Assignment 11

RCEW/MCA/2010 OFFICE MANAGEMENT LAB
Introduction to Computer
Definition:
A computer is a device making calculation or controlling operation that is
expressible in numeric or logical terms. Computers are constructed from component that
performs simple well defined function. The complex interaction of these components
endows computer‘s ability to process information.
More accurately, a computer may be defined as a device that operates upon

information or data. A computer can store, process. And retrieve data as and when
desired. The fact that computers process data is so called data processor. Data processor
is more inclusive because modern computers not only compute in the usual sense but
also perform other functions with the data that flow to and from them.
In general a computer accepts input in the form of data and performs prescribed
operation in this data and finally supplies the result in output form.
Characteristics / Features of a Computer:
Speed: Computers are fast, Electric pulse travel at incredible speeds and because the
computer is electronic, its internal speed is virtually instantaneous. Many of today‘s
computers can perform hundreds of millions of processing operations in one second.
Speed of computer is measured in terms of:
1 millisecond=1*10^-3 second
1 microsecond=1*10^-6 second
1 nano second=1*10^-9 second
1 pico second=1*10^-12 second
Accuracy: The accuracy of a computer is consistently high and the degree of accuracy
of a particular computer depends upon its design. For a particular computer, each and
every calculation is performed with the same accuracy. The computer‘s physical
processing circuits rarely make errors. If the correct data and instruction are fed in, the
computer processes the data and gives the correct results.
Versatility : A computer is capable of performing almost any task provided that the
task can be reduced to series of logical steps. Computers can handle variety of
application and jobs and can be used in various fields.
Diligence: Unlike human beings, a computer is free from monotony, tiredness, lack of
concentration, etc. and hence can work for hours together without creating any error and
without grumbling. If ten million calculation have to be performed, a computer will
perform the ten millionth calculation with exactly the same accuracy and speed as the
first one.
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RCEW/MCA/2010 Jaya Lekhwani

Storage: No human can store massive amounts of information. Today‘s personal

computer can be equipped with disks capable of storing more than one billion character.
They are capable of handling voluminous data and information.
Programmability: A computer is programmable; that is what the computer does

depends on the program the computer is using.(A program is the list of instructions
telling the computer what to do).
Automation: No human intervention is required once the instruction and data are
given. The CPU follows these instructions, until it meets a last instruction which says –
Stop programmed execution; hence leading to automation.
Block diagram of Computer:
Input Memory Unit Output

Unit Unit
Control Arithmetic
Unit and logic
Unit
The basic structure of a computer has four functional blocks:
 Input Unit
 Output Unit
 Memory Unit
 Central Processing Unit
o Arithmetic and Logic Unit
o Control Unit
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RCEW/MCA/Jaya Lekhwani
Input Unit:
Data and information must enter the computer system before any computation can be
performed on the supplied data. This task is performed by the input unit that links the
external environment with the computer system. Data and instruction enter input units in
forms that depends upon the particular device used. For example, data is entered from a
keyboard in a manner similar to typing, and this differs from the way in which data is
entered through a card reader which is another type of input device. All input device must
provide a computer with data that are transformed into binary codes that the primary
memory of a computer is designed to accept. This transformation is accomplished by
units called input interfaces. Input interfaces are designed to match the unique physical
or electrical characteristics of input devices to the requirements of the computer system.
The following functions are performed by an input unit:
1. It accepts the list of instruction and data from the outside world.
2. It converts these instruction and data in computer acceptable form.
3. It supplies the converted instruction and data to the computer system for
further processing.
There are a wide variety of input devices are available. Some of commonly used are
Keyboard, Mouse, Punched card, card reader, etc.
Output Unit:
The job of output is just the reverse of that of an input unit. It supplies information and
results of computation to the outside world. Thus it links the computer with the external
environment. As computers work with binary code, the results produced are also in the
binary form; hence, before supplying the results to the outside world, it must be
converted to human acceptable form. This task is accomplished by units called output
interfaces. Output interfaces are designed to match the unique physical or electrical
characteristics of output devices to the requirement of the external environment.
1. It accepts the result produced by the computer which is in coded form.
2. It converts these coded results to human acceptable form.
3. It supplies the converted results to the outside world.
Memory unit:
The data and instruction that are entered into the computer system through input unit
have to be stored inside the computer before the actual processing starts. Similarly, the
results produced by computer after processing must also be kept somewhere inside the
computer system before being passed on to the output units. Moreover, the intermediate
results produced by the computer must also be preserved for ongoing processing. The
storage unit or the primary/main storage of a computer system is designed to cater to all
these needs. It provides space for storing data and instruction, space for intermediate
results and also space for the final results.
1. All the data to be processed and the instruction required for processing
(received from input devices).
2. Intermediate results of processing.
3. Final results of processing before these results are released to an output device.
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Central Processing Unit:

In the context of computers, processing is defined as the job of executing the set of
instructions, supplied to the computers with inputs, in a specified sequence. The
processing job is accomplished by a processing unit known as Central Processing Unit
(CPU). It has following two parts:
a) Arithmetic logic Unit
b) Control Unit
Arithmetic Logic Unit:

The arithmetic logic unit (ALU) of a computer system is place where the actual
execution of the instruction takes place during the processing operation. To be more
precise, all calculations are performed and all comparisons are made in ALU. The data
and instructions, stored in the primary storage prior to processing, are transferred as and
when needed to the ALU where processing takes place. No processing is done in the
primary storage unit. Intermediate results generated in the ALU are temporarily
transferred back to the primary storage until needed at a later time. Data may thus move
from primary storage to ALU and back again to storage many times before the processing
is over. After the completion of processing, the final results which are stored unit are
released to an output device.
The type and number of arithmetic and logic operations that a computer can
perform, is determined by the engineering design of ALU. However, almost ALU‘s are
designed to perform the four basic arithmetic operation – add , subtract, multiply, divide;
and logic operations or comparisons such as less than, equal to or greater than.
Control Unit:
Control unit of a computer system provides answers of the following question:
i. How does the input device know that it is time for it to feed data into the storage
unit?
ii. How does the ALU know what should be done with the data once they are
received?
iii. And how is it that only the final results are sent to the output device and not the
intermediate results?
The solution for all these situations is provided by the control unit of the computer
system. By selecting, interpreting, and seeing to the execution of the program
instruction, the control unit is able to maintain order and directs the operation of the
entire system. Although, it does not perform actual processing on the data, the control
unit acts as central nervous for the other components of the computer. It manages and
coordinates the entire computer system. It obtain instruction from the program stored in
the main memory, interprets the instructions and issue signals that cause units of the
system to execute them.
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Overview of Operating System and Windows XP
Operating System:
An operating system is an integrated set of programs that is used to manage the
various resources and overall operations of a computer system. It is designed to support
the activities of a computer installation. Its prime objective is to improve the performance
and efficiency of a computer system and increase facility, the ease with which a system
can be used. Thus, like a manager of a company an operating system is responsible for
the smooth and efficient operation of the entire computer system user friendly. That is, it
makes it easier for people to interface with and make use of the computer.
Operating systems provide a software platform on top of which other programs,

called application programs, can run. The operating system is also responsible for
security, ensuring that unauthorized users do not access the system. Operating system
perform basic tasks, such as recognizing input from the keyboard, sending output to
display screen, keeping track of files and directories on the disk, and controlling
peripherals such as disk drive and printer.
Functions of Operating system:

 Processor management, that is, allocation of processors to different tasks being
performed by the computer system.
 Memory management, that is, allocation of main memory and other storage areas
to the system programs as well as user programs and data.
 Input/output management, that is coordination and assignment of different input

and output devices while one or more program are being executed.
 File management, that is, the storage of various storage devices and the transfer
of these files from one storage device to another. It also allows all files to be
easily changed and modified through the use of text editors or some other file
manipulation routines.
 Establishment and enforcement of job priority system. That is, it determines and
maintains the order in which jobs are to be executed in the computer system.
 Automatic transition from job to job as directed by special control statements.
 Interpretation of commands and instructions.
 Coordination and assignment of compilers, assemblers, utility programs, and other

software to the various users of the computer system.
 Establishment of data security and integrity. That is, it keeps different programs
and data in such a manner that they do not interface with each other. Moreover, it
also protects itself from being destroyed by any user.
 Production of dumps, traces, error messages, and other debugging and error –
detecting aids.
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 Maintenance of internal time clock and log of system usage for all users.
 Facilitates easy communication between the computer system and computer

operator.
OS a Resource manager:
An OS merely exploits the hardware to provide easily accessible interfaces.
Exploitation means management upon the hardware resources, and thus also imposes
control upon or manages the entities that use the services so that the resources are used
efficiently.
Controller Controlled
Components
An OS is in nature a program, consisting instructions, thus it also needs CPU to

execute instructions so as to function as a controller, and main memory to hold
instructions for CPU to fetch. At the same time, the OS has to be able to relinquish and
regain later the control of CPU so that other programs can get chance to run but still
under the control of the OS. By utilizing the facilities provided by hardware, the OS may
schedule different processes to run at different moments and exchange the instructions
and data of programs between external storage devices, like hard disks, and main
memory.
OS as a computer interface:
The reason for an operation system to exist is to make computers more
convenient to use. An OS aims to wrap the underneath hardware resources and provides
services to end users in a systematic way. These services may be divided into two types:
services directly available for end users through all kinds of I/O devices, such as mouse,
keyboard, monitor, printer, and so on; and services for application programs, which in
turn provides services for end users.
If we look on these services as interfaces among different components of a
computer system, then the following hierarchical architecture may be obtained:
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Users
Application Programmer
Application
Application
Application
Utilities OS Designer
Application
Operating System
Application
Hardware
Application
From the point of view of end users, a computer system consists of a variety of
applications they may use. An application is developed by programmers in a
programming language. The higher level the utilities are, the easier and more
comfortable it is for programmers to code in the corresponding programming language;
or the lower, the harder. In an extreme case, the assembly language is almost the same
as machine instructions except that mnemonic symbols are used to replace binary strings
or opcodes. In this kind of language, programmers have to deal with an overwhelmingly
complexity of manipulating computer hardware. On the contrary, in a higher-level
language, more user-friendly APIs are available.
Types of Operating System:

Here is an overview of different types of operating system:
Real-time Operating System:

It is a multitasking operating system that aims at executing real-time applications. Real-
time operating systems often use specialized scheduling algorithms so that they can
achieve a deterministic nature of behavior. The main object of real-time operating
systems is their quick and predictable response to events. They either have an event-
driven or a time-sharing design. An event-driven system switches between tasks based of
their priorities while time-sharing operating systems switch tasks based on clock
interrupts.
Multi-user and Single-user Operating Systems:

The operating systems of this type allow a multiple users to access a computer system
concurrently. Time-sharing system can be classified as multi-user systems as they enable
a multiple user access to a computer through the sharing of time. Single-user operating
systems, as opposed to a multi-user operating system, are usable by a single user at a
time.
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Multi-tasking and Single-tasking Operating Systems:

When a single program is allowed to run at a time, the system is grouped under a single-
tasking system, while in case the operating system allows the execution of multiple tasks
at one time, it is classified as a multi-tasking operating system. Multi-tasking can be of
two types namely, pre-emptive or co-operative. In pre-emptive multitasking, the
operating system slices the CPU time and dedicates one slot to each of the programs.
Unix-like operating systems such as Solaris and Linux support pre-emptive multitasking.
Cooperative multitasking is achieved by relying on each process to give time to other
processes in a defined manner. MS windows prior to windows 95 used to support
cooperative multitasking.
Distributed Operating System:

An operating system that manages a group of independent computers and makes them
appear to be a single computer is known as a distributed operating system. The
development of networked computers that could be linked and communicate with each
other, gave rise to distributed computing. Distributed computations are carried out on
more than one machine. When computers in a group work in cooperation, they make a
distributed system.
Embedded System:
The operating systems designed for being used in embedded computer systems are
known as embedded operating systems. They are designed to operate on small machines
like PDAs with less autonomy. They are able to operate with a limited number of
resources. They are very compact and extremely efficient by design. Windows CE,
FreeBSD and Minix 3 are some examples of embedded operating systems.
Commonly available Operating System:

There are many types of operating systems. The most common is the Microsoft suite of
operating systems. They include from most recent to the oldest:
 Windows 7 - Windows 7 was intended to be a more focused, incremental

upgrade to the Windows line, with the goal of being compatible with applications
and hardware which Windows Vista was not at the time.
 Windows Vista –The common criticism with Windows XP and its predecessors
was security vulnerabilities, overall susceptibility of malware, viruses. Microsoft‘s
primary stated objective with Windows Vista has been to improve the state of
security in windows operating system.
 Windows XP Professional Edition - A version used by many businesses

on workstations. It has the ability to become a member of a corporate domain.
 Windows XP Home Edition - A lower cost version of Windows XP which is

for home use only and should not be used at a business.
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 Windows 2000 - A better version of the Windows NT operating system which

works well both at home and as a workstation at a business. It includes
technologies which allow hardware to be automatically detected and other
enhancements over Windows NT.
 Windows ME - A upgraded version from windows 98 but it has been

historically plagued with programming errors which may be frustrating for home
users.
 Windows 98 - This was produced in two main versions. The first Windows 98
version was plagued with programming errors but the Windows 98 Second Edition
which came out later was much better with many errors resolved.
 Windows NT - A version of Windows made specifically for businesses offering

better control over workstation capabilities to help network administrators.
 Windows 95 - The first version of Windows after the older Windows 3.x
versions offering a better interface and better library functions for programs.
There are other worthwhile types of operating systems not made by Microsoft. The
greatest problem with these operating systems lies in the fact that not as many
application programs are written for them. However if you can get the type of application
programs you are looking for, one of the systems listed below may be a good choice.
 UNIX - A system that has been around for many years and it is very stable. It is
primary used to be a server rather than a workstation. It can be difficult to learn.
Unix must normally run a computer made by the same company that produces the
software.
 Linux - Linux is similar to Unix in operation but it is free. It can be difficult to

learn.
 Apple Macintosh - Most recent versions are based on UNIX but it has a good
graphical interface so it is both stable (does not crash often or have as many
software problems as other systems may have) and easy to learn. One drawback
to this system is that it can only be run on Apple produced hardware.
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Windows XP:
Windows XP is operating system produced by Microsoft for personal use, including

home and business desktops, laptops, and media centers. It was first released in August
2001, and is the most popular version of Windows, based on installed user base. The
name "XP" is short for "eXPerience."
Windows XP is the successor to both Windows 2000 and Windows Me, and is the
first consumer-oriented operating system produced by Microsoft to be built on the
Windows NT kernel and Architecture. Windows XP was eventually released for two
additional architectures, Windows XP 64- bit edition for IA-64 (Itanium) processors and
Windows XP professional x64 Edition for . As of the end of September 2010, Windows XP
is the most widely used operating system in the world with a 51.7% market share,
having peaked at 76.1% in January 2007.
Editions:
Two main editions are Windows XP home Edition designed for home users and
Windows XP Professional Edition, designed for business and power users.
1. Professional Edition: XP Professional offers a number of features

unavailable in the Home Edition including:
 A sophisticated access control scheme that allows specific permissions on

files to be granted to specific users under normal circumstances.
 Remote desktop server, which allows a PC to be operated by another
Windows XP user over a local area network or the Internet.
 Offline Files and Folders, which allow the PC to automatically store a copy
of files from another networked computer and work with them while
disconnected from the network.
 Encrypting File system, which encrypts files stored on the computer's hard
drive so they cannot be read by another user.
 Centralized administration features, including Group Policies, Automatic
Software Installation and Maintenance, Roaming User Profiles, and Remote
Installation Service (RIS).
 Internet Information Services (IIS), Microsoft's HTTP and FTP Server.
 Windows Management Instrumentation Console (WMIC): WMIC is a
command-line tool designed to ease WMI information retrieval about a
system by using simple keywords (aliases).
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2. Home Edition: Windows XP Home Edition includes a number of

enhancements over Windows 2000 Professional. These include:
 Improved software (application) and hardware compatibility

 Simplified security
 Simplified log-on featuring new "welcome" screen
 Fast user switching
 A new user interface featuring context-sensitive, task-oriented Web views
 Enhanced support for digital media (movies, pictures, music)
 DirectX 8.1 multimedia libraries for gaming
Advantages of Windows XP:
1. Security: Windows XP has a high level of protection from defective

software and malicious attack.
2. Reliability: Windows XP is the most reliable and stable operating

system.
3. Compatibility: Windows XP has introduced a new compatibility that

falls between application and Win .32 APTs.
4. Performance: Windows XP has a very high performance on desktop

system which are largely constrained by I/O performance, server system
(where CPU is often the bottleneck), and large multithreaded and
multiprocessor environments (where locking and cache line management
are key to scalability).
5. Extensibility: Windows XP has the capacity to keep up with

advances in computing technologies.
6. Portability: Windows XP has the capacity to be moved from one

hardware architecture to another with relatively small changes.
7. International support: Windows XP is designed for international

and multinational use. It provides as support for different locales via the
national language support (NLS) API.
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Introduction to Office Automation
Office Automation:
Office automation refers to the varied computer machinery and software used to
digitally create, collect, store, manipulate, and relay office information needed for
accomplishing basic tasks and goals. Raw data storage, electronic transfer, and the
management of electronic business information comprise the basic activities of an office
automation system. Office automation helps in optimizing or automating existing office
procedures.
Considering that company organizations require increased communication, today,

office automation is no longer limited to simply capturing handwritten notes. In
particular, it also includes the following activities:
 exchange of information
 management of administrative documents
 handling of numerical data
 meeting planning and management of work schedules
Office suite:
In computing an office suite, sometimes called an office software suite or

productivity suite is a collection of programs intended to be used by knowledge works.
The components are generally distributed together, have a consistent user interface and
usually can interact with each other. In particular, an office suite therefore includes the
following software programs:
 word processing
 a spreadsheet
 a presentation tool
 a database
 a scheduler
The main office suites are:
 iWorks – Apple Inc.'s Mac-only office suite. Includes Pages, for word-
processing, Number for spreadsheets, and keytone, for presentations. iWorks
replaces the now-discontinued AppleWorks suite.
 Corel WordPerfect - WordPerfect for Windows has officially been known as

Corel WordPerfect. Unlike MS-Word, it is not available as a standalone product and
is only available as part of WordPerfect Office, which includes the Quattro Pro
spreadsheet and Corel Presentations programs.
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 IBM/Lotus SmartSuite - SmartSuite is an office suite from Lotus Software.

Lotus made versions for IBM's OS/2, as well as Microsoft‘s version too. SmartSuite
is in maintenance mode, and supported with fixes and fix packs on Windows 2000
and Windows XP. SmartSuite is not officially supported by IBM on the Windows
Vista operating system, but it does work on the 32-bit version of Vista if the
installer and applications are run in XP compatibility mode.
 Microsoft Office - Microsoft Office is an office suite of interrelated desktop

applications, servers and services for the Microsoft Windows and Mac OS X
operating systems, introduced by Microsoft in 1989. The first version of Office
contained Microsoft Word, Microsoft Excel and Microsoft PowerPoint.
 Sun Star Office - Oracle Open Office known before 2010 as StarOffice is
Oracle's propritory office suite software package. It was originally developed by
StarDivision and acquired by Sun Microsystem. in August 1999. Its components
include Writer, Impress, Math, Draw, Calc, and Base.
 Open Office (freeware) – OpenOffice is commonly known as OOo or

OpenOffice.org, is an Open source application suite whose main components are
for , word processing, spreadsheet, presentation, Graphics and database. It is
available for a number of different computer operating system, is distributed as
free software and is written using its own GUI toolkit.
Microsoft Office:
Microsoft Office is an office suite of interrelated desktop applications, servers and

services for the Microsoft Windows and Mac OS X operating systems, introduced by
Microsoft in 1989. Initially a marketing term for a bundled set of applications, the first
version of Office contained Microsoft Word, Microsoft Excel and Microsoft PowerPoint.
Additionally, a "Pro" (Professional) version of Office included Microsoft Access and
Schedule Plus. Over the years, Office applications have grown substantially closer with
shared features such as a common spell checker, OLE data integration and Microsoft
Visual basic Application scripting language. Microsoft also positions Office as a
development platform for line-of-business software under the office Business Application
(OBA) brand.
Microsoft Office version:

Microsoft office 95 (office 7.0) was released in August 1995. It was
designed as a fully 32-bit version to match windows 95. Office 95 was available in
two versions, Office 95 Standard and Office 95 Professional. The standard version
consisted of Word 7.0, Excel 7.0, PowerPoint 7.0, and Schedule 7.0. The
professional edition contained all of the items in the standard version plus Access
7.0.
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Microsoft office 98 (Office 8.0), a major milestone release which included

hundreds of new features and improvements, introduced command bars, a
paradigm in which menus and toolbars were made more similar in capability and
visual design. Office 97 also featured Natural Language System and grammar
checking. Office 97 was the first version of Office to include the Office Assistant.
Microsoft office 2000(Office 9.0) introduced adaptive menus, where little-

used options were hidden from the user. It also introduced a new security feature,
built around digital signatures, to diminish the threat of macro viruses. Office
2000 is the last version to support Windows 95.
Microsoft office XP (Office 10.0 or Office 2002) was released in conjunction

with windows XP, and was a major upgrade with numerous enhancements and
changes over Office 2000. Office XP introduced the Safe Mode feature, which
allows applications such as Outlook to boot when it might otherwise fail. Safe
Mode enables Office to detect and either repair or bypass the source of the
problem. Microsoft Office XP includes integrated voice command and text dictation
capabilities, as well as Handwriting recognition. Office XP is the last version to
support Widows 98, ME and NT 4.0, and the first version to require Product
Activation as an anti-piracy measure.
Microsoft office 2003 (Office 11.0) was released in 2003. It features a new
logo. Two new applications made their debut in Office 2003: Microsoft InfoPath
and One NoteThe key benefit of Outlook 2003 is the improved junk mail filter.
2003 is the last Office version to support Windows 2000.
Microsoft office 2007 (Office 12.0) was released in 2007. Office 2007
contains a number of new features, the most notable of which is the entirely new
graphical user interface called the fluent user interface(initially referred to as the
Ribbon UI), replacing the menus and toolbars that have been the cornerstone of
Office since its inception with a tabbed toolbar, known as the Ribbon. Office 2007
requires Windows XP with Service Pack 2 or 3, Windows server 2003 with Service
Pack 1 or higher, Windows Vista, or Windows 7.
Microsoft office 2010 (Office 14.0) was finalized on April 16, 2010, and was
made available to consumers on June 15, 2010. The main features of Office 2010
include the backstage file menu, new collaboration tools, a customizable ribbon,
protected view and a navigation pane. Microsoft Office 2010 also features a new
logo, which is similar to the 2007 logo, except in gold, and with a slightly modified
shape.
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Microsoft Office Application:
1. Microsoft word:
Microsoft Word is a word processor, a program designed to handle a

wide variety of pieces of writing. We can use it to write anything from a
short letter to reports of several hundred pages. It offers a broad range of
formatting options and also allows to integrate images, graphs,
tables, equations and all sorts of other objects into documents.
Some of the important features of MS-Word are listed below:
 Using word we 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.
 Font size and type of fonts can also be changed. Page numbers and Header
and Footer can be included.
 Spelling can be checked and correction can be made automatically in the entire
document. Word count and other statistics can be generated.
 Text can be formatted in columnar style as we see in the newspaper. Text
boxes can be made.
 Tables can be made and included in the text.
 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.
 Word also provides the mail-merge facility.
 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.
2. Microsoft Excel:
Microsoft Excel is a full-featured spreadsheet program that allows

organizing data, completing calculations, making decisions, graphing data, and
developing professional looking reports. The three major parts of Excel are:
Worksheets – Worksheets allow entering, calculating, manipulating and

analyzing data, such as numbers and text.
Charts – Charts pictorially represent data. Excel can draw two-dimensional

and three dimensional column charts, pie charts and other types of charts.
Databases – Databases manage data. For example, once we enter data

onto a worksheet, Excel can sort the data, search for specific data, and select data
that meets certain criteria.
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3. Microsoft PowerPoint:
MS PowerPoint is a presentation program by Microsoft. PowerPoint

presentations consist of a number of individual pages or "slides‘. Slides may
contain text, graphics, movies, and other objects, which may be arranged freely
on the slide. PowerPoint, however, facilitates the use of a consistent style in a
presentation using a template or "Slide Master". The presentation can be printed,
displayed live on a computer, or navigated through at the command of the
presenter. For larger audiences the computer display is often projected using a
Video projector. Slides can also form the basis of webcasts.
PowerPoint provides three types of movements:
 Entrance, emphasis, and exit of elements on a slide itself are controlled by

what PowerPoint calls Custom Animation.
 Transitions, on the other hand are movements between slides. These can
be animated in a variety of ways
 Custom animation can be used to create small story boards by animating
pictures to enter, exit or move
4. Microsoft Access:
Microsoft Access, is a pseudo-relational database management system

from Microsoft that combines the relational Mcrosoft Jet Databse Engine with a
graphical user interface and software-development tools. Microsoft Access is used
to create simple database solutions. Access tables support a variety of standard
field types, indices, and referential integrity. Access also includes a query
interface, forms to display and enter data, and reports for printing.
5. Microsoft Outlook:
Microsoft Outlook is a versatile component of the Microsoft Office 2003 for

users to manage personal information and to communicate with others. It helps
you in managing email messages, appointments, contacts, and tasks, as well as
making reminders and tracking activities. Key enhancements in Outlook 2003—
such as Cached Exchange Mode, automatic grouping of messages, junk e-mail
handling, and new reading views—improve the way to organize and manage
information, and improve performance and server connectivity.
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Features and Advantages of MS-Word

Introduction:
MS Word is a Word Processor of Software package Microsoft office suite that
enables to create, edit, print and save documents for future retrieval and reference. A
Word processing can be defined as the use of software to aid in the composition, revision,
filing and printing of text. 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.
Features of MS-Word:
Most Word Processor available today allows more than just creating and editing
documents. They have wide range of other tools and functions, which are used in
formatting the documents. The following are the main features of a Word Processor -
1. Text is typing into the computer, which allows alterations to be made easily.
2. Words and sentences can be inserted, amended or deleted.
3. Paragraphs or text can be copied /moved throughout the document.
4. Margins and page length can be adjusted as desired.
5. Spelling can be checked and modified through the spell check facility.
6. Multiple document/files can be merged.
7. Multiple copies of letters can be generated with different addresses through the
mail-merge facility.
Advantages of MS-Word:
Microsoft Word is one of the most extensively used computer applications. Its
advantages include:
 It allows easy and near-instant textual input.

 There is a large variety of formatting options, including a variety of color choices,
the ability to change font-weight (bold/regular), underlining, etc.
 Images can be 'drag-and-dropped' into the application, inserted manually, or
imported from the word-art galleries.
 Lists can be easily created and formatted.
 Content is displayed using the standard HTML formatting, allowing great
compatibility and creating a standardized, easy-to-control layout.
 Compatible with a large number of standard document formats.
 Extensive help documentation.
 Self-explanatory dialogue boxes and menu options.
 Increased office efficiency.
 Improved human resource utilization.
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Title Bar, Menu bar, Tool Bar

Title Bar:
At the top of the Word interface is the Title Bar. This bar is present on all Windows
applications and acts as a reminder of the program that we are using, as well as the title
of the document that we are editing.
In the upper right hand corner of the interface we can see a set of 3 buttons. The button
with the flat piece ( _ ) on it is the minimize button. Minimize will drop the program
MSWord from view, but will not close the program. The button in the middle is the resize
button and may have one square or two squares on it. The resize button will either make
the document large enough to fit the full MSWord window (the single square) or small
enough to where we can see it and other documents that we have opened
simultaneously (the two squares). The last button has an X on it and is called the close
button, which will close the document.
Menu Bar:
The menu bar is below the title bar. There are nine menu options on the menu bar.
When we click on any of these options (File, Edit, View, Insert, Format, Tools, Table,
Window or Help) a drop-down menu of commands will appear below it. All commands,
including those not found on the toolbars, are available from the menus. Choose any
menu by clicking the desired menu option or press the <Alt>key in combination with the
underlined letter of the menu option. For example, to access file menu press <Alt> - F
Tool Bar:
Toolbars consist of icons that act as short-cuts to the commands found under the menus.
The icons on the toolbars are organized according to function and according to the most
commonly used commands in MSWord. The toolbar that usually appears directly below
the menu bar is called the Standard Toolbar. The toolbar just below that is called the
Formatting Toolbar. These toolbars can be customized and moved around on the
screen. The option for displaying or hiding a toolbar is found under the menu item VIEW
| TOOLBARS. A ToolTip (yellow tag) appears when we move the mouse over any of the
icons on the toolbar. The ToolTip explains what function that particular icon performs.
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Quick Access
Bar
Tool Bar Menu Bar Title Bar
Status bar
Scroll Bar
Page 19 of 45
File menu in Word
New: Opens a new document. If you use the keyboard combination indicated on the
right a blank document opens immediately. Selecting the New menu item with your
cursor gives the opportunity to open a large number of types of documents.
Open: Opens a previously saved document.
Close: Closes the active document, but does not quit the application.
Save: Saves the active document with its current file name, location and format.
Save As: Saves by opening a window which gives the opportunity to change the file
name, location or format.
Page Setup: Sets margins, paper size, orientation and other layout options.
Print Preview: Shows how the file will look when you print it.
Print: Prints the active file, also gives the opportunity to change print options.
Exit: closes the Microsoft word.
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Edit Menu in Word
Undo - The actual entry of this item will depend on what you did last. In my example I
had cut text, so that was displayed. This selection can be repeated several times.
Repeat - After an action has been undone, it can be reinstated in the document.
Cut - Removes the selection from the active document and places it on the clipboard.
Copy - Copies the selection to the clipboard
Paste - Inserts the contents of the clipboard at the insertion point (cursor) or whatever
is selected.
Clear - Deletes the selected object or text, but does not place it on the clipboard.
Select All - Selects all text and graphics in the active window.
Find - Searches for specified text in the active document
Replace - Searches for and replaces specified text and formatting.
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Find and Replace Utility

When we create a document in Microsoft Word, we may decide to change a certain word
or phrase that is repeated throughout the document. So we can let the computer do the
hard work with the Find and Replace feature. To Find and Replace certain portion or word
following instructions are to be followed:
To find a word-
 We can simply select the ‗Find‘ in Editing group under Home Tab or by making use
of shortcut key ctrl-F.
 Then a Navigation dialogue will appear here we can make search for the specific
word we want to find.
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To make change to a specific word, we can use Replace functionality. To replace a word-
 We can select ‗Replace‘ in Editing group under home Tab or can use shortcut key
ctrl-H.
 A Find and Replace dialogue will appears and here we can type the word which we
want we find in ‗Find what‘ text box.
 In the ‗Replace with‘ text box, we have to type the word that we want to replace
the original word with.
 To replace words one at a time, we click ‗Replace‘, or if we want to replace every

occurrence of the word in the document, we click ‗Replace All‘.
Page 23 of 45
Header and Footer

Use of Header and Footer:
A header or footer is text or graphics that is usually printed at the top or bottom of every
page in a document. A header is printed in the top margin; footer is printed in the bottom
margin. Headers and footers can be as simple as the document title and a page number,
but we can create headers and footers that contain graphics, multiple paragraphs, and
fields. We can specify a different header or footer for odd and even pages or use a
different header or footer for the first page of a section or document. If we divide a
document into sections, we can use different headers and footers in each section. For
example, if required we may place the header for each section to reflect the title of that
section.
To add Header and Footer from gallery-
To add a graphic or text at the top or the bottom of document, we need to add a header
or footer. We can quickly add a header or footer from the galleries, or we can add a
custom header or footer.
1. We click Header or footer in Header & Footer group, on Insert tab.
2. Then simply we have to click header or footer that we want to add in our
document.
3. To return to body of the document we have to click close header footer on design
tab(under Header & Footer tools).
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To add a custom Header and footer-
1. We need to double-click in the header area or the footer area (near the top of
the page or near the bottom of the page).
This opens the Design tab under Header & Footer Tools.
2. To place information in the center or on the right side of the page, we need to
do any of the following:
 To place information in the center, we click Insert Alignment Tab in the

Position group of the Design tab; we click Center, and then click OK.
 To place information on the right side of the page, we click Insert

Alignment Tab in the Position group of the Design tab; we click Right, and
then click OK.
3. Then we can type information that we want to add in header or footer area.
4. To return to body of the document we have to click close header footer on

design tab (under Header & Footer tools).
Removing Header and Footer-
To delete the Header or footer we need to click Remove Header on Header group, under
Insert tab or we can delete by following steps
1. To delete Header or Footer we have to double click header/footer.
2. Then we need to select Header or Footer.
3. Then header/footer can be deleted by pressing key DELETE.
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Page setup in Word

Most pages formatting can be done on the Page Setup option of the File menu. The page
setup includes three tabs:
1. Margins
2. Paper
3. Layout
Margin Tab:-
1. Page Margins:
Page margins are the white space or borders around the main text on a printed page.
Select the Margins Tab on the Page Setup window to specify the top, bottom, left and
right margins.
 Top: Sets the distance from the top of the first line of text.
 Bottom: Sets the distance from the bottom of the page to the last line of text.
 Left: Sets the distance from the left edge of the page to the start of the text.
 Right: Sets the distance from the right edge of the page to the end of the text.
 Gutter: Sets additional amount of margin space for pages that are to be bound
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2. Page Orientation:
Under the ―Orientation‖ field we can determine if our page prints vertically as portrait
or horizontally as a landscape by clicking the desired radial button.
3. Pages:
Under the ―Pages‖ field we can select how we wish the pages to print by selecting the
desired option from the drop-down menu to the right.
Paper Tab:
Under the ―Paper‖ tab you can specify the paper size and width by making the desired
selections under the ―Paper Size‖ field.
1. Paper Size:
There are plenty of defined paper sizes and envelope sizes preconfigured according to
user need. User can pick A4, A5, legal, letter and various other envelope as his
requirement.
2. Width:
Sets the width of the paper and is automatically set when we choose a paper size. If
we change the values of this field, the Paper Size field changes to Custom Size.
3. Height
Sets the height of the paper and is set automatically according to the Paper size.
Layout Tab:
1. Header and Footer option:

Under the ―Header and Footer‖ field we can select that headers and footers print on
every page, or on every other odd or even page, by choosing the desired options from
the drop-down menu to the right. We can also set the distance that headers and
footers print from the edge of the paper by entering in the desired width (in inches)
under the ―From Edge‖ field menu inside of the ―Header and Footer‖ field box.
2. Vertical alignment:
We can align our text to the top of the page (default), the center, the bottom, or
justify it vertically on the page.
3. Borders:
In this section, we can specify a pre-defined format Or, we can select a style, color
and width for border.
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Print Command
To go to word 2010 print view, we simply go to print command in file menu or can press
<ctrl + p>.
Print Options:
Printer: Specifies the printer we wish to use. We can also send OneNote, fax the
document or can print it.
Print all Pages: Specifies what to print: all pages, the current page, a range of pages,
odd or even pages or if text is selected, the selected text. Also various properties:
including styles used AutoText entries, and any custom key assignments we‘ve made.
Print one sided: Whether to print on one side of page or both side of page.
Collated: specifies the order of sheets to be printed that is for eg. 123, 123, 123 or 111,
222, 333.
Portrait Orientation: User can specify the orientation of paper that is portrait or
landscape.
Paper Size: User can specify the paper size that is legal, letter, A4 etc.
Margin: Specifies the preset or custom margin of the current document.
Page per Sheet: Specifies the pages to be print per sheet, up to 16 pages can be
printed in one sheet.
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Inserting Special Symbol in Word

We can insert a special character or symbol in our document in a couple of ways:
1. The Symbol menu:

First we click the Symbol command button in the Symbol group on the Insert tab.
A list of some popular or recently used symbols appears. Selecting a symbol from
the menu inserts the special symbol directly into text (where currently have the
insertion pointer), just like we insert any other character.
2. The Symbol dialog box:

1. We can choose More Symbols to select symbol that we want from Symbol
Dialog box.
2. We can choose a decorative font, such as Wingdings, from the Font menu
to see strange and unusual characters.
3. We can use the Subset drop-down list to see even more symbols and such.
4. To stick a character into document from the Symbol dialog box, we can
select the symbol and click the Insert button.
5. Click the Cancel button when we are done using the Symbol dialog box.
Page 29 of 45
Assigning shortcut keys to symbols:

Some symbols have shortcut keys. They appear at the bottom of the Symbol dialog box.
For example, the shortcut for the degree symbol is Ctrl+@, spacebar — press Ctrl+@
(actually, Ctrl+Shift+2), and then type a space. To assign new shortcut key to symbol we
can do the following-
1. First we select the word from Symbol dialog for which we want to create
shortcut key
2. Then we need to click Shortcut key… button, a customize keyboard dialog

will appear.
3. Here we can type new shortcut key in Press New shortcut key section.
4. After typing we have to click assign button and then Close.
Page 30 of 45
Inserting picture in Word

Pictures and clip art can be inserted or copied into a document from many different
sources, including downloaded from a clip art Web site provider, copied from a Web page,
or inserted from a folder where we save pictures.
Inserting clip Art:

1. Firstly on the Insert tab, in the illustration group we click Clip Art.
2. In the Clip Art task pane, in the Search for text box, we can type a word or phrase
that describes the clip art that we want, or can type in all or some of the file name
of the clip art.
3. Click Go.
4. In the list of results, we can click the clip art to insert it.
To resize clip art, first we have to select the clip art we have inserted in the
document. To increase or decrease the size in one or more directions, drag a sizing
handle away from or toward the center, while we can do one of the following:
 To keep the center of an object in the same location, press and hold CTRL while
drag the sizing handle.
 To maintain the object's proportions, press and hold SHIFT while drag the sizing
handle.
 To both maintain the object's proportions and keep its center in the same location,
press and hold both CTRL and SHIFT while drag the sizing handle.
Inserting picture from File:

1. Firstly we click where we want to insert the picture in our document.
2. On the Insert tab, in the Illustrations group, click Picture.
3. Then we locate the picture that we wish to insert. For example, we might have a
picture file located in My Documents.
4. Then simply double-click the picture that we want to insert.
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Paragraph Formatting In Word
Text Alignment:
To align text in the document to give it neat look that is vital for documentation,
Microsoft Word offers text alignment to Center, Left, Right, and Justified align selected
text. Select the text and choose the alignment option from the Home > Paragraph
Option.
Bullets and Numbering:

In many cases we need to list down some certain points or to create check lists. In such
situations we require the numbering and bullets feature. We can find it located under the
Home > Paragraph option.
Text indentation:
We can increase or decrease the indentation of selected text by choosing the desired
option from the Paragraph section.
Border and Shading:

Microsoft Word offer features to apply border and shadings to document. We can apply a
border, shading or both around a single word, a selection of words, a paragraph, a group
of paragraphs, a single page, a section, or all pages. Simply hit the Shading option to
choose the shading style.
Line and paragraph Spacing:

Line spacing determines the amount of vertical space between the lines of text in a
paragraph. Paragraph spacing determines the amount of space above or below a
paragraph.
 Line Spacing:
We select the paragraphs for which we want to change the line spacing. On the
Home tab, in the Paragraph group, we click Line Spacing. Then finally we click the
number of line spaces that we want.
 Paragraph Spacing:
To add space before or after the paragraph we select the paragraph for which we
want to change the paragraph spacing. On the Home tab, In paragraph group, we
click paragraph spacing. Then finally we can specify no. of paragraph spaces
before or after the paragraph.
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Text and Background color in Word

Changing Text color:
1. We select the text that we want to change.
2. On the Home tab, in the Font group, we click the arrow next to Font Color, and
then we can select the color that we want for text.
Page Background:
The page background Tab under page layout has three following commands-
1. Watermark
2. Page color
3. Page Border
1. Watermartk:
To insert Watermark as background of page-
1. We click on Watermark, it shows a window with different watermark templates as:

Confidential, Do Not Copy, Draft, Sample, Urgent etc.
2. we can click watermark of our choice, it quickly embeds on document & that‘s all.
To use any logo, picture or custom text, we can also create personal watermark
through Custom watermark under Watermark.
2 .Page color:
To apply Background color-
1. We click on Page color, a menu full of colors opens, some based on the document
theme and some based on standard colors.
2. While we move the mouse over the various colors on the Page Color menu, our
document's page color is updated to reflect that new color (but only in Page
Layout view). The text color may change, as well (for example, from black to
white), to remain visible.
3. Then by clicking the color of choice we can change background color for
document.
4. To remove page coloring, we have to choose the No Color command.
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Font Formatting in Word

Font:
We can open Font dialog by clicking the arrow at right bottom in font group under Home
tab or by simply using shortcut key ctrl +D.
Font Face:
Change the Face of the font. We can do the following-

1. First we have to select the text for which we want to change the face.
2. On Home tab, in Font group, we click font face or can make use of shortcut key
ctrl+ shift + F.
3. A list of theme font, recently used font and all fonts appears, we can select the
font of choice.
Font size:
To change the size of selected font or we can use shortcut key ctrl + shift+ P.
Grow Font:
Increase the font size or we can use shortcut key Ctrl +>.
Shrink Font:
Decrease the font size or we can use shortcut key Ctrl +<.
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Font Style:
 Bold- Make the selected text bold or we can use shortcut key ctrl + B.
 Italic-Italicizes the selected text or we can use shortcut key ctrl + I.
 Underline- Makes the selected text underlined or we can use shortcut key ctrl +
U. We can also choose type of underline from ‗more underlines‘ and can color it by
‗underline color‘.
Change Case:
To change the case of selected text in a document, we can do the following:
1. First we have to select the text for which we want to change the case.
2. On the Home tab, in the Font group, we click Change Case.
3. We can choose an option from the dropdown list, which includes Sentence case,
lowercase, UPPERCASE, Capitalize Each Word, and tOGGLE cASE.
Text effects:
Apply a visual effect to the selected text such as glow, shadow, or reflection. We can
apply Text effect in following way-
1. First we have to select the text we want to apply the Text effect.
2. Then on the Home tab, in the Font group we click Text Effect.
3. We can select the effect that we want to add, for more choices we need to point
Outline, glow, shadow or reflection and then we can click the effect that we want
to apply.
Clear formatting:
To get rid of all the styles, text effects, and font formatting in document, we can do the
following:
1. First we have to select the text that we want to clear the formatting from. Or we
can press CTRL+A to select everything in the document.
2. Then on the Home tab, in the Font group, we click Clear Formatting.
Single-line strikethrough formatting:
1. First we select the text that we want to format.
2. On the Home tab, in the Font group, we can click Strikethrough.
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Subscript:
Create small letters below the text baseline or we can use shortcut key ctrl + =.
Superscript:
Create small letters above the line of text or we can use shortcut key ctrl + shift++.
Text highlights color:
Make text look like it was marked with a highlighter pen.
Font color:
To Change the color of text we can do the following-
1. First we need to select the text we want to change the color.
2. On the Home tab, in the Font group, we click the arrow next to Font Color, and
then we can select the color that we want.
3. We can also choose color of our choice from More color option and can also apply
gradient for the selected color.
Page 36 of 45
Insert Table in Word

In Microsoft Word, we can insert a table by in three ways: choosing from a selection of
preformatted tables — complete with sample data — or by selecting the number of rows
and columns that we want. We can insert a table into a document, or we can insert one
table into another table to create a more complex table.
1. Insert table from a gallery of preformatted table templates.
2. Insert Table using the Insert Table dialog box.
3. Insert Table Using Draw table option.
Insert table Using Command:

We can use the Insert Table command to choose the table dimensions and format
before we insert the table into a document.
1. First we click where we want to insert a table.
2. On the Insert tab, in the Tables group, we click Table, and then click Insert Table.
3.Under Table size, we have to specify number of columns and rows.
4.Under AutoFit behavior, we choose options to adjust the table size.
Page 37 of 45
Draw table:
You can draw a table manually — for example, one that contains cells of different heights
or a varying number of columns per row.
1. First we click where we want to insert a table.
2. On the Insert tab, in the Tables group, we click Table, and then click Draw Table.
The pointer changes to pencil.
3. To define the outer table boundaries, we can draw a rectangle. Then we have to
draw the column lines and row lines inside the rectangle.
4. To erase a line or block of lines, under Table Tools, on the Design tab, in the Draw
Borders group, we can click Eraser.
Page 38 of 45
Introduction to MS- Excel

Microsoft Excel is a Spreadsheet application written and distributed by Microsoft. A
spreadsheet is a table of values arranged in rows and columns. Thus values can take
many forms such as text, date, time or any numeric value. Each value is stored in a cell.
We can define what type of data in each cell and how different cells depend on each
other. The relationship between cells is called formulae. If we change the cell value the
content of any cell that depends on that value will change automatically.
In addition Excel can display data as a line graph, histogram, and charts and with
very limited three dimensional graphic display.
Advantages of MS Excel-
1. Ease of Use:
Excel is also widely considered to be one of the most easily accessible

spreadsheet programs, with instinctive design, simple point-and-click
functionality and helpful wizards to guide new users through the more
complicated processes.
2. Large Spreadsheet:
Microsoft Excel can support a spreadsheet that is up to 1,000,000 rows down

by 16,000 columns wide. Microsoft Excel is able to calculate formulas using
large amounts of data quickly by using a multicore processor platform.
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3. Create Tables:
Using Microsoft Excel we can create, expand, format and filter tables. A nice
feature within the tables in Microsoft Excel is that it will keep table headings
visible while scroll down the table.
4. Charts:
Using the charting engine we can build charts that have a professional look.
We can add visually appealing items to charts such as 3-D effects,
transparency and shadowing.
5. Integration with Microsoft Word:
Word users have the ability to insert an Excel spreadsheet directly into a
document. After it's activated, an Excel spreadsheet appears within the Word
document.
6. Formulas and function:
Excel provides a variety of built-in functions and formulas, including own

created custom formula which we can use in calculation. Widely used formula
say addition, subtraction etc. can be easily implemented.
Features of MS Excel 2010-

1. Excel provides fluent user interface to help us to find powerful tools when
needed. Excel presents the appropriate commands say to create table, graph
or write formula when we need them.
2. Import, organize and explore massive data sets with in significantly expanded
spreadsheets.
3. Creating and working with interactive table, views with ease.
4. MS-Excel offers a dramatic reduction in file size, while its architecture offers an
improvement in data recovery for damaged files.
5. Presents the spread of multiple or outdated copies of a spreadsheet control

which user can view and modify spreadsheet.
6. Create, format, expand filters and refer to table with in formulas.
7. Pivot table views enable to quickly reorient data to help to answer multiple
questions.
Page 40 of 45
Find and replace in Excel

To find and replace text or number in excel we do the following-
1. First we click Find and select, in Editing group under home tab.
2. We have to click find option, a find and replace dialog will appear.
3. In Find what box, we can type text or numbers that we want to search for.
 We can use the asterisk to find any string of characters. For example, s*d
finds "sad" and "started".
 We can use the question mark to find any single character. For example,
s?t finds "sat" and "set".
4. To find text or numbers, we can click Find All or Find Next. When we click Find All,
every occurrence of the criteria that we are searching for will be listed, and we can
make a cell active by clicking a specific occurrence in the list.
5. To replace text or numbers, we have to type the replacement characters in the

Replace with Box.
6. To replace the highlighted occurrence or all occurrences of the found characters,

we may click Replace or Replace All.
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Implementation of Addition, Multiplication, division, and

subtraction in Excel
An excel formula can contain mathematical operator, cell addresses or functions. Some of
the mathematical operator that commonly used in Excel are-
Symbol Operator
% Percent
+&- Add & Subtract
Multiply and Divide

×&/
Comparison
< > >= <= <> =
To add fixed price and variable price field, we can simply enter a formula in selling field
say D. The formula always begins with = sign. To add cell B2 and C2 we need to type
formula
=sum(B2:C2) in D2 Field.
The rest of the entries can be added in same way or we simply drag the first result value,
then excel can automatically calculate selling price for other Fixed and variable prices.
Add - =sum(cell m:cell n)
Multiply - =product(cell m:cell n)
Subtract - =imsub(cell m, celln)
Divide - =quotient(cell m, cell n)
Page 42 of 45
Graph Using Excel
Store Houseware Sporting Electronics

store 1 38,172 24,432 65,342
store 2 28,366 35,632 54,362
store 3 35,456 33,248 47,950
store4 32,156 33,345 55,970
Page 43 of 45
Introduction to PowerPoint
Microsoft PowerPoint is a presentation program developed for the Microsoft Windows and
Mac OS computer operating systems. In Microsoft PowerPoint, as in most other
presentation software, text, graphics, movies, and other objects are positioned on
individual pages or "slides". Slides can be printed, or (more usually) displayed on-screen
and navigated through at the command of the presenter. Transitions between slides can
be animated in a variety of ways, as can the emergence of elements on a slide itself. The
overall design of a presentation can be controlled with a master slide; and the overall
structure, extending to the text on each slide, can be edited using a primitive outliner.
Presentations can be saved and run in any of the file formats: the default .ppt
(presentation), .pot (template) or .pps (PowerPoint Show).
Advantages of PowerPoint:
1. User’s interface – Fluent
Office Fluent has the redesigned look and the impression of user‘s interface to
make the creation, display and sharing of presentations easier and more creative.
Plenty of features and possibilities are presented in a simplified and uncrowned
working space. With it, the interference is minimized, and people are able to
achieve the wanted results faster and simpler.
2. Creating a SmartArt diagram
Users can simply access the numerous options of shaping with the new contextual
menus for diagram creating.
3. Default features for making the presentation quicker
User can define and save the adjusted slide features, so that they no longer have
to lose their time over cutting and pasting features on new slides, or deleting the
contents from the slides with the wanted features. With the help of PowerPoint
slide library, sharing of those adjusted slides is simple. In such a way, the
presentation keeps consistent and professional appearances and impression.
4. Change the shaping of your presentations with the help of

document’s Theme
Document‘s themes allow user to change the looks and impression of the whole
presentation with a single mouse click. By changing the theme of the
presentation, they are not only changing the background color, but also colors,
style, diagram fonts, tables, charts, and text of the whole presentation.
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5. Secure Presentations
By adding a digital signature to presentation, user can prevent anyone else from
changing the contents of document without his consent. User can also use content
controls to create PowerPoint templates that other users in organization can use.
The user can prevent them from changing designated parts of the presentation
while giving open access to other portions.
Features of PowerPoint:
1. Each slide is created by putting a number of "placeholders" on each slide. These
placeholders can be formatted to any size and hold either text or graphics.
2. User can then add "special effects" for each placeholder, such as fly ins, fly outs,
etc. to add interest and "sizzle" to the presentation.
3. User can make use of design templates which are already defined and can use the
color schemes to change the color of premade designs.
4. User can add sound to slides, which will occur each time when any slide is
advanced.
5. User can change background images and color instead of adding design templates.
6. To make slide run automatically the Slide transition feature can be used.
7. User can make presentation to run in loop by clicking loop continuously until esc,
under show option.
8. User can apply animation scheme to whole presentation or to selected slides
Page 45 of 45

Assignment 11

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RCEW/MCA/2010 OFFICE MANAGEMENT LAB

More accurately, a computer may be defined as a device that operates upon

Characteristics / Features of a Computer:

RCEW/MCA/2010 Jaya Lekhwani

Storage: No human can store massive amounts of information. Today‘s personal

Programmability: A computer is programmable; that is what the computer does

Block diagram of Computer:

Input Memory Unit Output

The basic structure of a computer has four functional blocks:

 Central Processing Unit

o Arithmetic and Logic Unit

Central Processing Unit:

Arithmetic Logic Unit:

Overview of Operating System and Windows XP

Operating systems provide a software platform on top of which other programs,

Functions of Operating system:

 Input/output management, that is coordination and assignment of different input

 Automatic transition from job to job as directed by special control statements.

 Interpretation of commands and instructions.

 Coordination and assignment of compilers, assemblers, utility programs, and other

 Facilitates easy communication between the computer system and computer

An OS is in nature a program, consisting instructions, thus it also needs CPU to

Types of Operating System:

Real-time Operating System:

Multi-user and Single-user Operating Systems:

Multi-tasking and Single-tasking Operating Systems:

Distributed Operating System:

Commonly available Operating System:

 Windows 7 - Windows 7 was intended to be a more focused, incremental

 Windows XP Professional Edition - A version used by many businesses

 Windows XP Home Edition - A lower cost version of Windows XP which is

 Windows 2000 - A better version of the Windows NT operating system which

 Windows ME - A upgraded version from windows 98 but it has been

 Windows NT - A version of Windows made specifically for businesses offering

 Linux - Linux is similar to Unix in operation but it is free. It can be difficult to

Windows XP is operating system produced by Microsoft for personal use, including

1. Professional Edition: XP Professional offers a number of features

 A sophisticated access control scheme that allows specific permissions on

2. Home Edition: Windows XP Home Edition includes a number of

 Improved software (application) and hardware compatibility

Advantages of Windows XP:

1. Security: Windows XP has a high level of protection from defective

2. Reliability: Windows XP is the most reliable and stable operating

3. Compatibility: Windows XP has introduced a new compatibility that

4. Performance: Windows XP has a very high performance on desktop

5. Extensibility: Windows XP has the capacity to keep up with

6. Portability: Windows XP has the capacity to be moved from one

7. International support: Windows XP is designed for international

Introduction to Office Automation

Considering that company organizations require increased communication, today,

In computing an office suite, sometimes called an office software suite or

The main office suites are:

 Corel WordPerfect - WordPerfect for Windows has officially been known as

 IBM/Lotus SmartSuite - SmartSuite is an office suite from Lotus Software.

 Microsoft Office - Microsoft Office is an office suite of interrelated desktop

 Open Office (freeware) – OpenOffice is commonly known as OOo or

Microsoft Office is an office suite of interrelated desktop applications, servers and

Microsoft Office version:

Microsoft office 98 (Office 8.0), a major milestone release which included

Microsoft office 2000(Office 9.0) introduced adaptive menus, where little-

Microsoft office XP (Office 10.0 or Office 2002) was released in conjunction

Microsoft Office Application: