Computer applications in business assignmentDocument Transcript
IN BUSINESS ASSIGNMENT
NAME: YOGESH SINGLA
COURSE: B.COM (HONS) I
ENROLLMENT NUMBER: A3104609020
SUBMITTED TO:MR ADARSH ARORA
QUESTION: 1) What do you mean by word processing software? Explain how editing and formatting
functions are performed in MS-word. Explain with shortcuts commands.
ANSWER:1) A word processor (more formally known as document preparation system) is a
computer application used for the production (including composition, editing, formatting, and
possibly printing) of any sort of printable material. Word processor may also refer to an obsolete
type of stand-alone office machine. it combines the keyboard text-entry and printing functions of
an electric typewriter with a dedicated computer for the editing of text.
Word processors are descended from early text formatting tools (sometimes called text
justification tools, from their only real capability). Word processing was one of the earliest
applications for the personal computer in office productivity.
Although early word processors used tag-based markup for document formatting, most modern
word processors take advantage of a graphical user interface providing some form of What You
See Is What You Get editing. Most are powerful systems consisting of one or more programs
that can produce any arbitrary combination of images, graphics and text, the latter handled with
Microsoft Word is the most widely used computer word processing system; Microsoft estimates
over five hundred million people use the Office suite, which includes Word. There are also many
other commercial word processing applications, such as WordPerfect, which dominated the
market from the mid-1980s to early-1990s, particularly for machines running Microsoft's MS-
DOS operating system. Open-source applications such as Abiword, KWord, LyX and
OpenOffice.org Writer are rapidly gaining in popularity. Online word processors such as Google
Docs are a relatively new category.
You can easily make and view tracked changes and comments while you work in a document. By default, Microsoft
Office Word 2007 uses balloons to display deletions, comments, formatting changes, and content that has moved. If
you want to see all of your changes inline, you can change settings so that tracked changes and comments display
the way you want.
Balloons show formatting changes, comments, and deletions.
NOTE To prevent you from inadvertently distributing documents that contain tracked changes and comments, Word
displays tracked changes and comments by default. Final Showing Markup is the default option in the Display for
Track changes while you edit
1. Open the document that you want to revise.
2. On the Review tab, in the Tracking group, click the Track Changes image.
To add a track changes indicator to the status bar, right-click the status bar and click Track Changes. Click the
Track Changes indicator on the status bar to turn track changes on or off.
3. Make the changes that you want by inserting, deleting, moving, or formatting text or graphics. You can also add
NOTE If you use change tracking and then save your document as a Web page (.htm or .html), tracked changes will
appear on your Web page.
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Turn off change tracking
On the Review tab, in the Tracking group, click the Track Changes image.
If you customized the status bar to include a track changes indicator, clicking Track Changes in the Tracking
group will also turn off the indicator in the status bar.
NOTE Turning off change tracking does not eliminate the tracked changes in your document. To ensure that
there are no more tracked changes in your document, be sure that all changes are showing, and then use the
Accept or Reject commands for each change in the document.
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Change the way that markup is displayed
Do any of the following:
You can change the color and other formatting that Word uses to mark changed text and graphics by clicking
the arrow next to Track Changes and then clicking Change Tracking Options.
NOTE While you can't assign specific colors for changes made by different reviewers, each reviewer's
changes appear as a different color in the document so that you can track multiple reviewers.
You can view all changes, including deletions, inline instead of inside balloons that appear in the margins of
your document. To show changes in line, in the Tracking group, click Balloons, and then click Show all
When you click Show all revisions inline, all of the revisions and comments in the document appear inline.
To highlight the margin area where all balloons appear, click Markup Area Highlight under Show Markup
Function Key Assignments in Word 2003
+SHIFT +CTRL +ALT +CTRL+SHIF
Goes to the
t entry (if
text to the
or Go To
size of the
s to the
pane in a
back to the
F8 Turns on
an arrow key)
N from the field
the field results
u at the
a menu of
s for the
message for a
smart tag (If
more than one
smart tag is
switches to the
next smart tag
and displays its
1. A list of shortcut keys
There are loads of predefined shortcuts for MS Word. Remembering all the shortcuts can be difficult but this is how
you can do it.
To generate the list, Click Tools -> Macro -> Macro. Select 'Word Commands' from the 'Macros in' list. Now, from the
list of the macros available, select 'List Commands'. Click 'Run'. From the 'List Commands' dialog box, click 'Current
menu and keyboard settings'. Click 'OK'. The Marco will run and generate a table with all the shortcuts.
2. Secure your Word documents by password-protecting them
Just click: 'File -> Save As' and click the 'Tools' button. Now select 'General Options'.
You can add two kinds of passwords; the first password to open the document and the second, to allow modification
of the document.
3. Streamline the toolbar
If there are too many toolbars (they are horizontal row of icons just below the menu bar, which provide easy access to
functions performed through Menu bar) on the screen you can close a few of them by clicking 'view ->Toolbars ->
click any of the toolbar which has a check next to it and is not required. The unchecked toolbar will disappear from
Next, create a toolbar for features you use frequently.
Click 'View -> Toolbars -> customize'. Click on the 'Toolbars' tab and click on the 'New' button. Give the toolbar a
To add icons to the toolbar click on the 'commands' tab in this window and select the category of the Icon you ant to
add to the toolbar. Example, if you want to add the icon for adding table on this tool bar, select the 'Category' as
'Table' and select 'Insert Table' from 'commands' column. Now, while pressing the left mouse button, drag the 'Insert
Table' option to the new toolbar.
Select 'Normal/ Microsoft [ Images ] Word' to make it available whenever you work on MS Word.
If you are using more than one language (English + another language) in the document and want spell check to skip
checking the second language, then:
~ Select the block of text you want the Speller to skip.
~ Choose 'Language' from the 'Tools' menu, then choose 'Set Language'.
~ Check the 'Do not check spelling and grammar' check box.
~ Click 'OK'. When the Speller is finished, you'll see the message: 'The spelling and grammar check is complete.
Text marked with "Do not check spelling and grammar" would have been skipped.
5. Synonyms for words
Type the word on a document. Right click on the word and select 'Synonym' from the menu and you will get a list of
all possible synonyms. Unfortunately, some types of formatting disable this feature. For example, if the word is in a
bullet or numbered list item, the synonym option does not appear when you right-click.
6. Word documents
The document created in higher version of MS Word might not open in any lower version of MS Word. Even if it
opens, you might lose some formatting that you had done.
For example, the document created in MS Word 2003 might not open correctly in MS Office 2000 or earlier. In case
you want to create a document that will work fine in earlier versions, you can save the file in a format supported by
the earlier versions of MS Word. To do so follow the below steps:
Click File -> Save As
In the 'Save as type' box, select the file type you want to use. In the list of options you will see the options such as
'Word 5.0', 'Word 6.0', 'Word 97-2000' etc. Select the version you wish to save your word file in and click 'Save As'.
If you're not sure what file type will work (such as when you are sending a document to someone else), choose Rich
Text Format (*.rtf) or WordPerfect 5.1 for DOS (*.doc).
7. Manage big Word documents with ease.
When working with a long document, if you wish to revisit a particular page again to make changes, you can use
hidden 'bookmarks' to quickly go to the particular area. To add a bookmark, click where you want to place the
bookmark. Now click, Insert -> Bookmark. Assign a name to your bookmark and click 'Add'.
When you wish to access this part of the text, simply press 'F5' to open the 'Find and Replace' dialog box. Click the
'Go To' tab and type the bookmark name in the 'Enter Page Number' field and click 'Go To' button to move directly to
the text you have book marked.
8. Using tables
You can create tables in Microsoft Word by simply typing out a string of PLUS SIGNS (+) and MINUS SIGNS (-).
Start the row with a plus sign (+) and then type minus sign (-) until you have the column width you want. To add a
new column type plus sign (+) again. When you're done type a final plus sign (+) and press 'ENTER'. Word turns your
text into a table. To add more rows to your table, move to the last cell in the table and press 'TAB'.
Note: If this tip doesn't work for you, you need to turn on the 'AutoFormat' feature in Word. To do this, on the 'Tools'
menu, click 'AutoCorrect'. Then, click the 'AutoFormat As You Type' tab and select the 'Tables' check box.
9) Change the default 'open' and 'save' folder
Whenever you click the 'open' / 'save' file dialog box, the default directory it refers to it as 'My Document'. By setting
the default folder, whenever you access the 'Save' file and 'Open' file window, you do not have to specify the location
where you need to save the file or open the file from.
To do so click Tools -> Options. Click on the 'File Locations' tab. Click 'Documents' under the 'File Types' and then
click 'Modify'. Now locate the 'folder' which you want to set as the default folder for the Open File / Save File window.
Click 'OK' to select the location and again click 'OK'.
10) Modify the custom dictionary
You can add, delete and edit the words in a custom dictionary. Click Tools -> Options and click the 'Spelling and
Grammar' tab. Click 'Custom Dictionaries / Dictionaries' Check the checkbox corresponding to the dictionary you want
to edit. Click 'Modify' and perform any of the following actions:
~ To add a word, type the word in the 'Word' box and click 'Add'.
~ To delete a word, select it in the 'Dictionary' box and click 'Delete'.
~ To edit a word, select it in the 'Dictionary' box, modify it and then click 'Add' and delete the previous version.
All Caps CTRL+SHIFT+A
App Maximize ALT+F10
App Restore ALT+F5
Apply Heading1 ALT+CTRL+1
Apply Heading2 ALT+CTRL+2
Apply Heading3 ALT+CTRL+3
Apply List Bullet CTRL+SHIFT+L
Auto Format ALT+CTRL+K
Auto Text F3 or ALT+CTRL+V
Bold CTRL+B or CTRL+SHIFT+B
Browse Next CTRL+PAGE DOWN
Browse Previous CTRL+PAGE UP
Browse Sel ALT+CTRL+HOME
Center Para CTRL+E
Change Case SHIFT+F3
Char Left LEFT
Char Left Extend SHIFT+LEFT
Char Right RIGHT
Char Right Extend SHIFT+RIGHT
Close or Exit ALT+F4
Close Pane ALT+SHIFT+C
Column Break CTRL+SHIFT+ENTER
Column Select CTRL+SHIFT+F8
Copy CTRL+C or CTRL+INSERT
Copy Format CTRL+SHIFT+C
Copy Text SHIFT+F2
Create Auto Text ALT+F3
Customize Add Menu ALT+CTRL+=
Customize Keyboard ALT+CTRL+NUM +
Customize Remove Menu ALT+CTRL+-
Cut CTRL+X or SHIFT+DELETE
Date Field ALT+SHIFT+D
Delete Back Word CTRL+BACKSPACE
Delete Word CTRL+DELETE
Do Field Click ALT+SHIFT+F9
Doc Close CTRL+W or CTRL+F4
Doc Maximize CTRL+F10
Doc Move CTRL+F7
Doc Restore CTRL+F5
Doc Size CTRL+F8
Doc Split ALT+CTRL+S
Double Underline CTRL+SHIFT+D
End of Column ALT+PAGE DOWN
End of Column ALT+SHIFT+PAGE DOWN
End of Doc Extend CTRL+SHIFT+END
End of Document CTRL+END
End of Line END
End of Line Extend SHIFT+END
End of Row ALT+END
End of Row ALT+SHIFT+END
End of Window ALT+CTRL+PAGE DOWN
End of Window Extend ALT+CTRL+SHIFT+PAGE DOWN
Endnote Now ALT+CTRL+D
Extend Selection F8
Field Chars CTRL+F9
Field Codes ALT+F9
Font CTRL+D or CTRL+SHIFT+F
Font Size Select CTRL+SHIFT+P
Footnote Now ALT+CTRL+F
Go Back SHIFT+F5 or ALT+CTRL+Z
Go To CTRL+G or F5
Grow Font CTRL+SHIFT+.
Grow Font One Point CTRL+]
Hanging Indent CTRL+T
Header Footer Link ALT+SHIFT+R
Italic CTRL+I or CTRL+SHIFT+I
Justify Para CTRL+J
Left Para CTRL+L
Line Down DOWN
Line Down Extend SHIFT+DOWN
Line Up UP
Line Up Extend SHIFT+UP
List Num Field ALT+CTRL+L
Lock Fields CTRL+3 or CTRL+F11
Mail Merge Check ALT+SHIFT+K
Mail Merge Edit Data Source ALT+SHIFT+E
Mail Merge to Doc ALT+SHIFT+N
Mail Merge to Printer ALT+SHIFT+M
Mark Citation ALT+SHIFT+I
Mark Index Entry ALT+SHIFT+X
Mark Table of Contents Entry ALT+SHIFT+O
Menu Mode F10
Merge Field ALT+SHIFT+F
Microsoft Script Editor ALT+SHIFT+F11
Microsoft System Info ALT+CTRL+F1
Move Text F2
Next Cell TAB
Next Field F11 or ALT+F1
Next Misspelling ALT+F7
Next Object ALT+DOWN
Next Window CTRL+F6 or ALT+F6
Normal Style CTRL+SHIFT+N or ALT+SHIFT+CLEAR (NUM 5)
Open CTRL+O or CTRL+F12 or ALT+CTRL+F2
Open or Close Up Para CTRL+0
Other Pane F6 or SHIFT+F6
Outline Collapse ALT+SHIFT+- or ALT+SHIFT+NUM -
Outline Demote ALT+SHIFT+RIGHT
Outline Expand ALT+SHIFT+=
Outline Expand ALT+SHIFT+NUM +
Outline Move Down ALT+SHIFT+DOWN
Outline Move Up ALT+SHIFT+UP
Outline Promote ALT+SHIFT+LEFT
Outline Show First Line ALT+SHIFT+L
Page Break CTRL+ENTER
Page Down PAGE DOWN
Page Down Extend SHIFT+PAGE DOWN
Page Field ALT+SHIFT+P
Page Up PAGE UP
Page Up Extend SHIFT+PAGE UP
Para Down CTRL+DOWN
Para Down Extend CTRL+SHIFT+DOWN
Para Up CTRL+UP
Para Up Extend CTRL+SHIFT+UP
Paste CTRL+V or SHIFT+INSERT
Paste Format CTRL+SHIFT+V
Prev Cell SHIFT+TAB
Prev Field SHIFT+F11 or ALT+SHIFT+F1
Prev Object ALT+UP
Prev Window CTRL+SHIFT+F6 or ALT+SHIFT+F6
Print CTRL+P or CTRL+SHIFT+F12
Print Preview CTRL+F2 or ALT+CTRL+I
Redo or Repeat CTRL+Y or F4 or ALT+ENTER
Repeat Find SHIFT+F4 or ALT+CTRL+Y
Reset Char CTRL+SPACE or CTRL+SHIFT+Z
Reset Para CTRL+Q
Revision Marks Toggle CTRL+SHIFT+E
Right Para CTRL+R
Save CTRL+S or SHIFT+F12 or ALT+SHIFT+F2
Save As F12
Select All CTRL+A or CTRL+CLEAR (NUM 5) or CTRL+NUM 5
Select Table ALT+CLEAR (NUM 5)
Show All CTRL+SHIFT+8
Show All Headings ALT+SHIFT+A
Show Heading1 ALT+SHIFT+1
Show Heading2 ALT+SHIFT+2
Show Heading3 ALT+SHIFT+3
Show Heading4 ALT+SHIFT+4
Show Heading5 ALT+SHIFT+5
Show Heading6 ALT+SHIFT+6
Show Heading7 ALT+SHIFT+7
Show Heading8 ALT+SHIFT+8
Show Heading9 ALT+SHIFT+9
Shrink Font CTRL+SHIFT+,
Shrink Font One Point CTRL+[
Small Caps CTRL+SHIFT+K
Space Para1 CTRL+1
Space Para15 CTRL+5
Space Para2 CTRL+2
Spike CTRL+SHIFT+F3 or CTRL+F3
Start of Column ALT+PAGE UP
Start of Column ALT+SHIFT+PAGE UP
Start of Doc Extend CTRL+SHIFT+HOME
Start of Document CTRL+HOME
Start of Line HOME
Start of Line Extend SHIFT+HOME
Start of Row ALT+HOME
Start of Row ALT+SHIFT+HOME
Start of Window ALT+CTRL+PAGE UP
Start of Window Extend ALT+CTRL+SHIFT+PAGE UP
Symbol Font CTRL+SHIFT+Q
Time Field ALT+SHIFT+T
Toggle Field Display SHIFT+F9
Toggle Master Subdocs CTRL+
Un Hang CTRL+SHIFT+T
Un Indent CTRL+SHIFT+M
Underline CTRL+U or CTRL+SHIFT+U
Undo CTRL+Z or ALT+BACKSPACE
Unlink Fields CTRL+6 or CTRL+SHIFT+F9
Unlock Fields CTRL+4 or CTRL+SHIFT+F11
Update Auto Format ALT+CTRL+U
Update Fields F9 or ALT+SHIFT+U
Update Source CTRL+SHIFT+F7
Web Go Back ALT+LEFT
Web Go Forward ALT+RIGHT
Word Left CTRL+LEFT
Word Left Extend CTRL+SHIFT+LEFT
Word Right CTRL+RIGHT
Word Right Extend CTRL+SHIFT+RIGHT
Word Underline CTRL+SHIFT+W
QUESTION 2: What is spread sheet software. What are the different functions available in MS excel. Is
there any difference between a workbook and a worksheet? What are the different formatting functions
available in MS excel. Explain?
ANSWER: Computer programs that perform calculations on the basis of numbers and formulas supplied
by the user, and produce output in the form of tables and graphs.
A spreadsheet is a computer application that simulates a paper, accounting worksheet. It displays
multiple cells that together make up a grid consisting of rows and columns, each cell containing either
alphanumeric text or numeric values. A spreadsheet cell may alternatively contain a formula that
defines how the content of that cell is to be calculated from the contents of any other cell (or
combination of cells) each time any cell is updated. Spreadsheets are frequently used for financial
information because of their ability to re-calculate the entire sheet automatically after a change to a
single cell is made.