RGMTTC

Computing SkillsAdvanced
UOM-S008
for the Students of University of Madras

BHARAT SANCHAR NIGAM LIMITED

(A Government of India Enterprise)
RAJIV GANDHI MEMORIAL TELECOM TRAINING CENTRE
(ISO 9001:2008 Certified)
MEENAMBAKKAM, CHENNAI - 16

INDEX
Contents
UNIT I - WORD PROCESSING.......................................................................................................... 3
UNIT II - SPREADSHEETS .............................................................................................................. 41
UNIT III - PRESENTATIONS........................................................................................................... 69
UNIT IV - DATABASES.................................................................................................................. 82
UNIT V - INFORMATION MANAGEMENT.................................................................................... 101

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UNIT I - WORD PROCESSING

Introduction:
MS-WORD or Word in short, is a comprehensive word processing software package.
It provides all the features of a most advanced electronic typewriter. In addition to
these, many other features are also available in Word.
Some of the important features are given below. You can
Insert characters, words, sentences, paragraphs or pages of text anywhere in
the opened file.
Alter, insert, delete, or correct any character, paragraph, page at any time in the
file.
Move a selected portion of text to any location in the file using a few keystrokes
or mouse clicks.
Copy a section of text and insert it in any location using a few key strokes or
mouse clicks.
Find and replace a character, a word or phrase repeatedly.
View the document in its true form or in miniaturized form.
Insert pictures and objects in the existing text.
Check the spelling and correct the wrongly typed words.
Check the grammar in a portion or entire document in the file.
Check the words with similar and opposite meaning for a given word.
Create a multi column document.
Introduce numbering and bullet in the document.
Insert a table.
Use different fonts of different styles for a part/entire file.
Superscript or subscript.
Draw shapes using available drawing tools.
Create borders and shades.
Create headers and footers.
Resize the pages and so on.

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Elements of Word Window

Word is built around a set of interactive windows (rectangular on-screen boxes)
through which you communicate with the Word Program.
Figure shows two windows on the screen, one nested within the other. They are
called
Application window and
Document window.
Application Window -Application window is the outer window that contains the
workspace for all word-processing procedures. Application window frames the
entire screen of the monitor. You use it to communicate with the Word program.
Document Window -Document window sits within application window. It is the
inner window where the text and images are entered.

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Control Menu Box- This appears at the top-left corner of the window. When clicked,
it displays menu options to move, resize, close a window, or switch to other
applications.
Sizing Buttons-They are located in the upper-right corner of the window. They are
called minimize button, maximize/resize button, close button.
Minimize button- This is located to the left of the resizing button. A click on it
reduces a Window to a button on Taskbar.
Maximize/resize button- The button, when clicked enlarges a program window to
fill the entire screen or enlarge a document window to increase the work area inside
an application window.
Close button- Clicking on this button closes the window.
Title Bar- Title Bar is the band displaying the name of the application. Title bar is a
part of the application window. The inner window displays the contents of the
current document. Title bar displays the name of the opened document as
Document1. If you open one more document, the name of that document will be
displayed as Document2. When you save the documents, Save As dialog box
appears and now you can opt for same name or a new one.
Menu Bar- It contains different menus located below the Title bar. You can select
any of the options by clicking on it or pressing Alt key and then the underlined
alphabet (Hot key). When you click on a menu, a list of options drops down. From it
select any option by clicking on it. If an item appears dimmed (usually in gray
shade), it means that it is not available for use.
Standard Toolbar- This bar is usually located below the menu bar. It contains the
tools that are used very frequently while working with the documents. Each tool is
activated by clicking on its icon.
Formatting Toolbar- This toolbar contains drop down menus for different headings,
types and sizes of fonts, borders and shades and also options of text attributes, text
alignments, bullets and indents.
Ruler- Ruler contains scales that indicate the tabs, indents, and margin/paragraph
settings for the line/paragraph in which the insertion point is currently positioned.
The settings of current paragraph may be quickly changed through the use of the
mouse and the ruler.
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Insertion Point- It is the vertical blinking line in the document window that
indicates current location and where the next text entry or graphics will be
inserted.
I-Beam-Pointer- It is the shape of the mouse pointer when it navigates within the
text area of the document window. (The pointer will take different shapes
depending on its location in the Word window and the Word procedures currently
in use.)
Status Bar- It is the bar at the bottom of the Word window that includes the page
number; section number, current page / total pages, the position of the insertion
point in inches, the current line number and column number, current modes in
which Word runs.
Scroll Bars- They are the bars along the sides and/or bottom of a window, a dialog
box, or a list. They indicate that there is more information to be seen by scrolling.
To scroll through a document content, click on the beginning or end arrows located
on the scroll bar, or drag the scroll box slowly along the bar. The location of the
scroll box on the bar indicates the position of currently displayed information in
relation to the entire document.
Exit -There are numerous ways to exit Word safely. The ways to exit safely from
Word are listed as follows. We can use any one method
Open the File menu and click on the Exit option.
Double-click on the Word window control-menu box.
Press the Alt key and F4 key.
Click on the Close x box in the application window.
If the current document has not been saved when you enter the Exit command,
Word displays a dialog box asking with options whether the changes are to be
saved or not before exiting the program. On clicking the Yes button, Word saves the
document with changes included in it.
Note: Always close all running programs before turning off the computer.

Managing Documents
The files in Word normally are called documents and DOC is the extension attached
by the system to the name of a Word file

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Opening a Document - In File menu,
Click New for opening a new document.
Click Open for the existing document
Otherwise the respective icons in the standard tool bar can be clicked.
If you click New, the New dialog box appears. In that, choose blank document (in
General tab option). Click OK. A blank document is opened with its name as
Document1, say, on the title bar. While saving this document, Save in dialog box
will appear. Choose the drive/folder/files name and then click on the Save button.
The document will be saved with this new name.
If you click Open in the file menu, Open dialog box appears. Choose the
drive/folder/file to be opened and click on the Open button. The particular
document will be opened.
Entering Text -When the document is opened, the blinking insertion point it is
automatically positioned at the top of the document. The default margins are 1.25
on left and right, and 1 on top and bottom. The standard paper size is 8.5 by
11(Letter size), default font is 10-point regular Times New Roman. The default
document view is Normal.

In the following exercise, a detailed description of few facilities provided by

Word is discussed.
Type the following paragraph. As you key in, notice that the insertion point moves
to the right. At the end of one line(boundary fixed by the right margin), Word wraps
to move the insertion point automatically to the next line. If you make a mistake
while entering, leave it, as you can correct it later.
Microsoft Word word-processor is being used to create this document. I am
looking forward to learning about some of the things that I can do with word so far.
I have read how to start and exit Word and how to work with some of the dialog
boxes. When I complete this section, I will have learned to display- the paragraph
marks and symbols that Word uses to organize my document and to select, delete
and replace text.
Press the tab key once and press Enter.
Press the Enter key again.

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Click on the Show/Hide button to display the tab stops, paragraph and space
markers in your document.

A paragraph can contain any amount of text or blank lines ending with a
paragraph marker. The document on your screen should consist of three paragraph
markers. The first paragraph contains the text just entered. The next two
paragraphs consist of blank lines. Space is displayed as a dot () and tab stop as
right pointing arrow ( ).
Note: The dot representing space and the paragraph marker and tab stops are
referred to as Non printable characters. Though they appear on the screen, they
will not appear in print outs.
Edit and Format
Word offers too many ways to change the appearance of the document. One may
change the indents, adjust space between lines or paragraphs and so on. The work
of executing such jobs as above is called editing and formatting.
Editing Text- You can open an existing file for modifications, printing etc.

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Complete the following exercise to practice opening a file.
Invoke Word. Click the Open button on the Standard toolbar or from File Menu, click Open to display
the Open dialog box.

If necessary, open the Look in drop down list box by clicking on drop down
arrow.
Select the Folder in which the file is available.
Move the pointer into the File name text box and double-click to select the
current entry or Type Intro.Doc in that text box and press Enter.
Intro.Doc file now is opened. Verify that the Title bar of the window contains
Microsoft Word - Intro.
Open the File menu and click on the Save As option to get the Save As dialog
box. Then save the file as New.

Formatting Text :So far, you have entered only plain text. Altering the style or size of the characters
is called formatting. Formatting work includes all the functions which contribute
for change in appearance of the document.
Word offers many ways to change the appearance of the document. You can format
individual character, word, change the indents, change at paragraph level. You can
change the font type or size and so on. The Formatting toolbar contains a number
of formatting buttons.

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Fonts and its sizes- To change the type or size of the fonts, select the text.Then click
the drop down font list on the Formatting toolbar.Select the font from the drop
down list, to change the type.

Font type in the selected passage immediately changes. Now select size drop
down list. Choose the size and click. The change is effected immediately.
Then, for illustration click B and observe.
Then click I and see.
Then click U and notice.
All the tree boxes are highlighted and the text now assumes bold, italic and
underlined. Click B, I and U one by one again. The text assumes original shape and
style.
These operations can be done from Format menu also.
Click Format menu.
Select Font.
Choose a font, type and size. This box provides few more facilities also as described
in the following.

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Superscripts and Subscripts and other effects
To get the superscripts or subscripts and other effects, select the appropriate check
box in the Font dialog box.
Bold Face, Italic and Underline - When you select any of these along with font, you
get a preview with valuable information displayed below that box.
Other options can also be selected. See the effects in the preview window.
Getting Italic letters- Select the text and then click I button in Formatting tool bar.

Copying Font Styles- After font formatting you can apply the font formatting
of the selected text to other paragraphs easily and repeatedly.

Select the new text paragraph- Choose Repeat Font formatting from Edit
Menu and click on it or Press F4.
Changing Case- To change the case of the selected text click on the Format Menu.
Select Change Case and click on it. This opens the change case dialog box, which
offers the following five choices.
Sentence Case: Changes the first letter of each sentence into capital.
Lower Case: Changes all the selected text into lower case.
Upper Case: Change the selected text into the upper case.
Title Case: Changes the first letter of each selected into Capital letter.
Toggle Case: Changes the upper case into lower and lower case into upper.
Formatting Paragraph- Margins define the upper, lower, left, right page boundaries
of entire document. Indents define the left and right boundaries of the selected
paragraph/line with in the document. By default a paragraphs left and right
indents align with left and right margins.
Let us correct the paragraph you have typed using the following tools/facilities
provided by Word. At the end of this process, you will become familiar with
deleting, inserting and replacing a portion of text. For this, you should know how to
control the cursor. The following table shows the functions of Arrow keys and
Special keys. These keys can be used as an alternative to the mouse also.

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Cursor control keys and action
Key press
Action
Moves insertion point up one line
Moves insertion point down one line
Moves insertion point one character to the
right
Moves insertion point one character to the left
Ctrl +

Moves insertion point one word to the right

Ctrl +

Moves insertion point one word to the left

Ctrl +

Moves insertion point to the beginning of the

current paragraph

Ctrl +

Moves insertion point to the beginning of the

next paragraph

Home

Moves insertion point to the beginning of the

line.

End

Moves insertion point to the end of the line.

Page up

Moves insertion point up in the screen.

Page Down

Moves insertion point down in the screen.

Ctrl + Home

Moves insertion point to the top of the

document

Ctrl + End

Moves insertion point to the end of the

document

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Place the I-Beam pointer before h in have read and click.
Point the I beam behind d in read.
Keep the shift key pressed. Click once.
Press Delete key once.
Key in the word know.
Keep the insertion point in front of the word display-.
Double click on disabled OVR in the Status bar.
Note that this enables over writing mode and OVR appears in Status bar. But it is
always better to keep the OVR disabled.
Type the word identify.
Double click on OVR in the Status bar to disable it.
Inserting Text
Place the insertion point after the word this.
Press space once and key in lesson.
Note: OVR in Status bar must be in disabled mode.
Deleting Text
Place the I beam pointer before w in the word word processor in the first line and
click. The insertion pointer appears just in front of w. Press Delete key five times to
remove word-. You can press back space key also for this operation. Then place the
insertion pointer after learning in the second line and press backspace key thrice.
The backspace key deletes one character to the left of it and the delete key removes
a character to the right.
Complete the following steps to correct the other errors in any document, in
general.
Read the document on the screen and locate the errors.
Use either the cursor keys or the mouse to position the insertion point next to
your first error, use the Backspace or the Delete key to remove incorrect
letters, then enter your correction. Repeat this step as needed to correct the
document.
Selecting and Replacing Text- Changing a string of text (letters, words, sentences,
paragraphs or entire document) is usually a two step process. The first step is to

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identify the text to be changed by selecting it. Selected text appears in reverse video
(or highlighted).The second step is keying in the new text.
Complete the following exercises to practice selecting, and replacing text.
Move the I-beam pointer after the word about in second line.
Click to position the insertion pointer and then select the text some of the things
I can do with word so far by dragging the mouse pointer across the words until
they appear in reverse video. Release the mouse button once the text is selected.
When the proper text selected, enter the words the power of Word. The selected
text is deleted when the first keyboard letter is pressed, and also the remaining
text moves to maintain the proper spacing.
An easy way to select one word is to double-click on it. Locate the word will in the
last sentence. Place the I-beam anywhere the word will and double-click for
selecting. Type the word would. Double click on the word section. Press Delete to
remove it.
For selecting a word, double click in the word. For selecting an entire line, move the
mouse pointer to the left hand side near the margin area. The Mouse pointer
changes to laterally inverted arrow. Now click. The entire line will be selected. To
select the entire paragraph, move the Mouse pointer to the left hand side to the left
margin area and double click, after the mouse pointer changes to arrow. The entire
paragraph will be selected. To select the entire document, do the same operation as
you have done for selecting a paragraph but click three times.
In the Edit menu, click Select All to select the entire document.
Undo and Redo- While working in a document, you would have committed many
operations.. A click on the Undo button on the Standard tool bar will cancel the
latest committed operations one by one. Click on Redo will cancel the last Undo
operation.
Clicking on the underlined down arrow (also called a drop-down arrow) by the sides
of the Undo and Redo buttons, displays a list of actions committed (undone or
redone).
Complete the following exercise to practice using the Undo and Redo buttons.

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Move the insertion pointer to the beginning of the document. Select the phrase
Microsoft word.
Type Word star.
Click the Undo button to return Microsoft word.
Click the Redo button again to cancel a previous edit.
Click the Undo button to revert the action.
Saving a Document- As you enter information into a new document, the information
is temporarily stored in the computers memory. The computers memory will be
erased when the computer is turned off (or when you exit from your program).
Saving the document as a file on a disk provides a permanent copy of the
document. A saved file can be recalled later and its contents can be edited and can
then be saved with modifications included in it.
When you save a document as a file, you must give a name to it and specify the
location (drive and folder) where the file is to be stored.
Complete the following steps to save the current document.
Click on the Save button on the Standard toolbar to display the Save As dialog box

Locate the blinking insertion point in the File name text box. Type the name Intro
and do not press Enter.

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Find the Drives list in the Save in text box. Drop down the menu to choose the
drive.
Click either on the name of the drive shown in the Save in textbox, or on the
drop-down arrow. Choose one from the list.
If necessary, use the scroll bar to select the name of the drive.
Locate the directory from the list below the Save in text box. Click on the
appropriate folder.
Click on the Save button to save the file.
After the file has been saved, note that the title bar on the window now reads
Microsoft word-Intro.
Modifying and Saving the Document- You have saved the document as Intro.doc. But
still the document is open. Make some changes or go to the end of the document by
pressing Ctrl key and then End key. Enter you name there at the end.
You can save this document as a new file also. If you save this document as
MyFirstWord, say, your name will appear in MyFirstWord.doc only. The Intro.doc
will be left unchanged.
To save it as Intro.doc itself,
Click on the save button on the Standard Toolbar. No dialog box is presented.
To save it as MyFirstWord, say,
In the File menu, choose Save As option and complete the operations.
Closing a Document and Exiting Word - If the current file is not saved and if you try
to close it, a dialog box appears with options whether to save the changes in the file
or not. Choosing Yes saves the file under its current name and closes it. If the
document is new and has not been saved earlier, Yes option displays the Save As
dialog box and complete the operations.
If you choose the option Exit in the File menu to close the program and exit before
saving the document, the same dialog box with options to save the changes
appears. Opting Yes and No will close the program. Do the following.

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Press Ctrl + End to move to the end of document, then press Enter twice.
Type Word for Windows.
Click on File in the menu bar
Click on the Close command and in the dialog box,
Click on the Yes button.(The file is saved with changes)
Exit Word.

Templates
If you're going to use a document over and over again, it makes sense to turn that
document into a template. A template in word processing terms is a document with
some settings already in place.
When you first open Microsoft Word it gives you a new document. This document is
an in-built template. It will have its margins, and a whole lot of other settings,
already prepared. All you have to do is start typing. This document is called
"Normal.dot".
The three letter extension tells you that it is a template. All templates end with the
letters ".dot". You can turn your own documents into templates that have the three
letter ".dot" extension.
To turn a document into a template, do the following:
Open the letterhead that you have created
With the letterhead open, click on File from the menu bar
From the drop down menu, click Save As
The Save As dialogue box appears
Click the black down-pointing arrow of the "Save as type", just to the right
of where it says Word Document(*.doc)
From the drop down list, click Document Template(*.dot), as in the image
below

Here, we've called our doucument LetterHeadAddress. But when you click on
Document Template with your left mouse button, you are taken to the folder
where Word stores all its templates. You can see a list of templates already set up,
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including the "Normal.dot" template. The image below shows the list of templates
on this computer:

As you can see, there is only one template listed - Normal.dot. You may have more
in yours. But take a look at where Microsoft Word will store your template:

If you have Windows XP, Word will store all your templates in this folder:
C:\Documents and Settings\user\Application Data\Microsoft\Templates
If you have W98 or WME, word will store all your templates in this folder on your
computer:
C:\Windows\Application Data\Microsoft\Templates
But locations do vary.
But don't worry: you don't have to search your entire computer to open your
template! Word stores them in this folder for a reason. Which we'll see now.
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After you have set the "Save as type" box to Document Template, type in a name
for your template. Then click the OK button. You document is now saved as a
template.
To open it up very quickly, do the following. Before you follow this, though, click
File from the menu bar. From the drop down list click on Close. This will close the
letterhead you had opened, but won't close down Microsoft Word.
To open up your template, then, do this (Word 2000. The process is slightly
different for version of Word later than this):
Click on File from the menu bar
From the drop down list, click New
The New dialogue box appears

The crucial thing to notice here is that your letterhead has been added to the type
of New documents that you can open. To open your document, click on whatever
name you called your template. In the box above, LetterHeadAddress is the name
of a document you can open. After you have clicked on your document, click the
OK button. Your letterhead will open up in Microsoft Word.
Once your letterhead is open, click on File > Save As again. Notice the Save as
type box at the bottom.

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It doesn't say Document Template(*.dot). It says Word Document(*.doc). In other
words, when you come to save your letter, you will not be overwriting your
document template. That template is safe, and you can open it up as many times
as you want. What is being saved is just a Word document like any other Word
document.

Working with Tables

A table can be useful for presenting columnar information. Word tables consists of
horizontal rows and vertical columns. You do the typing in the area called cell.
Cells can contain text, numbers, or graphics. The entries in the cells can be edited
and formatted as any other text. Use them to create forms, financial reports,
catalogs etc.
Insert a Table
Click on the Insert Table button in the Standard Toolbar or
Click on the Table in the menu bar.
Select Insert Table.
Insert Table dialog box appears. Type the number of rows and columns required or
use the spin box to obtain the required numbers.

Instead, click on the Autoformat button will open Autoformat dialog .

You can select the format from the formats box. These are standard formats
presented by the system. Choose any format, you like. The preview of the selected
format appears by its side.
Word inserts the table at the insertion point. Now the insertion point appears in the
first cell.

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Rows

Cell
Column
Entering Text in Cells
Key in the text in a cell. To move to next cell, press Tab key. To move backwards,
hold the Shift key and press Tab or take the mouse I beam wherever you want and
click.
Deleting Text in a cell
For deleting the contents of a cell, Select the cell and press Delete key.
Selecting a cell

To select a cell, move the mouse printer to the left corner of the cell. The
mouse pointer changes into arrow. Click the mouse to select the cell.
Selecting Rows
Using a mouse
Move the mouse pointer to the left extreme of the row next to the table border,
when the mouse pointer changes into arrow, click the mouse. The entire row is
selected.
You can select multi rows also. First select one row hold the mouse button and
drag the mouse to select next few rows.

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Using Menu
Place the insertion point anywhere in the row. Then from Table menu Select Row.
The entire row is selected.
Selecting Columns
Using a mouse

Take the mouse pointer to the top of the table and over the border of the
table. The mouse pointer changes as a small black down arrow. Click the mouse
button. The entire column is selected. Select a column, hold the mouse button and
drag to next few columns to select them.
Using Menu
Place the insertion point in any of the cells in the column. From Table menu choose
Select Column. The column is selected.
Inserting a New Row at the End of the Table
To insert a new row at the end of the Table, go to the last cell of the Table and
simply press Tab key. A new row is added.
Inserting a New Row
Inserting a new row in between, place the mouse pointer anywhere in the row.
From Table Menu, select Insert Rows. A new row will be inserted before that row.
Inserting a column
At the end of the row
Take the mouse pointer next to the end of the table border. In the Table menu,
Click Select column. The column will be selected next to table border. From Table
menu choose Insert column option. Click on it. A new column will be added at the
end.
To insert a column in between
Select a column. In Table Menu, choose Insert column and click. A new column is
inserted.
Deleting a Row
Select the row, which you want to delete. Then in Table menu, select Delete Rows
option and click. Remember that deleting a row will remove the row from your
table. But selecting the row and pressing Delete key will delete the data only, but
not the row. The other way to delete a row is as follows. Select the row and click on
the Cut icon in the Standard Toolbar.

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Deleting a Column
Select the column. In the Table menu, select Delete Columns and click.
Adjusting the Cell Height and Width
Place the insertion point anywhere in the Table. Then in the Table menu, select Cell
Height and Width. Cell Height and Width dialog box appears. Select Row tab. Click
the spin box of At to increase the points. Then click OK. To change the Column
width, select the Column Tab in the Cell Height and Width dialog box. Decide the
width and click OK.

Using the Mouse

To change the cell width, move the mouse pointer over cell border. The mouse will
become a double headed arrow. Hold the mouse button, drag to resize width.
Placing the Table at the Centre
Place the mouse pointer in any cell of the table In Table menu, choose Select Table
and click. The entire table is selected. Now again in Table menu, choose Cell Height
and Width. Click to open Cell Height and Width dialog box. In the dialog box select
Row tab. Click the center option and then click OK.

Sorting the Contents

You can quickly rearrange the contents of the Table in alphabetical, numerical or
chronological order.
To Sort Information
Select the rows or list items you want to sort.
In the Table menu click Sort.
Under Sort by, select a column number, field number, paragraph or name.
Choose Then by to sort within sort. You can have one more choice of Then by.
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In the Type box select Text, Number, or Date and then select the Ascending or
Descending option button.
Click on the OK button.
Performing Calculations in a Table
You can quickly add the numbers of a row or column. You can also subtract, divide
and take average of these numbers. The cells are referred as A1, A2, A3, B1, B2, B3
etc.
A

1
2
3
4
5
To Sum a Row or Column of Numbers
Position the insertion point in the cell where you want the sum to appear.
In the Table menu choose Formula and click.
Word analyzes the table and proposes the appropriate formula in the formula
box. For example if the insertion point is at the bottom of a column of
numbers, Word proposes = SUM (ABOVE).
Note: If word cannot determine an appropriate formula, it inserts = in the Formula
box. You can type or select the function you want.
Finally click the OK button

Tables of Contents, Indexes, and Cross-References

Dont manually create your table of contents, index, and cross-referencesuse
your word processor to generate them automatically from markers that you place in
the document. These features are essential for revisable manuals that will change
frequently. To make these features work, youll need to first create a master
document.

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Some online authoring tools automatically insert links or jumps from your table of
contents, index, and cross-references to the corresponding section of the manual.
The links from the table of contents are based on your use of heading styles. The
links from the index are from marked index entries. The links from cross-references
are from marked target sources (what the cross-references are to). The ability to
automatically generate links requires that you use these word processor features. If
you intend to create both print and online versions of your manual, these
automated features may save you time if links can be inserted automatically.
Tables of Contents
If youve applied heading styles to all of your headings, you can simply generate the
table of contents automatically once the text and page breaks are finalized. If you
have to change the text later, remember to regenerate the table of contents.

Microsoft Words dialogue box for generating a table of contents

Indexes
Indexes can be built by hand by going through a print copy of the manual and
creating a word processor file of entries and sub-entries (and sub-sub entries if
necessary) and their page numbers. The word processor can alphabetize them for
you. While this is probably the fastest way to prepare an index, each time you
revise the text, youll have to carefully check the index for changes or new entries
a time-consuming process.
For revisable manuals, a better strategy is to mark the entries in the word
processor. You can include both entries and sub-entries as well as cross-references
to other index entries.
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When the manual is finished, generate the index automatically. Your word
processor will compile the entries and sub-entries with their page numbers and
format them in the way you specify. Edit the index for duplications, omissions, and
errors, going back into the word processor files to make your changes. Remember,
if you simply revise them in the compiled index, the next time you regenerate it,
youll have to make the same corrections again.

Microsoft Words dialogue box for marking an index entry

While it takes a bit longer to set up an automated index, revising it after each
manual revision will be easy since you need only mark new entries, then regenerate
the index.
Cross-References
If you want to refer the reader to another section or heading, you can enter the
number of the page on which the information is currently located. For example,
For more information on styles, see page 12. While its easy and fast, each time

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you revise a section of the manual, youll have to locate all references to that
section and check that theyre still accurate.
A better strategy for revisable manuals is to insert the reference using your word
processors cross-reference feature. You can refer the reader to specific headings,
figures, tables, or other elements of the text and the word processor will
automatically insert the correct page number into your reference. And every time
you print the section, your word processor will check and update the page number
if necessary.

Microsoft Words dialogue box for inserting a cross-reference

Creating a Master Document
The automated table of contents, index, and cross-reference features were designed
assuming that your entire document is contained in one word processor file. If, like
most manual writers, youve divided the manual up into a series of files, youll need
to use the master document feature to make these other features work. Otherwise

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you wont be able to prepare a table of contents or index for the whole manual, and
cross-references wont update properly.

Use your word processors online help for information on master documents
A master document temporarily compiles the sub-documents that make up the
manual into a whole manual. For a revisable manual, the sub-documents would be
the modules (either chapters or sections), as well as the sections at the front and
back.
To generate the table of contents or index, create a master document, then use
these features in the master document. Cross-references will work as long as you
are referring to other sub-documents within the master document. Bewarethis
process does not always work smoothly.

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Mail Merge
Words Mail merge feature lets you quickly create personalized correspondence and
other documents called form letters by combining information from 2 different files
(Main document & data source).
For example you could merge a list of names and addresses from one file (your data
document) with a form letter in another file to produce a number of personalized
form letters.
About Data Sources and Main Documents
Data sources are organised collections of information i.e. databases stored as word
or Microsoft excel worksheet or Microsoft access table. Main documents contain the
body of a letter.
Project using Mail merge helper
To start the Mail merge helper select ToolsMail merge. The Mail merge dialog box
appears.

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Starting your main document
1. Select the create button to start creating your main document. A list will drop
down offering you four choices. Form letters, Mailing labels, Envelopes and
Catalogs.
2. Select the type of main document you want. (For eg. Form letters in this case)A
dialog box will appear offering you the choice of the active window or a new main
document.
3. Select the window you want to use. If you are starting from a new document, or
if the active window contains information for your main document, choose the
active window button. If your active window contains valuable information, that
has nothing to do with the mail merge, choose the new main document button.

If you choose the new main document button, word will open a new document. Now
Word will return you to the mail merge helper dialog box for the 2nd stage of Mail
merge, for selecting the data source.
Specifying the data source
Next you need to specify the data source and arrange it in the order that will be
available to your main document for the merge.
1.Click the Get data button to display a list of options for your data source
If you already have a data source that you want to use, select open data source. If
you want to create the data source, select create Data source.
Creating a Data source
To create Data source : Dialog box that appear when you choose create data source
contains a list of commonly used field names for the type of mail merge you are
performing. For eg. First name, last name, company. You can use these fields or
you can add your own fields.

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Removing or modifying a field name:
1. In the field names in Header row box highlight the fieldname you want to remove
by clicking it with the mouse or by scrolling to it with the scroll bars or the down
arrow, then click the remove fieldname button. The fieldname will be removed from
the fieldnames in header row list and will appear in the field name box.
2. To modify field name, make your changes in the field namebox and then click
the Add field name button.
3. Rearranging fieldnames: Highlight the field you want to move and click the
mouse up and down arrows
Editing the data source
Back in the Mail merge dialog box you will see that word displays the name of the
data source document beneath the GetData button.
Word will now check the data source to see it contains records. If it doesnt, word
will display a dialog box informing you of this and inviting you to edit the data
source or the main document as shown below. Choose edit data source button to
edit your data source.

Entering your records

In the data form dialog box that word display enter the details of each of your
records by typing text into the boxes. Press tab or enter key to move from field to
field. To move backwards, press shift+Tab. Here is how to alter the records in the
data form dialog box.

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To add a new record, choose the Addnew button.

To delete a record choose the Delete button. If you release you have trashed a
record, click restore button to return its entries to their previous statement.
To Find a record
Words database functions offer great flexibility in searching.You can search for any
word or part of a word in any of the fields.
To find a record

1. Click the Find button

2. Type the word/(s) you want to find in the find what box.
3. Click the arrow at the right end of the field box to dropdown the list of field
names, and select the name of the field you want to search.
4. Click on Find first button. Word will search for and display the first record it
finds containing the word or words in the selected field.
5. If this is the record you are looking for, click close to close the Find in field dialog
box, if not, click the Find next button to find the next occurrence of the text.

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6. When you have finished entering or updating your records, click OK to close the
data source and save the changes. Now you are ready to edit your main document.
Saving your data source.
When you have finished click OK to save your data source. In the save data dialog
box that appears enter a name for your datasource file and select OK to save the
file. Word will save the datasource file under the name you give and then return
you to Mail merge dialog box.
Editing the Main document
Main document contains the following.
Text and punctuation
Merge instruction and the field names that word use to merge data
Inserting data instruction The Mail Merge Helper makes it easy to insert fieldnames
and other instructions in your document. Whenever you want data from the data
source to appear in your merged documents, Just place the insertion point where
you want to insert a data instruction, then pull down the appropriate list from the
Merge Toolbar and pick the items to insert.
For example, place the insertion point on any line. Then click the insert merge field
button on the mail merge toolbar to display the list of field names available in the
associated data source. Next select the appropriate field name to insert into the
document.
Once the main document and the data source are prepared, you are ready to merge
them. The mail merge helper lets you send merged documents directly to your
printer or save them to a file for editing and later printing.
In either case word will automatically take care of things like word wrap and
pagination for each new document.
Printing merged documents
When you have specified any filtering and sort ordering that you want, you are
ready to run the mail merge.
1. Start the merge process by making your main document as the active document.
2. Click the marge button in the Mail Merge dialog box.

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3. You can either merge directly to your printer by selecting printer in the merge to
box, or you can have word merge to a new untitled document that will contain all of
the merge documents by selecting the document.
4. Select the records to be merged by choosing all or from and to: if you choose
From: and To:, specify the record numbers for the merge to start and stop at.

5. The default is not to print blank lines when the datafields are empty. If you do
want to print blank line when the fields are empty, perhaps you have a reason, like
to show gaps in your data source. Choose the print blank lines when data fields are
empty options.
6. When all is set to your linking, click OK.The mail merge will finally take place.
If you merged to a new document, it should be on screen now. Check your output
carefully before reflecting it in your victims.
Sorting merged documents
Usually records are merged in the order they occur in your datasource, but words
mail merge helper dialog box lets you sort the records during the merge. In
addition, Word lets you use filters to restrict merging to records containing certain
data.
To sort records before you perform a merge
1. Open the Mail merge helper dialog box and choose the query option button
which opens the query option dialog box.
2. Click the sort records tab to enter your sorting references.
3. In the sort by field that you want to use, click the down arrow then select the
field to sort by from the list that appears.

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4. Select a field for one or both then by fields if you want to refine your sort further.
5. When you have defined the sort to your satisfactory, click OK. If you mess things
up, click the clear all button to clear the fields and start again or click cancel to
escape from the dialog box.
Filtering merged documents
If you are not content with sorting your records, you can filter them as well.
Filtering gives you a lot of flexibility in removing from the merge records. For
example. suppose you want to exclude certain records of certain category that can
be done by filtering.
1. Pull up the Mail merge helper dialog box and choose the query options button.
The query options dialog box will appear.
2. Select the filter records tab.

3. In the field column of the first row, choose the field you want to use as a filter.
4. In the comparison column of the first row, choose the appropriate comparison
operator you want to use.
5. In the compare to column of the first row, type the appropriate value for the field
selected
6. In the 2nd row, choose and or in the first column to include additional or
complementary criteria for filtering.
7. Repeat steps 3,4 and for further rows as necessary to redefine your criteria
further.

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8. When you have defined the filtering criteria to your satisfaction, select OK. If you
mess things up, select clear all to start again or cancel to escape from the query
options dialog box.

Print Envelopes
1. Open a document .
2. On the Menu Bar, click Tools, Letters and Mailings, then Envelopes
and Labels.

3. When the Envelopes and Labels window appears, make sure

the Envelopes tab is on top.
4. Click in the Delivery Address box, then type:
Sandy Williams
1235 South Street
Philadelphia, PA 12345
Click in the Return Address box and type:
One World Travel
123 Main Street
Hampstead, MD 21704
The window should look like this:

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6. Click the

button.

TIP: If this window appears, click the

7.

On the Standard toolbar, click the

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button:

icon to Print Preview the envelope.

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TIP: The Envelopes and Labels window should show you which way
to load the envelope into your printer.

PRINT LABELS
1. In the Menu Bar, click Tools, Letters and Mailings, then Envelopes
and Labels.

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2. When the Envelopes and Labels window appears, click the Labels tab.

3. Click the

4.

button.

Click 5160 in the list of labels.

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Then click the

button.

TIP: Microsoft Word has the settings for many different label sizes. It
uses the number assigned by Avery, a common brand of labels.
5. Click the

6.

button.

Save the document as Sandy Labels in the Word Documents folder.

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UNIT II - SPREADSHEETS
Introduction
Excel can be used for:
Excel is a most comprehensive spread sheet application. It is not only a tool for
calculating, manipulating, analyzing data, but also a versatile organizational tool
and an excellent tool for presenting information and graphics with many options.

Applications of Excel
Production planning: Quality control, Compiling test data.
Personal management: Payroll, Sales figures.
Investment management: Planning & auditing, Industrial statistic.
Warehouse management: Order entry - order processing & invoicing.

Starting Excel
Go to the Windows Start menu, then select Programs and click on Microsoft Excel
icon.

Getting Started
As you click on the Microsoft Excel option, a Blank Spreadsheet Book 1 (called as
a Workbook), appears on the screen ; or you can select Open a document and
select a spreadsheet you have already created.

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Understanding Excel Workbooks

All Excel documents are workbooks. A workbook contains one or more sheets,
which can be thought of as pages within the workbook. Workbooks can contain:
Worksheets: The names of the sheets appear on tabs at the bottom of the
workbook window , To move from sheet to sheet, click the sheet tabs. The name
of the active sheet is bold. Active sheet is the sheet that you're working on in a
workbook.

In Microsoft Excel, a workbook is the file, in which you work and store your data.
Because each workbook can contain many Worksheets, you can organize various
kinds of related information in a single file.

Understanding Worksheets
Worksheet, also called as spreadsheet, is the primary document to store and work
with data. The worksheet contains Rows and Columns.
The intersection of a Row and a Column is known as cell, where you can store the
data. Each cell is identified by their column letter and row number e.g. A1, B50,
C192 called address in CR (Column Row) format.
Cell can contain text, numbers or formula, which are used to perform
calculation.
Cells can be formatted using variety of formatting options, such as font,
borders, colour and alignment of data within the cell.
One Cell is always active and its Address is displayed in the Name box.

Navigating within worksheet

The primary means of navigating within the worksheet is with the mouse. As you
move the mouse pointer around the worksheet, the pointer changes shape
depending on its location. In most areas of the worksheet, the pointer resembles a
plus sign . In most areas outside of the worksheet or over the scroll bars, the
pointer changes to shape to resemble an arrow . Table 1 below shows various key
combinations for navigating in the worksheet.
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Keys

Function

Arrow keys

Moves the cursor in direction of the arrow.

Ctrl+ or Ctrl+

Moves the cursor to the top or bottom of a

region of data.

Ctrl+ or Ctrl+

Moves the cursor to the leftmost or

rightmost of a region of data.

PgUp or PgDn

Moves the cursor up or down one screen.

Ctrl+PgUp
Ctrl+PgDn

or Moves the cursor to the preceding or the

following worksheet.

Home

Moves the cursor to the first cell in a row.

Ctrl+Home

Moves the cursor to the upper-left corner of

the worksheet.

End

Moves the cursor to the last cell in a row.

Ctrl+End

Moves the cursor to the first cell of the last

row in a worksheet.

End+Enter

Moves the cursor to the last column in a

row.

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Various bars and buttons in a Worksheet

Worksheet
Part

Purpose

Scroll Bars

Use these to view sections of the worksheet that are not

currently visible by clicking on the arrows, or by
moving the scroll box.

Row headers

Identifies each row and can be used to select rows (by

clicking on the headers).

Column
headers

Identifies each column and can be used to select

columns (by clicking on the headers).

Cursor

Indicates the currently selected (or active) cell.

Tabs

Selects each worksheet in the workbook.

Standard
toolbar

Provides buttons to access common operations, such

as opening and saving files, and cutting, copying, and
pasting data.

Formatting

Provides buttons to access common formatting tasks,

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toolbar

such as changing the fonts and alignments used to

display data.

Formula bar

Displays the contents of the active cell.

Status bar

Displays the various messages as you use Excel.

Scroll buttons

Scrolls among the worksheet tabs in a workbook.

Create a new workbook

1. On the File menu, click New. You will get a dialog box.

2.

To create a new, blank workbook, click the General tab, and then doubleclick the Workbook icon or click OK.

Writing Data and Text

This Topic tells you how to write data into your worksheets, how to insert cells and
delete selected ranges, columns, and rows. Also, how to use formulas.

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Entering Data
You can enter either a value or a formula in any cell of an Excel worksheet.

Values are numbers, sets of characters, date, or time; for example,

267.2, 04/08/81, 7:35 PM. Formulas are combinations of values, cell
references, and operators that Excel uses to calculate a result.
When you place the cursor in a given cell and begin typing, your entry appears in
the Formula bar at the top of window. In the Formula bar, the insertion pointer (the
flashing vertical bar) indicates where the characters that you type will appear. As
you type an entry, a Check button and an X (Cancel) button appear enabled in the
Formula bar. You can click the Check button when you finish typing the entry to
accept it, or you can just press Enter. If you decide that you dont want to use an
entry, you can either click the X button in the Formula bar or press the Esc key.

You may notice two additional buttons in the formula bar: a Names List box (to the
left of the X button) and a Function Wizard button (to the right of the check
button).
The Names list box displays the name or cell reference of currently active cell. Use
the arrow next to Names list box to drop a list of name ranges for the current
workbook. The Function Wizard button displays the Function Wizard, which helps
you construct formulas.

Entering numbers
You can enter numbers into your spreadsheet in several ways. A wonderful feature
is that when a number is entered, Excel tries to figure out how the number will be
used. This prevents your having to format each cell for each number you want to
enter. The worksheet in figure shows some of the ways that you can enter numbers
in Excel. To enter a number, select the cell and then type the numbers.

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Entering text
Your text entries can be any combination of letters, numbers, or other special
characters. To enter text, select the desired cell and start typing. When done with
the entry, press Enter . By default, Excel aligns text at the left side of the cell.
Suppose the text is too long, e.g. title of a table, first of all simply go on typing the
text. Finally to fit the text in the cell , choose Format option from the main tool bar
menu . It has many options like, format cells, rows, columns; with the help of
which you can adjust the width and height of the cells.

Try this exercise

In the cell number

Enter this

A1

1234567890

C8

$100.56

F34

2.1459E

G5

41.87%

Editing data
Excel gives you two ways to make changes to cells. One way is to edit the entry
within the formula bar; the other is to perform editing within the cell itself.
Editing using the Formula bar
Move the cursor to the cell containing the data that you want to edit.
Move the mouse pointer to the area over the Formula bar. (As you do so, the
mouse pointer takes on the shape of an I-beam.)
Place the mouse pointer at the location where you want to start editing and
then click. A flashing insertion pointer in the formula bar indicates where your

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editing will occur; you can then proceed to make your edits. Finally, press
Enter.
Using In-Cell Editing
Double-click the desired cell, or move the cursor to the cell and press F2.
When you do this, an insertion pointer appears within the cells itself.
Use the arrow keys to place the insertion pointer where you want it.
Make your edits and then press Enter.
Clearing Data from Cells
Excel provides different ways to clear, or erase, the contents of existing cells. The
most obvious way is to select the cell or range of cells and press the Delete key.
Copy data within a row or column
Select the cells that contain the data you want to copy.
Drag the fill handle across the cells you want to fill & release the mouse button.
Existing values or formulas in the cells you fill are replaced.
What is a Fill Handle?
When you select a cell to copy the contents, the cell is highlighted with dotted
blinking lines .The fill handle is the small black square in the corner of the

selection. . When you point to the fill handle, the pointer changes to a black cross.
To copy contents to adjacent cells or to fill in a series such as dates, drag the fill
handle. To finish the work press Escape .
Copy one selection to several locations
Select the cells you want to copy.
Click Copy

Hold down CTRL and select the upper-left cell of each paste area.
Click Paste
.
To paste the same copy area again on a different worksheet, switch to the other
sheet and repeat steps 3 and 4.

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To cancel the moving border after you finish copying, press ESC.
Insert cells, rows, or columns
You can insert blank cells, rows, and columns and fill them with data.
Insert blank cells
Select a range of existing cells where you want to insert the new blank cells.
Select the same number of cells as you want to insert.
On the Insert menu, click Cells.
Click Shift cells right or Shift cells down.
Insert rows
To insert a single row, click a cell in the row immediately below where you
want the new row.
On the Insert menu, click Rows.
Insert columns
To insert a single column, click a cell in the column immediately to the right of
where you want to insert the new column.
On the Insert menu, click Columns.

Working with Formulas

In addition to entering values, you will use formulas throughout your worksheets.
Excel uses the formulas that you enter to perform calculations based on the values
in other cells of your worksheets. Formulas let you perform common mathematical
operations-addition, subtraction, multiplication, and division using the clues in
the worksheet cells. Remember that in Excel, formulas always begin with an equal
symbol.
For example, say you want to multiply the values in cells B1 and B2 and add the
result to the data in cell B3, and then display the result in cell B5. You could do so
by placing the cursor in cell B5 and entering the simple formula, =B1*B2+B3.

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Creating formulas in the Formula bar or with edit directly in cell

If you place the cursor in any cell and then type an equal symbol, the symbol and a
flashing cursor appear in the Formula bar. As you enter the formula, it appears
within the Formula bar. When you press Enter, Excel performs the calculation
based upon the formula and then displays, in the cell, the results of the
calculation.
Arithmetic operators
Operator

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Function

Addition

Subtraction.

Multiplication

Division

Exponential

Percentage

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In addition to the mathematical operators, Excel accepts an ampersand (&) as a
text operator for strings of text. The ampersand is used to combine text strings (this
is known as concatenation). For example, if cell B12 contains Ram and cell B13
contains Mohan, the formula =B12 & B13 would yield the result, RamMohan.
Comparison operators are used to compare values and provide a logical value
based on comparison. The following table described them
Operator Function
<

Less than

>

Greater than

<=

Less than or equal to

>=

Greater than or equal to

Equal to

<>

Not equal to

Displaying and editing formulas

By default, Excel shows the results of the formula that you enter in cells, and not
the actual formulas. But you can examine any formula by moving the cursor to the
cell that contains it and then looking at the Formula bar. However you can see all
the formulas in your worksheet. Follow the following steps:
Choose ToolsOptions.
With the Options dialog box appears, click the View tab.
Under the Window options, turn on the Formulas check box and then click OK.
The worksheet will show all your formulas in the cells, and Excel will automatically
widen the columns to accommodate the formulas.
Using AutoSum

Since the Sum function is the most commonly used function in Excel, there
is a toolbar button dedicated to the sum functions use the AutoSum tool. Using
AutoSum is simple:

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Place the cursor in the cell below or to the right of the column or row that you
want to sum.
Click the AutoSum button in the standard toolbar (its the one containing the
Greek letter )
When you do this, Excel makes its best guess about what you would like
summed, based on the current cells location relative to the row or column.

Using the Function Wizard

Move the insertion pointer into the cell where you want to insert the functions.
Click the Function Wizard button on standard toolbar - the one containing the
letters fx or choose Insert Function.

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In the function category list box at the left, choose the category of functions that
you want. When you choose a category, the function in that category appear in
the function name list box at the right.
From the Function Name list box, select the function that you want to insert
into your formula and then click Next.
The next dialog box depends on which type of function you chose to add. Enter
the necessary values or cell ranges for the arguments needed by the function in
the dialog box.
Click the Finish button in the dialog box to add the function to your formula.
Time
A time series can include increments of days, weeks, or months that you specify, or
it can include repeating sequences such as weekdays, month names, or quarters.
Initial selection Extended series

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9:00

10:00, 11:00, 12:00

Mon

Tue, Wed, Thu

Monday
Jan

Tuesday,
Thursday
Feb, Mar, Apr

Jan, Apr

Jul, Oct, Jan

Jan-96, Apr-96

Jul-96, Oct-96, Jan-97

15-Jan, 15-Apr

15-Jul, 15-Oct

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Function based on a condition

A formula in Microsoft Excel performs calculations on values in your worksheet.
However, what if you want Excel to change your formula if a certain condition is
true, or what if you want to include only the values that meet certain conditions in
the calculation? For example, you might want to calculate the allowances of
employees and then summarize the salary for professors without reorganizing
your data. Or you might want to determine the HRA amount for each employee,
based on whether the employees are staying in quarters or not. In such situations
you can use conditional formulas in Excel.
Excel includes three worksheet functions that calculate results based upon
conditions. To count the number of occurrences that a specific value appears in a
range of cells, use the COUNTIF worksheet function. To calculate a total amount
based on a single condition, use the SUMIF worksheet function. To return one of
two values use the IF worksheet function.
COUNTIF
Counts the number of cells within a range that meet that given criteria
Syntax
COUNTIF (range, criteria)
Range is the range of cells from which you want to count cells.
Criteria is the criteria in the form of a number, expression, or text that defines
which cells will be counted. For example, criteria can be expressed as lecturer,
professor.
Examples
Suppose A3: A6 contain professor , lecturer , lecturer , professor ,
respectively:
COUNTIF (A3:A6, professor ) equals 2
SUMIF
Adds the cells specified by a given criteria.
Syntax
SUMIF (range, criteria, sum_range)
Range is the range of cells you want evaluated
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Criteria is the criteria in the form of a number, expression, or text that defines
which cells will be added. For example, criteria can be expressed as professor,
lecturer.
Sum_range are the actual cells to sum. The cells in sum_range are summed only if
their corresponding cells in range match the criteria. If sum_range is omitted, the
cells in range are summed.
The IF worksheet function
We know that the employees staying in quarters are not eligible for HRA. For others
some percent say 15 percent is to be given, based on the basic pay. To determine
which one of two values to use, based on a condition that is either true or false, use
the IF worksheet function. The IF worksheet function returns a HRA of either 0 or
15%, based on the basic pay.
The IF worksheet function checks a condition that must be either true or false. If
the condition is true, the function returns one value; if the condition is false, the
function returns another value. The function has three arguments: the condition
you want to check, the value to return if the condition is true, and the value to
return if the condition is false.
=IF (logical_test, value_if_true, value_if_false)
The function looks like this:
=IF (QTRS, 0, Basic*15%)
If the employees are staying in quarters, 0 will be HRA. Otherwise they will get 15%
of their basic pay.
VLookup Function
In Excel, the VLookup function searches for value in the left-most column of
table_array and returns the value in the same row based on the index_number.
The syntax for the VLookup function is:
VLookup( value, table_array, index_number, not_exact_match )
value is the value to search for in the first column of the table_array.
table_array is two or more columns of data that is sorted in ascending order.
index_number is the column number in table_array from which the matching value
must be returned. The first column is 1.
not_exact_match determines if you are looking for an exact match based on value.
Enter FALSE to find an exact match. Enter TRUE to find an approximate match,

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which means that if an exact match if not found, then the VLookup function will
look for the next largest value that is less than value.
Note:
If index_number is less than 1, the VLookup function will return #VALUE!.
If index_number is greater than the number of columns in table_array, the VLookup
function will return #REF!.
If you enter FALSE for the not_exact_match parameter and no exact match is found,
then the VLookup function will return #N/A.
Data Filter
We will also show you how to filter data so that you can only see rows based on a
filtering rule that you will create.

You can see that the sample sheet has information about machines: machine type,
machine and efficiency. So to simulate a filtering scenario, I will first show the
overall unfiltered average of the efficiency column using the AVERAGE formula on
column C:

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So that data now shows the average of all rows. Now what if we want to get the
average of only the rows where MACHINE_TYPE = A; this now requires us to use
the filtering capability. To turn on the filtering mode, click Data menu > Filter >
AutoFilter:

You will see that all the headers will become a dropdown selection:

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To filter by column A (MACHINE TYPE), choose a value on one of the choices on the
dropdown. In the example below I chose A to show only rows where value=A.
Once clicked, the other rows will be hidden and you will be left with all rows where
value=A:

As an indicator that you have filtered the rows, the downward arrow on the
columns dropdown changes color from black to blue. You will also see the row
numbers skipping values where only the visible rows are shown.

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Now to add the summary of the filtered rows, you will need to use the formula
called SUBTOTAL. The other formulas will not work since they will sum up all of
the data including the hidden rows so Excel provided us with SUBTOTAL where
you can summarize only visible cells.
Based from the syntax above, we need to use this syntax to get the AVERAGE:

SUBTOTAL(1, C:C) where 1 is the corresponding function_num of the average

function based on the table above. See the working example of it below:

Thats it on how to filter rows and show their corresponding summarized

information.

Sorting
One of Excels powerful features is its ability to sort, while still retaining the
relationships among information. For example, lets take our student grade
example from above. What if we wanted to sort the grades in descending order?
First, lets select the information we want to sort.

Now lets select the Sort option from the Data menu.

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A new window will appear asking how you would like to sort the information. Lets
sort it by the average grade, which is in Column E; be sure to set by Descending
order. If there were other criteria you wished to sort by as secondary measures, you
could do so; lets select Then by as Grade 3 just for the practice of doing so
(Descending order, as well).

Excel will sort your information with the specifications you entered. The results
should look something like this:

Data Validation
Data Validation rules enable you, as the owner of the workbook, to set rules on
what entries are allowed inside individual cells.
For instance, you can set one Validation Rule that only allows whole numbers
between 1 and 100 to be entered into a cell. And, on another cell in the same
workbook, you can specify that only entries from a drop-down list that youve
created can be entered into a cell.
Setting Data Validation Rules
1. Select the cells on which you want to enable Data Validation
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2. Choose Data: Validation from the Menu bar

Data Validation Dialog Box - Settings Tab

3.

On the Settings tab, choose the value type that you will allow

4. Click the Input Message tab

Data Validation Dialog Box - Input Message Tab

5.

Enter the Title and Message to help your user understand what is

required for input

6. Click the Error Alert tab

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Data Validation Dialog Box - Error Alert tab

7.

Set your error message Style, Title and Message

8.

Click OK

Remove Data Validation Rules

Once Data Validation is set, its actually very easy to remove.
1. Select the cells on which you want to disable Data Validation
2. Choose Data: Validation
3. Click Clear All
4. Click OK

Excel Text Functions

Functions to Convert Excel Data Types
FIXED -Rounds a supplied number to a specified number of decimal places, and

then converts this into text

TEXT -Converts a supplied value into text, using a user-specified format
VALUE -Converts a text string into a numeric value

Functions to Convert Between Upper & Lower Case

LOWER -Converts all characters in a supplied text string to lower case
UPPER -Converts all characters in a supplied text string to upper case

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Cutting Up & Piecing Together Text Strings
CONCATENATE -Joins together two or more text strings
LEFT -Returns a specified number of characters from the start of a supplied text

string
Functions to Remove Extra Characters
CLEAN -Removes all non-printable characters from a supplied text string
TRIM -Removes duplicate spaces, and spaces at the start and end of a text string
MID -Returns a specified number of characters from the middle of a supplied text

string
RIGHT -Returns a specified number of characters from the end of a supplied text

string
LEN -Returns the length of a supplied text string
FIND -Returns the position of a supplied character or text string from within a

supplied text string (case-sensitive)

EXACT -Tests if two supplied text strings are exactly the same and if so, returns

TRUE; Otherwise, returns FALSE. (case-sensitive)

Excel Logical Functions

Boolean Operator Functions
AND -Tests a number of user-defined conditions and returns TRUE if ALL of the

conditions evaluate to TRUE, or FALSE otherwise

OR -Tests a number of user-defined conditions and returns TRUE if ANY of the

conditions evaluate to TRUE, or FALSE otherwise

NOT -Returns a logical value that is the opposite of a user supplied logical value or

expression
(ie. returns FALSE is the supplied argument is TRUE and returns TRUE if the
supplied argument is FALSE)

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Excel Lookup and Reference Functions

Functions To Return References to Cell Ranges
ADDRESS -Returns a reference, in text format, for a supplied row and column

number
INDEX -Returns a reference to a cell (or range of cells) for requested rows and

columns within a supplied range

INDIRECT -Returns a cell or range reference that is represented by a supplied text

string
OFFSET -Returns a reference to a range of cells that is a specified number of rows

and columns from an initial supplied range

Row / Column / Area Information
ROW -Returns the row number of a supplied range, or of the current cell
COLUMN -Returns the column number of a supplied range, or of the current cell
ROWS -Returns the number of rows in a supplied range
COLUMNS -Returns the number of columns in a supplied range
AREAS -Returns the number of areas in a supplied range

-Data Lookup Functions

HLOOKUP -Looks up a supplied value in the first row of a table, and returns the

corresponding value from another row

VLOOKUP -Looks up a supplied value in the first column of a table, and returns the

corresponding value from another column

LOOKUP -Searches for a specific value in one data vector, and returns a value from

the corresponding position of a second data vector

Other
HYPERLINK -Creates a hyperlink to a document in a supplied location.

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TRANSPOSE -Performs a transpose transformation on a range of cells (ie.

transforms a horizontal range of cells into a vertical range and vice versa)

Basic Mathematical Operations

SUM -Returns the sum of a supplied list of numbers
PRODUCT -Returns the product of a supplied list of numbers
POWER -Returns the result of a given number raised to a supplied power
SQRT -Returns the positive square root of a given number
QUOTIENT -Returns the integer portion of a division between two supplied numbers
MOD -Returns the remainder from a division between two supplied numbers
SUBTOTAL -Performs a specified calculation (eg. the sum, product, average, etc.) for

a supplied set of values

Rounding Functions
CEILING -Rounds a number away from zero (ie. rounds a positive number up and a

negative number down), to a multiple of significance

CEILING.PRECISE -Rounds a number up, regardless of the sign of the number, to a

multiple of significance (New in Excel 2010)

ISO.CEILING -Rounds a number up, regardless of the sign of the number, to a

multiple of significance. (New in Excel 2010)

EVEN -Rounds a number away from zero (ie. rounds a positive number up and a

negative number down), to the next even number

MROUND -Rounds a number up or down, to the nearest multiple of significance
ROUND -Rounds a number up or down, to a given number of digits

Exponentials & Logarithms

EXP -Returns e raised to a given power
LN -Returns the natural logarithm of a given number

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LOG -Returns the logarithm of a given number, to a specified base
LOG10 -Returns the base 10 logarithm of a given number

-Conditional Sums
SUMIF -Adds the cells in a supplied range, that satisfy a given criteria
SUMIFS -Adds the cells in a supplied range, that satisfy multiple criteria (New in

Excel 2007)
Advanced Mathematical Operations
SUMPRODUCT -Returns the sum of the products of corresponding values in two or

more supplied arrays

SUMSQ -Returns the sum of the squares of a supplied list of numbers
SUMX2MY2 -Returns the sum of the difference of squares of corresponding values

in two supplied arrays

SUMX2PY2 -Returns the sum of the sum of squares of corresponding values in two

supplied arrays
SUMXMY2 -Returns the sum of squares of differences of corresponding values in

two supplied arrays

SERIESSUM -Returns the sum of a power series

Excel Statistical Functions

Finding the Largest & Smallest Values
MAX -Returns the largest value from a list of supplied numbers
MIN -Returns the smallest value from a list of supplied numbers
LARGE -Returns the Kth LARGEST value from a list of supplied numbers, for a

given value K
SMALL -Returns the Kth SMALLEST value from a list of supplied numbers, for a

given value K

Averages, Frequency & Rank

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AVERAGE -Returns the Average of a list of supplied numbers
AVERAGEIF -Calculates the Average of the cells in a supplied range, that satisfy a

given criteria (New in Excel 2007)

MEDIAN -Returns the Median (the middle value) of a list of supplied numbers
MODE -Returns the Mode (the most frequently occurring value) of a list of supplied

numbers (Replaced by MODE.SNGL function in Excel 2010)

RANK -Returns the statistical rank of a given value, within a supplied array of

values (Replaced by RANK.EQ function in Excel 2010)

Counting Cells
COUNT -Returns the number of numerical values in a supplied set of cells or values
COUNTBLANK -Returns the number of blank cells in a supplied range
COUNTIF -Returns the number of cells (of a supplied range), that satisfy a given

criteria
Excel Database Functions
Database Functions
DAVERAGE -Calculates the average of values in a field of a list or database, that

satisfy specified conditions

DCOUNT -Returns the number of cells containing numbers in a field of a list or

database that satisfy specified conditions

DCOUNTA -Returns the number of non-blank cells in a field of a list or database,

that satisfy specified conditions

DGET -Returns a single value from a field of a list or database, that satisfy specified

conditions
DMAX -Returns the maximum value from a field of a list or database, that satisfy

specified conditions
DMIN -Returns the minimum value from a field of a list or database, that satisfy

specified conditions
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DSUM -Calculates the sum of values in a field of a list or database, that satisfy

specified conditions
Excel Financial Functions
Investment Value Functions
FV -Calculates the future value of an investment with periodic constant payments

and a constant interest rate

FVSCHEDULE -Calculates the future value of an initial principal, after applying a

series of compound interest rates

NPV -Calculates the net present value of an investment, based on a supplied

discount rate, and a series of future payments and income

Payment Functions
CUMIPMT -Calculates the cumulative interest paid between two specified periods
CUMPRINC -Calculates the cumulative principal paid on a loan, between two

specified periods
IPMT -Calculates the interest payment for a given period of an investment, with

periodic constant payments and a constant interest rate

PMT -Calculates the payments required to reduce a loan, from a supplied present

value to a specified future value

PPMT -Calculates the payment on the principal for a given investment, with

periodic constant payments and a constant interest rate

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UNIT III - PRESENTATIONS

Introduction
Power Point is a very powerful tool for preparing live, multimedia based
presentation for conference, projects, planning and for showing details of existing
systems in a very effective way.

Creating a presentation using Autocontent wizard

1. Open the Power Point program by clicking on the Start Programs Microsoft
Power Point option. The Power Point startup dialog.
2. In the startup dialog box, select the Autocontent wizard and click OK.

Or
If the Power Point program is already started, on the File menu, click New. Under
New, click From AutoContent Wizard,
3. Follow the instructions in the wizard as follows. AutoContent Wizard will create
8-12 slides with suggested contents which you can change.

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4. Click next button in the wizard. In next screen press a category button for the
type of presentation you are going to give and then select the presentation that best
suit your needs and click next. You can add one of your presentations by choosing
a category and then pressing add.

5. In the next screen choose the type of output you will be using and the wizard will
select the best color scheme for your presentation.

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6. In the next screen, enter the presentation title and the information that you want
to appear at the bottom of each slide and click finish button.

7. The wizard will now finish creating your presentation which will be shown on the
screen.
8. In the presentation, replace the text suggestions with the text you want, and
then make any other changes you want, such as adding or deleting slides, adding
art elements or animation effects, and inserting headers and footers.
9. When you finish, on the File menu, click Save, type a name in the File name
box, and then click Save. The presentation is now saved to your hard drive of your
system. You should save your work from time to time to avoid loss of data in the
event of power failure.
Create a presentation using a design template
1. On the File menu, click New. Under New, click From Design Template.
Microsoft PowerPoint provides design templates that you can apply to a
presentation to give it a fully designed, professional look.

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2. In the Design Template Window, click a design template that you'd like to
apply. Using the Design Template Window, you can preview and apply a design
template to your presentation. Whenever you apply a design template, a slide
master for that template is added to your presentation. If you apply a different
template to all your slides, the old slide master is replaced by the master in the new
template.
3. To insert a new slide, on the toolbar, click New Slide, and click the layout you
want for the slide. The same Design templates will be followed for the newly
inserted slide. You can change that for the inserted slide using Format Design
templates.
4. Repeat step 3 and 5 to keep adding slides, and add any other design elements or
effects you want.
5. The text will not be inserted automatically here. So type the text for each slide
(explained later).
6. To save the presentation, on the File menu, click Save; in the File name box
type a name for the presentation, and then click Save.
Adding new slides:
After creating a presentation as above, you can add slides at any time as
follows.
1. From the Insert menu click new slide or Click the New Slide button on the
Common Tasks toolbar. The New Slide dialogue box appears.
2. It asks you to choose an Auto Layout format. Select the desired format and
click OK.

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Adding text to a slide

The Slide layout contains two text boxes one for a title and another for the
body. Try typing text into these boxes.
Click in the Title text box. A thick gray border appears around the text box
indicating that it is selected.
Type a title.
Click the body text box and type points. These points will come as a bulleted
text.
Selecting a new bullet style.
Click anywhere in the bulleted text to select it.
Click the Format menu, then click Bullet. The Bullet dialog box will appear.
Click the desired bullet in the symbol grid.
If you want, select a new color for the bullet in the color list box.
Click OK. The new bullet style will appear in your bulleted text.
Views of power point :
Power Point supports the following views.
Normal View (A combination of the following views)
Outline view
Slide View
Notes Page
Slide Sorter View
Slide Show View

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All View buttons are present at the lower left corner near the horizontal scroll bar.
Outline View.
By clicking the outline View button, the presentation appears as an outline,
made up of titles and main text from each slide. Because you can see all your
presentation in one window, rather than one slide at a time, it is an ideal place
to plan, organize, or edit the text for your presentation.
Click this to switch to outline View

Slide View
Used for inserting and manipulating various objects such as
_ Text box objects
_ Word art objects
_ Auto shapes
_ Picture from clipart/file
_ Tables
_ Charts
_ Movies and sounds
Adding a new text box.
In Power Point, you can add your own text boxes to any slide using the Text Box
tool on the drawing toolbar.
Steps:
Click on the drawing toolbar Text Box button. The pointer will change to a cross.
Click on the slide where you want to place the text. A small text box will appear.
Type a word in the text box. As you go on typing, the box will expand to fit the
text.
After you finish typing, click outside the text box. The border around the box will
disappear.
Adding color to a text box
Click the text box to select it.

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On the drawing toolbar, click the arrow beside the Fill Color button, then click
any color of your choice, the text box will turn to that color.
Adding a shape.
Power Point lets you add a variety of shapes to the slides of your presentation. Try
adding a star shape to your slide, using the AutoShape tool on the drawing toolbar.
Click the AutoShapes button, point to Stars and Banners and then click the 5point star shape. The pointer will change into a cross.
Click anywhere on the slide. A star of predefined size will be inserted.
To make the shape larger (or smaller), drag a resizing handle (an arrow pointing
in two directions). To resize the shape proportionally, hold down the SHIFT key as
you drag.
Adding color and texture to a shape.
Click the star shape to select it.
Click the arrow beside the Fill Color button and then click More Fill Colors. A
Colors dialog box appears.
Click the Standard tab, then under Colors, click any color of your choice.
Click OK to close the Colors dialog box.
Next, try adding some texture to the shape.
Click the star to select it.
Click the arrow beside the Fill Color button, then click Fill Effects. The Fill Effects
dialog box appears.
Click the Texture tab.
Click on a texture, and then click OK.
Adding clip art.
You can add clip art (in-built images, cartoons and shapes in the software) to any
slide using the Insert then Picture buttons followed by Clip Art button on the
Standard Toolbar. Try adding a cartoon image to your slide.
On the Standard Toolbar, click the Insert button then select Picture button
followed by the Clip Art button.
In the Categories list, click Cartoons. Power Point displays clip art from the
Cartoons category.
Click an image to select it.

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Click the Insert button. The cartoon image is inserted on your slide.
Power Point also lets you insert images from files by doing as follows:
Click the Insert menu, point to Picture, and then click From File. The Insert
Picture dialog box will appear.
In the Look in box, find the drive and folder where the artwork is located.
In the File name box, enter the name of the file. Then click the Insert button.
The drawing is inserted on the slide.
Resizing clip art.
Like text boxes and shapes, its easy to change the size of a clip art image. Heres
how:
Click the cartoon image to select it.
Place the pointer on a resizing handle (a two headed arrow, appears as the mouse
is moved over the image).
While holding down the mouse button, drag your mouse outwards. This will
enlarge the image. If you drag your mouse inwards, you will reduce the size of the
image.
When the image is the size you want, release the mouse button.
Adding a chart.
To add a chart to any slide, click the Insert Chart button on the Standard Toolbar.
When you insert a chart, a sample data sheet and corresponding bar chart will
appear on your slide. Power Point has included some sample data in the first four
columns. The bars in the chart are the graphical representation of the numbers in
the data sheet. Notice how a higher number in the data sheet results in a taller
corresponding bar. To create your own chart, you can replace the data in the
sample data sheet with your own. Try adding a number to the chart to see how it
changes the corresponding bar on the chart.
On the data sheet, click in the first row of column A.
Type in the number 50, then press Enter. The corresponding bar on the chart
increases in height.

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Try adding other numbers into the datasheet to see how they affect the bars.
Note: If you need to make any revisions to the chart, double-click the chart and the
data sheet will appear again. If the data sheet doesnt appear after you double-click
the chart, click the View Data Sheet button on the Standard Toolbar.
You can also change the type of chart by double-clicking the chart and then
Clicking chart type from the Chart menu

Formatting the background

Changing background color of your slide
Click the Format menu, then click Background. The Background dialog box will
appear.
In the Background fill section; click the arrow on the list box to open it.
Click More colors to open the Colors dialog box.
In the Colors section, click any color of your choice.
Click apply to change the color or OK to close the Colors dialog box.
Changing your background pattern.
Click the Format menu, then click Background. The Background dialog box
appears.
Click the Background Fill list box, then click Fill Effects. The Fill Effects dialog
box will appear.
Click the Pattern tab, and then click the pattern you want in the pattern box. A
preview of the pattern will appear in the Sample box.
If you want to change the background and foreground colors of the pattern, select
them from the Background and Foreground drop down lists.
Click OK to close the Fill Effects dialog box.

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In the Background dialog box, click the Apply button.
Slide Sorter View
In Slide Sorter View, you see miniatures of all the slides in the presentation,
complete with text and graphics. This view is useful for rearranging slides, and for
adding transitions to slides.
There are two ways to switch to Slide Sorter View:
Click the Slide Sorter View button in the lower left corner of the Power Point
window or you can click the View menu, then click Slide Sorter.
Presentation of Slides
Slide Show View
Slide show view takes up the full computer screen, like an actual slide show
presentation. In this full-screen view, you see your presentation the way your
audience will. You can see how your graphics, timings, movies, animated elements,
and transition effects will look in the actual show.
Running Power Point show
Starting the slide show can be done by clicking slide showView Show or by
pressing F5.
Navigation between the slides
Click the mouse/Press SPACEBAR or ENTER to goto next slide/point
Right Click & click previous to goto previous slide/point
Enter slide no & press Enter to goto a particular slide
Mark up slides during a slide show (Pointer Options->Pen)
Stopping the Slide Show.
Power Point lets you stop the slide show for any reason. Follow these steps:
Move the pointer on the screen and wait for the button to appear in the lower,
left-hand corner of the screen.
Click the button, and then click End Show or press Esc. The show stops.
Adding transition
As the slides are advanced automatically one by one, some special effect can be
given when the slide changes from one to another.

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Transition is a special effect used to introduce a slide during a slide show.
In Slid Sorter View, click the slide you want to add the transition to.
Click the Slide Show menu, then click Slide Transition. A Slide Transition dialog
box will appear.

In the Effect list box, click Checkerboard Across.

Click the Medium option button to select a speed for the transition.
Click the Apply button. A slide transition icon appears under the slides left
corner, indicating that the transition has been applied.
If you want the same transition to apply to all the slides in your presentation, click
the Apply to All buttons in the Slide Transition dialog box.
Checking a transition
In Slide Sorter View, click the slide transition icon. The transition effect you applied
should be displayed.
Timing a transition
If you want your slide show to run automatically, you must add timing to the
slides. When you add timing to a slide, you specify the number of seconds to
remain one each slide. Heres how you add timing tour slides:
Select the slide you want to add timing to by clicking it.
In Slide Sorter View, click the Slide Show menu and then click Slide
Transition.
The Slide Transition dialog box will appear.
Under Advance, click the check box next to Automatically After.
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In the seconds box, type the number of seconds to remain on the slide. For
example, 5 seconds.
Click the Apply button.
When you run your slide show, the slide that you have applied the timing to will
only remain on screen for five seconds.
You can automatically set timings by having a rehearsal.
Steps:
On the Slide Show menu, click Rehearse Timings
Click the advance button when you're ready to go to the next slide
Click Yes to accept the timings
Animating objects
You can add interesting effects such as animation and sounds over an object.
Steps :
Click the Slide View button to go to Slide View.
On the slide, click the image to select it.
On the Formatting Toolbar, click the Animation Effects button. The Animation
Effects Toolbar will appear.
On the Animation Effects Toolbar, click the Flying Effect button. The flying
effect is now added to the image.
Animating Text.
Another thing you can do is animating text. For example, you can make text appear
as it if is being typed letter by letter by a typewriter. Try adding the typewriter effect
to text on your slide.
In Slide View, select the text you want to animate by clicking it.
On the Animation Effects Toolbar, click the Typewriter Text Effect button. The
typewriter text effect is now added to the text.
Animating a chart
You can make charts more interesting by animating them. When you animate a
chart, the chart appears bit by bit. You specify the way the elements of the chart
will appear in the Custom Animation dialog box.

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Try animating a chart so that elements of the chart are introduced on screen by
category.
In Slide View, click the chart you want to animate.
On the Animation Effects Toolbar, click the Custom Animation button. The
Custom Animation dialog box will appear.
In the Introduce chart elements drop-down list, click the Category.
Click OK. The Custom Animation box closes and the animation effect is
applied to the chart.
Starting the Slide Show somewhere in the middle.
In Slide Sorter View, click the slide you want the Slide Show to start with. For
example, Slide 5.
Click the Slide Show button. The Slide Show begins with the slide you
selected.
Adding sound to animations.
Some of the animations in Power Point, for example, the Flying Effect, already have
sound built into them. But most of the animations do not have sound effects.
In Power Point you can add sound to any animation. You can also replace the
current sound effect on an animation with a new one.
Try adding a sound effect to an animation.
In Slide View, select the animated object you want to add the sound effect by
clicking it.
Click the Slide Show menu, then click Custom Animation. You can also click the
Custom Animation button on the Animation Effects toolbar.
Under Entry animation and sound, select a sound effect from the drop-down list.
If you want to preview the sound effect, click the Preview Button.
Click OK to add the sound to the animation. The sound is added to the animated
object.

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UNIT IV - DATABASES
Overview of MS ACCESS
Essentially MS Access is one of the powerful database management system
(DBMS) available in the market today. What is a database? A database is an
organized collection of information related to a particular subject or purpose. MS
Access helps to manage database such as creating database, adding, retrieving
data, generate powerful reports, automate repetitive jobs and finally building
database applications using VBA.
Starting Access 2000 Microsoft Access
1. Click Start

Program

Microsoft Access application starts in its own windows and a startup

dialog box as follows is displayed.

Creating a database
1. When Microsoft Access first starts up, in the startup dialog box click Blank
Database and then click OK.

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2. Specify a name and location for the database in the new database dialog box
and click Create.

A default name db1 is displayed in the filename text box with an

extension MDB (Main database). You can simply type the name over the
default name.
Access is an object oriented application. So after you created a database, a
database window with object buttons (tables, queries, forms, reports, macros and
modules) is displayed so that you can quickly create a new table, query, form or
report so on. As you create new objects, the names of the objects appear in the
database window. Access database is actually a single container file that stores all
objects you create while using access.
Tables:
Tables are the primary building blocks of any access database which are
nothing but a collection of rows and columns.
All raw data is stored in tables by defining fields for holding each item
A record is a row in the table and identified by some unique value.
Every column is a field in the table and identified by some unique value.

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Every table is your database should focus on one subject.

Creating Tables
1. Open the database by choosing File > Open, select the required database
and click open. Now the database window opens.
2. If you have already opened, switch to the Database window. You can press
F11 to switch to the database window from any other window.
Click Tables under Objects, and then click New on the Database window
toolbar.The new table dialog box is displayed.

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Double-click Design View. An empty table designer window is displayed. It
consists of 2 areas
Field entry area
Used for entering each field name, data type and an optional
description one in each now.
Field property area
Used for entering more options for each field.

3. Define name, datatype, an optional description foreach of the fields in your

table. You can specify the following data types
Text
Memo
Number
Date / Time
Currency
Auto Number
Yes/No
OLE Object
Hyperlink

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Primary Key
To ensure no duplication of records we can define primary key which is one
or more fields (columns) whose value or values uniquely identify each record in a
table. A primary key cannot allow Null values and must always have a unique
index.
Set or change the primary key
i.

Open a table in Design view.

ii.

Select the field or fields you want to define as the primary key.

iii.

Click Primary Key button on the toolbar.

Tables Used
The following figure shows the tables that make up the completed RGMTTC
database and describes them briefly.
Emp_Data table:
The Emp_Data table is an important table in the RGMTTC database.
Because it stores the name and other details of the staff working in RGMTTC.

Emp_Data primary key and index:

The primary key in the Emp_Data table is the staffno field. It is a text field, with a
size of 4. It is indexed and duplicates are not allowed.
The Emp_Sal table:
This table stores the salary details of each employee. Here also staffno is
defined as the primary key. But it is not compulsory.

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Defining Relationships in a Database

After youve created EMP_DATA and EMP_SAL tables, you need to define a
relationships between them so that you can display and print both information
together. After youve done that, you can create queries, forms, and reports to
display information from several tables at once.
Types of relationship
Relationships between tables can be grouped into 4 types
One to one
One to many
Many to one
Many to many
Defining relationships
Steps:
1. Click Relationships button on the toolbar to choose Tools
relationship
from menu. The Relationships and Show Table window are displayed.
2. Using the Show Table dialog box, you can add tables. Double-click the
names of the tables in the window you want to relate, and then close the
Show Tables dialog box.
Note that Access has now placed each table in the relationship window.

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Currently there is no links between the tables.

3. Drag the field that you want to relate from one table to the related field in
the other table. In most cases, you drag the primary key field from one table
to a similar field called the foreign key in the other table.

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4. Now Edit relationships dialog box is displayed as follows. Check the field
names displayed in the two columns to ensure they are correct.

5. Click the Create button to create the relationship.

Access shows the relationship between the two tables as a join line
connecting the related fields.

Saving the relationship layout:

When you close the Relationships window, Microsoft Access asks if you want
to save the layout.

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Entering, Editing, Deleting & Displaying Data
Steps:
1. In the Database window, click the Tables tab.
2. Click the name of the table you want to open and click Open
3. A datasheet is displayed,.
4. Type the data you want, and then press TAB to go to the next field. At the
end of the record, press TAB to go to the next record.
Tips for entering data in Datasheet
To insert the current date

CTRL+ SEMICOLON (;)

To insert the current time

CTRL+COLON (:)

To insert the default value for a field

CTRL+ALT+SPACEBAR

To insert the value from the same field in the CTRL+APOSTROPHE ()

previous record
To add a new record

CTRL+PLUS SIGN (+)

To delete the current record

CTRL+MINUS SIGN(-)

To save changes to the current record

SHIFT+ENTER

Expand a field or text to make it easier to edit.

SHIFT+F2

Delete a record in Datasheet view

1. Open a Datasheet, or form in Format
2. Click the record you want to delete
3. Click Delete Record on the toolbar

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Formatting Records:

You can enhance the display using the formatting toolbar as shown below. Object
tool font box font size format line special Pointer border effect style font gridline
(bold, italic, colour options underline) box
Move columns in Datasheet view (changing the field order)
1. Select the columns you want to move.
2. Click and hold down the mouse button on the field selector(s) again.
3. Drag the columns to a new position.
Resize a column in Datasheet view
1. Position the pointer on the right edge of the column you want to resize.
2. Drag until the column is the desired width.
Resize rows in Datasheet view
1. Position the pointer between two record selectors at the left side of the
datasheet, as shown in the following illustration.
2. Drag the edge of the row until the row is the desired height.
Change font, or font style, size and colour in Datasheet view
1. Click the required button on the formatting toolbar or use Font from Format
menu.
2. Click the options you want in the following dialog box.

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Hide columns in Datasheet view

1. Open a table in Datasheet view.
2. Select the column(s) you want to hide.
3. On the Format menu, click Hide Columns.
After a column is hidden you can redisplay it by selecting format unhide
columns. A dialog box displays. Click the check box of the field name in the dialog
box. The field will be shown.
Freeze and unfreeze columns in Datasheet view
You can freeze one or more of the columns on a datasheet so that they
become the leftmost columns and are visible at all times no matter where you
scroll.
1. Selecting the columns you want to freeze.
2. To freeze the selected columns, click Freeze Columns on the Format menu.
3. To unfreeze the selected columns, click Unfreeze All Columns on the Format
menu.
Change the gridline style and background colour in Datasheet view
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Click Cells on the Format menu

Sorting Records In A Table

1. In Form view or Datasheet view, click the field you want to use for sorting
records.
2. Do one of the following:
To sort in ascending/ descending order, click Sort Ascending /
Descending button or choose Records Sort Sort Ascending.
You can see Employees personal information after sorting it on Emp_Name
in ascending order as follows.

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Filtering Records
Using the filter, you can display just the set of records you want to work
with.
There are four methods you can use to filter records:
Filter By Selection / excluding selection
Filter By Form
Filter For Input
Advanced Filter / Sort
Filter records by selecting values in datasheet (Filter by selection / excluding
selection)
In a field on a datasheet, find one instance of the value you want records to
contain in order to be included in the filters results. For e.g. in EMP_DATA table,
locate the set of records that displays the value JTO in desgn field.
1. Tell access how much of the filed to match.
To match the entire field, Select the entire field or click in the field
without selecting anything.
To match part of the field, starting with first character in the field, select
text starting at the beginning of the field. e.g. To match fields that start
with J highlight J at the start of the field.

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To match part of the field, after the first character in the field, select text
within the field. e.g. To match desgn that contains O highlight O. Items
like JAO, AO will match.
2. Do one of the following to apply your filter.
To show only records that have matching values in the field, click Filter
By Selection on the toolbar or select record filter filter by selection or
right-click on the field, and then click Filter by Selection.
To show only records that do not have matching values in the field, or
select records filter filter excluding selection or right-click on the field,
and then click Filter excluding Section.
Access will filter out records that contain null values in the field as well as
records that contain values that match the current field or selection.
Here is a sample datasheet view for filter by selection and excluding
selection.

Remove a filter
To remove a filter and show the records that were displayed previously in the
table, query or form, click Remove Filter on the toolbar in Datasheet view.
Finding and Replacing
Scrolling through records is fine for browsing. But when you are in a hurry,
you can use the FIND & REPLACE feature for search.
1. In Datasheet view, select the field (column) you want to search, unless you
want to search all fields.
2. Click Find on the toolbar or choose Edit

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A dialog box as follows is displayed.

3. In the Find What box, type the value you want to find
You can type upto 255 characters in this box, if you dont know the exact
value you want to find, you can use wildcard characters in the Find What
box to specify what youre looking for.
4. Set any other options you want to use in the Find dialog box.
5. To find the first occurrence of the values, click Find First.
The search begins and if the value is found, the cursor highlights the value
in the datasheet. To find the next occurrence of the value and all subsequent
occurrences, continue clicking Find Next.
Replace specific occurrences of a value in a field.
1. In Datasheet view, select the field (column) you want to search, unless you
want to search all fields. (Searching a single field is faster than searching the
entire table)
2. On the Edit menu, click Replace. A dialog box as follows is displayed.

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3. In the Find What box, type the value you want to find; in the Replace With
box, type the value you want to replace it with.
Suppose that you are having some old designations (For e.g. JE) that have been
redesignated (for e.g. JTO) type as shown.
4. Set any other options you want to use in the Replace dialog box.
5. To replace all occurrences of the specified value at once, click Replace All.
To replace each occurrence one at a time, click Find Next, and then click
Replace; to skip an occurrence and find the next one, click Find Next. Repeat
this process as needed.
6. Click yes to continue or click Number of to cancel the operation and return
to steps 4,5 or 6.
7. When access cannot find any more matches, it will display a message, click
OK to clear the message.
8. Click the cancel button when you have done finding & replacing records.

Forms:
You can use forms for a variety of purposes
To present data from a table or query in an easy format
To create interactive application
Most of the information in a form comes from an underlying record source.
Other information in the form is stored in the forms design.

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You create the link between a form and its record source by using graphical
objects called controls. The most common type of control used to display and
enter data is a text box.

Queries:
A query is a question that you ask about data that is stored in the tables of
your database.
You use queries to view, change, and analyze data in different ways. You can
also use them as the source of records for forms and reports.
The most common type of query is a select query. A select query retrieves
data from one or more tables using criteria you specify, and then displays it
in the order you want.

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QUERY DESIGN VIEW

QUERY DATASHEET VIEW

Reports:
A report is an effective way to present your data in a printed format. Because
you have control over the size and appearance of everything on a report, you
can display the information the way you want to see it.

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Most of the information in a report comes from an underlying table, query,
or SQL statement, which is the source of the reports data. Other
information in the report is stored in the reports design.
A sample report is shown below.

REPORT PREVIEW

Macros:
A macro is a set of one or more actions that perform a particular operation,
such as opening a form or printing a report, displaying messages, validating data
etc. Macros provide an easy and effective method for automating many database
tasks. For example, you can run a macro that prints a report when a user clicks a
command button.
A macro can be one macro composed of a sequence of actions, or it can be a
macro group, you can also use a conditional expression to determine whether in
some cases an action will be carried out when a macro runs.

Modules:
A module is a collection of Visual Basic for Applications declarations and
procedures that are stored together as a unit that you can create with the Database
Wizard.

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UNIT V - INFORMATION MANAGEMENT

Overview of Internet
The Internet is a computer network made up of thousands of networks
worldwide. No one knows exactly how many computers are connected to the
Internet. It is certain, however, that these number in the millions. No one is in
charge of the Internet. There are organizations which develop technical aspects of
this network and set standards for creating applications on it, but no governing
body is in control. The Internet backbone, through which Internet traffic flows, is
owned by public/private companies and BSNL is one of them. All computers on the
Internet communicate with one another using the Transmission Control
Protocol/Internet Protocol suite, abbreviated to TCP/IP. Computers on the Internet
use client/server architecture. This means that the remote server machine provides
files and services to the user's local client machine. Software can be installed on a
client computer to take advantage of the latest access technology. An Internet user
has access to a wide variety of services: electronic mail, file transfer, vast
information resources, interest group membership, interactive collaboration,
multimedia displays, real-time broadcasting, shopping opportunities, breaking
news, and much more.

Uses of Internet
Email:
E-mail is an online correspondence system. With e-mail you can send and
receive instant electronic messages, which works like writing letters. Your
messages are delivered instantly to people anywhere in the world, unlike traditional
mail that takes a lot of time. Email is now an essential communication tools in
business. It is also excellent for keeping in touch with family and friends. The
advantages to email is that it is free ( no charge per use) when compared to
telephone, fax and postal services.
Information:
The Internet is a virtual treasure trove of information. Any kind of
information on any topic under the sun is available on the Internet. The search
engines on the Internet can help you to find data on any subject that you need.
There is a huge amount of information available on the internet for just about every
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subject known to man, ranging from government law and services, trade fairs and
conferences, market information, new ideas and technical support.
Services:
Many services are now provided on the internet such as online banking, job
seeking and applications, and hotel reservations. Often these services are not
available off-line or cost more.
Buy or sell products:
The internet is a very effective way to buy and sell products all over the
world. Along with getting information on the Internet, you can also shop online.
There are many online stores and sites that can be used to look for products as
well as buy them using your credit card. You do not need to leave your house and
can do all your shopping from the convenience of your home.
Communities:
Communities of all types have sprung up on the internet. Its a great way to
meet up with people of similar interest and discuss common issues.
Online Chat:
There are many chat rooms on the web that can be accessed to meet new
people, make new friends, as well as to stay in touch with old friends.
Downloading Software:
This is one of the most happening and fun things to do via the Internet. You
can download innumerable, games, music, videos, movies, and a host of other
entertainment software from the Internet, most of which are free.

Types of Internet Connections

Now the question arises that how to connect to Internet. For this we require
in our computer a modem and username, password and phone number of the
Internet Service Provider (ISP). As we know that BSNL is an ISP and its National
Internet Backbone (NIB) is having its spread throughout India with the brand name
of Sancharnet (www.sancharnet.in).

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Now we explain how to make the connection through a normal dial-up /
PSTN. All these, however, are being explained with Windows XP as the operating
system of the computer.
1. Click the Start button Programmes Accessories Communications
New Connection Wizard. The wizard will open up.
2. Click Next
3. Choose Connect to the Internet and click Next.
4. Choose Setup my connection manually and click Next.
5. Choose Connect using a dial-up modem and click Next.
6. Type the name of the ISP, e.g. BSNL, and click Next.
7. Type the phone number for the said ISP, e.g. for BSNL it is 172233, and
click Next.
8. Choose Anyones use or My use only as per your preference and click Next.
9. Enter the username and password given to you by your service provider and
click Next.
10. Choose Add a shortcut to this connection on my desktop and click Finish.
Now the internet connection wizard is over. By double click of the shortcut
on your desktop get yourself connected to the Internet as and when you desire.
Similarly, the connection can be made through Broadband or ISDN. For
Broadband, however, no phone number is required; only username and password
is sufficient. For ISDN the phone number of BSNL is 172225.
For checking the number of hours balance in the Internet Account or for
changing the username and password, we can go on www.sancharnet.in and can
do it online provided the setting of the internet explorer is compatible. The site,
however, gives detailed instruction for enabling the features of the internet
explorer.

Search engines
Search Engine is a program that searches documents for specified keywords
and returns a list of the documents where the keywords were found. The most
popular search engine now a day is Google which can be accesses by typing
www.google.com in the address bar of the internet explorer. It has a database of
over 8 billion WebPages. Another search engine is that of Microsft known as MSN
Search and can be accessed by typing http://search.msn.com. Microsofts site

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has more than five billion web pages at present. Our discussion, however, is based
on the features available in Google.

E - Mail
With the growing popularity of the Internet, e-mail has become the most
popular communication method for the internet users. Email is the fast and
effective method of communication and it is probably the most preferred method for
online communication. At present, thousands of users are using e-mails every day.
Extensive use of e-mail makes it so interesting and so versatile. If you want to send
greetings to your grandfather or send some files to friends, you can easily use the
e-mail to do so.
Advantages of E-Mail
E-mail has come a long way since its introduction, but still, for the most
part of the world it used as a secured, fast and easy way to communicate.
Electronic communications policy is essentially a reference tool that is much more
developed now, and you can do much more with it than other medium. With an
ordinary file, you can send text messages via e-mail address and send greeting
cards, manage e-mail, duties or preventing unwanted emails by using a spam
folder, and organize and manage tasks in their daily number of mail servers. You
can send a heavy file within a minute by email.
However, this wonderful tool is not without fault. Some people use these

advantages of email to send viruses and worms through e-mail and in the process
they send a lot of emails on your address. If you open and use any file that is
infected, it can make a major damage to your computer. An e-mail virus may often
be very difficult to understand, especially for someone who have a little or limited
knowledge about computer viruses and how they work. If you get an email with no
name mentioned on it and if you open that mail, there are high chances for your
computer to get infected by the virus and specious worm.
The privacy problems mentioned above is a big problem. Almost every e-mail
goes through a series of computers before it reaches the recipients inbox, and it is
possible that individuals can access e-mail and read it. Therefore, it is important
that you have a bullet-proof password. Thus you will be able to make your personal
emails secured. Keep your security question and answer in a safe place. Do the

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best use of email and take the full advantages of email. Do not use it to harass
people, because it is the worst use of a good thing.
Creating E-Mail Account
Creating an email account is simple.
First, choose an email service that you prefer (major ones include Yahoo,
Hotmail, Gmail, etc).
Next, decide what screen name you wish to have. This will act as both your
login name and your email address name (ex. yournamehere@yahoo.com).
If the name is taken, try a variation of the name, or add numbers, spaces or
hyphens in it.
After you have chosen a name, you will have to create a password and a
security question/answer. Make sure to choose a password that you'll be
able to remember, but will be difficult for others to guess (as a warning for
those making an account for the first time, NEVER give out your password,
as there are many scam and phishing sites that will undoubtebly try to steal
your information) .
The final step is to fill out your personal information and activate your
account.
Once this is completed, you will be able to use your email to send and receive
messages, add addresses and phone numbers into your contact book, use your
calendar, and much more.
Sending and Receiving E-Mails
The drafting and consultation of messages in Gmail differ little from those
options offered by a conventional email client. To send an email, click "Compose
Mail" located above the folder list. An entry form appears in the Gmail interface.
However, it is possible to open a separate window by clicking the icon consisting of
a blue square containing an arrow, superimposed on a blue square. This option
has the advantage of allowing access to all functions of the Gmail mailbox without
interrupting e-mail attachment.

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In the "To:" box, type the address of the person you want to write. For multiple
recipients, separate addresses with commas. When entering, Gmail will suggest
possible addresses you use frequently, then those in your list of contacts (including
groups). In case of multiple proposals, press [Enter] to select the first suggestion or
move through the list to select another address. If Gmail does not suggest the
address you want, continue typing without taking into account the proposals.
Tip: You can select the contacts you want to write directly into the folder
"Contacts". Simply check the box before the name of the people want, then click on
"Write".
To view the "Cc:" tab click "Add Cc". Cc means "carbon copy", type here the
addresses of people who are not the main recipients of the message, but you still
want to send a copy.
To view the "Bcc:" tab click "Add Bcc". Bcc stands for "carbon copy invisible, type
here the addresses of people you want to send a copy of the mail, but the other
correspondents will not know.
In "Subject:", enter the subject of the email. Enter the text itself. By default, Gmail
to send a message in HTML format. You have options enrichment and text
formatting: bold, italic, underlined, choice of font and size, insertion of hyperlinks,
bulleted lists, numbered lists, etc..
If you are unsure that your recipients can read rich text, click "Text only". Note that
the spell checking works in both modes of entry.

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Adding attachments to Email
It is also possible to add attachments (pictures, videos, etc..) To the message.
To this end, click "Attach a file" then click "Browse" to select a file on the hard

disk. When you finish typing your post, click the "Send" to send it immediately or
on the button "Save" to save as draft.
Things to know: Gmail backup at regular intervals the mail that you are writing.
Therefore, do not panic if for any reason it were to be lost. You will find a copy in
the folder "Drafts".
Unfortunately, Gmail does not have the "receipt" for the messages you send.
You'll see that sending emails is a really easy.
Receiving E-Mail
All emails received are stored in the inbox. The number of unread messages is
indicated in parentheses to the right of the folder "Inbox". Gmail automatically
checks every two minutes when new messages arrive. At any time, you can force
the check by clicking on the "Update".

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Outlook and tasks

To Set Up Your E-mail Account in Microsoft Outlook
1. In Microsoft Outlook, from the E-mail Accounts menu, select Tools.

2. On the E-mail Accounts wizard window, select Add a new e-mail

account, and then click Next.

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3. For your server type, select POP3 or IMAP, and then click Next.

4. On the Internet E-mail Settings (POP3/IMAP) window, enter your

information as follows:
Your Name
Your first and last name.
E-mail Address
Your email address.
User Name
Your email address, again.
Password
Your email account password.
Incoming mail server (POP3)
POP, Pop.secureserver.net or IMAP, imap.secureserver.net.
Outgoing mail server (SMTP)
Smtpout.secureserver.net
Click More Settings.
NOTE: "smtpout.secureserver.net" is an SMTP relay server. In order to use
this server to send e-mails, you must first activate SMTP relay on your email account. Log on to your Manage Email Accounts page to set up SMTP
relay. If you do not have SMTP relay set up and your Internet Service
Provider (ISP) allows it, you can use the outgoing mail server for your
Internet Service Provider. Contact your Internet Service Provider to get this
setting.

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Organize Matters Using Microsoft Outlook Tasks
In my experience, most law office personnel use only the most basic functions in
Microsoft Outlook. (For many, the zenith of their Outlook skills is using Outlooks
Meeting Organizer to put items on multiple calendars.) And their lack of more
advanced skillssuch as using Microsoft Outlook Tasks or Categoriesis killing
their productivity.
Its a shame, too, because knowing a bit more about how Outlook organizes
information can open up a wealth of options for organizing your client matters.In
this series of posts, well go over some beyond the basics skills in Outlook to
equip you and your staff to make the most of this undervalued tool.
Unless otherwise noted below, all instructions and screenshots are for Microsoft
Office 2010 for Windows.
If youre not using Tasks, you should be
Once youve mastered sending/receiving email and calendaring appointments, the
next area is Tasks. To access Tasks, simply click on the Tasks button on the bar in
the lower left-hand corner of your Outlook window:

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Although you can start a new task by simply following Outlooks suggestion to
click here to add a new Task, its usually better to use the New Task button in the
upper left-hand corner so you will get the full dialog box:

1.Type the description of the task here. For optimal effectiveness and clarity
(particularly if youre assigning tasks to others), make this description a next
action (Call Rick to get possible deposition dates) rather than a goal or project
name (Schedule expert depositions).
2.You can either type a Start Date in or use the drop-down calendar to pick one.
3.Once youve chosen a Start Date, youll see Outlook fill in the Due Date
automatically. You can change it by either typing or using the drop-down.
4.If you want a reminder pop-up, check the box next to Reminder and set the date
and time.
5.Use this space to keep any notes you will need or will accumulate as you perform
the Task. You can even
6. embed an Outlook Item (an email, a contact, etc.) into a Task or attach a file (a
Word document, etc.).
7.This field can come in handy for tracking the status of your Tasks (more on that
when we discus Views). In addition to Not Started, you can pick In Progress,
Waiting for Someone Else, Deferred, and Completed.
Using Tasks + Categories for Case Organization
The key to organizing Microsoft Outlook Tasks is in combining them with
Categories, found on the right side of the Task tab:

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Yes, the delivered Categories leave a lot to be desired, but heres the good news:
theyre customizable. Click All Categories at the bottom:

Now that youve added your new case/matter category, its selected by default. (You
can, by the way, assign more than on Category to a Task, or to any Outlook item.)
So your finished Task looks like this:

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And once you click Save & Close on the Task tab, it appears in your Task list like
this:

Creating Tasks with Categories is just the beginning

Creating the Tasks for your open matters is a great start, but using Tasks plus
Categories for organization becomes much more powerful when you learn how to
customize the View (such as the one shown above).

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