ACKNOWLEDGEMENT Patience & perseverance is the part & parcel to make fulfill any desired motto successfully. Not only this two indispensable characters but also kind co-operation & zestful help are always required by dint of which one can be able to reach his ultimate goal after passing through a series of several incidents. Like wise we do have the pleasure to expose that we have completed our first semester practical file with grand success. So, at the very outset we deeply feel like expressing our indebtness and gratitude to all concerned, unless who’s help, valued suggestions, guidance and moral boosting, the pursuance of the work of ours would have not been possible. In the beginning, we do express our heartfelt gratitude in deep humility to the Director of the department of Information Technology Mr. Sushil Narang who has provided us with all the facilities to conduct our practical work and immense co- operation & inspiration. We do take the opportunity to acknowledge and honour the contribution of lecturer Mrs. Kalpana our project guide, who has guided us all along by her wise lead, benevolent direction, suggestions and time worthy interaction with us. We would like to call up all our faculty members whose essential guidance & whole hearted devotion really inspired us as well as helped too in the fulfillment of our desired task. Finally, our special thanks go to our honorable & respected Director general Dr. Girish Jaiswal for providing us with all the facilities in pursuing our project work. 1 | Page
Transcript
ACKNOWLEDGEMENT
Patience & perseverance is the part & parcel to make fulfill any desired motto successfully. Not only this two indispensable characters but also kind co-operation & zestful help are always required by dint of which one can be able to reach his ultimate goal after passing through a series of several incidents.
Like wise we do have the pleasure to expose that we have completed our first semester practical file with grand success.
So, at the very outset we deeply feel like expressing our indebtness and gratitude to all concerned, unless who’s help, valued suggestions, guidance and moral boosting, the pursuance of the work of ours would have not been possible.
In the beginning, we do express our heartfelt gratitude in deep humility to
the Director of the department of Information Technology Mr. Sushil Narang who has provided us with all the facilities to conduct our practical work and immense co-operation & inspiration.
We do take the opportunity to acknowledge and honour the
contribution of lecturer Mrs. Kalpana our project guide, who has guided us all along by her wise lead, benevolent direction, suggestions and time worthy interaction with us.
We would like to call up all our faculty members whose essential guidance & whole hearted devotion really inspired us as well as helped too in the fulfillment of our desired task.
Finally, our special thanks go to our honorable & respected Director
general Dr. Girish Jaiswal for providing us with all the facilities in pursuing our project work.
Naveen Kumar
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DESKTOP
This window shown above is called Desktop & is the graphical user interface through which the user can interact with the windows likewise with the commands in DOS.
It has icons representing about themselves that the user can easily make out its function , otherwise it has the feature that just on putting up the cursor on that icon , a dialog box appears that let us know about that icon or desktop element.
It has three default system elements and are as follows:
a) My Computer
b) My documents
c) Recycle Bin
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Desktop area
Taskbar
Additional toolbar as per need
Quick Launch Toolbar Date & timeRunning tasks
Desktop Icon
My Computer
My Computer allows the user to explore the contents of their computer drives as well as manage their computer files.
This (above) is the standard icon for My Computer. To open this, just double click the My Computer icon, this icon is almost always located on the top left portion of the desktop and should look similar to the icon above.
If you wish to manage your computer and/or view other settings and information about your computer you can double-click the icon or right-click on the My Computer and click properties. Performing these steps will open your System Properties (the same window accessible through the Control Panel).
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My Documents
The My Documents folder was first introduced as a standard location for storing user-created files. The folder located under the root of the hard drive that Windows is installed on, is displayed (but not stored) directly on the user's desktop. My Documents folder is located in the user's profile directory, as Documents and Settings\[user name]\My Documents on the same hard drive that Windows is installed on. It is important to note that "My Documents" in these operating systems is one of a number of Special Folders. A user can change the physical location of My Documents by right-clicking on the My Documents icon, choosing properties, and choosing a new path in the Target tab.
Recycle Bin
The Recycle Bin keeps some files that have been deleted, whether accidentally or intentionally. Whether a deleted file is put into the Recycle Bin depends on how it is deleted; typically only files deleted via the Explorer graphical interface (but not necessarily other Windows graphical interfaces such as file selection dialogs) will be put into the Recycle Bin; files deleted via the Command Prompt, or via operating system APIs are not. Users can review the contents of the Recycle Bin before deleting the
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items permanently. In previous Windows operating systems and in MS-DOS, undeletion was the only way to recover accidentally deleted files. The Recycle Bin holds data that not only lists deleted files, but also the date, time and the path of those files. The Recycle Bin is opened like an ordinary Windows Explorer folder and the files are viewed similarly. Deleted files may be removed from the Recycle Bin by restoring them with a command, or by deleting them permanently.
The Recycle Bin's icon indicates whether there are items in the Recycle Bin. If there are no files or folders in the Recycle Bin, then the icon resembles an empty wastepaper basket. Otherwise if there are files and/or folders the icon resembles a full wastepaper basket.
Prior to Windows Vista, the default configuration of the Recycle Bin was to hold 10% of the total capacity of the host hard disk drive. For example, on a hard drive with a capacity of 20 gigabytes, the Recycle Bin will hold up to 2 gigabytes. If the Recycle Bin fills up to maximum capacity, the oldest files will be deleted in order to accommodate the newly deleted files. If a file is too large for the Recycle Bin, the user will be prompted to permanently delete the file instead. The maximum possible size of the Recycle Bin is 3.99 gigabytes in all versions of Windows except Vista. In Vista, the maximum is 10% for drives up to 40GB. Above that, the maximum is 4GB plus 5% of the capacity above 40GB.
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Introduction to DOS
OPERATING SYSTEM
Operating system is a system software (set of programs) which acts as an interface between user and hardware. The operating system is responsible for the management and coordination of various activities and sharing of the resources of the computer. The purpose of operating system is to handle the details of the operation of the hardware. If there were no O/S, the computer would be an expensive door stop.
Command is an instruction given to computer to perform a task.
TYPES OF COMMANDS
1. INTERNAL COMMANDS2. EXTERNAL COMMANDS
INTERNAL COMMANDS: Internal commands are those commands which are already installed in the computer system. Internal commands are comes with the DOS.
EXTERNAL COMMANDS : External commands are those commands which are not already installed in the computer system. For use these commands, we first need to load the three files i.e. .EXE, .BAT, .COM. (.EXE stand for Executable file.)
How to Start DOS with WINDOWS
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INTERNAL COMMANDS
TIME :- It is used to display the time and to change the time of the system.
DATE :- It is used to display the date and to change the date of the system.
VOL :- It is used to display the volume of the current drive.
VER :- It will display the version of the operating system.
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LABEL:- It is used to display the label of the drive and to change the label of the drive.
DIR :- It is used to display all the files and directories.
DIR/AH :- It will display the hidden files and directories.
DIR/P :- It will display all the files and directories page wise.
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DIR/W :- It is used to display all the files and directories width wise.
DIR/AS :- It will display all the system files.
MD :- It is used to create a new directory.
CD :- It is used to open a existing directory.
COPY CON :- It is used to create a new file.
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CLS :- It is used to clear the screen.
REN :- It is used to rename a file and directory also.
TYPE :- It is used to display the contents of the existing file.
RD :- It is used to remove the directory.
COPY :- It is used to copy file from one location to the another.
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DEL:- It is used to delete the existing file.
MOVE:- It is used to move file from one location to the another location.
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EXTERNAL COMMANDS
COMMAND :-It starts a new version of dos command processor.
DELTREE :- It will delete the directory even if the directory is not empty.
CHKDSK :- It is used to check the disk and displays a status report.
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FORMAT:- It is used to format the drive. V :- It is used to give label to the disk. S :- It copies all files into the disks for back up. Q :- It is used to do the quick format.
EDIT:- It is used to edit the existing file.
TREE:- It graphically displays the folder structure of a drive or path.
ATTRIB :- It is used to change the properties of any file.
H :- Hidden file attributes.
A :- Archive file attributes.
S :- System file attributes.
R :- Read only file attributes.
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Introduction to MS Word 2007
Microsoft Word is a component of widely used application software package, Microsoft Office. MS word is a word processing software based on windows operating system. It helps us in preparing all types of documents by facilitating us modifying, rectifying spelling mistakes etc. MS WORD software is based on WYSIWYG (What You See Is What You Get) concept i.e. the document is printed exactly in the same format as it appears on the screen.
Most of the word processors start from a blank screen assumed to be a blank page with a blinking starting point known as cursor. For all practical purposes it is like a typewriter, but it is much more than that. We can type the text (even enter graphics) in the word processor, save it under a name to recall it again and again, spell check it for errors, format it to look good, and then if needed print it too. This makes it much easier for writing the text since we can make as many mistakes as we like since we can correct them by just pressing a key. This way we save a lot of paper and make the document look more neat and clean.
Typing the document can verifying the correctness of document that is displayed on the screen. If the user finds any mistakes while typing, on later he or she can easily correct that mistake. Once the user is sure that there are no mistakes in the document it may be printed.
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Screen Layout of MS-word 2007 interface
Starting pop-up screen when starting MS-word
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Quick access toolbar
Minimize, maximize /restore &
close buttonsMenu barOffice button Title bar
Formatting tool bar
Vertical Scroll bar
Work area
Status bar
Horizontal Scroll bar
Various view options
MS office button
When you click the Microsoft Office Button , you see the same basic commands available in ‘File’ menu of earlier releases of Microsoft Office to open, save, and print your file.
However, in the 2007 Office release, more commands are now available, such as Finish and Publish. For example, in Word, Excel, and PowerPoint by pointing to Finish, and then clicking Inspect Document, you can check a file for hidden metadata or personal information.
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Shortcut keystrokes
Access keys provide a way to quickly use a command by pressing a few keys, no matter where you are in the program. Every command in Office Word 2007 can be accessed by using an access key. You can get to most commands by using two to five keystrokes. To use an access key:
Press ALT.
The Key Tips are displayed over each feature that is available in the current picture.
Menus name Hot keys
Save ALT+1
Undo ALT+2
Home ALT+H
Insert ALT+N
Page layout ALT+P
References ALT+S
Mailings ALT+M
Review ALT+R
View ALT+W
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Home menuHome menu divided into 5 main parts, they are as follows:
Clipboard Font Paragraph Styles Editing
1. ClipboardIt includes various commands like – cut, copy, paste, format painter
etc.
How Clipboard works
The Office Clipboard works with the standard Copy and Paste commands. Just copy an item to the Office Clipboard to add it to your collection, and then paste it from the Office Clipboard into any Office document at any time. The collected items stay on the Office Clipboard until you exit all Office programs or you delete the items from the Clipboard task pane.
2. Font
It contains various things like- font face, font size, font color, bold italic underline, strike through, subscript, superscript, change case, text highlighting color, clear formatting.
Font includes font name, font size, font style, such as Bold or Italic. In the box, select a font style. Your choice appears in the Preview box.
Size specifies a font size in points. In the list, select a font size. Your choice appears in the Preview box.
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Font Color Specifies the color of the selected text. In the box, select a color. Clicking Automatic applies the color defined in Microsoft Windows Control Panel. By default, that color is black unless you change it. In paragraphs with shading of 80 percent or more, clicking Automatic changes the text to white. Your choice appears in the Preview box.
Underline style Specifies whether selected text is underlined and the underline style. Click none to remove underlining.
Underline color Specifies the color of the underline. This option remains unavailable until you apply an underline style.
Strikethrough Draws a line through the selected text.
Double strikethrough Draws a double line through the selected text.
Superscript Raises the selected text above the baseline and changes the selected text to a smaller font size, if a smaller size is available. If you want to raise the selected text without changing the font size, click the Character Spacing tab, and then click Raised in the Position box.
Subscript Lowers the selected text below the baseline and changes the selected text to a smaller font size, if a smaller size is available. If you want to lower the selected text without changing the font size, click the Character Spacing tab, and then click Lowered in the Position box.
Shadow Adds a shadow beneath and to the right of the selected text.
Outline Displays the inner and outer borders of each character.
3. Paragraph
It contains alignments like left, right, center, justify, spacing, shading, sorting, bullets and numbering, indenting and formatting symbols.
Left – align text to the left
Right - align text to the right
Center - align text to the center
Justify – align text to both the left and right margins, adding extra space between words as necessary.
If a line contains a large text character, graphic, or formula, Microsoft Office Word increases the spacing for that line.
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To space all lines evenly within a paragraph, use exact spacing and specify an amount of space that is large enough to fit the largest character or graphic in the line. If items appear cut off, increase the amount of spacing.
On the Home tab, in the Paragraph group, click Line Spacing.
Line spacing options
Single Sets the spacing between two lines to single point.
1.5 lines This option is one-and-one-half times that of single line spacing.
Double This option is twice that of single line spacing.
Multiple This option sets line spacing that is increased or decreased from single spacing by a percentage that you specify. For example, setting line spacing to 1.2 will increase the space by 20 percent.
Bullets and numbering Use the convenient Bullet and Numbering libraries Use the
default bullet and numbering formats for lists, customize the lists, or select other formats from the Bullet and Numbering libraries.
Format bullets or numbers Format bullets or numbers differently from the text in a list. For example, click a number and change the number color for the entire list, without making changes to the text in the list.
Numberings It starts a numbered list
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SortingAlphabetize the selected text or sort numerical data
4. Styles
It includes various change styles. Quick Styles are combinations of different formatting options and are displayed in a thumbnail in the various Quick Style galleries. When you place your pointer over a Quick Style thumbnail, you can see how the Quick Style affects your selected data or shape.
5. Editing
It includes find, replace and select the data options.
Find and replace text
You can automatically replace a word or phrase with another — for example, you can replace Acme with Apex.
1) On the Home tab, in the Editing group, click Replace.
2) Click the Replace tab. 3) In the Find what box, type the text that you want to search for. 4) In the Replace with box, type the replacement text.
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Blank page
Cover page
Page break
Insert menuInsert menu consists the following sections:
Pages Tables Illustration Links Header & footer Text Symbols
1. PagesIt contains the following options.
Cover page: it inserts a fully formatted cover page. You fill in the title, author, date, and other information.
Blank page: it inserts a new blank page at the cursor position.
Page break: it starts the next page at the current position.
2. Tables section
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It inserts or draws a table into the document. In word you can also convert existing text into a table.
When you click on the table, it appears as:
Insert a table
1. Click where you want to insert a table. 2. On the Insert tab, in the Tables group, click Table, point to Quick
Tables, and then click the template that you want.
3. Replace the data in the template with the data that you want.
Illustration section
It contains the following things:
picture clip art shapes smart art chart etc
In this section we can easily insert pictures, clipart, various shapes, smart art and various types of charts such as column chart,
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bar chart, pie chart, bubble chart, area chart, stock chart, radar chart etc.
We can easily format them through format menu. Whenever you insert a new picture or clip art, the format menu appears automatically. The format menu facilitates us to formatting your picture or whatever else you insert like- 3-d effects, styles, size, rotation.
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It creates a link to a web page, a picture, an e-mail address or a program.
It creates a book mark to assign a name to a specific point in a document.
It refers to items, such as headings, figures, and tables by inserting a cross reference
3. Link section
It includes the following things:-
hyperlink bookmark cross reference
You can also create a hyperlink to a blank e-mail message by typing the address in the document. For example, type [email protected], and Word creates the hyperlink for you, unless you turned off automatic formatting of hyperlinks.
When you add a bookmark to a block of text, Microsoft Office Word surrounds the text with square brackets. When you change a bookmarked item, make sure that you change the text or graphics inside the brackets.
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Inserts ready made shapes such as triangles, lines, rectangles, arrows, flow chart symbols etc
Inserts a smart art graphic to visually communicate information
Insert clipart including drawings, movies, sounds etc.
Insert a picture Inserts a chart to and compare the data
It edits the header of the document. The contents in the header will appear at the top of each printed page.
It edits the footer of the document. The contents in the footer will appear at the bottom of each printed page.
It inserts page numbers into the document at the top of the page, bottom of the page, page margins.
4. Header & footer section
It contains the following things:
Header Footer Page number
Headers and footers are areas in the top, bottom, and side margins (margin: The blank space outside the printing area on a page) of each page in a document.
You can insert or change text or graphics in headers and footers. For example, you can add page numbers, the time and date, a company logo, the document title or file name, or the author's name.
If you want to change a header or footer that you inserted, the Headers & Footers tab under Header & Footer Tools gives you more header and footer options.
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5. Text section
It includes the following things:
Text box Quick parts Word art Signature line Date & time Object Drop cap
You can change WordArt text like you can change any other text in a shape. The dropped cap, a large dropped initial capital letter, can be used to begin a document or a chapter, or to add interest to a newsletter or invitation.
Dropped cap In-margin dropped cap
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It inserts preformatted
text boxes.
It inserts reusable pieces of contents including fields, document properties.
It inserts decorative text in your document.
It inserts a signature line that specifies the individual who must sign
It inserts the current date or time in to the current
document.
It inserts an embedded object.
It creates a large capital letter at the beginning of a paragraph.
6. Symbol section
It contains the following things:
Equation Symbol
You can type an equation in your document or insert an equation in the
following ways:
Choose from a list of frequently used or preformatted equations
Insert or type symbols
Insert commonly used mathematical structures
To insert a Math AutoCorrect symbol, type one of the following codes
followed by a delimiting term. For example, after you type a code,
type a punctuation mark, or press SPACEBAR or ENTER. To ensure that
the Math AutoCorrect symbols appear the same in your document as
they do in the AutoCorrect dialog box, on the Home tab, in the Font
group, select Cambria Math.
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Insert common mathematical equations or build up your own equations.
It inserts symbols that are not on your keyboard such as copyright symbols, trademark symbols, paragraph
In MS Word, you can apply a document theme to all slides, to
selected slides only, or to the master slide. Right-click the document
theme and then click the option that you want.
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It changes the overall design of the entire
document.
Theme color changes the colors for the current theme.
It changes the font for current theme
It changes theme for the current theme.
2. Page setup section
Microsoft Word offers several page margin options. You can use the default (default: A predefined setting. You can accept the default option settings, or you can change them to suit your own preferences.) page margins or you can specify your own.
3. Page background section
You can apply a different color, apply a texture or picture instead of color, or change settings for patterns and gradients.
When no background is specified for a Web page, the page appears in the default background color set in the Web browser of the person who is viewing the page.
To add a watermark only to selected pages, you must separate the document into sections.
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Select the margin sizes for the entire document
Switch the pages between portrait and landscape layouts.
Ad, page, section or column breaks to the document
Choose a current size for the document.
Split text into two or more columns.
Add line numbers in the margins
It allows word to break lines between the syllables of words
4. Paragraph section
Indentation determines the distance of the paragraph from either
the left or the right margin. Within the margins, you can increase or
decrease the indentation of a paragraph or group of paragraphs. You can
also create a negative indent (also known as an outdent), which pulls the
paragraph out toward the left margin. You can also create a hanging
indent, in which the first line of the paragraph is not indented, but
subsequent lines are.
Page marginsIndentation
5. Arrange section
Microsoft Office Word 2007 enables you to wrap text easily around pictures, shapes, and tables with any position or style that you want.
Text wrapping breaks are used to separate the text around objects on Web pages. For example, you can use a text wrapping break to separate caption text from body text.
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Move in the left side of the paragraph
Change the spacing between paragraphs by adding space
above the selected paragraph
Move in the right side of the paragraph
Change the spacing between paragraphs by adding space above the
selected paragraph
References menuIf you want to create a bibliography, you can find commands for
creating and managing sources and citations on the References tab in the Citations & Bibliography group.
A footnote or an endnote consists of two linked parts - the note reference mark (note reference mark: A number, character, or combination of characters that indicates that additional information is contained in a footnote or endnote.) and the corresponding note text.
You can create a bibliography at any point after you insert one or more sources in a document. If you don't have all of the information that you need about a source to create a complete citation, you can use a placeholder citation, and then complete the source information later.
Reference menu
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1. Table of contents
It adds a table of content to the document.
2. Footnotes section
Footnotes are used in printed documents to explain, comment on, or provide references for text in a document. You might use footnotes for detailed comments and endnotes for citation of sources.
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It adds a table of content to the document.
Add the current paragraph as an entity in the table of contents.
Updates the table of the contents
Add a footnote to the document
Add a footnote to the document
Navigate to the next footnote to the document
Mailing menuWhen you want to use envelopes to send a mass mailing to your
address list, you can use mail merge to create a batch of envelopes. Each envelope contains an address from your list.
The placeholders for the addresses are called mail merge fields. Fields in
Word correspond to the column headings in the data file that you choose.
To merge information into your envelopes, you must connect the envelopes to your address list, also known as a data source or a data file. If you don't already have a data file, you can create one during the mail merge process.
1. Create section
If you want to add a graphic to labels that you are printing on a page printer (rather than a continuous-feed printer), you must add it to each label.
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Creates and print envelopes
Creates and print labels
2. Mail merge section
You use mail merge when you want to create a set of documents, such as a form letter that is sent to many customers or a sheet of address labels. Each letter or label has the same kind of information, yet the content is unique. For example, in letters to your customers, each letter can be personalized to address each customer by name.
3. Write & insert field section
In a mail merge, use the Insert Merge Field dialog box when you want to add individual fields from a data source (data source: A file that contains the information to be merged into a document. For example, the list of names and addresses you want to use in a mail merge. You must connect to the data source before you can use the information in it.) in the main document (main document: In a mail-merge operation in Word, the document that contains the text and graphics that are the same for each version of the merged document, for example, the return address or salutation in a form letter.). For example, suppose that in a batch of letters you want to thank each recipient for his or her financial contribution. Suppose also that the data source that you are using with the mail merge stores this information in a field called Gift Amount. You can use the Insert Merge Field dialog box.
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It starts a mail merge to create a form letter.
Choose the list of people you want to send the letter.
Make changes to the list of recipients.
4. Preview results section
Click Preview Results.
Page through each merged document by using the Next Record and Previous Record buttons in the Preview Results group.
Preview a specific document by clicking Find Recipient.
You can preview your merged documents and make changes before you actually complete the merge.
To preview, do any of the following in the Preview Results group of the Mailings tab:
Click Preview Results.
Page through each merged document by using the Next Record and Previous Record buttons in the Preview Results group.
Preview a specific document by clicking Find Recipient.
A reviewer name or initials appear in the comment balloons (or in square brackets when the balloons aren't being used for comments). You can change the name that appears when you make review comments.
Grammar checking is available only in Microsoft Office Outlook and Microsoft Office Word
How automatic spelling checking works
When you check spelling automatically while you type, you can be more confident that you won't have to correct a lot of spelling mistakes when you are ready to deliver your document. Your Microsoft Office program can flag misspelled word
You can right-click the misspelled word to see suggested corrections.
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It checks the spelling and grammar of text in the document.
Open the research task pane to search
Suggests other words with a similar meaning to the word you have selected
Translate the selected text into different language.
Add a new comment about selection.
Delete the selected comment
Navigate the previous comment
Navigate the next comment
1. Proofing section
2. Comment section
You can insert a comment (comment: A note or annotation that an author or reviewer adds to a document. Microsoft Word displays the comment in a balloon in the margin of the document or in the Reviewing Pane).
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3. Tracking section
4. Changes section
5. Protect section
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Track all changes to the document.
Choose how to show revisions to the document.
Choose how to view the proposed changes to the document.
Show revisions in a separate window
Choose what kind of markup to show in
the document.
Reject the current change
Navigate to the previous revision in the document.
Navigate to the previous revision in the document
Accept the current changes
Restrict how people can access the document
View menuYou can prevent Full Screen Reading view from opening
automatically when you receive a Microsoft Office Word document
This article explains word document properties are, how you can view or change the properties for a Microsoft Office document, and how you can create custom properties for a document. It facilities us to view our document in many ways such as:
Document views Show/hide view Zoom Window Switch windows Macros
View Ribbon
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1. Document views section
Document properties, also known as metadata (metadata: Data that describes other data. For example, the words in a document are data; the word count is an example of metadata.), are details about a file that describe or identify it. Document properties include details such as title, author name, subject, and keywords that identify the document's topic or contents.
2. Show/ hide section
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View the document as it will appears in the
printed page
View the document in full screen
reading
View the document as a draft to quickly edit the
text.
View the document as it would look as a web page.
View the document as an outline and show the outline tools.
View the rulers, used to measure the document.
Turn on gridlines on the whole document.
Open the message bar to complete any required action on the document.
Open the document map, which allows you to navigate through a
structural view of a document.
Open the thumbnails pane, which you use to navigate a long document
through small pictures of each page.
3. Zoom section
4. Macro section:-
In Microsoft Office Word 2007, you can automate frequently used tasks by creating macros. A macro is a series of commands and instructions that you group together as a single command to accomplish a task automatically.
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Open the zoom dialog box to specify the zoom level
Zoom the document to 100% of the normal size
Zoom the document so that an entire page fits on the
window.
Zoom the document so that two pages fit on
the window
Zoom the document so that the width of the page matches the width
of the window
Introduction to MS Excel 2007
Microsoft Excel is a spreadsheet program. Like Microsoft Word, it possesses a dominant market share. It was originally a competitor to the dominant Lotus 1-2-3 but it eventually outsold it and became the de facto standard. It is available for the Windows and Macintosh platforms. Its main competitors are OpenOffice.org Calc, StarOffice and Corel Quattro Pro. For advanced statistical applications SPSS provides better functionality.
The MS Excel 2007 interface brings out all the functionality of the software using tabs rather than drop-down menus. The main work area is called a spreadsheet where you can communicate your data using functions, formulas, and charts. The highlighted cell is called the active cell and is the current place where you can enter a value or a formula. We will describe the parts of the interface in the following sections.
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Quick access toolbar Minimize, maximize /restore & close buttonsMenu barOffice button Title bar
Formatting tool bar
Vertical Scroll barWork area
Status bar
Horizontal Scroll bar
Various view options
Screen layout of MS Excel 2007
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Ribbon The Ribbon, a panel that houses the command buttons and icons,
organizes commands as a set of Tabs, each grouping relevant commands (see Fig. 2 below). Each application has a different set of tabs which expose the functionality that application offers. For example, while Excel has a tab for the Graphing capabilities, Word does not feature the same; instead it has tabs to control the formatting of a text document. Within each tab, various related options may be grouped together. The Ribbon is designed to make the features of the application more discoverable and accessible with fewer mouse clicks as compared to the menu-based UI used until Office 2007. It is not possible to remove the Ribbon or replace it with menus with the normal Office 2007 functions. However, the Ribbon can be hidden.
Additionally, the file button has been replaced by the Microsoft office sign in the upper left corner and is called the “Office Button.”
Cell number box:
A cell is a single box that is the intersection of a column and row. Each cell is named according to its column label and row number, called a cell reference. For example, the highlighted cell shown below is named cell B3. The name box is located at the top left corner of the worksheet (see arrow below) and displays the cell reference of the active cell.
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Ribbon
Tabs
New “Office button”
Formula box:
A formula is a mathematical expression that evaluates to a single value. It can be used to perform a useful calculation in a cell. You can construct a formula using any mix of the following components: constants, mathematical operators, cell references and ranges, and functions.
Functions
A function is a pre-defined formula in Excel that you can insert into your formula. Each function is specified by its name and input arguments and evaluates to a single value.
Creating Formulas
To create a basic formula, use the following procedure: 1) Select with your mouse the cell in which you would like to insert
your formula, e.g. A1 in the figures below. 2) All formulas must start with an = sign. 3) After you type the = sign, type your syntactically correct formula. 4) Click Enter when you are done.
Menu Bar
Across the top of the screen, you see two layers of menus. The top layer of menus is icon based comprising of office button menu and Quick Access Toolbar and the second layer of menu actually provides the menu in tabs form. Tabs available in MS Excel are:
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Iconic menu
Home – This toolbar contains basic text and cell formatting functions and features.
Insert – This option enables you to insert items into your Excel documents such as shapes, tables, pictures, graphs etc.
Page Layout – This option provides page layout options such as fonts, colors, margins, gridlines etc. Formulas – This toolbar provides formulas and functions to use with Excel.
Data – This toolbar allows you to manage data from different sources: data sorting, data filtering, text-to-table functions and grouping.
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Tabular menu
Click to add new worksheet
Review – This option allows you to check your spelling, use a thesaurus, create and manage comments.
View – This option enables you to create custom views, use zoom, control and manage general window appearance.
Adding & Renaming worksheets
A spreadsheet/worksheet is a group of cells organized into columns and rows containing data. Worksheet in a workbook is just like a page/sheet in a file. Multiple worksheets constitute to form a workbook.
Three sheets are available by default when ms excel is opened.
To add new worksheet click on the button shown beside the sheets or press Shift+F11.
To rename a worksheet, right click the worksheet from the bar above the status bar and select rename.
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To insert a new worksheet
To rename the selected worksheet
Using Macros
In Microsoft Office Word 2007, you can automate frequently used tasks by creating macros. A macro is a series of commands and instructions that you group together as a single command to accomplish a task automatically.
Creating Macros
1. In the Macro name box, enter a name for the macro.
2. To assign a CTRL combination shortcut key (shortcut key: A function key or key combination, such as F5 or CTRL+A, that you use to carry out a menu command. In contrast, an access key is a key combination, such as ALT+F, that moves the focus to a menu, command, or control.) to run the macro, in the Shortcut key box, type any lowercase letter or uppercase letter that you want to use.
3. In the Store macro in list, select the workbook in which you want to store the macro.
4. To include a description of the macro, in the Description box, type the text that you want.
5. Click OK to start recording.
6. Perform the actions that you want to record.
7. On the Macro tab, click Stop Recording . We can also click
Stop Recording on the left side of the status bar.
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Macro recording pop-up Macro running window
Selecting cells
A single cell: Click the cell, or press the arrow keys to move to the cell.
A range of cells: Two ways of selecting a range of cells. Click the first cell in the range, and then drag to the last cell, or
hold down SHIFT while you press the arrow keys to extend the selection.
You can also select the first cell in the range, and then press F8 to extend the selection by using the arrow keys. To stop extending the selection, press F8 again.
A large range of cells: Click the first cell in the range, and then hold down SHIFT while you click the last cell in the range. You can scroll to make the last cell visible.
All cells on a worksheet: Click the Select All button.
To select the entire worksheet, you can also press CTRL+A.
Freeze Panes
Freeze panes are used to keep an area of a worksheet visible while you scroll to another area of the worksheet, you can lock specific rows or columns in one area by freezing or splitting panes (pane: A portion of the document window bounded by and separated from other portions by vertical or horizontal bars.).
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When you freeze panes, you keep specific rows or columns visible when you scroll in the worksheet. For example, you might want to keep row and column labels visible as you scroll.
A solid line indicates that row 1 is frozen to keep column labels in place when you scroll. When you split panes, you create separate worksheet areas that you can scroll within, while rows or columns in the non-scrolled area remain visible.
Freeze panes to lock specific rows or columns
1. On the worksheet, do one of the following:
To lock rows, select the row below the row or rows that you want to keep visible when you scroll.
To lock columns, select the column to the right of the column or columns that you want to keep visible when you scroll.
To lock both rows and columns, click the cell below and to the right of the rows and columns that you want to keep visible when you scroll.
2. On the View tab, in the Window group, click the arrow below Freeze Panes.
3. Do one of the following:
To lock one row only, click Freeze Top Row. To lock one column only, click Freeze First Column. To lock more than one row or column, or to lock both rows
and columns at the same time, click Freeze Panes.
Split panes to lock rows or columns in separate worksheet areas
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1. To split panes, point to the split box at the top of the vertical scroll
bar or at the right end of the horizontal scroll bar.
2. When the pointer changes to a split pointer or , drag the split
box down or to the left to the position that you want.
3. To remove the split, double-click any part of the split bar that
divides the panes.
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Format Painter
Format Painter is used to copy the formatting (such as fills or borders) of shapes or objects (object: A table, chart, graphic, equation, or other form of information. Objects created in one application, for example spreadsheets, and linked or embedded in another application are OLE objects.), text, or cells in a Microsoft Office Excel worksheet to a different group of shapes, objects, text, or cells.
1. Select the shape, object (object: A table, chart, graphic, equation, or other form of information. Objects created in one application, for example spreadsheets, and linked or embedded in another application are OLE objects.), text, or worksheet cell that has the formatting that you want to copy.
2. On the Home tab, in the Clipboard group, do one of the following:
To copy the formatting to one other shape, object, cell, or text selection, click Format Painter.
To copy the formatting to multiple shapes, objects, cells, or text selections, double-click Format Painter.
The pointer changes to a paintbrush.
3. Do one of the following:
To copy the formatting to a single shape, object, or piece of text, click the object or text that you want to format.
To copy the formatting to a single cell or range of cells, drag the mouse pointer across the cell or range of cells that you want to format.
To copy the formatting to several cells or ranges of cells, drag the mouse pointer across the cells or ranges of cells that you want to format.
To copy the formatting to several text selections, click each text selection that you want to format.
4. To stop formatting, press ESC.
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AutoFormat
By selecting certain formatting options, the 2007 Microsoft Office system programs can automatically format certain kinds of text as you type, such as replacing a typed hyphen ( - ) with a dash ( – ). Use the AutoFormat As You Type options to control the automatic formatting that you want.
1. Click the Microsoft Office Button , and then click Excel Options. The Excel Options button is located in the lower part of the menu
that opens after you click the Microsoft Office Button .
2. Click Proofing.
3. Click AutoCorrect Options.
4. Click the AutoFormat As You Type tab.
5. Select or clear the check boxes for the options that you want to enable or disable.
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Introduction to PowerPoint
The user interface has been significantly redesigned in the following 2007 Microsoft Office system programs: Word, Excel, PowerPoint, Access, and Outlook (in the composing and reading windows).
PowerPoint is a presentation software program that is part of the Microsoft Office package. PowerPoint uses a graphical approach to presentations in the form of slide shows that accompany the oral delivery of the topic. With PowerPoint, you can easily create slide shows.
This program is widely used in business and classrooms and is an effective tool when used for training purposes. Trainers and other presenters use slide shows to illustrate their presentations. You create your PowerPoint presentation on slides. You use layouts to organize the content on each slide. PowerPoint has several slide layouts from which to choose. Themes are sets of colors, fonts, and special effects. Backgrounds add a colored background to your slides. You can add themes and backgrounds to your slides.
After you complete your slides, you can run your presentation.
The Microsoft Office Button replaces the File menu and is located in the upper-left corner of these Microsoft Office programs. When you click the Microsoft Office Button, you see the same basic commands available in earlier releases of Microsoft Office to open, save, and print your file.
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TABS EXPLANATION
HOME
SLIDES
NEW SLIDE: - Add new slide to the presentation.
LAYOUT: - Change the layout of the selected slide.
RESET: - Reset the position, size and formatting of the slide place holder to their default slide.
DELETE: - Remove this slide from the presentation.
FONT:-
TEXT SHADOW: - Add a shadow behind the selected text to helps it stand out on the slide.
DRAWING
SHAPES: - Insert ready made shapes such as rectangle, circle, arrow line, flow chart, symbol, etc. like here
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ARRANGE: - Arrange object on the slide by change their order, position and rotation. You can also group multiple objects together so that they will be treated like a single object.
SHAPE FILL: - Fill the selected shape with a solid color, gradient, picture, or texture.
SHAPE OUTLINE: - Specify the color, width and line slide for the outline shapes.
SHAPE EFFECT: - Apply a visual effect to the selected shapes such as shadow, glow, reflection, or 3-d rotation.
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INSERT
PHOTO ALBUM: - Create a new presentation based on a set of picture. Each picture wills we placed on its own side.
CLIP ART: - Insert clip art into the document drawing, movies, sound or stock photography to illustrate a specify document.
PICTURE: - Insert a picture into the document.
SMART ARTS:-Insert a smart art graphic to visually communicate information. Smart art graphic range from graphical list and process diagram to more complex graphic such as van diagram and origination chart.
CHART: - Insert a chart to illustrate and compare data. Bar, pie, line, area, and surface are some of the Abdicable types.
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LINKS
HYPERLINK: - (CTRL+K) create a link to a web page, a picture, an e-mail address or a program.
ACTION: - Add an action to the selected object to specify what should happen when you click on it or hover over it with your mouse.
TEXT
TEXT BOX: - Insert a text box into the document or add text to the selected shape.
HEADER FOOTER: - Edit header or footer to the document.
WORLD ART:- Insert decorative text to your document.
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DATE AND TIME: - Insert correct date or time into the correct document.
SLIDE NUMBER: - Insert the slide number. The slide number reflects the position of the slide with in the presentation.
SYMBOL: - Insert character that are not on your keyboard, such as copyright symbols or trademark symbol, paragraph mark and Unicode character.
OBJECT: - Insert an embedded object.
MOVIE: - (movie from file) insert a movie into the presentation.
SOUND: - Click to add music from a cad or to record a sound with a microphone.
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DESIGN
TEXT
PAGE SETUP:- Show the page set up dialog box.
THEME: - Insert a theme to the document.
THEME COLOUR: - Change the color of the current Document.
THEME FONT: - Change the font of the current theme.
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THEME EFFECT: - Change the effect of the current theme.
BACKGROUND
BACKGROUND STYLE: - Choose the background style for this theme. right click any style of more ways to app
HIDE BACKGROUND GRAPHIC: - Don’t show the background graphic include in the theme you have selected.
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ANIMATION
ANIMATION
ANIMATE: - Choose an animation to apply to object in the slide. Custom animation:-open the custom animation task pane so that you can animate individual object on the slide.
TRANSITION TO THIS SLIDE
TRANSITION SCHEME:-Choose a special effect that will we applied during the transition between the previous slide and the current slide.
TRANSITION SPEED:- Choose how toast to animate the transition between the previous theme or current theme.
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SLIDE SHOW
ANIMATION
FOROM BEGINNING: - Start slide show from first slide.
FROM CURRENT SLIDE: - Start slide show from current slide.
CUSTOM SLIDE SHOW: - Create and play a slide show. A custom slide show displays only the slide that you selected.
SETUP
SETUP SLIDE SHOW: - Setup advance option for the slide show, such as kiosk mode.
RECORD NARRATION:-Record a narration track using the microphone attached to your computer.
REHEARSE TIMING:-Launches a full screen slide show in which you can rehearse your presentation. The amount of time you spend on each slide is recorded .
USE REHEARSE TIMING: - Use the timing you create using rehearse timing to switch between slide automatically.
MONITOR
RESOLUTION:- Choose the screen resolution to use for the full screen slide show. Smaller resolution generally displays fester while larger resolution can show more visual details. Many projector support a maximum resolution of 1024-768.
SHOW PRESENTATION ON:- Choose a monitor on which displays the full screen slide show if you only have monitor or are using a lap top with an external monitor attached this command is disable.
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USE PRESENTER VIEW:- Show the full screen slide show using presenter view. This view allow to project the full screen slide show to one monitor while viewing a special “speaker view “on another monitor that include timing and speaker notes .this feature requires multiple monitor or a laptop with dual-display capability. When this option is checked when using single monitor, pop-up appears:
Click check if more than one monitors are attached with the system, cancel otherwise.
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REVIEW
MONITOR
SPELLING:- Check the spelling of text.
REASERCH:- Open the research task pane to search through reference material, such as dictionaries encyclopedias and translation services.
TRANSLATE:-Translate the selected text into a different language.
LANGUAGE: - Set the language used to check the spelling and grammar of the selected text.
COMMENTS
SHOW MARKUP:- Show markup and other annotation. New comments: - add comments about the selected text.
EDIT COMENTS: - Edit the selected comments.
DELETE:-Delete the selected comments.
PREVIOUSCOMMENT:-Navigate the previous comment in the document.
PROTECT
PROTECTPRESENTATION:-Restrict how people can access the presentation.
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VIEW
PRESENTATION VIEW
NORMAL: - View the presentation in normal view.
SLIDE SHOW:-Start the slide show.
SLIDE MASTER:-Open slide master view to change the design and layout of the master slide.
HANDOUT MASTER:-Open handout master view to change the design and layout of printed handout.
SHOW AND HIDE
RULER:-View the ruler, used to measure and lineup object in the document.
GRID LINES:-Turn on gridline to which you can align object in the document.
ZOOM: - Open the zoom dialog box to specify the zoom level of the document. In most cases, you can also use the zoom controls in the status bar at the bottom of the window to quickly zoom the document.
FIT TO WINDOW: - Zoom the presentation so that the slide fills the window.
COLOUR AND GRAYSCALE
COLOUR: - View this presentation in full colors.
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GRAYSCALE: - View this presentation in grayscale, and customize how the color are translated into grayscale.
PURE BLACK AND WHITE: - View this presentation in black and white and customize how the color translated into black and white.
WINDOW
NEW WINDOW: - Open the new window containing a view of the current document.
ARRANGE ALL: - Tile all open program window side by side on the screen.
CASCADE:-Cascade the open document window on the screen so that they overlap.
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MOVE SPLIT:-Move the splitter which serrates the different section of the window. After clicking the button, use the arrow key to move the splitter and then press enter to return the document.
SWITCH WINDOW:-Switch to a different currently open window.
MACROS
View the list of macros, from which you can run, create, or delete a macro.
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Print Setup
PRINT RANGEPrint Range box facilitates us to customize the slides to be printed.
All to print all the slides in the open document. Current Slide to print the only slide where the cursor is. Selection to print the selected slides from left pane. Slides to print the slides by their numbers. The slide numbers are
given in the box separated by commas.
COPIESWe can print multiple copies of the same slides. Number of copies of
the selection is given here.
PRINT WHATWe can choose and print “Slides, Handouts, Notes Pages & Outline
view” of the slides by selecting one of these options here.
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Adding an image from the file1. Click on the insert tab from the ribbon.2. Click Picture from the illustration section. Window appears:
3. Select the image to be inserted and click insert.
