Unit - I

Microsoft Office and Word Processing

2.0 Objectives:
This lesson provides an introduction to the Microsoft Office. It covers Microsoft Office Products,
introduction to Word-Processing and features of Word-Processing.

Structure of the Lesson:

2.1 Introduction to Microsoft Office
2.2 Word-processing
2.3. Features of word-processing
2.4. Summary
2.5. Technical Terms
2.6. Model Questions
2.7. References

2.1. Introduction to MS-OFFICE:

Microsoft Office for windows is a suite of applications that are also available as independent
programs. Microsoft Office is a major facility in computer applications field. Microsoft Office comes
in two ways. One is called Standard and other one is called Professional. Both the versions
have the following primary applications.

1. Microsoft Word

2. Microsoft Excel

3. Microsoft PowerPoint

4. Microsoft Access

5. Microsoft Mail

6. Microsoft Graph

7. Microsoft Clip Art Gallery

8. Microsoft Word Art

9. Microsoft Organization Chart

10. Microsoft Equation Editor

11. Microsoft Publisher

1. Microsoft Word
This is a full-featured word processor that can create letters, menus, reports, newsletters,
manuals and any kind of documents. You can use it for daily correspondence and desktop
publishing also. It is having more menus, keyboard shortcuts and toolbars. Toolbars containing
buttons that you can click to perform, common tasks like cantering text, saving and printing
documents. After developing our own working style we can make custom toolbars. Word provides
macro capability to do repetitive tasks. It provides some model reports called templates, rather
than typing all the matters it gives skeleton reports. Wizards are more powerful than templates.
Word having spell checker that checks the document and more features like Auto formatting,
Printing envelops and labels, Mail Merge.

2. Microsoft Excel
This is a spreadsheet program that allows you to organize, analyse information. It is
designed to work with numbers. You can enter data in cells arranged horizontal rows and vertical
columns on work sheets. Excel organizes the worksheets with workbook. Every workbook having
3 (default) worksheets and you can add up to 255 worksheets and you can remove 1 or 2
worksheets from the three. Worksheets contains 65,536 rows and 256 columns (numbered A to
IV)..The address of the cell is combination of row and column labels. Excel provides tool bars,
menu choices and functions. Other than these features excel provides Screen wizard, autocalc,
auto complete, templates, templates wizard etc

3. Microsoft PowerPoint
It is a presentation tool. We can create slides, handouts and speaker notes. The slides can be
arranged sequentially in presentations.

4. Microsoft Access
This is a powerful database program but you can store, retrieve, and organize data. Access comes
with wizards and variety of predefined database elements.

2. Microsoft Mail
Microsoft Mail is a product that comes with a license to use mail on the workstation where office
is installed. If your workgroup is using Microsoft Mail, this license allows to copy the necessary
software to your machine.

6. Microsoft Graph
Microsoft Graph is used to convert the tabular as well as text data into the graphs and charts. A
number of graphs and chart options are provided by this component of Office.

7. Microsoft Clip Art Gallery

Clip Art Gallery is a collection of ready-made graphics that the user can import into any of the
primary applications to make them more effective.

2. Microsoft Word Art

Word Art enables a user to convert the text into various shapes for logos, banners, and headlines.

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2. Microsoft Organization Chart
Microsoft Organization Chart provides the tools for creating figures such as organization charts
by selecting the different styles and organizations for charts.

10. Microsoft Equation Editor

Microsoft Equation Editor enables a user to format complex equations correctly.

Microsoft Publisher

It helps to organize the material of textbooks in the form of chapters and volumes.

2.2. Word Processing:

Using a computer to create, edit, and print documents is called word processing. Of all
computer applications, word processing is the most common. To perform word processing, you
need a computer, a special program called a word processor and a printer. A word processor
enables you to create a document, store it electronically on a disk, display it on a screen, modify
it by entering commands and characters from the keyboard and print it on a printer.

The great advantage of word processing over using a typewriter is that you can make
changes without retyping the entire document. If you make a typing mistake, you simply back up
the cursor and correct your mistake. If you want to delete a paragraph, you simply remove it,
without leaving a trace. It is equally easy to insert a word, sentence, or paragraph in the middle
of a document. Word processors also make it easy to move sections of text from one place to
another within a document, or between documents. When you have made all the changes you
want, you can send the file to a printer to get a hardcopy.

2.3. Features of word processing:

Insert text: Allows you to insert text anywhere in the document.

Delete text: Allows you to erase characters, words, lines, or pages as easily as you can erase
them on a black board.

Cut and paste: Allows you to remove (cut) a section of text from one place in a document and
insert (paste) it somewhere else.

Copy: Allows you to duplicate a section of text.

Page size and margins: Allows you to define various page sizes and margins, and the word
processor will automatically readjust the text so that it fits.

Search and replace: Allows you to direct the word processor to search for a particular word or
phrase. You can also direct the word processor to replace one group of characters with another
everywhere that the first group appears.

Word wrap: The word processor automatically moves to the next line when you have filled one
line with text, and it will readjust text if you change the margins.

Print: Allows you to send a document to a printer to get hardcopy.

File management: Many word processors contain file management capabilities that allow you to
create, delete, move, and search for files.
Font specifications: Allows you to change fonts within a document. For example, you can specify
bold, italics, and underlining. Most word processors also let you change the font size and even
the typeface.

Footnotes and cross-references: Automates the numbering and placement of footnotes and
enables you to easily cross-reference other sections of the document.

Graphics: Allows you to embed illustrations and graphs into a document. Some word processors
let you create the illustrations within the word processor; others let you insert an illustration
produced by a different program.

Headers, footers, and page numbering: Allows you to specify customized headers and footers
that the word processor will put at the top and bottom of every page. The word processor
automatically keeps track of page numbers so that the correct number appears on each page.

Layout: Allows you to specify different margins within a single document and to specify various
methods for indenting paragraphs.

Macros: A macro is a character or word that represents a series of keystrokes. The keystrokes
can represent text or commands. The ability to define macros allows you to save yourself a lot of
time by replacing common combinations of keystrokes.

Merges: Allows you to merge text from one file into another file. This is particularly useful for
generating many files that have the same format but different data. Generating mailing labels is
the classic example of using merges.

Spell checker: A utility that allows you to check the spelling of words. It will highlight words that
it does not recognize.

Table of contents and index: Allows you to automatically create a table of contents and index
based on special codes that you insert in the document.

Thesaurus: A built-in thesaurus that allows you to search for synonyms without leaving the word
processor.

Windows: Allows you to edit two or more documents at the same time. Each document appears
in a separate window. This is particularly valuable when working on a large project that consists
of several different files.

WYSIWYG (What You See Is What You Get): With WYSIWYG, a document appears on the
display screen exactly as it will look when printed.

2.4.Summary:
At the end of this lesson you have learnt the importance of Microsoft Office products and
important features of Word Processing. In all the MS-Office products, the familiar products are
MS Word, MS Excel, MS PowerPoint and MS Access. Word processor enables you to create a
document, store it electronically on a disk, display it on a screen, modify it by entering commands
and characters from the keyboard and print it on a printer.

2.5. Technical Terms:

Cut and paste: Allows you to remove (cut) a section of text from one place in a document and
insert (paste) it somewhere else.

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Copy: Allows you to duplicate a section of text.

WYSIWYG: What You See Is What You Get.

Spell checker: A utility that allows you to check the spelling of words.

Word wrap: The word processor automatically moves to the next line when you have filled one
line with text, and it will readjust text if you change the margins.

2.6. Self Assessment Questions:

1. Explain in detail about Ms-Office

2. Define Word-Processing? Explain the features of Word Processing?

UNIT- II

Microsoft Word
2.1.2 Objectives:

This lesson provides an introduction to the fundamentals of Microsoft Word. It covers starting
Word, the Word interface, creating a Word document, editing a Word document, selection
techniques, text formatting, page setup and print documents.

Structure of the Lesson:

2.1 Starting word and components of word window
2.2 Creating and saving a document
2.3 Adding & modifying text
2.4 Selecting Text
2.5 Cut, Copy and Paste Text
2.6 Paste Special
2.7 Find and Replace
2.8 Redo and Undo
2.9 Formatting Text & Paragraphs
2.10 Header and Footer
2.11 Bullets and Numbering
2.12. Zooming
2.13. Page Break
2.14. Auto Correct and Auto Text
2.15. Page Setup
2.16. Print Preview and Printing
2.17. Summary
2.12. Technical Terms
2.12. Model Questions
2.20. References
2.1. Getting Started with Microsoft Word:
Starting Word
On the PC, select Start followed by Programs, and Microsoft Word from the Start list.
Components of the Word Window
Besides the usual PC window components (close box, title bar, scroll bars, etc.), a Word window
has other elements, as shown in the following figure.

Figure 6.1

Component Functionality or Purpose of the Component

Menu Bar Contains File, Edit, View, Insert, Format, Tools, Table, Window
and Help menus.

Standard Toolbar Contains icons for shortcuts to menu commands.

Formatting Tool Bar Contains pop-up menus for style, font, and font size; icons for
boldface, italic, and underline; alignment icons; number and
bullet list icons; indention icons, the border icon, highlight, and
font color icons.
Ruler Ruler on which you can set tabs, paragraph alignment, and other
formats.

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Insertion Point Blinking vertical bar that indicates where text you type will be
inserted. Don't confuse the insertion point with the mouse Ibeam.
To move the insertion point, just click the mouse where you want
the point moved.
End-of-File Marker Non-printing symbol that marks the end of the file. You cannot
insert text after this mark.
Selection Bar (Gutter) Invisible narrow strip along the left edge of the window. Your
mouse pointer changes to a right-pointing arrow when it is in this
area. It is used to select a line, a paragraph, or the entire
document.

Split Handle Double-click to split the window in two (to view different portions
of the same file). Double-click to return to one window
Status Bar Displays page number, section number, and total number of
pages, pointer position on page and time of day.

Task Pane Displays and groups commonly used features for convenience.
Office Assistant An animated character that can provide help and suggestions.
There are multiple characters to choose from, and it is possible
to turn the Office Assistant off.

2.2. Creating and Saving a Document:

Opening and Closing A Document
To open a file, select Open... from the File menu. In the dialog box, click on the filename and then
on the Open button. If your file is not in the opened folder, click on the down arrow (next to folder
name) to see a directory listing. The Up One Level button icon on the right enables you to move
up one level. You can then switch to the floppy disk, hard drive or Desktop where the appropriate
file or folder is located.

Figure 6.2
 For example, to open a file from a floppy disk, select Open... from the File menu. If the disk's
name does not appear on the left side of the dialog box, click on the down arrow. Select its
name in the box at the left or if it is not displayed, click the Up One Level button to see a
different display of files and folders. When you locate the desired diskette or file, click Open.
(Double-clicking on the name will also open it).

To close a document, click its close box in the upper right of the title bar (box with the large X on
it) or select Close from the File menu. The keyboard shortcut is <Ctrl + W>.

Saving a Document

Saving means preserve the content in a Secondary Storage device. It is a good idea to save your
document right away and they continue saving every 5 or 10 minutes so if your computer crashes
you will not be losing much. Your document and changes you make to a document are not saved
to disk until you issue a save command. Saving is quick and easy. You should save often to
minimize the loss of your work. Word has two save commands - Save and Save As. that work
similarly. Both are under the File menu.
Save Save As
When you save a new document for the first This command always displays a dialog box time,
Word displays a dialog box. Select where you can choose a document name and where you
want to save your document and disk. Use the Save As command whenever you give it a
name. When you save an existing want to save a copy of the current document document that
you have been editing, the under a different name or in a different folder newly saved version
is written over the older (or disk). The newly saved copy becomes the version. active
document.
2.3. Adding and Modifying Text
Entering Text

To enter text, just start typing. Word inserts the text you type at the insertion point. If you press a
wrong key, use the Delete key to erase the mistake. Word automatically starts a new line when
you reach the end of the current line. This is called "word wrap". Do not press Enter at the end of
a line. Press Enter only at the end of paragraphs.
For typing a paragraph follow the procedure given below:

Remember, don't press Enter at the end of the line.

To move the insertion point with the mouse, click the mouse in the desired location. If the location
you want is not visible, use the scroll bars to move up or down in the document. To move the
insertion point to the top of the document, press <Ctrl + Home>. To move to the end of the
document, press < Ctrl + End >.
To insert new text, just click the mouse at the point where you want to insert the additional text
and start typing. Existing text moves to accommodate your additions.

Type <Ctrl + Home> to move to the very beginning of your document.

Deleting Text
The Backspace key deletes one character to the left of the insertion point. The Delete key deletes
one character to the right of the insertion point. You can use these keys any time. To delete more
than just a few characters, select the text and press the Delete key.

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Undoing Mistakes
If you have accidentally deleted an important paragraph, use the Undo command under the Edit
menu immediately (The keyboard shortcut is < Ctrl + Z >). The deleted portion of the text is
brought back. This command can bring back the deleted contents only if you have not pressed
any other key in between.

2.4. Selecting Text:

You select a portion of text in order to perform some operation on it. You can then delete, replace,
copy, move, or format it. The Selection Bar is located to the left of the document window. When
you put your mouse pointer, which is a left pointing arrow in that area, the arrow swings to the
right. The following table gives the process of selection of text contents.

To Select... Do this...

Word Double click anywhere on the word.

Line Click right-pointing arrow in the selection bar to left of line.

Sentence <Ctrl + click> anywhere in sentence.

Double-click the right-pointing arrow in the selection bar to the left

Paragraph
of the paragraph, or triple-click in paragraph.

Click at one end of the block and shift-click at the other end of the
A block of text of any size block. Or click at one end of block and drag to the other end of the
block.

Press < Ctrl + A> or hold down the Ctrl key and click in the
Entire document
selection bar.

Deselect text Click anywhere outside the selection.

Shift-click an additional block. For example, if you have selected a

Extend a selection paragraph and you shift-click on another paragraph, it will be added
to the selection.

2.5. Cut, Copy and Paste Text:

You can copy selected text from one place to another with the Copy and Paste commands.
Cut - The Cut command extracts the selected text and puts it on the Clipboard (a temporary
storage area). The contents of the Clipboard are overwritten with each copy or cut. This can be
done either by selecting Edit from the menu bar and opting the cut option in it. Alternative usage
of the short cut key is CTRL +X.

Copy - The Copy command puts a copy of the selected text on the Clipboard. By selecting the
Edit from the menu bar and opting the Copy option in it. Alternative is usage of the short cut key
is CTRL + C.

Paste - The Paste command inserts the Clipboard's contents at the insertion point. The text that
has been selected using Cut/ Copy command will be pasted at the insertion point. Existing text
moves to accommodate pasted text. By selecting the Edit from the menu bar and opting the Paste
option in it. Alternative usage of the short cut key is CTRL + V.

2.6. Paste Special:

Paste Special is a way to paste information from one application/document to another. The Paste
Special dialog box allows you to paste information in different ways. Choose Paste Special from
the Edit Menu.

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You can paste in the information in several ways:

Formatted Text, Unformatted Text, Picture Object.

When we paste Formatted Text, it will paste all formatting (such as Bold, etc.) along with the text.
When we use Paste Special option the formatted text can be pasted as unformatted text or an
object.

2.7. Find and Replace:

Word allows us or helps us to search for a word in a document

Find: Find is used for searching a word in your document.

1.On the Edit menu, click Find.
2.In the Find what box, enter the text that you want to search for.

Replace: Replace is used to replace the searched word by another text. Click
On the Edit menu, click Replace.

In the Find what box, enter the text that you want to search for. In
the Replace with box, enter the replacement text.

The other options you have are Replace, Replace All, Find Next and Cancel.
Replace button replaces a word selected, at the first occurrence of the word in your document
after the insertion point.

Replace All button replaces all the searched words in your document.
Find Next button searches for the next occurrence of the word being searched. Cancel
button cancels the search process.

2.2. Undo and Redo:

Undo
When working in Microsoft Word you will often commit mistakes. Instead of manually trying to
undo these actions you are able to rectify the mistake just by clicking the Undo button on the
Standard toolbar.
To practice the Undo Feature:
1) Press CTRL +End to move to the end of the document
2) Highlight the last paragraph in the document3) Press the Delete key
on the keyboard To Undo the Previous Action:
Click the Undo button on the Standard Toolbar

Redo
You may accidentally click Undo too many times and thus, need to redo it. This command works
exactly in the reverse of Undo command.
To Redo the Previous Action:
Click the Redo button on the Standard Toolbar Save
and close the file.

2.2. Formatting Text and Paragraph

Microsoft Word allows you to format a document very easily. Without formatting, a document looks
very plain and may not get the attention that is desired.

Figure 2.9a

Making Font Changes

In Microsoft Word you are able to change the font size, color, type and attributes. Below we
demonstrate various ways to change the font.

Select a document of unformatted text for formatting.

Figure 2.9b
To edit the font style

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1) Highlight the paragraph
2) Select Format menu 3)
Select a Font type.
4) Notice the Preview window at the bottom of the dialog box, which displays the style of the
font, selected. 5) Click OK

Font Size
Opting the one of the numbers in size box does changing the font size for a selected portion of
the text.

Using Bold, Italics and Underline

Another way to make text stand out in a document is by using bold, italics and underline (or a
combination of these) formatting.
To Bold Text in a Document
1) Select any word(s) in the document
2) Click the Bold icon on the Formatting Toolbar

To Italicize Text in a Document

1) Select any word(s) in the document
2) Click the Italic icon on the Formatting Toolbar

To Underline Text in a Document

1) Select any word(s) in the document
2) Click the Underline icon on the Formatting Toolbar

Formatting Paragraphs
In Microsoft Word, a paragraph is any amount of text followed by a paragraph symbol (¶). A one-
word heading is a paragraph. A 100-word job description is a paragraph. Even a blank line
terminated by a ¶ is a paragraph.

You can perform paragraph formatting from the Format menu.

Highlight the paragraph you want to format.
Click on Format from the Command menu. Choose
Paragraph.
 Figure 2.9c
Make the changes from the options that are displayed in the window. For example, to change line
spacing from single to double, click on the Line spacing drop down arrow, and choose double.
You can also choose options from the Formatting Tool Bar to format paragraphs.

2.10. Header and Footer

A header or footer is text or other information such as graphics that is stored at the top or bottom
of the page throughout your document. You can use the same header and footer throughout a
document or change for part of the document. For example, you can use your corporate logo in
the first-page header, and then include the document's file name in the header for subsequent
pages.

To view Headers and Footers in Normal View, click View > Header and Footer. If you are in Page
Layout View (Word 97) or Print Layout View (Word 2000), simply double click the visible header
or footer that appears as gray text.

In either case, the Header/Footer toolbar appears.

Figure

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2.10
2.11. Bullets and Numbering:
Word has a feature of giving automatic numbers and bullets for paragraphs or for points. For
bullets fist select the paragraph or points to be bulleted and then select bullets icon form the
standard toolbar or select Format from menu bar and opt for Bullets and numbering. Select
different types of symbols as bullets.

2.12. Zooming:
The level of magnification of the text can be controlled by this zooming control. Choose
percentage value from the zoom popup menu and size of magnification of text.

2.13. Page Break:

After allowing certain number of lines MS Word automatically inserts a dotted line in the document
called page break. We can insert a page break at any line in the document. Select Insert Menu
from menu bar and click break. Now the page break dialog box appears. Here select page break
button and click on it. Then page break will be inserted at the current cursor position.

2.14. Auto Correct and Auto Text:

Auto Correct

Auto Correct is used to correct the repeated typing mistakes. Select Tools menu from the menu
bar and click Auto Correct option, then activate Auto correct tab. Here type frequently misspelled
words in ‘Replace box’ and the correct one’s in ‘with box’. Click the Add button to add this to the
dictionary. Afterwards if we misspell a word, which was added to the dictionary, word will
automatically correct the mistake.

Auto Text

Frequently typed text can be placed into an Auto Text entry. First type the text what we want to
put into an Auto Text entry and then select it. Select Tools menu and Click Auto Correct and then
activate Auto Text Tab. Now, enter the abbreviation for the selected text and click OK. Afterwards,
if we want to type the text that is there in the Auto Text, simply type the abbreviation and click OK.
Then automatically the text will be typed without actually typing.

2.15. Page Setup:

Page Margins
The page margins of the document can be changed using the rulers on the page and the Page
Setup window. The ruler method is discussed,
 Figure 2.15a

first move the mouse over the area where the white ruler changes to gray.

When the cursor becomes a double-ended arrow, click with the mouse and drag the margin
indicator to the desired location. Release the mouse when the margin is set.

Figure 2.15b

The margins can also be changed using the Page Setup dialog box:
Select File/Page Setup and choose the Margins tab in the dialog box.

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Enter margin values in the Top, Bottom, Left, and Right boxes. The Preview window will reflect
the changes. If the document has Headers and/or Footers, the distance this text appears from
the edge of the page can be changed. Click OK when finished.

Page Size and Orientation

Change the orientation page within the Page Setup dialog box. Select
File/Page Setup and choose the Paper Size tab.

Figure 2.15c
Select the proper paper size from the drop-down menu.
Change the orientation from Portrait or Landscape by checking the corresponding radio button.

Page Numbers
Follow these instructions to add page numbers to a document.
Select Insert/Page numbers from the menu bar and the following dialog box will appear.
 Figure 6.15d

Select the position of the page numbers by choosing "Top of page" or "Bottom of page" from the
Position drop-down menu. Select the alignment of the page numbers in the Alignment dropdown
menu. If you do not want the page number to show on the first page (if it is a title page, for
example), uncheck the Show number of first page box. Click OK when finished.

2.16. Print Preview and Printing:

Preview your document by clicking the Print Preview button on the standard toolbar or by selecting
File/Print Preview. When the document is ready to print, click the Print button from the Print
Preview screen or select File|Print.

2.17.Summary:
At the end of this lesson you have learnt the important features of Ms-Word. We started
with procedure to invoke Ms-Word. We have identified toolbars available in the word. You learnt
the procedure of creating a new document and opening an existing document. Now you are in a
position to create a new document and can make corrections like deleting a character, word, line
or paragraph and replace with required text by using replace option. You can also move the
selected part of the text to another place by the “cut” and “paste” commands. At the end of the
lesson we discussed the procedure of saving a document and exit from word.

You have gained the knowledge of formatting a document using different formatting options like
setting margins, changing the font size, and alignment to the text. The headers, footers, tabs,
indents make the document in presentable format.

2.12. Technical Terms:

Font
Font refers to the combination of a typeface (eg. Times Roman, Arial, Century Schoolbook) and
its attributes (bold, italics, size (12pts).

Bullets

Bullets are special characters or symbols that are used to set off a paragraph. Typically, each
bulleted paragraph is an item in a list, and it consists of the bullet symbol and indenting to set the
bullet apart from the text.

Document

A document is any data file that is created by a specific application.

Current Document

The current, or active document is the document you see on the Word screen.

Drag-and-drop

Drag-and-drop is a feature that allows you to move or copy information without using the Windows
Clipboard. To use it, you simply drag a selected item from one location to another. It is best used
for moving or copying small items short distances.

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Footer
A Footer is the contents of an area located within the bottom margin of a page. Header

A header is the contents of an area located within the top margin of a page.

Justification

Justification determines how lines and characters within those lines are printed. With full
justification, all lines start at the left margin and end at the right margin.

Margin

The margin is the amount of blank space, usually measured in inches or characters, above and
below and to the right and left of the main body of a document.

Menu Bar

The menu bar contains the names of Word's menus and is used to navigate through their
commands.

Paragraph

A paragraph in Word begins where you start typing, and it ends where you press [ENTER].

2.12. Model Questions:

1. Explain about different components of MS-Word window.

2. Explain Find, Replace & Go To?

3. Explain Header and Footer?

4. What is the difference between Auto Correct and Auto Text

5. Explain the text formatting features in MS-Word

UNIT – II

Microsoft Word
2.0.2 Objectives:

This lesson provides an introduction to the Views, Spell Checking, Tables, Macros and Mail
merge.

Structure of the Lesson:

2.1. Views
2.2. Spell Checker
2.3. Word Count
 2.4. Macro
2.5. Graphics
2.6. Lines and Shapes
2.7. Word art
2.2. Tables
2.2. Borders and Shading
2.10.Footnote and Endnote
2.11.Tabs
2.12.Mail merge
2.13.Format Painter
2.14.Summary
2.15.Technical Terms
2.16.Model Questions
2.17.References

2.1.Views:
Any document can be viewed in different fashions. These views can be selected from the view
menu of the menu bar.
Normal view is a default view for all new documents. However saved document will be opened
last saved view. For example a document is opened in normal view and saved in page layout
view, when saved document is reopened, the document will be opened in page layout view.

Normal View
You can create and edit text or graphics normally. To work with header and footers you invoked
select item/Header and Footer. Footer details will not be displayed on screen.

This view will not show side-by-side column positioning, footers and headers. Automatic page
breaks are shown as dotted lines. Manual page breaks containing the words “ Page Break”.

Page layout View

In this view headers & footers can be seen and edited. You can modify the Header/Footer by the
selecting the matter itself. It will display the left side scale also.

Outline View

This view is used to see entire contents of the document, chapter headlines and sections headings
if your document is properly formatted. It is useful if the document is large.

Print Preview
Print preview is another way to view a document. Choose file print preview or Ctrl +F2. You
can see one page to six pages at a time in print preview.

Split Screen View

You can see two parts of your document at once. This feature is useful to make copying, cutting
and pasting quickly in both the documents simultaneously.

2.2. Spelling Checker:

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To start the spelling checker, select Spelling and Grammar from the Tools menu. MS Word will
begin to check for misspellings. If a word is found that is not in its dictionary, it pauses, displays
the word, and if possible, suggests alternatives (see figure below).

Figure 2.2

You have several choices at this point described in the table below. If the word is spelled
correctly, you can Ignore it or add it to a custom dictionary by selecting the options. If the word
is incorrect, you can use Replace it with one of its suggestions or with a spelling you type in the
Change To: box.

If the word is spelled correctly...

To ignore only this occurrence of the word, click Ignore

To ignore all occurrences of the word, click Ignore All

To add the word to a custom dictionary, click Add

If the word is misspelled...

First, click correct spelling in Suggestions list or type the correction in the Change To:
box. Then...

To change only this occurrence of the word, click Change

To change all occurrence of the word, click Change All

2.3. Word Count:

Word count displays the number of words, paragraphs, lines, characters, pages in the document.
Select Tools menu from the menu bar and click on the word count.

2.4. Macro:
Macros are advanced features that can speed up editing or formatting you may perform often in
a Word document. They record sequences of menu selections that you choose so that a series
of actions can be completed in one step.

Recording A Macro

To record a macro, follow these steps:

Figure 2.4a

Click Tools/Macro/Record New Macro on the menu bar.

Name the macro in the Macro name field. This name cannot contain spaces and or begin with a
number.

From the Store macro in drop-down box, select the document you would like the macro to be
associated with or choose "All Documents" enabling to use the macro in any document. Enter a
description of the macro in the Description field. This is for your reference only so you remember
what the macro does. Click OK to begin recording.

Select options from the drop-down menus and Word will record the options you choose from the
dialog boxes, such as changing the margins on the Page Setup window. Select only options that
modify the document. Word will not record toggle actions such as View/Toolbars that have no
effect on the document itself.

The recording toolbar will allow you to stop, pause, and resume recording.
Click the Stop button in the recording toolbar. The macro is now saved.

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 Figure 2.4b

Running A Macro

To run an existing macro, follow these steps:

Figure 2.4c

Select Tools/Macro/Macros from the menu bar.

From the Macros window, highlight the Macro name in the list and click Run. If the macro is long
and you want to stop it while it is running, press BREAK (hold CTRL and press PAUSE).

Figure 2.5.

2.5.Graphics:
Microsoft Word contains a full set of graphic tools. You can:

Create graphics from scratch.

Import graphics from other programs.

Place graphics within text.

Manipulate graphics on a page.

Word comes with some pre-designed graphics that are normally installed in the MS OFFICE\CLIP
ART folder. These graphics can be resized and placed within text.

Inserting a Graphic in your Document

To insert a graphic in a document position the insert point where you want to place the graphic in
the text. Select Picture from the insert menu. Click on Clip art, and double-click the graphic you
want to insert.

Choose Insert, Picture, Clip Art or click the Insert Clip Art button on the Drawing toolbar.

Word opens the Clip Art Task Pane.

Search for a specific clip image by entering what you are looking for within the Search field in the
Task Pane.

Alternately, click on the Clip Organizer button toward the bottom of the Task Pane to open up the
Clip Art Organizer.

Select a clip and when Word shows a control palette, select the first option, Insert Clip. The clip
is inserted where your insertion point is positioned.

You can also drag the clip art into your document.

Wrapping Text around a Graphic

By default text does not wrap around a graphic. To get text to wrap around a graphic, do the
following:

Right click on the graphic to get the short cut menu.

Choose Format Picture from the list displayed.

Select the Layout tab.

Choose the style of wrap that you like and click OK.

Resizing a Picture

Select the inserted picture by clicking once on it.

Click the Cropping tool on the Picture toolbar.

Notice that the mouse cursor has changed.

Drag one of the corners with the pointer to reduce its size and eliminate it.

2.6. Lines and Shapes

Use the Drawing toolbar to create lines, shapes, text boxes, AutoShapes, WordArt, or Clip Art.

Drawing a Line or Arrow

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Open a new Word document. Click the Drawing tool in the Standard toolbar or right click in any
toolbar on your screen to display a list of available toolbars. Select the Drawing toolbar. Click a
line or arrow on the Drawing toolbar. When the cross hair (+) appears, point to a spot in your
document where you want the line or shape and draw a shape.

Drawing an AutoShape

Click AutoShapes on the Drawing toolbar. Select Stars and Banners from the drop down list of
categories. Select the shape you want. Click in your document and drag the cross hair that
appears to draw the shape.

Adding a Text Box:

Click the Text Box icon on the Drawing toolbar. When the cross hair appears, point to a spot in
your document where you want the text box and drag. The box appears with an insertion point in
it. Type "Microsoft Word Graphics" within the box.

2.7. WordArt :
To display the Word Art Gallery, choose Insert, Picture, WordArt or click the WordArt icon on the
Drawing toolbar. Double-Click a WordArt style. Word opens the Edit WordArt dialog box. Type
the text you want and it will replace the sample text. Choose a font, font size, and style. Click OK
to close the WordArt Gallery and see your text.

Figure 2.7

2.2. Tables:
Creating Tables Using the Menu

A table is a grid of rows and columns on the page, like a spreadsheet. The area where a row and
column intersect is called a cell. The number and width of columns can vary from row to row.
Cells are separated by gridlines, which are non-printing separators. To display the table gridlines,
select Gridlines from the Table menu.

Each cell can contain a paragraph, multiple paragraphs of text, or graphics. Microsoft Word wraps
text within a cell in the same way that text is wrapped at the end of a line of normal text. Text
within cells can be formatted, copied, cut, and pasted. You can add text, edit text, change its size,
add borders, or add and delete columns and rows.

To create a table, select the Insert Table command from the Table menu. The Table Dialog box
appears: enter the number of columns and rows you want to include in the table and click on the
OK button. A table with the number of columns and rows that you specified is inserted in your
document and the cursor is positioned in the first cell of the table. You can move from cell to cell
using the <Tab> key, to move forward to the next cell and the <Shift Tab> keys to move back to
the previous cell.

Creating a Table Using the Table Button in the Standard Toolbar

The Table button on the Toolbar provides another way to create a table. To use the Table button,
place the mouse on the Table button and press the mouse button. The Table button selection box
pops down. Drag the mouse down to select the number of rows you want and to the right to select
the number of columns. When you have selected the correct number of rows and columns,
release the mouse button. A table with the number of cells you have specified is inserted in your
document.

Selecting Tables

Cells in a table can be selected using the click-and-drag method or one of the following
techniques:

To select a Click in the lower left corner of the cell. (The mouse pointer shape
cell: becomes a right pointing arrow.)

To select a Single Click in the selection bar to the left of the row.
row:

To select a Place the mouse on the top border of the column and click. (The mouse
column: pointer becomes a black down pointing arrow.)

To select the On a Macintosh hold down the Option button and double-click in the
entire table: table. On a Windows machine Press the <Alt> key and the number 5 key
on the numeric keypad . (The NumLock must be turned off.)

To select more Drag the mouse across the desired cell selection.
than one cell:

Inserting Columns and Rows

To insert a row or column within a table, select Insert Row or Column options from the Table menu
and position the insertion point in the row/column you want to insert.

Changing Column Width

You can adjust the width of a column, or you can adjust the width of all the cells in a column. To
change the column width, click on the column width button. Drag the button to the left or right

26
according to your needs. To change the width of all the columns select the entire table and drag
the column width button you wish to change.

Click and drag the first column width button to the 1.5-inch mark. Click on the Next Column width
button to the 3-inch mark. The mouse can also be used to change column widths. To select the
column that you want to change, place the mouse pointer on the right border of the column. As
you move the mouse pointer on top of the column border the pointer becomes a two-headed
arrow (see example). When the mouse pointer is displayed as the two-headed arrow, press the
mouse button and drag to reposition the column width. As you drag the mouse, an outline of the
new border shows the border position. When you have resized the column to a satisfactory width,
release the mouse button. The entire column is resized accordingly.

Deleting Columns and Rows

To delete a column or row, select the column or row you want to delete then select Delete column
or row from the Table menu. Notice that if you select a column, the command is Delete Columns.
If you select a row, the command is Delete Rows.

2.2. Borders and Shading:

You can add a border to any or all sides of each page in a document, to pages in a section, to the
first page only, or to all pages except the first. You can add page borders in many line styles and
colors, as well as a variety of graphical borders.
2.10. Footnote and Endnote:
Footnotes and Endnotes are used in printed documents to explain, comment on, or provide
references for text in a document. You can include both Footnotes and Endnotes in the same
document — for example, you might use Footnotes for detailed comments and Endnotes for
citation of sources. Footnotes appear at the end of each page in a document. Endnotes typically
appear at the end of a document.

1. In print layout view, click where you want to insert the note reference mark.

2. On the Insert menu, click Footnote.

3. Click Footnote or Endnote.

4. Under Numbering, click the option you want.

5. Click OK.

Word inserts the note number and places the insertion point next to the note number.

6. Type the note text.

7. Scroll to your place in the document.

2.11. Tabs:
By using tab key on the keyboard we can move the cursor by a fixed distance in the
document. By default, every tab press, the cursor moves half-inch. But we can create our own tab
positions. For creating customized tab positions first we have to select the tab alignment button
at the left hand side corner of the ruler line. Tabs can also be created, by using the tab dialog box.
Select Format menu from the menu bar and click tabs option. Then we get Tabs dialog box. Here
we select the type of the tab and distance and click OK. button. Then the tabs will be set
accordingly. Here by using tab dialog box we can also create one more tab i.e., bar tab. By this
we can create a vertical line in the text at the specified bar tab position.

2.12. Mail Merge:

Mail Merge is used to quickly create form letters, mailing labels, envelops and catalogs by merging
the information from two different files. Those two files are generally the Main Document and
Data Source File. After creating those two files, they are merged to get the desired result.
Generally mail merge is used to print multiple copies of a particular letter addressed to many
members. For example Circulars, Greetings & Invitations will come under mail merging.

Main Document

The main document contains the subject matter of the letter to be printed. It can contain text,
graphics objects and fields (data), which are to be inserted in to the letter. When merging, data
will be merged with the main document.

Data Source

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Data Source file contains the information in the form of records, which is to be inserted to the main
document. In one record, one member’s information is stored – for example one person’s
address. The individual information in the records is called a field. Actually the data written in
these fields will be inserted in the main document during merge.

Merge requires 3 steps

Creating Main Document

Creating Data Source

Merging two files.

Creating Main Document

First, Open a new document to create a main document by selecting FileNew. Then select
ToolsMail Merge. The following dialog box will be displayed on screen:

Click on the “Create” button to display the available formats (form letter, mailing labels, envelopes
or catalog) of the main document. Then a dialog will be displayed prompting where to create the
main document (whether the active window or a new document). Click on “active window” to
create the main document in the active window.

Creating Data Source

To create a data source file click on Get Data in Data Source. The following will be displayed.
Click on Create Data Source to specify the fields to be included in the address, like name, place
etc.,

The existing field names will be displayed on the screen to the right. Unwanted fields can be
removed by clicking on the field name and by clicking on the field name and by clicking on the
button “remove field name”. If any new fields are to be added, type the field name on the left
side. After specifying the field names, to type the contents, click on ok. A dialog box will be
displayed to specify a name for the data source. Type the name and click on “Save”. A dialog box
is displayed asking to edit the data source or edit the master document. The following diagram
specifies the same:

Type the details by pressing enter after typing the first name, job title etc., for this, click on
“Add new”. After typing all the details click on OK. Add contents to the document. Insert the merge
fields in the window document. Finally select toolsmail merge. Merge dialog box will again get
displayed, click on “Merge”.

2.13. Format Painter:

The Format Painter is a button on the Standard toolbar. It makes it easy to copy all the formatting
features of one paragraph to one or more paragraphs.

To copy the paragraph formatting using the Format Painter you will:

1. Highlight the paragraph whose format you want to copy.

2. Now click the Format Painter button on the Standard toolbar.

o If you press the button once, you will be allowed to copy the format to only one
paragraph.

o If you double-click the button, the button will stay depressed and allow you to
copy the format to as many paragraphs as you want. When you are finished you
must then click the Format Button once in order to turn off the feature.

30
 3. Notice that your insertion point now has a Paint Brush attached to it. This indicates that
the format of the selected paragraph may be painted or copied onto another paragraph.

4. Place your insertion point anywhere within the paragraph that is to receive the format and
click the left mouse button. At this point the format of this paragraph will change.

2.14.Summary:
In this lesson we discussed the procedure of inserting a table in the document. You can insert a
table of required number of rows and columns. In this lesson you have learnt the concept of mail
merge and its usefulness. The mail merge feature supports many word processors that enable
you to generate form letters. The mail merge feature of Ms-Word requires mainly two
components: the main document and the data file. The main document is the body of the letter
that has to be sent. The data file contains the list of names and addresses in the form of rows.
You have learnt the procedures of creating the main document and the data file, and combining
them.

You have observed how to use spell checker, the macro capability, and working with the graphics
like ClipArt, WordArt, Format Painter, Footnote and Endnote features.

2.15. Technical Terms:

ClipArt

ClipArt consists of pre-designed images that can be placed within a document. Data

Form

A data form is a dialog box that allows you to view and edit individual records in a database.

Data Source

A data source contains the information from which a merged document is created. The data
source is merged with a main document, which specifies the kind of output required. Database

A database is a collection of organized information.

Dictionary

Word uses two kinds of dictionaries, a main dictionary and a custom dictionary. The main
dictionary cannot be altered; we can add words to the custom dictionary.

Mail Merge

Mail Merge refers to the process of combining a data source, and a main document to produce a
unique output.

Wizard

A wizard is a feature of Microsoft applications that lets you work through a series of dialog boxes
to help you complete a task.
2.16. Model Questions:
1. What is a macro? Explain the procedure for creating a macro?
2. How do you perform mail merge?
3. Explain the difference between Footnote and Endnote?
4. Explain the procedure to create a table?
5. Explain different views in Ms Word ?

6. Explain the graphic facilities in MS-Word ?

32
UNIT- II
Microsoft PowerPoint
2.0 Objective:
This lesson introduces the basic features of Microsoft PowerPoint, Creating Presentations, View
options, Inserting new slides and setting background color scheme to the presentation.

Structure of the Lesson:

2.1 PowerPoint basics
2.2 Starting a presentation
2.3 PowerPoint window properties
2.4 Save a PowerPoint presentation
2.5. Copy and Move data in a PowerPoint presentation
2.6. View options
2.7 Add a slide
2.2 Add/Modify text
2.9 Bullet styles
2.10 Speaker notes
2.11 Background/Color scheme
2.12 Slide master
2.13 Headers/Footers 2.14
Summary
2.14 Technical Terms
2.15 Model Questions
2.16 References

2.1. PowerPoint Basics:

PowerPoint is an application that lets you build, print, and deliver presentations. You have
several options for the delivery of a presentation, but you only have to develop it once. You can
print slides, print handouts, print notes pages, prepare for 35mm slides, or deliver an on-screen
presentation. Only the on-screen presentation allows you to use the full range of PowerPoint's
features.

As you develop a PowerPoint presentation, it is important to remember that you should

not try to include every piece of information you wish to deliver. PowerPoint slides should contain
brief, concise, descriptive phrases that will help you remember what you want to present and to
serve as a reminder for your audience.
2.2. Starting A Presentation:
Start PowerPoint by either of two methods:
1. Go to the Start menu. Choose Programs and then click on Microsoft PowerPoint.

2. Double-click the icon of any PowerPoint document. When you double-click a PowerPoint
document, PowerPoint opens with the document already loaded.
A PowerPoint presentation consists of slides that can contain text, graphics, charts, and other
data types. When you start PowerPoint, you can start with a blank presentation, or you can begin
from a template or use the AutoContent Wizard.

The AutoContent Wizard is series of step-by-step instructions designed to assist you. The
Template button to help accesses slide templates create a consistent, professional look for your
slide resentation.

New Presentation Dialog Box

AutoContent Wizard walks you through a series of questions designed to elicit information about
you and the type of presentation you are making. The Wizard then builds a dummy presentation
that will guide you in developing the content of the presentation.

Design Template allows you to establish the background and color scheme from the available
templates prior to beginning work in the new presentation. Template choices are generally easier
to make after you have opened the new presentation because you can better see the
characteristics of each template before making a selection.

Blank presentation opens a new presentation with no template. Open an existing presentation
displays a list of recently opened PowerPoint presentations from which you can choose. Or, you
may choose More Files to move to the location of a previously saved presentation file and open
it.

34
AutoLayout
After you have opened a new presentation, PowerPoint displays the New Slide dialog box
containing several Auto Layouts. Auto Layouts provide a pre-determined layout for each specific
type of slide. They provide consistency throughout the presentation. Each layout depicted is
described in the lower right corner when you click the layout. This sample New Slide dialog box
shows the Title Slide selected (denoted with the thick border).

New Slide Layout Dialog Box

2.3. PowerPoint Window Properties:

The Microsoft PowerPoint window has many of the same attributes as other windows in
the Microsoft Office Suite. The table below lists the different features and provides a brief
description of each one.

Besides the usual window components, the PowerPoint window has several unique elements,
identified in the figure below.
Menu Bar

The words listed atop the application window, immediately underneath the Title bar. You can
access all application commands from the Menu bar

Standard Toolbar

The Standard toolbar, located beneath the menu bar, has buttons for commonly performed tasks
like printing, saving, inserting clip art, and other operations. You can customize the toolbar or
even display multiple toolbars at the same time.

Formatting toolbar
The Formatting toolbar, located beneath the Standard toolbar bar, or possible to the side of it, has
buttons for various formatting operations like changing text size or style, changing alignment,
formatting bullets, and animation

36
Drawing Toolbar
The Drawing toolbar on the bottom of the PowerPoint window contains drawing and text tools for
creating graphics.

Slide Layout Task Pane

The area on the left side of the window that allow you to easily switch between the Outline and
the Slides views.

Slide Area

The area in the middle, in which you actually work on your presentation slides

Task Pane

The area on the right side of the window that allows you to easily access various commands. You
can display different Task Pane options by clicking on the dropdown arrow in the upper right-hand
corner of the pane.

2.4. Save a PowerPoint Presentation:

Changes you make to a document are not saved to disk until you issue a Save command.
Saving is quick and easy, and you should save often to minimize the loss of your work. PowerPoint
has two save commands, Save and Save As, that work similarly. Both commands are on the File
menu.

Save
When you save a new presentation for the first time, PowerPoint displays a dialog box similar to
the Open dialog box. Select the disk in which to save the presentation and specify a name for the
file. When you save an existing document that you have been editing, the newly saved version
replaces the older version.

Save As
This command displays a dialog box where you can choose a document name and destination
folder or disk. Use the Save As command whenever you want to save a copy of the current
document with a different name or in a different folder or disk. The newly saved copy becomes
the active document

A presentation is normally saved as name.ppt file type. However, PowerPoint Show with the
extension of name.ppt is also a useful file type so that your file is able to run regardless of
operating system.
2.5. Copy and Move data in a PowerPoint Presentation:
Use the Copy and Paste commands to copy selected text and graphics from one slide to another.
If you want to move data instead, use the Cut and Paste commands. To do this:
• Select the text you want to cut or copy by highlighting it.

• Go to the Standard Toolbar to choose the Cut or Copy short cut icon.

• Move and click your mouse to the place where you want the text to go. Note the cursor is
blinking.

• Go to the Standard Toolbar to choose the Paste short cut icon.

2.6. View Options:

Power point offers different views for entering, editing and previewing your information. They are:

• Slide view
• Outline view
• Slide Sorter view
• Notes Pages view Slide show view

Slide View
Slide view shows how our listed slides will work. We can move from one slide to another with pg
up and pg dn keys. We can edit text and other slide elements in slide view.

Outline view
It will display all the text in the presentation. Here we can easily rearrange line item. We collapse
items in this view so that we can see important headings or names of each slide.
Enter and Edit Text in Outline View:
PowerPoint's Outline Area lets you focus on the content of your presentation, by typing up the
outline prior to laying the presentation out. After you type an outline, you can concentrate on how
your presentation looks

The boundary of the Outline Area can be resized by dragging the vertical separation to the right.
This will make it easier to enter your outline.
Entering Slide Titles and Bullets:
Typing in PowerPoint's Outline view is similar to using a word processor. Type your slide title or
bullet point and press Return to start a new slide or bullet. To force a line break within a slide title
or bullet, press Shift-Enter. This starts a new line for the same title or bullet.
Move Slides in the Outline Area:
It's easy to change the order of your slides and bullets in the Outline Area. Press the mouse
button on the item you want to move and drag it to the desired location. You can also select the
item you want to move and click on the Move Up or Move Down buttons.
Delete Slides or Bullets:
While working in the Outline Area, you can delete a slide by clicking on the slide icon next to the
title and pressing the Delete key. Delete bullets and sub bullets similarly.

38
Slide Sorter view
It will show the slides in reduced size. We drop the sliders to move the slides so that we can
change the order of slides. We can make the slides appear and disappear using the effects.

Notes Page View

It is to create and see notes to the presenter. It shows miniature slide image and provides a text
area for presenters notes.

To enter notes
1.Click on the text area shown below this line. The box outline will change appearance.
2. Type and edit in the note box.

Slide show view

It will show the slides in reduced size. We drop the slides to move the slides so that we can change
the order of slides. We can make the slides appear and disappear using the effects.

When you right click on the slide it will show some options. In that we can opt ‘Pen’ to draw the
temporary lines. These lines will not be saved on the slides. To leave from the slide show press
Esc.

Zoom

The Zoom adjuster lets you alter how large your slides appear on the screen relative to fullscreen
presentation mode. Click on the Zoom drop-down list (in the toolbar near the top of the screen),
or click on the View menu, and select Zoom... Select "fit", a default percentage, or type in your
own number, according to your needs.

2.7. Add a Slide:

In the Text Outline area, you can add a slide before or after an existing slide.

• To add before a slide position the cursor at the beginning of text of the slide in front of
which you would like a new slide, and press the Enter key.

• To add after a slide, position the cursor at the end of the text of the slide after which you
would like a new slide, and press the Enter key (if you had indented levels of text on the
previous slide, use the Promote (left arrow) button in the toolbar at the top of the screen
to move the text back to the left to force a new slide.
In Normal, Outline, Slide, or Slide Sorter view, select the slide after which you wish to insert a
new slide.

• Then click on the Insert menu, and select New Slide.

• When you add a new slide this way, the New Slide window appears, asking you to select
a slide layout.

• Select whichever layout is appropriate for the content you will place on the new slide. The
one selected in the example on the right is "Bulleted List". If the provided layouts don't
 meet your needs, select the bottom-right layout, "Blank", which will provide you with a new
empty slide. However, no matter which layout you choose, you will be able to modify it
later.

2.8. Add/Modify Text:

Here are a few ways to insert or modify text in PowerPoint:
• In Normal or Slide view, select the slide on which you wish to insert text. If there is already
a text box on the slide you may click your mouse on it and start typing. Familiar word
processing tools for modifying text (color, style, font, alignment, etc.) are provided.

• In Normal or Slide view, to add a new text box to a slide, click on the Insert menu, and
select Text Box. Put your mouse over the slide layout - the cursor will change to a narrow
down-arrow (as shown on the left below). Click, hold, drag, and release the mouse to form
a rectangle on the slide. Then you can type into the text box created for you (as shown
below).

• To work directly in the Text Outline area, position the cursor at the point where you would
like the new text to appear and just type it in. Use the Promote / Demote buttons in the
toolbar at the top of the screen to create different levels of indentation.
2.2. Bullet Styles:
Although you can set Bullet Styles in the Master, you also can change the bullet style
on any slide or on any bulleted point. When you change the bullet style, every subsequent bullet
on that slide, whether promoted or demoted, will have that style until you change back to the
default or change to a different slide.

To change the bullet style, make sure the cursor is in the line of text in which you wish to change
the bullet, then choose FORMAT: Bullet.
NOTE: Sometimes it is difficult to remember exactly what the default bullet style was, so pay close
attention to the selected bullet before proceeding with any changes.

40
 Format Bullet Dialog Box
You can choose from the selections provided by PowerPoint, choosing both the size (in
percentage of text size) and the color.

Click Character to include any symbol font installed on your system. Keep in mind, however, that
if you choose a font that is not installed on the computer from which you are giving your
presentation, the presentation computer will choose the "closest" font to the one you chose and
the result may not be one you like. Both Symbol and Wingdings font are standard on most
computers and should display as you intended.

Adding / Removing Bullets

The Bullet Tool is a toggle. Click it once to place a bullet at the beginning of the current line of
text (the one in which the cursor is flashing). Click it again to remove the bullet. This way you can
add bullets to text you have typed without using the Bullet AutoLayout.

2.10. Speaker Notes:

PowerPoint has a facility for adding speaker notes to a presentation. These can be notes that you
create for yourself — for example, to help you remember key points during a presentation — or
you can create them as additional information for your audience. After you have completed a
presentation, you can print the notes for each slide, along with a smaller version of the slide. To
add notes to a slide:
Click on the View menu, and select Notes Page (you may want to adjust the Zoom
percentage to get a larger view).
 (Notes Page)

2.11. Background / Color Scheme:

Design templates contain color schemes, slide and title masters with custom formatting, and
styled fonts, all designed to create a particular look. Not only can you specify a design template
when you begin a new presentation, you can choose a design template (for the whole
presentation, not individual slides) any time while editing a presentation. To do this, click on the
Format menu, and select Apply Design Template. A window will open asking you to choose a
design. Select one and click Apply. The name of the template chosen will be displayed in the
center of the status bar at the bottom of the PowerPoint screen. If the status bar is not visible,
click on the Tools menu, select Options, click on the View tab, and ensure that Status bar is
checked.

The background color of slides can be customized by clicking on the Format menu / Background.
Click on the drop-down list to select either another color from the subset provided or click on More
Colors and Fill Effects to see other choices. One of the Fill Effects available is Picture (import
an external image file to use as a slide background). When you are done, click on Apply (if you
wish to alter just the current slide) or Apply to All (to alter all slides at once).

42
The color scheme for slides can be customized by clicking on Format / Slide Color Scheme.
Either chooses a preset scheme from the Standard tab or click the Custom tab, click on the
desired component (e.g. Background), and click Change Color (a color selection window will
appear). When you are done making color choices, click on Apply (if you wish to alter just the
current slide) or Apply to All (to alter all slides at once).

2.12. Slide Master

The Slide Master in a template is a slide that controls the formatting, text, and objects that
appear on every slide in your presentation. For example, if you want a small picture of the world
to appear on every slide, place that picture on the Slide Master. To display the Slide Master,
choose Master/Slide Master from the View menu. You can then edit this slide. Changes you make
to the Slide Master also appear on each slide in your presentation.

It is easy to edit the text of a slide in the Outline Area. However, to modify a slide's
appearance, switch to Slide View. If you want your changes to apply to every slide in the
presentation, choose Master/Slide Master from the View menu.

In Slide View just click on an object to select it. Then use the Format menu to apply the
change you want. For example, to change the font or color of the slide title, select the slide title
and choose Font from the Format menu. The Format menu also has commands for centering or
left aligning text (Alignment), and changing colors (Colors and Lines). You can even change the
format of slide bullets using the Bullets command on the Format menu. PowerPoint also has a
Formatting toolbar to simplify basic formatting tasks.
 Sample Slide Master

2.13. Headers / Footers:

• On the View menu, click Header and Footer.

• On the Slide tab, you set options, the effect of the options selected will appear at the
bottom of slides:

o Date and time can be set to Update automatically (to reflect the last date the
slides were modified) or Fixed (type a certain date such as when the presentation
will be given).

o Selecting the Slide number option will automatically insert a sequence number. o

Selecting Footer (and typing text in the box below it) inserts fixed footer text.

o Selecting Don't show on title slide will omit the footer from the title slide (but it
will appear on the other slides).

o Normally you click on the Apply to All button to make these changes throughout
the presentation, but of course you can click Apply to affect just the current slide.

• Similar options are available on the Notes and Handouts tab, plus the option of adding a
page header to your printouts.

44
2.14. Summary:
At the end of this lesson you have learnt the important features of Ms-PowerPoint including
creating a presentation, opening an existing presentation and working with different kinds of slide
layouts. We identified different toolbars available in PowerPoint.

You are in a position to format the text, applying background color to the presentation, working
with master slide, applying speaker notes to slide, applying header and footer to the document.

2.14. Technical Terms:

Slide: Brief, concise, descriptive phrases that will help you remember what you want to
present and to serve as a reminder for your audience.

PowerPoint Presentation: PowerPoint presentation consists of slides that can contain text,
graphics, charts, and other data types.

Slide Master: The Slide Master in a template is a slide that controls the formatting, text, and
objects that appear on every slide in your presentation.

Speaker Notes: Speaker notes can be notes that you create for yourself, key points during a
presentation, additional information for your audience.

2.15. Model Questions:

1. What are the features of PowerPoint?

2. What is a Slide? Explain the procedure to create a Slide?

3. What is Slide Master? Write the procedure to create Slide Master?

4. Explain the procedure to create Header and Footer in PowerPoint?

5. Explain the views available in PowerPoint?

UNIT - II

Microsoft PowerPoint
2.0 Objective:
This lesson introduces the Drawing Objects, Images and ClipArt, Audio and Video, Slide
Transition, Rehearse Timings and Charts.

Structure of the Lesson:

2.1 Working with Text
2.2. Drawing Objects
2.3 Images and Clip Art
2.4 Audio and Video
2.5 Creating Hyperlinks
2.6 Animating the presentations
2.7 Slide Miniature
2.8 Slide Transition
2.9 Slide Show Animation
2.10 Rehearse Timings
2.11 Slide Setup and Printing
2.12 Charts
2.13 Summary
2.14 Technical Terms
2.15 Model Questions
2.16 References

2.1. Working with Text:

Any time you wish to make formatting changes to text, you must highlight the text to be changed.
Making a selection from the Text Toolbar affects the highlighted text only. In addition to the
standard text formatting tools of font choice and size, bold, italics, and underline, you also can
align text left, center, or right. Other special tools are described below.
Shadowed Text
The Shadow Text Tool places a slight shadow behind the text. Although the effect is not
prominent, this is an excellent tool to use to give more definition to title text. You should NOT
shadow all body text since this makes it very "muddy" to read.

46
 Sample Shadowed Text

To shadow text,
1. Type the text to be shadowed.

2. Highlight the text.

3. Click the Shadow Tool.

Increase / Decrease Paragraph Spacing

The Increase and Decrease Paragraph Spacing Tools expand and contract paragraph
spacing, respectively.

Format Painter

The Format Painter Tool picks up any formatting applied to existing text and applies that same
formatting to any text it is "painted" over. The two pieces of text need not be on the same slide.

To use the Format Painter,

1. Highlight the text containing the formatting you desire to "pick up".

2. Click the Format Painter Tool.

3. Press and drag over the text as you would to highlight it. The formatting will be applied.
After the formatting is applied the Format Painter will de-select.
To apply formatting to multiple selections of text without needing to click the Format Painter
between each application, double click the Format Painter. The Painter will remain the selected
tool until you click it to de-select, allowing you to press and drag over multiple sections of text,
applying the same format to each.

Increase/Decrease Font Size

You can increase or decrease the font size of highlighted text by clicking on the
Increase Font Size or Decrease Font Size Tool, respectively. Size increments and
decrements by the standard font sizes.

Text Colors
 You choose text colors with the Font Color Tool located in the Drawing Toolbar.
Highlighted text will change to the color displayed in the band beneath the A.

To make additional color choices or to see additional non-scheme colors you have used in this
presentation, click the drop-down arrow beside the A.

Font Color Choices

Word Wrap

Whether text is in a Placeholder or a textbox, you can narrow or widen the width of the box by
dragging the box border. This affects where the text wraps. Make sure the cursor looks like a two-
headed arrow to affect the Placeholder width; a four-headed arrow will move the placeholder.

2.2. Drawing Objects:

To draw a line, an arrow, a square, or a circle, select the appropriate tool from
the Drawing Toolbar. When you move the cursor over the slide, it will be a crosshair. Press and
drag the cursor to insert the object. The larger an area you drag, the larger the object will become.

TIP: To draw a straight line or arrow, or a perfect square or circle, hold SHIFT as you press and
drag.

Selecting
To alter any PowerPoint object, you first must select the object. When you click the object, you
will see Handles around the perimeter of the object. This lets you know exactly which object you
will be affecting.

Sample Handles
Deleting
To delete an object, click to select it, then press DELETE.

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Fill Colors
When you draw solid objects (squares and circles), they fill with the automatic color. The underline
under the Paintbucket is the current fill color.

To fill an object with the current fill color, select the object, then click the Paintbucket Tool.

To change the current fill color, drop down the arrow beside the Paintbucket and make a new
selection. There are also additional options under Fill Effects, including choosing no fill color at
all.

Alternate Choices for Fill Colors

Fill Effects
Fill effects include Gradients where you can select one or two colors of your choice, as well as
the direction and variants of the gradient. Textures are image files similar to web page wallpapers;
you can use PowerPoint's selections or choose an image file from your workstation. Patterns
allow you to choose two colors and the pattern design with which you want to fill the object. Picture
allows you to choose an image file from your workstation; the photograph will center itself within
the selected object, hiding any parts of the image, which do not automatically show within the
object's shape.

Gradients
Textures

Patterns

50
Photos

Line Effects

Each drawing object has an outline the color of the automatic color. The underline under the
Line Color Tool is the current line color. To outline an object with the current line color, select the
object, then click the Line Color Tool.
To change the line color, drop down the arrow and make a new selection. Other options with the
Line Color Tool include color and patterns similar to the Fill Tool.

To change line style, dash style, and arrow style, click on these tools, respectively,
after drawing the object and while it is still selected.

Object Effects

To place a shadow or 3D effect on an object, select the object, then click the tool selection.

AutoShapes and WordArt

If you're not particularly artistic, AutoShapes and WordArt can come to the rescue. To use
AutoShapes,
1. From the Drawing Toolbar, click the drop-down arrow beside AutoShapes, and then
select the shape type.

2. Click the shape you want. The cursor will change to a cross-hair as you move the mouse
across the slide.

3. Click on the slide where you want to place the shape.4. Move the object, change its

size or color, as desired.

Autoshapes Tool

To use WordArt,
1. Click the WordArt Tool.

2. From the WordArt Gallery, click the design you want, then click OK.

52
 WordArt Gallery

3. In the Edit WordArt Text box, type your text. You can also change the font face and type
size, or add bold or italics. Then click OK.

The art will be placed in the center of the slide and is always smaller than you would like— press
and drag the handles to enlarge the object to the desired size.

Many of the WordArts also have one or more small yellow diamond-shaped handles. You can
press and drag any of these to distort the shape of the object:

Samples of Word Art

To change the colors in WordArt, make sure the object is selected, then choose FORMAT:
WordArt and make your selections.

Text Tool

To insert text on the slide other than in a Placeholder

1. Click the Text Tool.

 2. Press and drag the cursor over the slide to create a Text Box.

3. Type in the box.

NOTE: Any text you type in a placeholder will show in Outline View; text inserted via the Text Tool
is treated as an object and will not display in the outline.

Moving
To move an object on the slide, select it, then move the cursor over the object until you see the
four-headed arrow along with the cursor. Press and drag the object to the location you need it.

NOTE: Be sure it is a four-headed arrow rather than a two-headed arrow. Two-headed arrows re-
size objects.
To move a text box, select it, then move the cursor over the frame until you see the four-headed
arrow along with the cursor. Press and drag the text box to the location you need it. If you move
the cursor within the box, it will change to an insertion point so that you can type or edit text.

Rotating

To rotate any object, including a text box,

1. Click the Rotate Tool.

2. Click the object to be rotated.

3. You will see small green disks in place of the normal handles on the object.

Sample Rotated Text

4. As you move the cursor over the disk, it will change to a looped circle. Position the loop
over one of the green disks and press and drag to the desired rotation.

5. Click the Rotate Tool to deselect it.

Grouping and Ungrouping

Often after you have created multiple objects and layered them in the sequence you need, you
want them to "stay put". By grouping multiple objects, you can move or resize them as a single
entity rather than manipulating their individual components.

To group multiple objects:

1. Size each individual object as necessary.

2. Layer objects as necessary.

54
 3. Each object must be selected prior to grouping. To select multiple objects, hold SHIFT
then click each object. Each object clicked becomes selected and the handles of each
are displayed. Release SHIFT after you have selected each of the objects to be
grouped.

4. From the Drawing Toolbar, choose DRAW : Group. You will see that the objects'
individual handle-sets will be combined, leaving a single handle-set for the grouped
object.

Sometimes, if your object is very complex, you will find it beneficial to group your object
components incrementally. When you finish a subset of your final object, group the components
you have finished. Then you can continue building additional components, knowing you won't
accidentally move or re-size the portion you have completed.

Text that you include in a grouped object will not change point size if you re-size the grouped
object, however, word-wrapping may adjust to conform to the re-sizing.

To manipulate individual components of grouped objects, you must ungroup them. To ungroup
an object, select it, then from the Drawing Toolbar, choose DRAW : Ungroup. After editing, you
can choose Re-group.

2.3. Images and Clip Art:

PowerPoint comes with a library of "clip art" that includes traditional clip art, as well as videos,
photographs, and sounds. You can also insert graphics from other sources into a presentation.

To access PowerPoint's ClipArt Gallery, click the ClipArt Gallery Tool (located on the
Drawing Toolbar).

To use a Gallery ClipArt image, in the Insert ClipArt dialog box, select the category pertaining to
the type of image you are looking for, then select the image you want. A pop-up box will allow you
to: insert the image, preview the clip, add the clip to a different category, and/or find similar clips.
 Insert ClipArt Dialog Box

The greatest benefit of the ClipArt Gallery is that you can add multiple selections to your
presentation without leaving the Gallery.

ClipArt images will be inserted in the center of the slide. You can move, enlarge, or reduce them.

To select multiple objects using the mouse,

1. Position your mouse cursor beyond the corner of the object to be re-grouped. Make
sure you start far enough beyond the objects to catch all of the components.

2. Press and drag diagonally across the objects to select all the components. Make sure
that you do not accidentally include an object in the selection that you do not want to
be selected. (You may have to try this step several times, it is a bit tricky to master.)

3. After all the components are selected, from the Drawing Toolbar, choose DRAW :
Group (or Regroup).

2.4. Audio and Video:

Your presentation can link to external audio and video files.
• Select the slide on which you wish to add a link to an audio or video file.

• On the Insert menu, point to Movies and Sounds.

• To insert a sound from a file, click Sound from File. To insert a video from a file, click

Movie from File.

56
 • A standard file directory window appears.

• Locate the folder that contains the audio/video file you want, and then double-click the
filename.
Note: In PowerPoint, by default your movie or sound will play manually. If you want it to
play automatically you will have to set Custom Animation options for the slide.

• For audio files, a sound icon appears on the slide.

• For movies, an image consisting of the first frame is displayed as a placeholder.

• To preview the audio/video in Normal view, double-click its icon.

Note: Alternatively, you may have to use the Insert / Object command since PowerPoint is not
able to play all audio/video formats inline. Insert / Object will open the media element in a new
window rather than making it appear embedded on the slide, and it will be played by an external
program.

2.5. Creating Hyperlinks:

Hyperlinks cause the selection of an object to result in a move to a new location or the
performance of an action. You can create your own object or choose an AutoShape Action button.

To link an object with an action, select the object, then choose SLIDE SHOW: Action Settings.

In the Action Settings dialog box, choose either Mouse Click or Mouse Over. Then select the
button "Hyperlink to" then select the destination or action. You can also choose to play a built-in
PowerPoint sound during this action and/or to highlight the object as you click it.

Hyperlink Action Dialog Box

2.6. Animating the Presentation:

To animate a single object on a PowerPoint slide
 1. Select the object.

2. Choose SLIDE SHOW: Preset Animation.

3. Select the animation effect you desire for the selected object.

Preset Animation Dialog Box

Animated Layers or Slides
You may find it useful to bring a layered object into a presentation one layer at a time, building it
on-screen. To animate a layered object or to animate each object on a slide

1. Choose SLIDE SHOW: Custom Animation. (You must be in Normal, Outline, or Slide
View.)

2. In the Custom Animation dialog box, each object is identified in the Check to animate
slide objects list.

If you don't remember what a particular object is, click the object's name in the list; that
object appears selected in the preview window.

3. Click in the object's checkbox to animate that object. It will be added to the Animation
order list.

4. To change the order that the animated objects appear, select the object in the
Animation order list, then click the up or down arrow to move the object through the list.

5. Choose whether the object appears only on a mouse click or after a specified number
of seconds.

58
 Layer Animation Dialog Box

To choose other effects such as sound effects and how the object appears on the slide during the
on-screen presentation, click on the Effects tab.

To animate text,
1. Click on the Effects tab.

2. In the Introduce Text section, from the drop-down box, choose whether the text is
introduced all at once, by word, or by letter.

To animate charts click the Chart Effects tab. You can choose to introduce the data by series,
categories, or elements.

NOTE: Be careful of using too many effects in any single presentation because they soon become
detraction to rather than an enhancement of the presentation.

2.7. Slide Miniature:

When you have zoomed the view of your slide so that all of the slide cannot be seen on the screen
at one time, PowerPoint will create a black and white Slide Miniature in the corner. This allows
you see the overall effects of the changes you are making to the slide.
 Sample Slide Miniature

You may also choose to work in black and white mode by choosing VIEW: Black and White. To
see a small color view of the current slide when you are working in black and white, choose VIEW:
Slide Miniature.

2.8. Slide Transitions:

Transitions determine the effects applied when you move from one slide to another during
an on-screen presentation. You must be in Slide Sorter View to access the Transition Toolbar.

To choose only a transition effect, click the dropdown box beside the words "No Transition" and
select a transition. To have other transition choices available to you, click the Slide Transition
Tool.

Sample Transition Tool and Drop-down Box

When you click the Slide Transition Tool, the Slide Transition dialog box allows you to choose not
only a transition effect from a drop-down box, but also offers other choices that affect your on-
screen presentation.

60
 Sample Transition Dialog Box

TIP: Do not use a different transition on each slide because your audience attention should remain
focused on you and the content, not the effects. If you want to use multiple transitions, a good
rule of thumb is to apply a unique transition to each slide in a specific module of the presentation.

Generally, you should leave the Effect Speed set to Fast. This brings in the next content slide
quickly and keeps your audience's attention focused on the presentation content.

PowerPoint contains a few built-in sounds. To play a sound as the slide is transitioning, make a
sound selection from the Sound drop-down box. Unless you have a well thought out reason for
doing so, do not choose to have the sound loop until the next sound; it can become annoying very
fast while you are giving a presentation, as well as making it difficult for you to speak over. Also,
many presentation locations do not have adequate speakers attached to the computer to allow
all of your audience to hear the sound.

• In Slide or Slide Sorter view, select the slide or slides on which you want to add a
transition.

• On the Slide Show menu, click Slide Transition.

• From the Effect drop-down list, click the transition

you want.

• Select any other options you want (speed

Slow/Medium/Fast, Advance on mouse Click or
Automatically, Sound or No Sound)

• To apply the transition to the selected slide, click

Apply. To apply the transition to all the slides, click
Apply to All.

• Repeat the process for each slide you want to add a transition to.

• To view the transitions, on the Slide Show menu, click Animation Preview.
2.9. Slide Show Animation:
You can control how and when text, graphics, and other objects appear on your
PowerPoint slides. For example, you can make graphics or text items appear one at a time and
add visual or sound effects. Animation can aid in focusing attention during a presentation and
make your slide show more interesting. To set slide show animation options, display the slide that
has the objects you want to animate, then on the Slide Show menu, click Custom Animation.
Timing Tab

• In PowerPoint, ensure that you are on the Timing tab.

• Under Slide objects without animation, double-click the objects you want to animate.
(they should be moved up to the Animation Order box).

• Use the up and down arrows to the right of Animation Order to change the sequence in
which objects will appear (move objects up or down in the list).

• Under Start Animation set the timing (when objects will appear). Select each object and
then do one of the following:

o To start the animation by clicking the object, select the On mouse click option.

o To start the animation automatically, select the Automatically option, and then enter
the number of seconds you want to have elapse since the previous animation.

Effects Tab

62
 • Click the Effects tab to set options for visual or sound effects.

• Under Entry animation and sound select the options you want.

• To preview the animation effects, click the Preview button.

• In the example above, the object will enter the screen with a Spiral animation and the
Chime sound will play.

Animating a text box containing bulleted text

• On the Order & Timing tab, the text box is selected with a check mark, and the On mouse
click option is chosen (to let the presenter control the slide show with mouse clicks).
 • On the Effects tab, the options set below will make each line of text enter the screen with
a Fly From Left animation, No sound will play, and when the next line of text appears
the previous line will change to a lighter color (a dimming effect). To preview the
animation effects, click the Preview button.

The series of images below show what the screen looks like after each mouse click when the
slide with the bulleted text (set with options as above) is displayed during a Slide Show. Notes
that the previous text points are dimmed as each subsequent line appears.

2.10. Rehearse Timings:

64
 The Rehearse Timing Tool allows you to practice giving an on-screen presentation,
regardless of any slide advance timings you may have set previously. The tool sets time not only
for the entire presentation, but also each individual slide, as you rehearse. Each time you advance
the slide, the time is recorded. You must be in Slide Sorter View to access the Rehearse Timing
Tool.

Sample Recorded Rehearsal Timings

To use the Rehearse Timing Tool, click the Rehearse Timing Tool.
When you have completed rehearsing, PowerPoint displays the total time for the rehearsed
presentation and asks if you want to record the new timings. If you click "Yes", these new timings
will replace any slide advance timings you may have previously set for the presentation.

Sample New Timings Dialog Box

Before you print your slide presentation, make sure the slide size and orientation is correct. Also,
decide whether you want to print in color or black and white.

Change these settings using the Page Setup and Print commands on the File menu.

Slide Setup
The Slide Setup dialog box has controls for slide size and orientation. Choose the appropriate
slide size and orientation before you do significant formatting in your presentation. Changing slide
orientation from portrait to landscape or vice versa may require editing and reformatting slides.
Printing
To print your slide presentation, choose Print from the File menu, or click the Print button on the
toolbar. In the Print dialog box you can choose how many copies you want to print. Use the Print
What: drop-down list to select whether you want to print just the slides, notes, or handouts with
multiple slides per page.

2.12. Charts:
To insert an organization chart (depicts hierarchical relationships):
• First display the slide on which you want the chart to appear.
 • On the Insert menu, point to Picture, and then click Organization Chart.

• A separate Microsoft Organization Chart window appears.

• Use the buttons at the top of the Organization Chart window to add text boxes to your
chart (above, below, or beside existing boxes).

• Click your mouse inside a box to edit the text inside of it.

• As shown in the example below, you can use this type of chart for almost any type of
information you want, not just managers, workers, and other positions within a company.

To create a bar or pie chart (or similar chart based on numbers in a datasheet):
• First display the slide on which you want the chart to appear.

• On the Insert menu, click Chart - or click the Insert Chart button on the PowerPoint
toolbar.

• A sample chart and datasheet (spreadsheet) appear on the screen as shown below.

• To replace the sample data, click a cell on the datasheet, and then type the information
you want.

• To change the chart type, on the Chart menu, click

Chart Type. In the Chart Type window, which
appears, click on the desired Chart type and
subtype and then click the OK button.

• To return to PowerPoint, where you can move and

size the chart, click outside the chart on the
PowerPoint slide.
• If you wish to re-edit the chart, double-click the
chart on the PowerPoint slide.

2.13. Summary:
At the end of this lesson you have learnt how to insert and format text, working with the pictures
and inserting images into a slide. The concept of Slide transition, Slide animation, Rehearse

66
timings allows you to automatically move to next slide without manual interaction. A layman can
also know more about the data results with the help of charts.

2.14. Technical Terms:

Hyperlink: Hyperlinks cause the selection of an object to result in a move to a new location
or the performance of an action.
Slide Transition: Slide Transition determine the effects applied when you move from one

slide to another during an on-screen presentation.

Slide Show Animation: Slide Show Animation can aid in focusing attention during a

presentation and make your slide show more interesting.

Rehearse Timings: The Rehearse Timing Tool allows you to practice giving an on-screen
presentation, regardless of any slide advance timings you may have set previously.

Slide Setup: The Slide Setup controls for slide size and orientation.

2.15. Model Questions:

1. Explain the procedure to draw the objects in PowerPoint?

2. Define Hyperlink? Explain the procedure to create Hyperlinks in PowerPoint?

3. What is a Slide Miniature?

4. Define Rehearse Timing? Explain the procedure to set the rehearse timings to slides?
UNIT - III

Microsoft Access
3.0 Objective:
This lesson provides an introduction to the fundamentals of Microsoft Access. It covers starting
MSAccess, creating Data bases, Tables, Queries, Forms, Reports, and Relational Data Bases.

Structure of the Lesson:

3.1 Microsoft Access Introduction
3.2 Starting Microsoft Access
3.3 Creating and opening Data bases
3.4 Tables
3.5 Query
3.6 Relational Data Bases
3.7 Forms
3.8 Reports
3.9 Summary
3.3.Technical Terms

3.3.Model Questions

3.3.References

3.1. Microsoft Access:

Microsoft Access is a powerful program to create and manage your databases. It has many
built in features to assist you in constructing and viewing your information. Access is much more
involved and is a more genuine database application than other programs such as Microsoft Works.
 Database File: This is your main file that encompasses the entire database
and that is saved to your hard-drive or floppy disk. Example
studentDatabase.mdb
Table: A table is a collection of data about a specific topic. There can be
multiple tables in a database.
Example #1) Students
Example #2) Teachers
Field: Fields are the different categories within a Table. Tables usually
contain multiple fields.
Example #1) Student LastName
Example #2) Student FirstName

Data types: Data types are the properties of each field. A field only has 1 data type.

3.2. Starting Microsoft Access:

Starting Microsoft access in two ways.

1. Double click on the Microsoft Access icon on the desktop.

2. Click on Start --> Programs --> Microsoft Access

3.3. Creating New and Opening Existing Databases:

If you start MS Access a window will appear as below.
The above Window gives you the option to:

• Create a New Database from scratch

• Use the wizard to create a New Database
• Open an existing database
• The white box gives you the most recent databases you have used. If you do not see the one
you had created, choose the More Files option and hit OK. Otherwise choose the database you
had previously used and click OK.

Create a database using the Database Wizard

1. When Microsoft Access first starts up, a dialog box is automatically displayed with options to
create a new database or open an existing one. If this dialog box is displayed, click Access
Database Wizards, pages, and projects and then click OK.

If you have already opened a database or closed the dialog box that displays when Microsoft
Access starts up, click New Database on the toolbar.
2. On the Databases tab, double-click the icon for the kind of database you want to create.
3. Specify a name and location for the database.
4. Click Create to start defining your new database

Create a database without using the Database Wizard

1. When Microsoft Access first starts up, a dialog box is automatically displayed with options to
create a new database or open an existing one. If this dialog box is displayed, click Blank
Access Database, and then click OK.
 If you have already opened a database or closed the dialog box that displays when Microsoft
Access starts up, click New Database on the toolbar, and then double-click the Blank
Database icon on the General tab.
2. Specify a name and location for the database and click Create. (Below is the screen that
shows up following this step).

3.4. Tables:
A table is a collection of data about a specific topic, such as students or contacts. Using a separate
table for each topic means that you store that data only once, which makes your database more
efficient, and reduces data-entry errors.

Tables organize data into columns (called fields) and rows (called records).
Create a Table from scratch in Design view

1. If you haven't already done so, switch to the Database Window You can press F11 to switch to
the Database window from any other window.

2. Double-Click on "Create table in Design view". (DESIGN VIEW)

3. Define each of the fields in your table.

o Under the Field Name column, enter the categories of your table.
 o Under Data Type column, enter the type you want for your categories.
The attribute of a variable or field determines the kind of data it can hold. For
example, in a Microsoft Access database, the Text and Memo field data types
allow the field to store either text or numbers, but the Number data type will
allow the field to store numbers only. Number data type fields store numerical
data that will be used in mathematical calculations. Use the Currency data type
to display or calculate currency values. Other data types are Date/Time,
Yes/No, Auto Number, and OLE object (Picture).
o Under the Description column, enter the text that describes what your field is. (This
field is optional). o For example

Primary Key

• One or more fields (columns) whose value or values uniquely identify each record in a table. A
primary key does not allow Null values and must always have a unique value. A primary key is
used to relate a table to foreign keys in other tables.
• In the above example, the Stdid # field the primary key, meaning that every student has a
student identification number.
o To do this, simply select the Stdid # field and select the primary key button.

o After you do this, Save the table

Switching Views

• Views are two types. They are Design view and Datasheet view. You can select the views from
view menu from menu bar.
 Datasheet View Design View

Displays the view, which allows you Displays the view, which allows you to enter
to enter raw data into your database fields, data-types, and descriptions into your
table. database table.

Entering Data

• Click on the Datasheet View and simply start "chugging" away by entering the data into each
field.

Manipulating Data

• Adding a new row

o Simply drop down to a new line and enter the information.
Updating a record
o Simply select the record and field you want to update, and change its data with new
contents
 Deleting a record o Simply select the entire row and hit the Delete Key on the
keyboard

3.5. Query:
Queries are questions about your database. You can design a query manually, specifying all of the
tables and fields you wish to display on your screen, or you can use a Query Wizard to create simple
displays in predefined formats.

QUERY WIZARD

Access provides several query formats

• simple - looks like the Table datasheet view

• crosstab – is similar to a spreadsheet with summary information inserted into the intersection of each
row and column

• find duplicates – lists the records which have duplicate values in any specified field

• find unmatched – compares two tables and identifies records, which do not have a match in a related
table.

Using Query Wizard

From Database window:

• Click Query Tab

• Click New

• Select Query type from list (OK)

• Follow prompts:
- select Tables / Queries (Next)

- select Fields (Next)

- create a Title - click Finish.

In general, there are two types of query: Select and Action. A select query gathers, collates and
presents information in usable forms. An action query makes changes in specified records of an
existing table, or creates a new table. In this course, we will concentrate on select queries only.
Sometimes, information is scattered in many tables. For example, customers' information is stored in
Customers table while their ordering information is stored in Orders table. In order to retrieve
information from more than one table, queries are used. Moreover, queries are capable of performing
the functions of filters, namely adding selection criteria and sorting instructions. In addition, queries
allow calculation of new fields.

In contrast to a filter, a query is reusable. When a table is closed, the selection criteria and/or sorting
instructions will be lost. Therefore, in order to retrieve the same records again, the filter has to be
recreated. However, a query allows the selection criteria and/or sorting instructions to be saved and
reused. Create a Query

Find all the products under the category Beverages and the total costs for each of these products. In
addition, you have to find the suppliers' information of these products.

1. Click the Query button and then the New button in the Database window.
2. Click New Query in the resulting dialog box to open the design window for a new query.
3. From the Add Table dialog box, select Categories, Products and Suppliers tables. Click
Close to close the Add Table dialog box.

4. Drag the Category Name and Description fields from the Categories field list to the first and
second column in the grid. Then drag the Product Name fields from the Products field list to
the third column. Finally, drag the * field from the Suppliers field list to the fourth column.
5. In the fifth column of the grid, type Cost: [Unit Price]*[Units in Stock]*0.7.
6. Select the Criteria row in the Category Name column and enter Beverages.
7. Run the query by clicking the Run button (!) in the tool bar.
 8. To print the result, choose Print command from the File menu.
9. To save the query, choose Save command from the File menu.

3.6. Relationships:
After you have set up multiple tables in your Microsoft Access database, you need a way of telling
Access how to bring that information back together again. The first step in this process is to define
relationships between your tables. After you have done that, you can create queries, forms, and reports
to display information from several tables at once.

A relationship works by matching data in key fields - usually a field with the same name in both tables.
In most cases, these matching fields are the primary key from one table, which provides a unique
identifier for each record, and a foreign key in the other table. For example, teachers can be associated
with the students they're responsible for by creating a relationship between the teacher's table and the
student's table using the TeacherID fields. Having met the criteria above, follow these steps for creating
relationships between tables.

1. In the database window view, at the top, click on Tools ---> Relationships
2. Select the Tables you want to link together, by clicking on them and selecting the Add Button
3. Drag the primary key of the Parent table (Teacher in this case), and drop it into the same field
in the Child table (Student in this case.)
4. Select Enforce Referential Integrity

o When the Cascade Update Related Fields check box is set, changing a primary key
value in the primary table automatically updates the matching value in all related
records.
o When the Cascade Delete Related Records check box is set, deleting a record in the
primary table deletes any related records in the related table
5. Click Create and Save the Relationship
2.7. Forms:
A form is nothing more than a graphical representation of a table. You can add, update, and delete
records in your table by using a form.

A form is very good to use when you have numerous fields in a table. This way you can see all the
fields in one screen, whereas if you were in the table view (datasheet) you would have to keep scrolling
to get the field you desire.

Create a Form using the Wizard

It is a very good idea to create a form using the wizard, unless you are an advanced user and know
what you are doing. Microsoft Access does a very good job of creating a form using the wizard. The
following steps are needed to create a basic form:
1. Switch to the Database Window. You can do this by pressing F11 on the keyboard.
2. Click on the Forms button under Objects on the left side of screen.
3. Double click on Create Form Using Wizard
4. On the next screen select the fields you want to view on your form. Most of the time you would
select all of them.
5. Click Next.
6. Select the layout you wish.
7. Click Next.
8. Select the style you desire.
9. Click Next.
3.Give you form a name, and select Open the Form and enter information.
3.Select Finish.
3.You should see your form. To adjust the design of your form, simply hit the design button (same
as with the tables), and adjust your form accordingly.

3.8. Reports:
A report is an effective way to present your data in a printed format. Because you have control over
the size and appearance of everything on a report, you can display the information the way you want
to see it.

Create a Report using the Wizard

As with the Form, it is a very good idea to create a report using the wizard, unless you are an advanced
user. Microsoft Access does a very good job using the wizard to create reports.
1. Switch to the Database Window. You can do this by pressing F11 on the keyboard.
2. Click on the Reports button under Objects on the left side of screen.
 3. Double click on Create Report Using Wizard.
4. On the next screen select the fields you want to view on your form. Most of the time you would
select all of them.
5. Click Next.
6. Select if you would like to group your files. Keep repeating this step for as many groupings as
you would like.
7. Click Next.
8. Select the layout and the paper orientation you desire.
9. Click Next.
3.Select the style you desire.
3.Click Next.
3.Give you report a name, and select Preview the Report.
3.Select Finish.
14.You should see your report. To adjust the design of your report, simply hit the design button,
and adjust your report accordingly.

3.9. Summary:
At the end of this lesson you have learnt what is a database, which contains Tables, Queries,
Forms and Reports. Table is a collection of data to a specific content which contains some rows and
columns. You have learnt the procedure how to create tables and Queries. Queries are questionnaires
to a database. A form is nothing more than a graphical representation of a table. You can add, update,
and delete records in your table by using a form. Reports are used to present your data in a printed
format.

3.3. Technical Terms:

Database: A database is a collection of information stored in a computer in a systematic way, such
that a computer program can consult it to answer questions.

Table: A table is a collection of data about a specific topic, such as students or contacts.

Primary Key: Primary Key is a field or whose value or values uniquely identify each record in a
table.

Query: Queries are questionnaires to a database.

Form: A form is nothing more than a graphical representation of a table.

Relationship: Relationship is used to bring the information back together again.

Report: Reports are used to present your data in a printed format.

3.3. Model Questions:
1. Explain about the creation of databases in MS-Access.
2. Explain the procedure to create a Table with an example?
3. Define a Query? Explain the procedure to create query-using relationships?
4. Explain different data types in MS-Access.
5. What is a Primary Key?
6. What is a Form? Write the procedure to create a form in different ways?
UNIT-III

Microsoft Excel
Objectives:
This lesson introduces the basic features of Microsoft Excel, a spreadsheet program,
entering and editing data, formatting, formulas, page setup, and printing spreadsheets.

Structure
3.1 Excel Features 3.2 Starting Microsoft Excel 3.3. Formula Bar 3.3 Working
with Excel
3.4 Entering and Editing Data
3.5 Row and Column Headings
3.6 Auto Fill
3.7 Custom Fill Lists
3.8 Row or Column Size
3.10.Inserting Rows and Columns
3.3.References
3.3.Charts
3.3.Summary
3.14.Technical Terms
3.15.Model Questions
3.16.References

3.1. Features of Excel:

Answer Wizard: Like word, excel has a new feature called answer wizard. It uses “IntelliSense” to
determine what kind of work you need, based upon your questions.
Autocalc: When we selected a group of numbers, the sum automatically appears on the status area.
We can see average, count the numbers by right clicking on the status area.
Auto Complete: Auto complete will try to figure out what you intend to type, based upon the entries
you have already made.
Auto Correct: Excel can automatically correct the mistakes. It will not allow two consecutive initial
caps, capitalizing names of days and so on. You can create your own auto correct entries.
Drag And Drop: Like other office features we can drag and drop the group of cells using mouse. We
can drag the specified portion of from one worksheet to other.
Cell tips and Scroll Tips: When you touch the scroll bar it will display the row and column number
that you are heading for. This is great for large worksheets. You can use Cell tips to read notes you’ve
made for yourself in cells.
Data Map: It is having a data map feature. We can make maps of different regions in different
countries. This can be quite impressive in presentations. This can be helping you in our business
matters.
Easier retrieval of Documents: It has greatly streamlined file management. It can quickly find
worksheets and you can easily delete or rename files from the open dialog box.
Number Formatting: It is easy to format the numbers with Excel’s new number-formatting feature.
There are many types of formats here like telephone numbers, dollar amounts, and dates.
Templates and Wizards: A variety of templates (predefined) formats available with excel for use in
business organizations. We can have a template wizard to link database with worksheets. If we made
changes in the worksheet, automatically database updated.

3.2. Starting Excel:

On the PC, select Start, Programs, and Microsoft Excel from the Start list. Components of
the Excel Window
Besides the usual window components (close box, title bar, scroll bars, etc.), an Excel window has several
unique elements identified in the figure below:
 3.3. Formula Bar:

3.4. Formula Bar:

In addition to the other toolbars the formula bar is located under the formatting toolbar at the top of the
Excel worksheet. Use the formula bar to enter and edit worksheet data.

The contents of the active cell always appear in the formula bar. When you click the mouse in the
formula bar, an X and a check mark appear. You can click the check icon to confirm and complete
editing, or the X to abandon editing.
3.5. Working with Excel:
Opening and Closing worksheet

To open an existing Excel workbook, choose Open from the File menu or click the Open tool on the
toolbar. Excel will display the Open dialog box, which is similar in appearance and function to the
Save As dialog box. It contains a File Name: box for you to type a file name.

To open a file, select the appropriate location by clicking on the down pointing arrow next to the Look
In: selection box. Excel will display all Excel files found there. Select the file you wish to open and click
Open to open the file.

Saving a worksheet
To save an untitled Excel workbook, from the File menu choose Save As or click the Save button on
the toolbar. The Save As dialog box contains a text box for you to type a specific filename, a "Save
File as Type:" box to save your workbook in a different format that other programs can read, a selection
box to designate the folder and drive in which to save the file, and a "Places Bar" that offers other
locations to save your file.
Creating a New Workbook
If you are already in Excel and you want to create a new workbook, choose New from the File menu
or click the New tool on the toolbar.
Managing Multiple Workbooks

Excel enables you to have more than one workbook open simultaneously. Each open workbook
appears on the Window menu. The document with the check next to it is the active document. To
switch to another document, simply choose that document from the Window menu. To navigate
between worksheets within a workbook, click the worksheet tab you want to activate. Double-click a
worksheet tab to change its name.

3.6. Entering and Editing Data:

Entering Data

You can enter text, numbers and dates in an Excel worksheet. In Excel¹s terminology, numbers and
dates are called values and text is referred to as a label. To enter data of any type, click on the cell
you want to contain that data, and then type the information you want in the cell. When you begin
typing, your data also appears in the formula bar. When you have finished typing the data for the active
cell, press the Return or Enter key.

Editing Data

The easiest way to edit the contents of a cell is to select the cell and then retype the entry. The new
entry replaces the old contents. For example, to change the number in cell C8 to 123, select cell C8,
type 123 and press Return. This method works well with numbers, but is more difficult when editing
long text labels or formulas.

The formula bar gives you more flexibility while editing. When the mouse pointer moves into the formula
bar, it changes shape to an I-beam, signifying that you can enter or edit text. Text in the active cell
appears in the formula bar and you can edit it there. Use the mouse to select the text you want to
change in the formula bar and then type the new text. Excel automatically replaces what is selected.
Don't forget to press the Return key when you finish editing a cell.
You can also edit labels and values directly in cells. Double-click on the cell you want to edit. This puts
an insertion point in the cell. Edit the contents of that cell.

Moving the Active Cell

Cell selection and movement around the worksheet are similar operations in Excel. To select a given
cell or make it active, simply click on that cell. Use the mouse or the arrow keys to move around the
worksheet. For example, if you press the right arrow key twice you move two cells to the right.
Name box

The Name box displays the reference of the selected cells.

3.6. Row and Column Headings:

Letters and numbers identify the rows and columns on an Excel worksheet. The intersection of a row
and a column is called a cell. Use row and column headings to specify a cell's reference. For
example, the cell located where column C and row 8 intersect is called C8.

Active cell

The active cell has a dark border around it to indicate your position in the worksheet. All text and
numbers that you type are inserted into the active cell. Click the mouse on a cell to make it active.

Fill handle
The lower right corner of the active cell has a small box called a Fill Handle. Your mouse changes to a
cross hair when you are on the Fill Handle. The Fill Handle helps you copy data and create series of
information. For example, if you type Monday in the active cell and then drag the Fill Handle over four
cells, Excel automatically inserts Tuesday, Wednesday, Thursday, Friday and Saturday.

Worksheet tabs
An Excel workbook consists of 3 worksheets by default. Use the worksheet tabs at the bottom of the
screen to navigate between worksheets within a workbook.

Go To Command
A quick way to move a large distance on a worksheet is with the Go To command on the Edit menu.
When you select the Go To command, a dialog box prompts you to identify the cell. Enter the cell
reference and click OK or press Return.

Clearing Cell Contents

To clear the contents of a cell choose Clear from the Edit menu. Then, select what you want to clear
from the cell: All, Formats, Contents, or Notes. Most frequently you will want to clear the Contents of a
cell. Pressing the Delete key also clears the contents of cells.

Undoing Mistakes

If you make a terrible mistake and you accidentally delete important data. Use the Undo command on
the Edit menu or the Undo tool to correct the mistake.
Copying and Moving Data

Copy selected data from one cell to another with the Copy and Paste commands, or with the Drag and
Drop procedure. If you want to move data use the Cut and Paste commands, or the Drag and Drop
procedure.

Drag and Drop

This procedure does not involve the Clipboard and works best when moving data a short distance. To
move cells, position the mouse on the cell borders. Wait until the mouse pointer changes to a left-
pointing arrow then press and drag the data to the new location.
3.7. Auto Fill:
A series of numbers, month’s names or week names can be filled automatically in Excel. For
doing this simply type the first word in a cell then place the mouse pointer on the fill handle and then
drag it either horizontally or vertically so that Excel fills the data automatically.

3.8. Custom Fill Lists:

Excel providing a facility to create our own fill lists we can create our college courses, names, a series
of your colleague’s name. These are the steps to create custom lists.

• Select Tools/Options.
• Click on custom lists.
• Click on New list on custom area.
• Type your list of entries in list entries area.
• Select add button.
• Your new list will be created.
3.9. Row or Column Size:
The height of a row or the width of a column can be changed to any desired value.
Row height
Select the row, which you want to increase the height, select Row from format menu. Specify the value.
Then automatically the height of the Row increases.
Or
Select the row, then place the mouse pointer on the bottom boarders of the row then the mouse pointer
changes. Press left mouse button and drag the mouse downwards until the desired row height reaches.
Column Height
Select the Column, which you want to increase the width. Select Column from format menu. Specify
the value. Then automatically the width of the column increases.
Or
Select the column, then place the mouse pointer on the top boarders of the column then the mouse
pointer changes. Press left mouse button and drag the mouse downwards until the desired column
width reaches.
 3.10. Inserting Rows and Columns:
Select Insert menu form menu bar and select row option. Then automatically the row will be
inserted. Similarly select Insert menu from menu bar and select column option. Then automatically a
column will be inserted.

3.11. References:

About cell and range references

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

Relative reference

Relative cell references are references to cells relative to the position of the formula. When you create
a formula, references to cells or ranges are usually based on their position relative to the cell that
contains the formula. In the following example

cell c2 contains the formula =A2*b2; Microsoft Excel finds the value one cell above and one cell to the
left of c2. This is known as a relative reference. When you copy a formula that uses relative references,
Excel automatically adjusts the references in the pasted formula to refer to different cells relative to the
position of the formula. The formula in cell c2 =a2*b2, the formula has been copied to cell C3. Excel
has adjusted the formula in cell C3 to =A3*b3, which refers to the cell i.e., one cell above and to the
left of cell C3.

Absolute reference

Absolute references, which are cell references that always refer to cells in a specific location. If a dollar
sign precedes the letter and/or number, such as $A$1, the column and/or row reference is absolute.
Relative references automatically adjust when you copy them, but absolute references do not.
For example:
The total amount is calculated by the formula rat*qty + vat. The fixed vat price has to be applied to all
the transactions. Here we are applying absolute reference for the cell f2. i.e., $F$2.

Named reference

You can assign names to cells or ranges of cells. When you do that, you can use the names in your
formulas. For example, if you had a column named QTY and a column named Price, you could create
a formula like = QTY * Price.
3.3. Charts:

Excel has features for preparing charts for the selected data in a worksheet. A chart can be drawn in
the same worksheet in which data is available or can be drawn as a separate chart sheet. Chart sheets
have again tabs in the tab area, which operates as worksheets tabs. All charts in Excel are available
in chart wizard so that a chart can be prepared very easily by using this special chart wizard.
The Best Chart Types

There are a lot of different chart types out there, and it can be confusing to work out just which chart
type you need for a particular set of data. Some of the most common types of chart and their uses are
explained below. The definitions of the charts remain the same no matter what operating system you
use, or what spreadsheet program.

Pie Chart Type

Pie charts should only be used if you want to show proportions. This chart type emphasizes the
relationship between the whole and each part of that whole. A good example of this would be to
display data on what spreadsheet program is preferred by 100 of the top spreadsheet experts.
Column/Bar Chart Type

The bar chart is undoubtedly the king of all chart types. Its simplicity makes it so useful for a range of
data types. It is the best chart type to use if you need to compare values.

Scatter Chart Type

Scatter charts (also known as XY-Scatter charts) can be used when you need to display two related
sets of data on a chart, particularly if you want to make predictions based on the data.

Line Chart Type

Line charts should generally only be used where there is a period of time involved. These charts are
perfect for displaying trends. For example, if you want to chart the increase in use of open
Fundamentals of IT 3.25 UNIT-III

source spreadsheets during a 5-year period, the line chart would be an excellent choice for your chart
type.

The first step to making our chart is to select the range of data to be charted.

The Chart Wizard can be started by using the Chart Wizard button on the Standard command bar
(left) or from the Chart... button on the Insert menu. The data can be selected prior to running the
chart wizard, filled in while running the chart wizard, or added to the chart later. The Chart Wizard runs
through a series of steps that help you set up your chart.

Step 1 - Select a Chart Type

The Standard Types tab of Step 1 of the Chart Wizard shows a list of chart types on the left side, and
several chart sub-types on the right. The Custom Types tab has a number of built-in custom types of
charts, including several combination charts. You can add your favorite custom chart types to the User-
Defined list.
Acharya Nagarjuna University 3.26 Centre for Distance Education

Step 2 - Source Data

The Data Range tab gives you a preview of the chart style you selected in Step 1, indicating where the
chart's source data range is, and allowing you to plot by row or by column. The first dialog box below
shows a column chart, plotted by rows. The second shows an area chart plotted by columns.
Fundamentals of IT 3.27 UNIT-III

If you click in the Data range box, or click on the Range selection button , the dialog box shrinks to
the size of just the data range box, obscuring less of the worksheet, so you are able to adjust this
range with your mouse.

When the Source Data dialog box is activated, a “marching ants” border, shown in unanimated form
below, highlights the source data range.
Acharya Nagarjuna University 3.28 Centre for Distance Education

Clicking on the Series tab gives you the option to add or remove some of the data series in the selected
source data range. You can change the Name, Values (Y axis), and Category labels (X axis) of each
series, by editing the contents of the respective box, or by clicking on the Range selection button ,
then dragging with the mouse.

Step 3 - Chart Options

Fundamentals of IT 3.29 UNIT-III

This step allows you to provide a title for the chart and for the chart axes, to select which and what kind
of axes to put in your chart, and whether to show other options, such as gridlines, a legend, and data
labels.

Step 4 - Chart Location

Here you tell Excel where to place the chart. You can put the chart onto its own sheet with a name that
you enter in the box (where it says "Chart1") or you can embed the chart as a chart object in one of
the existing worksheets (or chart sheets), which you select from the drop down list.
Acharya Nagarjuna University 3.30 Centre for Distance Education

3.3. Summary:
In this lesson you learnt the basic features of Spread Sheet. Excel is used for performing accounting
problems. In this chapter we introduced the concept of inserting, modifying and deleting rows/columns.
We have learnt the procedure of changing the size of rows/columns and changing the data in a cell.
Excel is having different types of references like Relative, Absolute and Named references. The data
can be represented in many ways; using the different types of charts we can represent the data in
effective manner.

3.14. Technical Terms:

Active Cell: The active cell has a dark border around it to indicate your position in the worksheet.

Relative Reference: Relative cell references are references to cells relative to the position of the
formula.

Absolute Reference: Absolute references, which are cell references that always refer to cells in a
specific location.

Formula Bar: Use the formula bar to enter and edit worksheet data.

3.15. Model Questions:

1. Explain the features o MS-Excel 2.
Explain different references in MS-Excel 3.
Explain the Chart feature in MS-Excel.
4. What is Auto Fill ? Explain Custom Fill List feature MS-Excel.
Lesson –12

Microsoft Excel

3.0 Objectives:
This lesson introduces the basic features of Microsoft Excel, Pictures and Auto shapes,
Worksheet Formatting, Worksheet Printing, Worksheet as Database and Macro in Excel.

Structure
3.1. Pictures and Auto shapes
3.2. Worksheet Formatting
3.3. Functions
3.4. Worksheet as Data base
3.5 Worksheet Printing
3.6 Macro 3.7 Summary 3.8 Technical Terms 3.9. Model Questions 3.10.
References

3.1. Pictures and Auto shapes:

Pictures
Excel has a feature of inserting pre-defined pictures or clipart into the worksheets. All these features are
available under Insert Menu of the menu bar.

Inserting Clipart
Select the worksheet area in which you want to insert clipart. Select insert menu from the menu bar,
click picture, and clipart. Now we see lot of pictures in a dialog box. Select Clipart tab, category, select
an image and click insert. Then automatically the selected image will be displayed in the worksheet
and then figure will have small squares around the surface. These are called handles and are used to
increase or decrease the size of the image.

Inserting picture form file

We can also insert pictures form a file. For this select insert menu from the menu bar and click picture
from file. Then we see a dialog box in that select the required folder in which the file is available and the
name of the file and click on the Insert button. Then the pictures from the file will be inserted into the
worksheet.
Inserting Auto shapes
An auto shape can be inserted into a worksheet. For this select Insert menu from the menu bar and
click picture and in it Auto shape. Then different shapes will appear in the dialog box. From that select
 the required auto shape. Now place the mouse pointer in the sheet where you want to draw the auto
shape. The mouse pointer looks like a + sign. Then press the left mouse button and drag the mouse
diagonally or towards right so that the selected auto shape will appear in the worksheet. After reaching
the required auto shape then release the left mouse button. The size of the auto shape can be
increased or decreased and also you can rotate the auto shape by an angle using the auto shape tool
bar.

3.2. Worksheet Formatting:

Alignment of cells
Generally in Excel by default all the text will be aligned left and numbers to the right. But we can align
text or number in the desired fashion. Select Format menu from the menu bar, Cells, then activate the
Alignment Tab. There are two types of cell alignments they are Horizontal and Vertical alignments.

In the case of Horizontal alignment we have default option left (contents are aligned left), right (contents
are aligned right), center (contents are aligned center), fill (contents are duplicated so that they fill the
cells), justify (aligned left and right) options available.

In the case of vertical alignment we have Top (contents are aligned top), center (contents are aligned
center), bottom (contents are aligned bottom), justify (contents are aligned top and bottom) options are
available.

Excel allows Text Wrap option. When we type text, if the text overflows then adjacent cells will be used.
But in the text wrap option there will not be any overflow instead the cell width will be increased to
accommodate the text.

Number Formatting
Entering and formatting numbers
Numbers are referred as constant values or values. In addition to the numbers 0 to 9, you can enter the
following symbols. That are
+ -( ), . $ %

It treats commas and other dolor signs correctly, and it accepts numbers entered in scientific notation
(2.5E+2)

Different Number Formats

General
Number
Currency
Accounting
Date
Time
Percentage
Fraction
Scientific
Text
 Special
Custom

When we enter any number it will take the number in general format. We can change the type of cell after
entering the numbers in a cell.

For example If you activate a cell in the General format, then type a number with a dolor sign ($), the
cell’s format will change from general to currency format.

When a number is too big to be properly displayed in its cell, excel after displays a series of pound signs
(######) instead of the number. Some times excel switch to scientific notation to accommodate a large
number.

Entering Dates and Times

You can enter dates and times by typing item in most commonly accepted American formats.

11/7/97

11-Nov-97

Nov 7, 1997
The excel stores dates and times as serial numbers using January 1, 1900 at the stating date that in one
(1). The serial number 2 stand January 2, 1990. You can change the date format to number, and number
to date. If we enter 8/93, the system automatically displays accepts as Aug-93.

If we enter numbers starting with ‘ (single quote), the entered data will be treated as text.

Fonts for Cells

To change the, font size, font style, Bold, Italic and Underline, select the cells in which we want to
change the font. Select Format menu from the menu bar, Cells, then activate the Font Tab. Now apply
font style, size, bold, italic etc., and click OK. Now the selected cells will be formatted accordingly.

Auto Format
Excel has some pre-defined formatting schemes, and those can be utilized directly instead of formatting
worksheet.
Select the cells, which are to be auto formatted and then select Format from the menu bar and click
Auto Format. Then we get auto format dialog box on the screen. Here click the required format style,
and click O.K. Then the selected cells will be formatted according to the selected pre-defined auto
format.

3.3. Functions:
 The various MS-Excel functions are classified as:

1. Statistical function:

Function Purpose
SUM() It computes the sum of a particular defined range or range
names. Ex: sum(a1:a4)
Average() It computes the average of a particular defined range or range
numbers. Ex:- Average(a1:a4)
Count() It counts the number of non blank cells in a particular defined
range or range names. Ex:- count(a1:a4)
Max() It will display the maximum value from a particular defined range
or range names. Ex:- max(a1:a4)
Min() It will display the minimum value from a particular defined range
or range names. Ex:- min(a1:a4)
2. Mathematical function:
Function Purpose
ABS() It will calculate the absolute value of a number. Ex:- abs(-9) will
display as 9.
Int() It will round off the number down to its nearest integer.
Ex:int(19.34) will display as 19
Mod() It will calculate the remainder after integer division.
Ex:-mod(5,2) will display 1
Round() It will round off the number down to a specified number of decimal
places. Ex:- round(a1,2) will display 19.34 if cell a1
contains 19.345678
Sqrt() It will calculate the square root of a positive number.
Ex:sqrt(9) will display 3.
3. Trigonometric functions:

These functions are used for trigonometric calculations on a list of values. Some commonly
functions like SIN, COS, TAN, ACOS, ATAN, ACOSH, ATANH and DEGREES etc. Syntax:-
function (cell address/value)

4. Financial functions:

These functions are used to compute loans, depreciation, cash flow etc., Some commonly used
financial functions are RATE, FV, PMT etc.,
Rate(): It calculates the rate of interest per period. The syntax is RATE(nper, pmt, pv, fv, type,
guess). Here nper is the total payment period, pmt is payment made per period, pv is present
value of the total amount, fv is the future value, type is the number 0 or 1 depending upon
whether the payment is to be made at the end of the period or at the beginning respectively.
Guess is the guess value for the rate of interest.
 For example, amount of loan = Rs.50,000 to be paid in 24 monthly installments of 3,000 each.
Here nper = 24, pmt=-3,000, pv=50,000 fv=0.The default guess is 10%. Now RATE(24,-
3000,50000,0,0,10) will display 1% as rate of interest.
PMT(): The purpose of PMT() function is to compute the equal periodic payments required to
pay off a loan. The general syntax of PMT() function is PMT(rate, nper, pv, fv, type)
Here fv and type are optional. Suppose if you want to take a loan of Rs.2,00,000/-. The annual
interest rate is 14% and has to be paid in 15 years in equal monthly installments. Here rate is
14%/12, nper is 180 (15 * 12) and pv is 2,00,000. Here fv is zero by putting all these in the
formula
Pmt(14/12,180,200000).

3.4. Worksheets as Data Bases:

Excel is a spreadsheet application but can also be a used as a database. There are two limits for using
Excel as a database. The first one is that only one person at a time can enter data into the database.

The second limit is a matter of quantity of data. Each sheet in an Excel workbook comprises 65,000
rows and 256 columns. An Excel workbook can comprise up to 256 sheets. We are talking about
4,292,608,000 cells.

Excel needs to recognize your set of data as a database or you will not have access to any of the
database functionalities from the "Data" menu item (Sort, Filter, Form, Subtotal).

The DATABASE is a set of columns and rows in your spreadsheets without empty rows and empty
columns. Many cells can be empty but never an entire row or an entire column.

The database must have a single title row. Use "Text Wrap" in Format/Cells/Alignment to write more
than one line of text in one cell.

The DATABASE must be surrounded by empty rows and columns (row "1" and column "A" of the
worksheet are considered preceded by an empty row or column).
So anybody can develop a database in Excel. You don't need to develop complex forms to enter data,
you don't need to develop queries you just use SUMPRODUCT, INDEX/MATCH and SUBTOTAL
formulas to develop reports by yourself when you need them and that have the layout that you need.

Excel is the most user friendly analyzing and reporting application so they don't need to train a few
analysts on other reporting applications creating a bottleneck at the report development level. Adopting
Excel also allows all the analyst and decision makers to develop significant analysis and reports
improving the bottom line of the whole corporation.

Using Data Forms

A data form is used to allow easy manipulation of information in an Excel data list. While a list is small-
-for instance, when it fits on one screen--it is easier to enter or change information directly. When you
start getting a larger number of records, then you may find using a data form to be easier. A data form
is a dialog box that displays one complete record from your list at a time. Excel considers a record to
be a single row in your data list, so a data form basically extracts the information from a row, uses the
field labels from the first row of the list, and displays the information so you can understand it easier.
To utilize a data form, follow these two simple steps:

Creating Data Forms in Excel

When you have to input a data into a worksheet, using an Excel generated data form may make the job
easier. Your worksheet should contain column titles as in the example below:

Click in the first cell in the row directly below your titles, then select Data, Form. If you receive the
message below, click OK.

Your data form is created and ready for data entry.

Type your data, tabbing between fields and press Enter or click New after each record to add it to the
worksheet.
When you are done entering records, click Close.

Sorting Data:

1. Select the columns that you want to sort.

2. Click Data>Sort.
3. In the sort window choose the column or columns you want to sort by.
4. If you have a heading row make sure the Heading row option is selected.
5. Click OK.
6. The data will now be sorted.

Filter Data:

1. Click Data>Filter>AutoFilter.
 2. The first row of the spreadsheet becomes the filtering row.
3. To filter for specific data, click on the down arrow next to the head of the column you want to
filter by.
4. Then select the criteria you want to filter for.
5. You may filter by multiple columns at once by repeating steps 3-4 for each column you want to
filter by.

3.5. Worksheet Printing:

Page Breaks

To set page breaks within the worksheet, select the row you want to appear just below the page break
by clicking the row's label. Then choose Insert|Page Break from the menu bar. You may need to click
the double down arrow at the bottom of the menu list to view this option.

Page Setup

Select File|Page Setup from the menu bar to format the page, set margins, and add headers and
footers.

Page

Select the Orientation under the Page tab in the Page Setup window to make the page Landscape or
Portrait. The size of the worksheet on the page can also be formatting under Scaling. To force a
worksheet to print only one page wide so all the columns appear on the same page, select Fit to 1
page(s) wide.
 Margins

Change the top, bottom, left, and right margins under the Margins tab. Enter values in the header
and footer fields to indicate how far from the edge of the page this text should appear. Check the
boxes for centering horizontally or vertically on the page.
  Header/Footer

Add preset headers and footers to the page by clicking the drop-down menus under the
Header/Footer tab.

To modify a preset header or footer, or to make your own, click the Custom Header and Custom
Footer buttons. A new window will open allowing you to enter text in the left, center, or right on the
page.

Format Text - Click this button after highlighting the text to change the font, size, and style.
Page Number - Insert the page number of each page.
Total Number of Pages - Use this feature along with the page number to create strings such as "page
1 of 15".
Date - Add the current date.
Time - Add the current time.
File Name - Add the name of the workbook file.
Tab Name - Add the name of the worksheet's tab.

Sheet
 Check Gridlines if you want the gridlines dividing the cells to be printed on the page. If the
worksheet is several pages long and only the first page includes titles for the columns, select Rows
to repeat at top to choose a title row that will be printed at the top of each page.

Print Preview

Select File|Print Preview from the menu bar to view how the worksheet will print. Click the Next and
Previous buttons at the top of the window to display the pages and click the Zoom button to view the
pages closer. Make page layout modifications needed by clicking the Page Setup button. Click Close
to return to the worksheet or Print to continue printing.

Print

To print the worksheet, select File|Print from the menu bar.

  Print Range - Select either all pages or a range of pages to print.
 Print What - Select selection of cells highlighted on the worksheet, the active worksheet, or all
the worksheets in the entire workbook.
 Copies - Choose the number of copies that should be printed. Check the Collate box if the
pages should remain in order.

Click OK to print.

3.6. Macro:
Macros can speed up any common editing sequence you may execute in an Excel spreadsheet. In
Macro two options are there. They are Recording a Macro and Running a Macro.

Recording A Macro
In this example we will make a simple macro that will set all the margins on the page to one inch.

 Click Tools|Macro|Record New Macro from the menu bar.

  Name the macro in the Macro name field. The name cannot contain spaces and must not begin
with a number.
 If you would like to assign a shortcut key to the macro for easy use, enter the letter under
Shortcut key. Enter a lower case letter to make a CTRL+number shortcut and enter an upper
case letter to assign a CTRL+SHIFT+number shortcut key. If you select a shortcut key that Excel
already uses, your macro will overwrite that function.
 Select an option from the Store macro in drop-down menu.
 Enter a description of the macro in the Description field. This is for your reference only so you
remember what the macro does.
 Click OK when you are ready to start recording.
 Select options from the drop down menus and Excel will record the options you choose from the
dialog boxes, such as changing the margins on the Page Setup window. Select File|Page Setup
and change all the margins to 1". Press OK. Replace this step with whatever commands you
want your macro to execute. Select only options that modify the worksheet. Toggle actions such
as View|Toolbars that have no effect on the worksheet will not be recorded.

 Click the Stop button the recording toolbar. The macro is now saved.

Running A Macro

 To run a macro you have created, select Tools|Macro|Macros from the menu bar. From the
Macros window, highlight the Macro name in the list and click Run.
  If the macro is long and you want to stop it while it is running, press BREAK (hold CTRL and
press PAUSE).

3.7. Summary:
In this lesson we have learnt how to insert graphics in Excel. You have learnt the usage of
functions. Functions are differentiated into different types. We can use the functions with respect to our
application. It is the best way to see the output in print preview fashion before we are going for final
print. Worksheet can also be used as a Database. You have learnt the concept of using Data Forms.
By using the Data Form we can enter the data and treat it as a record. We can sort the data and can
filter the data with respect to our criteria.

3.8. Technical Terms:

Data Form: A data form is used to allow easy manipulation of information in an Excel data list.
Page Orientation: Page Orientation is used to set the page Landscape or Portrait.

3.9. Model Questions:

1. Explain the usage of functions of Excel?
2. Explain the procedure to use the Data Forms in Excel?
3. Explain the concept of formatting data in excel?
4. How you can use the worksheet as a Database? Explain.