Sri Maheshwari CCE

VIJAYAWADA
VIMS College of competitive exams Compurter Material

IMPORTANT MS OFFICE UTILITIES EXPLAINED

 Word processing is the process of typing in text editing it and format it whenever necessary. It is
thus the process of manipulating or creating a document. Commonly, this task is performed by
using a Word processor.
 A word processor is a software program capable of creating, storing, and printing documents.
Unlike the standard typewriter, users using word processors have the ability of creating a document
and making any type of changes anywhere in the document. This document can also be saved for
modification at a later time or to be opened on any other computer using the same word processor.
 There are many software packages to do the job of word processing. Some of them work in DOS
environment. Examples are WordStar, Word Perfect and Professional Write.
 But in these days working in WINDOWS is becoming more and more popular choice of choice of
word processing is MS-WORD.
 MS-WORD is a part of the bigger package called MS OFFICE, which can do much more than
word processing. In fact when we open up MS OFFICE we will find four main components in it.
They are MS-WORD (for word processing), MS EXCEL (for spreadsheet), MS ACCESS (for
database management) and MS POWERPOINT (for presentation purposes).
The important components of the MS word screen.
(a) Title Bar
The title bar displays the name of the currently active word document. Like other WINDOWS
applications, it can be used to alter the size and location of the word window.
(b) Tool Bars
Word has a number of tool bars that help you perform task faster and with great ease. Two of the
most commonly tool bars are the formatting tool bar and the standard tool bar. These two toolbars
are displayed just below the title bar. At any point of time any tool bar can be made ON or OFF
through the tool bar option of View Menu.
(c) Ruler Bar
The Ruler Bar allows you to format the vertical alignment of text in a document.
(d) Status Bar
The Status Bar displays information about the currently active document. This includes the page
number that you are working, the column and line number of the cursor position and so on.
(e) Scroll Bar
The Scroll Bar helps you scroll the content or body of document. You can do so by moving the
elevator button along the scroll bar, or by click in on the buttons with the arrow marked on them
to move up and down and left and right of a page.
(f) Workspace
The Workspace is the area in the document window were you enter/type the text of your document.
(g) Main Menu
The Word main menu is displayed at the top of the screen as shown in the Fig. 9.1. The main
menu further displays a sub menu. Some of the options are highlighted options and some of them
appear as faded options. At any time, only highlighted options can be executed, faded options are

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 Sri Maheshwari CCE
VIJAYAWADA
VIMS College of competitive exams Compurter Material

not applicable. Infect if the option is faded you will not be able to choose it. You may not that any
option faded under present situation may become highlighted under different situations.
MAIN MENU OPTIONS
The main menu contains the following sub menus which on clicking drops down(Also called
Drops down Menu) showing some other options for further processing.
a) File b) Edit
c) View d) Insert
e) Format f) Tools
g) Table h) Window
i) Help
Important MS-WORD Glossary
Clip art-Images that are intended to be pasted into documents
Cursor -The symbol for where your typing will appear. Standard shape is an I-bar:
Custom dictionary -The words that you add to Word’s Spell Check feature.
Default- The settings after installation or what happens if you make no particular choices.
Drag-and-drop-A method of moving an object by selecting it, dragging it to the new location,
and dropping it there.
Formatting bar - The toolbar which contains buttons and control for formatting text - styles,
fonts, font size, alignment, indentions, color, etc.

Justify- To adjust the spacing of characters so that both the left and the right margins
are even.
Macro -A short piece of programming that performs a task, usually to automate a task that
is done often.
Office Assistant -An animated cartoon which provides help about Word with a search
textbox and a list of topics related to what you were just doing.
OVR -On Word’s status bar, OVR indicates that Overtyping is turned on. Your typing will
overtype existing characters
Task Pane -Window area to the right of the document window. Shows useful shortcuts or
tools.
Template - a document that serves as a pattern for a new document
Thumbnail-A small image of a picture. Shows on the right of an Open dialog so you can see
if the image is the one you want before opening or inserting it.
Wingdings-A TrueType symbols font that comes with Windows
Word wrap - automatically wrapping the text to the next line so it all fits within the screen’s
width. Change the size of the screen and the text moves to fit in the space.
Spread sheets (MS-Excel)
 A spreadsheet is a table used to store various types of data. The data is arranged in rows and
columns to make it easier to store, organize, and analyze the information.

VIMS, 1st lane Dwarakanagar, Vizag - 16. 41 Cell : 9291 753 853
9502 990 222
0866-2432787/2438787
Behind SBH, Old Gajuwaka NAD “X” Roads VSP.
 Sri Maheshwari CCE
VIJAYAWADA
VIMS College of competitive exams Compurter Material

 A spreadsheet application is a computer program such as Excel, Lotus 1-2-3, Open Office
Calc, or Google Spreadsheets.
 It has a number of built in features and tools, such as functions, formulas, charts, and data
analysis tools that make it easier to work with large amounts of data.
Important terms of a spread sheet (With reference to MS Excel)
Columns and Rows
 Columns are a fundamental part of any spreadsheet program such as Excel.
 Columns run vertically in a spreadsheet and help to identify the location of data. Each
column is identified by a letter in the column header.
 There are 256 columns in an Excel 2003 worksheet. In Excel 2007, there are more than
16,000.
 The intersection point between a column and a row is a cell.

 Rows run horizontally in an Excel worksheet. They are identified by a number in the row
header.
 In Excel 2003, there are 65,536 rows in each worksheet. In Excel 2007, there are more than
one million rows.
 The intersection point between a row and a column is a cell.
Cell
 In any spreadsheet program such as Excel, each rectangular box is referred to as a cell. A
cell is the intersection point of a column and a row.
 Data entered into an Excel spreadsheet is entered into a cell. Each cell can hold only one
piece of data at a time.
 Cells are the basic storage unit for data in a spreadsheet.
Active Cell.
 In an Excel worksheet, the active cell or the current cell is the cell with the black border.
 Current Data can only be entered into the active cell. Even if more than one cell is selected,
there is still only one active cell.
 Use the mouse pointer or the arrow keys to change the location of the active cell.

VIMS, 1st lane Dwarakanagar, Vizag - 16. 42 Cell : 9291 753 853
9502 990 222
0866-2432787/2438787
Behind SBH, Old Gajuwaka NAD “X” Roads VSP.
 Sri Maheshwari CCE
VIJAYAWADA
VIMS College of competitive exams Compurter Material

WORKSHEET
A worksheet is a single page or sheet in an Excel spreadsheet. By default, there are
three worksheets per file. Switching between worksheets is done by clicking on the sheet tab
at the bottom of the screen.

OTHER FEATURES OF MS EXCEL

 Microsoft Excel supports charts, graphs or histograms generated from specified groups of
cells. The generated graphic component either can be embedded within the current sheet, or
added as a separate object.
 Applications like Microsoft Access and Microsoft Word can “talk” to each other and to
Excel, and made to use each others’ capabilities. One can create a letter template using Microsoft
Word and insert keywords that correspond to different sets of data in Microsoft Excel.
 These keywords, marked in red, will be replaced by different words or numbers entered into
an Excel spreadsheet. These letter forms can be used to create multiple letters dealing with the
same type of information, but changed depending on the specific recipient. Student grade
reports, public information letters, and “Junk Mail” are all created in this type of way
Database Management
A database is generally a large quantity of information that can be easily searched, referenced,
compared, changed or otherwise manipulated without a lot of work.
A database consists of an organized collection of data for one or more uses, typically in digital
form. One way of classifying databases involves the type of their contents, for example: bibliographic,
document-text, statistical. Digital databases are managed using database management systems,
which store database contents, allowing data creation and maintenance, and search and other access.
A Distributed database is a database that is handled using a DBMS that maintains a database on
multiple storage devices or different computers.
Database management system (DBMS) consists of software that operates databases,
providing storage, access, security, backup and other facilities. It allows organizations to place
control of database development in the hands of database administrators (DBAs) and other specialists.
A DBMS is a system software package that helps the use of integrated collection of data records
and files known as databases. It allows different user application programs to easily access the same
database.
In large systems, a DBMS allows users and other software to store and retrieve data in a

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9502 990 222
0866-2432787/2438787
Behind SBH, Old Gajuwaka NAD “X” Roads VSP.
 Sri Maheshwari CCE
VIJAYAWADA
VIMS College of competitive exams Compurter Material

structured way. Instead of having to write computer programs to extract information, user can ask
simple questions in a query language. Thus a DBMS also provides the ability to logically present
database information to users.
The following are important database management programmes
 Microsoft Access is a database software management program.
 DBASE -A file database management that was created by IBM. DBASE has now become an
industry standard.
 FoxPro - Originally developed by Fox Software and known as FoxPro or FoxBASE, Fox Software
was acquired by Microsoft and is now known as Visual FoxPro (VFP). It is a programming
language used to develop database applications.
 Relational DataBase Management System, RDBMS was originally developed by IBM and is a
database that is organized through the use of tables or files that are linked to each other. A
good example of a RDBMS is Microsoft SQL or MySQL.
 MySQL is an open source Relational DataBase Management System (RDBMS). MySQL is
widely used and popular alternative to other SQL solutions because it is open source and can be
downloaded for free
 Structured Query Language, SQL is a language originally known as SEQUEL (Structured English
Query Language) that was developed by Dr. E.F. Codd at the IBM. Now SQL has become the de
facto standard database language.
 Oracle Database (commonly referred to as Oracle RDBMS or simply as Oracle) is a relational
database management system (RDBMS) produced and marketed by Oracle Corporation
Field = one item of data
Example: the last name or the city in an address book.

Field name = value, like LASTNAME = “Carter”.

Record = a set of fields that belong together

Example: a complete name and address.

Data type = each field has a data type, such as text, number, memo, OLE object... Most data
types also have attributes, like the size of the field or a default value.
Datasheet view= a display of the data in a table of rows and columns, like a spreadsheet,
where each record is on one row. There are often too many fields to see all of them at once.

VIMS, 1st lane Dwarakanagar, Vizag - 16. 44 Cell : 9291 753 853
9502 990 222
0866-2432787/2438787
Behind SBH, Old Gajuwaka NAD “X” Roads VSP.
 Sri Maheshwari CCE
VIJAYAWADA
VIMS College of competitive exams Compurter Material

Form view = a display of the fields in a record that makes it easy to enter new data or to
edit existing data or to choose actions.
Sort = to rearrange the display of the records to set the order for a certain field or fields(s), but
still keeping all of the fields in a record together.
Example: Sort names into alphabetical order by last name, first name, middle name.
Example: Sort prices from highest to lowest.
Filter = a rule that hides the records that do not match the criteria in the rule.
Example: Require that the value of the field City be “VIJAYAWADA” and that the value of the field
State be “AP”.
Query = a method of viewing, changing, combining, or analyzing data.
Example: Display just the fields needed for mailing labels.
Example: Update all of a student’s records when the student’s name changes.
All filtering and sorting is actually done by simple queries. Forms and reports often get their data
from queries rather than from the original tables.
Index = a table of the key values in your table.
Sorting and filtering are often much faster if the database looks at an index instead of the
original table with all its fields. Indexes do take up space in database and must be rebuilt
whenever the values that they contain change. If the data changes often in a large database,
rebuilding the indexes can slow the entire database system.
Addition record- When referring to a database an addition record is a file that contains new
record entries for a database. This file could include such information as customer names,
phone numbers, address, etc. Using this external file the company could insert all the information
contained within the files into their own database
pivot table -In data processing, a pivot table is a data summarization tool found in data
visualization programs such as spreadsheets (for example, in Microsoft Excel, OpenOffice.org
Calc and Lotus 1-2-3) or business intelligence software. Among other functions, pivot-table
tools can automatically sort, count, and total the data stored in one table or spreadsheet and
create a second table (called a “pivot table”) displaying the summarized data
QBE is short for Query By Example and is a method of locating information quickly within a
database by providing an example of the record being looked for before searching for it.
Flat File Database Programs
 Flat File is a file of data that does not contain links to other files. Flat file is a term often used
in reference to a non-relational database. A good example of a flat file is a single text-only file.
 Sometimes all we really need is a set of rows and columns from a spreadsheet or a flat file
database, like Microsoft excel. It is also a flat database.
 Even basic flat database programs offer tools for sorting and filtering data. Also, we can use
a form to enter and view the data in a single record more conveniently.
 Still, keeping in view the large database in some organizations, such programs do not usually
offer the advanced management of database options.
 In such a scenario a relational database Management program (RDBMS) will be helpful.
Relational Database
 Most recent databases are relational databases. These are made up of a set of related
tables. Each table is made up of records which are made up of a set of fields just like the
single table in a flat database.

VIMS, 1st lane Dwarakanagar, Vizag - 16. 45 Cell : 9291 753 853
9502 990 222
0866-2432787/2438787
Behind SBH, Old Gajuwaka NAD “X” Roads VSP.
 Sri Maheshwari CCE
VIJAYAWADA
VIMS College of competitive exams Compurter Material

 Printing any one table does not show all of the data. It can be very difficult to print a
relational database in a way that shows all of the data at once because there is so much more
data included than in a flat file database.
 The more data in a record and the more records you will have in your database, the more
useful a relational database will be to you.
Advantages
Y Avoids duplication of data
Y Example: Student info and Assignments are in separate tables that are linked to a table of Scores
Y Example: Supplier info and Customer info are in separate tables that are linked to the Orders.
Y Reduces file size by avoiding duplication
Y Can keep data consistent
Y Example: Choosing from a list of suppliers avoids winding up with “My Supplier, Inc.” in one
record and just “My Supplier” in another. Totals and groupings won’t work if the names are not
exactly the same.
Y Faster queries
Disadvantages
Y More complex
Y More difficult to set up initially
Important terminology
A data warehouse (DW) is a database used for reporting. The data is offloaded from the operational
systems for reporting. The data may pass through an Operational Data Store (ODS) for additional
operations before it is used in the DW for reporting.
Y Data structure is a particular way of storing and organizing data in a computer so that it can be
used efficiently.
Y Data mining is the process of extracting patterns from data. Data mining is seen as an increasingly
important tool by modern business to transform data into business intelligence giving an
informational advantage. It is currently used in a wide range of profiling practices, such as
marketing, surveillance, fraud detection, and scientific discovery.
Y Online analytical processing or OLAP is an approach to swiftly answer multi-dimensional
analytical queries. OLAP is part of the broader category of business intelligence, which also
encompasses relational reporting and data mining typical applications of OLAP include business
reporting for sales, marketing, management reporting, business process management (BPM),
budgeting and forecasting, financial reporting
Y Enterprise Resource Planning (ERP) system is an integrated computer-based application
used to manage internal and external resources, including assets, financial resources, materials,
and human resources. Built on a centralized database and normally utilizing a common
computing platform, ERP systems consolidate all business operations into a uniform and
enterprise-wide system environment.

VIMS, 1st lane Dwarakanagar, Vizag - 16. 46 Cell : 9291 753 853
9502 990 222
0866-2432787/2438787
Behind SBH, Old Gajuwaka NAD “X” Roads VSP.