Category: BASIC OF COMPUTER

How to Change Date and Time

Posted on by electrifyingeee in BASIC OF COMPUTER

How to Change Date and Time in Windows 8/8.1 Computer

If there is something wrong with your computer system, the date and time in the computer may be changed to those which are incorrect. Besides, sometimes you may find that the time on your computer is slower or faster than the standard time. Under such circumstances, you have to change date, time or both of them in your PC. And if you don’t know how to change them, this post will specifically introduce how to do it on Windows 8/8.1 computer.

Video guide on how to change date and time in Windows 8:

2 ways to change date and time in Windows 8/8.1 computer:

Way 1: Change them in Control Panel.

Step 1: On the desktop, open Settings panel with the composite key of Windows key+I, and then choose Control Panel to enter it.

Step 2: In the Control Panel, select Clock, Language, and Region in the items.

Step 3: After entering the interface of Clock, Language, and Region, click Set the time and date under Date and Time option.

Step 4: As the Date and Time window opens, tap Change date and time button to move on.

Step 5: In the Date and Time Settings, select the date in the calendar, set the time, and click OK to bring the changes into effect.

Way 2: Change them indirectly through Search.

Step 1: Open Search bar by the hotkey of Windows key+F, enter date and time in the empty search box and choose Settings to continue.

Step 2: From the search results on the left side, select Date and Time or Set the time and date.

Step 3: Repeat the fourth and fifth steps of Way 1.

By use of the above two methods, you can be dependent on yourself to change date and time in your Windows 8 PC whenever they are abnormal or deviate a lot from the standard.

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Photoshop

Posted on by electrifyingeee in BASIC OF COMPUTER
  1. PhotoshopPDF

Introduction to Photoshop 7.0 – Summer 2004
EdTech Center – Life Sciences – UIUC

Lesson 1 – Work area, file browser and history palette 
Image types, selecting tools in different ways and viewing images in different ways, keyboard shortcuts, managing palettes and context sensitive and on-line help. Using the History palette and snapshots to correct mistakes and go back to earlier states of your work. Using the File Browser to manage image collections.

Photoshop 7 Introduction (PDF)

Lesson 2 – Basic Photo Corrections and saving for the web
Choosing the correct resolution, cropping, resizing, adjusting the tonal range, removing color casts, adjusting saturation and brightness, clone tool to eliminate unwanted parts of an image, pattern stamp tool, healing brush, patch tool and history brush, sharpening an image. Optimizing an image for the web.

Basic Guide to Photo Correction in Photoshop 7.0

Correcting Red Eye in Photographs

Retouching tools (or download as PDF (380K)

Lesson 3- Working with Selections
Basics of selecting and moving objects – which is primary to working in Photoshop. Selecting parts of an image with a variety of tools, using multiple selection tools to make complex selections, moving and duplicating selections, adding, subtracting and rotating selections.

Making and moving selections

The Selection Tools (download as PDF)

Lesson 4 – Layer Basics
Learn how create and or ganize an image with layers and how layers affect file size, learn the Layers palette and how to select, view, hide, link and reorder layers. Apply blending modes and add a gradient and text and layer effects. Save a flattened image without layers.

About layers

Selecting Color In Photoshop

Lesson 5 – Masks and Channels
Using quick masks to refine a selection, saving a permanent as an alpha channel, loading a saved selection and applying effects, create and use a gradient mask, applying filter effects, making intricate selections by using the extract command.

Masks and Channels

Lesson 6 – Pen tool, Paths and vector graphics
Drawing straight and curved lines with the pen tool, editing, saving, filling and stroking paths, converting paths to selections and selections to paths. Differentiate between bitmap and vector graphics, draw and edit layer shapes and layer paths, create complex layer shapes by combining or subtracting different shapes, combine vector paths to create a shape, use edit mode to add or edit a text layer, use a text layer to create a work path, use work path to create a vector mask. Load and apply custom layer shapes.

As time allows:

  • Preparing Images for the Web
  • Introduction to the Actions palette
  • Web animations and image maps

Books

  • Adobe Photoshop 7.0 Classroom in a Book – contains the lessons used in this class, plus a CD with practice images.

 

MS POWER POINT

Posted on by electrifyingeee in BASIC OF COMPUTER, M.S. OFFICE

DOWNLOAD THE PDF THIS NOTES CONTACT THIS NO:- 8435646486

PowerPoint

In this chapter you will be knowing about :

• What is Power Point ? • Starting PowerPoint • Creating a new Presentation • Creating Slides • Adding text to slides • Working in different Views • Changing the Slide Layout • Making the Presentation you need • Delivering an On-screen Show • Saving your Presentation • Printing • Getting Help

What is PowerPoint ?

PowerPoint is a tool you can use to communicate your ideas effectively through visual aids that look professionally designed yet are easy to make. With PowerPoint, you can create slides for your presentation in the output you require: blank and white overheads, color overheads, 35mm slides or on-screen electronic slide shows. In addition, you can prepare speaker’s notes, print an outline and print audience handouts. All these components in one file make up a PowerPoint Presentation.

Starting PowerPoint

To launch PowerPoint, Click the Start Button on the Windows Taskbar, select Programs and then click on Microsoft PowerPoint. You might also find the PowerPoint icon on your MS Office Toolbar. The PowerPoint startup as shown below. To begin working with PowerPoint, you will need either to open an existing presentation or create a new presentation using one of available options. They are • Blank Presentation • From Design template • From Auto Content Wizard • From Existing Presentation Photo album.

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Creating a New presentation

Whether your presentation will be in the form of an electronic slide show, 35mm slides, overhead or just paper print-outs, the process of creating a PowerPoint Presentation is basically the same. You can start with a template, a design template or a blank presentation. To get to these three basics form, there are three options.

Blank Presentation

The blank Presentation template is a design template that uses the default formatting and design. It is useful if you want to decide on another design template after working on the presentation content or if you want to create your own custom formatting and design form scratch.
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To create a new presentation based on the presentation template, select Blank Presentation from the PowerPoint startup dialog box and click OK. With PowerPoint already running, you can (1) select New from the File menu, click the General tab on the New Presentation dialog box, click the Blank Presentation icon and click OK or (2) click the New button on the standard toolbar. The New Slide dialog box appears.

Auto content Wizard

The Auto content wizard is a series of dialog boxes that gets you started with creating a new presentation using a template. You’ll start by answering questions about your presentation and end up with the readymade slides. To activate this on-line guide from the PowerPoint is already running, select New from the File menu. On the New presentation dialog box, click the presentation tab , click the icon for
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Auto content Wizard and click OK. To bypass the Wizard, click instead the icon for the template you want and you’ll get the slides directly.

Design Template

This is advised for first-time and new PowerPoint users. After a few presentations on your own, you more than likely will always choose this option so as to have complete control over your presentation. A design template is a presentation that does not contain any slides but includes formatting and design. It is useful for giving your presentations a professional and consistent appearance. You can start to make a presentation by selecting a design template or you can apply a design template to an existing presentation without changing its contents.

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Once you have chosen the ‘template’ option, you have 5 more options in New Presentation dialog box.

General : Gives one the option to begin with a blank template

Presentation Designs: Gives PowerPoint templates from which to work,

Presentations: A Presentation template is a presentation that contains slides with a suggested outline, as well as formatting and design. It is useful if you need assistance with content and organization for certain categories of presentations such as : Training: Selling a product, Service, or an idea: Communicating Bad News. When you make a new presentation using a template, you’ll get a set of ready-made slides. You replace what’s on the slides with your ideas, and insert additional slides as necessary.

Web pages: Allows one to add web presentations and documents from your local or network computers,
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Office 2003 Templates: Contains your favorite PowerPoint templates from Office 95, 97 and 2000.

It is hoped that by the end of our class ( or the end of this document), you will feel most comfortable choosing the second option, “Presentation Designs” and getting down to business.
Creating Slides

When you create a new presentation using a template (including the Blank Presentation template), you start with first and then continue to build the presentation by inserting new slides.

Inserting New Slides

To add a new slide after the current slide in Slide View:

• Choose New Slide From the Insert menu, or • Click the Insert New Slide button on the Standard toolbar

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This bring up the New Slide dialog box.

On the New Slide dialog box PowerPoint gives you a set of available slide layouts, called Auto layouts, to choose from. An Auto Layout contains placeholders for titles, Text and objects such as clip art , graphs or tables that you may want to put on a slide. You are not limited only by this option. As you will see later in the handout, anything can be added to any slide. To create slide, click an Auto layout icon that matches the layout of the slide you want to make; the name of the selected Auto layout appears in the lower right side on the dialog box. Then click OK and the new slide appears on the screen.

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Adding Text to Slides

You can insert text on slides by selecting an Auto Layout with text placeholders. Text placeholders are formatted for titles and bulleted lists. The text formatting, which includes the font, alignment and bullets, depends on the design template you selected.

Using Text Placeholders

To add text to a slide in Slide in Slide View, simply click on the text placeholders. The directions on the placeholder will disappears will disappear, leaving an empty text box with a flashing insertion point. Begin typing. Text automatically wraps as you reach the right border of the placeholder. When you’re done, click anywhere else on the slide. To edit text, move the mouse pointer over the text(note that it becomes an l-beam), click and edit.

When making a bulleted list, you automatically create the next bulleted item every time you press Enter. To create sublevels, click the Demote(indent more) button on the Formatting toolbar. To move up a level, click Promote(Indent less). You bulleted list can have up to five levels.
Using the Text Tool

You can use the Text Tool on the Drawing toolbar to add text outside of the text placeholders. In Slide View, click the Text Tool and move the mouse pointer to the point on the slide where you want to insert text. Click to make a label/Caption or drag to make a text box that will wrap the words. Then begin typing and, when you’re done, click anywhere else on the Slide.
Adding slide Objects

You can incorporate elements, such as graphics and even sound and video, into your slides in one of to ways.

• Select an Auto Layout containing a placeholder for an object. Some placeholders are for specific object such as clip art, graphs, tables, organizational charts or media clips while other placeholders are for all type of objects. • Select the desired object (Clip Art, Picture, Move, Sound, Microsoft Graph, Microsoft Word Table, Object) from the
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insert menu. Click on Object…. From insert menu brings up the Insert object dialog box which lists all the different types of objects that can be embedded in PowerPoint Slides.

You create embedded objects using another application while you are working in PowerPoint. (This requires that you have the application installed on your machine.) The object’s application menu and toolbar appear on the screen and may temporarily replace the PowerPoint menu and toolbars. When you’re finished, click anywhere else on the slide to return to PowerPoint.

To edit embedded objects you created, double-click on the object. Again the object’s application menu and toolbar appear. Make the changes and , when you’re done, click anywhere also on the slide.

Tables

To inset a Microsoft Word table on a slide:

• Double-click on a Table Placeholder, • Click on the Word Table Button shown here, or • Under the Insert menu, choose Picture, then Word table

And specify the number of rows and columns you want. If you click on the Insert Microsoft word Table button on the standard toolbar, drag on the cells to select the number of rows and columns.

The table appears along with Word’s application menu and toolbars. Type the table contents and, when you’re finished, click anywhere else on the slide. To edit the table, double-click on it and edit the table using Word tools and menus.

Clip Art

You can put graphic images from Microsoft ClipArt Gallery on your slides. To add Clip Art to a slide: • Double-click on Clip Art placeholder. • Under the Insert menu, choose Picture, then clip art. Click the Insert Clip Art button on the Standard toolbar.

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Picture

You can put scanned image or art created from other programs on your PowerPoint slide. Select Picture from the Insert menu, choose from Scanner and use the MS office photo editor after opening the file from your computer

Word Art Object:

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You can add text with special effects in your slides using Microsoft WordArt. There are at least three ways to put word art in your PowerPoint choose object from the insert menu, or double-click on an object placeholder. In the Insert Object dialog box, select Create New and chose the latest version of Microsoft Word Art from the Object Type list. The WordArt dialog box and menus appear. Type the text and click on Update Display. Choose the special effects you want from the WordArt toolbar. When you’re done, click anywhere else on the slide.
Working in Different Views

You can switch between five views of your presentation; each view gives you a different way of looking at and working with your presentation. To toggle between views, choose the desired view format from the View menu or click the appropriate button to the left of the horizontal scrollbar (shown here to the left). From left to right, the view are Slide View, Outline View, Slide Sorter View, Notes Pages View and Slide Show View.
Slide View

In Slide View, you can add graphics to your slides as well as type, edit and format text, PowerPoint displays the Formatting and Drawing toolbars in addition to the standard toolbar. The presentation appears
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on the screen one slide at a time. The left side of the status bar displays the page number of the current slide. To move to other

slides, drag the elevator on the vertical scroll bar or click the Previous slide or nest slide button below the scrollbar.

Outline View

Working in Outline View is a good way to organize and develop the content of you presentation. To insert text, click where you want to add text and type. Bullet and their editing is very easy in this view. Creating sub-level along with promotion and demotion text can be done here as well. You can also print a copy of you outline. In this view, you see only the title and body text of each slide. The drawing toolbar closes and the Outlining toolbar opens. This works much like the Microsoft World Outlining toolbar.

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Slide Sorter View

In Slide Sorter View, you can efficiently perform tasks such as reordering slides and adding builds, transitions, and slide timings for electronic presentations. You cannot work on text and visual elements of individual slides in this view. PowerPoint displays miniature versions of each slide. In addition to the standard toolbar, PowerPoint displays the Slide Sorter toolbar.

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Notes page View

In Notes Pages Views, you can create pages that you can print and use as a guide during your presentation. Each page contains an image of the corresponding slide and placeholder for your notes.

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Slide Show View

You use Slide Show view to deliver you presentation as an on-screen electronic slide show or to look at each slide full-screen. Click the mouse button to advance to the next slide. If you’ve reached the last slide or press the Esc Key on the keyboard, you return to the previous view.

Changing the Slide Layout

In Slide View, you can change the arrangement of objects on a slide, move and resize placeholders or replace the current layout with a different Auto-Layout.

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Moving and Resizing objects

To move or resize an object, first click on the object to select it. Eight handles appear around the object. Click and drag a handle to change the size and / or shape of the object. Click and drag anywhere else on the object to move it.

To resize an object by an exact scale while maintaining its proportions, select the object and then choose Scale from the Draw menu. Enter the scale on the Scale dialog box and click on OK.

Moving and Resizing Placeholders

To move or resize or placeholder, select the placeholder and click on its dashed border. You will get a fuzzy outline around the border with eight resize handles. Click and drag a resize handle to change the size and / or shape of the placeholder. Click and drag anywhere else on the fuzzy outline to move it.

Changing the Auto Layout

To restore a slide’s layout after you’ve made changes to it or to change the Auto Layout without deleting any text or object you’ve already put on it select Slide Layout from the Format menu or click Slide Layout button on the Status bar. Select the Auto Layout from the Slide Layout dialog box and click Reapply.

Making the Presentation You Need

Slide Setup

Unless you created the presentation using the Auto Content Wizard and specified otherwise, slides are by default up for an on-screen show. To change this, select Page Setup from the File menu. On the Slide Setup dialog box, select the output you want from the Slide Sized for drop down list. You can also change slide orientation from landscape to portrait, and the physical size of your printouts.

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Arranging the Template

To change the prostration’s design template, select Apply Design from the Format menu or click the Apply Design Template button on the Standard Toolbar. In the Apply Design Template dialog box, select the design template and click Apply. On a typical installation of PowerPoint, the design templates are in the presentation Designs folder in C:\MSOffice\Templates. You can also use your own design templates or even an existing PowerPoint Presentation.

Black & White Slides

To display the presentation in black and white, select Black and White from the View menu or click the B&W View button on the Standard Toolbar. In Slide view, you’ll see the current slide in black and white and a color slide miniature on a small Color View window. The B&W View button toggles between the black and white and color views. To hide the Color View window, select Slide Miniature from the View menu.

Deleting a Slide

To delete a slide in Slide View, select Delete Slide from the Edit menu. In Slider Sorter View, Select a slide and hit the delete key from your keyboard.

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Reordering Slides

To move a slide, select the slide in Slide Sorter View and click the Cut button on the Standard toolbar. This copies the slide to the Clipboard. Then click on the position where you want to insert the slide (note the flashing insertion point) and click the Paste button. You can also change the order of your slides in Slide Sorter View by clicking on a slide and dragging it to the position where you want it to appear.

Delivering an On-Screen Show

To deliver your presentation as an on-screen electronic slide show, open the presentation in PowerPoint; select Slide Show from the View menu. By choosing Setup Show from the Slide Show menu you can choose which slides you want to show during the presentation.

During the Presentation

To move to the next slide, click the mouse button or press ‘N’ on the keyboard. To get a menu of available slide show commands, click the right mouse button or this icon that appears on the lower left side of the screen.

• To go directly to a particular slide, select Go To, Slide Navigator from the menu. On the Slide Navigator dialog box, select the slide and click Go To. • To annotate a slide during a show, select Pen from the menu and the mouse pointer toggles to a pen. Click and drag to write or draw on the slide. To return to advancing the slides, switch back to the arrow by selecting Arrow from the menu

You can deliver an on-screen show on a computer that doesn’t have PowerPoint installed using the PowerPoint Viewer, freeware that you can distribute with your presentation. You can create disks that contain the presentation and PowerPoint Viewer. Select Pack and Go from the File menu and the Pack and Go Wizard guides you through the process.

Slide Timings

When delivering an electronic slide show, you have the option of manually advancing the slides or using slide timing. In Slide Sorter View, click the Rehearse Timing button on the slide sorter toolbar and rehearse the delivery of your presentation. The rehearsal window
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that stays on the screen during the slide show keeps track of the time elapsed since a slide appeared on screen. At end of the slide show PowerPoint gives you the total time of the presentation and the option to record the slide timings. If you record the slide timings, they will appear in Slide Sorter View. To manually revise the timing set for a particular slide, select it in slide sorter View and click and Slide Transition Button on the Slide Sorter toolbar. Then enter a number in the Advance Automatically after box. To use the slide timings during a slide show, choose Use Slide Timings on the Slide show dialog box.

Transitions are special audiovisual effect that occurs when moving from slide to slide during a electronic presentation. To add a transition to a selected slide in the Slide Sorter View, click the Slide Transition button on the slide Sorter toolbar. From the Transition dialog box, you can choose the effect and speed of the transition and a sound to accompany the visual effect. A transition icon appears below the slide miniature of a slide with transition. You can preview the transition on the miniature by clicking on the icon. If you want the same transition
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on all your slides, choose Select all from the Edit menu and then all the transition.

Builds

You create build slide if you want to show paragraphs on a bulleted list one at a time during a slide show. To build the body text of a selected slide, choose an option that appears when you select Present Animation from the Slide Show menu. If you select an option other than off, during a slide show the list will appear by first level paragraphs with every mouse click using the particular effect. For more options, use the drop down menu on the slide sorter toolbar labeled Text Preset Animation. On the Animation Settings dialog box, pick a build option, a visual and audio effect, and the text color after a build step. In Slide Sorter View, build icon appear below the slide miniature of a slide with build but you cannot preview it. For more options, do the following: • View your slide in slide view • Right click on your slide • Choose custom animation

Saving Your Presentation

To save your presentation, choose Save As from the File menu. In the File Save dialog box, type the name you wish to give your presentation in the File name edit box, select the folder where you want it saved from the Save in drop down list, and click Save. If you’re going to open the presentation in another computer and want to make sure that text displays properly, click the Embed True Type check box.

Opening a Presentation

To begin working with PowerPoint by opening an existing presentation select Open an Existing Presentation from the PowerPoint startup dialog box and click OK. If PowerPoint is already running, choose Open from the File menu or click the Open button on the Standard Toolbar. From the File Open dialog box, select the folder where the files is located in the Look in drop down list, select the file from the Name box, and click open.

You can open several presentations at a time. To switch between open presentations, select the file name from the Window menu.

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Printing

To print, choose Print from the File menu. In the Print dialog box, select from the PowerPoint drop down list the output your want (slides, handouts, notes pages or outline) and click OK. If you’re printing a color presentation on a black and white printer, click the Black & White check box to print Black and White View of the presentation. If your slides are sized differently from the paper you’re printing on (for example, 35mm or on-screen), click the Scale to Fit Paper check box to make the slide images fill the page

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Getting

MS EXCEL

Posted on by electrifyingeee in BASIC OF COMPUTER, M.S. OFFICE

DOWNLOAD THE PDF THIS NOTES CONTACT THIS NO:- 8435646486

 

MS EXCEL

A spreadsheet is essentially a matrix of rows and columns. Consider a sheet of paper on which horizontal and vertical lines are drawn to yield a rectangular grid. The grid namely a cell, is the result of the intersection of a row with a column. Such a structure is called a Spreadsheet.

A spreadsheet package contains electronic equivalent of a pen, an eraser and large sheet of paper with vertical and horizontal lines to give rows and columns. The cursor position uniquely shown in dark mode indicates where the pen is currently pointing. We can enter text or numbers at any position on the worksheet. We can enter a formula in a cell where we want to perform a calculation and results are to be displayed. A powerful recalculation facility jumps into action each time we update the cell contents with new data. MS-Excel is the most powerful spreadsheet package brought by Microsoft. The three main components of this package are

Electronic spreadsheet Database management Generation of Charts.

Each workbook provides 3 worksheets with facility to increase the number of sheets. Each sheet provides 256 columns and 65536 rows to work with. Though the spreadsheet packages were originally designed for accountants, they have become popular with almost everyone working with figures. Sales executives, book-keepers, officers, students, research scholars, investors bankers etc, almost any one find some form of application for it.

You will learn the following features at the end of this section.

Starting Excel 2003 Using Help Workbook Management Cursor Management Manipulating Data Using Formulae and Functions Formatting Spreadsheet Printing and Layout Creating Charts and Graphs
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Starting Excel 2003

Switch on your computer and click on the Start button at the bottom left of the screen.

Move the mouse pointer to Programs, then across to Microsoft Excel, then click on Excel as shown in this screen.

When you open Excel a screen similar to this will appear

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The options shown below is called as Menu Bar

The collection of icons for common operations shown below is called as Standard Tool Bar

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The formula bar is the place in which you enter the formula(=A3*B5)

The alphabets A,B… are known as columns

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This is the name of the workbook. (Book1)

The rows are numbered as 1,2,3…

Sheet1,Sheet2, Sheet3 are known as worksheet tabs

How to use Help Menu Click on Help, Contents and Index, then click on the Index tab. The following screen will appear

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Type the first few letters to see the help entries for those letters.

You can get the printout of any help topic by selecting it, right clicking and then clicking Print Topic.

Workbook Management

Task 1: Creating a new workbook

Click on File menu and then click on New.

Click Workbook and then click OK button. You will get the screen as shown below.

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Enter data as shown in the figure below :

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Task 2: Saving Workbook

Click on File menu and then click save. You will get the below screen

In the File name text box, type sample and then click Save button

Task 3: Opening an existing workbook

Click on the File menu and click on Open. The open dialog box will appear

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Click on some file (Example: sample.xls), then click on Open.

Task 4: Closing your workbook

Click on File menu, then click Close to close your workbook

Cursor Management

Task 1: Moving around the worksheet

Open sample.xls workbook. Move the cursor in your worksheet by using the arrow keys on the right-hand side of the keyboard. When you have got lots of rows of data you can move the cursor more quickly by using the PgUp and PgDn keys to move up and down a screen at a time. To move one screen to the right, press the Alt key and PgDn keys together. To move one screen to the left, press the Alt and PgUp keys together. To move further to the right, just keep pressing the right arrow key To move back to cell A1, press the Ctrl and Home keys together. Pressing the Home key on its own takes you back to column A To move to the last column(IV) press the Ctrl and right arrow keys together.
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To move to last cell containing data, press Ctrl and End keys together. To move to the last row(65,536), press Ctrl and the down arrow keys together. You can also move the cursor with the mouse. Move the mouse pointer to the location you want. Press and release the left mouse button once when the cursor is where you want it.

Task 2: Moving to a Specified cell

Click on the Edit menu, choose Go To. You will get the below screen

Enter the destination cell reference in the Reference text box.

Click OK to move directly to the specified cell.

Data Manipulation

Task 1: Entering data

Start Excel. Click File and then New. An empty worksheet appears as shown below

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Type Expenditure in cell A1 then press down arrow key to move to cell A2.

Type Month then press the down arrow key to move to cell A3

Continue to type the data. The resulting worksheet should appear like the following screen.

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Save your work by clicking File and then Save As. This dialog box appears.

Type cash in the File Name text box and then click Save button. Excel automatically adds the extension .xls to your file name.

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Task 2: Editing data

Click File and then click Open. Click cash.xls and then click Open. Move the mouse pointer to cell D4, click and release. The cell is highlighted and 18 appears in the formula bar. Move the mouse pointer to the formula bar and click once to the right of 18.

Use the Backspace key to delete 8,then type 4 and press Enter. Cell D4 now contains the value 14.

Task 3: Replacing cell data

Make the cell B5 active by clicking on it. Type 200 and press Enter. The cell B5 will now contain the value 200 replacing old value (150).

Task 4: Deleting cell contents

Move to cell C5 and click to select. Press the Delete key. The cell becomes blank.
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Drop down the Edit menu and click Undo to reinstate the 145. Excel 97 allows 16 levels of undo. You can use Undo and Redo buttons also.

Task 5: Copying data

Open the cash spreadsheet. Select the cells D3 to D5 Click Edit menu and then click Copy. Select the cells F3 to F5. Click Edit menu and then click Paste. Now the cells D3 to D5 are copied into F3 to F5.

Task 6: Moving data

Open cash.xls spreadsheet. Select the cells from B3 to B5. Click Edit menu and then click Cut. Select the cells G3 to G5. Click Edit menu and then click Paste.

Task 7: Data Auto Fill

There is an easy method to fill the data in columns and rows. The data may be Numeric or dates and text.

To fill Slno by using auto fill ♦ Type Slno for 2 cells i.e 1,2 in the cells A1 and A2 respectively. ♦ Select two cells and drag the Fill Handle + ++ +

To fill dates in the cells
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♦ Type date in the cell ♦ Select the cell and drag the Fill Handle

We can customize the lists with different text data to minimize the redundancy of work.

Some of the lists are listed below:

1. Jan, Feb, Mar, Apr, May, June, July…. like months

2. Sunday, Monday, Tuesday, Wednesday, Thursday…Like week days

3. Adilabad, Anatapur, Chittor, Cuddapah… like District names

4. Ravi, Kiran, Praveen, Rama…. like employees list

To create a customized list follow the steps given below:

♦ Click Tools Menu ,Click Options then click Custom Lists tab, Then you will find the figure given below:

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♦ Click NEW LIST and enter the list in the List entries window ♦ Click Add button then click OK button then your list will be added to the Custom Lists. That list you can use as and when required to type. ♦ Now you can Drag the fill handle (+ ) to get the list automatically.

Using Formulae and Functions

Task 1: Entering a formulae

Click File and then click New.

Enter the data in the new worksheet as shown below

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Cell B6 should contain formula. Move the cell pointer to cell B6. Type =B3+B5(formulae and functions should always begin with = sign) Cell B6 will now contain the value 350 Look at cell B6; you will see the result of the formula in the cell B6 rather than formula. Now repeat the appropriate formula for cell C6, D6. Save your worksheet as cash3.xls.

Task 2: Editing Formulae

Move the cursor to the formula bar with the mouse, clicking once. Make the desired changes. When you have finished editing the formulae, press the Enter key for the changes to take effect. (OR) Edit the contents by pressing F2 key on the keyboard

Task 3: Displaying and Printing formulae

Click Tools menu and then click Options. Click View tab. In Window options check Formulas check box. The below screen appears.
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Click OK button. To print the worksheet with formulae displayed, click File menu and click on Print Preview. If the layout is satisfactory, click on the Print button.

Task 4: Using the SUM function

Open cash3.xls spreadsheet.

Suppose if you want the summation of the cells B3 to B5 should appear in the cell B6, then first select the cells from B3 to B6.
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Click the Auto Sum icon on the toolbar. The result of (B3+B4+B5) will appear in the cell B6.

Task 4: Copying Formulae

Open cash3.xls spreadsheet. If you want to copy the formula in the cell B6 to C6,D6,E6 then first select the cell B6. Move the cursor to the lower right corner of the cell B6. The cursor will change to + icon. Drag the cursor from B6 to E6 and release left mouse button. You will notice that the cells C6, D6 and E6 are updated immediately as shown below.

Task 5: Copying formulae using absolute addressing

Create the worksheet shown below and save ABS If you copy the formula in the cell c2 to c3, c4, c5 you will get the incorrect

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result because the formula will change in the cell (C3)to B3*A10 but the value in the A10 is not defined. The reason is that we are copying relative address but not absolute address. To use absolute address move to c2 cell.

Edit the formula to =B2+($B$2*$A$9) and press Enter key. Copy the formula to cells C3 to C5.

Formatting Spreadsheet

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Task1: Increasing column width

Open an existing worksheet(For example cash3.xls)

Move the mouse pointer to the position(column B)shown below in the column header. When the black cross appears, hold down the left button and drag the mouse to the right to increase the column width by the required amount.

Task 2: Decreasing column width

Open cash3.xls spreadsheet. Move the mouse pointer to the column B. When the black cross appears, hold down the left button and drag the mouse to the left to reduce the cell width.

Task 3: Changing width of all cells in a spreadsheet
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Open cash3.xls spreadsheet Select the entire worksheet by clicking the Select All button (to the left of A1 cell) at the top left corner of the worksheet. The worksheet changes from white to black.

Click Format menu, click Column, then click Width

In the column width text box type 20, then click OK button. Your worksheet cells should all increase in width.

You will get the below screen. You will notice that widths of all columns are now changes to 20
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.

Click the Undo button to revert to the previous cell width.

Task 3: Inserting Columns

Open cash.xls spreadsheet. Move to cell B2 and click. Click Insert menu, click Columns. You will get the below screen.

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A blank column will be inserted before(to the left of column B)

Task 4: Deleting Column contents

Open cash.xls spreadsheet. Move the mouse pointer to column E header and click to select column E

Press Delete button. The column contents will be deleted. Click Undo button to revert to the previous screen.

Task 5: Removing columns, rows, and cells completely

Select individual columns or rows or cells. Click Edit menu and click Delete

Task 6: Inserting a row

When you insert a row, it is inserted above the current row, so if you want to insert a new row above row 6(between rows 5 and 6), place the cursor on a cell in row 6 and Click on the Insert menu. Click Entire Rows insert a blank row between rows 5 and 6.

Task 7: Deleting row contents

Open cash.xls spreadsheet. Move the mouse pointer to row 2 header and click to select the row as shown below
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Press Delete to remove the contents of row. Click the Undo button to cancel the delete operation.

Task 7: Inserting cells

Open cash.xls spreadsheet. Select cells B2 to D4 by moving the mouse pointer to cell B2, holding down the left mouse button and dragging the mouse pointer to cell D4, then releasing the left button. The cells should be highlighted.

Click Insert menu and click Cells. This dialog box appears. Click OK to shift the cell down.
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Task 8: Changing data justification

Open cash.xls spreadsheet. Select the cell B2 as shown below. Here the text “Jan” by default left justified. You can modify alignment as right justified or center by clicking right justify or center the text within the cell by clicking respectively.

Task 9: Merge and Center data

Open cash.xls spreadsheet. Select the cells A1 to H1 as shown below

Click Merge and Center button on the toolbar
You will get the below screen.

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Task 10: Formatting cells

Create a new spreadsheet as shown below and save it as “marks.xls” Now you can format the cells in column C by selecting column C by clicking on the column heading

Click Format menu and click on Cells. Click on Number. Use the Down arrow in the Decimal Places to set to 0. Click OK. Now repeat the formatting but this time format the cells to two decimal places.
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Again, repeating the formatting operation, but this time to four decimal places. Finally, format the cells to eight decimal places. This screen will appear.

The #### symbols indicate that the cell is too narrow to display the data in the chosen format. However, if you increase the cell width sufficiently, the data will be displayed to eight decimal places. Increase the width column C until the data is displayed. Now change the formatting back to two decimal places, and reduce the column width to a suitable width.

Changing the data Orientation (Vertical, Horizontal etc.)

Excel offers three options that let you control the orientation of the text within a cell. These are Text alignment, Text orientation, and Text control.

Vertical text alignment can be any one of the following

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To display text vertically in a cell:

♦ Choose Cells from the Format menu. ♦ Click the Alignment Tab. ♦ Specify the desired text orientation by selecting one of the orientation boxes. ♦ Select the Wrap text check box, if you want Excel to wrap the text ♦ Click OK

Here are some examples of the different alignment options

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♦ Select vertical list box and select top to align the data at the top of the cell (Eg: cell A1)

♦ The below figure shows you different Text control options.

Printing and layout

Task 1: Previewing a printout

Open cash.xls spreadsheet. Click on the File menu and click on Print Preview. A screen similar to this should appear.

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Since the size of the text is very small, you can click on Zoom button, it magnifies the worksheet. Clicking on Zoom second time returns you to the original preview format. Press PgDn to move through your worksheet if it is more than one page long. Before printing make sure that your printer is switched on, is loaded with the appropriate paper, and is on-line. If you are happy with the layout of your document, click on the
Print button to obtain a printout. You should see a message on screen telling you that your file is being printer, and on which paper.

Task 2: Printing landscape

To select landscape mode, click on the File menu, Page Setup this screen will appear. Click on the Landscape button.

Task 3: Fitting your worksheet to one page

In the above screen click on the Fit To: box and type: 1 page wide by 1 page tall.
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If you need to make changes to your worksheet before printing, click on the Close button to return to your workbook.

Task 4: Adjusting margins

In the Page Setup dialog box, click the Margins tab and enter the appropriate sizes(in inches or centimeters)

Task 5: Setting Header/Footer to your worksheet

From the Page Setup dialog box, click on the Header/Footer tab to display the below screen.

In the Header box either you select a title from the drop down menu or enter your own title. Similarly for Footer box also you can set your own title. Click on OK.

Task 6: Printing selected cells

Open cash.xls spreadsheet. Click on the row 2 button (or any other row containing data) to highlight the entire row.
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Click on File, Print Area, Set Print Area. The preview screen should only display the selected cells. (Row 2). If the preview is satisfactory, click the Print button to print out only row 2. Click on File, Print Area, Clear Print Area to reset the Print Area.

Creating charts and graphs

Task 1: Creating a Pie Chart

Open cash.xls spreadsheet. Select the cells A1 to G5 as shown below
Click on Insert menu and click Chart option. This will start the Office Assistant, to guide you through creating chart.

Follow the instructions in each step of the Wizard. The Assistant explains each step. At step 3, you can specify the Chart title, X-axis title and Yaxis title separately. At step 4, click As object in sheet 1, then click Finish. Your chart is now finished. Save as cash4. Your chart is saved with the spreadsheet. This type of chart is known as an embedded chart and is saved with its worksheet.

Task 2: Creating charts when the data range is not continuous

Open cash4.xls If your requirement is create a chart to show expenditure for February, then first select cells A2 to A5. Hold down the Ctrl key and, while holding it down, select cells C2 to C5. Your screen should be similar to this one. Click on the Chart Wizard and create a column chart. Your screen should look similar to this.

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If your chart doesn’t appear to show any data, you probably included some other cells, probably A1 and/or C1. If so, delete your chart and re-select the correct range.

Task 3: Sizing a chart

♦ Open the cash3.xls created earlier. A screen similar to this one should appear.

The small black markers at each corner and mid-way along each side of the chart. These indicate that the chart is selected, and are called its selection squares. Click on the mid-point marker on the right-hand side, hold down the left mouse button and drag the mouse to the right about one inch(3cm), then release the mouse. The width of the chart will have increased. Now practice the same operation on the mid-point marker of each of the other sides of the chart. Now try the above, but this time on one of the four corner markers. Note that when you use these techniques, the whole chart changes in size, but it retains its original proportions.
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Now use the same technique to reduce the size of the chart.

Task 4: Deleting Charts

Make sure the chart is selected(the small black markers are visible). If not, move the mouse pointer into the chart area and click and release the left mouse button once. Press Delete to delete the chart.

Task 5: Moving charts and graphs

Make the chart active. Move the mouse pointer into the chart area. Hold down the left mouse button and drag the chart to the desired position.

Task 6: Chart headings and labels

While creating charts the step3 asks for Chart heading, labels for X-axis and Y-axis. You can define your own labels or click Next button so that the default values can be accepted.

For example Chart title is Expenditure, X-axis label is months and Y-axis label is Sales

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Task 7: Editing chart items

Create the chart as shown below and save it as cash4.xls.

Click the chart title(Expenditure). Selection markers(small black squares) will appear around the selected item. You can move or size the title in the same way that you can move or size a chart. Click the title box and drag it up by about one inch (3 cm), then release the mouse. You can format the title by selecting it, then right clicking and then selecting “Format Chart Title” from the drop down menu. You will get the below screen.
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You can select font type, font style and font size as shown above Click OK.

Task 8: Adding text to a chart

Open cash3.xls worksheet. Click View menu, click Toolbars, Drawing. Click the Text box icon on the Drawing toolbar.

Draw a text box inside the chart area as shown below
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Click inside the text box. A flashing text cursor will appear. Now type Household Expenditure You can use the same procedure for any other text that you want to appear in charts.

Task 9: Adding a legend to a chart

Create a pie chart as shown below.

Display the Chart toolbar, by dropping down the view menu and clicking Toolbars, Chart. In the above figure the legend is already added. Click inside the pie chart, then click once on the add or delete legend button on the Chart toolbar. The legend will be added if not already present and removed if it is currently present.

You can also add or delete a legend from the Chart, Chart options menu

Task 10: Adding gridlines to a chart Open cash3.xls worksheet and change chart type to Column chart. Click Chart, Chart options to display this box. Click the Gridlines tab and tick the gridlines boxes required.

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MS WORD

Posted on by electrifyingeee in BASIC OF COMPUTER, M.S. OFFICE

DOWNLOAD THE PDF THIS NOTES CONTACT THIS NO:- 8435646486

MS Word

Word Processing is perhaps the most common and comparatively easier application to work on any computer. A word processor lets you to change words or phrases, to move whole sections of text from one place to another, store blocks of text, align margins all in few seconds. Use of word processors has changed the look of official correspondence, reports, and proposals etc. to a great extent. MS Word is an advanced word processing product by Microsoft company. The powerful features of Word will allow you to create even graphic based multicolumn publications such as Fliers, News letters and Internet web pages.

This section provides an overview of MS – Word and deals with the following features:

Starting MS-WORD-2003 File management Editing documents Formatting documents Printing documents Inserting pictures into document Tables Password protect of document Inserting objects of other type(MS-Excel, Photo Editor etc.) Other features Mail merge

Start Word 2003

Switch on your computer. Click Start button then point to Programs and then click on MSWord. You will get a screen as shown below:

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PARTS OF WORD WINDOW

Please see the picture below for a visual image of parts of an active window has:

Title bar This tells you which application package is currently running and which document is currently open.

Menu bar This is the traditional windows style drop-down menu. When you point to any menu title and click once with the mouse, the menu will open displaying all the commands available under this menu. Clicking on the desired command would tell Word to execute that command. Some commands have ellipses (…) in front of them. These commands have further sub commands. Commands appearing in dim mode cannot be executed unless the prerequisite functions required by that command have been performed, e.g. you cannot use the Copy or Cut command from the Edit menu unless you have selected a piece of text first. Many commands also have a keyboard shortcuts specified against their names.

Standard toolbar Toolbars contain buttons, drop-down menus and other controls that help you to quickly alter the appearance and arrangement of documents by executing a variety of word commands. Toolbars are very helpful and convenient in quickly executing
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commands without having to go through menus. The standard toolbar contains icons for basic functions like opening files, saving files, printing files, cut, copy, paste etc.

Formatting toolbar This contains icons for changing the look of your text (called “formatting” in computer jargon); for example, there are icons for changing fonts, styles, font sizes, text alignment etc.

Ruler The Ruler lets you make changes to margins and indents, and helps you create document as per dimensions required.

Scroll tools These helps you travel within your document. You can go anywhere, up and down, right and left in your document mainly by two ways: Using the horizontal and vertical scroll bars with the help of the mouse; Or using the keyboard to press PgUp, PgDn, Home, End and arrow keys.

Status bar Also called the Status Area, this is the normally the last line on your screen. This gives the following information about your work—

• Current Page • Section Number • Current/Total pages in the document • Current Cursor Position (where the cursor is presently located) • Current Line Number • Current Column Number • Record Macro-whether macro recording is On or not • Track Revision-whether revisions have been made or not • Extend Selection • Over type mode-whether you are in Insert mode or overwrite mode

Cursor Also called the Insertion Pointer, this denotes the place where text, graphics or any other item would be placed when you type, overwrite or insert them. This looks like a tall, skinny toothpick and keeps blinking so that you can locate it easily.

Mouse pointer When your mouse pointer looks like an I-beam you should be able to move it freely on the screen. This is used for either placing the cursor at the desired place (take the mouse pointer there and click) or choosing any command either from the menu or from toolbars. The mouse pointer changes shape when in the process of doing certain tasks and the cursor disappears.

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TOOLBARS AND THEIR ICONS

Word Standard Toolbar

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File management

Creating a New Document

Click on File Menu Select and click New option
Otherwise click button on the standard toolbar

Opening an Existing Document:

Click File Menu Select and click Open option Otherwise click button on the Standard toolbar. Double click on the file from the open window

Saving a Document

Click File Menu Select and click Save button. Otherwise click button o on the Standard toolbar.

Moving through the document Open any word document. You can move the cursor to any location on the screen by using the arrow keys on the keyboard. Right arrow key is used to move one position to the right of the cursor Left arrow key is used to move one position to the left of the cursor. Up arrow key is used to move one position to the top of the cursor. Down arrow key is used to move one position to the down of the cursor. Page Up key is used to move down the screen at a time Page down key is used to move up the screen at a time Hold down Ctrl key and press Home to move to beginning of the document. Hold down Ctrl key and press End to move to end of the document.
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You can move to any position on the screen by moving the cursor with the mouse. You can use scroll bars to scroll the text upward and down ward.

Closing a Document

Click File menu Select and click Close button. Otherwise click butt on menu bar

Editing Word document

Cut , Copy and Paste options

These options will allow you to Cut or Copy a piece of text from one location and to paste at a new location.

To do these functions,

Place the cursor at the begining of the text to be selected. Drag the mouse pointer over the text. The text will now appear in reverse vedeo as shown below:

Jawahar Knowledge Center

Click Edit menu and then click on Cut option (or) click icon on the Standard Toolbar. Move the cursor to the place where you want the text to be pasted.

Click Edit menu and then click Paste option (or) click icon on the Standard Toolbar.

For copying the text from one location to other location the same procedure is to be followed. The difference between Cut and Copy is that while using the Cut option the text will be removed from its original location and pasted at a new location, where as when using Copy option a copy of the selected text is pasted at new location without disturbing the original text.

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Searching text

Open any document. Click Edit menu and then click Find option. You will get a screen as shown below.

In Find What text box type the word you want to find and then click Find Next button. Continue clicking Find Next button until you get the screen shown below.

Click OK button and then click X to close Find and Replace dialog box.

Replacing text

Open any word document. Click Edit menu and then click Replace option. You will get the dialog box as shown below and type the word with which you want to replace.
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Click ReplaceAll button once. You get the below dialog box.

Click OK button and then click X to close Find and Replace dialog box.

Moving the cursor to a specific page

If your word document contains more than one page, you can directly go to specified page by clicking Edit menu and then clicking Go To option. You will get the dialog box as shown below.

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In the Enter page number text box, type the required page number as shown below.

Click Go To button. Cursor will immediately jump to page 4. Click Close button to close Find and Replace dialog box.

Formatting documents

Bold, Underline and Italicize the selected text

Open a word document. Block the text by first clicking at the start of the text and holding the left mouse button and drag to the desired position and then release the left mouse button. The selected area will be highlighted. Move the mouse pointer to the button on the Standard Toolbar and click once. Move the mouse pointer outside your text and click to release the highlighting. Your text will now appear in BOLD FACE. Like this you can underline or italicize the desired text by using the following buttons

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Left aligning, centering , right aligning and justifying text

Left Centre Right Justify

Open a word document. Block the text by first clicking at the start of the text and holding the left mouse button and drag to the desired position and then release the left mouse button. The selected area will be highlighted. Move the mouse pointer to Align Left button on the toolbar and click once. Your selected text will be left aligned. Move the mouse pointer to Align right button on the toolbar and click once. Your selected text will be right aligned. Move the mouse pointer to Center button on the toolbar and click once. Your selected text will be centered. Move the mouse pointer to Justify button on the toolbar and click once. Your selected text will be justified.

Creating Bulleted and Numbered list If a list of items are to be numbered automatically it can be done using Numbered List option

Ex: Microsoft Office consists of MS-Word MS-Excel MS-PowerPoint MS-Access MS-Outlook The above text is to be selected with mouse. Click on the Numbered List button on the toolbar

Move out of the text and click to release the highlighting. Your text will now look like this

1. MS-Word 2. MS-Excel 3. MS-PowerPoint 4. MS-Access 5. MS-Outlook

Now re-select the text Click the Bulleted List button on the toolbar.
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The numbers should be replaced with bullets as shown below

• MS-Word • MS-Excel • MS-PowerPoint • MS-Access • MS-Outlook

Indenting Paragraphs

Select a paragraph with the mouse. Click on the Right (increase) Indent b button on the toolbar.

Leave the highlighting on and click once more on the Right Indent button. Click once on the Left Indent button. Your text should now be indented by one Tab stop. Each time you click, the paragraph is moved one tab stop.

Changing case of text

You can change the selected text into either UPPERCASE, lowercase, Title case or tOGGLE cASE

Highlight the text. Select the Format menu option Choose Change Case option. You will get the dialog box shown below.

From the list of options select UPPERCASE to convert lower case into uppercase

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Indenting text with tabs

Type your name and address as you would at the head of a letter, but aligned with the left margin e.g.

K.Manohar H.No 10-334/3, V.P. Nagar, Malakpet, Hyderabad.

Move the cursor to the start of each line and press the Tab key. Just as with the right indent button, your text will move right. How much it moves will depend on the tab settings, which you can change in the Format, Tabs menu as shown below.

Font Controlling

To get different character styles we can change Font type Click on Format menu Select Font option. You will get the following screen.

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You can set Font type, Font Style and Font size and Color of the selected text. Click OK button.

Note: The above options are also available on the Formatting Toolbar
Font style Font Type Font size Color

Creating column wise documents

Open any word document file. Click Format menu and click Columns option. You will get a screen as shown below:

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In the Presets tab, select Two option to get below screen.

Click OK button. Your document will be converted to two-column document.

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Spelling and Grammar Checking of word document

Open any word document. Click Tools menu and then click Spelling and Grammar option. You will get the below dialog box.

Note all words that appear red color in First box are spelling mistakes. If you want to accept the suggested word, in the second box click on Change. If not, click Ignore button. You can also add a word to the dictionary by clicking on the Add button. Continue this process until you get the dialog box, shown below:

Click OK button. Save your work when the spell-check is complete, so that the corrections are saved.

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Printing document

Set Page Setup options

Click File menu Select and click Page Setup option. You will get the following screen.

Here you can set margins (top, bottom, right and left), paper size, paper source and layout. Click OK button.

Creating Header and footer

You can create header and footer that include text or graphics. For example, page numbers, the date, a company logo, the document’s title or file name, the author’s name, and so on. You can use the same header and footer throughout a document or change the header and footer for part of the
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document. For example, use a unique header or footer on the first page, or leave the header or footer off the first page. You can also use different headers and footers on odd and even pages or for part of a document.

The Header and Footer tool bar is

To Create header or footer
Creating different footers or headers for even and odd pages
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Preview document

Open any word document. Click File menu and then click Print Preview option. You will get a screen similar to this.

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You won’t be able to read your text, as preview is just for checking the layout. If you move the mouse pointer into the page a tiny magnifying glass icon appears. If you click on this, it magnifies the selected page.

Press PgDn to move through your document if it is more than one page long.

If you need to make changes before printing, click the Close button to return to your document

Print document.

Click File menu Click Print option. You will get a screen shown as below.

In the above figure you can set default Printer name or you can select other printers from the drop down menu. You can set which pages to print, how many copies to print, the page range like ”1-3,5-7”, whether to print all pages and so on.
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Before printing, make sure your printer is switched on, is loaded with the appropriate paper [A4], and is on-line. If you are satisfied with the layout of your document, click on the Print icon on the toolbar to obtain a printout. You should see a message on screen showing that your file is being prepared for printing. Click OK button.

Inserting pictures into the document

Inserting Clip arts Click Insert menu, click picture and then click Clip Art. You will get screen as shown below

Select the picture and then click Insert button. The selected picture will be inserted at the cursor position.

Inserting WordArt

Click Insert menu, click picture and then click WordArt. You will get a screen as shown below:

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Select a WordArt Style format and then click OK button to get the below screen.

Here enter your own text ( for example type Welcome)and then click OK button.

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Dragging Margins on the Ruler

Change to Page Layout view Choose View Ruler, if the ruler is not visible Point to transition area (where the grey area turns white) on the ruler. The mouse pointer changes to double headed arrow. Drag the margin to the desired position using the mouse. Watch the change in the Ruler’s dimension as you drag.

Page Breaks

Page Breaks are the places in your document where one page ends and a new page begins. Many things affect where page breaks will occur. Factors include the size of your paper, Margin setting, Paragraph Formats and section breaks. Page breaks appear as dotted lines in Normal view.

Forcing Page Breaks

Move cursor to the place of the break.

Choose Insert Break The Page Break dialogue box appears as below.

Click OK & the page break appears in the required position.

To insert page breaks press Ctrl+Enter. Page Break will be inserted at the place of the cursor.

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Drop Cap Feature

Select the Paragraph then Click Format menu and then Click on Drop Cap then you will get a screen as shown below:

Now Select the required position for Drop Cap and click OK

Creating Tables

Tables are preferred when compared to using spacebar or tab for alignment to give a table format, but Word has another excellent feature for alignment called “Tables”. This feature is used to create financial reports, catalogues, accounts etc.

Tables consist of rows and columns. The text can be typed in the cells. The size, shape and appearance of a cell are controllable features. You can also convert a text to a table and a table back to text. It also supports importing and exporting data onto a spreadsheet.

To create a table using Insert Tables Button

Move the cursor to the place where you want to insert the table Choose tables button from the Standard Toolbar Drag the mouse to highlight the desired number of rows and
columns in the tables menu
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Release the button. An empty table is inserted.

To create a table using table menu

Choose Insert table from Table Menu . You will find a dialog box as shown below:

Now type the Number of Columns and rows as you require and set column width Auto. So that the Column with will be equal to the width of the text. Now click OK.

An empty table is inserted in the document. Now inserting rows, columns, Deleting rows and widening the columns is very easy.

Insert Rows:

Place the cursor in the table, where rows are to be inserted Choose Table and click Insert Rows option to insert rows in the table

Delete Rows:

Select the Row which is to be deleted Click Table and click Delete cells option.

In the same way you can do with columns also
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Using Formulae in the table

Tables can be used to prepare financial statements. Different functions can be used to calculate Column totals, Row totals, Average , Count, Minimum and maximum of given values etc. To use a formula in the table

Keep the mouse cursor at the place where the value has to come Click Table menu and then click Formula option.

You can see the following dialog box.

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Then click OK button

If you don’t want the above function, then choose another from Paste function drop down list.

Sort the Table

We can arrange the data in the table in some order i.e. By name, By ID no, By basic etc.

To sort the table

Select the table by using menu Table -> Select table Sort the table by using menu Table -> Sort options

You will find the following dialog box:

Now select the sort by field and click OK

Numbering Pages

Open any word document. Click Insert menu and then click Page Numbers option. You will get the screen as shown below:

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By default the page number is placed at bottom right corner within the page. You can change the position of the page numbers by selecting other options like “top of the page, center” from the Drop down List boxes. Choose the Format button to review the other page numbering options or choose OK button to set the changes made in the Page Numbering dialog box.

Auto correct

AutoCorrect stores a list of common typographical errors and their spellings. When you make an error, Word detects it and inserts the correctly spelled version of the word. You can add words to the AutoCorrect list, based on the mistakes you make. Look at the AutoCorrect dialog box.

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Note that tm within parenthesis is automatically replaced by ™ with trademark symbol. To Add an AutoCorrect

Click Tools then click AutoCorrect, type the word in the place provided for Replace and With Options then click Add and then click OK. You can Delete an AutoCorrect option if you don’t want it.

AutoFormat

Use AutoFormat to reformat an entire document using a selected document template as a basis for the changes. Templates are supplied with Word, or you can create your own templates based on a document in which styles are applied to text, headings, lists and other text and graphic elements within the document. You can use Format/Style Gallery to view and apply available style templates to your document. Autoformat applies a style to every paragraph and heading. It typically replaces indentations created with spaces or tabs with paragraph indents, asterisks and dashes with bullets, and so on.

Auto Text

The AutoText feature lets you store commonly used passages, such as addresses, contract clauses, etc., and insert them whenever needed with a click of your mouse to create an AutoText entry.

Select a graphic or text block such as your name and address in your document.

Pick the Insert / AutoText menu selection: The Auto Text dialog box is displayed as shown below
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Type a Short name in the Name box and click Add.

To use Stored Auto Text

Type the short name of your Auto text and Highlight it. Click Insert/ AutoText from menu and then click Insert . The text is inserted in place of the selected AutoText name.

To remove an AutoText item:

Pick Insert/AutoText to get the AutoText dialog box. Pick an AutoText name and click Delete and Close

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Password Protecting the document

Open any word document. Click Tools menu and then click Options Click Security tab. You will get screen as shown below.

In the Password to open text box, type your password (Ex: type mahesh). Your password will appear as group of ***. Click OK button. You will get the following screen.
Reenter the same password and then click OK button.
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Close the document by clicking File and then clicking Close option. Open the same document by clicking File and then clicking Open option. You will get a screen as shown below.
If you type the same password as earlier (mahesh) then only you can open the file. Enter the password and then click OK button. If you want to delete the password click Tools menu and then click Options. Delete the password in the Password to open text box. Click OK button. Your document will be unprotected.

Thesaurus The tools /Thesaurus menu selection gives you possible meanings and synonyms for selected words in your documents. This helps you be more precise in your writing. To use the Thesaurus, position the cursor in front of a word or highlight it. And Right Click and Then you will find a dropdown menu and select synonyms option select Thesaurus menu as shown below .

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Lists of possible meanings and synonyms are displayed. Pick a desired word so that it is in the Replace with Synonym box and click the Replace button to use it. Use the Look Up button to find alternate meanings of a selected word in the Meanings box. Click Cancel to exit the Thesaurus dialog box without accepting any of the suggested changes.

Creating a Mail Merge document

Following are steps involved in creating a Mail Merge document.

Create a new data source and enter information Create the main document Insert fields into the main document. Merge data source and main document.

Creating a new data source

This file is created basically to store the information like addresses which is to be used to merge with the main document.

Open a New word document Create a Table with following information :

First Name Last Name Add1 Add2 Add3 Bhaskar Rambha Banjara Hills Road No.3 Hyderabad Ashok Reddy Kukatpally Main Road Hyderabad Ravi Kumar Gandhi Nagar RTC X Roads Hyderabad Save the file as address.doc and close.

Creating the Main Document

From the Tools menu Letters and MailingMail Merge.

In the Main Document area of Mail Merge Helper window click the Create button. Clicking on the down arrow opens the pull down menu.
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Select Letters. and under Step 1 of 6, Click on Next : Starting document as shown in the above window (step 1).

You will get 3 options to select from the following window

• Use the Current Document • Start from a template. • Start from Existing Document

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Select the first option : Use the current document

Type the letter leaving sufficient space to place addresses later

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Now click on Write Your letter link (step 3) Then you will get following window.

Now Select an Existing Data Source i.e. the file address.doc and Click on Open Button.

Then you will get following window.

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Click Ok.

Then you will see the following screen

• To add recipient information to your letter Click on More items and insert the fields wherever required.

After inserting fields your document may look like this :

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Now see Step 4 of 6 and click on Next : Preview your letters

You can preview all the letters by clicking on Recipient 1..2.. so on

After Preview come to Step 5 of 6 and click on Next : Complete merge

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