Unit 5 Page 1 of 5

52. MS-POWER POINT

Microsoft PowerPoint is one of the components of MS-Office. PowerPoint is a
presentation software package that can help to create useful slide based presentations.
The presentation consists of one or more slides. A slide is a single page that can have
text and graphics. PowerPoint also supports multimedia fundamentals like creating
animation to objects and providing background sounds for objects.
Advantages / Terminology: PowerPoint used to create various things like
 Black/White or color transparencies for the overhead projector.
 Videos, slide shows, on the computer screen can be generated.
 Printed handouts.
 Printed and onscreen presentation outlines.
 35mm slides
 Creating presentations with charts and organization charts.

53. * Creating A Presentation / Creating slide shows

We can create a new presentation in several ways. They are
 Blank Presentation
 Design Templates.
 AutoContent Wizard
 Creating a Blank Presentation:
1. Choose FileNew menu option and select Blank Presentation or click New on the
Standard tool bar
2. Then select the slide layout that you want from Auto Layouts
3. Add the text and objects to the slide
4. Apply various formatting features to the slide such as background, design template
etc. using Format menu
5. Apply animation settings to the object on the slide such as fly from top, fly from
bottom, zoom out, dissolve etc. using Slide Show menu
 Creating Design Templates:
1. Choose FileNew menu option and then click the design Templates command.
2. Select our interested design to create a presentation
3. Then select the slide layout that you want from Auto Layouts
4. Add the text and objects to the slide
5. Apply various formatting features to the slide such as background, design template
etc. using Format menu
6. Apply animation settings to the object on the slide such as fly from top, fly from
bottom, zoom out, dissolve etc. using Slide Show menu
 AutoContent Wizard:
1. Choose FileNew menu option and then click the AutoContent Wizard command.
2. From the wizard, choose presentation type and click on next button
3. Add the text and objects to the slide
4. Apply various formatting features to the slide such as background, design template
etc. using Format menu
5. Apply animation settings to the object on the slide such as fly from top, fly from
bottom, zoom out, dissolve etc. using Slide Show menu

Selecting the above any one of the style and its procedure, then Show the
presentation by clicking Slide ShowView Show or Pres F5 Key to show the
presentation.
54. Outlining the presentation/ Creating the text and chart slides / Formatting
/ Drawing on slides / Customizing a presentation

1. Outline pane is used to add, modify, and delete the text.

2. We can add content of the other presentation to the presentation
3. Adjust the outline of the presentation
4. Chang the position of the presentations
5. Typing the text to the presentation
6. We can add the text to the slides; by typing directly on to the slide or
7. Typing the text on the Outline Pane
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8. We can various formatting styles to the text
9. We can add different type of charts on to the slide
10. We can add charts using insert menu or selection a chart slide form layout

55. MS–ACCESS
Microsoft Access is a Relational Database Management System (RDBMS) used
to collect, organize, find, display, and print information. MS-ACCESS makes easy to
work with simple, professional looking information systems.
Using Microsoft Access, we can manage all the information from a single
database file. Within the database file, we can

 Store the data into separate storage containers called tables

 View, add, and update table data by using forms

 Find and retrieve necessary data by using queries; and

 Analyse or print data in a specific layout by using reports.

 View, update, or analyse the database's data from the Internet by creating
data access pages.

Advantages:
1. Easy accessing of data
2. Data can be shared
3. Data security can be provided upto a great level
4. Data redundancy can be avoided
5. Accurate data can be maintained
Disadvantages:
1. Additional software and hardware is required
2. Unnecessary occupation of memory
3. Less protection from virus attacks

56. CREATING TABLES

A table in MS-ACCESS can be created using Access Table Wizard or Table
design window. Creating Tables with Wizard (The Access table wizard)
1. In the database window, select Tables object
2. Click the New button on database window
3. Select Table Wizard and click OK.
4. Select either Business or Personal
5. Select a table under Sample Tables list
6. Add fields from Sample Fields list using > or >> buttons
7. After adding fields, if not required remove fields by using < or <<
8. Now click on Next button
9. Give a name to the table
10. Select appropriate option to set primary key and click Next button
11. If you want to change any of above options, click on Back button
12. Select appropriate option and click Finish

57. CREATING QUERIES

Steps to create a Query (Query Design View):-
1. In the Database window, click the Queries, and then click New.
2. In the New Query dialog box, click Design View, and then click OK.
3. In the Show Table dialog box, add the existing tables or queries to the new query
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4. Choose the type of query like Select query, Update query, Append query etc. by
clicking on Query Type tool button
5. Now it shows the query design window as shown below
6. Add fields to the query by dragging the field names from the field list to the design
grid.
7. If needed, enter criteria, specify sort order or create calculated fields
8. To save the query, click Save on the toolbar. Enter a name for the query, and then
click OK.
9. To see the results of the query, click View on the toolbar

58. CREATING FORMS

We can create a form using the Form wizard, which asks questions and then helps to
create good-looking Forms. The Form wizard can run at any time after creating a table.
1. Open the database of your choice, and click on the table you want to create the Form.
2. Choose the Forms tab and Click the New button
3. Select Form wizard, and click on the OK button.
4. Choose the table or query from Tables/Queries drop-down list
5. Select and add the necessary fields and click Next button
6. Choose the layout such as Columnar, Tabular etc. which you want and click the Next
button
7. Choose the form style such as Blends, International etc. you want and click Next
8. Give the name of the Form in the title box.
9. Click one of the radio buttons to enter data or to modify the Form’s design
10. Click on Finish button.

59. CREATING REPORTS

Create a Report using a Wizard:-
The wizard asks detailed questions about the record source, fields, layout, and
format you want and creates a report based on your answers.
1. In the Database window, click Reports under Objects.
2. Click the New button on the Database window toolbar.
3. In the New Report dialog box, click the Report Wizard and click OK
4. Choose the table or query from Tables/Queries drop-down list
5. Choose and move the necessary fields and click Next
6. Choose any grouping fields, if required, and click Next
7. Specify the fields and order for sorting and click Next
8. Choose the layout of the report and click Next
9. Select the report style and click Next
10. Give the name to the report and click Finish to view the report.

60. * Ms – Outlook
Ms – Outlook is a full-featured information management program used to
organize information on your desktop and to share information with others. Outlook
information is organized in folders. When we start outlook, the inbox folder is displayed.
Features of Outlook:-
Mail:-
Mail is used to send and received messages. Mail includes an Inbox, Outbox,
Deleted items, and send items folders.
Create new message(Outbox):- We can create a new message by selecting Outbox and
pressing Ctrl+N or use File/New Mail Massages. Enter necessary fields To, Cc, Subjects
and messages.
Reading your messages(Inbox):- Our incoming messages are found in the inbox. Hence
you can select a message and press Ctrl + O to open it.
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61. * Calendar/Tasks/Contacts:
Appointment calendars are used to enter and display appointments by day of the
month and he starting and ending time of your appointment or meetings. You can select
the desired appointments calendar by clicking the day, week or month button on the
toolbar. You can also print appointments.
Entering Appointments or Meetings:-
Following is the general procedure for entering and appointment.
1. Select the day view(click the day button or use View/Day). Then pick the month
and day from the displayed calendar.
2. Pick the starting time of the appointment and press Ctrl+N for new appointment.
The appointment dialog is displayed.
3. Type a description and location, adjust the starting and ending time, then prepare
the reminder information and click Ok.
4. Use the recurrence button(of Tool Recurrence menu selection) if you want to set a
recurring daily, weekly, or monthly meeting.
Editing Appointments:- You can change an appointment using the same dialogs shown
in the preceding section.

1. Select day or week view

2. Open the appointment by pressing Ctrl+O or double click the appointment
3. Change the necessary appointment fields.
4. Click Save and Close to save the changes; Press Esc to cancel
Deleting an Appointment:- To Delete the appointment the following procedure are
followed.
1. Select the Day or Week view
2. Select the appointment you want to delete and press Ctrl+D to delete the
appointment.

62. * Software

A set of instruction given to the computer to solve user problems and to control
different operations of the computer is known as computer software. (or) The set of
instructions that directs the operation of hardware is known as software. The computer
software is classified into two categories.
1. Application Software
2. System Software

1. Application Software: - It is a set of programs written to perform specific

application; such as processing examination results, printing electricity bill,
banking system etc.
Ex:- Ms-Office, C, C++, Java, etc.

2. System Software:- System software is a set of programs that control the

operations of a computer and devices attached with the computer. It creates links
between user and computer as well as control the execution of application
programs.
Ex: Operating Systems, Utility Programs, Translators etc.

63. * Formatting features of Excel

Formatting means to change the default settings of row, column, cell, worksheet
etc., . Simply it changes the appearance of the worksheet. The following are the
commands available in the format menu.
1. Formatting Cells: This command is used to change the cell formatting styles,
like alignments, number styles, borders, patterns, protections etc.,
2. Formatting Rows:- This command is used to change the row height, auto-fit,
hide, unhide etc.
3. Formatting Columns: - This command is used to change the column width,
auto-fit, hide, unhide etc.
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4. Format Sheet:- This command is used to change the name of the sheet, hide,
unhide the sheet etc.
5. Conditional Formatting:- This command is used to perform the sheet operations
conditionally. For Ex. Changing the cell color conditionally.