Lecture 7: introduction to computer

Lecture:Barkhad mohamed
omar{suldaan}
Book:-Introduction to Computer.
Faculty: ________________________
Lecture hours:2hrs
Before lecture quiz 10 minutes .

Mail Merge Operations Using Ms-word.
INTRODUCTION.
In the last chapter you learned the method of typing a
letter n ms-word and formatting it so that it look
attractive , now if you have to write a letter to your
friend, inviting him to your sister marriage, you can
very well prepare the letter in ms-word.
But the question is , if the name letter has to be sent
to say 25 or 30 friends then what do you do? Do you
copy the letter to 25 or 30 different files and change
the names and addresses of friends in individual files
? no, this is not right solution, if you are working in
ms-word in provides a facility called mail merge .
Chapter five=5

TERMS AND TERMINOLOGY OF MAIL MERGE.
Before we describe operational details of mail merge, it is
necessary to get familiar with few important terms and
their meaning.
MAINT DOCUMENT.
Format of the letter , which is to be sent to each
individual , is called main document .refer figure 5.1 and
note that invitation letter format is nothing but main
document.
Main document basically consist of two items, one is the
text that will appear in the letter (such as “yes are
cordially invited to my sister’s marriage ..)and other are
the variables which will fetch the data (such as name ,
address, etc .of friends) from the data file how main
document is created , is explained later in this chapter.

DATA SOURCE.
Data source is basically a combination of two items i.e. header row
and data. Refer figure 5.1 and note that combination of item like
name, address etc and the data is nothing but data source.
HEADER ROW.
Those items , related to which the data exists in the data file
constitute header row for example , if the data in the file relates to
name . address and telephone number of the persons then these
three items put together will constitute header row , following is an
example of header row.
NAME,ADD, TEL.
Here names (spelling )of all individual items of header row and their
sequence in header row are important ,wherever they will be
referred ,they will be referred by same name and the date in the data
file will have to be put in the same sequence.
DATA.
Data consists of those values, which are to be included in the letters.
For example , if the letters are to be sent to 4 persons then there will
be 4 rows of data, each row will contains values for each individual
item of the header row, table shown here clearly illustrates hear row

For generating letters through mail merge facility of
ms-word, you need t create main document, data
source and data, first after this , data is merged with
main document and letters are printed .operational
details for creating these items are gives below.
Name , Add , Tell.
Name Add Tell
Rakesh 1 park street LKO 2787531
Rani 23 dover lane delhi 2608529
Rupa 43 mall avenu Allahabad 23405091
Soni 69 kanpur road Lko 26589063

Creating The main Document.
Perform following steps create the main document.
1. Select “tools” option from the bar menu when you do so,
tools submenu, will appear on the screen.
2. Select “mail merge” option from tools submenu on selecting
this option , mail merge helper screen, as shown in figure
5.2, will appear on the screen.
3. Click the mouse on “create” button when you do so a drop
down list as shown in figure 5.3 will appear on the screen.
4. Select “form letters” option from this list when you do so , a
dialog box as shown in figure 5.4 will appear on the screen.
5. If you wish to create the document in current window, click
the mouse on “active mail merge helper screen , as shown in
figure 5.5 will appear on the screen.

Note that main document consist of text and the field
names (header row constituent). So in order to create
the main document , you will have to write the text and
the field names also, but the field names have not yet
been created . So let’s first create the data source and
then create the main document.
CREATING THE DATA SOURCE.
Perform following steps to create the data source.
1. Click the mouse on “get data” button present in. “mail
merge helper” screen (figure 5.4 )on selecting this
option , a drop down list as shown in figure 5.6 will
appear on the screen.
2. Since the data source is being created for the first time
hence select “create data source“ option from this list.
When you do so, a dialog box , as shown in figure 5.7
will appear on the screen.

Creating Header Row.
1. You know that header row consists of field names currently
present in header row are shown in “field names, in header row”
list box. To remove any field from the header row, select the field
and click mouse on “remove field name” button.
2. To add a new field in header row , enter the name in “field
name” text box and click the mouse on “add field name” button.
3. To change the sequence of the fields in the header row , make
use of arrow buttons for example , say you create the header row
wish following field names.
Name , Add, Tell.
4. Click the mouse on “ok” button . When you do so , usual ”file
save” dialog box appears on the screen , mention drive , folder
and file name for saving the header row. Say for example , you
specify the file name as “dataRow “ to end the saving process ,
click the mouse on “save” button when you do so a message box,
shown in figure 5.8 will appear on the screen.

Creating Data.
1. To create the data , click the mouse on “edit data source”
button , present in the message box, shown in figure 5.8
when you do so, a data entry form as shown in figure 5.9 will
appear on the screen . This form will have provision for
entering the data for all the fields of header row.
2. To enter the data , type the field values in the corresponding
text boxes and click the mouse on “add New” button it will
add a new record to the file and create blank screen for
entering the next record ,
After entering the complete data, click the mouse on “ok”
button . When you do so, mail merge tool bar , as shown in
figure 5.10 will appear on the screen and you will be taken
back to the main, blank document , which you had created
at the beginning . Now you need to enter the text and
header row field names in the document so that letters for
all individual could be generated.

Editing The Main Document.
Perform following steps to edit the main document.
1. Type the text of the letter , In normal way, as you type the
contents of other documents.
2. To add the header field name in the text , take the mouse
pointer at the place , value the field is to be added and click
the mouse on “insert merge field” button , present in mail
merge toolbar (figure 5.10) when you do so , header row
field name will get displayed , as shown in figure 5.11.
3. Select the field by clicking the mouse on it. When you select
the field ms-word will put the field name at the current
“insertion pointer as, <<Name>>, remember that these signs
are not less than or greater than signs, they can’t be entered
through keyboard . They can only be included through mail
merge toolbar.
Say, for example, you prepare the main document as shown in
figure 5.12.

Merge Data source with Main Document.
Perform following steps to merge the data with main document.
1. Make sure that main document file (for example , invitaton.doc)
is there on the screen.
2. Select “tools” option from the bar menu when you do so, tools
submenu will appear on the screen.
3. Select “mail merge” option from tools submenu . When you do
so, “mail merge helper” screen as shown in figure 5.5 will appear
on the screen.
4. Click the mouse on “merge” button present in that screen . When
you do so , a dialog box , as shown in figure 5.13 will appear on
the screen.
5. Using different objects of this dialog box specify printing related
details .
6. At last , click the mouse on “merge” button present in the dialog
box.
When you do so, letters for all the persons , will get generated on the
screen , if you wish , you can print them on printer in the same
way.

Ms-Excel Introduction,
Data collection, its organization and presentation in
easy to understand forms like tables , graphs, charts
etc, for the purpose of analysis are day to day
activities of any working setup . For example a sales
organization , at the end of financial year, may collect
sales figures from all its regional offices for analyzing
company’s sales performance and deciding the
targets for the next year . Similarly a manufacturing
organization may collect all input costs involved in
manufacturing an item to estimate fund requirements
and to calculate the profitability.
Chapter six=6

Ms-Excel A Work Book.
Ms-Excel is workbook software , which has been designed
and developed by Microsoft corporation of USA.
Workbook software comprises of multiple worksheets
with data editing facilities and inbuilt calculation abilities .
Data editing facilities of workbook ensure proper
organization of data and calculation abilities facilitate its
automatic Updation.
A simple worksheet is illustrated in figure 6.1. it looks like
a page of child’s mathematics copy that has squares
drawn in it, squares are used for writing labels, data or
formulae in them when data pertaining to similar entities
like organization, item, month, year etc. is put in same
column or row , it automatically gets organized in the
form of table such a table is illustrated in figure 6.2.

When formulae are defined in worksheet, automatic
calculations are done and results are generated.
For example , if formulae are defined in the worksheet ,
shown in figure 6.2, as mentioned therein the figures will
be generated automatically, as shown in figure 6.3. if
somehow any participating figure changes , all
corresponding changes will be automatically done. For
example , if sales figure of nino company , for the month
of jan, changes from 2 to 5 then total figure for the month
of jan will change from 14 to 17 . Total sales figure for
nino company will change from 25 to 28 and total sales
figure will change from 77 to 80.
Note that figure 6.2 or figure 6.3 illustrates a single
worksheet. A workbook comprises of many such
worksheet . An excel workbook comprises of 255 such
worksheets.

Opening A Worksheet And Entering Data.
Perform following steps to invoke Ms-Excel on your computer.
1. Click the mouse on ”start” button .when you do so, start
menu , as shown in figure 4.1(A) will appear on the screen.
2. Select “all programs” option from this menu . When you do
so, a submenu , as shown in figure 4.1(b) will appear on the
screen.
3. Select “Microsoft Excel” option from this submenu.
When you do so. Ms-Excel window , as shown in figure 6.4 will
appear on the screen.
Introduction To Ms-Excel Window.
Refer figure 6.4 and note that excel window comprises of two
nested windows, the outer window is called application
window and the inner windows is called document window .
Each window comprises of many components. A brief
introduction of their components is given below.

Application windows .
Components of ms-excel application window are as follows:
Title bar.
Title bar comprises of usual components like system menu button,
name of the current document, minimize and close button.
Status bar.
Status bar at the bottom of ms-excel window comprises of message
area and few buttons message area generally displays status of
current activities, buttons displays the status of various actions keys
of the keyboard , for example , num lock is on or off , caps lock key is
active or not etc , are few situations that are indicated by these
buttons.
Document window.
Document window comprises of few common components like bar
menu, toolbar , scroll bar etc, and few special components , which
are local to excel window , you are already familiar with the role and
functioning of all the common components. Role and functioning of
all special components of MS-Excel window are explained below.

Formula Bar.
Formula bar is a place where you can enter the contents of the cell .
Whenever you type something in it and press enter key (or click the
mouse on tick symbol) it gets written in the current cell.
Reference Area.
This is the place where the address of current cell gets displayed.
Formula Entry Area.
This is basically the text entry area. Whatever you type here is later
transferred to current cell. All modifications in the cell entries are
done in this area.
Tick Buttons.
It works like ”enter” key of the keyboard . When mouse is clicked on
this buttons , contents of formula entry area get transferred to the
current cell.
Cross Button.
Cross button works like “cancel” button . When mouse is clicked on
this button contents of formula entry area get erased and that area
becomes blank.

Equal To Sign Button.
When mouse is clicked on this button function wizard appears
on the screen and starts functioning .
Worksheet Area.
Worksheet area comprises of rows and columns . Partial area of
the worksheet remains visible on the screen . Other portion of It
can be brought on the screen by scrolling the worksheet, using
vertical and horizontal scroll bars.
All together there are 65536 rows and 256 columns in a
worksheet. Refer figure 6.4 and note that rows are labelled as
1,2,3,4,5 etc and columns are labeled A,B,C,D,E etc thus the last
row will be labeled as 65536 and the last column will be labeled
as IV
Intersection of a row and column form a rectangular space ,
called cell. Each cell is identified by its address and the address
of the cell is defined as column number and the name of the
row that form the cell . For example , the cell formed by fifth
column.

Moving Around in A workbook.
You can move around in the workbook in any one of the following
ways:-
1. Make use of the arrow keys to move the cell pointer to the
desired location . The position of the cell pointer will be your
current position in the worksheet.
2. Click the mouse on the cell, to which you wish to move , when
you do so , cell pointer will get immediately placed there and the
clicked cell will becomes current cell.
3. Click the mouse in reference area of formula bar and type the
address of the desired cell after this when you will press enter
key cell pointer will move to the cell whose address you had
typed in the reference area.
4. To move to any other worksheet click the mouse of its sheet tab .
For example if you wish to move to the third worksheet , click the
mouse on “sheet3” tab located just below the worksheet area. If
the desired worksheet tab is not visible on the screen , make use
of “worksheet tab scroll” buttons to make it appear there.

Entering Data in Worksheet.
Data entry in worksheet is quite different from the text entry that is
done in ms-word in ms-word , you continuously keep on typing the
text but , in ms-excel worksheet you need to type each data item in a
separate cell . For example , if you wish to enter three data items say
Ravi, 200, 555 then you will have to type ravi in one cell then move to
other cell and type 200 there . Similarly for typing 555, you will have
to move to some other desired cell and then type the number.
Data Types.
The data that can be entered in ms-excel worksheet in broadly
classified into following two categories.
1. Constants.
2. Formula .
Constants.
The values which do not change on their own are called constants .
For example if you enter, “Ravi” in cell A1. it will not change
unless you deliberately modify it (to say. Ravina).other values like
200, 255 etc . Will also be treated as constants because they will
not change automatically.

Type Of Constants.
Constants can further be classified into following categories.
1. Numbers
2. Text .
3. Date .
4. Time .
Formula .
Formula is basically a user defined function. Which can be
formed as per our own requirements by making use of
constants , mathematical operations, standard ms-excel
functions (there are numerous standard predefined
functions available in ms-excel , for use ), and cell addresses.
For example (A1*C1)+200 is a valid formula similary
=sum(A1:A10)is another valid formula.

Type Of Formula.
Ms-excel formulae can be broadly classified into
following categories .
1. Numeric formula.
2. Logical formulae.
3. Text formula.
A brief introduction of all these types of formulae is
given below
Numeric Formulae.
Formulae that make use of arithmetic operations are
called numeric . Formulae for example =(A+B)-C1 is a
numeric formula because it makes use of arithmetic
operator + and following is the list of arithmetic
operators that are allowed in Ms-excel.

Logical Formulae.
Formulae that make use of logical operators are called
logical formulae. They are basically used for making
logical comparison . The result of comparison is either
True or False . They produce no other result . For
example . =(A1>B1) is a logical formula because it
makes use of logical operator >.
Sign Meaning Sign Meaning
= Equal to >= Greater than or
Equal to
> Greater Than. <= Less than or Equal to
< Less than. <> Not equal to.

Order Of Evaluation.
As per standard rules, evaluation of operators starts from
right and gradually proceeds towards left. For example,
formula=300-5+50*3 will generate 445.
Making use of parenthesis can always change the order of
evaluation . For example formula=(300-5+50)*3 will
generate 1035.
Within the parenthesis , evaluation proceeds from right
to left .
In case of nested brackets, innermost bracket is resolved
first. After this next outer bracket is resolved and
evaluation proceeds in the same way , while evaluation
an expression operators are evaluated in following
sequence.

Cell Referencing.
Consider the use of cell addresses in a formula . For example , in
the worksheet shown in figure 6.7 the formula=(A2*B2) was
written , here by writing A2 or B2 , you are referring to the
values present in these cells . When you refer the contents of
the cell it is called cell referencing note that just writing the cell
addresses and referring their values is not the only way of cell
referencing .Ms-Excel provides following three methods of cell
referencing .
1. Relative Referencing.
2. Absolute Referencing .
3. Mixed Referencing.
A)formula=(B2+C2+D2).
B)Formula =G2*$B$6.
C)Formula =$B4, B$4 .

Saving The Workbook.
Perform following steps to save the workbook on the disk:-
1. Click the mouse on “file” option present in the bar menu. When
you do so, file submenu , as shown in figure 6.10 will appear on
the screen.
2. Select “save As” option from the file submenu . When you do so,
a dialog box as shown in figure 4.7 will appear on the screen.
3. Now select drive and the folder , in which you wish to save the
worksheet.
4. Enter the name of the file , in which you wish to save workbook
in “file name” text box.
5. At last click the mouse on “save” button present in the dialog
box.
When you do so, file will get saved on the disk.
Note : when you save a workbook it is saved in file that has the name
, assigned by you, but Ms-excel assigns XLS extension to it. If you
save the workbook in a file named my work, it will be saved in a
file mywork.xls.

Closing The Workbook.
Perform following steps to close the workbook.
1. Click the mouse on “file” option present in the bar
menu . When you do so, file submenu , as shown in
figure 6.10 will appear on the screen.
2. Select “close” option from file submenu . If current
modification have not yet been saved on the disk an
alert box as shown in figure 6.11 will appear on the
screen.
On the order hand , if current modification have been
saved on the disk , the workbook will get closed.
3. If you wish to save the current editing session on the
disk, click the mouse on “yes” button else click it on
“no” button if somehow you wish to abort the
closing process, click the mouse on “cancel”.

Lecture 7: introduction to computer

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