MASINDE MULIRO UNIVERSITY OF SCIENCE AND TECHNOLOGY

SCHOOL OF NATURAL AND APPLIED SCIENCES

DIPLOMA IN APPLIED BIOLOGY

INFORMATION COMMUNICATION TECHNOLOGY (DSB 013)

PREPARED BY MS. MARTHA WERE

[email protected]

@ 2021
 INTRODUCTION TO ICT
Definition:
A Computer is an electronic device that can perform activities that involve Mathematical, Logical and
graphical manipulations. Generally, the term is used to describe a collection of devices that function
together as a system.

It performs the following three operations in sequence.

 It receives data & instructions from the input device.
 Processes the data as per instructions.
 Provides the result (output) in a desired form.

Data: It is the collection of raw facts, figures & symbols.

Ex : Names of students and their marks in different subjects listed in random order.

Information: It is the data that is processed & presented in an organized manner.

Ex : When the names of students are arranged in alphabetical order, total and average marks are
calculated & presented in a tabular form, it is information.

Program: Set of instructions that enables a computer to perform a given task.

Xtics of computers:
1. High speed: Computers have the ability to perform routine tasks at a greater speed than
human beings. They can perform millions of calculations in seconds.
2. Accuracy: Computers are used to perform tasks in a way that ensures accuracy.
3. Storage: Computers can store large amount of information. Any item of data or any
instruction stored in the memory can be retrieved by the computer at lightning speeds.
4. Automation: Computers can be instructed to perform complex tasks automatically ( which
increases the productivity).
5. Diligence: Computers can perform the same task repeatedly & with the same accuracy
without getting tired.
6. Versatility: Computers are flexible to perform both simple and complex tasks.
7. Cost effectiveness: Computers reduce the amount of paper work and human effort, thereby
reducing costs.

Limitations of computers:
1. Computers need clear & complete instructions to perform a task accurately. If the instructions are
not clear & complete, the computer will not produce the required result.
2. Computers cannot think.
3. Computers cannot learn by experience.

HISTORY/GENERATION OF COMPUTERS
First Generation
The period 1940 to 1956, roughly considered as the First Generation of Computer.
The first generation computers were developed by using vacuum tube or thermionic valve machine.
The input of this system was based on punched cards and paper tape; however, the output was displayed on
printouts.

Application They were used for scientific applications as they were the fastest computing device of their time.
Examples UNIVersal Automatic Computer (UNIVAC), Electronic Numerical Integrator And Calculator
(ENIAC), and Electronic Discrete Variable Automatic Computer (EDVAC).
Second generation computer
The period 1956 to 1963 is roughly considered as the period of Second Generation of Computers.
The second generation computers were developed by using transistor technology.
In comparison to the first generation, the size of second generation was smaller.
In comparison to computers of the first generation, the computing time taken by the computers of the
second generation was lesser.
The instructions were written using the assembly language.
The computation time was in microseconds.
Examples PDP-8, IBM 1401 and CDC 1604.

Third generation computer

The period 1963 to 1971 is roughly considered as the period of Third Generation of computers.
The third generation computers were developed by using the Integrated Circuit (IC) technology.

High-level languages were used extensively for programming, instead of machine language and assembly
language.
In comparison to the computers of the second generation, the size of the computers of the third generation
was smaller.
In comparison to the computers of the second generation, the computing time taken by the computers of
the third generation was lesser.
The third generation computer consumed less power and also generated less heat.
The maintenance cost of the computers in the third generation was also low.
The computer system of the computers of the third generation was easier for commercial use.
The computation time was in nanoseconds.
Examples IBM 370, PDP 11.

Fourth generation computer

The period 1972 to 2010 is roughly considered as the fourth generation of computers.
The fourth generation computers were developed by using microprocessor technology.
By coming to fourth generation, computer became very small in size, it became portable.
The machine of fourth generation started generating very low amount of heat.
It is much faster and accuracy became more reliable.
The production cost reduced to very low in comparison to the previous generation.
It became available for the common people as well.
This generation of computers supported Graphical User Interface (GUI)
The computation time is in picoseconds
Application They became widely available for commercial purposes. Personal computers became available
to the home user.
Examples The Intel 4004 chip was the first microprocessor

Fifth Generation
The period 2010 to till date and beyond, roughly considered as the period of fifth generation of computers.
The fifth generation computers use Super Large Scale Integrated (SLSI) chips that are able to store
millions of components on a single chip. These computers have large memory
This generation of computers uses parallel processing that allows several instructions to be executed in
parallel,
Working with computers of this generation was fast and multiple tasks could be performed simultaneously.
Some of the popular advanced technologies of the fifth generation include Artificial intelligence, Quantum
computation, Nanotechnology, Parallel processing, etc.
CLASSIFICATION OF COMPUTERS

1. According to physical size

Super computers- They are the fastest, largest, most expensive and powerful computers. Mainly used in
scientific research, simulation, weapon, analysis etc.
Mainframe- They are less powerful and less expensive than the super computers. It finds its application in
government agencies, big companies e.g. bank, hospital etc.
Mini computers- They are physically smaller and cheaper than mainframes. They are used in research
institutions, scientific laboratories etc
Micro computers- The smallest, cheapest and least powerful type of computers. It’s called a
microcomputer because its CPU is called a microprocessor. They are used mainly in learning institutions.

Examples of micro computers

• Desktop
• Laptop
• Palm top

2 According to Functionality
• Analog computers–they perform arithmetic operations and logical comparisons by
measuring changes in physical magnitude e.g. speed, temperature etc
• Digital computers–their operations are based on two states namely “on” and
“off” or “I” and “O”.

• Hybrid computers–they are computers which are built with the characteristics of both
analog and digital computers.

3 According to Purpose
• General purpose–they are designed to be able to perform a variety of tasks.
• Special purpose–they are designed to serve a specific purpose e.g. robots used in industries,
mobile phone for communication only etc.
• Dedicated –they are general purpose computers that are committed to some processing task
e.g. dedicated to word processor tasks only.

COMPONENTS OF A COMPUTER SYSTEM

The computer system consists of three units:
1. Input device
2. Central Processing Unit (CPU)
3. Output device

Block diagram of a Computer:

CENTRAL PROCESSING UNIT

 ALU

INPUT DEVICE MEMORY OUTPUT DEVICE

UNIT

CONTROL
UNIT

The various functions of these units can be summarized as:

Unit Function
1. Input device : Reads information from input media and enters to the computer in a coded form

2. CPU
a. Memory unit : Stores program and data
b. Arithmetic Logic unit : Performs arithmetic and logical functions
c. Control Unit : Interprets program instructions and controls the input and output devices
3. Output device : decodes information and presents it to the user

Central Processing Unit: It is the part of the computer that carries out the instructions of a computer
program. It is the unit that reads and executes program instructions. Hence it is known as the ―brain‖ of
the computer. The CPU consists of storage or memory unit, Arithmetic Logic Unit (ALU) and control
unit.

(a). Memory Unit: It is also known as the primary storage or main memory. It stores data, program
instructions, internal results and final output temporarily before it is sent to an appropriate output device.
It consists of thousands of cells called ―storage locations‖. These cells activate with ―off-on‖ or binary
digits(0,1) mechanism. Thus a character either a letter or numerical digit is stored as a string of (0,1)
Binary digits ( BITS). These bits are used to store instructions and data by their combinations.

(b) Arithmetic and Logical Unit (ALU): It is the unit where all Arithmetic operations (addition,
subtraction etc.) and logical functions such as true or false, male or female are performed. Once data are
fed into the main memory from input devices, they are held and transferred as needed to ALU where
processing takes place. No process occurs in primary storage. Intermediate generated results in ALU are
temporarily placed in memory until needed at later time. Data may move from primary memory to ALU
and back again to storage many times before the process is finalized.

(c) Control Unit: It acts as a central nervous system and ensures that the information is stored correctly
and the program instructions are followed in proper sequence as well as the data are selected from the
memory as necessary. It also coordinates all the input and output devices of a system.
COMPUTER HARDWARE
Hardware: The physical components of the computer are known as ―Hardware‖. It refers to the objects
that we can actually touch.
Ex: input and output devices, processors, circuits and the cables.

Input Devices
Devices used to provide data and instructions to the computer are called Input devices.
Some important input devices are Key board, Mouse, Scanner, MICR, Web camera, Microphone etc.
1. Keyboard: The Key board is used for typing text into the computer. It is also known as standard Input
device. A computer keyboard is similar to that of a type writer with additional keys. The most commonly
available computer keyboard has 104 keys.
There are different types of keys on the keyboard. The keys are categorized as:
 Alphanumeric keys, including letters & numbers.
 Punctuation keys, such as colon (:), semicolon (;) Question mark (?), Single & double quotes
 Special keys such as arrow keys, control keys, function keys (F1 to F12), HOME, END etc.

2. Mouse: It is a device that controls the movement of the cursor on a monitor. A mouse will have 2
buttons on its top. The left button is the most frequently used button. There is a wheel between the left
and right buttons. This wheel enables us to smoothly scroll through screens of information. As we move
the mouse, the pointer on the monitor moves in the same direction. Optical mouse is another advanced
pointing device that uses a light emitting component instead of the mouse ball. Mouse cannot be used for
entering the data. It is only useful to select the options on the screen.

3. Scanner: It is an input device that can read text or illustrations printed on paper and translate into
digital form. The main advantage of these scanners is that the data need not be entered separately
resulting in saving lot of time.

4. Magnetic Ink Character Recognition (MICR): : It is a character recognition technology used

primarily by the banking industry to facilitate the processing of the cheques. MICR characters ( cheque
No., Acc.No.etc) are printed in special ink usually containing iron oxide. When a document that contains
the ink needs to be read, it passes through a machine which magnetizes the ink and there will be a reader
sorter unit which translates the magnetic information into characters. MICR provides a secure, high speed
of scanning and processing information. It scans about 2600 cheques/min.

Output devices
Any device that is capable of representing information on a computer is called an Output device.
Output devices receive information from the CPU and present it to the user in the desired form.
Some important Output devices are: Monitor, Printer
1 .Terminal/Monitor: It is similar to TV screen- either a monochrome (black & white) or colour – and it
displays the output. It is also referred as Visual Display Unit (VDU). Several types of monitors are in use.
Some of them are Colour Graphic Adapter (CGA), Enhanced Graphics Adaptor (EGA), Video Graphics
Adapter (VGA) and Super Video Graphics Adapter (SVGA).
The screen sizes differ from system to system. The standard size is 24 lines by 80 characters. Most
systems have provision for scrolling which helps in moving the text vertically or horizontally on the
screen.
2 . Printer: A printer is used to transfer data from a computer onto paper. The paper copy obtained from
a printer is often referred as ―printout‖.

MEMORY OF THE COMPUTER

Memory or storage capacity is one of the important components of a computer. Any storage unit of a
computer system is classified on the basis of the following criteria:
  Access time: This is the time required to locate and retrieve stored data from the storage unit in
response to program instructions.
 Storage capacity: It is the amount of data that can be stored in the storage unit.
 Cost per bit of storage.
Units of memory: The computer stores a character in the storage cells with binary (0,1) mechanism.
Thus the basic unit of memory is a bit (binary digit – 0,1). To store a character, a computer requires 8 bits
or 1 byte. This is called the ― word length‖ of the storage unit. Hence the storage capacity of the
computer is measured in the number of words it can store and is expressed in terms of bytes. The
different units of measurement are
8 Bits = 1 Byte
210 (or) 1024 Bytes = 1 Kilo Byte (KB)
210 (or) 1024 KB = 1 Mega Byte (MB)
210 (or) 1024 MB = 1 Gega Byte (GB)

Types of Memory: A computer memory is of two types

1. Primary Memory (Internal storage)
2. Secondary Memory (External storage)

Primary Memory: Primary memory is also called internal memory and is an important part of a
computer. It is the main area in a computer where the data is stored. The stored data can be recalled
instantly and correctly whenever desired. This memory can be quickly accessed by the CPU for reading
or storing information. Primary memory is further classified into two types:
Random Access Memory (RAM) and Read- Only Memory (ROM )
RAM:
RAM is also known as read/write memory as information can be read from and written onto it. RAM is a
place in a computer that holds instructions for the computer, its programs and the data. The CPU can
directly access the data from RAM almost immediately. However, the storage of data and instructions in
RAM is temporary, till the time the computer is running. It disappears from RAM as soon as the power to
the computer is switched off. i.e it is volatile memory.
ROM:
It is called Read-only memory as information can only be read from and not written or changed onto
ROM. ROM is the ‗built-in‘memory of a computer. It stores some basic input – output instructions put
by the manufacturer to operate the computer. The storage of data and instructions in ROM is permanent.
It does not depend on the power supply. i.e it is non-volatile memory.

Secondary memory: The primary memory which is faster (and hence expensive) is generally not
sufficient for large storage of data. As a result, additional memory, called the ―auxiliary‖ or ―secondary
memory‖ is used. It is also referred as ―backup storage‖ as it is used to store large volume of data on a
permanent basis which can be transferred to the primary memory whenever required for processing.
Data are stored in secondary storage in the same binary codes as in the main (primary memory) storage.
Some of the devices of secondary storages are Floppy Disk, Hard Disk, CD-ROM, DVD and Flash drive.
1. Floppy Disk: It is also referred as ―Diskette: and is made of flexible Vinyl material. It has a small
hole on one side called ―Right protect notch‖, Which protects accidental writing/deleting the
information from the disk. There is a hole in the centre through which the spindle of drive unit rotates the
disk. The disks are available in two sizes of 5.25 and 3.5 inches and these could be either lowdensity or
high-density floppies. Storage capacity of floppies are measured in kilobytes (KB) and megabytes (MB).
The details about the storage capacities of the floppies are presented below:
Floppy Disk Storage Capacity Size (Diameter)
Low Density 360 KB 5.25 inches
High Density 1.2 MB 5.25 inches
High Density 1.44 MB 3.5 inches
Extended 2.8 MB 3.5 inches
2. Hard Disk: The hard disk can hold more information than the floppy disk and the retrieval of
information from hard disk is faster when compared to floppies or tapes. A hard disk is fixed inside the
CPU and its capacity ranges from 20 MB onwards. The hard disk is made up of a collection of discs (one
below the other) known as platters on which the data is recorded. These platters are coated with magnetic
material. It is less sensitive to external environmental disorders and hence the storage in hard disk is safe.
A small hard disk might be as much as 25 times larger than a floppy disk. Storage Capacity of hard disks
varies from 20 MB to several Gega bytes like 80GB, 160GB.10
3. CD-ROM: CD-ROM stands for Compact Disk–Read Only Memory. It is used to store a wide variety
of information. Its main advantage is that it is portable and can hold a large amount of data.. The storage
capacity of most CD-ROMs is approximately 650 MB or 700 MB.
CD-ROMs have the following variations:
(i) CD-R(Compact disc Recordable): Data can be written onto it just once. The stored data can be read.
Data once written onto it cannot be erased.
(ii) CD-RW(Compact disc Rewritable): It is also called erasable CD. Data once written onto it can be
erased to write or record new information many times.
To use a CD-ROM, a device called CD drive is needed.
4. DVD: DVD stands for Digital Versatile Disc. It is similar to a CD-ROM, except that it can store larger
amounts of data. The storage capacity of a DVD is at least 4.7MB. DVDs that can store up to 17GBs are
also available. Because of their capacity, DVDs are generally used to store a very large multimedia
presentations and movies that combine high quality sound and graphics.
5. Flash Drive: It is a small, portable device that can be used to store, access and transfer data. Due to its
small size, it is commonly called Pen drive. It is also called USB drive. We can read, write, copy, delete,
and move data from computer to pen drive or pen drive to computer. It comes in various storage
capacities of 2GB, 4GB, 8GB etc. It is popular because it is easy to use and small enough to be carried in
a pocket. This device is plugged into the USB port of the computer and the computer automatically
detects this device.

COMPUTER SOFTWARE
Software: Software is a program or set of instructions that causes the Hardware to function in a desired
way. The basic difference between the Hardware and Software is just the same as that exists between TV
and TV studio. Without TV studio (software) from where the programs are telecast, the TV (Hardware) is
a dead machine.

Types of Software

 System software
 Application software

System Software

Operating system/system software: this software defines the functions of a computer. They are
designed specifically to coordinate the functions of the hardware, make hardware accessible to one
another and grant application software access to needed hardware. There are three major operating
systems today for computers, Windows Operating System, Mac Operating System and Linus Operating
System. Each one of these has its own versions (history). For mobile devices, the list is more elaborate
but the most common ones are iOS (iPad and iphone operating system), Android, windows mobile OS,
Blackberry OS, Fire OS and Symbian OS.
Generally the OS acts as an interface between the user and the Hardware of the computer.
i.e It is a bridge between the user and the Hardware.

Application Programs

These are software packages designed to

enable computer users carry out specific
functions or have access to computer
hardware functionality. Today, the range
of software and their functions is near-
endless. Application software are often
designed by companies and groups to
address specific computer user needs.
These needs can be to design, to
communicate, entertain, educate, data
management, healthcare, security and so
on.

Functions of Operating System:

1. Processor management: It manages the assignment of processor to different tasks being

performed by the computer system.
2. Memory management: It manages the allocation of main memory and other storage areas to the
system programmes as well as user programmes and data.
3. Input / Output managemen : It manages the co-ordination and assignment of different Input and
Output devices while one or more programmes are executed.
4. File management : It allows all files to be easily changed and modified through the use of text
editors or some other file manipulation routines.
5. Establishment and enforcement of a priority system : It determines and maintains the order in
which jobs are to be executed in the computer system.
6. Interpretation of commands and instructions.
7. Facilitates easy communication between the computer system and the computer operator.

Peripherals: The input, output and secondary storage units like floppy drives, keyboard, mouse, etc., are
called peripherals.

Working with personal computers

Booting of the Computer:
  Booting refers to the starting up of a computer. It is the entire process that makes the computer ready
for use.
Booting in Windows:
• When the computer is switched on, the BIOS is activated.
• The BIOS present in ROM searches for the operating system and drives.
• If there is no OS, it shows non-system or disk error.
• If OS is present, then it transfers the OS from ROM to RAM.
• Then the desktop is displayed on the monitor.

BIOS (Basic Input Output System) is a software which resides on ROM chip that is responsible for booting of the
computer system.
Booting is essential whenever the system is locked or switched-off. A PC can be booted through two ways:

a) Cold Booting b) Warm Booting.

a) Cold Booting: It is only switching OFF the system and after some time again switching ON.

b) Warm Booting: It is carried out by pressing the following three keys simultaneously:
Ctrl + Alt + Del. It is preferable to cold booting as it safeguards the system from sudden power fluctuations
resulting out of switching ON and OFF the system.

WINDOWS
A window refers to a rectangular section of the computer's display in a GUI that shows the program
currently being used.
Salient features of Windows Operating System:
1. It converts the plain character based user interface provided by DOS into a Graphical User Interface
(GUI) such as pictures, symbols and words on your screen that can be controlled by the mouse.
2. It provides multitasking capabilities to the PC.
3. It supports long file name rather than the limited 8 characters with extension of three letter file
name (8:3) as used by DOS. In Windows file name can have name up to 255 characters long.
4. Windows owes its name to the fact that it runs each program or document or application in its wn
separate window.
5. Windows have the facility of accessories such as Word pad, Note pad, Calculator and Paint.
6. User can paste portion of one document into another by utilizing more advanced document linking
features called Dynamic Data Exchange (DDE), Object Linking and Embedding (OLE).
7. It provides a big facility of plug and play standard. It allows user to simply plug a new board such as
a video, audio or network card into the computer without having a set of switches or making other
settings.
8. If a program crashes, then it will display fault error message about its crash and you can eliminate the
crashed program from the task list without affecting other running applications.

Hardware required for Windows:

1. MS-DOS version 6.0, 6.2, 6.22
2. A PC with atleast 80386 processor.
3. Atleast 8 MB RAM.
4. A Hard disk with atleast 40-MB of free space to install Windows.
5. Monitor (Super VGA, Monochrome or Multicolored)
6. Mouse.
7. CD drive.

Parts of a window screen:

Desktop: The desktop is the on-screen work area on which Windows, Icons, menus & dialog boxes
appear. The Desktop can have several components. Parts of the desktop include Icons & the taskbar.

Components of the Desktop:

 Icons
 Taskbar
Icons: Icon is a small image that represents a file, folder or program.
The text below each icon is the name of the Icon. When we rest the mouse pointer on an icon, a
rectangular box appears. This is referred to as Tooltip. It gives a brief description of the Icon.
By default, there will be 4-5 icons on the desktop.
They are:
 My Computer
 My documents
 Internet Explorer
 Recycle bin
 Network Neighborhood
My Computer: This is the icon which represents all the files & folders which can be used in the system.
It is used to access the drives, folders & files on the computer. i.e Floppy drive(A), Local C, D, E,
Printer, Control panel etc.
My Documents: This is the default storage location for the files created in the windows.
Internet Explorer: This is an application used to browse the internet.
Recycle bin: This is a folder that stores all the files & folders deleted from windows temporarily, which
can be restored again if needed.
Network Neighborhood: This is an application which display all the computers connected in network
with our computer.
Taskbar: The rectangular bar that runs horizontally across the bottom of the screen is called Taskbar.
The Taskbar has the START menu on the left & the Notification area on the right. We can start an
application using the start menu.
Notification area holds system icons that allow for functions such as changing the time & Volume of the
Computer.
All the open applications are available on the Taskbar.

Anatomy of a Window:
The window on a desktop is the rectangular area displaying content independently of other areas of the
screen. The different parts of a window are the Title bar, Menu bar, the Toolbar, and the min, max &
close buttons. These tools are used to manage the window & the components within it.
Title bar – This is the title of the window, like your name at the top of a piece of paper. The Title bar is
also the handle for the window. If you click and hold the mouse button down on the title bar, you can
move it around the screen.
 Minimize – To have a window take the minimum amount of desktop space possible, click the
 minimize button. This drops the window into the Task bar like a piece of paper going into a
drawer. The Task bar will show the task whether or not the window is minimized.
 Maximize – To have a window take the maximum desktop space, click the maximize button.
 This stretches the window out like an architect‘s floor plan being rolled out over the desk.
 Restore – A maximized window will cover over all the other windows and icons on the desktop.
 The Restore button places the window back so that more than one window can display at a time.
 Close (X) – When done with a window, you can have it taken completely off the desktop by
closing it. Use the X button to do this.
Menu bar: The Menu bar displays a list of commands that can be used to perform various tasks. (this
will be below the Title bar). Menu items are commands within the menu bar that allow choosing of
functions & tasks.
Tool bar: contains a set of buttons for frequently used commands.
Scroll Bars: On the bottom and right edges of a window we find scroll bars. They are used to pan across
the information in the window, when we have information which won‘t fit into the window.
Status Bar:The Status bar appears at the very bottom of the window and provides such information as
the cursor position, current page number, the number of words in the document etc.

WINDOWS EXPLORER
Windows Explorer is an application that provides detailed information about your files, folders, and
drives. You can use it to see how your files are organized and to copy, move, and rename files, as well as
perform other tasks pertaining to files, folders, and drives.
Explorer uses the directory windows to graphically display the directory structure of your disk and files.
Windows Explorer displays the contents of the entire system in a hierarchical manner.

To open Windows Explorer,

 click Start
 All programs
 Accessories
 Windows Explorer
Windows Explorer is divided into 2 panes. The left pane displays the list of drives & folders on the
computer. The right pane displays the contents of the selected drive or folder. By using these two panes,
you can browse through the contents of your computer in a single window. Folder is a list of files (similar
to Directory in MS-DOS)

Working with Folders:

Creating a Folder:
1. From the tree pane : select the directory under which you want to create a sub directory.
2. Choose File New Folder. On the right pane of the screen, a new folder is created.
3. Type in the name of the directory and press ENTER. You can notice the change in the tree structure
immediately.

Creating files:
After creating a folder, we can move files into it or create new files within the folder.
Selecting files & folders:
i) To select all the files in a folder:
 Click the folder in the left pane
 All the files will be displayed in the right pane.
 To select all ---CTRL + A

ii) To select consecutive files:

Use shift key + arrow keys

iii) To select non-consecutive files:

 In the right pane of Windows Explorer, click the first item to be selected.
 Hold down CTRL
 Click all other items that need to be selected.

Copying Files & Folders:

To copy the files & folders:
i. In Windows Explorer, select the file or folder to be copied.
ii. On the edit menu click copy
iii. (the files are copied to the clip board. The clip board is a location where the information you
Copy or cut is temporarily stored)
iv. Click the destination folder in the left pane.
v. In W.Exp, click paste in the Edit menu.

Alternatively, to copy a file or folder, select it and then press ctrl +C. To paste, press ctrl+ V

To move the files or folders:

i. select the folder to be moved.
ii. On the edit menu, click cut
iii. Click the destination folder in the left pane
iv. On the edit menu, click paste.
Alternatively, to cut a file or folder, select and press ctrl +X & then to paste, press ctrl +V.

Renaming files or folders:

i) Select the item to be renamed
ii) Choose File  Rename
iii) Current name gets selected, Type in the new name
iv) Press Enter.
Deleting files or folders:
i) Select
ii) On the file menu, click delete or press delete. A warning appears prompting you to confirm
the file deletion.
iii) If you want to delete, click yes otherwise No.
Note: To delete a file permanently without moving it to the Recycle bin, select the file & then press
Shift+ Del.

WORD PROCESSING
Definition: Word-processing is essentially typing, editing, and manipulation of a document in a desired
form.
Units of the Document:
Since word-processing is concerned with preparation of a document (in a desired form), it is essential to
know the units of the document:
1. Character: It refers to the alphabets, numerical digits, punctuations and other special
symbols which are commonly used in the text.
2. Word: A word is group of characters that are separated from other group of characters by
some delimiters like, comma, full stop and space.
3. Sentence: A sentence is a group of words preceded and followed by appropriate
delimiting characters.
4. Paragraph: It is a group of one or more sentences, paragraphs are separated by leaving
blank lines between them.
5. Pages: It is the amount of text that can be printed on one page of a paper.
6. Chapters: It is a collection of pages
7. Documents and files: It is a group of chapters. Usually, a complete document may be
very short such as a memo (or letter) or very long such as a book consisting of several
chapters. These documents are referred as ―Files‖.
Features of Word-processing:
1. Word-wrap: In word-processing packages, the text can be continuously typed and the computer
automatically starts a fresh line when a line is filled up. As soon as the length of a sentence
exceeds the right margin, the corresponding word is automatically adjusted in the following line.
This is called ―word-wrap‖. A paragraph is created only when carriage control is externally
given for a sentence.
2. Cursor Control: The four directional keys of the keyboard ( ) helps in locating the text for
editing in much the similar manner as that of a pointer or pencil.
3. Editing: Words or lines can be entered (inserted) or deleted in any part of the text with proper
alignment. Similarly, there is a facility to ‗recover‘the text which is deleted by mistake or
accidentally. Another important facility is that any ‗word‘can be replaced by a new word
throughout the file, wherever the old word appears. In addition to these, a block of text (which is
frequently used) can be prepared and moved or copied wherever desired in the file.
4. Formatting: The text formatting refers to the way the text is desired to appear on a page. This
includes following functions
 setting left and right margins
 paragraph settings
 line spacing
 selecting font specifications such as underline, bold, italics, superscripts
and subscripts
 setting foot-notes
 number of lines per page
 printing page numbers and headings for ‗Header‘ and ‗Footer‘
 table of contents
 indexing the text
5. Spell-check: Word-processing packages provide checking of spellings facility
6. Thesaurus: It provides synonyms (or words with similar meanings)
7. Macros: A macro is a character or word that represents a series of keystrokes. The ability to
define macros allows us to save a lot of time by replacing common combinations of keystrokes.
8. Printing: It gives a hardcopy of the text. The printing can be controlled after printing a fixed
number of pages or can be resumed from any specified page number.
9. File management: This facility allows to create, delete, move & search for files.
10. Mail merge printing: This facility helps in printing same ―original‖ letter with different
addresses, so that each letter is ―original‖ and not a carbon copy.

Word-processing Packages: Several word-processing packages are available. Some of these are listed
below:
 MSWORD (MICROSOFT WORD)
 WORDSTAR
 CHIRATOR
 NORTON EDITOR

Practical activity 1
Using a typing tutor program type the text appearing in italics.

in our minds, in our memory, in our concentration.

In our retaining power, in our intelligence.
Right from the crow of our head to the very soles of our feet.
 God, keep us FREE today from evil,
Sin, temptations, attacks and afflictions,
Fear of men, sickness, disease, doubts, anger,
All calamities and from all that is not of thy Kingdom.
Fill us with the gifts of wisdom, knowledge, faith, understanding,
And discernment.

MS-WORD
MS- Word is a word processor. The extension name of MS- word is .doc. It is an application used to
create, edit, print and save a document. It allows the user to insert pictures, tables, charts, drawings &
features that will make the text richer & more interactive. (The term document refers to a file created
using word processor)

Starting MS-Word:
Start
 All Programs
 MS-office
 MS-word

MS-word icon is w.

The default Word document includes the following layout tools:

 Title bar: displays the document name and the application.
 Menu bar: Contains the list of menus available inside word, each menu contains a specific set of
commands.
 Standard toolbar: provides shortcuts in the form of buttons for frequently performed tasks.
 Formatting toolbar: Contains a list of formatting options available inside the format menu.
 Horizontal & Vertical rulers: used for measurement purposes like any normal ruler; the default
unit of measure is in inches.
 White page area: is the space area where you type, edit and format your document.
 Insertion point : is the blinking vertical line that indicates the position on the screen where text
or graphics will be placed.
 Task pane : is a small window within the word window that provides shortcuts to commonly
used tasks.
 Scroll bars : are used to move up and down or left and right in a document.
 Status bar: displays the details such as the page number the user is working on, section no., page
no. out of the total pages found in the document, line number, column number etc.

Standard Toolbar:
This toolbar contains buttons to allow you to perform the basic operations such as opening and closing a
document, moving and printing data.

Function of commonly used buttons

 New: Creates a new blank document based on the default template
 Open: Opens or finds an existing file
 Save: Saves the active file with its current file name, location and file format
 Print: Prints the active file - for more print options go to the File menu and select Print
 Print preview : Shows how the document will look when you print it.
 Spelling & Grammer: Spelling, grammar and writing style checker
 Cut : Removes the selection from the document and places it on the clipboard
 Copy : Copies the selected item(s) to the clipboard
 Paste : Places the content of the clipboard at the insertion point
  Format painter : Copies the format from a selected object or text and applies to other objects
 Undo : Reverses the last command, use pull-down menu to undo several steps
 Redo : Reverses the action of the Undo button, use the pull-down menu to redo several steps
 Insert table: Insert a table into the document, or make a table of selected text
 Insert Excel worksheet: Inserts an Excel spreadsheet into the Word document
 Columns : Changes the number of columns in a document
 Drawing: Displays or hides the Drawing toolbar
 Zoom (100%): Enlarge or reduce the display of the active document

Formatting Toolbar:
The formatting Tool bar is the easiest way to change many attributes of a text.
 Style menu: Allows you to make your text Bold, Italic, underlined… depending on the style you
choose.
 Font : Allows you to change the font by clicking on the drop-down arrow on the right of the font
name box. You can view a list of fonts available, you can scroll down to view more fonts and
select the font name you wish to use by clicking on its name.
 Font size : Allows you to change the font size by clicking inside the Font size box and entering a
value or by clicking on the drop-down arrow on the right of the box to view a list of sizes
available. Select then a size by clicking on it.
 Note : A Font size of 11 or 12 is best for paragraphs of text.
 Bold, Italic, Underline : Each button respectively allows you to make your text appear as bold,
italic or underlined.
 Alignment : Each button respectively allows you to make your text aligned to the left, center or
right side of the page. You can also justify the text across the page using the justify button.
 Line spacing : Allows you to set the amount of space that word puts when go to a new line.
 Text orientation : Allows you to change the typing direction of your text, from left to right or
right to left manner.
 Numbering, Bullets : Allows you to make your text appear as a bullets list or as a numbering list.
 Increase / Decrease indent : Allows you to increase or decrease the indentation of your
paragraph in relation to the side of the page.
 Outside Border : Allows you to add a border around a text selection.
 Highlight color : Allows you to change the color behind a text selection.
 Font colour : Allows you to change the colour of the text.

Features of FILE MENU ( ALT F):

1. New - Opens new Word file (Blank Document file)
2. Open - Opens the existing files
3. Save - Saves the file with one name
4. Save as -Saves the file with more than one name( with different formats)
5. Save as Web page – This is used to save a document in a Web style. (with HTML extension)
6. Versions - This is used to do the parts of work in small parts. i.e a bulk ( big/ more) work can be
done in small parts.
7. Web Page Preview – This shows the web page in printable form.
8. Page set up - To set the margin, paper size, Orientation
9. Print - To get the printout.( Specified pages and no. of copies).
10. Properties - This gives the details about the document ( the type of file, the size of file, the date
of creation, date of modification and file location)
11. Send - This is used to send the file document to internet mail to some other person.
12. Exit - To close the Ms-word. To insert a new page, press Ctrl + Enter

Features of EDIT MENU (ALT E):

 Undo - Will take the previous command (ctrl +Z)
 Redo - Will take the opposite action of undo ( Ctrl + Y)
  Cut - Can cut a selected text ( Ctrl + X)
 Copy - Can copy a selected text ( Ctrl + C)
 Paste - Can paste the selected text ( Ctrl + V)
 Del - Removes the selected text
 Find - Used to find the part of text word \ character in the file (Ctrl + F)
 Find Next – (F3) Finding \ finding next : Used to repeat the finding process.
 Replace - Used to replace any part of Text / word / Character with another word/ character.(Ctrl +
H)
 Paste special – This will paste the copied (or) cut text in a form of an object. It will paste in box
which Cannot be altered.
 Go To - Curser goes to the specified page, specified line, specified paragraph.(Ctrl + G)

Features of FORMAT MENU ( ALT + O)

1. Font - used to change the font face, style, size etc.
2. Paragraph - Used to set the space between paragraphs and also between the lines
3. Bullets - Used to highlight points in number wise / bullet wise.
4. Borders & Shades - Used to apply different borders to the table / to the page.
5. Columns – Used to write the text in column wise. To have a break in columns, a column break is
used ( insert menu  break  Columns) Ctrl + Shift + Enter
6. Drop Cap - Used to drop the letter to different lines.
7. Text direction - Used to change the direction of drop cap (Note : To use text direction, drop cap
must be used first)
8. Change case - Used to change the case of the text.
9. Toggle – This converts lower case letters to upper case & vice –versa in a word.
10. Back Ground - This is used to change the back ground colour of the document but the color can
be seen only in the web layout.
11. Theme - This is used to change the document, backgrounds with some existing design
background. This shows the background only in the web layout.
12. Style - This is used to change the writing fashion of the document which are already existing.
13. Frames - Frames are used to write different documents in one single document.

Some important features of Tools menu:

 Spelling &Grammar : Used to check the spelling and correct the words with related word. ( F7)
 Thesaurus : Used to know the synonym (meaning) of the word. (Shift +F7)
 Mail merge : used to type the letters with the same matter but different addresses.

MS WORD – working with files:

Creating a New document:
 Click the New Blank document button on the standard tool bar. (or)
 From the Menu bar, choose File  New, the New document task pane will open, and select Blank
document.

Opening Existing documents:

 Click the open button found on the Standard tool bar. (or)
 From the task pane, select getting started and the select more (or)
 From the Menu bar, select File  Open
Saving a document:
 Click the Save button on the Tool bar. (or)
 From the Menu bar, select File  Save (or)
 Follow the key sequence Ctrl + S
Save dialog box appears. Type the name and click Save.
Printing a document:
 Select File  Print (or)
  Click on the Print button on the Standard Tool bar (or)
 Click Ctrl + P
Print dialog box appears. Select All pages (or) Current page (or) type the page numbers and
also select number of copies according to the requirement and click O.K
Closing a document:
 Select File  close
 Click on the small X found on the right top next to the Menu bar and the Title bar.

MS WORD - Editing Text :

Typing and Inserting Text:
To enter text in your document, position the insertion point i.e a vertical blinking line, where you want
the text to appear and type it in. Word will automatically wrap text as it reaches the end of a line. Press
enter to start a new paragraph. When you reach the end of a page, word will automatically break text onto
the next page. If you want, you can start a new page at any point by inserting a page break. To do so,
press ctrl +Enter.
Word offers two modes for adding text to your documents: Insert mode and overwrite mode. In Insert
mode, characters typed are inserted into the text to the left of the insertion point, pushing any characters
to the right of the insertion point further to the right. In overtype mode, the text you type will replace the
existing text.
Note: The Insert key is a toggle key. This means that the same key can be used to switch back and forth
between two different modes.

Selecting Text:
In order to change the format of the text you just typed, it must be first highlighted, i.e selected with the
mouse cursor.
To highlight the whole text or part of it, locate the mouse at the start of the text you wish to highlight and
click the left button, then drag the mouse over the desired text while keeping the left mouse button
pressed.
Shortcuts used for selecting a portion of the text:
 Whole word : Double click within the word.
 Whole paragraph: Triple click within the paragraph.
 Sentence : ctrl + click in a sentence
 Entire document : Edit  select all ( ctrl + A)
Deleting text:
 Use the BACKSPACE or the DELETE key to delete text.
 BACKSPACE key will delete text to the left of the cursor and DELETE key will erase text to the
right.
 To delete a large section of text, highlight the text using any of the methods outlined above and
press the DELETE key.
Moving, copying and pasting text:
Cut text:
Highlight the text you need to move and follow one of the methods listed below:
 From the Menu bar, select Edit  cut (or)
 From the standard tool bar, click on the cut button. (or)
 Follow the key sequence Ctrl + X
Copy text:
 From the Menu bar, select Edit  copy (or)
 From the standard toolbar, click the Copy button (or)
 Follow the key sequence Ctrl + C
Paste Text:
To paste previously cut or copied text, move the cursor to the location you want to move the text to and
follow one of the methods listed below:
 From the menu bar, select Edit  Paste (or)
  From the standard Tool bar, click the Paste button (or)
 Follow the key sequence Ctrl + V

Microsoft Office PowerPoint

"PowerPoint" refers to Microsoft PowerPoint, a program that allows the user to design a presentation that
consists of multiple slides. These slides may contain images, text, video clips, and related types of
information. PowerPoint isuseful for delivering a speech, because the user can utilize text on the screen to
remind him or herself of theinformation to be conveyed to the audience or to summarize his/her dialogue
into more manageable and "friendly"sizes, as well as to entertain or explain graphs, charts, and related
data.
The Basics: Creating and Editing a Presentation
The PowerPoint Window

1. Title Bar - Displays the name of the application followed by the title of the presentation
2. Formatting Toolbar - Provides quick access to commands you need for formatting
3. Outline and Slides Tab - The slides tab gives you a thumbnail view of all the slides in the
presentation andallows to rearrange their order; the outline tab adds textual content to the slides in
an outline format
4. Slide Pane - Area where you build the slides for your presentation
5. View Buttons - Change the way you view the presentation; the Normal view (left button) is the
default, the SlideSorter view (center button) shows you only the thumbnails and is used to sort
and rearrange the presentation, andthe Run view (right button) runs the presentation from the
current slide
6. Drawing Toolbar - Provides all the tools you need to draw and format objects
7. Notes Pane - Adds notes for yourself for each slide in your presentation
8. Task Pane (Windows version) - Varies based on what you are currently working on; when you
first startPowerPoint, you see the New Presentation task pane; other possible tasks include Slide
Layout, Slide Design, andEffects
9. Menu Bar - Includes all of the PowerPoint menu choices
10. Placeholders - Designate the space that will be filled with titles, text, or other objects such as
graphics or charts
11. Application Close Button (Windows Version) - Exits PowerPoint
12. Presentation Close Button (Windows version) - Closes the current presentation

Create a New Presentation

Using the AutoContent Wizard
 If necessary, chose File > New to display the New Presentation pane
  On the New Presentation pane, click on the AutoContent Wizard link
You will be walked through a series of questions about the presentation you are making, including a
category for the type of information being presented and the method of delivery. The Wizard then applies
a background and text as well as an outline of text you may use as a guide. This is the preferred method
for creating a presentation in the least of amount of time.

Using a Design Template

 If necessary, choose File > New to display the New Presentation pane
 On the New Presentation pane, click on the From Design Template link
 The Slide Design pane will display on the right side of the screen with a variety of different
templates to choose from
 Select the design of your choice from the Slide Design pane
 Click OK to begin working with the first slide in the Normal View

Using a Blank Presentation

 If necessary, chose File > New to display the New Presentation pane
 On the New Presentation pane, click on the Blank Presentation link
This will open a new presentation with no template. You will provide the content, background, color
scheme, text format, etc. This method gives you the most freedom, but also requires the most amount of
time to complete.

Adding a new slide

Once you have opened a new presentation, the next step is to add and format the content. PowerPoint
provides a selection of pre-defined slide layouts based on different types of content that you can use to
quickly add content to the slides. For each of the 27 Slide Layouts provided, PowerPoint combines the
four types of place holders indifferent combinations; each placeholder will be replaced with the following
type of content:

Using a Slide Layout ensures that the text and other elements you enter into the placeholders will have
consistent spacing and be optimally arranged.

How to Add Slides to a Presentation

 Click the New Slide button on the Formatting toolbar.
 From the list of Slide Layouts, select the layout you want to apply to the new slide.
 You may now begin adding content using the placeholders in the layout.

How to Change the Layout for any Slide

PowerPoint will try to guess what layout you want to use for new slides that are added to the
presentation.
If you want a different layout for the slide you can quickly change the layout for any slide.
 Display the slide that you want to change in the Slide Pane (work area in the center of the
window).
 Choose Format > Slide Layout to display the Slide Layout task pane.
 Click on the layout you want to apply to the slide.
  PowerPoint will attempt to fit existing content into the new layout, but you will probably have to
make additional changes.

How to Add Slides in the Outline Tab

You can also create new slides while working in the Outline tab. By default the Outlining toolbar should
display, but if it does not, select View > Toolbars > Outlining.
 Display the Outline tab by clicking on Outline in the pane on the left.
 Place the cursor at the end of the text in the slide you wish the new slide to follow.
 Click the New Slide button to insert a new slide.

Entering Text on a Slide

Enter Text on a Slide Using Placeholders
 Click on the Title, Subtitle, or Text placeholder.
 Type the text you want.
 If necessary, press [Return] or [Enter] to move to a new line.
 Click anywhere on the slide outside of the placeholder to deselect it.

Enter Text Using the Outline Tab

Working in the Outline Tab allows you to type and edit text for the presentation in a more word
processing-like environment than the Slide pane. The Outline tab displays in the pane on the left side of
the screen when you are working in the Normal view.
Information in the Outline tab is arranged by levels. The Title of each slide appears as the first, left-most
level next to a numbered icon of the slide. Bulleted text is indented one to four levels to the right of the
title. The Outline tab has an Outlining toolbar that displays to the left of the pane.
Tip: If the Outline and Slides panes are not displaying in the Normal view, select View > Normal (restore
panes) and it will display on the left side of the screen.
1. After adding a new slide, Type the slide title and press [Return] or [Enter].
2. To change the slide text to a first level bullet, press [Tab] or click the Demote button on the
Outlining toolbar.
3. Type the text for the first bullet and press [Return] or [Enter] to move to the second bullet.
4. To create a sub-bullet, press [Tab] and type the text.
5. Continue to enter text for bullets and sub-bullets until the slide is complete.
 Use [Return] or [Enter] to create a new instance of the same level you are on. For example, if you
are typing a level one bullet, pressing [Return] or [Enter] will create another level one bullet.
 To demote a line of text, use [Tab] or the Demote button. This will make a level one bullet into a
level two sub-bullet.
 To promote a line of text, press [Shift] and [Tab] together or click on the Promote button. This will
turn a level one bullet into the Title of a new slide.

Adding Clip Art to a Slide

Effective visuals emphasize the key content points in a presentation. PowerPoint provides a selection of
professionally designed pictures, or clip art, that you can use in your presentations. These clip art images
include many different themes such as animals, people, buildings, food, holidays, business, and more.

How to Insert a Clip Art Image

1. Move to the slide on which you want to place clip art.
2. Apply a Slide Layout that includes a content or clip art placeholder.
3. Open the Select a Picture dialog box by:
• Clicking on the Clip Art button on the content placeholder OR
• Double-clicking on the clip art placeholder
1. In the Search box, type a word or phrase that describes the clip you want.
2. Click Search. PowerPoint displays the search results in the Select Picture List.
3. Click on the clip art image you want and click OK.
How to Resize a Clip Art Image
Once you have added a clip art object to your slide, you can resize it to make it fit better into your
presentation.
1. Click on the Clip Art object to select it.
2. Put the arrow on one of the resize handles at the corner of the picture until the cursor changes to a
double-headed arrow.
3. Depress the mouse button and drag the handle toward or away from the center to make the image
larger or smaller. The corner handles resize the image proportionally and the handles on the sides
of the image increase or decrease the height or width of the image. When you release the mouse
button, the object appears in its new size.
Editing Slide Text
You know how to enter text into your presentation, but what happens if you decide you want to change
the text?
PowerPoint allows you to navigate to a specific slide and change the text.

Selecting Text
Knowing how to select text is a critical skill in all Microsoft Office applications. Selecting text is a
necessary step for many procedures such as deleting blocks of text or formatting.

How to Edit Text in a Slide Pane

You can edit text or move bulleted text in the Slide pane or the Outline tab. To edit text in the Slide pane:
1. Select the bulleted text you want to change.
2. If necessary, edit the text by:
• Pressing the [Delete] key to delete the text; or
• Typing new text to replace the selected text.
1. If necessary, move the bulleted item by:
• Selecting the entire bulleted item; and
• Dragging the item up or down to move it to its new location.
Move Bulleted Items in the Outline Tab
You can change the order of bulleted items and slides in the Outline tab:
1. Select the slide or bulleted item you want to move.
2. Click the Move Up or Move Down button on the Outlining toolbar until the slide or bulleted item
appears where you want it.
Formatting Text Slides
Apply Character Formats
You can use character formatting to add interest to presentations, but do so sparingly. Keep in mind that
adding too much character formatting can detract from your message or make it confusing.
Format Text
You can change the appearance of text by changing its font, size, style, and color. You can format text in
the Outline tab or the Slide pane. To format text:
1. Select the text you want to format.
2. To change the font, select a new font from the Font drop-down list on the Formatting toolbar.
3. To change the size, select a new size from the Size drop-down list on the Formatting toolbar.
4. To change the style, click the Bold, Italic, or Underline button on the Formatting toolbar.
5. To change the color, select a new color from the Font Color button's drop-down palette. (The Font
Color button is on the Drawing toolbar).
Repeat Formatting
When you format text in a slide, you can press the [F4] key to repeat that format for newly selected text.
If you use the toolbar to apply more than one format, PowerPoint will repeat only the last format you
applied.
Align Text
Alignment determines the position of the text within its text object box on a slide. Text can be left-
aligned, right-aligned, centered, or justified, as follows:
1. Select the text you want to align.
2. Choose Format > Alignment to display the Alignment sub-menu.
3. From the sub-menu, select the alignment option you want:
• Align Left - aligns text at the left edge of the text object box.
• Center - aligns text between the left and right edges of the text object box.
• Align Right - aligns text at the right edge of the text object box.
• Justify - begins text at the left edge and ends the text at the right edge of the text object box.
You can also use the Alignment buttons on the Formatting toolbar to left-align, center, and right-align
text.
Line Spacing
Line spacing is the vertical distance between two lines of text. By default, line spacing is set to single-line
spacing, which means that the amount of space between lines of text depends on the size of the font used.
For example, if the font size is 12, then single-line spacing will be 12 pts between lines of text. If you
applied double-line spacing, then the lines would be separated by 24 pts of space.
Setting Line Spacing
1. Place the cursor in a paragraph, or select the paragraphs you want to affect.
2. Choose Format > Line Spacing.
3. In the Line Spacing dialog box, click on the arrows to increase or decrease line spacing options,
or enter an exact setting.
4. Click OK.

Line Spacing Options

In the Line Spacing dialog box, there are three options for changing the amount of space between lines
and bullet items on a slide.
• Line Spacing - the amount of space between selected lines of text. By default, line
spacing is set to 1.
• Before Paragraph - increase or decrease the spacing before the first line of each
selected paragraph.
• After Paragraph - the amount of space after the last line of each selected paragraph
Indents
In PowerPoint, indents are used to align bullets and text at a set distance from the margins. When the
horizontal ruler in PowerPoint is displayed, you will find one set of the following indent markers on the
left edge of the ruler for each level of bullets on the slide:
Indent Marker Types:
How to Change Indents
1. Select the text object that you want to affect.
2. Choose View > Ruler to display the ruler.
3. To adjust the first-line indent, click and drag the upper marker for that indent to a desired position
on the ruler.
4. To adjust the subsequent lines in a paragraph, click and drag the upper marker for that indent to a
desired position on the ruler.
5. To maintain the relationship between the first line and the rest of the paragraph (to move both
markers at once), click and drag the bottom half of the lower marker to a desired position on the
ruler.
Preparing to Deliver a Presentation
After adding all of the content to a presentation, it is time to put the finishing touches on it. There are
multiple ways to check for spelling errors, inconsistencies, or other problems. There are also several ways
to enhance the presentation.

Spell Check a Presentation

AutoCorrect
Autocorrect corrects many common spelling errors automatically as you type. It is similar to the version
used in Microsoft Word. Autocorrect fixes spelling errors as well as instances such as double capital
letters at the beginning of a word, capitalizing the days of the week and the first words of a sentence.
Common typing mistakes such as letter transposition are also automatically corrected as you type.
There may be times when you do not want Autocorrect turned on. To access options for Autocorrect, go
under the
Tools menu and choose Autocorrect Options. Each function in AutoCorrect can be selected or
deselected by clicking in the check box associated with each function.

Spellchecking a PowerPoint Presentation

PowerPoint provides you with a powerful spellchecker that works in the same fashion as the one in
Microsoft Word.
As with that spellchecker, it's always a good idea to proofread your presentation yourself; however, the
spell checker can sometimes be a lifesaver.
To check an entire presentation, don't select any text. If you run the spellchecker with specific text
selected, it will only check that text. You don't have to click the insertion point at the beginning of a
presentation to begin spellchecking, as the spellchecker will wrap around until it has checked the entire
presentation.
There are four ways to access the spellchecker:
• In the Tools menu, choose Spelling.
• Click the Spelling button on the Toolbar.
• Press [F7].
• Right-click on a flagged spelling error and choose Spelling.

Once the spellchecker is running, you can use the various options to help you find and correct spelling
errors in your presentation. PowerPoint's spellchecker compares words with its internal dictionary. If
PowerPoint does not recognize a word, there are several options you can have it perform, as described
below:
 • If the correction you want is already highlighted in the Suggestions list box, click
Change.
• If the correction you want is in the Suggestions list box but not highlighted, select
that word and click Change.
• If the correction you want is not suggested, you can type the correction in the top
text box and click Change.
• You can click Change All to automatically correct any further occurrences of the
particular spelling error.
• If the spellchecker comes across a word that has been repeated, you can click Delete
to delete on of the instances of a word.
PowerPoint can check your spelling as you type. If it thinks you've misspelled a word, PowerPoint lets
you know by drawing a wavy red line under the word. To correct one of these erros, right-click on the
erroneous word and either choose one of the suggested changes or open the Spell Check dialog box and
make the change there as described above.

View the Slide Show

While putting together a PowerPoint slide show, it is often useful to actually run the show to see what it
will really look like when it is presented to an audience. This can provide a "reality check" and give a
better idea of how the show is actually going to look.

Slide Show View

Use the Slide Show view to see the slide show on your computer screen one slide at a time, using the full
screen, as you will when actually presenting the show. You can move the subsequent slides by either
clicking your mouse button, clicking the [Page Up] and [Page Down] buttons, or by using the left and
right arrow keys on your keyboard.
To view the Slide Show:
1. When you use the Slide Show view button, PowerPoint starts the show at the currently selected
slide. So, go to the first slide in your presentation.
2. Click the Slide Show view button.
3. To move to the next slide, click the mouse button or push the right arrow key. At the end of the
show, PowerPoint will display, "End of slide show, click to exit".
4. You can exit a slide show at any point by pressing the [Esc] key.
5. When you exit a slide show, PowerPoint returns to Normal view.
Arrange Slides in a Presentation
The ability to reorder slides in a presentation after you've created them enables you to easily reorder
slides after you've created them, as well as giving you the freedom to organize a new presentation out of
an older one. This can be essential in using the same material for different audiences without having to
recreate and entire slide show presentation. PowerPoint also lets you hide selected slides in a
presentation, in case you want to reuse a slide show for an audience and omit certain parts of the
presentation that don't apply to that particular presentation.

Slide Sorter View

Choose View/Slide Sorter, or click on the Slide Sorter view button. PowerPoint changes to the Slide
Sorter view and opens the slide sorter toolbar.
In Slide Sorter view, you see the thumbnail representations of the slides comprising your slide show.
This is a great way to see the whole presentation at once, in the order in which they will appear in the
slide show. After you are finished creating and editing your presentation, you can come to Slide Sorter
view to shuffle slides around, and copy, delete, or hide slides, until you've got it right. Slide Sorter view
also allows you to set up special effects to the slides in the presentation.
As you look through your slides in Slide Sorter view, and find a slide that you need to further edit, just
double-click on that slide and it will be displayed in Normal view.

Rearranging Slides in Slide Sorter View

You can often make a presentation better by playing with the order in which the slides appear.
Sometimes, you may wish to entirely hide a slide that doesn't apply to your audience. All of this happens
in Slide Sorter view. To rearrange slides in Slide Sorter view:
1. Click on the Slide Sorter view button (or choose View/Slide Sorter).
2. Click on the slide you wish to move, copy, delete, or hide to select it.
3. Now move, copy, delete, or hide the slide:
• To move a slide, press and hold the mouse button, drag the slide to where you want
it to go, and release the mouse button.
• To copy a slide, press and hold the [Ctrl] key and drag the slide to where you want it
to go.
• To delete a slide, press [Delete] or [Backspace].
• To hide a slide, right-click in the slide thumbnail and choose Hide Slide.
Adding Transitions to a Slide Show
One way to add a nice touch of professionalism to a slide show is to add transitions to the slides.
Transitions affect the way one slide goes to the next slide. Transitions add interest to your slide show, but
care should be taken to be sure they do not become a distraction from the show itself. It is often best to
choose one transition you like and use it for the entire slide show.

Slide Selection in Sorter View

In Slide Sorter view, you can select one slide, two or more slides that are next to each other, or two or
more slides that are not next to each other.

How to Set Transition Effects

For each slide in a presentation, you can set a different transition effect and determine how fast the
transition will happen. To set transition effects:
1. Switch to Slide Sorter view.
2. Select the slides to which you want to assign a transition.
3. Choose Slide Show/Slide Transition or click the Transition button on the Slide Sorter toolbar
to open the Slide Transition task pane.
4. From the Apply to Selected Slides list box, select the transition effect you want to apply.
PowerPoint previews the effect on the selected slides and displays a Preview Animation button
beneath each selected slide.
5. In the Modify Transition section, select a speed (Slow, Medium, or Fast) for the transition effect.
Once again,
6. PowerPoint previews the effect on the selected slides.
7. To preview the effect again, click the Animation Preview button beneath the slide on the left
side.
8. Close the Slide Transition pane.
Animating Text
Normally, when you have a slide with multiple bullets, PowerPoint will display all the text bullets at once
when you go to that slide during a slide show. One nice effect, however, is having the different bullets
appear as you speak about them, one at a time. This can be accomplished by using PowerPoint's animate
text feature.
Animation of text in PowerPoint refers to the manner in which individual text or other objects appear as
they enter or exit a slide. Normally, all objects on a slide appear at the same time when you display the
slide. However, you can have different objects appear and exit at different times under your control as the
show proceeds. To add animation to text in a presentation:
1. In Normal view, select a line of bulleted text.
 2. Choose Slide Show/Custom Animation to open the Custom Animation task pane.
3. Click the Add Effect button to display the drop-down list.
4. From the Entrance sub-menu, choose the animation effect of your choice. You can choose More
Effects if the effect you want isn't listed. PowerPoint displays the animation effect in the list box
on the Custom Animation task pane.
5. In the Modify section, set the direction and speed.
6. Close the Custom Animation task pane.
Printing Slides, Speaker Notes, and Handouts
PowerPoint enables you to easily print handouts, slides, and your own speaker notes that you can
reference while giving a presentation.
Handouts
You can use PowerPoint to create handouts of the slides in your presentation. You can decide how many
slides you wish to appear on a page. Usually, it is best to have no more than 4 in order that they remain
readable. You can choose layouts from the Print dialog box right before you print. PowerPoint
automatically formats everything for you.

Print Options
There are many options for printing your presentation. You can print slides, notes pages, handout pages,
or outlines.
You can print the current slide, or select a range of slides to print. You can also select other print options.
To print various things from PowerPoint:
1. Choose File > Print to display the Print dialog box.
2. Under the Print What heading, select the type of printout.
3. Select any other options you want.
4. Click OK.
Creating a Custom Design Template
While PowerPoint offers a nice variety of design templates, it is also useful at times to create your own.
A design template, once created, can be used over and over again. For instance, if your department
wanted all presentations to include your company's logo in one corner, with its colors as the background,
you could create a design template with these features and reuses it again and again.
Master Slides
A master slide is one that is a part of every presentation that controls certain text characteristics such as
font type, size, and color, as well as background color and style. Masters can affect all the slides in a
presentation. There are masters that control the title slide, notes pages, and handout pages. When you
apply a template to a presentation, you apply a new set of masters that control the presentation's look and
format. There are four types of masters used in
PowerPoint, as described below.

Slide Background
A slide background is a design element that appears behind the contents of the slide. The slide
background is made up gradient, texture, patterns, or a picture. To change the slide background:
1. Select the slide you want to change:
1. Select a slide in Normal view.
2. Select the Slide Master.
3. Choose Format/Background.
 4. In the Background Fill section, click on the drop-down arrow and choose Fill Effects.
5. On the Fill Effects dialog box, select the tab that contains all the options you want to set and click
OK.
6. Click Apply to All.
The following table describes the options you can set in the Fill Effects dialog box.

Inserting Graphics
One element you can add to every slide is a graphic of some sort. To add a graphic to one or all slides:
1. Display an individual slide or the Slide Master for all slides.
2. Choose Insert > Picture > From File.
3. Navigate to the folder that contains the picture that you wish to insert.
4. Select the picture file.
5. Click Insert.
PowerPoint allows you to insert most popular graphic formats into your presentation.
Adding Footers
Footers serve many uses in PowerPoint presentations. You can use them to provide information like slide
numbers, footer text, and date. All of the information goes at the bottom of each slide in your design
template.

Components of a Footer
Footer in PowerPoint is text that you create once, but it appears on the bottom of each slide. It can consist
of text,
slide numbers, and a date. To add a footer:
1. Display the Slide Master.
2. Choose View > Header and Footer.
3. In the Date and Time section, select the options that you want.
4. Check the Slide Number box to add a number to each slide.
5. Under the checked Footer check box, click in the text box and enter the footer text.
6. Click Apply To All.
Formatting a Footer
You can change the way a footer looks at any time. On the Slide Master, select the placeholder that
contains the information you want to change and format the text as you would any normal text. You can
also drag the placeholder around if you wish to change its location.

Modify the Slide Master Font

PowerPoint allows you to change the way that the text in each individual part of your presentation looks.
If you have a very long presentation, for example, but decide that you no longer like the font for each
title, PowerPoint makes it easy to change the font for each title at once. To change the appearance of the
Slide Master text:
1. View the Slide Master.
2. Select the text you want to change.
3. Change the font to a different font.
4. Change the font size.
5. Apply a text effect, such as bold.
6. Return to Normal view.
Some Tips for Effective Slide Shows
Here are a few tips that will help your PowerPoint slide shows look professional and promote effective
visual clues to help you get your points across:
1. Limit animation.
2. Stay with one slide transition.
3. Use sans-serif fonts.
4. No tiny font sizes; remember the folks in the back row.
5. Keep your slides simple and uncluttered
6. If you are presenting in a light room, use a light slide background.
7. If you are presenting in a dark room, use a dark slide background.
8. Make sure to use high-contrast text and slide backgrounds.

Glossary
• Ask A Question Box - Provides quick access to help.
• AutoContent Wizard - A wizard that produces a presentation with a general structure and suggested
topics based on options you choose regarding the presentation output.
• AutoCorrect - Corrects capitalization, grammar, and spelling errors automatically as you type.
• AutoShapes - Ready-made shapes you can draw on the slides in your presentation by choosing a shape
from the
AutoShapes drop-down menu.
• Clip Art - Professionally designed images that you can add to documents. You can change the size,
appearance, and location of clip art after it has been inserted into a document.
• Design Template - The background, fonts, bullets, formatting, and color scheme that you can apply to
define the look of your presentation.
• Expanded Menu - A menu that displays both common and less-common commands after you pause
the mouse pointer over it.
• Floating Toolbars - Toolbars that are not attached to the edge of the program window.
• Indents - Used to align bullets and text on a slide.
• Line Spacing - The vertical distance between lines of text.
• Normal View - The view you use to create and edit your presentation. It consists of three working
areas: the
Outline and Slides tabs, the Slide pane, and the Notes pane.
• Notes Pane - In Normal view, the Notes Pane is used to create notes for each slide in your presentation.
• Outline and Slides Tabs - One of the panes in Normal view, you use the Outline and Slides tabs to
toggle between an outline of the text in your presentation and a thumbnail view of each slide.
• Presentation - An interaction between a speaker and an audience. A presentation usually includes one
or more visual aids: in the case of PowerPoint, these are slides.
• Sizing Handles - Small circles or squares that appear along the border of a selected slide or object.
• Slide Pane - In Normal view, the area in the center of the application window where you create and
format your slide content. It displays the current slide.
• Slide Sorter View - All slides in the presentation are displayed at once on the screen. In this view, you
can rearrange, copy, and delete slides.
• Task Pane - Provides quick access to commands related to your current task.
• Transition Effects - In a slide show, a transition determines how the display changes as you move from
one slide to the next.
• WordArt - A tool you can use to create unique text effects. Text objects you create with read-made
effects to which you can apply additional formatting options.

For More Information...

We recommend:
• The Help menu built into PowerPoint.
• Press the [F1] button in Windows.
• From the Help menu, select from options to view the PowerPoint help contents, search PowerPoint
help, or connect to other help sources.
• Free Microsoft Help and Support
• Topic specific FAQS.
• Downloads & Updates.
• Links to additional resources.
• Also available from Microsoft, the new Office Online website offers tips and assistance on office
products including PowerPoint.

MS -EXCEL
Spreadsheet is a software that helps to substitute the paper worksheets in the offices. Spreadsheet
displays data in the form of rows and columns. An intersection of row and column is known as a cell.
MS-Excel is a window based spreadsheet developed by Microsoft Corporation. It includes all features of
a spreadsheet package like recalculation, graphs & functions. It also provides many Mathematical,
Financial & Statistical functions. Thus it is used in many scientific and engineering environments for
analyzing data. Excel can even hold graphic objects like pictures & images.
Some important features of MS-Excel:
1. Window based application: Excel like all other applications has Toolbars, Shortcut Menus, Auto
correct, Online help and Wizards.
2. Workbooks: Workbooks are the files in which worksheets related to a project are held.
3. OLE support: Object linking and Embedding is a feature through which Excel can contain any
object like a document, a picture etc.
4. Maintaining high volume of data: Excel can contain large volume of data. A worksheet can
contain 65536 rows and 256 columns. A single cell can contain a maximum of 255 characters.
One workbook can contain a maximum of 256 worksheets.
 5. Availability of functions: Several Mathematical, financial & statistical functions are available in
an Excel package.
6. Availability of Charts & Graphs: MS-Excel allows users to view data entered as tables in a
graphical form as charts, which helps the user to easily understand, analyze data & compare data.
7. Data Analysis Tools: MS-Excel provides a set of data analysis tools called Analysis Tool pack.
8. Sorting capability: Excel has the capability of sorting any data in Ascending or Descending
order.
9. Auto fill feature: Excel has the feature which allows to fill cells with repetitive data such as
chronological dates or numbers and repeated text.

Getting started with Excel:

An Excel document is called a workbook. By default, Excel workbook contains 3 worksheets designated
as sheet 1, sheet 2, sheet 3.
The extension name of excel workbook is .xls

We can start excel in many ways:

 Start  Programs  Microsoft office  Microsoft Excel  hit enter.
 Start  Run  Type Excel  hit enter
 Double click on the Microsoft application Icon.

Components of the Excel window:

An Excel window has several unique elements identified in the figure below:
  Rows, columns & cell: In a worksheet rows are numbered from top to bottom. The columns are
labeled with letters from left to right. Rows are numbered from 1 to 65,536 and columns labeled
from A to IV (256 columns).
 Title bar: The title bar contains the name of the program Microsoft Excel and the default name of
the workbook Book1 that would change as soon as you save your file and give another name.
 Menu bar : The Menu bar contains menus that include all the commands you need to use to work
your way through Excel such as File, Edit, View, Insert, Format, Tools, Data, Window and Help.
 Tool Bar: Tool Bars are usually shortcuts for menu items. Standard and formatting toolbars are
displayed by default.
 Active cell: The cell in which you are currently working.
 Formula bar: displays the contents of the active cell.
 Name box: displays the cell address of the active cell. Column letter followed by the row
number. Ex: B6
 Worksheet area: The middle portion of screen which occupies a major area is called worksheet
area. In this area, information or data (i.e.) either textual or numerical can be entered and the
results can be displayed. A worksheet is a large work area of 65,536 rows and 256 columns.
 Status bar: located at the very bottom of the screen displays brief information about activating
features within the worksheet area.
 Sheet tabs: appear above the status bar displaying the names of the worksheets.

Standard Toolbar
The Standard toolbar, located beneath the menu bar, has buttons for commonly performed tasks like
adding a column of numbers, printing, sorting, and other operations. Excel let's you customize the toolbar
or even display multiple toolbars at the same time. The Standard Excel XP toolbar appears in the figure
below.

Formatting toolbar
The Formatting toolbar, located beneath the Standard toolbar bar, has buttons for various formatting
operations like changing text size or style, formatting numbers and placing borders around cells.
Formula bar & Name box
The formula bar is located beneath the toolbar at the top of the Excel worksheet. Use the formula bar to
enter and edit worksheet data. The contents of the active cell always appear in the formula bar. When you
click the mouse in the formula bar, an X and a check mark appear. You can click the check icon to
confirm and completes editing, or the X to abandon editing.
Name box
The Name box displays the reference of the selected cells in the form of column label followed by row
number.

Creating a New Workbook:

The steps to create a new workbook are,
1. On the File menu, click New.
The new workbook task pane appears at the right side of the screen. Click blank workbook. A new
workbook with 3 worksheets appears. By default, the workbook is named as Book 1, and sheet 1 is the
active worksheet & A1 is the active cell.

Entering data:
You can enter text, numbers and dates in an Excel worksheet.
To enter data of any type,
 Select the cell by clicking on it.
 Type in the information.
 Press the Enter key.
When you begin typing, your data also appears in the formula bar.

Editing text:
The easiest way to edit the contents of a cell is to select the cell and then retype the entry. The new entry
replaces the old contents.
Alternatively, to edit the data in a cell, press F2.
Ex: Suppose you find that in the cell A6, you have entered the marks as 78 instead of 87, then click on
A6 and type 87 enter

You can also edit part of the data in a cell:

 Double click the cell you want to edit. The insertion point appears within the cell.
 Delete the part of the data that you do not wish to keep.
 Retype the data & press enter.
Formatting a worksheet:
Changing the style or appearance of data in a worksheet is called formatting. You can format the data in a
worksheet by:
 Changing the position of data in a cell
 Changing the font, size, style & colour.
Aligning data:
By default, any text you enter in Excel is aligned to the left and any value or number is aligned to the
Right. To change the default alignment, you can use the alignment buttons on the formatting tool bar.

Formatting Numbers:
Formatting data in a worksheet includes changing the number of decimal places, displaying dates, times
& fractions and adding currency symbols.
To format the number in a cell, the steps are: Format/Cell/N/umber/Decimal places/2

Formatting Text: Text can be formatted using the buttons on the formatting toolbar. Font of a cell, font
size can be changed. The font style can also be changed to bold, Italic etc.
Inserting Rows & Columns:
In Excel, rows & columns can be inserted or deleted without affecting the surrounding rows, columns &
cells.
To insert a row,
1. Rest the mouse pointer over the row above which you want to insert the new row.
2. On the Insert menu, click rows.
A row is inserted and the existing row moves down after the new row.
Similarly, to insert a column,
  Rest the mouse pointer over the column before which you want to insert the new Column.
 On the Insert menu, click columns.

Changing Row height & Column width:

By default, every row is 12.75 points high and every column is 8.43 characters wide. As you fill it with
data, however you have to change the size of rows & columns so that it is fitted to the length of the data.
To Resize a column:
 Rest the mouse pointer on the column boundary on the right side.
 The shape of the mouse pointer changes to
 Drag the boundary until the required width is obtained.

(OR)
 The column which is to be adjusted is made active by clicking on column letter.
 The column option is selected from the Format menu.
 Click on the width option. A dialogue box is displayed.
 Type in the required size of the column in the text box column width.
Similarly, Row height can also be adjusted by selecting the rows.
Sorting: Highlight the cells that should be sorted and click the sort Ascending (A-Z) button or Sort
Descending (Z-A) button found on the Standard toolbar.
Printing: To print the worksheet, select File  Print from the Menu bar (or) click on the Print button
from the Standard Toolbar (or) follow the key sequence Ctrl + p
Inserting Page breaks: To set the page breaks within the worksheet, select the row you want to appear
just below the page break by clicking the row‘s label. Then choose Insert  page break from the Menu
bar.

When you attempt to print a worksheet Excel automatically inserts page breaks view.
File menu  page break preview
The page breaks are shown in dasher lines. If the automatic allocation of page breaks does not satisfy
with your requirements, you can add the page breaks in the required space.
 Step 1: select a cell above which the page break is needed. After that, select the full row until the
data in the sheet exists.
 Step 2: select insert  page break
Saving a workbook:
To save a workbook,
 File  Save (or)
 Ctrl +S (or)
 Click on the save button on the Tool bar.
Save dialogue box appears. Type the name and click Save.
Formulas:
In Excel, one of the powerful features is formulas. A formula is an equation that is used to perform
calculations on data in a worksheet. We can use formula to perform Mathematical, Statistical & date/time
operations on a single value or a set of values by using operators.
The cells in which formulas are stored, display the result of the calculation and not the formula.
In Excel, a formula starts with an equal (=) sign and should be followed by the operation to be performed.
We can use any number of operators in a single formula. MS- Excel evaluates the formula according to
the order of precedence of the operators.
Operator Operation Order of precedence
( ) Bracket 1
^ Exponentiation 2
* , / Multiplication , Division 3
+ / - Addition, Subtraction 4
& Concatenation 5
= / > /< Comparisons 6
Examples of the formula expressions:
1. Suppose the values in the cells B2, C2, D2 are 34, 28,56 respectively. To add these values and to have
the result in the cell F2,
 Click on the cell in which total marks is to be displayed, i.e F2
 Type = ( B2 + C2 + D2 )‖
 Press Enter
The value 118 will be displayed in F2.
2. Suppose the value of the cell B6 is 78345. Divide the value by 5 and have it in the cell E6:
 Click the cell E6.
 Type = (B6/5) ―
 Press Enter
The value ―15669 will be displayed in the cell E6.
3. Multiply the value 549 of the cell C3 with the value 43 of the cell F3 and have the result in the cell I3.
 Click the cell I3
 Type ― = ( C3 * F3)
 press Enter
The result 23607 will be displayed in the cell I3.

Functions :
A function is a built-in, readymade and frequently used formula that accepts data, perform calculations &
returns results.
To enter a function in a cell,
 Click the cell in which you want the result of the function to be displayed.
 Type = sign.
 Type the function name.
 The cell range & other arguments within brackets.
 Press Enter.
Note : To specify a range of cells, a colon (:) is used between the first & last cell addresses.
Example: =Average(B1: B10)
Calculates the average of the values in the cells B1 to B10
 Mathematical functions with syntax and purpose:
 Sum( number1, number2,…) – gives the sum of the values in a specified range
 Abs( number) - gives the absolute value of the number
 Fact( number) - gives the factorial of the number
 Sqrt(number) - gives the square root of the number
 Log(number) - gives the logarithm of the number
Statistical functions with syntax and purpose:
 Average( range of cells) - calculates the average of the values in a specified range
 Stdev(range of cells) - calculates the standard deviation of the given data
 Mean( range of cells) - calculates the mean of the given data
 Max( range of cells) - gives the maximum value within the range specified
 count( ) - counts how many numbers are there in the list of arguments
Function Wizard :
The Function Wizard is a tool in Excel through which a user can enter formulas in the correct format
without any errors. It contains all the functions according to the type such as Mathematical, Statistical,
Date/time, Financial etc.
Steps to use the function Wizard:
 The cell in which the function is to be inserted is selected.
 Select the function option from the Insert menu. The Function Wizard screen is displayed. It lists
all the functions available.
 The function needed is selected. Click O.K
 A dialogue box is displayed in which arguments are accepted.
  Enter the arguments. The selected cell on the worksheet will automatically contain the formula.
 Click O.K. The result is shown in the selected cell.
Creating Charts:
Charts in Excel are used to represent data pictorially. We can use different types of charts to represent
data.
Types of charts which are available in Excel:
 Column charts
 Bar charts
 Line
 Pie
 XY (scatter)
 Area
 Doughnut
 Radar
 Surface
 Bubble
 Stock
 Cylinder, Cone & Pyramid
Creating a Chart:
 Enter the data in a table.
 Open the Insert Menu and select Chart
 In the Chart Wizard – Step 1 of 4, select the type of chart you want to make and click Next
 In the step 2 of 4, enter chart source data and click Next
 In the step 3 of 4, enter the chart options like label of the chart and click Next
 In the step 4 of 4, give the chart location where you want the chart to be located and press
Finish.
Column Chart: Column charts are one of the most common types of graphs used to display data.
A column chart represents data in the form of a series of vertical bars. Each bar represents a value.
For example, to draw a column chart for the production of different crops in a region:
SNO A (CROP) B(PRODUCTIONS)
1 Paddy 53
2 Wheat 24
3 Maize 18
4 groundnuts 82
To construct a bar chart for the above data:
 Enter the data in a table.
 Open the Insert Menu and select Chart
 In the Chart Wizard – Step 1 of 4, select Column chart and click Next
 In the step 2 of 4, enter chart source data
 In the step 3 of 4, enter the chart options like label of the chart
 In the step 4 of 4, give the chart location where you want the chart to be located and press
Finish.
Pie Chart:
A Pie chart is used to represent the distribution of a categorical data. In this chart, a circle is divided into
sectors, whose area are proportional to the frequencies or percentages of cases under various categories.
Data on each variable is entered in the Excel worksheet in a row or column with suitable headings.
Then we select the data of the first series and choose pie chart and proceed as per the options given in the
dialogue box. A separate chart pie chart should be drawn for each data set.
For example, to draw a pie chart for the production of different crops in a region:

Statistical Analysis Tools

Microsoft Excel provides a set of data analysis tools— called the Analysis Tool Pak— that you can use
to save steps when you develop complex statistical or engineering analyses. You provide the data and
parameters for each analysis; the tool uses the appropriate statistical or engineering macro functions and
then displays the results in an output table. Some tools generate charts in addition to output tables.
Related to worksheet functions, Excel provides many other statistical, financial, and engineering
worksheet functions. Some of the statistical functions are built-in and others become available when you
install the Analysis Tool Pak.
Accessing the data analysis tools: The Analysis Tool Pak includes the tools described below. To access
these tools, click Data Analysis on the Tools menu. If the Data Analysis command is not available, you
need to load the Analysis Tool Pak add-in program.
Analysis Tools:
 ANOVA: Single factor
 ANOVA: Two-Factor with replication
 ANOVA: Two-Factor without replication
 Correlation
 Covariance
 Descriptive statistics
 F-test two-sample for variances
 Histogram
 Regression
 t-test: two sample assuming equal variances
 t-test: two sample assuming unequal variances
 Z-test: two sample for means
Steps to use Analysis Tools:
 From the Menu bar choose Tools and click on Data Analysis
 When the Data Analysis dialogue box appears, click on the one you want.
 The corresponding dialogue box appears. Enter the Input range and Output range
(addresses of the cells)
 give the address of the cell where you want the result to be shown.
 click OK
 The result will be given in the corresponding output format.
Ex 1: The following are the results of 5 preschool going children at different levels of protein content in
diet. Compute the correlation coefficient using Excel

 From the Menu bar, choose Tools and click on Data Analysis.
 Select Correlation in the Data Analysis Dialogue box and click OK.
 When the Correlation dialogue box appears, enter the Input range and also give the output
range where you want the result to be shown, clock OK.
 the result will be shown in the following format:
  From the Menu bar, choose Tools and click on Data Analysis.
 Select Regression in the Data Analysis Dialogue box and click OK.
 When the Regression dialogue box appears, enter the Input Y range and input X range.
 give the output range where you want the result to be shown, clock OK.

The result will be shown in the following format.

SUMMARY OUTPUT
Ex 3:

Solution:
 From the Menu bar, choose Tools and click on Data Analysis.
 Select t-test; two samples assuming equal variances in the Data Analysis Dialogue box
and click OK.
 Enter the variable 1 range, variable 2 range and set Hypothesized mean difference as zero.
 Click the check box against Labels in the First row.
 Give the output range where you want the result to be shown, click O.K
 the result will be shown in the following format.
t-Test: Two-Sample Assuming Equal Variances
 MS-ACCESS
The Database is an organized collection of data related to a particular topic or purpose. The database
serves as a base from which a desired information can be retrieved, many meaningful conclusions can be
drawn. A database stored electronically has distinct advantages over a manually organized system. A
database can be maintained in a computer by using a database management system(DBMS).
DBMS is an application that enables to maintain data in a database. Maintaining data involves storing,
organizing and retrieving data.
MS-Access is a Relational Database Management System (RDBMS) that is used to store and manipulate
large amount of information. The extension name of Ms-Access file is .mdb.
To start MS-Access:
 Start Programs MS office  Ms-Access  Enter
 Start  Run Ms-Access Enter
An Access Database consists of 7 different Database objects.
1. Tables : Store database data in Rows (records) and columns (fields). Every row represents a
Record. Each piece of information in a record is called a Field.
1. Ex: A table can contain personal information about all the students in a college.
2. Every row containing information about a student represents a record. The records in the student
table can include fields such as Admission number, Student name, Address, Phone number etc.
3. Queries : used to retrieve information from a database based on specific conditions.
4. Ex: A Query can be used to extract details about students studying in a particular class.
2. Forms : used as interfaces for users to enter, view and modify data in a Table.
3. Reports : used to present data from tables or Queries in a format of our choice. i.e the printable
form of the table or query or form. We cannot make changes to the data in a report. We can
format the data in a report.
4. Pages : display shortcuts to data access pages in the database. A data access page displays data
stored in a database over the internet.
5. Macros : used to automate frequently performed tasks.
5. Ex: we can create a macro to print a report automatically.
6. Modules : used to perform advanced database operations, such as validating data against complex
conditions.

Creating a Database :
A Database can be created by using the database Wizard or by using the Blank Database command.
 The database Wizard is used to create tables, forms, queries and reports by following a series of
steps provided by the wizard.
 The Blank Database command is used to create a blank database. All database objects should be
created manually.
Click on File menu  New  Enter
A window appears  give a name to the database
Creating a Table :
1. Open the database in which the table is to be created. The database window appears.
2. under objects, click Tables and then click New on the database window toolbar.
The New Table dialog box appears.

Commands in the New Table dialog box

Table
wizard Used to I. Create Table by entering data:
 Click on Table (object) in the main switch board.
 Click on create table on Datasheet view  now a window appears  here we find fields ( field1,
field2,……)
 Give the field names ( Name, roll no., marks etc)
 Click on close button of the table and save the table with some name
 To enter details into the table, click on table in the main switch board and double click on the
table name.
 Enter the details
Working with Database Fields :
Microsoft Access database fields are created by entering a field name and a field data type in each row of
the field entry area of the database table window.

Data types in MS-Access :

The following list summarizes all the field data types available in MS- Access, their uses and their
storage sizes.
 Text : used for text or combinations of text and numbers, such as addresses or for numbers that
do not require calculations, such as phone numbers, or postal codes. Stores up to 255 characters.
 Memo : Used for lengthy text and numbers, such as notes or descriptions. Stores upto 64,000
characters.
  Number : used for data to be included in Mathematical calculations, except calculations
involving money. Stores 1,2,4 or 8 bytes.
 Date / Time : used for dates and times. Stores 8 bytes.
 Currency : used for currency values and to prevent rounding off during calculations. Stores 8
bytes.
 Auto Number : used for unique sequential or random numbers that are automatically inserted
when a record is added.
 Yes /No : used for data that can be only one of two possible values, such as yes/ No, True/False,
On/Off.
 OLE object : used for OLE objects like pictures, graphs and other binary data. Stores up to 1 GB.
II. Create a table in Design view:
 click on table (object) in the main switch board.
 Here click on ― create table in design view‖ Now a window appears  here type the field
names and their data types respectively.
Ex:

 click on the close button of the table and save it with some name
 To enter data into the table, double click on the table created.
 Now enter the details.
Primary & Foreign keys:
Data should be checked for redundancy before it is stored in a database. Keys are used to maintain the
integrity of data. Keys contain unique values that help to filter redundant information from the input data.
Keys are of two types: primary & foreign.
Primary key: The field in a table that uniquely identifies each record is called the primary key. Usually
this field is sequentially numbered.
Ex : Admission number field
Foreign key : When a primary key of one table appears as a field in another table, the field is called the
foreign key in the second table.
Queries :
 By using queries we can view, change and analyze data in different ways. You can also use them
as the source of records for forms and reports.
 You can bring together data from multiple tables and sort it in a particular order.
 You can perform calculations on groups of records.
Forms :
 In a table, number of records are displayed at a time. But, if the table has many fields, then it may
not be possible for a user to view all of them. The screen may be too small to fit it. The user may
have to scroll horizontally or vertically to view the rest of the fields/ records.
 In forms, the data can be displayed as per the users requirement. The records are generally
displayed one at a time. The fields can be arranged as the user wants it. Pictures can be added to a
form. The display and contents of the form is controlled fully by the user.
 In forms there are 3 views, i. Design ii. Datasheet & iii. Form view
 The datasheet view shows many records whereas form view displays single record. You can
toggle between these three views using the View Tool.
Report:
The data shown in a table, Query and forms are meant for displaying it on screen, but when you take the
printout or the Hard copy, it is known as Report. In the database window, the open button is replaced by
the preview button, when you click the report tab. Reports can be viewed either in print preview mode or
design mode. Data cannot be edited in the reports. The report preview shows how the data will appear on
taking out the printouts.

Microsoft Office Publisher

“Microsoft Office Publisher 2007 is the business publishing program that helps you create, design,
and publish professional-looking marketing and communication materials. You can create
materials for print, e-mail, and the Web with an intuitive, task-based environment that guides you
from initial concept to final delivery in-house without professional design and production
expertise.”
There are many different types of publications you can create in Publisher. Each publication has many
customizable options. You can create:

Advertisements Award Certificates

Banners Brochures
Business Cards Business Forms (expense reports, fax cover letters, invoices,
and more)
Calendars catalogs
E-mail (e-mail template for an event, speaker, or newsletter)
Envelopes Flyers
Gift Certificates Greeting Cards (for many occasions)
Invitation Cards (for various events) Labels (mailing, return address, CD/DVD, Binder, and
more)
Letterhead Menus
Newsletters Paper Folding Projects (airplanes & origami)
Postcards Programs
Quick Publications (signs, flyers, etc.) Resumes
Signs (For Rent, For Sale, etc.) Web Sites
With Compliments Cards And more…

Starting a Publication
When you open Microsoft Office Publisher 2007, you will first see a screen that looks like this:

To start your document:

Click on the Publication Type you want from either the Publication Types (1) listed on the left or from
the Popular Publication Types (2) listed in the center. After you click, you will be taken to a screen that
lets you choose from several pre-designed templates for the publication type you want to work on.
For example, the customization page for Newsletters looks like this:

a. Customization options will appear on the right side of the screen. (Each publication type may have
different customization options.) Examples as shown above include:
. color scheme
. font scheme
. business information (you can upload and store your company/personal logo and colors)
-the page size
b. After you select your options, click on Create (5).
Your publication will open in a screen similar to the one shown below.
Customize Your Publication
 NETWORKING AND INTERNET
A network is an arrangement that enables two or more computers to communicate (talk) to each other.
Types of Networks
Networks can range from a small group of computers linked together in a class room to thousands of
computers linked together across the globe. Depending on the geographical location, networks can be
classified as
i. LAN ( Local Area Network)
ii. MAN ( Metropolitan Area Network)
iii. WAN (Wide Area Network)
Local Area Network: If a network is confined to a single location, typically a building, it is called a
LAN.
Ex : Set of interconnected computers within an office.
Metropolitan Area Network: A metropolitan area network is a network that is larger than a LAN, it
connects the computers distributed across multiple buildings.
Ex: the computers in all branches of an office within a city.
Wide Area Network: When a network is located over wide areas such as cities, states, countries or even
continents, it is called a WAN.
Ex :
 Computers in different branches of a Globalised company.
 Internet
INTERNET
The internet is a global connection of computers. These computers are connected via a huge network of
telecommunication links. The internet allows you to access to a whole resource of data and information
stored at different sites (called hosts) and locations around the world. The communication links which
inter connect each host computer use a common method of transmission known as TCP/IP, which stands
for Transmission Control Protocol / Internet Protocol.
Internet connection helps us to:
1. Read information on a wide range of topics
2. Send or receive E-mail
3. Down load useful programs such as virus detectors, file compression, decompression utility etc.,
4. Share your opinions and your knowledge on a variety of topics through various new groups.
5. Chat with other people anywhere in the world
6. View interesting video‘s listen to music or wander through a 3-D world.
Requirements for connecting to the Internet:
a) Modem: A modem is a peripheral device that allows a computer to connect and
communicate with other computers. Modem stands for Modulator Demodulator.
b) Web Browser: A browser is a software program that is necessary in order to
view web pages on the web. Ex: Internet Explorer, Netscape Navigator, Mozilla
Firefox, Microsoft outlook express etc.
c) Telephone line: A telephone line is required to transfer data from one computer
to another. The computer is connected to a modem, which, in turn, connected to
a telephone line.
d) Subscription with Internet service provider (ISP): ISP‘s are companies that
provide access to the internet. We need subscription with any ISP to get an
Internet connection.
Some of the ISPs in India are VSNL, MTNL, Sify, Specrta Net etc.
World Wide Web (WWW):
It refers to the collection of information accessible on the internet. The web is similar to a library. It
consists of millions & millions of pages of text, pictures, sounds and animation on various topics. These
pages, called web pages are stored on different computers that are connected to the internet. The web
pages have links between them i.e when we click a certain word or picture in a page, it will take us to
another page. These words or pictures that help to move from one page to another are called hyperlinks.
A collection of related web pages is known as a web site. A web site can be accessed by means of a
unique name assigned to it.
Internet was initially designed for the transmission of text basing on the protocols mentioned.
In order to transmit a graphically designed web page complete with pictures, embedded sound and
animation a special language was designed which is referred to as Hyper Text Mark up Language
(HTML). HTML uses special text codes to define the various elements of a web page.
The WWW support a protocol called Hyper Text Transfer Protocol (HTTP). All internet servers
cannot support HTTP and so the web can be regarded as a subset of the larger internet.
HTTP provides a method of transmitting a professionally laid out page over the text based internet.
Uniform Resource Locator: (URL): Each web site has a unique address commonly referred to as a
URL. A URL specifies the exact location of the web page on the internet.
A typical web address or URL looks as http:// www.microsoft.com/catalog/navigation.asp
Explanation of the example URL:
E-mail
E-mail or electronic mail is a service for sending or receiving messages electronically through a computer
network. The electronic mail uses various technologies that support electronic transmission of text, data
and graphics.
Some of the features of E-mail are
1. it is much faster than the normal mail. Messages can be sent within a matter of seconds to any part
in the world.
2. it can be sent to many people at the same time
3. E-mail is cheaper than a phone call and an ordinary mail
4. it can access information and file libraries on request
5. E-mail user can have a mail box which is accessed through a computer terminal
6. an E-mail message consists of two parts
 a header specifying the address of the sender and the address of the receiver
 the text of the message

7. The mailing system allows selecting messages for reading, displaying, saving, deleting,
forwarding and replying.
8. Mailing list can be created to send the same message to a group of people
E-Mail Address: An E-Mail address consists of three parts
1. The person‘s Login name
2. @ sign
3. Domain name
A domain represents organization, network, and country name
Ex: [email protected] in this Statistics is the user name and his account is in the domain
hotmail.com. Both the names are separated by the @symbol.
Search Engines :
Search engines are utilities used to search for information on the web. A user interface is provided where
you can enter the word or phrase you are searching for. The search engine looks for the keywords we
have entered and returns the results of the search, providing links to relevant Web sites for us to choose
from. Some commonly used search engines are MSN, Alta Vista, Google, Yahoo! search and Infoseek
etc.

Emerging issues and trends in ICT

Emerging Trends in Information Technology

 Artificial Intelligence and Smart Machines.

Artificial intelligence harnesses algorithms and machine learning to predict useful patterns humans
normally identify. Smart machines take human decision-making out of the equation so intelligent
machines can instigate changes and bring forward solutions to basic problems. Companies are rallying
around artificial intelligence in the workplace because it allows employees to use their abilities for the
most worthwhile tasks, along with management of these smart machines for a more successful system.

 Virtual Reality.

Technology that includes virtual reality is becoming prevalent. The software of virtual reality is making
many industries prepared for various scenarios before entering them. The medical profession is projected
to use virtual reality for some treatments and interactions with patients in the coming years. Virtual
training sessions for companies can cut costs, fill in the need for personnel, and increase education.

According to Gartner, by 2023, virtual simulations for selected patients with specific illnesses will reduce
emergency room visits in America by 20 million. These simulations will have intelligence capabilities, so
virtual-reality care can still provide patients with proper attention.

 Augmented Reality

Augmented reality is a more versatile and practical version of virtual reality, as it does not fully immerse
individuals in an experience. Augmented reality features interactive scenarios that enhance the real world
with images and sounds that create an altered experience. The most common current applications of this
overlay of digital images on the surrounding environment include the recent Pokémon Go fad or the
additions on televised football in the U.S.

Augmented reality can impact many industries in useful ways. Airports are implementing augmented-
reality guides to help people get through their checks and terminals as quickly and efficiently as possible.
Retail and cosmetics are also using augmented reality to let customers test products, and furniture stores
are using this mode to lay out new interior design options.

 Blockchain Data.

Blockchain data, like the new cryptocurrency Bitcoin, is a secure method that will continue to grow in
popularity and use in 2019. This system allows you to input additional data without changing, replacing,
or deleting anything. In the influx of shared data systems like cloud storage and resources, protecting
original data without losing important information is crucial.

 Cyber-Privacy and Security.

Shared company systems and the growth of the Internet leave a high amount of personal and company
data at risk to breaches. Redesigned systems and new firewalls and gateways will be added to the services
companies need to bolster their technology. Cybersecurity is a concentration of IT that will help secure
clouds and improve the trust between businesses and their vendors.

Recognition software will replace much of the password-protected systems companies use in 2019.
Biometric measures and other safety protocols will increase the security of business practices, especially
business-to-business interactions. Although authentication and recognition programs enhance protection,
Internet of Things technology requires further development. The vulnerability of Internet of Things
systems is already projected to contain risks the industry is not prepared for.

 Internet of Things.

The Internet of Things (IoT) is an emerging movement of products with integrated Wi-Fi and network
connectivity abilities. Cars, homes, appliances, and other products can now connect to the Internet,
making activities around the home and on the road an enhanced experience. Use of IoT allows people to
turn on music hands-free with a simple command, or lock and unlock their doors even from a distance.

IoT enriches the IT industry, especially in job creation. Within the next few years, IoT-related careers
will increase, and there will be a need for 200,000 additional IT workers, according to IT Pro Today.
Design, troubleshooting, and support of IoT products need extensive training and a specific set of skills.

The five key challenges in implementing ICT for development

 Sustainability and scale

The use of ICT in development programs supported by INGOs has, to date, been relatively ad hoc, with many
examples of small initiatives or pilots but very few large-scale, sustainable, ICT-supported programs. To unleash
the full potential of ICT in development programs, a new level of collaboration, both internally and with other
organizations and a new approach to scaling solutions to achieve a really material impact are needed. This will
necessitate significant coordination between INGOs, technology companies, private sector organizations,
universities, and government entities (central and local), as well as with traditional development partners.

 Lack of knowledge.

Many INGOs are not well equipped internally to support and nurture the effective exploitation of ICT to benefit
development. They simply do not have the knowledge, expertise, or organizational capacity needed. The use of
information technology is often seen as a thorny, problematic issue relating to back office systems. Furthermore,
ICT often has a questionable reputation as a result of previous unsuccessful or costly initiatives.

 Pace of change.

INGOs’ current structures, staffing, and ways of operating have a strong momentum that is not easy to halt or
redirect.It is relatively easy to utilize ICT to sustain and improve current organizational constructs and
approaches, making useful but incremental progress. It is incredibly difficult to conceive of new ways of working
with organizational constructs that are fundamentally different from the status quo and require a shift in terms of
strategy, competence, skills, and organizational structure.

 Funding.

There also is a significant challenge in adequately planning and financing the use of ICT in development
programs.With cyclical donor funding and pressure to minimize administrative and management costs, it is often
difficult for INGOs to properly plan and resource financial and human investments in ICT as a core capacity for
development programs.

 Changing roles and norms.

The emergence of new ICT possibilities potentially presents some more fundamental and far-reaching questions,
challenging or even undermining the assumptions on which INGOs came into being. When we reflect on why
INGOs were originally founded, we can isolate a number of specific gaps between people and communities in
poverty and those in more affluent, developed parts of the world. For example, if we think about gaps around
understanding and information, traditionally INGOs helped us understand the dire need of communities in the
poorest parts of the world. There are also gaps in terms of access, communication, and of course resources that
INGOs have historically played an important role in addressing.