CONTENTS

SL.NO. TOPIC.........................................................................PAGE NO.

1. Introduction to Computer.....................................................................1
2. History of Computer.............................................................................2

3. Generation of Computers.....................................................................3
4. Classification of Computers.................................................................4
5. Basic Concepts.....................................................................................7
6. Communication with computer............................................................8
7. Windows as Operating System...........................................................11
8. Introduction to MS-Word...................................................................20
9. Window of MS-Word.........................................................................24
10. Files , Documents & Folders..............................................................36
11. Excel (Application, Objective & Strength).........................................47
12. Working with Excel...........................................................................48
13. Selection.............................................................................................49
14. Entering Text & Number....................................................................50
15. File Handling & Operators.................................................................52
16. Functions............................................................................................57
17. Command Summary (Excel) .............................................................59
18. Powerpoint.........................................................................................62
19. Working With Powerpoint.................................................................66
20. Glossary.............................................................................................72
 INTRODUCTION TO COMPUTERS

The objective of this training course is to bring about computer literacy

amongst the participants. We all know that now -a- days the use of computer is
fast becoming a necessity is almost everywhere. The main reason is that computer
has vast storage capacity, tremendous speed, very accurate and versatile and
capable of paying a very significant role in improving overall effectiveness of
individual as well as of the organisation. Therefore in order to keep up with the
time, it is becoming necessary to know what computer are and how to use it.

FUNDAMENTALS OF COMPUTER

1. STACK OF FILES (PREVIOUS)

2. OFFICE AUTOMATION (PRESENT)

3. PAPERLESS OFFICE

Computer is an electronic device designed to accept and store data, process them
& produce output result under the direction of detailed step by step instructions.

INPUT : 2,3&4

PROCESS : 2+3+4

OUTPUT : 9

WITHOUT A PROPER INPUT AND PROPER CLEAR INSTRUCTION,

DESIRED OUTPUT CAN NOT BE GENERATED.
 HISTORY OF COMPUTER

ABACUS -

First mechanical device in 3500 BC. Abacus consisted of beads that could
slide over wires. The wire represented columns and right most column for UNITS,
next column for Tens and so on.

PASCAL'S ADDING MACHINE -

In 1642 AD operated by dialing wheels and Gottfried Von Leibnitz's

stepped calculator (1694) could also multiply and divide.

JACQUARD'S CARD -

In 1810 AD for weaving patterns into fabrics using cards with punched
holes. Census machine by Dr. Herman later formed Hillerith (1890 the tabulating
machine company (IBM)

CHARLES BABAGE ANALYTICAL ENGINE (1833)-

Charles Babbage proposed a machine which he called AN ANALYTICAL

ENGINE, the concept of modern day computer.

MARK -

1 In 1934 Harvard Prof. Howard Eiken - Auto calculating machine - Digital

comp./ Auto controlled - Realisation of Babbage's dream ling after his death.

ENIAC -

(Universal Auto Comp.) 1951U.S. Bureau of census. It predicted victory of

President Eischenhower in 1952 in Election of USA.
 GENERATION OF COMPUTER

Ist- 1949 to 1955 vacuum tubes time to get heated slow process limited storage
capacity and more costly.

2nd - 1956 to 1965; transistor ; smaller in size ; 10 times more faster less
maintenance ; large storage capacity; more computing power.

3rd- 1966 to 1975; integrated circuit IBM 360 in 1965 size reduced effective input
output devices large storage capacity. Germanium transistor to silicon transistor.

4th - 1975 to present microprocessor chips 100000 transistors in single silicon

chip.

5th - Till to come intelligence input.

Exercise

Q.1 Define Computer ?

Q.2 Define Block Diagram of computer and draw a neat Diagram ?

Q.3 Write down the use of computer ?

Q.4 Who is the father fo computer ?

Q.5 What are the different generations of Computers ? How each generation is
different from other ?

COMPUTERS

DIGITAL ANALOGUE HYBRID

(Calculated by (Calculated by Measuring
counting digits) Physical Quantity
SPECIAL PURPOSE GENERAL
PURPOSE

MICRO MINI MAINFRAME

SUPER
(PERSONAL)

8bit 16bit
32bit

DESKTOP PORTABLE

SINGLE USER MULTI-USER

PALMTOP NOTEBOOK
LAPTOP

PC PC/XT PC/AT

MICRO - IBM early 80s; PC commonable processing speed

MINI - One millionth of a sec.
MAINFRAME - More than one to ten millionth
SUPER COMP - Billionth or more
DIGITALS - DISCREET DATA - Counting numbers, letters or symbols
Business purpose.
ANALOG - CONTINUOUS DATA - Temp. measurement etc.
HYBRID_ DIGITAL + ANALOG - Scientific uses.
CHARACTERISTICS OF COMPUTER
SPEED - Processing speed - milli sec (ms) one thousandth of sec. micro (µ sec.)
one millionth - nano (ns) one billionth - pico (ps) one trillionth.
VOLUME - Large volumes of data with a degree of efficiency.
ACCURACY - RELIABILITY - COMPLEXITY - DILIGENCE (Untired) A-
storage.
To err is Jumen but to mess takes a computer.
MEMORY
Primary - ROM an RAM
Secondary - FLOPPY ; HARD DISK; MAGNETIC Tape and CD ROm
INPUT DEVICE - Keyboard Mouse MICR ( Magnetic Ink Character Reader);
OCR (Optical Character Reader); Joystick; Light Pen Scanner.
OUTPUT DEVICE - Monitor, Printer, Plotter.
ROM - PROM (Programmable Read Only Memory) cannot be changed EPROM
(Erasable PROM) can be erased by exposing the chip to ultraviolet ray then
repogramme the ROM is possible EEPROM (Electrcally Erasable PROM) can be
erased and rewritten.
RAM - DRAM (Dynamic RAM); SRAM (Static RAM).
MEMORY - 1024 bytes = 1 Kilobyte (KB)
1024 KB = 1 Megabyte (MB)
1024 MB = 1 Gegabyte (GB)

MICRO - IBM early 80s; PC commonable processing speed

MINI - One millionth of a sec.
MAINFRAME - More than one to ten millionth
SUPER COMP - Billionth or more
DIGITALS - DISCREET DATA - Counting numbers, letters or symbols
Business purpose.
ANALOG - CONTINUOUS DATA - Temp. measurement etc.
HYBRID_ DIGITAL + ANALOG - Scientific uses.
CHARACTERISTICS OF COMPUTER
SPEED - Processing speed - milli sec (ms) one thousandth of sec. micro (µ sec.)
one millionth - nano (ns) one billionth - pico (ps) one trillionth.
VOLUME - Large volumes of data with a degree of efficiency.
ACCURACY - RELIABILITY - COMPLEXITY - DILIGENCE (Untired) A-
storage.
To err is Jumen but to mess takes a computer.
MEMORY
Primary - ROM an RAM
Secondary - FLOPPY ; HARD DISK; MAGNETIC Tape and CD ROm
INPUT DEVICE - Keyboard Mouse MICR ( Magnetic Ink Character Reader);
OCR (Optical Character Reader); Joystick; Light Pen Scanner.
OUTPUT DEVICE - Monitor, Printer, Plotter.
ROM - PROM (Programmable Read Only Memory) cannot be changed EPROM
(Erasable PROM) can be erased by exposing the chip to ultraviolet ray then
repogramme the ROM is possible EEPROM (Electrcally Erasable PROM) can be
erased and rewritten.
RAM - DRAM (Dynamic RAM); SRAM (Static RAM).
MEMORY - 1024 bytes = 1 Kilobyte (KB)
1024 KB = 1 Megabyte (MB)
1024 MB = 1 Gegabyte (GB)

BASIC CONCEPT
HARDWARE BASICS
Hardware comprises of the components that we can see and feel physically.
Like the monitor, the keyboard the printer etc.

BASIC ARCHITECTURE OF COMPUTER

INPUT - Reads instruction & Data into CPU.
MEMORY - Stores instruction & Data
CONTROL UNIT - Control the functions of entire computer system.
ALU - Performs Arithmetic & Logic Operation.
OUTPUT - Transmits processed data from CPU to output form.
Central Processing Unit - RAM (USED BY USER) - CU - ALU
PERIPHERAL DEVICE -
INPUT DEVICES
Keyboard , Mouse, Optical readers
Bar code reader, MICRO device, Optical mark reader, Joystick
OUTPUT DEVICES
Printers, Dot Matrix Printer (DMP), Inkjet, Laser, Monitors.
BACKING STORAGE DEVICES
Hard Disc Drives, Floppies, Zip Drives, Magneto Optical Disks, Compact
Discs

COMMUNICATION WITH COMPUTER

Computer Language : Because of structural differences (the neurological

mismatch) between man and machine. We cannot communicate in our language
directly. We have to understand the special language which the computer
understands. These are known as programming languages.
Programming Languages are divided into following major categories :-
1. MACHINE LANGUAGE - CONSISTS OF BINARY NUMBERS (0&1)
2. Assembly language - IBM Autocoder
3. High Level programming Languages -
a) Scientific - ALGOL
FORTRAN, PASCAL, ADA
b) Business- COBOL
c) Specialised - LISP, SNOBOL, API
D) Interactive - BASIC
E) General purpose - C
4. Fourth generation languages - IBM, SQL, ORACLE , C++ INFORMIX,
UNIX, DB2

SOFTWARE BASICS :
Software consists of the programs that run on the hardware. Like the
accounts of the inventory we maintain or the games we play using the hardware.
Here the hardware would consist of the keyboard/mouse/joystick, monitor
and the software would be the things that we see on the screen.
 It is akin to the programs we see on the television or hear on the radio. Here
the T.V. or radio is the hardware and the visuals and the sounds we get are
software.
TYPES OF SOFTWARE :
OS - (OPERATING SYSTEM)
It is the program that basically runs hardware. It makes the different
physical components work as a single unit. It is the first software to be executed
whenever we start the computer the last one to quit when we shut the system down
and is always running during the session. Every OS broadly has two parts the user
interface and the kernel.
The kernel is the internals or the gut of the OS which directly interacts and
runs the hardware whereas the user interface is that part of the OS which is
presented to the end - user, this takes commands from the users and facilitates
them to communicates with the hardware.
Depending on the type of user interface that an OS supports, it can be
classified as text based GUI (Graphical User Interface) based some examples of
text based Operating Systems are - DOS, UNIX, Netware whereas Windows, Mac
are GUI operating systems.
An OS can again be classified as single user or multi - user operating
system. Single user operating systems like DOS, Windows can handle only a
single PC and the associated peripheral devices. On the other hand multi-user
operating systems can handle the communication & resource sharing needs of
multiple user. e.g:- Netware Unix, Windows NT.
SOFTWARE PACKAGES
APPLICATION PACKAGES
These are the programs that have been developed keeping in mind specific
user needs like painting games, accounts, word processing etc. These packages are
meant to satisfy only a particular user need.
CUSTOM BUILT PACKAGES
 A kind of application software that has been specially built and tailored for
a particular user. Like inventory, payroll, accounts etc.
The following block diagram will explain the interrelationships between the
hardware software and the enduser.
OS vs APPLICATION PACKAGE
Operating system is the central program that runs the computer system and
provides the base for running the various application software. We can't work on a
system without an OS but, we can make do without a particular application
software.
Different application software has developed for various operating system.
If we take the example of a word processing package under DOS, we had
WordStar, Page Maker etc. Under windows we have word, word perfect Under
Unix we have WP for UNIX.
GUI vs TEXT BASED OSes
A GUI based OS has a better user interface and is easier to work on and
learn as compared to the text based OS. The primary reason for this is that in a
GUI based OS we have to learn and remember only a miniscule command set and
most of the operations can be performed by point & click using a mouse.
Exercise
Q.1 What are computer language ?
Q.2 Define the term software ?
Q.3 define the term hardware ?
Q.4 What are the different types of software ?
Q.5 What is system software ?
Q.6 What is application software ?
Q.7 What is operating system ?
Q.8 Give examples of operating system ?
Q.9 Give examples of application and system software ?
Q.10 What is GUI ?
 WINDOWS AS OPERATING SYSTEM
It is a system software from Microsoft. The outcome of enhancement over
Win 3x Family of windows environment.
FEATURES :- The Win OS has a graphical user interface, is multitasking i.e.
It can handle multiple jobs at the same time like editing and background
printing or running multiple apps. simultaneously and is a true WYSWYG
(What you see is what you get).
WINDOWS INTERFACE
DESKTOP :- The total screen area which is taken up by windows. It is the
maximum screen on which work is possible.
WALLPAPER :- The image that is pasted to provide a nice background to
work on. It's optional but, we also have the option of using various images as
a wallpaper.
ICONS :- Small elements on the screen made up of graphics and a deceptive text
pointing to an application in its minimized/maximized state.
MY COMPUTER :- Gives information of the various resources that are being
used by the computer like the hard disks, printer modems etc.
RECYCLE BIN :- Acts as a store for deleted files. Files once removes can be
restored before the bin is recycled.
CURSOR :- A pointer with an arrow head which gives the current location of the
mouse on the screen.
TASKBAR :- The bar at the bottom of the screen which contains the start
button, the short-cut bar etc.
START BUTTON :- The ignition to start user operations. Gives us the
opening menu whenever selected.
START MENU :- The main / first menu of windows which we get after
selecting the start button has got a list of the various programs, utilities and
things we would like to perform inside windows.
SHORT- CUT BAR :- The bar provides a short-cut to the various applications
running currently in the windows environment.

APPLICATION WINDOWS
TITLE BAR
It has the name of the current application and the command button. Also used
for dragging/moving the windows around the screen.

COMMAND BUTTONS
A group of three button on right corner of the title bar.
MINIMIZE :- The leftmost button, used for iconising / minimizing the
current application.
MAXIMIZE / RESTORE :- The middle button, used for maximizing the
size of the window of restoring it's size to the previous boundaries.
A toggle button the first time it is used it will maximize the size of the
window i.e. it'll occupy the max screen area possible. The next time the same
button is used for the window it'll reduce the screen area occupied by the
window to previous limits or vice-versa.
EXIT :- The rightmost button, used for closing and coming out of that
application.

MINIMIZE vs EXIT
When a particular window is minimized, that application is still active, but is
occupying the minimum area on the screen. When we exit, the application is
removed from the memory, so it takes more time to load the next time we
start the application.
MENU BAR :- The bar below the title bar which contains choices for the
various operations that can be undertaken inside the application.
SCROLL BARS
 The bars that can be used for moving through the text to get the next or
previous screenful of text. There are two scroll bars for attaching this
movement.
VERTICAL SCROLL BARS
HORIZONTAL SCROLL BARS
MAXIMIZE / RESTORE
The middle button used for maximizing the size of the window of restoring
it's size to the previous boundaries.
A toggle button the first time it is used it will maximize the size of the
window i.e. it'will occupy the max screen area possible. The next time the
same button is used for the window it'will reduce the screen area occupied by
the window to previous limits or vice- versa.
EXIT :- The rightmost button used for closing and coming out of that
application.
MINIMIZE vs EXIT
When a particular window is minimized that application is still active but is
occupying the minimum area on the screen. When we exit, the application is
removed from the memory so it takes more time to load the next time we
start the application.
MENU BAR :- The bar below the title bar which contains choices for the
various operations that can be under taken inside the applications.
SCROLL BARS :- The bars that can be used for moving through the text to get
the next or previous screenful of text. There are two scroll bars for attaching
this movement.
VERTICAL SCROLL BARS HORIZONTAL SCROLL BARS
STATUS BAR :- Gives the status of our current document spread sheet
database information provided vary according to the application.

WORKING IN WINDOWS
MOUSE :- A hand held device for navigation and selection purposes.
NAVIGATION :- The mouse can be moved in the direction you want to take the
cursor.
SELECTION :- Selections are done by clicking or double clicking the left
mouse button.
KEYBOARD
ALPHA KEYPAD
For typing alphabetical letters and some special characters.
NUMERIC KEY PAD :- For entering numeric digits and optional cursor control
FUNCTION KEYS :- For executing the commands that have been assigned
to these keys. The use of these keys changes depending upon the application.
OTHER KEYS :- Keys like the shift key, Esc key, Ctrl key, Alt key, tab key,
has got different types in different application.
WINDOW SIZING :- The size of the windows can be changed by taking the
mouse pointer to any edge/ boundary and dragging it in or out.
WORD PAD :- A word-processing utility which contains very basic and skeletal
features for writing letters memos etc.
Directories can have directories within them. Creation of directory
structure depends solely on the user. Like we can create new directories we can also
delete to rearrange the directory structure. Directories are optional and we can even
work without one but it is always a good idea to group your files in directories.
Every drives has a permanent directory of it's own. This is the root
directory which is at the top of the hierarchy. The directory is denoted by a
backslash (\). The directory is as such it can be thought of as the root of directory
tree.
PROGRAMS / UTILITIES
CALCULATOR :- A utility for performing mathematical and scientific calculations.
NOTE PAD :- Utility for noting down quick notes. This can also keep track of the
date and time of each entry we make.
FILES TYPES :- Basically there are two types of files - executable and non-
executable files. The executable files are those which can be executed or run just by
using.
EXPLORER :- Helps us in managing the various storage devices like floppies,
HDDs, CDs, etc.
CONCEPTS :-
DRIVE :- The physical devices, which are used for storing the information so
that it can be used at a subsequent date. This can be a floppy, a hard disk a CD or a
tape drive. Each drive is identified by drive name which consists of a drive letter
followed by a colon. For eg :- C: , A: , B: , F: etc.
DIRECTORY & FILE CONCEPT
A file is a collection of related information. Whatever we store on a
computer is stored in a file. For future reference and retrieval it is assigned a name
which can be 255 characters long including the spaces.
The file name has two parts the primary file name and the three letter
extension part. The extension is used for classifying the type of file and is optional.
A group OS related files are logically arranged into a directory (folder).
This helps in maintenance and retrieval of files. A directory as such has no physical
size.
The filename like the file for launching an application or utility. Non-
executable files are those which cant be directly run for example the letters the
database support files for an application etc.
WORKING IN EXPLORER
DIRECTORY TREE & DIRECTORY LIST :- The display is divided into two parts
on the left hand side we get the list of various drives available and the directory
structure of each drive on the right side we get the complete listing of the current
directory.
The size of the two panes can be increased or decreased by dragging bar separating
them either to the left or the right.
SCROLL BAR USAGE :- The scroll bar which is there in both the panes can be used
for moving through the files or directories.
VIEWING TECHNIQUES :- To see the listing of drive or folder we have to take
the mouse pointer to that drive or folder name and click using the left button.
If we click once, we get the list of files as well as the directory structure on the files
If we click twice on drive name, we get the directory structure on the screen i.e.
The structure of that particular directory is expanded if we click twice on a
directory that is already expanded the directory structure on the page collapse.
STRUCTURE TECHNIQUES :- To select a single file, click on it once.
Multiple files in sequence select the first file, hold down the shift key and click on
the last file in sequence.
Multiple files which are not in sequence, select the first file, for each subsequent
file hold down the ctrl key before clicking on that file.
All the files can be selected by using Edit-Select all.
FILE OPERATIONS
NEW FOLDER/FILE :- New folder can be created be selecting File-New-Folder a
new folder will be created in the current directory.
RENAME / DELETE :- First select the file and then to rename it go to File-Rename
and to delete it either press the Delete key or go to File Delete.
TRANSFERRING FILES :- There are two ways to transfer a file from one
location to other, either we can make duplicate copy of it in the new location or
physically move it from the current location and place it at the target location.
In either of the case, we have to select the folder of file's to be operated upon to
move is select Cut from Edit. To copy it select Copy from Edit. Go to the
destination drive or directory and select Paste from Edit to complete the operation.
VIEW :- We can customize the display using the option of this menu.
TOOL BAR :- Toolbar toggle switch is to display or hide the toolbar having icons
for most commonly used commands.
STATUS BAR :- Status bar toggle switch to display or hide the status bar at the
bottom of the screen.
LARGE/ SMALL ICONS :-Controls the size of the icons.
LIST :- Display the listing in a vertical manner in a single column.
DETAILS :- File listing name, size, date and time of last modification etc. If you have
created a file but while retrieving it, you can't remember where you saved it, you
can use Tools-Find to locate it.
PAINT :- A painting utility to draw images. It has tools for drawing using colour and
entering text in the images it's there in start Programme- Accessories - Paint.
MS-DOS :- MS-DOS utility takes up to the dos prompt shell to get back to the GUI
environment we can either give the exit command or use the command button. This
programme there in Start - Programme MS DOS prompt.

SHUTDOWN :- Before switching of the system, it is good idea to quit the OS.
Using shutdown on the start menu, We can either move to the dos prompt, quit the
OS or restart the machine
PRINT PREVIEW :- To see how the computer document will appear in print on
the screen.
PRINT :- To send the current document to print.

EDIT
UNDO - the last operation is.
REDO - the last operation performed is repeated.
CUT - the selected text replicated and places on the clipboard and is available for
pasting.
PASTE - Places a copy of the cut or copied text at the current location.
FIND - scans the document or a spreadsheet for locating words or values.
REPLACE - Scans the document or a spreadsheet for locating words or values and
replaces all or any occurrence by a user specified value.
GOTO - makes the cursor jump to a user specified location.

VIEW
 TOOL BAR - Allows us to select the various toolbars we want to display on the
screen, We can also customize existing toolbars or create a new toolbar tailored to
our requirements.
FULL SCREEN - Displays the current document or spreadsheet on the desktop by
hiding the title & status bars.
ZOOM - Allows the display to be resized. We can either zoom in or zoom out i.e.
magnify or miniaturize the on screen display.
TOOLS
STANDARD - Contains icons for carrying out general file operation like opening,
saving, printing, spell check etc.
FORMATTING - Contains icon for formatting words and paragraphs like font
selection, alignment font, colours etc.
DRAWING - Contains icons for making lines, rectangles ellipses etc.
WORKING WITH MULTIPLE WINDOWS
In Window whenever we run more than one application at a time, it is opened in it's
own applications window similarity, we can have multiple documents or
spreadsheet open at the same time. Each document is opened in it's own document
window. These windows can be resized maximized or minimized independently of
one another. This helps us in working with multiple documents at the same item.
For closing a particular document, we can either use the close window command
button or go the file - close.
APPLICATION FILES vs USER FILES
Every application has got a no. Of support files in addition to the executable file for
that application, so it is always a good idea to place the files that we create in a
separate user directory. This ensures that user files font get mixed up with files
necessary for running the application.
QUITTING AN APPLICATION
For closing an application we can either or to file - exit or close the application
using the close window command button. Before the application is shutdown, it'll
confirm weather we want to save the document we were working on the filename like the
file for launching an application or utility Non executable file are those which can't be
directly run for example, the letters, the database, support files or an application etc.

Exercise
Q.1 Write down the examples of windows operating system ?

Q.2 What is Recycle Bin ?

Q.3 How to start any programme using start button ?

Q.4 Create a folder on the desktop and write its procedure ?

Q.5 How to create any file inside the folder created on the desktop.

Q.6 Write down the procedures to rename, delete and open the folder.

Q.7 How to start and shut down the windows operating system ?

Q.8 How to start any application in windows operating system ?

Q.9 How to minimize, maximize or close a window ?

Q.10 How to create, open, save and close a file in window operating system ?

INTRODUCTION TO MS-WORD
We already know that MS-word is a word processing package, So the
working in word is centres around typing, arranging & formatting. There are
basically three levels at which formatting can be carried out- page, paragraphs,
word . Word is a group of letters separated by a space; a paragraphs is a group of
words separated by an enter key or a hard return a para may be on a single line
or multiple lines; a page is a collection of paragraphs, where we can have
variable page length.
In addition to the features of application windows that we have already
discussed, application window for word has an additional feature, the ruler bar.
This bar provided an on-screen display of margins, indentations, tab stops and a
ruler having marking in terms of inches.
 The status bar give information about the current page no, current page
no/total pages, row, column etc.

WORD FORMATTING :- Includes fonts, font size colours, styles (bold, italic,
etc.)

PARAGRAPH FORMATTING :- Includes alignment, spacing, tabs, indents,

bullets / numbered lists, news paper style columns.
PAGE FORMATTING :- Includes margins, headers/ footers, annotations, page
length.
It allows to cut down one time by allowing use of a variety of editing
features like cut paste, spell check, thesaurus, auto check, find replaced etc. Word
also supports extensive capabilities to work with graphics.
WORKING TYPICALITIES :- Once we have opened a new document or an
existing one, we can start typing from the keyboard the text appears in the
editing area. The flashing vertical bar (text cursor or insertion point ) tells us
where the next character will appear. While typing the following things have to
be remembered.
1. Don't press enter key at the end of the line. Word automatically get
wrapped to the next line.
2. Press enter to start a new paragraph.
3. Backspace key is for erasing the previous character.
4. Del key is for erasing the character on the cursor.
5. Arrow keys, pgup, pgdown, home & end can be used for moving
through the document.
6. Click the mouse on point of the document to move to that location.
SHOW / HIDE BUTTON :- We can display the characters which show us where
we pressed the enter key, or the tab key or the space bar by turning the
show/hide button on. This is a toggle switch. The characters are non-printing in
nature and are there only for display purposes.
FIND & REPLACE :- If you want to locate some text, you can go to edit - find,
type the text you want to locate and select find next. Word stops at the first
occurrence of this, if this is the text we wanted, we can press esc or cancel and get
back to the document. We can also choose find next to get to the next occurrence
of the text.
If supposing after typing the text, we find that instead of entering word 97
we have entered word 95 we can make word replace all the occurrences of word
95 with word 97 by using edit - replace.
TEXT SELECTION :-
Any text - Click the left mouse button and drag.
Word - Double click on the word.
Sentence - Hold down the Ctrl key and click inside the sentence
Line - Click on the left of the line
Para - Triple click on the left of the line.
Whole Doc. - Ctrl - A.
CUT / COPY / PASTE :- After the text has been selected, it can be cut or copied if
you want to place it at another location. Once the text has been put on the
clipboard, it can be pasted at the destination. The method is the same as we have
performed in the explorer.

AUTO CORRECT
Word automatically corrects typing mistakes like capitalising letter of a
sentence or we can enter certain common typematic mistakes to be autocorrected
like, the with the.
This features can also be used for macro substitution. For example, if you
have to type Ordnance factory Ambajhari frequently, then instead of repeatedly
typing the whole thing, we can just type in ofaj and made work do the
substitution for us.
This feature can be activated from Tools -Autocorrect.
FORMATTING
CHARACTER :- Text format of character format is something that can be
applied to a word or some selected text.
We can select the style of characters (Font), their size (font size), Colour
( Font colour), bold, italicized, underlined, subscript, superscript etc. We can do
this through Format - Font.
Font sizes are given in points where 72 points makes an inch.
PARAGRAPH :- Paragraph format is a format which has to be applied to at least
one paragraph.
ALIGNMENT :- Left, Right, Centre, Full - Justification,
PAGE BREAKS :- If we want to enter a particular page OS as to start a new
page, we can do so by inserting a page break at the cursor from Insert - Breaks -
Page Break
UTILITIES :
SPELL CHECK :- This utility checks the spelling of the whole document against
words in an inbuilt dictionary. Wherever a word has been misspelt, word
provides alternatives, users also have the option to re-enter the correct word. It's
there in Tool-spell check.
THESAURUS :- This tools helps users in getting a synonym or alternate word
for particular word. On supplying it with a word, the thesaurus utility provides
us with a collection of words that have the same meaning , selecting a word
places it in the current document. It's there in Tools - Thesaurus.
Minimize button :- Reduces the programme so that its windows are no longer
visible. You can then open Word again by clicking its icon in the Taskbar at the
bottom of the screen.
Maximize/Restore Button:- Expands the windows to fill up the whole
screen, or returns the window to its previous size.
Application Close Button:- Close word
Document Close Button:- Closes the active document.
Title Bar:- Indentifies the application.
 Menu Bar:- Displays the commands that are available in Word in pull
-down menus.
Standard Toolbar:- Provides quick-access buttons for most of the basic
features.
Formatting toolbar :- You can assign fonts, sizes bold, italic and other font
and paragraph settings.
Ruler:- Shows margin and tab settings for the selected paragraphs.
Document area:- The big white space in the middle of the document is
where you'll do your typing at lower resolution tree might not seem to be much
room, but you can close the ruler and toolbars as needed to make more space.
View buttons:- Change your view of the document.
1. Title Bar:-The title bar displays the name of the programme in which you are
working Microsoft Word. The bar also displays the name under which you
registered the software. It also displays the Document #1 opened for your work.
Once you save the document, you can give a more descriptive name.
2. Menu Bar :- The menu bar displays the menus containing lists of commands.
You can activate a menu by clicking on its name with the mouse which drops
down the list of commands. Keyboard commands like Alt+F will activate the File
menu and Alt+O will activate the Format menu.
Once the menu is activated, underscored letters of that menu's command
can activate that command by pressing the key for that letter. Some of the menu
commands are divided into submenus. Let us see the quick list of commands of
each menus. We will study of their functions in later chapters of this book
WINDOW OF MS-WORD
Starting at the top of the windows are four rows of objects, title bar, menu
bar, Standard toolbar and Formatting toolbar. You may see a ruler below the
toolbars. Below these upper rows is the typing area which may show a scroll bar
along the right side and across the bottom. Below the typing area is the Status
bar. We will go through the parts of screen and see their functions.
Part of screen purpose - (1) Title Bar
 (2) Menu Bar
2.1 FILE MENU :- It creates , open, saves, prints documents or quits Word.
Command Short-cut keys Purpose
New (Ctrl+N) Creates a new documents or template.
Open (Ctrl+O) Opens as existing document or template.
Close Closes all the windows of the active
document.
Save Ctrl+S Saves the active document or template.
Save As Save a copy of the document in a separate
file.
Save All Save all open files , macros and Auto Text
entries, prompting for each one separately.
Find File Locates the documents in any directory drive
or folder.
Summary Info Shows the summary information about the
active document.
Templates Changes the active templates and its options.
Page Setup Changes the page setup of the selected
sections.
Print Preview Displays full pages as they will be printed.
Print Ctrl+P Prints the active document.
Send Sends the active document through e-mail.
Add Routing Slip Adds or changes the e-mail routing slip of
the active document.
1.
2. Files names Documents opened.
3.
Exit Quits Microsoft Word and prompts to save
the documents.
2.2. EDIT MENU It deletes, inserts, finds, replaces, undo
characters, paragraphs.
Undo Ctrl+Z Undo the last command.
Repeat Ctrl+Y Repeats the last action.
Cut Ctrl+X Cuts the text and places it on the clipboard.
Copy Ctrl+C Copies the selection and puts it on the
clipboard.
Paste Ctrl+V Inserts the clipboard contents at the insertion
point.
Paste Special Inserts the clipboard contents as a linked
object or other format.
Clear Del Removes the selection without putting it on
clipboard.
Select All Ctrl+A Selects the entire document.
Find Ctrl+F Find the specified text or formatting.
Replace Ctrl+H Finds the specified text or formatting and
changes it.
Go to Ctrl+G Jumps to a specified places in the active
document.
Auto Text For Autotext entry.
Bookmark Assigns a name to the selection.
Links Provides links.
Objects Links other objects.

2.3. VIEW MENU It chooses alternative views, on-screen

formatting tools or zoom percentages.
Normal Changes the editing view to normal view.
Outline Displays document's outline.
Page Layout Displays the page as it will be printed and
allows editing.
Master document Switches to master document view.
Full Screen Toggle switch on/off for full screen mode.
Toolbars Shows or hides the Word toolbars.
Ruler Displays the ruler.
Header and Footer Displays header in page layout view.
Footnotes Displays footnotes or endnotes.
Annotations Opens the annotations pane.
Zoom Scale the editing view.

2.4. INSERT MENU It inserts type of text and graphics.

Break Ends a page, column, or section at the
insertion point.
Page Number Inserts page numbers.
Annotation Inserts a comment and opens the annotation
pane.
Date and Time Inserts the current date/ or time into the
active document.
Field Inserts a field in the active document.
Symbol Inserts a special character.
Form Field Inserts a new form field
Footnotes Inserts footnotes or endnotes at insertion
point
Caption Inserts a caption above or below a selected
object.
Cross-reference Inserts a cross reference.
Index and tables Inserts an index or a table of contents, figure
in the document.
File Inserts the text of another file into active
document.
Frame Inserts a frame.
Picture Inserts a picture from a graphic file.
Objects Inserts an equation, chart , drawing.
Database Inserts information from an external
database.

2.5. FORMAT MENU It formates text, paragraphs and graphics.

Font Changes the appearance of the selected
character.
Paragraph Changes the appearance of the selected
paragraph.
Tabs Sets and clears the tab stops.
Borders and Shading Changes the borders and shading of the
selected paragraphs, table cells and pictures.
Columns Changes the column format.
Change Case Change the case of the letters in the selection.
Drop Cap Format first character of current paragraph.
Bullets and Numbering Creates a numbered or bulleted list.
Heading Numbering Changes numbering options for heading
level.
Auto Format Automatically formats a document.
Style Gallery Browse or apply styles from templates.
Style Applies, creates or modifies styles.
Frame Creates a frame.
Picture Formats the picture.
Drawing Objects Changes the file, line, size of the selected
drawing objects.

2.6. TOOLS MENU It checks , polishes and finishes documents

and sets Word options.
Spelling F7 Checks the spelling in the active document.
Grammar Checks the grammar in the active document.
Thesaurus Shift+F7 Finds a symbol for the selected word.
Hyphenation Changes the hyphenation settings.
Language Changes the language formatting.
Word Count Displays the word count statistics.
Auto Correct Adds or deletes Autocorrect entries.
Mail Merge Prepares a main document for mail merge.
Envelopes and Labels Creates or prints an envelopes , or a label.
Protect Document Sets protection for the active document.
Revision Sets revision marking.
Macro Runs, creates, deletes or revises a macro.
Customize Customize the Word's menus, toolbars etc.
Options Changes various categories of Word.

2.7. TABLE MENU It creates , edits and formats tables.

Insert Table Inserts a table.
Delete Cells Delete a cell.
Merge cells Merge the cells.
Split Cells Split the cells.
Select Rows Select Rows.
Select Columns Select Columns.
Select Table Alt+Num5 Selects Tables.
Table AutoFormat Activates autoformat.
Cell Height and Width Adjusts cell height and width.
Heading Provide heading in a column.
Convert text or table Rearranges text in a column.
Sort Text Rearranges the selection in specified order.
Formula Inserts a formula field into a table cell.
Split Table Splits the table.
Gridlines It is a toggle with for table gridlines.
2.8. WINDOWS MENU It is a common menu in all the Microsoft
Office programs.
New Windows Opens another window in active document.
Arrange All Arrange windows.
Split Split the active window horizontally.
2.9. HELP MENU It provides help or starts interactive lessons.
Contents Displays Help Contents.
Search for help on It provides search for help on......
Index Displays help index
Quick Preview Display quick preview lessons.
Examples and Demos Displays examples and demonstrations.
Tip of the Day Displays a tip on Word.
Word Prefect help Shows the equivalent for Word Prefect
Command.
Technical Support Displays informations about support
available for MS word.
About Microsoft Word Displays the program information. Word
version.

3. TOOLBARS The Standard toolbar contains buttons that represent

functions common to many of the office programs.
Clicking on the Printer button will print copy of the
current document.
There are nine toolbars that come with Microsoft Word.
You can also create your own toolbars and populate these
with the buttons of your choice.
- Click Toolbar from View menu bar
- Click Toolbar
You may click any or all and click OK. The toolbars will be
displayed on Word's main screen.
4. Standard Toolbar -The Standard toolbar appears when you start Microsoft
Word. This toolbar contain buttons that help you complete
your frequent actions in Word.
New Document Button- Creates a new document.
Open Button Displays the Open dialog box so that you can open an
existing document
Save Button Save changes made to the active document
Print Button Prints the active document according to the options you
previously specified in the print dialog box and the tabs of
the page setup command on the File Menu.
Print Preview Button Displays each page as it will look when printed. The
status bar at the bottom of the screen shows the current
page number and the total number of pages in the selected
sheet.
Spelling Button Checks spelling of text in paragraphs and pages, including
text in text boxes, buttons headers and footers.
Cut Button Removes the selection and places it onto the Clipboard.
Copy Button Copies the selection and places it onto the Clipboard.
Place Button Pastes the contents of the Clipboard into the selection.
Format Painter Button - Copies only the formats from the selected cells or
objects.
Undo Button Reverses the last command you chose, if possible or deletes
the last entry you typed.
Drawing Button Displays the Drawing toolbar
Zoom Control Box Allows you to see more or less detail by changing the scale
of the sheet.
Tip Wizard button Opens the Tip Wizard, which displays tips based on the
actions you perform.
Help Button Adds an question mark (?) to the mouse pointer. When
you place this pointer over a command name or screen
 element and click the mouse button, you get information
about that command or screen element.
5. Formatting Toolbar :- The Formatting toolbar contains buttons that half you
format characters, paragraphs, and pages.
Font Box Lists the available fonts.
Font Size Box Lists available sizes for the font selected in the Font box.
Bold Button Applies bold formatting to selected characters in
paragraphs, Headers & Footers, buttons.
Italic Button Applies italic formatting to selected characters in
paragraphs, Headers & Footers, button.
Underline Button Applies a single underline to selected characters in
paragraphs, Headers & Footers, buttons.
Align Left Button Align the selected paragraphs, Headers & Footers, buttons
to the left.
Centre Button Centres the selected paragraphs, Headers & Footers,
buttons.
Align Right Button Aligns the selected paragraphs, Headers & Footers, button
to the right.
Centre Across Column Button-Centers the texts.
Borders Button Displays a palette of borders styles you can use to apply
borders to selected paragraphs.
Colour Button Changes the colour of a selected characters or paragraphs.
Font Colour Button Displays a palette of colours you can use to change the font
colour of selected characters in paragraphs, text boxes,
buttons.
6. The Ruler The ruler displays horizontal scale. That shows the height
and width of typing area. The ruler is helpful when you set
tabs, margins and indents.
7. Typing Area The open area below the ruler and toolbars is the typing
area. On which you type text, tasks, draw graphics, etc.
 The end-of-document marker visible at the end of
document only. However mouse pointer (<) and the
Insertion point are always visible.
8. Insertion Point The black vertical blinking line that is initially at the top
left side of the typing area is the guide for your typing. It
indicates the place where what you are typing is inserted
into the document. When you tap the up, down, left, or
right arrows on your keyboard, the insertion point moves
accordingly. It plays an important role in typing and
editing.
9. Mouse Pointer On moving the mouse around in the typing area, the
mouse pointer is the shape of a thin I-beam. To move the
insertion point, use the right, left, up or down arrow keys
on your keyboard instead of using the mouse for short
distance.
10. End-of-Document Marker-The horizontal line situated like a short line at the
end of document is seen only, when Word is in normal.
11. Vertical Scrolls The typing area is surrounded by the vertical scroll bar, the
scroll button and arrows. In normal view , the scroll bar
shows a single up-arrow button and a single down-arrow
button. You may click these buttons to move your
document up or down.
12.Horizontal Scrolls The first bar along the button of the typing area is the
horizontal scroll bar. The position of the bar or button in
the middle of the scroll bar represents where the screen is
in relation to the left margins of the document.
13.View Buttons To the left side of the horizontal scroll of the window are
the three document view buttons (1) Normal view (2) Page
Layout view and (3) Outline.
 Normal view allows you to see your document in a
traditional word processing fashion. Normal view
provides for faster scrolling than Page layout view.
The Page Layout view button changes the screen to
graphical representation of your document. If you choose
view > zoom > many pages while in page layout view ,
you can view many tiny pages in your document
simultaneously.
You can use Outline view to see only the headings in a
document. You can also see at a glance how the document
is organised.
14.Status Bar At the button of the typing area, below the horizontal bar
is a status bar. The status bar is divided into three sections.
The left portion of the bar shows the page number of the
current screen , the section number and the page
number out of total number of pages like 2/16. When the
insertion point is on the current screen, the middle portion
of the bar shows its vertical position of the page as
measured in inches as well as in lines,and its horizontal as
measured in inches as well as in lines,and its horizontal
position as measured in columns.
The right side of the bar contains abbreviation for settings
that you can turn or and off by double - clicking the mouse
on them. It contains.
REC Turns on and off the recording of macros.
MRK Turns on and off Revision Marking at the time of editing.
EXT Extend selection ON/ OFF.
OVR Turns on and off the ability to overtype text.
WP/WPH/WPN Word Perfect keystrokes/ Word Perfect Help/Word
Perfect Navigation keystrokes help to the users who are
migrating to WORD from Word Perfect.
The status bar also serves as an information banner,
describing the function of each button on a toolbar.
15. The Taskbar The Taskbar , which is a part of Window 95, displays the
Start button for any application program that are currently
open in memory. You can click on the Start button to find
another program to start while you are in word , or click
on another taskbar button to switch to a program that is
already open. It also displays the digital clock.
16. Templates and Magical Wizards- Word contains a number of predesigned
documents called Templates that you can use as the basis
for your documents.
A template supplies a sample document with the
style and formatting. The templates do not contain text but
only the style, fonts , etc.
To see the existing template and create a template
choose NEW from the File Menu.
The dialog box (Fig. 1.6) will display variety of
templates . You may select any one-off them.
Click OK
How to make your own template is defined in
Chapter 5.
The templates include fax forms, calendar and layouts
for multipage reports, newsletters, legal pleadings , letters,
and meeting agenda.
Some of templates are programmed to create your
documents with step-by-step procedures. They are called
Wizards. Word maintains its wizards in a number of
 classifications including publications, reports , memos,
letters and faxes, other documents and general . When you
click on only one of the templates or wizards, a sample
document will appear in the preview portion of the dialog
box.
17. USEFUL TIPS Word includes many features that are not visible from the
pictures on their buttons or their menu descriptions, but
which provide capabilities you may need during your
work with the program.
* Select the entire document : To select (highlight /
block off) the entire document quickly , press Ctrl+A. .
You'll also find this command in the Edit menu.
* Displays a document's hard returns, tabs , and
spaces : Click on the paragraph symbol button on the right
end of the Standard toolbar. The keystroke combination is
Ctrl+Shift+8.
* Save a file without the doc extension : Put the
filename in quotes when you save the file; for example,
"IEC.let".
* Undo the last 99 actions performed on a document :
Press Ctrl+Z or click on the Undo button on the Standard
Toolbar to reserve up to the last 99 actions . If you undo
too many actions , Ctrl+Y to "redo your undo " or press the
Redo button on the Standard toolbar.
* Use the Auto Complete feature : Press Enter when
Word suggests phrases while you are typing. For example,
begin typing the current month's date, and a yellow pop-
up tip will appear with the complete spelling of the
month's name . Press Enter to have Word automatically
 complete the word for you. The list of Auto Complete
words is in the Insert > Auto Text menu.
* Insert common Phrases into your text : Show the
Auto Text toolbar that lists pretyped phrases and words
that you can then insert into your document . Choose View
> Toolbars and Check Auto Text.
* Design your own table or form : The Table and
Borders (icon with a pencil on grid lines) allows you to
free-form draw and erase your own table layouts.
FILE, DOCUMENT & FOLDERS

Word offers you a number of features that allow you to quickly create a
document and make them look professionally designed. Some of the
features which are common in every document, include:
-Document layout
-Typing and editing
-Saving them and enhancing their outlook
-Checking the spelling
-Printing
In this chapter , we will discuss the above points in detail.
MODIFYING PAGE SETTINGS- In case you want to create a new document as
per your settings (instead of default settings of Word), use the following
commands for page settings
Adjust margins File > Page Setup > Margins
Click Margins From Page Setup of File menu bar.

Adjust paper size File > Page Setup > paper size
Click Paper Size from Page Setup of File menu bar.

View the margins View > Page Layout . This view displays the document
and / or page breaks as it will look when printed . To see the margins more
clearly, adjust the zoom to 50% or Whole Page.

View the document View > Zoom > 75% . To see a whole page in Page layout
using different view, choose Whole page (it will be difficult to type in
this
page sizes small view).

Add page numbers Insert > Page Numbers. If you don't want to have page
numbers on the first page, click on the Show
number on First Page check box to uncheck this feature.

Adds Headers and Footers - View > Header and Footer . To add text that
appears on the top of every page , start typing in the Header area.
To add text that appears on the bottom of every page ,
click on the switch between Header and Footer button, and
start typing in the Footer area.

Turn on Auto Recovery- To have Word automatically save your document

after every so many minutes, click Tools > Options > Save,
then click Auto Recovery Info Every x Minutes.

OVERVIEW OF FILES AND FOLDERS

Every piece of information saved on your disk is in the form of file . The
directories in Windows and DOS systems are often termed as Folders. Each file
or folder on your computer has a name and a path which is easily retrieved by
opening File menu. You can give files and documents a meaning names. While
you are limited to an eight character name with three character extension in
MSDOS, Word for Win 95 fully supports long names.
CREATING A DOCUMENT
 After starting the Word a new document , Document # is opened which
you may rename with extension as doc. This new document is now ready for
typing or pasting . In the centre of new document, vertical bar is blinking at
certain point . This is called insertion point. At this point you may type text,
paste in information or insert a graphic. As you type a letter , the insertion point
stays positioned after the character you have typed. If you want to go back and
add text in the middle of already typed text, you move Insertion point here and
click the mouse to add new text.
You may now start typing a letter or new paragraphs of your book.
Remember the tip referred to earlier about not pressing ENTER at the end of
each line.
SAVING A DOCUMENT :- You may save the text of graphics you have typed
or pasted by choosing save from the File menu. If the document is not named
earlier, the computer will ask you the name of drive and file name in a SaveAs
dialog box.
Type a name of file in the Filename box, and click Save. The file name
may be upto 255 characters in he Win 95 and 8 characters in MSDOS as described
earlier, will be saved in current folder. You can see the path of the file from the
dialog box. By doing once of twice, you will be familiar with the procedure and
other information given in the diaglog box.
To add a document to the Favourites Folder :- Choose Open from the File
Menu
Choose the folder from the earlier saved document/folder.
Click the Add to favourites button. The word save the current document
inyour favourites folder.
To open the Favourite folder :- Click Favourites button from the above dialog
box. and then select the folder and click Open button.

AUTO RECOVER- The Auto recover command tells Word to automatically save
your work at specific intervals. Auto Recover allows the Word to save a special
copy of the document to be used in the case of emergency. Use the following
steps to set Auto Recover at different intervals (default is 10 minutes).
From Tools menu choose Option and click on Save tab.
Click on the spinner buttons next to current interval to increase or
decrease the number of minutes.
- Click on OK to close the option dialog box and save your changes.
If your computer shuts down or power fails, the automatically saved files will
immediately be recovered as soon as you switch on computer and restart Word.
To Create Backup Copy- Select the Always create backup copy check box and
then Click OK.
CLOSE FILE - Closes the active document. If the document is displayed in
more than one window, this command closes all of the windows that contain the
active document. If you've not previously saved changes to the document, Word
asks if you want to save the document before you close it. If you close a
document without saving, you lose all changes you did not save previously.
You can also close the active document by choosing close form the
Document control menu.
You can close all open documents at one time. Hold down the SHIFT key,
and then select Close All from the file menu.
OPENING A SAVED FILE / DOCUMENT You want to reopen a document for
corrections, printing or editing, choose Open from the File menu, The dialog box
appears like the one that saved you file earlier.
The open dialog box displays all word documents in the current
folder. Choose the folder by arrow keys or mouse and click. In case your file is
not existing in the current folder, you may change the folder by clicking the Up
one level button until you see a folder with your document. Select the document
and click the Open button. Your document is now open and ready for any
changes need to make it.
The list is document folder can include saved filenames from all of
your programs like MS EXCEL, POWERPOINT, MS ACCESS and so on as well
as Word. When you click on a file in this list, the programme that was used to
create that document launched with the document in tow.

OPENING SEVERAL DOCUMENT AT THE SAME TIME :- With the Find File
command on the File menu, you can open several documents at the same time.
The exact number depends on the amount of available memory. Each document
appears in a separate window.
To open several documents at the same time -
(1) From the file menu choose Find File. Word does one of the following. The
first time you use Find File,Word displays the Search dialog box. If you've used
Find File at least once before, Word use the last criteria you specified and
displays the list of files in the Find File dialog box. If a document you want is not
listed, choose the Search button and specify new criteria to search for the
documents you want to pen.
(2) In the Find File dialog box, do one of the following -
- Click the name of the first document you want to open. Hold down CTRL
and then click the name of each additional document you want to open.
- Press to move to the name of the first document you want to open and then
Press SHIFT+F8 to select. Press or to move to the next document name and
then Press SPACEBAR to select it; and so on.
- If you select a document you do not want to open , click the document
name again. On press or to move to the document name and then press the
SPACEBAR.

(3) Choose the OPEN button

- To select several documents is sequence, click the name of the first
document you want to open, hold down SHIFT and then click the name of
the last document you want to open.
MANAGING FILE WITH THE FIND FILE COMMAND :- You can multiple
files at the same time or copy, print or delete files without opening them or
leaving Word. You can perform many of these actions on several files at the same
time, making document house keeping quick and simple.
To manage file with the Find File command
From the File menu choose Find File, then Select the file or files you want
to work with. If you don't' see the file you want, choose the Search button to look
for it, See searching for documents, then to open the file choose the open button.
To perform other tasks, choose the Commands button and then choose the
appropriate command to do one or more of the following :-

To Do this
Open the file as read-only :- Choose Open Read Only.
Print a file:- Choose print, select the options you
want and then choose the OK
button
View and edit summary information Choose summary and then choose
the
and statistics :- Statistics button to view statistics.
Delete a File :- Choose Delete, word asks you to
confirm that you want to delete the
file.
Copy a File :- Choose copy. In the Directories and
Drives boxes, select the location
where you want to copy the file and
then choose the OK button.
Sort files listed in the List Files box :- Choose Sorting and then select the
option you want to use to sort the
files List files box.
Create a new directory :- Choose Copy and then choose the
New Directory button. In the Name
box, type the path and name of the
directory you want to create and
then choose the OK button.
DOCUMENT NAVIGATOR :- Word's document navigator feature is activated
by clicking on the tiny #D button located on the button of the scroll bar.
Document Navigator allows you to move a document in different ways.
You can use the double up and down arrows located above and below the
document navigator button to move to the next to previous occurrences of an
object.
The browse methods on the document navigator include. GO TO method
and Find and replace method. You may choose the method as per your
requirement.
INSERTING TEXT :- You may start typing at the Inserting Point and finish the
document in one stage. But some times you may need to delete a word add a
sentence to the middle of your text or change the spelling of some word. Move
the mouse cursor back to the place you want to change, click to move insertion
point there and then backspace to type or type to make the changes you need to
the middle of the sentence.
There are better ways to make changes. Instead of backspace the wrong
sentence or word, select the word and start typing . It will replace the earlier text
by new typed text.
FINDING TEXT:- If you want to replace all the old names with the correct
words, the Find and Replace commands will do the same for you. To find text in
a document.
- Choose Find from the Edit menu and then in the Find box of the dialog
box, type the text you want to find.
- Click Find text and the text you were searching for will be higlighted in
document.
Replacing text :- Replacing text requires that you select the word(s) you wish to
replace and type your next over it. It replace the old text.
FINDING AND REPLACING TEXT :- But if you to replace all occurrences of
that text by a suitable text then you have to open Find and Replace dialog box as
in the case of Find and follow the following steps.
-Choose Replace from Edit Menu of press Ctrl - H (DOS)
- In Find what box type the text to be found in document.
- Select one of the following criteria.
Match case Find exactly what is given is 'Find what' box
Find whole word only Find the whole word.
Use pattern matching Allows you to give wild * symbol for pattern
matching.
Sound like Finds different spelling which sound similar.
Find all word forms Find all grammatical forms

- In the Replace with text box, specify the text you want to substitute.
- In the Search box specify the direction of the search up, down or all. The
search will be conducted in that direction beginning from this insertion point.
- Click the replace button. It will stop at each occurrence of find what box
text. Click replace and find next.
- Replace all will not ask for replacement and replace in one go.
FIND SPECIAL CHARACTERS :- To find special characters like numbers,
paragraph marks or a tab, used Special button as follows.
- Open the find dialog box.
- Click the Special button to see the list special characters.
- Click the character you want to Find next box will display the character.
- Click Next to search.
CORRECTING TEXT :- You can easily correct text by the following methods.
Manually correcting :- While typing a line of text, the automatic spell check will
caution you about the mistake with a red line. The best way to correct the word
is to use Backspace key and retype the text.
UNDO :- You may use Undo feature to reverse the immediately typed text. You
may use mouse to click Undo from Edit Menu bar.
REDO:- If you want to undo you recently Undo, use mouse to click Redo button
on the standard tool bar.
Backspace and Delete :- You may use Ctrl + Delete to delete the entire word
after 'Insertion point'. It is more faster than manually deleting. Similarly Ctrl +
Backspace is used to delete the selected word. More keyboard commands are
given in the Chapter 6.
Deleting Blank Line :- Select all the blank lines and type ' Delete' to delete all
blank lines in the paragraph.
AUTOMATICALLY CORRECTING :- Though the Word contains dictionary for
correcting the normally used words but many time shorts spellings used very
frequently like can't don't etc. You may add such words in the Auto Correct list
as follows :-
- Choose Auto Correct from Tools menu bar.
- In the Replace box, type the word.
- Click in the with box and type correct spelling then click on Add and click
OK.
Now onwards the Auto correct will automatically correct such words. You may
assign a unique name for unique Auto Correct entry.
SELECTING TEXT:- Selection of characters, words, paragraphs, lines and pages
are normally done by selection bar on the left side of screen for changing,
deleting and replacing, It is very fast and simple procedure. You may select a line
by clicking once and paragraph by clicking twice.
Selecting can be done either by clicking mouse to key board techniques.
The key board techniques uses Ctrl+<- or Ctrl-> and shift<-, Shift -> keys for
selecting characters, word and line.
MOVING AND COPYING :-Move or Copy is used to copy the text to other
location. You may select the text and then Cut, Copy and Paste it at the desired
location. You may use the following methods.
Menu Methods :- Select the text for copying then choose the copy or Cut of edit
menu for copying text, then take position the inserting point. and choose the
paste of edit menu to paste the text. The entire operation is done by using
Clipboard of Word.
Keyboard method- Select the text , then type Ctrl + X for Cut, Ctrl + C for copy
and then Ctrl +V for paste after repositioning of inserting point.
Toolbar method :- Easy way to do the Cut copy and paste is to use the Toolbar
with mouse and click. The scissor indicates the cut, two sheets of paper indicates
the copy and third button right to copy button is paste.
Drag and Drop method :- It eliminates the cutting and placing text onto the
clipboard. You can select the text, click on the selected text without leaving
mouse button and drag the selected text to the desired location and release the
mouse button for pasting. While dragging cursor is converted in to gray outline
box. This processing will move the text . If you want to copy the text, press Ctrl
key while dragging and release at the inserting point.
In case the drag and drop fails you may use Undo the described earlier.
SPELL CHECKING AND VOCABULARY SUGGESTIONS :- Word has inbuilt
Spell Checker and Grammer Checker. You may activate these ckeckers using
Tool menu. While Automatic spell checking icon is visible on the Status bar, if
on. If Automatic spell checker is turned on it corrects spelling errors as you
compose the document.
To check spelling automatically , choose Options from the tool menu,
select the spelling tab, select the Automatic spell checking box, click OK.
While typing document if some word is misspelled a red line mark is
visible below the word. Click the right button of the mouse on the word.
MAILMERGE :- One of the major task of the word processing is to generate
document with the individual's name and address for periodic mailing. To
produce these types of form document you can use Word's Mail Merge features.
It requires Main Document, Data Source and Merge document which is
combination of previous two.
Creating main document :- The main document is often is the form of letter,
postcard or so. You can create a letter with Date and Time at the top. Leave the
space after the inside address and then type body of the letter. You can take the
help of Mail Merge Helper for creating the two documents.
- Choose Mail merge from tools. Click the Create button., choose form letters
from the drop - down list of suggestions.
Creating the Data Source :- You may choose already existing database of
addresses or directory, mailing list. Otherwise create a fresh data source.
Click Get data button, you add or remove field name by clicking the
appropriate button. Click OK. The Save as dialog box appears for naming the
data source file, click the save button
The new dialog box appears, click Edit Data Source to add data to the file.
A data form appears with fields selected by you. When you have finished data
entry , Click OK. Click the Merge button on Mail Merge Helper.
The result of your merge can be directed to a printer, electronic main, fax
or to a new document for corrections before printing . You may create tables also
be choosing Mailing Labels Option.

PRINTING A DOCUMENT :- In Window's 95, printer setup information is

shared among all applications. Printing a document in Word is very easy.
- Choose Print option from the File Menu. and Check the information given
in the boxes for number of copies, page range , all the pages name of the printer
of default printer. and then Click OK for printing. You may select another printer
by clicking the Name list of the printers in printing dialog box.
Printing to a file :- Instead of printing to a printer, you can print a document to a
file on the disk. Click in Print to file box and type Generic/ text as the Name.
Click OK. Your document will be saved on the disk.
Stopping the printer :- Many times , you may need to terminate the printing job
without physically switching off the printer / computer. To stop the printer
double - click the printer icon, flashing the pages that are being sent, to cancel the
current print job.
Exercise
Q.1 How to start MS word ?
Q.2 How to create, open, save and close any file in MS - word ?
Q.3 How to do page - setup ?
Q.4 How to activate ruler in MS - Word ?
Q.5 How to do font formatting such as change of font, fontsize, font style and
font colour ?
Q.6 How to do paragraph formatting ? How to increase or decrease line spacing
and how to
increase or decrease indent of paragraph ?
Q.7 How to change alignment of line such as left centre, right or justify ?
Q.8. How to insert table ?
Q.9 How to change border and shading ?
Q.10 How to do mail merge ?

EXCEL
APPLICATION OBJECTIVE & STRENGTHS
We already know that ms-excel is an electronic spreadsheet package, so
the working in excel centers around figures, basic arithmetical & statistical
calculations, analyzing data, graphical representation of numerical data and
information reporting.
Excel basically has three components that perform different tasks.
The spreadsheet components - display and analyses text in rows and
columns.
The database component - manipulates lists of information.
The chart component - produces charts which help in presenting data in a
graphical manner.
The file that we create in excel in known as a workbook. A workbook
consists of various worksheets where each worksheet is a grid of rows and
columns, at each intersection of a row & A column is a cell. All the data & text is
entered in cells. There are 65536 (1 to 65536) rows and 256 columns (a to iv). We
can have multiple worksheets (sheet 1 to 16).
Excel allows formatting to improve the presentation value of the
document, we can format the text, numbers, dates, charts, and tables.
Formatting includes fonts, font size, colours, styles (bold, italic etc.) in cell
alignment, borders, header / footer, page length.
It also allows to cut down one time by allowing use of a variety of editing
features like cut paste spell check, find replace, function wizards etc., Excel also
supports extensive capabilities to work with graphics.
WORKING WITH EXCEL

Once we have opened a new workbook or an existing one, we can start

typing from the keyboard, the data appears in the cells., The highlighted border
on a cell denotes the current cell. This is the cursor or insertion point of excel
and tells us where the next entry will appear. While typing the following things
have to be remembered :
- Press enter key to store value in the current cell
- To make changes in the cell contents press f2, otherwise it'll overwrite the
current contents.
- Arrow keys pgup, pgdown, home & end keys can keys can be used for
moving through the documents.
- Click the mouse on a cell of the worksheet to move to that location.
The features of application windows that we have already discussed hold
true foe excel also, some additional features that are typical of excel application
window are -
- The formula bar
- The status bar
The Formula bar display the cell address the current contents of the cell
& allows us to edit these contents.
 The status bar displays the various messages like ready error etc. and the
status of thevarious toggle keys.
The features which are typical of an excel document windows are -
Sheet tabs - At the bottom of the window, used to select different
worksheets.
Spilt bars - These can be used to split the document window into panes
which can be scrolled separately.
Column headings - Letter at the top of the worksheet column (a,b,c,....aa..iv)
Row headings - The number at the left of each worksheet row
(1,2,3,....12000.....65536)
Each cells is identified by a unique cell address, this cell address is made
up the row and column number. The first cell is A1 last is IV 65536, the cell in it
4th row 3rd column is C4.

SELECTION

Cell or range of cells can be selected by using a keyboard mouse the

methodology is similar to word. We have to click drag with a mouse over
desired area and for the keyboard, we have to hold down the shift key and the
arrow key.

Cut / Copy/Paste
The method is similar to that of word. Once cells have been selected, we
can issue the Cut / Copy, Paste Comment from the Edit menu.

Exercise :1
1. Select column A and copy it to column B
2. Select column D and cut it and paste to column E.
3. Select row 1 and copy it to row 4.
4. Select row no 6 and cut it and paste to the row no.2.
5. Define difference between copy and cut command.
6. Enter numbers from 1 to 10 from row no. 1 to row no. 10 in column B buy
dragging method.
7. Enter alphabets from A to G from row no. 1 to row no.7 in column A by
dragging method.
8. Enter alphabets from A to D from column no. B to column no E in row 3 by
dragging method.
9. Enter alphabets from A to D from row no. 4 to row no.7 in column F by
dragging method.
10. Save the worksheet with your name

ENTERING TEXT & NUMBERS

ENTER TEXT
To enter text the cell where data is to be entered is selected first and then
is typed. The text is then terminated by pressing Enter.
Entering Nos.
Number can include numeric characters from 0 to 9 and any of the
following special characters.
+, -, (), $, #,@%, Ee
1. Commas can be included for numbers like 1,00,000
2. A single period can be given for decimal point.
3. Negative numbers should be preceded with a minus sign or should be
enclosed in parentheses.

ENTERING FRACTIONS
To enter fraction, the whole number and the fraction should be separated
a space.
Like - ¼,½,¾
 A zero should be place in the front if it doesn't have a whole part.

ENTERING DATES
While entering dates, either a / or a - can be used as a separator.

Exercise : 2
1. Enter some text in column F like name of the month.
2. Enter month JANUARY in column F of second row.
3. Fill month from January to December in column F from second row to
thirteenth row by dragging the mouse.
4. Fill month from Jan to Dec in column G from second row to thirteenth row
by dragging the mouse.
5. Fill days of week from MONDAY TO SATURDAY in column H from
second row to seventh row by dragging the mouse.
6. Enter the consecutive numbers from 1 to 10 in 10th row.
7. Enter the consecutive odd numbers from 1 to 20 in 11th row.
8. Enter the consecutive even numbers from 1 to 20 in 12th row.
9. Enter the consecutive numbers from 1 to 50 divisible by 5 in 13th row.
10. Enter the consecutive years from 1990 to 2000 in 14th row.
HINT : for ex. 2-10 dragging method can be used.
e.g. enter JAN in a cell an bring the mouse pointer to lower right corner, the
shape of mouse pointer would be like +, this time one can drag the mouse
horizontally or vertically and the consecutive name of the month will be
automatically written to the cells.
Similarly for numbers you may fill 1 in a cell A1 and 2 in cell B1 and select
them, bring mouse pointer to lower right corner, when shape of pointer is
like + then drag the mouse up to cell J1. Consecutive numbers from 1-10 ill
be filled automatically in row 1 from column A to column J.
 FILE HANDLE
This is a black square located on the lower right corner of the selected
cells (s) whenever we want to fill a cell range with data that forms a series, the
data input can be automated by using the fill handle this is called the Auto Fill
feature :
Series can be -
1,2,3,4, 1,5,8,11....
2,4,6,8 mon, tue, wed...

INSERTING ROWS & COLUMNS

Rows can be inserted by selecting the row where we want a new row and
selecting Insert - Rows. Similarly for inserting new columns we can select Insert -
Column.

Multiple rows or columns can also be inserted in one operation for

example, for inserting three rows, we can select three rows before selecting the
command from the menu.

CELL FORMATTING
In Excel, the various formatting that are available are number, alignment,
font, borders etc.
Alignment - refers to the intra cell alignment of text or data.
Font - like in word, we have access to a number of fonts, sizes & styles.
Borders - a group of cells can be given borders, like for forming a table.
Numbers -these can be formatted as with currency decimal scientific
notion, date time etc.

FORMULAE
 The user can create formulae to perform calculations as simple as adding
values in 2 cells, or as complex as finding how much a particular value deviated
from other values in a set.

Formulae can be of 3 types :

1- Text Formulae
It uses text and hence it is called a text formulae. It may contain a text
operator ampersand (&)
2- Numeric Formulae
They contain arithmetic operator like +, -*, /, > or %
3. Logical Formulae
They contain comparison operators like <,><=,=><>.

Following points need to be remembered in case of Excel formulae -

1. A formula must always begin with a Equal to (=) sign. It can also being
with a '+' or '-' . In such cases. Excel automatically adds and'=' sign in the
front.

2. A formula can be upto 255 characters long.

3. It cannot contain spaces, except between a set of letters, numbers or

symbols enclosed in quotation marks (i.e.a strings).

OPERATORS
Operators are used to specify a operation (such as Addition, Subtraction
or multiplication) to be performed on elements of a formula. There are basically 3
types of operators-

1. Mathematical operators -
 Perform basic mathematical operations, combine numeric values and
produce numbers results.
Operator Meaning
+ Addition
- Subtraction
/ Division
* Multiplication
% Percent (Placed after a value e.g.20)
^ Exponentiation

2. Comparison operators
They compare 2 values and produce the logical value TRUE or FALSE.
Operator Meaning
= Equal
> Grater than
< Less than
=> Greater than or equal to
<= Less than or equal to
<> Not equal to

Copy formula
Similar to cell contents, formula can also be copied from one location to
another. The method to copy formula is the same copying text or cells, we have
to select, copy and then paste.

Address Methods
We have already seen how the relative addressing method where the
address changes relative to the location where the formula is either copied
moved. But particular cell no matter where the formula is copied or moved.
This methods of addressing is known as " Absolute addressing.
 If some parts of the address need to be fixed and some need to be fixed,.
The addressing method is called as Mixed Addressing".
1. Relative Addressing
Position the cell pointer at D12 and press F2 key, the formula = D10 + D11
appears in the formula bar. Observe that it has changed. In short, whenever a
formula is copied. Excel automatically changes it relative to the location to
which it is copied. Hence, since the formula was copied from column C to D, the
formula - C10 + C11 has become = D10 + D11.
The ability to adjust a formula from one location to another is called as "
Relative Addressing". The formula is always adjusted relative to its location.

2. Absolute Addressing
As explained above an absolute address always points to exactly one
address. Whenever an absolute address is used, it indicates to Excel not to
update the address $ sign used to indicate position of the cell addresses. For e.g.
$E$5 means the row and column address is fixed.

3. Mixed Addressing
In an absolute address the row and column both are fixed. Mixed
Address is a combination to Relative and Absolute Address. The possible
combinations (e.g. for cell C3) are -
$C3 - If a formula contains this address then while copying or moving the
formula , Column 'C' is fixed , Row 3 Various.
C$3 - Column C Various and Row 3 is fixed if the formula containing this
address is copied or moved.

Reference
Reference identify, cells or group of cells on worksheet and are similar to
cell addresses. A reference identifies one or more cells for use in a formula or in
an instruction. It can be a single cell address like D14; a group of cells identified
by multiple cell addresses and reference operator such as C5 : E12.
References operators
There are 3 types of reference operators -
1- Range (colon) - A colon is used to indicate a single cell or a range of cells.
It produces one referenced to all the cells between and including the 2 references
for eg. A:A refers to all column A.
1:1 refers to all of row 1.
1:3 Refers to all of rows 1 through 3
A:IV or 1:16384 refers to the entire worksheet

2- Union (comma)- Produces one reference that includes only the 2

references. For e.g. B4, D4, refers to cell B4 and D4.

3- Intersection (space) - Produces one reference to cell common to the 2

references . For eg. B7:D:7 C6:C8 refers to cell C7 which is the intersection and
C6:C14 B10:E17 refers to range C10:C14.

FUNCTIONS
Functions are special pre-written formulas that take a value or values
perform an operation and return a value or values in the a cell in which they are
entered.

Mathematical
Function Returns
Abs (number) Absolute value of a number
Mod (number divisor) Remainder of a number from division
Quotient (num1, Num2....) Integral portion of division
Round (number, Number rounded to a specified
number of digits) number of digits.
Sqrt (number) Positive square root of a number
Sum (num1, num2,......) Total of arguments
Statistical
Function Returns
Average (n1,n2,........) Average of arguments
Count (v1, V2,......) Counts how many arguments are present
in the l ist of arguments.
max (n1,n2,....) Maximum value in a data set.
Min. (n1,n2.............) Minimum value in a data set.
Financial
= FV (rate, term The future value given a series of
payments {pv,ty,pe} equal payments, the interest rate and the
term optionally the
presen t value and either the
payment is made at the end of the
period (the default, type = 0 or at the
beginning (type = 1)
= PMT (rate, term principal, The payment required for a loan
amount
[fv,type]) amount (principal) given the
interest rate and the loan tem.
Optionally the future value and
or whether the payment is made at the end
of the period (Default type = 0) or at the be
ginning (type = 1)

DATE & TIME

Date and time function use data serial number to calculate various date
and time - related numbers.
Function Returns Example
Result

Now () Current date & time = Now()

2/10/1995

11.12
Today () Current Date = Today()
2/10/95

EXERCISE
1. Create a worksheet for payroll of your organisation. Use Basic pay,
Different Allowances and Deductions as fiendds. In the worksheet find
out the net salary and gross salary.
2. Crate a worksheet for an inventory system. Use no of items items code
items used, items remaining as fields.
3. Create a worksheet for student's marks of different classes in various
subjects. Find out the total marks of each student. Also find the highest and
lowest marks obtained by the student.
4. Create a worksheet for no. of participants attended for the courses in RTI
with their name, design., factory, and per. No. Count the no. of participants
attended in the course.

COMMAND SUMMARY

Explorer

Expanding directory structure ............... Double click on the

directory
 ............... Click on +
sign against the
folder
File selection
Single file ............... Click once on
the file
Multiple continuous files ............... Click on the first
file,
shft+click on the last file
Drag the
mouse over the
file list
Non continuous files ............... Click on the
first file, Ctrl +
Click on each
............... Subsequent
file
Files / Directories
New Directory ............... File-New-
Folder
Delete files / Directories ............... File-Delete
Rename files / directories ............... File-rename
Moving files / directories ............... Select
files/directory;edit-
cut;go to the target directory;
edit-paste
............... Select files /
directory ; hold
down the ctrl key & Drag the
selection to the target
 directory.
Locating files ............... Tools - find
MS-word
Thesaurus ............... Tools -
Thesaurus
Bullets ............... Format -
Bullets & Numbering
Changing case of letters ............... Format - Change
case
Headers ............... View Header
& footer
Tabs ............... Format -
paragraph
............... Format -
Tabs
Indents ............... Format -
Paragraph
Alignment ............... Format Paragraph
Inter paragraph spacing ............... Format Paragraph
Font ............... Format -
Font
Size of letters ............... Format - Font
Colour ............... Format -
Font
Subscript ............... Format -
Font
Superscript ............... Format - Font
Strikethrough ............... Format -
Font
Underline ............... Format -
Font
Rular bar in / off ............... View - Ruler
Toolbars on / off ............... View - Toolbars
Ward art ............... Insert -
picture - wordart
............... View -
toolbars - wordart
Picture ............... Insert -
picture - from file
Ms-Excel
Adding new rows ............... Insert - rows
Adding new columns ............... Insert - Columns
Adding new sheets ............... Insert - sheets
Removing rows ............... Edit - Delete
- entire row
Removing columns ............... Edit - Delete -
Entired Column
Changing the sheet name ............... Format - Sheet
Hiding / Unhiding rows ............... Format - rows
Hiding / Unhiding columns ............... Format - Columns
Hiding / Unhiding sheets ............... Format - Sheets
Status bar on / of ............... View - Status Bar
Formula bar on / off ............... View -
Formula Bar
Toolbars on / off ............... View - Toolbars
Wordart ............... Insert -
picture - wordart
............... View -
Toolbars - wordart
Picture ............... Insert -
Picture - from file
Headers ............... View Header
& Footer
Font ............... Format - cells
- font
Size of letters ............... Format - cells - font
Colour ............... Format - cells
- font
Subscript ............... Format - cells
- font
Strikethrough ............... Format - cells
- font
Underline ............... Format - cells
- font
Different date formats ............... Format - cells -
number-date Different number formats ...............
Format-cells-number-No.
Different currency formats ............... Format - cells -
number-
currency
............... Format - cells
- number
-accounting
In cell alignments ............... Format - cells –
Alignment
POWER POINT
Power Point is a complete presentation graphics package, It gives you
need to produce a professional booking presentation- text handling, outlining,
drawing ,graphing, clip art, and so on A Power Point presentation is a collection
of your slides, handouts, speaker's notes and your outline, all on one file.
With Power Point you can :
Quickly create strong of other, paper, 35 mm slide, or on screen
presentations.
Alignment your presentation with speaker's notes, outline pages and
audience handouts
Apply the knowledge you've already gained in learning
Microsoft Excel.
Get started quickly using the Quick preview.
Use materials you have crated in other Microsoft products such as
Microsoft World and Microsoft Excel in Power Point
Start Power Point :-
You need to do is double -click like Power Point icon in Program Manager
[ Windows] or on the Desktop
When Power Point opens, you see that Power Point start-up dialogue box
you can select, any one of the following according to our purpose
Templets :-
Creates a new presentation based on one of power point design
Auto Content Wizard :-
Creates a new presentation by promoting you for Information about
content, purpose, style, handouts and outlines. The new presentation contains
sample text that you can replace with your own information.
Bland Presentation :-
Creates a new, blank presentation using the default settings for text and
columns.
Open Existing Presentation :-
Opens an existing presentation so that you can edit or show it creating
Presentation and Slides : The heart of your work in Power Point involves
creating presentation. To create presentations, you write and design slides. You'll
learn about Auto layouts and the place holders that make it easy to add text,
objects and graphics. There are 24 variety of slide layouts available, some with
place holders in which you type text, and some with place holders set up to make
it east to add graphs, charts, clip art or other object using a slide layout is an easy
way to begin building a presentation you choose a slide layout by selecting New
slide from the insert menu and then selecting the layout you want in the New
slide dialogue box.
Opening and saving presentations :- Choose from among a variety of
formats and ways of working For example, you can start with the Auto content
wizard to help you open a template and set up your masters. Or you can choose
to start with a blank presentation, which gives you the Power Point default
format.

To create a new presentation :

1. Double - click the power point icon to open application
The Power Post start-up dialogue box

2. Choose the way you want to create your new presentation, select the
button of the wizard you want, and then choose OK the wizard you selected
appears on the screen
File - New - Blank presentation - Choose an auto layouts - OK
When you close a file, Power Point checks to see whether you've made
changes to it if you have not made any changes, the file closes. If you have
change the file closes. If you have changes, Power Point asks you whether you
want to save them.
File -Save as [ Name of the Presentation ] - OK

To open an Existing presentation :

From the File menu, choose the file you want to open from the list or
recently used files [or ]
1. From the menu, choose Open
2. Select the presentation you want to open and choose OK.

To save an Existing presentation :

From the File menu chose save and choose OK
To create a new slide
Power point offers you a variety of Auto layouts every time you create a
new slide.
1. From the file menu choose New slide [or]
Click the new slide on the status bar.
The new slide dialogue box appears.
Use the scroll bar to see more layouts.

2. Select the layout you want, and then choose OK

The new slide with place holders for title and/or objects appears
on your screen
Notice how the place holders correspond to the layout you
selected.
Deleting a slide : You can delete one or more slides from your presentation in
several ways, if you only have one slide or notes view from the edit menu, delete
slide [or]
Create slides about south zone Ordnance Factories
1. HVF, A V A DI
2. OCE AVADI
3. EFA, AVADI
4. OFI, TRICHY
5. HAPP, TRICHY
6. CF, ARUVANKADIL

Create slides about to English Factory, Avadi.

1. Administration
2. Material Management
3. Production

Create slides about to Ordnance Factories

1. Head Quarters
2. North Zonal Factories
3. East Zonal Factories
4. West Zonal Factories
5. Central Zonal Factories
6. South Zonal Factories

Create Slides about to Production of EFA

1. History of Factory
2. Material input
3. Demands
4. Suppliers
5. Customers

Create slides about to Madras based Ordnance Factories

1. HVF, Avadi
2. EFA, Avadi
3. OCF, Avadi

WORKING WITH POWER POINT

You can start Power Point just as you world any other Microsoft Office
program,
Double click Power point program icon in windows or
Click on the Power Point button, in the Office Manager toolbar
You can also use the Run command
 Normally when you start powerpoint you are greeted with Tip of the day
dialogue box Click OK to close this dialogue box. You then get anther dialogue
box.
This dialogue box wants to know if you would like to create a new
presentation work with an existing one. We will discuss this in details, a bit
later .

VIEWS
Powerpoint offers views for entering, editing, and previewing your
information They include the following .
- Outline view
- Slide view
- Slide sorter view
- Notes Pares view
- Slide Show view

OUTLINE VIEW
It's easy to rearrange the individual line items while in Outline view. You
can collapse items in third view so that you can see just headings of each side.
It's easy to move collapsed slides to different places in your presentation Refer
Fig for a typical outline view.

SLIDE VIEW
Slide view shows you finished slides will look. In this view you can the
backgrounds, colours or shades if gray etc. Refer Fig for a typical slide view.

SLIDE SORTER VIEW

Slide Sorter view you see ''thumbnails" like views, as shown in Fig.
Thumbnails are reduced - slide images. In this view you can drag slides
to move them, specify types of slide transitions etc.
 Try it Yourself if, Later !!

Create a presentation, will be used

in the launch of a new Financial Accounting software product.

NOTES PAGE VIEW

You can use Notes Page view to create and see notes to the presenter. The
view show miniature slide image and provides a text area for presenter's notes.
Refer Fig atypical Notes page view.

SLIDE SHOW VIEW

You can use Slide Show view to rehearse your finished slides. When in
this view. It shows a pencil icon at the bottom right of the screen You can use this
pencil icon to draw temporary lines on the screen - to emphasize things on the
screen as you talk. These lines will not be saved with the presentation and are
visible only during the current presentation.

When you switch to this view you initially see the slide you were working
on in the previous view To see a higher numbered slide press the spacebar, click
the primary mouse button or Use the right arrow key. Use the left arrow key to
see lower numbered slides.

SWITCHING VIEWS
You can switch between the various views either by using the View menu
or the view buttons at the bottom left of the PowerPoint window The buttons are
named from left to right as. Slide View. Outline View Slide Sorter View. Note
Page View. And Slide Show View
CREATING PRESENTATIONS
Using Wizards, templates, layouts, and masters makes working With
PowerPoint easy. Though you can manually format your slides, but the
combination of wizardly automation and predesigned layouts greatly simplifies
the task. PowerPoint even provides a wizard called Auto Content that help you
develop a presentation's content and organization.

AUTOCONTENT WIZARD
Auto content Wizard provides you templates for :
Recommending a Strategy
Selling a Product Service or Idea
Training
Reporting Progress
Communicating Bad News
General Presentations
When you dismiss the Tip of the day dialogue box, you get the
Powerpoint dialogue box as shown in figure. The dialogue box offers you a
number of choices. Click on Auto Content Wizard option, and then click OK
button .

Try it Yourself, Later !!

Create a new Presentation, which tells more about your city,its
people, its culture, places of tourist interest etc.

After you read the wizard's greeting, click the Next button. You will next
get the Step 2 dialogue box as shown in figure. Here you are asked to provide
information for the Title Slide. The Title Slide is the opening slide in your
presentation Type in information in the relevant text boxes specifying - the topic
of your talk your name and any other information you would like to include.
Click on Next button
MASTERS
Masters contain common design elements that you wish to include in
whole of your presentation, Masters contain elements like :

- Background
- Logos
- Font choices
- Colour schemes
- Date and Time stamps
- Title Text
- Body Text
- Page numbers

Each presentation has a master for :

- Slides
- Outlines
- Handouts
- Speaker's notes
PowerPoint comes built in with quite a variety of predefined masters.
Masters are stored in templates. You can have the desired master for each
presentation and even change to different masters after you have created your
presentation. Changes that you make to masters in a presentation affect all of
the slides or pages in your presentation. For example if you add a big logo to a
presentation slide; master and a little logo to the presentation's handout master,
the big logos will appear on all of your slides and the presentation's handout
master, the big logos will appear on all of your slides and this small logos will
print on handouts, but not on the outline or speaker's notes. You also override
master settings for individual slides.

EDITING A MASTER
 To edit a master follow these steps :
1. Open the presentation whose master you wish to change.
2. From the view pull down menu, choose Master.
3. You get submenu listing the type of master that can be edited Choose
from Slide Master or Notes Master.

WORKING WITH GRAPHICS IN POWERPOINT

A presentations is incomplete without graphics. In a PowerPoint's
presentation you can include virtually any graphic created with other programs.
These include :
- Clip art from the Clip Art Gallery
- Excel charts
- Microsoft OrgChart object
- Pictures created with Word's Drawing features
- Kodak photo CD images
- Paintbrush pictures
- Window bitmap images of all kinds
- Draw Perfect images
- Encapsulated PostScript images
- TIF images
- Macintosh pictures and drawings
- Scanned images
- Auto CAD images and many others
PowerPoint also provides you tools for you to draw your own pictures.

IMPORTING IMAGES
The steps outlined below explains you the general method of importing,
sizing, and positioning images for use with PowerPoint's presentations.
1. Go to slide, where your need to insert or import the image.
2. Use any of these commands : Insert Clip Art, or Insert Object. Refer figures
3. Choose the type of graphic element you wish to import, if more than one
type is offered (photo CD, TIF, bitmap, etc.)
4. Choose the file name of the desires image.
5. Click OK Power Point will insert a full -size copy of the selected image,
translating, its file format, if necessary.
6. Use mouse to resize and reposition the graphic as desired.
7. To edit the image, just double - click on it

PLAYING A PRESENTATION
Now that have learned how to make slides, insert and edit text and
graphics on them, its time new to see how you can play your slides Before you
give a final presentation in front of the audience its better review and preview all
the slides

REHEARSING SLIDES
Here are steps to present a desktop slide show :
1. Open the presentation file, you want to test Select the first slide. You can
do this in a view, but the technique varies :
In Slide Sorter View, click on the first slide. Fix the rehearing time. Next
slide and fix the time. According it will be adjusted on each slide as per rehearse
time required.

GLOSSARY
ALU (Arithmetic Logic Unit) The unit of a computing system which performs all
mathematical and logical operations. It is one of the components of the central
processing unit (CPU) of the computer.
Analog Computer : A Computer that operates on data which is in the form of
continuously variable physical quantities such as electrical current.
ANSI ( American National Standards Institute) A US based national organization that
establishes uniform standards in several fields.
APL ( A Programming Language) A very powerful high-level language that is well
suited for specifying complex algorithms. It is a real time language usually used in
 an interpretive and interactive manner and was developed primarily for scientific
application.
Application program Software designed for a specific purpose such as pay
calculation processing of examination results, stores accounting and inventory
control etc.
Application : It's the job you give the computer to do.... the umbrella term for word
processing, for example or spreadsheets analysis or data base management etc.
Application Programme : It's the software that instructs the computer how to do the job
billing (for example) every time you want it do billing .Fortunately, that is easier
done than said because the instruction are loaded by operating a door (called a
drive) and inserting pre programmed diskette. Unless ,of course ,they are
permanently installed in a computer with a hard disk ,when you just need to select
the application from a menu.
Artificial Intelligence : A branch of computer science that deals with computers that
possess reasoning, learning and thinking capabilities that resemble those of humans.
ASCII (American standard Code for information Interchange ) : A standard coding
system for computers.
Assembler : A computer program which translates an assemble language program to its
machine language equivalent.
Assemble language : A low level programming language in which mnemonics are used
to code operations and alphanumeric symbols are used for addresses. This language
lies between high level language (FORTRAN, COBOL. etc. and machine language
(the is and so the computer understand)
Background processing : The automatic execution of lower-priority (background)
computer programs when higher priority (foreground) programs are not using the
system resources.
Backup Alternate facilities of programs data files hardware equipment,
etc, that are used in case the original one is destroyed lost or fails to operate.
BASIC (beginners all Purpose Symbolic Instruction Code) an easy to learn high level
interactive programming language frequently used with personal computers and in
time-sharing environments.
Batch Processing :Batch Processing the running of several computer programs one after
another with the need of a human operator to run each program individually. This is
also known as   stacked job processing because several jobs are stacked together
and processed in groups (batches) for efficient operation.
BCD (Binary Coded Decimal) : One of the early coding systems used by computers
which is based on the idea of converting each digit of a decimal number into its
binary equivalent rather than converting the entire decimal value into a pure binary
form. For example the decimal number 42 is represented by 01000010 in 8.4.2. 1
BCD notion .
Backup : An additional copy of the work done on a computer, stored for safe keeping.
Some companies maintain three levels of backup.
Binary : A characteristic or property involving a selection choice or condition in which
there are two possibilities.
Binary number system : A number system with a base of two. It consists of two digits 0
and 1
Bill Acronym for binary digit which stands for one binary piece of
information. This can be either 0 and 1.
Buffer A small storage area used to store information on a temporary basis
for compensating the difference in rates of flow of data between various computer
devices. For example when data flows from an I/O device to the CPU, it passes
through a buffer.
Bit : It is the only thing a computer understands.... an electronic pulse (or lack of a
pulse) that signals 1 or 0.
Boot : Slang expression for turning the computer on and bringing it up to operations
status.
Buffer:- An area in the computer's memory that MS DOS uses to store data.
Byte : A fixed number of adjacent bits that represent a particular character or symbol
Normally a byte consists of eight bits.
Cache memory : a small high speed memory which is used to increase the speed of
processing by making current programs and data available to the CPU at a rapid
rate
CAD (Computer Aided Design) : Use of computers to automate design operation.
CAM (Computer Aided Manufacturing) : Use of computers to automate
manufacturing operations.
Chain Printer : A printer in which the characters are embossed on a chain or a band. The
chain is in the form of loop which rotates at a high speed and print heads are
activated to print specified characters.
Character :- A letter, number or symbol that you type at your keyboard or see on your
screen.
Character Printer : A printer with a print mechanism that prints one character at a time.
Chip: A thin wafer of silicon on which integrated electronic components are deposited.
Circuit Switching: The simplest method of data communication in which a dedicated
physical path is established between the sending and the receiving stations through
the nodes of the network for the complete duration of information exchange.
Command:- An instruction tot he computer's operating system.
COBOL (Common Business Oriented Language) A high level programming language
developed for business data processing application.
CODASYL : An acronym for Conference off Data Systems languages. This is a
committee that helps to establish programming standards for various programming
languages.
Communication satellite
A microwave relay station precisely positioned 3600 Kms. Above the equator with orbit
speed that exactly matches the earth's rotation speed.. It is used for data
transmission between any two randomly chosen points in a very very large area.
Compile : A system software package that converts a high-level language program to
machine language
Computer : An electronic equipment designed to automatically accept and store input
data process them and produce output results under the direction of a detailed step
by step stored program of instruction.
Computer Network : A distributed data processing system in which multiple computers
are linked together for the purpose of data communication and resource sharing.
Computer Operator : A person in the computer centre whose duties include setting up
the processor and peripheral equipment's starting the program run checking on
processor operation and unloading equipment at the end of a run.
Computer System : The various components (input and output devices, storage CPU) of
a computer integrated together to perform the steps called for in the program being
executed.
Console : The part of a computer system that enables human operators to communicate
with the computer.
Control Key :- Used in combination with other keys to give MS DOS special commands
such as ''stop the last command'' and ''stop the display from scrolling.'' Press the
CONTROL key at the same time as you press another key.
Control Unit : The part of the central processor which directs the sequence of operations
interprets the coded instruction and sees to the execution of program instructions.
CP/M (Control Program / Microprocessor) : A widely used disk operating system. It is
a product of Digital Research Corporation and as become a standard for many 8 bit
personal computer. Similarly CP/M-86 has become industry standard for many 16 -
bit personal computers.
CPU (Central Processing Unit): The control unit and the arithmetic logic unit of a
computer system are jointly known as the CPU. It is the brain of any computer
system.
All calculations and comparisons are made inside the CPU and the CPU is
also responsible for activating and controlling operation of other of a computer
system.
CRT (Cathode Ray Tube): An electronic tube with a TV like screen upon which
information may be displayed.
CPS : Character per second- a key measurement of printer speed.
Cursor : The pointer that tells you where you are on the computer screen- generally, a
pulsing underline.
Data : A collection of facts in raw form that become information after proper
organization or processing.
Data base : A collection of data files integrated and organised into a single
comprehensive file system which is arranged to minimize duplication of data and to
provide convenient access to information within that system to satisfy a wide
variety of user needs.
Data base administrator : The one responsible for defining updating and controlling
access to a data base.
Data communications system : A system consisting of carriers and related devices used
to transport data from one point to another.
Data dictionary : The document that contains clear definitions of the data that will be
used in setting up data base management system.
Data dictionary : The document that contains clear definitions of the data that will be
used in setting up data base management systems.
Data processing :- A series of operation that convert raw information (data) into useful
information.
Data transfer rate : The speed at which data is transferred from main memory to another
medium on which data are recorded. For magnetic tape, the data transfer rate is
equal to the product of the trap speed and recording density.
DBMS (Data Base Management System): The software used for the management
maintenance , and retrieval of the data stored in a data base.

Default Disk Drive :- The drive where MS-DOS searches for any filenames that you
may type. Unless you specify a different drive. MS-DOS looks for files in the
default drive. The standard MS-DOS prompt contains the default drive letter. For
example, if the prompt is A>, then ''A'' is the default drive.
Device :- A piece of hardware that performs a specific function. A printer is an example
of a device.
Debugging :- The process of finding and correcting program errors (bugs).
Digital Computer : A computer that works with discrete quantities. It used numbers to
simulate real time processes. Compare with analog computer.
Direct access : Pertaining to storage devices where the access time is effectively
independent of the location of the data.
Directory :- A table of contents for a disk. The directory contains the names of your
files, the sizes of The files, and the dates they were created or last modified.
Disk : A flat, circular plate coated with a magnetic material on which data can be stored
by magnetization of portions of the flat surface.
Diskette :- A mylar disk coated with magnetic material to allow recording and
reading of the information by the computer.
Documentation :- Written information that explains how a program was written.
Reference material.
Disk Operation System (DOS): An operating system which contains the disk oriented
commands and that uses disk devices for permanent storage.
Dot Matrix Printer :- A low-cost printer in which letters and numbers are formed by a
series of dots. The dots are imprinted at high speed by pins striking an inked ribbon.
EDP : (Electronic Data Processing) pertaining to data processing equipment that is
predominantly electronic such as an electronic digital computer.
Electronic mail A general term to describe the transmission of messages
by the use of computing systems and telecommunications facilities.
Electronic spreadsheet : An application package usually available with microcomputers
that displays the equivalent of a work sheet made up of rows and columns. It may
be used for anything that a person would compute or display in tabular form.
EPROM 9 Erasable Programmable Read Only Memory ) A semi
conductor memory in case of which it is possible to erase information stored in it by
exposing it to ultraviolet light. Latter new information can be stored in it.
 Field In a record a meaningful collection of one or more related characters
treated as a limit.
Enter Key : The key you usually press after entering data or text, after you type an MS-
DOS command. On some computer , the ENTER key called RETURN key.
Expert System :An expert system is a software package that enables a computer to act as
a consultant is a specialised area of knowledge. (1) A Knowledge base that may be
filled with facts and general rules. (2) An Expert System Shell that can probe the
knowledge base to reach conclusions and recommend solutions to specific
problems.
Fifth generation computer : These computers will be introduced shortly. They will use
a large number of processors working concurrently and independently. Simpler
programming languages and knowledge based system implementations are
expected in this generation.
File : A collection of related records.
Filename Extension : An addition to a filename. Extensions begin with a period and
contain programs supply their own extensions for files they create. For example -
all GW-Basic files use a file name extension of BAS.
Filename : A filename can be from one to eight characters in length and can have an
extension of up to the three characters separated from the filename by a period(.).
An example of a complete filename is PROGRESS.RPT.
Floppy :- Shorthand term for flexible diskette that resemble small thin phonograph
records and hold instructions and data that are readable by a computer.
Format : The arrangement of input data stored data or output information.
FORTRAN (FORmula TRANslation) A high level mathematically
oriented programming language used for scientific engineering applications.
Full duplex : A method of using a communication channel in which signals can be
transmitted between a source and a destination in both directions simultaneously.
General purpose computer : A computer capable of performing a variety of business
and scientific applications.
Graphics : The conversion of numbers to graphs, charts drawing that depict trends and
other information.
Half duplex : A method of using a communication channel in which signals can be
transmitted between a source and a destination in both directions but only in one
direction at a time.
Hard Copy :- Printed output from the computer.
Hard Disk :- Some times called a fixed disk, one that is built into the computer. A Hard
disk can store much more information than a floppy disk, and the computer can
retrieve information from it faster.
Hardware : The physical components of a computer system such as electronic,
magnetic , and mechanical devices.
High level language : A programming language whose structure is application oriented
and is independent of the structure of the computer. Each statement of such a
language is translated into machine language statements.
Host computer, The main control computer in a network of distributed
processors and terminals.
Hybrid compute : A combination of an analog and a digital computer. Such a computer
system utilizes the measuring capability of an analog computer and the counting
capability of a digital computer.
Indexed file : A file that includes an index directory to facilitate random access.
Information : The result of data processing which can be used to help people to make
decision.
Ink jet printer : A printing device that uses a nozzle and sprays ink onto paper to form
the appropriate characters.
Input : The source data entered into a data processing system.
Input device : A device used to bring information into a computer or there data
processing devices for example a Ocr reader.
Instruction: A command or order given to a computer. It normally consists of a code to
indicate the operation to be performed and address (es) in memory where the
operand (s) would be found.
Instruction register (ICd) : A register in CPU that holds the current instruction while it
is being executed.
Internal storage : The addressable storage in a digital computer which is directly under
the control of the CPU.
Interpreter : A language processor that translates a statement of a high level language
and immediately executes it before translating the next source language statement.
It is the most common language processor for BASIC.
Inter record gap (IRG) : The separation or gap between records on a tape
I/O (Input/ Output) pertaining to the techniques media and devices used
for man machine interaction.
ISAN (Index - Sequential Access Method) Relating to a file design technique whereby
records organized in a sequential order can be accessed directly by use of an index
(directory) based on some key or characteristic. Permits both sequential and random
access of records.
ISO Protocol : A communication protocol to interconnect geographically dispersed
heterogeneous computers. This protocol has been standardized by the International
standards organisation (ISO)
K : (Kilo) used to represent 210 = 1024 in computers
K or Kb :- 1,024 bytes used as a measure of storage. A 720 Kb diskette, for example,
holds a little more than 720,000 bytes - letters of number.
Keyboard :- A combination of typewriter-like keyboard and calculator keypad, Plus
function keys for entering information in the computer.
Key field : A unique field in a record used to distinguish one record from another
LAN (Local Area Network) : A digital communication system capable of
interconnecting a large number of computers, terminals and other peripheral devices
within a limited geographical area, typically under 1 Km across.
Language processor : A software used to convert source program instruction to object
or machine language instructions. Few example s are assemble compiler and
interpreter.
Laser printer : A very high speed printer that uses a combination of laser beam and
electrophoto graphic techniques to create printed output s at speeds in excess of
13,000 lines per minute.
Light pen : A pen shaped device that is used an input device to computers by writing or
sketching on the screen of a cathode ray tube.
Line printer : A printer that appears to print one line at a time.
LISP (List Processing) : A high level programming language suitable for handling
logical operations and non-numeric applications. It is used in the areas of pattern
recognition artificially intelligence and for simulation of games.
Local Storage :- storage areas called register used by the CPU to interpret instructions
and perform arithmetic and logical operations.
Loop : A sequence of instructions that is executed repeatedly until a terminal condition
occurs.
Low-level languages : Programming languages that normally translate from one source
instruction to one object instruction. These languages are machine dependent.
Machine language : A low- level language that is directly understandable by the
computer system. Each model of a computer has a unique machine language.
Magnetic - ink character recognition (MICR) An input device than can read cards and
paper documents printed with special magnetic ink.
Magnetic storage : Storage device such as disks drums tapes cores, etc that utilize
magnetic properties of materials to store data.
Magnetic tape : A secondary storage device that uses a long plastic strip coated with
magnetic material as a recording medium.
Magnetic information system (MIS) : An organized collection of people procedures
and devices used to provide the right information to the right person at the right
time for proper decision making.
Master File : A file containing relatively permanent data . This file is often updated by
records in a transaction file.
Megabyte : One million (106) bytes
Memory : A device or medium that can accept data hold them and deliver them on
demand at a later time.
Microcomputer : The smallest category of computer fabricated using a microprocessor
and other integrated circuits, namely a ROM, RAM and I/O interface chips.
Microprocessor : ALSI chip which contains the etrire CPU of a computer.
Millisecond : One thousandth of a second.
Mini computer : A relatively fast but small and inexpensive compute with somewhat
limited input/output capabilities.
Modem (Modulator-demodulator) : Devices used to convert digital signals (to be
communicated over an analog channel such as telephone line) to sine waves at the
sending end and back to digital signals at the receiving end.
Monitor:- Similar to a TV screen, it is a display that shows input and output.
Mouse :- A handhold computer pointing device. The cursor moves across the screen in
relation to the movement of the mouse.
Multiprocessing : A term used to describe interconnected computer configurations or
computer with two or more independent CPUs that have the ability to
simultaneously execute several programs.
Multiprocessor : A computer system consisting of two more CPUs under a common
control.
Multiprogramming : The name given to the interleaved execution of two or more
different and independent programs by the same computer.
Network : An interconnection of computer systems and / or peripheral devices with
carriers and data communications devices for the purpose of exchanging data and
information.
Node : An end point of branch in a network or a common junction of two or more
network branches.
Object program : A fully complied or assembled program that is ready to be loaded into
the computer. It results from the translation of source program by a language
processor.
Octal number system : A number system with a base of 8. The octal digits range from 0
to 7. It is commonly used as a short-cut notation for groups of three binary digits.
Online : A device or system not directly connected to the CPU.
Operating system : An integrated set of programs that is used to manage the various
resources and overall operations of a computer system.
Output : The finished result of processing by a system.
Output unit : The unit of a computer system that supplies information and results of
computation to the outside example one program can undergo input, another
program can be processed and a third program can undergo output all at the same
time.
Page Printer : A high speed printer with a mechanism that appears to print an entire
page at one time.
Pascal : A high level programming language named after Pascal that facilitates the use
of structured programming techniques.
Pass work : A code by which a user gains access to a computer system. It is used for
security purpose.
Peripherals : The various input/output devices and auxiliary storage units of a computer
system.
Personal computer : A small and inexpensive computer (usually a microcomputer) used
by individuals for carrying out personal job for applications such as entertainment
home management and hobbies.
Pixcel : A picture element. It is used to represent one point in a raster scan display
device.
Printer : An output device used to produce a hard copy of computer output that is
readable by humans.
Program : A set of sequential instructions used to direct and control the operations of
the computer in order to solve a problem or to perform a particular task. Also
known as a routine.
Program library : A collection of complete programs subroutines and program modules
that have already been developed tested, and documented usually as a result of
other programming projects.
Programmer : One who designs writes tests and maintains computer programs.
Programming language : A language used to express algorithms in computer
understandable form.
Random access memory (RAM) : A storage device in which the time to retrieve stored
information is independent of the address where it is stored.
Record : Unit information within a file - for example . One person' data in an employee
file.
Resolution : Sharpness of the image appearing on a display.
ROM : Acronym of Read Only Memory. It contains preprogrammed information and
permanently stored data. Usually the instructions that control the start-up operations
of the microcomputer
Software : The set computer programs procedures and associated documentation related
to the effective operation of a computer system.
Super computer : Computer systems characterized by their very large size and very high
processing speeds. They are generally used for complex scientific applications.
Syntax : The set of rules of a programming language that define the pattern or structure
of the work order and punctuation of an instruction. It is analogous to rules of
grammar in English language.
Syntax errors : Errors in computer programs that typically involve incorrect punctuation
incorrect word sequence undefined terms or misuse of terms. These errors are
automatically detected and pointed out by language processors.
System : A group of integrated parts (people methods machines and materials that have
the common purpose of achieving some objective (s)
System analysis : A detailed step by step investigation of related procedures to see what
must be done and the BST way of doing it.
System analyst : The individual responsible for planning a computer data processing
system. He utilizes tools such as flowcharts decision tables program design
language etc. These plans are then passed to the computer programmer.
Systems programmer : A person who prepares system programs that are part of an
operating system designed to simplify at the use of the computer.
System software : A set of one or more programs designed to control the operation of a
computer system. They are general programs written to assist humans in the use of
computer system and for making the operation of the computer system more
effective and efficient
Terminal : An input/output device which allows a user to communicate directly with a
computer system.
Third generation computer : Computer built between 1964 and 1975 that used
integrated circuits in CPU, high speed magnetic core main memories powerful high
level languages and saw the advent of time sharing operating system.
Transistor : A controlled electronic switch fabricated using a semiconductor. It is
extensively used in the design of various electronic equipment's.
UNIX : A popular operating system for 16 bit mini and micro computers that was
designed by Bell Telephone lab. USA.
User : Any individual who supplies input data to or uses information generated by a
computer based system.
Wide area network (WAN) : A digital communication system which interconnects
different sites computer installations and user terminals and may also enable LANs to
communicate with each other. This type of network may be developed to operate
nationwide or worldwide and the transmission.