National Institute of

Business Management

COMPUTER FUNDAMENTALS

Chapter Title Page No.

I COMPUTER - A MIRACLE 5

II GENERATION AND CLASSIFICATIONS

COMPUTER GENERATIONS 8

III PARTS OF A COMPUTER SYSTEM 11

IV MICROSOFT WORD – INTRODUCTION 27

V MAIL MERGING 33

VI DIFFERENT FORMATS 37

VII SETTING UP FOR A BIG DOCUMENT 38

VIII MANAGING PICTURES AND OTHER OBJECTS 42

IX MICROSOFT EXCEL 45

X EDITING TOOLS IN EXCEL 54

XI FORMULAS AND CHART 59

XII FUNCTIONS 62

XIII POWERPOINT:

DESIGNING PRESENTATIONS 74

XIV SETTING ANIMATIONS 78

XV INTERNET AND E-COMMERCE: INTERNET 80

XVI COMPUTER VACCINATIONS, PROTECTIONS

AND UTILITIES: VIRUS 86

CONTENTSCONTENTSCONTENTSCONTENTSCONTENTS

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CHAPTER - I

COMPUTER - A MIRACLE

When men started to count the numbers, they thought of devices that can keep track of the

numbers. The Abacus may be the first such device and it took hundreds of years to develop the

Abacus to modern digital computer. The first computer originated as an ordinary calculator in the

19th century.

The calculators had only limited applications, performing mathematical calculations like

addition, subtraction multiplication and division. Storage of data was not possible in these devices.

Now the modern computers help men in almost all complicated areas like flight control of aeroplanes

and even of space shuttles. The computers do not compete with man, but actually, helps him by

increasing the pace of his complicated life style. It receives data, processes data and retrieve data in

lightning speed compared with a human brain. Thus it becomes a miracle helper for all human beings.

Let us have a bird’s eye of the evolution.

ABACUS

The abacus was the earliest calculating machine probably originated in China about 3,000

years ago. It is still widely used in Asia for primary education. The name ‘abacus’ is derived from

abax; Greek word for ‘slab’ may be because the counting was once done with pebbles placed in a

hollow in a slab. In China it is known as ‘Swan Pan’.

Abacus consists of a rectangular wooden frame with horizontal rods. Beads made of stones,

pearls, wood or ivory (having holes in it to pass through the rods) are placed in these rods. Counting

is done by shifting the beads from one place to another. It is a hand used device for adding and

subtracting. The abacus consists of several columns, the farthest to the right represents ‘units’ the

next one ‘tens’ and so on.

NAPIER’S BONES

John Napier, a Scottish mathematician, developed a device having a set of rods made of

bones (so the device is called Napier’s Bones) for calculations involving multiplication. In 1614 John

Napier introduced Logarithms. The tables used in the logarithm represent the analogue computing

technique. In logarithm, multiplication and division can be by adding and subtracting not the numbers

themselves but with the help of related numbers. Making use of the logarithms, William Oughtred,

the English mathematician developed a device called The Slide Rule in the 1920s.

BLAISE PASCAL

Blaise Pascal was a French mathematician born on 19th June 1623 at Clermont-Ferrand,

Auvergue. In 1642, when he was only 19 years old, he invented a calculating machine called Pascaline.

It was the first mechanical digital calculator that can perform addition and subtraction on whole

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numbers. It had a system of interlocking rotating cog wheels. Each wheel had ten segments like in a

mileometer (odometer). When one wheel completes a rotation, the next wheel moves by one segment.

Numbers 0 to 9 are there on the circumference of the wheel. Pascal patended this machine in 1647,

and produced it on a mass scale.

Analog Computers

Analog computers are fundamentally different in principle from the modern digital computers.

In analog devices, different quantities are represented in various physical ways such as the position of

a rotating wheel, the distances between points on a surface, or by different voltages. In the 19th century,

the early days of computing, almost all computers used analog devices.

Analog computers use simple devices, even though they are mechanically complicated. It

worked on a decimal decade system using rows of 10-position wheels. Each wheel rotated one position

for each complete revolution to the right like in a mileometer (odometer). Wheels reverses for

subtraction and the mechanical linkages allowed multiplication and division.

Punched Cards

French inventor Joseph-Marie Jacquard (1752-1834) introduced a new weaving loom in

1805. This loom used series of cards with holes punched in different position to produce different

desired patterns in weaving. This loom was widely used in whole world.

The difference Engine

Jacquard’s Weaving System using punched cards attracted many scientists. British

mathematician Charles Babbage (1792-1871), inspired from the punched card idea, developed an

idea of using punched cards to input data. He worked on the idea for more than ten years to resolve

the complicated calculation. He faced many difficulties. His chief engineer had a dispute with him.

The Government withdrew all financial assistance and at last the parts made by him were scrapped

and the manufacturing of difference engine could not be completed.

But however, on his 200th birth anniversary, 1st November 1991, the scientists and engineers

built the ‘Difference Engine No.2’ on his ‘sound’ idea for his memory. This mechanical engine works

perfectly till now.

THE FIRST PROGRAMMER

Ada Augusta King (1815-52) daughter of Lord Byron, was the personal assistant of Charles

Babbage. She suggested ‘binary data’ storage wrote the first computer program for the analytical

engine. The ‘ADA’ software was named after later.

George Boole

George Boole (1815-64) was a self taught English mathematician. Even though he had no

university degree, he was appointed Professor of Mathematics at Queen’s College, Cork in 1849,

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recognizing his brilliance. His important work was the development of a system of symbolic logic.

He developed a two-value (binary) algebra using only 1’s and 0’s where ‘1’ represent ‘true’ or ‘on’

and ‘0’ represent ‘false’ or ‘off’. All values are reduced to ‘true’ or ‘false’ in the binary system. This

theory of Boolean logic became fundamental to the design of computer circuitry.

Dr. Herman Hollerith

American inventor Herman Hollerith (1860-1929) developed punched card system for storing

and retrieving the data. He was a statistician in the Census Bureau (US) and the idea was developed

to assist the mammoth task of census work. Hollerith developed a punched card that would contain

data coded in form of punched holes. He also built the tabulating machine to read the cards and

processing the data. He started ‘Tabulating Machines Company’ in 1896. Later in 1911 this company

became the ‘Computing Tabulating Recording Company’ and now as ‘International Business

Machines’ (IBM).

TRANSISTORS

In 1947, computers entered a second generation by the introduction of transistors. Transistors

were tiny with lower power requirement, as it does not require a heated element. In transistor, a

single power supply is needed where valves needed two and is more reliable and efficient than

thermionic valves. It was developed by the American physicist William Shockley (1910-89) in 1947.

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CHAPTER - II

GENERATION AND CLASSIFICATIONSCOMPUTER GENERATIONS

The evolution of computer was mainly in its change of characteristics of increase in speed,

storage capacity, reliability and reduction in price. This evolution is generally considered terms of

Generations of computers.

First Generation (1951-1959)

The gigantic sized first generation computers are based on the Vacuum tube technology.

Introduction of the UNIAC 1 in 1951 marked the beginning of this generation. Punched cards were

used for feeding/retrieving the information-magnetic tapes were used to store data. Batch processing

method was used and operators had to set switches. The major first generation computers were

UNIAC 1, IBM-701, IBM-650 and BURROUGHS 220.

Second Generation (1959-1965)

The invention of transistors in 1947 by Bell Telephone Laboratories was the basis for the

Second Generation Computers. Transistors reduced the usage of power and it gives high efficiency.

Punched cards handled by operators, were used for feeding and output of data. High-level computer

languages FORTAN, COBOL, BASIC etc. were introduced, which oriented towards for more

versatile types of applications.

Major second-generation computers are IBM-1400 series and 7000 series, Control Data

3600, GE-635, Honey Well-200, and UNIVAC-1108.

Third Generation (1965-1971)

The third generation computers used integrated transistor circuits (IC), invented by Jack Kilby

and Noyce in 1959. IC has higher speed and larger storage capacity. Softwares (the computer

programs designed to make the machine work) were also introduced. These operating systems made

the machines capable of automatic proceeding from one job to another without the intervention of an

operator. Significant advances made with the introduction of hardwares like keyboard, monitors, etc.

replacing the punched cards. More high-level languages like Report Program Generator (RPG),

PASCAL were also introduced. The major third generation computers are: IBM-360 series, ICL-

1900 series and Honey well-6000 series.

Fourth Generation (From 1971)

Microcomputers are the fourth generation computers. The significant distinction of the fourth

generation is the development of Large Scale Integration (LSI) and Very Large Scale Integration

(VLSI). LSI placed several thousand transistors and VLSI placed several hundred thousand transistors

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into a single chip, which helped the miniaturization. Magnetic disks used for storing fourth generation

languages emerged and application softwares became more sophisticated.

Fifth (Future) Generation

Billions of calculations in a second, advancing of artificial intelligence that computer can ‘think’

and ‘reason’, more miniaturization of hardwares- these are the major aims the scientists on design

and work. The latest ones developed now may be termed as the firsts of these generations.

CLASSIFICATION OF COMPUTERS

Computers can be classified in two ways; according to the logic used and according to its

size. According to logic used, it can be classified as Analog Computers, Digital Computers and Hybrid

computers.

I. Analog Computers:

In this system, data is recognized as a continuous measurement of a physical property. Output

of these computers are usually in the form of readings on dials or graphs. Voltage, speed, pressure

and temperature are some physical properties that can be measured in this system. The typical examples

are (1) the analogue processor used measure the quantity of petrol pump and (2) speedometer used

in an automobile.

II. Digital Computers:

Digital computers are high-speed programmable, devices that perform calculations, compare

values, and store the results. They receives any form of data recognize it by counting discrete signals

representing a high (“ON”) or low (“OFF”) voltage state of electricity (In binary code ‘ON’ position

stands for 1 and ‘OFF’ position stands for ‘0’). Numbers, alphabets, graphics etc. are received by

translating it into the various combination of 0’s and 1’s. Typical example of digital computer is a

Personal Computer. Digital computers can be further classified into two categories.

(i) General purpose digital computers

General-purpose digital computer can theoretically be used for any type of application. For

example, the computers that are used for payroll, graphs, analysis, accounting, banking etc.

(ii) Special purpose digital computers

Special purpose computers are made and used for specific job or task. For example the

computer used in automobiles to control the flow of fuel, ignition system, and breaking systems.

III. Hybrid Computers

This is a combination of both analog and digital computers. The calculations are divided to

be done by the two portions: analog and digital. Units where analog signals are converted into digital

and vice-versa are called ‘modems’.

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According to size computers can be classified into Larger Computer Systems & Small

Computer Systems.

I. LARGER COMPUTER SYSTEMS

Larger computer systems can further be classified into 3 main categories.

(i) Super Computers

These are the fastest, most powerful and expensive computers, 5 million times faster than

the ENIAC (the first computer) but occupies only the space of a large office table. It recognizes the

largest word length of 64 bits or more. It executes calculation at the rate of 1.2 billion instructions

per second and able to receive data from 10,000 individual workstations. (Workstations are the

technique of allowing many people at terminals to access the same main computer at the same time.

It is also called time-sharing).

The major super computers are the CRAY XMP-416 and CRAY-2 made by Cray Research

Inc. (USA), SX-2 made by Nippon Electric Company Japan and the Param Series made by C-Dac

(Centre for Development of Advanced Computing) in Pune, India.

Super computers are used in scientific applications such as aerodynamic design & stimulation,

processing of geographical data, processing of data of genetic coding, processing of weather data

etc.

(ii) Mainframe Computers

It is a general-purpose computer, smaller and lesser expensive than mainframe computers.

It is mainly used in banking and business stations. About 1000 remote workstations can be

accommodated by a mainframe computer.

(iii) Mini Computers

It is a general-purpose computer, smaller and lesser expensive than mainframe computers.

It is mainly used for accounting, animation, word processing, data base management, Computer Aided

Design (CAD) etc.

II. SMALL COMPUTER SYSTEMS

It is also called microcomputers or personal computers. It is smaller in size and lesser

expensive. It is the widely used computer with almost all facilities of a mini computer but in a smaller

scale.

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CHAPTER - III

PARTS OF A COMPUTER SYSTEM

Generally a computer has five elements. (1) A storage device for recording the data. (2) A

processor unit for manipulating the data. (3) Input devices for feeding the data into the machine. (4)

Output devices for getting the data from the machine. (5) Programs for controlling the process of the

data.

INPUT DEVICES

Data can be input to a computer in a number of ways. Some of these are Punched Cards

and Card Readers, Keyboards, Mouse, Joystick, Tracker Ball, Touch Screen, Light Pen, Magnetic

Ink Character Recognition (MICR). Optical Recognition etc.

I. Punched Cards and Card Readers

It is a rigid piece of paper containing rows and columns of numbers. These cards are put

into keypunch machine, which places holes in the card to represent the data. This pattern of punched

holes represent characters on the card is called the Hollerith code. A card reader translates the punched

information into codes readable by the machine and sends to the CPU (Central Processing Unit) for

processing. This system is low cost and both human and machine can read the card data. But a larger

volumes cards uses frequent breakdown and the cards are not reusable. The physical limitation of

80 or 96 characters per record is often severely restrictive. It is quite slow also. This system is not

used now a day and is replaced by more effective input devices.

II. Keyboard

It is the most common and familiar input device, which is quite similar to that of a typewriter.

But a keyboard has more keys tan a typewriter. The keyboard is narrated below

(1) A separate numeric keypad, which functions like a calculator

(2) Function keys (From F1 to F12) whose operation can be determined by the user or a pre-

program of software used.

(3) Arrows and other movement keys (Home, Pg Up, Pg Dn)

(4) Text editing keys (Backspace, Del, Ins, Space bar)

(5) Modifier keys (Shift, Control, Alt)

(6) Enter

(7) Some other keys like Print screen, Scroll lock etc.

(8) Light emitting Diode (Status Indicators)

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FUNCTIONS OF KEYS ON A KEYBOARD

(i) Typewriter Keys: These are normal keys like letters, numbers and punctuation symbols.

(ii) Function Keys: Keys labeled F1 to F12 are called Function Keys. They carry out different

functions depending upon the software being used.

(iii) Cursor Control Keys: The keys marked ¬ (left) (R) (right)- (up) and – (down) are called

the arrow keys. They are used to move the cursor in the screen in various directions on one

line or character at a time.

Pg up, Pg Dn, Home & End Keys are also Cursor Control Keys. Pg Up key is used to

move to the previous screen or page of a document. Pg Dn key is used to move to the next screen

or page. Home Key takes the cursor to the beginning of a line or to the top of the document. End

Key takes the cursor to the end of the line or to the end of the document.

(iv) Numeric (NUM) Keypad: Numeric keypad is always placed in the right hand side of the

keyboard and it includes an activating key Num Lock. When the Num Lock is on, (indicated

by a signal light on the keyboard) this keypad functions as numeric keys for entering a number

into the screen . When the Num Lock is off, it functions as Home, Pg dn, Pg up, Del, Ins

keys as being marked in these keys.

(v) Enter/Return: Enter/return key has two common functions. (a) It alerts the computer that

the instructions are finished and it can start its processing work or execute the command given

to it. (b) While using a Word Processor Program, a new paragraph starts when this key is

pressed.

(vi) Caps Lock Key: While using a Word Processor Program, we can enter upper case letters

(Capital letters) by switching on this key. If this key is on the off position we can enter the

lower case. There is an indicator on the right hand side of the keyboard showing whether it

is in the position of ON or OFF.

(vii) Shift Key: We can enter uppercase letters by keeping this key pressed. If the Caps lock

key is on, we can enter a lower case letter by pressing this key. Symbols presented in the

top line of the typewriter keys also have to be entered by keeping this key in pressed position.

(viii)Ctrl and Alt Keys: These keys are combination keys and used with other keys for special

actions. By pressing Ctrl and C simultaneously, it aborts the current task or command being

executed and returns to DOS Prompt.

(ix) Tab: It moves the cursor to another point along a line and let you indent paragraphs and line

up columns, text or numbers. In some softwares, this key is used to move from one option

to another in a menu given.

(x) Delete: This key erases one character or one space to the right side of the cursor at a time

(or a selected text or portion as a whole).

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(xi) Backspace: This key erases one character or one space to the left side of the cursor at a

time. In some softwares it also functions as an abort key of the last command given to the

machine.

III. MOUSE: MOUSE AND MOUSE PAD

Mouse is a rectangular shaped pointing device containing two or three buttons on top of it.

There will be a rubber ball embedded to its lower side. This rubber ball rolls freely when we move

the mouse on a surface. These are wheels placed adjacent to this ball, which rotates while the ball

rolls. A flat pad made of rigid rubber is used as the surface for the free movement of this rubber ball.

It is called the Mouse pad. We hold the mouse firmly with our right hand and it moves over the pad

placing fingers on the buttons for pressing the buttons whenever it is necessary.

Uses of Mouse

Two kinds of actions are possible with a mouse. (i) Moving the pointer (å) appears in the

screen, by moving the mouse on the pad (ii) clicking of buttons.

(i) Pointer: If a mouse is connected to your computer and activated with a mouse, you can

see a pointer to any position of the screen by just moving the mouse on the pad.

While you are in a text edit software like MS Office or Office Page Maker, the shape of

the pointer seems in two shapes. One as in the same arrow shape of pointer, which appears in the

screen of window, and the other in the shape of English alphabet I which blinks showing the state of

activation. In these softwares, I shape is obtained by clicking the button of the mouse placing the

shaped pointer between the texts. This shaped pointer is called Cursor, which is mainly used for editing

the texts of a document. This pointer I called cursor is moved by the keys of a keyboard known as

Cursor Control Keys. In most text edit softwares the arrow shaped å is used for selecting the menus,

tools, portion/column of texts etc. and the I shaped pointer (I) used for editing the texts.

Sometimes the pointer may be in the shape of an hour-glass. It indicates that the system is

busy with a command or processing work. We must wait until this hour-glass shaped pointer disappears

and åshaped pointer appears, before giving a new command to the machine.

OTHER SHAPES OF POINTER

There are several shapes of this pointer, you can see in the mouse properties of your control

panel intended various purposes and signals.

(ii) Clickings: There are two types of clickings-single and double clicking. When the left button

of the mouse is pressed once and released, this action is called a single click.

You know that you can move the pointer å in the screen by moving the mouse on its pad.

When you place this pointer over an object or menu seen in the screen and click once, you will get

the object/menu selected.

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When you press the left button of the mouse twice (one after one immediately) and released

(this action is called double clicking) being the pointer å * over a selected object/menu you will

get it activated/get opened.

(iii) Dragging: After selecting an object by clicking the left button of the mouse you can move/

drag it to another position by keeping the same button in a presses position. Menu screens

also can be dragged by this way by keeping the pointer in the position of that screen intended

for that purpose. Pictures, figures, selected portion of a text etc. also can be dragged into

another position by dragging.

(iv) Joystick: Joystick is a popular input device for playing games. It also has a mouse like function

by moving hand pedal and pressing buttons. It uses to control the position and speed in the

games.

(v) Tracker Ball: It is also used to control cursor movements. The ball can be rotated by hand

in any direction. The movement is translated to digital signals and passes to computer.

(vi) Touch Screen: It registers input when a finger or any other object comes in beams and

ultrasonic acoustic waves. Infrared beams crisscross the surface of the screen and when a

light beam is broken, that location is recorded.

(vii) Light Pen: Light pen contains a photocell placed in a small tube. It is mostly used in graphic

work especially in CAD (Computer Aided Design) and drawing of circuit designs etc. when

the pen is pointed over the surface of the screen, it detects the light coming from the limited

field of view and the photocell in it responds. This electric response in transmitted to the

machine, which identifies the menu option.

(viii)MICR (Magnetic Ink Character Recognition): This device is commonly used in banks

for recognizing the line of numbers and some odd-shaped characters mainly written in the

bottom side of cheques. It may be a bank identification number, customer account number

or any other information intended by a Bank. People also can read magnetic ink characters

and it gives accuracy in reading even as stamped, smeared folded and roughly handled checks.

(ix) Magnetic Strips: Magnetic strips are thin bands of magnetically encoded data that are mostly

found on the backside of a credit card. The data includes account number, access code etc.

of the holder.

(x) Optical Recognition: Optical recognition is done by using a scanner. The scanner scans an

image or a printed matter and translate it into understandable format and passes to the

computer. The following types of optical recognition are there:

(a) OMR (Optical Mark Recognition): It scans and recognize the location of a mark

made by a pencil or pen, translate it into readable form and passes to the computer.

This is mostly used in valuation of answer papers of objective types.

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(b) OBR (Optical Bar Recognition): It is used to read a bar-code (Bar-code is seen on

almost all products seen in a series of this black bars and spaces). The Bar-code may

represent the price of the product; product code like the details of manufacture, the date

of manufacture etc; and the Bar code reader recognizes the same.

(c) OCR (Optical Character Recognition): An optical card reader reads data almost as

a human eye. It eliminates the human effort required to get data into the computer. It

recognizes specially shaped numeric and alphabetic characters. It will be difficult to read

the poorly typed or typed in an unknown manner to the machine.

(xi) Video Camera, Audio equipment, Phones etc: Video & Audio equipment are usually used

in the video & audio editing purposes in multimedia. Telephone line is used for receiving &

sending information in INTERNET etc. Equipment called Modem is requires to connect these

devices with your computer.

OUTPUT DEVICES

Output may be in ‘Hard Copy’ or ‘Soft Copy’. Hard copy means output in a paper, which

stores permanently. Soft copy means output in the screen of a computer. Soft copy allows human to

view the output and it is possible to make necessary rearrangements to suit specific needs. Hard copy

is readily readable and can be stored for future use.

Output also may be in the secondary storage devices (floppy disks, CDROM etc.), which

holds data for further processing in the same or any other computers.

Hard copy devices are divided into two categories; Printer and Plotter.

PRINTERS

We can reproduce a document, graph, picture or anything created in a computer into a paper

by using printers. Mainly there are three types of printers. DOT-MATRIX-PRINTER, INKJET

PRINTER, LASER PRINTER.

Dot-Matrix Printer:-Dot-Matrix Printer usually has printer heads holding 9 to 24 pins.

These pins print patterns of dots on the paper, which in turn forms individual characters. It has a

speed of 100-600 characters per second. These printers are least expensive but can produce only a

draft quality or standard quality. Like a typewriter, Inked ribbon is used in this printer, which produces

only the colour of the ribbon.

Inkjet Printer:-Inkjet printer sprays ink into the paper from its tiny nozzles through an

electrical field that arranges the charged ink particles into characters. It has got a speed of about 250

characters per second. The ink sprayed into the paper dries instantly and produces higher quality

than a Dot-Matrix Printer. Various colours of ink can be used in this printer, to produce multi colour

printouts, but it is expensive.

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Laser Printer:-Fine powdered ink called toner is used in this printer. Laser printer produces

images on paper by directing a laser beam on a mirror, which bounces the beam on to a drum. The

laser leaves negative charge on the drum were positively charged toner powder will stick. As the

paper rolls on the drum, the toner powder will be transferred to the paper. The toner powder in the

paper is dried by a hot roller. Colour laser printers are also available, which is highly expensive.

Laser printers have buffers to store an entire page at a time and the speed is about 4 to 20

pages per minute.

Plotter:-It reproduces drawings using pens attached to movable arms in the machine. The

pens are directed across the surface of a paper. Graphics, Pie charts etc. are printed in it in high

quality.

Monitor (Visual Display Unit): The most commonly used soft copy device is monitor. It

is a television like device, which displays input data or processed data. A document, graphs, photo

or whatever a computer has in it will be as a visual only through this device. There are two types of

monitors; CRT (Cathode Ray Tube) and Flat-panel Display.

CRT (Cathode Ray Tube):-It has got a phosphor-coated screen and data images are

produced by moving an electron beam across it. The phosphor coating glows in certain places, forming

characters by intensifying the strength of the beam. This type of screen has a display of 25 lines of 80

characters each. It may be either monochrome (one colour) or multicolour and widely used with almost

all PCs.

Flat-Panel Display:-This has no picture tube and is smaller in size. It is widely used in

small sized computers like Lap Top Computers (portable computers). In the flat-panel display unit

LCD (Liquid Crystal Display) is used. It produces images by aligning molecular crystals. When voltage

is applied, the crystals line up in such a way that it blocks light from passing through them and the

absence of light is seen as characters on the screen. This monitor is more ideal for human eye that it

won’t flicker.

Quality of a monitor

The quality of a monitor is judged on its resolution. Resolution is a measure of the number

of picture elements or pixels, a screen contains. A pixel is the smallest increment of a display screen

that can be controlled individually. A higher number of pixels will produce clearer and sharper images,

which is necessary in jobs like creating graphics. Monitors having higher resolution are expensive.

Storage Devices

Programs and data are stored on magnetic disks. Computers have sealed devices in it known

as hard disks to store data. There may be one or two floppy disk drives in all computers. 5 ¼ “sized

or 31/2” sized floppy disk are used in these drives to store or retrieve data. A CD-Rom (Compact

Disc Read Only Memory) also can be attached to a computer to retrieve data. Recordable CD’s

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are also available where larger amount of data can be stored. New programs and softwares are

available on floppy disks and compact disks and are copied to hard disks with the help of floppy

disk drive or CD-Drive.

Storage capacity

All these disks have different storage capacity measured in terms of ‘Bytes’. The amount of

information that can be stored in a disk is called its capacity. Basically, a byte is the amount of space

required to store a character of information ‘Floppy’ the word has 6 alphabets and it will take 6

bytes of space to store this word in a disk. 1024 Bytes is equivalent to 1KB (one Kilo-byte), 1,000,000

Bytes is equivalent to 1MB (One Mega Byte), 1,000 mega bytes are equivalent to 1GB (One

Gigabyte). Now you can roughly calculate the space occupied by a text document created by you in

a floppy disk or a hard disk.

There are two types of storage; Primary storage and Secondary (Auxiliary) storage. The

primary storage capabilities of a computer are insufficient and unable to handle the instructions and

data for processing.

Magnetic Tape

Magnetic tape is a one-half or one-fourth-inch ribbon of mylar (a plastic like material) coated

with a thin layer of iron-oxide material. When the tiny, haphazardly arranged particles of iron oxide

be aligned through magnetization, data are stored as magnetized spots. Magnetic tape drive has a

read/write head, an electromagnetic component, through, which tape passes and data is read or written

to it. Millions of characters can be recorded as magnetized bits on a single magnetic tape. Bits are

exceedingly small so that hundred of them can be placed on a very small area of tape. The density of

tape is measured in bits per inch (bpi), which represent the number of characters per inch. The density

varies from 800 bpi to 6000 bpi or more; the write head aligns the iron oxide particles. If these particles

are polarized ie., aligned in one direction , it represents 1 and if they are aligned in the opposite direction,

it represents 0. the ‘read head’ read these particles and retrieves the data. High density of data and

easy to handle are the advantages of magnetic tape. The main disadvantages are lack of direct access

to the data and environmental problems like sensitivity to dust, humidity, atmospheric temperature

etc.

Magnetic Disk

In a magnetic disk, data are recorded as tiny invisible magnetic spots on the iron oxide coating.

Tiny electromagnetic read/write heads can read, write or erase the polarized spots that represent data

on magnetic media. Heads are fastened to an arm in a disk storage device and move very fast to any

location to store or retrieve data. When the PC is turned off anything stored in the primary storage is

lost. Solution to this problem leads us towards secondary storage.

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Primary storage

Every computer has RAM (Random Access Memory) which is a read or write device in

which the basic element, or cell, is a tiny electronic circuit capable of storing or give out one bit of

information. RAMs are formed from two-dimensional arrays of such elements, organized with

addresses. These addresses helps computer to interrogate any particular group of 8, 16 or 32 cells

and read out the number contained in it. Power is required for the operation of RAM and when the

power is ‘off’ all the information contained in it is lost. So RAM is known as ‘volatile’ memories.

Some computers copy RAM data to disk automatically in regular intervals.

Secondary (Auxiliary) Storage

This is ‘non-volatile’ memory that is present outside the computer. A larger amount of

programs or data can be stored here permanently. Access to the data is slower that primary storage.

Secondary storage is measured in its retrieval speed ( the time to access the data), storage capacity

and its cost per bit of capacity. Secondary storage is broadly categorized into three; Magnetic Tape,

Magnetic Disk and Optical Disk. These Disks may be portable or permanently mounted in their storage

devices, disk drives. They are of two types; Fixed Disks or Hard Disks (made of rigid metal) or

Floppy Diskettes (made of flexible plastic). These disks have a number of invisible concentric circles

called tracks, begin at the outer edge of the disk, on which data are stored. Each track is divided

into portions called sectors.

Floppy Disks

Basically floppy disks have two sizes 51/4” and 31/2” 51/4” floppy disk have a 360 KB/

1.2 MB storage capacity and 31/2” floppy disk have 720 KB/ 1.44 MB storage capacity. These

disks commonly have a label area (for indicating the data/information stored in it. Labelling is done

manually), write protect notch (which protects the disk from writing or erasing accidentally while kept

in that position-hole appears) and Read/write opening (for the write/read head to act). Floppy disks

are to be inserted to the drive as the label side up and towards you. When the drive is reading/writing

the data from the floppy, a red/green light glows and do not remove the floppy while it is working.

Hard Disk

A hard disk is a fixed disk in which the computer stores information. It is much faster than a

floppy disk. Due to its rigid construction, it rotates very fast (about 3,600 revolutions per minute-

rpm) as compared to a floppy disk (360 rpm). Data are recorded on the tracks of spinning disk

surface and read from the surface by read/write heads. In a floppy disk, the read/write head comes

in contact with the disk whereas in the hard disk, the head remains above its surface without touching

it.

Computers may have more than one hard drive. If a computer has only one drive, it is called

as C: or else they are called D:, E:,F: and so on.

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Formatting

Each magnetic disk needs to be prepared before it is used for data storage. This process is

called formatting. This is a process by which the operating system labels each sector of each track

with an address so that the computer can go directly to a specified location rather than searching

from the beginning as in the case of magnetic tape. It also determines the number of sectors per track

and the number of bytes that can be stored in each sector.

Optical Technology

Optical technology involves the use of laser beams (highly concentrated beams of light) as

the storage technique instead of the principles of magnetism. There are three types of usage: optical

laser disk, optical card and optical tape.

Optical Laser Disk

The optical disks were originally developed as compact disks for video and audio applications.

The same method of using laser beams to encode binary data by burning microscopic “pits” on audio

and video disks to represent 1s and 0s is used to encode the data stored on optical laser disks. A

common version of the optical disk is the CD-Rom (compact disk- read only memory). A larger

amount of data can be stored in it. (680 MB or more). However, recordable and erasable CD’s are

also available at a higher cost.

Optical Card

It is a credit card sized device where about data of 2MB can be stored. It is mainly used as

medical/banking cards storing an individual’s entire financial history or medical history.

Optical tape

It is very similar in appearance to magnetic tape, but optical technique is used to store data.

About 8 GB data can be stored in this cassette like device.

PROCESSORS & PROGRAMS

We know that data/information are fed into the computers by input devices and stored in

the storage devices. The input data is manipulated or processed in a processing unit known as the

Central Processing Unit. Processing means carry out instructions for performing a task. We may also

create a document here by the help of packages called ‘PROGRAMS’/ SOFTWARE.

Programs in sets or packages are termed as Software. Programs are written in various

computer languages. Some of them are BASIC (Beginner’s All-Purpose Symbolic Instruction Code),

COBOL (Common Business Oriented Language) and FORTAN (FORmula TRANslation). The

languages are simple words and abbreviations. It has to be compatible with the machine code of the

computer where they are used. A computer is an electrical machine, which processes data/information.

20

There are two positions of passing of current through a wire, the ‘ON’ position and “OFF’ position.

A pulse of the flow of current represent ‘1’ and gap represent ‘0’. It is just as natural for a computer

to count in two numbers 0&1. this system of recording and reading any kind of data by using only

two digits (0&1) is known as Binary numbering system.

MEMORY OF A COMPUTER

Ram

A computer moves numbers to and from storage systems or various memories. Every

computer has RAM (Random Access Memory). It is a read or write device. The basic element/cell

of this device is a tiny electronic circuit capable of storing or sending out one bit of data. RAM requires

application programs to determine the operation of the computer. These programs are temporarily

stored in RAM before they are used. It is deal that RAM must have high capacity to hold extensive

application programs and considerable quantity of data. The data in RAM will be lost when the

computer is shutdown if it not saved/ stored in a storage media.

Rom

Every computer has a ROM (Read Only Memory) where limited programs and data are

stored, which is essential to start up your computer. Constantly needed programs also may be stored

in ROM. This data will be lost when your computer is shut down.

Central Processing Unit

Central Processing Unit consists of certain chips intended for various functions. There are

various kinds of microchips ranging from a control switch of a washing machine to a micro-processor

chip used in an advanced COMPUTER chips acts as nerve centre/brain of the computer which controls

all of its activities.

There are three kinds of chips used in a normal computer known as memory chips, interface

chips and clock chips. The chips known as memory chips permanently or temporarily stores data as

sets of identical circuits. The chip known as interface chip translates the signals from the input devices

(e.g. keyboard, mouse, scanner etc. into binary codes and let it through to the microprocessor. The

binary codes are acceptable and understandable to the electronic circuits of the microprocessor. The

interface chips also translate the processed out-coming binary codes from the microprocessor to data

or figures and let it through to the output devices (such as printers, monitor or screen).

The clock chips provide the timing needed for all the computer circuits to process electric

signals in the right sequence. Each Clock chip is linked into a quartz crystal oscillator that vibrates at

a précised frequency. Without a clock the computer would become hopelessly muddled and perform

operations in the wrong sequence with false results.

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In modern computer, the CPU (Central Processing Unit) is a complex single chip called a

microprocessor. It contains ALU (Arithmetic and Logic Unit) and OCU (Operational Control Unit).

The ALU does all the sums and carries out logical operations such as deciding if two numbers are

Communication Pathways

equal or which one among it is larger or smaller. The OCU receives instructions form the RAM and

splits these into small step. So that it can be dealt by the ALU in a proper order and sequence. The

CPU has small high-speed memories called registers or buffers to hold lots of data, instructions, and

intermediate results of the ALU operations. All these functions are controlled by a clock. The power

of the CPU depends mainly upon the amount of RAM it can address. The computer intended for

graphic works need a powerful CPU with much larger RAM.

Operating Systems

There are many major operating systems used in computers. MS-DOS (Microsoft Disk

Operating System) designed for the family of Intel chips consists of the 8086, 8088, 80186 and 80286

microprocessors used by IBM personal computers. The apple family of computers uses DOS (Disk

Operating System) and Pro-Dos (Professional DOS). Bell laboratories have developed an operating

system called UNIX, which is also popular. It runs on all sizes of computers using a wide range of

microprocessors. All the computers are almost same but they are run by different ‘operating systems’

that represent different faces to the user.

The operating system is loaded into RAM of the computer and is organized how to do the

machine functions. In MS-DOS System, a letter indicates which disk drive is currently operative.

The operator directly controls the machine by giving typed commands and it is now a powerful

operating system, which provides many facilities. The Apple operating system is more user friendly

and it uses pictorial images depicting various functions, which can be selected and activated by a

mouse. Now the Microsoft has developed an operating system known as ‘Windows’ which runs

CPU

ROM

RAM

Input/Output(I/O)

Addre

ss b

us

Contr

ol b

us

22

under MS-Dos. It is very similar to the Apple operating system where graphics are used and can be

operated by a mouse. It is known as GUI (Graphical User Interface). Multimedia is also introduced

where the user accesses to textual, voice and visual communication with other computer operators.

Operating system is a collection of softwares/programs, which acts as an interface between

the computer and the user. A part of the operating system is permanently stored in ROM and the

other part is stored in the hard disk or a floppy disk. When the computer gets started, the portion

stored in the ROM activates and then executes the commands contained in it. This program reads

part of the operating system into RAM and the computer begins to execute this part of the system.

Now the operating system program controls the computer.

TYPES OF OPERATING SYSTEM PROGRAMS

Operating system may contain hundreds of programs which may generally classified as follows:

Booting loader:- The function of the bootstrap loader program is to read the main portion

of the operating system from the secondary memory area when a computer gets on.

Diagnostic Tests:- This kind of programs tests the operation of system components like

disk drives, RAM etc.

Operating System Executive: - It is also defined as a monitor that controls the activities

of the computer like executing programs and assigning tasks to hardwares. It is read into RAM when

a computer gets started.

BIOS: -Bios (Basic input/output system) programs are used to control the functions of the

hardware devices like reading a character from the keyboard, writing a character on the monitor,

writing a character to the printer, reading data from a drive etc. BIOS programs are usually recorded

in the ROM of a computer.

Utility Programs: - Utility programs control the following tasks. It may be defined as a

kind of ‘house keeping’.

1. Formatting disks 2. Displaying the contents of a disk 3. Copying the contents of disks to

another 4. Determining the remaining space in a disk 5. Restoring the back-up data.

File Maintenance: - It maintains file on the various secondary-storing devices in the system.

These file maintenance programs allow user programs to create, read, or write files.

SOFTWARES

Now a day, new programs are being introduced everyday. Thousands are working

continuously to write codes to new programs or updating/modifying the existing programs. These

programs called software helps the users to perform various kind of useful tasks without least knowing

about the details. Software intended to meet the unique individual requirements will be much expensive

as a programmers have to write the codes for this particular program) e.g.. Accounting softwares for

23

a particular company according to the special requirements needed). But commonly used programs

are rather cheaper than this as it is been produced in millions (e.g. Word processing, CAD, Graphic

assistants etc.)

COMPUTER PROGRAMMING LANGUAGE

A computer has two parts: hardware and software. The electronic circuits and

electromechanical devices used to build a computer are collectively known as hardware. Softwares

are the list of instructions known as programs to be executed by a computer. Softwares varies from

need to need. The software can be broadly classified into two categories, ‘System software and

Application software’. System software are programs written for the system which provide the

environment to facilitate the writing of application softwares. Application softwares are programs to

solve a set of equations, process examination results etc., which are necessary to carry out operations

for a specified application.

System Softwares

In 1960’s system softwares were used extensively. Earlier all operations were controlled

by human operators. Operators have to give commands often after each operation, a bell rang or

light flashed after completion of an operation. With the introduction of operating systems, a queens of

operations were executed one after another without an interruption of an operator. Operating systems

are stored partially in primary storage and partially in direct-access secondary storage devices, so

the computer can access them immediately whenever it is needed. The speed and accuracy of computer

increased at significant rate with the introduction of these softwares.

System softwares are generally classified into three broad categories.

System Control Programs

It controls the execution of programs, manages the storage and processing resources of the

machine, and performs other management and monitoring functions. The most important of these

programs is the operating system.

System Support Programs

It provide routine service functions like utilities, performance monitors, job accounting,

librarians etc. to other programs and users.

System development programs

It assists in the creation of application programs; such as language translation and application

generation.

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Application softwares

Programmers write application programs to perform a particular job. It may be a general-

purpose application or a specific-purpose application software. An electronic spread sheet, which

has a variety of applications, is a typical example for general-purpose software. Pay rolls, sales analysis

etc are uses of specific purpose applications. Softwares actually increased the speed and accuracy

of the operations.

WINDOWS

Let us create a brief idea on “What is an Operating System”. Simply speaking- “Operating

Systems are collections of softwares or programs which helps the end user in managing the various

resources of a computer”.

You know that a role played by a peon or an assistant in an office. He will be always active

to help and serve for the requirements of all employees as well as clients and other visitors in the

office. Similarly an Operating System is also collection of softwares, jointly and severally working

particularly in managing all resources like the CPU, Primary Memory, Secondary Memory, Output

Devices, Input Devices etc.

Any one invoking to Windows Operating System can find the following common features-

(i) any application object or element appears as an icon.

(ii) any of the above said icons when opened look likes a Window (by double clicking).

(iii) Each such window opened will have-

(a) Title bar

(b) Minimize, Maximize and close buttons

(c) Menu bar

(d) Tool bar

(e) Status bar

(f) Sizing object

Now let us study some of the features available in Windows 98 or Windows 95.

DESKTOP ICONS

Let us see some of the icons found on the Desktop of windows Operating System.

MY COMPUTER

This is the icon which opens for us all the resources of the computer. If you double click

and open the same all the icons will be appearing.

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If you double click any icon all the files in the computer can be found. Thus to move into

the various resources of your computer you can see “My Computer”.

RECYCLE BIN

This is a special folder wherein all the deleted items will be stored. To restore any item

marked for deletion-

(i) Double click and open the icon

(ii) Click the right side button of your mouse on an object/icon to be restored

(iii) Click the option “Restore”

(iv) To empty the contents of the Recycle Bin-

(a) Click on the Recycle Bin icon with the right button on your mouse

(b) Click “Empty Recycle Bin”

Now a dialog box appears where you press “Yes” to delete or “No” to cancel deletion.

INTERNET EXPLORER

This icon opens a Software Window which helps the user to invoke into the internet. In the

following Window appearing type inside the “Address” box the name of a Web site (e.g.: http://

www.Yahoo.com)” and press Enter key. If the user is having the internet connection, the browser

helps you can locate the Web site requested.

NETWORK NEIGHBORHOOD

This icon can be found on a desktop only if the Networking facilities are enabled. Thus, if

you have a network of computers the Network Neighborhood will help you to make use of the shared

resources of other computers in the network.

The above mentioned are only some of the popular icons used by users. There can be more

and more icons on your desktop. Now let us get into some mostly used activities in MS Windows.

CREATING FOLDERS

Folders are facilities used in computers to group and store similar or related files together.

HOW TO CREATE A FOLDER

Folder can be created in the “C drive” (availed through My Computer) or in the desktop

itself or inside another folder-

(i) Click the right mouse button in any of the above specified locations

(ii) Point the mouse to the label “New” in the menu appearing

(iii) Click “folder” in the sub-menu appearing.

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Now you can type a name for the folder.

COPYING/CUTTING FILES

(i) Right click using mouse on any file/folder

(ii) In the menu choose “Copy”

(iii) Move to another folder or drive using “My Computer”

(iv) Again in the location where the file is to be copied to right-click and click “Paste” Instead of

“Copy” if you use “Cut” the file can be moved.

RENAMING

To Rename a file/folder-

(i) Right click on the object

(ii) From the menu appearing choose “Rename”

(iii) Simply type a new name. Press “Enter Key”

Now the object assumes the new name.

Now, anyone who get into Windows Operating System can find certain well known and

widely accepted applications such as-

o MS WORD

o MS EXCEL

o MS POWERPOINT

MS WORD is an application used for Word Processing. It is not left with simple editing

and printing facilities, but can be used as a Desktop Publishing tool.

MS EXCEL is a spread sheet application, which facilities for the systematic arrangement of

data, its processing and is even capable of performing a lot of mathematical, statistical and accounting

operations too. In “What-if-analysis” or decision-making process Excel is an excellent tool.

MS POWERPOINT has become a handy tool in developing presentations. In presenting

your budget or any financial projects with charts and necessary data, you can efficiently use PowerPoint.

Its ability to receive data from other applications enhance its usage.

Now you have a brief idea on these topics. These three topics and much more will be

explained in detail in the coming parts. So let us go deep into the applications from the next part

onwards.

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CHAPTER - IV

MICROSOFT WORD - INTRODUCTION

Before going deep into Microsoft Word and its practicalities, let us bring to your notice the

various uses for which, this application can be put into.

Microsoft Word, irrespective of its versions, is a word processing application that can be

run in Windows Operating System environment. Since Windows accepts graphical representation of

data, “Word” is also capable of receiving such data. Microsoft Word is generally used for:-

(i) Letters such as-

(a) Business Letters

(b) Friendly Letters

(c) Inter Office Memos etc.

(ii) Designing different formals such as-

(a) Application forms

(b) Invoices & Receipts

(c) Cash Statements

(d) Certificates

(e) Letter Heads etc.

(iii) Preparing beautiful handouts for

(a) Meetings

(b) Conferences

(c) Interviews etc.

(d) Typing and editing lengthy

(e) Publications

(f) Study notes

(g) Memorandums etc.

And like a lot of more Desk Top Publishing Works.

HOW TO START WORD

In windows Desktop-

Click “Start” Button,

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Move Mouse pointer to “Programs”,

And click on “Microsoft Word”,

WHAT DO YOU FIND WITH WORD

a) Title Bar in blue colour with Minimize, Maximize/Restore and Close Buttons.

b) Menu Bar

c) Tool Bar

d) A document opened by default

e) Horizontal and Vertical Scroll Bars

f) Ruler Lines

g) Status Bar

PAGESETUP

It is always better to study first, how to setup page. That means regarding the fixation of

left, right, top and bottom margins, as well as choosing a standard size for the document.

HOW TO SETUP PAGE

This is not a tedious job. The only thing is to find out the size of the paper on which you will

be taking the print out. Mostly print outs are taken on A4 size paper.

To set up the page: -

(i) Click on the “File” Menu, and Click the option “Page Setup”

(ii) In the dialog box appearing, Click on the tab named “Paper Size”

(iii) From the paper size box select an appropriate size, such as A4, Letter Size etc.

(iv) If you want to change the Orientation of printing-

Click and choose “Landscape” or “Portrait” option by clicking the “Orientation Box”

(v) Press “OK” button

NB: You need not set the different margins. When you select a paper size, “WORD” will automatically

fix standard margins for the size selected.

SAVING A FILE

Saving is the process of transferring data from the primary memory (RAM) to the secondary

memory of a computer. You may save those files only which have a use in future.

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HOW TO SAVE A FILE

1. Click on “FILE” Menu and click the option “SAVE” or “SAVE AS”

2. In the dialog box appearing give a name of your interest, for the file, in the box named “File

Name”

3. If you want to change the folder where you want to keep your file click on the “Drop Down

Box” with a label “SAVE IN”, and choose a folder

4. Now, click the “SAVE” Button. Now you got the matter saved in a name.

TYPING AND FORMATTING A TEXT

Today let us study what all are tips and tricks available for typing, editing and formatting a

text.

Unless you type a minimum text, you will not be able to study these features.

Note: -

(i) While typing the paragraph do not press “ENTER” (8) key unless it is a heading or a paragraph

end. You just keep typing WORD will automatically brings the cursor to the next line.

(ii) Do not go for formatting or editing while typing. Do it after each paragraph or page or at

some other intervals only.

(iii) Remainder to “SAVE” your file at regular intervals, while typing and after editing and formatting.

LET US EDIT ANY MISTAKES

Mistakes are mostly spelling mistakes or grammar mistakes. WORD will automatically place

a RED underline for spelling mistakes and a GREEN underline for grammar mistakes.

HOW TO CHECK SPELLING AND GRAMMAR MISTAKES

Click “Tools” Menu and click the option “Spelling and Grammar”.

Now a dialog box appears, prompting the first mistaken word in the box named “Spelling

and Grammar” and with suitable suggestions.

Either you type the correct spelling in the “Not in Dictionary” box or click on the correct

word from the “Suggestions” box and click the button “Change”.

Now WORD will correct the mistake and will automatically move to the next mistake. Repeat

the 2nd option above.

Note: 1 If you are sure that the spelling is correct click the “Ignore” or “Ignore All” button, so that no

change will be contributed. If “Ignore All” is clicked any further occurrence of the same word will

also be ignored.

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Note: 2 If it is a new word, or if you are sure as stated in 3 above, you can add this word to the

dictionary maintained by WORD itself, simply by clicking on “ADD” button.

Note :3 Regarding grammatical mistakes, the same procedures can be used. Any way you should

ensure that the new sentence structure produced by WORD is very correct. Otherwise you leave the

sentence as it is, by clicking on “Ignore” button. The green underline will not appear in the print out.

HOW TO FORMAT A HEADING

Let us study some formatting tools by applying it on the heading you typed- “What is a

Computer”,

1. Click on the starting location of the heading “What is a Computer”, and drag the mouse right

word, so that the heading will get blocked in black colour.

2. Click “Format” Menu and click “Font”. Now a dialog box, will appear. In the dialog box

you click-

a. Click on the Font named “Tahoma” inside the box named “Font”

b. Click “Bold” in the box named “Font Style”

c. Click a size-14-in the box named “Size”

d. Click on the box named “Underline” and select “Words Only”

e. Click “Colour” box and choose a colour of your interest

f. From the “Effects” box you click and choose “Shadow” and “Small Caps”

g. Click on the tab named “Character Spacing” and from the “Spacing” box select

“Expanded”

If you are interested in animating your heading-

Click on the tab named “Animation” and choose “Sparkle Text”.

Note: -the animations are not printable.

Click “OK” Button.

Now the heading is found formatted.

PARAGRAPH FORMATTING

The only formatting the user has to do is putting space between lines. The procedure is very

simple. Click the cursor inside the paragraph. Click on “Format” Menu and take the option

“Paragraph”.

In the dialog box appearing click and select “1.5 lines” or “double” option of your choice

from the box named “Line Spacing”. Press “OK” button. Now you can find more space in the

paragraph.

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COLUMN FORMATTING

Now let us see how to bring the paragraph into more than one column. In order to make

the paragraph into columns: -

1. Click the mouse at the starting point of the text and drag it down till the paragraph is blocked

with black background.

2. Click ‘Format’ Menu and choose the option “Column”.

Now a dialog box appears: -

3. Fix the number of columns either by clicking on the different pictures given or by typing the

number in the box named.

If you want to give a separate line between columns-

4. Click on the box named “line between”

5. Press “OK” button.

Now you can find that the paragraph is divided into so many number of columns as you

fixed.

Note: - If your matter is having multiple paragraphs and you wanted to format the 2nd or 3rd paragraph

into columns, follow the following instructions.

(i) Do not set column format before typing

(ii) Type all the paragraphs first

(iii) Block that paragraph alone which is to be formatted by click and drag

(iv) Apply to column format as stated earlier

DROP CAP

This is a facility to make the first letter alone in big size. Usually, such formatting is found in

texts in magazines etc. to increase the size of the first letter in your paragraph, follow the instructions-

1. Click on “Format” Menu and choose “Drop Cap” after clicking in the paragraph.

2. In the dialog box appearing, click and choose any one of the picture format given and press

“OK”.

Now the first letter of your text is found in a big size.

TEXT INDENTATION

Usually to start a paragraph, some spaces will be put before the first word. This activity

shall not be done using space bar. In order to indent the first line or other lines in a paragraph you

may better use the indenting tool available on the horizontal ruler line.

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As you see from the figure, indentation tab is having 3 parts.

a) Moving the upper part alone will move the first line of the paragraph

b) Moving second part only, moves the rest of the paragraph, except first line

c) Clicking and moving at the bottom square of the tab will move the entire paragraph.

To indent the first line of your paragraph-

1. Click the mouse inside the paragraph-

2. Click on the upper part of the indent tab and move right-ward and release the mouse.

Now you can see that, the first line of the text is intended.

Note: -Before starting typing, if you press the “Tab” key on the keyboard, the same indentation takes

place.

ALIGNING TEXT

Alignment denotes centralizing, left alignment, right alignment or justifying the text. Alignments

can be easily done with the help of certain tools available on the tool bar.

CENTRALIZING

Let us see how can we centralize the heading “What is a Computer”

1.Click the mouse simply on the heading

2.Click the centralizing tool from the tool bar

OTHER ALIGNMENTS

To make the text you have typed, as justified-

1.Click anywhere inside the text by your mouse

2.Click “Justified” tool from the tool bar.

Similarly, left or right alignment can be fixed for your text or heading by simply clicking on

the tool.

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CHAPTER -V

MAIL MERGING

From the first chapter, you have studied, how to bring different types of formats. Now in

this new chapter, let us study how to draft a letter using the mail merge facility in Word.

Mail Merge

Mail Merge facility is used when multiple copies of same letter is to be sent to different

addresses. This may happen, when letters are sent to the parents from a school calling them for meeting,

when all the share holders are called for their general meetings when interview letters are to be sent

to many candidates etc.

Creating Letters, Using Mail Merge

Before starting creating a letter, let us see how many documents will be structured in Mail

Merge. Mail Merge is associated with the following 3 types of documents to be created-

(i) Master Letter Document or Main Document

(ii) Document holding data

(iii) Output documents

Now let us see how can we setup all these documents.

MASTER DOCUMENT OR MAIN DOCUMENT

Master document or Main document is the original letter which we are going to draft. Usually

all the letters are having two different types of data. That is variable data and non-variable data. Usually

address will be variable data. Similarly the address and the time or even venue, in an interview letter

can also change. Non-variable data is the matter to be conveyed through the letter.

If a letter is to be drafted in the following structure, let us see which are the variable and

non-variable data.

From

M/s.ABC Pvt.Ltd.

Kottayam

Kerala.

TO

Mr………………

House Name

Place

(A)

(B)

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Sir,

This is to your kind information that a meeting of our Shareholders, Debenture Holders and

Creditors will be held severally. You are requested to kindly attend the meeting. Venue,

time and date is mentioned below.

a. Status of Stakeholder:

b. Venue :

c. Date :

d. Time :

Place :

Date : Sincerely

Secretary

In the above letter it can be found that, A;C,E and F are Non-variable parts and B and D

are variable parts. This means data in the location B and D and location D will change, when the

address and the status of the investor changes.

SETTING UP THE MAIN DOCUMENT

Now you have the above letter. To start with Mail Merge-

a. Click on Tools Menu and

b. Select Mail Merge.

Now a dialog box named “Mail Merge Helper” appears. In this box you click on the button

named “Create”.

c. From the list appearing choose “Form Letters”

Now, a message box with 2 different buttons appear. Since we have finished the above

letter, you click on the button named “Active Window”.

N.B: You can notice that, the name of your document containing the letter will appear as “Main

Document”, just below the button named “Create”

d. If you want to edit (make changes) to your letter, click on the button named “Edit” and click

on the name of your document appearing.

N.B: If you click on the above button, you should notice that, the dialog box existing will disappear

and you to start by clicking “Tools” Menu, and the option “Mail Merge” again. Once the “Mail Merge

Helper” re-appears-

(D)

(C)

(E)

(F)

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e. Click on the button named “Get Data” and choose “Create Data Source” from the list

appearing.

N.B: Data Source denotes the file which holds data regarding different persons to whom letters are

to be sent.

SETTING UP OF DOCUMENT HOLDING DATA (DATA SOURCE)

So far, you were creating your main document. You typed the letter, started mail merge

and did the setup. Let us now see how the data source can be created. Having finished upto the

point ‘e’ above, you will be waiting with a dialog box named “Create Data Source”.

“Create Data Source” dialog box is a facility to add or remove fields; Fields are the locations

where you will be storing each individual piece of data. All he fields hold changing data.

Let us first see what all fields are required for us to finish our letter.

1. Title- to hold “Mr”, “Mrs”, “Dr.” etc.

2. Name- to receive names.

3. House- to hold the house name.

4. Place- to mention the name of place.

5. Status- to mention the status of stakeholder.

6. Venue- to give the place of meeting.

7. Date- to hold the date of meeting.

8. Time- to specify the time of meeting.

Thus, it can be seen that all changing or variable data in a letter need a filed.

Now, what you have to do: -

f. Remove all fields not necessary for your data source by clicking on an item in the list box

named “Field names in header row” and by pressing the button named “Remove Field Name”.

Thus, you click on “First Name” and click on “Remove Field Name” button. Continue the

process until you remove all of the unwanted fields.

g. Type “Name” in the box named “Field Name” and press the button named “Add Field Name”.

Continuing typing all the other required fields stated earlier by typing the field name in the

“Field Name” box and by pressing “Add Field Name” button. Press “OK” button.

h. In the new box named “Save As”, in the box name “File Name”, you give a name say

“Address Book” and press “Save” button.

i. In the message box appearing, you press the button named “Edit Data Source”. Now you

will find a form called “Data Form” with all the fields you mentioned earlier. Type each data

36

and press the button “Add New” to add the records of another person continue the process

till 3 persons details are entered. When you finish press “OK” button.

Now you are back in the Main Document.

SETTING UP FOR OUTPUT DOCUMENTS

Notice that it is the main document itself, which is to be setup for output document. Setting

up includes, bringing down all the fields you have created, appropriately in the Main Document itself.

This can be done as follows:-

j. Keep cursor immediately below ‘To’.

k. Click on the tool named “insert merge field” from the tool bars [see fog 3]

l. Click the field name “Title”

m. Press “Enter Key” and click “Insert Merge Field” and take the item “Name”.

Similarly bring down all the fields appropriately at the locations- Status, Venue, Date, and

Time appropriately, after placing the cursor.

n. Click on the tool labeled “Merge to New Document”.

Now you can see so many number of letters equivalent to the name and addresses you

have given using “Data Source”.

Simply take the print out and sent the letters.

N.B: Remember to save and keep the Main document for future. You need not save and keep the

Output documents, because you can generate this letter at any time by Opening Main document and

clicking on “Merge to New Document” tool.

37

CHAPTER - VI

DIFFERENT FORMATS

TABLES

Simply speaking Tables are facilities where in the structure is divided into too many Rows

and Columns. Time Table in a school is a good example. Similarly a calendar, attendance book all

are in a Table Format.

While appearing a Table of any format, you will be asked for the number of Rows and

Columns needed. Here, even if row number is not having much significance, the number of columns

shall be given correctly. This is so because, adding one or more rows is a simple process, but to add

additional column will be difficult later on.

HOW TO CREATE TABLE

Facility to create a Table is available in a separate Menu called “TABLE” , in WORD. What

you have to do is-

(i) Place the cursor appropriably in the document.

(ii) Click the Menu named “Table” and press “Insert Table” option.

Now a box appears wherein you have to mention the number of Rows and Columns.

(iii) Enter the number of Rows and Columns and pres “OK” button.

Now you can see that a Table with the specified number of Rows and Columns appeared

on the document at the cursor position.

(iv) Click the cursor inside the first cell and type any heading you want to give.

(v) Use “TAB” key on the keyboard to jump to the next cell and type another heading and continue

the process.

N.B: If you wanted to increase Row number, from the last cell in the table you simply press “TAB”

key. You can find that a new Row is inserted. Continue the same, if needed.

38

CHAPTER - VII

SETTING UP FOR A BIG DOCUMENT

By this time, you are perfect in formatting the document and its contents, write and print

letters using mail merge, creating tables and different forms using the table facility.

In this chapter you will clearly study, how to set up and prepare for developing lengthy

documents such as books with different chapters or lengthy reports, project write-up, thesis etc.

RULER LINE

Let us begin with RULER LINE. A Ruler Line is a thick bar found in the top and left side

of a document. It shows the measurement as well as helps the user to set “tab” stops. Usually ruler is

visible when the user invokes a new document. If it is not visible (both horizontal and vertical ruler

lines) you just: -

Click on “View” menu and click “Page Layout View”.

If it is still not visible- Click “View” menu and click “Ruler”.

HEADERS AND FOOTERS

Headers and Footers are special location provided in a WORD document. Headers are

found in the Top Margin and Footers are found in the Bottom Margin of the document. Headers and

Footers can accommodate text, graphic and type of data similar to one accepted in the Document

Part.

Any Text or Graphic placed in the Header/Footer of a document will be repeated in the

top and bottom part of the document in each page. Logo of a company, name of a chapter in a book

etc, which is supposed to be presented in each page and in the top part can be placed in the Header

of the document. Similarly, if you want to place page numbers, you can use the Footer of your

document. Entry made I the Header/Footer will not be visible clearly but will be printed clearly.

HOW TO ADD HEADER AND FOOTER

This is a very simple process. What you have to do is-

1. Click “View” menu and select “Header and Footer”. Now a new location in the top and

bottom margin appears. You can see a set of Tools also appearing.

2. type anything on the header location

3. to switch between header and footer click on the tool labeled “Switch Between Header and

Footer” from the tools available.

4. click on the above labeled tool. Now the cursor will be placed on the footer location.

39

5. now you can insert the page number simply by clicking on the tool labeled “Insert Page

Number”.

N .B: Click and try each of the tool available on the tool bar. Press “Close” button to come back to

document.

PAGE NUMBERS

While studying “Headers and Footers” you might have noticed that page numbers can be

inserted into a “Header” or “Footer” using the tool available on the tool bar. But it may not possible

for the user to go through “Header and Footer” facility, to insert page numbers. So page numbers

can be easily inserted as follows-

1. Click on the “Insert” menu and choose “Page Numbers”.

2. now a dialog box appears. In the dialog box click on the combo box named “Position” and

choose “Bottom of Page”.

3. you can fix the alignment of page numbers using :Alignmnet” box.

N.B: If you wanted to change the format of the number click on the button . “Format” and make

appropriate changes. Similarly if you don’t want to see the page number on the first page you click

and remove the choice named “Show number on First Page”.

4. Press “OK” button

HEADING AND HEADING STYLES

Headings denotes main or subtitles, which we usually attach with text or matter. WORD

can’t identify a heading or title unless we specifically mention it. Heading is a facility in WORD to

inform WORD that a particular title is a main heading. Totally WORD permits 9 levels of headings.

While typing headings, we can attach numbers also. This can be done using the outline

number facility available in “Format-Bullets and Numbers”.

HOW TO SET HEADING LEVELS AND OUTLINE NUMBERS

Let us start

Type the above headings one by one as follows, without any numbers-

Programming Languages

Structured Programming

BASIC

C

Cobol

40

Object Oriented Programming

Continue………:

MASTER DOCUMENT AND SUB-DOCUMENT

Actually Master Document is the facility which enables, us to organize and maintain lengthy

documents. A master document contains a number of sub-documents. Master document creation can

be done easily by applying heading levels as we have already studied and by dividing such headings

into sub-documents. Dividing and managing with sub-documents enables division of labour in a network

environment.

PUTTING INDEX AND TABLE OF CONTENTS

Indexes are lists showing the words and phrases found in a printed document along with the

page numbers they appear on. Indexes are usually found at the end of books. Such indexes helps

everyone to find a particular topic, phrase or symbol, immediately from the book or document.

In word, to create index you must mark the index entries first. Once you have marked all

the index entries, you choose an index design and build the index. Word then collects the index entries;

sorts them alphabetically, put their page numbers removes duplicate entries and display the index in

the document.

TABLE OF CONTENTS

Table of contents are prepared on the basis of heading levels fixed using the facility stated

earlier. Table of contents are those facilities which lists specific headings in a document, along with

the page numbers they appear on. Such list are usually printed on the first few pages of a book. In

on line reading “Table of Contents” acts as a cross-reference, so that you can see it to navigate quickly

in the document.

TABS

Tabs are used for setting tab stops. Tab stops are specified locations in a line, where the

cursor will jump to the specified place, if you press “Tab Key” from the keyboard. Multiple tab stops

can be inserted on each line. Pressing “Tab Key” on the keyboard will help you to jump to fixed

precise locations.

HOW TO SETUP TAB STOPS

The simple method of setting tab stop is to click on the horizontal ruler line with your mouse.

Different types of tabs are available at the far left of the horizontal ruler line.

The default tab as you can see on the far left side of horizontal ruler line is left tab. Once

you click on this box, the tab symbol changes. The various symbols and their meanings are-

99999 - Left Tab

41

88888 - Right Tab

- Center Tab

. - Decimal Tab

Each click on the left most box produces each different tabs.

The steps to include a particular tab stop in a line is very simple-

(i) Click on the box available on the far left of the horizontal ruler, until it changes to the type of

tab you want.

(ii) Click on the horizontal ruler where you want to set the tab stop.

Now the tab is set.

HOW TO REMOVE A TAB STOP

Removing a tab stop is a very simple process. Click on a tab set on the horizontal ruler line

and drag outside and drop it. The tab, now you selected will be removed.

Note1: After setting a tab stop for a line, you use the Tab key from the keyboard. Each press on the

Tab key will allow cursor to jump to the next position. This helps you to type text at specified locations

with a fixed width between two words. Before entering numeric values, remember to fix “decimal

tab”.

Note2: Precise tab settings can be done as follows –

1. Click “Format” menu and choose “Tab”

2. In the box appearing choose the type of tab required and mention the measurement in

numbers, say 3” or 1.5” or 2.75” etc.

3. Press “OK” button.

BOOKMARK

Bookmark is a facility in WORD to mark or name a location in the document. Such a naming

process helps the user to locate the topics immediately from a big document with large number of

pages. If show Bookmarks facility is enabled,

Bookmarks appear in a square bracket.

42

CHAPTER - VIII

MANAGING PICTURES AND OTHER OBJECTS

WORD is capable of handling pictures and such other external objects. Even sounds can

be inserted into a WORD document. Now in this chapter we will see how-

1.Pictures 2.Auto Shapes

3.WordArt 4.Text Box 5.Chart

HOW TO INSERT PICTURES

Pictures can be inserted in two different ways-

(i) Clip Art Pictures

(ii) From file

Both the above facilities are available in the “Insert menu”

(i) To Insert a Clip Art Picture

1. Click “Insert” menu and point to “picture” and press “Clip Art” from the submenu appearing.

2. In the box available a lot of pictures as systematically classified can be found. Click on any

one and press “Insert” button.

Now you can see the picture made available on your document. To size the picture, click

on the picture and use the handles found on boarder of the picture.

(ii) To Insert a picture from a file-

1. Click “Insert” menu and point to “picture” and click “from file”, from the sub-menu.

2. Search your appropriate folder containing picture files from the “Look in “ box, in the “Insert

Picture” box available and press. “Insert button.

AUTOSHAPES-HOW TO INSERT

Auto Shapes are different shapes which you can insert into a word document. In normal

writing or drawing, it is possible to develop it in WORD.

The steps to include auto shape is given below:-

1. Click “Insert” menu, point “Pictures” and choose “Auto Shapes.

Now a new toolset appears in the document.

2. Click on any one button from the above toolset and choose one shape from the sub-tool

appearing.

Now mouse pointer changes to become a thin cross.

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3.Click and drag on the document to bring the shape.

An yellow box on the boarders of auto shapes inserted can be used by click and drag, to

change the shape. All other handles helps to size the shape.

WORD ART

Word Art is a facility in WORD to add special effects to text. Word Art is available in the

“Picture” sub-menu inside “Insert” menu.

HOW TO ADD SPECIAL EFFECTS ON TEXT

The facility available in Word Art. The steps includes-

1. Click on “Insert” menu, point to “Picture” and choose “Word Art”

2. Now “Word Art Gallery” dialog box appears. Click any one of the box showing different

effect an press “OK”

3. In the new box appearing type your name as a sample text. In this box you can change the

“Font”, its “Size”, make it “Bold” or “Italic” and press “OK” button.

4. Yellow box on the Word Art Text can be used for changing shapes and other handles for

sizing the shape.

Notice that, together with the “Word Art” shaped text a new set of tool bar named “Word

Art” appears. While the control is on the Word Art text you can click and experience the different

tools on the new tool bar.

Now you have formatted text with a good shape and effect of your interest.

TEXT BOX

The main benefit of placing a text box is that the content of a text box can be placed anywhere

in the documents. If you want to put a text in the margin of the document, you just place a text box

and type the matter inside the text box. Moreover, a text box can easily sized too. It can be formatted

to give different effects also.

Inserting a text box is a simple process as follows-

1. From “Insert” menu and click “Text Box”.

2. Now the cursor turns to be a thin cross. Click and drag in the document to give a specific

size.

3. Click inside the box available and type something and click outside.

If you want to change the orientation of the text inserted in the text box and click.

4. You click on the border of text box and click the last tool available on the tool bar named

“Text Box”.

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If you want to remove the border lines of a text box-

5. Click on the boarder of the text box.

6. In the box appearing click on the tab named “Colors and Lines” and click the combo box

named “color” under the label “Line”.

7. From the list of colors appearing click “No Line” and press “OK” button. If you wanted to

fill certain color effects inside the text box-

8. From the above mentioned box choose “Color” under the head “Fill” and choose a color or

click on “Fill Effects”.

If you are clicking on a color as specified above simply press “OK” button. But if you are

choosing “Fill Effects” a new box will appear wherein you can set-

One Color

Two Color

Preset

And choose a shading style of your interest. Now press “OK” button and again press “OK”

button. Notice that the text box assumes the color or gradient affect you applied.

If you want to change the format of the text inside click and drag the text and apply some

formats like color, size, bold etc.

Remember that a text box can hold not only text but also picture and such any other object

as a WORD document can. You can click and drag at the border and place the box at any place in

the document. Sizing can be done using the handles available on the border.

45

CHAPTER - IX

MICROSOFT EXCEL

HOW TO START MS EXCEL

In the first part we have studied in detail about “MICROSOFT WORD”, which is a Word

Processing tool. Even if it is a Word Processing tool, it can be used for many of desktop publishing

works.

Now in this part, we will see in detail about “MICROSOFT EXCEL”. Microsoft Excel is

simply speaking, a Spreadsheet application. Different Spreadsheet applications available in the market

includes “Lotus 123”,”Qpro” etc. All these Spreadsheet applications helps the user to arrange and

manage data systematically. The environment in all Spreadsheets are so designed, so that, the user

can arrange data as grouped and organized. In an office Spreadsheet is a very good application to

manage different data.

MICROSOFT EXCEL – AN OVERVIEW

Microsoft Excel is a platform where spreadsheet type documents or otherwise called “Work

Books” can be placed for data manipulation and management.

Workbook is a document in ‘Excel’ which consists of numerous number of sheets, where

in each sheet is divided into number of Rows and Columns. Moreover each sheet consists of many

pages too.

Each and every elements in an Excel document can be found from the above picture. Letus

see what are the various elements-

1. Work Book

Each work book consists of –Sheets

Each sheet consists of

a. 256 columns [A-IV]

b. 65536 Rows

By default ‘EXCEL’ consists of 3 sheets in a Work Book. It can be increased upto 255

sheets as follows-

1. Click on Tools menu and choose “Options”

2. In the box appearing click on “General Tab” and change the number to 255 in the box labelled

“”Sheets in New Work Book”

3. Press “OK” button

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I. Formula Bar and Name Box: Immediately above the Work Book a box with “=” sign denotes

formula bar and the left adjacent box in the “Name Box”.

HOW TO SELECT CELLS

Cells denotes intersection points of Rows and Columns. To select a single cell, you simply

click on any cell. If you click and drag the adjacent cells will also be selected.

If you want to select certain non-adjacent cells, while clicking on each different cell, hold

down Control (Ctrl) key on the keyboard.

If you wanted to select an entire row, click your mouse on the row number, Multiple Rows

can be selected by clicking and dragging on the row numbers, or use “Ctrl” key from the keyboard.

Similarly, if you want to select an entire column, click on the column heading “A”, “B” etc. adjacent

columns can be selected by click and drag where as non-adjacent cells can be selected by click and

drag while holding “Ctrl” key.

REMEMBER

(i) Even if too many number of rows and columns are available, you should not enter data for

more than one work.

(ii) Thus if your work contains preparation of more than one statement, use different sheets for

different works. New sheets can be easily added.

(iii) Always start your data entry from the first cell i.e. ‘A1’. If you wanted to Centralize or Right

Align the statement, you can do it in the print preview, which we will study later.

(iv) Even if you going to type a heading you start it from the first cell only.

(v) Even if you feel that a data entered in a cell is going invisible , you keep typing. Simply by

increasing the width of a column, you can make it fit into.

(vi) Any backgrounds you put into Excel using “Format”-“Sheet”-“Background” is not printable.

(vii) Merge and Center facility is available for centralizing headings across columns .

(viii) A black thick box found in the spreadsheet denotes a selected cell. The cell address of such

a cell will be displayed on the “Name Box”.

(ix) Sheets can be named by simply double clicking and typing on the Sheet Tab. ‘Sheet Tab’ is

the location where the labels such as ”Sheet 1”, “Sheet 2” etc appears.

(x) After typing, any data can be edited by pressing “F2” available on the top row of the keyboard

or by double clicking in the cell where the data exist or even by clicking inside the “formula

bar”.

(xi) Before typing or editing, ensure that the ‘cursor’ or ‘black box’ is kept on the cell which

contains the data to be edited. When you click on a cell, if the same data in the cell can be

found in the formula bar, you can ensure that the data can be edited.

47

(xii) All the tools for formatting such as “Bold”, “Italic”, “Underline”, “Alignments” , “Font”, “Size”,

“Cut”, “Copy”, “Paste”, ‘Print Preview”, “Save”, “Open”, “New”, “Format Painter” etc. are

the same which you found while studying WORD.

USING EXCEL

By typing some sample data, let us now see how EXCEL can be used. Enter the following

data as per the directions given below.

First Last Gender Date Date of Age Service Basic DA HRA TAX

Name Name of Birth joining Pay

Suresh Kumar Male 05-05-62 10-09-82 10000

James Kurian Male 08-09-68 10-07-88 3000

Shiny M.S Female 12-01-63 09-04-85 5500

Joseph P.J Male 18-02-68 12-01-90 12000

How to start entering the above data.

Above given is some data regarding employees in an organization. Using the above table let

us start learning EXCEL.

1. The first row denotes headings only. You can find that, the words “First”, “Name” are in

two lines, in same column. To bring it into two lines, after typing the word “First” you press

“Enter” key while holding down the “ALT” key. While holding “ALT” key, if you press “Enter”

key a new line will be inserted , in the same column. Similarly, you can type the other column

headings also.

2. After typing in the first cell (ie.’A1’) you bring the cursor to the next cell ‘B1’ by clicking the

mouse or by using the arrow keys. Follow these steps and finish the first Row.

3. Simply bring the cursor to the starting cell of second Row (ie’A2’) and type the name ‘Suresh’

and continue in the next cell in the same row.

4. While typing date data in the cell below the headings “Date of Joining” and “Date of Birth”

you type it in any of the following formats-

a. 05/05/62

b. 05/05/1962

c. 05-05-62etc

But should not type in the following format

05.05.62

i.e., by typing a period (.) as separator. Each part in the above “a”,”b”, and “c” is month/

day/year. Remember, always date and number data will be getting aligned to the right side of the cell

in which it is contained. Thus if you make the entry in the following format, it will not be correct.

48

15-05-62, where in you have to write-

05-15-62, if it is to denote 15th May 1962

5. Allow the cells for “Age”, “Service”, “DA”, “HRA”, and “TAX” to remain blank. Later on,

while studying how to apply functions we will get it filled up using functions.

1. when you make entry for the column “Basic Pay” do not type “Rs.” Sign. You simply type

the amount only.

2. thus you finish the above data entry.

INSERTING ROWS AND COLUMNS

Assuming that , we forgot to enter a main heading “EMPLOYEE LIST” as the first Row

and two Columns “Departments” and “Designations”, let us study, how these rows and columns can

be inserted in to an existing statement of data.

Let us add a heading “Employee List” as the first Row. What you have to do is-

(i) keep the cursor in the first row available currently.

(ii) Click “Insert” menu and choose “Rows”.

Now let us add the two other columns “Departments” and “Designations”. In this regard

you keep the cursor by clicking in the cell “Basic Pay” and-

(i) click “Insert” menu and choose “Columns

(ii) again you do the step (i) to add one more column.

Now a new Row will be inserted. In the first cell (ie.A1) you type the heading “Employee

List”

Now you enter column headings for the new columns inserted. Let the headings be in an

abbreviated form. “Dept.” and “Design”. In the “Dept.” column you enter department names say

“Purchase”, “Sales”, “Stores”, “Finance”. Similarly in the “Design” column you type different designation

such as “Clerk”, “Peon”, “Manager”, and “MD”.

Now you have studied , how to insert Rows and Columns.

FORMATTING COLUMN HEADINGS

Let us now study how the column headings in the statement prepared can be formatted.

1.Keep the cursor in the first cell o f first Row Containing the heading “EMPLOYEE LIST”.

2.Drag to the right and fill up to the length of data available through columns.

3. From the tool bar click on the tool labeled “Merge and Center” now you can find that the

main heading is centralized across columns.

49

HOW TO REMOVE MERGING

To remove the merging done as above, you follow the instructions below-

1. Click in the merged cell

2. From the “Format” menu choose “Cells”

3. In the dialog box appearing click on the tab named “Alignment”

4. Click and remove the “tick” mark from the option “Merge Cells”

5. Click on the box labeled “Horizontal” and choose “General”

Now press “OK” button and see the heading is in the format.

CENTRALISING A GROUP OF CELL HEADINGS

After merging and centralizing the main heading you can centralize the column headings such

as “First Name”, “Last Name” etc. to centralize such minor headings-

1.Click and Drag to select all those individual column headings.

2.Click on the “Center” button from the tool bar.

FORMATTING THE CONTENTS

Formatting can be easily done using the tools available on the tool bars found on Excel screen,

as shown below: -

In addition to the tools shown as above, you can use the formatting facilities available on

the menu. Click “Format menu” and choose cells. Now the following dialog box will appear-

Using the facilities available through different tabs such as “Numbers”, “Alignment”, “Font”,

“Border”, “Patterns” and “Protection” you can format the cells. Some of the formatting available on

each tab is discussed below-

NUMBER TAB

a. General: General formatting has no special format property or attribute. The numbers which

we enter normally in the cells are of general number format.

b. Number: When you click on number option, notice that, some attributes appears on the right

hand side of the same box. In the additional boxes you can fix the number of “decimal places”,

whether “1000 separator” is needed and how to manage with “negative figures”.

c. Currency: Currency format is again a number format itself, which is mainly used for general

monetary values. The “Symbol box available, helps in fixing the currency symbol”.

50

HOW TO SET OUR CURRENCY SYMBOL

Currency setting is something basic to the Windows Operating System. When you click on

the “Symbol” box inside the “Format Cells” dialog box, you may not be finding our currency symbol

“Rs”. Let us now study how to set it.

1. Close the existing dialog box and click on the minimize button of Excel title bar.

2. Now you came to Windows Desktop. Click on “Start” button, point to “Settings” and click

“Control Panel”.

3. From the new window appearing find an icon named as “Regional Settings” and open it by

double clicking.

4. In the box appearing click on the tab named “Currency” and type “Rs” inside the box named

“Currency Symbol” and press “OK” button.

5. Close the “Control Panel” window and maximize your Excel screen by clicking from the Status

Bar of windows.

6. Now in the statement we have prepared you click and drag the column containing “Basic

Pay”. Do not select the heading.

7. From “Format” menu you choose “Cells” and from the “Number” tab press “Currency”. Click

and find “Rs” sign from “Symbols” box. Press “OK” and see that the selected cells are prefixed

with “Rs” sign.

d. Accounting: This helps you to line up the currency symbol and decimal points in a column.

e. Date: Helps you to display date in the different formats given. In our statement you click and

drag the columns “Date of Birth” and “Date of Joining” and go through “Format” “Cells” and

fix a different date format given.

These are some of the major considerable formatting for numbers. Now you can go through

other “Category” and find the attributes that can be attached.

ALIGNMENT TAB

Using the Alignment tab you can set different “Text- Alignment”, “Text- Control” and “Text-

Orientation”. Let us now see how some of these can be applied on our headings. Close the existing

dialog box and-

1. Select the Column headings “First name”, “Last Name”, “Gender”…etc by click and drag.

2. Click “Format” menu and choose “Cells”. Select “Alignment” tab and-

a Click on box “Horizontal” and choose “Center”.

b Click on box “Vertical” and choose “Center”

c In the “Orientation” box, you click on the red coloured “diamond” mark and move upward,

when the box named “Degrees” below become ‘45’ stop moving and press ‘OK’ button.

51

Now you can find that the Orientation of heading changed and is horizontally and vertically

centralized.

N.B: All other tabs- i.e. “Font”, “Border”, “Pattern”, will give tools to help you different formats and

borders.

N.B: If any of the column headings above are having readability problem, you click on –

1. “Format” menu, point to Row and fix the height of Row, either by clicking on “Height” or

“Auto Fit”.

2. Similarly, to fix the width of columns click on “Format” menu and choose “Column” and click

on either “Width” or “Auto Fit Selection”.

N.B: Each Row, Column or Cell can be given individual background and foreground colours using-

“Format”- “Cells”-“Fonts”

And by choosing a color from the “Color” box.

N.B: You can put beautiful backgrounds to your sheets by clicking on “Format” menu and choosing

the option “Background” from the item “Sheet”.

Now from the dialog appearing you find an appropriate picture file by clicking and moving

the “Look in” box. Press “Open “ after clicking a picture file-

The picture thus inserted cannot be printed.

N.B: You can insert new Rows, Columns and Sheets by choosing on “Insert” menu and by clicking

“Rows”, “Columns” or “Worksheet”.

BORDER SETTING

Even if, Excel spreadsheet shows division of Rows and Columns, if you go through print

preview you can notice that, the Row and column separation is not there. Thus, the gridlines separating

Rows and Columns are not printable object.

N.B: Print Preview can be enabled only if a printer is setup I your computer. If printer is not enabled

you can set the same as follows-

PRINT PREVIEW

Print Preview of your statement can be as follows: -

*.”File” Menu, click “Print Preview”. To move out click “Close” Button.

HOW TO SET BORDERS FOR YOUR STATEMENTS

In this regard you can successfully use the tool labeled “Borders” from the tool bar. To

bring borders for our statement as shown in the tables earlier you follow the instructions below-

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a. Click and drag to select the entire data area.

b. Bucolic on the drop down button of the Border tool.

c. Of the different borders available click on the one

Now, if you go for the “Print Preview”, you can notice the selected area contains printable

borders.

d. Click and drag to select the first column only. Again, after holding the “Ctrl” key from

keyboard, you click and drag the next column “Last Name”. Continue the process, until all

the columns are selected individually.

N.B: Remember to hold down “Ctrl” key.

e. Click the button specified in “c” above in the picture.

Now, if you go through “Print Preview” you can see that all the columns contains printable

borders. Now you can simply take the print out, which gives a good look for your statement.

PAGE SETUP

Page Setup can be invoked in two ways -

1. Click “File” menu and choose “Page Setup”.

2. Click “File” menu and choose “Print Preview”. Now in the screen appearing you can find a

button labeled as “Setup”. Click on the same.

Both the actions produce a dialog box as follows-

a In that box from the “page” tab you have to choose “Portrait” or “landscape” only. Moreover

some paper settings can be done if you choose the “Options” button.

b Click on the tab labeled “Margins”. The major change to be contributed here is the appearance

of data in the printed paper. If you want to get the data printed centralized vertically and

horizontally you-

c Click both the options “Horizontally” and “Vertically”.

You can change the Top, Left, Right and Bottom margins by fixing appropriate measurements

shown around the preview, as shown in the picture.

Header and Footer. This facility helps in setting customised “Headers” and “Footers”. Let

us now see how headers and footers are set-

a. In the “Header/Footer” Tab, click the button “Custom Header” for setting a Header or

“Custom Footer” for setting Footer.

Header data appears in the top of the page and Footer data in the bottom part of the pages.

b. Both “Header” and “Footer” dialog boxes produced contains the following 3 sections-

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(i) Left Section- TO show data as left aligned.

(ii) Center Section- TO show data as Centralized.

(iii) Right Section- To show data as Right Aligned.

All the above alignments will happen in Header or Footer Area only.

You can see the different buttons placed on the above dialog box. Each tool is purpose

oriented and you should use it systematically through “Headers” and “Footers”.

Note: Pressing “Enter Key” while typing inside any of the above sections inserts a new line.

Crafter-making entries, you press “OK” button.

Now you can see that the “Header” and “Footer” data is there. When you take the printout

the Header or Footer data will be visible, “Headers” and “Footers” can be setup using “Headers and

Footers” in “View” Menu.

54

CHAPTER - X

EDITING TOOLS IN EXCEL

CUT, COPY, PASTE

While studying WORD, we have seen these options. Here in EXCEL it is same as that of

WORD. Anyway, we will see the shortcuts for these options.

CUT AND PASTE

1. Click on a cell to be cut

2. Point to the border of cell and drag the mouse

3. Drop it in another cell.

COPY AND PASTE

1. Click on a cell to be copied

2. Point to the border of the cell and drag the mouse.

3. Hold down “Ctrl” key on the keyboard and drop.

Again “Ctrl+C” acts as copy, “Ctrl+X” acts as cut and “Ctrl+V” acts as paste.

PASTE LINK

Paste Link facility enables the user to establish a link with the copied and pasted locations.

If there is a change in the copied location, pasted data will also change. This facility was also seen,

while studying WORD. Anyway here it has some additional features in EXCEL.

HOW TO PASTE LINK

To paste link-

1. Click on the cell containing data to be copied.

2. From “Edit” menu click “Copy”

3. Click on the cell where copied data is to be pasted.

4. From “edit” menu click “Paste Special”.

Now a dialog box appears. In the dialog box you click on the button labeled as “Paste

Link” and press “Esc” key to remove the moving effect found on the copied cell.

If you click on the “Paste Linked” cell and look into the formula bar, you can find a formula

with an equal (=) sign and dollar ($) signs. Instead of following all the instructions above, you can

type the formula in a particular cell and can get paste linked to that cell. When you type a formula

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you can avoid typing the $ sign. The alphabet and a “number” in the formula denotes the cell address

from where the data is copied.

TRANSPOSE

From “Edit” menu when you click on “Paste Special” a dialog box is produced. In the dialog

box you can find an option “Transpose”. Simply speaking this facility helps you to bring in Columns

as Row data and data in rows as Column data.

PASTING FORMULA ONLY

If you are having a cell containing formula, any trial to copy and paste the same will produce

the result of the formula only. But if you wanted to copy and paste the formula itself you can use the

“Paste Special” facility.

1. Click on the cell containing any formula.

2. Copy using the facility in “Edit” menu.

3. Click in the cell where the formula is to be pasted.

4. From “Edit” menu click “Paste Special”.

5. In the box appearing click the option “Formulas’ and press “OK” button.

Now the formula in the copied cell only will be pasted.

Similarly, to paste “Values” only, or take some “Formats” alone, you can use the “Paste

Special” facility.

FILLING VALUES

Let us now see how values can be filled in through the different cells. Have what you have

to do is-

1. Type a value to be repeated and filled in different cells.

2. Click and drag an area, (“row-wise” or “column-wise”) it is filled up.

3. From “Edit” menu point to “Fill” and click “Down” (if the filling is to be done column –wise)

or “Right” (if the filling is to be done row-wise).

Now you can notice that, the data is filled in the various ‘Rows’ or ‘Columns’ according to

your selection of Cells.

GENERATING SERIES

This can be done using “Edit”-“Fill”- “Series”. Let us now see how this can be simplified

using click and drag.

1. Take a new sheet in your workbook.

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2. Type ‘1’ in the first cell ‘A1’ and ‘2’ in the second cell ‘A2’.

3. Click and drag to select both the above cells.

4. In the bottom right corner of the selected area, you can find a black thick square. Point the

mouse to the same.

5. Now mouse pointer changes to be a thin cross. Now click and drag downward to fill up to

‘A10’.

Now you can notice that, you have generated a series of numbers.

Similarly you can see the names of months, any date, names of weekdays etc. to generate

the rest of months, date and weekdays.

MANAGING WORKSHEETS

Managing worksheets includes the deletion inserting, moving etc. of worksheets. Worksheets

are the environment which provides you with a lot of cells by the intersection of Rows and columns.

Each worksheet in EXCEL is by default named as “Sheet 1”, “Sheet 2” etc. is found) enables that

particular worksheet.

RENAMING A WORKSHEET

This a very simple process as follows: -

* From “Format’” menu, point to “sheets” and click “Rename”.

* Now the named tab of sheet assumes a black colour which denotes that, you can type a

name and press “Enter” key

* You type any name. Name can be two different words.

INSERTING A WORKSHEET

A new worksheet can be easily inserted as follows-

* Simply click “Insert” menu and choose “Worksheet”. Now a new sheet will be inserted in

the current sheet position; The newly inserted sheet will automatically assumes a name

sequentially.

SELECTING A SHEET

To select a single sheet simply click on the name part or called sheet tab.

If you wanted to select more than one sheet at a time, while clicking on the sheet tab, hold

down “Ctrl” key.

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COPYING OR MOVING A SHEET

To copy or move a sheet you can use the facility given in “Edit” menu. Choose the option

“Move or copy” sheet from “Edit” menu.

Another simple method of moving or copying can be seen first.

COPYING/MOVING INSIDE SAME BOOK

Let us see the short cut first.

1. Click on the sheet tab where sheet name is found) and move mouse, while holding the click.

2. Notice that a prototype of the sheet is now attached to the mouse and at the same time, a

black small downward arrow, moving in the mouse direction.

3. Position the moving arrow and release mouse click. Notice that the sheet is moved to a new

location. Now we moved a sheet. To copy a sheet, in the 3rd step (above) before releasing

the mouse click, you press and hold the “Ctrl” key.

Now the sheet is copied.

COPYING/MOVING USING MENU ITEMS

The steps includes-

1. Click on the sheet tab of the sheet to be moved/copied.

2. From “Edit” menu click “Move or Copy Sheet”.

3. In the dialog box appearing, from the list named “Before Sheet” click on any of the sheet

name shown and press “OK”.

In the above 3rd case before pressing “OK” button, if you click on the small box labeled

“Create a Copy”, the action results in copying a sheet. In both the above cases, sheets were moved

inside same document/book. Remember you can copy or move sheets documents books. Now let

us see how this can be done.

DELETING A SHEET

This is a very simple process. To remove a sheet permanently-

1. Choose the sheet to be deleted, by clicking on the sheet tab.

2. From “Edit” menu choose “Delete sheet”.

Now the selected sheet will be deleted permanently. If you want to delete more than one

sheet, you can select those sheets by holding down the “Ctrl” key, while clicking on each sheet.

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HIDING A SHEET

To hide and keep protected, you can hide a sheet simply-

By click “Hide” from “Sheet” inside “Format Menu”.

The sheet which is currently selected will remain hidden.

To Unhide-

Click “Format Menu” and click “Sheet” and press “Unhide”.

59

CHAPTER - XI

FORMULAS AND CHART

CELL ADDRESSES

Each Column is named at the top of same as “A”, “B”, “C” etc. and each Row is numbered

as 1,2,3 etc. the value formed by the intersection of each Row and Column generates the cell addresses.

Thus, cells starts from ‘A1’,’A2’,’A3’…etc in Column ‘A’ and ‘B1’,’B2’,’B3’… etc. in Column

‘B’ etc

CELL NAMING

Names are substitutes for cell addresses. You can name each cell and can call or refer to

that cell using the names. ‘Names’ helps the user to insert formulas with more flexibility. “Name”

facility is available in the “Insert” menu. Now let us see how to name certain cells, using the same

example of calculating interest. Follow as given below-

1. Select the Book containing values for calculating interest.

Note: If the book is not available you type and include the Principal, Period and Rate in a new book.

2. Click inside the cell containing the amount of ‘Principal’- 10,000

3. From “Insert” menu, point to “Name” and choose “Define”.

4. In the dialog box appearing you type “P” and press “OK” button.

N.B: “P” denotes an abbreviation for “Principal”.

5. In the same way you click in the cell containing value for period and follow step 3.

6. In the dialog box type “N” to denote “Period”.

7. Continue the same process and type “Rate” for the amount in “Rate” for the amount in “Rate”

column and press OK.

N.B. Now you have 3 names for the cells, A2, B2, and C2, ie. “P”, “N” and “Rate”

8. Click inside the cell containing formula for calculating interest and type as follows-

=P*N*Rate

Now you can find that the interest is calculated correctly.

9. Click on another sheet and choose any cell. Type the formula with name as follows-

=P*N*Rate

Even without mentioning the name of sheet as if we have done in the case of cell addresses

you got the output in a new sheet.

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Anyway while using a new book, the book name which contains the “names” should be

mention in ‘[]’ brackets, but you can avoid the name of sheet.

CREATING NAMES AUTOMATICALLY

In the above case we have seen how to name a cell by defining the name by yourself. Now

let us see how the Column headings or Row headings can be converted as “names” of cells or Rows

even columns automatically. In this regard let us make use of the “Employee List” created while starting

with Excel. Follow the steps-

1. Open the file containing the “Employee List, or type and create the Employee List given in

the first chapter, once more.

2. Click the mouse inside the cell containing the value- “First Name”.

3. Drag and fill the entire list.

4. From “Insert” menu point to “Name” and click “Create”

5. In the dialog box appearing you can find that the boxes corresponding to “Top row” and

“Left column” are selected with a tick (P) mark. Simply press “OK” button.

Now, the data in the “Top row” (ie-First Name, Last Name, Gender etc) and the “Left

Column” (Suresh-Suresh, James, Shiny etc.) has become names representing values in such columns

rows. Now you can apply formulas simply using such names.

COMMENTS

Comments helps to give short descriptions to data in each cell. Usually while giving column

headings it will be in some abbreviated form. Here you can use “Comment” facility available in “Insert”

menu to give its full name. For e.g.. In our “Employees List” you click inside the cell containing the

heading “Date of Birth” and type an abbreviated form “DOB”. Now follow the steps below-

1. Click on the cell containing data “DOB”

2. From “Insert” menu click “Comment”

3. A box appears wherein you type “Date of Birth” and click outside.

4. Just bring the mouse over the cell containing a “Red diagonal mark”, which indicates that

comment is there. You can find that the text appears in a box.

DELETING A COMMENT

To delete a comment, follow the steps below-

1.Click cursor inside the cell containing a comment

2. from “Edit” menu, point to “Clear” and click “Comments”.

Now the comment alone will be deleted from the cell.

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PICTURES

Picture facility and the objects available are same as that of WORD. Since you have studied

it there we will not be discussing anymore.

CHARTS

Efficiency of spreadsheet, remains to a great extend with its ability to bring charts. Graphical

representation of data gives better a picture. So far all charts are highly required. Different charts,

say, Column Chart, Bar Chart, Line Chart etc. can be prepared in EXCEL.

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CHAPTER - XII

FUNCTIONS

Functions are predefined formulas that perform calculations by using specific values, called

Arguments. Arguments can be numbers, text, logical values such as TRUE or FALSE. EXCEL

facilitates a lot of inbuilt function, classified into different categories. In this chapter we will study how

these functions can be utilized. All functions should start with equal (=) sign.

DATE FUNCTIONS

Let us start with the category “Date”. Now let us see some of the major functions coming

under the category “Date & Time”.

N.B. To see the various category of functions you

(i) Click “Insert” menu and choose “Functions”.

(ii) In the dialog box appearing you can find two columns “Function category” and “Function

name”

(iii) Click on the category named “Date & Time” and see the various functions on the box named

“Function Name”.

Note: For any other functions to be described in this chapter you can see the same steps shown

below to find it.

Now let us see the major Date functions, one by one-

DATEVALUE (DATE-TEXT)

This function returns a number which represents the text type date mentioned in the function.

In our routine activities, such as function is not having much value. Argument is what is mentioned in

the bracket.

Eg:a.=Datevalue (“8/22/55”)

a. Returns a Value “20323”, if you type the date in the cell as shown above.

b. =Date value (“22-Aug-55”)

Returns the same value 20323, if you type the function in a cell as shown.

NOW ( )

This function returns the current date and time. What you have to type is, simply

=Now ( )

In any cell. Now you can find the current date and time in the cell where above functions is

typed. If the time in your computer is incorrect, the result will also be wrong.

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TODAY ( )

This is a function used for retrieving the current date. You simply type-

=Today ( )

And the cell in which you are typing the function contains the current date.

YEAR ( )

This function helps you to retrieve the year part alone from a date given as sting

or otherwise, as argument.

Eg: 1=Year (“10-10-1998”)

Returns 1998

2. =Year (Today ( ))

Returns 2000

HOW TO CALCULATE AGE

Assuming that cell ‘A5’ contains a date-05-03-1965, which is a date of birth. Now

let us see how Age can be calculated in the cell ‘A6’. You type inside the cell ‘A6’-

=Year (Today ( ))- Year (A5)

Returns a value 35 in cell ‘A6’.

Note: Now you can find the age of each employee, in the “Employees List” prepared earlier. After

calculating age for one employee, you can use the “fill-drag” facility to copy the formula through other.

Use the same function and the method of application to find out service also.

MATHS & TRIG” FUNCTIONS

Some of the major Mathematical functions are discussed below-

LN ( )

This function returns the natural logarithm of a number.

The function can be applied in the following way. In a cell you type-

=LN (86) “Press Enter Key”

Returns the value 4.454347

If the value 86 is available in cell “A3” you can find the logarithm in the cell “A4” as follows-

=LN (A3)

Returns the value 4.454347

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LOG10 ( )

This function is used to find the logarithm of a given number with 10 as base. You type in

the following way, in a cell

= LOG10 (86)

Result=1.934498451

Similarly-LOG10 (A3) can also be applied.

PRODUCT( )

This function is used for multiplying all the values given as argument. Apply it as follows-

=Product (10,15,20,10)

Result in the cell will be 30000.

Similarly if the above values are typed in the statement below, you can get it multiplied as

stated below-

You type inside cell ‘A5’-

=Product (A1:A3, C1)

Result will be 30000

Again, if you want to multiply the above values with an external value, say 2, you can apply

as follows-

=Product (A1:A3, C1, 2) = Result is 60000

ROUND( )

This function is used for rounding a number to a given number of digits. To apply

you type as follows-

(i) =Round (2.15,1) Result 2.2

(ii) =Round (2.149,1) Result 2.1

(iii) =Round (21.15-1) Result 20

(iv) =Round (215.25, -2) Result 200

(v) =Round (265.75, -2) Result 300

If some value is available in a cell, say “A4” you can get it rounded in ‘A5’ as follows-

=Round (A4, 1) or

=Round (A4, -1) etc.

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Similarly if the statement contains some values as mentioned below, you can get the product

as shown there under-

Apply as follows to get the product rounded to 1 digit on the integer part.

=Round (Product (A1:A3, C1)

Result 89630

Otherwise, if the “Round ()” is not used above the result will be “89628.56”.

SQRT( )

This function is used for finding the square root of a given number. Apply as follows-

=SQRT (4) Result = 2

If ‘A1’ contains a value 25 you can type as follows-

=SQRT (A1) Result=5

SUM( )

To find the sum of a given set of values you can use the function. “Sum( )”.’Sum(

)’ can be applied as follows-

=Sum (10,15,25)

Result=50

If you wanted to get the sum of values shown in the sample statement earlier (while studying

product( )) you can apply as follows-

=Sum (A1:A3,C1)

Similarly, as we have seen in “Product( )”, all other type of applications are also feasible

for “Sum( )”. More over to get the sum of values available in a column you can use the tool after

placing the cursor appropriately. What you have to do is press the tool and press “Enter key”.

Now you can apply “Sum( ) “ to find the total Basic salary of employees as shown in our

“Employee List”.

SUMIF( )

This is a special function used for calculating the sum of certain range of values, which satisfy

a condition. If instance, you can use this function to find the sum of basic pay drawn by “Managers”

only or “Clerks” only in an organisation.

Now, let us consider the following statement. You type the data into a new sheet.

Using the statement (fig 4) let us study how “Sumif( )” can be applied. Before going through

queries, let us see what is the syntax for ‘Sumif( )’-

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=Sumif (Range, Criteria, Sum-Range)

Range-denotes the range of cells you want evaluated.

Criteria-is the condition upon which the evaluation will be done.

Sum-range-denotes the values in a range of cells to be totaled.

Using “Sumif( )” let us now see-

(i) What is the total salary drawn by Managers only.

(ii) What is the total salary expenditure for “Finance” department alone.

Answer the first question as below-

(i) Click inside the cell “E1”

(ii) Type as below-

=Sumif (B2:B11,“Manager”, C2:C11)

Gives the result=22000

Answering the second question. You type as follows in the cell “E2”

=Sum if (D2:D11,”Fin”, C2:C11)

Gives the result=23300

Now you can apply “Sum if ()” to evaluate different queries arising out of data in our

“Employee List”.

STASTICAL FUNCTIONS

Let us now see some of the major functions available in this category. Only those functions,

which are used regularly, will be discussed here.

AVERAGE ( )

this function helps us to find out the range of values given as arguments. For example

=Average(10,20,30) gives an output 20.

Further you can find average of values in the following different ways-

=Average (A1:A5)

=Average(A1:A5:C2)

=Average(A1:A5,A10:A13,10)

=Average (A1:A5) C2, 10)

The above cell addresses are sample addressed assuming that they contain some values.

67

COUNT( )

This function is capable of counting the total number of values (numeric only) available in a

given range of cells or arguments. Thus-

=Count (10,12,13)

Gives an output 3 (ie. 3 values are there in argument list)

=Count (25,32,”Hello”)

Gives an output 2, because “Hello” is not a numeric value.

You can also use cell-addresses also as follows-

=Count (A1:A10)

=Count (A1:A10, A25:A30, 10) etc.

NB: Assumed that the cell addresses given contains some sample numeric data only.

COUNTA( )

This is a function that can be used for counting the number of cells containing any type of

value (Suresh text/numeric). Thus all non-empty cells in the specified range (mentioned as argument)

will be counted. For example you can type as follows-

=Count (A1:D10)

Further you can see any of the methods mentioned in “Count ()”

N.B.Assumed that the cells A1 to D10 contains different values.

COUNT BLANK( )

This function counts the number of blank cells in a specified range. Thus, if you type as

follows-

=Count Blank (A1:A10)

It will give a number equivalent to the number of blank cells in the range ‘A1 to A10’.

COUNTIF ( )

This function can be used to count the number of cells which satisfy a condition. He syntax

goes as follows-

=Count if (range, criteria)

Thus in our earlier statement, shown under the head 2.7 “Sumif( )”, if you want to count

how many Managers are there, you type it as follows in any one of the adjacent cell-

=Count if (B2:B11,”Manager”)

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Thus using our “Employees List” you try to find out how many employees have a service

for more than 7 years.

MAX( )

This function returns the largest value from a given set of values. Thus if you type as follows-

=Max (10,25,30,8,9)

It gives an output 30, since it being the biggest value in this argument list. You can use cell

addresses also refer to any range of values in a sheet. Thus to find out the biggest salary drawn you

type as follows in the statement prepared earlier-

=Max (C2:C11)

And the output will be 12000.

MIN( )

This function is opposite to Max( ). This helps as find the smallest value from a given list.

You can apply it in the same way you did with Max( ). If you wanted to find the difference between

the largest and the smallest values in a given list see below-

=Max (10,20,90,8)-Min (30,60,40,20,50)

Output will be 70

LOGICAL FUNCTIONS

These functions help us to apply conditions logically. The major functions as listed below

will be explained here.

(i) If( )

(ii) And ( )

(iii) Or ( )

IF( )

This function is used to evaluate to True or False, if a specified condition is compiled with

or not. Nested “If” is also permitted. You can use ‘If’( )’ to conduct conditional tests on values and

formulas. The syntax of ‘If( )’ is given below-

=If (logical-test, value-if-true, value-if-false)

Explanation

Logical-test-is any value or expression that can be evaluated to True or False

Value-if-true-is the value returned if logical-test is True.

Value-if-false-is the value returned if logical-test is False.

69

N.B. Maximum number of nested ‘if’ is seven.

AND( )

And( ) checks whether all the arguments mentioned are “true” or “false”. Thus it executes

anything only if all the arguments are “True” only. Syntax is as follows-

=And (argument1,argument2,argument3,…..) if all the arguments are “true” it executes

whatever stated. Thus you can have a checking as follows-

=If (AND (A1=”Manager”, B1=”Purchase”), C2*50%, C2*25%)

Explanation:

(i) First the expression checks, whether the value in cell “A1” is equal to “Manager”.

(ii) Next it applies “And”

(iii) Third the expression checks whether the value in cell “B1” is equal to “Purchase”.

(iv) Thus, if both the above conditions return a value “True”, the expression calculates 50% of

value in cell “C2”.

(v) If either of the above condition fails, the expression calculates 25% of the value in cell “C2”.

Thus the above statement should be read as follows-

“If the value in cell “A1” is equal to “Manager” AND

“If the value in cell “B1” is equal to “Purchase” Then

Calculate 50% of the value in cell “C1”, otherwise

Calculate 25% of the value in cell “C2”.”

OR( )

“Or( )” is used when result is to be achieved if either of the conditions need only be satisfied.

Thus “Or( )” can be applied similar to that of “And( )” as follows-

=Or(argument1,argument2……) thus you can apply a function as follows-

=if(Or(A1=”Manager”,A!=”Clerk”),C2*25%,C2*10%), means that,

“if the value in cell “A1” is equal to “Manager” OR

“if the value in cell “A1” is equal to “Clerk”,

calculate 25% of the value in cell “C2” , Otherwise

Calculate 10% of the value in cell “C2” .”

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AUDITING

Auditing is a facility in Excel to locate the precedents and dependents of formulas. It helps

to find out easily which are the values dependents on another value and similarly the precedents of

such values.

To study the impact of auditing you simply type values (say 10 and 15) in the cells A1 and

A2 and type a formula=Sum’ (A1, A2)’ in the cell ‘A3’. Similarly in “B3”=Product”(A1, A2)”.

Now follow the steps below-

1.Click on the cell ‘A1’ and click “Tools” menu.

2. Point to “Auditing” and click “Trace Dependents”.

Now you can find that two arrows in blue color is pointing to the cells “A3” and “B3” denoting

that these are the values depending on the value in the cell “A1”.

Now to remove the arrows- from “Tools” you point to “Auditing” and click “Remove All

Arrows”.

Similarly,

1.Click on the cell “B3”.

2.From “Tools” menu point to “Auditing” and click “Trace Precedents”.

Now you can find that two arrows starts moving from the cells ‘A1’ and ‘A2’, which denotes

these are the values on which the value in “B3” id dependent.

Thus, in very large sheets containing too many formulas, to find out the values which are

precedent and dependent you can use the Auditing facility.

DATA FILTERING

Data Filtering is a facility available in Excel to find those related data from list which satisfies

certain given condition. Filtering may be-

a. Autofilter or

b. Advanced Filtering

Autofilter helps us to apply simple filtering, whereas “Advanced Filtering” helps to apply

multiple conditions to locate data satisfying specified criteria.

To study both autofiltering and advance filtering you enter the following statement in a new

sheet.

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A B C D E F G H

1 No FName Lname Sex Age Desgn. Dept. Salary

2 1 Santhosh Babu M 28 Clerk Purchase 2500

3 2 Jayan Peter M 38 Manager Sales 12000

4 3 Sindhu K F 30 Clerk Finance 3500

5 4 Ashok Santhosh M 35 Manager Finance 10000

6 5 Anitha Kumari F 28 Clerk Sales 1800

AUTO-FILTERING

1. Click inside the statement prepared as above.

2. From “Data” menu choose “Filter” and click “AutoFilter”.

Now notice that each field heading (Suresh, No, Fname, Lname etc.) is attached with a

combo list.

3. Click on a combo list and choose any of the condition.

Now the total data list will be filtered according to your choice.

A. Thus, to list all “Manager” in the organization-

(i) You follow the first steps mentioned above-

(ii) Click on the combo from the field “desgn.” And choose “Manager”.

Now the list will be filtered to show all Managers alone.

B. Similarly, if you want to see all employees drawing a salary greater than Rs. 5000, follow as

given below-

(i) Follow the first two steps.

(ii) Click on the combo box attached with the field “salary” and choose: customs” from the list.

(ii) Now in the new dialog box appearing you click and choose “is greater than” from the first

box and type 5000 in the second box; and press “OK” button.

Now the data list will be filtered accordingly. Above were certain examples of autofiltering.

Depending on your requirements you can use autofiltering facility.

N.B: Remember that, before applying a second filtering you should bring the entire list as follows-

(i) Click on “Data” menu.

(ii) Choose “Filter” and click “Show All”.

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ADVANCED FILTERING

Let us take a question to apply advanced filtering. Suppose we want to know all the clerks

below age 30.

Now you have to first define a criteria location. That is the location where the above condition

will be specified. The conditions are to be mentioned on the basis of Field headings.

In this regard, for convenience you copy the cell values ranging from “A1” to “H1” as

follows-

1. Click and drag to select the cells from “A1” to “H1”

2. From “Edit” menu click “Copy”

3. Place the cursor in the cell “A14” and press “Enter key”. Now the fields will be copied to

new locations.

4. In the cell “E15” (Suresh just below the field “Age”) you type <30. Similarly in the cell “F15”

(Suresh, just below the field Desgn) you type Clerk. Now the criteria area looks as follows-

Now you have the criteria area prepared. Follow the steps below-

(i) Click inside the data list.

(ii) From “Tools” menu choose “Filter” and then “Advanced Filter”.

Now you can find that the entire data area is selected. Moreover, a new dialog box as shown

in the appears-

(iii) Click on the radio button labeled “Copy to another location”.

(iv) Click inside the box labeled “Criteria Range” and click and drag in the statement to select

the cells “Age” and “<30”.

(Of you can’t see the criteria area, use the blue bar location to move the dialog box to some

convenient corner).

(v) Similarly while holding down the “Ctrl” key on the keyboard, you click and drag on the

statement to select the cells “Desgn” and “Clerk”.

(Both the steps (iv) and (v) are to be applied on Criteria Range copied in the cells “A14”

to “H14”.

(vi) In the dialog box click inside the box “Copy to”

Now what you have to specify in the worksheet is the range of cell addresses where the

output shall appear. Always try to give that much number of rows and columns equivalent to that of

the data list or list range.

(vii) Click on the cell address “A17” and drag upto “H29” to specify the copy to location.

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Always remember that of the “Copy to” range of Rows and Columns specified should not

be less than the number of rows and columns required for the output. Moreover, the Columns should

be exact as that of Data list.

(viii) Press “OK” button from the dialog box. Now all the “Clerks” whose age is less than 30 will

be placed in the cells mentioned as “Copy to” location.

Similarly you try to apply the following filtering also-

(*) All employees whose age is greater than 30 and working in Purchase department.

Steps:

(i) Delete the earlier values (ie ‘30’ and “Clerk” from criteria range) and include >30 in the cell

below the field “Age” and “Purchase” below the field “Dept.”.

(ii) In the dialog box appearing from “Data”- “Filter”-“Advance Filter”, just change the cell

addresses of “Criteria Range” alone by clicking and dragging the cells “E14:E15” and

“G14:G15”. Remember to hold “Ctrl” key.

(iii) Click on the radio button “Copy to another location” and press “OK”.

Now you will get the output.

TABLES

Data Table is a facility in Excel which accepts 2 set of input values, based on which the

related values will be computed. In this regard you should show a sample formula. Let us take the

example of simple interest as shown in the following sheet- in the Cell “D3” you enter the formula,

“=A3*B3*C3”. Now the cell evaluates to the value 10000.

How to create two input table

Based on the above formula let us calculate what will be the various interest amount at the

varying rate and period.

Rates- 11%,12%,12.50%,13%,

Periods- 2,3,4 and 5 years.

Arrange the above rates and periods as shown in the above tables. Click inside the cell

containing formula-(ie Value 10000) and follow the steps below.

(i) Click and drag upto “H7”.

(ii) From “Data” menu click “Tables”.

(iii) In the box labeled “Row input cell” type “B3”. Similarly in the “Column input cell” type “C3”,

and press “OK” button.

Now you can find the varying interest amount for varying rates. If you change the Principal

amount you can find the interest also changing.

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CHAPTER - XIII

POWERPOINT:DESIGNING PRESENTATIONS

HOW TO START POWERPOINT

From Windows Desktop click on “Start” button-point to programs-click on “Microsoft

PowerPoint”.

Anyway depending on the settings PowerPoint may be available in some other sub-menu

also.

OPENING POWERPOINT 97

When you start opening “PowerPoint” the following screen will appear.

It can be seen that a presentation can be started using-

1. Auto Content Wizard

2. Template

3. Blank Presentation

Of the above three categories, Auto Content Wizard gives a step by step guidance in

developing presentation. Auto Content Wizard contains sample presentations for many topics to be

presented. Thus in Auto Content Wizard we can begin presentations that contains suggested content

and design.

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DEVELOPING PRESENTATIONS

Let us study how to develop presentations using “Templates” as well as “Blank

Presentations”. Templates are in built facilities, which gives us certain pattern of design in preparing

presentations.

PRESENTATIONS USING “BLANK PRESENTATION”

When you start with “Blank Presentation” from the first screen the following new screen

will appear.

N.B. When you click on a slide type, in the right hand side, a square box will show what is the type

of slide. For example, if you click on the 4th slide in the first row, the box shows “Table”.

(i) To add a sample slide, you click on the second slide and click “OK” button.

Now the following slide will appear.

(ii) In the above box appearing you click inside the location. Where “Click to add title” text is

found.

(iii) Now you type a heading “PowerPoint”.

Note 1: If you want to format the heading typed you click on the border lines with handles and can

use the following tool bars to apply different formats like “Bold”, “Shadow”, “Underline” etc.

Note 2: If you want to reduce/increase the size of the text box you can use the handles (square shaped)

available on the border.

Note 3: If you want to give a background colour you can use the tool “Fill Color” shown on the tool

bar in . From the “Fill Color” facility, you can click on “Fill Effects” and can apply gradiant/textures

as backgrounds.

After having done with appropriate backgrounds you continue as follows-

(iv) Click on the box where, the text “Click to add text” can be found. Type as follows-

a Auto Content Wizard

b Templates

c Blank Presentation

Note 1: using the handles on the border, You can size the text box. Clicking on the border and by

dragging, you can move the entire box to an appropriate location.

Note 2: Use the said tools themselves to fix certain formats.

(v) If you want to set a background for the slide itself. You simply right-click on the blank white

space and click on the “Background…” from the menu appearing. Now a dialog box will

appear and click on the Combo box (immediately below the picture shown) and click on a

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color or click “Fill Effects”. In the new box appearing choose any effect of your interest,

press “OK” button. Now you click on “Apply” button.

Now you have done some preliminary formats for the slide.

ENCHACING THE SLIDE

Now you have a slide prepared as follows-

On the slide you have mentioned the heading of the topic to be presented and the main

three steps in building a slide.

Now let us include more slides, so that each of the topics can be described in details-

ADDING MORE SLIDES

To add new slide, you-

(i) Click on “Insert” menu.

(ii) Choose “New Slide”.

Now the slide box appears. From the box you choose the last template, which is a blank

one and click “OK” button.

Now you got a blank slide. Let us give a background for the slide. Follow as given below-

(iii) Click on “Format” menu and choose “Background”.

Now the dialog box stated earlier will appear. You choose “Fill Effects” from the combo

box and-

(iv) Click on the table labeled “Texture”

(v) Click on the 5th texture in the first column and press “OK” button. (instead you can choose

any other texture/colour of your interest).

(vi) Press “Apply” button.

Now we have to add a new heading, the topic heading and some description for the topic.

Follow as given below-

(vii) Click on the text box show on the following tool bar.

(viii) Click on the new slide and drag cautiously to size the text box. Afterwards type the main

heading “PowerPoint”. Similarly you bring another text box by clicking on the tool and by

clicking and dragging it on the slide size. In the new text box you type “Auto Content Wizard”.

Format both the above headings using the formatting methods mentioned earlier.

Now what we have to do is bring a description for the topic “Auto content wizard”. Follow

as given below-

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(ix) Again you click on the text box tool to take a text box (or you can get a text box by clicking

on “Insert menu” and by choosing “Text Box”), click and drag it to size on the slide.

In the 3rd text-box now appearing you type-

“Presentations can be developed in many ways. Auto Content Wizard is one of its method

to begin with a presentation that contains suggested content and design. Auto Content Wizard contain

sample presentations for a variety of topics, including that which can be presented using interest”.

(x) Now you can format the text with “bold”, “italics” etc, as mentioned earlier.

TEMPLATES

To start a presentation on the basis of a template you click on a option “Template” and

click “OK”. Now, in the new dialog box appearing you click on any one of the template and press

“OK” button.

Now the “New Slide” dialog box as mentioned earlier. From the dialog box, you can choose

any one of the slide and follows the steps mentioned under the head “Blank Presentation”.

In this case the only difference which you may feel is that, the slide will be having a

background depending on the template choosed. In the case of starting with the option “Blank

Presentation”, you have to fix a background for the slide, as we have seen earlier.

While using template facility, you can fix any type of formatting mentioned earlier. Similarly

all the facilities available in the “Insert” menu can also be choosed.

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CHAPTER - XIV

SETTING ANIMATIONS

The efficiency of PowerPoint is in its ability to format the text and the slide with beautiful

colours, pictures, textures etc. we have seen the ways of doing the same in Chapter 1. Now let us

study how the various objects placed in the presentation slides can be animated.

SETTING ANIMATIONS FOR SLIDE

Animation can be set separately for each slide and each block of text. First let us see how

the slides can be animated while slide show. Follow the steps given below-

(i) Choose your first slide

(ii) Click on “Slide Show” menu and choose “Slide Transition”.

Now the following box will appear.

(iii) In the box from the combo box you choose any option suitably say, “Cover Right”.

(iv) From the Radio list immediately below the combo box you click anyone to fix the

speed of transition from one slide to another. For example you can click “Medium”.

(v) From the “Advance” box you click and deselect the option “On the mouse click”.

Afterwards you click on the box “Automatically after” and set “2” in the adjacent box.

If you want to attach a sound (provided your computer supports the same) you click on

“Sound” combo box and set one option.

(vi) Now you click on the button “Apply”. If you click “Apply to All” all the slides will be set

with the current settings.

Similarly you take the next slide and apply new settings for the slide, in the above said manner.

HOW TO ANIMATE TEXT

Each block of text can also be animated differently. Follow as given below-

(i) Choose the first slide

(ii) Click on the border of the heading “PowerPoint”.

(iii) From “Slide Show” menu choose “Custom Animation”.

Now a dialog box appears.

In that box-

(iv) Click on the tab “Effects” and from the combo box labeled “Entry Animation and Sound”

choose “Crawl”. In the adjacent box you select “From Right”.

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Similarly, you set a sound and a colour in which the text shall appear after presentation

from the combo boxes available.

(v) Click on the combo box labeled “Introduce text” and select “By Letter”.

If you click on the “Preview” button, you can experience the effect before finalizing.

(vi) Click on the tab “Order and Timing” You click on the radio button “Automatically” and set

timing in seconds in the box below.

(vii) Press “OK” button.

Now in the same way you can click on the next text box and can apply certain animation

effects. Take the next slide too and apply animations.

HOW TO SHOW THE PRESENTATION SLIDES

So far as we have seen how a slide can be beautifully designed, how different animation

and transitions can be set for each and every text and slides. Now let us study how these slides can

be presented.

Follow as given below-

From “Slide Show” menu click “View Show”

Or

Use the “Slide Show” button from the toolset.

If all the text and slide transition is set on the basis of automatic timing, the slide and text will

appear accordingly. Otherwise you have to click the mouse once after each presentation.

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CHAPTER – XV

INTERNET AND E-COMMERCEINTERNET

INTRODUCTION

By this time Internet and E-Commerce and World Wide Web is everywhere. Major news

magazines and newspapers has brought detailed articles about the Web. Most of the organization is

having their Web address. But what is this Internet, E-Commerce and World Wide Web? Whose is

this? Who manages it? and How it works?

In this part let us have a clear discussion on these topics.

INTERNET

Internet was started around three decades back, when the US Defence Department took

it as a project media. The group which acted behind the scenario was Defence Advanced Research

Projects Administration (DARPA). The main aim behind the research was to create a way for widely

separated computers to transfer information and data and to make these data communications as

reliable as possible. In this primary stages DAPRA named it as DarpNet.

In the due course of time, US government and some private sector organizations tried to

start their networks on the same basis. Eventually, the network became known as ArpaNet. Shortly,

different universities in the country came into the network. Day by day, the usage of this network

was increasing and when it was put into commercial transactions it gained much more popularity-

and now it has become the part and parcel of each individual. People were mainly attracted by the

Internet because of its ability to connect them globally. They could exchange electronic mail, participate

in discussions, easily exchange programs and data with others around the world using the Internets

file-transfer facilities.

More than being a network of computers, Internet is a network of networks. Although Internet

started as a government research project and was funded by them for long period, they did not involve

much in it. Only things to own are the wires and communications paths that carry bits and bytes from

one network to another. Somebody does own these; but not a single organization or individual, but

many.

The big high-speed lines layed between countries or major cities are usually owned, operated

and maintained by telecommunication organizations. But this is not of much significance to say that

they are the owners. What they does is- when there is a demand for data transfer they try to meet

that demand by extending their service.

An Internet Service Provider (ISP) is an organization that buys a relatively high-speed live

from a telecommunication organization. Afterwards they divide it and resells the same available

bandwidth to local businesses or even individuals.

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Thus, it can be seen that, each individual, the different organizations, different departments-

all are owners in the scenario. There is no single owner.

WORLD WIDE WEB

Whatever be the technological wonders happening due to the arrival of Internet, it remained

as a hard and difficult subject to learn and to use. But World Wide Web (WWW) has changed this.

By the introduction of World Wide Web, the Web got a graphical interface to the Internet.

Pictures, sounds and other media became easy and Internet itself became more flexible. The success

of Web was mainly because of its easiness to use. It is as simple as clicking a mouse button. Moreover,

the logic for the development of creating Web Pages became very much easy. Moreover, the simplicity

of the Web is another key fact for the success. “Web Pages” are simply files remaining in and around

on hundreds of computers connected to the Internet. To serve these Web Pages on request all a

computer needs is another simple program called a “Web Server”. The Web Server waits and listens

for requests from Web browsers. When a request comes in, the server locates the requested file and

sends it back to the browser.

To access the Web the user opens a program called a Web browser. A Web browser is

just a program on the users computer on the Internet. Inside the ‘Pages’ opened from net one can

find certain ‘links’ telling the browser- “where to find other related pages on the Internet. When the

user click on a link, it loads another page of text and graphics; this concept of following links to related

pages of information is called Hyper Text. The Protocol- or the rules and regulations which acts behind

this data transfer is called Hyper Text Transfer Protocol or HTTP.

COMMON USAGES

a. Internet: This is the phenomena formed because of the networks of computer networks.

No specific authority can be mentioned. All those who participate directly or indirectly and

the users share to the existence of Internet. Internet is global phenomena.

b. Intranet: Intranets are local network of networks. When an organization has a network inter-

connecting its different departments or branches the network of computers formed will help

the unity in diversity. Intranets are within the scope of an organization or entity.

c. Extranet: When different organizations comes forth to form a unity using network of

computers, it is termed as Extranet. Mostly business organizations in then same line of business

may join together to form such unity for easy communication.

d. Browser: This is a software found with all computers particularly those having Internet

connection. This software helps an Internet user to browse and locate information available

in remote computers connected in Internet. All browsers are interfaces to a Web server. It is

through the Web browser we type in the Address/URL of a Web Site remaining in a Web

server. Major browsers available are “Internet Explorer” and “Netscape Navigator”.

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e. Web Server: Web server is software which remains in that computer, so called as “Server”.

The computer which contains the Web Server Program is connected in the Internet. Server

will hold all the documents to be made available in the Internet through a Web browser. Always

the Web browser connects to a Web server and request for an HTML document. This is

the document created and stored in a Web server which provides necessary information or

references (through hyper links) to other documents containing related information. When the

Web server receives a request it searches and finds, the site or data requested. Usually Web

servers contain necessary softwares for establishing the Common Gateway Interfaces, server

program itself necessary database program and different utilities required in a server. Since

all documents are maintained in the server, any person connecting from any corner of the

world can get a copy of necessary documents from the server. Unless a document is placed

in a Web server with a domain name, the Internet user will not be able to locate the document.

Almost all Internet service providers in different form is having there own server. Thus Yahoo,

Usa.net, Amazon.com, Satyam, VSNL are all having there servers serving to the desires of

Internet users.

f. URL: URL denotes Uniform Resource Locator. Simply speaking this is the address of a

site which we mention in the Address Location of a Browser. Thus “http:/www.yahoo.com”

is a URL. It contains the-

a) Protocol (http)

b) World Wide Web (WWW)

c) Domain Name (Yahoo.com)

g. FTP: File Transfer Protocol or FTP is the service which the users of computers can make

use of to send and receive files from other computers- on the Internet. FTP has been in the

scenario for a long time, even before the World Wide Web was envisioned. FTP may be –

a) Anonymous FTP

b) Non-Anonymous FTP

Anonymous FTP allows the user to log into any computer on the Internet that provides an

FTP server whether or not you have an account and password on that computer. When the user

uses an Anonymous FTP with a Web browser, the browser takes care of details of making the

connection and logging in.

On the other hand, Non-Anonymous FTP is the one use to log into remote computer when

you we have our own user account and password on that machine.

h. Home Page: this is the Web page which is loaded first when we try to locate a Web site. A

home page is the welcome screen of an organizations site. It tells the visitors who the

organization is and what it does and offers further links to other related pages.

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i. ISP: ISP denotes an “Internet Service Provider”. These are authorities which are authorized

to sell Internet connections in a country. As we have to approach the Department of

Telecommunications for purchasing a telephone connection to avail an Internet connection

we need the assistance of an ISP.VSNL (Videsh Sanchar Nigham Limited) was the sole

authority earlier in our country. But today, “Satyam”, “Asianet”, “Dishnet”, “MTNL” etc are

organizations from whom we can purchase an Internet connection.

j. Hackers: These are people in the Internet who are outlaws. They are troublemakers. They

may sometimes steal valid information or may destroy these information. Thus people with a

destructive mind found in Internet are called Hackers/Crackers. They may steal or destroy

trade secrets, personal information, credit card numbers.

k. Domain Name Server (DNS): Domain is the Internet name of your Internet providers

network. For eg: yahoo.com is a Domain Name. It denotes the name of the Web server

where you could find information regarding yahoo in the Internet

One of the computers on the ISP’s network is setup to translate computer names into their

corresponding IP address. IP addresses are address, which are numbers (eg: 200.150.0.80) by which

a computer can be located in the Internet. Domain Names are substitute for these IP addresses. The

computer which supplies the Domain Name of each IP address is the Domain Name Server.

l. IP Address: This is a sequence of four numbers separated by periods (.) that uniquely

identifies each computer on the Internet. Some ISP’s will provide IP numbers which are

permanent so that the computers IP number will not change. But usually the computers of

individuals who are connecting to Internet will be getting IP numbers which are dynamic. That

means each time when we establish connection the IP number assigned will be different.

m. HTML: This denotes Hyper Text Mark-up Language. This cannot be stated as a programming

language. But only a formatting language. Rather than applying any programming logic a

designing mind is what is required for HTML. This is used for designing Web pages. The

keywords in HTML are called Tags. A tag is always enclose within ‘<’ and ‘>’ brackets

(for example <Body>, <Table>, <Form> etc.)

n. Modem: This is the mechanism used for converting digital signals as analogue signals and

analogue signals as digital signals. To establish a connection to the Internet the user is in need

of a modem. This is so because for us the media which carries data to and from Internet

connection is the telephone line. The signals moving through a telephone line is analogue signal.

On the other hand the nature of data send and received in computers are digital in nature. So

the need for conversion of digital data to analogue signals at the sending end and the conversion

of analogue signals as digital data at the receiving end is mandatory. Here as a converter

modem is required.

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HOW INTERNET WORKS

To establish an Internet connection you need-

(i) A computer

(ii) An Internet Connection

(iii) A modem

(iv) A Web Browser

GETTING CONNECTED TO INTERNET

After having installed an Internet connection purchased from an “Internet Service Provider”

you simply double click on the appropriate icon which can be found on the Windows desktop. For a

“VSNL” connection you can start if using “My Connection” icon. For Satyam connections you may

get an icon named “Satyam Online”. Anyway whatever be the connection using “My Connection”

icon you can start.

In the new dialog box appearing you can type the “User Name” and “Password” you click

the button labeled as “Connect”. In the dialog box mentioned above you will be providing the telephone

number to be dialed to establish the connection. Now you can hear the number dialing at the other

end. After some time if the telephone lines become open the connection will automatically check

whether the “User Name” and “Password” specified are correct. If both are correct you will get

connected to Internet.

USING A BROWSER

Assuming that you have got the Internet connection let us now see the further processing

carried on.

To browse in the Internet now you have to start your browser. The common browsers

available are “Internet Explorer” and “Netscape Navigator”. To start a browser you simply double

click on the appropriate icon which will be available on the desktop.

Now if are using “Internet Explorer” the following window will appear-

In the above window in the box mentioned with the label “Address” you can type the site

address. Some of the sample site addresses are as follows-

a) http://www.yahoo.com

b) http://www.mailcity.com

c) http://www.usa.com

d) http://www.asianetglobal.com

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USAGES OF INTERNET

Now we have studied how an Internet works. Now let us see for what all purposes Internet

can be used.

Primarily, most of the users of computer is using Internet facility for-

(i) Sending mail

(ii) Chatting

(iii) Search Engines

It can be further be used for-

(iv) Video conferencing

(v) Voice mailing

(vi) Studying

(vii) Finding business information regarding products and services etc.

(viii) Trading

Ultimately it can be said that the Internet can be used for collecting information of any sort

at any level.

MAILING

Sending and receiving mails can be done in any of the following two ways-

(i) Using the mail id supplied by your ISP

(ii) Creating a mail id of your own in any Web server like Yahoo, Mailcity etc.

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CHAPTER – XVI

COMPUTER VACCINATIONS, PROTECTIONS ANDUTILITIES: VIRUS

Need for vaccination, arise when there is symptoms of attack from viruses. In the preliminary

stages of computer usages, viruses were rarely found or the spreading up of the same was quiet slow.

Today around 55,000 viruses exist.

Viruses are usually operating-system specific. This means that, viruses created for a DOS

application, cannot damage a Macintosh system and vice versa. A virus may get into your computer,

only by copying an infected file into your computer. This copying may be done mostly using a floppy

disk containing an infected file. When you copy a file from some other computer, a virus affected file

may get into the floppy disk and unfortunately by placing such files in our computer, the virus comes

spreading.

Let us see some of the possibilities wherefrom viruses can infect and destroy your computer-

(i) If you get e-mail with a file attached to it, which contains a virus, by downloading and running

that file, your computer can get infected.

(ii) It is found that, if the file downloaded contains? Microsoft word file as attached, it contains

some “Macro Viruses” and such files when opened in your computer will get activated and

infects your computer.

(iii) Viruses can get easily transmitted through computer networks. Network is an environment

wherein two or more computers are connected together. If a virus get into any of the computer

in a network, either from floppy disks or from Internet through downloading, the possibility

that other computers in the network getting affected by the virus is too high.

(iv) If you are booting (starting) your computer from disk containing infected files, the computer

will get attacked by viruses.

SOME PRECAUTIONS FOR AVOIDING VIRUS ATTACKS

(i) Do not download and or run an attacked file on e-mail from a stranger or from an unknown

address. Remember to be cautions while downloading or running one file from a friend. This

might not have been done purposefully.

(ii) Do not set your e-mail program set to automatically run attacked files. This is particularly

true for browsers and or e-mail programs which automatically execute Microsoft Word after

opening e-mail. Be careful to turn off such options to launch or execute any programs after

receiving e-mail.

(iii) Do not run an executable file, which has not been checked using some anti-virus utility.

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(iv) If your computer is in a network, make sure that you have security measures in place to prevent

unauthorized users putting files on your computer. Networks are ideal virus transmitters,

because they are accessed by many computers and usually there is a great deal of interaction

between these computers.

(v) Ensure that you have a good anti-virus program.

(vi) Be careful while using floppy disks. The more you are using floppy disks, the better the chance

of getting infected by a virus. Always run floppies through anti-virus program before using it

and extremely cautions when booting your computer from a floppy disk.

(vii) Always keep your e-mail software updated! Software companies are always finding problems

with their software and if they are good about it, will post patches to update your e-mail

program. Continually check your software company’s web site for updates to e-mail software.

SOME SOLUTION SOFTWARES

Here are some solutions. Remember that, all viruses are computer programs which are

developed with a destructive mentality. To an extend it can be said that it is a business too. Most of

the viruses can be killed using some anti-virus programs. These anti-viruses are also computer software,

which is capable of catching those virus programs, to kill those programs. Anti-virus softwares will

find such viruses will destroy a virus. Some of the sample names of anti-virus softwares are given

below.

a. MacAfee

b. Norton Anti-virus

c. Fire

The homepages or web sites in Internet, where you can find details regarding these anti virus

softwares are-

* macAfee.com

* symantec.com

* antivirus.com

* stiller.com

* kumite.com

Viruses are simple but is often surrounded by much type and misinformation. You need not

be expert to know about viruses. As is stated, viruses are merely computer programs written to create

copies of themselves and to attach these copies to other programs. When the virus program get

attacked with other programs, it is considered as infected by virus.

Such infected programs may be files containing executable code, or boot sectors. A virus

can be said to have infected if you execute an infected program or by booting from a floppy disk

containing an infected boot sector.