MIC-Mission Information Communication 1

UNIT-1

PC-PACKAGE

OFFICE PACKAGE:- Microsoft company is design office

package. Office package are use to operate office’s. Office
package are manage to the huge organization. Office package are
used in advanced option our office are more attractive.
Office package are several integrated
tools. For example word processing, spreadsheet, presentation
software, database management software etc tools of arrange in
increasing order. One tool to another tools are easily transfer data.
M.S OFFICE:- Ms office process start
Start

All programs

Ms Office
Office activity and there software:- Ms office are used in many
software. They are helped to run the Ms Office. For example
1) Word Processing
2) Spreadsheet
3) Presentation Graphics
4) Database.
1) WORD PROCESSING:- We have save some document
then save with .doc extension computer are used in word
processing then computer work in type writer word
processing. Word processor is just like another software
package with the facilities of a word processor in our office
or home we need not use a pen or paper. Word processing it
has prepared in text, numerical value, latter etc document in

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our computer system. It helps in word processing there are

time consume. That is the way to use word processing.
There is several works in work processing.
1) Typing:- With the help of keyboard any document type in our
system.
2) Editing:- Editing of text is one of the most important and
powerful characteristics of a word processor.
3) Formatting:- You can design your paragraph like spacing
between two lines in a paragraph and spacing between two
paragraphs besides the specification of the place where you
would like to begin your paragraph from.
4) Saving:- We have prepared our document to reuse in future
then document save in hard disk.
5) Printing:- All types of processing in document to attach
printer then printout have done.

2) Spreadsheet:- Spreadsheet programs are basically designed

to work with a lot of mathematical operation, to arrange data
in a tabular form, to create chart and colorful graph.
A spreadsheet program consists of
worksheets which is a page divided into rows and columns. Rows
and columns are arranged horizontally and vertically respectively.
Intersection of each row and column contain one value which may
be a number, text or formula. A number of spreadsheet package
like lotus and excel are in vogue.
1) Spreadsheet creation:- Each row and column contain one value
which may be a text or number are type and calculation of number.
2) Database:- To arrange related information for many types. To
collect all the related information is called data.
3) Chart creation:- Chart is a graphical presentation of numerical
data.

PRESENTATION GRAPHICS:- PowerPoint is a component of

Microsoft suite which is used to create presentation on screen,
transparency, 35mm slides, photo print etc. with the help of this

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program, you can in corporate sound and color with your thoughts.
It is especially used in seminar, conference and educational
programmers by officers, teachers, managers and other
professionals. Slides, handouts and speaker’s notes are also
prepared for presentation.
Advantages:-
1) Slides are like the pages we use in presentation. Slides may
include titles, text, graphs, drawing object and clipart.
2) Handout master has comment on any one topic.
3) Presentation software is used in DTP.

DATABASE:- Database system assembles and organizes data.

Data is the entry of real wizard that is called record or information.
It is called data. All the data information is called database. To
manage the database software is called database management
system (DBMS).
Many uses of DBMS like Banking sector,
management system, railway reservation etc.
Advantages:-
1) To manage “file wise data”.
2) To present database record is real.
3) To prepare reporting in data file.
INTRODUCTION AND COMPARISON OF VARIOUS
OFFICE SUITES:- Microsoft office XP suite offers you at least
six types application programs are.
WORD:- M.S Word is, among all, the most popular and useful
member of the suite. On this application software, you can make
out most of the needs pertaining to word processing and desktop
publishing. Ms Word provides the users with the following
features that help them full easy with the gram of text.
1) Built in templates and wizards that help you create example
documentation just by following the steps.
2) Spelling checker helps you correct your spelling errors
committed during typing and thesaurus helps you choose one
of the many synonyms suggested.

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3) Mail merge helps you merge two files document and

database especially used for a mass correspondence.
4) Table that helps you arrange our data in a tabular form.
5) Column setting by which you can base our write up on two or
more columns.
6) Autocorrect feature saves you from those errors we often
connect while speedy typing.
EXCEL:- M.S Excel is another application you use quite often in
order to organize and manipulate data especially numeric ones. Ms
excel incorporate a tremendous number of feature which help you
operate on simple as well as complete numeric data. In Ms excel
you can exploit these features-
1) Template that you can use to standardize data entry files that
may contain complex formulae.
2) Charting and mapping tools that allow you to graphically
represent your data.
3) The ability to quickly sort and filter lists of information.
4) Importing and exporting tools that help you upscale your data
into excel or out of excel and into access or another database
application.
POWERPOINT:- When time comes to mark a presentation,
whether it is to prospective clients or your own board of directors,
PowerPoint is the application that you will securely like to have on
your slide. With PowerPoint you will be able to get your point
across whether it is through a slide show of your presentation on
computer or by using printed overhead slides, PowerPoint will take
a combination of the results of yours efforts in word and excel and
add some of its gavel effect to really get your point across.
PowerPoint features include-
1) The ability to add multimedia sound and video to your
presentation.
2) Animation effects for true incremented display of feature
graphics.

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STAR OFFICE:- Star office is the product from sun

Microsystems. The suit include star office writer, star office calk,
star office impress, star office base and star office draw.
Star office writer helps you to snap out a quick
memo or craft an in-depth report with a table of contents, diagrams
and inches, star office writer marks it simple. Star office calc
spreadsheet lets you calculate, analyze and share your data quickly
and easily. Star office impress is a full featured presentation tool
like Ms PowerPoint. Star office enables you to easily create “Self-
contained” database document with all relevant data, table
definition, report and forms. Star office draw helps you bring your
communication to life with easy-to-create organizational chart,
network diagrams, floor plans and sketches and lots more.
LOTUS OFFICE:- Lotus organizer, the suite personal
information manager (PIM) program, has an uncluttered interface
that allow the user to tab between e-mail, calendar and other useful
categories.
1) This option to control the smart suit or windows.
2) Cell data can be extracted from tables and spreadsheet and
saved in HTML format.
3) One more solution is to print the document same as to
outpoint.
4) Lotus smart suite is open to some step.
Start

Display List

Select Program Option

Select Lotus Office.

To select lotus office then to open same options.
 Lotus 1,2,3.
 Lotus 1st slide.
 Lotus free lesion.
 Lotus word program esa ls fdlh,d option dks select djrs gsa

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OPEN OFFICE:- Open office is a complete office automation

package that comes with nearly all distributions of Linux operating
system. Open office may be alternative to Microsoft office under
Linux environment. Some features of open office are really mind
blowing. For example, you do not need to open different
application separately rather you can open all under one window.

INTRODUCTION TO M.S-WORD:- Microsoft is one solution

to your at least six kinds of problems of office. Ms-word is, among
all, the most popular and useful member of the suite. Microsoft
Company has development Ms Office. It is used in window to the
word processing. You can create right from simple document like
letters to complex document like memos, resumes and reports.
Aria of use and features aria of use:-
To start Ms-Word.
Start

All Program

Select Ms-Office

Select Ms-Word

Open Window in Ms-Word

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1) Click start button.

2) Take the pointer to program.
3) Select Ms-Word or Ms-Office.
Inside Ms-Office folder click Ms-Word.
1) Title Bar:- The top most bar of the window is called title bar.
Microsoft word is written on this bar. On its right side there
are three buttons namely minimize and close.
2) Menu Bar:- consisting of the same three buttons
highlighted-minimize, maximize and close. These buttons are
for operating the window.
File Menu
Edit Menu
View Menu
Insert Menu
Format Menu
Tool Menu
Window Menu
Help Menu
3) Tool Bar:- Ms-Word incorporates several toolbars. By
default, it appears of two types first time while launching.
1) Standard Toolbar
2) Formatting Toolbar
4) Ruler:- Ruler is used in paragraph writing to set the indent.
5) Status Bar:- The last bar of the window is called status bar.
For ex- page no, line no, column no etc.

FEATURES OF M.S-WORD:- Microsoft word processing helps

us in the above ways just because of its excellent features.
1) Mail Merge:- It is the feature that people get help from the
most suppose you have 100 client in your office and you
have a circular to send to all your client.
2) Spelling and Grammar check:- You keep on writing with no
fear of spelling and grammar errors.

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3) Use of Thesaurus:- This is to help you with the problems of

word meaning and likewise you can have a number of
synonyms and other related words, even antonyms.
4) Hyperlink:- Hyperlink is a colored and underlined text or a
graphic that you click to go to a file, a location in a file, an
HTML, page on the world wide web or an HTML page on an
intranet.
5) Inserting header and footer:- It is a usual practical to have
different header and footer on odd and even pages in the
books. Odd page may contain chapter name of the book as
header and so the footer.
6) Table and drawing feature:- Tables are mainly used to
manipulate data in rows and columns. It is basically used to
create report in Ms-Word contains rows and columns. Each
box of a table intersecting row and column is called a cell.
7) Auto correct:- You can use the autocorrect feature to
automatically detect and correct typos, misspelled words,
grammatical errors, and incorrect capitalization

WORKING WITH M.S-WORD:- File operation include creating

a new file opening an existing file, saving a file, printing and
closing a file. When you open Microsoft word a window namely
document 1 opens by default, where you can continue doing your
work. How ever you can create a document by doing this.
Select file menu

Select new option

Open task pen

Select blank document

Click new blank document button on the standard toolbar.

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Or click file new. After that new document task pane appears as
one.

Click blank document under new in the new document.

Menu’s and Command’s:- There are 9 menu’s in Microsoft.

1) File Menu:- When you open Microsoft word a window

namely document 1 opens by default where you can continue
doing your work.

A) NEW:- Click file and select new document create.

B) OPEN:- Click open button then open previous save file.
C) CLOSE:- Click close button then close the document.
D) SAVE:- when you write something in your document.
Saving a document also means making a copy stored on your
hard disk or other storage device.
E) SAVE AS:- Click the save as type list then click the file
format that you want the saved in.

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F) SAVE AS WEB PAGE:- If you want to save the document

in a different folder, locate and open the folder in the save in
list.
G) FILE SEARCH:- If you want to save the document then
click the file search button and search the file.
H) PAGE SET UP:- When you write something in your
document then apply page setting.
I) PRINT PREVIEW:- You can see your output on the screen
before it goes to final print.
J) PRINT:- If you want to print it click the printer icon.
K) EXIT:- If you want to exit then close of the document
window.

2) Edit Menu:- Click the edit menu or you can press Alt+E
then active edit menu.

A) UNDO TYPING:- Click the undo button to restore the delete

text. You can press (ctrl+z) together on the keyboard.
B) REDO TYPING:- Click the redo button you can press
(ctrl+y) on the keyboard.
C) CUT:- Click the cut button then to cut or delete the
text.(ctrl+x)
D) COPY:- Click the copy button to copy the text. You can
press (ctrl+c) together on the keyboard.
E) PASTE:- Click the paste button then click at the place where
it has to be copied. You can press (ctrl+v).

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F) OFFICE CLIPBOARD:- Display the office clipboard by

clicking edit- office clipboard. After that clipboard task
pane appears.
G) CLEAR:- Click the clear button, if you want to write the
document then delete the text.
H) SELECT ALL:- If you want to select all the document at a
time then click select all or (cltr+A).
I) FIND:- You can search a text in a document then click the
find button or (cltr+f).
J) REPLACE:- You can replace a text in a document then click
the replace button or (cltr+H).

3) View Menu:- It facilitates all the operation regarding

different view of documents toolbar or other element like
headers and footers etc. Alt+V is its shortcut.

A) NORMAL:- Click the normal button then to select normal

window.

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B) WEB LAYOUT:- If you can see your output on the screen it

like webpage.
C) PRINT LAYOUT:- If you can see your output on the screen
at print layout.

D) READING LAYOUT:- If you can read you document as

like as book.
E) OUTLINE:- If you can see your document in outline view.
F) TOOLBAR:- Click the view menu and select toolbar and
then select auto text.
G) RULER:- If you can set the margin in your document.
H) DOCUMENT MAP:- If you want to write some document
then display the text it can use the document map.
I) THUMBNAIL:- If you write some document, the merge side
in a different pages of your document.
J) HEADER AND FOOTER:- Header and footer may be text
printed on top and button in a document.
K) MARK UP:- If this is used in to mark the text.
L) FULL SCREEN:- If you can see your document on full
screen so used this.
M) ZOOM:- If you can apply zoom, your document at zoom.

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4) Insert Menu:- It is for inserting different Ms-Word in a

document like table etc. you can activate it by pressing alt+I
from the keyboard.

A) BREAK:- Click the place where you want a section break.

B) PAGE NUMBER:- Page numbering is used to insert page
no. at the top or button, left or right in a document.
C) DATE AND TIME:- Date and time is used to insert data
and time.
D) SYMBOL:- Symbol option is used to insert symbol and
special character insert.
E) AUTO TEXT:- If you can apply auto text, your document
is automatic text insert.
F) COMMENT:- If you can apply comment option your
document.
G) PICTURE:- If you can apply picture clip art insert your
document.
H) DAIGRAM:- If you can apply diagram insert your text
with selected diagram insert.
I) TEXT BOX:- If you can select textbox of your document.
J) HYPERLINK:- If you can select hyperlink of your
document.

5) Format Menu:- Document formatting is the process related

with operation in making the document nice and clear. It
includes different processes like column setting header and
footer, numbering and bulleting etc.

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A) FONT:- Formatting font includes setting font-bold, italic,

underline etc.
B) PARAGRAPH:- It is used in the setting of paragraph
C) BORDER AND SHADING:- Choose border and shading
from format menu. Border window appear first. Click the
desired border under setting section. To add shading click
shading tab and select the shading as desired.
D) BULLET AND NUMBERING:- We use bullets and
numbering basically for making a list or arranging the
contents in order. You have many choices in number and
bullet as well.
E) TAB:- Type location of tab stop in the tab stop position text
box.
F) COLUMN:- You can set up two to three column having
equal or different width and design them too.
G) BACKGROUND:- If you can apply background on your
document change the background page.
H) THEME:- If you can apply them same style are there.
I) FRAME:- It is used in there document. Pages are divided in
many frames.
J) AUTO FORMAT:- It is used in there document. To set the
auto format.
K) STYLE AND AUTO FORMAT:- It is used in your
document to change the style and format.

6) Tool Menu:- It provides different powerful tool like spelling

and grammar check. Alt +T is used as its shortcut.

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A) SPELLING AND GRAMMAR:- Word processor provides

you with a great assistance of spelling and grammar. You
keep on writing with no fear of spelling and grammar errors.
B) WORD COUNT:- Word processor provides you with a
great assistance of spelling and grammar. You keep on
writing with no fear of spelling and grammar errors.
C) RESEARCH:- If you can want to search text of our
document then used research option.
D) LANGUAGE:- This tool is a big storage area containing
lacs of words with their synonyms like find in a dictionary of
the largest volume dictionary in the traditional market.
E) MAIL MERGE:- Mail merge is a feature used for mass
correspondence. Mass correspondence means a letter to
multiple clients with their addresses.
F) CUSTOMIZE:- If you can apply customize option then
different type of command are used.

7) Table Menu:- This main menu includes sub-menus to

control operations related with table. Alt +T can be used to
use it from keyboard.

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A) DRAW TABLE:- Table can be created in two ways in Ms-

Word.
i) Using toolbar ii) Using menu bar.
B) INSERT:- To insert a row or a column in the table.
C) DELETE:- To delete a row or a column in the table.
D) SELECT:- To select different items using menu bar.
E) TABLE AUTO FORMAT:- To auto format a table, you can
apply auto format a table of your document.
F) CONVERT:- If you can apply convert option, document
convert text to table then table to text.
G) SORT:- Word features of sort contents of a table on
ascending or descending order
H) FORMULA:- This option is used in to apply formula on
your table.
8) Window Menu:- It keep commands to handle window
related operation. Alt +W is its short-cut.

A) NEW WINDOW:- This option is used to open new windows

in our page or desktop.
B) ARRANGE ALL:- Arrange all the windows open of our
webpage. To see the desktop.
C) COMPARE SLIDE:- This option is apply to our slide in the
presentation form.
D) SPLIT:- If you can apply split in our document then partition
the window.
9) Help Menu:- To get assistance by different means, this main
menu is used. It can be invoked by pressing Alt +H or F1
with the help of keyboard.

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A) MICROSOFT OFFICE WORD HELP:- This option is used

in related to word user provide help.
B) MICROSOFT OFFICE ONLINE:- This option is used in
related to word with the help of online.

Tool Bar and Button:- Ms-Word incorporates several toolbar. By

default, it appears of two types’ first time while launching.
Standard tool bar and formatting tool bar.
1) Standard Toolbar:- Standard toolbar consist of different
commands pertaining to file operation in Ms-Word.

Tool’s Name of the tool Shortcut Function

New Blank Document New Document Creat

(ctrl+n) djus ds fy;s

Open (ctrl+o) Document dks Open

djus ds fy;s

Save (ctrl+s) File dks Save djus

ds fy;s

Print(ctrl+p) Document dks Print

djus ds fy;s

Print preview Document dk ns[kus

ds fy;s Prieview

Spelling & Grammar (F7) Spelling &grammar

check ds fy;s

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Document Map Document dk map

ns[kus ds fy;s
Cut (ctrl+x) Text ;k Graphics dks
gVkus ds fy;s

Past (ctrl+v) Text ;k Graphics dks

nqljs LFkku ij past
djus ds fy;s

Format(ctrl+Shift+c) Text ds Style dks

Set djus ds fy,

Undo (ctrl+z) fiNys text dks gVkus ds

fy;s

Redo(ctrl+y) Delete fd;s x;s dks

okil ykus ds fy;s

Hyperlink(ctrl+k) Document dks Link

djus ds fy,

Table and Border Table and Border cukus

ds fy;s

Insert Table Table Insert djus ds

fy;s

Insert Excel Sheet Excel Sheet dks Insert

djus ds fy;s

Column Column add djus ds

fy;s

Drawing Drawing Toolbar

display djus ds fy;s

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Document map Document map display

djus ds fy;s

Shoe/Hide Paragraph Sing dks

show ,oa Hide djus ds
fy;s
Micro soft word Help Microsoft Word dh
Help Show djrk gS

Read Document dks i<us ds

fy,

2) Formatting Toolbar:- Formating toolbar includes command

especially for formatting text in Ms-Word.

Name of the tool

Tool’s shortcut Function

Font ds fofHkUu Style dks

Normal (ctrl+shift+s) nZ’kkrk gS

Font ds fofHkUu Style dks

Font (ctrl+shift+l) nZ’kkrk gS A

Font Size(ctrl+shift+p) Font ds Size dks cnyus ds

fy;sA

Bold (ctrl+b) Font ;k Text dks Bold

djus ds fy;s A

Italic(ctrl+i) Font dks Italic djus ds

fy;s A

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Underline (ctrl+u) Text dks Underline djus ds

fy;s A

Left Align (ctrl+l) Text dks Left align djus ds

fy;s A

Center(ctrl+c) Text dks Center align djus

ds fy;s A

Right align (ctrl+r) Text dks right align djus

ds fy;s A

Justify(ctrl+j) Text dks nksuks vksj

O;ofLFkr djus ds fy;s A

Line Spacing Line ds e/; space nsus ds

fy;s A

Numbering Paragraph esa no. nsus ds

fy;s A

Bullet’s Paragraph esa Mkyus ds

fy, A

Decrease Indent Indent’s dks c<kus ds fy;s

A

Increase Indent Indent’s dks c<kus ds fy;s

A

Out Side Border Text ds pkjks vksj Border

nsus ds fy;s A

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Text Highlight Text dks highlight djus ds

fy;s A

Font color Font dks color djus ds

fy;s A

OVERVIEW OF WIZARD:- You can use several wizards to

save time creating many common types of document, such as legal
pleadings, memos, letters, faxes, reports, theses, directories, news
letters, manuals, brochures, calendars, WebPages, time sheets,
agendas, resumes, purchase order and invoices.

The letter wizard in word can help

you write a letter quickly and easily. The wizard provides
frequently used letter elements such as salutation and closing that
you can select from lists. The wizard also helps you structure your
letter based on frequently used letter styles.
1) Click file and select new. After that, choose General
2) Templates from the new document task pane. Consequently,
templates dialog box appears.
3) Select the letters and faxes tab.

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4) And then double-click the letter.

5) Follow the instruction in the letter wizard. If you want to

6) skip a step or go to a specific panel, click one of the tabs.

OVERVIEW OF TEMPLATES:- Every Microsoft word

document is based on a template. A template determines the basic
structure for a document and contains document setting such as
auto text entries, fonts, key assignments, macros, menus, page
layout, special formatting and styles. The two basic types of
templates are global templates and document templates.

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1) To base a new template, click the file menu and select

new. Click a template that is similar to the one you
want to create, click template radio button under create
new and then click ok.

DIFFERENT PAGE VIEW AND LAYOUT:- Ms-Word lets you

view your files in six different ways. They are normal, online
layout, page layout, print preview, outline view and master
document.
2) NORMAL VIEW:- This view appear by default. It is
the standard window for typing, editing and
formatting.
3) WEB LAYOUT VIEW:- In web layout view, you can
see background, text is wrapped to fit the window, and
graphics are positioned just as they are in a web
browser.
4) PRINT PREVIEW:- This view is used to see how the
document will look like on the paper after printing. It
can also show you multiple pages on the screen.
5) OUTLINE VIEW:- Outline view the structure of your
document.

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APPLY VARIOUS TEXT ENHANCEMENTS:- You can add

special effects to the font of text by using advanced text
formatting. You can underline text in several ways, write in
subscript or superscript, and leave space between two characters.
You can also add animation.
ALIGNING PARAGRAPH:- Paragraph is by default aligned left
side as we use for writing English or Hindi on our copy. If
required, you can change it easily to right side or justify between
both sides.
To align in different ways:-
1) Use align left button to align text or graphics from left side.
2) Use align right button to align text or graphics from right
side.
3) Use align center button to align text or graphics in the center.
4) Use align justify button to justify text or graphics at both
ends.

PARAGRAPH AND PAGE FORMATTING:-

Paragraph Formatting:- Ms-Word understands text, graphics,
line that end with a paragraph marker as a paragraph. If you press
enter key it means you have written a paragraph. An every enter
key press Ms-Word adds a paragraph marker at the end of the
paragraph. You can view paragraph marker button which is usually
not seen on the screen, by selecting paragraph marker button on the
standard toolbar.

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Page Formatting:- You just set your page on a word-processor

leaving margins top, bottom, left and right. This feature of a word-
processor would never trespass the area, you have set as no writing
zone. Besides, you can format the page adding border, shading etc.
It looks like a nice page header and footer, page numbering. End
note and so on can automatically be printed on every page by
setting the same.

TEXT EDITING USING VARIOUS FEATURES:-

Bullets:- We use bullets and numbering basically for making a list
or arranging the contents in order. You have many choices in
number and bullets as well.

Numbering:- To insert numbering, do this. Position your insertion

point on the line where you want to insert numbering.

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Auto Formating:- To auto format a table do this.

1) Click the table.
2) On the table menu, click table auto format.
3) In the format box, click the format you want.
4) Select the option you want.
5) Click ok.

PRINTING AND VARIOUS PRINT OPTION:-

PRINT PREVIEW:- You can see your output on the screen before
it goes to final print. It will make you observe the layout etc. To do
this follows the steps.

a) Click the file menu and choose print preview or select print
preview button from the standard toolbar.
b) Print preview window look like.
c) If you want to print it click the printer icon quite left below
the menu bar.
d) Click on close button to close its.

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UNIT-2

ADVANCED FEATURE’S OF M.S-WORD

SPELL CHECK:- You can check spelling and grammar error and
correct them according in the document. It is one more powerful
tool of Ms-word which makes you write correct English in your
document. To use spelling and grammar check.

Step 1:- Click tools menu and select spelling and grammar or
select spelling button from the standard toolbar or press F7
together from the keyboard.
Step 2:- Click on the word or sentence you find most appropriate in
the suggestion box.
 Click change to change this selected word only.
 Choose change all to change all similar texts in the whole
document.
 Select ignore button to make no changes.
 Select ignore all buttons to by pass all the similar words
found in the document.
 Select add button to include that very word in Ms-word
dictionary like Patna, Mathura etc. These words are not
included in the standard dictionary as they are nouns and bear
no meaning.
Step 3:- If you find no appropriate word in the suggestions box,
you can directly edit the word and choose change button.

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Step 4:- You can use undo button to cancel the last spelling check
you have done.
Step 5:- Click cancel button to stop the error search.
Step 6:- To check grammar with the spelling, click check grammar
checkbox.

THESAURUS:- This tool is a big storage area containing lacs of

words with their synonyms like you find in a dictionary of the
largest volume dictionary in the traditional market.

To use thesaurus, do this.

Step 1:- Select the word whose alternative you want.
Step 2:- Click the tool menu, point to language and then select
thesaurus or press shift +f7 keys together from the keyboard. The
screen you will find while working on word-processor is similar to
the one. The box displays several different buttons. Let’s see what
do they result.
Replace- It replaces the word you have selected of your choice.
Look up- It shows you the meaning of the concerned word.
Previous- It takes you back.
Step 3:- Now, you click the replace button to find synonyms and
get it replaced.

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FIND AND REPLACE:-

Find the text:- You can search a text in a document and replace
with other too.
To search a word, do this
Step 1:- Click edit and select find. Alternatively you can press Ctrl
+F on the keyboard find and replace dialog box appears.
Step 2:- Type the text in find what text box, you want to search.
Step 3:- Click the find next. Continue repeating the same to find
the text in the whole document.
Step 4:- Click on cancel to close it.
Step 5:- To search in a more advanced way click on more.

Replac the text:- To replace the text, do this.

Step 1:- Click the edit menu and select replace or press Ctrl +H
together on the keyboard.
Step 2:- Type the text in the find what box you want to replace.
Step 3:- now, type the text in the replace with box which you want
to replace with.
Step 4:- Click the replace button.
Step 5:- In case you want to replace the new text with all a like
words you have typed in the find what box, click replace all.

HEADERS AND FOOTERS:- Header and footer may be text or

graphics, printed on top and bottom in a document. Header is

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printed on top margin area where as footer is printed on bottom

margin area. They contain important information.

To insert header and footer, do this.

Step 1:- Click the view menu and select header and footer option.
Step 2:- Word highlights panes of header and footer at the top and
bottom respectively.
Step 3:- Type either the text you want or insert auto text like page
no. date etc inside the header or footer pane as required from insert
auto text button on header and footer toolbar.

INSERTING PAGE NUMBERING:- Page numbering is used to

insert page no. at the top or bottom, left or right in a document. To
do this, follow the steps a head.

Step 1:- Click the insert menu and select page number.
Step 2:- Specify the location of page numbering from the drop-
down box of position.
Step 3:- Set alignment whether left, right, center and so on.
Step 4:- Select the check box of show number on first page.
You can insert page number with the help of
header and footer also. To know it, see header and footer.

INSERTING PICTURES:- To insert a clip from the picture.

Step 1:- Click insert, point to picture and then select clip art.
Step 2:- After that insert clip art task pane appears. In the insert
clip art task pane, in the search text box, type a word or phrase that
describes the clip you want or type in all or sound of the file name
of the clip.

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INSERTING AUTOTEXT:- To create auto text, do this

Step 1:- Select the text, graph or picture you want to enter into auto
text.

Step 2:- Click the insert menu and select auto text and then select
new. A box appears on the screen like one. Word automatically
write name for every auto text entries in case it is not other than
text like graphics and picture. You need give a name for graphics
and pictorial entries.
Step 3:- Click ok.
INSERTING SYMBOLS:- To insert symbol in your document.

Step 1:- Click the insert menu and select the symbol.

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Step 2:- After that insert symbol task pane appear. You need give a
word or a symbol to click, and then insert our document.

WORKING WITH COLUMN:- You can set up two to three

columns having equal or different width and design there too.
To set-up equal width columns, do this.

Step 1:- Select the part you want to divide in columns. To make the
entire document column based no need to select.
Step 2:- Click the format menu and select columns. After you
select it, a window appears.
Step 3:- Select your choice from presets section. To add vertical
line between two columns, click check box of the line between.
Step 4:- In the apply to drop-down list, select where from you want
to set the columns out of three options available there as follows-
 This section- The columns will be set in the very section
only.
 This point forward- The column will be set a head of the
current insertion point only.
 Whole document- The column will be set in the whole
document.
 Click ok.

TAB AND INDENTS:-

Tab:- Tab stops are used to write text in a tabular form. In Ms-
word a tab stop is by default set at 0.5 inch. Once it is set you can
go one tab stop to another at a tab key press.

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To set tab stops, do this

Step 1:- Select tabs from format menu. A tabs dialog box appears.
Step 2:- Type location of tab stop in the tab stop position text box.
Step 3:- Click the set button.
Step 4:- To set more tab stop, repeat the step 2 and 3.
Step 5:- To clear tab stop, select the tab stop from the box under
tab stop position and select the clear button. You can clear the
entire tab stop together by clicking the clear all.
Step 6:- To align tab stop, select left, centre, right, decimal, bar as
required from the alignment section.
Step 7:- Click ok to close the dialog box.

Indent:- It is used into the setting of paragraph. Paragraph is by

default aligned left side as we use for writing English or Hindi on
our copy. If required you can change it easily to right side or
justify between both sides.

To align in different ways the following icons are used.

Step 1:- Use align left button to align text or graphics from left
side.
Step 2:- Use align right button to align text or graphics from right
side

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Step 3:- Use align centre button to align text or graphics in the
centre.
Step 4:- Use aligns justify button to justify text or graphics at both
ends.

CREATING & WORKING WITH TABLE INCLUDING:-

Creating Tables:- Tables can be created in two ways in Ms-word.

i) Using Toolbar
ii) Using Menu bar
To create a table using toolbar do this.
Step 1:- Position the insertion point where you want to insert a
table.
Step 2:- Click insert table button on the standard toolbar.
Step 3:- Select the no. of cells horizontally called rows and the
cells vertically called column as desired.
Step 4:- After you do a blank table appears on the screen.

To create a table using menu bar, do this

Step 1:- Position the insertion point where you want to insert a
table.
Step 2:- Click the table menu, point to insert and then select table.
The insert table dialog box appears.
Step 3:- Determine the number of columns and rows in the section
table size.
Step 4:- Click ok.

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CONVERSION TO AND FORM TEXT:-

Convert text to table:-

Step 1:- If you can write text on your document, then go to on table
menu and then convert text to table option, open the dialog box.
Step 2:- To fill the dialog box on the number of rows and columns.
Step 3:- Click ok button, then automatically convert text to table.

Convert table to text:-

Step 1:- To create table.
Step 2:- To select the creating table click table menu option, then
convert table to text option.

MARGINS & SPACE MANAGEMENT IN DOCUMENT:-

Margins:- Apart from the margin set by Ms-word itself, you can
also set margins to your convenience. To set margins, do this.

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Step 1:- Click the file menu and select page setup. By default
margins tab is available on page setup dialog box.
Step 2:- Specify margins- top, bottom, left, right by clicking and
spinning on the concerned box.
Step 3:- Specify the gutter space by spinning the gutter spinner
box. Gutter is the extra space especially left for the binding
purpose.
Step 4:- Click checkbox of mirror margins, to arrange the left and
right margin in a way that it’s inside and outside margins remain of
the same width.
Step 5:- 2 pages per sheet prints two pages in a sheet and the
margin outside and inside remain the same.
Step 6:- Select all that you want and click ok.

Paper Size:- Click the page option and open the paper setup dialog
box on our display screen. Many sizes of pages are display.

Layout:- If you can select this option on page setup, open dialog
box to set the header, footer, vertical alignment and line number.

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ADDING REFERENCE AND GRAPHICS:- Ms-word provides

you with the facility of drawing. You can draw some basic shapes,
pictures etc. with the help of features incorporated in it. You can
also edit or manipulate already created.
1) Drawing Toolbar:- In Ms-word, you can draw different
shape newly or even modify existing drawing. To create a shapes,
do this
 Click drawing button on the standard tool bar or click view
menu and select check box before drawing from toolbar. Any of
the above ways will display drawing toolbar on the screen.
2) Word Art:- Word art is used to design the text in banner and
poster form. It is used to prepare placard poster etc.

To insert word art, do the following

Step 1:- Click insert and point to picture then click word art or
select word art button on the drawing toolbar.
Step 2:- Select the desired style from word art gallery.
Step 3:- Click ok.

MAIL MERGE:- Mail merge is a feature used for mass

correspondence. Mass correspondence means a letter to multiple
clients with their address. Mail merge can be used to create form
letters, mailing labels, envelopes, directories and mass e-mail and
fax distribution. You can do this in two ways. The first way is that
you use mail merge wizard and the other is that you do it on your
own.
Step 1:- Starting mail merge wizard first of all you have to start
mail merge wizard. To start mail merge wizard. Do this

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Step 2:- Click tools, point to letters and mailing and select mail
merge wizard. Alternatively, display task pane if it is not displayed
by clicking view task pane. After that task pane displays click
task pane drop-down list and select mail merge.

ENVELOP & MAILING LABLES:- Mail merge can be used to

create form letter, mailing label, envelopes, directories and mass e-
mail and fax distribution.
Step 1:- First windows start of the wizard, select letter radio button
and click next, starting document.
Step 2:- After that new window of the wizard appears. There are 3
options in this step regarding setting up your letters. Be noted here
that when ever you realize that you have left something in the
previous step of the mail merge process, you can get back to the
previous step by clicking previous button. Select use the current
document radio button and select next select recipients.

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IMPORTING AND EXPORTING TO AND FORM

VARIOUS FORMAT: - At times, you need your document file to
save in a different format. There are many format provided by
Microsoft word.
1) Text File:- You can open a duplicate copy of a file to
preserve the contents of the original file when you open a
copy of some file the original file is not affected.
2) Rich Text File:- You have a lot of fonts in various sizes like
plain font, cursive etc. You select the font style set its size,
make emphatic it by choosing different font faces like bold,
underline and italics.
3) HTML:- HTML stand for hyper text marks language. Its
true fact is too linked up the different pages are easily hyper
lined. To click this page opens the hyperlink page. Ms-word
help to create the web text and HTML page.

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UNIT-3

M.S-EXCEL

INTRODUCTION TO AREA OF USE:- MS-Excel is a window

based spreadsheet package which can be used to make calculation
and derive analysis on the basis of produced data in a tabular form.
In addition to exhibiting detailed account of annual budget and
profit or loss in a table, it can be presented in different graphical
forms. With the help of this package, various sorts of formulae and
functions pertaining to the mathematical and accounting operation
can be used for related purposes. This package also avails different
facilities of graphics and provides up with many features for text
editing and printing.
256- Column’s
65536- Rows
Start

All Programs

Ms-Office

Ms-Excel
Step 1:- Click the start button on the task bar of windows desktop.
Step 2:- Point to programs/ all programs and select Microsoft
office and select Microsoft excel.

M.S-EXCEL WINDOW:- Ms-Excel appears two windows are-

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1) Application window
2) Document window
1) Title bar:- Title bar is the topmost bar located on the document
window which display name of the worksheet. File in excel are
called workbook. XLS is given its extension.
2) Menu bar:- This bar located at the top window provides the
user with many menus and sub menu file, edit, view, insert, format,
tool, data, window, help.
3) Standard toolbar:- Standard toolbar by default appears on the
screen and is generally used to present shortcut for the commands
frequently used for file operation and other very important
function.
4) Formula bar:- Formula bar display text, formula or any kind of
data typed by us.
5) Name bar:- Name box display current cell address.
6) Status bar:- Status bar is the horizontal area in excel on bottom
of the worksheet window which display different message
depicting various information. For instance, it lets you know
whether you should simply type the text or edit it.
7) Sheet bar:- A tab near the bottom of a worksheet window that
display the name of a sheet.
Concept of workbook & worksheet:-
1) Worksheet:- Worksheet also known as spreadsheet, is
the primary document that we use in Microsoft excel to
store and work with data. A worksheet consists of cells

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that are organized into columns and rows. A worksheet

is always stored in a workbook.
a) Moving cell pointer:- In the worksheet, cell pointer
can be moved very easily with the keyboard. The
movement of pointer involves eight keys of the
keyboard- four arrows key, home, end, pgdn, pgup
keys.
i) Page down  Down on screen.
ii) Page up  Up on screen.
iii) Home key  Move cell pointer.
iv) Ctrl + Home key  First column.
v) Ctrl + End  Last column.

2) Workbook:- In Microsoft excel, a workbook is the file

in which you work and store your data. Each workbook
contains by default three to maximum 255worksheet. It
makes you organize various kinds of related
information in a single file.
3) Mouse Pointer:- In Microsoft excel, it is used in
mouse pointer. Worksheet to used mouse, move in a
different position for different mouse pointer display.

USING WIZARD:- To create a chart do the following steps:-

Step 1:- Select the data range for instance A2:Q6.

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Step 2:- Click insert and select chart or select chart icon on the
standard toolbar.
Step 3:- After you perform the step two, chart wizard appears. The
chart creating is perform in four steps

Step 1:- Chart Type

Lets you basically select different types of chart and their sub-type
for example, clustered column from column chart type. You can
select it the following way.

 Select appropriate type of chart from chart type box.

 Then, select sub-type of the earlier selected chart from the
chart sub-type box.
 Click press and hold to view sample for preview of the chart
Step 1:- Chart source data
Let you specify data range and series.
Step 3:- Chart option include several tab menu.

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Step 4:- Final step

In this step you specific the location of chart. Chart can be inserted
in a separate sheet or it can be placed in the data sheet also.
Various Data Type:- Ms-Excel are used in mathematical
calculation. There are several date types are used
1) Numerical value
2) Date
3) Time
4) Alfa numeric

1) Numeric value:- Number includes 0 to 9 and mathematical

operations like $, %, +, _, etc.

2) Date:- Date format provides with different types of format to

the date type of the data. For instance April 30, 2013,
20/4/2013 or 15 April, 2013.

3) Time:- Time format provides with different types of format

to time like 12 hours or 24 hours clock system. In MS-Excel
these format type of display.

HH:MM:SS - 11:30:03
HH:MM - 11:30
HH:MM:SS: AM/PM -11:30:50 Am

4) Alpha Numerical:- These Data Type are insert in character

value. These types of value are not use in mathematical
calculation.

USING DIFFERENT FEATURES WITH DATA TYPE:-

MS-Excel are used in different types of Data.

1) Text or String :- User many types of Data are store in String

Data type. Like Name, Address, City etc. This data types are
use in function with a text.

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2) Value :- Excel are mainly used to insert different types of

value. User can insert one or more values. These types of
values are insert in one or more values are used to insert
Table, Graph, Chart etc. To select column or row with the
help of data type to format the value. Use the format cell to
set the value. Decimal, Present and Special Character are
used.

INSERTING, REMOVING, RESIZING OF ROW AND

COLUMN:-
INSERTING:- MS-Excel to insert the column several steps are
follows.

Step 1:-To active the Insert Menu to select the row or column.
Step 2:-To select the row or column then click down the pointer on
these place to insert Row or Column.

REMOVING:-MS-Excel to resize the row or column, steps are

there
Step 1:-To select the row or column, then resize.

Step 2:-To select the format menu, then select the row or column
you can resize.

Step 3:-Click Row then change the height and similarly click
column, then change the width,

Step 4:-Open the dialog box, to resize the row and column.

WORKING WITH DATA AND RANGE:- In MS-Excel,

selection of more than one cell is called Range and a group of

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selected cells is called Block. Block is created to complete such

operation which requires more than one cell
To select a range, do the following:-
Step 1:- Position the mouse pointer before range.

Step 2:- Click the mouse and drag to the last cell of the range.

Step 3:-To select entire column or row click the heading of column
or row respectively.

DIFFERENT VIEW OF WORKSHEETS:- worksheet view also

known as spreadsheet. These are several view to display the
worksheet.
1) Normal view:-Normal view of the worksheet is by default
Display, Title bar, Menu bar, Tool bar and control the use of the
view menu.
2) Page Break Preview:- click the option of Page Break
Preview. If you can see the preview of Page Break. Page Break to
convert the next page.

COLUMN FREEZING:- To use this option, Excel worksheet are

divided into four parts. There are several steps are:-
Step 1:- click the cell pointer of this position or column of the
Excel worksheet to freeze the column.

Step 2:-click menu bar to select window menu option and then to
click the freeze option.

Step 3:- click the freeze option then divide the worksheet in four
parts.
Step 4:-not use the freeze option of your worksheet then click
unfreeze option.

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LABELS:-worksheet of MS-Excel to display the characters of A,

B, C, D etc, than is called column labels. Row or Column to use
the label option several types are there.

Step 1:- to Active the Insert menu then to select the Name option
to open the Drop Down list, to select the label i.e., to open the
dialog box.
Step 2:- to select the dialog box and Add the range of the label
type.

HIDING:-to hide the worksheet of this option. To apply this

option several step are there.
Step 1:-to open the worksheet.

Step 2:-click the window menu to select the hide option then hide
of your worksheet.

Step 3:-as same as the previous worksheet then click the white
option of the window menu.

Step 4:-to click this option then open or show the worksheet

SPLITTING:-if you can apply the splitting option in your

document then partition the worksheet .Several steps are there:-

Step 1:- to click this position in your worksheet , to select the cell
pointer then to split the column.

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Step 2:- to click the window menu and to select split option then
window are divide into four parts

Step 3:-main use of this option are to split the column and always
show the column, Data related all information show in different
types.
Step 4:- to remove the split option in the window menu to select
the resplit option of your worksheet.

CELL FORMATTING INCLUDING BORDER AND

SHADING:-

Border:- to set range of the border in the worksheet, several steps

are,
Step 1:- to select the cell or range all sides border are insert.

Step 2:- click the format menu to select the cell, then open the
dialog box of format cell.

Step 3:- click the dialog box then open the border tab and to
display the border.
Step 4:-to select only one border and click the apply button. If you
can see the border of excel sheet.

Shading:-to set the shading in your worksheet, several steps are

there.
Step 1:-to select the cell or range then to insert the shading.

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Step 2:- click the format menu to select the cell option the open the
dialog box of formal cell.

Step 3:-click the dialog box then open the shading tab and to
display different color.

Step 4:-to select only one color then click ok button.

UNIT-4

ADVANCED FEATURES OF M.S-EXCEL

MULTIPLE WORKSHEET CONCEPTS & CREATING

MULTIPLE WORKSHEETS:-
MS-Excel is a window based spreadsheet package which can be
used to make calculations and derive analysis on the basis of
produced data in tabular form. In addition to exhibiting detailed
account of annual budget and profit or loss in a table, it can be
presented in different graphical form. With the help of this
package, various sorts of formulae and functions pertaining to the
mathematical and accounting operation can be used for related
purposes. This package also avails different facilities of graphics
and provides us with many features for text, editing and printing.

MS-Excel if you can work, multiple worksheet also. To insert

multiple worksheet, then worksheet insert several step are there
Step 1:- to Active insert menu then to select the worksheet.

Step 2:-to select worksheet option, if you can use multiple

worksheet your document to insert.

Step 3;- And then to work multiple worksheet.

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CELL REFERENCING:- Intersection of row and column creates

a rectangular shape called cell. Each cell contains a specified
address which describes the number of column and row like A1,
A2, B4, etc. If includes text, numeric, formula etc.
For ex:- combination of 1 row and 1 column as known as cell of
Address A1.
Cell Addressing are divide into 2 types
1) Relative Address:- Relative address are used no any sign.
Cell Reference is copy to another cell reference then change the
row number. Once you type data of any sort, you can edit it any
moment you wish to make changes as required and then press
enter.
For ex:- for instance to add values of cell, though cell 5, we use
formula like =c1+c2+c3+c4+c5
2) Absolute Addressing:-at times you need to copy formula of a
particular cell. To copy formula of a cell, do this-
Select the cell containing the formula you want to copy click
copy on the standard toolbar select the cell you want to paste the
arrow to the right of paste and click formulas.

WORKING WITH DIFFERENT CHART TYPE:-

Chart is a graphical presentation of numerical data. Range of data

pertaining to number is called Data series. Each value of dates
series is called data point. Data series can be put into columns and
rows.

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Type of charts:-
1) Column chart
2) Bar chart
3) Line chart
4) Pie chart
5) Area chart
6) Doughnut chart
7) Reader chart
8) Surface chart
9) Bubble chart
10) Stock chart
11) Cylinder chart
12) Cone chart
13) Pyramid chart

1) Column chart:- a column chart shows data changes over a

period of time or illustrates comparisons among items.
Categories are organized horizontally, values vertically, to
emphasize variation over time.

2) Bar chart:- a bar chart illustrate comparisons among

individual items categories are organized vertically, values
horizontally, to focus on comparing values and to place less
emphasis on time.

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3) Line chart:-a line chart shows trends in data at equal interval

4) Pie chart:-a pie chart shows the proportional size of items

that make up a data series to the sum of the items.

5) Area chart:-an area chart emphasizes the magnitude of

change over time.

6) Doughnut chart:-Like a pie chart, a doughnut shows the

relationship of parts to a whole, but it can contain more than
one data series.

7) RADAR chart:-in a radar chart each category has its own

value axis radiating from the center point.

8) Surface chart:- surface chart shows travels in values across

two dimensions in a continuous curve.

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9) Bubble chart:-a bubble chart is a type of XY (scatter) chart.

The size of the data maker indicate the value of a third
variable.

10) Cylinder chart:- this chart represent value of data

series in cylindrical form.

11) Pyramid chart:-this chart represents value of data

series in pyramid shape.

VARIOUS TYPE OF FUNCTION:- Built- in formulae are

generally called function. Function is an abbreviated form of
formula. For instance, to add values of cell 1 through cell 5, we use
formula like= c1+c2+c3+c4+c5. However with the use of function,
we can calculate in a very short way like=Sum(c1, c5). In Excel,
there are following functions:-
a) Mathematics
b) Statistics

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c) Date and Time function

d) Text function
e) Logical function
f) Financial function.

Mathematical function:-
1)ABS()
2)SUM()
3)SQRT()
4)MOD()
5)COS()
6)TAN()

Statistical function:-
1)AVERAGE()
2)COUNT()
3)MAX()
4)MIN()

Data and Time function:-

1)TODAY()
2)NOW()
3)DATE()
4)TIME()
5)MONTH()

Text function:-
1)LEFT()
2)RIGHT()
3)MID()
4)UPPER()
5)LOWER()

Logical function:-
1)IF()

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2)AND()
3)OR()
4)NOT()

Mathematical function:-
ABS():- This is another mathematical function which returns
integer or absolute value of the number .The absolute value is
one without sign.
Syntax :-ABS(number cell)
=ABS(-25)->25

SUM():- This is a mathematical function which derives total

values of the given range.
For ex:- (12, 12)->24

MOD():- Returns the remainder after no. is divided by division.

The return has the same sign as division. If division is 0. MOD
returns
For ex:-MOD(10,3)->1

SQRT():- return a position square row.

For ex:- =SQRT(25)->5

Statistical Function:-

Average():-This mathematical function returns arithmetic’s

mean of the given number or range
For ex:- =Average(25, 5)->15

Max():- return the largest value in a set of values.

For ex:- =Max(12,4,80,23)
=80

Min():- return the smallest number in asset of values.

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For ex:- Min(12, 4, 80, 23)

=4

COUNT():-counts the number of cells that contains numbers

and numbers within the list of argument.

Date and Time function:-

DAY():- returns the day of a date, represented by a serial

number. The day is given as an integer ranging from 1 to 31.
For ex:- Day(“15- Aug”)->15

DATE():- return the serial number that represents a particular

date.
For ex:- DATE(year, month,day)

NOW():- return the current system date and time

For ex:- NOW()
=11/15/04 10:54

Today():- returns the current system date.

For ex:- Today()
=11/15/04

Text Function:-
LEFT():- returns the first character or characters in a text string,
based on the number of characters you specify.
For ex:- LEFT(“package”, 3)
=pac

RIGHT():- returns the last character or characters in a text

string, based on the number of character you specify.
For ex:- RIGHT(“package”, 3)
=age

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Logical function:-

If():-returns one value if a condition you specify evaluates to

TRUE and another value if it evaluates to false.
For ex:- If(12>10)
=TRUE

AND():- =AND(12>10, 13>12)

=TRUE

OR():- OR(12>10, 13>12)

=TRUE

NOT():- NOT(12>10)
=FALSE

PRINTING OF WORKBOOK AND WORKSHEET’S WITH

VARIOUS OPTION:-
When you complete a worksheet, you can better preview how your
worksheet looks. To preview an embedded worksheet this

Step 1:-click the file menu and select print review or select print
preview button on the standard toolbar

Step 2:-then open the dialog box of print preview and click the ok
button.

PAGE SETTING:- apart from the margins set by MS-Excel itself,

you can also set margins to your convenience. To set Margins, do
this,
Step 1:- click the file menu and select Page setup. By default
margins tab is available on Page setup dialog box.

Step 2:- specify margins- Top, Bottom, Left, Right, by clicking and
spinning on the concerned box.

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Step 3:- specify the gutter space by spinning the gutter spinner box.
Gutter is the extra space left for the binding purpose.

Step 4:- click check box of mirror margins, to arrange the Left and
right margin in a way that its inside and outside margins remain of
the same width.

Step 5:- 2 pages per sheet prints two pages in a sheet and the
margin outside and inside remain the same.

Step 6:- select all that you want and click OK.

DATABASE CREATION:- to create database in excel sheet to

use worksheet. One workbook are added many worksheets and to
create huge database. Firstly to select the field, then enter data. To
display database are as follows:-

SORTING:- to sorting the data in the database. Two type of

database sorting
1) Ascending sorting:- Ascending sorting of your data
when number are in increasing order.
2) Descending sorting:- descending sorting of your
data when number are in descending order.
Several steps are there.

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Step 1:- to select the field then sorting the list.

Step 2:- click the tool menu then select the sort option.
Click the ascending or descending, then click ok button.

FILTERING A DATABASE:- to use the filling in a database,

then to add the filter in a database. Several steps to apply filter

Step 1:- firstly to select the field then to apply the filter.

Step 2:-click the menu bar and select the Data menu. Menu bar to
select the filter option then to open the list, to select the filled to
apply the filter.

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CREATING AND USING MACRO:- Several steps are there,

Step 1:- to Active tools menu and to click the macro option, to
open the page and then o select the record new macro.

Step 2:- to open the Dialog box, and then to filled the name to
define the key in the macro.

Step 3:- click the Ok button, then start recording, complete the
macro record, then to stop the recording click OK.

Uses of macro:- to use the macro method, make the macro. To

record the topic and text are used macro option. To write the text
again and again then macro text are record to create the shortcut
key of macro. To press the key then automatic type the text.

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UNIT 5

M.S PowerPoint

Introduction:- PowerPoint is a component of Microsoft suite

which is used to create presentation on screen transparency, 35MM
slides, photo print etc. With the help of this program, you can
incorporate sound and color with your thoughts .It is especially
used in seminar, conference and educational programs by officers,
teachers, managers and other professionals. Slides, Handout and
speakers notes are also prepared for presentation.
1) Click start menu.
2) Select All Programs
3) Select Microsoft Office
4) Select PowerPoint.

Various features of Ms-PowerPoint:- PowerPoint comes with the

layouts that contains text placeholder. You can add text using the
slide exclusively for text addition or you can use text box to add
text outside the placeholder.
1) Ms PowerPoint 4.0
2) Ms PowerPoint 4.5
3) Ms PowerPoint 97 to 2000

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Working with Ms- Power point:- PowerPoint is a component of

Microsoft suite which is used to create presentation on screen
transparency , 35 MM slides, photo print etc. With the help of
Handouts provides support to presentation Handouts can be
distributed amongst audience before you start presenting it on
screen or projector.

Creating New Presentation:- You can create a presentation in

these ways.

Step 1:- Auto Content Wizard provides you instructions. Following

them you can prepare a presentation of your choice.

Step 2:- Design Template provides you so many built-in designs.

You can create your presentation just by selecting any of them.

Step 3:- Blank Presentation lets you choose your own placeholder,
create background of your presentation and design it in the way
you design. In this method, you are given different layout of slides.

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Working with Presentation:- To create the presentation, work

with the help of slide. Several steps are there.

Step 1:- to active the slide select file menu, then select the new
option. The Slide Layout is display in your window.

Step 2:- to select any one Layout click the button.

Step 3:- to insert a new slide, click New Slide on the standard
toolbar, and click the layout you want for the slide.

Step 4:- click the option slide of file menu option, then select the
Page Setup, available. Slide of Page Setup are set. To formatting
the slide option then click.
1) Moving slide:-
a) Click the View menu and select slide sorter.
b) Now, select the slide you want to move.
c) Click the Edit menu and select cut or, click the cut
button on the standard toolbar, or press ctrl+x together on
the keyboard
d) Now, click at the place you want to move the slide.
e) Then, click the Edit menu and select paste button on the
standard toolbar. Or, press ctlr+v together on the
keyboard.

2) Copy slide:-

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a) On the slides, select the text you want to copy,

right click

b) To Active the Edit menu, to select the copy

option and then points are move. To these place
are paste the document.

3) Deleting slide:-
a) Select the slide you want to delete.
b) Click the Edit menu and select Delete, or , just
press Del key.

4) Inserting slide:- To Insert the slide of your presentation firstly

click the insert menu then select the New slide option.

5) Create Duplicate slide:-

a) Click the View menu and select slide sorter.
b) Then, select the slide you want to make a
duplicate of.
c) Click the Edit menu and select Duplicate, or,
press Ctlr+D together on the keyboard.

Using Wizard
1) Slide Layout wizard.
2) Graphics & Picture wizard.

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1) Slide Layout Wizard:- To create a presentation using a

design template, do this-
i) Slide Design View:-
a) Click from Design template under New in the
New presentation task pane. After that slide
Design task pane appears.
b) In the slide Design task pane, click a design
template that you would like to apply.

ii) Slide Layout View:-

a) If you want to keep the default title Layout for
the first slide, start working in the slide.
b) If you want a different Layout for the first slide,
click format and select slide, click format and
select slide Layout. After that Slide Layout task
pane appears, click the Layout you want.
c) To insert a new slide, click New slide on the
standard toolbar, and click the layout you want
for the slide.

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2) Graphics & Picture Wizard:- To click the Insert menu and

open the Picture wizard several steps are there:

Step 1:- To active the Insert menu and then to select the wizard.

Step 2:- To open the List, to select the clipart option then open
several windows.

Step 3:- Click the form file option select the Image.

Step 4:- To enter the chart of your document click the organization
chart.

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Step 5:- To add the diagram , auto shape etc.

Slides & its Different view:-several steps are there.

Step 1:- To Active View menu.

Step 2:- To select the view on View menu.

Step 3:- Firstly to display normal view. To see the slide on Normal
View.

Step 4:- Next is slide shorter view.

Step 5:- Slide show view are there to show the presentation.

Step 6:- select Slide show option then Next is Notes page view.
And type the text on Notes page, then show the slide on down the
page.

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Working with Notes & Handout:-

Notes:- To create Notes pages, do these.

Step 1:- click the view menu and select Notes Pages.

Step 2:- Type the text of your choice in the Notes text box below
the Slide.

Handout:- You can also print your slides as handouts-with two,

three, four, six or nine Slides On a page that your audience can use
for future reference. Handouts show only the slides, they didn’t
include any corresponding notes. To print handouts do this,

Step 1:- Open the presentation you want to print.

Step 2:- Click the file menu and select print or press cltr+p on the
keyboard.
Step 3:- Print dialog box appears.

Sounds and movies to a slide:- To connect the text , slide, sound

and Movies also in your presentation. And also connect video
clipper in your slide.
1) Movies:- To insert movie file in your presentation.
Step 1:- To select the Blank Slide.

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Step 2:- To click the insert menu then select movie and send
option.

Step 3:- To open the dialog box then select the movie file, to click
the insert button.

Step 4:- To play the Slide show.

Step 5:- You don’t know movie file in which directory, then click
the start menu, select find option and search movie file. Extension
.WAV

Sound:- To Insert sound file in your presentation slide, and you

dont know the sound file in which directory, then to select start
menu click the find option and search sound file in Extension
.AVI. to insert sound file in option.
Step 1:- To active the Insert menu, select the sound from file
option, to open the dialog box, to select the sound file and insert
slide the sound. To see the speaker in your slide then click the
sound play.
Step 2:- Click slide show and select sound effect, on the Slide
Show menu, click slide Transition. To open the dialog box and set
the Time click the sound effect. To slide show then automatic
show the sound.
Step 3:-Click slide show and select custom Animation. After that
custom Animation task pane appear.

Working with Power Point object & Presentation of Slide

Show:-
Slide Show View display each slide of the presentation at
one time on the full screen. Slide show view can be set some
timing so that two slides can automatically be displayed at a fixed
interval. If timing is not set, slides can be displayed one after
another at every click. Slide show View also displays thing like

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graphics and animated, items at the specified time or by clicking

outline view.

1) Inserting Drawing:- To insert the drawing.

Step 1:- To select the slide then to insert the drawing.

Step 2:- To Active the drawing Toolbar in View menu.

Step 3:- With the help of slide, different drawing tool are insert.

2) Insert Clipart:- To insert a clip.

Step 1:- Click Insert menu, point to picture, and then click clip Art.

Step 2:- In the insert clip Art task pane, type a word or phase that
describes the clip you want or describes the clip or some of the file
name of the clip, in the search text box.

3) Insert Picture:- Click Insert menu point to picture and then

click clipart.

Printing Slides:-To print the slides do the following,

Step 1:- Click file and select print, or click print icon on the
standard toolbar. Or press ctlr and p together from the keyboard.

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Step 2:- Click the radio button of current slide in print range
section to print current slide. To print a specific slide, type the slide
serial no. in the slides text box.

Step 4:- To print more then one copy of slides, select the number
of choice from number of copies small box
Click ok.

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