A Project Ospcs

8/22/2019 A Project Ospcs

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Submitted To : Submitted By:Ms. Shweta Mam Piyush Gakhar

BBA-II CR.NO-1694


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Acknowledgment

I have taken efforts in this project. However, it would not have beenpossible without the kind support and help of many individuals. Iwould like to extend my sincere thanks to all of them.

I am highly indebted to Miss SHWETA MAM for her guidance andconstant supervision as well as for providing necessary informationregarding the project & also for her support in completing theproject.

I would like to express my gratitude towards my parents and myfriends for their kind co-operation and encouragement which helpme in completion of this project.


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INDEX

TOPIC SIGNATURE REMARKS

MS DOS

WINDOWS

MS WORD

DBMS

MS EXCEL


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MS DOS


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INTRODUCTION

DOS is an Operating System. It works as an interpreter between user and computer.

We give English like commands and it converts it into machine language and after

the computer has processed the information, returns the results to you in English. Ms.

Dos consist of four essential programs and a set of additional utilities.

Components of MS-DOSMS-DOS consists of four essentials programs and a set of additional

utilities. Four main programs are

Boot Record MSDOS.SYST

IO.SYS COMMAND.COM

FEATURES OF MS-DOS It is a single user operating system and is a command user interface (CUI). It

interprets commands typed on the DOS mode.

Standardization and openness of MS-DOS architecture has greatly benefitedsoftware and hardware developers.

Very good file, client and Print server options.

It has a scandiskutility that helps to detect, diagnose and repair disk errors.

It has the ability to bypass some startup commands when the user switches on

the computer.

The tree command helps to show a graphical representation of all files and

directories present in the system or a particular directory or sub-directory.

It has a facility of memory management. We can manage the memory

requirement using the memmaker command.

User can create, remove and change from one directory to another using md,rd and cd commands respectively.

The systems settings can be changed by making appropriate changes in

CONFIG.SYS file.

Using date and time commands the user can modify the systems date and

time as per his requirements.

It gives full information of files, directories and sub directories in the selected

files using the command like dir.

With the help of DIR and TYPE command it can display the computed

information of all the directories, subdirectories and files respectively.


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MS-DOS provides HELP facility which provides references about any MS-

DOS commands. To check the help for any particular command we have to

type the Command Name.

The BACKUP command helps to back up the data by restoring the data which

has been stored by this command.

When the computer starts, the systems memory is automatically tested by

HIMEM extended memory management facility.

INTERNAL COMMAND

There are also called memory-resident commands. These commands are automatically

loaded into the computers memory during the booting process. They

actually included in the Command.com file. So these commands are executable

immediately after getting the dos prompt.

A few internal commands are

01. VER

02. VOL

03 DATE

04. TIME

05. CLS

06. DIR

07. MD

08. CD

09. PATH

10. RD

11. COPY CON

12. TYPE

13. COPY


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Some commonly used internal commands are:

MDThis command is introduced in version 2.0. It is also known as MKDIRcommand.

The purpose of this command is to create a new directory or sub-directory i.e.

subordinate to the currently logged directory.

Syntax: C :\> MD\ DIRECTORY NAME

C :\> MD\ SUB-DIRECTORY NAME


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CDThis command is also called CHDIR command and it was introduced in 2.0 versions.

The purpose of this command is to change from one directory or sub-directory to

another directory or sub-directory.

Syntax: C :\> CD PARENT DIRECTORY

C :\> CD SUB -DIRECTORY

C :\> CD..

Example:

C:\Documents and settings\Guest>md Anuj


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C:\Documents and settings\Guest>cd Anuj

In the above example, MD command is used to make directory i.e. ANUJ. In next

step, the CD command is used to change the directory to ANUJ. By using the CD..

command the user can move to the parent directory.

RD

This is also called as RMDIR command. It was introduced in 2.0 versions. The

purpose of this command is to remove directory or subdirectory.

Syntax: C :\> RD ROOT DIRECTORY

C :\> RD SUB-DIRECTORY

COPY CON

The purpose of this command is to create a file. File created by the command cannot

be modified. If user will try to modify the contents of the file using copy con, it will

display a message

File already exists. Overwrite it (Y/N)?

File name should not be greater than 11 characters, out of which 8 characters are for

file name and 3 characters for the extension.

DEL

The purpose of this command is to delete a single file. Also, a user can delete multiple

files by using this command with wildcards.

Syntax: C :\> DEL Filename.exe

C :\> DEL *.*

C :\> DEL *.txt

Example:


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In this example, XYZ is the main directory and PQR is its subdirectory which

contains the file ANUJ. The file is created using the command COPY CON. To

remove the directory, it is important to delete all the files of the subdirectory (which is

done b using the DEL command). After deleting the files from PQR, user should go tothe sub directory and then remove the subdirectory. By typing CD.. the user goes to

the main directory and by typing the RD command, the main directory XYZ is

removed.

DATE

The purpose of this command is to display the current date of the system as already

fed in the computer system.

Syntax: C :\> DATE


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VER

It displays the version of DOS being used currently.

Syntax: C :\> VER

VOL

The purpose of this command is to display the volume label or name of the volume

given by the user to the specified disk. The VOL command is used to check the name

of the volume which user has entered either by an external command LABEL or

FORMAT.

Syntax: C :\> VOL drive name

TIME

The purpose of this command is to display the current time of the system as already

feed in the system.

Syntax: C :\> TIME

Example:


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By using the DATE command, the current date can be seen and also it can be changed

if needed. The VER command displays the version of DOS that is currently being

used. The VOL command is used to display the Volume name of the drive specified.

As the drive has no label, therefore the label can be inserted by using the external

command LABLE.


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REN

The purpose of this command is to rename an old file name with a new file name.

Syntax: C :\> REN old file name new file name

Example:

C:\raj>cd..

C:\>ren raj ritu

C:\>cd ritu

C:\ritu>

In the above example, file RAJ is renamed as RITU. And by applying the CD

command the user can work in the file RITU.

CLS

The purpose of this command is to clear the display screen and redisplay the DOS

prompt at the upper left corner of the screen. The application of CLS command is to

remove unwanted clutter from the display screen or to start DOS command prompt at

the top of the screen.

Syntax: C :\> CLS

Example:

Microsoft Windows [Version 6.1.7601]

Copyright (c) 2009 Microsoft Corporation. All rights reserved.

C:\Users\Admin>CD..

C:\Users>CD..

C:\>CLS

After typing the CLS command when the enter button is pressed to execute the

command then all the information on the screen is cleared and the DOS prompt is

displayed as follows:

C:\>


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DIR

It stands for directory listing. It is used to display all the files and sub directories

stored in the directory along with their size in bytes, the date and time when they were

created.

Syntax: C :\> DIR[drive:][path][filename]/switches

/P Pauses after each screen of information

/W Uses wide list format

/A Displays files with specified attributes

Attributes D Directories

S System files

H Hidden files

R Read-only fil

A Files ready for archiving

S Displays files in specified directory and all subdirectories

Example:

C:\>DIR

Volume in drive C has no label.

Volume Serial Number is 5859-3816

Directory of C:\

14-02-2012 09:44 abc

13-02-2012 22:09 amit

05-06-2011 14:23 hp_P1000_P1500_Full_Solution

18-05-2010 04:51 187 Installer_Setup.log

19-08-2009 04:47 Intel

18-05-2010 04:55 304,780 lv.log

05-06-2011 14:29 88,413 M1005.log

13-02-2012 22:18 mantu


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02-12-2006 09:07 904,704 msdia80.dll

18-05-2010 04:45 Nobu_Icon

14-07-2009 08:50 PerfLogs

27-10-2011 18:34 Program Files

10-02-2012 21:51 Program Files (x86)

19-08-2009 05:54 2,849 RHDSetup.log

13-02-2012 22:11 ritu

11-01-2012 14:45 15,569 SAF_LOGs.7z

13-02-2012 22:19 sarita

02-08-2011 12:37 Tally 9.0

12-02-2012 18:34 735,812 test.xml

08-05-2010 22:37 60,020,836 u9iavi2861fa.bin

13-01-2012 14:13 1,492 user.js

17-05-2010 20:11 Users

10-02-2012 21:52 Windows

9 File(s) 62,074,642 bytes

14 Dir(s) 38,597,177,344 bytes free

C:\>

TYPE

This command is used to display the contents of a file on the screen and optionally on

printer too. The contents of long files move up so rapidly that it is difficult to read

them. Then we use filter command more with it. Wild cards characters are not

allowed in the filename.

Syntax: C :\> type filename. extension

Example:

C:\>cd ritu


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C:\ritu>cd abhishek

C:\ritu\abhishek>copy con Palak

Hi! My name is Palak

I am a student

^Z 1 file(s) copied.

C:\ritu\abhishek>type Palak

Hi! My name is Palak

I am a student

C:\ritu\abhishek>

EXTERNAL COMMAND

These are also called Disk-Resident Commands. These commands are meant

for special purpose. These are found in separate files on Hard Disk or Floppy Disk, So

that they dont typically consume valuable memory space. They are loaded intomemory only when called.

Some External Command are:

1. Xcopy

2. Move

3. FC

4. Doskey

5. Mem

6. FILTER

a.. More

b.. Sort

c.. Find

7 Attrib

8. Deltree


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9 Edit

10 Tree

EXTERNAL COMMANDS

a) ATTRIB

The purpose of this command is used to change the attribute of a file in it.

User can evalue/user ATTRIB to make file read only which prevents the file

from the change of contents. User can also hide or dehide a file.

The ATTRIB attributes used with ATTRIB command areas:-

+ sets an attribute

- Clears an attribute

R read only file attribute

A archive file attribute

S system file attribute

H hidden file attribute

Eg: C:\univ>attrib bba +r

b) DOSKEY

Files require to execute the command is DOSKEY.COM and can be stored in

5,681 bytes of storage media. DOSKEY command is the key to display the

history of dos commands typed by the user using the keyboard.

Eg: C:\>doskey

c) MOVE

The purpose of this command is used to move files or directories to a new

location. By using move command one can avoid the time consuming


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process,in which firstly files are copied and then deleted from the source

place.

Eg: C:\university\sd>move canteen cafe

1 file(s) moved.

d) FIND

The Find command is used to find files stored on the disk or a specific word in the

contents of a file. It can search 4 specific files also or text in d specific files.

Eg: C:\univ>find "praveen" bba

---------- Bba

praveen

e) BACKUP

The purpose of this command is used to restore the various files that are stored on the

hard disk to that of a floppy disk to protect it from crashes and damages that occur

due to various reasons. It is stored in BACKUP.EXE. The files stored with the

command can be retrieved in copied on to hard disk using restore command whish is

also uswed in internal command in dos.

Syntax: C:\>BACKUP [Source:\Path\Filename] [Target:] [/s] [/m] [/a] [/d:date]

[/t:time] [/f:size] [L:LogDrive:\Path\Log]

Eg: C:\>backup C:\TC A:/S

f) CHKDSK

The command CHKDISK returns the configuration status of the selected disk. It

returns the information about the volume serial number,total disk space,space in

hidden files etc.is stored in CHKDSK.EXE.It scans the disk in a specified drive for

error.If there is any error,it specifies that in the status report.

Syntax: CHKDSK [drive:] [[path]filename] [/F] [/V]

Eg: C:\> chkdsk C:

g) DELTREE

The command is used to delete files and directories same as by the DEL and RD

commands. This command is non useful than DEL and RD commands if oone wants

to delete directory which further has various files and subdirectories. It is stored in

DELTREE.EXE


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Syntax: doskey/options

Eg: C:\>doskey/history

h) EDIT

This command is used to edit the contents of an already existing file. is stored in

EDIT.COM. Incase the command doesnt work,give external path-

C:\>path=C:\Windows\system32

Eg: C:\univ>edit bca

'edit' is not recognized as an internal or external command,

operable program or batch file.

C:\univ>path=C:\windows\system32

C:\univ>edit bba

i) FORMAT

Format command is used to make a disk usable for operating system by dividing the

disk into magnetic tracks and sectors. Format command erases all data from target

disk but the data lost after using the format command can be recovered using

UNFORMAT command. Itis stored in FORMAT.COM.

Syntax: format drivename:/switches

Eg: C:\>format A:

j) XCOPY

This command is faster than Copy Command and allows you to copy

entire directories/disk including all the sub directories and files to destination.

Syntax: XCOPY Source [ Target][/Y][-Y] [/P][/E]

SWITCHES :

/-Y : Prompts before copying over existing files.

/y : Overwrites existing files without prompting.

/p : Ask before copying each file.

/e : Copying empty directory also.

/s : Copying subfolders.

EXAMPLE: XCOPY C:\SAMS D:\SAMS /S/E


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WINDOWS


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Some of the well-known versions of Windows have included: Windows is a personal

computeroperating systemfrom Microsoft that, together with some commonly used

business applications such as Microsoft Word and Excel, has become a de facto

"standard" for individual users in most corporations as well as in most homes.

The original 1985 version of Windows introduced to home and business PC users

many of the graphical user interface (GUI) ideas that were developed at an

experimental lab at Xerox and introduced commercially by Apple's Lisa

andMacintosh computers.

Windows CEfor use in small mobile computers

Windows Me

Windows XP

Windows Vista

START BUTTONThe "Start" button is probably the most used part of the Windows Desktop. The

start button is where you access all the programs on the computer. When you click onthe"Start" button you will be shown a menu of the major computer headings. These

headings provide access to the major programs on your computer.

The Start Button or Apple menu starts programs, opens documents, and access most

parts of the system. Windows Program and Apple Dock menus can be customized as

needed.

Program or Dockdisplays a list of the programs that are installed throughWindows and available to use
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Documents displays a list of the last 15 documents used allowing the user to

open them directly from this menu

Settings displays system components, such as printers, control panel and

taskbar

Find/Search has search abilities to find files, folders and phrases in

documents on your computer

DESKTOP:

Desktop refers to the main background area (in our example the white area).

You can customise your desktop in various ways, including adding a

background picture, changing the background colour, and changing the size of

the icons on the desktop. The Desktop offers many features that make using

your computer easier. You can easily start programs or applications, copy andmove files from one place to another and drag and drop files and program

where you want them on the computer or even on to a program's icon to open

a file. Open and Save menus are streamlined to allow all applications to have

the same basic features plus program specific features.


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Minimise button

Figure 1. Minimise window button

If you are still working in a window but do not need to look at it while you work in

another window you can click on the 'minimise button' and the window will thenappear as button in the task bar at the bottom of the screen. When you want to work in

the window again you can click on the relevant button in the task bar to restore the

window.

Restore button

Figure 2. Restore window at a reduced size button

Figure 3. Restore window at full size button

When you are working in a window at full size (see figure. 1) you may decide to

reduce the size so you can work in another window at the same time. You can reduce

the size by clicking on the 'restore button' this will reduce the size of the window (see

figure. 2). If you require the window any smaller you can place the mouse cursor at

the edge of the screen when it changes from a white arrow to a double headed black

arrow you can drag the edges of the window to the size you require. When you wantto return the window to full screen size click on the 'restore button'

.


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Close button

Figure 3. Close window button

If you have finished using a window for your current session you can click on the'close button' and the window will close completely. This button is easy to click on by

mistake (when you meant to use the minimise button) and can ultimately result in you

losing any unsaved changes in that window and if it is the main window exit you from

the program. Thankfully many software packages will ask if you want to save your

latest changes to a file before it will close the window


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MS WORD


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INTRODUCTION

There are many software packages to do the job of word processing. Some of

them work in DOS environment. Example are WordStar, Word Perfect and

Professional Write. But in these days working in WINDOWS is becoming more and

more popular. So let us consider software for word processing which works inWINDOWS. Our choice is MS-WORD because it is the most popular software in

these days.

MS-WORD is a part of the bigger package called MS OFFICE, which can do much

more than word processing. In fact when you open up MS OFFICE you will find four

main components in it. They are MS-WORD (for word processing), MS EXCEL (for

spreadsheet), MS ACCESS (for database management) and MS POWERPOINT (for

presentation purposes). However, we will limit ourselves to MS-WORD only in this

lesson.

WHAT IS WORD-PROCESSING?

Word Processor is a Software package that enables you to create, edit, print and save

documents for future retrieval and reference. Creating a document involves typing by

using a keyboard and saving it. Editing a document involves correcting the spelling

mistakes, if any, deleting or moving words sentences or paragraphs.


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IMPORTANT FEATURES OF MS-WORD

Ms-Word not only supports word processing features but also DTP features. Some of

the important features of Ms-Word are listed below:

i. Using word you can create the document and edit them later, as and when

required, by adding more text, modifying the existing text, deleting/moving

some part of it.

ii. Changing the size of the margins can reformat complete document or part of

text.

iii. Font size and type of fonts can also be changed. Page numbers and Header and

Footer can be included.

iv. Spelling can be checked and correction can be made automatically in theentire document. Word count and other statistics can be generated.

v. Text can be formatted in columnar style as we see in the newspaper. Text

boxes can be made.

vi. Tables can be made and included in the text.

vii. Word also allows the user to mix the graphical pictures with the text.

Graphical pictures can either be created in word itself or can be imported from

outside like from Clip Art Gallery.

viii. Word also provides the mail-merge facility.

ix. Word also has the facility of macros. Macros can be either attached to some

function/special keys or to a tool bar or to a menu.

x. It also provides online help of any option.


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OPENING A FILE:

To open a file in document in MS WORD,follow the various steps:

From the File menu, clickOpen:

The Open dialogue box appears, and looks like the image below:

The Open dialogue box looks very similar to the Save As dialogue box. "Save in",

"File name", and "Files of type" work in exactly the same way as the Save As

dialogue box. Notice, though that the File name text box is blank, and the Open button

is not available. It has been greyed out.

The reason that the Open button is greyed out, and therefore not available, is that textbox is empty. Once you select a file, the Open button will be ready for us.


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But the text box is empty because no file has been selected. A file is selected from the

larger white area in the middle. Clicking on the file once with the left hand mouse

button will select a file. In the previous image, there was only one file available for

selection - a document called "rrKeyCaps.doc". That is not the one we want.

To locate the file we want, we need to open the folder called "My WP Projects".Because that's where we saved it. You can see from the image that this folder is in the

list of folders, just below the folder called My Pictures:

You can see also that we are in the folder called My Documents. To open up the

folder we want, simply double click it. This will take us inside the My WP Projects:

The whole Open dialogue box now looks like this:

The file we want, Library Letter, has been clicked on. As a result, the Open button is

no longer greyed out. We can go ahead and click it. When we do, our letter will openin Microsoft Word.


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2)CLOSING THE DOCUMENT

When you finish working with a document, you would like to close it. Closing a

document removes it from your computer screen and if you had other documents

open, Word displays the last document you used otherwise, you see a blank Word

window. Here are simple steps to close an opened document:

Step (1):Click the File tab and select Close option.


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Step (2): When you select Close option and if document is not saved before closing,

it will display following Warning box asking whether the document should be saved

of not.

Step (3): Now its upto you if you want to save the changes, then clickSave,otherwise clickDon't Save button. To go back to the document clickCancel button.


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3)Saving New Document:

Once you are done with typing in your new word document, it is time to save your

document to avoid losing work you have done on a Word document. Following are

the steps to save an edited word document:

Step (1): Click the File tab and select Save As option.


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Step (2): Select a folder where you would like to save the document, Enter file namewhich you want to give to your document and Select a Save as type, by default it

is .docx format.

Step (3): Finally, click on Save button and your document will be saved with theentered name in the selected folder.


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Saving New Changes:

There may be a situation when you open an existing document and edit it partially or

completely, or even you would like to save the changes in between editing of the

document. If you want to save this document with the same name then you can use

either of the following simple options:

1. Just press Ctrl + S keys to save the changes.

2. Optionally you can click on the floppy icon available at the top left corner andjust above the File tab. This option will also save the changes.

3. You can also use third method to save the changes, which is Save option

available just above the Save As option as shown in the above screen capture.

If your document is new and it was never saved so far, then with either of the three

options, word would display you a dialogue box to let you select a folder, and enter

document name as explained in case of saving new document.


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MAIL

MERGE


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Mail merge

Many businesses and organizations communicate with their clients through letters,

commercial notes that are sent to all the clients through a distribution list. For

example, SystemPlus could send a letter to all the members of their distribution list in

order to advertise their new educational services.

Word offers us the possibility to create group letters that have the standard body of

message and different personal information for each recipient.

This function is named Mail Merge. The Mail Merge function uses the following

two elements:

The Main Document, which is consisted of all the text and all the other objects thatwe want to be repeated in every letter or document in order to be created.

The Data Source, which contains all the recipients personal information, meaning

the elements that will be changing in every letter or label. For example, the name,

address, the post code and etc.

All the information that considers a certain recipient is named a Data Record. In

every record, isolated information in the data source, for example the name or

surname are named field.

The steps that we should follow in order to create collective letters with the Mail

Merge function are the following: To create or open the Main Document.
http://officesmart.files.wordpress.com/2011/10/001.jpg


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To create or open the Data Source file.

To select the fields that will be contained in the letters.

To merge the data source file with the contents of the letter, in order to create

the unique letter for each recipient.

Creating the Main Document

As mentioned above, in order to start the Mail Merge Function, we should create a

New Blank Document. We create the blank document and then we type in the content

of the main document leaving five empty lines in the beginning of the document.

June 29th, 2011

IT Consulting

SystemPlus is a Gold Certified Partner of Microsoft and is responsible for

installation, customization and maintenance of computerized equipment and

networks as well as the automation of processes using technology.

Since we have typed our text, we choose the Mailings Tab and from the area of theribbon named Start Mail Merge we select the command Start Mail Merge and from

the drop down menu we select the command Step by Step Mail Merge Wizard.

Once selected the Mail Merge task pane appears at the right of our screen. We select

the sort of main document we are going to use, which in our case is Letters. At the

bottom of the task pane we notice that we are at the First Step of the wizard which is

name Select Document Type.


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From the moment that we have selected what sort of document we are going to use we

select the to move on to the second step of the Wizard which is named Next: Starting

Document as we can see in the image below.


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Now, that we are at the Second Step of the Wizard, we have to define whichdocument we are going to use as our Main Document.

Since we have already typed our document, we make sure that the check box is on at

the left of the command Use Current Document. If we hadnt opened our document,

but we had created it before and saved it on our computer, we would have to select the

check box next to the command Start From Existing Document, and then from

the Open window we would had to navigate in order to find the appropriatedocument. One way or the other, once we have the Main Document opened, we

should move on to the Third Step of the Wizard which is named Next: Select

Recipients.

Typing A New List

Once we have the Main Document ready, the next step is to create our Data Source

File. In a few words, to create all the elements that will be shown in our letter. The

Data Source can either be saved in an Access database, a Word document, or even an

Excel file.

The data that considers a certain recipient of a data source is one source record.


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The first line is named Heading Line, and the different information for each recipient

is namedfield.This is an example of a data source consisting three records.

Surna

me Name Address1 City State E-mail Mobile

Rouvas Sakis Axarnon 13 Athens Attiki

sakis@systemplus

.gr

69411111

1

Vissi Anna

Metamorfos

eos 35 Athens Attiki

anna@systemplus

.gr

63411111

1

Hatzimi

xalis Michael Pentelis 25 Athens Attiki

michael@systemp

lus.gr

69555555

5

The steps that we have to follow in order to create our data source are the following:

In the third step of the wizard, in the area Select Recipients we activate the check box

next to the command Type A New List. A new command appears in the area of the

wizard which is namedCreate and is found in the area Type A New List, as we can

see in the image below.
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]


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By selecting the Create command, the New Address List window appears as shown

below.


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If we want, we could adjust the Heading Lines that we want to appear in our list. For

example, we could define that we dont want the field Title to appear. In order to dothat we must select the command Customize Columns, where the Customize

AddressList window appears as we can see below.

We then select the name of the field that we want to remove and we pressthe Deletebutton. We could also rename a field by selecting the appropriate button.
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Whatever changes we do to this data source affects only the current file. Meaning that

the next time we create a new data source all the fields will be available.

In our example, we delete the fields Title, Company, Address2, ZIP Code, Home

Phone. One by one, we select the fields and press the Delete button.

Once we have finished we press the OKbutton, in order to type in all the information

in the appropriate fields.

We type in the following information:

To move in between the different fields, we just type in the surname Rouvas in the

first field and then we press the Tab button, in order to move to the Name field and

type in the name Sakis. We follow the same procedure until we have typed in all the

information that is needed.

Once we have finished typing in all the information, the moment we pressthe OKbutton theSave Address List window appears, where we must type in the file

name we want to use and save it in the suggested folder which is named My Data

Sources. The Data Source file can be saved in any folder that we want.

Once we have save the Data Source file, the Mail Merge Recipients window

appears as shown in the image below.


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In the Mail Merge Recipients window, all the information that is included in

ourData Sourcefile appears. The tick mark at the left informs us that these records

will be included in the Mail Merge. In order to exclude a record we just deactivate the

tick mark by clicking on it. With the links that we find at the bottom of the window

we can Sort, Filter, Find Duplicates, to find a recipient and to validate the address. Ifwe want to edit the Data Source file or to add a new record, we must select the Data

Source file at the left of the window, and once selected the Edit command will be

activated.

Using An Existing List

If we already had a file that has data, that we could use as a Data Source file for the

Mail Merge the steps that we would had to follow would be the same as described

above. Meaning to create our Main Document, and when we reached the Third Step

of the Wizard we should activate the Use An Existing List button and then to select

the Browse button in order to navigate and find the file that contains the data and

open it.

Adding Recipient Information

Once we have created the Main Document, we have created the Data Source file, we

should now let Word now in which part of our document we want to add the Merge

Fields. The fields that contain the personal information for each recipient. This can be

done the following way:

When we create the Data Source file, we were in the Third Step of the wizard, and

now we must select to move on to the Fourth Step of the wizard which is name Next:

Write Your Letter, as shown in the image below.


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We put our insertion point in the part of the document that we want to insert the

first Merge Field at the left of our document. Then from the task pane Wizard we

select the commandMore Items. The Insert Merge Field window appears where we

select the field that we want, in our example Name and we press the Insert button.


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The name of the Merge Fields appears in our document in between quotation marks.

With the same way we insert all the other fields and once finished we press

the Close button. In order to add empty space or paragraphs between the Merge

Fields, we must close the Insert Merge Field window every time in order to return to

the document. We add all the Merge Fields in order to look as shown below.June 29th, 2011

Name Last Name

Address1

City, State

IT Consulting

SystemPlus is a Gold Certified Partner of Microsoft and is responsible for

installation, customization and maintenance of computerized equipment and

networks as well as the automation of processes using technology.

Once we have inserted all the Merge Fields in our document, from the task paneWizard, we select the command Next: Preview Your Letters to move on to the fifth

step of the wizard, where we can preview in our document the recipients that we had

selected. We can also exclude a recipient by selecting the appropriate button. By

pressing the double arrowed buttons, we move on to the next recipients in order to see

all the information. Once we have previewed our document, we press the Next:

Complete The Mergebutton to move on to the last step of the Wizard.


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Once we have done all the steps for the Mail Merge, we have edited our recipients

we are ready to complete the Mail Merge. By Mail Merge, we merge ourMainDocument with the Data Source file in order to create one letter for each recipient.

After we complete the procedure we would be able to see our new merged document

or to send it for printing straight away.


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In order to see the results of the merging into a new document, we must select

the Edit Individual Letters command. Once pressed the Merge To New

Document window appears, where we can choose to merge all the records from theData Source file, only the Current record, or to specify which records we want.

By pressing the OKbutton, Word creates a new document with the name Letter1. In

our example our document will be consisted of 10 pages, on for each recipient. Every

page that will be created will have different information in the merged fields, but the

rest of the document will be exactly the same for all the recipients. In this point we

can edit or modify some parts of the new document for some recipients and then print

it or save it.

If we wanted to send the results of the merging to the printer, we would have pressed

thePrint button. With this way, we would have printed the results of the merging tothe printer. In this case the Merge To Printer window would appear.


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Here we can choose to print all the records from the Data Source file, only the Current

record, or to specify which records we want.


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DBMS


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An Intrduction to Database Management Systems

A database is a collection of related files that are usually integrated, linked or cross-referenced to one another. The advantage of a database is that data and records

contained in different files can be easily organized and retrieved using specialized

database management software called a database management system (DBMS) or

database manager.

A collection ofprograms that enables you to store, modify, and extract information

from a database. There are many different types of DBMSs, ranging from

small systems that run onpersonal computers to huge systems that run

on mainframes. The re examples ofdatabase applicationsfollowing a:

computerized library systems

flight reservation system

The Advantages of a DBMS

Improved availability:One of the principle advantages of a DBMS is that the

same information can be made available to different users.

Minimized redundancy:The data in a DBMS is more concise because, as ageneral rule, the information in it appears just once. This reduces data redundancy, or

in other words, the need to repeat the same data over and over again.

Accuracy: Accurate, consistent, and up-to-date data is a sign of data integrity.DBMSs foster data integrity because updates and changes to the data only have to be

made in one place.

Program and file consistency:Using a database management system, fileformats and system programs are standardized. This makes the data files easier to

maintain because the same rules and guidelines apply across all types of data. The

level of consistency across files and programs also makes it easier to manage data

when multiple programmers are involved.

User-friendly:Data is easier to access and manipulate with a DBMS than withoutit. In most cases, DBMSs also reduce the reliance of individual users on computer

specialists to meet their data needs.
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Improved security: As stated earlier, DBMSs allow multiple users to access thesame data resources. This capability is generally viewed as a benefit, but there are

potential risks for the organization. Some sources of information should be protected

or secured and only viewed by select individuals. Through the use of passwords,

database management systems can be used to restrict data access to only those who

should see it.

The Disadvantages of a DBMS

There are basically two major downsides to using DBMSs. One of these is cost, and

the other the threat to data security.

Cost:Implementing a DBMS system can be expensive and time-consuming,

especially in large organizations. Training requirements alone can be quite costly.

Security:Even with safeguards in place, it may be possible for some unauthorizedusers to access the database. In general, database access is an all or nothing

proposition. Once an unauthorized user gets into the database, they have access to all

the files, not just a few. Depending on the nature of the data involved, these breaches

in security can also pose a threat to individual privacy. Steps should also be taken to

regularly make backup copies of the database files and store them because of the

possibility of fires and earthquakes that might destroy the system.


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MS EXCEL


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INTRODUCTION TO SPREADSHEET

A spreadsheet is simply a grid of boxes, or cells, set up in rows and columns.

Every cell has a unique address, corresponding to its row and column location.For example, the cell in the first column and first row is A1. The cell in the

third column and four row would be C4. The computer can find its way

around the spreadsheet by using those addresses, and perform functions on the

numbers you enter in those cells.

It sounds complicated, but it's not. Here is a typical blank spreadsheet grid:

Basically, we can use this grid to add, subtract, multiply and divide numbers.

We can do percentages. Columns or rows can be sorted alphabetically, or

numerically. That makes a spreadsheet a powerful tool that will make your life

easier whenever you must deal with large blocks of information or numbers.


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Entering data

To keep things simple, we're going to look at a spreadsheet with just a few

columns and rows. With Excel Version 7, you actually have 16,000 rows and

columns to play with.

To enter a number or other information, just click in a cell with your left

mouse. Let's start in cell A3 with some data from the Roseland municipal

budget:

As you can see, the cell is not large enough to fit the words. But we can make

the columns larger by moving the mouse to the line between columns.

You then click and hold on the line and drag it out to make it larger :

Now go to cell B3 and enter numbers the same way. Don't worry about putting

in commas, percent signs or currency signs. We can format the whole column

after we're finished:


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Formatting Data

To format the column, click on the column header, which in this case is the

grey square with a B at the top. Click in the square with your left mouse

button and the entire column will be highlighted. Then go to the top of the tool

bar and click on Format, then click on Cells in the submenu, and click on

Number to format the numbers in the cells. Here, we will click on Currency

within the numbers submenu to put dollar signs and commas in the appropriate

places:

Once we do that, however, you see something has happened to the cells: You

get a #### in some of the cells. That's the program's way of telling you the


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column isn't wide enough. To fix it, click and drag on the | between B and C

like we did earlier, and widen the column again.

Now let's add another column of numbers, again by simply clicking in the celland working down. We already have the 1997 budget figures. Let's enter the

1996 numbers as a comparison:


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Calculating Changes

Here's where we put the program to work. If you wanted to, you could take a

calculator and add up those columns yourself. You could then subtract the

difference between the two years of figures in each column, and get an idea of

where expenses are heading.

With Excel, the program will do it for you. Start by adding up each column.

Click in cell B9. What we want to do is tell the program what numbers to add

up. In Excel, we tell the computer we are about to enter a formula by starting

with an = sign. Remember, every cell has a unique address. We want to add up

cells B3, B4, and all the way to B8. We could do that by entering the

formula=B3+B4+B5+B6+B7+B8. That will work, but it means entering a lot

of numbers and the whole point of this program is to save us work. So we can

tell the program to simply add up the column by

entering =SUM(B3:B8) Another shortcut, and we love shortcuts, is to click on

the bottom of the column and then click on the Sigma, orSummation sign in

the top toolbar. That will enter the formula for you. Just make sure there isn't a

data at the top of the column, or the date will be added to your total.


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A spreadsheet example:

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