Introduction to Computers MS-Office Notes

(Information Technology) Introduction, MS-Office & HTML

Prof. Arathi S. Purohit

Study Notes

1

Contents Introduction to Computers :.................................................................................................3 Data Representation & Numbering System.........................................................................8 Introduction to Data Communication & Networking.......................................................10 MS Word Templates:.........................................................................................................21

2

Introduction to Computers : It is a truly amazing machine. It is an electronic device used to process data. In 1940’s & 1950’s computers were of massive size used by big institutions, govt. offices, military & universities. Computer is derived from the word “Compute” which means to calculate. As they can store, process & retrieve data ,as and when required they are also known as Data Processor. eg. : ENIAC , UNIVAC etc.

Historical development of Computer : Around 3000 BC in China a computer called Abacus was developed which used beads to represent decimal & arithmetic operations of smaller volume can be performed with its help. Number of improvements were made till the “SteppedWheel” calculator was invented which multiplied & divided directly. In 1822, “Charles Babbage” of England proposed the “Differential Engine” which was refined to “Analytical Engine” in 1833, which became the first completely automatic general purpose digital computer. Punched card (Mark I) was invented in 1943 in Harvard University. The original computer weighed about five tons. In operation, it was fed instructions that were coded in the form of holes punched in a narrow paper tape or a punched paper card. ENIAC : Electronic Numerical Integrator & Calculator was designed in the year 1945 which contained 18000 vaccum-tubes, weighed 30 tons which occupied 1500 sq.ft. space & just 200 characters memory by J. Presper Eckert & John W. Mauchly at Pennsylvania in Philadelphia. EDVAC : Electronic Discrete Variable Automatic Computer was developed in the year 1951 by J. Presper Eckert, John W. Mauchly & Jon Von Neuman for storing data which used the Binary Number System. UNIVAC : Universal Automatic Computer was developed by Remington Rand in the year 1951.

3

Generations of Computers : 1> First Generation ( 1942 – 1955 ) :a) Physically large in size. b) Rigid in operations. c) Limited memory & computing capacity. d) Slow operating speed i.e. ( in milli – seconds ) e) Contained Vaccum Tubes. f) Restricted programming capabilities. g) Generated more heat. h) Very high maintenance problems. i) Very expensive.

2> Second Generation ( 1955 – 1964 ) :a) Considerable reduction in physical size. b) Comparatively more reliable. c) Comparably large memory. d) Greater operating speed i.e. ( in micro – seconds ) e) Contained transistors as basic component & consumed less power. f) Improved computing capacity. g) Generated less heat as compared to first generation.. h) Faster & better input – output devices.

3> Third Generation ( 1964 – 1975 ) :a) Greater miniaturization. b) Flexible in operation. c) Larger memory. d) High operating speed i.e. ( in nano – seconds ) e) Contained Integrated Circuits. f) Very reliable & Random Access possible. g) Time sharing & Multi Processing. h) Compatible with other softwares. i) High level languages like FORTRAN & COBOL came into existence. 4> Fourth Generation ( 1975 onwards ) :The advancement in the electronics could pack thousands of components into very small assemblies known as LSI ( Large Scale Integration ) & it led to the fourth generation of computers. Micro – processor was developed where an entire CPU was accommodated on a single chip. Intel 4004 was the first microprocessor which was further updated to Intel 8080 & this led to usage of Personal Computers.

4

5> Fifth Generation ( Future computers ) :Here computer systems have been thought of using Artificial Intelligence & Parallel Processing Hardware. Knowledge based expert systems would be the main feature.

Types of Computers : 1) Analog Computers :- These computers perform the complex processing by

directly measuring the continuous physical quantities. eg :- Slide Rule, a hand operated computer was developed in 1620-1630 for basic arithmetic calculations. Differential Analyzer used in gun directors & bomb sights is also an analog computer developed in 1876. Antikythera Mechanism was developed in the year 1901 in Greece for all Mathematical Operations.

2) Digital Computers :- They represent the numerical quantities by discrete electrical states ON & OFF i.e. 1 & 0. They can be referred to as Electronic Data Processing Machines.

3) Hybrid Computers :- Computers with the features of Analog & Digital computers are known as Hybrid Computers. They have the measuring capabilities of the analog computer & the logical, arithmetic & control capabilities of the digital computer. eg :- HRS – 100 (Hybridni Racunarski Sistem) developed in 1971 by Mihaljo Pupin Institute Belgrade – Serbia. It was used by Academic of Sciences in USSR.

Computers are classified in categories / shapes : 1) Micro Computers (PC) 3) Mainframe Computers

Micro Computer

2) Mini Computers 4) Super Computers

Desktop Portable Laptop / Notebook

5

Palmtop / Handheld / PDA

Parts of Information System : 1) Hardware also simply known as computer. Any physical existence which can be seen & touched.

2) Software set of instructions or programs which tells the computer how to process the data.

3) Data raw material or facts about anything which is used as input to get useful information / result.

4) People the end-users who play a crucial role. Without people the computer is of no use.

Hardware

Processor

Memory

Input / Output

Storage

The procedure that transforms raw data into useful information is called processing. Processor is like the brain of the computer. The board to which the processor is connected is called as Motherboard or Mainboard. The term Central Processing Unit ( CPU ) refers to the computers processing hardware.

Control Unit Input Devices

Output Devices Memory

ALU

Control Unit controls the flow of instructions & data within the components. Arithmetic Logic Unit (ALU ) is responsible for performing all the computations like Arithmetic, Logical or Relational. Memory is computers electronic scratchpad. Programs are loaded into and run from memory. The most common type of memory is RAM ( Random Access Memory ). The smallest measurement unit of data is 1 bit & that of memory is 1 byte.

6

1 byte

: 8 bits

1 kilo byte

: 1024 bytes

1 mega byte

: 1024 kilo bytes

1 giga byte

: 1024 mega bytes

1 tera byte

: 1024 giga bytes

1. ROM ( Read Only Memory ) is non – volatile in nature. The permanent programs like compilers, character shapes etc. are stores in the ROM. So programs once written cannot be erased. 2. PROM ( Programmable Read Only Memory ) is also non – volatile in nature, but the contents of PROM are decided by the user. Programs once written cannot be erased or changed. 3. EPROM ( Erasable Programmable Read Only Memory ) is volatile nature. Data can be erased or changed by exposing it to Ultraviolet rays of very high intensity, so that it may be ready to accept new contents. 4. RAM ( Random Access Memory ) is volatile in nature. Information can be read from & written to RAM at any instance , but it loses the data when there is no electric supply. Input & output devices are those devices which are used to accept data & instruction from the user & return the processed data back to the user. eg :Input Devices

Output Devices

Keyboard, Mouse, Scanner, Joysticks, Trackballs, Digital Camera, Microphones, Bar code readers, Electronic Pen,

Monitor, Printer, Speaker.

Touch screen & Modem has the functionality of both Input & Output. Storage device is to hold data. They come in two types : 1) Primary / Volatile / Temporary : RAM 2) Secondary / Non – Volatile / Permanent : Harddisk, Floppy, CD, DVD, Tape Drives, Removable Harddisks. Software brings machine to life. It is a set of instructions which tells the computer how to process the data. Software are of two types.

7

Software

System Software

•

Application Software

Tells the computer how to use its components. It is an interface between the user & the PC. Eg : Operating System.

Tells the computer how to accomplish specific tasks for the user. Eg. MS-Office etc.

System Software Operating System

Single User

Multi User

Every machine having its own operating system operated by single user.

One operating system shared by many users on different clients.

Difference between DOS & WINDOWS DOS

• •

It is a command line operating system. Single tasking operating sytem.

WINDOWS •

•

It is a Graphical User Interface ( GUI ). Multi – tasking operating system.

Data Representation & Numbering System Computer recognizes only two distinct physical states produced by electricity, magnetic polarity or reflected lights. All they can understand is the on & off i.e. ( 1 & 0 ) state which are reflected by switches called as transistors.

8

1) Binary Numbering System uses the base as “2” . Base is also termed as “RADIX”. 2) Decimal Numbering System uses the base as “10”.

Binary to Decimal Conversion 101

= 1x22 + 0x21 + 1x20 = =

101.011 = 1x22 + 0x21 + 1x20 + 0x2-1 + 1x2-2 + 1x2-3 = 4 + 0 + 1 + 0 + 0.25 + 0.125 = 5.375 ( 101 .011 )2 = ( 5.375 )10

4+0+1 5 ( 101 )2 = ( 5 )10

Decimal to Binary Conversion 2 2 2 2

13 6 3 1 1

1 0 1 1

0.125 x 2 = 0.250 0.250 x 2 = 0.500 0.500 x 2 = 1.000

( 13.125 )10 = ( 1101.001 )2

Ones Complement It can be obtained by flipping each digit. i.e. 1 to 0 & 0 to 1 e.g. 11010 = 00101

Twos Complement It can be obtained by adding 1 to its ones complement. e.g. Number : 11010 Ones Compliment : 00101 + 1 -------Twos Compliment 00110 --------

9

Introduction to Data Communication & Networking Electronic transfer of information between computers is called as Data Communication. Computers communicate in two ways : 1) Through Modems 2) Through Networks Network is a way to connect computers together so that they can communicate, exchange information & share resources. Analog Communication Analog computers perform the complex processing by directly measuring the continuous physical systems. e.g. Telephone, Slide Rule used to measure length. Digital Communication Digital computers represent the numerical quantities by the discrete electric states ( ON | OFF ) which can be manipulated logically & arithmetically.

Features of Networking 1) Allows simultaneous access to critical programs & data. 2) Allows people to share peripheral devices. 3) Streamlining personal communication with email. 4) Making the backup process easy. Types of Networks 1) Local Area Network – ( LAN ) :A network of computers located relatively near each other & connected by cable is known Local Area Network. It permits all the computers connected to it to share hardware, software & data as if to be directly connected to the users computer. E.g Computers connected to each other within any organization or institute,

Server

10

2) Wide Area Network - (WAN):When two or more networks are connected together generally across a wide geographical area using high-speed or dedicated telephone lines. WAN means network of networks. E.g. Internet.

Server 1

Gateway

Gateway

Server 2

Gateway is a computer that connects to networks & translate the information.

Protocols:A protocol is a set of rules which dictates the format of a conversation between communicating stations. e.g. TCP / IP , FTP , HTTP 1) TCP / IP – Tranmission Control Protocol / Internet Protocol:On a network, data is sent in small groups called packets. A packet is a group of bits that includes header, payload & control elements that are transmitted together.

A

To : B From : A Content : Text Packet # : 1

To : B From : A Content : Text Packet # : 2

To : B From : A Content : Text Packet # : 3

Hello

How Are

You ?

11

B

12

2) FTP – File Transfer Protocol:FTP is required at the time of actual storing of files to & from the server. It can be also termed as uploading & downloading. 3) HTTP – HyperText Transfer Protocol:HTTP is required to transfer the dynamic data from one page to another. Dynamic includes text, images, animations and dynamic text through forms like ( email registration ). Internet & Intranet: Internet means interconnection of networks. It is the product of a military undertaking. The Pentagon’s Advance Research Project Agency ( ARPA ) funded its creation in 1969 as ARPANET. A LAN network or a software developed for internal messaging between employees within an organization is called Intranet. World Wide Web ( WWW ) Designed by Tim Berners – Lee. WWW exploits two technologies like Multimedia & Hypertext, together which is known as Hypermedia. Multimedia refers to combination of text, colour, graphics, sound, video in presentation of data. Hypertext means presentation of text in different format with embedded links or extra effects. The language used to create hypertext is called Hypertext Markup Language ( HTML ). Uses of Internet 1) 2) 3) 4) 5) 6) 7)

Email Chatting Online Shopping Online Reservation E-Learning Online Exams Online Banking etc.

Introduction to Embedded Software:Frequently embedded systems are real-time in nature. A real-time system is any information processing system which has to respond to externally generated input stimuli within a finite and specified period the correctness depends not only on the logical result but also the time it was delivered, failure to respond is as bad as the wrong response. The computer is a component in a larger engineering system in other words an EMBEDDED COMPUTER SYSTEM. To the max all processors are for the embedded systems market

13

Examples of Embedded Systems • Vehicle systems for automobiles, subways, aircraft, railways • Process Control for power & chemical plants • Medical facilities for automatic patient care, air traffic control & remote bank accounting • Military uses - tracking, command & control • Telephone, radio & satellite communications • Household systems for monitoring & controlling appliances

Emerging Communication Technology With corporate communications dramatically shifting to online media the past couple of years, new technology applications have emerged in its wake to better accommodate this change. Some examples include RSS feeds, avatars, “Technorati tags,” “tag clouds,” “quotables,” “iFrames” and podcasts, just to name a few.

14

MS Word Introduction: Microsoft Word is an essential tool for the creation of documents. Its ease of use has made Word one of the most widely used word processing applications currently on the market. Therefore, it's important to become familiar with the various facets of this software, since it allows for compatibility across multiple computers as well as collaborative features. Word is a fairly simple program to use for completing simple tasks.

Opening Microsoft Word: To run Word on your computer: “Start” >> “Programs” >> “Microsoft Office” >> “Microsoft Office Word 2003.” If there is an icon of Microsoft Word available on your desktop (shaped like a square with a "W" in the middle), you can open up the program by double-clicking it, as well.

Making a New Blank Document: When Word is opened, a new blank document should automatically open. If not, then you can begin a new blank document in a variety of ways. First, find the "New Blank Document" icon, which looks like a blank sheet of paper, located underneath the menu bar in Word in what is called the "standard toolbar." Click on the icon to bring up a new blank document. Also, you can go to the menu bar and select File >> New… (shortcut: Ctrl+N). To begin typing, just click the cursor anywhere within the new blank document

15

Opening a Document: To open to view, edit, or print a document, you must first open up that file in Word. You can open a file by clicking on the "Open" folder icon (with a picture of a folder) located in the standard toolbar. Or, you can use the menu bar and navigate to File >> Open… (shortcut: Ctrl+O).

Saving a Document: When you are working with any sort of media in any software, you should be sure to save your work often. In Word, there are numerous options for saving documents in a variety of file types. To save a new, unsaved document, you can click on the Save icon, shaped like a disk located on the standard toolbar. Or, you can go to the menu bar and select File >> Save… (shortcut: Ctrl+S). A dialogue box should appear, offering you a number of options. To save the document in the desired location on your computer, locate and select the folder on your computer. Give your document a name in the file name text box. While you can give your document long names, make sure you save it with a name you can remember. Please note that it's good practice not to use spaces or special characters in file names. For example, a long file name may look like this: sample_paper1.doc

To save a completely new document using previously existing (and opened) text, you use the Save As option. Open the document that you wish to save as an entirely new file, go to the menu bar, and click on File >> Save as. In the file name text box, give your document a new name. Using this option allows you to save multiple versions (with different file names) of a document

based on one original file.

16

Formatting Text/Paragraphs Using Toolbars: In a word processing program such as Word, there are numerous options available for presenting your text. This part of the tutorial will guide you through several of the important features in Word that will allow you to edit, modify, and display text (and non-text) components.

The Standard Toolbar: Word allows all toolbars to be customized, so you may not find all options listed here. There are several buttons that may or may not appear immediately in your version of Word. Use the following graphic as a guide to the Standard Toolbar.

1. New Blank Document: 2. 3.

4.

5.

6.

7. 8. 9.

To begin a new document, click on the New Blank Document icon, shaped like a blank sheet of paper. Open: Clicking on this icon opens up a previously saved document on your computer. Save: Clicking on the Save icon saves the document you are currently working on. If you are saving a document for the first time, you can click on this button. However, if you want to save a new file from a preexisting document, then you must go to the menu bar and select “File” >> “Save As” and give the file a new name. When working on any document, you should be sure to save frequently, so that you don't lose any work. Permission: Microsoft has enabled Information Rights Management (IRM) within the new version of Word, which can help protect sensitive documents from being copied or forwarded. Click this for more information and options. Print: Clicking on the Print icon automatically prints the document currently active in Word. If you wish to explore more print options, then go to the menu bar and select “File” >> “Print.” Print Preview: To get an idea of the appearance of your document in print before you actually print it out, you can click on this icon to view your document from a zoom-out distance. Spelling and Grammar: Clicking begins a review of your document in search of spelling and grammatical errors that may need to be corrected. Copy: Copy the current selection to the clipboard, which can then be pasted elsewhere in the document, or into a completely separate program/document. Paste: Clicking on the Paste button inserts the text that has been most recently added to the Clipboard (the text would have been added there by Cutting or Copying). With Paste, you can either insert the copied text into a document or replace selected text.

17

10. Undo Typing: 11.

12.

The Undo Typing button goes back and removes the last addition or change made to your document. Insert Hyperlink: You may find that you want to make links to a particular web site, web page, or some other kind of online file in your Word document. Using the Insert Hyperlink button, you can turn selected text into hyperlinks. When the icon is clicked, a window will appear that will allow you to insert the URL (web address) of the web page you want to link to. You can type in the URL yourself or insert a preexisting bookmark. Once the link is inserted, the link in your Word document can be clicked and the web page will open up in a web browser. Insert Table: When this icon is clicked, a small window will appear in the form of a grid of squares. Use this window as a guide to indicate how many rows and columns you would like your table to contain. Once selected, a table will automatically appear in Word. Clicking the Tables and Borders button will allow you to modify the table. To modify an aspect of the table, select, or place the cursor in, the area and apply changes such as borders and colors.

The Formatting Toolbar: Word allows all toolbars to be customized, so you may not find all options listed here. There are several buttons that may or may not appear immediately in your version of Word. Use the following graphic as a guide to the Formatting Toolbar.

1. Style:

2.

3.

4. 5. 6. 7.

Styles in Word are used to quickly format portions of text. For example, you could use the “Normal" or "Default Paragraph Font" for the body text in a document. There are also three preset styles made for headings. Font: Font is a simple but important factor in Word documents. The choice of font (the style of the text itself) can influence the way others view documents, either on the screen or in print. For example, Arial font looks better on screen, while Times New Roman is clearer in print. To apply a font to text, select desired text with your cursor, and choose a font from the font drop down menu. Font Size: You may encounter times in which you need to display some text larger or smaller than other text. Selecting desired text with the cursor and choosing a font size from the drop down menu changes the size of text. Bold: Places the text in bold. Italic: Places the text in italics. Underline: Underlines the text. Align Left: Aligns the selection to the left of the screen/paper.

18

8. Center: Aligns the selection to the center of the screen/paper.

9. Align Right: 10. 11. 12. 13. 14. 15. 16. 17. 18.

Aligns the selection to the right of the screen/paper. Justify: Aligns the selection to both the left and right of the screen/paper. Line Spacing: Adjust the line spacing (single-spaced, double-spaced, etc.) Numbering: Create a numbered list. Bullets: Create an unordered, bulleted list. Decrease Indent: Decreases the indentation of the current selection (to the left). Increase Indent: Increases the indentation of the current selection (to the right). Outside Border: Places a border around the current selection; click the drop-down for a wide selection of bordering options. Highlight: Highlight the current selection; default color is yellow. Font Color: Change the font color; the default/automatic color is black.

More Formatting:

Besides the toolbars, Word provides a great deal of ways to customize and format your text and documents.

Paragraph Spacing: To access the Paragraph formatting options, navigate to the menu bar, and select “Format” >> “Paragraph,” or right-click within a paragraph. A window will appear with options for modifying spacing and indenting. Here, you can choose to make the text in your document single or double spaced, as well as edit the margins for the document.

19

Headers/Footers: Headers and footers are important aspects of a Word document if you wish to include information such as page numbers and headings on every page. To access the header and footer options, go to the menu bar and select “View” >> “Header and Footer." A dotted-line box called "Header" will automatically appear, as well as a sub-menu for formatting header and footer properties. The cursor will already be placed in the Header box. If you scroll down on your current page opened in Word, you will see a dotted-line box called "Footer." To add text in the Header or the Footer, simply click the cursor inside either one of the boxes, and type the text you want.

To add page numbers to your document, click your cursor inside of the footer box. Then, click on the icon shaped like a sheet of paper with a "#" inside. The page number will then be inserted and applied to all of the pages in your document.

20

Inserting an Image: In Word, it's possible to add clipart or other images to a document. Click the cursor in your document where you wish to place an image. Then go to the menu bar and select “Insert” >> “Picture.”

MS Word Templates: Introduction: Making specific kinds of documents using Microsoft Word can be made a lot easier by using templates. Templates take you step-by-step through the creation process of making a specific kind of document using pre-made layouts. This guide will introduce you to this helpful feature and some of the more useful templates available in Word.

Starting a New Document: The only way you can start a new document from a template is by going to the menu bar, and clicking on “File” >> “New.” The “New Document” panel will appear on the right side of the Word window. Underneath the section named “Templates,” click “On my computer…” The “Templates” window will appear, and ask for your selection. There are a wide variety of templates to choose from, especially in the “Letters and Faxes” tab. Use the tabs to cycle through the different categories of templates available to you.

21

Some of the more common templates have previews available. If you would like to see a preview of the layout of the template, click on one of the template names/icons under the tab menus, and look for the preview image on the right side of the window under the "Preview" section. When you find a template you like, select the template, and then click on the "OK" button.

MS Word Tables: Creating a Table: There are different methods you can use to insert a table into your Word document. If you are less experienced with tables, then you might want to consider using the "Insert Table" option. Otherwise, you can use "Draw Table," which lets you make a table by scratch by drawing it freehand using the Draw Table tool.

Insert Table: In your document, place your cursor where you wish to insert a table. Then, go to the menu bar and select Table >> Insert >> Table. After you make this selection, the "Insert Table" window will pop up.

Draw Table: If you'd like to draw your own table for scratch, go to the menu bar and select Table >> Draw Table. Once this option is selected, the "Tables and Borders" toolbar will pop up (we will cover this toolbar more indepth in a little bit).

Using the "Draw Table" tool, click and drag to form the outside border of the table, determining its width. You can draw rows and columns by using the "Draw Table" tool to draw vertical lines to create columns, and horizontal lines to form rows. Continue to draw your table as you see fit.

22

Now that you have the initial table inserted into your Word document (either by using the "Insert Table" or "Draw Table" method), you can begin to modify your table as needed.

The Tables and Borders Toolbar: To open the toolbar, go to the “File” menu and select “Toolbars” >> “Tables and Borders.”

1. Draw Table: Lets you create a table by drawing it freehand (see above section).

2. Eraser: You can remove parts of your table by using the eraser to click and 3. 4. 5. 6.

7. 8. 9.

drag on lines, rows and columns. Line Style: Click on the small triangle to show the drop down menu. From here, you can choose a line style for your borders, such as solid, dotted, dashed, and more. Line Weight: Click on the small triangle to show the drop down menu. Using this, you can choose a line thickness for your table line borders. The bigger the line weight, the thicker the line. Border Color: By clicking on this button, you can access the color template that will allow you to apply a color to your line borders. Borders: To apply a certain border style to the borders of specific cells, or to remove the borders from specific cells completely, use your mouse to select the desired cells. Then, use the Borders menu to apply or remove borders from those selected cells. You can identify the cells that have borders by the border type icons that are a light shade of gray in the Borders menu. Shading Color: You can apply a background color to cells, rows, and columns by accessing the color palette that appears when you click on the small triangle next to the paint bucket. Insert Table: Clicking on this icon brings up the "Insert Table" window which allows you to input specific information about the look and design of your table (see above section on "Insert Table"). Merge Cells: Merging cells is the act of selecting more than one separate cell and merging them so that they become one. First, select the cells that you want to merge with your mouse (by clicking and holding within one cell and dragging the mouse across the cells you want to select), and then click on the "Merge Cells" icon. Word will automatically merge the two cells together.

10. Split Cells: Splitting a cell is the act of selecting a specific cell, and dividing it into one or more rows or columns. Select the cell that you want to split, and then click on the "Split Cells" icon. Once you do this, the "Split Cells" window will appear. From here, you can

23

decide how many rows or columns you wish to create from the one cell.

11. Align: Choosing an alignment from the drop-down menu allows you to format

12. 13. 14.

the text or content within a cell. From here, you can make your text right, left, and centered aligned. There are also other alignments to choose from, such as different horizontal and vertical alignments. Distribute Rows Evenly: Makes the heights between rows equally spaced. Select the desired rows that you wish to format, and then click on the "Distribute Rows Evenly" icon. Distribute Columns Evenly: Makes the widths between columns equally spaced. Table AutoFormat: Clicking on this icon brings up the Table AutoFormat window. There are a number of pre-made design table templates you can use to apply to your table. You can customize colors, fonts, borders, and other table features.

15. Change Text Direction: This allows you to modify the orientation of text 16. 17. 18.

within a cell. The default setting is horizontal, but by clicking on this icon, you can change the orientation of the text to display vertically. Sort Ascending: Sort a selection of text in cells in ascending order. Sort Descending: Sort a selection of text in cells in descending order. AutoSum: Automatically calculates formulas within cells.

24

Cross – Reference : It is a feature to have interlinks within a document.To insert a cross-reference field, follow these steps: 1.

Click at the spot where you want the cross-reference to go. 2. Choose Insert, Reference, Cross-reference to display the Cross-reference

dialog box. The Cross-reference dialog box allows you to specify the type of item you want to reference and the information you want to appear in your document.

Display the Reference Type drop-down list and select the type of item you want the cross-reference to point to. If you want to refer to a heading in your document, for example, choose Heading. The Insert Reference To and For Which [Reference Type] lists in the dialog box change dynamically to present the options available for the reference type you choose. Note : To insert cross-references to figures, tables, and equations, you need to use Word's caption feature. For more information, search Word's help system for the word caption. In the Insert Reference To list, select the type of information that you want to appear in the text. Using the preceding example, if you chose Heading as the reference type, you would select Heading Text in this list to insert the heading name as a field, or you would select Page Number to insert the page number on which the heading appears as a field.

25

In the For Which [Reference Type] list, select the specific item that you want to reference. Note : Mark the Include Above/Below check box if you want to insert the word above or below at the end of the field, depending on whether the target of the cross-reference is above or below the reference itself in the document. Click the Insert button to insert the field in your document. If you have more cross-reference fields you'd like to insert now, click outside of the dialog box to activate your document, click at the next location where you want to insert a cross-reference field, click the title bar of the Cross-reference dialog box to activate it again, and then repeat steps. When you're done, click the Cancel button.

Index & Tables / Table of Contents : The easiest way to create a table of contents is to use the built-in outline level a Paragraph formatting you can use to assign a hierarchical level (Level 1 through Level 9) to paragraphs in your document. If you are already using outline-level formats or built-in heading styles, follow these steps: 1.

Click where you want to insert the table of contents.

2.

On the Insert menu, point to Reference, and click Index and Tables.

3.

Click the Table of Contents tab.

4.

To use one of the available designs, click a design in the Formats box.

5.

Select any other table of contents options you want.

If you aren't currently using outline levels or built-in styles, do one of the following: Create a table of contents from outline view •

On the View menu, point to Toolbars, and click Outlining.

•

Select the first heading that you want to appear in the table of contents.

•

On the Outlining toolbar, select the outline level that you want to associate with the selected paragraph.

•

Repeat steps 2 and 3 for each heading that you want to include in the table of contents.

1.

Click where you want to insert the table of contents.

2.

On the Insert menu, point to Reference, and click Index and Tables.

3.

Click the Table of Contents tab.

4.

To use one of the available designs, click a design in the Formats box.

5.

Select any other table of contents options you want.

26

Create a table of contents from custom styles If you've already applied custom styles to your headings, you can specify the style settings you want Microsoft Word to use when it builds the table of contents. 1.

Click where you want to insert the table of contents.

2.

On the Insert menu, point to References, and click Index and Tables.

3.

Click the Table of Contents tab.

4.

Click Options.

5. Under Available styles, find a style you've applied to headings in your document. 6. Under TOC level, to the right of the style name, enter a number from 1 to 9 to indicate the level you want that heading style to represent. Note If you want to use only custom styles, remove the TOC level numbers for the built-in styles, such as Heading 1. 7. Repeat steps 5 and 6 for each heading style you want to include in the table of contents. 8.

Click OK.

9.

To use one of the available designs, click a design in the Formats box.

10.

Select any other table of contents options you want.

Macros Macros are nothing but shortcuts to any operation in MS Office application. They can be of two types : 1. Keyboard Macro 2. Toolbar Macro Keyboard Macro : It works similar to any shortcut function used via keyboard. Steps to create a new Keyboard Macro

1. Open a document choose Tools, Macro, Record New Macro. 2. Select the keyboard option. 3. Now you will see the customize keyboard dialog box.

27

4. In this dialog box type a new undefined shortcut eg. Ctrl + 7. 5. In the save changes in box select your file name. 6. After selecting the file name click Assign and close. 7. Start typing the data which will be required again & again into your document. 8. When you have finished click on stop recording. 9. Now you are ready with a newly generated shortcut key i.e. a macro. 10. When you press the new shortcut, you will see that the recorded text gets printed into the document. Toolbar Macro : It works similar to any shortcut function on std./ formatting toolbar. Steps to create a new Keyboard Macro 1. 2. 3. 4. 5.

Open a document choose Tools, Macro, Record New Macro. Select the Toolbar option. Now you will see the customize dialog box. Here go to Toolbar section and create a new toolbar by clicking New.. button. Specify the name for you toolbar macro and also select your documents name for applying. 6. Click OK >> Commands. 7. Drag the available command on your newly created toolbar & Click close. 8. Start typing the data which will be required again & again into your document. 9. When you have finished click on stop recording. 10. Now you are ready with a newly generated shortcut toolbar button i.e. a macro. 11. When you click the new shortcut, you will see that the recorded text gets printed into the document.

Mail merge Creating the main document On the menu bar, click on Tools >> Letters & Mailings >> Mail Merge... A task pane will appear on the right of the word document. Under Select document type, choose one of the following types of documents: • • • • •

Letters E-mail messages Envelopes Labels Directory

Click on Next: Starting document at the bottom of the task pane

28

Selecting the starting document The two most common types of document are letters and labels. Letters: Under Select starting document, select one of the three options: Use the current document will allow you to start from the current document shown on the screen. Start from a template will allow you to start from a ready-to-use form that can be modified. Click Start from a template. Click Select template... On the Mail Merge tab in the Select Template dialog box, select the template you want, and then click OK. Start from existing document will allow you to work on an existing mail merge document. Click Start from the existing document. In the Start from existing box, select the document you want, and then click Open... If you do not see the document, click More files..., and then click Open... In the Open dialog box, locate the document you want, and then click Open. Click on Next: Select recipients at the bottom of the task pane Labels: Change document layout: 1. Click on Label options..., the following dialog box will appear.

29

2. You may choose a specific type of label by Label products and Product number. 3. You can adjust the height and width of the label by clicking on Details... Start from Existing: Choose this option if you have saved an existing label document in Word format. Click on Next: Select recipients on the bottom of the task pane Selecting recipients The process of selecting recipients is identical for creating Letters and Labels. Under Select recipients, select one of the three options: Use an existing list will allow you to use files and addresses from a file or database. To find an already existing file, select Browse... and navigate your way to the file. If your data source is an Excel worksheet that has data on multiple tabs, select the tab containing the data you want. Click OK. All the entries in the data source will now appear in the Mail Merge Recipients window, where you can edit the list of recipients. Click OK when finished. To change the files click on Select a different list... To edit the list click on Edit recipient list... (data source) Create a simple new address list will allow you to create a new contact list. 1. Under Select recipients, click Type a new list. 2. Click Create..., the following window will appear.

30

3. In the New Address List window, type the data you want to include under Enter Address information; for example, title, names, and address information. You do not have to fill in every field. If you want to edit the field names, click on Customize... button, and the Customize Address List window will appear. Add, delete or rename any field name as you want.

4. To make another entry, click New Entry. 5. Repeat steps 3 and 4 until you've added all the entries you want, and then click Close. 6. In the Save Address List window, type a name for the data list in the File name field, and select a folder to save the list in. By default, the address list is saved in the My Data Sources folder. It is best to keep the file there since Microsoft Word by default looks for data in that folder, so you won't have to navigate through files and folders to locate it. 7. Click Save.

31

8. The contacts in the new list will appear in the Mail Merge Recipients window where you can edit the list. In the Mail Merge Recipients window, select the recipients you want by checking the boxes next to the recipients. To sort the list, click the column heading of the item you want to sort by. To filter items in the list click the arrow next to the column heading of the item you want to filter by and select any of the following: • •

Blanks display all the records in which the corresponding field is blank. Nonblanks display all the records in which the corresponding field contains information. If your data source contains records that share the same information, and there are ten or fewer unique values in the column, you can filter by specific information.

If the arrow next to any column heading is blue, that category is screening out names. To display all the recipients again, click and blue arrows and select All. To check all names in your recipients list, click Select All. To uncheck all names, click Clear All. Click OK to return to the Mail Merge Wizard. If you are creating a form letter, click on Next:Write your letter. If you are creating a label, click on Next: Arrange your labels. Formatting letter and label If you are creating a form letter, type the text that you want to appear in every form letter. Insert merge fields where you want to merge names, addresses, and other

32

data from the data source (i.e. recipient list) by clicking anywhere you want in the main document to insert the field. Then click on More Items and insert individual field. You may also use Address block and Greeting line. More details will be found below. If you are creating a label, you may use Address block or More Items to edit the label. If you want every label to appear in the same format, click Updating all labels under Replicate Labels.

Address block

1. Click Address block... 2. In the Insert Address Block window, select the address elements you want to include and the formats you want, and then click OK. 3. If the Match Fields dialog box appears, Microsoft Word may have been unable to find some of the information it needs for the address block. Click the arrow next to not matched, and then select the field from your data source that corresponds to the field required for the mail merge. Greeting line

1. Click Greeting line... 2. Select the greeting line format (salutation, name format, and following punctuation.) 3. Select the text you want to appear in cases where Microsoft Word can't interpret the recipient's name. 4. Click OK. 5. If the Match Fields window appears, Word may have been unable to find some of the information it needs for the greeting line. Click the arrow next to not matched, and then select the field from your data source that corresponds to the field required for the mail merge. More Items 1. Click More items... 2. Select one of the following: (a) Address Fields will allow you to select from address fields that will automatically map to corresponding fields in your data source, even if the data source's fields don't have the same name as your fields. (b) Database Fields will allow you to select from fields that always take data directly from a column in a database. 3. In the Fields window, click the field you want. 4. Click Insert, and then click Close. 5. If the Match Fields window appears, Microsoft Word may have been unable to find some of the information it needs to insert the field. Click

33

the arrow next to not matched, and then select the field from your data source that corresponds to the field required for the mail merge. If you are creating a form letter, click Next: Preview your letters. If you are creating a label, click Next: Preview your labels. Preview letters and Labels • • •

To preview the items in order, click the arrows under the Preview your letters/labels heading. To locate a specific item, click Find a recipient..., and then enter the criteria in the Find field. To change the list of recipients, click Edit recipient list..., and make your changes in the Mail Merge Recipients window.

Click on Next: Complete the Merge at the bottom of the task pane Complete the merge Edit Individual letters/labels • • • • • •

Click Edit individual letters/labels... In the Merge to New Document window, select the records you want to merge. Click OK. Microsoft Word will create new merged document. To personalize individual documents, scroll to the information you want to edit, and make your changes. Print or save the document just as you would any regular document.

Print the letters/labels • •

If you personalized the items and the merged document is active on the File menu, click Print. If you want to print directly from the mail merge task pane, click Print... under the Merge heading. In the Merge to Printer window, select the options you want, and print.

Save the merged letters/labels Under most circumstances, you do not need to save the merged document. It is simpler and more useful to save the main document and merge it again if you need another copy. Below are examples of times when you might wish to save the merged document: • •

You wish to keep an archived copy of mailings, including to whom they were sent. You have personalized individual letters or labels within the merge, and want to save those changes.

34

If you do wish to save the merged document, collect the merged files into a single document by clicking Edit individual letters/labels. In the Merge to New Document window, select one of the following: • • •

To merge all the documents, click All. To merge only the document that you see in the document window, click Current record. To merge a range of documents, click From, and then type the record numbers in the From and To boxes.

Click OK. Microsoft Word will open one new document that contains all the individual letters. Save the document just as you would any regular document

Microsoft Word 2003 Shortcut Keys Command Name All Caps Annotation App Maximize App Restore Apply Heading1 Apply Heading2 Apply Heading3 Apply List Bullet Auto Format Auto Text Bold Bookmark Browse Next Browse Previous Browse Sel Cancel Center Para Change Case Char Left Char Left Extend Char Right Char Right Extend Clear Close or Exit Close Pane Column Break Column Select Copy Copy Format

Shortcut Keys CTRL+SHIFT+A ALT+CTRL+M ALT+F10 ALT+F5 ALT+CTRL+1 ALT+CTRL+2 ALT+CTRL+3 CTRL+SHIFT+L ALT+CTRL+K F3 or ALT+CTRL+V CTRL+B or CTRL+SHIFT+B CTRL+SHIFT+F5 CTRL+PAGE DOWN CTRL+PAGE UP ALT+CTRL+HOME ESC CTRL+E SHIFT+F3 LEFT SHIFT+LEFT RIGHT SHIFT+RIGHT DELETE ALT+F4 ALT+SHIFT+C CTRL+SHIFT+ENTER CTRL+SHIFT+F8 CTRL+C or CTRL+INSERT CTRL+SHIFT+C

35

Copy Text Create Auto Text Customize Add Menu Customize Keyboard Customize Remove Menu Cut Date Field Delete Back Word Delete Word Dictionary Do Field Click Doc Close Doc Maximize Doc Move Doc Restore Doc Size Doc Split Double Underline End of Column End of Column End of Doc Extend End of Document End of Line End of Line Extend End of Row End of Row End of Window End of Window Extend Endnote Now Extend Selection Field Chars Field Codes Find Font Font Size Select Footnote Now Go Back Go To Grow Font Grow Font One Point Hanging Indent Header Footer Link Help Hidden Hyperlink Indent Italic Justify Para Left Para Line Down Line Down Extend

SHIFT+F2 ALT+F3 ALT+CTRL+= ALT+CTRL+NUM + ALT+CTRL+CTRL+X or SHIFT+DELETE ALT+SHIFT+D CTRL+BACKSPACE CTRL+DELETE ALT+SHIFT+F7 ALT+SHIFT+F9 CTRL+W or CTRL+F4 CTRL+F10 CTRL+F7 CTRL+F5 CTRL+F8 ALT+CTRL+S CTRL+SHIFT+D ALT+PAGE DOWN ALT+SHIFT+PAGE DOWN CTRL+SHIFT+END CTRL+END END SHIFT+END ALT+END ALT+SHIFT+END ALT+CTRL+PAGE DOWN ALT+CTRL+SHIFT+PAGE DOWN ALT+CTRL+D F8 CTRL+F9 ALT+F9 CTRL+F CTRL+D or CTRL+SHIFT+F CTRL+SHIFT+P ALT+CTRL+F SHIFT+F5 or ALT+CTRL+Z CTRL+G or F5 CTRL+SHIFT+. CTRL+] CTRL+T ALT+SHIFT+R F1 CTRL+SHIFT+H CTRL+K CTRL+M CTRL+I or CTRL+SHIFT+I CTRL+J CTRL+L DOWN SHIFT+DOWN

36

Line Up Line Up Extend List Num Field Lock Fields Macro Mail Merge Check Mail Merge Edit Data Source Mail Merge to Doc Mail Merge to Printer Mark Citation Mark Index Entry Mark Table of Contents Entry Menu Mode Merge Field Microsoft Script Editor Microsoft System Info Move Text New Next Cell Next Field Next Misspelling Next Object Next Window Normal Normal Style Open Open or Close Up Para Other Pane Outline Outline Collapse Outline Demote Outline Expand Outline Expand Outline Move Down Outline Move Up Outline Promote Outline Show First Line Overtype Page Page Break Page Down Page Down Extend Page Field Page Up Page Up Extend Para Down Para Down Extend Para Up Para Up Extend Paste

UP SHIFT+UP ALT+CTRL+L CTRL+3 or CTRL+F11 ALT+F8 ALT+SHIFT+K ALT+SHIFT+E ALT+SHIFT+N ALT+SHIFT+M ALT+SHIFT+I ALT+SHIFT+X ALT+SHIFT+O F10 ALT+SHIFT+F ALT+SHIFT+F11 ALT+CTRL+F1 F2 CTRL+N TAB F11 or ALT+F1 ALT+F7 ALT+DOWN CTRL+F6 or ALT+F6 ALT+CTRL+N CTRL+SHIFT+N or ALT+SHIFT+CLEAR (NUM 5) CTRL+O or CTRL+F12 or ALT+CTRL+F2 CTRL+0 F6 or SHIFT+F6 ALT+CTRL+O ALT+SHIFT+- or ALT+SHIFT+NUM ALT+SHIFT+RIGHT ALT+SHIFT+= ALT+SHIFT+NUM + ALT+SHIFT+DOWN ALT+SHIFT+UP ALT+SHIFT+LEFT ALT+SHIFT+L INSERT ALT+CTRL+P CTRL+ENTER PAGE DOWN SHIFT+PAGE DOWN ALT+SHIFT+P PAGE UP SHIFT+PAGE UP CTRL+DOWN CTRL+SHIFT+DOWN CTRL+UP CTRL+SHIFT+UP CTRL+V or SHIFT+INSERT

37

Paste Format Prev Cell Prev Field Prev Object Prev Window Print Print Preview Proofing Redo Redo or Repeat Repeat Find Replace Reset Char Reset Para Revision Marks Toggle Right Para Save Save As Select All Select Table Show All Show All Headings Show Heading1 Show Heading2 Show Heading3 Show Heading4 Show Heading5 Show Heading6 Show Heading7 Show Heading8 Show Heading9 Shrink Font Shrink Font One Point Small Caps Space Para1 Space Para15 Space Para2 Spike Start of Column Start of Column Start of Doc Extend Start of Document Start of Line Start of Line Extend Start of Row Start of Row Start of Window Start of Window Extend Style Subscript

CTRL+SHIFT+V SHIFT+TAB SHIFT+F11 or ALT+SHIFT+F1 ALT+UP CTRL+SHIFT+F6 or ALT+SHIFT+F6 CTRL+P or CTRL+SHIFT+F12 CTRL+F2 or ALT+CTRL+I F7 ALT+SHIFT+BACKSPACE CTRL+Y or F4 or ALT+ENTER SHIFT+F4 or ALT+CTRL+Y CTRL+H CTRL+SPACE or CTRL+SHIFT+Z CTRL+Q CTRL+SHIFT+E CTRL+R CTRL+S or SHIFT+F12 or ALT+SHIFT+F2 F12 CTRL+A or CTRL+CLEAR (NUM 5) or CTRL+NUM 5 ALT+CLEAR (NUM 5) CTRL+SHIFT+8 ALT+SHIFT+A ALT+SHIFT+1 ALT+SHIFT+2 ALT+SHIFT+3 ALT+SHIFT+4 ALT+SHIFT+5 ALT+SHIFT+6 ALT+SHIFT+7 ALT+SHIFT+8 ALT+SHIFT+9 CTRL+SHIFT+, CTRL+[ CTRL+SHIFT+K CTRL+1 CTRL+5 CTRL+2 CTRL+SHIFT+F3 or CTRL+F3 ALT+PAGE UP ALT+SHIFT+PAGE UP CTRL+SHIFT+HOME CTRL+HOME HOME SHIFT+HOME ALT+HOME ALT+SHIFT+HOME ALT+CTRL+PAGE UP ALT+CTRL+SHIFT+PAGE UP CTRL+SHIFT+S CTRL+=

38

Superscript Symbol Font Thesaurus Time Field Toggle Field Display Toggle Master Subdocs Tool Un Hang Un Indent Underline Undo Unlink Fields Unlock Fields Update Auto Format Update Fields Update Source VBCode Web Go Back Web Go Forward Word Left Word Left Extend Word Right Word Right Extend Word Underline

CTRL+SHIFT+= CTRL+SHIFT+Q SHIFT+F7 ALT+SHIFT+T SHIFT+F9 CTRL+\ SHIFT+F1 CTRL+SHIFT+T CTRL+SHIFT+M CTRL+U or CTRL+SHIFT+U CTRL+Z or ALT+BACKSPACE CTRL+6 or CTRL+SHIFT+F9 CTRL+4 or CTRL+SHIFT+F11 ALT+CTRL+U F9 or ALT+SHIFT+U CTRL+SHIFT+F7 ALT+F11 ALT+LEFT ALT+RIGHT CTRL+LEFT CTRL+SHIFT+LEFT CTRL+RIGHT CTRL+SHIFT+RIGHT CTRL+SHIFT+W

39

MS Excel Introduction: Microsoft Excel is an essential tool for displaying data in tabular format, preparing charts / graphs and arithmetic, relational & logical calculations. It can be used for storing the daily expenses or even financial statements can be designed in Excel.

Standard Toolbar:

1. New: Create a new, blank spreadsheet

2. Open:

Open a previously saved spreadsheet

3. Save: 4. 5. 6. 7.

8. 9. 10. 11. 12. 13. 14. 15.

Save your current spreadsheet Permission: Information Rights Manager helps prevent confidential matters from editing or copying by unauthorized people. Print: Prints the current document. Print Preview: Preview the potential print of the current document. Research: Microsoft has enabled Information Rights Management (IRM) within the new version of Excel, which can help protect sensitive documents from being copied or forwarded. Click this for more information and options. Copy: Copies the current selection to the clipboard, which can then be pasted elsewhere in the document. Paste: Takes the current clipboard contents and inserts them. Undo: Undoes the last action in the document, reverting “back” a step in time. Insert Hyperlink: Inserts a hyperlink to an Internet location. AutoSum: A drop-down menu of available mathematical operations to perform. Sort Ascending: Sorts the current selection in ascending order. Chart Wizard: Opens the “Chart Wizard,” which will walk you through the creation of a chart / diagram using the currently selected information. Microsoft Excel Help: Brings up the Excel Help window, which will allow you to type in a key-word for more information, or click anything on screen to directly bring up further information on that subject.

40

16. More Options: There are a variety of extra options you can call or add to the toolbar, such as Spell Check, Sort Descending, Cut, Redo, etc. By clicking the triangle, you can access these options; at the same time, you can drag this toolbar outwards more to make more available space for these options directly on the toolbar.

Formatting Toolbar:

1. Font: 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15.

Change the font of the selected cell(s) Size: Change the font size of the selection Bold: Put the selection in bold face Italics: Italicize the selection Underline: Underline the selection Align Left: Align the current selection to the left Center: Align the current selection to the center Align Right: Align the current selection to the right Merge & Center: Combine two selected cells into one new cell that spans the width of both and center the contents of this new cell Currency Style: Change the style in which currency is displayed Percent Style: Change the style in which percents are displayed Decrease Indent: Decrease the indent of a cell by approximately one character Border: Add or alter the style of borders to format a cell with Fill Color: Select a color to fill the background of a cell with Font Color: Select a color to apply to a selection of text

The current cell(s) will always be listed in the "Name Box," which appears on the left below the toolbars. Black border around the cell is known as Cell Selector and the black square box on the right-bottom corner of the cell is known as Autofill Handle.

41

Navigating the Spreadsheet: You can use the "Up," "Down," "Left," "Right," to move (one cell at a time) throughout the spreadsheet. You can also simply click the cursor into a cell). The "tab" button will move one cell to the right. The "Enter" button will confirm the entered information and move one cell down. If you enter text or numbers that span further than the column allows, simply place your cursor on the line dividing two columns next to their respective letters, and drag to the right or left until the desired width is achieved. You can also double-click this dividing line to have Excel automatically choose the best width. There are 256 columns & 65536 rows in every excel sheet. The standard width of a column in excel sheet is 8.43 where as row height is 12.75.

A Simple Spreadsheet:

This is what a basic spreadsheet may look like, keeping track of the grades for five students. As you'll notice, numbers automatically align to the right, while text automatically aligns to the left. Room has been allowed at the top and the left for column and row headings, which haveu been placed in bold.

42

Simple Formulas:

"92.67" was not entered as the contents for cell "E2." The "formula bar" has the following entered into it: =(B2+C2+D2)/3 By following the normal order of operations, the contents of the three cells in parenthesis (B2, C2, and D2) are all added to each other, and then divided by 3. This gives an average of the three grades, which is then shown in the cell "E2" (where the formula was entered). If you wanted to do the same for students 2 through 5, you would enter in similar formulas for each cell from "E3" to "E6" replacing the column and row numbers where appropriate. An easy method to replicate formulas is to select the cell which contains the original formula ("E2" in this case), click the bottom right corner of the selection box, and drag down several rows (to "E6" in this example). The formula will be copied down in each cell, and will change itself to reflect each new row.

Sorting: One of Excel’s powerful features is its ability to sort, while still retaining the relationships among information. For example, let’s take our student grade example from above. What if we wanted to sort the grades in descending order? First, let’s select the information we want to sort.

43

Now let’s select the “Sort” option from the “Data” menu.

A new window will appear asking how you would like to sort the information. Let’s sort it by the average grade, which is in Column E; be sure to set by “Descending” order. If there were other criteria you wished to sort by as secondary measures, you could do so; let’s select “Then by” as “Grade 3” just for the practice of doing so (“Descending” order, as well).

Excel will sort your information with the specifications you entered. The results should look something like this:

44

Cell Formatting:

You may notice that, by default, Excel will leave as many decimal points as possible within the cell’s width restraints; as you increase the cell’s width, the number of decimal points increases.

Select “Cells” from the “Format” menu. A new window will appear with a wide variety of ways in which to customize your spreadsheets.

45

For example, if we wanted to set the percentages fixed to only two decimal points, you can make this selection under the “Number” category within the “Number” tab. You can also set the formatting for things such as the date, time, currency, etc. The “Font” tab will also allow you to change the default font used on the spreadsheet. The other tabs provide even more ways to customize your spreadsheet and its appearance; experiment with the settings to see what works best for you.

Chart Wizard:

Excel allows you to create basic – to – intermediate charts based off of information and data within your spreadsheets. Let’s create a column chart from the student grade data from before. First, highlight the data.

Next, select “Chart” from the “Insert” menu.

A new window will appear asking which type of chart you would like to create. For this example, let’s do a basic pie chart. Select “Column” from the “Chart Type” on the left side, and pick the first sub-type on the right (a normal, 2D column chart).

46

Click “Next.” In this window, you’ll be asked to select your “data range”; this is the area of your spreadsheet that you wish to generate a chart from. Since you’ve already selected the area before, it should already be entered into the appropriate area. “Series in” allows you to choose by which value you want to arrange the chart. Let’s arrange it by rows; this will break it down by “Grade” (such as Test 1, Test 2, etc.) and comparing the student scores next to each other.

47

Click “Next.” In step three you can give the chart a name (“Chart Title”), label the X and/or Y axis, etc.

Click “Next.” The final step will ask whether you want the chart as an object in your current spreadsheet or in a new one; generally, you will place it within the same spreadsheet.

48

Click “Finish,” and your chart will appear in your spreadsheet!

Goal Seek: Goal Seek means achieving the target. In goal seek the user will always have a clear idea of the last total or the last value which is to be achieved by modifying one of the said value.

49

E2 is having 96.66…, but if we want to make it 98, for that we need to change one of the values B2 : D2. Steps: Click the cell where you want to achieve the targeted value. (See to it that the cell where you desire to print the targeted value should contain a formula. After that Tools >> Goal Seek > Set Cell(Select the cell where you want the target value ) >> to value ( Select the new value ) >> by changing cell (Select the cell which has to be modified by which you can achieve the target value) >> ok >> ok

Scenarios: Scenario is an advanced version of Goal Seek. The main difference is that in goal seek we can change only one value where as scenario allows to change more than one value. In goal seek we know the target value but not the cell value, scenario is exactly opposite i.e. cell values are changed as per users requirement but the target is not known to the user. Steps: Click the cell where there is a formula. Tools >> Scenario >> Add >> set scenario name >> select the cells whose values have to be changed >> ok >> change the values >> ok >> show

Subtotals: Subtotals are used to take category wise totals. A note to keep in mind is that before applying subtotals the data has to be sorted first. Steps: Select the data >> Sort the data ( Ascending / Descending ) >> Data >> Subtotals >> Select the after every change in option i.e. after every change in one of the category >> select the function i.e. whether sum or count etc. >> select the field where excel going to display the result >> select the option of replacing the existing subtotals >> select the page break option if required >> select summary below data >> ok

Filter: Filters are used to display selected data. There are two types of filters : 1) Auto Filter: It is a easiest way of segregating the data with options like Ascending / Descending Sort, Custom Conditions, All, Top10 etc.

50

2) Advanced Filter: To segregate the data as per criteria’s given by the user. Enter the data with proper column headings. Give the conditions with the duplicate column headings. Select the entire table >> Data >> Filter >> Advanced Filter >> select the list range >> select the criteria i.e. duplicate columns in criteria range >> copy the results in different cells within the sheet >> ok Unique Records only fetches the unique data and excludes the duplicate entries.

PivotTables: PivotTables are one of the wildest but most powerful features of Excel that may take some experimentation to figure out. They allow manipulating the data on trial and error and immediately showing the result of this manipulation. If the result is not what you expect, you can use Excel's Undo feature and have another go! Whatever you do, you are not changing the structure of your original table in any way, so you can do no harm. They allow you to pivot (turn / rotate) data using drag-and-drop techniques and receive results immediately. PivotTables are interactive; once the table is complete, you very easily can see how your information will be affected when you move (or pivot) your data. This will become patently clear once you give PivotTables a try. What Are PivotTables Good For? PivotTables can produce summary information from a table of information. Imagine you have a table of data that contains names, addresses, ages, occupations, phone numbers, and Zip Codes. With a PivotTable, you very easily and quickly can find out: How many people have the same name How many people share the same Zip Code How many people have the same occupation You also can receive such information as: A list of people with the same occupation A list of addresses with the same Zip Code If your data needs slicing, dicing, and reporting, PivotTables will be a critical part of your toolkit.

Creating Tables and Lists for Use in PivotTables: When you create a PivotTable, you must organize the dataset you're using in a table and/or a list. As the PivotTable will base all its data on this table or list, it is vital that you set up your tables and lists in a uniform way.

51

In this context, a table is no more than a list that has a title, has more than one column of data, and has a different heading for each column. A list often is referred to in the context of a table as well. The best practices that apply to setting up a list will help you greatly when you need to apply a PivotTable to your data. When you extract data via the use of lookup or database functions, you can be a little less stringent in how you set up the table or list. This is because you can always compensate with the aid of a function and probably still get your result. Nonetheless, it's still easiest to set up the list or table as neatly as possible. Excel's built-in features assume a lot about the layout and setup up of your data. Although they offer a degree of flexibility, more often than not you will find it easier to adhere to the following guidelines when setting up your table or list: Headings are required, as a PivotTable uses them for field names. Headings should always appear in the row directly above the data. Also, never leave a blank row between the data and the headings. Furthermore, make the headings distinct in some way; for instance, boldface them. Leave at least three blank rows above the headings. You can use these for formulas, critical data, etc. You can hide the rows if you want. If you have more than one list or table on the same worksheet, leave at least one blank column between each list or table. This will help Excel recognize them as separate entities. However, if the lists and tables are related to each other, combine them into one large table. Avoid blank cells within your data. Instead of leaving blank cells for the same data in a column, repeat the data as many times as needed. Sort your list or data, preferably by the leftmost column. This will make the data easier to read and interpret. If you follow these guidelines as closely as possible, using PivotTables will be a relatively easy task. Figure 4-1 shows a well-laid out table of data, and a PivotTable in progress. Note that many of the same dates are repeated in the Date column. In front of this data is the Layout step for the data showing the optional Page, Row, and Column fields, as well as the mandatory Data field.

52

Figure 4-1. PivotTable generated from a well-laid out table of data

The PivotTable and PivotChart Wizard: As noted earlier, to help users create PivotTables, Excel offers a PivotTable and PivotChart Wizard. This Wizard guides you through the creation of a PivotTable using a four-step process, in which you tell Excel the following: How the data is set up and whether to create an associated PivotChart (if Pivot Charts are available in that version of Excel) Where the data is stored-e.g., a range in the same workbook, a database, another workbook, etc. Which column of data is going into which field: the optional Page, Row, and Column fields, as well as the mandatory Data field Where to put your PivotTable (i.e., in a new worksheet or in an existing one) You also can take many side steps along the way to manipulate the PivotTable, but most users find it easier to do this after telling Excel where to put it. Create a snapshot of your PivotTable that no longer needs the underlying data structures. You might need to send PivotTables for others to view, but for whatever reason you cannot send the underlying data associated with them. Perhaps you want others to see only certain data for confidentiality reasons, for instance. If this is the case, you can create a static copy of the PivotTable and enable the recipient to see only what he needs to see. Best of all, the file size of the static copy will be only a small percentage of the original file size. Assuming you have a PivotTable in a workbook, all you need to do is select the entire PivotTable, copy it, and on a clean sheet select Edit Paste Special... Values. Now you can move this worksheet to another workbook or perhaps use it as is.

53

The one drawback to this method is that Excel does not paste the PivotTable's formats along with the values. This can make the static copy harder to read and perhaps less impressive. If you want to include the formatting as well, you can take a static picture (as opposed to a static copy) of your PivotTable and paste this onto a clean worksheet. This will give you a full-color, formatted snapshot of the original PivotTable to which you can apply any type of formatting you want, without having to worry about the formatting being lost when you refresh the original PivotTable. This is because the full-color, formatted snapshot is not linked in any way to the original PivotTable. To create a static picture, format the PivotTable the way you want it and then select any cell within it. From the PivotTable toolbar, select PivotTable Select Entire Table. With the entire PivotTable selected, hold down the Shift key and select Edit Copy Picture. From the Copy Picture dialog box that pops up, make the selections shown in Figure 4-2, then click OK. Figure 4-2. Copy Picture dialog in action

Finally, click anywhere outside the PivotTable and select Edit Paste. You will end up with a fully colored and formatted snapshot of your PivotTable, as shown in Figure 4-3, complete with formatting. This can be very handy, especially if you have to email your PivotTable to other people for viewing. They will have the information they need, including all relevant formatting, but the file size will be small and they won't be able to manipulate your data. Also, they will be able to see only what you want them to see.

54

Figure 4-3. Original PivotTable contrasted with a picture of the PivotTable

You also can use this picture-taking method on a range of cells. You can follow the preceding steps, or you can use the little-noticed Camera tool on your toolbar. To use this latter method, select View Toolbars Customize.... From the Customize dialog, click the Commands tab, from the Categories box, select Tools, and from the Commands box on the righthand side scroll down until you see Camera. Left-click and drag-and-drop this icon onto your toolbar where you want it to be displayed. Select a range of cells, click the Camera icon, and then click anywhere on the spreadsheet, and you will have a linked picture of the range you just took a picture of. Whatever data or formatting you applied to the original ranThe steps you need to follow to create a PivotTable require some effort, and that effort often is redundant. With a small bit of VBA, you can create simple PivotTables automatically. PivotTables are a very clever and potent feature to use on data that is stored in either a list or a table. Unfortunately, the mere thought of creating a PivotTable is enough to prevent some people from even experimenting with them. Although some PivotTable setups can get very complicated, you can create most PivotTables easily and quickly. Two of the most commonly asked questions in Excel concern how to get a count of all items in a list, and how to create a list of unique items from a list that contains many duplicates. In this section, we'll show you how to create a PivotTable quickly and easily that accomplishes these tasks. Assume you have a long list of names in column A, with cell A1 as your heading, and you want to know how many items are on the list, as well as generate a list of unique items. Select cell A1 (your heading) and then select Data PivotTable and PivotChart Report (or Data PivotTable Report on Macs) to start the PivotTable Wizard.

55

Make sure that either Microsoft Excel List or Database is selected, or that you have selected a single cell within your data. This will allow Excel to automatically detect the underlying data it is to use next. If you're using a Windows PC, select PivotTable under "What kind of report do you want to create?" (This question isn't asked on Macintoshes.) Click the Next button. The PivotTable Wizard should automatically have picked up the correct range for your data in column A and will highlight it in your sheet. If it is highlighted, click the Next button. Otherwise, use your mouse to select the range. Click the Layout button and drag to the Data area what will be your only field-you should see your title as it appears in cell A1 floating about. Drag the field again, this time into the Row area. Your screen should look something like Figure 4-4. Click OK. Figure 4-4. PivotTable Field and PivotTable Layout dialogs

Finally, select New Worksheet as the destination of your PivotTable Report and click the Finish button. You should see your PivotTable on a new worksheet containing the unique items from your list along with a count of how many times each item (name) appears in your list.

56

MS PowerPoint Introduction: What is PowerPoint? PowerPoint is a popular graphics presentation program. It is used to create “slide” presentations with color graphics, sound and video clips. It may also be used to create printed documents such as overhead transparencies or flyers with graphics. Create a new presentation 1) AutoContent Wizard: The AutoContent Wizard provides templates and ideas for a variety of presentation types. Move through the wizard by clicking the Next button on the bottom of each page after making necessary choices. 2) Design Template: PowerPoint provides many templates with different backgrounds and text formatting to begin your presentation. Preview each design by clicking on its thumbnail in the Task Pane. The template will be applied to the whole presentation. To change the template, click on another type. To remove it, select the Default Design template under Available For Use in the Task Pane. 3) Blank Presentation: Select Blank Presentation to build the presentation from scratch with no preset graphics or formatting. 4) Open an Existing Presentation: File >> Open Select this option to open a PowerPoint presentation that already exists. Select the folder in which the file to be opened is located in from the Look in: drop-down menu and highlight the file on the list. Click on the Open button to open the presentation. Views PowerPoint gives you three options for viewing your presentation in addition to the Slide Show. You can select the page view by clicking on the View menu, and choosing Normal, Slide Sorter, or Slide Show. 1) Normal View This view can be divided into two: Slide View and Outline View, and they can be changed by clicking on the bar tabs at the top of the Slides/Outline bar. This screen is split into four sections showing the main menu to the left, the presentation outline on the right (or left, as you choose it to be), the slide in the main window, and notes at the bottom. 2) Slide View The slide view displays each slide on the screen and is helpful for adding images, formatting text, and adding background styles. 3) Outline View The detailed presentation outline is displayed on the majority of the outline bar with small windows for the slide and notes. This view is recommended for editing text. Two more views are available:

57

4) Slide Sorter View A small image of each slide is displayed in Slide Sorter view. Slides can easily be ordered and sorted from this screen. 5) Notes View The page is equally split into two parts: the slide itself and a larger space for the notes

Working with slides: Insert a new slide: Select Insert > New Slide from the menu bar, or click the New Slide button on the standard toolbar. Go to View > Slide Sorter to switch to the slide sorter view. Click the slide you want to appear before the new slides. Go to Insert > Slides from Files – the Slide Finder dialog box appears. Click Browse to locate the presentation that contains the slides you want to use – the Browse dialog box appears. Click the name of the presentation that contains the slides you want to add to the current presentation, and click Open. Notes When you add slides from another presentation, PowerPoint automatically changes the design of the slides to match the design of the current presentation. After adding slides to your presentation, you can manipulate them as if the were created normally (change order …etc). Slide layout After selecting the presentation type, you can choose the layout of the new slide. These layouts include bulleted lists, graphs, and/or images. Move the mouse pointer over each thumbnail image and a description will appear in a small caption box. Select the layout you want and click on it. Apply a design template To add a design template or change the existing one, select Format > Slide Design from the menu bar. Select the template and it will automatically be implemented on the slide. Changing Slide Layouts To change the layout template of the slide select Format > Slide Layout from the same menu bar. Select one of the layout thumbnail images and the layout is automatically implemented. Reorder Slides To reorder slides in Slide Sorter View, simply click on the slide you wish to move and drag it to the new location. In Normal or Outline View, click the slide icon beside the number of the slide you want to move and drag the icon to a new location.

58

Hide Slides If you do not want a slide to appear during the slide show, but do not want to delete the slide as it may be used later, the slide can be hidden by selecting Slide Show > Show|Hide Slide from the menu bar. To add the slide back to the slide show, select Show|Hide Slide again. Hide Slide text You can display only the titles for each slide in your outline and hide the remaining text. Hiding the text on the slides lets you focus on the main ideas of your presentation. Click the Outline tab to display the text on each slide in your presentation. Click the Expand All button to hide the text on all the slides in your outline – a gray line appears below each slide title to indicate the text on the slide is hidden. To display the text on a slide, double-click the number of the slide.

Add content: Resize a text box Select a text box by clicking on it with the mouse. A border with 8 handles will appear around the text box (if it is an inserted text box that was not there in the first place, it will have an additional green rotation handle). The four handles on the corners will resize the length and the width of the box at once while the handles on the sides will resize only in one direction. Click one of the handles and drag it with the mouse. Release the mouse button when it is the size you want it to be. Move the text box by clicking and dragging the thick, dotted border with the mouse. You can move a text box by: -clicking and dragging, or - clicking on the border of the text box and moving it with the arrows of the keyboard. Text box properties Change the colors, borders, and backgrounds of a text box from the Format AutoShape dialog box. Activate the textbox by clicking on it and select Format > Text Box from the menu bar. Under this you get various option from where you can format the text box.

Animation in PowerPoint: An animation applies a motion or changes the appearance of part of a slide. With PowerPoint 2003 you have a wide variety of effects you can pick. There is also a new feature that allows you to determine when the effect with take place. You can choose entrance, which changes how text or an object comes onto a slide; emphasis, which makes the object or text stand out after it is on the slide; or exit, which is how a text or object leaves the slide. You can apply the animations with a preset animation scheme or by creating a custom animation.

Applying Animation Schemes: 1. Select the text or image you want to animate. 2. On the Menu Bar, select on Slide Show and select Animation Schemes.

59

3. Select scheme to apply. 4. To preview all of the animations set on the current slide, click on the Play button in the Custom Animation task pane. Creating Custom Animations:

1. Select the text or image you want to animate. 2. On the Menu Bar, select on Slide Show and select Custom Animation. 3. The Custom Animation task pane will appear on the right side of your screen.

4. Click on the Add Effect button in the Custom Animation task pane and set the Entrance, Emphasis, Exit, and Motion Paths effects.

5. In the Custom Animation task pane, also set the Start, Direction, and Speed options for each of the items that will be animated on that slide. 6. To preview all of the animations set on the current slide, click on the Play button in the Custom Animation task pane. Changing a Custom Animation Simple changes can be made from the Task Pane. 1. To change the Effect of the animation click, select the animation you want to work with, and then click Change. 2. You can also change the Start, Direction or Speed. 3. To reorder the animations, select the animation and click Re-Order. 4. Click the Play button, to see a preview of your changes. Effect Options Working with the Effect Options window, you can do much more customizing of the animation. 1. Select the animation you want to work with and right mouse click on it and select Effect Options. 2. Make desired choices at each tab of the window that appears. Turning Off Custom Animations click, select the animation you want to work with, o Apply Slide Transition . Go to Slide Sorter View. want to . Choose desired transition (how slides enter and leave the presentation) and sound. .

60

Using Action Buttons in PowerPoint 2003: Introduction PowerPoint provides built-in Action Buttons which can be inserted into a presentation and which provide hyperlinks to other slides (navigation buttons) or to other applications or files (eg a linked PowerPoint presentation). Conventional symbols are provided to navigate between slides (eg next or previous) or for playing a movie or sound. Action buttons are particularly useful in a self-running presentation or for one held on the WWW. Adding an Action Button to a Slide Action buttons can be added to any existing slide following the instructions below. First, however, you must have a slide to add them to: 1. Start up PowerPoint with a new presentation (or press or click on the [New] button if the software is already running) 2. Click on Click to add title and type Using Action Buttons 3. Click on the [New Slide] button (or press or open the Insert menu and choose New Slide...) 4. Click on Click to add title and type Action One Now add an action button to Slide 2: 5. From the Slide Show menu choose Action Buttons - the following pop-up menu appears: Tip: You can make this menu into a floating toolbar if you want. Point to the blue heading strip with the mouse, then hold down the mouse button and drag the box away from the menu. 6. Position the cursor over each of the buttons in turn to see their suggested use (you do not have to use a particular button in this way; the use denotes the conventional symbolism) 7. Click on the [Back or Previous] action button to select it then click in the bottom right area of your slide The Action Settings dialog box appears:

Setting Up the Action Settings: The Action Settings dialog box has two tabs, which determine what happens when you either click on an action button or point to it with the cursor. It automatically appears whenever you add an action button to a slide but can also be displayed via the Action Settings... command in the Slide Show menu (or pop-up menu if you right click), if you need to check or edit the settings.

61

1. Click on the list arrow attached to the Hyperlink to: option on the Mouse Click tab 2. Explore the options available but keep the action as Previous Slide. Note that these options allow you to open another file (eg a Word/Excel file or another PowerPoint presentation) or a link to a web page (URL), as well as letting you move to different slides in the current presentation. 3. Click on the Mouse Over tab - the options here are identical; keep the action as None 4. Press or click on [OK] to save the current settings The default size of an action button is rather large. To make it smaller: 5. Move the mouse cursor to one of the corner handles, hold down the mouse button and drag towards the centre of the action button Tip: To preserve the shape of the button, hold down the button as you resize it. 6. Use the to move the button to a precise position on the slide To change the background colour: 7. Click on the list arrow attached to the [Fill Color] button on the Drawing Toolbar 8. Select the colour required - it's a good idea to use a colour in the Color Scheme (eg the Accent and Hyperlink Scheme Colour - the seventh in the row of eight) Tip: If you want to hide the action button, choose the first button in the row Follow Background Scheme Color. 9. Test out the new button - press to run the show 10. Move to the second slide then click on the action button to move back to the first 11. Press to end the show press to move to the second slide Note that PowerPoint now provides a similar button on the popup menu in the lower left corner of the screen, so this particular example of using action buttons isn't that useful. The important thing is to understand how they work and the sort of things they might be used for.

Creating a Customized Action Button: If you want to use a non-standard action button, you can create your own by adding either text or a symbol to a blank Custom button. 1. Open the Slide Show menu and choose Action Buttons - or use the floating toolbar

62

2. Click on the first button (Custom) then click where you want to place the button on the slide 3. The Action Settings dialog box appears; using the list arrow attached to the Hyperlink to: option, choose First Slide - press for [OK] 4. Right click on the new button and choose Add Text from the pop-up menu You can now choose whether to allocate a word to your button or a symbol. To add a word: 5. Type in the required text - eg Restart (you will use this button to move to the first slide) 6. Go to step 10 To add a symbol: 7. Open the Insert menu and choose Symbol... 8. Click on the list arrow attached to the Font: button and select an iconic font such as Webdings or Wingdings or Zapf Dingbats 9. Choose a suitable icon, [Insert] it then [Close] the Symbol dialog box To fit the text or symbol to the custom button: 10. Right click on the action button and choose Format AutoShape... from the pop-up menu 11. On the Text Box tab, turn on the Resize AutoShape to fit text option 12. Under the Internal margin heading, use the down arrows attached to the Left: and Right: margin settings to reduce the value to 0.15cm 13. Press for [OK] 14. Now use the [Decrease Font Size] or [Increase Font Size] toolbar buttons to set an appropriate size for the button 15. Use the [Fill Color] and [Font Color] buttons on the Drawing Toolbar if you want to reset these features 16. Finally, use the to move the button to a precise position on the slide

Adding Action Buttons to the Slide Master:

If you want an action button to be available on all your slides then it needs to be on the Slide Master. Rather than create a new button from scratch, move the custom button you have just created: 1. Make sure the Restart button is still selected then [Cut] it () from the current

63

slide 2. Open the View menu, choose Master then Slide Master 3. [Paste] the action button onto the Slide Master then use the to position it 4. Exit from the Slide Master by clicking on the [Close Master View] button on the Master Toolbar Now add another slide to your presentation and note how the Back button appears on it: 5. Click on the [New Slide] button - or press 6. Add some text (eg Click to add title and type Action Two) 7. Now run the presentation - press or open the Slide Show menu and choose View Show 8. Move onto the second slide then test out your [Back] action button 9. Move through to third slide then test out your [Restart] action button 10. Press to quit the show (or run through it to the end, if you want)

Creating a Self-Running Presentation: Action buttons are particularly useful in self-running presentations. To turn your current presentation into a self-running one, you first need to set up slide transition: 1. Open the Slide Show menu and choose Slide Transition... The Slide Transition Task Pane appears on the right of the screen: 2. Under the Advance slide heading, turn on Automatically after and type 5 to set up a 5-second transition time 3. Decide whether or not you want to allow advance On mouse click - here leave it turned on 4. Under the Apply to selected slides heading, use the list arrow to choose an appropriate transition effect if required - eg Dissolve 5. Set the speed for the transition - here, Fast is fine 6. Finally, click on [Apply to All Slides] at the foot of the Task Pane To make a self-running presentation last more than a few seconds, you can set it to loop round the slides: 7. Open the Slide Show menu and choose Set Up Show...

64

The following dialog box appears: 8. Under the Show options heading turn on the Loop continuously until 'Esc' option 9. Make sure Advance slides is set to Using timings, if present - press for [OK] 10. Run the presentation - press or open the Slide Show menu and choose View Show 11. After a short time, the second slide will appear - test out your [Restart] button 12. Click anywhere to restart the loop then press when you have seen enough

MS Access Introduction:Ms Access is a Database Management System (DBMS). Few terms to ponder upon before starting with Access: 1. Database Terminologies 1. Data – Raw facts & figures 2. Database – logical structure to store data. 3. DBMS – Database Management System (Software used to create & interact with the database). 4. Relationship – Connectivity between tables/entities. 5. Entity – Individual object with its information. 6. Field – A group of characters. 7. Record/tuple – A collection of various fields. 8. Query – Question in a systematic manner. 9. Table – Collection of Fields & Records. 10. SDLC – Systems Development Life Cycle 2. What is SDLC? 1. Systems 2. Systems 3. Systems 4. Systems 5. Systems system

investigation – understanding the problem analysis – understanding the solution design – creating the logical and physical components implementation – placing completed system into operation maintenance and review – evaluating the implemented

3. To identify the purpose of a DBMS 1. Goal is to provide way to store and retrieve data in an efficient and convenient manner. 2. Word “MANAGEMENT” indicates :- providing mechanism for: 1. Defining structure for storage of information. 2. Providing mechanism for manipulation of stored data. 3. Safety Mechanism 4. Types of Database Models

65

1. Data model is a “description” of both a container for data and a methodology for storing and retrieving data from that container 2. Few Data Models are: 1. Hierarchical Database Model Hierarchical Database Model defines hierarchically -arranged data.

2. Network Database Model

3. Relational Database Model A relational database allows the definition of data structures, storage and retrieval operations and integrity constraints. In such a database the data and relations between them are organized in tables. A table is a collection of records and each record in a table contains the same fields. Features of RDBMS 1. Values Are Atomic 2. Each Row is Unique 3. Column Values Are of the Same Kind 4. The Sequence of Columns is Insignificant 5. The Sequence of Rows is Insignificant 6. Each Column Has a Unique Name 5. Types of Relationships

66

6. What is Normalization? A method which minimizes data redundancy and reduces design flaws. It consists of applying various “normal” forms to the database design. The normal forms break down large tables into smaller subsets. 7. Primary Key vs. Foreign Key Foreign key is a reference in the child (many) parent (one) table.

table to the primary key of the

8. What is SQL? Structured Query Language (SQL) is the standard language for maintaining data in a relational database systems.

Hyper Text Markup Lanuage(HTML):Hypertext Markup Language (HTML) is the text markup language currently used on the World Wide Web. Markup is separate from the actual content of the document. HTML is used to tell Web browsers how to display Web pages.

1.1 Basic HTML Concepts HTML is a tool for distributing information on the Web or on an Intranet. This information can be any message you wish to communicate to another individual and is not limited to text forms. It can be expressed as image, sound also. This information is distributed through a networked environment called the World-Wide-Web. Hypertext is the ordinary text that has been dressed up with extra features, such as formatting images, multimedia and link to other documents. Markup is the process of taking ordinary text and adding extra symbols. Each of the symbols used for markup in HTML is a command that tells a browser how to display the text. Language is a key point to remember about HTML. It has its own syntax and rules for communication. HTML files are stored with either ".htm" or ".html" extension.

1.1.1 Advantages of knowing HTML 1. Flexibility You can always work on your Web site even if you are away from your computer. 2. Troubleshooting Since you wrote the HTML, you will be able to troubleshoot it efficiently and have a

67

better idea of what techniques to try if something is not working. 3. Price Using HTML does not cost you a cent. There are no expensive licenses to buy and no annoying upgrades to purchase. 4. Independence You are not stuck to anyone vendor or anyone program.

1.2 HTML Overview HTML is simply a collection of codes, which are called as elements. These are used to indicate the structure and format of a document. Elements in HTML consist of alphanumeric tokens within angle brackets. Most elements consist of paired tags: a start tag and an end tag. Most tags come in pairs, but not all. HTML specifications define the type of content an element can enclose. This is known as an element's content model. The content options include other elements, text or nothing at all. For example, the element provides general information about an HTML document. Its content model allows elements such as and . The control model for the bold element allows text and some other elements like . The content model for break element encloses no content so it is said to be empty. HTML start tag can sometimes contain attributes that modify the element's meaning. Attribute is separated from element by at least one space. Attributes indicate an effect by assigning values to their names. Thus, a complete HTML element is defined by a start tag, an end tag if applicable" possible attributes and a content model. The figure 1 shows overview of the syntax of the typical HTML element.

1.3 Understanding HTML HTML and the Web were first conceived in 1989 by a researcher named Tim BernersLee who worked for CERN. The Web pioneers, led by Berners-Lee, regrouped into the World Wide Web Consortium (W3C) in 1994. The W3C is now responsible for the standards of HTTP, HTML and other Web- technologies but they don't control HTML. Vendors such as Microsoft, Netscape, Hewlett-Packard and Sun work with W3C to develop HTML. The first version of HTML was called HTML not HTML 1.0. Then next versions were HTML+, HTML 2.0, HTML 3.2 and the latest HTML 4.0.

1.4 HTML Rules 1.HTML documents are structured documents.It defines what elements a document can contain, their possible relationships to one another within a document and possible attributes and values. If the elements in an actual HTML document agree with this definition, the document is said to be valid.

68

2.Element names are not case sensitive. An element like or or is equivalent. Convention suggests that uppercase is the preferred practice. 3.Attribute names are not case sensitive. 4.Attribute values may be case sensitive. The value of an attribute may be case sensitive, if it refers to a file. The filename in This tag tells the browser to wait 1 0 seconds and retrieve the specified URL.

1.9 The BODY Element The body element contains body section: start with a tag and end with tag. Anything in the body section is displayed by the browser when you view the document. With BODY element you can use BGCOLOR, BACKGROUND and TEXT attributes. You can use either a color name or RGB value for BGCOLOR attribute value. The BACKGROUND attribute names a URL or file for an image that will be used as a background for the page. The TEXT attribute is used to set the foreground or text color of the page. There are two basic categories of HTML elements used in the body section. • •

Block level Element Text level Element

Block level elements are used to define groups of text for a specific role, such as a form, a table, a heading. Text level elements are for marking up bits of text like creating links, inserting images and changing the appearance of the text (bold, italic). The main functional difference between these two types of elements is that text level elements don't cause line breaks, but block level elements do cause. Text level elements can contain other text level elements but not block level elements.

1.9.1 The Block level Elements Block level elements include tags that position text on the page, begin new paragraphs, set heading levels and create a lists. Some commonly used elements and their tags are given below. Paragraph: and Heading, level 1 to 6: and Horizontal rule: Centering:

1.9.2 The Text level Elements Some commonly used text level elements are given below. Bold: and

71

Italic: and Line break: link Anchor: and Image:

72