What is computer ?

A computer is an electronic device that operates under the control of a set of instructions that is stored in its memory unit. A computer accepts data from an input device and processes it into useful information which it displays on its output device. Actually, a computer is a collection of hardware and software components that help you accomplish many different tasks. Hardware consists of the computer itself, and any equipment connected to it. Software is the set of instructions that the computer follows in performing a task. A typical computer system is shown in the figure below.

A programmable machine. The two principal characteristics of a computer are: It responds to a specific set of instructions in a well-defined manner.

It can execute a prerecorded list of instructions (a program).

Modern computers are electronic and digital. The actual machinery -wires, transistors, and circuits -- is called hardware; the instructions and data are called software.

All general-purpose computers require the following hardware components: Memory : Enables a computer to store, at least temporarily, data and programs. Mass Storage Device : Allows a computer to permanently retain large amounts of data. Common mass storage devices include disk drives and tape drives. Input Device : Usually a keyboard and mouse, the input device is the conduit through which data and instructions enter a computer. Output Device : A display screen, printer, or other device that lets you see what the computer has accomplished. Central Processing Unit (CPU): The heart of the computer, this is the component that actually executes instructions. In addition to these components, many others make it possible for the basic components to work together efficiently. For example, every computer requires a bus that transmits data from one part of the computer to another.

Computers can be generally classified by size and power as follows, though there is considerable overlap:
Personal Computer : A small, single-user computer based on a microprocessor. In addition to the microprocessor, a personal computer has a keyboard for entering data, a monitor for displaying information, and a storage device for saving data. Workstation : A powerful, single-user computer. A workstation is

like a personal computer, but it has a more powerful microprocessor and a higher-quality monitor. Mini Computer : A multi-user computer capable of supporting from 10 to hundreds of users simultaneously. Mainframe : A powerful multi-user computer capable of supporting many hundreds or thousands of users simultaneously. Super Computer : An extremely fast computer that can perform hundreds of millions of instructions per second.

The Five Generations of Computers

The history of computer development is often referred to in reference to the different generations of computing devices. Each generation of computer is characterized by a major technological development that fundamentally changed the way computers operate, resulting in increasingly smaller, cheaper, more powerful and more efficient and reliable devices. Read about each generation and the developments that led to the current devices that we use today. First Generation - 1940-1956: Vacuum Tubes The first computers used vacuum tubes for circuitry and magnetic drums for memory, and were often enormous, taking up entire rooms. They were very expensive to operate and in addition to using a great deal of electricity, generated a lot of heat, which was often the cause of malfunctions. First generation computers relied on machine language, the lowest-level programming language understood by computers, to perform operations, and they could only solve one problem at a time. Input was based on punched cards and paper tape, and output was displayed on printouts. The UNIVAC and ENIAC computers are examples of first-generation computing devices. The UNIVAC was the first commercial computer delivered to a business client, the U.S. Census Bureau in 1951. Second Generation - 1956-1963: Transistors Transistors replaced vacuum tubes and ushered in the second generation of computers. The transistor was invented in 1947 but did not see widespread use in computers until the late 50s. The transistor was far superior to the vacuum tube, allowing computers to become smaller, faster, cheaper, more energy-efficient and more reliable than their firstgeneration predecessors. Though the transistor still generated a great deal of heat that subjected the computer to damage, it was a vast improvement over the vacuum tube. Second-generation computers still relied on punched cards for input and printouts for output.

Second-generation computers moved from cryptic binary machine language to symbolic, or assembly, languages, which allowed programmers to specify instructions in words. High-level programming languages were also being developed at this time, such as early versions of COBOL and FORTRAN. These were also the first computers that stored their instructions in their memory, which moved from a magnetic drum to magnetic core technology. The first computers of this generation were developed for the atomic energy industry. Third Generation - 1964-1971: Integrated Circuits The development of the integrated circuit was the hallmark of the third generation of computers. Transistors were miniaturized and placed on silicon chips, called semiconductors, which drastically increased the speed and efficiency of computers. Instead of punched cards and printouts, users interacted with third generation computers through keyboards and monitors and interfaced with an operating system, which allowed the device to run many different applications at one time with a central program that monitored the memory. Computers for the first time became accessible to a mass audience because they were smaller and cheaper than their predecessors. Fourth Generation - 1971-Present: Microprocessors The microprocessor brought the fourth generation of computers, as thousands of integrated circuits were built onto a single silicon chip. What in the first generation filled an entire room could now fit in the palm of the hand. The Intel 4004 chip, developed in 1971, located all the components of the computer - from the central processing unit and memory to input/output controls - on a single chip. In 1981 IBM introduced its first computer for the home user, and in 1984 Apple introduced the Macintosh. Microprocessors also moved out of the realm of desktop computers and into many areas of life as more and more everyday products began to use microprocessors. As these small computers became more powerful, they could be linked together to form networks, which eventually led to the development of the Internet. Fourth generation computers also saw the development of GUIs, the mouse and handheld devices.
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Fifth Generation - Present and Beyond: Artificial Intelligence Fifth generation computing devices, based on artificial intelligence, are still in development, though there are some applications, such as voice recognition, that are being used today. The use of parallel processing and superconductors is helping to make artificial intelligence a reality. Quantum computation and molecular and nanotechnology will radically change the face of computers in years to come. The goal of fifth-generation computing is to develop devices that respond to natural language input and are capable of learning and self-organization.

Characteristics of Computer
Speed: Computers work at very high speed and are much faster than humans. A second is very large time period time for computer. A computer can perform billions of calculations in a second. The time used by a computer to perform an operation is called the processing speed. Computer speed is measured in Mega Hertz (MHz).

Storage: A computer can store a large amount of data permanently. User can use this data at any time. We can store any type of data in a computer. Text, graphic, pictures, audio and video files can be stored easily. The storage capacity of the computer is increasing rapidly.

Processing: A computer can process the given instructions. It can perform different types of processing like addition, subtraction, multiplication and division. It can also perform logical functions like comparing two numbers to decide which one is the bigger etc.

Accuracy: Accuracy means to provide results without any error. Computers can process large amount of data and generate error-free results. A modern computer performs millions of operations in one second without any error.
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Communication: Most computers today have the capability of communicating with other computers. We can connect two or more computers by a communication device such as modem. These computers can share data, instructions, and information. The connected computer are called network.

The Windows XP Desktop

Above in fig 1.1 you can see an example of the Windows XP desktop. When you first switch on your machine and Windows XP loads, it will look similar to that shown in our example (although Windows XP by default has a picture for the desktop background).

Desktop refers to the main background area (in our example the white area). You can customise your desktop in various ways, including adding a background picture, changing the background colour, and changing the size of the icons on the desktop.

Taskbar Properties

1. Lock theTaskbar 2. Auto Hide the Taskbar 3. Keep the Taskbar on the top of the other window 4. Group Similar Taskbar Button. 5. Show Quick Launch

Introduction to the Windows Desktop Icons Icons are small graphical images that can represent your computer's programs, files, folders and printers amongst other things (see fig 1.1). To activate the program/file/folder that an icon represents you simply double click (two clicks in quick succession) on it with the left mouse button. This will activate the icon and either start a program or open a file/folder. The icons on your desktop can be renamed by right clicking on them and selecting rename. They can be deleted by right clicking and selecting delete In our example we have two icons. The outlook icon is for example purposes only, you may have different icons including My Documents and the recycle bin icon.

Recycle Bin When you delete a file , Windows XP will place the file into the recycle bin (instead of deleting it altogether) , this allows you to restore the file in case you deleted it by mistake. For example, if you deleted a file by accident you could double click on the recycle bin icon to see its contents. Inside you will see the file/folder that you deleted, to restore the file back to where you deleted it from, right click on it and then select restore from the menu that appears. Note: some files may be too big to be stored in the recycle bin. Windows XP should warn you if you delete a file that cannot be restored.

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Missing Some Old Favorite Icons in XP? Where did all the icons go that we are accustomed to seeing in previous versions of Windows? They're still there. Its just a matter of making them visible. To restore any/all of [My Documents] [My Computer] [My Network Places] or [Internet Explorer]

Right click on the Desktop Click Properties Click [Desktop] tab then on [Customize Desktop] Place a check mark next to your choices. Done.

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Windows Classic Theme Change is good, but there is a lot to be said for an old pair of comfortable shoes. If the new look XP is sporting just isnt for you and youd prefer to have the old familiar Windows look you cut your teeth on, its available. Right-click on the desktop, and then click Properties. Click the Appearance tab. On the Windows and Buttons menu, select Windows Classic. Click OK.

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Disk Management This step-by-step article describes how to use the Windows XP Disk Management snap-in to configure a basic disk and prepare it for use. This article also describes how to create and delete partitions, and how to format volumes with the FAT, FAT32, or NTFS file systems. How to use Disk Management To start Disk Management: 1. Log on as administrator or as a member of the Administrators group. 2. Click Start, click Run, type compmgmt.msc, and then click OK. 3. In the console tree, click Disk Management. The Disk Management window appears. Your disks and volumes appear in a graphical view and list view. To customize how you view your disks and volumes in the upper and lower panes of the window, point to Top or Bottom on the View menu, and then click the view that you want to use.

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NOTE: Microsoft recommends that you create a full back up of your disk contents before you make any changes to your disks or volumes.

How to create a new partition or a new logical drive To create a new partition or logical drive on a basic disk: 1. In the Disk Management window, complete one of the following procedures, and then continue to step 2: o To create a new partition, right-click unallocated space on the basic disk where you want to create the partition, and then click New Partition. o To create a new logical drive in an extended partition, rightclick free space on an extended partition where you want to create the logical drive, and then click New Logical Drive. 2. In the New Partition Wizard, click Next. 3. Click the type of partition that you want to create (either Primary partition, Extended partition, or Logical drive), and then click Next. 4. Specify the size of the partition in the Partition size in MB box, and then click Next. 5. Decide whether to manually assign a drive letter, let the system automatically enumerate the drive, or do not assign a drive letter to the new partition or logical drive, and then click Next. 6. Specify the formatting options you want to use by using one of the following procedures: o If you do not want to format the partition, click Do not format this partition, and then click Next. o If you want to format the partition, click Format this partition with the following settings, and then complete the following procedure in the Format dialog box:

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a. Type a name for the volume in the Volume label box. This is an optional step. b. Click the file system that you want to use in the File system box. You can change the disk allocation unit size, and then specify whether to perform a quick format, or enable file and folder compression on NTFS volumes. 7. Click Next. 8. Confirm that the options that selected are correct, and then click Finish. The new partition or logical drive is created and appears in the appropriate basic disk in the Disk Management window. If you chose to format the volume in step 6, the format process now starts. How to format a basic volume To format a partition, logical drive or basic volume: 1. In the Disk Management window, right-click the partition or logical drive that you want to format (or reformat), and then click Format. 2. In the Format dialog box, type a name for the volume in the Volume label box. This is an optional step. 3. Click the file system that you want to use in the File system box. If you want, you can also change the disk allocation unit size, specify whether you want to perform a quick format, or enable file and folder compression on NTFS volumes. 4. Click OK. 5. Click OK when you are prompted to format the volume. The format process starts.

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How to view the properties of a basic volume To view the properties of a partition or logical drive: 1. In the Disk Management window, right-click the partition or logical drive that you want, and then click Properties. 2. Click the appopriate tab to view the appropriate property.

How to delete a partition or a logical drive To delete a partition or logical drive: 1. In the Disk Management window, right-click the partition or logical drive that you want to delete, and then click Delete Partition or Delete Logical Drive. 2. Click Yes when you are prompted to delete the partition or logical drive. The partition or logical drive is deleted.

Important

When you delete a partition or a logical drive, all the data on that partition or logical drive, and the partition or the logical drive, are deleted. You cannot delete the system partition, boot partition, or a partition that contains the active paging (swap) file. You cannot delete an extended partition unless the extended partition is empty. All logical drives in the extended partition must be deleted before you can delete the extended partition.

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Disk Defragmenter Disk Defragmenter is a computer program included in Microsoft Windows designed to increase access speed by rearranging files stored on a disk to occupy contiguous storage locations, a technique commonly known as defragmenting. The purpose is to optimize the time it takes to read and write files to/from the disk by minimizing head travel time and maximizing the transfer rate. Fragmented simply means the file is not stored in one place in its entirety, or what computer folks like to call a contiguous location. Different parts of the file are scattered across the hard disk in noncontiguous pieces. The more fragmented files there are on a drive, the more performance and reliability suffer as the drive heads have to search for all the pieces in different locations. The Disk Defragmenter Utility is designed to reorganize noncontiguous files into contiguous files and optimize their placement on the hard drive for increased reliability and performance. Accessing Disk Defragmenter Disk Defragmenter can be opened a number of different ways. The most common methods are listed below.

Start | All Programs | Accessories | System Tools | Disk Defragmenter Start | Run | and type dfrg.msc in the Open line. Click OK

These methods take you to a standalone window containing Disk Defragmenter.

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When Disk Defragmenter first opens (Fig. 01) you'll see a list of the hard drives displayed at the top of the screen. The Estimated Disk Usage Before Defragmentation and Estimated Disk Usage After Defragmentation will be blank until a drive is selected and the Analyze button is clicked. In the screen shot above, I've already analyzed the drives as evidenced by the Session Status showing as Analyzed and the Estimated Disk Usage Before Defragmentation area containing a graphical representation of the drive fragmentation.

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After the Analyze button has been clicked and the process completes the window shown above (Fig. 02) opens with a brief recommendation of what action Disk Defragmenter thinks should be taken regarding the drive. It's important to note that this is just a recommendation based on the percentage of fragmented files to total files and doesn't prevent the drive from being defragmented if you feel it needs to be done and might improve system performance. If you want to go ahead and defragment without more information, click the Defragment button. If you're in agreement with their recommendation and don't want to defragment, click the Close button. Click the View Report button to view a more detailed drive analysis.

An Analysis Report contains quite a bit of additional information about the selected drive. The report shown above (Fig. 03) details the File Fragmentation status of drive WXP02-D. The top pane provides Volume information, and as you can see there are 3,851 fragmented files. This may not seem like many fragmented files, but consider that this is only a 20GB drive, which is very small by today's standards, and that 81% of the total drive space is currently unused. Look at the Average Fragments Per File number of 1.04 and this tells you that approximately 4% of the files on the drive are in two or more pieces. My experience has been that when this number reaches 1.05 the message in the quick analysis window (Fig. 02) will recommend defragmenting the drive. The bottom pane, Most Fragmented Files, lists the files in descending order that are the most fragmented.
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In spite of the recommendation not to defragment this particular disk, I went ahead and clicked the Defragment button. The results of that choice are shown above (Fig. 04) in the Estimated Disk Usage After Defragmentation section. The graphical representation clearly shows that not only have the red lines depicting fragmented files been eliminated, many of the contiguous files indicated by the blue have been repositioned toward the beginning of the drive, reducing the amount of searching the drive heads have to do to locate a file. The drive in this example is not a system drive, nor does it have a paging file which would be indicated by the lime green Unmovable Files color.

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After the defragmentation process completes, clicking the View Report button will bring up the Defragmentation Report (Fig. 05). It takes the exact same form as the Analysis Report (Fig. 03) but shows the post defragmentation results. The Total Files and Average File Size remain identical, but notice that Total Fragmented Files and Total Excess Fragments have been reduced to zero (0) and the Average Fragments Per File is now 1.00, indicating most or all of the files are contiguous. In addition, there are no files listed that did not defragment. Additional Disk Defragmenter Notes For the majority of users, the Disk Defragmenter Utility included with XP is sufficient to keep the hard drives in relatively good condition, but it's actually what is known as a Lite or slightly crippled version of Diskeeper, a product made by Executive Software. You may have noticed in Fig. 04 that even after the drive had been defragmented, there were still gaps showing where no files were shown as being present. What are these gaps and why weren't they eliminated by compacting the files to the beginning of the drive? It's due to limitations imposed by the Lite version of Diskeeper supplied with XP. I don't currently have Diskeeper installed, but look at the images below, created from PerfectDisk v5.0 by Raxco Software.
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The top image is a drive analysis of the same drive that was used in the previous examples. The analysis was performed immediately after the drive was defragmented using Disk Defragmenter supplied with XP. Using the Legend shown below, we can see that there are a number of details supplied that flesh out the areas shown in Fig. 04 as being Free Space. In reality, this really isn't free space but is the MFT and MFT Zone

Backup
Backup refers to making copies of data so that these additional copies may be used to restore the original after a data loss event. These additional copies are typically called "backups." Backups are useful primarily for two purposes. The first is to restore a state following a disaster (called disaster recovery). The second is to restore small numbers of files after they have been accidentally deleted or corrupted

What Is Backup? The Backup utility in the Microsoft Windows Server 2003 operating systems helps you protect your data if your hard disk fails or files are accidentally erased due to hardware or storage media failure. By using Backup, you can create a duplicate copy of the data on your hard disk and then archive it on another storage device, such as a hard disk or a tape.

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Virus
A program or piece of code that is loaded onto your computer without your knowledge and runs against your wishes. Viruses can also replicate themselves. All computer viruses are manmade. A simple virus that can make a copy of itself over and over again is relatively easy to produce. Even such a simple virus is dangerous because it will quickly use all available memory and bring the system to a halt. An even more dangerous type of virus is one capable of transmitting itself across networks and bypassing security systems. Since 1987, when a virus infected ARPANET, a large network used by the Defense Department and many universities, many antivirus programs have become available. These programs periodically check your computer system for the best-known types of viruses. Some people distinguish between general viruses and worms. A worm is a special type of virus that can replicate itself and use memory, but cannot attach itself to other programs. Almost all viruses are attached to an executable file, which means the virus may exist on your computer but it actually cannot infect your computer unless you run or open the malicious program. It is important to note that a virus cannot be spread without a human action, (such as running an infected program) to keep it going. Trojan Horse A destructive program that masquerades as a benign application. Unlike viruses, Trojan horses do not replicate themselves

worm A program or algorithm that replicates itself over a computer network and usually performs malicious actions

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In OtherWords A virus is malicious code that the has the ability to replicate, execute and send to other user through a host. The host is the infected computer. Virus usually alter, change or delete files. Antivirus is software that finds, removes, cleans or denies access to a virus or the infected file. Antivirus software does the impossible. Most people have about 100,000 files on their computers. You would have to know a lot of code and you would have to look in every single file. Now some antivirus software is better than others. The best kinds of antivirus software is the type that not only looks for things it recognizes but it looks for virus like behavior. This very useful because lets say there is an undiscovered virus. But it acts like a virus that has already been detected. Well looking for virus like behavior increase the chance of discovering a new virus. Good antivirus software has a firewall. Detecting the infection before it reaches your computer is a great method of staying protected.

Anti-virusDefinition: "antivirus" is protective software designed to defend your computer against malicious software. Malicious software, or "malware" includes: viruses, Trojans, keyloggers, hijackers, dialers, and other code that vandalizes or steals your computer contents. In order to be an effective defense, your antivirus software needs to run in the background at all times, and should be kept updated so it recognizes new versions of malicious software

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Thwart Virus-Related Damage 1. An antivirus software program helps prevent any virus from damaging a PC's operating system, other functionalities of the PC or any network to which the PC is attached. Maintain the PC's Security 2. A robust, constantly updated antivirus package or program creates a firewall to boost a PC's overall security, keeps all PC operations running optimally and secures the Internet accessing and browsing experience. Protect Against Email Threats/Spam 3. Antivirus software is also quite effective in scanning emails, email attachments and spam emails that could be infected with malicious viruses and other online threats. Protect Data and Files 4. Critical data, information, files, documents, photos, presentations and other material stored on a computer are secured from sudden virus attacks or virus infections.

Financial Savings 5. An unprotected or superficially protected PC is susceptible to varied and sudden virus attacks. An effective antivirus program negates the need to call technical support professionals and resort to other costly measures to help recover your data and secure your computer again.

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Benefits of Antivirus Software

The key benefit to installing antivirus software is quite simply that it prevents a virus damaging your PC or network Protects your PC or network from viruses and other forms of malware. Prevents downtime, i.e. valuable working time could be wasted if you can not access your PC due to a virus infection Protects valuable information on your PC. Prevents other people outside of your organisation being able to access your information whether it is business or personal data. Potentially prevents emails being sent by your system thereby damaging you and your organisations reputation. Some viruses access your email folders and send an email to all of your contacts with the virus attached Prevents the time consuming and unnecessary task of having to clean or remove the virus after the damage has been done Reduces the potential financial implications getting the technical support required to achieve removal of the virus and to restore your lost information. Legal implications in some instances it is required to demonstrate that your organisation has taken easonable measures to protect the information you hold about your customers and the email you exchange with them.

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Disadvantages and potential pitfalls

Some antivirus packages can slow down the speed of your PC or network. Antivirus software can require a great deal of hard disk and memory Antivirus software needs to be updated regularly. It is very important that the antivirus software is updated, preferably on a daily basis, because new viruses and malware are developed and the antivirus vendors will develop counter measures to deal with them. This can be achieved by automatically connecting to your suppliers website via the internet and downloading the necessary files. You can normally set this up to happen automatically. Antivirus checks must to be run regularly. Again, ideally you should run your antivirus software daily as internet access and email can potentially cause problems. Not all antivirus software is capable of being effective at dealing with viruses, spyware and adware so you may need to run two or more packages. However, be sure that you are not running two systems that conflict and prevent each other working properly.

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INTRODUCTION TO MS-WORD
Word is an application of MS-OFFICE. It is also called word-processor. A Word Processor is a software package which helps us to create, edit, format and print a document. Different word processors have different types of activities. Advantages of a Word Processor: A Word Processor has a number of menus and commands that are user friendly and give the path for working with its function. It has different tools in the toolbox for users help. It should give a good view of the document while creating a document so that user can easily remove the errors. It can print a relatively error- free document in the desired format. There is a feature to import and export the document. A Word Processor has a feature of spell and grammar checking so that the document remains error- free. It should provide feature to change the format of text by applying font style, size, color etc. to give better appearance to the document. It should provide the feature to define header and footer in a document. It gives the feature to set the page size, margins, line spacing etc. It gives the feature to search the selected text from the whole document and easily replaced the text according to our requirement. There is a feature to cut or copy the text and paste it in the same or new document wherever it is required. It should have the justification feature so that the text can be justified left, right or centered. It can also work with pictures, graphs and charts. It should help us to run the commands either with a keyboard or a mouse.

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The various parts of a Word Window are: Title Bar The Buttons Minimize, Maximize, Close Menu Bar Tool Bar The Ruler View Button Status Bar Scroll Bars Vertical & Horizontal Working Area Formatting Bar Frame Starting Microsoft Word step 1st To load Microsoft Word: 1. Click on the Start menu in the bottom left corner of the screen. 2. Choose All Programs then Microsoft Office (from the sub-menu which appears). 3. Finally click on Microsoft Office Word 2003. Starting MS Word step 2nd To start ms word, follow these steps:
1. 2. 3.

Click on the Start menu in the bottom left corner of the screen. Select and click on the Run command Type the winword then enter.

(Tip: You'll probably be using button and a Word icon will appear on the Desktop. To load Word in future, simply double click on the icon Word quite frequently in the future, so it's worth putting it as an icon on the Desktop. To do this, repeat steps 1 to 3, but at step 3 hold down the mouse button (instead of clicking), and drag the mouse away from the menus. Release the mouse.)

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The window shown below will open, ready for you to begin typing

MS Word 2003 Tutorial: word Program Screen When you launch word, the program opens to a blank document that looks like the one below. From this point, you can add data, change how it looks, have word perform summarize the data or find information in word's help files.

The image below shows the most important parts of the ms word window. Note that it's possible that depending on the way your computer is configured, not every toolbar that you see below may look the same on your machine. You can select the toolbars to view by selecting View from the Menu Bar and then choosing "Toolbars."
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Word 2003 Tutorial: The Word Toolbars Title Bar: - The Title Bar is used to display the current application in which user is working i.e. MS-Word. It will also identify the name of the document. If user is creating a new document, then it will display Document 1 in the title bar with the MS- Word.

The ButtonsMinimize Button: - Minimize Button is displayed on the right top corner of the window on the title bar which look like hyphen (-). This button reduces the size of the window so that it is just an entry on the Taskbar. It means that window is open but it is not running. Minimized Window is called as the Iconized Window.
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Maximize Button: - Maximize Button is also displayed on the right top corner of the window on the title bar which look like a rectangular box. This button enlarges the window so it fills the screen or is as large as the window containing it will allow. After the window has been maximized, the Maximize button becomes a Restore button, that will return the window to its previous size. Close Button: - It has cross sign in the small rectangle box at the upper right corner of the window. It is also called cross button. This button closes the window when not in use.

Frame: - Frame is the outer boundary of the window. All the items like scroll bar, title bar, status bar are enclosed in this frame. One can adjust the size of the window by dragging the window frame in the desired direction. When the mouse is on the frame, the mouse pointer becomes a two-headed arrow. Working Area: - Workspace is the area where user can write & read. All the files, folders & contents are displayed in the workspace. User can view, type, edit or remove the text in the working area. This area is enclosed with in scroll bars and rulers. If user wants to view the whole document, then these scroll bars are used. View Button: - View buttons are used to view the outlook of the document. There are three buttons on the left bottom corner of the workspace at the scroll bar. The three buttons are: 1. Normal View Button 2. Page Layout View 3. Outline View Scroll Bars: - There are two scroll bars- vertical and horizontal which lies on the right and bottom of the working window. These bars are used to move the text when user wants to see the desired line or page of the document. Every bar has a small box on the slide i.e. elevator.

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1. Vertical Scrollbar: - Vertical scrolling is used when there is a long document and user wants to see a particular page. The elevator moves top to bottom or vice- versa on this scroll bar. 2. Horizontal Scrollbar: - Horizontal scrolling is used when displaying text is in page layout view. The elevator moves left to right or vice- versa on this scroll bar. Status Bar: - Status Bar is the last part of the MS- Word window. It gives us the information about the current page, section number, line number, column number, vertical position of the cursor and total number of pages in the current document.

The Ruler: - The line below the toolbar is known as ruler or ruler bar. There are two rulers- horizontal and vertical which lies on the left and top of the working area. Rulers are used to set the margins for the working window. It is also helpful to set and clear the tab positions.

1. Horizontal Ruler: - Horizontal Ruler is used to change the settings for indents, margins, tab stops and column width. It is used to set left and right margins and length of the columns in a table.

2. Vertical Ruler: - Vertical Ruler is used to change the settings of margins and row heights. It is used to set top and bottom margins of the pages and height of the rows in a table.

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Tool Bar/StandardBar: - Tool bar is visible just below the menu bar. Each tool bar has a set of tools that are applied for a particular task. The tool bar contains buttons or icons that are shortcuts for performing a desired task. If a tool bar is not visible, select it from the view menu. There are mainly eight tool bars- Standard, Formatting, Border, Drawing, Forms, Microsoft, Database and Tip Wizard.

Standard Toolbar The tools found on the Standard Toolbar include the following:

New - Creates a new, blank spreadsheet Open - Open a previously saved spreadsheet Save - Save your current spreadsheet Permission - To restrict access to your spreadsheet Print - Prints the current document Print Preview - Preview the current spreadsheet to see how it will print Spelling - Performs a spell check of cells in the current document Research - Enables information rights management which can help protects sensitive documents from begin copied or forwarded. Copy - Copies the current selection to the clipboard, which can then be pasted elsewhere in the document Paste - Takes the current clipboard contents and insert them Undo - Undoes the last action in the document Redo - Redoes the last undone action Insert Hyperlink - Inserts a hyperlink to an Internet Web location Auto Sum - 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 charts and diagrams using the selected data.

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Other Options - There are a variety of other options you can call or add to the toolbar, such as Cut, Email, Sort Descending, etc. By clicking on the triangle at the far right side of the toolbar, you can access these options.

Menu Bar: - Menu bar comes after the title bar. It contains number of menu items on the menu pads. We can open a desired menu by clicking on it and it will display a pull- down menu. Using the keyboard, press Alt for the menu bar and first letter of the desired menu pad which is underlined and then by using the arrow keys we can select the desired option. Various menus are- File, Edit, View, Insert, Format, Tools, Table, Window and Help.

Menu Bar The menus found on the Menu Bar include the following:

File - File-related commands to open, save, close, print, and create new files. Edit - Commands to copy, cut, past, find, and replace text. View - Commands to change how the workbook is displayed on the screen. Insert - Lists items that you can insert into a workbook, such as graphics and charts. Format - Commands to format fonts, cell alignment, and borders. Tools - Lists tools such as the spell checker and macros. Data - Commands to analyze and work with data information. Window - Commands to display and arrange multiple windows. Help - Get help on using the Excel program

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Formatting Toolbar - The Formatting toolbar contains buttons for the most commonly used formatting commands, such as making text bold or italicized.

Formatting Toolbar The Formatting Toolbar includes commonly used buttons for formatting the information in cells. These include the following:

Font - Changes the font of the selected cells Size - Changes the font size of the selection Bold - Puts the selection in bold face Italics - Puts the selection in Italics Underline - Places an underline beneath the selection Align Left - Aligns the current selection to the left Align Right - Aligns the current selection to the right Merge & Center - Combines two selected cells into one new cell that spans the width of both and center the contents of this new cell Currency Style - Changes the style in which currency is displayed Percent Style - Changes the style in which percents are displayed Decrease Indent - Decrease the indent of a cell by approximately one character Border - Adds or alters the style of borders around selected cells Fill Color - Select a color to fill the background of a cell Font Color - Select a color to apply to a selection of text

Task Pane - The Task pane lists commands that are relevant to whatever you're doing in Excel.. Click the close button in the upper right corner of the Task pane. To open it again You can easily hide the task pane if you want to have more room to work on a workbook, choose View, Task pane.

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File:- The first menu we will cover in our Using Microsoft Word tutorial is the file menu, which is one that you will find yourself using frequently.

a) New: This creates a new Microsoft Word document. The page setup of the new document, ie, the size, margins, etc, will depend on your page settings.
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b) Open: This opens an existing Microsoft Word document, it will open a file explorer window allowing you to navigate to the file you want to open.

c) Close: This will close the current word document. Microsoft Word may prompt you to save the file, if you have made changes to the document since the last save..

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d) Save: Saves the current document, replacing the existing file (if previously saved).

e) Save as: This allows you to save the document as a different file. This is very useful, imagine you open your letterhead template and write a letter that you want to save, if you just saved it (using the option above), it would replace your letterhead template. When you click on Save As you will be able to choose the new filename and location

f) Save as web pages: This option will save the current document with the HTM(L) extension, allowing it to be viewed by a web browser. g) Web page preview:Clicking on this option will display your current document as it would look in a web browser. When you click, Microsoft Word will open the document in your default web browser. If you would like to know more about making web pages, see our guide to creating a website. h) Page setup : This opens the page setup options dialogue box. It allows you to set the properties (dimensions, margins, etc) of the current document and change the default for new Microsoft Word documents.

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Gutter : To left space for binding a pages of book e.g.:- Top, left

i) Print Preview: Selecting this option opens the print preview window, allowing you to preview how your document will look when printed.

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j) Print: Opens the print dialogue box allowing you to print the current document

Exit: Clicking this will exit Microsoft Word, it may prompt you to save any unsaved documents. Edit:- The Edit Menu is the second menu in our using Microsoft Word tutorial

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a) Undo :(last task): This option allows you to undo the last thing you did in your Microsoft Word document, in our example (fig 1.1) you can see our last action was to type some text. This is a handy command, especially if you delete something by accident..

b) Redo: This repeats your last action. In our example clicking on the Repeat Typing will repeatedly insert the same piece of text into the document.

c) Cut: This command will cut (delete) the currently selected element. For example if you highlight (select) some text and then click on cut, it will be deleted

d) Copy: The Copy command will copy the curently selected element (text, image, etc) into the office clipboard. It can then be inserted (pasted) into a document using the Paste command (see below), which will appear in the edit menu once you have copied something to the office clipboard

e) Paste: This will paste (insert) into the current document the last element to be stored in the Office Clipboard.

f) Office clip board: This command will display the current contents of the office clipboard, allowing you to click on the stored elements to insert (paste) them directly into the current document. Elements (text, images, etc) can be added to the clipboard using the Copy command (see above), this clipboard will also show any elements stored in the Windows Clipboard.

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g) Clear: This command allows you to remove any formatting from the currently selected (highlighted) element (text/image). It also allows you to delete the selected element. (i) Format : If you change the style the word, color, size, e.t.c. to clear all the format to changes the original fonts (ii) Contents {DEL} : To delete the statement should thus be used with caution!

h) Find: Find allows you to search the current document for a certain word or phrase.

i)Replace : Replace allows you to replace a given text with a substitute of your choice

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j) Go To: Goto allows you to go directly to a certain page, section, line, bookmark, comment, footnote, endnote, field, table, graphic, equation, object, or heading. View- The View Menu is the third menu in our using Microsoft Word tutorial

Type of page in MS-WORD: I. Normal Page: Selecting this will show your current document in a layout without the document margins. II. Web layout page : The Web Layout view will show you how the current document will look on a web browser, a full-screen layout.

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III. Print layout page : This view will show the document in a layout including all margins and page breaks.. IV. Reading layout: Look like a book two page on one screen

V. Out line: The Outline view allows you to change the structure of your document, when selected it will open the Outline Toolbar. The Outline Toolbar allows you to, amongst other things, move headings up or down and/or change the heading types.

Task pane: This command toggles (shows/hides) the Task Pane. The task pane is designed to give you quick access to frequently used commands, including Document Commands, The Office Clipboard, Basic Search, Style and Formatting and more.

Toolbar: When you hover your mouse pointer over Toolbars you will be presented with a submenu, this includes all of the different toolbars that are available. You can toggle (hide/show) the different toolbars by simply clicking on them within the submenu.

Rular: Clicking on this will toggle (hide/show) the document ruler which appears across the top and down the side of the Microsoft Word document.

Document map : The document map is a handy feature which allows you to navigate the current document, it will list the headings (heading 1, heading 2, etc) in the current document. To go directly to a certain paragraph heading, simply click on it in the left hand pane that opens.

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Thumbnails : Show small small pages on the left side of the screen.

Header and Footer : This allows you to edit the header and footer of the current document. We show you how to edit the header and footer in our letterhead tutorial.

MarkUp-This will toggle (hide/show) any Markup (comments and tracked alterations/additions) in the current document.

Full Screen :- This will show the current Microsoft Word document in full screen mode.

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Zoom Screen :- This will open the zoom dialogue box, enabling you to change the percentage of zoom for the current view.

Insert- The Insert Menu is the fourth menu in our using Microsoft Word tutorial

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Break- This command opens the Break dialogue box, allowing you to insert page breaks and section breaks into the current document Page BreakThis command opens the Break dialogue box, allowing you to insert page breaks and section breaks into the current document. If you want to start a new page in Microsft Word, and you already have 1 or more pages created, you can simply keep pressing the Enter key on your keyboard. The cursor will then move down the page. When it goes past the bottom, a new page will be created. However, there is an easier way - the Page Break. This is quite simple. If you've been working on the Table of Contents page in the last section, then tap your enter key a few times after "Story Five". If you haven't been working on the Table of Contents page, make sure your cursor is flashing on a new line (though it doesn't have to be). Then do the following:

Click

Insert from the menu bar From the drop down list, click Break (right at the top) The following dialogue box appears

What this is telling you is that you can force a break. There are different types of break that you can force. We want to force a Page Break. This is already selected, so just click OK.
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1. What is a Column Break? A column break will force everything after the break into the next column. 2. What is a Text Wrapping Break? Specifically for WebPages and blog entries, a text wrapping break separates text around objects, such as caption text from body text. 3. What is a Next Page Section Break? A next page section break firstly marks a section break in the document (which are very important when working with headers, footers, and other page formatting features), and also starts a new page, just like a page break. 4. What is a Continuous Page Section Break? Same as the Next Page Section Break, except it does not begin a new page. 5. What is an Even Page Section Break? An even page break is just like a next page section break, except that it will start a new section on the next even-numbered page. 6. What is an Odd Page Section Break? Again, just like a next page section break, or an even page section break, except that it will start a new section on the next odd-numbered page 7. Why use an Odd or Even Page Section Break? Odd and even page breaks come in very handy when you are printing a booklet, and you want the next section to begin on the left hand page (even) or the right hand page (odd) when the booklet is open. Page Numbers: Clicking on Page Numbers will open a dialogue box, which allows you to insert page numbers into the document using various options.

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Date and Time: This command will open the Date and Time dialogue box. You can choose from many different date and time formats, you may also have different languages to choose from.

Auto TextThis is the option in which we select many types of text which already existed in the option. This helps us to do the work easily. We can also add some new words in the auto text option to make the work easy.

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Symbol: - We can insert any type of symbol in our document as like a, !, @, #, $, >, 0, < etc. and also some symbols which can not be entered through the keyboard (that is keyboard has not some special symbols keys). The symbol dialog box is displayed when symbol command is selected from the drop down list of Insert Menu.

CommentTo insert a comment, follow these steps in Word 2003:

1. Select the text you would like to comment upon 2. From the Insert menu, select Comment (or click on the New Comment button on the Reviewing toolbar) 3. In the balloon that appears in the right margin, type your comment 4. Click anywhere in the document to continue editing the document The text will have red lines surrounding it, and a dotted red line will connect it to the comment. To delete a comment, simply right click on the balloon and select Delete Comment.

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Footnote1. In print layout view (print layout view: A view of a document or other object as it will appear when you print it. For example, items such as headers, footnotes, columns, and text boxes appear in their actual positions.), click where you want to insert the note reference mark. 2. On the Insert menu, point to Reference, and then click Footnote. 3. Click Footnotes or Endnotes. By default, Word places footnotes at the end of each page and endnotes at the end of the document. You can change the placement of footnotes and endnotes by making a selection in the Footnotes or Endnotes box. 4. In the Number format box, click the format you want. 5. Click Insert. Word inserts the note number and places the insertion point next to the note number. 6. Type the note text text1
1

Words

7. Scroll to your place in the document and continue typing. As you insert additional footnotes or endnotes in the document, Word automatically applies the correct number format. When you add, delete, or move notes that are automatically numbered, Word renumbers the footnote and endnote reference marks (note reference mark: A number, character, or combination of characters that indicates that additional information is contained in a footnote or endnote.)

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Picture: Allows you to insert a picture into your document. You will be offered various locations to locate the image, including clip art, the file system on your computer, and a digital camera or scanner. DiagramTo get started, launch Word and create a new document. Then, pull down the Insert menu and select the Diagram command. When you do so, you'll see the Diagram Gallery dialog box, as shown in Figure A.

Figure A:

The Diagram Gallery displays the six basic diagrams that you can create with Word's diagramming feature.

As you can see, the Diagram Gallery contains six diagram types. Each of these diagram types is described in Table A.
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Table A: The Diagram Gallery contains six diagram types Diagram Type Description Organizational Use this to Chart relationships Cycle Diagram Radial Diagram Pyramid Diagram illustrate hierarchical

Use this to illustrate a process with a continuous cycle Use this to illustrate relationships of a core element Use this to illustrate foundation-based relationships

Venn Diagram Use this to illustrate areas of overlap between elements Target Diagram Use this to illustrate steps toward a goal

Looking over the diagram work area Once you select a diagram type, a template will appear in your document, as shown in Figure B, which is ready for you to begin customizing to your specific needs. However, before we actually create a diagram, let's take a few moments to look around the work area. Figure B:

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Once you insert a diagram into your document, you'll see the work area and the Diagram toolbar. Looking at the diagram itself, you'll see that it has a border around it that defines the work area. This border will disappear once you select anything outside the work and it will not print. You'll notice that there are eight sizing handles, represented by circles, around the border that you can use, via a click and drag operation, to resize the entire diagram. The Diagram toolbar, which only appears when the work area is selected, provides you with a host of configuration and design tools. As you can see in Figure B, the first item on the toolbar is the Insert Shape button, which when clicked automatically places an appropriate element type to the diagram

Text Box: This allows you to insert text boxes, we will be covering text boxes in a future tutorial.

File: Enables you to insert part or all of a file into the current document. Object: This command will insert an object of your choice, including media clips, Microsoft Excel charts and worksheets, Microsoft Powerpoint slides and presentations. Bookmark: This handy feature allows you to bookmark a certain element (text, image,etc). You can name the bookmark and then return to it at any time by using the goto command in the edit menu.
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Hyperlink: The Insert Hyperlink dialogue box allows you to add a hyperlink to an existing file, web page, certain place in the current document, a new document, or an email address. Format- The Format Menu is the fifth menu in our using Microsoft Word tutorial

Font- This will change the font attributes of either the currently selected text, or any subsequent text, using the font dialogue box.

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In this main options are subscript and superscript Subscript is used for H2O Superscript is used for 22 Paragaraph- This command will open the Paragraph dialogue box, allowing you to make changes to either existing text or subsequent text. To change an existing paragraph, select the text you wish to change and then use this command to make the alterations, such as alignment, indentation, and spacing. In this 4types of paragraph alignment 1.Left Align 2.Center Align 3.Right Align 4.Justified

These alignments are used for set the paragraph start writting from left,center,right and Justified also Line spacing option is also available in it this is used for set the space between two lines. 0 pt means no space between them.

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Bullets and Numbering:- This is a handy command, it creates indented lists with various formats. You can either click the command and then start typing your list (pressing enter for the next line), or you can select some existing text to convert to a list. The listing format options include bulleted, numbered, outline numbered, and other styles. like 1,2,3,4,,,,,,,,,,,, A,B,C,D,,,,,,,,, a,b,c,d,,,,,,,,,,

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Border and Shading- This command allows you to create borders and shading on elements within your Microsoft Word document. The borders and shading can be applied to text, paragraphs, pictures, and more.

Coloumn- The Columns command will split the current document into the number of columns you specify. You can either split the whole page, or just from that point onwards.

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Tabs- This command allows you to manage tabs, including the alignment, spacing, and whether the tab has a leader or not. Drop Cap:- A drop cap is a letter at the start of a paragraph of text that spans 2 or more rows of text, you will often see a drop cap in a book at the start of a chapter. This tool allows you to either add a drop cap character to your document or change an existing letter (at the start of a sentence) to a drop cap. for ex... ommon omputers

There are three types of Drop Cap-

Text Direction- This allows you to change the text direction of a text object, for example a text box.

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Change case- The Change case tool allows you to alter the case of existing text. Options include sentence case, lowercase, uppercase, title case, and toggle case. There are five types of change case in MS Word 1. Sentence case 2. lower case 3. UPPER CASE 4. Title Case 5. tOGGLE cASE

Background- This changes the background colour (color) of your Microsoft Word document. It also allows you to add watermarks and use different gradient effects.

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We can set Color,Fill Effects(Gradient,Texture,Pattern,Picture)

Theme- The themes command will open the theme dialogue box, allowing you to change the theme of your document, including heading style, hyperlinks and background colour (color).

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Frames- We can divide the one screen in many parts. we can write in any part of the screen. every part has its own Scroll Bar for moving up and down, we can also delete its parts one by one.

Style and Formating- In this change the style,effect of the Font like Heading1,Heading2,Heading3,Heading4,Heading5,Heading6, Heading7,Normal,Hyperlink etc.

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Reveal Formatting- Clicking on this will show a dialogue box detailing the format attributes of the selected element. at the right side on the screen. like Font Size,Style,Lines ,Paragraphs written on that page..........

Tools- The Tools Menu is the sixth menu in our using Microsoft Word tutorial

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Spelling and Grammar- when we write on page we can see red or green line at the below of the text........ so this is used for remove that mistake, we can add that word in dictonary, we can also replace our words some given suggestions words, we can also ignore them. Red lines means that word is not add in computer's dictonary Green line means here a little bit mistake in spellings. For eg- computer if we write like this green line show at the below of text if we write Computer than green line is not comes that means our word is correct. In Other Words 1. Select "Check spelling as you type" in the spelling section of the tab. With this option checked, Microsoft Word now underlines any words that might be misspelled with a wavy red line. 2. Right-click on words Microsoft Word points out as potentially misspelled. A menu drops down presenting you with several options of how to deal with the potential misspelling. 3. Note the suggested replacements at the top of the drop down menu. These are the words in Microsoft Word's dictionary closely related to the underlined word. To replace the underlined word with one of the suggestions, left-click the correctly spelled word. 4. Choose "Ignore All" if you want Microsoft Word to stop underlining a particular word. Microsoft Word won't underline this word in the rest of the document, but does underline it in future documents. 5. Add the word to the dictionary if it is correctly spelled and you intend to use it again. Click "Add to Dictionary" and Microsoft Word recognizes it as a correctly spelled word in the future.

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Word Count- It shows the information............ How many words written on pages, No. of Pages, No. of Lines, No. of Paragraphs we are used.

Protect Document- This command allows you to control the protection of the document, including tracked changes, comments and forms.

Macro- It is used for create a shortcut key of that text which we used to write again and again in our document. if it creates then we have no need to write that text again and again, press that shortcut key which we were given than data is printed here automatically which we were recorded in that shortcut key.

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Creating a Macro in MS Word Purpose Macros save MS Word users time by memorizing a function that is repeated often. A macro is a simple program that records the steps required to perform a specific task. These tasks range from simply inserting your name and address into a document to something as complex as launching multiple programs and copying data between them. Tasks performed by macros are usually routine in nature. Therefore, Word users can save significant amounts of time by running a saved macro rather than going through the steps manually. Subsequent instructions explain the setting up of a macro that selects all of the text in one document, copies the text, opens a new document, and pastes the copied text in the new document. Therefore, you will need to have an existing document open to create this macro.

Scope Familiarize yourself with the following sections to create a macro in MS Word:
Creating an MS Word Macro
1)

Click the blank document button new document. Click Select

on the menu bar to open a

2) 3)

on the menu bar to display a menu. to open the Macro menu.

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4)

Select .

to display a box with the heading

5)

Enter a name in the Macro name box and click . The new macro is now open and ready to record. To confirm that status look for the following box on the screen.

Enter the new macro name in this box.

6)

Click

Note: In addition to the Stop box above, the mouse pointer has changed to an arrow with a tape cassette dangling from it. From this point, every keystroke you make will be recorded by the macro until the Stop button is clicked.

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Recording the Macro Now that you have opened a new macro, you can begin recording the steps to copy text from the original document to a new document. You will now see a small window on the screen that we will refer to as the macro recording box:

Instead of an insertion point, your mouse pointer is now in the shape of an arrow with a tape cassette dangling from it. Now that you have begun a new macro, it is important to remember that everything you type or click on in your Word document will be recorded until you press the stop button on the macro recording box. Subsequent instructions explain the setting up of a macro that selects all of the text in one document, copies the text, opens a new document, and pastes the copied text in the new document.

1) 2)

Click

on the menu bar to open the Edit menu. to highlight and select all of the text in your

Choose document.

3)

Click the

icon to open a new document.

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4)

In the new document, click the right button on your mouse to display the following menu:

5) 6)

Choose

from this menu.

Click the stop button on the macro recording box and the macro will stop recording your activity.

Executing an MS Word Macro

1)

Click on the menu bar to open the Tools menu and select the option to display the Macro menu. Select the option and the Macros dialogue box displays. The new macro you have just created should be listed as whatever name you have assigned it.

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Note: The newly created macro is listed above as CopyNewDoc. However, your macro will be listed by the name you have chosen for it.
2)

To execute the macro, make sure its name is highlighted in blue, as shown in the image above, and click the button to run your newly created macro.

Conclusion Provided the steps you followed during the recording were accurate, a new document will have opened that mirrors your original document. Now that you know how to create a macro, you can use your time more efficiently by letting a saved macro do the work of executing repetitive tasks.

Mail Merge: - Use the Mail Merge task pane to create form letters, mailing labels, envelopes, directories, and mass e-mail and fax distributions. To complete the basic process, you: Create the main letter: it has the general body of letter. Create the data source: it has the label addresses of the letter. Define Merge fields in the main document: User defines merge fields in the main document. These fields tell the MS-Word where to insert specific data items from the data source. Merge the data with main document: when the main document and the data source are ready, you can merge two. The result is a single document containing all the personalized documents with page break separating one document from another. Print the document: As all personalized documents are placed in a single document file, you can print the documents in one operation.

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Type of document you can create: the main document in a mail merge operation is the one that contains the boilerplate text and graphics, which are the same in all the resulting documents. There are few types of main document used in mail merge.

1) Form Letter: When you want to create a form letter, MS-Word merges the main document and the data source to create a single document that contains all the personalized letters, with each letter in its own section. 2) Envelopes: MS-Word automates the process of creating envelopes, enabling you can to specify the envelope type, print options and other variables. 3) Labels: Word allows you to specify the type of label having size, number per page etc. and then creates a main document consisting of page label. Each label cell contains the field to insert the address information. The resulting merged document contains multiple pages of labels all in one section. 4) Catalog: A catalog is much like a form letter which has resulting merged document contains all the data in one section instead of individual section. Creating a Form letter: following are the steps to create a form letter: Open the new document named Call.DOC and types the body of the letter and all other text and graphics that you want to be included in each letter as shown below Dear You are called for interview on 19.02.08 at hotel silver star at 10 A.M. sharp. With Thanks Shilpa Sharma Managing Director, Khalsa Adv. Pvt. Ltd.

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Select the mail merge command from the tools menu. A mail merge helper dialog box will be displayed.

This option has five choices which type of document you want to create like letter, E-mail massage, Envelopes, Labels and Directory. Which we want that was select. Then go to the next step and select the document. Now make the list of those persons which we want to send the letter. If the list was exits then browse the list and select the persons other wise create a new list.

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In this dialog box enter various fields names. As field name box is also called header row and we define the field name in the header row. Word also has its own field list in the field name in the header row box. We skip this box and enter our own fields Name, Address, City and Phone Number. If we want to remove some fields then we remove them with the help of customize button.

We remove all the unnecessary fields then the field form look like with some selected fields.

Now you can type your letter and insert the Address block and Greeting line. We can choose the style of address block and greeting line. With the help of the dialog boxes.

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Then open its toolbar. With the help of it we can do the mail merge.

[Toolbar]

If we want to combine all merge documents then we click on the merge to new document option from the toolbar. Then a dialog box will open it helps us to merge the documents.

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Auto Correct Option: - To automatically detect and correct typos, misspelled words, and incorrect capitalization, you can use AutoCorrect. For example, if you type teh plus a space, then AutoCorrect replaces what you have typed with "the." Or if you type this is theh ouse plus a space, AutoCorrect replaces what you have typed with "This is the house. You can also use AutoCorrect to quickly insert symbols that are included in the built-in list of AutoCorrect entries. For example, type (c) to insert .

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Customize: - with the help of customize option we can set the toolbars means which toolbar we want to display. We can also set the commands of menus means which commands are displays in which menu.

Table- The Table Menu is the seventh menu in our using Microsoft Word tutorial.

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Draw Table- This command opens the Tables and Borders dialogue box with the draw table tool active. First you draw the outline of your table, then using the same tool, you can create cells by vertical or horizontal movements within the table. Step1 Access the table drawing menu. Scroll to the Table tab on the command bar and select Draw Table. The cursor will turn into a pencil icon. Step 2 Draw the table. Use the pencil icon to draw a table by left-clicking and holding as you drag the cursor to create the desired table. Release the mouse button once you have drawn the table. Step 3 Re-size the table. Grab the lower right corner of the table by hovering the mouse cursor over it until a box appears. Then left-click and hold as you drag the table to the desired size. Step 4 Enter text into the table. To enter text in the table, left-click inside of the table and a text cursor will appear; enter the desired text. Step 5 Move the table. To move the table, left-click on the upper left corner and hold as you drag the table to the desired size.

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Insert: - Click on the insert Table button in the Standard Toolbar or Click on the Table in the menu bar. Select Insert Table. Insert table dialog box appears. Type the number of rows and columns required or use the spin box to obtain the required numbers.

Click on the ok button after setting the rows and columns.

Delete: - we can delete the table, rows, columns and cells with the help of this option.

Which row and column we want to delete that was we delete easily.

We can delete the single cell with the help of this option. There will be a dialog box appears.

Select: - This option is used to select the table.

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Select a cell: - move the mouse printer to the left corner of the cell. The mouse pointer changes into arrow. Click the mouse to select the cell. You can also select the cell with the help of select cell option in the table menu.

Selecting Rows: - move the mouse pointer to the left extreme of the row next to the table border, when the mouse pointer changes in arrow, click the mouse. The entire row is selected. You can also select the row with the help of select row option in the table menu.

Selecting columns: - move the mouse pointer to the top of the table and over the border of the table. The mouse pointer changes as a small black down arrow, click the mouse. The entire column is selected. Hold the mouse button and drag to next few columns to select them. You can also select the column with the help of select column option in the table menu.

MergeCells- This tool will merge the currently selected cells into one Step1 Select the cells that you wish to merge. Click on the cell that you wish merge and then press and hold the mouse button in as you scroll the adjacent cell that you wish to merge. Release the mouse button and the two cells will remain highlighted. Step 2 Access the table menu. Scroll to the Table tab on the command bar to open this menu.
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Step 3 Merge cells. Click on Merge Cells to merge the two highlighted cells into one. Step 4 Unmerge the cells. Click on the same cell that you just merged to highlight it. Click on Table and select Split Cells to unmerge the two cells.

Split Cells- This will split the selected cells into your chosen amount of columns and rows, it will also offer (if more than one cell selected) to merge the selected cells before the split. Step 1 Select the cell that you wish to split. Step 2 Access the table menu. Scroll to the Table tab and then click on Split Cells. 1. Step 3 Select the split cells attributes. A split cells properties box will appear where you can set the split attributes. Determine the number of columns and rows you wish the cells to split into by entering the desired number into the corresponding fields.

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2. Step 4 Uncheck the Merge Cells Before Splitting box if you do not wish to merge the cells together before you split them. This consolidates the data into one cell and then splits it. 3. Step 5 Split the cells. Click Okay to split the cells.

Table AutoFormatMicrosoft Word's AutoFormat Gallery is a great resource, but it may not contain exactly the style you want for your document. Check out how to create modified table styles that suit your needs, and then see how to add these styles to the AutoFormat Gallery. For example, suppose every time you choose the Table Contemporary style, you need to change the header row color to light green, the text alignment to center, and the font color in the last row to red. Word let's you add the modified style to the AutoFormat Gallery so you only need to reformat the style once.

Follow these steps to add your modified table style to the AutoFormat Gallery: 1. Put your cursor in the table that will include the modified style. 2. Go to Table | Table AutoFormat. 3. Press the New button.

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4. In the Name text box, enter a name for the style (e.g., ABC Company Table Contemporary). 5. Click the Style Based On drop-down box and select Table Contemporary. 6. Click the Apply Formatting To drop-down box and select Header Row. 7. Click the Fill button and choose light green. 8. Click the Align button and select Center. 9. Click the Apply Formatting To drop-down box and select Last Row. 10. Click the Font Color button and select red. 11. Select the Add To Template check box and then click OK. 12. Press Apply.

The new style is applied to the table and added to the AutoFormat Gallery. You can now apply your modified style when working with any Word document based on the original document's template.

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Auto Fit- This tools gives you several options for resizing the selected table in relation with the contents or window. It also allows you to automate the distribution between columns and rows. Step1 Create a table. Use the table drawing tool to create the desired table, or import an already created table from Excel. Step 2 Open the Table Auto Fit menu. Scroll to Table and then click on AutoFit. Step 3 Set table to auto fit options. You can set the table to do three different things under the table auto fit menu. Click AutoFit to Contents to allow the table to shape around the existing text and or images;

Step 4 Click Autofit to Window to make the table fit into a shape that is viewable in the current window; click Fixed Column Width to set the table column width the size of the current table column, for all new columns created.

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Sort- This opens the Sort Table dialogue box. You can choose which column you would like to sort and by what order Step 1 Open Microsoft Word 2003. Step 2 Create a table or modify an existing table. It should contain several columns with every cell filled. Step 3 Place your cursor inside the table and left-click anywhere on it. Step 4 Click Table," and then "Sort. You may have to click the arrow to expand your options. Step 5 Choose a column heading to sort in the drop-down menu under Sort. Step 6 Choose a type. Text is for sorting alphabetically. With Number," you sort by value. Date lets you sort chronologically. Step 7 Choose ascending or descending. Ascending will arrange text from A to Z, numbers from least to greatest, and dates from earliest to latest. Descending does the opposite. Step 8 Choose Using, and then select which fields or words you want to sort by.

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Step 9 Repeat steps 5 through 8 for Then by. Do this if you only want to include more than one column as a basis for sorting.

Step 10 Indicate whether you have a header column. Select Header row to exclude the first row in sorting.

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INTRODUCTION TO MS-POWERPOINT
Microsoft PowerPoint is a component of MS-office kit and is one of the most powerful packages. In other words, we can say power point is presentation software that can help you to quickly create effective slides based presentation it provides the facility. 1. To create presentation slides using graphical objects. 2. To create handouts, speakers, notes and outlines. 3. To apply text with varying fonts and styles along with animation and sound effects. 4. To create professional quality overhead transparency, paper, 35mm slides, photo paints or on screen presentation. 5. Galleries of images and sounds. 6. To apply build in professional design elements called auto layout and presentation templates. 7. To preview your show, add special effect to the slides or displayed on the screen. FEATURES OF MS-POWERPOINT 1. PowerPoints auto content and pick a look wizard and temples not only help to destine a presentation, but also gives a basic presentation outline to follow. A them and design if selected generates eye catching slides that are organized, consistent and professional. 2. PowerPoints graph organization chart &table modules can help to create elaborate visuals that depict numeric information, detail the structure of an organization and make comparisons among ideas. 3. PowerPoint cans easily integrated text, graphs numbers and diagrams from other Microsoft office applications like ms excel into presentation materials. 4 To apply text with varying fonts and styles along with animation and sound effect.

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5 To create professional quality overhead transparency, paper, 35 mm slides, photo paint or on screen presentation. 6 Galleries of images and sound. 7 To apply build in professional design elements called auto layout and presentation templates. 8 To create different versions of a presentation for different audience and build your contents in either a text based outline view or a design based slide view. 9 To preview your show, add special effect to the slides or displayed on screen and rehearse the timings of each slide.

Elements of power point package: In order to use the power point, one must be familiar with the different elements of power point such as Templates Wizards Views Color schemes

Templates: - The templates include number of styles with varying colors and designs. They decide the color scheme, frame, font style, size and number of other characteristics that alter a slides appearance. If these effects are decided judiciously, they can increase preventability. They are also used to emphasize or under play certain aspect of presentation. Exploring power point menus: - Before creating the presentation, user must be familiar with the operation of basic components of power point screen. The different bars of fearing numbers of tools are as: Menu bars include different options such as file, edit, view, insert, format, and tool. Standard bars include different icons frequently used operation Formatting toolbar includes different icons for formatting text, color, fonts etc. Drawing toolbar includes different for tools for drawing. View buttons includes different icons for views of slides. Status bar used to display messages regarding status of slides.
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1. Toolbar: - Toolbars are collection of buttons that you can click on to activate some of the motorman commands in PowerPoint. All of these commands can also be activated through menus. Tools are shortcuts to initiate actions with a single mouse click. Some commonly used main toolbars are: 2. Standard toolbar: - The Standard toolbar is to the top of the power point of the screen. It is below the menu bar. The left side of the toolbar enable you to perform task common to many windows based programs such as opening a new or existing files, saving a file, preview and printing files, cut , copy, paste, undoing and redoing the most recent actions.

3. Formatting

toolbar: - The Formatting toolbar contains tools that are common to many window applications. The toolbar buttons help to format text I your presentation. The let and side of this toolbar has fonts list button, fonts size button to adjust different text size, bold, italic, underline the text, to set shadow to the selected text

4. Drawing toolbar:

- Drawing toolbar contains tools for formatting and manipulating drawn objects such as shapes like circles and squares as well as graphics objects that you insert in your presentation such as clip art drawing. On drawing toolbar there are some drawing buttons.

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Working with dialog boxes: - User can create a new presentation by using number of dialog boxes which guide through some initial design selection such as:

Selecting a presentation template. Selecting a slide format. Selecting text font style, effects and color.

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Starting a new slide: To create a new slide the figure procedure is used. 1. Choose the option blank presentation in new presentation dialog box shown in figure and click ok.

2. The new slide dialog box is displayed as shown in figure: -

3. Choose any format from the options provided in choose an auto layout and click ok.

4.

With the upper left hand slide outlined or selected, click ok

and a new slide with place holders is displayed.

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A new slide has the following components :-

1. 2. 3.

Title place holder use to hold the title of a slide. Text place holder used to hold text description that has to be displayed on a slide. Object place holder used to hold graphs and other objects that have to be displayed on the slide.

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Adding title, text and art: - To add title, click to add title and type the text. To add subtitle and enter the text as shown in figure;

Figure:-Art layout option

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Figure: clip art gallery

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To insert the picture, select a preview and click the insert button and slide will be displayed as in figure:

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POWERPOINT VIEWS Microsoft PowerPoint comes with different views that help you to while you are creating your presentation. The presentation in power point can be displayed in one of the following view:Normal View Outline View Slide View Slide Sorter View Slide Show To easily switch between views you can click the buttons at the lower left comer of the PowerPoint screen

1) Normal Views:- Switch the normal view, where you can work on
one slide at a time or organize the structure of all the slides in your presentation

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2)

Outline View: - Switches to outline view where you can work with the structure of your file in the outline view when you need to organize the structure of your file.

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3) Slide View: - Switches to slide view, where you can work on one slide at a time.

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4) Slide Sorter View: - Display miniature versions of all slides in a presentation, complete with text as and graphics. In slide sorter view, you can reorder slides; add transitions, and animation effects. You can also set the timing for electronic slide show.

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INSERTING SLIDES Sometimes you need to design slide shows. So you need a number of slides in your presentation perform the following steps:-

Click on the New Slide option from the Insert menu. On doing so, a dialog box will be displayed on the screen. Select the slide layout that you want for the new slide. After selecting the appropriate layout. Click on the OK button in the dialog box. On doing so, a blank slide will be displayed at the selected location. Now you can add text, objects, graphs and tables to it according to your requirements.

The new slide is inserted after the slide which was selected. You can arrange the slides by slide sorter.

If you want to make a duplicate copy of the slide then click on duplicate Slide option in the Insert menu. A duplicate i.e. similar slide with same properties as the selected slide would be inserted in the presentation file after the current slide.

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5) Slide Show: - It runs your slide show in your full screen beginning with the current slide if you are in slide view or the selected slide if you are in slide sorter view. If you simply want to view your show from the first slide: click slide show at the top of the screen. Select view show.

Slide show

Starting a slide show: - Once a presentation is designed a slide show is used to actually show or simply to view slide presentation. This show is used to final sizes, color, animation effects, transition between slides, sound and other controls.

Saving a presentation: - Once user finished the process of slide creation that make up presentation, user can save these in a .PPT file for further use. The procedure for saving presentation is as:

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1. Either select the save option from file menu or click the save button from this standard toolbar or press Ctrl+S key combination from the keyboard. 2. Type the name of the file in the text box and click save button from the opened save dialog box.

Choosing and applying the transition: - A transition from one slide to the next makes the presentation more interesting to the audience. This feature of power point is used to enhance the formatting to an optimum level. Transition feature is accessed using the tools. The procedure to apply a transition to a slide is as follow: 1. Display the desired slide in the slide view. 2. Click slide show/slide transition to display slide transition dialog box. 3. Click the triangle to the right of effect text box to display a list of transition. 4. Select any style and check the effect by watching preview box.
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5. Set the speed to slow, medium or fast and again check the preview box for speed. 6. A sound effect can be added by using sound option. 7. To run a presentation automatically, use the advance option to set the time in sounds. Adding multimedia to presentation:- A number of interesting visual effects can be added to a presentation to make it more impressive. These visual effects include variety of sound effects, animating effect and can be added using slide show/custom animation selection. The procedure for adding animation and sound effect to slide is as follows: 1. Select a text or graphic element in a slide. 2. Use slide show/custom animation setting display the animation setting. 3. Animation dialog box provides an option to select the animation order, timings and effects such as sound, play setting. 4. The different effects can be seen by clicking on the preview button.

Closing a presentation: - To close presentations select the close option from the file menu. If the current file is unsaved, power point will display a dialog box with yes/no option. Select yes if you want to save file, no if you do not want to save the file or cancel to return to your file without saving it.

How can you Exit or Quit from the power point: - To exit from power pint either click the X button at the top right corner on the title bar of the PowerPoint screen or select the exit option from the file menu.

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INTRODUCTION OF MS-EXCEL
MS-Excel: -Excel is a most comprehensive spread sheet application. It is not only a tool for calculating, manipulating, analyzing data, but also a versatile organizational tool and an excellent tool for presenting information and graphics with many options. Microsoft Excel, the spreadsheet program of Microsoft office is used for performing calculations on your data. If you want to maintain lists of information and summary of the reports, you can use the Microsoft Excel rather than Microsoft Access. Microsoft Excel is an integrated electronic worksheet that is also called the spreadsheet. Excel worksheet has three main components worksheet, graph also called as chart and database which is also a data base management system. Mainly worksheet is used in payroll slip preparation, yearly or monthly budget planning, prepare annual reports in commercial organization, create bills and in other similar areas As in todays life everybody wants to compute numbers with fast, easy and understandable with readability. So numbers play an important role in our daily life. There is an endless list about numbers like to set marks, to compute money about expenditure etc. So we want to arrange numbers in a convenient way. For this purpose we use spreadsheet. Applications area of spreadsheet The spreadsheet can be used by various categories of people like accounts, finance professionals, engineers doctors, insurance companies, advertising agencies computer professionals etc. some major different area where spreadsheet is applicable are as follow: 1.Accounting 2.Payroll 4.Preparation of marks card 5.Marketing and advertising 6.Sales, production planning and control 7.Hospital/hotel management

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Features of Microsoft Excel Microsoft Excel has number of features, which are beneficial for use in daily life. Some common and very important features of Microsoft Excel are as: a) The results computed by Excel are reliable, excellent, efficient and accurate. b) It is fast processing electronic sheet. c) You can import or export the information from or to other worksheets. d) The worksheet provides the query facility that makes the processing faster. e) You can set data, time anywhere on the worksheet in the desired format. f) It also has a drawing toolbar by using which you can create your own graph, chart and other pictures. g) An old worksheet or part of a worksheet can be merged to the new worksheet. h) You can create shortcut keys for processing the task automatically by using the keyboard Macros. Starting Excel: - Firstly go on the Windows Start menu, then select Programs and click on Microsoft Excel icon.

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Getting Started: - As you click on the Microsoft Excel option, a Blank Spreadsheet book 1(called as a workbook), appears on the screen; or you can select Open a workbook and select a spreadsheet already created.

The most basic part of an Excel document is the box that holds a piece of data, called a cell. A cell is the box represented by the intersection of a column and a row. Rows are identified by the numbers down the left side and columns are identified by letters across the top. Each cell is indicated by a cell reference. For example, in the image below the Active Cell at the intersection of Column A and Row 1 is given the cell reference of A1

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Understanding Excel Workbooks All Excel workbooks are workbooks. A workbook contains one or more sheets, which can be thought of as pages within the workbook. Workbooks can contain: Worksheets: the names of the sheets appear on tabs at the bottom of the workbook window, to move sheet to sheet, click the sheet tabs. The name of the active sheet is bold. Active sheet is the sheet that youre working on in a workbook. Chart sheets: In Microsoft Excel, a workbook is the file, in which you work and store your data. Because each workbook can contain many worksheets, you can organize various kinds of related information in a single file. Understanding Worksheets Worksheet, also called as Spreadsheet, is the primary workbook to store and work with data. The worksheet contains Rows and Columns. The intersection of a Row and a Column is known as cell, where you can store the data. Each cell is identified by their Column number and Row number e.g. A1, B50, C192 called address in CR (Column Row) format. Cell can contain text, number or formula, which are used to perform calculation. Cells can be formatted using variety of formatting options, such as font, borders, colour and alignment of data with in the cell. One cell is always active and its address is displayed in the name box. Explain the elements of the Excel: It has many parts and each part has many sub parts we explain one by one in below: Title Bar: - The title bar of the Ms-excel window displays the name of the program as Ms-excel. It also displays the name of the workbook, which is currently opened. If you are creating a new workbook, then it will be book 1 in the title bar with the Ms-excel.

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TITLE BAR

In the title bar there are three buttons. These buttons are: Minimize button Maximize/Restore button Close button Minimize Button: is look like hyphen at the right upper corner of the title bar. This A click on it reduces a window to a button on the Taskbar. Maximize/Restore Button: is look like a small rectangular box on the right upper This corner of the title bar. You can maximize the excel window to a full screen by clicking the maximize button. When excel window becomes maximize, then the maximize button will become Restore button. This is look like double rectangular box i.e. two boxes overlapped on each other. Close Button: is look like a cross sign on the right upper corner of the title This bar. When we click on it then excel window will be closed.

Menu Bar: - The next line or bar of the excel window contains the menu bar. Excels menus are pulled down from the Menu Bar, located across the top of the screen. The menu bar contains several menu items on the menu pads. Various menus are File, Edit, View, Insert, Format, Tools, Table, Window and Help having menu pads. Menus are accessed by picking a menu name from the menu pad with the mouse pointer or by pressing Alt+X key combination from the keyboard, where X is the underlined letter in the menu name.

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MENU BAR

When you click on the menu, a list of options is drop down. From it select any option by clicking on it. If an item appears dimmed (usually in gray shade), it means that it is not available for use. There various menus are: 1. File 2. Edit 3. View 4. Insert 5. Format 6. Tools 8. Window 9. Help 7. Table File:- The file menu displays the several menu commands. The file menu is used to perform a variety of files and printing operations. The main menu selections or commands in the file pull down menu are New, Open, Close, Save, Save As...., Save as Web Pages, File Search..., permission, Versions, Page Setup..., Print Preview, Print, Send to, Properties...., Some currently used and saved workbook files and Exit as shown in figure. EDIT: - When we want to do some editing in the workbook then we use the options of edit menu. These options are: Undo typing, Repeat typing, Cut, Copy, Office Clipboard, Paste, Paste Special, Fill, Clear, Delete, Delete Sheet, Move or Copy Sheet, Find, Replace and Go to.

Clear: - It clears all the text from the workbook. For this firstly select the text which we want to clear, then click on the clear option from the edit menu.
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Delete: - When we want to delete some rows, columns and cells then we select the delete option. Select that row or column which we want to delete and click on the delete option.

Delete Sheet: - When we want to delete the whole sheet then we use the delete sheet option. Click on that sheet which we want to delete, and then click that option. Move or Copy Sheet: - with the help of this option we move the whole sheet to another sheet and we can create a copy by using this option in another workbook.

View: - the view menu displays several menu commands as shown in picture.

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Normal layout: - There are many types of page layouts. Normal is also a page layout in which we can see the page in whole screen. But it has a ruler in half of the screen and also a line identifier like a small underline line.

Page Break Preview: - In which page is break up to that point where the text is printed.

Header and Footer:Step 1 Open your Excel worksheet after logging on to your computer. You should be able to locate the program by using your Start button. When you cannot find it there, use your Search or Find function.

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Step 2 Go to View. From the displayed menu, select Header and Footer. Choose your desired header or footer from the appearing options.

Drag your mouse across the icons to view their descriptions. Click on Insert Auto Text for more options.

Step 3 Create a custom header or footer by selecting Custom Header or "Custom Footer. Step 4 Choose either Left Section, Center Section or Right Section. Step 5 Select the buttons to insert the desired header or footer for that section.
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Step 6 Enter additional information if desired in the respective box (left, center, right), start a new line in respective section by pressing Enter or delete a section of the header or footer by highlighting information in the section box and pressing backspace.

Use the toolbar buttons to create and modify the Headers and Footers. Whether you are creating header, footer, or both, the process is the same. Just move the header and footer.

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Full screen: - It is used to see the full page view on the computer. When we click on the full screen option then all the bars like title bar, menu bar, toolbar etc are not displayed. We can see only the document pages. It shows also a small toolbar which has two options thats are Full Screen and Close Full Screen.

Zoom: - It is the option two set the page view size. We can preview the different- different size or types of the page views, like we can preview many pages at a same time. We can change the page size like 200%, 100%, 75% and we can change the page width, text width and we can see the whole page.

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 Insert: -In this option we can insert any thing in MS-Excel. The insert menu displays the several menu commands as shown in figure. The Insert menu in Microsoft Excel controls a wide range of worksheet editing functions, from the mundane to the sophisticated. Its sequence of choices is organized so the simplest and most frequently used commands are at the top of the selection list; the more complex options are at the bottom

Insert Cells, Rows, or columns Insert cells: - you can insert the blank cells and fill it with the data. Select a range of existing cells where you want to insert the new blank cells. Select the same number of cells as you want to insert. On the Insert menu, click Cells. Click Shift cells right or Shift cells down. Insert rows: - you can insert the blank rows and fill it with the data. To insert a single row, click a cell in the row immediately below where you want the new row. On the Insert menu, click Rows.

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Insert columns: - you can insert the blank columns and fill it with the data. To insert a single column, click a cell in the column immediately to the right of where you want to insert the new column. On the Insert menu, click Column. Insert Worksheet:- It is a grid of cells made up of rows and columns vary from package to package. MS Excel worksheets contain 65536 rows and 256 columns.

Insert Charts: - Charts or graphs are the pictorial representation of worksheet data charts present worksheet data in graphical or pictorial form, which is easier to read and understand. Excel supposed many kind of charts e.g. Line Charts, Column Charts, pie charts, bubble charts etc.

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Create a chart using Chart Wizard Excel makes adding charts a simple matter by providing a chart wizard that automatically appears when you add a new chart to a worksheet. Let us take an example for making a chart. Let there be two companies producing Computers. First of all enter the relevant data in the workbook and select it as shown in figure.

Select Insert from the main menu, Click Chart Wizard. The Chart Wizard displays a dialogue box that displays the standard and custom Charts the first dialog box is shown in Figure, you can select the chart that You want from the available chart types offered by Excel. Choose the desired Chart type and click on the Next button to move on to the next dialog box.
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 The second dialog box of Chart Wizard, as shown in Figure.

It displays the range of cells that you have selected. This dialog box lets you control whether the data series should appear along the rows or along the columns,

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 After you make the desired selections and click on the Next button, the last Chart Wizard dialog box appears, as shown in Figure. In this dialog box, you can specify whether you want an optional title for the chart, whether a legend should be included, and whether optional titles for the axes should be included. Write Production of computers for title, Months for x-axis and number of units for y-axis then click on the Next button.

You will get the dialog box shown in Figure. You can select whether to place the chart in a separate sheet or as an object in the same sheet. Select according to your will and click the Finish button. The Chart wizard adds the chart to your worksheet.

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FUNCTION WIZARD Move the insertion pointer into the cell where you want to insert the functions. Click the Function Wizard button on standard toolbar the one containing the letters fx or choose Insert Function. The dialog box appears as shown in Figure

In the function category list box at the left, choose the category of functions that you want. When you choose a category, the function in that category appear in the function name list box at the right. From the Function Name list box, select the function that you want to insert into your formula and then click next. The next dialog box depends on which type of function you chose to add. Enter the necessary values or cell ranges for the arguments needed by the function in the dialog box. Click the Finish button in the dialog box to add the function to your formula.

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Comments Step 1 Select the cell to which you wish to add comments. Do this by leftclicking on the cell. Step 2 Access the comments submenu by scrolling to the Insert tab on the command bar and selecting Comment. Step 3 Enter the comment. A comment call-out box will appear above the cell. Enter the desired text in that box. Step 4 Implement the comment by left-clicking on any adjacent cell. The "commented" box will appear with a red arrow over the left side. When you hover the cursor over it, the comment call-out box will again appear

Format-

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CellsIn this section, you will learn: How to format cells Formatting numbers Changing the appearance of cells How to apply borders and shading Using the format painter

Formatting Cells Formatting Numbers Numbers in Excel can be formatted in a variety of ways: as whole numbers, as decimals, as percentages, and even as currency. By default, numbers use the General format-this displays numbers exactly as you enter them (although Excel rounds the numbers using decimals or scientific notation if the cells are too narrow to accommodate what you've entered). To apply a different number format to the contents of a cell: 1. Select the cell.

2.

From the Format menu, select Cells. The Format Cells dialog opens. 3. Select the Number tab.

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4.

All the available number formats are listed under Category. Select a category, such as Currency.

5. Formatting options for that category appear on the right side of the dialog. Select the options you want, such as the number of decimal places to use. 5. 6. Click OK. The formatting is applied to the selected cell (or range of cells).

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Note: It isn't necessary to apply formatting to basic date and time entries. When you separate numbers with a slash (/) or a hyphen (-), Excel interprets the number as a date. You can also enter a time, such as 12:00, followed by an a or a p to indicate morning or evening (for example, 12:00 p). If you don't specify morning or evening, Excel assumes the default a (morning).

Changing the Appearance of Cells Use the Formatting toolbar to apply basic formatting to cells, such as font face, size, color, bold or italics: 1. Select the cell you want to format. Alternatively, you can select the contents of the cell, or a part of the contents, by double-clicking inside the cell and highlighting the contents you want to format (or selecting the contents in the formula bar).

Use the buttons and drop-down menus on the Formatting toolbar to apply formatting. For example: a. Select a new size from the Font Size drop-down menu.

2.

The font size is applied to the contents of the cell.

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b.

Next, click the Bold

button to apply bold formatting.

c.

Use the color picker to apply a color to the contents of the cell.

For example, select the red swatch to make the text in the cell red.

Additional font options are available in the Format Cells dialog: 1. Select the cell whose contents you want to format.

2. From the Format menu, select Cells. You can also right-click the cell (or range of cells) and select Format Cells from the shortcut menu. The Format Cells dialog opens. 3. Select the Font tab.

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Here, you can see a sample of the options you select in the Preview pane. You can also use the Format Cells dialog to change the alignment and orientation of the contents of cells. For example, you can rotate the contents of cells containing your column headings: 1. 2. Select the cell whose contents you want to rotate. From the Format menu, select Cells.

The Format Cells dialog opens. 4. Select the Alignment tab.

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5. To change the orientation of your cell's contents, enter a new orientation, in degrees, into the Degrees field. You can also click and drag the red point in the text pane to a new location indicating the orientation you want. The number in the Degrees field changes as you drag the pointer.

5.

Click OK to apply the changes.

Applying Borders and Shading To apply a simple border to a cell (or range of cells), use the Borders button on the Formatting toolbar: 1. Select the cell(s) you want to apply a border to.

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2.

On the Formatting toolbar, click the arrow next to the Borders button to view available border styles.

3.

Select a border style to apply it to your cell(s). For example, select Outside Borders to place a border around the outside of a range of cells.

The border appears only around the outside of the range; no border appears between the individual cells.

To apply borders to each of the cells, choose All Borders instead.

Notice that the borders are rotated to match the orientation that was applied to the cell contents.

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Additional line styles are available in the Format Cells dialog: 1. With your cells selected, select Cells from the Format menu. The Format Cells dialog opens. 2. Select the Border tab.

Under Style, select a line style. You can also select a color for the border using the Color drop-down menu. 4. Click OK to apply the border. Similarly, you can apply a fill color to cells using the Fill Color on the Formatting toolbar: 1. 2. button

3.

Select the cells. On the Formatting toolbar, click the arrow next to the Fill Color button and select a color swatch.

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The color is applied to the selected cells.

To apply a pattern to the cells, use the Format Cells dialog: 1. 2. Select the cells. Select Cells from the Format menu.

The Format Cells dialog opens. 3. Select the Patterns tab.

4.

The swatches under Color let you choose a fill color for the cells, just as the Fill Color button on the Formatting toolbar does. If necessary, select a fill color.

5.

Select a pattern from the Pattern drop-down menu. The patterns are shown in swatches above the color swatches.

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You can apply a color to the pattern by selecting one of the color swatches from the menu. If you don't select a color, the pattern will be black (for example, black dots). 6. Click OK to apply the pattern to the cells.

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Using Format Painter You can quickly copy formatting from one cell to another using the Format Painter: 1. Select a cell containing the format you want to copy.

2.

Click the Format Painter

button on the Standard toolbar.

A blinking dashed border appears around the cell whose format is being copied. 3. Select the cell you want to apply the formatting to.

The formatting of the original cell is copied to the new cell.

Conditional FormattingWhat Is Conditional Formatting? Conditional Formatting (CF) is a tool that allows you to apply formats to a cell or range of cells, and have that formatting change depending on the value of the cell or the value of a formula. For example, you can have a cell appear bold only when the value of the cell is greater than 100.

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When the value of the cell meets the format condition, the format you select is applied to the cell. If the value of the cell does not meet the format condition, the cell's default formatting is used. (By "default formatting", I mean the formatting that you set up using the normal formatting tools, not necessarily the worksheet's default font and font size.) A cell can have up to 3 format conditions, each with its own formats, in addition to the default value of "no formatting". This allows you to have different formats depending on the value of the cell. For example, if the value was greater than 200, you can display the text in red, but if the value is between 100 and 200, display the text in green. Remember that Conditional Formatting is the same as adding one or more formulas to each cell in which you use it, so applying Conditional Formatting to a large number of cells may cause performance degradations. Use caution when applying to to large ranges. Simple Conditional Formatting The simplest Conditional Formatting uses the Cell Value Is option in the CF dialog box, and uses one of the preset comparison operations. This CF Dialog for Excel2000 is shown below. This dialog shows a format condition that will display the cell in Red when the value of the cell is between 10 and 20. In addition to the between operation, there are several other comparison operations like greater than and less than

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To apply a format condition to a cell or range of cells, first select the range to which you want to apply the format condition, then open the CF dialog from the Format menu. This displays the dialog shown above. Next, change the between operation to which ever operation you want. Next, enter the value or values for that condition. Finally, click the Format button on the dialog box. You'll see the standard cell formatting dialog. Not all format items are available in Conditional Formatting. For example, you cannot change the Font or Font Size with Conditional Formatting. Once you have select your format, click the OK button.

You can add a second or third format condition by clicking the "Add>>" button on the dialog. Each of the three format conditions can have its own format style. Tools:-

Goal SeekExcel's Goal Seek feature allows you to alter the data used in a formula in order to find out what the results will be. The different results can then be compared to find out which one best suits your requirements.
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1. 2. 3. 4. 5. 6.

Click on the Data tab. Choose What-If Analysis from the ribbon to open the drop down list. Click on Goal Seek... in the list to bring up the Goal Seek dialog box. In the dialog box, click on the Set cell: line. Click on cell E5 in the spreadsheet since we are interested in altering the monthly payments for this loan. In the dialog box, click on the T0 value: line.

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Type 3000 since we would like to lower the monthly payment to $3000.00. In the dialog box, click on the By changing cell: line. Click on cell E3 in the spreadsheet since we want to change the monthly payment by altering the total number of payments to be made. Click OK.

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11. At this point, Goal Seek should begin searching for a solution. If it finds one, the Goal Seek dialog box will inform you that a solution has been found. 12. In this case, the solution is to change the number of payments in cell E3 to 95.25. 13. To accept this solution, click OK in the Goal Seek dialog box and Goal Seek will alter the data in cell E3. 14. To find a different solution, click Cancel in the Goal Seek dialog box. Goal Seek returns the value in cell E3 to 60. You are now ready to run Goal Seek again.

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Formula Auditing-

Excel offers various spreadsheet auditing tools including that of the spreadsheet auditing toolbar. The main function is to help you identify cells worked with and for which purposes as this will help you track errors and find the cause of the errors. The spreadsheet auditing toolbar is thus most helpful to identify causes of errors and to then rectify them. It can be viewed by following a few simple steps:

On the Menu bar select Tools and then Auditing where after you select Show Auditing Toolbar or as alternative select View on the Menu, then Toolbars and select Formula Auditing from the dropdown menu.

The Trace Precedents button on the toolbar is used for identification of cells being used for a formula. When you click on a cell and then on the Trace Precedents option a blue line will appear that will indicate what cells are used in the formula in the highlighted cell through the use of line arrows. If you want to remove the arrows simply select Remove Precedent Arrows or make use of the Remove All Arrows option

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AutoFilterMicrosoft Excel provides a very simple mechanism (autofilter) for selecting data subsets. Autofilters can be set up to choose specific values or a range of values. Several filters can be used, each acting further on the current data subset. An advanced filter is provided for more complicated selections.

Autofilters The simplest way to understand how autofilters work is to try them out on an example file: 1. Load up Excel and [Open] the file called phoenix.xls in the D:\training folder 2. Make sure the active cell is within the set of data (eg click on cell A1) 3. From the Data menu choose Filter followed by AutoFilter

Filter arrows are now attached to the column headings in row 1. Filtering textual data and numeric data is usually slightly different and is dealt with in turn below.

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SubtotalYou can have Excel calculate subtotals or totals for portions of your worksheet data. For example, in a worksheet with sales data for three different product categories, you can first sort the products by category, and then select all the cells that contain data and open the Subtotal dialog box (Data menu, Subtotals command).

In the Subtotal dialog box, you can choose the column on which to base your subtotals (such as every change of value in the Week column), the summary calculation that you want to perform, and the column or columns with values to be summarized. For example (as shown in the previous picture), you could calculate subtotals for the number of units sold in each category. After you define your subtotals, they appear in your worksheet.

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As the previous picture shows, when you add subtotals to a worksheet, Excel also defines groups based on the rows used to calculate the subtotals. The groupings form an outline of your worksheet based on the criteria that you used to create the subtotals.

Validationwhen you design your template, you can easily restrict what kind of values can be input in every cell of your table. The command is called Validation and you can find it by accessing in the main menu, Data Validation. Lets suppose you want to restrict a column to be used only for inputting dates in the current year. How to proceed:

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First, you select the cells which you want to restrict. Then, in the main menu, go to Data Validation. A popup menu opens: it has three tabs: settings, input message and error alert.

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In Settings, in the Allow field, you select Date. In the Data field you select Between (this is set by default). In the Start date field you input the first date you want to be recognized as valid (01/01/2006 or 1 Jan 2006). In the End date field you input the last valid date (31/12/2006 or 31 Dec 2006). Now press OK and you are finished.

Yet, if you want your users to know about this enhancement you made to the worksheet, instead of pressing OK, you go to the next tab, Input Message. Here you give a title and a message which the users will see as a comment when they click on one of the cells selected by you for validation.

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Furthermore, if you go to Error Alert tab, you can input there a message that the user will see when trying to input in those cells something that does not match your criteria.

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