printed page from the
Handouts box. The 3 Slides option allows for notes to be written on the handout.

Click on Print One Sided to access options to print on both sides of the paper
(See Figure 50).

Figure 50 - Print One Sided

4. Click on Grayscale to access options to print in grayscale, color, or black & white
 Figure 51 - Grayscale

Once you are ready to print, click on the Print button.

ACCESS DATABASE (USE AND DESIGN) (PRACTICAL)

MS-ACCESS
A database is a collection of logically-related and similar data. Database stores similar kind of data, for a
specific purpose that is organized in such a manner that any information can be derived from it, when
needed. The database is accessed for the retrieval, insertion, deletion, or updating of data. Database
Management System (DBMS) is a software system for creating, organizing, and managing the database.
DBMS provides an environment to the user to perform operations on the database for creation, insertion,
deletion, updating, and retrieval of data.
Some of the common used DBMSs are—Oracle, IBM’s DB2, Microsoft’s SQL Server, and
Informix. Some of the desktop based DBMSs are—Microsoft Access, Microsoft FoxPro, and Borland
dBase. MySQL is a popular open source DBMS.
Microsoft Access is an application which allows the creation of databases for the Microsoft
Windows family of operating systems. Microsoft Access is a Relational Database Management System
(RDBMS). It can also be used as a database server for a web-based application. It is supported by the
ODBC and the .NET Framework.
Access is a tool for managing the databases. Database can store any kind of data—numbers, pages of text,
and pictures. Databases can also handle wide range of data size—from a few hundreds to many millions.
Access allows you to design and create complete databases with quick and easy data entry, maintain
them, and search for information.
Within Access there are four major areas—Tables, Queries, Forms, and Reports.
• Tables store the data in your database.
• Forms make it easy to enter data in the tables. Data can be entered directly into a table or
into a form (an interface for adding and editing data) which then places it into a table.
• Queries get information from the data stored in the tables. Filters and queries can be used
to search a database.
• Reports allow printing of data, based on queries or tables created by the user. Reports
enable the user to analyze the results of a search in a printed format.
Some of the important features of MS-Access are as follows:
• You can create tables and manage the tables. The data entry forms can be created
easily.
• It allows building queries to analyze the data.
• Design reports to present the data.
• It allows filtering the data based on the text, numbers and date, and also sort the data.
• Attach files to the database.
• Access provides rich text support like bold etc. to the data stored in the tables.
• Access supports grouping of information in the reports like subtotals, count etc.
This chapter discusses the using of MS-Access software in detail. There are many versions of the MS-
Access software. Here, we will discuss MS-Access 2007 version.
In this chapter, the following terminology is used while working with the mouse:
• Pointer—a mouse pointer
• Click—press left button of mouse once
• Double Click—press left button of mouse twice
• Select—move the pointer of mouse and keep the left button of the mouse pressed over
the area that you want to select. The selected area will appear in a dark background.
• Quick Menu—Right click (press right button of mouse once) to get a quick menu
DATABASE TERMINOLOGY
The database terminology required for the use of MS-Access is described as follows:
• Data elements or data—a basic unit of information, e.g. “Ashima”, 16, 100 etc.
• Table—a matrix of rows and columns.
• Field—a data category, e.g. name, age, marks. Fields make up the columns of a table.
• Record—information about a person or objects. Records make up the rows of a table
• Primary key—a field that uniquely identifies a record in the table. A student registration
number is a primary key as it is unique to each student. A surname as primary key is impractical,
as there may be many people with the same surname, and the primary key will not be unique.
Relational database. The relational database may contain a single table stored as file, or, a collection of
related tables stored together. The data elements are stored in different tables made up of rows and
columns. The different tables are related through the use of common data elements. Storing of data in
multiple tables allows you to store a wider range of data and offer greater flexibility in retrieving the
information.
Microsoft Access allows people to effectively and efficiently organize data. The various sections
presented in this document will help you to build a solid knowledge foundation of the software.
The MS ACCESS Interface
The Backstage View
When first opening Access, the user will be presented with options to open recent documents, start a new
blank database, or select from a number of database templates.
 Figure 1 - Backstage View (First opening Access 2016)

To enter theBackstageview after creating your database, click the

Filetab.

Figure 2 - Access Backstage via File Tab

The Backstage view will open. From here, you can perform the following actions:

a. Info - Obtain information about your databases (see Figure 3);

b. New - Create new databases and templates (see Figure 3);
c. Open - Open existing databases (see Figure 3);
d. Save/Save As - Save and close databases (see Figure 3);
e. Print - Print and/or preview of your databases (see Figure 3);
f. Account - Access your Microsoft Office 2016 account information (see Figure 3);
g. Options - Access options to change program settings (see Figure 3);
h. Help - Obtain help information on using Access 2016 (see Figure 3); and
i. Close - Close Access 2016 (see Figure 3).
 Figure 3 - Backstage View

To leave the Backstage View and return to your document, click the arrow button above Info.

Figure 4 - Leave Backstage View

The Ribbon
The Ribbon is a panel that contains groupings of buttons and drop-down lists organized by tabs. Each
application in the Office Suite has a different set of tabs that pertain to the functionality of that particular
application. Each tab is further divided into groups, such as the Sort & Filter and Find groups.
 Figure 5 - The Ribbon: Sort & Filter and Find Groups

At the bottom right-hand corner of some groups is the Dialog Box Launcher.
Clicking this button opens a dialog box for that group containing further option selections for the group.

Figure 6 - Dialog Box Launcher

Contextual tabs will appear depending on what you are working on. For example, if you are working in a
table, the Table Tools tab appears.

Figure 7 - Contextual Tab

Tell Me
The Tell Me feature allows you to enter words and phrases related to what you want to do next to quickly
access features or actions. It can also be used to look up helpful information related to the topic. It is
located on the Menu bar, above the ribbon.
Search for Features
1. Click the Tell Me Box.

Figure 8 - Tell Me

2. Type the feature you are looking for (See Figure 9).

3. In the Tell Me drop-down, you will receive a list of features based on your search. Click
the Feature you were looking for (See Figure 9).

Figure 9 - Select a Feature

4. You will either be taken to the feature or a dialog box of that feature will open.

Get Help with Access

To receive Microsoft Access Help, either type in the Tell Me box or press the F1 key on the keyboard.

1. Click in the Tell Me box.

Figure 10 - Tell Me

2. Type the question you want help with (See Figure 11).

3. In the Tell Me drop-down, click Get Help o uestio (See Figure 11).
 Figure 11 - Get Help on Feature
4. The Access 2016 Help dialog box will appear and display a list of help topics based on
your search. Click the topic you want help with.

Figure 12 - Word 2016 Help

Creating the Database
When you open Microsoft Access, you have the option to create a blank database. Using this database,
you will be able to create tables, forms and enter data. The following describes how to create a database
in Microsoft Access.

1. Click on Blank desktop database.

 Figure 13 - Blank Desktop Database

2. Enter the name of the database in the File Name text box.

Figure 14 - File Name Box

3. Click on the Create button. You will be taken to your new database.

Figure 15 - Create Button

Creating a Table
Upon creating a database, it is recommended that you create a table that will house relevant data. The
following instructions explain how to create a table within your database.

1. From the Fields tab under Table Tools, click on the View button.

Figure 16 - View Button

Note: Clicking the arrow below the View button will display a drop-down menu with available views.

Figure 17 - Design View

2. The Save As window will open, prompting you to name your table. Enter the name of the
table that you are about to create under Table Name.

Figure 18 - Table Name

3. Click Ok.
 4. The Design view will open and display the Field Names and Data Types for the current
table. Enter in the appropriate Field Names and Data Types (e.g. First name, Last name, etc.).
The following explains the different data types that could be used for the table:

a. AutoNumber - The database will create a unique number for each record that is
entered (See Figure 19).

b. Short Text - Use for fields that contain letters and numbers. This option can
contain up to 255 characters (See Figure 19).

c. Long Text - Use for fields requiring long entries. Both letters and numbers can
be created in this field. This option can hold up to 65,536 characters (See Figure 19).

d. Number - Used when calculable numbers will be required for the field (See
Figure 19).

e. Date/Time - Select this choice when you need to enter a date or time (See Figure
19).

f. Currency - Used when currency needs to be entered into the field (See Figure
19).

g. Yes/No - Used when the field requires a yes or no entry. Appears as a check-box
in the Datasheet (See Figure 19).

h. OLE Object - Allows for the embedding and linking of a number of supported
file types (e.g. PDF, PowerPoint, Excel, Word, and Visio documents, and image and
sound clips) (See Figure 19).

i. Hyperlink - Use when email addresses and hyperlinks are required (See Figure
19).

j. Attachment - This option allows the user to attach one or more files to the
record (See Figure 19).

k. Lookup (not displayed) - This option helps the user create a drop-down list for
the field. When this option is selected, the Lookup Wizard will begin (See Figure 19).
Figure 19 - Field Names and Data Types
Things to Remember When Creating a Table
It is important to remember the following when creating a table.

Primary Key
Records in Access can be organized by a unique, identifying number. The primary key is used to ensure
that no two records have the same number. For example, in the table created for student information, it is
important that each student has a unique Student ID.

Figure 20 - Primary Key Field

The primary key can be used with the following data types: Auto Number, Number, and Text.

The primary key can be toggled on/off by clicking on the Primary Key button located on the Design tab.
 Figure 21 - Primary Key Button

When the Primary Key is active, it will appear as a key icon to the left of the field name.

Figure 22 - Primary Key Icon

Error Traps
Error traps help to make certain that correct data is entered into the database by users. With an error trap,
we can have an error message appear in the event that incorrect data is entered. For example, for the field
Campus, perhaps the only two campuses that should be entered are East and West Campus. The following
explains how to create an error trap for this field. Click to select the field Campus.

Figure 23 - Selecting the Field

Click Validation Rule, located under the Field Properties section.

 Figure 24 - Validation Rule

To make certain that the user enters only West Campus or East Campus, enter the following:
West Ca pus o East Ca pus .

Figure 25 - Entering the Validation Rule

Note: If you were working with numbers, you could also enter a formula to make certain that only a
specific range of numbers are entered. For example, if you wanted to make sure that only numbers from 0
to 100 are entered, you would enter the following: >= 0 and <= 100.

Select Validation Text.

Figure 26 - Validation Text

 Whatever appears in the Validation Text field is the message that will appear if a user attempts to enter
data that violates the Validation Rule that was entered in Step 3. For example, the following is an example
of a message that could be entered: Invalid Entry! Please enter one of the following campuses: West
Campus or East Campus.

Figure 27 - Validation Text String

Descriptions
The Description column is a place where you can provide instructions to users who will be entering data
into the table.

Figure 28 - Description Field

The following explains how to create a description for a field.

1. Place your cursor in the Description column next to the field of your choice (See Figure
29).

2. Enter a description (See Figure 29).

 Figure 29 - Enter a Description

Adding Fields
Once the table has been completed for the database, it is possible to add fields to the datasheet. The
following explains how to add a new field for Expected Graduation Date between Application Received
and Account Balance Due.

Figure 30 - Adding a field

 Right-click on the Account Balance Due field.

Figure 31 - Right Click on the Desired Field

A context sensitive menu will appear. Click Insert Rows.

Figure 32 - Insert Rows

Note: If you wish to delete a field, click Delete Rows.

A new row will be inserted between Application Received and Account Balance Due. Type Expected
Graduation Date into the field.
 Figure 33 - New Row

Next to Expected Graduation Date in the Data Type drop-down, select Date/Time.

Figure 34 - Date/Time
Default Values
As the database designer, you have the option of including Default Values. For example, in the table
below, suppose that 75% of the entries for Campus will be East Campus. You could include a default
value of East Campus to make data entry easier for the user.

The following explains how to include the default value of East Campus for Campus.

1. Select the Campus field.

 Figure 35 - Select the Campus Field

2. In the Field Properties, click the Default Value field.

Figure 36 - Click Default Value

3. Enter the Default Value that you wish to appear in the Default Value field. In this case,
we will enter East Campus.

Figure 37 - Enter the Default Value

4. When the user creates a new record, East Campus will appear as a default for the field
Campus. This will make data entry easier. However, another value can be entered for Campus, if
desired. For example, West Campus could be entered in place of East Campus.

Creating a Drop-Down List

A drop-down list can make the job of the data entry person easier. When a drop-down list is available, the
user simply clicks the list and selects the option of his or her choice.
For example, we can set a drop-down list for Hometown if there only a certain number of cities that are to
be selected. If the cities for the Hometown field were Atlanta, Kennesaw, and Macon, the user would
simply click the list and select the city from the drop-down menu. This eliminates a lot of typing for the
user.

The following steps explain how to create a drop-down list for the field Hometown. Next to the
Hometown field, click the drop-down arrow.

Figure 38 - Select the down-arrow

From the drop-down menu, click Lookup Wizard.

Figure 39 - Lookup Wizard

The Lookup Wizard window will appear. Click I will type in the values that I want.
Figure 40 - Lookup Wizard: Select I will type in the values I want
Click the Next button.
Under Column 1, type the values that you want to appear.

Figure 41 - Type the values you want to appear

Click Next.
Click Finish.

Opening and Closing the Table

When you are finished creating the table, it can be closed by clicking the X in the upper-right corner of
the table.
 Figure 42 - Clicking X to Close the Table

To open the table again, double-click the name of the table that you want to open. The name of the table
will appear on the left area of the window.

Figure 43 - Re-opening the Table

Entering Data into the Table

Opening a table will display the Datasheet view. Once open, you can begin entering date into the table.
The following explains how to enter data into your table:
 Click on the first blank cell.

Figure 44– Select First Blank Cell

2. Begin typing your data into the cell. When finished typing your data into the cell, press the
Tab key on your keyboard to move right to the next cell.
3. Continue entering data into the cells.

Note: For cells that have Default Values, you will see data pre-populate the cell. You may leave the data
as is or enter different data as needed.

Figure 45 - Default Values

For cells that use a Lookup Value data type:

Figure 46- Dropdown Menu

Click the dropdown arrow

Click on the appropriate cell. A dropdown arrow will appear.

Figure 47 - Click the Dropdown Arrow

 Select the appropriate Lookup Value.

Figure 48 - Select the Lookup Value

For cells that use the Date/Time data type:

Click on the appropriate cell. The Calendar iconwill appear next to the cell.

Figure 49 - Calendar Icon

Click the Calendar icon.

Figure 50– Accessing the Calendar

The Calendar will appear. Select the appropriate date or manually type the date into the cell.

Figure 51 - Select a Date from the Calendar

For cells that use the Yes/No data type:
Click on the checkbox to indicate the yes/no value. A checked box indicates a Yes value. An un-
checked box indicates a No value.

Figure 52 - Yes/No

For cells that use the Currencydata type:

Simply enter the value. Your number will automatically be entered as currency.

Figure 53– Currency

• Create Table in Datasheet View: <Create><Tables><Table>. A blank table is created.

Add field names and their types. <Table Tools datasheet>. Click on a field in the table. <Fields
and Columns> <Rename> to enter name of the field. Press Enter key. Add all field names. To
change field types - <Table Tools Datasheet> <Data Type and Formatting> <Data Type>. A
drop down menu shows the available data types. Select from it.
• Create Form in Layout View: <Create><Forms><Blank Form>. Drag the fields from
the right side of the screen to the center, to be included in the form. Now, format the form. Insert
title for the form - <Form Layout Tools Format> <Controls Group> <Title>. Insert Logo
<Logo>. Select a format for the form <Auto Format> <More>. To view the form - Right click
the form tab <Form View>. Save the form - Right click the form tab <Save>. This is a simple
form. You can use other options also for further formatting of the form.
• Create Report in Layout View: <Create><Report><Blank Report>. Drag the fields
from the right side of the screen to the center, to be included in the report. Now, format the report.
Insert title for the report—<Report Layout Tools Format> <Controls Group> <Title>. Insert
Logo <Logo>. Group and Sort - <Group and Sort>. Group, Sorts and Total windows will appear
below the Report. Add a group, add a sort. To view the report - Right-click the report tab
<Report View>. Save the report - Right-click the report tab <Save>.This is a simple report. It is
possible to insert totals, sub-totals, conditional formatting and auto format, and other options, for
further formatting the report.
• Create a Query in Design View: <Create><Other><Query Design>. A Show Table
dialog box appears. Select a table. <Add> <Close>. A Select Query design grid is displayed. It
contains several rows like field, table, total, sort, show or criteria. On clicking on a field, a
 selection arrow appears. Select a field from the list that appears. To view the query - <Results>
<View> <SQL view>. To run the query - <Results> <Run>.
SOLVED EXAMPLE
This is an example to create a database and query it.
Example 1: Create COMPANY relational database schema, as follows:
COMPANY RELATIONAL DATABASE SCHEMA
RELATION NAME ATTRIBUTES
EMPLOYEE Fname, Minit, Lname, SSN, Bdate, Address, Sex, Salary, Superssn, Dno
DEPARTMENT Dname, Dnumber, Mgrssn, Mgrstartdate
DEPT_DLOCATION Dnumber, Dlocation
PROJECT Pname, Pnumber, Plocation, Dnum
WORKS_ON ESSN, Pno, Hours
DEPENDENT ESSN, Dependent name, Sex, Bdate, Relationship
The underlined fields are the primary key. Fill data into the table and perform the following Queries:
1. Retrieve name of manager for each department and date on which they joined as
manager.
2. Retrieve the names of employees who work on all the projects that ‘John Smith’ works
on.
3. Retrieve for each female/male employee a list of the names of dependents.
4. Retrieve department no, the no of employees in the department and their average salary
for each department managed by ‘John Smith ’.
5. Retrieve for all employees their SSN and department name.
6. Retrieve SSN, names, department no. of all employees whose salary is greater than the
salary of all the employees supervised by him/her.
Solution 1.
• Open blank database <New> <Create>.
• Create tables. <Create> <Tables> <Table>.
• Create six tables with given fields for the relation name Employee, Department,
Dept_Dlocation, Project, Works_on, and Dependent.
• Fill the data into the tables. There is a relation between the table, which needs to be taken
care when filling in the data. Employee (ssn) and Department (mgrssn); Department (dnumber)
and Dept_Dlocation (dnumber); Project (dnum) and Department (dnumber); Project(pnumber)
 and Works_on (pno); Employee (ssn) and Works_on (essn); Dependent (essn) and Employee
(ssn).
• Once all the tables with the data are created, design the query. <Create> <Other> <Query
Design> <View> <SQL view>.
• The tables and the SQL queries are shown below.
EMPLOYEE TABLE

DEPARTMENT TABLE

DEPT DLOCATION TABLE

PROJECT TABLE

DEPENDENT TABLE

WORKS_ON TABLE
Queries
1. Retrieve name of manager for each department and date on which they joined as
manager.
Sql view
SELECT fname, lname, mgrstartdate
FROM department, employee
WHERE mgrssn=ssn;

2. Retrieve the names of employees who work on all the projects that ‘john smith’ works
on.
Sql view
SELECT DISTINCT fname, lname
FROM employee, works_on WHERE pno in (select pno from works_on,employee
where fname=‘john’ and lname=‘smith’ and essn=ssn;)
and essn=ssn;

3. Retrieve for each female/male employee a list of the names of dependents.

Sql view
SELECT fname, lname,employee.sex,ssn, dependent_name
FROM employee, dependent
WHERE employee.sex=‘m’ and essn=ssn
UNION SELECT fname, lname,employee.sex,ssn, dependent_name
FROM employee, dependent
WHERE employee.sex=‘f’ and essn=ssn;

4. Retrieve department no, the no of employees in the department and their average salary
for each department managed by ‘John Smith’.
Sql view
SELECT dno, count(dno) AS no_of_employees, avg(salary) AS avg_salary
FROM employee
WHERE dno in(select dno from department where mgrssn=ssn and fname=‘john’ and lname=‘smith’;)
GROUP BY dno;

5. Retrieve for all employees their SSN and department name.

Sql view
SELECT ssn, dname
FROM employee, department
WHERE dno=dnumber;

6. Retrieve SSN, names, department no. of all employees whose salary is greater than the
salary of all the employees supervised by him/her.
Sql view
SELECT ssn, fname, lname, dno
FROM employee AS e1
WHERE e1.salary >
( select max(salary) from employee as e2 where e1.superssn=e2.ssn;
);
Exercises:
1. Create Suppliers and Parts relational database schema as follows:
RELATION NAME ATTRIBUTES

SUPPLIER SNo, Sname, Status, City

PARTS PNo, Pname, Color, Weight, city

PROJECT Ino, Jname, City

SHIPMENT Sno, Pno, Ino, Quantity

The underlined fields are the primary key. Fill in the appropriate data in the tables. Perform the following
queries:-
1. Get full details of all the projects in London.
2. Get supplier no. for suppliers who supply project J1.
3. Get supplier details for suppliers who supply part P2.
4. Get supplier names for suppliers who do not supply part P2.
5. For each shipment get full shipment details, including total shipment weight.
6. Get all shipments where the quantity is in the range 300 to 750 inclusive.
7. Get all distinct part-color combinations.
8. Get supplier no. for suppliers in Paris with status > 20.
9. Get part nos. for parts that either weigh more than 16 pounds or are supplied by
supplier S2, or both.
10. Get part cities that store more than five red parts.

2. Create Purchase order relational database schema, as follows:

PURCHASE ORDER RELATIONAL DATABASE SCHEMA
RELATION NAME ATTRIBUTES

VENDOR Vendorno, vname, street, city, region, zip, contact

PRICEINFO Partno, vendorno, catno, price

POHEADER Orderno, orddate, vendorno, invoiceno, status

PODETAIL Orderno, partno, qty, unit-pr

PART Partno, description

POHISTORY Orderno, orddate, vendorno, invoiceno, pototal

The underlined fields are the primary key. Fill data into the table and perform the following Queries:
1. Display all the rows in the part table, sorted by description.
2. Display the part description for the part number 4.
3. Select all columns of the PODETAIL table which a quantity greater than 500.
4. Display all part numbers, descriptions, prices, catalogue numbers and vendor
numbers and names.
5. How many vendors are located in the city of New York?
6. Find the unit price and quantity information for order number 1101.
7. Which parts are priced at the lowest price?
3. Create the following tables:
RELATION NAME ATTRIBUTES
BOOKS Book id, Book name, Author name, Publishers, Price, Type, Quantity
ISSUED Book id, qty issued
4. The underlined fields are the primary key. Fill data into the table and perform the
following Queries:
1. Display book name, author name and price of books of Pearson publishers.
2. Display book name, author name and price of books that have been issued.
3. Give the output of the following queries
1. SELECT COUNT(DISTINCT Publishers) FROM Books;
2. SELECT COUNT(*) from Books;
3. SELECT SUM(Price) FROM Books WHERE Quantity > 5.
5. Create Library Management relational database schema, as follows:
LIBRARY MANAGEMENT RELATIONAL DATABASE SCHEMA
RELATION NAME ATTRIBUTES
BOOK Book id, title, pub_id
BOOK_AUTHORS Book id, author name
BOOK_COPIES Book id, branch id, noof_copies
BOOK_LOANS Book id, branch id, card no, dateout, duedate
LIBRARY_BRANCH Branch id, branch_name, address
BORROWER Card no, name, address, phone
 PUBLISHER Pub id, Pub_name, address, phone_no
The underlined fields are the primary key. Fill data into the table and perform the following Queries:
1. Retrieve the names of all borrowers who do not have any books checked out.
2. For each library branch, retrieve the branch name and the total number of books
loaned out from that branch.
3. Retrieve the names, addresses, and number of books checked out for all
borrowers who have more than five books checked out.
INTRODUCTION TO NETWORKS AND INTERNET
NETWORKS

INTERNET

GOOGLE SEARCH (BROWSER) (PRACTICAL)

Google is the most popular search engine in the world. But while so many people use it, few actually get
formal instructions on how to search with Google. Below, tips on how to search on Google.
Step 1: Go To Google (But Which Google?)
Obviously, to search Google, you have to go to Google. But did you know there are various ways to reach
the site? In fact, that there are even different Google web sites? There are!

You can go directly to Google.com by typing in http://google.com into your web browser. That will take
you to the main Google web site, which is designed to serve the United States plus the world in general.
If you are outside the United States, you may prefer to go to the version of Google designed for your own
country. You’ll find a list of country-specific versions of Google shown on this page.
Google also offers a variety of “vertical” search engines, which are versions of Google that let you search
just for particular types of material like images, videos or news stories. If you’re interested in specific
content like this, it may make more sense to search starting at one of these subject-specific versions of
Google. You’ll find a list of them here, under the “search” heading.

Step 2: Go To Google Via A Toolbar

A faster way to use Google is to enter a search into the search box that’s built into most popular browsers.
Microsoft’s Internet Explorer, Apple’s Safari and Mozilla’s Firefox have little boxes in the top right corners
where you can type what you’re searching for, hit return, and the search results will load into your browser:

Note that Internet Explorer may be already set to use Microsoft’s Bing search engine rather than Google, if
you type into the search toolbar. This is easily changed. The article below talks more about it:
 Search & Internet Explorer 8
Google also offers its own Google Toolbar for both Internet Explorer and Firefox. The toolbar makes it
simple to search Google right from your browser, get “cached” copies of page, share pages and offers many
other handy features. You can learn more about the toolbar or get it from Google here.
With the Google’s Chrome browser, you type your search right into the same box where you enter web
addresses. The article below explains this in more detail:
 Searching With Google Chrome & Omnibox
Step 3: Enter Your Search Terms
Actually searching Google is pretty easy. Just type what you’re interested in finding into the search box on
the Google web site or into your toolbar!
If you’re using a toolbar, as you type, you may see words begin to appear below the toolbar’s search box.
These are suggestions that Google thinks may match what you’re interested in. Google calls this “Google
Suggest” or “Autocomplete.” You can ignore the suggestions, but if one seems useful, select it to save some
typing.
On Google itself, you’ll not only get suggestions but as you type, actual search results will begin to load:
This is called Google Instant, and the article below talks more about it:
 Google Instant Search: The Complete User’s Guide
Step 4: Review Your Search Results
After you’ve searched, you’ll get a page full of results. Some of these will be matching pages from across
the web. Some of these will be matching content from those subject-specific versions of Google that were
mentioned above. You might get news or image results mixed in, as you can see below:
This mixing is called “Universal Search,” and the articles below explain more about how it works:
 Google 2.0: Google Universal Search
 Google Universal Search: 2008 Edition
The units that get mixed in are called OneBox results. Sometimes, you’ll also get special OneBoxes that
give you a direct answer, without requiring a click away from Google. For example, here’s the weather in
Los Angeles:
Google also has a guide to special searches like weather, stock quotes, the current time, sports scores and
more than will trigger direct answers:
You may also see ads that appear above or to the right of the main search results. The main search results
are not sold, and Google says they are not influenced by advertising. Google keeps the ads separated from
those results and labeled with the word “Ad” or “Ads,” as the arrows point to in the example above.
That’s an overview of the type of results you’ll see, after doing a search. Google also maintains a
detailed guide to everything you’ll find on the search results page.
Step 5: Preview Your Answers
As you review results, you’ll wonder if some of the listed sites are the best answer to what you’re looking
for. Google provides a way to quickly check on this. It’s called Google Instant Previews.
Next to the web page listings, you’ll see a magnifying glass symbol appear:

Click on this, and you’ll make a preview of the page for that listing appear:

For more about how this feature works, see our article below:
 Google Launches Instant Previews
Step 6: Refine Your Google Search
Google doesn’t know exactly what you want, when you enter a search, so the results you get are its best
guess. There are ways you can help it make better guesses. For one, Google provides a variety of ways to
refine your searches, to narrow them down.
You can get back just video answers, restrict results by date, explore answers by browsing through a
“Wonder Wheel” of suggestions or simple review some of the related searches it may list among your
results, like these examples from a search for dvd players:
For a comprehensive guide to the many options that Google offers for refining your results, see our article
below:
 Meet The New Google Look & Its Colorful, Useful “Search Options” Column
There are also special commands that you can use when entering your search words. For example, if you
put quotes around search words like this:
“how to search in google”
Then your results will only show pages that are deemed to have those exact words on them, in that exact
order — or be relevant to those exact words in other ways.
Google has a guide to all these special commands, which you will find here.
Step 7: Congratulate Yourself!
If you found this page by doing a search on Google, congrats! You clearly already know how to Google
search! But hopefully, this page has helped you learn some additional tips that you’ll find useful in your
future searches.

GMAIL (PRACTICAL)
What is Gmail?
The Gmail or Google Mail is a free email service introduced by Google. It allows sending and receiving
mails over the Internet.
We can also send an email to multiple users at a time. The Gmail site is a type of Webmail.
We can access the Gmail from Web and as an application in Mobile devices. We can also use the third-
party program to access the Gmail. Such programs synchronize the email content through the protocols
IMAP (Internet Message Access Protocol) or POP (Post Office Protocol).

Creating a Gmail Account

The steps to create a Gmail account are listed below:
1. Open the official website of Gmail, which is also used for Sign-up. We can directly use
the URL: https://accounts.google.com/ The page will look like the image shown below:
2. Click on the 'Create Account' option, as shown below:

3. We need to select the option from the drop-down list. For personal use, we can select the 'For
myself' option. For business purposes, we can select the 'To manage my business' option.
4. Click on the 'Next' button, as shown above.
5. A window to specify the personal details will appear, as shown below:

We are required to specify the Name, Email-ID, and password. We can set these parameters according to
our choice.
Note: There are millions of users on Gmail. So, our name can match with other users.
But, it will not accept the same email-ID. Here, we need to specify a unique email-ID. For example,
Consider the below details.
Here, the specified email-id already exits. So, we can either specify any other unique ID or can select the
email from the options suggested by Gmail, as shown above.
6. Click on the 'Next' button.
7. Now, a window will appear asking for optional and necessary data, as shown below:
The optional data includes a phone number and recovery email ID. The necessary data includes Date of
Birth and Gender. We need to specify these details.
8. Click on the 'Next' button.
9. A window will appear to accept the Privacy terms, as shown below:
The 'More Options' category includes some occasional reminder settings.
10. Click on 'I agree' option to accept the privacy terms, as shown above.
11. Our account is now created. We can start by sending emails and messages. The Home page of our
account will now appear as the image shown below:
Changing Gmail name on the Computer
The steps to change Gmail name on the computer are listed below:
1. Open the Gmail account and login using Gmail ID and password.
We can directly use the URL: https://mail.google.com/.
2. On the Home page of account, click on the 'Settings' icon present on the top-right corner of the display,
as shown below:

3. A drop-box will appear. Click on the 'See all settings' option present on the top of the drop-box, as
shown below:
4. A window will appear. Click on the 'Account and Imports' tab present on the top, as shown below:

5. All the options related to the Accounts and Imports tab will appear.
6. Scroll down and go to the 'Send mail as:' option, and click on the 'edit info' present at the right corner
of the row, as shown below:
7. A new window will appear, which is shown below:

8. Click on the small second circle, as shown below:

9. We need to specify the name that we want to change. Here, we have specified the name Javatpoint
AB, as shown below:
10. Click on the 'Save Changes' button after specifying the name.
11. The name will be quickly replaced with the old name. It is shown below:

12. Similarly, we can change the name of any Gmail account quickly.
Changing Gmail name on mobile
The steps to change the Gmail name on the mobile are listed below:
1. Open the 'Settings' of our mobile device.
2. Click on the Google option, as shown below:

3. Click on 'Manage your Google Account' present on the screen, as shown below:
4. Click on the 'Personal' option at the top -> Click on the Name option, as shown below:

5. The screen will now appear like the image shown below:
6. We are required to click on the name and specify another name for our Gmail account. Here, we have
specified the name as Javatpoint AB, as shown below:

7. Click on the 'Save' button.

8. As soon as we close the window, the new name will appear. It is shown below:

9. The changes will be saved to our Gmail account quickly or may take some time.