Computing

Skills for All

 ACKNOWLEDGEMENT
We acknowledge and appreciate the far-sighted Vision and Mission of Rev. Fr Francis
Guezou SDB, Founder, Don Bosco Center, Yellagiri Hills to reach out to the underprivileged
tribal and rural youth through Information Technology.

It is our prime focus to empower the youth through the weapon of Information Technology by
delivering quality education and training in IT. We impart the relevant skills in IT to the youth and
thus enable them to find placement in the industry as software, web design, technical writing,
system administration or data processing professionals.

This Basic Course in Computing Skills is our unique effort to extend our IT Services to religious,
NGOs and all those who work for the cause of the poor in various capacities.

We thank Fr. Thaddeus, Directior , BIIT & CEO, Bosco ITS, for framing and designing the
curriculum for this course.

We are grateful to Mr. Xavier Maria Doss, Manager, iFenSys Software Solutions Pvt Ltd.,
Chennai, for editing the first version of this book.

Thanks to Mr. Leo Maria Francis, Mrs. Jayamary Christuraj, Mrs. Rose Gandhi,
Mr. Sundaram, Mr. Julias Ceasor, Mr. Prabhakaran and Mr. Selvam for their evaluation and
valuable suggestions.

We appreciate the efforts put in by the EduTech Team, Bosco ITS, BICS InfoTech, Yellagiri
Hills, for spearheading this project and bringing it out in the current form.

We wish that this course material will facilitate many to use the computer as an effective tool in
their own field of work or apostolate.

Fr. Maria Arokia Raj SDB

CKO, ARIVAGAM,

Bosco Institute of Information Technology

(Education unit of BICS InfoTech Education Trust)

Don Bosco Centre, Yelagiri Hills, Tamilnadu.

 Dedicated to

REV. FR. FRANCIS GUEZOU SDB

[ 1924 - 2009 ]
Our Beloved Vi(Mis)sionary
Founder
Don Bosco Centre, Yellagiri Hills
Contents

1. PC Operations ..........................................................01

2. MS Word 2010 ..........................................................46

3. MS Excel 2010 .........................................................166

4. Multimedia .............................................................249

5. Internet ..................................................................326
 I PC OPERATIONS

UNIT I
Chapters

1. Computer Fundamentals

2. Introduction to Windows

3. Working with Windows

4. Windows 7 Editions

5. Quick Reference
 1 COMPUTER FUNDAMENTALS

Structure

1. Introduction

2. Objectives

3. Definition of a Computer

4. Anatomy of a Computer

5. History of Computers

6. Characteristics of a Computer
Computing Skills for All - CSA

7. Classification of Computers based on Size

8. Functional Components of a Computer

9. Computer Software and Classification of Software

10. Computer Networks

11. Capabilities and Limitations of a Computer

12. Summary
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1. Introduction

Today the whole world is being transformed by Information Technology. The terms “Computer
literate and illiterate” are beginning to be used widely. No one can afford to be a computer
illiterate. We shall learn this new technology in a step-by-step manner.

2. Objectives
• To know the basics of a computer

• To understand the anatomy of a computer

• To know the characteristics of a computer

• To learn the history of computers

• To differentiate between hardware and software

3. Definition of a Computer

A Computer is an electronic device for making calculations and controlling operations that are
expressible.

4. Anatomy of a Computer

A system is a set of components that work together to accomplish one or more common goals. A
computer system can be viewed as a system of three major components.

Computer System

Hardware Software Personnel

Figure 1-1: Anatomy of a Computer

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• Computer Hardware – indicates the computer equipment or parts, which are mechanical,
electrical and electronic.

• Computer Software – programs that instruct a computer how to process the data and
generate required information.

• Computer Personnel – people, who prepare data for computerized input, write computer
programs, monitor computer operations and distribute the output. There are also end
users who use the computer resources.

5. History of Computer

1st Generation 2nd Generation 3rd Generation 4th Generation

Computers (1950) Computers (1960) Computers (1970) Computers (1980)
Use of vacuum tubes Use of transistors and Use of integrated Use of large scale and
diodes, use of circuits very large scale
integrated circuits integrated circuits
Limited storage Increased storage Increased storage Increased storage
capacity capacity flexibility with input/
output
Slow Speed High speed Smaller size and Considerably faster
better performance and smaller
Symbolic language High level Remote processing Sophisticated
programming programming and time sharing programs and
language (COBOL, languages for special
FORTRAN) applications
Huge size Reduction in size Extensive use of high Modular design,
level programming versatility and
languages compatibility
Problems of over Heat generation is Increased use of
heating reduced micro-computers (PC)

6. Characteristics of a Computer
• Speed - Computer works at an incredible speed. Speed of computers is measured in terms
of milliseconds, microseconds, nano seconds and pico seconds.

• Accuracy - Computer produces accurate results as per the instructions given by us.
Correct instructions give correct results, incorrect instructions give incorrect results.
(GIGO- Garbage In Garbage Out)

• Consistency - Highly consistent. Never get tired or bored.

• Storage Capacity - Can store huge amount of data.

• Flexibility - Computer is a versatile machine and limited by our imagination. Computers

are not originally creative and can never be (a drawback).

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7. Classification of Computers based on Size

Computers can be classified as Supercomputers, Mainframe computers and Microcomputers

according to their size. Modern computers vary in size from large computers that fill entire rooms
to the CPU that is smaller in size. While the smaller processors generally cater to single users, the
larger systems with greater processing speed and higher storage capacity are able to handle large
number of powerful input and output devices. They may be

1. Special purpose devices performing single task e.g. controlling the ignition
system in an automobile.

2. Personal computers ranging from the Desktop model to the Laptop or Note book.

7.1. Supercomputers

Complex scientific applications like weather forecasting require a large amount of data to be
manipulated within a very short time. Large supercomputers with faster processing using multiple
processors and superior technology are used for complex tasks requiring a lot of computational
power. Examples of supercomputers are CRAY XMP-24 and NEC-500.

7.2. Mainframes

The earliest computers were called mainframes due to their large size. The term is still used for
the large computers of today. The capacities of the earlier mainframes and the mainframes of
today are enormously different. Mainframes are very large computers with a very high capacity of
main store. Because they can process large amount of data very quickly; big companies, banks,
government departments use them as their main computers. They can be linked into a network
with smaller departmental computers, microcomputers or with each other. They act as hosts of
large national and international communication networks, handling hundreds of users. Some
examples of mainframes are IBM 4381, ICL 39 series and CDC Cyber series.

7.3. Microcomputers

The microcomputer is the smallest type of computer available. In microcomputer, the arithmetic
and control units are combined on a single chip called a microprocessor. Microcomputer contains
two types of storage or memory:

a. Random Access Memory (RAM) where programs and data are held during processing
temporarily. Data stored in the RAM is lost when the machine is switched off.

b. Read Only Memory (ROM) where permanent instructions or data are held. The ROM
does not require a continuous supply of power to retain its contents.

Microcomputers are used as home computers for the family or as personal computers by business
executives or by small businesses where volumes of data processing and speed requirements are
small.

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8. Functional Components of a Computer

The hardware of any computer system can be broadly classified into System Unit (CPU) and the
Peripheral Devices.

8.1. System Unit

Figure 1-2: System Unit

The System Unit consists of three major components namely the CPU (Central Processing
Unit), the Memory and Input-Output Interface Unit.

8.1.1. The Central Processing Unit (The Processor)

The CPU performs:

1. Arithmetic (add, subtract, multiply, divide) & Logical operations (logical comparisons)

2. Input – Output operations (accepting data to be processed, generating the output or

results of processing)

3. Internal data movements (moving data between various parts of storage)

4. Data manipulation (accepting, sorting and processing data, and generating the
required information)

To perform these various operations, the CPU has two main components:

• Arithmetic and Logic unit (ALU)

• Control Unit (CU)

The Control Unit coordinates the operations of the hardware. It also coordinates the flow and
execution of data and instructions that are fed into the memory or main storage via the CPU. The
CPU functions in a fetch-execute cycle. It fetches the instructions and data from the memory unit,
decodes them and sends them to the Arithmetic and Logic unit (ALU). The output from the ALU is
fetched by the control unit and sent to various parts of the computer.

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The Arithmetic and Logic Unit (ALU) performs the actual calculations (addition, subtraction,
division, multiplication), logical operations (AND, OR and NOT) and comparisons (greater than,
lesser than, equal to, positive, negative, zero).

8.1.2. The Memory

The Memory Unit or Main Store holds data, instructions (that are being interpreted and
executed), intermediate results and final results that are ready for output. The data and
instructions are passed from the main store into ALU, or to and from the storage devices under the
control of the CU. All instructions or data are stored in the memory unit before being used by ALU
or CU. The main store is divided into a number of storage locations. A unique number or “address”
can access these locations.

8.2. Peripheral Devices

The Peripheral devices can be classified as input devices, output devices and secondary storage
devices.

Figure 1-3: Peripheral Devices

8.2.1. Input devices

The Input devices allow the user to get the data into the machine. A large range of input devices
are available; e.g. Keyboard, Mouse, Web Cam, Mike, Scanner etc.

8.2.2. Output Devices

The Output devices are peripherals used to output results to the user. They include Printers,
Plotters, and VDUs (Visual Display Units), Speakers etc.

Printers: The results of processing could be written by the computer onto a tape or disk, to be
used at a later time or to be given to another computer as input. However, the most common form
of computer output is printed output – also called hard copy output. Based on the way they print

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and how fast they operate, printers are classified mainly into three categories. It uses a printing
ribbon.
Dot matrix printer is a versatile low cost device, capable of printing in various languages, types,
in bold, in italics or underlined. It can also be used to print graphics.

Inkjet Printer uses liquid ink to print. The ink is sprayed on the paper. The edges of the letters
and graphics could be smudged. Color printing is possible in this type of printers.

Laser printer is a page printer. A page of text or pictures is composed at a time. A laser printer
utilizes a laser beam that senses selected areas on a print page. The laser-exposed areas attract a
toner (an ink powder) that attaches itself to the laser-generated charges on the drum. The toner
is then permanently fused on the paper with heat or pressure. The resolution of print image is 300
dots per inch. New laser color printers are in the market already.

8.2.3. Secondary Storage devices

Secondary Storage Devices are mainly hard disks, disk packs, floppy disks, and tapes used to
store data and programs permanently.

9. Computer Software and Classification of Software

9.1. Software

Software gives life to a Computer. Computer without software is like a T.V. without any
programmes on it. Computer Software is a set of instructions given to a computer, in a way that
a computer could understand, in order to perform a particular task.

9.2. Classification of Software

Software could be classified into two categories mainly: system software and application
software.

9.2.1. System Software

System software is a generic term referring to any computer software whose purpose is to help
run the computer system. Most of it is responsible directly for controlling, integrating, and
managing the individual hardware components of a computer system.

• Operating System - In computing, an operating system is the system software

responsible for the direct control and management of hardware and basic system
operations. Interface for Computer hardware & users of computer & Manages the resources
and overall operations of a computer. E.g. Windows XP/2000, UNIX, Linux, etc.

• Translators - Translators are programs, which translate one programming language into
another. E.g. Assemblers, Compilers/Interpreters

• System Utilities - A software application, used for maintenance or other routine chore.
E.g. Disk Fragmenter and Virus Scanners

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9.2.2. Application Software

Programs that are used to perform a specific task, e.g., word processing, spreadsheet software,
Tally, AcMEPlus, SmartSchool, etc to solve a specific data processing task. They are Pre-written
software packages like MS-Word, Word Perfect for word processing, MSExcel, Lotus 1-2-3 as
spreadsheet and Adobe Photoshop, Corel Draw for graphics.

10. Computer Networks

There are five types of networks.

10.1. LAN (Local Area Network)

A Local Area Network (LAN) is a computer network covering a local area that facilitates the
sharing of information and computer resources of a specific group (normally within a campus).
Within a company, building or an institution. Limited distance and uses cables as transmission
media.

10.2. MAN (Metropolitan Area Network)

A Metropolitan Area Network (MAN) is a network that interconnects users with computer resources
in a geographic area or region larger than that covered by even a large local area network (LAN)
but smaller than the area covered by a wide area network (WAN). The term is applied to the
interconnection of networks in a city into a single larger network. E.g. Cable Television network.

10.3. WAN (Wide Area Network)

A Wide Area Network or WAN is a computer network covering a wide geographical area, involving
vast array of computers. This is different from metropolitan area networks (MANs) or local area
networks (LANs) that are usually limited to a room, building or campus. Spread across country.
Communication via telephone lines, satellites or microwave links.

10.4. Internet
An Internet is a group of networks connected together. The Internet refers to the global
connection of networks around the world. It is a network of networks.

10.5. Intranet
A computer network based on Internet technology that is designed to meet the internal needs for
sharing information within a single organization or company is called an Intranet. It is a network
of networks within an organization or between organizations.

11. Capabilities and Limitations of a Computer

Though the computer is the most powerful tool developed by humanity till date, it is completely
dependent on the human being. No matter how good a computer is; it has to be “told” explicitly
what to do. Some of its capabilities and limitations are as follows:

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11.1. Capabilities
• Computers are very fast. They can process millions of instructions per second (MIPS is the
unit for measuring the processing speed).

• Computers are accurate. They do not make mistakes in calculations.

• Computers perform complicated and repetitive tasks very well, without error, for long
periods of time, as they do not suffer from carelessness, boredom or tiredness.

• The efficiency of a computer does not decrease with age. Unlike mechanical or electrical
devices, the speed of a computer remains the same over a number of years.

• Computers are versatile. They can do a variety of jobs depending on the instructions fed to
them and their hardware characteristics. Modern computers are capable of handling not
only complex arithmetical problems, but also host to jobs unrelated to numbers, like
railway, airline reservations etc.

11.2. Limitations
• Unlike the human brain, a computer cannot think on its own. It has to be given every
detailed instruction and every step of its operations has to be described. It cannot detect
flaws in logic input to it.

• The computer will either produce erroneous results or simply give up the task if a situation
occurs that is outside the scope of the instruction specified to it.

• Humans have the potential to try out various alternatives to solve the unexpected, which
computers do not have.

• Computers have no intuition. Computers cannot draw a conclusion without going through
all intermediate steps.

• Computers can only process jobs that can be expressed in a finite number of steps leading
to a specific goal. Each step must be clearly defined. Also, the next step to process as well
as where to find the next step must be stated clearly.

• Computers cannot handle Combinatorial Explosion and situations where a finite number of
steps generate an impossibly large number of computer operations.

• Computers do not learn from experience.

12. Summary

A computer is an electronic device, which is used to perform calculations and so on. It includes
the components such as Hardware, Software and Personnel. Speed, accuracy, consistency, storage
capacity, flexibility are few characteristics of a computer. There are four generations of computers
(1950, 1960, 1970 and 1980). Computers can be classified as micro, mainframe and super
computers. The networks are LAN, WAN, MAN, Intranet and Internet.

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 2 INTRODUCTION TO WINDOWS

Structure

1. Introduction to Windows 7

2. Objectives

3. What is an Operating System?

4. Basic Terminology

5. Features of Windows 7 Operating System

6. Windows Desktop
Computing Skills for All - CSA

7. Utilities

8. Summary

9. Lab Exercise
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1. Introduction to Windows 7

To run a Personal Computer and perform various operations, Operating System is needed.
Windows 7 is the release of Microsoft Windows. It is the most popular Operating System for
Personal Computers and the designers of Windows 7 have made it very user-friendly. It has
better ways to find and manage files - like Jump Lists and improved taskbar previews - to help you
speed through everyday tasks. It is designed for faster and more reliable performance, so your PC
works just the way you want it to. With 64-bit support, you can take full advantage of the latest
powerful PCs and great features like HomeGroup, Windows Media Center, and Windows Touch that
makes new things possible. This session presents you the essential features of Windows 7 to use
your computer effectively.

2. Objectives
After completing this unit, you should be able to:
• Identify the components of Windows Desktop.
• Know the basic Keyword techniques.
• Know how to change the settings of the Desktop.
• Become familiar with the System Tools provided by Windows 7.
• Know how to manage your hardware using Control Panel.

3. What is an Operating System?

Without an Operating System, a computer is a bare machine. Operating System gives life to the
machine. It acts as an interface between users and the hardware of a computer system. The
operating system controls the hardware and provides numerous facilities for the end-users. It is
the most important system software. This can be called as the Queen of System Software.

Examples for Operating Systems are DOS (Disk Operating System), Windows 95/98/2000/7,
Windows XP, Windows Vista, Windows Me, Windows NT, UNIX and Linux. Windows NT, UNIX and
Linux are mostly used in major organizations to connect and serve network of computers.

Linux is free software, which is becoming very popular now. Most of the Internet applications run
on Linux platform.

Certain reasons why we should move to Windows 7:

1. In the coming years, Microsoft will stop supporting Windows XP and again we would
have to suffer as we did, when Windows 98 was completely out of support for drivers
and other hardware compatibility.

2. Windows Vista was a flagship of Microsoft to make the GUI features of Windows more
interactive and user–friendly. Vista was successful, but lost in the performance field.

3. The technology is emerging and we need to be on-par with it such as Touch Screen,
Cloud Computing and many more.

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4. Basic Terminology

Desktop Background on which the windows appear.

Windows The rectangular areas of the screen, where one can work.
Icons The small graphical symbols that represent applications such as word
processing or graphics programs in Windows.
Folder A Window tool in which files or documents or sub-folders can be placed.
Application A tool used to achieve a specific task. E.g. MS Word, MS Excel and so on.

4.1. Windows 7 Desktop

Figure 2-1: Windows 7 Desktop

5. Features of Windows 7 Operating System

• Automatic Changing of Desktop Wallpaper - This feature is introduced for the first time
in Windows 7 to make it more beautiful. It comes with 5 to 6 built-in themes, with
different sound effects, colors, designs, and wallpapers. In the Personalize menu, you can
select multiple wallpapers and they will be shuffled after some interval of time.

• Improved Taskbar and Full-screen Previews - You can use the XREFtaskbar at the
bottom of your screen to switch between opened programs. In Windows 7, you can set the
order of the taskbar XREFicons and they’ll stay in that order. The icons are larger too. If you
XREFpoint to an icon, you’ll see a small, preview version of the page or program. If you
point to this preview, you’ll see a full-screen preview. To open a program or file, click an
icon or one of the previews.

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• Jump List - With Jump Lists, you can quickly find files that you’ve worked with recently.
(Right-click a program icon on the taskbar to see a list of recently-opened files). You can
also pin the files that you use regularly to a Jump List. Some Jump Lists show commands
for common tasks, like playing music or videos.

• Calculator - The calculator in Windows 7 comes with Scientific, Programmer and

Statistics modes. You can use the calculator to convert values from one unit of
measurement to another like Celsius to Fahrenheit or Ounces to Grams, to calculate dates
and to calculate fuel economy, lease, or mortgage payments.

• Windows Contacts - Windows Contacts used to keep track of all your friends, teachers
and relatives’ addresses by creating contacts in Windows Contacts. Each contact contains
the information about a person you want to store. When you need to look up a friend’s
e-mail address or phone number, you can open your Contacts folder and find it there.

• Thumbnail Previews - Thumbnail previews are used not only to preview the windows
opened by the application in a small-sized thumbnail view, but to also interact with them.
The user can close any window opened by clicking the X on the corresponding thumbnail
preview. The name of the window is also shown in the thumbnail preview.

• Games - Windows 7 comes with a variety of games to play. There are board games, card
games, multiplayer Internet games, and even games for kids. You’ll find them all in the
Games folder. To start playing, just open the folder and double-click a game icon.

6. Windows Desktop

The entire initial computer screen is called Desktop. It contains many icons. Each icon has its own
contents and sub-icons. An icon may represent an application, a folder or a file.

6.1. Desktop Icons

When you open this icon, it lets browse through the contents of your
computer and you know the contents of your Hard Disk Drive (HDD), CD
ROM drive and other storage devices. Also you get information about
existing printers and other peripherals.

Network accesses computers and devices that are on your network.

Recycle Bin holds all the deleted files and folders. Contents may be
examined (double-clicking) and emptied to free disk space.

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6.2. Start Menu

Start menu is the main gateway to your computer’s programs, folders, and settings. It’s called a
menu because it provides a list of choices and as “start” implies, it’s often the place that you’ll go
to start or open programs.

Figure 2-2: Start Menu

6.3. Structure of a Window

Figure 2-3: Structure of a Window

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Terms Meaning

Icons Small graphical symbols that represent applications.

Title Bar It shows the name of the application.

Tabs It lists the available groups.

Scroll Bars Scroll bars are used to move through the document when an entire
document does not fit in the windows.
Maximize Clicking this button, you can enlarge the window size.

Minimize Clicking this button, you can reduce the window size.
Close Clicking this button, you can close the application.
Restore Clicking this button, you can enlarge the window to its normal size.
Windows It is the outside edge of window. Window can be resized by
Border lengthening and shortening the border.
Click Pressing and releasing the mouse pointer on an icon.
Double Pressing and releasing the mouse pointer on an icon twice in a rapid
Click succession.
Insertion It is a flashing vertical bar that marks the place when the text can be typed
Point or the image can be pasted.

Drag To press and hold down the left mouse button while moving the mouse.

Drag & To press and hold down the primary mouse button while moving the mouse
Drop release a mouse button on reaching the desired location to place the item.
New A new working area is opened in an application.
Save Users can retain the changes that are made recently in the already saved
file.
Save as The saved document can be stored in some other location.
Print You can take print-outs of a document.

6.4. Changing Desktop Appearance

Your XREFDesktop background (also called wallpaper) can be a digital picture from your personal
collection, a picture that comes with Windows, a solid color, or a picture framed with a color.

6.4.1. Change Desktop Background

You can choose one image to be your desktop background or

you can display a slide show of pictures.

To change desktop background:

1. On the Desktop, right-click the mouse button and

select Personalize option.

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2. Click Desktop Background.

3. Select the picture that you want to use for your desktop background.

4. If the picture you want to use isn’t in the list of desktop background pictures, click
an item on the Picture location list to see other categories, or click Browse… to
search for the picture on your computer.

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5. When you find the picture that you want, double-click it. It will become your desktop
background.

6. Under Picture position, click the arrow and choose whether to crop the picture to fill
the screen, fit the picture to the screen, stretch the picture to fit the screen, tile the
picture, or center the picture on the screen, and then click Save Changes.

6.4.2. Change Desktop Icons

You can customize the icons that are on your desktop. You can add and remove the icons based on
your need.

To change desktop icons:

1. On the left pane, click Change desktop icons.

2. Under Desktop Icons, select the check box for each icon that you want to appear on
the desktop. Clear the check box for icons that you don’t want to appear.

3. Click Change Icon… to change the desktop icon.

4. Click OK.

6.4.3. Change Mouse Settings

You can customize your mouse in a variety of ways. For instance, you can swap the functions of
your mouse buttons, make the mouse pointer more visible, and alter the scroll speed of the mouse
wheel.

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To change mouse settings:

1. On the left pane,

click Change mouse pointers.
The Mouse Properties window
is displayed.

2. Click Pointers tab to make

changes in mouse pointer.

3. Under Customize area, select

the mouse pointer.

4. Click OK.

6.4.4. Create Your Account

Windows 7 allows you to have multiple users sharing the same computer under their own
individual accounts. This allows each individual user to have their own location on the computer
where they can store their personal documents, pictures, videos, saved games, and other personal
data.

This also allows the owner of the computer

to assign certain accounts the ability to
perform administrative tasks like installing
software, while limiting other user’s abilities.

To create new account:

1. Click Start > Control Panel.

The Control Panel window is
displayed.

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2. Click Add or remove user account option in the Control Panel window.

3. Click Create a new account in the Manage Account window. The Create New Account
window is displayed.

4. Enter your desired account name in the box.

5. Select the account type.

6. Click Create Account. Your account is created and listed in Manage Accounts window.

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6.4.5. Change Your Account Password

You can change the password that will be associated with your XREFuser account to protect your
data on a shared computer.

To change your account password:

1. Click your account to change the password in the Manage Accounts window.

2. Click Change the password.

The Change an Account window is opened.

3. Type New password and Confirm new password in the boxes.

4. Click Change password.

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6.4.6. Change Your Account Picture

You can choose a picture that will be associated with your XREFuser account and shown on screens
or menus that display your user name, such as the XREFWelcome screen or Start menu.

To change your account picture:

1. Click your account to change the picture in the Manage Account window.

2. Click Change the picture.

The Choose Picture window is displayed.

3. Click the picture you want to use, and then click Change Picture. (Or)
If you want to use a picture of your own, click Browse... for more pictures, navigate to
the picture you want to use, click the picture, and then click Open.

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6.5. Shortcut Menu for Any Icon

Select a particular icon and click the ‘Right’ mouse button. The various types of menus are
displayed.

• Open – It is used to open the icon and display its contents.

• Copy – It is used to copy the icon to a desired folder so that you can have the same icon in
both the places.

• Create Shortcut – It is used to create a ‘Shortcut’ for a program or icon. Once shortcut is
created, you can execute the program from the desktop itself. Otherwise, you need to go to
the execution path.

• Delete – It is used to delete the icon. The deleted items are stored in the recycle Bin. They
can be retrieved back from the Recycle Bin, if necessary.

• Rename – It is used to change the name of the icon.

• Properties – It gives the details of the location of a file, size of a file, when it is created,
modified date and more.

7. Utilities

7.1. System Tools

• Disk Defragmenter rearranges file clusters so that large files are contiguous on the disk.
This improves disk performance and reduces likelihood of disk errors leading to loss of files
or data.

• Scan Disk checks a disk drive for logical errors in the file system (Standard Scan) and for
physical problems on the disk drive surface (Thorough Scan). It can also fix many
problems it detects. If not detected and fixed through routine scanning, such problems can
result in loss of data.

• Drive Space allows disk drives to be compressed; roughly doubles disk capacity, on
average, but can degrade performance slightly.

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Chapter 2 - Introduction to Windows

7.2. The Control Panel

View System and Security Information, change

system and security status, backup and restore file
and system settings, update your computer, view
System and Security RAM and processor speed, check firewall, etc.,

Review recent messages and resolve problems with

your computer.
Action Centre

Configure administrative settings for your computer.

Administrative Tools
Change the appearance of desktop items, apply a
theme or screen saver to your computer, or customize
the Start menu and taskbar.
Appearance and Personalization

Backup and restore your files and system. Monitor

latest backup status and configuration.
Backup and Restore

Bit Locker Drive Encryption Protect your computer

using Bit Locker Drive Encryption.
BitLocker Drive Encryption
Change the date, time and time zone for your
computer the language to use and the way numbers,
currencies, dates and times are displayed.
Clock, Language and Region

View the desktop gadgets installed on your computer.

Desktop Gadgets

Change your display settings and make it easier to

read what’s on your computer screen.

Display

Make your computer easier to use.

Ease of Access Centre

Customize the display of files and folders.

Folder Options

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Chapter 2 - Introduction to Windows

Add, change and manage fonts on your computer.

Fonts
Add or remove printers and other hardware, change
system sounds, play CDs automatically, conserve
power, update device drivers and more.
Hardware and Sound

Change Panel Controls settings.

Parental Controls
Conserve energy or maximize performance by
choosing how your computer manages power.

Power Options
Uninstall or change programs (Software Applications)
on your computer.

Programs and Features

Configure how you want speech recognition to work
on your computer.

Speech Recognition
Choose, which programs you want Windows to use for
activities like web browsing, editing photos, sending
email and playing.
Default Programs
View information about your computer and change
settings for hardware, performance and remote
connections.
System
Customize the Start Menu and the taskbar, such as
the types of items to be displayed and how they
should appear.
Taskbar and Start Menu
Change user account settings and passwords for
people who share this computer.

User Accounts
Manage Information Cards used to log on and register
with websites and online services.

Windows Cardspace
Set firewall security options to help protect your
computer from hackers and malicious software.

Windows Firewall
Check for software and driver updates, choose
automatic updating settings or view installed updates.
Windows Update

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Chapter 2 - Introduction to Windows

8. Summary
Windows 7 provides an easy and user-friendly Graphical User Interface (GUI). The entire
initial computer screen is called Desktop. Desktop contains the Start Menu. Ctrl+Alt+Del is a
key combination used to close an application and restart the computer. Shut Down is a safe way
to switch off the computer.

9. Lab Exercise
1. Start the Computer - Login to your System.

2. Desktop - Note down the contents of Window 7 desktop.

3. Start Menu
• Activate the Start menu and view the options available.
• Study the Applications (Programs) available under each of Start menu.
• Take note of Accessories, Microsoft Word and Microsoft Excel etc.

4. Settings (Background)
• Change the background settings.
• Maximize the desktop icon size and add Icons on the desktop.

5. Desktop (Arranging the icons)

• Right-click on the desktop and choose Arrange Icons.
• Arrange the icons in different ways. (By Name, Type, Size and Date)

6. Desktop (Creating a Folder)

• Right-click on the desktop and select New option and click Folder.
• Rename the folder and view the contents of your folder.
• Explore the menu of the Folder.

7. Change the mouse pointer

• Change the mouse pointer.
• Change the speed of the mouse.

8. Control Panel
• Create an account of your own.
• Chane the password and picture of your user account.

9. WordPad
• Open a word pad and type about your favorite animal.
• Save the file in your name.

10. Shut down the system and start again.

@ BICS InfoTech 26
 3 WORKING WITH WINDOWS

Structure

1. Introduction

2. Objectives

3. Working with Files and Folders

4. Widows Explorer

5. Printing in Windows

6. Removable Hard Disk

Computing Skills for All - CSA

7. Windows Accessories

8. Summary

9. Lab Exercise
 pc operations
Chapter 3 - Working with Windows

1. Introduction
Windows Operating System is the most popular operating system today, being used by a great
number of people. Windows Operating System is not just one operating system; rather it is a
collection of operating systems. If we learn to work with any one of the Windows operating
systems, we could easily work with other members of this family. The reason is that the basic
operations are the same in all the operating systems. We shall become familiar with the basic
operations first and continue learning the other operations as well.

2. Objectives

After going through this unit, you should be able to:

• Work with files and folders.
• Print a document.
• Use Windows Explorer.
• Know about various removable hard disks.
• Become familiar with windows accessories.

3. Working with Files and Folders

3.1. To select a file or folder:

• Click the file name or folder name to be selected. After the selection, that file or folder will
be highlighted.

3.2. To select two or more items in sequence:

1. Click the first file or folder to be selected.
2. Press and hold down the SHIFT key while clicking the last file or folder in a group.

3.3. To select two or more icons out of sequence:

• Press and hold down CTRL key and click each file or folder.

3.4. To cut and copy files and folders:

One or more files or folders can be cut or copied to another drive, either using mouse by quickly
selecting icons and then dragging them to their new destinations or by using the Cut or Copy
command.

3.5. To copy file or folder from one folder to another folder:

1. Select a file or folder to be copied.

2. By pressing the left mouse button, drag a file or folder and release the button to
the destination folder. Now, destination folder has a copy of a source file or source
folder.

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Chapter 3 - Working with Windows

3.6. To rename file or folder:

1. Select a file or folder to be renamed.

2. Right-click on a file or folder. The pop-up menu is displayed.

3. From the menu, select Rename option.

4. Type a required name.

3.7. To create folder:

1. Select the folder in which the new folder is to be created.

2. Right-click and select New and then select Folder from the pop-up menu. A folder is
created with the name ‘New Folder’.

3. You can rename the folder with a suitable name.

4. Windows Explorer
Windows Explorer is a window’s efficient tool, which is used for handling files, folders or drives
effectively. The following figure explains the Windows Explorer Interface.

Figure 3-1: Windows Explorer

5. Printing in Windows

Printing is the process of sending the formatted document to a printer so that one can get the
entire document on the paper. Normally, all the windows ‘File’ menu option will have a ‘Print’
option. When you click this option, you will be provided options on the right pane. You can type
number of copies, choose the printer and set your preferences. And you can also preview your
print. Once you set your preferences click Print, your document will be printed.

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Chapter 3 - Working with Windows

6. Removable Hard disk

6.1. CD

A compact disc [sometimes spelled disk] (CD) is a small, portable, round

medium made of molded polymer for electronically recording, storing, and
playing back audio, video, text, and other information in digital form.
Initially, CDs were read-only, but newer technology allows users to record
as well. CDs only hold about 80 minutes of uncompressed music (700 MB
of data) and up to 74 minutes of VHS-quality video.

6.2. DVD

A Digital Video Disk (DVD) is an optical disc storage media format. DVD
discs offer higher storage capacity than compact discs while having the
same dimensions. They are used in DVD-Video consumer digital video
format and in DVD-Audio consumer digital audio format. DVDs can be
single-layer or dual layer. A single-layer DVD can hold 4.7 GB of data; a
dual-layer DVD holds 8.5 GB. DVD was originally used as initialism for the
unofficial term Digital Video Disk.

6.3. Pen Drive

A pen drive is a portable data-storage device. It has replaced the floppy

disks of old and has become the most popular data-storage device
among people. It is micro, lightweight and handy. It can be easily carried
from place to place. Currently available pen drives with storage capacities
ranging from 8GB and 32GB can be used to store graphics-heavy
documents, photos, music files and video clips.

6.4. Memory Card

A memory card or flash card is an electronic flash memory data storage

device used for storing digital information. They are commonly used in
many electronic devices, including digital cameras, mobile phones, laptop
computers, MP3 players, and video game consoles. They are small,
re-recordable, and able to retain data without power.

6.5. IPod

IPod is a portable media player designed and marketed by Apple. Now

there are many other brands as well in the market. As with many other
digital music players, iPods can also serve as external data storage
devices. Storage capacity varies by model.

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Chapter 3 - Working with Windows

7. Windows Accessories

Windows includes a set of office tools including Calculator, Character Map, Clock, Imaging,
Notepad, Paint, WordPad, Multimedia, Phone Dialer and more. These tools are included among
other useful programs in the Accessories group and help in performing everyday tasks.

7.1. Notepad

Word processors are the most commonly

used programs. Notepad is the word
processor provided with Windows.

It is simple and easy to master.

Documents can be edited and formatted
in Notepad window.

Notepad is a one of the Accessories of

Windows and is an Editing area.
You can create documents using Notepad.
Figure 3-3: Notepad

Working with the text could be made with the following key combinations:

To Move to Press
Next Line Down Arrow
Previous Line Up Arrow
End of the Line End
Beginning of Line Home
Next Screen Page Down
Previous Screen Page Up
Beginning of the Document CTRL + Home
End of the Document CTRL + End
Previous Word CTRL + Left Arrow
Next Word CTRL + Right Arrow

7.2. Calculator

Windows provides a simple calculator, which you can use to perform

various calculations. You can use either the keyboard or the mouse
to enter numbers and operators into Calculator.

Figure 3-4: Calculator

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Chapter 3 - Working with Windows

7.3. Paint
You can use paint program to draw pictures on your computer. You can create or assemble
pictures by drawing straight, curved lines, using shapes likes squares, circles, and polygons, or by
simply free hand drawing. You can fill different colors and can even erase any portion of your figure
that you are not satisfied with. You can use paint to create wall papers for your Windows desktop,
or create logos for your company, or any free hand drawing that you wish to insert in Word or
Excel.

Figure 3-5: Paint

7.4. Search Files
You can easily search for a file or folder when you don’t remember the location where you saved.
Searching can be done using file name, folder name, a word or phrase in the file or file type, etc.,

To search for file or folder:

1. Click Start and type the file

or folder name in the
search box.
The items that match your
text will appear on the
Start menu.

2. Click See more results,

if your file is not listed.
The Search Results window
is displayed.

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Chapter 3 - Working with Windows

3. Type a file or folder name in the search box and Add a search filter.

4. Select a location in Search again in option to start searching.

7.5. Other Accessories

Command Prompt Performs text-based (command-line) functions.

Connect to a Network Projector Display your desktop on a network projector.

Connect to a projector Connect your computer to your projector by display

cable.

Remote Desktop Connection Use your computer to connect to another computer

in the same network, but located in some other
place. You can run programs in the other system
connected or access files needed.
Run Opens a program folder, document or website.

8. Summary

This unit summarizes File management Folder management and Printing management guides you
to work with Windows Explorer and Windows Accessories such as Notepad, Calculator and Paint
Brush provides you the information on Removable Hard Disks and how to print a document using
your printer.

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Chapter 3 - Working with Windows

9. Lab Exercise
1. Working with Notepad

• Open Accessories and invoke Notepad application.

• Type the following document.

Windows 7 is the release of Microsoft Windows. It is the most popular Operating

System for Personal Computers and the designers of Windows 7 have made it
familiar to almost everyone. It has better ways to find and manage files- like Jump
Lists and improved taskbar previews - to help you speed through everyday tasks.

• Save the content in Your folder with the file name as DESKTOP.

• Open the created file and become familiar with the menu options of Notepad.

2. Find out the difference between following:

• cut – paste, copy – paste and save – save as

3. Check out Minimize, Maximize and Close buttons

4. Open Help option of the Notepad window and search for: Find, Find Next

5. Open Accessories and select Calculator - Perform some calculations in Calculator

such as 23+35=?, 12*45= ? etc.

6. Folders
• Open Computer. and right click on C:\ drive.
• Click New and create a folder by clicking on Folder.
• Name that folder as “Folder A”.
• In the same way, choose D:\ drive and create a folder “Folder B”.
• Rename “Folder A” as “BICS” and “Folder B” as “INFOTECH”.

• Copy “DESKTOP” file from your folder to BICS and also to “INFOTECH” folder.
• Rename the file “DESKTOP” in “BICS” folder to “MYDOC” file and delete the file
“DESKTOP” in “INFOTECH” folder.

7. Windows Explorer
• Right-click the Start menu.
• Click Explorer and get familiar with Windows Explorer.

8. Shortcut Menus
• Open Computer.

• Choose “C:\” drive and Right click on C:\ drive. A list of menu (Open, Explore, Find,
Sharing, Scan with Norton Antivirus, Add to Zip, Format, Paste, Create Shortcuts
and Properties) is displayed.

9. Search for files in different locations

@ BICS InfoTech 34
 4 WINDOWS 7 EDITIONS

Structure

1. Introduction

2. Objectives

3. Features of Windows 7

4. Windows 7 Starter

5. Windows 7 Home Basic

6. Windows 7 Home Premium

Computing Skills for All - CSA

7. Windows 7 Professional

8. Windows 7 Enterprise

9. Windows 7 Ultimate

10. Overview of Windows 8

11. Summay
 pc operations
Chapter 4 - Windows 7 Editions

1. Introduction

According to Microsoft, the features for all editions of Windows 7 are stored on the machine,
regardless of what edition is in use. Users who wish to upgrade to an edition of Windows 7 with
more features can then use Windows Anytime Upgrade to purchase the upgrade, and unlock the
features of those editions. Windows 7 is available in six different editions, but only Home Premium,
Professional and Ultimate are widely available at retail. All editions support the 32-bit (IA-32)
processor architecture and all editions except Starter support the 64-bit (x86-64) processor
architecture (64-bit installation media is not included in Home Basic edition, but can be obtained
from Microsoft).
The six editions of windows 7 are:
1. Windows 7 Starter
2. Windows 7 Home Basic
3. Windows 7 Home Premium
4. Windows 7 Professional
5. Windows 7 Enterprise
6. Windows 7 Ultimate

2. Objectives
• To understand the features of Windows 7.

• To become familiar with the features of various Windows 7 editions. (Windows 7 Starter,
Windows 7 Home Basic, Windows 7 Home Premium, Windows 7 Professional, Windows 7
Enterprise and Windows 7 Ultimate)

3. Features of Windows 7

• N Editions - Windows N Editions are available for both upgrades and new purchases, for
the Home Premium, Professional, Enterprise and Ultimate editions of Windows 7.
The features in the N Editions are the same as their equivalent full versions, but do not
include Windows Media Player.

• VL Builds - VL builds work with VLKs (volume license keys). Volume license keys can
be used to activate multiple installations of the software without any mechanism (such as a
product activation mechanism) checking the total number of installations. The license for
the software will place restrictions on the use of the key. Typically the license will limit the
key to a fixed number of installations.

• Upgrade Editions - Windows Vista Service Pack 1 can be upgraded to Windows 7

provided the system configuration supports it. Windows XP can only be upgraded to
Windows 7 via a clean install.

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Chapter 4 - Windows 7 Editions

• Anytime Upgrade Editions - Windows 7 also supports in-place upgrades from a lower
edition of Windows 7 to a higher one using the Windows Anytime Upgrade tool.

• Embedded Versions - Windows 7 is also currently available as an embedded version to

developers. (Previously Windows Embedded 2011)

4. Windows 7 Starter
Windows 7 Starter is the edition of Windows 7 that contains the fewest features. Windows 7
Starter is only available in a 32-bit version. The Windows Aero theme is not included in this
version. This edition is available pre-installed on computers, especially netbooks.

5. Windows 7 Home Basic

The Home Basic version targets the needs of a simple family. It does not come pre-installed with
the Windows Media Center. This software centralizes the media needs of the user, and adds TV
functionalities. It lets you watch TV online and even acts as your DVR by recording the TV shows
that you like via a hardware TV tuner.

You can also use the media center to watch movies or videos, and to browse through your photo
albums. All of this is still possible with Home Basic, but you would need to access individual
applications, like the media player and photo viewer.

6. Windows 7 Home Premium

This edition contains advanced features for the home market segment.

• The Aero Desktop, Windows 7’s look and feel.

• Windows Search, which is useful for finding things on your computer.

• HomeGroup, which is a networking technology for sharing files, printers, music and other
stuff with other Windows 7 computers.

• Windows Media Center, for organizing your music, movies, television shows and so on.

6.1. Difference between Windows 7 Home Basic and Home Premium

1. Home Basic is cheaper than Home Premium.

2. Home Premium is being sold worldwide, while Home Basic is sold only in certain areas.

3. Home Premium has full Aero support, while Home basic only has partial support.

4. Home Premium is able to create and join a home network, while Home Basic is only
capable of joining.

5. Home Premium is already equipped with the Windows Media Center, while the
Home Basic is not.

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Chapter 4 - Windows 7 Editions

7. Windows 7 Professional

This edition is targeted towards enthusiasts and small-business users. Work anywhere more easily
and securely. Spend less time setting up projectors, printers, and networks and advanced backup
options.
• Full Windows Aero support
• Home Group (Create & Join)
• Multi-Touch
• Premium Games
• Windows Media Center
• Windows Server Domain support
• Remote Desktop Server support
• Location aware printing
• Encrypting the file system
• Presentation mode

8. Windows 7 Enterprise

Windows 7 Enterprise is the most advanced Windows operating system for business PCs, designed
to meet the evolving needs of the users and IT professionals in your organization both in and out
of the office.

With exclusive features and benefits, Windows 7 Enterprise drives lower total cost of
ownership by enhancing productivity, increasing security, and streamlining PC management.

• Direct Access - To maintain VPN servers and manage mobile computers.

• BranchCache - To reduce the time for downloading data.

• BitLocker&BitLocker To Go - To reduce the risk of data theft or misuse of the data.

• AppLocker - To control the installations and use of applications.

• Virtual Desktop Infrastructure - To maintain individualized desktops on a single,

centrally located computer or server and to maintain the Windows 7 OS image where the
same image can be used for virtual and physical environments.

• Language Packs - To reduce the cost of maintaining separate image for each language
and make it easier by updating the master image alone whenever an OS update is released.

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 pc operations
Chapter 4 - Windows 7 Editions

9. Windows 7 Ultimate
• Easier to use

• Faster and more flexible

• Best PC entertainment experience

10. Overview of Windows 8

Windows 8 is the upcoming version of Microsoft Windows that follows Windows 7. It features a
new Metro-style interface that is designed for touchscreen input. It also adds support for the ARM
processor architecture in addition to the previously supported x86 microprocessors from Intel and
AMD.

10.1. Some Features of Windows 8

• Metro UI: Windows 8 will employ a new user interface based on Microsoft’s Metro design
language. The Metro environment will feature a new tile-based Start screen similar to the
Windows Phone operating system.

• Two new authentication methods: Picture password, which allows users to log in by drawing
three gestures in different places on a picture, and PIN log in, which allows users to
authenticate using a four digit pin.

• Windows Explorer will include a ribbon toolbar, and have its file operation progress dialog
updated to provide more detailed statistics, the ability to pause file transfers, and
improvements in the ability to manage conflicts when copying files.

• Two new recovery functions: Refresh and Reset are included. Refresh restores all Windows
files to their original state while keeping settings, files, and Metro-Style apps, while reset
takes the computer back to factory default condition.

11. Summary

Windows 7 is the latest release of Microsoft Windows. It is known for its features, user friendliness
and pleasant design. Windows 7 family includes six editions: Windows 7 Starter, Windows 7 Home
Basic, Windows 7 Home Premium, Windows 7 Professional, Windows 7 Enterprise and Windows 7
Ultimate. Each edition has its own features and functionalities.

@ BICS InfoTech 39
 5 QUICK REFERENCE

Structure

1. Windows 7 Operations

2. Shortcut Keys
Computing Skills for All - CSA
 pc operations
Chapter 5 - Quick Reference

1. Windows 7 Operations

1.1. Setting Background

• Start > Control Panel > Appearance and Personalization > Under Personalization,
click Change desktop background > Select Pictures Library from Picture location >
Choose the picture > Save changes.

1.2. Setting Date and Time

• Click Date on the taskbar > Change date and time settings… > Click Change date and
time… under Date and Time tab > Set the date and time > OK > OK.

1.3. Arranging Icons (on Desktop)

• On the desktop, right-click and choose Sort by > Choose Name, Size, Type and Date
Modified.

1.4. Creating Folder

• Right-click on desktop > New > Folder > Name the folder.

1.5. Opening an Application

• Start > Programs > Choose one of the applications by clicking on it.

1.6. Saving File

• Open an application > Type the content in the file > Click the File menu > Click Save as >
Choose a location to save the file > Give the name of the file in the File Name box >
Click Save.

1.7. Renaming File or Folder

• Select the file or folder > Right-click and select Rename from the pop-up menu > Type a
required name.

1.8. Copy – Paste

• Choose the file or folder > Right-click and select Copy > Choose the location to paste >
Right-click and select Paste.

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Chapter 5 - Quick Reference

1.9. Cut – Paste

• Choose the file or folder > Right-click and select Cut > Choose the location to paste >
Right-click and select Paste.

1.10. Finding Files or Folders

• Start > In the box, type the name of the file > Choose the area of search. (Desktop/A
Drive/ C Drive / F Drive or any folder)

1.11. Finding the Size or Capacity of a File or Folder

• Choose the file or folder > Right-click and select Properties > Click General tab.

1.12. Deleting File or Folder

• Select the file or folder > Right-click and select Delete > Click Yes.

1.13. Copying File from External Storage Devices such as Pen Drive

• Plug in a Pen Drive into the USB port > Double-click on My Computer > Double click on
Removable Disk > Choose the file or folder > Right-click and select Copy > Select the
location in your system to paste > Right-click and select Paste.

1.14. Creating User Account

•
Start > Control Panel > User Accounts and Family Safety > Add or remove user
account > Create a new account > Name the account and choose an account type >
Click Create Account.

1.15. Changing Password of Your User Account

• Start > Control Panel > User Accounts and Family Safety > Add or remove user
account > Click on your account > Change the password > Enter Current password,
New password and Confirm new password > Click Change password.

1.16. Changing Picture of Your User Account\

• Start > Control Panel > User Accounts and Family Safety > Add or remove user
account > Click on your account > Change the picture > Select the picture that you want
> Click Change Picture.

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 pc operations
Chapter 5 - Quick Reference

1.17. Disk Cleanup

• Start > All Programs > Accessories > System Tools > Disk Cleanup.

1.18. Disk Defragmenter

• Start > All Programs > Accessories > System Tools > Disk Defragmenter.

1.19. Opening Calculator

• Start > All Programs > Accessories > Calculator > View menu > Scientific or
Standard.

1.20. Opening Paint

• Start > All Programs > Accessories > Paint.

2. Shortcut Keys

Shortcuts Meanings

To stop a page from loading

To open the start menu

To close a window

To minimize a window

To maximize a Window

To copy a file or folder

To select the entire content of a file or folder

To add or remove Bold formatting

To open ‘Find what’ dialog box

@ BICS InfoTech 43
pc operations
Chapter 5 - Quick Reference

Shortcuts Meanings

To open ‘Find and Replace’ dialog box

To add or remove Italic formatting

To create a new file

To select a file you would like to open

To print

To save

To add or remove underlining

To paste a file or folder

To close the open document

To cut a file or folder

To redo last command

To undo last command

To create a shortcut of a file

To navigate through all the windows of the

same application

To close a window in an application

without closing the application

To refresh the web page in Internet

Explorer

To display the Start menu

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pc operations
Chapter 5 - Quick Reference

Shortcuts Meanings

To open a My Computer

To display the ‘Find all files’ dialog box

To display Run command

To display the Windows Help menu

To display Systems Properties dialog box

To display a selected item’s properties

To capture the top window of the open

application

To activate/deactivate overtype mode

To rename a file or folder

To redo the previously used command

To refresh the windows

To move among panes in Windows Explorer

To check spelling (in MS Word)

To start in Safe Mode

To calculate all formulas (in MS Excel)

To activate menu bar options

To toggle between full screen viewing mode and

normal viewing mode (in Internet Explorer)

@ BICS InfoTech 45
 II MS WORD 2010

UNIT II
Chapters

1. MS Word Basics

2. Formatting Text

3. Page Design and Layout

4. Mail Merge and Document

Management

5. MS Word Automation
Tools

6. New Features of MS Word

2010

7. Shortcuts in MS Word 2010

8. Quick Reference to MS
Word
 1 MS WORD 2010

Structure

1. Introduction

2. Objectives

3. Features of MS Word

4. Start MS Word 2010

5. Work with Documents in Word 2010

6. Type and Edit the Text

Computing Skills for All - CSA

7. Navigate a Document

8. Proofread a Document

9. Get Help from the Office Assistant

10. Document View

11. Summary

12. Lab Exercises

 ms word 2010
Chapter 1 - MS Word 2010

1. Introduction
Microsoft Office Word 2010 is a powerful authoring program that gives you the ability to create and
share documents by combining a comprehensive set of writing tools with an easy-to-use interface.

MS Word 2010 helps you spend more time writing and less time formatting, quickly assemble
documents from predefined content, and share your work confidently.

2. Objectives
• Start Microsoft Office Word 2010

• Know Word Ribbon, Tab, Office Button, Quick Access Toolbar and View Choices

• Work with the Documents in Word

• Format and Edit Text

• Proofread a Document

• Get help from the Office Assistant

3. Features of Microsoft Office Word

• Format the text with boldface, italics and underline

• Apply superscript or subscript styles to text

• Align paragraph

• Move selected text to another location within the document or to another document

• Change the styles of the text

• Change the fonts and size of letters of the text

• Adjust line and characters spacing within a paragraph

• Create links and bookmarks

• Define headers and footers

• Modify page, column and margin settings of a document

• Create footnotes and endnotes

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 ms word 2010
Chapter 1 - MS Word 2010

• Create multiple-column text

• Generate Index and Table of Contents automatically

• Check for spelling or grammatical errors automatically

• Find synonyms or antonyms using Thesaurus and Language Dictionary

4. Start MS Word 2010

To start MS Word 2010:
1. Click Start button.

2. Select “All Programs”. The programs are all listed.

3. Scroll to Microsoft Office.

4. Click Microsoft Office Word 2010.The MS Word 2010 document is displayed.

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 ms word 2010
Chapter 1 - MS Word 2010

The Word Document Window has the following basic components:

4.1. Title Bar

Title bar displays the name of current document, the name of the application, the Maximize
button, the Minimize button and the Close button.

4.2. The Ribbon & Tabs

The Ribbon is a part of a document. It has nine tabs: File, Home, Insert, Page Layout, References,
Mailings, Review, View and Add-Ins that contain many new and existing features of Word.

Each tab is divided into groups. The groups are logical collections of features designed to
perform functions that you will utilize in developing or editing your word document. Commonly
used features are displayed on the Ribbon. To view additional features within each group, click on
the arrow at the bottom right of each group.

Commands are organized in logical groups, which are collected together under Tabs. Each tab
relates to a type of activity, such as writing or laying out a page. To reduce unnecessary options,
some tabs are shown only when needed. For example, the Picture Tools tab is shown only when a
picture is selected.

4.3.1. File Tab

File Tab contains some basic commands like Open, New, Save, Print. It offers multiple options for
sharing and sending documents.

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4.3.2. Home Tab

The Home Tab contains the basic formatting groups like Clipboard, Font, Paragraph, Styles and
Editing.

Clipboard
The Clipboard allows you to cut, copy, paste and copy formatting from one place
to another.

Font
The Font group helps to handle the basic text formatting.

Paragraph
The Paragraph group is meant for bullets, lists, justify,
line spacing, indents and borders.

Styles
The Styles group allows you to quickly change the format styles of text by choosing one of the
predefined styles. You can also create a new style.

Editing
The Editing allows you to find, replace and select items. This group options give
you the ability to select all, select objects and select texts with similar formatting.

4.3.2 Insert Tab

The Insert tab has seven groups for inserting most types of objects. The groups are pages, tables,
illustrations, links, Header & Footer, Text and symbols.

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Pages

The Pages group is where you can go to insert a cover page,

blank page or page break. The cover page list offers a selection of predefined
cover pages for your document that has sections for title, date and author.

Tables
The Tables group has a list which offers a grid to create a new table,
insert table, draw table, convert text to table for selected text, Excel spreadsheet,
and some predefined “Quick Tables” that have formatting already setup for you.
When working on a table, you will have two additional tabs, Design and Layout Tabs.

Illustrations
The Illustrations allows you to insert pictures, clipart,
shapes, SmartArt and charts.

After inserting or selecting a picture, you will have

an additional tabalong the top of the ribbon, the
Format tab under Picture Tools.

The Format tab gives you the ability to change the brightness, contrast, shape, position, text
wrapping and other options for the picture. The Shapes option of the Illustrations Group allows
you to insert lines, arrows, boxes, basic flowchart shapes and a number of others.

The SmartArt option provides features like org charts, flow charts, illustrated lists and processes.
The Chart option offers more options for your charts.

Screen Clipping

You can take screenshots directly from the Word document you are
working on. The option of screenshot is in the ribbon at the top of
your document. When you click screenshot you automatically get
few screenshot samples from the background (that is at the
back of the word document). You can either select from the
available screenshots or click on “Screen clipping” to take the
screenshot yourself.

Links
The links group provides options for inserting hyperlinks, bookmarks and
cross-references. Cross-references can link to figures, tables, equations,
endnotes, footnotes, headers and numbered items.

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Header and Footer

The Header & Footer allows you to edit the header, footer and page numbering for your document.
Once you selected this option it will change the toolbar along the top to include a larger number of
options for the header and footer. When working on the Header and Footer, you will have an
additional tab along the top of the ribbon, Design tab under Header and Footer Tools.

In order to stop editing the header and footer you need to click the “Close Header and Footer”
on the right of the Insert tab.

Text

Options in the text Group include text box, drop cap, WordArt and a number of predefined
text blocks like a signature line the date and time,
and document properties like abstract, author,
and title. There are a lot of options to setup
on your own or you can use predefined options.

Symbols

The last Group in the insert tab is Symbols. Here you can insert a large
number of special characters and symbols. Choosing the “more symbols”
option from the list will also allow you to setup shortcut keys for commonly
used symbols.

4.3.3. Page Layout Tab

The page layout tab has five groups: Themes, Page Setup, Page Background, Paragraph and
Arrange.

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Themes
The Themes group provides a quick way to format your document. By choosing
a theme you will have a set colour scheme, font combinations, and effects.
You can choose one of the provided themes, modify a provided theme or
create your own.

Page Setup
The Page Setup group provides you with the tools to
change margins, size, orientation, columns, breaks,
line numbers and hyphenation in the document.

4.3.4. References Tab

The References Tab contains six Groups: Table of Contents, Footnotes, Citations & Bibliography,
Captions, Index and Table of Authorities.

Citations and Bibliography

This group provides tools to insert citations, manage sources,
citation style and bibliography.

Captions
This group used to add Captions to objects, tables, and
images to describe them. You can also insert table of figures
and cross-reference.

Index
This group allows you to mark an index, update the index,
mark entry and item.

Table of Authority
This group allows you to create a table of authorities, update the table,
mark and citations.
4.3.5. Mailings Tab
The Mailings Tab contains five Groups like Create, Start Mail Merge, Write & Insert Fields, Preview
Results and Finish.

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Create
The Create group provides a window to create envelopes or labels. This is
mostly for creating single envelopes, labels or a sheet of the same label.

Start Mail Merge

The main features of this Group are start mail merge, select
recipients and edit recipient list.

Tracking
The Tracking group can be very helpful with a document
that changes a lot while reviewing the document. You
can track the changes made, who made them and
show the changes in balloons off to the side.

Changes
The Changes group allows you accept or reject changes made
on the document and tracked using the track changes feature.
This should be done before the document is considered final.

Compare

This group can be used to compare two versions of a document. This can be
very helpful when you find you have accidentally been working on one
version on your local drive and another on the network. You can take
the two documents and step through them to combine them instead
of redoing the work that was already done.

Protect
The protect group gives you options to add a password and protect the
document. You can restrict changes to formatting and editing or the
whole document. If you use Windows Live you can also manage
permissions for specific users who also have Windows Live.

4.3.6. View Tab

The View Tab offers five groups which include document views, show, zoom, window and macros.

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Show

The Show group will toggle certain tools on or off the screen including
rulers, gridlines and Navigation Pane. The rulers will show along the top
and left side of the screen. Gridlines will cover your entire document
inside the margins. They will be visible on screen but don’t print.
Navigation Pane will allow you to jump around your document in several ways. You can use it to
find text, Word objects, such as tables and graphics, and to jump to specific headings and pages.

Zoom

The Zoom group provides tools to zoom into or out of the document.
You can choose your own zoom factor or use one of the predefined
zoom factors of 100%, one page, two pages (side by side), or page
width which causes the document to zoom in or out. So, it fills your
window.

Window

View side by side allows you to view two windows side by side, once
in side by side view you can turn on synchronous scrolling so both
the sides scroll at the same time. Also while in side by side mode
if you resized either window you can click the reset window position
button to have them share the screen equally again.

The switch window drop down will allow you to switch between open windows.

Macros

The Macros group provides the tools required to work with and create basic macros.
You can view existing macros or record your own. Choose record macro from the
list and then perform the functions you do often, like change the page layout, and
style of the document. Once you have done those tasks then stop recording.
You will be able to use that macro over again to shorten the steps you need to
take every time you need to perform that set of tasks.

4.4. Quick Access Toolbar

The Quick Access Toolbar contains commands that you may want to use often.
You can place the quick access toolbar above or below the ribbon.

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5. Work with Documents in Word

5.1. Create document

To create document:
1. Click File >New. The available templates are displayed.

2. Click Blank document under available templates.

3. Click Create. The Blank New document is displayed.

5.2. Open Existing Document

To open existing document:

1. Click File > Open. The Open dialog box is displayed.

2. Type or select name of the document from the File name list, you want to open.

3. Click Open. The document is displayed.

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5.3. Save Document

To save document:
1. Click File > Save. The Save As dialog box is displayed.

2. Choose the location where you want to save the document in the Save As
dialog box.

3. Type or select the name of the file in the File name box.

4. Select the type of the document from the Save as type list.

5. Click Save. The document is saved.

5.4. Close Document

To close document:
• Click File > Close. The Current document is closed.

6. Type and Edit Text

6.1. Type and insert Text

To enter text, just start typing! The text will appear where the blinking cursor is located.

Move the cursor by using the arrow buttons on the keyboard or positioning the mouse and clicking
the left button.

The keyboard shortcuts listed below are also helpful when moving through the text of a
document:

Move Action Keystroke

Beginning of the line Home

End of the line End

Beginning of the document CTRL + Home

End of the document CTRL + End

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6.2. Selecting Text

Select the text by dragging the mouse over the desired text while keeping the left mouse button
depressed, or hold down the SHIFT key on the keyboard while using the arrow buttons to
highlight the text. The following table contains shortcuts for selecting a portion of the text:

Selection Technique

Whole word Double-click within the word

Whole paragraph Triple-click within the paragraph

Several words or lines Drag the mouse over the words Or hold down SHIFT while
using the arrow keys

Entire document Press CTRL+A

6.3. Insert Additional Text

Text can be inserted in a document at any point using any of the following methods:

• Type Text: Put your cursor where you want to add the text and begin typing

To Copy and Paste Text:

1. Click (Copy), on the Home tab in the Font group.

2. Put your cursor where you want the text in the document

3. Right click and click Paste.

To Cut and Paste Text:

1. Click (Cut), on the Home tab in the Font group.

2. Put your cursor where you want the text in the document

3. Right click and click Paste.

• Drag Text: Highlight the text you wish to move, click on it and drag it to the place
where you want the text in the document.

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Use speed keys

Action Keystroke

Copy Text CTRL + C

Cut Text CTRL + X

Paste Text CTRL + Home

6.4. Move and Copy the text with drag and drop

• You can move text within a document by dragging it to a new location. This method of
moving text is known as “drag and drop”.

• Drag and drop is convenient when you have a small amount of text you want to move
within a short distance.

• To drag and drop, first select the text you want to move, and then drag it to the desired
location. When the cursor is positioned over selected text it changes to a white left pointing

6.5. Find text

You can quickly search for every occurrence of a specific word or phrase.

To find text:
1. Click Home tab.

2. Click the arrow next to the Find in the Editing group. The Find and Replace
dialog box is displayed.

3. Type the text that you want to search for, in the Find what box.

4. Click Find Next to search for the text in a document

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6.6. Replace text

You can automatically replace a word or phrase with another — for example, you can replace Appy
with Apply.

To replace text:
1. On the Home tab > Replace in the Editing group.
The Find and Replace dialog box is displayed.

2. Click Replace tab.

3. Type the text that you want to search for, in the Find what box.

4. Type the replacement text in the Replace with box.

5. Click Replace.

6.7. Special Characters, Symbols and Equations

Word allows you to insert special characters, symbols and equations.

Symbols and Special Characters

Special characters are punctuation, spacing, or typographical characters that are not generally
available on the standard keyboard.

To insert symbols and special character

1. Place your cursor in the document where you want the symbol.

2. Click Insert tab on the ribbon.

3. Click the arrow next to the Symbol in the Symbols group.

4. Choose the appropriate symbol.

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Equations
Word also allows you to insert mathematical equations.

To access the mathematical equations tool:

1. Place your cursor in the document where you want the symbol.

2. Click Insert tab.

3. Click the arrow next to Equation in the Symbols group.

4. Click equation you want to insert in the document.

The equation is inserted in the document.

6.8. Change Paragraph Alignment

The paragraph alignment allows you to set how you want the text to appear.

To change paragraph alignment:

1. Select the paragraph.

2. Click Home tab.

3. Choose the appropriate alignment on the Paragraph group.

• Left: The text is aligned with your left margin

• Center: The text is centered within your margins

• Right: Aligns text with the right margin

• Justify: Aligns text to both the left and right margins.

6.9. Bulleted and Numbered Lists

Bulleted lists have bullet points, numbered lists have numbers, and outline lists combine numbers
and letters depending on the organization of the list.

To add list to existing text:

1. Select the text you wish to make a list.

2. To add bullets, click Home tab and click (arrow next to the Bullets) in the
Paragraph group.

3. To add numbering, click Home tab and click (arrow next to the Numbering) in the
Paragraph group.

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To create new list:

1. Place your cursor where you want the list in the document

2. To add bullets, click Home tab and click (arrow next to the Bullets) in the
Paragraph group.

3. To add numbering, click Home tab and click (arrow next to the Numbering) in the
Paragraph group.

4. Begin typing.

Action Keystroke

Beginning of the line Home

End of the line End

Beginning of the document CTRL + Home

End of the document CTRL + End

Up One Screen Page Up

Down One Screen Page Down

Proofread Document
There are many features to help you proofread your document. These include: Spelling and
Grammar, Thesaurus, AutoCorrect, Default Dictionary, and Word Count.

8.1. Spelling and Grammar

To check spelling and grammar of document:

1. Place the cursor at the beginning of the document or the beginning of the section that
you want to check.

2. Click Review tab.

3. Click Spelling & Grammar on the Proofing group.

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The Spelling and Grammar: English (U.S) dialog box is displayed.

4. Any errors will display in Spelling & Grammar dialog box that allows you to choose a
more appropriate spelling or phrasing.

8.2. Thesaurus
The Thesaurus allows you to view synonyms and antonyms of a selected word.

To use thesaurus:

1. Click Review tab. The Research pane is displayed.

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2. Type the word in the Search for box.

3. Click Start searching button to view synonyms.

8.3. Customize AutoCorrect

You can set up the AutoCorrect tool in Word to retain certain text the way it is.

To create Autocorrect entries:

1. Click File > Options. The Word Options dialog box is displayed.

2. Click Proofing on the right pane of Word Options dialog box.

3. Click AutoCorrect Options. The AutoCorrect: English (U.S.) dialog box is displayed.

3.1. Click AutoCorrect tab.

3.2. Select Replace text as you type checkbox.

3.3. Type the text you want to replace in the Replace box.

3.4. Type the replacement text in the With box.

3.5. Click Add.

4. Click OK to close the AutoCorrect dialog box.

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8.5. Check Word Count

To check the word count in Word 2010 look at the bottom left corner of the screen. It will give you
a total word count or if you have the text highlighted it will tell you how many words are
highlighted out of the total.

9. Get Help from the Office Assistant

To get help from the office assistant:

1. Press the <F1> key.
The Office Assistant appears and asks you what you would like to look for.

2. Type the keywords that you are searching for in the Search for list

3. Click Search. The Office Assistant presents you with a list of topics. You have to select
the help topic you’re looking for.

4. Click Help window’s to close the help window.

The Help window closes; how ever, Office Assistant remains on-screen and will remain
there, annoying you with its animated antics unless you close it as well.

10. Document Views

There are many ways to view a document in Word.

• Print Layout: This is a view of the document as it would appear when printed.
It includes all tables, text, graphics, and images.

• Full Screen Reading: This is a full view length view of a document. Good for viewing
two pages at a time.

• Web Layout: This is a view of the document as it would appear in a web browser.

• Outline: This is an outline form of the document in the form of bullets.

• Draft: This view does not display pictures or layouts, just text.

To view a document in different forms, click the document views shortcuts at the
bottom of the screen. (Or)
1. Click View tab.

2. Click any of the views like Print Layout,

Web Layout, Outline, Full Screen Reading and draft in the Document Views group.

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11. Summary
• Microsoft Office Word 2010 helps to create and share documents

• Ways to create documents

• Open, save multiple documents using the Microsoft Office Button.

• Proofread a document and navigate a document using shortcuts

• Get help from the office assistant

12. Lab Exercises

1. Create a document in your folder with the name MyWordDoc1 and type 30 lines in it.

2. Break the 30 lines into 3 paragraphs of 10 lines each.

3. Select the first paragraph and convert it to bold and align it right. Also change the case
of the whole paragraph to upper.

4. Convert the second paragraph to italics, align it to the center and change the case to
lower.

5. Align the third paragraph using justification and change the case to title case.

6. Spell-check the document

7. Create five AutoCorrect entries of your own.

8. Create five AutoText entries.

9. Get a Preview of your document

10. Print only the current page of the document.

11. Type the following letter and correct if errors are found.

Janak Puri,
Delhi – 110 058.

Dear Jackson,

We both have holiday next Monday. What do you say to a trip to muree and a ramble in
the gullies? We could start early, say 6 a.m., in my car, and take some group with us, and make a
day of it up in the cool. It would be a change from this heat down here. If you agree, I will
arrange the picnic, and be round at your house at a quarter to six on Monday morning. Bring your
camera with you.
Yours
Raphael.

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Structure

1. Introduction

2. Objectives

3. Format paragraphs

4. Columns

5. Bookmark

6. Cross reference
Computing Skills for All - CSA

7. Hyperlinks

8. Footnotes and Endnotes

9. Comments

10. Template

11. Summary

12. Lab Exercises

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1. Introduction
The formatting feature in Word allows you to specify and even customize the way the document
looks. A well-designed document uses formatting to provide visual clues about its structure. The
features such as Columns, Bookmarks, Cross-referencing, templates help you to enhance your
documents.

2. Objectives
• Set line spacing, Tabs and Indenting Text

• Use Headers and Footers

• Use Bookmarks, Footnotes, Endnotes, Comments, and Cross-Referencing

• Apply numbering to the pages

• Use Word Templates, Fax Wizard

3. Format paragraphs
Formatting paragraphs allows you to change the look of the overall document.

3.1. Adjust Spaces between Paragraphs and Lines

You can adjust the spaces between lines and paragraphs.

To adjust the spaces between lines and paragraphs:

1. Select the paragraph you wish to adjust the space.

2. Click Home tab.

3. Click Paragraph Dialog Box Launcher, in the Paragraph group.

The Paragraph dialog box is displayed.

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The Paragraph dialog box is displayed.

4. Click Indents and Spacing tab in the Paragraph dialog box.

5. Select the spaces from the Before and After lists under the Spacing.

6. Select the line space from the Line spacing list under the Spacing.

7. Click Ok.

3.2.1 Set Tabs

Tabs are used for creating quick, relatively simple lists. Ms Word 2010 helps you to set the tab
stops.

Word offers five types of tab stops like left, center, right, decimal and bar tabs. The default tab
stop is left.

Note : If you don’t see the horizontal ruler that runs, On the View tab, in the Show group, click
Ruler.

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You can quickly set tabs by clicking (tab selector) at the left end of the ruler until it

displays the type of tab that you want and then clicking the ruler at the location you want.

• Left Tab stop sets the start position of text that will then run to the right as you type.

• Center Tab stop sets the position of the middle of the text. The text centers on this
position as you type.

• Right Tab stop sets the right end of the text. As you type, the text moves to the left.

• Decimal Tab stop aligns numbers around a decimal point. Independent of the number
of digits, the decimal point will be in the same position.

• Bar Tab stop doesn’t position text. It inserts a vertical bar at the tab position.

If you want your tab stops at precise positions, you can use the Tabs dialog box. To display Tabs
dialog box, double-click any tab stop on the ruler.

The steps to set tab-stops are:

1. Select the paragraph.

2. Double-click any tab stop on the ruler.

The Tabs dialog box is displayed.

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3. Type the position of the tab stop using decimal numbers in the Tab stop position box.

4. Click the tab alignment under Alignment.

5. Click the tab leader under Leader.

6. Do one of the followings:

• Click Set to set the tab stop.

• Click Clear to clear the tab stop.

• Click Clear All to clear the entire tab stops.

7. Click OK.

3.3. Indent Paragraphs

Indenting paragraphs allows you set text within a paragraph at different margins.

There are several options for indenting:

• First Line: Controls the left boundary for the first line of a paragraph.

• Hanging: Controls the left boundary of every line in a paragraph except the first one.

• Left: Controls the left boundary for every line in a paragraph.

• Right: Controls the right boundary for every line in a paragraph.

To increase or decrease the indent level of the paragraph:

• To decrease the indent level of the paragraph,
click Home tab and click Decrease Indent in
the Paragraph group.

• To increase the indent level of the paragraph,

click Home tab and click Increase Indent in
the Paragraph group.

To indent paragraphs, you can do the following:

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1. Click Home tab.

2. Click Paragraph Dialog Box Launcher in the Paragraph group.

The Paragraph dialog box is displayed.

3. Click Indents and Spacing tab.

4. Select the indent level from the Left and Right lists.

5. Select the option as Hanging, First Line, Left and Right in the Special list under
Indentation.

6. Click OK.

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3.4. Add, Remove Borders and Shading

In Microsoft Office Word 2010, borders can add emphasis to various parts of your document. You
can add borders to pages, text, tables and table cells, graphic objects, and pictures.

3.4.1. Apply border to picture, table, or text

To apply border to picture, table, or text:
1. Select the picture, table, or text that you want to apply a border to.

2. Click Page Layout tab.

3. Click Page Borders in the Page Background group.

The Borders and Shading dialog box is displayed.

4. Click the Borders tab in the Borders and Shading dialog box.

5. Click one of the border options under Setting.

6. Select the style of the border under Style.

7. Select the color of the border under Color.

8. Select the width of the border under Width.

9. Click OK.

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3.4.1. Apply border to page

To apply border to page:

1. Click Page Layout tab.

2. Click Page Borders in the Page Background group.

The Borders and Shading dialog box is displayed.

3. Click the Page Border tab in the Borders and Shading dialog box.

4. Click one of the border options under Settings.

5. Select the width of the border under Width.

6. Select an option from the Art list to specify an artistic border, such as trees.

7. Click OK.

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3.4.2. Remove border from picture, table, or text

To remove border from picture, table, or text:

1. Select the picture, table, or text that you want to remove the border.

2. Click Page Layout tab.

3. Click Page Borders in the Page Background group.

The Borders and Shading dialog box is displayed.

4. Click Page Boarder tab.

5. Click None under Setting.

6. Click OK.

3.4.3. Remove border from page

To remove border from page:

1. Click Page Layout tab.

2. Click Page Borders in the Page Background group. The Borders and Shading dialog
box is displayed.

3. Click Borders tab.

4. Click None under Setting and Click OK.

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3.5. Styles

The use of Styles in Word allows you to quickly format a document with a consistent and
professional look. Styles can be saved for use in many documents.

3.5.1 Create New Styles

You can create styles for formatting that you use regularly.

There are two ways to create styles:

• New Styles

• New Quick Styles

New Styles
To create new style:

1. Click Home tab.

2. Click Styles dialog box launcher in the Styles group.

The Styles pane is displayed.

3. Click (New Style) in lower-left corner of the Styles pane.

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The Create New Style from Formatting dialog box is displayed.

4. Type Name of the new style in the box.

5. Select Style type, Style based on, Style for following paragraph from the lists.

6. Click the down-arrow next to the Format in lower-left corner of the Create New Style
from Formatting dialog box. And choose the paragraph element to create the style.

7. Click OK to set the style and close the Create New Style from Formatting dialog box.

New Quick Style

To create new quick style:

1. Select the text that you want to create as a new quick style.

2. Right-click on the selection, Point to Styles.

3. Click Save Selection as a New Quick Style.

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3.5.1. Apply Styles

Styles are a present collection of formatting that you can apply to text.

To utilize styles:
1. Select the text you wish to format.

2. Click Home tab.

3. Click (More) in the Styles group. A list of styles is displayed.

3.5.1. Apply Styles

Styles are a present collection of formatting that you can apply to text.

To utilize styles:
1. Select the text you wish to format.

2. Click Home tab.

3. Click (More) in the Styles group.

A list of styles is displayed.

4. Select the style from the list you wish to apply.

3.5.2 Style Inspector

To find out whether text is manually formatted instead of formatted by using styles.

To use style inspector:

1. Insert cursor anywhere in the text that you want to explain the style.

2. Click Home tab.

3. Click Styles Dialog Box Launcher in the Styles group.

The Styles pane is displayed.

4. Click Style Inspector in lower-left corner of the Styles pane.

The Style Inspector dialog box is displayed.

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3.6. Headers and Footers

Headers and footers contain text that needs to be displayed on each page of a document. Headers
are displayed at the top while footers at the bottom of a document. You can either have same or
different headers and footers.

3.6.1. Insert the same header and footer throughout a document

To insert header:
1. Click Insert tab.

2. Click Header down arrow in the Headers & Footers group.

3. Click the header design that you want.

The header is inserted on every page of the document.

To insert footer:
1. Click Insert tab.

2. Click Footer down-arrow in the Headers & Footers group.

3. Click the footer design that you want.

The footer is inserted on every page of the document.

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3.6.2. Insert the headers or footers different for odd and even pages
For example, you might choose to use the title of the document on odd pages, and the chapter
title on even pages.

To insert header:
1. Click Insert tab.

2. Click Header down-arrow in the Header & Footer group.

3. Click Edit Header.

4. On the Design tab under Headers & Footers Tools, in the Options group, select the
Different Odd and Even Pages check box.

5. You insert the header for odd-numbered pages in the

Odd Page Header area.

6. You insert the header for even-numbered pages in

the Even Page Header area.

To insert footer:
1. Click Insert tab.

2. Click Footer down arrow in the Header & Footer group.

3. Click Edit Footer.

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4. On the Design tab under Headers & Footers Tools, in the Options group, select the
Different Odd and Even Pages.

5. You insert the footer for odd-numbered pages in the

Odd Page Footer area.

6. You insert the footer for even-numbered pages in the

Even Page Header area.

3.6. Insert Page Numbers

Multiple-paged documents are easier to read and refer when the pages are numbered. The page
numbers are placed in a frame in the header or footer area.

You can add page numbers, which are associated with headers and footers, to the top, the
bottom, or the margins of a document.

You can choose from various page numbering designs that are available in the gallery.

To insert page numbers:

1. Click Insert tab.

2. Click the down-arrow next to the Page Number, in the Header & Footer group.

3. Click Top of Page, Bottom of Page, or Page Margins, depending on where you want
page numbers to appear in your document.

4. Choose a page numbering design from the gallery of designs.

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To format page numbers:

1. Click anywhere in the document.

2. Click Insert tab.

3. Click the down-arrow next to the Page Number, in the Header & Footer
group.

4. Click Format Page Numbers. The Page Number Format dialog box is displayed.

5. Select Number format from the list.

6. Type the number in the Start at box.

7. Click OK.

3.7. Insert Break

You can insert a page break anywhere in your document, or you can specify where Microsoft Word
positions automatic page breaks.

The following gives a brief description of the different types of break available in Ms
Word 2010:
Page Break

A page break will force everything after the break onto a new page. In effect it marks the point at
which one page ends and the next page begins.

Column Break

A column break will force everything after the break into the next column.

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Text Wrapping Break

This break used for web pages and blog entries. A text wrapping break separates text around
objects.

Next Page Section Break

A next page section break marks a section break in the document first and then starts a new
page, just like a Page Break.

Continuous Page Section Break

This is the same as the Next Page Section Break, except it does not start a new page.

Even Page Section Break

An even page break is just like a Next Page Section Break, except that it starts a new section on
the next even-numbered page.

Odd Page Section Break

Similar to the Next Page Section Break and Even Page Section Break, except that start a new
section on the next odd numbered page.

There may actually be times that you need Odd and Even Page Section Breaks, too.

To insert page break:

1. Click Page Layout tab.

2. Click the arrow next to the Breaks in the Page Setup group.

3. Click Page.

4. Columns

You may not want the entire page to contain columns. In that case, you can simply insert a
continuous break in your document. You can insert one before and one after the section that
contains columns. This can add a dramatic effect to your document.

you divide your document into columns. This can enhance the formatting of your document. It is
particularly useful if you’re creating a newsletter or similarly formatted document.

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To insert column in your Word document, follow these steps:

1. Position your cursor where you would like to insert the columns.

2. Click Page Layout tab.

3. Click the down-arrow next to the Columns in the Page Setup group.

4. From the list, select the number of columns you’d like to insert.
Word will insert the columns in your document automatically.

5. Bookmark
Bookmarks are used to identify the beginning of a chapter, tables or the place in the document
where you left off.

A bookmark identifies a location or a selection of text that you name and identify for future
reference.

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5.1. Insert bookmark

To insert bookmark:
1. Click where you want to insert a bookmark.

2. Click Insert tab.

3. Click Bookmark in the Links group. The Bookmark dialog box is displayed.

4. Type or select Bookmark name in the box and click Add.

5.2. Go to specific bookmark

To go to specific bookmark:
1. Click Insert tab.

2. Click Bookmark in the Links group. The Bookmark dialog box is displayed.

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3. Click the name of the bookmark that you want to go to.

4. Click either Name or Location to sort the list of bookmarks in the document.

5. Click Go To.

5.3. Delete bookmark

To delete bookmark:
1. Click Insert tab.

2. Click Bookmark in the Links group. The Bookmark dialog box is displayed.

3. Click the name of the bookmark you want to delete and click Delete.

6. Cross – reference
Cross-referencing refers to referencing informa¬tion in other parts of your document. Word can
track the relevant references when things change. For example, the user may type the following
text:”For more information see page” and then insert a cross-reference to a page number,
heading text or heading number.

Follow the following steps to use Cross-reference:

1. Position the cursor where you would like to insert the cross reference.

2. Click Insert tab.

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3. Click Cross-reference in the Links group. The Cross-reference dialog box is displayed.

4. Select the type of item you would like to reference from the Reference type list.

5. Other options in the dialog box will change automatically.

6. Click Insert.

7. Click Close to close the Cross-reference dialog box.

7. Hyperlinks
Hyperlinks allow the reader to click on text and go to another web site.

To create hyperlink:

1. Select the text that you want as a link.

2. Click Insert tab.

3. Click the Hyperlink on the Links group. The Insert Hyperlink dialog box is displayed.

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4. Do one of the following under Link to option:

• Existing file or Web page to link to an existing file or Web page

• Place in This Document to link to headings or objects.

• Create New Document to link to a file you haven’t created yet.

• E-mail Address to link to an email message.

5. Type or select Address from the list.

6. Click OK.

8. Footnotes and Endnotes

Footnotes and endnotes are used in printed documents to explain, comment on, or provide
references for text in a document. You might use footnotes for detailed comments and endnotes
for citation of sources.

You might have seen footnotes and endnotes in some books and articles. Footnotes are printed at
the bottom of the page and endnotes are printed at the end of the docu¬ment.

8.1. Insert footnote or endnote

Microsoft Office Word automatically numbers footnotes and endnotes for you, after you specify a
numbering scheme. You can use a single numbering scheme throughout a document.

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To insert footnote:
1. Click where you want to insert the note reference mark.

2. Click References tab.

3. Click Insert Footnote in the Footnotes group.

By default, Word places footnotes at the end of each page.

4. Type the note text.

5. Double-click the footnote number to return to the reference mark in the

document.

To insert Endnote:
1. Click where you want to insert the note reference mark.

2. Click References tab.

3. Click Insert Endnote in the Footnotes group.

By default, Word places endnotes at the end of the
document.

4. Type the note text.

5. Double-click the endnote number to return to the reference mark in the document.

9. Comments

9.1. Insert Comment

To insert comment:
1. Select the text or item that you want to
comment on, or click at the end of the text.

2. Click Review tab.

3. Click New Comment in the Comments

group.

4. Type the comment text in the comment balloon or in the Reviewing Pane.

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9.2. Delete comment

To quickly delete single comment:

1. Right-click the comment.

2. Click Delete Comment.

To quickly delete all comments in document:

1. Click a comment in the document.

2. Click Review tab.

3. Click the arrow next to the Delete in the

Comments group.

4. Click Delete All Comments in Document.

10. Template
To create a template, create your document as you would normally. When the time comes to save
it, click the File > Save As.

You can start with a blank document and save it as a template, or you can create a template that
is based on an existing document or template.

To create blank template:

1. Click File > New.
The available templates are listed out.

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2. Click Blank document.

3. Click Create.

4. Make the changes that you want in setting margins, page size and orientation, styles and
other formats.

5. You can also add instructional text, content controls such as a date picker, and graphics
that you want to appear in all new documents that you base on the template.

6. Click File > Save As.

The Save As dialog box is displayed.

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7. In the Save As dialog box, click Trusted Templates.

8. Type or select File name from the list.

9. Select Word Template in the Save as type list.

10. Click Save.

10.2. Create template based on existing document

To create template based on existing document:

1. Click File > Open.
The Open dialog box is displayed.

2. Open the document that you want.

3. Make the changes that you want to appear in all new documents that you base on
the template.

4. Click File > Save As.

The Save As dialog box is displayed.

5. In the Save As dialog box, click Trusted Templates.

6. Type or select File name from the list.

7. Select Word Template in the Save as type list.

8. Click Save.

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11. Summary
1. Spacing is used to make a document more readable.

2. Word offers five type of tab stops

3. Alignment refers to the position of the text relative to the margins

4. Word enables the user to left-align, right-align, center-align and justify the text in a
document.

5. Styles can be applied to your document giving it a professional look. The styles applied
to titles can differentiate it from the body of the document.

6. Headers and footers contain text that needs to be displayed one each page of the
document.

7. Bookmarks are used to identify the beginning of a chapter, tables or the place in the
document where you left off. You can make a section, a character, a range of characters,
graphics or any other Word element.

8. Cross-referencing refers to referencing information in another part of the

document.

9. Document templates are sample documents based on which you can create you own
document.

12. Lab Exercises

1. Create a document in your folder with the name MyDoc3 and type the following:

• Every cloud has a silver lining.

• Absence makes the heart grow fonder.

• An apple a day keeps the doctor away.

2. Change the spacing between lines to double.

3. Indent the text by 1 inch from both margins.

4. Enter a section break.

5. In the same document, type at least 30 lines more and save the document.

6. Break the 30 lines to 2 paragraphs.

7. Select the first paragraph and apply first line indentation.

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 3 PAGE DESIGN AND LAYOUT

Structure

1. Introduction

2. Objectives

3. Page Setup

4. Set gutter margins for bound documents

5. Table Handling

6. Summary
Computing Skills for All - CSA

7. Lab Exercises
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Chapter 3 - Page Design and Layout

1. Introduction
When you prepare a document with tables, charts and other objects, the document makes a
treamendous impact on the reader. A neatly designed page and the layout add quality to your
document.

2. Objectives
• To design a page

• To set Margins

• To create a table

• To format a table

• To exchange data with Excel

• To use table as database

3. Page Setup
The Page Setup Dialog Box Launcher enables you to
set the paper size, page orientation (portrait or landscape)
and margins. But you can easily change these and other
settings at any time.

Set Paper Size and Page Orientation

The paper size in the Page Setup group can be used for selecting the paper size and the options
that are available depending on the capacity of the selected printer.

Once you specify the size of the paper on which you will print the document, Word calculates
margins by measuring in from the edges of the paper.

Page orientation can be vertical (Portrait) or horizontal (Landscape).

To set the paper size:

1. Select the text you want to have a different paper size.

2. Click Page Layout tab.

3. Click the arrow next to the Size in the Page Setup group.

4. Select the paper size on which you want to print.

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To set page orientations:

1. Select the text you want to have a different page orientation.

2. Click Page Layout tab.

3. Click the arrow next to the orientation in the Page Setup

group.

4. Click Portrait or Landscape.

3.2. Change and Set Page Margins

Page margins are the blank space around the edges of the page. In general, you insert text and
graphics in the printable area between the margins.

Page margin options

Microsoft Word offers several page margin options.
• Add margins for binding Use a gutter margin to add extra space to the side or top margin
of a document that you plan to bind. A gutter margin helps to ensure that text isn't unclear
by the binding.

• Set margins for facing pages Use mirror margins to set up facing pages for double-sided
documents, such as books or magazines. In this case, the margins of the left page are a
mirror image of those of the right page (here, both the inside margins and outside margins
have same width).

3.3. Set margins for facing pages

When you choose mirror margins, the margins of the left page are a mirror image of those on the
right page. Here, both the outside and inside margins have same width.

1. Click Page Layout tab.

2. Click the Margins down arrow in the Page Setup group.

3. Click Mirrored.

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To change margin widths:

1. Click Page Layout tab.

2. Click the Margins down arrow in the Page Setup group.

3. Click Custom Margins.

The Page Setup dialog box is displayed.

4. Enter the widths that you want in the Top, Bottom, Inside and Outside boxes.

5. Click OK.

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3.4. Set gutter margins for bound documents

A gutter margin setting adds extra space to the side margin or top margin of a document that you
plan to bind. A gutter margin helps to ensure that text isn't unclear by the binding.

To set gutter margins for bound documents:

1. Click Page Layout tab.

2. Click Margins in the Page Setup group.

3. Click Custom Margins.

The Page Setup dialog box is displayed.

4. Type the width for the gutter margin in the Gutter box in the Page Setup dialog box.

5. Click Left or Top in the Gutter position box.

6. Select Normal in the Multiple pages list under Pages.

7. Click OK.

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The Gutter position box is not available when you use the Mirror margins, 2 pages per sheet, or
Book fold option. For those options, the gutter position is determined automatically.

4. Table Handling
Tables are used to display data in a table format.

Word’s Tables feature enables you to arrange

columns of numbers and text in a document without
using tabs.

A table is a grid of columns and rows. The

intersection of a column and a row is a rectangula
or square box called a cell.

4.1. Table Creation

In Microsoft Office Word 2010, you can insert a table by

• Choosing from a selection of preformatted tables. or

• Selecting the number of rows and columns that you want.

You can insert a table into a document, or you can insert one table into another table to create a
more complex table.

You can create table one of three ways:

1. Click Insert Table and enter the number of rows and columns.

2. Click Draw Table, create your table by clicking and entering the rows and
columns.

3. Click Quick Tables and choose a table.

4.1.1. Use the Insert Table option

You can use the Insert Table option to choose the table dimensions and format before you insert
the table into a document.

To insert table:
1. Click where you want to insert a table.

2. Click Insert tab.

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To insert table:
1. Click where you want to insert a table.

2. Click Insert tab.

3. Click Table down arrow in the Tables group.

4. Click Insert Table.

The Insert Table dialog box is displayed.

5. Enter the Number of columns and Number of rows under Table size.

6. Choose options to adjust the table size under AutoFit behavior.

7. Click OK.

4.1.2. Draw table

You can draw a complex table - for example, one that contains cells of different heights or a
varying number of columns per row.

To draw table:
1. Click where you want to create the table.

2. Click Insert tab.

3. Click Table in the Tables group.

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4. Click Draw Table.

The pointer changes into a pencil.

5. To define the outer table boundaries, draw a

rectangle. Then draw the column lines and row
lines inside the rectangle.

6. To erase a line or block of lines, under Table Tools,

on the Design tab, in the Draw Borders group,
click Eraser.

7. To erase a line or block of lines, click Eraser, in

the Draw Borders group, on the Design tab under
Table Tools.

8. Click the line that you want to erase.

9. When you finish drawing the table, click in a cell

and start typing or insert a graphic.

4.1.3. Use Quick Tables

You can use Quick Tables to insert a table that is based on a gallery of preformatted tables.

To use quick tables:

1. Click where you want to insert a table.

2. Click Insert tab.

3. Click Table down arrow in the Tables group.

4. Click Quick Tables.

5. Click the template that you want.

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6. Replace the data in the template with the data that you want.

4.3. Add cell

To add cell:
1. Click in a cell that is to the right or above where you want to insert a cell.

2. Under Table Tools, on the Layout tab, click the

Rows and Columns Dialog Box Launcher.

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The Insert Cells dialog box is displayed.

3. Click any one of the following options:

• Shift cells right

• Shift cells down

• Insert entire row

• Insert entire column

4. Click OK.

4.3. Add row above or below

To add row above or below:

1. Click in a cell above or below where you want to add a row.

2. Under Table Tools, on the Layout tab, do one of the following:

• To add a row above the cell, click Insert Above in the Rows
and Columns group.

• To add a row below the cell, click Insert Below in the Rows
and Columns group.

4.4. Add column to the left or right

To add column to the left or right:
1. Click a cell to the left or right of where you want to add a column.

2. Under Table Tools, on the Layout tab, do one of the following:

• To add a column to the left of the cell, click Insert Left in the
Rows and Columns group.

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• To add a column to the right of the cell, click Insert Right

in the Rows and Columns group.

  4.5. Delete cell

To delete cell:
1. Select the cell that you want to delete.

2. Click the Layout tab under Table Tools.

3. Click Delete down arrow in the Rows & Columns group.

4. Click Delete Cells.

The Delete Cells dialog box is displayed.

5. Click one of the following options:

• Shift cells left

• Shift cells up

• Delete entire row

• Delete entire column

6. Click OK.

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4.6. Delete row

To delete row:
1. Select the row that you want to delete.

2. Click the Layout tab under Table Tools.

3. Click Delete down arrow in the Rows and Columns group.

4. Click Delete Rows.

4.7. Delete column

To delete column:
1. Select the column that you want to delete.

2. Click Layout tab under Table Tools.

3. Click Delete down arrow in the Rows and Columns group.

4. Click Delete Columns.

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4.8. Merge cells

You can combine two or more table cells located in the same row or column into a single cell. For
example, you can merge several cells horizontally to create a table heading that spans several
columns.

To merge cells:
1. Select the cells that you want to merge.

2. Click Layout tab under Table Tools.

3. Click Merge Cells in the Merge group.

4.9. Split cells

To split cells:

1. Click in a cell, or select multiple cells that you want to split.

2. Click the Layout tab under Table Tools.

3. Click Split Cells in the Merge group.

The Split Cells dialog box is displayed.

4. Enter the number of columns or rows that you want to split the selected cells into.

5. Click OK.

4.10. Table Selection

4.10.1. Select Table

Word also provides table-specific selection tools enabling you to select whole cells, entire rows,
columns, or areas. The area between the first character in a cell and the left edge of the cell is
called the cell selection bar.

To select a column, move the mouse pointer to the area called the column selection bar at the top
of a column, and the pointer will change into a large, down-pointing arrow. Holding down the Alt
key while clicking anywhere in a column will also select the entire column.

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4.10.2. Select Rows

To select the entire row, double-click any cell selection bar. The same can be accomplished by
selecting and dragging the leftmost or rightmost cell in a row.

4.10.3. Select Adjacent Groups of Cells

To select groups of adjacent cells, either drag through the cells or click in one cell and Shift + click
in the others.

4.10.4. Select the Whole Table

To select an entire table, hold down the Alt key and double-click anywhere in the table. If your
doc¬ument contains multiple tables and they are not separated by paragraph marks, this
technique will select all adjacent tables.

4.11. Table Formatting

After you create a table, Microsoft Office Word offers you many ways to format that table.

4.11.1. Use Table Styles to format an entire table

After you create a table, you can format the entire table by using Table Styles. By resting your
pointer over each of the preformatted table styles, you can preview what the table will look like.

To use table styles to format an entire table:

1. Click in the table that you want to format.

2. Click the Design tab under Table Tools.

3. In the Table Styles group, rest the pointer over each table style until you
find a style that you want to use.

4. To see more styles, click (More).

5. Click the style to apply it to the table.

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4.11.2. Add borders

You can add borders to format a table the way that you want.

To add table borders:

1. Click the Layout tab under Table Tools.

2. Click Select down arrow in the Table group.

3. Click Select Table.

4. Click the Design tab under Table Tools.

5. Click Borders in the Table Styles group.

6. Click one of the predefined border sets.

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4.11. 3. Sort the contents of a table

To Sort the contents of a table:
1. Click the table move handle to select the table that you want to sort.

2. Click the Layout tab under Table Tools.

3. Click Sort in the Data group.

The Sort dialog box is displayed.

4. In the Sort dialog box, select the Column to sort under Sort by.

5. Click Ascending or Descending.

6. Use Then by to sort more columns.

7. Click OK.

4.11.4. Number the cells in table

To number cells in table:
1. Select the table cells that you want to number.

2. Click Home tab.

3. Click Numbering in the Paragraph group.

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4. 12. Convert text to table

To convert text to table:

1. Select the text that you want to convert.

2. Click Insert tab.

3. Click Table down arrow in the Tables group.

4. Click Convert Text to Table.

The Convert Text to Table dialog box is displayed.

5. Type Number of Columns under Table size.

6. Choose the options to adjust the table size under AutoFit behavior.
Follow the action form instructions.

7. Under Separate text at, click the option for the separator character that you used in the
text.

8. Click OK.

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5. Summary
1. The various options that affect the appearance of a document include the following:

• Paper size

• Page Orientation (Portrait or Landscape)

• Margins

2. When you use the Page Setup command on the File Menu to specify a paper size, the
options that are available depend upon the capabilities of the printer you selected.

3. A table is a grid of columns and rows. The intersection of a column and a row is a
rectangular or square box called cell.

4. A larger table can be split into smaller tables.

5. Contents of a table can be formatted and sorted.

6. Lab Exercises
1. Create a 3 X 6 table with the following data:

Roll no MT1 MT2

R001 86 74

R002 76 64

R003 65 78

R004 90 48

R005 67 86

• Insert a row at the top.

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• Type the following in the first cell of the table:

Student Monthly Report Year 2003 to 2004 BIIT

• Merge the cells of the first row.

• The heading should be in bold.

• Change the width of the columns to 2 inches.

• Apply borders to the table.

• Add shading effects to the table.

• Insert a column in between the roll no and MT1 and type the names of students.

• Insert another column after MT2 and find the total of every student.

• Sort the names of students in the ascending order.

2. Create a table in Word to maintain the Birthday and the Feast Day of your community
members.

3. Create table to enter the marks of 10 students in 5 subjects and find their total and average.

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 4 MAIL MERGE AND DOCUMENT

Structure

1. Introduction

2. Objectives

3. Mail Merge

4. Document Management

5. Summary
Computing Skills for All - CSA
 ms word 2010
Chapter 4 - Mail Merge and Document
1. Introduction
Mail Merge is a feature in Word 2010 that allows you to take a single document, like a letter, a
list of names and envelopes to combine (merge) everything into a final set of documents, each of
which is customized and nearly personal. You can also mail-merge e-mail messages, envelopes,
labels and lists of information.

You use mail merge when you want to create a set of documents, such as a form letter that is sent
to many customers or a sheet of address labels. Each letter or label has the same kind of
information, yet the content is unique.

2. Objectives
• Use Mail Merge to create letters, envelopes and labels

• Open, save and protect documents

• Print the documents

3. Mail Merge
You can perform a mail merge by using the Mail Merge task pane, which leads you step by step
through the process.

To use task pane:

1. Click Mailings tab.

2. Click Start Mail Merge from Start Mail Merge group.

3. Select Step by Step Mail Merge Wizard….

The Mail Merge pane is displayed at the right.

3.1. Use Mail Merge to Create Letters

To select document type:

1. Create a new document.

2. Write all the text that you want to convey.

For example,

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3. Click File > Save.

4. Click Mailings.

5. Click Start Mail Merge in the Start Mail Merge

group.

6. Select Step by Step Mail Merge Wizard….

The Mail Merge pane is displayed at the right of
the document.

7. Click Letters under Select document type.

8. Click Next: Starting document link.

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To start document:
1. Click one of the following options:

• Use the current document: Use the currently open

document as your main document.

• Change document layout: Select one of the ready-to-use

mail merge templates.

• Start from existing document: Open an existing

document to use as your mail merge main document.

2. Click Next: Select recipients link.

To select recipients:
When you open or create a data source by using the Mail Merge,
you are telling Word to use a specific set of details for your merge.
Use one of the following methods to attach the main document
to the data source.

Method 1: Use existing data source

1. Click Use an existing list from Select recipients list.

2. Click Browse….
The Select Data Source dialog box is displayed.

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3. Select the file that contains information.

4. Click Open.
The Mail Merge Recipients dialog box is displayed.
You can sort and edit your data if you want to.

5. Click OK to return to the main document.

Method 2: Create database of names and addresses

1. Click Next: Select Recipients.

2. Click Type a new list from Select recipients list.

3. Click Create….
The New Address List dialog box is displayed.

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1. Enter the address information for each record in the New Address List
dialog box.

2. Click New Entry to move to the next record after you type the information
for a record.

• To delete a record, click Delete Entry.

• To search for a specific record, click Find….

• To customize your list, click Customize Columns….

The Customize Address List dialog box is displayed.

• You can add, delete, rename and reorder the merge fields.

• Click OK.

3. Click OK.
The Save Address List dialog box is displayed.

4. Type the name that you want to give to your data

source in File name box.

5. Click Save.
The Mail Merge Recipients dialog box is displayed.

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7. Make any changes that you want.

8. Click OK.

9. Click Next: Write your letter to finish setting up your letter.

To write your letter:

1. Place the cursor where you want to insert the information in your letter.

2. Click More Items….

The Insert Merge Field dialog box is displayed.

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3. Select the field.

4. Click Insert.
The fields are inserted as shown below:

5. Click Cancel to close the dialog box.

6. Click Next: Preview your letters to proceed to the next step.

To preview letters:
You can preview your merged data, one letter at a time.
You can also make changes to your recipient list or personalize
individual letters.

• Click Next: Complete the merge to proceed to the next step.

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To complete merge:
7. Click Edit individual letters….
The Merge to New Document dialog box is displayed.

8. Click All to merge all the records.

9. Click Current record to merge only the current record.

10. Click From and To to merge the specific records.

11. Click OK.

The documents are merged to a new word document.

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3.2. Use Mail Merge to Create Envelopes

To select document type:

1. Click Mailings tab.

2. Click Start Mail Merge from Start Mail Merge group.

3. Select Step by Step Mail Merge Wizard….

The Mail Merge pane is displayed at the right.

4. Click Envelopes under Select document type.

5. Click Next: Starting document link.

To select starting document:

1. Click one of the following options:

• Change document layout: choose the envelope size.

• Start from existing document: Open an existing

document to use as your mail merge main document.

2. Click Envelope options… link.

The Envelope Options dialog box is displayed.

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3. Set the envelope size, delivery address and return address.

4. Click Next: Select recipients link.

To select recipients:
Method 1: Use existing list
1. Click Use an existing list from Select recipients list.

2. Click Browse… under Use an existing list group.

The Select Data Source dialog box is displayed.

3. Select the file that contains the information that you want to use.

4. Click Open.
The Mail Merge Recipients dialog box is displayed. You can sort and edit your data if you
want to.

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5. Click OK.

Method 2: Create database of names and addresses

1. Click Next: Select Recipients.

2. Click Type new list from Select recipients list.

3. Click Create….
The New Address List dialog box is displayed.

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• Enter the address information for each record in the New Address List dialog box.

• Click New Entry to move to the next record after you type the information for a record.

• To delete a record, click Delete Entry.

• To search for a specific record, click Find….

• To customize your list, click Customize Columns….

The Customize Address List dialog box is displayed.

• You can add, delete, rename and reorder the merge fields.

• Click OK.

4. Click OK.
The Save Address List dialog box is displayed.

5. Type the name that you want to give to your data source in File name: box.

6. Click Save.
The Mail Merge Recipients dialog box is displayed.

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7. Make any changes that you want.

8. Click OK.

9. Click Next: Arrange your envelope to finish setting up your envelopes.

To arrange your envelope:

1. Place the cursor where you want to add the information
in your envelope.

2. Click More Items….

The Insert Merge Field dialog box is displayed.

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3. Click the field that you want to use.

4. Click Insert.
The fields are inserted as shown below:

5. Click Next: Preview your Envelopes to proceed to the

next step.

To preview your envelopes:

• Click Next: Complete the merge to proceed to the
next step.

To complete merge:
1. Click Edit individual envelopes…
The Merge to New Document dialog box is displayed.

2. Click All to merge all records.

3. Click Current record to record only the current record.

4. Click From and To to record only the specific records.

5. Click OK.
The envelopes are displayed as shown below:

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3.3. Use Mail Merge to Create Labels

To select document type:

1. Click Mailings tab.

2. Click Start Mail Merge from Start Mail Merge

group.

3. Select Step by Step Mail Merge Wizard….

The Mail Merge pane is displayed at the right.

4. Click Labels.

5. Click Next: Starting document link.

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To select starting document:

1. Click one of the following options:

• Change document layout: choose the label size.

• Start from existing document: Open an existing document

to use as your mail merge main document.

2. Click Label Options… link.

The Label Options dialog box is displayed.

3. Set the label size, delivery address and return address.

4. Click Next: Select recipients link.

To select recipients:
Method 1: Use existing data source
1. Click Use an existing list from Select recipients list.

2. Click Browse….
The Select Data Source dialog box is displayed.

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3. Select the file that contains information.

4. Click Open.
The Mail Merge Recipients dialog box is displayed.

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5. Click OK to return to the main document.

Method 2: Create database of names and addresses

1. Click Next: Select Recipients.

2. Click Type a new list from Select recipients list.

3. Click Create….
The New Address List dialog box is displayed.

• Enter the address information for each record in the New Address List dialog box.

• Click New Entry to move to the next record after you type the information for a
record.

• To delete a record, click Delete Entry.

• To search for a specific record, click Find….

• To customize your list, click Customize Columns….

The Customize Address List dialog box is displayed.

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• You can add, delete, rename and reorder the merge fields.

• Click OK.

4. Click OK.
The Save Address List dialog box is displayed.

5. Type the name that you want to give to your data source in File name: box.

6. Click Save.
The Mail Merge Recipients dialog box is displayed.

7. Make any changes that you want.

8. Click OK.

9. Click Next: Arrange your labels to finish setting up.

To arrange your labels:

1. Place the cursor where you want to insert the labels in your
document.

2. Click More Items….

The Insert Merge Field dialog box is displayed.

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3. Click the fields that you want to use.

4. Click Insert.
The fields are displayed as shown below:

5. Click Next: Preview your labels to proceed to the next step.

3.3.5. Preview your Labels

• Click Next: Complete the merge to proceed to the next step.

To complete merge:
1. Click Edit individual labels….
The Merge to New Document dialog box is displayed.

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2. Click All to record all the records.

3. Click Current record to only record the current record.

4. Click From and To to record only specific records.

5. Click OK.
The labels are displayed as shown below:

4. Document Management

4.1. Open, save and protect Documents

4.1.1. Open an Existing Document

1. Click File > Open. Or

2. Press CTRL+O on the keyboard.

4.1.2. Save a Document

1. Click File > Save or Save As.

2. Press CTRL+S on the keyboard.

4.1.3. Protect a Document

To allow only authorized users to view or modify your content, you can help protect your entire
document with a password.

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1. Click File > Save As.

2. Click the arrow next to the Tools, and then click General Options.

3. Do one or both of the following:

• If you want users to enter a password before they can view the document, type a
password in the Password to open box.

• If you want users to enter a password before they can save changes to the document,
type a password in the Password to modify box.

4. Click OK.

4.2. Print Documents

1. Click File > Print. Or

2. Press Ctrl+P on the keyboard.

5. Summary
• Use Mail Merge to create letters, envelopes and labels.

• Microsoft Office word 2010 helps to manage the documents.

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Strucure

1. Introduction

2. Objectives

3. Table of Contents

4. Macro

5. Themes

6. Background
Computing Skills for All - CSA

7. Summary
 ms word 2010
Chapter 5 - MS Word Automation Tools

1. Introduction
Microsoft Office Word 2010 offers a set of Automation tools to produce professional-looking
documents. It allows you to format an entire document more easily and quickly.

2. Objectives
• Create and Generate Table of Contents

• Record Macros and Run Macros

• Apply Themes to Document

• Add and Change Background Color or Texture

3. Table of Contents
The easiest way to create a table of contents is to utilize the heading styles that you want to
include in the table of contents.

For example: Heading 1, Heading 2, etc.

When you add or delete headings from your document, Word updates your table of contents. Word
also updates the page numbers in the table of contents when information in the document is added
or deleted.

When you create a Table of Contents, the first thing you want to do is mark the entries in your
document. The Table of Contents is formatted based on levels of headings. In two ways you can
create table of contents. They are: Built-in and Custom styles.

3.1. Built-in Heading Styles

You can create table of contents by using built-in heading styles. These styles are available for the
user automatically.

To create built-in table of contents:

1. Place the cursor where you want to add the table of contents, usually at the
beginning of a document.

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2. Click References tab.

3. Click Table of Contents from Table of Contents group.

4. Select the style that you want.

The table of contents is created in built-in format.

3.2. Custom Styles

To create custom styles in table of contents:

1. Place the cursor where you want to add the
table of contents.

2. Click References tab.

3. Click Table of Contents from Table of Contents

group.

4. Select Insert Table of Contents….

The Table of Contents dialog box is displayed.

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5. Click Table of Contents tab.

6. Click Options.
The Table of Contents Options dialog box is displayed.

7. Select Styles check box to select available styles.

8. Find the style that you applied to the headings in your document under Available styles list.

9. Type a number from 1 to 9 to indicate the level that you want the heading style to represent
under TOC level:, next to the style name.

10. Click OK.

The table of contents is created in custom styles format.

3.3. Mark Table of Contents Entries

You can mark the Table of Contents entries in one of two ways:
• Using Built-in Heading Styles

• Marking Individual Text Entries

To mark entries using Built-in heading styles:

1. Select the heading to which you want to apply heading style.

2. Click Home tab.

3. Click the style that you want from Styles group.

The style you selected is applied to the heading.

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To mark individual text entries:

1. Select the text that you want to include in your table of contents.

2. Click References tab.

3. Click Add Text from Table of Contents group.

4. Select the level from the list.

The text is marked to the table of contents

3.4. Delete Table of Contents

To delete table of contents:

1. Click References tab.

2. Click Table of Contents from

Table of Contents group.

3. Click Remove Table of Contents.

The table of contents you created is removed from the document.

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4. Macros
Macros helps you to speed up editing or formatting Word document. They record sequences of
menu selections that you choose, so that a series of actions are completed in few steps.

4.1. Record Macro

To record macro:

1. Click View tab.

2. Click Macros from Macros group.

3. Click Record Macro….

The Record Macro dialog box is displayed.

4. Type the name in the Macro name: box.

5. Click Keyboard.
The Customize Keyboard dialog box is displayed.

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4. Type the shortcut key that you want to assign to the macro in the Press new Shortcut
key box.

5. Click Assign.

6. Click Close to begin recording the Macro.

The cursor is changed as to indicate that macro is started.

7. Perform the actions you want recorded in the Macro.

8. Click Macros from Macros group after recording.

9. Click Stop Recording.

The macro is stopped recording.

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4.2. Run Macro

Running a macro depends on whether it is been added to the Quick Access Toolbar or if it is been
given a Keyboard shortcut.

To run macro:

1. Click View tab.

2. Click Macros in Macros group.

3. Click View Macros.

The Macros dialog box is displayed.

4. Select the macro you recorded from Marco name: list.

5. Click Run.
The recorded macros are applied to the selected document.

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5. Theme

You can quickly and easily format an entire document to give it a professional and modern look by
applying a document theme. A document theme is a set of formatting choices that include a set of
theme colors, a set of theme fonts (including heading and body text fonts) and a set of theme
effects (including lines and fill effects). There are two ways to apply theme:

• Select a predefined document theme

• Customize a document theme

To select predefined document theme:

1. Click Page Layout tab.

2. Click Themes from Themes group.

3. Select the document theme.

The theme is selected to the document.

To customize document theme:

1. Click Page Layout tab.

2. Click Theme Colors from Themes group.

3. Click Create New Theme Colors….

The Create New Theme Colors dialog box is displayed.

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4. Select the theme color that you want to change under Theme colors.

5. You can see the effect of the changes that you make under Sample.

6. Type an appropriate name for the new theme colors in the Name box.

7. Click Save.

To customize theme fonts:

1. Click Page Layout tab.

2. Click Theme Fonts from Themes group.

3. Click Create New Theme Fonts….

The Create New Theme Fonts dialog box is displayed.

4. Select the fonts that you want to use from Heading font and Body font lists.

5. You can see the effect of the changes that you make under Sample.

6. Type an appropriate name for the new theme fonts in Name box.

7. Click Save.
The new theme fonts are created.

To select set of theme effects:

1. Click Page Layout tab.

2. Click Theme Effects from Themes

group.

3. Select the effect that you want to use.

The theme effect is set for the theme.

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6. Background
To add or change background color:
1. Click Page Layout tab.

2. Click Page Color from Page Background.

3. Do any of the following:

• Click the color that you want under Theme Colors or Standard Colors.

• Click Fill Effects… to change or add special effects, such as gradients, textures or
patterns.

7. Summary
• Microsoft Office Word 2010 offers a set of tools for formatting the document easily.

• Table of Contents is used to utilize the styles in the document.

• Macros is used to speed up the formatting and editing the document.

• Theme helps to change the color, font and effects of the document.

• Microsoft Office Word 2010 helps to change background colors.

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Structure

1. Introduction

2. Objectives

3. Enhanced Themes

4. Customizable Quick Access Tool Bar

5. Paste Preview

6. Navigation Pane
Computing Skills for All - CSA

7. Customizable Ribbon Button

8. Improved Collaborations

9. Screen Capture Tool

10. Artistic Effects

11. The Background Removal Option

12. Office Backstage

13. New Art Effects in WordArt

14. Ligatures

15. Improved Spell Checks

16. Recover unsaved work

17. Summary
 ms word 2010
Chapter 6 - New features in MS word 2010

1. Introduction
Microsoft Word 2010 makes easier to collaborate and to navigate through long documents. For
more impact, new features focus on the improvements of your finished document. Word 2010
helps you to recover documents if you accidentally close them without saving. It also offers
several other improvements to help you in your document authoring. With this new version, you
can access the richness and familiarity of Word from any mobile applications.

2. Objectives
• Apply Enhanced Themes

• Customize Quick Access Tool Bar

• Use Paste Preview option

• Use Navigation Pane

• Customize Ribbon Button

• Improve collaborations

• Use Screen Capture Tool

• Apply Artistic Effects

• Use The Background Removal Option

• knowing Office Backstage

• Use Updated New Art Effects in WordArt

• Use Ligatures

• Use Improved Spell Checks feature

• Recover unsaved work

3. Enhanced Themes

Word 2010 now comes with various newly enhanced themes, you may apply any theme from the
Page Layout menu. The live previews feature is also available; by clicking the theme buttons you
will see a gallery which represents the available themes as thumbnail images.

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4. Quick Access Tool Bar

Word 2010’s Quick Access Toolbar displays all the commonly used options. It is located in the top
left side corner of the application window, near the office button.

By default it displays the following three options, Save, Undo and Redo, but is customizable and
you may easily add more options to it.

5. Paste Preview
It happens with most users that after copying and pasting something into their document, they
need to undo the some changes. Word 2010 has made it easy for users, now you may eliminate
this unnecessary step by using the paste preview option. It allows users to paste only the values or
the formatting.

6. Navigation Pane
In the previous versions of Microsoft Office, one has to use the Ctrl+F hotkey to find any word or
phrase from within a document.  Word 2010 has added a new magic to this option, Ctrl+F now
summons a Navigation Pane that appears on the left side of the document. You will see the three
views available by clicking on their respective tabs, the Heading View, Thumbnail Page View, and
the Search Result View.

7. Customizable Ribbon Button

The Ribbon button in Word 2010 looks like the one in Word 2007. But there is one big addition;
you may customize the word 2010’s Ribbon button. In order to customize the Ribbon button
navigate to the following option File Tabà Word Optionà Customize Ribbon.

8. Improved Collaborations
Microsoft Word 2010 has a new feature called co-authoring. It allows more than one authors to edit
a document at the same time. Word 2010 tells you how many authors are editing the document
and their changes can be viewed too.

9. Screen Capture Tool

Word 2010 includes a feature called Screen Capturing, now there is no need to use a third party or
additional tool to capture a screenshot in order to use it in Word, just simply use Word 2010′s built
in tool to capture any area of the screen. A Screenshot may be taken by navigating to the following
option Insertà Screenshot.

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10. Artistic Effects

In Word 2010 users can now apply a number of snazzy artistic effects to the pictures. In order to
add the artistic effects to your document, Navigate to the following option Insert > Illustrations
> Picture. Then browse and select the picture you want, once the picture is added to your
document, then the Picture Tools contextual tab is displayed and you will be able to see the new
Artistic Effects drop down button over here.

11. The Background Removal Option

Office 2010 has an awesome option by the name of Background Removal, which simply removes
the background of any image. Yes, you don’t need Photoshop anymore to remove the background.
First insert the picture in your Word document from the Insert > Picture option. Then locate the
Background Removal tool and get rid of the background.

12. Office Backstage

The Office Backstage is a new concept; it is the enhanced form of the plain old office button and
provides a much user-friendly menu. It helps users to manage documents, presentations, or
spreadsheets at a greater level.

13. New Art Effects in WordArt

Just like other features, WordArt has been updated with new colorful art effects. Select the text,
then click Word Art and a list of all the available options will be displayed.

14. Ligatures
Ligatures make the fonts look fancy and they are also used to keep letters separate allowing you to
search the text as if the font were regular. Its true that not all fonts support ligatures, but a large
variety of the fonts supports them. You may enable them from Font Preferences > advanced,
and then select the standard only option in the ligatures drop down box.

15. Improved Spell Checks

Word 2010 has added some new features to its spell checker, now it will detect the mistake and
suggest changing the sentence.

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16. Recover unsaved work

It is now easier to recover a Word document if you close your file without saving, or if you want to
review or return to an earlier version of the file you’re already working in. As with earlier versions
of Word, enabling Auto Recover will save versions while you are working in your file at the interval
you select.

Now, you can keep the last auto saved version of a file in case you accidentally close that file
without saving, so that you can easily restore it the next time that you open the file. Also, while
you are working in your file, you can access a list of the auto saved files from the Microsoft Office
Backstage view.

17. Summary
Word 2010 helps you to work with your colleagues more efficiently. Word 2010 also includes
features to keep your information more secure when you share your work, and to work better.

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Structure

1. Managing Word Documents

2. Navigating within Documents

3. Selecting Text

4. Undoing, copying and pasting

5. Editing Documents

6. Formatting Documents

7. Searching and Replacing

Computing Skills for All - CSA

8. Managing Word Views

9. Working with Tables

10. Review Documents

11. Printing Documents

12. Working with Mail Merge

13. Working with the Rest

 ms word 2010
Chapter 7 - Shortcuts in MS Word 2010

1. Managing Word Documents

Ctrl+n Create new document

Ctrl+o Open document
Ctrl+w Close document
Ctrl+s Save document
F12 Save document as
Ctrl+p Print document/ print preview
Ctrl+F6 Switch between multiple Word documents
Alt, then press f, r Open Recent (file, recent)

2. Navigating within Documents

Left arrow / Right arrow Jump one character to the left / to the right
Ctrl+ left arrow / Ctrl+ Right Jump one word to the left / to the right
arrow
End / Home Jump to the end of a line / beginning of a line

Down arrow / Up arrow Jump one line down / one line down

Ctrl+Down arrow / Ctrl+Up Jump one paragraph down / one paragraph up

arrow
Page Down / Page Up Jump one screen down/ one screen up

Alt+Ctrl+Page Down / Jump to top / to bottom of visible window

Alt+Ctrl+Page Up
Ctrl+End / Ctrl+Home Jump to end / to beginning of document

Ctrl+g or f5 Go to a page, bookmark, footnote, table,

comment, graphic, or other location
Alt+Ctrl+z Go back to previously edited location in document
(up to 4 places)
Shift+F5 Go to the last change or revision. Also works after
opening document.

Ctrl+Shift+F5 Set, go to and edit bookmarks

Alt+Ctrl+Home Set Browse Options. Press the arrow keys to select an

option, and then press enter to browse through a
document by using the selected option
Ctrl+Page Down / Ctrl+Page Up Move to next / move to previous browser object as set in
Browse Options

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3. Selecting Text
Shift+ Right arrow / Shift+Left Extend selection one character to the right / to the left
arrow
Ctrl+Shift+Right arrow / Extend selection one word to the right / to the left
Ctrl+Shift+Left arrow

Shift+End / Shift+Home Extend selection to the end / to beginning of a line

Shift+Down arrow / Shift+Up Extend selection one line down / one line up
arrow
Shift+Page Down / Shift+Page Up Extend selection one screen down / one screen up

Ctrl+Shift+End / Ctrl+Shift+Home Extend selection to end / to beginning of document

Alt+Ctrl+Shift+Page Down/ Extend selection to end / to beginning of visible

Alt+Ctrl+Shift+Page Up window

Ctrl+a Extend selection to entire document

F8 Turn Extend Mode on: Extend selection without

pressing shift
Arrow keys , Page up/Page down Extend selection in Extended Mode:

F8 Extend selection further by word, paragraph, document

in Extended Mode
Shift+F8 Reduce the size of a selection in Extended Mode

Ctrl+Shift+f8, and arrow keys Select a vertical block of text in Extended Mode

Esc Turn extend mode off

F8 Extend a selection to a specific location in a document

4. Undoing, Copying and Pasting

Ctrl+z Undo the last action
Ctrl+y Redo the last action
Ctrl+c Copy selected text or object
Ctrl+x Cut selected text or object
Ctrl+v Paste selected text or object
Ctrl+Shift+c Copy text format
Ctrl+Shift+v Paste text format
Ctrl+Alt+v Paste special
Ctrl+F3 Cut to the Spike (separate clipboard)
Ctrl+Shift+F3 Paste from the Spike
Alt+Shift+r Copy the header or footer from previous section of the document

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5. Editing Documents
Insert Special Characters

Alt+Ctrl+c Insert copyright symbol

Alt+Ctrl+r Insert registered trademark symbol
Alt+Ctrl+t Insert trademark symbol
Alt+Ctrl+. (Period) Insert horizontal ellipsis (…)
Alt+Ctrl+- Insert em dash
Alt+Ctrl+[+] Insert en dash
Insert Breaks

Enter Insert paragraph break

Shift+Enter Insert line break without breaking paragraph
Ctrl+Enter Insert page break
Ctrl+Shift+Enter Insert column break (break table)
Ctrl+Shift+Space Insert nonbreaking space
Ctrl+Shift+- (Hyphen) Insert nonbreaking hyphen
Ctrl+- Insert optional hyphen
Insert Text Elements

Alt+Ctrl+f Insert a footnote

Alt+Ctrl+d Insert an endnote
Ctrl+k Insert a hyperlink
Alt+Shift+i Insert Citation Mark
Alt+Shift+x Insert Index Mark
Move and Delete Text

F2, then move to position and Move selected text to different position
press Enter

Shift+F2, then move to Copy selected text to different position

position and press Enter
Delete/Backspace Delete one character to the right / to the left (or delete
selection)

Ctrl+Delete / Ctrl+Backspace Delete one word to the right / to the left

Delete Delete one character to the right or delete selection
Ctrl+Shift+< / Ctrl+Shift+> Decrease / Increase font size one value

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6. Formatting Documents
Ctrl+d Open the Font dialog box
Ctrl+Shift+< or Ctrl+Shift+> Decrease / Increase font size one value
Ctrl+[ or Ctrl+] Decrease / Increase font size one point
Ctrl+b Apply/remove bold
Ctrl+i Apply/remove italic
Ctrl+u Apply/remove underline
Ctrl+= Apply/remove subscript
Ctrl+Shift+[+] Apply/remove superscript
Ctrl+Shift+d Apply/remove double-underline
Ctrl+Shift+w Apply/remove words underline (only words, no spaces)
Ctrl+Shift+h Apply/remove hidden formatting
Ctrl+Shift+a Apply/remove all capitals
Ctrl+Shift+k Apply/remove small capitals
Shift+F3 Change between the cases
Ctrl+d, then Alt+k and enter Apply strike-through formatting (font dialog)
Ctrl+Shift+q Change the selection to the Symbol font
Shift+F1 Reveal Formatting (show all formats of selection)
Format Paragraphs

Ctrl+r Right-align paragraph

Ctrl+l Left-align paragraph
Ctrl+e Center-align paragraph
Ctrl+j Justify-align paragraph
Ctrl+m / Ctrl+Shift+m Indent paragraph from left and increase / decrease indent
Ctrl+1 Set line-spacing to single-space
Ctrl+2 Set line-spacing to double-space
Ctrl+5 Set line-spacing to 1.5
Ctrl+0 (zero) Add or remove one line space preceding a paragraph
Styles
Alt+Ctrl+Shift+s Open or close Styles task pane
Alt+Ctrl+1 Apply Heading 1 style
Alt+Ctrl+2 Apply Heading 2 style
Alt+Ctrl+3 Apply Heading 3 style
Alt+Shift+ Right arrow / Promote / demote Headings
Alt+Shift+ Left arrow

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Ctrl+Space Remove all manual styles

Ctrl+Shift+n Apply Normal style
Ctrl+Shift+s Open Apply Styles task pane
Alt+Ctrl+k Start Auto Format

7. Searching and Replacing

Ctrl+h Open traditional find and replace window

Ctrl+h, then Alt+d Open traditional find window
Alt+Ctrl+y, or Shift+F4 Repeat last find after closing find window
Ctrl+Tab Jump between find menu and document
Ctrl+f Open (new) search menu in navigation task pane

8. Managing Word Views

Switch Views
Alt+Ctrl+p Switch to Print Layout view
Alt+Ctrl+o Switch to Outline view
Alt+Ctrl+n Switch to Draft view (used to be normal view)
Ctrl+scroll mouse Zoom in and zoom out
Alt+Ctrl+s Split the document window
Ribbons
Ctrl+F1 Show or hide the ribbon
f10 or alt Select item in Ribbon
Esc Leave Ribbon or Submenu
Left arrow / Right arrow Move left or right between main Ribbon Menus if active
space or enter When in ribbon Open or activate selected item

9. Working with Tables

Navigate in Tables

Down arrow / Up arrow Jump one row down / one row up

Tab / Shift+Tab Jump to (and select) next / previous table cell
Alt+Home / Alt+End Jump to first column/ jump to last column
Alt+Page Up / Alt+Page Down Jump to first row / jump to last row
Ctrl+ Left arrow / Ctrl+ Right arrow One cell to the left / to the right

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Navigation Pane

F6/Shift+F6 With Navigation Pane open: Switch forward /

backwards between (1) Navigation Pane, (2) Bottom
Taskbar, (3) Ribbon, and (4) Document

F6/Shift+F6 With Navigation Pane open: Switch forward /

backwards between (1) Navigation Pane, (2) Bottom
Taskbar, (3) Ribbon, and (4) Document

Select Table Contents

Shift+End Select current table cell
end, then Shift+Home Select content of current table cell
Ctrl+Shift+f8, then press Extend selection or block
Alt+5 Select an entire table
Edit Tables
Alt+Shift+ Up arrow / Alt+Shift+ Move current row up or down
Down arrow
In first column, press Shift+End Select row
repeatedly
In first row, press alt+Shift+Page Select column
Down
Shift+F10, then d Delete rows with rows selected
Shift+F10, then d, then r and enter Delete row
Shift+F10, then d, then c and enter Delete column
Shift+F10, then i, then a Insert row above
Shift+F10, then i, then b Insert row below
Ctrl+Tab Insert tab character

10. Review Documents

F7 Choose the Spelling command (Review tab).

Alt+Ctrl+m Insert a comment

Ctrl+Shift+e Turn change tracking on or off

Alt+Shift+c Close the Reviewing Pane if it is open.

Alt+F10 Display the Selection and Visibility task pane.

Ctrl+Shift+g Open the Word Count dialog box.

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11. Printing Documents

Ctrl+ps Print a document (print preview)

Esc Close print preview

12. Working with Mail Merge

Alt+Shift+k Preview a mail merge

Alt+Shift+n Merge a document
Alt+Shift+m Print the merged document
Alt+Shift+e Edit a mail-merge data document

Alt+Shift+f Insert a merge field

Alt+Shift+k Preview a mail merge
Alt+Shift+n Merge a document
Alt+Shift+m Print the merged document
Alt+Shift+e Edit a mail-merge data document
Alt+Shift+f Insert a merge field

13. Working with the Rest

F1 Get Help or visit Microsoft Office.com
Alt+F4 Exit Word

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 8 QUICK REFERENCE TO MS WORD 2010

Structure
1. Bullets and Numbering

2. Alignment

3. Change Cases

4. AutoCorrect and AutoText

5. Spelling and Grammar

6. Synonyms and Antonyms

7. Subscript and Superscript

8. Columns
Computing Skills for All - CSA

9. Bookmark

10. Footnote and Endnote

11. Paragraph Indentation

12. Comments

13. Tables

14. Password

15. Watermark

16. Mail Merge and Template

17. Page Orientation, Size , or Columns

18. Headers and Footers

19. General Tips

20. Summary
 ms word 2010
Chapter 8 - Quick Reference to MS Word 2010

1. Bullets and Numbering

• To add bullets, select the items Home tab Bullets in the Paragraph group.

• To add numbering, select the items Home tabNumbering in the Paragraph group.

2. Alignment
To change paragraph alignment:

• Left: select the paragraph > Home > Align Text Left or CTRL+L.

• Center: select the paragraph > Home > Center or CTRL+E.

• Right: select the paragraph > Home > Align Text Right or CTRL+R.

• Justify: select the paragraph > Home > Justify or CTRL+J.

3. Change Cases
You can change the cases of text by pressing Shift +F3 continuously.

4. AutoCorrect
File tab > Options > Proofing > AutoCorrect Options > AutoCorrect (tab) > Type the word to
replace.

5. AutoText
Select that text > File tab > Options > Proofing > AutoCorrect Options > AutoCorrect (tab) >
Type the word > Add.

6. Spelling and Grammar

Place the cursor at the beginning of the document > Review tab > Spelling & Grammar >
choose the correct word.

7. Synonyms and Antonyms

Review > Research > Type the word for which you look up synonyms and antonyms.

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8. Superscript and Subscript

• To format the text as superscript, select the text > Home > Superscript or  CTRL+[+].

• To format the text as subscript, select the text > Home > Subscript or CTRL+[=].

9. Columns
Position your cursor where you would like to insert the columns > Page Layout > Columns >
Select the number of columns.

10. Bookmark
1.1. Insert bookmark
• Place the cursor > Insert > Bookmark > type a name for bookmark > Add.

1.2. Go to specific bookmark

• Insert > Bookmark > type or select name of the bookmark > Go To.

11. Footnote and Endnote

• To insert footnote, Place the cursor > References > Insert Footnote.

• To insert endnote, place the cursor > References > Insert Endnote.

12. Paragraph Indentation

• Home > Paragraph (Dialog Box Launcher) > Indents and Spacing (Tab) >
Select your indents > Ok.

13. Comments
• Select the text > Review > New Comment > Type the comment.

14. Tables
• To Insert a Table: Insert tabTable in the Tables group.

• To Insert a Column or Row: use the commands located in the Rows & Columns  group on
the Layout tab under Table Tools.

• To Delete a Column or Row: Select the column or row you want to delete, Delete in the
Rows & Columns group on the Layout tab under Table Tools.

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• To Adjust Column Width or Row Height: Select the column or row you want to  adjust, click
Layout tab under Table Tools on the Ribbon, and use the commands  located in the Cell
Size group.

15. Password
• File tab > Save As > Tools > General Options > type a password > Ok.

16. Watermark

16.1. Text watermark

• Page Layout > Watermark > Custom Watermark > Text watermark > Type the text.

16.2. Picture watermark

• Page Layout > Watermark > Custom Watermark > Picture watermark >
Select Picture > Select the picture > Insert.

17. Mail Merge

• Have a blank document Mailings > Start Mail MergeClick the type of  document.

18. Template

• File tab > New > Blank document > Create > Make the changes > File tab > Save As >
Trusted Templates > select Word Template > Save.

19. Page Orientation, Size, or Columns

• To change Page Orientation, Page Layout > Orientation > Portrait or Landscape.

• To change Page size, Page Layout > Size > select the size of the document.

• To set the columns, Page Layout > Columns > select the number of Columns.

20. Headers and Footers

20.1. Insert the same header and footer throughout a document
• To insert header, Insert > Header > select the header design.

• To insert footer, Insert > Footer > select the footer design.

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20.2. Insert the headers or footers different for odd and even pages
• To insert headers different, Insert > Header > Edit Header >Headers & Footers
> Different odd and even.

• To insert footers different, Insert > Footer > Edit Footer > Headers & Footers
> Different odd and even.

21. General Tips

• To copy text formatting and some basic graphics formatting, such as borders and fills from
one place to another, use the Format Painter in the Clipboard group on the Home tab.

• To undo an action, press CTRL+Z.

• To redo an action, press CTRL+Y.

• To print a document, press CTRL+P.

To close a document, press CTRL+W.

• To change to different views, make use View Choices.

22. Summary
• You can add bullets and numbering to text.

• Align the paragraph

• Change the cases of the text.

• Easily add the auto text in the document.

• Easy to add footnote and endnote, watermark and bookmark.

• Get the general tips.

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 III MS EXCEL 2010

UNIT III
Chapters

1. Introduction to Exel 2010

2. Formatting and Printing

Worksheets

3. Calculations in Excel

4. Charts in Excel

5. Quick Reference to MS
Excel 2010
 1 INTRODUCTION TO EXCEL 2010

Structure

1. Introduction

2. Objectives

3. Microsoft Office Excel 2010

4. Creating New Workbook

5. Managing Worksheets

6. Entering and Editing Data into Worksheets

Computing Skills for All - CSA

7. Cell References

8. AutoComplete

9. Pick List

10. What - if Analysis

11. Range Names

12. Summary

13. Lab Exercise

 MS Excel 2010
Chapter 1 - Introduction to Excel 2010

1. Introduction

1.1 Spreadsheets

Modern day business is heavily dependent on financial analysis to make informed business deci-
sions and planning strategies.

Analysis of data involves:

• Performing statistical and mathematical calculations on data like totalling, averaging etc.

• Presenting the data in the format of graphs to facilitate comparison between two sets of
data.

• Relating tables of data from more than one source to generate a consolidated data set.

• Spreadsheets allow you to perform detailed analysis on numerical data. Spreadsheets, also
known as Worksheets, display data in the form of rows and columns.

1.2 Microsoft Office Excel 2010

Excel is a spreadsheet program in the Microsoft Office system. You can use Excel to create and
format workbooks (a collection of spreadsheets) in order to analyze data and make more informed
business decisions. Specifically, you can use Excel to track data, build models for analyzing data,
write formulas to perform calculations on that data, pivot the data in numerous ways, and present
data in a variety of professional looking charts.

Common scenarios for using Excel include:

• Accounting - You can use the powerful calculation features of Excel in many financial
accounting statements—for example, a cash flow statement, income statement, or profit
and loss statement.

• Budgeting - Whether your needs are personal or business related, you can create any type
of budget in Excel—for example, a marketing budget plan, an event budget, or a retirement
budget.

• Billing and sales - Excel is also useful for managing billing and sales data, and you can easily
create the forms that you need—for example, sales invoices, packing slips, or purchase
orders.

• Reporting - You can create various types of reports in Excel that reflect your data analysis or
summarize your data—for example, reports that measure project performance, show variance
between projected and actual results, or reports that you can use to forecast data.

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• Planning - Excel is a great tool for creating professional plans or useful planners
for example, a weekly class plan, a marketing research plan, a year-end tax plan, or
planners that help you organize weekly meals, parties, or vacations.

• Tracking - You can use Excel to keep track of data in a time sheet or list for example, a
time sheet for tracking work, or an inventory list that keeps track of equipment.

• Using calendars- Because of its grid-like workspace, Excel lends itself well to creating
any type of calendar—for example, an academic calendar to keep track of activities during
the school year, or a fiscal year calendar to track business events and milestones.

2. Objectives
• To know the basics of Excel

• To enter and edit data in a worksheet

• To create custom list

• To save and protect workbook

• To search and replace data

3. Microsoft Office Excel 2010

3.1 Starting Excel

To start Excel:
1. Click Start.

2. Click All Programs.

3. Click Microsoft Office.

4. Click Microsoft Office Excel 2010 to start the program.

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3.2 Parts of the Excel 2010 Screen

When Excel is loaded, a blank worksheet is displayed as follows:

Active Cell
The active cell is recognized by its black outline. Data is always entered into the active cell.
Different cells can be made active by clicking on them with the mouse or by using the arrow keys
on the keyboard.

File Tab
The File tab is new to Excel 2010. It is a replacement for the Office Button in Excel 2007 which was
a replacement for the file menu in earlier versions of Excel. Like the old file menu, the File tab
options are mostly related to file management such as opening new or existing worksheet files,
saving, printing, and a new feature - saving and sending Excel files in PDF format.

Formula Bar
Located above the worksheet, this area displays the contents of the active cell. It can also be used
for entering or editing data and formulas.

Name Box
Located next to the formula bar, the Name Box displays the cell reference or the name of the
active cell.

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Column Letters
Columns run vertically on a worksheet and each one is identified by a letter in the column header.

Row Numbers
Rows run horizontally in a worksheet and are identified by a number in the row header. Together a
column letter and a row number create a cell reference. Each cell in the worksheet can be identi-
fied by this combination of letters and numbers such as A1, F456, or AA34.

Sheet Tabs
By default there are three worksheets in an Excel file. The tab at the bottom of a worksheet tells
you the name of the worksheet - such as Sheet1, Sheet2 etc., Switching between worksheets can
be done by clicking on the tab of the sheet you wish to access. Renaming a worksheet or changing
the tab color can make it easier to keep track of data in large spreadsheet files.

Quick Access Toolbar

This customizable toolbar allows you to add frequently used commands. Click on the down arrow
at the end of the toolbar to display the toolbar’s options.

Ribbon
The Ribbon is the strip of buttons and icons located above the work area. The Ribbon is organized
into a series of tabs - such as File, Home, and Formulas. Each tab contains a number of related
features and options. First introduced in Excel 2007, the Ribbon replaced the menus and toolbars
found in Excel 2003 and earlier versions.

3.3. Often Used Tabs

Ribbon

Formatting bar

Chart bar

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3.4 Exiting Excel

When you have finished working with Excel, you need to exit the application. This closes all
workbooks that are currently open.

To exit Excel:
• Choose File > Exit. (Or) Press Alt+F4. (Or)

• Click the Close in the upper-right corner of the Excel 2010 program window.

If you try to exit Excel after working on a workbook and you haven’t saved your latest changes,
Excel displays an alert box asking whether you want to save your changes.

4. Creating New Workbook

Each Workbook contains three

worksheets by default. This number can
be changedif required by resetting the
default options. Worksheets make it
easy to bind files of related information.

4.1 Starting New Workbook

1. Click File tab and click New.

2. Under Available Templates,

click Blank Workbook.

3. Click Create.

4.2 Saving and Naming Work book

To save a workbook:
1. Click the File tab.

2. Click Save. The Save As dialog box is displayed.

3. In the Save As dialog box, in Save as type list,

select Excel Workbook.

4. In the File name box, type a name for your workbook.

5. Click Save.

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4.3 Saving Workbook under New Name or Location

To make duplicates of a workbook in Excel:

1. Click File tab and choose Save As. The Save As dialog box is displayed.

2. Click Save In drop-down list and select the folder.

3. Type a descriptive name for the file in the File name box.

4. Click Save to save the file in the selected folder.

Excel 2010: Password Protect Spreadsheet

The two mostly used protection levels in Excel are Worksheet Protection and Workbook Protection.
Sometimes these two terms mean the same but actually differs from each other.

By using Workbook protection level you can only lock-down the structure and worksheet window,
which enables you to prevent spreadsheet from any structural change or from any change in size.

Protecting a workbook

Follow these steps to protect an Excel 2010 workbook:

1. Click Protect Workbook in the Changes group on the Review tab. The Protect struc-
ture and Windows dialog box is displayed.

Note : The Structure check box is selected by default. With the Structure check box
selected, Excel won’t let anyone mess around with the sheets in the workbook (by deleting
them or rearranging them).

2. (Optional) If you want to protect any windows that you set up, select the Windows
check box. When selected, this setting keeps the workbook windows in the same size
and position each time you open the workbook.

3. To assign a password that must be supplied before you can remove the protection from
the worksheet, type the password in the Password (optional) box.

4. Click OK.

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Unprotecting a workbook
To remove protection from the current workbook, follow these steps:
1. Click the highlighted Protect Workbook in the Changes group on the Reiew tab.
The Unprotect Workbook dialog box is displayed.

2. If you assigned a password when protecting the workbook, type the password in the
Password box and click OK.

4.5 Opening Existing Workbook

How to Open an Existing Workbook in Excel 2010

You use the Open dialog box in Office Excel 2010 to open an existing workbook. The appearance
and functionality of the Open dialog box differs slightly depending on whether you’re running Excel
2010 on Windows 7 or Vista or on Windows XP.

• Click File > Recent > click workbook file in the Recent Workbooks list.

Use either of the following methods to display the Open dialog box:

• Choose File > Open. (Or) Press Ctrl+O.

4.6 Closing Workbook

When you are working on Microsoft excel 2010 workbook, you sometime need to close the
Microsoft Excel 2010 workbook. To do it, just press cross button, the workbook will automatically
get closed, because as you close the Microsoft excel 2010 workbook it will promote you to save it.

Just click Save if you want to save the changes, otherwise click don’t save, and at this to point you
don’t want close the work book, click on cancel.

One thing you should know Microsoft excel only promotes you to save when you have made any
change and has not saved after that change.

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5. Managing Worksheets

5.1 Selecting Worksheets

Selecting a single sheet is a method of moving from one worksheet to another worksheet in
a workbook.

Selecting multiple worksheets enables you to apply the same auto formatting, or cell formatting,
to more than one worksheet at a time.

To select several non-adjacent worksheets, hold down Ctrl key and click each worksheet’s tab.

5.2 Inserting Worksheets

Insert a New Excel Worksheet Using a Keyboard Shortcut

1. Press and hold down the SHIFT key on the keyboard.

2. Press and release the F11 key on the keyboard. A new worksheet will be inserted into
the current workbook.

3. To add additional worksheets continue to press and release the F11 key while holding
down the SHIFT key.

4. If you need to insert another sheet in workbook, navigate to Home tab, and from Cells
group, open Insert drop-down list and click Insert Sheet.

5.3 Deleting Worksheets

Inserting and Deleting Worksheets in MS Excel 2010

You can Insert and Delete worksheets in Excel applications very easily. Follow these simple steps
to achieve the above said task.

Open the Excel Application; Right click on any one of the Sheet Label Tabs at the Bottom left cor-
ner of the workbook. Then select ‘Insert’ Option from the list. Now an ‘Insert’ window appears on
the screen.

1. Click ‘Worksheet’ icon and then click ‘OK”.

2. Another easy way to insert a new worksheet is to click

on the icon that is present on the Sheet labels title bar.

3. One more easy way to insert a Worksheet is to just

use (Shift+f11 keys).

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 MS Excel 2010
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Delete one or more worksheets

1. Select the worksheet or worksheets to delete.

2. On Home tab, in Cells group, click the arrow next to Delete,

and then click Delete Sheet.

Tip : You can also right-click the sheet tab of a worksheet or a sheet
tab of any selected worksheets that you want to delete, and then click Delete Sheet.

5.4 Moving and Copying Worksheets

Move or copy worksheets to another location in the same workbook

It’s easy to move or copy a whole worksheet (or sheet) to another location in a workbook. Howev-
er, be aware that calculations or charts that are based on worksheet data might become inaccurate
if you move the worksheet.

1. Select the worksheets that you want to move or copy. Keyboard shortcut: To move to
the next or previous sheet tab, you can also press CTRL+PAGE UP or CTRL+PAGE
DOWN.

2. On the Home tab, in the Cells group, click Format, and then under Organize Sheets,
click Move or Copy Sheet.

3. In the Move or Copy dialog box, in the Before sheet list, do one of the following:

• Click the sheet before that want to insert the moved or copied sheets directly in front of.

• Click move to end to insert the moved or copied sheets after the last sheet in the
workbook and before the Insert Worksheet tab.

5.5 Changing Worksheet Tab Names

You can easily rename a worksheet tab to whatever helps you remember what the worksheet con-
tains, provided that this descriptive name is no longer than 31 characters.

1. Select the sheet whose tab you want to rename. The selected worksheet is active and
the current sheet name appears in bold letters.

2. Double-click the Sheet tab. You also can right-click the sheet tab and select Rename on
its shortcut menu. The current name on the sheet tab appears selected.

3. Replace the current name on the sheet tab by typing a new sheet name.
When you begin typing a new name, the previous name disappears.

4. Press Enter. Excel displays the new sheet name on its tab at the bottom of the
workbook window.

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Changing Sheet Tab Color in Excel 2010

It would be great to assign colors to sheet tab in Excel workbook to differentiate each worksheet
visually. By default Excel 2010 assigns white color to active and blue to inactive sheet tab.

• For changing tab color, head over to Home tab and from Cells group, open Format
options, under Tab Color sub-menu, and select a tab color. (Or)

• Right click on the Sheet tab and select Tab Color. Now the sheet tab color is changed.
Repeat the procedure for coloring other sheet tabs as well.

5.6 Setting Sheet Background

To add a sheet background:

1. Click the worksheet that you want to display with a sheet background.
Make sure that only one worksheet
is selected.

2. On the Page Layout tab, in the

Page Setup group,
click Background.

3. Select the picture that you want to use for the sheet background, and then click Insert.
The selected picture is repeated to fill the sheet.

6. Entering and Editing Data into Worksheets

6.1 Selecting Cells
Before yo can enter your worksheet data in Microsoft Office Excel 2010, you must know how to
select cells in a worksheet. The cell cursor is a black border that surrounds the active cell
(sometimes called the current cell) in a worksheet. A black border surrounds the active cell in an
Excel 2010 worksheet.

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Changing the active cell

Use any of the following methods to change the active cell:

• Move the cell cursor to an adjacent cell by pressing the arrow keys. You also can press the
Enter key to move down one cell or the Tab key to move one cell to the right.

• Click the mouse pointer on any cell to move

the cell cursor to that cell.

• Type the cell address in the Name box

and press Enter.

• Press Ctrl+Home to jump to cell A1.

• Press Ctrl+End to jump to the lower-right cell

of the worksheet.

• Use the Go To feature to quickly jump to a specified cell in the worksheet. Press F5 to
display the Go To dialog box, type the cell address (such as G213) in the Reference box,
and click OK.

Selecting multiple cells

• To select a single entire column, click a column heading — that is, the letter or letters that
indicate the column. To select multiple columns, drag across multiple column headings.

• To select a single entire row, click the row number. To select multiple rows, drag across
multiple row numbers.

• To select sequential cells, click the first cell, hold down the Shift key, and click the last cell
you want. Optionally, click and drag the mouse over a group of cells to select a sequential
area.

• To select the entire worksheet, click the small box located to the left of column A and above
row1. Optionally, you can select all cells in a worksheet by pressing Ctrl+A.

6.2 Entering Formulas

Applying Formula in Excel 2010

Cells in worksheet can contain formulas. Formulas contain the co-ordinates of the cells that are
used in the formula, operators and functions. When a formula is entered, the cell displays the re-
sult of the formula.

First type = in the formula bar, then specify the column reference(C2 in my case) and then specify
the multiplication sign and specify the multiplier.

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6.3 Entering Text, Numbers, Dates and Times

The various kinds of entries that can be made in a cell are:

Click the cell in which the data has to be entered and type the text. Press
ENTER key to finish your entry. The data will be displayed in the active
Text cell as well as in the formula bar.

Number Numbers include digits from 0 to 9 and some special characters like $ %
+ - / ( ).

Date and Time entries are interpreted in a special way in Excel. They
are represented as Time numbers for Excel given to each day from
Date & Time 01:01:1900 (serial number 1) to 31:12:2078 (serial number 65380). Al-
though when you type a date in the cell like 01/01/97, it will be displayed
as it is.

Example: Type TODAY() in a blank cell and press

6.4 Entering Series of Numbers

To perform series of numbers:
1. Click Home tab.

2. Select Fill from Editing group.

3. Select Series….
The Series dialog box is displayed.

4. Type the Step value: in the box.

5. Click OK.

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Fill a column with a series of numbers

1. Select the first cell in the range that you want to fill.

2. Type the starting value for the series.

3. Type a value in the next cell to establish a pattern.

Tip : For example, if you want the series 1, 2, 3, 4, 5..., type 1 and 2 in the first two cells.
If you want the series 2, 4, 6, 8..., type 2 and 4.

4. Select the cells that contain the starting values.

5. Drag the fill handle across the range that you want to fill.

6.5 Entering series of Dates

The way dates appear In MS Excel largely depends on the format you enter them in the cell, for
example, if you enter date as “15 April 2010”, it will show like “15-APR-10” in the destination cell.
See the example snapshot below:

To change the way dates look in MS Excel, right click on any of the date entry and click the option
called “Format Cells…”

6.6 Custom List

In Excel 2010, you can use the AutoFill feature to create a custom list with names, locations, or
other items and then use the AutoFill handle to fill these list items in order in a workbook.

For example, say your company has offices in several locations and you get tired of typing out the
sequence in each new worksheet that requires them.

After creating a custom list with these locations, you can enter the entire sequence of cities by
entering one of the locations in the first cell and then dragging the AutoFill handle to the blank
cells where the rest of the locations appear.

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Creating a custom list

Follow these steps to create a custom list:

1. Click File tab and then click Options. The Excel Options dialog box is displayed.

2. Click Advanced tab. The Advanced options appear in the right pane.

3. Click Edit Custom Lists in General section.The Custom Lists dialog box appears.

4. Click inside the List Entries list box and then type each entry (in the desired order),
pressing Enter after each list item.

5. Click the Add button. The new list appears in the Custom Lists box.

6. Click OK two times to close both dialog boxes.

Using a custom list

To use a custom list you’ve created, follow these steps:

1. Type one of the list items in a cell and then press Enter. You can type any item from the
custom list; it doesn’t have to be the first item.

2. Select the cell containing the list item.

3. Drag the AutoFill handle (in the lower right corner of the cell) in the desired direction
to create the list.

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6.7 Correcting Data

Basic Data Editing in Excel 2010

• If you find a mistake before completing a cell entry, you can delete characters using
Backspace. Then retype the rest of the entry before you complete the entry in the cell.

• If you discover the mistake after you’ve completed the cell entry, you can either retype the
entire entry or edit just the mistakes.

Keystrokes for Editing Cell Entries in Excel 2010
Keystroke What the Keystroke Does
Delete Deletes the character to the right of the insertion point.
Backspace Deletes the character to the left of the insertion point.
--> Positions the insertion point one character to the right.
<-- Positions the insertion point one character to the left.
End or down arrow Moves the insertion point after the last character in the cell entry.
Home Moves the insertion point in front of the first character of the cell
entry.
Ctrl+--> Positions the insertion point in front of the next word in the cell
entry.
Ctrl+<-- Positions the insertion point in front of the preceding word in the
cell entry.
Insert Switches between insert and over type mode.

6.8 Undoing Action

The Undo feature in Excel 2010 can quickly correct mistakes that you make in a worksheet. The
Redo button lets you undo the “Undo”.

When you want to reverse your last action in a worksheet, click the Undo button or press Ctrl+Z.

Using Redo
When you click the Redo button or press Ctrl+Y,
Excel redoes the thing you just undid.

You use Undo and Redo to switch back and forth

between the result of an action and the state of
the worksheet just before that action until you
decide how you want the worksheet.

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6.9 Deleting Data

In Excel 2010, when you need to delete data, remove formatting in a cell selection, or remove
entire cells, rows, or columns, you have many options. Excel can perform two kinds of cell dele-
tions in a worksheet: clearing cell data and deleting the cell.

Clearing cell contents

Clearing cells just deletes or empties the cell’s contents without removing the cell from the
worksheet, which would alter the layout of surrounding cells. To get rid of just the contents of a
cell selection, select the range of cells to be cleared and press the Delete key.

If you want to get rid of more than just the contents of a cell selection, like cell formatting or cell
comments, follow these steps:

1. Select the cells containing the content you want to clear.

2. Click the Clear button (the one with the eraser) in the Editing group on the Home tab.

3. Click one of the following options on the Clear drop-down menu:

• Clear All gets rid of all formatting, comments, and entries in the cell location.

• Clear Formats deletes only the formatting from the cell selection without touching
anything else.

• Clear Contents deletes only the cell entries; just like pressing the Delete key.

• Clear Comments removes the comments in the cell selection but leaves everything
else intact.

• Clear Hyperlinks removes the active hyperlinks in the cell selection but leaves their
descriptive text.

4. Select the cells, rows, or columns you want to delete.

5. Click the drop-down button attached to the Delete button in the Cells group of the Home
tab.

6. Click Delete Cells on the drop-down menu.

The Delete dialog box opens, showing these options for filling in the gaps:

• Shift Cells Left moves entries from neighboring columns on the right to the left to fill
in gaps created when you delete the cell selection. This is the default option.

• Shift Cells Up moves entries up from neighboring rows below.

• Entire Row removes all the rows in the current cell selection.

• Entire Column deletes all the columns in the current cell selection.

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6.10 Spell Checking

Microsoft Excel 2010 includes a built-in spell checker that can catch and correct spelling errors and
typos in your worksheets. Excel 2010’s spell checker normally looks for misspellings only in the
current worksheet. If you have a multiple-sheet workbook, you can select the sheets you want to
check before you start the spell checker. Also, you can check the spelling of just a particular group
of entries by selecting the cells first.

To check the spelling:

1. Click Review tab.

2. Click Spelling from Proofing group. Excel begins checking the spelling of text entries
in the worksheet. The Spelling dialog box is displayed and the misspelled word will be
displayed in the box.

3. The suggested correction appears in Suggestions box.

4. Click Change or Change all to change the misspelled word.

5. Excel suggests replacements for the unknown word shown in the Not in
Dictionary text box with a likely replacement in the Suggestions list box. If that
replacement is incorrect, you can scroll through the Suggestions list and click the correct
replacement.

• Ignore Once or Ignore All: When Excel’s spell check comes across a word its
dictionary finds suspicious but you know is viable, click the Ignore Once button. If
you don’t want the spell checker to query you about this word again, click Ignore All.

• Add to Dictionary: Click this button to add the unknown word, such as your name
to a custom dictionary so that Excel won’t flag it again.

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• Change: Click this button to replace the word listed in the Not in Dictionary text box with
the selected word in the Suggestions list box.

• Change All: Click this button to change all occurrences of this misspelled word in the work
sheet to the selected word in the Suggestions list box. Use this with caution.

• AutoCorrect: Click this button to have Excel automatically correct this spelling error with
the selected suggestion in the Suggestions list box (by adding the misspelling and sugges-
tion to the AutoCorrect dialog box).

6. Click OK when the spell check is complete.

6.11 Searching and Replacing

Excel 2010’s Find and Replace feature can be a powerful tool. Use Find and Replace to search for
text or values in a worksheet.

Finding data
Follow these steps to locate data in a worksheet:

1. Choose Find & Select in the Editing group on the Home tab, and then select Find (or
press Ctrl+F).

2. In the Find What box, enter the data you want to locate.

3. Click the Options button to expand the dialog box and specify any desired options.

• Within: Search just the current worksheet or the entire workbook.

• Search: Select whether to search first across the rows or down the columns.

• Look In: Select whether you want to search through the values or formula results,
through the actual formulas, or if you want to look in the comments.

• Match Case: Check this box if you want your search to be case-specific.

• Match Entire Cell Contents: Check this box if you want your search results to list
only the items that exactly match your search criteria.

4. Click Find Next.

Replacing data
To find and replace data in a worksheet, follow these steps:

1. Choose Find & Select in the Editing group on the Home tab, and then select Replace
(or press Ctrl+H). The Find and Replace dialog box appears.

2. In the Find What box, enter the data you want to locate.

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3. In the Replace With box, enter the data with which you want to replace the found data

4. (Optional) Click the Options button and specify any desired options.

5. Click Find Next to locate the first occurrence or click Find All to display a list of all
occurrences.

6. If you want to use the replacement data, click Replace. Excel performs the replacement
and locates the next occurrence.

7. If you want to replace all occurrences at the same time, click Replace All.Excel displays
an information box indicating the number of replacements made.

8. Click OK in the alert box and then click Close.

Find and apply a template

Excel 2010 allows you to apply built-in templates, to apply your own custom templates, and to
search from a variety of templates on Office.com. To find a template in Excel 2010, do the follow-
ing:

1. On the File tab, click New.

2. Under Available Templates, do one of the following:

• To reuse a template that you’ve recently used, click Recent Templates, click the
template that you want, and then click Create.

• To use your own template that you already have installed, click My Templates,
select the template that you want, and then click OK.

• To find a template on Office.com, under Office.com Templates, click a template

category, select the template that you want, and then click Download to download
the template from Office.com to your computer.

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7. Cell References
A cell reference refers to a particular cell or range of cells in your worksheet. Cell references are
useful for Excel to identify data for use in formulas to calculate results based on your data.
For example, the cell below occurs at the cross section of column C and Row 3.

The cell reference is therefore C3 and we can use C3 to refer to the data in that cell. We can use
cell references to refer to:

• Data from one cell in your worksheet.

• Data that is contained in different areas of your worksheet.

• Data in cells on other worksheets in the same workbook

Absolute & Relative Reference

By default, Excel uses relative referencing to use the same formula in the datasheet, it will be au-
tomatically changed with its original reference. When it comes to apply same formula with absolute
reference, you need to slightly change the formula.

We have written a simple SUM formula, if you copy the formula by selecting the cell that contains
formula, and paste it in other cell.

It would not show the same result i.e. (A1+A2=90) but yields 40, as you can notice in the screen-
shot below, that the formula pane show cell A2 instead of A1.

This happen because of relative cell referencing.

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For copying the exact formula into other cells we need to write it in a slightly different way, for
example if we want to copy the SUM formula, we will write it with absolute reference(contain $
sign);

=SUM($A$1,$A$2)

As you can see in the screenshot, Excel ignores the reference when formula is written with $ sign.
So in this way you can apply the same formula over desired cells.

8. AutoComplete
The AutoComplete feature in Excel 2010 anticipates what you might want to enter next based
upon text you previously entered. AutoComplete reduces errors and speeds up your work.
The AutoComplete feature comes into play only when you’re entering a column of text entries.

AutoComplete looks at the kinds of entries that you make in a column and automatically duplicates
them in subsequent rows whenever you start a new entry that begins with the same letter or
letters as an existing entry.

For example, if you enter Jack Sprat Diet Centers in cell A2 of a worksheet and then move the cell
cursor down to cell A3 in the row below and type J (lowercase or uppercase, it doesn’t matter),
AutoComplete immediately suggests the remainder of the entry in this cell.

Then you can press Enter and Excel enters the entry in the cell so you don’t have to type the rest
of it.

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9. Pick List
A drop down list allows you to enter data into an Excel spreadsheet from a preset list of entries.
This can be done to make data entry easier or to limit the number of acceptable choices.

1. Enter the following data into cells:

A1 - Gingerbread

A2 - Lemon

A3 - Oatmeal Raisin

A4 - Chocolate Chip

D2 - Cookie Type:

2. Click on cell E2 - the location where the results will be displayed.

3. Click Data tab and then click Data Validation option from the ribbon to open the
menu.

4. Click Data Validation in the menu to bring up the dialog box.

5. Click Settings tab in the dialog box. From the Allow menu choose List.

6. Click Source line in the dialog box. Drag select cells A1 - A4 in the spreadsheet.

7. Click OK in the dialog box.

10. What - if Analysis

By using what-if analysis tools in Microsoft Office Excel, you can use several different sets of values
in one or more formulas to explore all the various results.

For example, you can do what-if analysis to build two budgets that each assumes a certain level of
revenue. Or, you can specify a result that you want a formula to produce, and then determine what
sets of values will produce that result. Excel provides several different tools to help you perform
the type of analysis that fits your needs.

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11. Range Names

If you’ve created a number of range names in an Excel 2010 worksheet, you can use the Name
Manager to work with these names.

The Name Manager provides a list of all names assigned in the current workbook, and you can
filter, modify, or delete them as needed. You also can use the Name Manager to create new range
names. Follow these steps to manage your range names in Excel 2010:

1. On the Formulas tab, click Name Manager in the Defined Names group (or press
Ctrl+F3). The Name Manager dialog box is displayed.

Select one of the following options:

• New - to enter a range name and enter the cell location it refers to.

• Collapse - to select desired cell(s).

• Delete - to delete an existing range name.

2. Click the Close to close the Name Manager dialog box.

3. If you have a lot of range names, you can click Filter in the Name Manager dialog box
and select to display only the items meeting selected criteria, such as Table Names
with Errors, or Defined Names.

12. Summary

Microsoft Office Excel 2010 is a powerful application for performing calculations. Microsoft Office
Excel 2010 contains 1,048,576 rows and 16,384 columns. The intersection of row and column is
called a cell. The cell is referred by its reference. This reference is combination of column name
and the row number. You can drag and drop the contents of one cell into another.

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13. Lab Exercise

1. Start and open Microsoft Office Excel 2010.

2. Open a blank workbook.

3. Save the workbook as “MYBOOK”.

4. Notice the change in the Title Bar.

5. See how many sheets are displayed initially.

6. Try to insert few more sheets.

7. Change the name “Sheet1” to “MySheetOne”.

8. Change the name of other sheets.

9. Delete a sheet.

10. Select a cell and see the address of the cell. (Cell Reference)

11. Try to change the name of the cell reference.

12. Color a cell if you can.

13. Identify the cell address of last cell of the “MySheetOne” worksheet.

14. Create a custom series that contain list of 10 states.

15. Enter the series in a blank column in the workbook.

16. You can insert picture by selecting the Picture option from Insert tab. You can find
pictures in the Clipart folder.

17. Generate the following series:

• 10, 13, 16, 19

• January-03, April-03, July-03.…

18. Make the worksheet read–only. You can do this by selecting the General Option from
Tools option and selecting the Read-only recommended check box.

19. Create five lists of data using Custom list.

20. Using Pick List feature, select the data.

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Structure

1. Introduction

2. Objectives

3. Cells, Rows and Columns

4. Formatting Cells

5. Styles

6. Conditional Formatting
Computing Skills for All - CSA

7. Printing Worksheets

8. Summary

9. Lab Exercise
 MS Excel 2010
Chapter 2 - Formatting and Printing Worksheet

1. Introduction
This unit will help you to understand the formatting of a worksheet and the result can be taken as
printout.

2. Objectives
• To set page in Excel

• To print worksheet

3. Cells, Rows and Columns

3.1 Inserting Cells

Inserting cells causes the data in existing cells to shift down a row or over a column to create a
space for the new cells.

If you need to add new data within an existing Excel 2010 worksheet, you can insert new cells,
columns, or rows in the worksheet rather than going through all the trouble of moving and
rearranging several individual cell ranges.

To insert new cells, rows, or columns in an Excel worksheet, follow these steps:

1. Select the cells, rows, or columns where you want the new, blank cells to appear.

2. Click the drop-down arrow attached to Insert button in Cells group of the Home tab.

3. Click Insert Cells on the drop-down menu.

The Insert diaog box opens with the following options:

• Shift Cells Right shifts existing cells to the right to

make room for the blank cells you want to insert.

• Shift Cells Down instructs Excel to shift existing cells

down. This is the default option.

• Entire Row inserts complete rows in the cell range.

You can also select the row number on the frame before you choose the Insert
command.

• Entire Column inserts complete columns in the cell range. You can also select the
column letter on the frame before you choose the Insert command.

3.2 Delete Blank Rows in Excel

Blank rows or a Blank cell is a problem we all inherit one time or another. This is very common
when you try to import data from somewhere else (like a text file or a CSV file).

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1. Select your data.

2. Press F5. This opens Go to dialog in Excel. Now hit on that select button.

3. From select special screen, select Blanks (shown aside) Now, all the blank cells will
be selected.

4. Just press CTRL and Minus sign (-)

5. Select shift cells up or entire row as needed.

Delete/Remove Blank Rows & Columns in Excel 2010 Spreadsheet

First select the portion of the spreadsheet from where
you wish to remove the blank rows and then hit
the Home tab.

Here navigate to the Editing options and choose the

Go To Special option under the Find & Select option.

• In the Go to Special dialogue box, choose Blanks

and hit OK. The blank rows will be selected.

• Now choose the Delete Sheet Rows option under

the Delete drop down box.

3.3 Move or copy cells and cell contents

Using the Cut, Copy, and Paste commands in Microsoft Excel, you can move or copy entire cells
or their contents. You can also copy specific contents or attributes from the cells. For example, you
can copy the resulting value of a formula without copying the formula itself, or you can copy only
the formula.

Move or copy entire cells

When you move or copy a cell, Excel moves or copies the entire cell, including formulas and their
resulting values, cell formats, and comments.

1. Select the cells that you want to move or copy.

2. On the Home tab, in the Clipboard group, do one of the following:

• To move cells, click Cut .

• To copy cells, click Copy .

• Select the upper-left cell of the paste area. On the Home tab, in the Clipboard group,
click Paste .

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Insert moved or copied cells between existing cells

1. Select the cell or range of cells that contains the data that you want to move or copy.

2. On the Home tab, in the Clipboard group, do one of the following:

• To move the selection, click Cut .

• To copy the selection, click Copy.

• Right-click the upper-left cell of the paste area, and then click Insert Cut Cells or
Insert Copied Cells on the shortcut menu.

3.4 Copy visible cells only

If some cells, rows, or columns on the worksheet are not displayed, you have the option of copying
all cells or only the visible cells.

1. Select the cells that you want to copy.

2. On Home tab, in Editing group, click Find & Select, and click Go To Special…
The Go To Special dialog box is displayed.

3. Under Select, click Visible cells only, and then click OK.

4. On the Home tab, in the Clipboard group, click Copy.

5. Select the upper-left cell of the paste area.

6. On the Home tab, in the Clipboard group, click Paste.

Prevent copied blank cells from replacing data

1. Select the range of cells that contains blank cells.

2. On the Home tab, in the Clipboard group, click Copy.

3. Select the upper-left cell of the paste area.

4. On Home tab, in Clipboard group, click arrow below Paste, and click Paste Special.

5. Select the Skip blanks check box.

Copy cell values, cell formats, or formulas only

When you paste copied data, you can do any of the following:

• Convert any formulas in the cell to the calculated values without overwriting the existing
formatting.

• Paste only the cell formatting, such as font color or fill color.

• Paste only the formulas.

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1. Select the cell or range of cells that contains the values, cell formats, or
formulas that you want to copy.

2. On the Home tab, in the Clipboard group, click Copy.

3. Select the upper-left cell of the paste area or the cell where you want to paste the
value, cell format, or formula.

4. On the Home tab, in the Clipboard group, click the arrow below Paste, and then do
one of the following:

• To paste values only, click Values.

• To paste cell formats only, click Formatting.

• To paste formulas only, click Formulas.

3.5 Change the column width and row height

On a worksheet, you can specify a column width of 0 (zero) to 255. This value represents the
number of characters that can be displayed in a cell that is formatted with the standard font. The
default column width is 8.43 characters. If a column has a width of 0 (zero), the column is hidden.

You can specify a row height of 0 (zero) to 409. This value represents the height measurement
in points (1 point equals approximately 1/72 inch or 0.035 cm). The default row height is 12.75
points (approximately 1/6 inch or 0.4 cm). If a row has a height of 0 (zero), the row is hidden.

Set a column to a specific width

1. Select the column or columns that you want to change.

2. On the Home tab, in the Cells group, click Format.

3. Under Cell Size, click Column Width.

4. In the Column width box, type the value that you want.

Change the column width to automatically fit the contents (auto fit)
1. Select the column or columns that you want to change.

2. On the Home tab, in the Cells group, click Format.

3. Under Cell Size, click AutoFit Column Width.

Tip: To quickly autofit all columns on the worksheet, click the Select All button, and then

double-click any boundary between two column headings.

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Match the column width to another column

1. Select a cell in the column that has the width that you want to use.

2. On the Home tab, in the Clipboard group, click Copy.

3. Right-click a cell in the target column, point to Paste Special, and then click

the Keep Source Columns Widths button.

Change the default width for all columns on a worksheet or workbook

The value for the default column width indicates the average number of characters of the standard
font that fit in a cell. Do one of the following:

• To change the default column width for a worksheet, click its sheet tab.

• To change the default column width for the entire workbook, right-click a sheet tab, and
then click Select All Sheets on the shortcut menu.

4. On the Home tab, in the Cells group, click Format.

5. Under Cell Size, click Default Width.

6. In the Standard column width box, type a new measurement and click OK.

To set a row to specific height:

1. Select the row or rows that you want to change.

2. On the Home tab, in the Cells group, click Format.

3. Under Cell Size, click Row Height.

4. In the Row height box, type the value that you want.

To change the row height to fit the contents:

1. Select the row or rows that you want to change.

2. On the Home tab, in the Cells group, click Format.

3. Under Cell Size, click AutoFit Row Height.

3.6 Insert Rows and Columns

To add single row:

1. Right-click on the row header where you want the new row added to open the context
menu.

2. Choose Insert from the menu.

The new row will be inserted at the top of the selected column.

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To add multiple rows:

1. In row header, select the number of rows you want added to the spreadsheet.

2. Right-click on the selected rows to open the context menu.

3. Choose Insert from the menu.

The new rows will be inserted at the left of the selected columns.

To add a single column:

1. Right-click on the column header where you want the new column added to open the
context menu.

2. Choose Insert from the menu.

The new column will be inserted to the left of the selected column.

To add multiple columns:

1. In the column header, select the number of columns you want added to the spread-
sheet.

2. Right-click on the selected columns to open the context menu.

3. Choose Insert from the menu.

The new columns will be inserted to the left of the selected columns.

3.7 Deleting cells, rows, or columns

To delete the actual cell selection rather than just clear the cell contents, follow these steps:

1. Select the cells, rows, or columns you want to delete.

2. Click the drop-down button attached to the Delete button in the Cells group of the
Home tab.

3. Click Delete Cells on the drop-down menu.

The Delete dialog box is displayed with the following options:

• Shift Cells Left moves entries from neighboring columns on the right to the left to fill in
gaps created when you delete the cell selection. This is the default option.

• Shift CellsUp moves entries up from neighboring rows below.

• Entire Row removes all the rows in the current cell selection.

• Entire Column deletes all the columns in the current cell selection.

Hide/Unhide Column(s) In a Spreadsheet

If you wish to hide/unhide any particular column(s) in your excel sheet, select the column(s),
right-click and choose the Hide or Unhide option.

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How to Freeze the First Column

Excel lets you freeze the first column of the spreadsheet so that you can keep the first column
visible while scrolling through the rest of the worksheet.

• Click the View menu, then click the Freeze Pane option and choose Freeze First Column.

Adjusting the Column Width

The simplest way to adjust the width of the column is to simply
drag it from the corners.

• On the Home menu, click Format ColumnWidth option.

4. Formatting Cells
Spreadsheets that have not been formatted can be difficult to read. Formatted text and cells can
draw attention to specific parts of the spreadsheet and make the spreadsheet more visually
appealing and easier to understand.

4.1 Numbers
Number formats include the options to format various kinds of number data, like

Number, Date,Time, Percentage,Scientific and Fraction

To format the cells:

1. Select the range of cells you want to format in this way.

2. Right-click the selection and choose Format Cells.

3. In the Number tab of the Format Cells dialog that appears, select the Custom option in
the Category list.

4. There’s an input box underneath the word “Type:” where you can specify your own
custom number format. 

5. Click OK.

To select existing formats:

1. Click Home tab.

2. Click Format from Cells group.

3. Select Format Cells… from the list.

The Format Cells dialog box is displayed.

4. Choose a category on the left; different formats are listed on the right.

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To create your own number, date and time formats:

1. Select the cells to format.

2. Click Number tab from Format Cells dialogue box.

3. Select Custom from Category: list.

4. Edit the built-in format or type the new format in Type: box.

5. Click OK.

4.2 Alignment
When you enter data into a cell, both text and numbers are initially set at the bottom of the cells.
However, you can change both the vertical and the horizontal alignment of data in your cells.

To change alignment:
1. Select the cell(s) to align.

2. Click Home tab.

3. Click Format from Cells group.

4. Select Format Cells… from the list.

The Format Cells dialog box is displayed.

5. Click Alignment tab.

Select the following options to set the alignment:

• Horizontal - Lets you specify a left/right alignment in the cells. (The center across
selection centers a title or other text within a range of cells, which is discussed in a
moment.)

• Vertical - Lets you specify how you want the text to be aligned in relation to the top and
bottom of the cells.

• Orientation - Lets you flip the text sideways or print it from top to bottom instead of left
to right.

• Wrap Text - Tells Excel to wrap long lines of text within a cell without changing the width
of the cell. (Normally, Excel displays all text in a cell on one line.)

• Shrink to Fit - Shrinks the text to fit within the cell’s current width. If the cell’s width is
adjusted, the text increases or decreases in size accordingly.

• Merge Cells - Combines several cells into a single cell. All data is overlaid, except for the
cell in the upper-left corner of the selected cells.

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4.3 Font

To format cells using font tab:

1. Select the cell or range that contains the text you want to format.

2. Click Home tab.

3. Click Format from Cells group.

4. Select Format Cells… from the list.The Format Cells dialog box is displayed.

5. Click Font tab and select the options you want.

6. Click OK to make the changes you specified.

4.4 Border

To create well-defined lines on the printout, you can add borders to selected cells or entire
cell ranges.

To add borders to cell or range:

1. Select the cell(s) to apply border.

2. Click Home tab.

3. Click Format from Cells group.

4. Select Format Cells… from the list. The Format Cells dialog box is displayed.

5. Click Border tab to see the border options.

6. Select the color, style (thickness) and desired position for the border.

7. Click OK.

4.5 Fill

To add shading to cell or range:

1. Select the cell(s) you want to shade.

2. Click Home tab.

3. Click Format from Cells group.

4. Select Format Cells… from the list.The Format Cells dialog box is displayed.

5. Click Fill tab. Excel displays the shading options.

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4.6 Formatting Text

Many of the commands you will use to format text can be found in the Font, Alignment, and Num-
ber groups on the ribbon.

To change the font:

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the font command on the Home tab. The font drop-
down menu appears.

3. Move your mouse over the various fonts. A live preview of the font will appear in the
worksheet.

4. Select the font you want to use.

To change the font size:

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the font size command on the Home tab.
The font size drop-down menu appears.

3. Move your mouse over the various font sizes. A live preview of the font size will appear
in the worksheet.

4. Select the font size you want to use.

You can also use the Grow Font and Shrink Font commands to change the size.

To use the bold, italic and underline commands:

1. Select the cells you want to modify.

2. Click the Bold (B), Italic (I), or Underline (U)

command on the Home tab.

To add a border:
1. Select the cells you want to modify.

2. Click the drop-down arrow next to the

Borders command on the Home tab.
The border drop-down menu appears.

3. Select the border style you want to use.

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To change the font color:

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the font color command on the Home tab. The
color menu appears.

3. Move your mouse over the various font colors. A live preview of the color will appear in
the worksheet.

4. Select the font color you want to use.

Your color choices are not limited to the drop-down menu that appears. Select More Colors at the
bottom of the menu to access additional color options.

To add fill color:

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the

fill color command on the Home tab.
The color menu appears.

3. Move your cursor over the various fill colors.

A live preview of the color will appear in
the worksheet.

4. Select the fill color you want to use.

To change horizontal text alignment:

1. Select the cells you want to modify.

2. Select one of the three horizontal

Alignment commands on the Home tab.

• Align Text Left: Aligns text to the

left of the cell.

• Center: Aligns text to the center of

the cell.

• Align Text Right: Aligns text to the right of the cell.

To change vertical text alignment:

1. Select the cells you want to modify.

2. Select one of the three vertical

Alignment commands on the Home tab.

• Top Align: Aligns text to the top of

the cell.

• Middle Align: Aligns text to the

middle of the cell.

• Bottom Align: Aligns text to the

bottom of the cell.

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5. Style
Applying Styles in Excel 2010
Starting with Excel 2010, the Style has been upgraded significantly, and Excel now includes a good
selection of predefined styles named to work together with the document issues.

• Modify an existing style.

• Create a new style.

• Merge styles from another workbook into the active workbook. The following sections de
scribethese procedures.

To use predesigned formats:

1. Select the cell(s) that contain the data you want to format.

2. Click Home tab.

3. Click Format as Table from Styles group.

4. Click Cell Styles to format a cell.

5. Select a style you want to apply.

The selected style is applied to the table or cell.

6. Conditional Formatting
Conditional formatting in Excel allows you to highlight cells whose data satisfies certain criteria.
For example, you might want to highlight sales margins on products that are less than 5%. Or you
might like to highlight sales people in your team who have achieved more than their targets. Excel
enables you to apply formatting to cells that meet certain criteria that you specify.

What conditional formatting aims to achieve is to give you a visual way of representing your data
that is easier to take in and understand than merely presenting numbers in a spreadsheet.

To apply conditional formatting:

1. Select the cells you want to analyse and then

2. Click Home > Styles > Conditional Formatting.

3. Based on the condition Select any of the options

New Features in Excel 2010 Conditional Formatting

1. You can refer to data in other worksheets now:

This is the best new addition to CF capabilities in Excel 2010.

Now we can refer to data in other worksheets without using any
named ranges or copying the data over to primary sheet.

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2. Solid Data Bars, Finally!

• Create data bars with solid fill

• Apply borders to data bars (so that even gradient fills look elegant)

• Have negative data bars

• Have an axis so that comparison is easy

You can use data bars to create in-cell progress charts (or thermo meter charts) like this:

7. Printing Worksheets

Excel 2010 offers printing of Excel worksheets in multiple ways. You must be familiar with
printing of active sheet and custom selection of print area.

To print the whole workbook (with all worksheets):

1. On the File menu, click Print.

2. From main window, select Printer and select Print Entire Workbook.

3. Once done, click Print button.

7.1 Print only selected Area of the Spreadsheet

Sometimes you might need to print out data contained in an Excel Spreadsheet, but printing out
the entire thing is a waste. Open the Spreadsheet with the data you need and hold down the Ctrl
key while highlighting the area of the document you want to print out.

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• Click the Page Layout tab on the Ribbon, then the Print Area button and Set Print Area…

• You can also select multiple areas of the spreadsheet. Just select another area and when
you click on Print Area select Add to Print Area.

Inserting Headers & Footers

Once you’re in the Page Setup dialog box, you can define headers and footers to print on every
page on the Header/Footer tab.  For example, you can insert a custom title at the top and page
numbers at the bottom by clicking the Custom Header and Custom Footer buttons.

Inserting/Adjusting Page Breaks

The easiest way to deal with page breaks in Microsoft Excel is in Page Break Preview mode. 

• Go to the View tab on your ribbon and click Page Break Preview.

Excel will automatically place some page breaks for you. In Page Break Preview mode, you can
literally drag those pre-defined page breaks around on the screen until they’re placed where you
want them.

Previewing and Adjusting the Final Print Result

At virtually any point in this process, you can go to Print Preview to check your progress and make
a note of any adjustments you need to make.

If you’ve upgraded to version 2010 yet, you can also make adjustments directly in Print Preview.

The above menu appears directly to the left of the preview of your document.  You can make
on-the-fly adjustments within this menu, or click Page Setup at the bottom to go back to the Page
Setup dialog for more options.

7.2 Page Setup

Before printing a spreadsheet or pivot table, we are used to previewing and adjusting it for better
readability.

Method A:

1. Click Page Layout tab in the Ribbon.

2. Go to the Page Setup group, and then you will find that some common used setups,
such as margins, backgrounds and size are listed in this group.

3. Then a “Page Setup” box appears, and you can choose the settings based on your
need. Click OK to finish it.

Method B:

• Click the “File” tab, choose Print, and then you will see a setting form in the right. Thus,
you can configure many settings before printing.

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To view the print pane:

1. Click the File tab. This takes you to Back stage view.

2. Select Print. The Print pane appears, with the print settings on the left and the
Print Preview on the right.

To print active sheets:

If you have multiple worksheets in your workbook, you will need to decide if you want to print the
whole workbook or specific worksheets. Excel gives you the option to Print Active Sheets. A
worksheet is considered active if it is selected.

1. Select the worksheets you want to print. To print multiple worksheets, click on the first
worksheet, hold down the Ctrl key, then click on the other worksheets you want to
select.

2. Click the File tab.

3. Select Print to access the Print pane.
4. Select Print Active Sheets from the print range
drop-down menu.
5. Click the Print button.

To print the entire workbook:

1. Click the File tab.

2. Select Print to access the Print pane.

3. Select Print Entire Workbook from the print

range drop-down menu.

4. Click Print.

To print a selection, or set the print area:

Printing a selection (sometimes called setting the print area) lets you choose which cells to
print, as opposed to the entire worksheet.

1. Select the cells that you want to print.

2. Click the File tab.
3. Select Print to access the Print pane.
4. Select Print Selection from the print range drop-down menu.
5. You can see what your selection will look like on the page in Print Preview.

6. Click the Print button.

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To change page orientation:

Change the page orientation to Portrait to orient the page vertically or Landscape to orient the
page horizontally. Portrait is useful for worksheets needing to fit more rows on one page, and
Landscape is useful for worksheets needing to fit more columns on one page.

1. Click the File tab.

2. Select Print to access the Print pane.

3. Select either Portrait Orientation

or Landscape Orientation from the
orientation drop-down menu.
Your page orientation is changed.

To fit a worksheet on one page:

1. Click the File tab.

2. Select Print to access the Print pane.

3. Select Fit Sheet on One Page from the scaling drop-down menu.

To modify margins while in print preview:

The margins of your worksheet may need to be adjusted to make data fit more comfortably on the
printed page.

You can adjust the margins in Print Preview.

1. Click the File tab.

2. Select Print to access the Print pane.

3. Click on the Show Margins button. Your margins will appear.

4. Hover your mouse over one of the margin markers until the double arrow appears.

5. Click and drag the margin to your desired location.

6. Release the mouse. The margin is modified.

8. Summary
Page Setup is necessary before starting your work, as all the formatting of the text can be done
according to that. If you give attributes for the page after formatting, you will have to make
changes again.The width of the columns and the height of the rows can be adjusted to fit in the
data in the cells.Fonts can be selected from Home tab as well as from the Format Cells...
dialogue box.Special formats can be selected only from the dialogue box like superscript, subscript
and strike through from Font tab.Alignment of the data can be changed.You can print the
complete worksheet or a range of cells from it.

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9. Lab Exercise
1. Open a new workbook. Name it as ORIENTS.

2. Type the details given below.

3. Click File > Print to print two copies of the worksheet. Can you use Print to print two
copies of the worksheet?

4. Set the header of the sheet as “ORIENT Industries”. The header should be right aligned
on the page. Show the current date centered on the page as footer. Change the font for
the header and footer to 8 point, italic characters.

5. Block the table you have created, apply the borders for it. Color the heading row in navy
blue. Color other rows in brown.

6. Preview the worksheet. Do you get the correct header and footer? (Hint: Zoom the
worksheet to see the header and footer clearly.)

a. While you are previewing the worksheet, open the Page setup dialog box and change the
top and bottom margin to 1.5 inches.

b. Centre the worksheet horizontally and vertically on the page.

• Change the orientation of the worksheet to landscape.

• Scale the worksheet to 150% of the normal size.

• Try printing only a selection of cells.

• Change the page orientation to Landscape.

• Try fitting a large worksheet on one page.

• Try modifying the margins of a worksheet in Print Preview.

• Print the worksheet from Print Preview window.

• Close Print Preview and save the worksheet.

7. Try changing the formatting of a number. If you are using the example, change the date
format in column A.

8. Try printing two active worksheets.

9. Create a page break so that only columns A and B appear on one page.

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Structure

1. Introduction

2. Objectives

3. Formulas

4. Functions

5. Database in Excel

6. Summary
Computing Skills for All - CSA

7. Lab Exercise
 MS Excel 2010
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1. Introduction

Analyzing data and manipulating text are important features in any spreadsheet. Excel also
provides these facilities using functions for different categories of tasks, like manipulation of text,
calculation of numbers, date and time.

2. Objectives
• To handle Formula in Excel

• To handle Functions in Excel

• To use the Insert Function

3. Formulas

Formulas are a powerful feature in a spreadsheet. Formulas are one of the most commonly used
features in Excel. They can be used to carry out simple addition, subtraction, multiplication, divi-
sion and more complex scientific and statistical operations.

If you need to dynamically calculate values that are dependent on other values entered in your
worksheets, then you need formulas. Formulas will calculate values for you so that you don’t have
to spend time struggling with Mathematical and risk making mistakes. In Excel 2010, you can use
formulas to calculate things like:

• Total household expenditure

• Loan repayments

3.1 Entering Basic Formulas

You enter a formula in the current cell beginning with the equal sign (=). Some formulas follow the
equal sign with a built-in function such as SUM or AVERAGE. If you set up a formula properly, it
computes the correct answer when you enter it into a cell. From then on, it keeps itself up to date,
recalculating the results whenever you change any of the values that the formula uses.

Many simple formulas use a series of values or cell references that contain values separated by one
or more of the following mathematical operators:

This Mathematical Operator . . . Is Used For

+ (plus sign) Addition
- (minus sign or hyphen) Subtraction
* (asterisk) Multiplication
/ (slash) Division
^ (caret) Raising a number to an exponential power

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For example, to enter =A2 * B2 in cell C2 to multiply the values entered in the cells A2 and B2
follow these steps:

1. Select cell C2.

2. Type the entire formula =A2*B2 in the cell and press Enter. (Or)

1. Select cell C2.

2. Type = (equal sign).

3. Select cell A2 in the worksheet by using the mouse or the keyboard.

This action places the cell reference A2 in the formula in the cell.

• Type * (Shift+8 on the top row of the keyboard).

• Select cell B2 in the worksheet by using the mouse or the keyboard.

This action places the cell reference B2 in the formula.
4. Press Enter.

Excel displays the calculated answer in cell C2 and the formula =A2*B2 in the Formula bar.

3.2 Editing Formulas in MS Excel

Microsoft Excel is one of the most commonly used spreadsheet programs. It is a versatile tool,
good for everything from keeping a set of accounts to organizing a set of data to creating models.
Entering data into a cell is easy - simply click on the cell and start typing.

Using the mouse

One way is to go to the cell you want, whether by using the keyboard scroll keys or the mouse,
then click on the formula toolbar. This automatically places your cursor where you have clicked,
and you can start editing.

Using the keyboard

To increase speed when using MS Excel, many users like to use the keyboard as much as possible
instead of the mouse. To edit formulas without using the keyboard, simply go to the cell you want
using the keyboard scrolling keys, then hit F2.

• Go to File, then Options, and click on Advanced. Uncheck “Allow editing directly in
cells.”

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3.3 Show Formulas in Excel 2010 Cells

Excel 2010 has built-in option to deal with the data cell according to the user’s need. Sometimes
for making audience to comprehend the complete datasheet, you just need to show the formulas
in the cell rather than the evaluated values.

We have evaluated values present in Grade and Status through a formula. Now for showing all the
formulas in every cell
1. Go to File menu and click Options.
The Excel Options dialog box is opened.

2. On the left pane click Advanced and from right pane scroll down to find Display options
for this worksheet group.

3. Under this group enable ‘Show formulas in cells instead of their calculated result’ option.

4. Click OK to continue.

Upon click you will see all the cells which contained formula results, now showing the complete
formula statement.

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3.4 Using Auto calculate in Excel

Auto calculate is used to quickly perform basic arithmetic. The default auto calculate bar displays
the Average, Count, and Sum results of selected cells.
Step 1

Select the cells to be added or averaged.

Step 2

The average, count, and sum should be displayed in the status bar at the bottom of the window.
Step 3

To set the status bar to display different results, right click on the status bar and it will show
different functions available. Click on each one to make it available for viewing and a check mark
will appear next to it. To turn the function off, click on it again and the check mark will disappear.

3.5 Create or change a cell reference

A cell reference refers to a cell or a range of cells on a worksheet and can be used in a formula so
that Microsoft Office Excel can find the values or data that you want that formula to calculate.

In one or several formulas, you can use a cell reference to refer to:
• Data from one cell on the worksheet.
• Data that is contained in different areas of a worksheet.

• Data in cells on other worksheets in the same workbook.

For example

This formula Refers to And Returns

=C2 Cell C2 The value in cell C2.

=Asset-Liability The cells named Asset The value in the cell named Liability
and Liability subtracted from the value in the cell named
Asset.
{=Week1+Week2} The cell ranges named The sum of the values of the cell ranges
Week1 and Week2 named Week1 and Week 2 as an array for-
mula.
=Sheet2!B2 Cell B2 on Sheet2 The value in cell B2 on Sheet2.

Switch between relative, absolute, and mixed references

1. Select the cell that contains the formula.

2. In the formula , select the reference that you want to change.

3. Press F4 to switch between the reference types.

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4. Functions
The built-in formulas are called functions. The users have to provide the cell references or address-
es in the relevant cell. These are called arguments of the function that are given between a pair of
parenthesis like ( ). The functions perform the operation on the given values and return the result
that is displayed in the same cell where the function was entered. The use of functions also short-
ens the formula.

Functions are special purpose programs that accept data and return a value after performing
calculations on the data. Formulas allow you to perform mathematical, statistical and date/time
operations on a single value or a set of values.

4.1 Building Excel 2010 Functions with the Insert Function Dialog Box

The Insert Function dialog box in Excel 2010 simplifies the task of using functions in your Excel
worksheets. The Insert Function dialog box helps you locate the proper function for the task at
hand and also provides information about the arguments that the function takes. If you use the
Insert Function dialog box, you don’t have to type functions directly into worksheet cells. Instead,
the dialog box guides you through a (mostly) point-and-click procedure.

Arguments are pieces of information that functions use to calculate and return a value.

1. Click the Insert Function button on the Formulas tab or by clicking the Insert
Function button (which looks like fx) on the Formula bar. (Or)

Clicking the small arrow at the bottom of the AutoSum button on the Formulas tab of the
Ribbon and selecting More Functions.

2. Select a function category in the Select a Category list and click Go.

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3. Select the desired function in the Select a Function list box.

A description of the selected function, along with the function syntax, appears at the
bottom of the dialog box.

4. Click OK.The Function Arguments dialog box is displayed.

5. Enter the function arguments and click OK.

6. Click Cancel if you want to return to the worksheet without entering a function.

4.2 Excel Date and Time Functions

The functions listed below have been grouped into categories, to help you to find the function you
need to perform a specific task. Note that some of the functions are new to Excel 2010, so are not
available in earlier versions of Excel. If you select a function name, this will take you to a full descrip-
tion of the function, with examples of use, tips & tricks, and common errors.

Excel Date and Time Functions List

Creating Dates & Times

DATE Returns a date, from a user-supplied year, month and day
TIME Returns a time, from a user-supplied hour, minute and second
DATEVALUE Converts a text string showing a date, to an integer that represents the
date in Excel’s date-time code
TIMEVALUE Converts a text string showing a time, to a decimal that represents the
time in Excel

Current Date & Time

NOW Returns the current date & time
TODAY Returns today’s date

4.3 Logical Functions

Excel 2010 uses seven logical function— AND, FALSE, IF, IFERROR, NOT, OR, and TRUE — which
appear on the Logical command button’s drop-down menu on the Formulas tab of the Ribbon. All
the logical functions return either the logical TRUE or logical FALSE when their functions are
evaluated.

Here are the names of the logical functions along with their argument syntax:

• AND(logical1,logical2,...) tests whether the logical arguments are TRUE or FALSE. If they
are all TRUE, the AND function returns TRUE to the cell. If any are FALSE, the AND function
returns FALSE.

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Function Description

AND Returns TRUE if all of its arguments are TRUE

FALSE Returns the logical value FALSE

IF Specifies a logical test to perform

NOT Reverses the logic of its argument

OR Returns TRUE if any argument is TRUE

TRUE Returns the logical value TRUE

4.4 Statistical functions

Excel’s Statistical Functions can be used to analyze the data in a spreadsheet. For example, they
can be used to find the largest or smallest number in a list of data or the oldest or newest date.

Excel AVERAGE Function

The AVERAGE function is used to find the average value in a given list of arguments.

Excel MAX Function : The MAX function, one of Excel’s statistical functions, is used to find the larg-
est or maximum number in a given list of values.

In Excel 2010, several statistical functions have been implemented with new algorithms for
improved accuracy.

Function Description
Returns the average of the absolute deviations of data points from their
AVEDEV
mean
AVERAGE Returns the average of its arguments
Returns the average of its arguments, including numbers, text, and logical
AVERAGEA
values
COUNT Counts how many numbers are in the list of arguments
COUNTA Counts how many values are in the list of arguments
COUNTBLANK Counts the number of blank cells within a range
Counts the number of nonblank cells within a range that meet the given
COUNTIF
criteria
GROWTH Returns values along an exponential trend
MAX Returns the maximum value in a list of arguments
MIN Returns the minimum value in a list of arguments
Returns the smallest value in a list of arguments, including numbers, text,
MINA
and logical values
PERCENTILE Returns the k-th percentile of values in a range

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PERCENTRANK Returns the percentage rank of a value in a data set

POISSON Returns the Poisson distribution
QUARTILE Returns the quartile of a data set
RANK Returns the rank of a number in a list of numbers
SMALL Returns the k-th smallest value in a data set
STANDARDIZE Returns a normalized value
STDEV Estimates standard deviation based on a sample
TREND Returns values along a linear trend
TRIMMEAN Returns the mean of the interior of a data set

4.5 Text functions

Excel has many functions to offer when it comes to manipulating text strings. This chapter gives
an overview of the most important text functions. Below you can find the results of some text
functions and the functions used to obtain these results.

Text functions enable you to manipulate text values by concatenating values and extracting a part
of the string. Some of the text functions are:

Function Description
Changes full-width (double-byte) English letters or within a
ASC
character string to half-width (single-byte) characters
BAHTTEXT Converts a number to text, using the ß (baht) currency format
CHAR Returns the character specified by the code number
CLEAN Removes all non-printable characters from text
CODE Returns a numeric code for the first character in a text string
CONCATENATE Joins several text items into one text item
DOLLAR Converts a number to text, using the $ (dollar) currency format
EXACT Checks to see if two text values are identical
FIND, FINDB Finds one text value within another (case-sensitive)
FIXED Formats a number as text with a fixed number of decimals
LEFT, LEFTB Returns the leftmost characters from a text value
LEN, LENB Returns the number of characters in a text string
LOWER Converts text to lowercase
Returns a specific number of characters from a text string starting at
MID, MIDB
the position you specify
PROPER Capitalizes the first letter in each word of a text value
REPLACE, REPLACEB Replaces characters within text
REPT Repeats text a given number of times

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4.6 Financial functions

Financial functions perform common business calculations, such as determining the payment for a
loan, the future value or net present value of an investment and the values of bonds or coupons.

You use this function when you want to calculate things like the monthly payment amounts on a
loan, or how much per month a mortgage will cost you.

Function Description
ACCRINT Returns the accrued interest for a security that pays periodic interest

ACCRINTM Returns the accrued interest for a security that pays interest at maturity

Returns the depreciation of an asset for a specified period by using the fixed-
DB
declining balance method
Returns the depreciation of an asset for a specified period by using the
DDB
double-declining balance method or some other method that you specify

DISC Returns the discount rate for a security

Converts a dollar price, expressed as a fraction, into a dollar price, expressed

DOLLARDE
as a decimal number
Converts a dollar price, expressed as a decimal number, into a dollar price, ex-
DOLLARFR
pressed as a fraction
EFFECT Returns the effective annual interest rate

FV Returns the future value of an investment

Returns the future value of an initial principal after applying a series of com-
FVSCHEDULE
pound interest rates
INTRATE Returns the interest rate for a fully invested security

IPMT Returns the interest payment for an investment for a given period

IRR Returns the internal rate of return for a series of cash flows

Returns the net present value of an investment based on a series of periodic

NPV
cash flows and a discount rate
ODDFYIELD Returns the yield of a security with an odd first period

PMT Returns the periodic payment for an annuity

PRICE Returns the price per $100 face value of a security that pays periodic interest

Returns the price per $100 face value of a security that pays interest at matu-
PRICEMAT
rity
PV Returns the present value of an investment

RATE Returns the interest rate per period of an annuity

RECEIVED Returns the amount received at maturity for a fully invested security

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4.7 Lookup and reference functions

Function Description

ADDRESS Returns a reference as text to a single cell in a worksheet

AREAS Returns the number of areas in a reference

CHOOSE Chooses a value from a list of values

COLUMN Returns the column number of a reference

COLUMNS Returns the number of columns in a reference

GETPIVOTDATA Returns data stored in a PivotTable

Looks in the top row of an array and returns the value of the indicated
HLOOKUP
cell

Creates a shortcut or jump that opens a document stored on a net-

HYPERLINK
work server, an intranet, or the Internet

INDEX Uses an index to choose a value from a reference or array

INDIRECT Returns a reference indicated by a text value

LOOKUP Looks up values in a vector or array

MATCH Looks up values in a reference or array

OFFSET Returns a reference offset from a given reference

ROW Returns the row number of a reference

ROWS Returns the number of rows in a reference

TRANSPOSE Returns the transpose of an array

Looks in the first column of an array and moves across the row to re-
VLOOKUP
turn the value of a cell

5. Database in Excel

You can use Excel 2010’s database functions to calculate statistics, such as the total, average,
maximum, minimum, and count in a particular database field when the criteria that you specify
are met. For example, you could use the DSUM function in an Employee database to compute the
sum of all the salaries for employees who were hired after January 1, 2000, or you could use the
DCOUNT function to compute the number of records in the database for the Human Resources
department.

The database functions all take the same three arguments as illustrated by the DAVERAGE
function:
=DAVERAGE(database,field,criteria)

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5.1 PivotTable
The Pivot Table concept is not new in Excel 2010, it was already present in Excel 2007 but some
noteworthy improvements have been made to it.

What is a Pivot Table?

The Pivot tables are used to summarize, analyze, explore and present your data. A Pivot table is
a way to extract data from a long list of information and present it in a more meaningful and user
friendly understandable format.

What’s New in the Excel 2010 Pivot Table?

1. It includes a new feature called ShowValues As, right click the Pivot table and choose Show Val-
ues As, you will see many new options here. It helps you in trying out several different calculations
until you get exactly what you were looking for.

2. It offers many new calculations; almost six new calculations have been added to it.

3. It includes some great visual totals. Visual Totals refer to what totals should be shown when
one or more members are filtered. You can turn this feature ON of OFF, simply right click the Pivot
Table and choose the Pivot Table Options option here.

In the PivotTable Options window, go to the Tools & Filter tab and check/uncheck the Include
filtered items in set totals option to enable/disable it.

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Creating a Pivot Table in Excel 2010

1. Click a cell on the worksheet.

2. On the Insert tab, in the Tables group, click

PivotTable, or click the arrow below PivotTable,
and then click PivotTable.
The Create PivotTable dialog box is displayed.

3. Under Choose the data that you want to analyze, click Use an external data
source.

4. Click Choose Connection.

5. In the Show box at the top of the Existing Connections dialog box,select the category
of connections for which you want to specify a connection or select All Connections

6. Under Select a Connection, select a connection, and then click Open.

7. Under Choose where you want the PivotTable report to be placed, specify a
location by doing one of the following:

• To place the PivotTable report in a new worksheet starting at cell A1, click New
Worksheet.

• To place the PivotTable report in an existing worksheet, select Existing

Worksheet, and then in the Location box, specify the first cell in the range of cells
where you want to position the PivotTable report.

8. Click OK.

Excel 2010: Create Pivot Chart

Excel 2010 has an option of creating pivot table, as name implies it pivots down the existing data
table and tries to make user understand the crux of it. It has been extensively used to summarize
and glean up the data. Contrasting to Excel 2007, Excel 2010 provides very easy way to create
pivot tables and pivot charts.

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• For creating chart of pivot table, go to Insert tab, click Column select an appropriate chart
type.

Excel will create chart out of your data. Now resize it for a better view. Chart content can be
changed by using the options at the bottom-left of its area.

For Instance: If we want to view software apps developed only in .NET platform, simply click
Platform button, and select .NET from its options and then click ok.

Pivot Table and Chart will only show software and month in which .NET platform is used for
development.

5.2 The Database Functions in Excel 2010

The Database functions are too rarely used to rate their own command button on the Ribbon’s
Formulas tab. As a result, to use them in a worksheet, you must click the Function Wizard (fx)
button on the Formula bar, click Database in the Select a Category drop-down list box, and then
click the function to use — or you can type the Database function directly into the cell.

Now you can create more filtered and dapper-up charts by using pivot table report.

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Database Function What It Calculates

Averages all the values in a fi eld of the database that match the
DAVERAGE
criteria you specify.

Counts the number of cells with numeric entries in a field of the

DCOUNT
database that match the criteria you specify.

Counts the number of non blank cells in a field of the database that
DCOUNTA
match the criteria you specify.

Extracts a single value from a record in the database that matches

the criteria you specify. If no record matches, the function returns
DGET
the #VALUE! error value. If multiple records match, the function re-
turns the #NUM! error value.

Returns the highest value in a field of the database that matches the
DMAX
criteria you specify.

Returns the lowest value in a field of the database that matches the
DMIN
criteria you specify.

Multiplies all the values in a field of the database that match the cri-
DPRODUCT
teria you specify.

Estimates the standard deviation based on the sample of values in a

DSTDEV
field of the database that match the criteria you specify.

Calculates the standard deviation based on the population of values

DSTDEVP
in a field of the database that match the criteria you specify.

Sums all the values in a field of the database that match the criteria
DSUM
you specify.

Estimates the variance based on the sample of values in a field of

DVAR the
database that match the criteria you specify.

Calculates the variance based on the population of values in a field of

DVARP
the database that match the criteria you specify.

5.3 The Data Tab

Using the Data tab’s assortment of groups, you can perform a number of powerful operations.

These are briefly described in the following table:

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Sort It sorts one or more selected columns or rows in ascending or

descending order.

Filter It fi lters selected information to display and/or print only those

information

Subtotals It performs calculations on selected entries within the selected data

using a dialog to make your selections.

Data Validation It establishes criteria to control the type of data permitted in selected
cells.

Data Table… It creates a table using the contents of the data.

Text to Columns It converts text information to columnar format using a common

separation character (or delimiter) such as a tab, comma or series of
spaces. This process is often called parsing.

Consolidate It consolidates values from multiple worksheets into selected cells.

This is ideal for finding sums or averages of multiple worksheets.

Group It combines two or more columns or rows which can be simultane-

ously
hidden or shown.

Ungroup It removes the grouped columns or rows.

Auto Outline It automatically creates a summary view (outline) of a worksheet.

Clear Outline It clears an outline view from a selected range of cells.

Settings It controls placement of summary information and the use of

styles.

Get External Data It provides access to queries on the web, starts Microsoft Query to
import values from a selected external source or lets you create a new
query. The selected query is loaded into the open worksheet. Other
choices permit you to edit a query, select a data range and establish
parameters to control the way data is processed and displayed.

Refresh All It refreshes values within the selected worksheet.

6. Summary
Formulas establish relationships between cells by using cell-ordinates in calculations. Formulas
begin with the equal (=) sign. Excel provides several operators for performing calculations like the
+,-, <, <> operators. If text, date or time values are used in a formula, they must be enclosed in
quotes.Constants or formulas can also be assigned a name. Functions are small programs that
accept data and return a value after performing calculations on the data.

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The AutoSum feature sums the cell values above, to the left, right and bottom of the destination
cell.

Auto Calculate displays the sum, average or the maximum and minimum values in the active
row or column.he Insert Function helps you to build functions by selecting the function and
specifying the arguments. The financial functions is available for complex calculations. Sheets can
be assigned meaningful names.Database in Excel can be analyzed through Pivot table.

7. Lab Exercise

1. Open a blank workbook.

2. Enter numeric values in cells A1...A9.

3. Enter a formula in cell A10 to calculate the total of the cell A1... A9.

4. Use a function in cell A11 to total the range A1...A9.

5. Insert a row before A5 and enter a numeric value.

Note:The difference between the results displayed in the cells A10 and in A11.

6. Create a name for the range containing the Aircraft Types.

7. Create worksheets for all the quarters of 2005.

8. Create a list of sections of classes in your school.

• Calculate the total number of boys, total number of girls and total number of
students in your school.

9. Create a worksheet and enter the following data.

• Calculate the balance in the month of January.

• Calculate the balance in the month of February.

• Calculate the total balance for both the month.

10. Handling a Database.

a. Open a new book and save it as Parts.xlsx workbook.

b. Enter the following contents into it.

11. Create a Pivot Table for any business company.

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 4 CHARTS IN EXCEL 2010

Structure

1. Introduction

2. Objectives

3. Categories of Charts

4. Components of Excel Chart

5. Chart Types
Computing Skills for All - CSA

6. Chart Handling

7. Summary

8. Lab Exercise
 MS Excel 2010
Chapter 4 - Charts in Excel 2010

1. Introduction
When you analyze a worksheet and need to visually present the results, you can create a chart to
present data more effectively. Charts can present volumes of data in a concise and
easy-tounderstand format. Charts can retrieve data from more than one workbook and thus is one
of the most effective data consolidation tools provided by Excel. Generating charts can help in
decision making and forecasting. You can create several kinds of charts in Excel, such as bar
graphs, pie charts and three-dimensional charts.

The essentials of creating and working with Excel 2010 charts will show you everything you need
to know to convert your numbers into charts that can help your audience understand the meaning
behind the data and make that data stand out.

2. Objectives
• To create charts

• To perform data analysis through charts

• To handle database in Excel

3. Categories of Charts
3.1. Embedded Charts

These charts are included in the worksheet and can be moved, copied and resized as any
othergraphical object. Its advantage is that it can be viewed along with the data and many charts
can beinserted.

How to Move and Resize an Embedded Excel 2010 Chart

After you create a new chart in an Excel 2010 worksheet, you can easily move or resize the
embedded chart. Whenever an embedded chart is selected (as it automatically is immediately after
creating it or after clicking any part of it), the Chart Tools contextual tab with its Design, Layout,
and Format tabs appears on the Ribbon, and Excel outlines each group of cells represented in the
selected chart in a different color in the worksheet.

You can always tell when a graphic object, such as a chart, is selected because you see selection
handles — those tiny dots — around the edges of the object.

When an embedded chart is selected in a worksheet, you can move or resize it as follows:

• To move the chart, position the mouse pointer somewhere inside the chart and drag the
chart to a new location.

• To resize the chart, position the mouse pointer on one of the selection handles. When the
pointer changes from the arrowhead to a double-headed arrow, drag the side or corner
(depending on which handle you select) to enlarge or reduce the chart.

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When the chart is properly sized and positioned in the worksheet, set the chart in place by
deselecting it (simply click the mouse pointer in any cell outside the chart). To re-select the chart
later on to edit, size, or move it again, just click anywhere on the chart with the mouse pointer.

3.2. Chart Sheet

You can create a chart on it’s own chart

sheet or on a worksheet. In both ways
the chart is linked to the source data
on the worksheet, which means the
chart is updated when you update the
worksheet data. In order to set the chart
to change while the values of some
particular cells changes, right-click the
chart and choose the Select Data option,
and then select, and add the fields
that you wish to include in this process.

To create chart sheets:

1. Click Insert tab.

2. Select the type of chart

from Chart group.

3. Click Design tab.

4. Click Move Chart from Location group.The Move Chart dialog box is displayed.

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5. Click New Sheet and type the sheet name in the box.

6. Click Object in:

to select the sheet
list in which the chart
has to be displayed.

7. Click OK.

4. Components of Excel Chart

The typical chart (or graph) in Excel 2010 comprises several distinct parts, including the chart
area, data series, axes, legend, plot area, gridlines, data markers, and more. The following list
summarizes the parts of a typical Excel chart, some of which appear in the illustration.

• Chart area: Everything inside the chart window, including all parts of the chart (labels,
axes, data markers, tick marks, and other elements listed here).

• Data marker: A symbol on the chart that represents a single value in the worksheet. A
data marker (or data point) may be a bar in a bar chart, a pie in a pie chart, or a line on
a line chart. Data markers with the same shape or pattern represent a single data series
in the chart.

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• Data series: A group of related values, such as all the values in a single row in the chart.
A chart can have just one data series (shown in a single bar or line), but it usually has
several.

• Axis: A line that serves as a major reference for plotting data in a chart.

• Tick mark: A small line intersecting an axis. A tick mark indicates a category, scale, or
chart data series. A tick mark can have a label attached.

• Plot area: The area where Excel plots your data, including the axes and all markers that
represent data points.

• Gridlines: Optional lines extending from the tick marks across the plot area, thus mak-
ing it easier to view the data values represented by the tick marks.

• Chart text: A label or title that you add to the chart. Attached text is a title or label
linked to an axis such as the Chart Title, Vertical Axis Title, and Horizontal Axis Title that
you can’t move independently of the chart. Unattached text is text that you add with the
Text Box command button on the Insert tab of the Ribbon.

• Legend: A key that identifies patterns, colors, or symbols associated with the markers of
a chart data series. The legend shows the data series name corresponding to each data
marker (such as the name of the blue columns in a column chart).

5. Chart Types

Column Chart
The Column chart is one of the most commonly used chart type and is used to show the changes in
data over a period of time or illustrate comparisons among items.

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Line Chart
Line charts are mainly used to plot changes in data over time. The best example of this chart type
can be the weekly change in temperature.

Pie Chart
The Pie Chart is very useful when you wish to emphasize on a significant element in the data. It
represents data in the form of a pie.

Bar Chart

A bar chart illustrates comparisons among individual items.

Area Chart
An area chart displays the magnitude of change over time.

Scatter chart

The Scatter chart and Line chart are almost similar, but the scatter graph is displayed with a scrib-
ble line whereas the line graph uses connected lines to display data.

Surface Charts

A surface chart comes in handy if you are to determine the optimum combination between two
sets of data.

6. Chart Handling

6.1 Creating Chart

Excel 2010 automatically embeds new charts on the same worksheet as the source data, but you
may find it easier to work with a chart if you move the chart to its own chart sheet in the
workbook.

1. On the Chart Tools Design tab, click the Move Chart button to open the Move Chart
dialogbox.
If you don’t see the Chart Tools Design tab, select the chart to make this tab appear.

2. Click the New Sheet option button in the Move Chart dialog box.
This option places the chart on a new chart sheet that is added to the current workbook.

3. (Optional) Entering a more descriptive name to replace “Chart1.”

This step is especially useful if you plan to have multiple chart sheets in the workbook.

4. Click OK to close the Move Chart dialog box.

The chart appears in its own chart sheet with the name displayed on the sheet tab.

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Create a chart in a worksheet

You can quickly create a chart in Microsoft Excel by using the Chart Wizard. In this wizard, you can
choose from a variety of chart types and specify various chart options. Although worksheet data
that you want to plot in a chart can be located in rows or columns, some chart types require a
specific arrangement of the data before you can create a chart. For more information about chart
types, see Available chart types.

• On the worksheet, arrange the data that you want to plot in a chart.

6.2. Editing Charts

After creating a chart in Excel 2010, you may need to change the range of the source data that is
the basis for the chart. The Select Data Source dialog box enables you to choose a different source
range for an existing chart. You also can use this dialog box to switch the row and column values,
change the order of the data series used in the chart, and indicate how to deal with hidden and
empty cells in the data range being charted.

1. Select the chart and then, on the Chart Tools Design tab, click the Select Data button
in the Data group.
The Select Data Source dialog box is displayed.

2. Click and drag in the worksheet to select the new data range.
Release the mouse button.

3. The Select Data Source dialog box reappears and the new data range appears in the
Chart Data Range box.

4. Click OK. The Select Data Source dialog box closes and the chart updates to display the
new data source.

6.3. Adding or Deleting Data

Adding or deleting data automatically updates any existing legend. Using the Chart area, you can
change the range that a chart is based on. If your chart was created from multilevel categories and
series, you must use the chart area to reselect your data and recreate the chart.

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To add data to an embedded chart on a worksheet:

1. Select the data.

2. Copy the data.

3. Paste the data on the chart.

To delete data series from a chart:

1. Double-click on the chart.

2. Press delete key.

6.4. Change Chart Type

Change the default chart type:

1. Click anywhere in the chart area to select the chart.

2. On the Chart menu, click Chart Type.

3. On the Standard Types tab or Custom Types tab, in the Chart type list, click the
chart type that you want or accept the current selection, and then click Set As Default
Chart.

4. Click Yes, and then click OK.

5. If the Add Custom Chart Type dialog box appears, type a name in the Name box and
a description in the Description box, and then click OK.

Formatting Excel 2010 Chart Elements

The Chart Tools Format tab in Excel 2010 contains commandbuttons that make it easy to format
particular chart elements after you select them. Excel gives you a choice of methods for selecting
individual chart elements:

• Click the element directly in the chart to select it — use the ScreenTip that appears at
the mouse pointer to identify the chart object before you click to select it.

• Click the name of the chart element on the Chart Elements drop-down list in the
Current Selection group on the Format tab — Excel shows you which element is cur-
rently selected by displaying its name inside the Chart Elements combo box.

You can tell when an element is selected in the chart itself because selection handles appear
around it and its name appears in the Chart Elements box on the Format tab.

After you select a chart element, you can then make any of the following changes to it:

• Format the element by selecting the appropriate command button in the Shape Styles
group or by clicking the Format Selection button in the Current Selection group to open
the Format dialogbox for that element and use its options to make the desired changes.

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• Move the element within the chart by positioning the arrowhead pointer over the ele-
ment and then dragging it around. With some elements, such as the legend, you can
use the selection handles to resize or reorient the object.

• Remove the element from the chart by pressing the Delete key.

Use the Chart Tools Format tab to format existing chart elements.

Click on your chart to select it, and then click the Format menu at the top of the Excel Ribbon.
You should see this long menu, split in two here:

Using the various Format Panels on the Excel Ribbon, we’ll format our chart from this:

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To do this:

OK, it may look a bit gaudy! You can create a chart like this quite easily:

• First, click on your chart to highlight it

• Click the Format menu on the Excel Ribbon

• Locate the Shape Styles panel:

Click the down arrow on the right of the panel to see the available styles.

Create your own Chart Style in Excel

You can create all that yourself, though. If you want to create your own style, try the following:

1. Fill your chart with a colour by clicking the down arrow on Shape Fill on the Shape
Styles panel.

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2. Select a colour from the list. Or click More Fill Colors. Once your chart has a colour,
you can liven it up a bit.

3. Click on Gradient. The sub menu appears.

Next, you can spruce up the text on your chart. Locate the WordArt Styles panel

Click the Text Fill to see the available colours.

Once you have the chart background and text formatted the way you want it, you can add some
rounded corners, and a bit of drop shadow. You can apply both of those from the Format Chart
Area dialogue box.

To bring up the Format Chart Area dialogue box, click the Format Selection button on the
Current Selection panel, you will then see the following dialogue box appear:

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To get rounded corners, click on Line in Excel 2010. You’ll then see the following options:

In Excel 2010, you’ll have a Border Styles menu on the left. Click that to see the
Rounded Corners option.Put a tick in the box for Rounded Corners.

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Select the one you like. Then click Close on the dialog box. Your chart will then have rounded
corners and a drop shadow.

6.6. Drawing in the Chart

You can draw the objects in the chart in the similar manner as you draw on the worksheet.

To draw in chart:
1. Select the chart.

2. Click Insert tab.

3. Click Shapes from Illustrations group.

4. Select the appropriate shape and draw on the chart.

The shape is displayed on the chart.

7. Summary

• Charts present data visually and help to analyze the data.

• A chart consists of the following components.

Chart Title: the title for the chart.

Axis Title: text labels for the X-axis and the Y-axis

Legend: text labels identifying the series in a graph.

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Data Labels: display the value of a bar or section of the graph.

Data Table: the data that is plotted on the chart.

• Charts can be:

Embedded: placed next to the data.

Char Sheet: a chart created in a separate sheet.

• The Chart area can be used to create an embedded chart as well as a chart sheet.

• A chart can be modified by adding or removing data series, changing the chart type and
colors.

8. Lab Exercise

1. create a chart for 10th standard section A

a. Add the following data in the chart and find the total:

Ravi 50 56 56 45 77 88

b. Delete the data of two students.

c. Put the marks of students in Tamil as a Bar chart.

d. Use appropriate legends and data labels for the chart.

2. Given the following data create a chart.

a. Fill the details of 10 villages of your own.

b. Chose an appropriate chart type for the entered data.

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 5 QUICK REFERENCE TO MS EXCEL 2010

Structure

1. Microsoft Office Excel 2010

2. Workbooks

3. Worksheets

4. Cells

5. Number Series

6. List
Computing Skills for All - CSA

7. Selection

8. Rows and Columns

9. Sheet Background

10. Formatting Cells

11. Printing WorkSheets

12. Table Formats

13. Database

14. Sort

15. Data Validation

16. Calculations

17. Keyboard Shortcuts

 MS Excel 2010
Chapter 5 - Quick Reference to MS Excel 2010

1. Microsoft Office Excel 2010

How to open Microsoft Office Excel 2010 Application?
• Click Start > All Programs > Microsoft Office > Microsoft Office Excel 2010 (Or)

• Click Start > Run > Type Excel > OK

How to close Microsoft Office Excel 2010 Application?

• Click File menu > Exit Excel (Or)

• Press Alt + F4 (Or)

• Click Close button on the upper-right corner of the MS Excel 2010 window

2. Workbooks
How to create a new workbook?
• Click File menu > Select New > Select Blank workbook > Click Create (Or)

• Press Ctrl + N

How to save the changes in the workbook?

• Click File menu > Click Save > Type File Name > Click Save (Or)

• Click Save on the Quick Access Toolbar > Type File Name > Click Save (Or)

• Press Ctrl + S

How to open an existing workbook?

• Click File menu > Click Open > Select the file > Click Open (Or)

• Press Ctrl + O

How to close the workbook?

• Click File menu > Click Close (Or)

• Press Ctrl + W

3. Worksheets
How to insert a new worksheet?
• Home > Insert > Insert NewSheet (Or)

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 MS Excel 2010
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How to delete a worksheet?

• Home > Delete > Delete Sheet (Or)

• Right-click on the worksheet tab > Click Delete

How to arrange the worksheets?

• Select the sheet from sheet tab > Drag it to the desired position

How to rename the sheet?

• Right-click Sheet tab > Rename > Type the name (Or)

• Double click on the sheet tab > Type the sheet name

4. Cells
How to enter data in a cell?
• Select a cell > Start typing > Press Enter

How to modify the data in a cell?

• Select the cell > Double-click > Edit data > Press Enter (Or)

• Select the cell > Press F2 key > Edit data > Press Enter

How to enter today’s date?

• Select the cell > Type date in MM/DD/YYYY format (Or)

• Select the cell > Type =today() > Press Enter (Or)

• Press Ctrl + ; (semicolon) simultaneously

How to enter current time?

• Select the cell > Type time in HH:MM:SS AM/PM format (Or)

• Select the cell > Type = now() > Press Enter Or)

• Press Ctrl + Shift + ; (semicolon) simultaneously

5. Number Series
• Type first two numbers in the series > Select both the numbers > Move mouse pointer to
the bottom right corner (+) > Drag it down. (Or)

• Type the first number > Home > Fill > Series… > Series in > Type > Step value >
Stop value > OK

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How to create series of dates?

• Enter the date > Home > Fill > Series… > Series in > Select Date, under Type > Date
unit > Step value > Stop value > OK (Or)

• Enter the first date > Move mouse pointer to the bottom right corner (+) > Drag it down

6. List
How to create series of days? [Sunday, Monday.., January, February…]
• Type any day of the week (e.g. Sunday) > Move the mouse pointer to the bottom right
corner
(+) > Drag down

How to create our own list of something? (Custom Lists)

• Click File > Options > Advanced > Click Edit Custom List, under General > Select NEW
LIST > Enter the list on the right side > Click Add > Click OK

7. Selection
How to select a row?
• Click on Row Number (Or)

• Press Shift + Spacebar

How to select a column?

• Click on Column Name (Or)

• Press Ctrl + Spacebar

How to select the entire sheet?

• Click on top left corner (Or)

• Press Ctrl + Shift + Spacebar (Or)

• Press Ctrl + A

How to select adjacent rows, columns or cells:

• Select the first range > hold down SHIFT key > select the final range.

How to select non–adjacent rows, columns or cells:

• Select the first range > hold down CTRL key > select the other ranges.

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How to move row data to column?

• Click on the Row Number > Right-click and select Copy > Select the cell > Right-click and
select Paste Special > Click Transpose

How to move the cell(s) data from one location to another location?
• Select the cell(s) > Move the mouse pointer to border > Drag the cell(s)

8. Rows and Columns

How to insert row(s)?
• Select the row (s) > Home > Insert > Insert Sheet Rows (Or)

• Right-click on the Row Number > Insert

How to insert column(s)?

• Select the column(s) > Home > Insert > Insert Sheet Columns (Or)

• Right-click on the Column Name > Insert

How to delete row(s)?

• Select the row(s) > Home > Delete > Delete Sheet Rows (Or)

• Select the row(s) > Right-click > Delete

How to delete column(s)?

• Select the column(s) > Home > Delete > Delete Sheet Columns (Or)

• Select the column(s) > Right-click > Delete

How to delete blank row(s) and column(s)?

• Select the portion > Home > Find & Select > Go To Special > Select Blanks > Click OK >
Select Delete Sheet Rows under the Delete drop down box

How to set row height and column width?

• Select the Rows/Columns > Home > Format > Row Height/Column Width > Set the
values > OK

9. Sheet Background
• Click Page Layout > Background > Select the image > Insert

• Click Page Layout > Delete Background

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10. Formatting Cells

• Select the cell(s) > Right-click > Format Cells

How to set decimal places?

• Select the cell, column or row > Home > Numbers group, click respective option

How to set currency?

• Select the cell, right-click > Format Cells > Number > Currency > Symbol > OK

To include Rs. currency:

• Start > Control Panel > Regional and Language Options > Regional Options >
Currency > Type Rs. > OK

How to format date?

• Select the cell, right-click > Format Cells or Ctrl+1 > Number > Date >
Select the format >OK.

How to set time formats?

• Select the cell, right-click > Format Cells or Ctrl+1 > Number > Time > Select the
format > OK.

How to set the orientation of the text?

• Select the cell, right-click > Format Cells or Ctrl+1 > Alignment > Orientation > OK.

How to set borders to the cell(s)?

• Select the cell(s), right-click > Format Cells or Ctrl+1 > Border > Select Line Style >
Select Color > Select Presets > OK.

How to set the font styles?

• Select the cell(s), right-click > Format Cells or Ctrl+1 > Font > Select the options > OK.

How to set cell background color?

• Select the cell(s), right-click > Format Cells or Ctrl+1 > Fill > Select Background Color >
OK.

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11. Printing Work Sheets

• File > Print (or) Ctrl + P > Under Settings, select one of the options > OK.

How to set the orientation of the page?

• Page Layout > Orientation (Portrait or Landscape)

How to set margins?

• Page Layout > Page Setup > Margins > Change the margins > OK

How to display the content in the center of the page?

• Page Layout > Page Setup > Margins > Customize Margins > Center on page > Select
both (Horizontally and Vertically) > OK

How to set header and footer?

• View > Page Layout > Position the mouse pointer over the sections > Type the sections >
Design > Click Header/Footer > Select the style that you want > Click in the worksheet
area > Click Normal View

How to set print area?

• Select the area to print > Page Layout > Page Setup > Print Area > Set Print Area

How to remove the print area?

• Page Layout > Page Setup > Print Area > Clear Print Area

12. Table Formats

How to apply pre-defined formats? (Auto format)
• Select the table Home > Format as Table > Select the type

How to format the cell values based on some conditions? (Conditional Formatting)

• Select the range > Home > Conditional Formatting > Select the condition >
Type the condition > OK

• (Click New Rule button for more condition)

13. Database
It is a collection of related information.

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How to filter records using filter?

• Place the cursor on the field > Data > Filter

14. Sort
How to sort the data? (or) Table
• Place the cursor on the table > Data > Sort > Select the field > Select the order > OK

15. Data Validation

How to validate the data? (Marks should be 0 - 100)

• Select the area > Data > Data Validatation > Data validation > Settings > Allow >
select Whole number > set the values > OK

How to design the chart?

• Right-click on the chart > Click Format Chart Area... > Set colors > OK

16. Calculations
Example :Mark sheet

How to find total?

• =D2+E2+F2+G2+H2 (Or) = SUM(D2:H2)

How to find average?

• =(D2+E2+F2+G2+H2)/5 (Or) =AVERAGE(D2:H2)

Keyboard Shortcuts

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Unit IV
Chapters

1. MS PowerPoint 2010
Basics

2. Working in PowerPoint

3. Colour Schemes and

Graphics

4. Slide Animation and

Master Slide

5. Working with Photoshop

 1 MS PowerPoint 2010 Basics

Structure

1. Introduction

2. Objectives

3. Start MS PowerPoint 2010

4. Physical Aspects of Presentation

5. Creating Presentation Templates

Computing Skills for All - CSA

6. Creating Blank Presentation

7. Auto Layout

8. View

9. Summary

10. Lab Exercise

 Multimedia
Chapter 1 - MS PowerPoint 2010 Basics

1. Introduction
Microsoft Office PowerPoint 2010 gives you more ways to create and share dynamic presentations
with your audience. It makes the work easy to create captivating, professional-quality
presentations. PowerPoint 2010 also helps you deliver impressive presentations and gives you
faster, more flexible ways to create them.

2. Objectives
After reading this unit, you will be able to:

• Open MS PowerPoint 2010

• Identify the components of a slide

• Create presentation using templates

• Create a blank presentation

• Open an existing presentation

• View the different screen layout

3. Start MS PowerPoint 2010

To start MS PowerPoint 2010:

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1. Click Start button.

2. Select “All Programs”. The programs are all listed.

3. Scroll to Microsoft Office.

4. Click Microsoft Office PowerPoint 2010. The MS PowerPoint 2010

presentation is displayed.

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The MS PowerPoint Presentation has the following basic components:

Title Bar
Title bar displays the name of the application, the Maximize button, the Minimize button and the
Close button.

The Ribbon & Tabs

The Ribbon is a part of a presentation. It has ten tabs: File, Home, Insert, Design, Transitions,
Animations, Slide Show, Review, View and Add-Ins that contain many new and existing features of
Presentation.

Each tab is divided into groups. The groups are logical collections of features designed to perform
functions that you will utilize in developing or editing your presentation. Commonly used features
are displayed on the Ribbon. To view additional features within each group, click on the arrow at
the bottom right of each group.

Commands are organized in logical groups, which are collected together under Tabs. Each tab
relates to a type of activity, such as writing or laying out a page. To reduce unnecessary options,
some tabs are shown only when needed.

Quick Access Toolbar

The Quick Access Toolbar contains commands that you may want to use often. You can place the
quick access toolbar above or below the ribbon.

Slide Pane
The Slide Pane is the area where you work in to create your slides.

Notes Pane
The Notes Pane is the area where you type notes that you can refer when you present your ideas.

4. Physical Aspects of Presentation

The components of a slide are:

• Title: Title gives an idea of what the slide is all about.

• Subtitle: It is central idea.

• Border: It acts like a frame for your slide.

• X-axis,Y-axis, X-axis Title, Y-axis Title (for the graph).

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5. Creating presentationTemplates

A PowerPoint template is a pattern or blueprint of a slide or group of slides that you save as a
.potx file.You can create your own custom templates and store them, reuse them, and share them
with others. Additionally, you can find many different types of free templates built-in to Power-
Point, and hundreds on Office.com and on other Web sites that you can apply to your presentation.

To open existing template or theme:

1. Click File tab.

2. Click New. The Available Templates and Themes are listed.

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3. Select the theme or templates from the Available Templates and Themes.

4. If you are connected to the Internet, you also see templates that are available in
Office.com Templates.

To create template:
1. Make all the necessary changes to a presentation that you want to use as a
template.

2. Click File tab and click Save As. The Save As dialog box is displayed.

3. Type Filename in the box.

4. Select PowerPoint Template (.potx) from the Save as type list.

5. Click Save.

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6. Creating Blank Presentation

Blank presentation does not contain any predefined themes, layout, color or images in it.

To create blank presentation:

1. Click File tab and click New. The Available Templates and Themes are listed
out.

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2. Click Blank Presentation.

3. Click Create.
The new blank presentation is opened

To Open an Existing Presentation:

1. Click File tab, and click Open. (Or) press CTRL+O.

2. Select the presentation.

3. Click Open.

7. Auto Layout
You can use layouts to arrange text and other objects on a slide. A layout is a part of a slide
master to define the content of a slide.

To create slide master:

1. Click View tab.

2. Click Slide Master in the Master Views group.

3. In the pane that contains the slide master and layouts, click a location below
the slide master where you want to add the new layout.

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4. Click Slide Master tab.

5. Click Insert Layout in the Edit Master group.

To add placeholder to layout:

1. Click View tab.

2. Click Slide Master in the Master Views group.

3. Click Slide Master tab.

4. Click down-arrow next to Insert Layout in the Edit Master group.

5. Click Slide Master tab.

6. Click More next to Insert Placeholder, in the Master Layout group,

and then click the type of placeholder that you want.

7. Click a location on the layout, and then drag to draw the placeholder.

8. To add more placeholders to a layout, repeat steps 2 to 7.

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8. View
PowerPoint has four main views: Normal, Slide Sorter, Notes Page and Reading view.

Normal View
It is also commonly known as Slide View. It is the main working window in the presentation. The
slide is shown full size on the screen.When you first start the program, the screen opens in Normal
view.

Outline tab-it shows all the text of all slides, in a list on the left of the PowerPoint screen. No
graphics are shown here. Outline View is useful for editing purposes and can be exported out as a
Word document to use as a summary handout.

Slides tab-This is a place to view the slides in your presentation as thumbnail-sized images while
editing. The thumbnails make it easy for you to navigate through your presentation and to see the
effects of any design changes. You can also easily rearrange, add, or delete slides here.

Slide pane- In the upper-right section of the PowerPoint window, the Slide pane displays a large
view of the current slide. With the current slide shown in this view, you can add text and other
objects.

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Notes pane- In the Notes pane below the Slide pane, you can type notes that apply to the current
slide. Later, you can print your notes and refer to them when you give your presentation. You can
also print notes to hand out to your audience or include the notes in a presentation that you send
to the audience or post on a Web page.

Slide Sorter View

It is a window in PowerPoint that displays thumbnail versions of all your slides, arranged in
horizontal rows. The miniature versions of the slides are called thumbnails. This view is useful to
make global changes to several slides at one time. Rearranging or deleting slides is easy to do in
Slide Sorter view.

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Reading View
It is similar to slide show view. The difference between the two views is that while slide show view
takes over the whole screen, the slide in reading view is also shown in full screen, but you will also
see the PowerPoint title band at the top of the screen and the PowerPoint status bar and the
Windows task bar displayed at the bottom of the screen. The ribbon and the slides/outline pane
are no longer visible.

Notes Pages view

It shows a smaller version of a slide with an area below for notes. Each slide is created on its own
notes page. The speaker can print these pages out to use as a reference while making his
presentation. The notes do not show on the screen during the presentation.

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9. Summary

Microsoft PowerPoint can be used to create interactive presentations. They can be created using
blank presentation or templates. The different types of view help to edit print and deliver the
presentation.

10. Lab Exercise

1. Open PowerPoint and create a new presentation without applying templates.
Select the auto layout for your presentation.

2. Open PowerPoint and create a new presentation using templates.

3. Open PowerPoint and then open an existing presentation.

4. View the different slide views.

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2 Working with PowerPoint 2010

Structure

1. Introduction

2. Objectives

3. Working with Slides

4. Adding Content

5. Formatting Text
Computing Skills for All - CSA

6. Summary

7. Lab Exercise
 Multimedia
Chapter 2 - Working with PowerPoint 2010

1. Introduction

PowerPoint enhances your oral presentation and to keep the audience focused on your subject.
This is achieved by adding texts, lists, audios, video clips, animations, graphs and images.

2. Objectives
At the end of this unit, you will be able to:

• Work with slides, inserting new slides, changing slide layout

• Create and edit a custom slide show

• Add content using a text box

• Insert Sound/Movie clips

• Work with text

• Format and edit text

3. Working with Slides

3.1. Adding New Slide

1. Click Home tab and click New Slide, in the Slides group.

2. Select a slide thumbnail from the layout gallery.

3.2. Applying Design Template

Use themes to simplify the process of creating professional designer-looking presentations. When
you place your pointer over a background style thumbnail, you can preview how the background
style will affect your presentation. A background style is a background fill comprising different
combinations of colors and/or pictures. Changing the presentation theme changes the background
style to maintain consistency with the new theme’s colors.

To Apply New Template to Presentation

1. Click Design tab on the ribbon. The Themes are displayed in the center of
this tab.

• Click the down-arrow next to the Effects. The themes are listed out.

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2. Select Browse for Themes…. The Choose Theme or Themed Document

dialog box is displayed.

3. Now navigate as usual to the template location on your hard drive or CD.

4. Click Apply.

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3.4. Changing Slide Layouts

To change the slide layout:

1. Click Home tab.

2. Click the down-arrow next to Layout in the Slides group. The list of layouts
are displayed.

3. Double-click on any of the layouts to apply the office theme.

4. Adding Content

4.1. Adding Text Box

1. Click Insert tab.

2. Click Text Box in the Text group.

3. Click the slide, and then drag the pointer to draw the text box.

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4.2. Resize the textbox

Select a text box by clicking on it with the mouse. A border with eight handles will appear around
the text box. The four handles on the corners will resize the length and the width of the box at
once while the handles on the sides will resize only in one direction. Click one of the handles and
drag it with the mouse. Release the mouse button when it is the size you want it to be. Move the
text box by clicking and dragging the thick, dotted border with the mouse.

To resize the text pane:

1. Point to any edge of the Text pane.

2. When the pointer changes to a resize handle, drag to resize the Text pane.

4.4. Move the text pane

• Place the pointer on the Text pane, the mouse pointer changes to cross hair and drag the
pane.

4.5. Set the Text box properties

Change the colors, borders, and backgrounds of a text box from the Format Shape dialog box.

1. Right-click on the text box and select Format Shape. The Format Shape
dialog box is displayed.

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2. Select No fill, Solid fill, Gradient fill, Picture or texture fill, Pattern fill, or
Slide back ground fill under Fill option.

3. Select No Line, Solid Line and Gradient Line under Line Color option.

4. Select other needed options.

5. Click Close. The changes to the text box are added.

4.6. Deleting Text Box

To delete a text box from a template, simply click on the border of the text box and press the
DELETE key on the keyboard.

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5. Formatting Text

5.1. Formatting Text

1. Select the text by highlighting either on the outline or on the slide.

2. Choose Font group from the Home tab. (Or) Right-click on the highlighted
selection and select Font from the popup shortcut menu.

3. Select a fontface, size, style, effect, and color from the Font dialog box.

5.2 Replacing Font

There is a very quick way to replace one Font with another in PowerPoint2010.

To replace Font
1. Click Home tab.

2. Click down-arrow next to Replace in the Editing group.

3. Click Replace Fonts…. The Replace Font dialog box is displayed.

4. Select the font you want to replace, with the new font, and click Replace.

5.4 Line Spacing

Using the line spacing feature in PowerPoint allows you to avoid reducing the font size, if it is
necessary to squeeze more text on the slide. However, always be aware that less text on a
PowerPoint slide is always the goal. Line spacing in PowerPoint refers to the amount of space
before and/or after a paragraph on a slide.

To change line spacing:

1. Select the text that you want to change.

2. You can select either the entire text box (to change spacing for all the text in
the box) or just the text you want to format.

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To change line spacing:

3. Click Home tab and click Line Spacing. The Paragraph dialog box is
displayed.

4. Choose any of the preset line spacing options or choose Line Spacing.
Options from the Paragraph dialog box.

5.Change the following line spacing options as desired:

• Before - will change the amount of space before each paragraph.

• After - will change the amount of space after each paragraph.

• Line Spacing - several options are available, such as single space, 1.5 lines, and even

• Exactly - allows you to enter an amount that is precise and not common.

6. Click OK to apply the changes to the selected text or paragraph.

To change case:
1. Select the text.

2. Click Home tab on the

ribbon.

3. Click Change Case in

the Font group.

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4. Select your choice from the drop down list from these items;

• Sentence case. - This will capitalize the first letter in the

selected sentence or bullet point.

• lowercase - This will convert the selected text in to

lowercase.

• UPPERCASE - This will convert the selected text into

UPPERCASE.

• Capitalize Each Word - Known as Title Case, the

first letter of each word in the selected text will have
a capital letter.

• tOGGLE cASE - The case of each letter of the selected text will change to the opposite
of the current case. This is a useful choice if you had inadvertently left the caps lock
key switched on.

5.7 Bulleted and Numbered Lists

Bulleted and Numbered lists allow you to clearly display the main points of your presentation.

To apply bullets:
1. Select the text you want to apply bullets.

2. Click Home tab.

3. Click (down-arrow next to Bullets) in the Paragraph group.

4. Select the type of bullet you want from the given list.

To apply picture bullet:

1. Select the text you want to apply bullets.

2. Click Home tab.

3. Click (down-arrow next to Bullets )in the Paragraph group.

4. Click Bullets and Numbering…. The Bullets and Numbering dialog box is
displayed.

5. Click Picture… in the Bullets and Numbering dialog box. The Picture Bullet
dialog box is displayed.

6. Select the bullet you want to have in your presentation.

7. Click OK.

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To apply Numbering:
1. Select the text you want to apply Numbering.

2. Click Home tab.

3. Click (down-arrow next to Numbering) in the Paragraph group.

4. Select the type of Numbering you want from the given list.

To change Numbering:
1. Select the text you want to apply bullets.

2. Click Home tab.

3. Click (down-arrow next to Numbering )in the Paragraph group.

4. Click Bullets and Numbering…. The Bullets and Numbering dialog box is
displayed.

5. Select Numbering type from the Bullets and Numbering dialog box.The
Picture Bullet dialog box is displayed.

To apply symbol:

1. Click Customize in the Bullets and Numbering dialog box. The Symbol di-
alog box is displayed.

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3.Select the Symbol you want to have in your presentation.

4. Click OK.

5.8 Add Notes

From Normal View, notes can be added to the slide. These notes will not be seen on your
presentation.

5.9 Add a sound

To prevent possible problems with links, it is a good idea to copy the sounds into the same folder
before you add the sounds to your presentation.

1. In the pane that contains the Outline and Slides tabs, click Slides tab.

2. Click the slide to which you want to add a sound.

3. Click Insert tab.

4. Click Audio in the Media group.

5. Do one of the following:

• Click Audio from File, locate the folder that contains the file and then double-click the
file you want to add.

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• Click Clip Art Audio, choose a clip that you want in the Clip Art task pane, and then click
it to add it to the slide.

• Click Record Audio… to record sound.

5.10 Add a movie

To prevent possible problems with links, you can copy the movies into the same folder before you
add the movies to your presentation.

1. In the pane that contains the Outline and Slides tabs, click Slides tab.

2. Click the slide to which you want to add a video.

3. Click Insert tab.

4. Click Video in the Media group.

5. Do one of the following:

• Click Video from File, locate the folder that contains the file and then double-click the
file you want to add.

• Click Video from Web Site to insert a video from the websites.

• Click Clip Art Video, choose a clip that you want in the Clip Art task pane, and then
click it to add it to the slide.

5.11 Reordering Slides

When you create a presentation, you may want to change the order of your slides.

1. Click Slides tab.

2. Click Home tab, select the slide thumbnails that you want to move, and then
drag them to their new location. (Or)Click View tab, click Slide Sorter View.

3. In the Slide Sorter View drag the slides in their new location.

5.12 Hiding Slides

If there is a slide that you need in your presentation, but you do not want it to appear in the slide
show, you can hide the slide.

1. In the pane that contains the Outline and Slides tabs, click on the Slides
tab.

• To hide a slide, right-click on the slide that you want to hide, and then click Hide Slide.

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2. To show a slide that you previously hid, right-click the slide that you want to show, and
then again click Hide Slide.

5.13 Create Custom Slide Show

Use a basic custom show to give separate presentations to different groups in your organization.

To create basic custom show:

1. Click Slide Show tab.

2. Click the down-arrow next to Custom Slide

Show in the Start Slide Show group and then
click Custom Shows.

3. Click New in the Custom Shows dialog box.

The Define Custom Show dialog box is displayed.

4. Click the slides that you want to include in the custom show under Slides in
presentation and then click Add.

5. To change the order in which slides appear, under Slides in custom show,
click a slide, and then click one of the arrows to move the slide up or down
in the list.

6. Type a name in the Slide show name box, and then click OK. To create
additional custom shows with any slides in your presentation, repeat steps 1
to 5.

5.13 Spell Check

PowerPoint lets you run the spell checker after you finish your presentation. The PowerPoint spell
checker checks your entire presentation, bringing any misspelled words in your PowerPoint
presentation to your attention. The spelling and grammar can be checked for only one slide at a
time.

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1. Click Review tab.

2. Click (Spelling) in the Proofing group, or Press F7.

3. If PowerPoint finds a spelling error in your presentation, it switches to the

slide that contains the error, highlights the word, and displays the misspelled
word along with a suggested correction.

4. If PowerPoint can’t come up with a suggestion or if none of its suggestions

are correct, type your own correction and click the Change button. ( Or )
Choose the correct spelling and click Change.

5. Repeat Steps 3 and 5 until PowerPoint tells you the spelling check is complete.

5.14 Spelling Options

Some of the options shown in the window that is displayed apply to all Microsoft Office programs.
Regardless of which program you are using to change the option, the setting that you select
applies to all the programs.

Check box Option What it does

Ignore words in UPPERCASE It ignores words in which all letters are
uppercase. Example: If you select this option,
the spelling checker does not flag ABC as a
mistake
Ignore words that contain numbers It ignores words that contain numbers.
Example: If you select this option, the spelling
checker does not flag a1b2c3 as a mistake.

Ignore Internet and file addresses It ignores words that are Internet and file
addresses. Some examples of words that the
spelling checker ignores when this option is se-
lected include: http://www.proseware.com/ \\
proseware\public\ mailto:andy@proseware.com

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Flag repeated words It ignores repeated words. For example, if you

select this option, the spelling checker does not
flag beep as a
mistake.
Enforce accented uppercase in French It alerts you to French words that contain
uppercase letters that are missing an accent
mark. When you are using the French (Canadian)
dialect, by default this option is always turned on,
because the dictionary for this language includes
the accented uppercase form of words in this
language.
This means that the option is selected by default
whenever you do the following: Use French (Ca-
nadian) as your Primary editing language. Check
the spelling of text that is in the French (Cana-
dian) dialect
Suggest from main dictionary only It suggest words only from the main dictionary
that is built into the spelling checker. If you select
this option, words from your custom dictionaries
are not included in the list of suggested words
when you check the spelling of a document.

6. Summary

PowerPoint presentations are made appealing when they contain neatly formatted texts, sound and
movie clippings. Presentations can be customized to suit varied needs of the audience. Using a text
box, text can be added. Texts can also be edited, formatted, and spellings checked.

7. Lab Exercise
1. Insert two new slides and apply design template.

2. Insert a text box on the first slide and add a text.

3. Insert a text box on the next slide and create a bulleted list.

4. Add a sound file to the first slide.

5. Add a movie clip to the second slide.

6. Hide two alternative slides and create custom slide show.

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Structure

1. Introduction

2. Objectives

3. Color Schemes

4. Graphics

5. Summary
Computing Skills for All - CSA

6. Lab Exercise
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Chapter 3 - Using color schemes and graphics

1. Introduction

Information can be easily presented using images, graphs and charts. A picture can do the work
of presenting the information clearly than pages of data. A worthy PowerPoint presentation makes
best use of color schemes and graphics.

2. Objectives
At the end of this unit, you will be able to:

• Change the colour schemes

• Change the back ground of the slides

• Add a clip art, an image, Auto shapes and Word Art

• Edit graphics

3. Colour Schemes

The colors of predesigned slide templates can be changed and a colour scheme can be added to
blank presentations. This section explains how to add colour schemes and background images to
slides.

3.1 Design Themes

They work in a similar way as the design templates in earlier versions of PowerPoint. A really nice
feature of the design themes is that you can immediately see the effect reflected on your slides,
before making your decision.

To access the design themes:

1. Click Design tab.

2. Move your mouse over any of the design themes shown.

3. The design is reflected immediately on your slide.

4. Click the design theme when you find one that suits your needs.

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3.2 Backgrounds

3.2.1. Solid fill

To add background style to your presentation:
1. Click on the slide or slides that you want to add a background style to.

2. To select multiple slides, click the first slide, holding down CTRL key click the
other slides.

3. Click Design tab.

4. Click the down-arrow next to Background Styles in the Background group.

5. Right-click the background style that you want, and then do one of the
following:

• To apply the background style to the selected slides, click Apply to Selected Slides.

• To apply the background style to all of the slides in your presentation, click Apply to All
Slides.

• To replace the background style for the selected slides and any other slides in the
presentation that use the same slide master, click Apply to Matching Slides. This
option is available only when your presentation contains multiple slide masters.

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3.2.2. Gradient fill

Preset colors:

• To choose a built-in gradient fill, click Preset colors , and then click the option
that you want.

Type:

To specify the direction to use when drawing the gradient fill, select an option from the list. The
Type that you select determines the available Direction.

Direction:

To choose a different progression of colour and shades, click Direction, and then click the option
that you want. The Directions that are available depend on the gradient Type that you choose.

Angle:

To specify the angle that the gradient fill is rotated within the shape, enter the degree value that
you want. This option is available only when you select Linear as the Type.

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3.2.3. Picture or textures fill

Texture:

• To choose a built-in texture, click Picture or texture fill, and then select the texture that
you want.

3.2.4. Insert from

From File:

• To insert a picture from a file, click (Picture) and then locate the picture that you
want to add and double-click the picture to insert it.

ClipArt:

• To insert ClipArt, click (Clip Art), and then in the Search text box, type a word
that describes the clip that you want, or type in all or some of the file name of the clip. To
include ClipArt that is available on Office.com content in your search, select the Include
content from Office.com content check box, click Go, and then click the clip to insert it. 

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Tile Picture as Texture

A picture fill can either be stretched to fit across the selected shape(s) or tiled (repeated
horizontally and vertically) to fill the shape. To use multiple copies of the same picture as a texture
for the shape, select this check box.

4. Graphics
Grouping

Images can be grouped together so they become one image and can be moved together or the
same formatting changes can be applied to both at once. Select all the images that will be grouped
by holding down the SHIFT key and clicking once on each image. Then select Group from the
Format tab under Arrange group. The images can be ungrouped by selecting Ungroup from the
same tab. The rectangles in the image to the left are separate images with their own sets of
handles and they are grouped together in the image to the right.

Order

The order of overlapping images can be changed using this feature. In the example of two
rectangles below, the gray rectangle is selected and the Send Backward command is used to
move the image below the black rectangle. Send Backward and Bring Forward will move
elements by one layer. Send to Back and Bring to Front move the elements to the back or top of
a series of several overlapping graphics.

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Nudge

Use the nudge actions to move an object slightly in one direction.

Align or Distribute

Select a group of objects and choose one of the commands from the Arrange group to change the
position of the objects in relation to one another.

Rotate or Flip

Rotate an object 90 degrees or flip the object over its x-axis or y-axis.

Select Objects

Deactivate all drawing functions.

Free Rotate

This button will place green handles on certain objects so they can be arbitrarily rotated. Click and
drag the handles to rotate the objects.

Shapes

Click the small down arrow to the right of the Shapes text to select a shape.

Line and Arrow

Click and drag the mouse on the slide to add lines. Hold down the SHIFT key to draw a straight
line. Use the end points of the completed line to stretch and reposition the line.

Rectangle and Oval

Click and drag the mouse on the slide to add rectangles and ovals. Hold down the SHIFT key to
add squares and circles.

Text Box

Click to draw a text box on the slide.

Word Art

Click to add WordArt.

Picture

Click to add a clip art image to the slide.

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Fill Color

Choose a fill colour for rectangles, ovals, and clip art.

Line Color

Select a border colour for shapes and pictures.

Font Color

Highlight text on the slide and click the small down arrow next to the Font colour icon to select a
colour.

Line Style

Highlight a line or arrow that has been drawn and click this button to select a thickness or style for
the line.

Dash Style

Highlight a line or arrow and select a dash style.

Arrow Style

Change the arrow head style for an existing arrow or change a line to an arrow.

Shadow

Select a text box to add shadow to text or choose any other object on the slide to add a drop
shadow.

3D

Add a three-dimensional effect to text and other objects.

4.1 Add, change, or delete shapes

Available shapes include lines, basic geometric shapes, arrows, equation shapes, flowchart shapes,
stars, banners, and callouts. After adding one or more shapes, you can add text, bullets,
numbering, and Quick Styles to them.

4.2 SmartArt graphics

A SmartArt graphic is a visual representation of your information and ideas. You can create
SmartArt graphics by choosing from among many different layouts to quickly, easily, and
effectively communicate your message.

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To create SmartArt graphic:

1. Click Insert tab.

2. lick SmartArt in the Illustrations group. The Choose a SmartArt Graphic

dialog box is displayed.

3. Click the type and layout that you want in the Choose a SmartArt Graphic
dialog box.

4. Enter your text by doing one of the following:

• Click in a shape in your SmartArt graphic, and then type your text.

• Click [Text] in the Text pane, and then type or paste your text.

• Copy text from another program, click [Text], and then paste into the Text pane.

4.3 Add Clip Art

1. Click Insert tab.

2. Click Clip Art in the

Illustrations group.

3. In the Clip Art task pane, in the Search for text box, type a word or phrase
that describes the clip art that you want, or type in all or some of the file
name of the clip art.

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• To limit the search results to a specific collection of clip art in the Search in box, click
the arrow and select the collection you want to search.

• To limit the search results to clip art, click the arrow in the Results should be box and
select the check box next to Clip Art.

• In the Clip Art task pane, you can also search for photographs, movies, and sounds.
To include any of those media types, select the check boxes next to them.

4. Click Go.

5. In the list of re sults, click the clip art to insert it.

4.4 Add Image from File

1. Click Insert tab.

2. Click Picture in the Images group.

3. Locate the image folder on your computer

4. Select the file name from the list and click Insert.

4.5 Edit a Graphic

Activate the image you wish to edit by clicking on it once with the mouse. Several handles will
appear around the graphic. Click and drag these handles to resize the image. The handles on the
corners will resize proportionally while the handles on the straight lines will stretch the image.

4.6 Shapes

The shapes toolbar allows you to draw a number of geometrical shapes, arrows, flow chart
elements, stars, and other graphics on a slide.

To add shape:
1. Click Home tab.

2. Click Shapes in the Drawing group. (Or)

Click Insert tab and click Shapes in the
Illustrations group.

3. Move your cursor toward the slide.

4. It will appear as a cross shape.

5. Release the mouse button to insert the shape.

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To change shape style:

1. Select the shape.

2. Click Format tab.

3. Click More in the Shapes Style group to display more style options.

4. Move your cursor over a style to see a live preview of the style on the slide.

5. Click a style to select it.

To change shapes fill:

1. Select the shape.

2. Click Format tab.

3. Click the down-arrow next to Shape Fill to display a drop-down list.

4. Select a colour from the list or choose one of the other menu options.

4.7 WordArt

You can use WordArt to add special text effects to your slides. For example, you can stretch a title,
skew text, make text fit a preset shape, or apply a gradient fill. This WordArt becomes an object
that you can move or position in your slides to add decoration or emphasis. You can modify or add
to the text in an existing WordArt object whenever you want.

To add WordArt:
1. Click Insert tab.

2. Click WordArt in the Text group.

3. Click the WordArt style that you want and enter your text.

To apply WordArt style:

1. Select the text you wish to modify.

2. Click Format tab.

3. Move your cursor over a WordArt style in the WordArt Styles group to see a
live preview of the style on the slide.

4. Click More to see all the possible WordArt styles.

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To apply text effect to WordArt style:

1. Select the text you wish to modify.

2. Click Format tab.

3. Click Text Effects.

4. Select any of the effects like Shadows, Reflection, Glow, Bevel, and
Transform.

To change fill colour of word art style:

1. Select the text you wish to modify.

2. Click Text Fill in the WordArt Styles group.

To convert existing text to WordArt in office PowerPoint 2010:

1. Select the text that you want to convert to WordArt.

2. Click Insert tab.

3. Click WordArt in the Text group and then click the WordArt that you want.

5. Summary
Professional PowerPoint presentations take maximum advantage of the colour schemes, Clip Art,
Work Art, Images and other graphics. PowerPoint presentations are made effective employing
graphics in a justifiable manner.

6. Lab Exercise
1. Open a blank presentation.

2. Change the colour scheme of the first slide.

3. Change the background of the second slide using colour scheme.

4. Insert Word Art on the same slide and edit it and then apply the word art
effects.

5. Insert an object and add text to it, change the colour scheme of the ob-
ject, use 3D effects.

6. Add a Clip Art to your presentation.

7. On the third slide, insert an image from file.

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Structure

1. Introduction

2. Objectives

3. Slide Transitions

4. Slide Animations

5. Slide master
Computing Skills for All - CSA

6. Saving and Printing

7. Summary

8. Lab Exercise
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1. Introduction

The appearance of texts, graphics and objects can be controlled by animation. Animation aids in
focusing attention during the presentation and makes them interesting to watch.

2. Objectives
At the end of this unit, you will be able to:

• Animate text, objects and graphics

• Set action buttons and hyper link

• Employ master slides

• Save the PowerPoint presentation as web page

• Print a slide

3. Slide Transitions

Slide transitions provide an animated effect to each slide when moving from one slide to the next
during a slide show. There are a variety of transitions that can be applied to each or all slides
including sounds.

3.1 To apply slide transition:

1. The Transition to This Slide group provides thumbnails of various slide

transition options.

2. To see all of the transitions options click on the up and down arrows or the
down arrow to the right of this group.

3. When you point and hover over any transition thumbnail, a preview of the
theme will play.

• To apply the transition to your slide, click on the thumbnail you like.

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• To apply the same transition to all of your slides click on the Apply To All command
after selecting the transition of your choice.

• To apply a Sound, click on the sound drop down button. Then Click on the sound you
would like to chime during the slide transition. Click the Apply To All command to
have the chime occur during each transition.

4. The Advance Slide group, allows you to decide if a transition should appear when the
mouse is clicked or after a specified time. Click the On Mouse Click box for transitions to
occur only when forced. Click on the After box for the slide to transition at the time
specified such as 5 seconds or 1 minute.

5. Finally, when all transitions are applied you can preview the current slide by clicking on the
Preview command.

4. Slide Animations

Slide animations create animated effects to text and graphics during a slide show. There are a
variety of animations that can be applied to text or graphics in multiple ways from a single word to
all of the text on a slide.

4.1 To apply slide Animation

1. The Animation group provides a variety of option to apply animations to

text and graphics within each slide.

2. To see all of the animation options click on the Up Row, Down Row and More
arrows to the right of the Animation group.

• The Effect Options command provides additional animation options for each animation
command in the Animation group.

• The Add Animation command provides a visual of all of the animation options to
animate text and graphics upon Entrance, Exit and as an Emphasis. These commands
are the same as the commands in the Animation group.

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3. When you point and hover over any animation command, it will be highlighted in a golden
color and a preview of the animation will appear. To apply an animation, highlight text
or select a graphic that you would like the animation to be used on, then click on the
command, the selected command will remain highlighted in a golden color.

4. The Timing group allows you to modify the sequence and timing of the animations
selected. You can decide if an animation should appear when the mouse is clicked or
after a specified time. You can also decide if text should be animated together or
separate as well as reordering the animations. Use the Start drop down arrow to opt
for animations to occur only when clicked or with other text. Click on the Duration box
for the text or graphic to animate at a specified time.

5. The Animation Pane displays all of the animations you have applied to each slide. It also
enables you to modify each animation similar to the Timing group and play the animations
applied to the slide.

6. Finally, when all animations are applied you can preview the current slide by clicking on the
Preview command.

4.2 Add a sound to an animation or slide transition

You must have previously added an animation effect to the text or object before adding a sound to
the animation or the slide transition.

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To add sound to animation:

1. Click the slide that contains the animation effect to which you want to add a
sound.

2. On the Transition tab in the Timing group, click down arrow next to
Sound.

3. To add sound do one of the following:

• To add a sound from the list, select a sound from the list.

• To add a sound from a file, click Other Sound and then locate the sound file that you
want to use.

4.3 Action Buttons

Use the Action Buttons to add functioning to slides.

1. On the Insert tab, in the Illustrations group, click the arrow under
Shapes, and then click the down arrow .

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2. Under Action Buttons, click the button that you want to add.

3. Click a location on the slide, and then drag to draw the shape for the button.

4. In the Action Settings dialog box, do one of the following:

• To choose the behavior of the action button when you click it, click the Mouse Click
tab.

• To choose the behavior of the action button when you move the pointer over it, click the
Mouse Over tab.

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5. To choose what should happen when you click or move the pointer over the Action Button,
do one of the following:

• To create a hyperlink, click Hyper link to, and then select the destination for the
hyperlink from the dropdown list box.

• To run a program, click Run program, click Browse, and then locate the program that
you want to run.

• To run a macro click Run macro, and then select the macro that you want to run from
the dropdown list box.

• If you want the shape that you chose as an action button to perform an action, click
Object action, and then select the action that you want it to perform from the dropdown
list box.

• To play a sound, select the Play sound check box, and then select the sound that you
want to play from the dropdown list box.

• If you don’t want anything to happen, click None.

5. Master Slides

Professional presentation can be effective when they have uniform background and style, which
can be made possible using the master slide options. You can change the style of all the slides in
the presentation by changing the properties on the Slide Master. Each Design Template has its own
Slide Master that can be altered.

5.1 To view the slide master:

1. Select the View tab.

2. Click the Slide Master View command in the Presentation Views group.

3. In the Edit Master group make all the changes.

4. Whatever you update in the slide master will automatically be updated in

normal slides

5.2 To add a slide master:

1. On the View tab, in the Master Views group, click SlideMaster .

2. On the Slide Master tab, in the Edit Master group, click Insert Slide
Master.

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3. To remove the placeholder, click the border of the placeholder, and then press DELETE.

4. To add placeholder, do the following:

• Click a thumbnail slide layout below the slide master that you added.

• On the Slide Master tab, in the Master Layout group, click down arrow next to Insert
placeholder, and then click a placeholder.

5. Click a location on the slide master, and then drag to draw the placeholder.

6. Click the File tab and click Save As.

7. In the File name box, type a file name, or do nothing to accept the suggested file name.

8. In the Save as type list, click PowerPoint Templates, and then click Save.

5.3 To switch between master slide to normal view:

• Click the (Close Master View) command to return to normal view.

5.4 To add Headers and Footers:

You can change a header or footer placeholder by resizing it, repositioning it, or changing the font,
size, colour, case, or spacing of its text.

1. On the View tab, in the Presentation Views group, click the master that
you want to change.

2. On any master, do the following:

• To resize a placeholder, click the placeholder you want to change, point to one of its
sizing handles and when the pointer becomes a two-headed arrow, drag the handle.

• To reposition a placeholder, click the placeholder you want to change, point to one of its
borders, and when the pointer becomes a four-headed arrow, drag the placeholder to a
new position. To change the font, size, case, colour, or spacing for text within a
placeholder, select the text, and then in the Font group, click the options that you
want.

5.5 To insert Slide Numbers

You can add a slide number or the date and time anywhere on a slide by adding a placeholder or
text box to the slide.

1. On the slide, click the placeholder or text box on which you want to add the
slide number.

2. On the Insert tab, in the Text group, click Slide Number.

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5.6 To insert Date and Time

A date and/or time can also be added using the Header and Footer window or anywhere else on
the slide.

To add the date and time to a slide:

1. On the slide, click the placeholder or text box on which you want to add the
date and time.

2. On the Insert tab, in the Text group, click Date & Time.

3. In the Date and Time dialog box, under Available formats, select the
format that you want, and then click OK.

6. Saving and Printing

You can save files to a library on a Microsoft Windows SharePoint Services site, as well as to other
locations, where you can collaborate on the files with other people.

6.1 To save a presentation:

1. Click the File tab, and then Click Save. (Or) Press CTRL+S.The Save As
dialog box is displayed.

2. Type the presentation name in the File name box.

3. Click Save.

6.2 To Print the slides

One new feature in PowerPoint 2010 is the File tab. This tab incorporates many of the features in
the 2003 and 2007 versions of PowerPoint but makes them much more user friendly. PowerPoint
provides a variety of Print options such as automatically previewing your document and selecting
specific formats in which your slides will print.

1. Click on the File tab, then the Print command.

2. Select your Print options and click Print command.

6.3 To see Print Preview

When you select the Print command under the File tab, your document will automatically appear
in as a preview of what will print. If you change your print options, the preview will change
accordingly. To view each page click on the left or right arrows next to the page number in the
box and the bottom middle section of your screen.

6.4 To set Print Layout

You are able to select how you would like your slides to be printed by selecting the down arrow
next to the Full Page Slides command.

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1. Click on the format would like your slides to print in. The different options are:

• Full Page Slides – print out with each slide on a full page

• Handouts - print out with up nine slides per page

• Notes Page - print out of one slide per page including any notes you may have added
in the Notes Pane while creating your presentation

• Outline View - print out of your text from all of your slides in an outline format.

2. Click Print command.

6.5 To set Slide Color

Another helpful printing option allows you to print your slides in different hues. This can reduce
the amount of expensive color ink when printing PowerPoint slides.

1. Click on the Color command.

2. Select the color you would like your slides to appear.

3. Preview the slides and then click on the Print command.

7. Summary
Action buttons hyperlink any slide with another slide/file. Animation controls the appearance of
text, images and graphics on the slide. It also aids in focusing the attention during the
presentation. Using master slide, a uniform style can be created for all the slides in the
presentation. PowerPoint presentations can be saved as web pages or can also be printed.

8. Lab Exercise
1. Open an existing presentation and set action buttons on the first slide.
Hyperlink it to the last slide.

2. Animate the text, object and images on the slides.

3. Change the style of all the slides using slide master. Insert date, footer and
slide number.

4. Save the presentation as a web page.

5. Print any one slide.

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Structure

1. Introduction to Photoshop

2. Objectives

3. Photoshop Screen

4. Exploring Tool box

5. Exploring Tools
Computing Skills for All - CSA

6. Working in Photoshop

7. Working with Selection Tools

8. Working with Painting Tools

9. Working with few Photoshop effects

10. Designing Your Cards

11. Summary

12. Exercises
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1. Introduction to Photoshop CS

Photoshop is the popular image-editing application. It consists of full range tools, which aid in selection, painting,
editing, color correcting and also rendering a vast variety of special effects.

To start photoshop:

• Click Start > All Programs > Adobe Photoshop CS.

2. Objectives

After finishing this session, you will be able to

• Understand the interface Photoshop screen

• Know the different types of tools and its usages

• Know the different types of filters and its usages.

3. Photoshop Screen

Let us start by getting to know the Photoshop CS workspace. When you first start Photoshop with the default
preferences, you should see something like the screenshot here.

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The main components of the Photoshop workspace are:

Name Description
Menu bar
You will probably already be familiar with the menu bar from other programs. This
runs across the top of your Photoshop window, and contains various menu options for
Photoshop’s tools.

Options bar
The options bar is beneath the menu bar and holds contextualized options for
different tools. It also contains the workspace menu, where you can save and load
arrangements of palettes.

Toolbox
By default, the toolbox sits to the left of your Photoshop window, and contains
shortcuts to Photoshop tools for creating and editing images.

Palettes
Palettes help you monitor and modify images. Individual “panes” that hold
information or options for working with your file, known as palettes (or panels), float
on the righthand side.

Each palette is labeled with a tab, and can be minimized, closed, grouped with other
palettes, or dragged in and out of a panel dock.

Document win-
Each open document has its own document window with a status bar at the bottom.
dow
The status bar sits to the right of the zoom percentage displayed in the bottom
left-hand corner, and displays information that’s specific to the document.

Main window
The main window contains the work area. Where you can create, edit and delete
graphics and text.

4. Exploring Toolbox
4.1. Using toolbox

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Photoshop’s toolbox is the tall, narrow palette that sits along the left edge of the workspace. The toolbox contains
many of the tools you will be working with in Photoshop.

You select a tool by clicking its icon in the toolbox. A small triangle at the lower right of a tool icon indicates hidden
tools. Positioning the pointer over a tool displays a tool tip with the tool’s name and keyboard shortcut.

Try this now by clicking on the rectangle marquee tool and changing to the elliptical marquee tool. Don’t worry
about using each tool for now; we will get to that soon enough. For now, you should just get to know the tool
locations and their icons.

5. Exploring Tools
Name Description
Rectangular Marquee Tool (M): Use this tool to make selections on your
image, in a rectangular shape.

Holding the [Shift] key while dragging your selection, restricts the shape to a
perfect square.
Move Tool (V): Use this tool to, well, move things. Usually you use it a Layer
around after it has been placed.

Hold the [Shift] key to limit the movements to vertical/horizontal.

Polygon Lasso Tool (L): Use this tool to draw selections in whatever shape
you would like. To close the selection, either click on the beginning point
(you’ll see the cursor change when you’re on it), or just double-click.

When holding the [Ctrl] key, you’ll see the cursor change, and the next time
you click, it will close your selection.
Magic Wand Tool (W): Use this tool to select a color range. It will select the
block of color, or transparency, based on wherever you click. In the Options
Bar at the top, you can change the Tolerance to make your selections more/
less precise.
Crop Tool (C): Use this tool to crop your image. It works similarly to the
Rectangular Marquee tool. The difference is when you press the [Enter/
Return] key, it crops your image to the size of the box. Any information that
was outside of the box is now gone. Not permanently, you can still undo.

Slice Tool (K): Use this tool to split up one image into smaller ones when
saving out. This tool is used mostly for building websites.

Healing Brush Tool (J): Use this tool to repair scratches and specs and stuff
like that on images. It works like the Brush tool.

You choose your cursor size, then holding the [Alt] key, you select a nice/
clean area of your image.

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Name Description
Brush Tool (B): Use this tool to paint the image ,in whatever color you have
selected, and whatever size you have selected. This is one of the first tools
ever.

Clone Stamp Tool (S): Use this tool to copy of the information from the first
selected area to the second. This is very similar to the Healing Brush Tool.

History Brush Tool (H): Use this tool just like the Brush Tool except the
information that it paints with is from the original state of your image. If you
go Window > History, you can see the History Palette. The History Brush
tool paints with the information from whatever History state is selected.

Eraser Tool (E): Use this tool to erase information by clicking and dragging
it. This is the anti-Brush tool. It works like an eraser and If you’re on a Layer,
it will erase the information transparent. If you are on the background layer, it
erases with whatever secondary color you have selected.

Gradient Tool (G): Use this tool to make gradient colors. It creates a
blending of your foreground color and background color when you click and
drag it.

Blur Tool (R): Use this tool to make things blurry. Click and drag to make
things blurry. The more you click and drag, the blurrier things get.

Dodge Tool (O): Use this tool to lighten whatever area you use it on. As long
as it is not absolute black. Absolute black won’t lighten.

Path Selection Tool (A): Use this tool when working with paths.

Horizontal Type Tool (T): Use this tool to type text. You can click a single
point, and start typing right away. Or you can click and drag to make a
bounding box of where your text/type goes.

Pen Tool (P):Use this too to create paths, in which you would use the Path
Selection Tool to select the path. Paths can be used in a few different ways,
mostly to create clipping paths, or to create selections.

You use the tool by clicking to add a point. If you click and drag, it will change
the shape of your path, allowing you to bend and shape the path for accurate
selections and such.

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Name Description
Rectangle Tool (U): Use this tool to draw a Shape Layer in the form of a
rectangle. It fills the rectangle with whatever foreground color you have
selected.
Notes Tool (N): Use this tool to add small little note boxes to your image.
These are useful if you’re very forgetful or if you’re sharing your Photoshop
file withsomeone else.

Eyedropper Tool (I): Use this tool to change your foreground color to
whatever color you click on.

Holding the [Alt] key will change your background color.

Hand Tool (T): Use this tool to move your entire image within a window.
You can really make short work of your job with this Tool. So if you’re zoomed
in and your image area is larger than the window, you can use the Hand Tool
to navigate around your image. Just click and drag.

Zoom Tool (Z): Use this to zoom into your image.

Hold the [Alt] key to zoom out

Color box: Use this tool to select the Foreground (in the front) and
Background (in the back) colors.

6. Working with Photoshop

Now that you’ve been introduced to the Photoshop workspace and have a basic idea of where everything is, let’s
start learning about the basic operations.

6.1. Basic File Operations

Creating a New File

1. Choose File > New, and the following dialog box appears.

2. Enter the file name in the Name field of the dialog box.

3. You can alter the size of the file in terms of height and width.

4. You can alter the resolution. By default, photoshop uses 72 as the default pixels per inch.

5. The mode can be set at either of the following modes as CMYK, RGB, Lab, Raster or
grayscale.

6. Contents allow you to set the background color of the image. White is the default
background color.

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Opening an Existing File

1. Choose File > Open.

2. sSelect the file you want to open.

3. Click Open.

Saving a File

This is used to save in the same file.

1. Choose File > Save.

2. Enter the file name.

3. Click Save.

Save as

This is used to save a file in a different name.

1. Choose File > Save As.

2. Enter the file name.

3. Click Save.

Save a Copy

This is used to change the Adobe Photoshop file into different file formats.

1. Choose File > Save a Copy.

2. Enter the file name you want.

3. Select the File format.

4. Click Save.

Close

1. Select the file you want to close.

2. Choose File > Close.

Exiting Photoshop

• Choose File > Exit.

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7. Working with Selection Tools

7.1. Using Marquee Tool

We use selections in Photoshop to isolate editing to specific

areas in an image, or for cutting out portions of an image.

Unless you are entirely new to Photoshop, you probably

have some familiarity with the marquee selection tools.
It is difficult to do much of anything in Photoshop without
them.

Marquee tools (M) are used to create rectangular or elliptical selections, including selections that are “single row”
(one pixel tall, stretching across the entire width of the document) and “single column” (one pixel wide, stretching
through the entire height of the document). To make single-row or single-column selections, click with the
appropriate tool on the image area where you want to select a row or column.

The marquee tools have some options you can access by double clicking the tool to bring the options palette to the
front. You can adjust the feathering, anti-aliasing, and style.

Feathering

Feathering lets you fade the edge of the selection, but in most cases you will leave this setting to zero since there
are more accurate ways of feathering a selection after it has been drawn.

Anti-aliasing

Anti-aliasing smoothes out the edges of the selection. You’ll rarely, if ever, need to deactivate this. It will be
unavailable for the rectangle selection tool because rectangles always have hard edges.

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Style

The style menu lets you make more precise selections. When constrained aspect ratio is chosen you can choose the
ratio of width to height. With both values set to 1 you would only be able

7.2. Using Move Tool

The Move Tool (V) moves a selected area or an entire layer. You can invoke the Move Tool temporarily when
using most other tools by holding down the Ctrl key.

Move and copy shortcut

For most tools, holding Ctrl + Alt and dragging a selected area will temporarily invoke the Move Tool, allowing you
to move and duplicate the selected layer quickly.

You can also duplicate a layer by holding down the Alt key while using the Move Tool, as shown in the image below.

7.3. Using Lasso Tools

You can use the Lasso tools (L) to create freeform selections. The Lasso Tool comes in three different forms:

Lasso Tool (L) - Click and drag the Lasso Tool to draw a selection area. Releasing the mouse but-
ton will close the selection by joining the start and end points with a straight line.

Polygonal Lasso Tool (L) - Click at different points to create vertices of a polygonal
shape. Close the selection by moving your cursor to the beginning and clicking once, or pressing the Enter key.

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Magnetic Lasso Tool (L) - If you think you need help with making your selection, try the
Magnetic Lasso Tool. Photoshop will attempt to make a “smart” selection by following the edges of contrast and
color difference. Click once near the “edge” of an object and follow around it -Photoshop will automatically lay down
a path. You can also click as you follow the line to force points to be created on the path. Close the selection by
pressing the Enter key or clicking at a point near the beginning of the selection.

Lasso Tool (L) Polygonal Lasso Tool (L)

7.4. Using Magic Wand Tool

The Magic Wand Tool (W) selects areas of similar color.

Before After

7.5. Using Crop Tool

The Crop Tool (C) is used to trim images. Create a selection using the Crop Tool, then double click the center
of the selection, or press Enter, to crop the image to the size of the selection.

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Before After

To cancel without cropping, select another tool or press the Esc key.

8. Working With Painting Tools

Photoshop provides drawing and painting tools that allow you to create your own shapes and backgrounds.

8.1. Using Brush Tool

The Brush Tool (B) is suitable for soft-edged painting or

drawing. Draw strokes by clicking and dragging the mouse
over the canvas. You can change the brush size and other
settings in the options bar at the top of the window.

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8.2. Using Pencil Tool

The Pencil Tool (B) is suitable for hard-edged drawing or painting and has similar options to the Brush Tool for setting
its size, opacity, and more. The Pencil Tool is often used for drawing on, and editing individual pixels in, zoomed-in
images.
Pencil Tool (B)

8.3. Using Eraser Tool

The Eraser Tool (E) removes pixels from the canvas. You can choose between Pencil, Brush, or Block mode from the
Mode drop-down menu in the options bar.

Eraser Tool (E)

8.4. Using Paint Bucket Tool

The Paint Bucket Tool (G) fills a selection with a flat color. To use the Paint Bucket Tool, click once in the area that
you wish to fill. If the chosen area is not within a selection, the Paint Bucket Tool will fill all similarly-colored pixels
within the vicinity of the clicked area.

Before After

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8.5. Using Gradient Tool

The Gradient Tool (G) fills a selection with a blend of two or more colors, known as a gradient. You can easily
create your own gradient, or use any of the preset gradients available in Photoshop.

• Display the gradient presets and tools by clicking on the small triangle on the right-hand side of the
Gradient Tool.

• Apply a gradient by setting your desired colors, choosing your gradient style, then clicking and dragging the
cursor over the area to be filled.

Before After

8.6. Working with Text Tool

Using Text Tool

The Type Tool lets you to type text. You can click a single point, and start typing right away. Or you can click and
drag to make a bounding box of where your text/type goes.

1. Go to Horizontal Type Tool.

2. Write your text.

To change the text:

• Go to Window > Characters.

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8.7. Working with Eyedropper Tool

Using Eyedropper Tool

The Eyedropper Tool (I) lets you sample another color from your image, and set this as the foreground color. In
fact, it’s actually possible to sample colors from anywhere in your display and even from other applications outside
of Photoshop. Simply click inside the document window, then drag the cursor to the color you wish to sample. Click
to select that color.

The Eyedropper Tool also allows you to set the background color. To do so, hold down the Alt key as you select
colors using the eyedropper. The Paint Brush, Pencil, Paint Bucket and any of the other painting or drawing tools can
temporarily be turned into the Eyedropper Tool by holding down Alt (Option).

Eyedropper Tool

8.8. Working with Zoom Tool

Using Zoom Tool

1. Select the Zoom tool to magnify or reduce the view of an image.

2. Drag over the part of the image you want to magnify.

Zoom Tool

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9. Working with Few Photoshop Effects

9.1. Artistic

Step 1 Step 2

Step 3 Step 4
Step 3

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9.2. Brush Strokes

Step 1 Step 2

Step 3 Step 4

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10.Designing Your Cards

10.1. Designing a Birthday Card

Step 1: Create a new file and name it as Birthday.

Step 2: Open an image.

Step 3 :Select (Move Tool) from toolbar. Drag the image and place it in the file.

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Step 4: Select Horizontal type tool from the toolbar.

Step 5: Type your text near or on the image wherever you want it.

Step 6: Select the text and right click the mouse, from the pop up menu.

• Select Warp Text...

• The Warp Text window appears. (Or)

Click (Create Warped Text) on the tool bar.

Step 7: Click on the Style drop down menu and select the text style.

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Step 8: Open an image (related to birthday) and place it in the file.

Step 9: To add extra shapes, Select the Custom Shape Tool from the toolbox.

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You get the shapes on the options bar as shown below

Step 10: Select the Shape and draw it

Step 11: Open a new image and place it in the file.

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The birthday card is ready.

10.2. Creating Congratulations Card

Step 1: Create a new file and name it as Congratulations.

Step 2: Create the gradient background

Click (Gradient Tool) from the toolbox. Drag the gradient tool on the file.

Step 3: Open an image and give layer effects.

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Step 4: Using the text tool, type the text.

Step 5: Select the text and apply layer Style.

Click Layer > Layer Style.

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Select the any of the layer styles. And click OK.

After applying the layer style (Drop Shadow) the text will look like this:

Step 6: Open the photo of the person whom you are going to congratulate. Drag the e image and place it in the file.

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Step 7: Choose the Custom Shape Tool from the toolbox.

Select a Frame. Draw the frame on the image.

Step 8: Click Edit >Free Transform (Or)

Press Contrl+T - to resize the image.

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Step 9: Resize the image. To remove the unwanted parts of image click (Eraser Tool) from the toolbox.

Step 10: After erasing the unwanted parts, the image will look like this:
Now that the congratulation card is ready.

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11.Summary
• Selection tools are used for selecting areas areas in an image for painting , editing or adding special effects.
Marquee, lasso and magic wand are the selection tools.

• Editing Tools: Blur, Sharpen or Smudge colours in an image.

• painting tools are used to modify images by filling colours in them.

• Transformation can be done using the Free Transform or Transform command.

12. Exercises

Apply the options you have learned in Photoshop and prepare the following:

1. Create a birthday card for your friend who is celebrating his/her 30th birthday.

• Use the selection tool and text tool to create the card. Place the appropriate images.

• Save the file as Happy Birthday.psd

2. Imagine that one of your friends is celebrating his/her 25th silver jubliee of religious
ordination Prepare a greeting card to wish your friend.

3. Prepare a greeting card to congratulate your friend who has scored first grade in UG degree.

4. Create a greeting card for your parents for their 25th wedding anniversary.

5. Create a birthday invitation to invite your friends for your birthday party.

6. Use minimum of 10 tools and prepare any greetings for your friends and family.

7. Prepare a greeting card for your school annual day.

8. Prepare an invitation card for your house inauguration.

9. Prepare a Photo album which has floral border on the edges.

10. Use the filter option in different ways possible.

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 V INTERNET

UNIT V
Chapters

1. Internet Basics

2. Working With Email

3. Chatting

4. Search Engines

5. Internet Applications
 1 INTERNET BASICS

Structure

1. Introduction

2. Objectives

3. Network

4. A Basic Guide to the Internet

5. Services of Internet

6. Requirements for Getting Internet Connection

Computing Skills for All - CSA

7. Types of Internet Account and Connection

8. Who Owns the Internet?

9. Summary
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1. Introduction
Internet is a global network connecting millions of computers across the world. More than 100
untries are linked into exchanges of data, news and opinions. This unit deals with the basic
information that one should know about internet and its services.

2. Objectives
• To know Internet basics

• Services Provided by Internet

• Basic Requirements to get an Internet Connection.

• Type of Accounts

3. Network
3.1. Network
Network is collection of computers that are combined together by the physical medium like cable
to share information as in the form of files, resources like printer, scanner, etc. and for
communication. Network is classified into four categories based on the factor of distances,

which are LAN, MAN, WAN, SAN.

LAN (Local Area Network) - If the distance factor is relatively limited area then we call the
network as LAN. i.e., with in the building.

WAN (Wide Area Network) - This spans the entire country and can be owned by multiple
organizations.

MAN (Metropolitan Area Network) - This is in between LAN and WAN and it spans the city.

SAN (Satellite Area Network) - In case of Satellite Area Networks, the mode of communication
is via Satellites.

3.2. Internet
Internet is a window to global Information Super Highway. It can be defined as the network of
networks, to share resources like files and programs and to communicate.

3.3. How computers in the network communicate?

• Computers in the Net communicate with the help of protocol called TCP/IP (Transmission
Control Protocol and Internet Protocol). Protocol is a set of rules defined on the net for
communication.

• Each computer in the Net recognizes the other with the help of an IP address,
which is unique for each system.

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4. A Basic Guide to the 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 and are growing.

No one is in charge of the Internet. There are organizations which develop technical aspects of
this network and set standards for crdeating applications on it, but no governing body is in control.
The Internet backbone, through which Internet traffic flows, is owned by private companies.

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 or
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, breaking news, shopping opportunities, and much more.

The Internet consists primarily of a variety of access protocols. Many of these protocols feature
programs that allow users to search for and retrieve material made available by the protocol.

4.1. How Does the Internet Work?

The Internet is a worldwide collection of computer networks, cooperating with each other to
exchange data using a common software standard. Through telephone wires and satellite links,
Internet users can share information in a variety of forms. The size, scope and design of the
Internet allows users to:

• connect easily through ordinary personal computers and local phone numbers.

• exchange electronic mail (E-mail) with friends and colleagues with accounts on the
Internet.

• post information for others to access, and update it frequently.

• access multimedia information that includes sound, photographic images and even video

• access diverse perspectives from around the world.

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4.2. What Kinds of Information are Available?

In addition to text documents, the Internet makes available graphics files (digitized photographs
and artwork), and even files that contain digitized sound and video. Through the Internet, you can
download software, participate in interactive forums where users post and respond to public
messages, and even join “chats,” in which you and other users type (and, in some cases, speak)
messages that are received by the chat participants instantly.

4.3. How Do People Use the Internet?

Obviously, the Internet can bring you a whole host of capabilities. But how can they be put to
practical use? Among the ways that users take advantage of the Internet are:

• Sharing research and business data among colleagues and like-minded individuals.

• Communicating with others and transmitting files via E-mail.

• Requesting and providing assistance with problems and questions.

• Marketing and publicizing products and services.

• Gathering valuable feedback and suggestions from customers and business partners.

The Internet’s potential is limited only by users’ vision and creativity. And as the Internet grows,
new and innovative uses will surely follow.

5. Services of Internet
Internet provides the following services to the users.

5.1. Services

HTTP (Hyper Text Transmission Protocol) - It is a protocol used for surfing web-based
document in the WWW (World Wide Web).

FTP (File Transmission Protocol) - FTP helps us to get and put the files from the remote side
with access permission.

Telnet
Telnet provides a way to login to the remote system.

E-mail
It enables people to exchange their information at the instance of time. It is inexpensive compared
to any mail services. Free e-mail services are available like Yahoo, Rediffmail, Hotmail etc.

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Informative Giant
WWW (World Wide Web) feeds the people with all kinds of possible information on different field
like Sports, Education, Entertainment, etc., which are offered by the Universities, companies and
individual.

Free Program
User can find thousands and thousands of free programs like word processors, spreadsheets,
graphical tools, etc on the Internet. This can be downloaded by the user for use. If you want to
experience it visit http://www.download.com.

Discussion Groups
Discussion makes the room for the people with the similar taste. Using this the people of similar
taste come together and have conversation over their interested areas and even we can create
new discussion group on our interested subject, say Church, Spiritual and ask the other to get into
discussion.

On-line Shopping
It makes a man too luxury. The user can order his/her products by visiting the Electronic Shop and
the payment takes using Smart Card.

Advertisement
The Business people can advertise their company and products in the most visiting web site of the
users like Yahoo, Rediff etc. so that they can benefit by making the people to know about their
new products.

6. Requirements for Getting Internet Connection

A person can get Internet connection if he fulfills the following requirements.

6.1. Software Requirement

Dialup Software
It is used to establish a connection to the ISP (Internet Service Provider). ISP is a company from
whom the user can be connected to the Internet with nominal fee. The known ISPs in India
are VSNL, SatyamOnline, etc.

Browser
Once the connection gets established the user needs a good browser. Browser is the software,
which helps the user to surf the information on Internet. The well known browsers are Internet
Explorer, Mozilla Firefox, Mosaic etc.

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6.2. Hardware Requirement

Computer can communicate with the other Computers on the Internet using modem and Telephone
line. The required equipments are:

Computer
The basic requirement for getting into Internet is a computer with the operating system like
Windows 95/98/ME/XP, UNIX.

Telephone Line

Telephone line (Separate line is recommended) acts as a bridge between the ISP and the user’s
modem, and the information transmission takes place through it.

ISDN (Integrated Service Digital Network) Line

An alternative to ordinary telephone line is ISDN, which transmits the data over the digital

telephone line. ISDN is two to four times faster than the fastest modems. User of ISDN lines on the

Internet can transmit or receive text, graphics, sounds and video quickly. Many telephone

companies offer this service. Business people can go for this service. While choosing ISDN service,

the appropriate modem needs to be selected.

Modem

Modem connects the user’s computer and the telephone line for establishing connection to the

Internet. If the modem is quicker, this saves accessing time and money. The importance of modem

comes to light during the surfing process. It is recommended to have modem with the speed of

14.4 kbps. If it is of 28.8 kbps, then the user can enjoy the surfing process.

Modem are of three categories

1. Internal Modem

2. External Modem

3. Fax Modem

Internal Modem
An internal modem can be fit with in the computer. It is less expensive compared to external
modem.

External Modem
External modem is placed outside the computer.

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Fax Modem

Fax modem enables the user to send fax from the computer to the other Fax machine. It is also
used as modem to get hooked to the Internet.

6.3. Selecting ISP (Internet Service Provider)

After having the required resources, the user has to select a good ISP. ISP is a company from
whom the user gets connected to the Internet. It is recommended to choose the better and nearer
ISP. During the selection process of an ISP the following points must be considered.

• Is there a flat rate for unlimited access?

• Is it possible to reach the ISP through the local telephone call?

• Do the ISP provide service round-the-clock?

• Is there any storage and download limitation on e-mail and downloading of data
correspondingly ?

• Do you get free Web publishing space. Web publishing is the process of publishing our
information in the server for global use.

7. Types of Internet Account and Connection

7.1. Internet Accounts

A user can connect to Internet either by Shell Account or TCP/IP Account. Mostly the users on the
net use TCP/IP Account.

Shell Account

It provides text based browsing environment. It is less expensive and faster than TCP/IP account,
but it is not preferred by many users because of text based surfing.

TCP/IP Account
It’s just opposite to Shell Account in cost and access speed. It makes the surfer to be happy with
its graphical environment.

7.2. Internet Access

Depending upon the link with the Internet the access varies. While direct Internet connections
offers the free and fastest access to the Internet, links through Service provider or other service
might offer less than full access. In general, there are two types of access.

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Full Access
It allows the user to take advantages over the all the Internet services like e-mail, FTP, etc.

Limited Access

This type allows the user to do a few things on Internet. Mostly the user can use only e-mail
facility and possible USENET. It puts more limitation on the user.

7.3. Internet Connections

The two types of Internet connections are Dialup and Dedicated. The user either can have Dialup
or Dedicated connection according to their need. Major organizations opt for dedicated connection.

Dialup Connection
In order to get into Internet user dials to his/her ISP and establishes the connection and then goes
for surfing the Internet.

Dedicated Connection
The computer with the dedicated connection will have a router installed on its side, and a dedicat-
ed telephone link is established between the computer and the Service provider. The user directly
gets into the Internet.

8. Who Owns the Internet?

The Internet known to us is not in the hand of a single person or a company. The maintainers and
donors of the Internet are scattered all over the world.

• Many Companies, Government agencies, Colleges and Universities throughout the world
make payment to operate and maintain their part of the Internet.

• The information sent by the user passes through the different users network and reaches
the destination. Hence, long-distance charges are saved.

8.1. Information Provider on Internet

Governments
Information regarding the Government Budgets and other nationally important reports provided by
Government makes the people to be aware of the Government status and it’s progress to people.

Colleges and Universities

Education Institute, educates the people by providing the journal and papers regarding the leading
technologies in various fields.

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Companies
Companies provide free information about their products in order to promote their products and to
maintain a good reputation. For instance the Microsoft provides free information about it’s products
and technologies on the internet (http://www.microsoft.com).

News & Magazine publications

News & Magazine publishers provide day-to-day news. Many news publishers allow the users to
have a glance over the older news papers and magazines.

Individuals

Individuals too supply information to the community at large through their web sites.

9. Summary

• Internet is network of networks.

• Internet forms a global community all over the world.

• A PC, Modem and Telephone are the basic hardware requirements and browsers are needed
to have an Internet Connection and work on it.

• Internet is one among the best Information Provider.

• No one owns the Internet.

• People govern it all over the world.

• Information Providers on the Net are Companies, Universities, and Government.

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Structure

1. Introduction

2. Objectives

3. Working with Yahoo! Mail

4. Working Safely with Email Attachments

5. Working with Folders

6. Working with Contacts

Computing Skills for All - CSA

7. Working with Lists

8. Summary
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1. Introduction

Electronic mail (also known as E-mail) is one of the most commonly used services on the
Internet, allowing people to send messages to one or more recipients. E-mail was invented
by Ray Tomlinson in 1972.

Short for electronic mail (E-mail), the transmission of messages over communications networks.
Some electronic mail systems are confined to a single computer system or network, but others
have gateways to other computer systems, enabling users to send electronic mail anywhere in the
world. E-mail enables fast, flexible, and reliable communication. This unit deals with sending and
receiving mails using Yahoo, a free mail service provider.

2. Objectives
• Creating an e-mail account

• Working with Yahoo e-mails

• Sending, receiving messages with attachments

• Working with Yahoo! Contacts and lists

3. Working with Yahoo! Mail

3.1. Creating Email Account

1. Type www.yahoo.com in the address bar of the browser and press Enter.
The Yahoo Home page is displayed.

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2. Click SIGN IN link at the top of Yahoo page, if you have already Yahoo ID.

3. Click Sign Up if you don’t have Yahoo account ID. The Yahoo Registration page is
displayed.

4. Enter Name and Last Name in the boxes.

5. Select Gender, Birthday, Country and Language from the lists.

6. Type Yahoo! ID and Email in the box and click Check for the availability of the ID.
If the ID is already used by another yahoo user, go for the alternative username.

7. Type Password in the box. Password must be at least 6 characters in length.

8. Type Re-type Password in the box to ensure accuracy.

9. Type Alternate Email (optional) in the box.

10. Select Secret Question 1 from the list.

11. Type Your Answer in the box.

12. Select Secret Question 2 from the list.

13. Type Your Answer in the box.

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After completing the registration, you will be rewarded with the confirmation page.

3.2. Accessing Your Mail from a Web Browser

Yahoo! Mail is web-based email. This means that your Yahoo! Mail account is actually a web site
residing on a Yahoo! Mail server. With your Yahoo! ID, you can send, receive mail, and chat from
any computer with an Internet connection and a web browser.

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When you use a web-based mail client, your email is stored in your mailbox on a Yahoo! Mail
server. None of the messages that you send or receive are stored on your local computer. The
browser interface allows you to read, forward, organize, and delete email messages that are stored
in your mailbox. It also lets you send email messages using your Yahoo! Mail account.

To access Email account:

1. Make sure that the computer you are using is connected to the Internet.

2. Launch a web browser, such as Mozilla Firefox or Internet Explorer.

3. Type http://mail.yahoo.com in the address bar of the browser and press Enter.
The Yahoo! Mail sign in page is displayed.

4. Enter Yahoo! ID and Password in the boxes and click Sign In. Your personal email
page is displayed.

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3.3. Composing and Sending Messages

1. Click Compose Message on the left side of your Yahoo! Mail page.
The Compose Page is displayed.

2. Type To: email address of the person you are sending to.

Notes: Cc and Bcc

Type Cc: email address if you want to send a copy of your email to anyone else.
Others receiving this email will be able to see anyone listed in the Cc: field.
Cc is Carbon copy. If you want to send a copy of your email to someone and not let
anyone else see that they’re getting a copy, use Bcc. Bcc is “Blind carbon copy”.

Multiple Recipients

Sending your email to more than one person. Add additional email addresses in To:
box and separate them with commas.

Check spelling

While composing and email, you can check the spelling in your email. Just click

(Spelling) at the top of the page. If you want to localize your spell check to a

specific language, click (the down-arrow next to the Spelling) and Select the

appropriate language from the drop down menu.Misspelled words are underlined in red.

3. Type Subject: in the box.

4. Click Attach if you want to attach a file with mail.

5. Type the message in the text box and click Send.

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3.4. Reading Messages

Yahoo! Mail stores email messages in mail folders. Initially, all of your incoming email messages
arrive in your Inbox folder (except suspected spam, which goes directly into your Spam folder).
To read a message, click a message in the Inbox.

1. Click Inbox on the left side of your Yahoo! Mail. A list of messages is displayed.

2. Click the message to read.

3.5. Replying to Messages

Yahoo! Mail gives you two ways to reply to messages:

• Reply to Sender - you can reply to the sender only.

• Reply to All – you can reply to the sender and everyone else who received the message.

To reply to sender:
1. Click the message you want to reply.

2. Click the down-arrow next to Reply.

3. Select Reply to Sender or press r.

The new message tab is displayed with the email address of the sender automatically in the
address box, the Subject box with the subject of the original message preceded by “Re” to
indicate that it is a reply, and the text box with the text of the original message.

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4. Type your reply in the text box above the original message.

5. Click Send.

To reply to all:

1. Click the message you want to reply.

2. Click the down-arrow next to Reply.

3. Select Reply to All or press a.

The new message tab is displayed with the email addresses of the sender automatically in
the address boxes, the Subject box with the subject of the original message preceded by
“Re” to indicate that it is a reply, and the text box with the text of the original message.

4. Type your reply in the text box above the original message.

5. Click Send.

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3.6. Forwarding Messages

You can forward the messages that you receive to other people. When you forward a message,
Yahoo! Mail displays the new email message tab. So, you can enter email addresses in the address
fields and add your own message to accompany the forwarded message.

To forward message to others:

1. Click the message to forward.

2. Click Forward at the top of your mail page or press f.

The New Email Message tab is displayed and automatically with the subject from the
original message preceded by “Fw” to indicate that it is a forwarded message in the
Subject box.

3. Type To: address in the box.

4. Type your message in the text box, if you like and click Send or press s.

3.7. Changing the Theme of your Yahoo! Mail Page

You can change the overall appearance of your page by choosing from a wide range of themes.

1. Click Options in the upper-left corner of the mail page.

2. Click Themes. The Themes window is displayed.

3. Click any one of the themes you like from the window.

4. Click . The theme is applied to your mail page.

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3.8. Using Filters to Sort Incoming Mail

If you want messages automatically sorted into different folders as they arrive in your account,
use Yahoo! Mail’s filtering feature. It automatically sort your incoming messages according to rules
that you set up. With filters, you don’t need to read through each message to decide where it goes
and then move it there yourself.

To create filter:

1. Click Options in the upper-left corner of the mail page.

2. Click Mail Options. The Mail options page is displayed.

3. Select Filters under Mail Options on the left side of the page.

4. Click Add. A form is displayed on the right where you can define the rules and the
destination folder for the new filter.

5. Type Filter Name in the box.

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6. Define one or more conditions for the filter’s rule. A rule has the following elements.
The area of the message the filter should look into—Your choice here is one of the
following:

• Sender - Who sent the messsage.

• Recipient - Who the message is addressed to.

• Subject - The subject text.

• Email Body - The message or body text.

Instructions on how the filter should handle the target text (the text you specify as
the criteria). The filter follows one of these instructions when looking into the area of
the message specified above:

• Contains - the area must contain the target text.

• Does not contain - the area must not contain the target text.

• Begins with - the area must contain the target text at the beginning.

• Ends with - the area must contain the target text at the end.

The text the filter should look for—this is the target text that identifies the message as one
you want Yahoo! Mail to automatically move to a certain folder. The case-sensitivity of the
match. Check the box in front of match case to indicate a case-sensitive match; otherwise
the match is case-insensitive.

7. Select the destination folder from the list where you want the message to be stored.

To edit filters

In addition to creating new filters and modifying the order in which your filters are applied, you can
edit filters.

1. Select the filter you want to edit. The selected filter’s current definition appears to the
right of the list.

2. Make changes to any part of the filter (name, conditions, destination folder).

3. Save the changes by clicking the filter.

To delete filters
You can delete the existing filters.

1. Select the filter you want to delete.

2. Click Trash icon.

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3.9. Avoiding Spam

Spam is any unsolicited message or posting, regardless of its content, that is sent to multiple
recipients.Websites that are not reputable, or ones that have received your permission
unknowingly through their privacy policies, may sell your email address to spammers. Just as
some merchants send junk mail to your house, spammers send unsolicited email with the hope
that you’ll buy their products or services.

Since sending an email is very inexpensive, spammers can afford to send millions of them—even
if only a small number of people respond by purchasing their products. They send their messages
from numerous different—and often falsified—addresses, which makes them hard to track.

To help reduce the amount of spam that comes to your Yahoo! Mail account:

• Never respond to unsolicited email. One response or “hit” from thousands of emails is
enough for spammers to justify the practice. In addition, a response lets the spammer
know that your email address is active, which makes it more valuable and opens the door
to more spam.

• Never send your personal information (credit card numbers, passwords, and so forth) in an
email. Spammers can fake the format of Yahoo! and other trusted sites. Yahoo! will never
ask you to send your password or credit card information by email.

• Never follow a spam email’s instructions to reply with the word “remove” or “unsubscribe”
in the subject line or body of the message unless you trust the source. This is often a ploy
to get you to react to the email, which lets the spammer know that your email address is
valid.

• Never click on a URL or web address listed within a spam email, even if the message tells
you that’s how you unsubscribe. This also alerts the sender that your email address is
active and can result in more spam.

• Never sign up with sites that promise to remove your name from spam lists. Although
some of these sites may be legitimate, most are actually address collectors. If a collector
records your address, they will value it more highly because it’s active.

• Never open an unsolicited email unless you have blocked HTML graphics. Blocking graphics
prevents spammers from being alerted when you open the message.

3.10. Using SpamGuard

The SpamGuard tool includes filters that automatically send suspected spam to a mail folder called
Spam. When SpamGuard is disabled, Yahoo! Mail delivers all incoming email, including spam, to
your Inbox (and, if you use filters, to other folders). When enabled, SpamGuard identifies suspect
messages and routes them to your Spam folder, where you can review them.

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1. Click Options in the upper-left corner of the mail page.

2. Click Mail Options. The Mail Options page is displayed.

3. Select Automatically move spam to Spam folder under Spam Protection to

indicate that SpamGuard is enabled.

4. Select the length of time you want Yahoo! to save messages in the Spam folder from the
Empty Spam Folder list.

5. Save your changes by closing the Options tab.

3.11. Avoiding Computer Viruses in Email Attachments

An email attachment is a file attached to and sent with an email message. The attachment can be
any type of file, such as an image, a text document, or a software program.

Computer viruses can enter your computer in many ways, but they’re often spread through email
attachments. Viruses can range from minor annoyances to very destructive software programs that
can wipe out all of the files on a computer’s hard drive. You can minimize your chances of falling
victim to these malicious programs by following these guidelines:

1. Never send, click, open, save, or run email attachments that you are not expecting. (Be
particularly cautious about executable files, which end with these extensions: .exe, .com,
.vbs, .lnk, .pif, .scr, .bat.)

2. Install up-to-date anti-virus software on your computer, and download the

latest virus definitions frequently.

3. Back up important files on your computer.

4. Delete the message immediately without opening the attachment, if you receive an email
attachment from someone you do not know and trust. If you know and trust the sender,
email the person to verify that they meant to send the attachment.

5. Make sure any attachments you send are virus-free. Yahoo! Mail automatically scans your
outgoing attachments for viruses. Include a description of the attachment in the body of the
message.

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4. Working Safely with Email Attachments

4.1. Sending Attachments with Outgoing Email Messages
You can send all types of files as attachments, including word processor or spreadsheet docu-
ments, audio files, image files (such as .bmp, .jpg, .gif), and more.

Notes:

With Yahoo! Mail, effective email virus protection is automatic. Anti-virus software in Mail
automatically detects and cleans viruses in incoming and outgoing email and attachments.

Be aware, however, that not all viruses can be detected and cleaned. There is a risk involved
whenever you download email attachments to your computer or send email attachments to others.
As provided in the Terms of Service, neither Yahoo! nor its licensors are responsible for any
damages caused by your decision to do so.

To send attachments with email messages:

1. While composing a message, click (Attachments). You can attach files at any
time before sending the message.

2. Click .
The File Upload dialog box is displayed.

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3. Locate the file you want to attach, select it, and click Open. The selected file is displayed in the
first attachment box.

Notes:

• You cannot attach the same file multiple times to the same email message. If you need
more attachment boxes, click Attachments. Yahoo! Mail adds another box. If you want
send large files, click Attach Large Files on the left side of the mail page. You can attach
up to 50 files with a total combined size of 25 MB.

• Norton Antivirus™ automatically scans all outgoing email attachments and will not let you
attach an infected file. Progress bars display the process of scanning and attaching each
file. When the process is complete, the Compose page opens with the attached file.

4. Click Send when all the files you want to send are listed.

4.2. Receiving Email Attachments

You know you’ve received an email with an attachment when you see a paper clip next to the
email’s subject in the mail folder. Open the message to see what type of file is attached.

1. Click the email message, which contains an attachment in the Inbox.

2. When the message is opened to read, a thumbnail of each attachment is displayed at

the bottom of mail message.

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4.3. Downloading Attachments

When you download an attachment from an email message, Yahoo! Mail uses Norton Antivirus™ to
automatically scan the file for viruses. Virus scanning can often “clean” a file that does have
viruses, so you can safely open and download the file onto your computer.

Note:

Not all viruses can be detected and cleaned. There is a risk involved whenever you down
load email attachments to your computer or send email attachments to others. As provided
in the Terms of Service, neither Yahoo! nor its licensors are responsible for any damages
caused by your decision to do so.

To download attached file:

1. Click the email message with the attachment.

2. Click the thumbnail for the attachment you want to download.

3. Click Download to download an attachment. The Download Attachment box is displayed.

4. Click . The Opening window prompts you to open or save the file.

5. Click Open to view the attached file in its original application (such as Microsoft Word or
Acrobat Reader), or click Save to download the file and save it on your computer.

Tips: When you open a file without saving it, your browser automatically downloads it to a
temporary location on your computer. When you close the file, your browser deletes
the temporary file.

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5.Working with Folders

With Yahoo! Mail, you can organize the incoming and outgoing messages in your mailbox into
different folders. For special-purpose, permanent folders come with your Yahoo! Mail account.
You can’t remove or rename these permanent folders.

• Inbox - By default, all incoming messages (except suspected spam) appear in your Inbox
folder. You can read your mail in the Inbox, then delete it, move it to another folder, or
leave it in the Inbox.

• Drafts - The Draft folder stores messages that you have composed but have not yet sent.
A message that you save in your Draft folder remains there until you either send it or delete
it.

• Sent - You have the option of saving copies of the email messages you send in the Sent
folder. This makes it very easy for you to review or resend the message, if the need arises.

• Spam - The Spam folder is a place SpamGuard sends suspected spam emails so they don’t
end up in your Inbox. Email spam, also known as junk email or unsolicited bulk email
(UBE), is a subset of electronic spam involving nearly identical messages sent to numerous
recipients by email. Unwanted commercial email – also known as “spam” – can be
annoying.

• Trash - When you delete messages in Yahoo! Mail, they are moved to the Trash folder.
The Yahoo! Mail server can delete messages in your Trash folder at any time without
warning. You can also empty the Trash folder yourself. Once messages are emptied from
the Trash folder, they are permanently deleted from the Yahoo! Mail server and cannot be
recovered.

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5.1. Creating New Folder

Yahoo! Allows you to create your own folders in which to store your messages and even instruct
Yahoo! Mail to deliver certain messages to specific folders. All mail folders, permanent and those
you create appear on the left side of the window, except when you are composing an email mes-
sage.

To create new folder:

1. Click (Add a new folder) next to the Folders label on the left side of your Yahoo!
Mail page if you don’t have personal folders.
The Add a New Folder box is displayed.

2. Type Folder name in the box.

3. Click . The personal folder is created successfully.

The new folder is available in the Folders list.

Notes:

To hide your list of folders, click (down arrow) next Folders label and if you want to
show your list of folders, click (left arrow) next Folders label.

5.2. Moving Messages between Folders

You can move messages between personal folders, as well as between your Inbox folder and your
personal folders.

There are some restrictions on moving messages into and out of the permanent folders.

• Drafts - You can’t move messages into or out of the Drafts folder. To save a message that
you’re composing in this folder, click the Save as a Draft button. To remove a message from
the Drafts folder, either send it or delete it.

• Sent - You can transfer messages out of the Sent folder, but you can’t transfer messages
into this folder. Once you move a message out of the Sent folder, you can’t move it back in,
unless you send it again.

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• Spam - The only way to move a message into the Spam folder is to mark it as spam.
You can move messages out of the Spam folder into any of your personal folders or Inbox.

• Trash - To move a message into the Trash folder, delete the message. If you delete a
message by mistake, you can move it from the Trash folder into another folder.
To permanently remove all messages in the Trash folder, empty the trash.

To move messages to folders:

1. Click Inbox on the left side of your Yahoo! Mail page to view all the mails you have
received.

2. Select the mails you want to move to your personal folders.

3. Click (Move selected emails to a folder [D])

4. Select the folder. Yahoo! Mail moves the messages to the selected folder.

5.3. Renaming Folders

You can change the name of a personal folder anytime.

1. Right-click on the folder you have created.

2. Click Rename Folder from the pop-up list.

3. Type the new name and press Enter.

5.4. Deleting Folders

You can delete folders completely when you no longer need it.

1. Right-click on the folder you have created.

2. Click Delete Folder from the pop-up list.

3. Click to confirm that you want to delete the folder.

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6. Working with Contacts

6.1. Yahoo! Contacts

Yahoo! Contacts is more than an online contact manager. Yes, it helps you organize contact
information. With Yahoo! Contacts, you also have a number of communication options including
sending an email, text message, and instant message while viewing a person’s contact details.
You can also organize contacts into lists and email everyone in the list.

• Click CONTACTS tab at top of your personal mail page. The list of contacts is displayed.

6.2. Adding Contacts

Yahoo! Contacts is only as good as the contact information it contains. So, be sure to add all the
details about your family and friends that you can.

• Add a contact by typing the name and the other information directly in Yahoo!
Contacts.

• Add a contact from an email message.

• Import contacts from another account, such as Outlook and Hotmail.

To add Yahoo! contacts:

1. Click CONTACTS tab at top of your personal mail page.

The list of contacts is displayed.

2. Click the New Contact at the top of the page.

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3. Enter First, Middle and Last names of the individual in the boxes.

4. Type Nickname of the individual in the box.

5. Enter Email, Yahoo Messenger ID details in the boxes. Select Don’t add to Yahoo!
Messenger List if you don’t add in the yahoo messenger list.

6. Enter Phone, Job and Employer details in the boxes.

7. Select either Home Address or Work Address from the list.

8. Select Country from the list.

9. Enter Address, City, State or Province and Postal Code in the boxes.

10. Type Website in the box

11. Select Birthday from the list.

12. Type Notes in the box.

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13. Click . Your contact list updates with the new contact information.

Note:

Click to expand each of the entry field and click to collapse it.

6.3. Editing Yahoo! Contacts

Yahoo! Contacts allows you to modify or add information for a particular contact.

To edit Yahoo! contacts:

1. Select the contact you want to modify.

2. Click Edit Details.

3. Make necessary changes.

4. Click

The contact details are updated successfully. (Or)

Click to discard the changes.

6.4. Sending Email to Contacts

You can send an email to contacts directly from your Yahoo! Contacts.

To send email to contacts:

1. Select the contacts to which you want to send emails.

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2. Click Compose Message. The Compose Page is displayed with the contacts’ email
addresses automatically in the To: box.

3. Compose and send your message.

7. Working with Lists

Lists are groups of contacts to whom you want to send the same email message. Create a list to
quickly send a message to up to 100 email addresses at once.

Use lists to:

• Send the same email to more than one person at the same time.

• Organize contacts for easier viewing.

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7.1. Creating New Lists

To create new lists:

1. Click CONTACTS tab at top of your personal mail page.

The list of contacts is displayed.

2. Click New List. The Create a New List box is displayed.

3. Type List name in the box.

4. Click .

The list is added successfully. (Or)

Click to discard the changes.

7.3. Editing Lists

After assigning contacts the list, you can add or remove contacts from the list.

To edit lists:
1. Click the name of the list you want to edit. The particular list page is displayed with
contacts.

2. Select the contacts and click Remove from list, if you want to remove the contact
from the list.

3. Double-click on the list to rename the list, if you change the list name.

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7.4. Sending Email to Lists

If you created a list of contacts, you can use it to send a new email message directly from your

Yahoo! contacts.

To send email to lists:

1. Click the list you want to use to send emails.
2. Select the contacts.

3. Click Compose Message. The Compose Page is displayed with the contacts’ email address
automatically in the To: box.

4. Compose and send your message.

8. Summary
• One can create email accounts with free mail service providers like, Yahoo, Gmail,Hotmail,
Rediffmail and so on.

• One can create folders, maintain addresses, and send and receive attachments after
scanning them for virus.

• Once can create various lists and send mails to those lists.

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Structure

1. Introduction

2. Objective

3. Working with Yahoo Messenger

4. Login in to Yahoo Messenger

5. Adding Friends to Your List

6. Checking if Your Friend is Online

Computing Skills for All - CSA

7. Making Contact with Your Friend

8. Introducing Skype

9. Downloading and Installing Skype

10. Working with Skype

11. Introducing Meebo

12. Working with Meebo

13. Setting up Your Mic & Sound

14. Webcam

15. What are Environments?

16. Summary
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1. Introduction
Chatting is real-time communication between two users via computer. Once a chat has been
initiated, either user can enter text by typing on the keyboard and the entered text will appear on
the other user’s monitor. Most networks and online services offer a chat feature. Interaction of
audio is called voice chat and integration of both audio and video is Video conferencing.

2. Objective

• How to Log on to an Instant Messenger System?

• How to add friends and chat?

• How to enable audio and video conferencing?

3. Working with Yahoo Messenger

Here’s How

1. Make sure that the computer you are using is connected to the Internet.

2. Launch a web browser, such as Mozilla Firefox or Internet Explorer.

3. Enter the address in the browser’s address field and press Enter:

4. Login in to Yahoo Messenger

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1. Start Messenger and log in. If you have just installed messenger then it should have
automatically opened.

2. Click Get a Yahoo! ID, if you don’t already have a Yahoo!® ID (email address).

The Login box is fairly self explanatory, enter your ID and your password in the boxes provided.
Then are three options:

• Remember my ID and Password

This option will save you the trouble of entering your ID and password each time you
use messenger.

• Automatically Login

This option will automatically login when yahoo messenger is started.

• Login under invisible mode

This option allows you to login to messenger but appear to be offline to anyone.

When you have entered your information and selected any options you want simply click login
and you will see the connecting to Yahoo! box.

5. Adding friends to your list

After opening the messenger program, you will see the main messenger box and click Add button
in messenger.

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you will now be presented with three options asking how you would like to add your friend,
By Yahoo! ID, By Email Address or Search for a friend. By Yahoo!® ID is the default way to
add a friend which is what we will use in our example, so click Next.

You will now see the Add a friend dialogue box similar to that You can create different groups for
your friends, for example you could have one group for family members and one group for work
colleagues, enter the name of the group you want to add to your friend Leave your identity as it is
(unless you want to change it for some reason). The Message to Friend box allows you to add a
small message to let them know you have added them.

When you have filled in all the information simply click the Finish button, you will then be told that
a message has been sent to the person with that Yahoo!® ID asking permission for you to add
them as your friend. It also asks you if you would like to enter any additional information about
your friend, for instance a nickname, if you do click Yes, otherwise click No.

Now you will see the friend in your friends list on the main messenger screen (see next part of
tutorial), don’t forget to tell your friend to add you to their friends list too.

6. Checking if Your Friend is Online

After adding a friend you will see their Yahoo!® ID and a small icon (face) appear in the main
messenger window.

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If your friend is offline (not connected or hasn’t given permission yet for you to add them to your

list) then the Yahoo!® ID . If your friend is online and they have accepted you as a friend then the
small face icon and name will appear like (helpwithpcs_friend) in our example below . In other
words when your friend is online and available the face will be brighter and smiling and the

Yahoo!® ID will be in bold letters.Also notice your status by default (unless changed) it is set to
I’m Available, this means that if you are on someone else’s friends list then they can see you are
online and contact you if they wish.Your status can be changed to Unavailable by clicking on the
small
arrow next to your status, this would make it appear that you are offline but you can still receive
messages.

7. Making Contact with Your Friend

To initiate contact with your friend is very straight forward, after checking they are online simply
double-click on their Yahoo!® ID in your friends list, this will open the instant message box.

We have entered the message Hello in the message box, to send your message either press Enter
or click on the send button, we have also pointed out where the messages will appear.

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In above you can see our message has been sent and our friend has replied, all the messages you
send between you and your friend are private and you can chat for as long as you want.

8. Introducing Skype
Skype is software that enables you to connect to your friends, relatives, and dear ones who live far
away from you and lets you make a conversation with them easily. Skype is one among them and
used widely in the computer paced world. You can use Skype for the following three purposes:

• Chat with your friends

• Make audio & video calls

• Share files with Skype users

You can also use Skype to make low-cost calls to landlines and mobiles everyday.

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8.1. Downloading and Installing Skype

To download Skype:
1. Type www.skype.com in the address bar. The Skype page is displayed.

2. Click Get Skype tab. The Popup window is displayed.

3. Under Computer, select your Skype for your operating system as Windows, Mac,
Linux etc.

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4. Click Download now. The Thanks for choosing Skype page is displayed.

The Skype is downloaded.

8.2. System Requirements to install Skype

• windows® 2000, XP, Vista or 7, both 32- and 64-bit operating systems. (Windows 2000
users require DirectX 9.0 for video calls).

• Internet connection – broadband is best (GPRS is not supported for voice calls).

• Speakers and microphone – built-in or separate.

• Voice and video calls we recommend a computer with at least a 1GHz processor, 256 MB
RAM and of course a webcam.

• Best quality on group video beta calls, we recommend that calls include up to five people.

• Group video calling everyone on the call needs Skype 5.0 for Windows plus a webcam.

To install Skype:

1. Double-click . The Skype-Install window is displayed.

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2. Select the language from the Select your language: list.

3. Click I agree – install. The next window is displayed.

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4. Click Continue installing Skype. The installing process is taken place.

5. Click Finish. The Create a new Skype account dialog box is displayed.

6. Enter your Full name and Skype Name in the boxes.

7. Enter your Password and retype the password in the Repeat password boxes.

8. Enter your Email address and retype the address in the Repeat email boxes.

9. Click I agree- create account. The Set up your Skype profile dialog box is displayed.

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10. Select the Country/Region and City from the lists.

11. Select your Birthday as Date, Month and Year from the lists.

12. Type your friend’s/relative’s Mobile phone number in the box.

13. Click OK. The Thank you for installing Skype window is displayed.

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14. Click Start Skype. The Hello and welcome to Skype window is displayed.

To launch (run) Skype:

After the installation is finished, you can open Skype at any time in three ways.

1. Double-click located on your desktop.

2. Go to Start, click Skype and then click Skype.

3. Double-click . (You can find at the bottom right corner of your screen).

8.3. Working with Skype

To login in to Skype:

1. Double-click on the desktop. The Welcome to Skype dialog box is displayed.

2. Type or select your Skype Name from the list, which you have created while
installing Skype.

3. Type your Skype Password in the box.

4. Click Sign in. The skype page is displayed.

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To add contact:
1. On the Contacts tab, click Add a contact. (Or) On the left of the Skype dialog box, click
Add a contact. The Add a Contact window is displayed.

2. Click Add.

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8.4. Call Phones or Mobiles

Call people, all over the world on their phone or mobile from just 1.2 per minute using Skype.

To make a call:
1. On the Call tab, click Call. The Call phones page is displayed. Select the Flag and
change the country if you’re calling abroad from the list.

2. Type the Phone Number or click numbers on the keypad.

3. Check you’ve got the number right.

4. Click the green Call button.

5. If you’ll call this number regularly, click the Save button under the dial pad. Next time,
just find it in your Contacts so you don’t have to type it in again.

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To sign out from the skype:

• On the Skype tab, click Sign Out. The Skype is signed out.

To change password:
1. On the Skype tab, click Change Password. The Change password dialog box
is displayed.

2. Type your current password in the Enter current password box.

3. Enter new password and Re-enter new password in the boxes.

4. Click Apply.

8.5. Instant Messaging

When people in online and get instant answers to quick questions, whether your colleagues are
next door or on the other side of the world.

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8.6. Voice Mail

Whether you’re busy getting the kids ready for school or in back-to-back meetings, voicemail picks
up your Skype calls and takes messages when you can’t. Then when you get chance, sign in to
Skype and listen to them.

8.7. Video Calls

Catch up face-to-face with one or more people at the same time on a video call with Skype.
Whether you are kicking off a project or showing off the latest addition to the family, it’s the best
thing being there.

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9. Introducing Meebo
Meebo Messenger is used to connect with buddies on IM networks such as Yahoo!, Windows Live
Messenger, Face book, MySpace, AIM, ICQ, Gtalk, or the dozens of other networks that Meebo
supports. You can connect more than one account for chat.

9.1. Login in to Meebo

To login in to Meebo:
1. Type www.meebo.com in the address bar. The meebo page is displayed with the
different accounts like yahoo, google talk, facebook and windows live.

2. If you have registered in meebo, enter your meebo id and password in the boxes
under sign on to meebo.

3. Click Sign On.

To register your name in meebo:

1. To register in meebo, enter your email id and full name
in the boxes under …Or register now.

2. Click Register. The Register page is displayed.

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3. Enter your meebo id and password in the boxes.

4. Click as male or female.

5. Type your age in the box.

6. Click Finish.

9.2. Working with Meebo

To chat with your friends:

1. Login to Meebo messenger. The meebo page is displayed.

2. Select your account as google talk under Pick a network you’d like to add....
3. The username and password boxes are displayed.

4. Enter your G-mail username and password in the boxes, and then click +Add.
The account is added.

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5. You can connect to many accounts.

6. To connect to another account, select another account as Yahoo! and then click Finish.

7. Enter your yahoo username and password in the boxes.

8. Click add. Yahoo account is added.

9. Click Finish to complete adding the accounts. The Invite Friends dialog box is displayed.

10. Click >>Skip to chat.

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11. Double-click the account you have created to chat with your friend.The Buddy List is
displayed on the left of the meebo.

12. Double-click the account if your friend is online. The window is displayed for chatting.

13. If you want to chat with your friend he/she should be in online.

14. Type the message in the box and then press Enter. The messages are displayed
in the list box.

To sign out from the Meebo:

1. Click Sign Off here on the right of the meebo. The meebo is signed off.

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To change password in Meebo:

1. Log into Meebo Messenger with your Meebo ID.

2. Click preferences at the top of the Meebo

Messenger interface.

3. Click account settings.

4. Enter your new password.

5. Confirm your new password in confirm

password.
Note: If new password and confirm password do not match, confirm
password will show a red border.

6. Enter your current password and then

click Submit.

10. Setting up your mic and sound

Clicking on the voice button adds a new toolbar with some new areas of interest

within the message window, these extra buttons/indicators are what you will use to control the
voice conferencing.

The Voice conferencing Toolbar

Above in we have pointed out the main areas that are used to control the voice conferencing:

• A - This is similar to the hands free feature on a normal telephone, allowing the user to
talk without pressing the Talk button, when selected a certain volume triggers the hands
free feature.

• B - The Talk button is what you press and hold to speak, for better results this button
should be pressed and held 1 second before you start to talk.

• C - This is a level indicator, it indicates the input level of your microphone.

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• D - This is another level indicator, this one indicates the level of the incoming voice (your
friend’s voice).

• E - The mute facility is much like the mute on your TV, when selected it mutes all sound.

• F - This is a level indicator which indicates the level of the sound output.

Press the Talk button and say something into your mic, you should see your mic level indicator)
light up, the ideal level is shown in fig 1.4 below.

Having the mic any louder than the level shown above can cause distortion, adjust your mic slider
to set the level accordingly, always ask your friend how it sounds at their end too. Once you have
set your levels you are ready to go, just press the talk button or use the hands free feature to talk.

To stop the voice conference simply click on the Voice Off button as seen below.

Note: If you experience feedback (a humming noise) while talking then adjust the volume and mic

sliders until the humming disappears, another cause of feedback is having the mic too close to the

speakers.

11.Webcam
Clicking on the webcam button A webcam allows you and your friends
to share live images while you are online. In addition to text and
voice messaging, you can broadcast live video of anything you want.

If one of your friends’ status messages says “View My Webcam”, either click the link in the status
message or right-click on their name in your Messenger List and choose View Webcam. Once the
person has granted you access to their webcam, you are able to see whatever they are broadcast-
ing. You do not need to have a webcam of your own to view someone else’s webcam.

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Super Webcam
If you have broadband internet access, Yahoo! Messenger allows you to send and receive
high-qual-ity webcam images.If you see the Super button after starting a webcam session, click it
for an enhanced video experience.

12.What are Environments?

IMVironments (“IMVs”) are interactive backgrounds that

you can select when talking to your friends. Choose from
many different IMVs in Yahoo! Messenger to express
yourself.

13.Summary

• To chat, make sure your computer is connected to the internet and you have an instant
messaging system installed in your machine.

• Add contacts to instant messaging system and chat, which includes both audio chatting
and video conferencing, with your friends who are then currently online.

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 4 SEARCH ENGINES

Structure

1. Introduction

2. Objective

3. How Work with Search Engines

4. Advanced Search Made Easy

5. Example Search Results Page

6. Search Preferences
Computing Skills for All - CSA

7. Web Search Features

8. Summary
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1. Introduction
A search engine is a computer program that searches the Internet for information, especially by
looking for documents containing a particular word or group of words. They help us to locate the
resources we want easily. This unit deals on using the search engines effectively.

2. Objective
• Learning search methods

• Learning advanced search

3. How to Work with Search Engines

Here’s How
1. Make sure that the computer you are using is connected to the Internet.

2. Launch a web browser, such as Mozilla Firefox or Internet Explorer.

3. Type http://www.google.com in the address field of the browser and press Enter.
The Google search page appears in the browser.

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3.1. The Essentials of Search

Doing a search on Google is easy. Simply type one or more search terms (the words or phrase that
best describe the information you want to find) into the search box and hit the ‘Enter’ key or click
Google Search button.

In response, Google produces a results page: a list of web pages related to your search terms, with
the most relevant page appearing first, then the next, and so on. Here are some basic tips to help
you maximize the effectiveness of your search:

• Choosing search terms

• Capitalization

• Automatic “and” queries

• Exclusion of common words

• Word variations

• Phrase searches

• Negative terms

• I’m Feeling Lucky

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3.2. Choosing search terms

Choosing the right search terms is the key to finding the information you need. Start with the
obvious – if you’re looking for general information on Hawaii, try Hawaii. But it’s often advisable
to use multiple search terms; if you’re planning a Hawaiian vacation, you’ll do better with
vacation Hawaii than with either vacation or Hawaii by themselves. And vacation Hawaii golf
may produce even better (or, depending on your perspective, worse) results.

You might also ask yourself if your search terms are sufficiently specific. It’s better to search on
luxury hotels Maui than on tropical island hotels. But choose your search terms carefully;
Google looks for the search terms you chose, so luxury hotels Maui will probably deliver better
results than really nice places to spend the night in Maui.

3.3. Capitalization

Google searches are NOT case sensitive. All letters, regardless of how you type them, will be
understood as lower case. For example, searches for george washington, George Washington,
and gEoRgE wAsHiNgToN will all return the same results.

Automatic “and” queries

By default, Google only returns pages that include all of your search terms. There is no need to
include “and” between terms. Keep in mind that the order in which the terms are typed will affect
the search results. To restrict a search further, just include more terms. For example, to plan a
vacation to Hawaii, simply type vacation hawaii.

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3.4. Automatic exclusion of common words

Google ignores common words and characters such as “where” and “how”, as well as certain single
digits and single letters, because they tend to slow down your search without improving the re-
sults. Google will indicate if a common word has been excluded by displaying details on the results
page below the search box.

If a common word is essential to getting the results you want, you can include it by putting a “+”
sign in front of it. (Be sure to include a space before the “+” sign.)

Another method for doing this is conducting a phrase search, which simply means putting
quotation marks around two or more words. Common words in a phrase search (e.g., “where are
you”) are included in the search.

For example, to search for Star Wars, Episode I, use:

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3.5. Word variations (stemming)

Google now uses stemming technology. Thus, when appropriate, it will search not only for your
search terms, but also for words that are similar to some or all of those terms. If you search for
pet lemur dietary needs, Google will also search for pet lemur diet needs, and other related
variations of your terms. Any variants of your terms that were searched for will be highlighted in
the snippet of text accompanying each result.

Phrase searches
Sometimes you’ll only want results that include an exact phrase. In this case, simply put quotation
marks around your search terms. Phrase searches are particularly effective if you’re searching
for proper names (“George Washing ton”), lyrics (“the long and winding road”), or other famous
phrases (“This was their finest hour”).

3.6. Negative terms

If your search term has more than one meaning (bass, for example, could refer to fishing or mu-
sic)you can focus your search by putting a minus sign (“-”) in front of words related the mean-
ing you want to avoid. For example, here’s how you’d find pages about bass-heavy lakes, but not
bass-heavy music:

Note: when you include a negative term in your search, be sure to include a space before the
minus sign.

And finally... “I’m Feeling Lucky”

After you’ve entered your search terms, you might want to try the “I’m Feeling Lucky” button,
which takes you straight to the most relevant website that Google found for your query. You won’t
see the search results page at all, but if you did, the “I’m Feeling Lucky” site would be listed on
top.

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4. Advanced Search Made Easy

Once you know the basics of Google search, you might want to try Advanced Search, which offers
numerous options for making your searches more precise and getting more useful results.
For certain complex searches, you might want more control over the results that you see. Try the
Advanced Search page new window to see options for making your searches more precise and
getting more useful results.

You can reach that page by clicking icon gear icon in the top right corner of the search results
page then clicking Advanced search. You can also visit the page directly at http://www.google.
com/advanced_searchpage.

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Here’s what the Advanced Search page looks like:

You can do a lot more wth Google search than just typing in search terms. With Advanced Search,
you can search only for pages:

• that contain ALL the search terms you type in

• that contain the exact phrase you type in

• that contain at least one of the words you type in

• that do NOT contain any of the words you type in

• written in a certain language

• created in a certain file format

• that have been updated within a certain period of time

• that contain numbers within a certain range

• within a certain domain, or website

• that don’t contain “adult” material

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4.1. Advanced search “operators”

You can also improve your searches by adding “operators” to your search terms in the Google
search box, or selecting them from the Advanced Search page.

Advanced search operators include:

• Include Search

• Synonym Search

• OR Search

• Domain Search

• Normangee Search

• Other Advanced Search Features

“+” search
Google ignores common words and characters such as where, the, how, and other digits and
letters which slow down your search without improving the results. We’ll indicate if a word has
been excluded by displaying details on the results page below the search box.

If a common word is essential to getting the results you want, you can include it by putting a “+”
sign in front of it. (Be sure to include a space before the “+” sign.) For example, here’s how to
ensure that Google includes the “I” in a search for Star Wars, Episode I:

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4.2. Synonym search

If you want to search not only for your search term but also for its synonyms, place the tilde sign
(“~”) immediately in front of your search term. For example, here’s how to search for food facts
and nutrition and cooking information:

“OR” search
To find pages that include either of two search terms, add an uppercase OR between the terms.
For example, here’s how to search for a vacation in either London or Paris:

4.3. Domain search

You can use Google to search only within one specific website by entering the search terms you’re
looking for, followed by the word “site” and a colon followed by the domain name. For example,
here’s how you’d find admission information on the Stanford University site:

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4.4. Numrange search

Feel like a number? Numrange searches for results containing numbers in a given range. Just add

two numbers, separated by two periods, with no spaces, into the search box along with your

search terms. You can use Numrange to set ranges for everything from dates ( Willie Mays

1950..1960) to weights ( 5000..10000 kg truck). But be sure to specify a unit of measurement or

some other indicator of what the number range represents. For example, here’s how you’d search

for a DVD player that costs between $250 and $300:

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4.5. Other advanced search features

• Google Local: Find products and services in a specific U.S. town or zip code.

• Language: specify in which language you’d like your results.

• Technology Search: find information related to Apple Macintosh, BSD Unix, Linux or
Microsoft.

• Date: restrict your results to the past three, six, or twelve month periods.

• Occurrences: specify where your search terms occur on the page - anywhere on the
page, in the title, or in the url.

• Domains: search only a specific website, or exclude that site from your search.

• SafeSearch: Eliminates adult sites from search results.

5. Example Search Results Page

Your search results page is packed with information. Here’s a quick guide to decoding it. Each

underlined item is a search result that the Google search engine found for your search terms.

The first item (not counting News results) is the most relevant match we found, the second is the

next-most relevant, and so on down the list.Clicking on any underlined item will take you to the

associated web page. But first, here’s a sample search results page, along with brief explanations

of the various types of information about your search results that you can find there.

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1. Top links
Click the link for the Google service you want to use. You can search the web, look for images,
browse Google Groups (Usenet discussion archive), or use Froogle to search for products.

2. Search field
To do a search on Google, just type in a few descriptive search terms, then press “Enter” or

click .

2. Google search button

Click on this button to submit another search query. You can also submit your query by
pressing the ‘Enter’ key.

4. Statistics bar
This line describes your search and indicates the total number of results, as well as how long
the search took to complete.

5. Page title
The first line of any search result item is the title of the web page we found. If you see a URL
instead of a title, then either the page has no title or we haven’t yet indexed that page’s full
content, but its place in our index still tells us that it’s a good match for your query.

6. URL of result
This is the web address of the returned result.

7. Text below the title

This is an excerpt from the result page with your query terms are bolded. If we expanded
the range of your search using stemming technology, the variations of your search terms that
we searched for will also be bolded.

6. Search Preferences
We want your web search to be exactly the way you want it. Here’s a quick review of the search
options you can set (and, of course, revise whenever you like) on your Google Preferences page.

• SafeSearch filtering

• Language options

• Number of results

• New results window

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6.1. Safe Search filtering

Many users prefer not to have adult sites included in search results (especially if their kids use the
same computer). Google’s SafeSearch screens for sites that contain explicit sexual content and
deletes them from your search results. No filter is 100% accurate, but SafeSearch should eliminate
most inappropriate material.

You can choose from among three SafeSearch settings:

• Moderate filtering excludes most explicit images from Google Image Search results but
doesn’t filter ordinary web search results. This is your default SafeSearch setting; you’ll
receive moderate filtering unless you change it.

• Strict filtering applies SafeSearch filtering to all your search results (i.e., both image search
and ordinary web search).

And finally…

• No Filtering, as you’ve probably figured out, turns off SafeSearch filtering completely.

You can also adjust your SafeSearch settings on the Advanced Search or the Advanced Image
Search pages on a per search basis.

We do our best to keep SafeSearch as up-to-date and comprehensive as possible, but

inappropriate sites will sometimes slip through the cracks. If you have SafeSearch activated and
still find websites containing offensive content in your results, please contact us and we’ll
investigate it.

6.2. Language options

The value of search is universal, but when it comes to languages, universality means getting
specific. Our language search feature lets you search for web pages in the language that you
choose.Because these searches only see part of the Web, we suggest using “Search Web pages
written in any language” as your default option. Specifying a language can be useful, however,
when you want to find content in a particular tongue. Finally, this isn’t on the preferences page,
but while we’re
talking languages, we thought we’d mention that our translation software can translate sites
published in Italian, French, Spanish, German, and Portuguese into English.

Interested? Check out our Language Tools.

• Afrikaans

• Albanian

• Amharic

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• Filipino

• Finnish

• Latvian

• Lithuanian

• Sesotho

• Sindhi

• Sinhalese

• Slovak

6.3. Number of results

Unless you change this preference, you’ll see 10 search results per page. We set it this way be-
cause
this produces the fastest response time. But if you want to see more results per page, you can
increase the number to 20, 30, 50 or 100.

6.4. New results window

Ordinarily, when you search with Google, your search page is replaced by a search results page.
If you’d prefer to keep your main search page open, you can set this preference option to open
your
search results in a new browser window.

7. Google Web Search Features

In addition to providing easy access to more than 8 billion web pages, Google has many special
features to help you to find exactly what you’re looking for. Click the title of a specific feature to
learn
more about it.

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Feature Explanation
Book Search – New! Use Google to search the full text of books.

Cached Links View a snapshot of each page as it looked

when we indexed it.
Calculator Use Google to evaluate mathematical
expressions.
Currency Conversion - New! Easily perform any currency conversion.
Definitions Use Google to get glossary definitions gathered from various
online sources.
File Types Search for non-HTML file formats including PDF
documents and others.
Froogle To find a product for sale online, use
Froogle - Google’s product search service.
I’m Feeling Lucky Bypass our results and go to the first web page returned for
your query.
Local Search Search for local businesses and services in the U.S., the U.K.,
and Canada.
Movies – New! Use Google to find reviews and showtimes for movies playing
near you.
News Headlines Enhances your search results with the latest related news sto-
ries.
Search By Number Use Google to access package tracking
information, US patents, and a variety of online
databases.
Similar Pages Display pages that are related to a particular result.
Site Search Restrict your search to a specific site.
Spell Checker Offers alternative spelling for queries.

Web Page Translation Provides English speakers access to a variety of

non-English web pages.

8. Summary
• Google in one of the famous search engines

• Use appropriate search words for apt results

• You can also search in ones own dialect

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Structure

1. Bookmark Web Page

2. Blogs

3. Social Networking

4. Online Shopping

5. Online Mapping Services

6. Mobile Applications
Computing Skills for All - CSA

7. Summary
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1. Bookmark Web Page

Bookmarking a web page for future reference can be a time saver. Bookmarks are normally
accessed through a menu in the user’s web browser, and folders are commonly used for
organization.

To bookmark a web page in Internet Explorer:

1. Go to Start, and then click Internet explorer.

2. Go to the page you want to bookmark/add to your favorites.

3. Click Favorites menu and then click Add to Favorites. The Add Favorite dialogue box is
displayed.

4. The title from the web page will be in the Name box. Click Create In<<, if your dialogue
box doesn’t show a list.

Now you have three options:

• You can click OK to add to the general list. (Or)

• Click one of your existing folders then click OK. (Or)

• Click New Folder to create a new folder.

1.1. Backup and Restore My Bookmarks

1. On the File menu, click Import and Export in the Internet Explorer.

2. Click Next.

3. Click Export Favorites and then click Next.

4. Select the folder you wish to backup, if you wish to backup all favorites, leave the
Favorites folder highlighted and click Next.

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5. Select the destination you wish to save the favorites by clicking Browse….

6. Click Next.

7. Click Finish.

2. Blogs

Blog is a type of website or part of a website. Blogs are usually maintained by an individual with
regular entries of commentary, descriptions of events, or other material such as graphics or video.
Blog can also be used as a verb, meaning to maintain or add content to a blog.

2.1. Personal Web Pages

Personal web pages are World Wide Web pages created by an individual containing content of a
personal rather than on behalf of an employer or institution. Personal web pages are often used
exclusively for informative or entertainment purposes.

2.2. Features of Personal Pages

• Attractive Home Page - “Whereincity.com” new personal page home will present a
complete overview of your personal website.

• Rich Text Formatting - Use font style like bold, italic, underline, strikethrough, bullets,
numbering, hyper-links and other rich formatting options while adding your profile.

• Color Scheme - Change colors of your personal pages with preset color schemes.

• My Blogs - Add Blogs to your personal pages so that viewers can post their comment and
these comments will be published directly on your blog.

• Trendy Photo Gallery - Create photo albums and share it with your friends.

• My Expertise - Add your expertise and share it with the world.

• Fun & Info - Add unlimited contributions to your personal page.

• Contact Form - A contact form to contact you.

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To login in to blog:
1. Type www.blogspot.com in the address bar. The Blogger page is displayed.

2. Enter your E-mail id and password in the boxes.

3. Click Sign in. The Name your blog page is displayed.

4. Type Blog title in the box.

5. Type Blog address in the box and then click CONTINUE.

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The Choose a starter template page is displayed.

6. Choose the template and then click CONTINUE. The next page is displayed.

7. Type the Title in the box.

8. Type the description about the topic in the text area.

9. Click Edit HTML to edit the page.

10. Click SAVED to save the pages.

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11. Click PUBLISH POST to post the page. (Or) Click PREVIEW to see the page.

3. Social Networking
A group of people come together to share a common interest using internet’s network groups,
such as Face book and Twitter.

3.1. Facebook

Facebook is a social network service. This is one of the best social network services used by
millions and millions of people in the world. It brings different cultured people to a single point
to discuss on a single interest. I am sure you are curious about knowing what it is all about and
where to start using this social networking. It is very simple and easy to become a member of this
network.

Follow the steps to become an active member of this network:

1. Register yourself as a member.

2. Create your profile.

3. Invite your friends or others of your own interest.

4. Chat with your friends or others.

5. Accept others requests’, If any.

6. Log out.

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To login to facebook:
1. Type www.facebook.com in the address bar. The facebook page is displayed.

2. Enter your First Name, Last Name, Your Email id, Re-enter Email and New Password
in the boxes, under Sign Up.

3. Select your gender from I am list and Select Birthday date as Month, Date and Year
from the lists.

4. Click Sign Up. The next

page is displayed.

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6. Click Find Friends, under Gmail if you want to import contacts from your Gmail
account. (You can import contacts from other email accounts like Yahoo, Rediff etc., )
The Google Accounts page is displayed.

7. Enter your Email id and Password in the boxes.

8. Click Sign in. The Google Accounts page is displayed.

9. Click Allow to import the contacts from your Gmail account. The Importing Contacts box is
displayed.

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The contacts are imported to the facebook account. The next page is displayed.

9.1. Type your High School name in the box and then select year from the list.

9.2. Type your College/University in the box and then select year from the list.

9.3. Type company name, if you are an Employer in the box.

9.4. Click Save & Continue.

10. Click Skip. The Set your profile picture page is displayed.

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10.1. Click Upload a Photo. The File Upload dialog box is displayed.

10.2. Select the photo and then click Open. The selected photo is uploaded.

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To share news:
1. On the left of the facebook page, click News Feed. The News Feed page is displayed.

2. Click Status near Share.

3. Type the news or comment you want to share, and then press Enter in the What’s on
your mind? box. The news is shared to your friends who are in your contacts.

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To share photo:
1. Click Photo near Share in the News Feed page.

2. Under Photo, we have three options.

• Upload a Photo from your drive.

• Take a photo with a webcam.

• Create an Album with many photos.

2.1. Click Upload a Photo.

The upload box is displayed.

2.2. Click Browse… to upload a photo from your drive.

2.3. Type your comment about the photo in the box.

2.4. Click the arrow near Share. The popup box is displayed.

2.5. Click Everyone, Friends of Friends, Friends Only or Customize to share

your photo.

2.6. Click Share. You can share video and link.

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To send message:

1. On the left of the facebook page, click Messages. The Messages page is displayed.

2. On the right of the facebook page, click +New Message. The New Message box is
displayed.

3. Type username to whom you want to send message in the To box.

4. Type Subject and Message in the boxes.

5. You can Attach (Photo), (Video) or (Link).

6. Click Send. The message is sent to your friend.

To view received message(s):

1. If you receive a message from your friends, you can see the notification on the title bar in
red button. It also notifies the number of messages you received from your friends.

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2. Double-click on the red button. (Or) On the left of the facebook page, double-click
Messages. The messages are viewed.

To reply to your friend:

1. Type the message in Reply box.

2. Click Reply. The message is sent.

To create an event:
1. On the left of the facebook page, click Create Event. The Create an Event box is displayed.

2. Select date and time from When? list.

3. Type your plan in the What are you planning? box.

4. Type place in the Where?

box.

5. Type address in the More

info? box.

6. Select Guests from the

Who’s invited list.

7. Click Create Event.

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To send request to a friend:

1. Click Add as a Friend, under People You May Know. (Or) You can find the friends in
your Gmail or Yahoo account.

2. Click Send Request. The friend request is sent.

3. If your friend accepted your request, the notification is displayed on the left of the page.

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To chat with your friends:

1. On the lower-right corner of the page, click Chat box.

2. Double-click on the User name. If your friends are online,

then you can chat. Green button indicates that your friends
are online. The chat box is displayed.

3. Type the message and then press Enter.

To create group:
1. On the left of the facebook page, click Create Group. The Create Group box is displayed.

2. Select the icon from the list in the Group Name.

3. Type the Group Name in the box.

4. Type the Members in the box.

5. Select the Privacy from the list.

6. Click Create. The group is created.

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To log out from facebook:

1. On the upper-right corner of the facebook page, click Account. The popup menu is
displayed.

2. Click Logout.

3.2. Twitter
Twitter is a website, enabling you to send and read messages called tweets. Twitter is a service for
friends, family, and co–workers to communicate and stay connected through the exchange of quick
and frequent messages. People write short updates, often called Tweets of 140 characters. These
messages are posted to your profile or your blog, sent to your followers, and are searchable on
Twitter search.

To login to twitter:
• Type twitter.com in the address bar. The twitter page is displayed.

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To register in twitter:
1.1. Click Sign Up in the twitter page. The Join the Conversation page is displayed.

1.2. Enter your Full name, Username, Password and Email in the boxes.

1.3. Click Create my account. The Are you human? Page is displayed.

1.4. Type the words which are shown on the screen in the Type the words above box
to verify whether you are a human.

1.5. Click Finish. The twitter account is created.

2. Click Login at the upper right corner of the twitter page. The login page is displayed.

3. Enter your twitter Username or email and Password you have created in the boxes.

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4. Click Sign in. The twitter page is displayed.

5. Select the topics you are interested in and you can search for the topics by name.

6. Click Next Step:Friends>>. The next page is displayed.

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6.1. You can find friends on you Gmail account. Click Find friends on Gmail.
The Google accounts dialog box is displayed.

6.2. If you have logged in to Gmail account, it is displayed with the option button.

6.3. Click the account under Please select an account that you would like to use.
(Or) Click Sign in to another account link, to sign in to your Gmail account.
The Sign in with your Google Account page is displayed.

6.5. Enter you Email and Password in the boxes.

6.6. Click Sign In and find the friends.

7. Click Skip Import>>, if you don’t want to find the names and then type the tweets.
The tweets are added.

4. Online Shopping
Online shopping is the process where consumers directly buy goods or services from a seller in
real-time, without an intermediate service, over the internet. An online shop, e-shop, e-store,
Internet shop, webshop, webstore, or online-store invokes the physical analogy of buying products
or services in a shopping mall. You can buy cloths, bags, jewels, cameras, computers and gifts etc.
In order to shop online, one must have access to a computer, a bank account, and a debit card.

4.1. Net Banking

Net banking offers you to access your account information from anywhere in the world, at any time
of the day or night. That means, as long as you have a computer, a modem, a phone line and an
Internet account. You don’t need to worry about bank holidays or taking time out to go to the
bank, or standing in long queues for a simple transaction.

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To create account in the bank:

Step 1

1. Get an application from the bank in the nearest branch.

2. Fill the application with the required details.

3. Tick the ATM card section to get an ATM card, which is most required.

4. Affix the signatures wherever required.

5. Take a copy of the proofs that you are going to submit.

6. One proof for your identity and the other for your residential identity.

7. Take the original proofs along with the copies then go to the bank where you got your
application.

Step 2

1. Be ready with your application filled completely and with three passport size latest photos.

2. Check the filled application by a staff member in the bank.

3. The proofs are verified.

4. The application is stamped and sent for approval.

5. After approval, you get a passbook with an account number. But to get this done, you
have to wait for at least two hours.

Step 3

1. Get a pass book and sign in the register, whic h is at the bank.

2. Deposit a minimum amount of Rs 1000/- for ATM card facility.

3. You can get your ATM card only after 7 to 10 days and get your card directly to your
home.

4. After getting your card, you must go to the bank and take your secret pin number.

5. It is better to change the pin given by the bank after getting it.

6. Your pin number is mailed by the bank to your email id provided in the application. But it
is better to remember the pin and delete the mail as soon as possible.

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To login in to net banking:

1. Go to OnlineSBI website. The OnlineSBI page is displayed.

2. On the left of SBI page, under Login, click Personal Banking. The next page is displayed.

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3. Click Continue to Login. The Login to OnlineSBI page is displayed.

4. Enter your net banking User Name and Password in the boxes.

5. Click Login. The Account Summary page is displayed.

6. Click Click here or Account No for balance, under Transaction Account to view your
balance.

7. To view your loan balance you can click Click here or Account No for balance under
Loan Accounts.

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Adding Third Party Account

If you want to transfer money to someone, you need to add them as a third party in your account.

To add third party account:

1. On the Account Summary page, click Third Party Transfer on the right of the list.

2. Click Go. The next page is displayed.

3. Click Click here to add a new third party link to add third party in your account.
The Manage Third Party page is displayed.

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4. Type your Profile Password in the box.

4. Type your Profile Password in the box.

5. Click Submit. The next page is displayed.

6. Enter Name, Account Number, Confirm Account Number and Transfer Limit in the
boxes.

7. Click Submit. The next page is displayed.

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8. Click Go to Approve Third Party page link. The next page is displayed.

9. Click Third party name.

10. Type High Security Password, which you have received in your mobile.

11. Click Approve. The Third Party Approved page is displayed.

To transfer money:
1. Click Go To Third Party Transfer page link. The next page is displayed.

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2. Enter Amount and Remarks in the boxes.

3. Click Account No under Select the third party account.

4. Click Submit. The Third Party Transfer page is displayed.

5. Verify the details and then click Confirm. The High Security transaction Password page is
displayed.

6. Click the High security transaction password which you have received in your mobile
using the online virtual number pad.

7. Click Confirm. The money is transferred to the third party, you have selected.

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4.2. Online Mobile Recharge

As you know mobile is one of the inevitable technologies that have reached to all people. You can

never see a person without a mobile. It is also considered to be a basic need of a human in this

fast driven IT world. Instead of going to a shop to recharge your mobile, you can recharge your

mobile online in few clicks. But you must have Online Banking or Credit Card along with Internet

connection in your system. Prepaid recharge for all the major India’s top cellular services is avail-

able.

To recharge your mobile online:

1. Type www.rechargeitnow.com in the address bar. he recharge it now.com page is
displayed.

To register in mobile recharge:

1.1. Click register at the upper right corner of the page. The new registration page is
displayed.

1.2. Enter your details, and then click Submit. The next page is displayed with your
username you created while registering.

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3. Click your mobile as Airtel, Aircel, Vodafone or Reliance etc, under Mobile, DTH and
Other Services. The recharge page is displayed.

4. Type your mobile number in enter your mobile number box.

5. Click go. The next page is displayed.

6. Type amount under topup.

7. Click continue. The next page is displayed.

8. Select payment option as debit card, credit card, net banking or billpay world under
select payment options.

9. Select your bank from the list.

10. Click buy now. The next page is displayed.

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11. Select the Payment Mode and the bank name from the lists, under Payment
Details. The next page is displayed.

12. Type your ATM Card Number in the box.

13. Select the Expiry date from the list as Date and Year.

14. Type Cardholder’s Name in the box.

15. Type PIN in the box.

16. Type characters that are visible in the Enter the characters visible in the box below
box.

17. Click Submit. The next page is displayed.

18. Click Next>>. The next page is displayed.

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19. Confirm the details and then click Pay. The next page is displayed.

20. The money is transferred to your mobile.

21. If you click net banking under select payment options, follow the steps below.
The next page is displayed.

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22. Select the Payment Mode and the bank name from the lists, under Payment Details.
The SBI Login page is displayed.

23. Enter your net banking User Name and Password.

24. Click Submit. The CCavenue Bills page is displayed.

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25. Click Account No and then click Confirm. The next page is displayed.

26. Verify the bills transaction details and then click Confirm.
The High security transaction password page is displayed.

27. Click your security transaction password received in your mobile.

28. Click Confirm. The money is transferred to the mobile

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4.3. E-ticket Booking

You can plan your trip on Trains, Check Availability, Seats Availability, Reservation, Enquiry, PNR,
and Passenger Status in online.

To book train ticket:

1. Type www.irctc.co.in in the address bar. The Login page is displayed.

To register:

1.1. If you don’t have online booking username and password, click Sign up.

1.2. Enter your online booking Username (you would like to have), Password and
Confirm Password in the boxes.

1.3. If you forget the password, you can recover the password by selecting your Security
Question from the list.

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1.4. Type your answer in Your Answer box.

1.5. Enter your First name and Last name in the boxes.

1.6. Select your Gender, Marital Status, Date of birth as Date, Month and year from
the lists.

1.7. Select Occupation from the list.

1.8. Enter your E-mail ID and Mobile number in the boxes.

1.9. Select your Nationality from the list.

1.10. Enter your Address in the boxes.

1.11. Select City and State from the lists.

1.12. Type Pin/Zip in the box.

1.13. Select Country from the list.

1.14. Type your Phone number in the box.

1.15. Click Yes or No to copy Residence to office Address.

Residential Address

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Other Services

1.16. Click Yes or No for the questions asked in the form.

1.17. Click Shubh Yatra or SBI Railway Credit Card or No, I do not wish to register
now, under Would you also like to register for?

1.18. Click Submit.

2. Enter your online booking Username and Password.

To recover your password:

2.1. Click Forgot Password? Link. The Forgot Password page is displayed.

2.2. Enter your UserID in the box.

2.3. Select Question, which you have selected while registering from the list.

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2.4. Type Answer in the box.

2.5. Click Submit.

3. Click Go. The Plan my travel page is displayed.

4. Enter From/To stations in the boxes.

5. Select reservation Date from the date box.

6. Select e-Ticket from the Ticket Type list.

7. Select type of Quota from the list.

8. Click Find Trains to find train list.

9. The available train lists are displayed for the selected route.

10. Click train name under the List of Trains, if you wish to know the route and the
timings.

11. Click class available in the selected train under List of Trains to get the fare. It will
show fare according to type of class selected. The fare appearing is for a single adult
passenger excluding the service charges charged by IRCTC and by the Bank (Credit
Card/Direct Debit).

12. Click type of class available in the selected train to select the train from the train list.
If you click the class in the train list, then it shows the train details with availability.

13. Click Book under Availability to book tickets.

14. Click RESET, if you wish to select other train.

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15. The Ticket Reservation page appears, check whether the train name and the station
names displayed on the top of the page are same as desired by you.

16. Enter Name, Age, Sex and Berth Preference for each Passenger.
The maximum length of names should be restricted to 15 characters. If the Passenger
is a senior citizen (60 yrs and above) and wants to avail Senior Citizens’ concession
(30% of Base fare), click the box provided. Senior citizens are requested to carry some
proof of age during their journey. A sample form is reproduced below. (The allotment of
your quired berth depends on the availability).

17. The ticket details, availability of tickets at the particular time and the fare, including the
service charge, appear on the screen, along with the payment option follow the
instructions.

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18. Click Make Payment and a pop-up window is displayed with the list of payment
options.

19. Click payment below for help regarding the payment procedure through each of these
options.

20. If you require to book return ticket, click BOOK RETURN TICKET and you are taken
again to Plan my Travel page with the from and to station swapped.

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To cancel e-ticket:
1. If user wishes to cancel his/her e-ticket, click BOOKED TICKETS link on the left
navigation bar.

2. Select the ticket to be cancelled and then, click Cancel e-ticket and can initiate the
cacellation by selecting the passengers to be cancelled.

3. User has to select only those passengers who are to be cancelled in case of partial
cancellation of ticket. In case of partial cancellation the passenger should get fees
printout of ERS for the passengers continuing their journey.

4. If the ticket is partially cancelled, a fresh Electronic Reservation Slip needs to be carried
by the Passenger.

5. Online Mapping Services

Online mapping is the compilation and publication of Web sites that provide exhaustive
graphical and text information in the form of maps and databases. It is used for tasks such as
planning trips, determining geographical positions, finding landmarks and businesses, obtaining
addresses and phone numbers, and plotting storm tracks.

5.1. Google Map

It is a web mapping service application and technology provided by Google that powers many
map-based services, including the Google Maps website, Google Ride Finder, Google Transit, and
maps embedded on third-party websites via the Google Maps API. It offers street maps, a route
planner for traveling by foot, car, or public transport and an urban business locator for numerous
countries around the world.

To login to Google map:

1. Go to www.maps.google.com/.

2. Type the place you want to

search for the route.

3. Click Search or press Enter in

the keyboard. The route map
is displayed

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To get the directions of two or more places:

1. Go to www.maps.google.com/

2. Click Directions.

3. Enter From and To locations in the A and B boxes.

4. Click Get Directions. The route map is displayed.

5.2. WikiMapia

WikiMapia is an online map and satellite imaging resource that combines Google Maps with a wiki
system, allowing users to add information, in the form of a note, to any location on Earth. Users
may currently use this information for free.

5.2.1. Tag a location

WikiMapia allows any contributor to add a tag (placemark) to any location by marking out a
polygon around the location and then providing a default language, title, description and one or
more categories.

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To login in to wikimapia:
1. Go to www.wikimapia.com website.

2. Click Login on the menu. The Login page is displayed.

3. Enter Username or email and Enter a Password in the boxes and click continue.

To search for the route:

1. Type the place you want to find the route, in the search box.

2. Click Search. The route is displayed for the searched place.

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6. MOBILE APPLICATIONS

Mobile application is software that runs on a handheld device (phone, tablet, e-reader, iPod, etc.,).
It can connect to wifi or wireless carrier networks, and has an operating system (iOS, Android,
BlackBerry, Symbian, Windows Phone, WebOS, etc) that supports standalone software. Mobile
applications are immediate to the user and easily accessible on mobile devices. Today, there are
number of mobile applications developed and residing in our pocket. They are:

1. Money Transfer: Mobile money transfer is another way to send money. It is a transfer of
money to a receiver in which the funds are deposited into a mobile or “M-Wallet” (A mobile
wallet is an electronic account that is linked to a person’s mobile phone in which money can be
electronically deposited and used the same as cash).

Ex: IMPS - Interbank Mobile Payment Service (ICICI Bank), Western Union Bank

2. Mobile Payments: Mobile payment is an alternative payment method instead of paying with
cash, cheque or credit cards, a consumer can use a mobile phone to pay for a wide range of se
vices and digital or hard goods such as: transportation fare (bus, subway or train), books, mag
zines music, videos, ringtones, online game subscription or items, wallpapers and other digital
goods.

The payment can be made via,

• Premium SMS based transactional payments

• Direct Mobile Billing

• Mobile web payments (WAP)

• Contactless NFC (Near Field Communication)

3. Mobile Advertising: Mobile advertising is a form of advertising via mobile (wireless) phones or
other mobile devices. It is one of the most important ways to monetize mobile content. Mobile
advertising will also be used by companies alongside their other campaigns including TV, radio,
print, and outdoors.

4. Mobile Instant Messaging: It is the technology that allows instant messaging services to be
accessed from a portable device, ranging from standard mobile phones, to smartphones. The
popular MIM messengers are Meebo, Trillian, Beejive, Googel Talk and BlackBerry Messenger.

5. Social Networking Apps: Mobile social networking is social networking where individuals with
similar interests converse and connect with one another through their mobile phone and/or
tablet.

Ex: myspace, facebook, twitter

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6. News and Reference Apps: Mobile News services are growing in popularity along with an
explosion in the usage of SMS messages worldwide and a few organizations are exploring these
services.

Ex. Reuters, CNN, Channelnewsasia, Sky News, Starcomm

7. Maps and Location Services: A location-based service (LBS) is an information or

entertainment service, which is accessible with mobile devices through the mobile network and
which uses information on the geographical position of the mobile device.

Ex: Google Maps, WorldMate

8. Music Apps: Music applications (Ovi Music, Slacker, Thumbplay, Grooveshark etc.) help the
user to download music from various online databases and it can be synchronized.

9. Entertainment Apps and Games: Quiz, Puzzles, Movies, Books, Games and Fun can be
played online or it can be downloaded to the mobile phone.

7. Summary
• Share a common interest using internet’s network groups such as Face book and Twitter.

• Access your account information from anywhere in the world using Net banking.

• Plan your trip on train through E-ticket booking.

• Recharge your mobile through online.

• Create your personal web pages using blogs.

• Search for the route in the Google map.

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