Word is a word processor, marketed by Microsoft, hence the name
Microsoft. It is normally sold as part of total office automation software called
Microsoft office. WordPerfect, WordPro, and WordStar are other commonly used
Word-processing software available in the market.
Word is a way of producing documents using computer. Though, the
advantages of computer over other devices are well known, Word by itself makes
the use of traditional type-writers obsolete
Word processing software enables us to quickly and easily create, edit,
format, print and store documents using a computer. It allows the user to view
and edit the entire document on the screen, before printing. The use of
computers for Word-Processing also provides us with many other advanced
features, like enhanced printing, spell-check, grammatical correction, tables,
graphs, thesaurus, pictures etc.
Working with MSWord
Word usually opens new document by default. On creating and saving of the
document it gives the extension name of“.doc”.
Uses of MSWORD
• Word Processor
• Create letters, reports and forms
• Desktop Publishing
• Create Newsletters, Brochures and Flyers
• Fax Cover Sheets
• Web Pages
Details of A Word Window
The document area: The blank area reserved for the typed matter to be
The Mouse Pointer: symbol on the screen denoting position of the mouse.
The Insertion Pointer: denotes where letters will be placed when they are typed.
Toolbars: Toolbars comprise of buttons for commonly used commands.
Standards and Formatting toolbar are open by default. There are other several
Pull down Menus: menus give access to all the commands available in word
Scroll Bars: The Scroll bars can be used for moving up and down in the document.
1. Create a document with heading and using formatting features underline,
boldface and change the font.
Different styles of text such as bold or italics can make text stand out. Underlining
can be useful for headings.
Step 1: Open an existing Word document or start a new document and type your
Step 2: If you’d like to change some of the text that you’ve already typed to a
different font, it will need to be selected or highlighted with the mouse first.
When the mouse pointer is moved over a text area, the pointer will change from
an arrow to a ‘text select’ or ‘I-beam’ icon.
Step 3: Select the text that you wish to edit or change the formatting.
Step 4: To change the selected font to bold, click B in the formatting ribbon at the
top of the document.
Step 5: To change the selected font to italics, click I in the formatting ribbon at the
top of the document.
Step 6: To change the selected text so that it’s underlined, click U in the
formatting ribbon at the top of the document.
Step 7: It’s also possible to change selected text using a combination of keyboard
shortcuts, which some people find easier than using the mouse.
To make text bold, select and highlight the text first. Then hold down Ctrl
(the control key) on the keyboard and press B on the keyboard.
To make text italic, select and highlight the text first. Then hold down Ctrl
(the control key) on the keyboard and then press the I on the keyboard.
To underline text, select and highlight the text first. Then hold down Ctrl
(the control key) on the keyboard and then press the U on the keyboard.
Formatting a Document
Once the text of a document has been typed, it is required to be formatted. MS-
Word provides Format menu to give a meaningful format of your document, so
that a user can read and understand the document in an easy manner. Following
Are the options available in the Format menu.
Format of font i.e. the font type, font size, font style, font Color; character spacing
etc can be changed by going in the option Font of Format menu.
Changing of Fonts
The word font means the way of writing characters. To change the font-using Font
dialog box gives you the opportunity to see the result within the dialog box before
applying it on the text. Other benefit of using the font dialog box is that you can
apply several effects within the same dialog box like font color, bold or font size
Following are the steps to change the font using Font dialog box.
1. Select the desired text to change the font.
2. Select the Font option from Format menu. It will give you the following
3. Scroll through the Font list and click the font that you want.
4. Select the font color, underline style and Effects of your choice.
5. Select the font style according to the text.
2. Create a list of ten tasks to be done this week .select the list and turn on
numbering .select the list again and turn on bullets
Step 1: Open or start a new Microsoft Word document if you do not already have
Step 2: To create a numbered list, click on the numbering icon at the top of the
Step 3: The first number will now be inserted into your text.
Step 4: Type the first item on your list.
Step 5: When you press the ‘Enter’ (or ‘Return’) key to go to the next line, the
next number will be inserted and so on.
Step 6: To stop the numbers being inserted and go back to standard text, click on
the numbering icon again at the top of the document.
Step 7: To create a bulleted list, click on the bullets icon at the top of the screen in
the menu ribbon.
Step 8: A bullet point will be inserted into your text.
Step 9: Type your list. Every time you press the ‘Enter’ key to go to the next line, a
new bullet will be inserted.
Step 10: To stop bullets being inserted, click on the bullets icon again.
3. Select the same list change the bullet character to some symbols
Customizing Bulleted Lists
Customizing your bulleted list allows you to use creative and eye
-catching bullets. Word provides many different images from which to choose.
The following instructions assume that a bulleted list has already been created.
1. Select the bulleted list you want to customize
2. On the Home tab, in the Paragraph group, click on the Bullets button
. The Bullets pull-down menu appears
3. Select the desired bullet option
4. If the desired option does not appear, select Define New Bullet...The
Define New Bullet dialog box appears
5. To select a symbol for your bullet,
a. Under Bullet character, click Symbol. The Symbol dialog box appears.
b. From the Font pull-down box, select the desired font
c. In the scroll box, select the desired bullet character
6. To select a picture for your bullet,
a. Under Bullet character, click Picture the Picture Bullet dialog box appears.
b. In the scroll box, select the desired bullet character Click
4. Demonstrate the use of Find & Replace All.
Illustrating Search and Replace Options
Steps to find text:
1. Choose Edit → Find (or press ctrl+F) to display Find tab of the Find and
Replace dialog box.
2. Type the text that you want to search in the Find What text box.
3. Click find Next button. Word highlights the first occurrence of the word.
4. Continue to click on Find Next to look for more matches.
Steps to replace text:
1. Choose Edit → Replace (or press Ctrl + H ) to display the Replace tab of the
Find and Replace dialog box.
2. Type the text that you want to find in the Find What text box.
3. In the Replace with text box, type the text that you want to replace the Find
4. Click the Find next button.
5. Word highlights the first occurrence of the word to replace it, check the
6. To skip this instance without making the change, click the Find Next button.
Continue this process. If you don’t need to confirm every replacement, click the
Replace all button
5. Demonstrate the use of Spelling and Grammar :
The spell checker lets you check the spelling and grammar of the entire document
all at once.
1. Place the insertion point at the beginning of the document.
2. Click the Spelling and Grammar button on the standard toolbar (or press F7
or Tools→ spelling and grammar) to start checking the document.
3. Word displays the Spelling and Grammar dialog box. As soon as you click a
button in the dialog box to tell word to handle a possible misspelling or
grammatical error, it goes on to the next error. when word finds a spelling
error ,it highlights it in the top half to the dialog box .if you see the correct
spelling, click it and click the change button ( or click change all to change it
throughout the document
4. Sometimes Word does not offer the correct spelling for a misspelled word.
In such case, select the word in the top half of the dialog box, type over it
with the correct spelling and click the change button.
5. If the word is spelled correctly and you plan to use it often, click the add
button to add it to the dictionary.
6. To leave the word as it is, click ignores to ignore it throughout the
1. Click on the word "council" in the Suggestions text box
2. Click the Change button
3. Word moves on to the next word you got wrong
Check the check grammar checkbox to check grammatical errors also.
6. Write a letter to the Human Resource Managers of five different companies
requesting them to allow you to do summer
Mail merge is a software function describing the production of multiple (and
potentially large numbers of) documents from a single template form and a
structured data source. The letter may be sent out to many "recipients" with
small changes, such as a change of address or a change in the greeting line. MS
Word Mail Merge allows a user to send letters or documents to many people
simultaneously; users simply create one document that contains the information
that will be the same in each version, and then add placeholders for the
information that will be unique to each version.
-To demonstrate mail merge feature with an example
To begin the Mail Merge sequence click Tools in the Menu Bar, select Letters and
Mailings, and then Mail Merge Wizard (see arrows below).
You will now see a Microsoft Mail Merge Task Pane appear on the right side of
your screen – similar to the image.
You’ll notice, at the bottom of the Task Pane that it looks like the image . Now
that we’ve selected Letters, we can proceed to the next step in the Wizard.
Click Next: Starting document.
We are leaving Step 1 of the Mail Merge Wizard and moving to Step 2.
The top of the Step 2 Task Pane looks like the image. We indicated earlier that we
are going to use a blank document for this tutorial. So, we’ll remain with the
default selection – Use the current document.
At the bottom of the Step 2 of 6 Task Pane, click Next: Select recipients.
Notice, in the image on the right that, as you proceed through the Mail Merge
Task Panes, you can go back and forth at any time you desire. This is logical and
Selecting your merge file (Access, Excel, Word, Outlook)
You are now in Task Pane 3. In this task pane you will select the source list for
your mail merge. We’ll be using an Access database for this tutorial. You can use
an Excel spreadsheet, Outlook Mail Contacts, or several other sources.
Click the Browse button in Task Pane 3.
We, as indicated, are going to select an Access Database. It is located on our C:
drive in the Folder Mail Merge Word XP.
After we select our database we’ll click the Open button.
You may choose several other file types, as previously indicated. If you click the
small down arrow to the right of the Files of type: area in the Select Data Source
menu screen (image at bottom of last page and on right), you will see many other
file types from which you can merge.
When we selected the Person 2003 database, the following Select Table menu
appeared. This database contains three Tables – we are going to choose the
After we selected Personnel, we clicked the OK button. The Mail Merge
Recipients menu screen appears.
Click the OK button when you have viewed the screen to your satisfaction.
Look at the middle of Task Pane 3 again. Notice that the Browse selection has
been replaced by the image to the right. This Task Pane now indicates the
database (or other source) you selected and allow you to edit the list which
appeared when you made this selection (bottom of last page).
You are now ready to begin inserting fields into your mail merge document.
However it would be prudent to save your mail merge letter at this time.
Saving your Mail Merge document
You will want to save your mail merge documents periodically. Use your favorite
save method. We’ll click File in the Menu Bar and select Save (as shown in the
image on the right.
The Save As menu screen will appear (image at the top of the next page).
We will save our document as Mail Merge Letter in the Mail Merge Word 2003
Folder on our C: drive.
Creating the Mail Merge Document
Having selected our data source, we are now ready to create our mail merge
document. Look at the bottom of the Step 3 of 6 Task Pane and click Next: Write
You will now be taken to the Mail Merge Step 4 of 6 Task Pane. The top of this
Task Pane looks like the image on the left.
We’ll cover two of the selections you see at the left – Address block and more
items. Greeting line is similar to address block. If the cursor is not visible at the
top of your document, click the top left corner of your document.
We’ll begin our letter with the Address Block.
Click the Address Block selection (as indicated at the bottom of the last page).
The following Insert Address Block menu screen will appear. If you accept the
default setting screen, as shown in the image on the right, it will search your
database and attempt to create an address similar to the one shown in the
We’ll use the default Address (that you see on the right). You choose the one you
desire and then click OK.
The upper left corner of your document should look like the image on the right.
Tap the Enter key a couple of times to make sure your cursor is below the
<<AddressBlock>>. Your document and cursor should look similar to the one on
Now that we’ve inserted an Address Block, we’ll use the More Items selection to
show you another way to do this.
You will then be able to compare the two methods and select the one you like
Click the More items… selection. The Insert Merge Field Menu Screen at the right
In the Insert Merge Field Menu screen, click the First Name selection, then click
the Insert button at the bottom of the screen (see image and arrows on the right),
then click the Close button.
When you do, the <<First_Name>> text will appear below the <<AddressBlock>>
Click the More items… button in the Mail Merge Task Pan on the right again.
When the Insert Merge Field Menu Screen appears, click the following: (when you
click a field name, click the Insert button after each selection):
Last Name (Insert), Street Address (Insert), City (Insert), State (Insert), Zip (Insert)
– and now click the Close button. Your screen should now look like the text at the
top of the next page.
Tap the Space Bar to place a space between these two fields. Your text should
now show a space like the image below.
Now, move your
cursor between the Last Name and Street Address arrows (>> <<) and click the left
mouse button. Then tap the Enter Key. Your text should now look like the image
We’ll continue this process to create a logical mailing label. Click between the
arrows between Street Address and City and tap the Enter Key. Your text should
now look like the image on the right.
Click between the arrows between City and State and tap a comma (,) and then
tap the Space Bar. Then click between the arrows between State and Zip and tap
the Space Bar. Click to the right of the arrow at the end of Zip and tap the Enter
Key twice. Your text should look like the image on the left.
Now, we’ll insert a greeting. Tap the Enter Key two more times – just to create
some space – and type in Dear and then tap the Space Bar. Click the More Items
button in the Task Pane on the right and insert the field First Name. Type a
comma after the First Name field and tap the Enter Key twice. Your document
should now look like the one on the right.
Previewing your documents
We are now ready to preview our efforts. Click the Next: Preview your letters
choice at the bottom of the Mail Merge Task Pane on the right of your screen.
You will now move to the Mail Merge Task Pane screen 5 of 6. It will look similar
to the image on the right.
First - the Address Block. If you move back to the previous screen by clicking the
Previous: Write your letter choice at the bottom of the Task Pane, you’ll again see
your Address Block and More Items field codes.
Move your cursor over the Address Block field code and click the RIGHT mouse
button. In the menu that appears, click Toggle Field Codes. Your Address Block
will now look like the image below.
Click and drag your left mouse button over the <<,_STATE_>> field to highlight the
field. It should look like the image on the right.
Move your cursor over the highlight and click the RIGHT mouse button. In the
menu that appears, click the Font choice. In the Font Menu screen click in the
small box to the left of ALL CAPS and then click OK. This “should” mark your
states to be all capitals. Note: sometimes this works, and sometimes it doesn’t –
that’s why we’re showing you both the Address Block and More Items techniques.
RIGHT click again on the Address Block (you see above) and select Toggle Field
Codes again and you will see only the <<AddressBlock>> again.
Now we’ll do the same thing for More Items. Highlight the <<State>> field – like
them image on the right. RIGHT click on the highlighted field and choose Font
again. Then choose ALL CAPS again, and click OK.
Notice that your <<STATE>> field now is shown in all capital letters. THIS ALWAYS
Now we’ll return to “re-preview” our letters – after these two changes. Click the
Next: Preview your letters choice at the bottom of the Step 4 of 6 Task Pane.
We are now back on Task Pane Step 5 of 6 screen – Preview your letters and you
will notice, as we suggested, that the Address Block state did not “take” the ALL
But, the More Items choice did accept the ALL CAPS.
We could go into how to do this with other coding, but we’re trying to keep it.
Page 1 of 6
Creating Mail Merge Envelopes
1. Create your source file (the Excel spreadsheet or Access database which houses
all the data you want put on the envelopes)
2. Open Word 2007
3. Select the Mailings tab
4. Click the Start Mail Merge button
5. Select Envelopes from the menu
6. Select the appropriate options for your envelope type and printer setup then
click the OK button
7. Click the Select Recipients button
8. Click the Use Existing List item
9. Find and double-click your source file
10. If you are using an Excel spreadsheet with multiple sheets, select the sheet
that houses the data. If you are using an Access database, select the query you
want to use.
11. If the first row of data DOES NOT contains column headers, uncheck the box
at the bottom of the window.
12. Click the OK button
13. Enter your return address information in the upper left area of the envelope
14. Click in the middle lower area of the envelope to find the placement for the
address block. A dashed-outline box will appear if you click in the correct area.
15. Click the Address Block button
16. Adjust the address block settings according to the way you want things to
appear. If things don’t seem to be in the right place in the preview area, click the
Match Fields button to ensure Word is putting the correct fields in the correct
places. When you are done Insert Address Block window click the OK button.
17. When you are done, the address block will be noted as <<Address Block >>.
18. If you would like to see a preview showing data instead of the address block
text, click the Preview Results button and use the arrow buttons to move through
the list of recipients
19. If your recipient list contains more records than you want to be included in
the envelopes, you can filter the list to only include the recipients you choose.
Click the Edit Recipient List button
20. You can either place a checkmark in the box next to the records you want to
use or use the Filter link to filter large amounts of data
21. If you choose the Filter link, fill out the pop-up window to fit your filter
preferences then click the OK button
22. Click the OK button again to return to the merge envelope
23. When you are done editing your envelopes, click the Finish & Merge button
24. Select if you want to view the envelopes in a Word file (Edit Individual
Documents) or if you want to send them directly to the printer (Print Documents)
25. After making your selection you will be prompted with a window asking which
records to merge. Typically you would leave this on All and click the OK button.
26. Your merge is now complete. You can save your merge for future use the
same way you save any other document. When you open the merge again you
will be prompted to allow a SQL command to run. THIS IS OK. Click the Yes
8. Type a letter and create an envelope for it that you add to your document.
Preview it in print preview.
Mail merging is done in following simple steps:
1. Creating a Main document.
2. Creating a Data Source.
3. Adding the merge fields into main document.
4. Merging the data with the main document.
5. Create and print envelopes for a mass mailing
1. Set up the envelope. You set up the layout of the envelopes one time, for
all the envelopes in the mail merge. In a mail merge, the document that
you use to do this is called the main document. In the envelope main
document, you can also set up any content that you want repeated on each
label, such as a return address, a company logo, or boilerplate text.
2. Connect the envelopes to your address list. Your address list is the data
source that Microsoft Office Word uses in the mail merge. It is a file that
contains the addresses to be printed on the envelopes.
3. Refine the list of recipients. Word generates an envelope for each address
in your mailing list. If you want to generate envelopes for only certain
addresses in your mailing list, you can choose which addresses, or records,
4. Add placeholders, called mail merge fields, to the envelopes. When you
perform the mail merge, the mail merge fields are filled with information
from your address list.
5. Preview and complete the mail merge. You can preview each envelope
before you print or send the whole set.
9. Create a document that contains several paragraphs of text .select the text and
convert it into two columns .Balance the column length. Add a line between the
columns; also add a title that spans both the columns.
Working with Columns
You can use columns to create documents such as newsletters or book pages. The
column option controls the width and Number of columns. Narrower column
widths make your text easier to read. Often, creating columns enables you to fit
more text on a single page. Columns work particularly well where you have
several shorter ics making up a larger document, as with a newspaper.
To create a column
1. Select the text which you want to convert in column
2. Click on the column button in the Standard toolbar.
3. A drop-down list appears with four columns across it. Click on the first column
in the drop-down list and drag across to highlight desired number of columns.
Leave the mouse button.
4. Leave the mouse button.
Adjust Column width and Add a vertical Line Between columns
1. Click anywhere in the column-text.
2. Choose Column option from Format menu to display the column dialog box.
3. Click on the format that you want for the column.
4. If you have specific requirements for column widths, fill it into the Width and
spacing and fill the Number of column box
5. For line, check the Line between check box.
6. Press Ok Button.
10. Create a Student table using Table Handling feature, include the five columns
and five rows taking your own data.
Creating a Weekly Time Table
-To draw the weekly time table schedule of BBA-III-YEAR
To create a four-column, five-row table:
1. Choose Table > Insert > Table from the menu. The Insert Table dialog box
2. Type 4 in the Number of Columns field.
3. Type 5 in the Number of Rows field.
4. Select Auto in the Column Width field. Selecting Auto allows Microsoft
Word to determine the size of your column widths. Alternatively, you can
enter the column width you desire.
5. Click OK. Your table should look like the one shown here, with four columns
and five rows
Alternate Method -- Creating a Table by Using the Insert Table Icon
1. Click the Insert Table icon.
2. Highlight the number of rows and columns you need. The maximum table
size you can create by this method is a four-row by five-column table.
3. Press Enter (or click) to create the table.
Output of the weekly time-table schedule:
ROOTS Degree College
11. Select any table create the following
i) Delete a row and a column
ii) Insert a row and a column
Deleting Rows and Columns
1. Select the Rows or Column which you want to delete
2. Right Click. A context menu will appear and the delete option is there according
to your selection.
Inserting Rows and Columns
1. Place the cursor in the table where you want to insert the row or column.
2. Choose Insert row (above or below) or insert column (right or left) from Insert
option of Table menu
Note: To add a row at the end of the table, position the insertion point in the last
cell of last row and then press the Tab key. The cells in the new row will have the
formatting of the cells in the preceding row.
12. Using Student table apply Auto formatting.
You can quickly give your table a professional design by using any of the built-in
1. Click the table.
2. On the Table menu, click Table AutoFormat.
3. In the Table styles box, click the format you want.
4. Select the options you want.
5. Click Apply.
13. Use suffixes and prefixes, insert currency symbols etc to create a document.
Make text superscript (suffixes) or subscript (prefixes)
1. Select the text that you want to format as superscript or subscript.
2. On the Format menu, click Font, and then click the Font tab.
3. Select the Superscript or Subscript check box.
Superscript: Press CTRL+SHIFT+=
Subscript: Press CTRL+=
1. Open Microsoft Word.
2. Click "Insert"
3. Click "Symbol"
4. Select the letter in the symbol list with the accent mark you wish to use and
click the "Insert" button. Note: Make sure that the font is selected on
"Normal text" unless you are planning to use an accent from a different
INTRODUCTION TO SPREADSHEETS
Modern day business is heavily dependent on financial analysis. Fast and
accurate analysis of data is required for making informed business decisions and
planning strategies. Information systems need to integrate and analyze large
volumes of data from several sources in order to present an accurate picture of
the business situation.
Analysis of data involves:
Performing statistical and mathematical calculations on the data, like
totaling, averaging, etc.
Presenting the data in the form of graphs to facilitate comparisons between
two sets of data.
Relating tables of data from more than one source to generate
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. Data is entered in a cell, which represents the intersection of a row and
column. Formulas for performing calculations are also entered in the cells that
will contain the result of the calculation. The analysis is done by defining formulas
to perform calculations on a set of data, link different.
Spreadsheets are present data in the form of graphs. A powerful feature of
a Spreadsheet is that it recalculates the result of a mathematical formula
automatically if the source data changes, thus, spreadsheets are fast and accurate
tools for performing complex data. Some of the popular spreadsheet packages
are lotus1-2-3, Quattro pro and MS-Excel.
Introduction to MS-Excel
MS- Excel is a windows –based spreadsheet developed by the Microsoft
corp. Excel includes all standard features of a spreadsheet package like automatic
recalculation, graphs and functions.
It also includes several advanced utilities like the facility to include other objects
within a spreadsheet, pivot tables and form designing.
Excel can be used for a variety of applications. It is commonly used to
automate financial statements, business forecast, inventory control and
accounting. The package provides statistical, financial and scientific functions.
Therefore excel can be used in many scientific and engineering environments to
analyze numerical data.
Some of the most important features of Excel are:
Windows-based applications: MS Excel has similar to Windows NT. Like all
Windows applications, excel has toolbars, shortcuts, menus, AutoCorrect,
Online help and wizards. Thus makes Excel easier to learn for the users of
Workbooks: Workbooks are containers that hold one or more worksheets.
Keeping all sheets that are related to a project in one file reduces the need
to maintain different files.
Auditing Worksheets: Auditing is a feature that checks a worksheet for
errors. Auditing can be used to relate formulas in different cells and locate
the source of a calculation error.
OLE support: Excel worksheets can contain any object, like a document, a
picture or a video clip. This feature is known as Object Linking and
Embedding (OLE).This capability can be used to integrate Excel with all
Data entry forms: You can create custom data entry forms within a
worksheet. Validation rules and formatting can be included with a form.
Large data management capacity: Excel can maintain large volumes of data
at a time. A worksheet can contain 16,348 rows and 256 columns. A single
cell can contain a maximum of 255 characters. One workbook can contain a
maximum of 255 worksheets. Such data management capacities make
maximum Excel a powerful spreadsheet application.
Data analysis features: Excel contains powerful tools that help in data
analysis. Pivot tables, Microsoft Query and Data Map tools allow users to
present data in different ways to facilitate analysis.
14. Patient Worksheet should be created to include patient details
Open a New Workbook
To open a new workbook, you have to follow these steps
1. Click on the File Menu
2. Select Option New. You will get the following window
3. Click the OK Button. Now you will get a fresh new workbook to work on.
15. Create a worksheet with the days of the week at the top and time from 9.00 to
17.00 in intervals of 30 minutes. Use auto fill feature to create this worksheet.
When you fill in data based on adjacent cells by dragging the fill handle in
Microsoft Excel, the Auto Fill Options button is displayed just below and to the
right of your filled selection. When you click the Auto Fill Options button, a list of
options appears that allows you to choose to fill the cells with text or data, and
whether or not to include the format of the initial selection or to copy only the
The Auto Fill Options button is also displayed after you select the AutoFill
option in the Series dialog box.
To display the list of Auto Fill options, click the Auto Fill Options button. The list
of options varies according to the type of data: text and formulas, numbers,
months, days of the week, and dates. The full list of options that may be available
is as follows:
Fill Formatting Only
Fill Without Formatting
The same eight options are also included on the shortcut menu that appears
when you right-click and drag the fill handle to adjacent cells.
MS-EXCEL WORKSHEET WITH TOTAL NUMBER OF MARKS AND DIVISION
TO FIND TOTAL NUMBER OF MARKS AND DIVISION
In active cell Roll No, Name, M1, M2, M3,
Total = [=sum(c2d2:e2)]
% = [=average(c2:d2:e2)]
Division = if(G3>75,”Distinction”, if(G3.60, “First”,
17. In above table find maximum and minimum marks in columns mark 1, mark2, and
Function # 1 Max
These functions return the maximum and minimum values in a list.
For example for our student database:
This will return the value 90 since 90 is the largest value in the array.
Function # 2 Min
This function will return the value 40 since 40 is the minimum value in the array.
18. Prepare a worksheet showing employee code, employee name and designation
of the software engineers working in a company XYZ. The employee code starts with
increments by one engineer and ends with 1007 .use series fill option and fill code.
Also insert today’s date of the worksheet.
19(a) Select student worksheet sorts the data in the descending order of total using
sort option. Using filter option, filter irrelevant data.
One of Excel’s powerful features is its ability to sort, while still retaining the
relationships among information. For example, let’s take our student grade example
from above. What if we wanted to sort the grades in descending order? First, let’s
select the information we want to sort
Now let’s select the “Sort” option from the “Data” menu
A new window will appear asking how you would like to sort the information. Let’s
sort it by the average grade, which is in Column E; be sure to set by “Descending
order. If there were other criteria you wished to sort by as secondary measures, you
could do so; let’s select “Then by” as “Grade 3” just for the practice of doing so
(“Descending” order, as well).
Excel will sort your information with the specifications you entered. The results
should look something like this:
19(b) create a worksheet with salary
MS-EXCEL WORKSHEET WITH A PAYROLL FORMAT
Active cell taken by empno, empname, basic pay, DA, HRA, Gross pay, IT, PF
& Net Pay.
DA = 35% of basic
HRA = 10% of basic
IT = 15%
PF = 12.5% of basic
Gross Pay = Basic+DA+PF
Net pay = 10% of basic
20. In above table find the average salary, count of employees getting less than
II) To count the number of employees getting less than average salary we use
The COUNTIF function counts the number of cells within a range that meet a
single criterion (condition) that you specify.
=COUNTIF (range, criteria)
=COUNTIF (D2:D9,"< 54750")
The number of employees getting less than average salary is 4.
21. Create a bar graph for the above data
Using chart wizard
One of the easiest ways to generate a chart from data you enter in a worksheet is
by using Chart wizard. Chart wizard is a Simple four-step process of making
selections to produce a finished chart.
1. Select the range of data on which you want to make a chart.
2. Select the option chart from insert menu following dialog box will
3. Select the type of chart you want.
4. Click on the Press and Hold to view Sample button to preview your chart.
5. If the given charts are not of your choice then click on the Custom Type tab.
6. Select the graph type and Click on the Next button.
7. If you have forgotten to select the data range or you want to change the data
range then you can select the data range from here by clicking the button next to
Data range combo box.
8. Click on the Series tab. Following dialog box will appear.
9. You can add or remove the series (Columns) from the series list box by clicking
add or remove button.
10. Click on the Next button the option dialog box will appear on the screen.
11. Fill up the entries as Heading of the chart, (x) axis category heading, (Z) axis
12. Click on the Legend tab
13. Legend dialog box will be displayed on the screen
14. Check mark the Show legend check box to show the legends
15. Select the Placement position.
16. Click on the Data Labels Tab.
17. Choose the type of labels you want to see in your graph.
18. Click on the Next button.
19. Select the destination of the Chart on new sheet or in the current sheet.
20. Select New Sheet and click on the Finish button.
22. Create an exploded pie chart with3-d visual effect using above data.
23. Create a column chart of employee’s net pay.
24. Create the following worksheet that shows the number of planes arriving in
an airport in the morning (AM) arrivals and in the afternoon (PM)
Step 1: Open a new worksheet and enter 3 columns of data – Day, AM Arrival and
Step 2: Save the worksheet
25. Prepare two pie charts showing the relative distribution of arrivals in the
morning and afternoon.
Step 1: Open a new worksheet and enter 3 columns of data – Day, AM Arrival and
Step 2: Save the worksheet
Step 3: Select all the data and insert pie chart from the Insert Tab.
Step 4: The Pie Chart is generated for both AM and PM Arrivals. Use the up and
down arrow under “Select Data” to look at the Pie Charts of AM and PM Arrivals
Monday Tuesday Wednesday Thursday
Friday Saturday Sunday
Monday Tuesday Wednesday Thursday
Friday Saturday Sunday
26. Prepare a component bar chart showing the AM and PM arrivals versus the
day of the week.
Step 1: Open a new worksheet and enter 3 columns of data – Day, AM Arrival and
Step 2: Save the worksheet
Step 3: Select all the data and insert Bar chart from the Insert Tab.
Step 4: The Component Bar Chart is generated for both AM and PM Arrivals.
MICROSOFT POWER POINT
CREATING A POWER POINT PRESENTATION WITH MINIMUM 10 – SLIDES:
Slides: Slides are individual ‘pages’ of a presentation. Slides can consist of
title, text, graphs, freedom art, shapes, clipart and visuals, created using
Handouts: Handouts are printed versions of slides. It allows to have two,
three or six slides per page.
Speaker’s Notes: Speaker’s notes can be created on each slide. It is basically
a speaking aid. It can contain an image and some text with it.
Outline: The titles and main text appear in the outline.
Presentation: All Power point slides for a particular project are kept in a
single power point file called a presentation file. They have a.ppt extension.
Masters: Masters are created to hold information that will appear on
multiple slides in your presentation Every presentation that you create
involves the following steps:
27. Create a presentation with 5 slides about various events that take place in
28. Use Auto Content wizard to create a presentation of your choice and add a
note to one of the slides.
Select From AutoContent Wizard from the New Presentation Pane. A wizard will
appear in the workspace and walk you through a series of questions about what kind
of presentation you need.
Simply answer the questions and click next each time to move on to the next section.
When the wizard is finished, it will build a presentation for you according to your
responses to the questions. The presentation will include several slides already built
into the presentation.
In Notes View, you can add speaker notes to each slide in the presentation. You
can also add notes in the Notes Pane in Normal View, but if you want to add
graphics, you must do that in the Notes View
29. Using side sorter change and view the order of slides changed in a
In Slide Sorter view, you can preview your entire presentation as thumbnails. It's
very much like one would view photographic slides on a light board or sorter. You
can easily rearrange slides and put them in any order by clicking and dragging the
thumbnail to a new position.
If titles are hard to read in this view, you can hide the slide formatting by holding
down the Alt Key and the mouse button.
Step 1: Create your slides and save them
Step 2: Click on View and select “Slide Sorter”
Step 3: Drag Slides and place them wherever the ordering demands.
You can see more of the slides in the Slide Sorter view by changing the Zoom
Factor in the Zoom drop-down window.
30. Create a presentation with at least 5 slides, change the color scheme and
change the fill for a single scheme.
Customizing the Background Color
You can customize the background of individual slides by changing the color and
adding shading, texture, or patterns.
First select the slide you want to customize.
Under the Design tab in the Background group, either click the Background
Styles button and choose "Format Background..." or click the menu arrow
to bring up the Format Background dialog.
Select a Fill Style. You can choose from a solid fill, a gradient, or a
picture/texture. Play around with the settings until you're satisfied.
o Hint: As you adjust the settings in this menu, PowerPoint will preview
the changes on your slide.
To apply the changes only to the current slide, click Close.
To apply the changes to all your slides, click Apply To All.
To undo any changes, click Reset Background.
Customizing Color Schemes
If none of the built-in color schemes
work for your presentation you can
create a custom palette.
Choose a Theme from the Theme
gallery under the Design tab, or
move to the next step and start
Under the Design tab in the
Themes group click on the Colors
In the drop down menu select
"Create New Theme Colors..." to
bring up the Create New Theme
Colors dialog box.
Select colors for the elements of
your slide by clicking the color
button beside the item you wish
to change and choosing a new
color form the pull-down menu.
You can also click More Colors
for more custom colors.
Note: The Sample on the left of
the menu shows an image that is
representative of different
elements of your slide, so you can
see how well the colors match.
The image will change as you
choose new color
31. In a presentation –change the font and font color and replace the body text
font with another font.
32. Create a presentation –insert a clip art on a single slide and then re-color the
Step 1 createa new presentation (Ctrl + N) and insert a blank slide. Or insert a
blank slide in an existing presentation.
Step 2 ChooseInsert | Picture | Clip Art. In PowerPoint 2002 and 2003, this
activates the Clip Art task pane.
I chose to search for "bridge" and sure enough I found a nice illustration of San
Francisco's Golden Gate Bridge which I dragged and dropped into the active slide.
Step 3 withthe clip art selected, you should be able to see the Picture toolbar. If
you cannot see the Picture toolbar, right click any toolbar and choose the
"Picture" option from the resultant menu.
Step 4 withthe clip art selected, click on the "Recolor Picture" icon on the
Step 5 onthe left side of the resulting dialog box, you'll find a list of all the
original colors in the clip art. Each color can be individually changed to another
33. Create a presentation –insert a table from Ms-Word
Click the table selection box.
Click the Home tab.
Then click the Copy button.
Click the PowerPoint slide.
Click the Home tab.
Then click the Paste button.
The Insert Object Dialog Box
1. The Insert Object dialog box opens.
2. Scroll in the list of object types to find Microsoft Word Document. Click on
34. In a presentation –insert a sound file and replay.
Add a sound
To prevent possible problems with links, it is a good idea to copy the sounds into
the same folder as your presentation before you add the sounds to your
1. In the pane that contains the Outline and Slides tabs, click the Slides tab.
2. Click the slide to which you want to add a sound.
3. On the Insert tab, in the Media Clips group, click the arrow under Sound.
4. Do one of the following:
Click Sound from File, locate the folder that contains the file, and
then double-click the file that you want to add.
Click Sound from Clip Organizer, scroll to find the clip that you want
in the Clip Art task pane, and then click it to add it to the slide.
Tip You can preview a clip before adding it to your presentation. In the Clip Art
task pane, in the Results box that displays the available clips, move your mouse
pointer over the clip's thumbnail. Click the arrow that appears, and then click
Preview a sound
1. On the slide, click the sound icon .
2. Under Sound Tools, on the Options tab, in the Play group, click Preview.
You can also double-click the sound icon
35. In an existing presentation –select one or more slides- apply a new transition;
change the speed of the transition.
Slide transitions are the animation-like effects that occur in Slide Show view when
you move from one slide to the next during an on-screen presentation. You can
control the speed of each slide transition effect, and you can also add sound.
Choose from a gallery of slide transitions
Microsoft Office PowerPoint 2007 includes many different types of slide
transitions, including (but not limited to) the following:
To see more transition effects, in the Quick Styles list, click the More button , as
shown in the diagram above.
Add the same slide transition to all of the slides in your presentation
1. On the left side of the slide window, in the pane that contains the Outline
and Slides tabs, click the Slides tab.
2. Select the slide thumbnails of the slides that you want to apply slide
3. On the Animations tab, in the Transition To This Slide group, click a slide
To see more transition effects, in the Quick Styles list, click the More button .
4. To set the slide transition speed between the current slide and the next
slide, in the Transition To This Slide group, click the arrow next to
Transition Speed, and then select the speed that you want.
5. In the Transition To This Slide group, click Apply to All.
36. In an existing presentation select one or more slides and apply preset
animations from animation affects.
To add animation to text or an object, do the following:
1. Select the text or object that you want to animate
2. On the Animations tab, in the Animation group, click an animation effect
from the gallery. Click the More arrow to see more options.
Note In the gallery, entrance effects icons are colored green, emphasis
effects icons are colored yellow, and exit effects icons are colored red.
3. To alter how your selected text animates, click Effect Options and then click
what you want the animation to do.
Note Not all animation effects offer the same Effect Options choices.
4. To specify the timing of the effects, on the Animations tab, use the
commands in the Timing group. For more information, see also Set the
animation timing or effect options.
37. In any existing presentation –hide one or more slides
When you “hide” a slide in PowerPoint, it doesn’t display while scrolling through
the presentation in Slide Show mode
A presenter normally walks through point after point, slide after slide until
reaching final conclusion slides.
All too often, our talks don’t go quite that smoothly. We start running out of time
partway through and desperately wish some of those bullet points, or even entire
slides, could be skipped along the way to reach more important content. Maybe
you’ve been in situations like me where unexpected circumstances cut your
speaking slot in half! Many of us also find ourselves facing uncertainty, realizing
along the way that some of the carefully planned agenda is not relevant to our
viewers—especially common in sales contexts.
38. To any existing presentation apply custom animation
Microsoft Access is a Relational Database Management System (RDBMS),
designed primarily for home or small business usage.
Access is known as a desktop database system because it's functions are intended
to be run from a single computer. This is in contrast to a server database
application (such as SQL Server), where it is intended to be installed on a server,
then accessed remotely from multiple client machines.
Microsoft (or MS) Access is a software package that you install just like any other
software package, and is bundled as part of the Microsoft Office suite.
Microsoft Access Database File Extension
When you create (and save) a database in Microsoft Access, the database is saved
with an .mdb extension. This is the file extension you will use the most, when
developing Access databases
39. Create a database College and table student with student details.
i) Enter min 10 records
ii) Identify the primary key
Create a Table
With database management systems, you need to create your tables before you
can enter data.
Datasheet view is a window that displays data from a table, form, query, view, or
stored procedure in a row-and-column format. Datasheet view is used to enter,
edit, search, filter and update data. Datasheet View allows you to see any data
that has been entered into the table.
Every table in your database should have a primary key — a field or set of fields
with a unique value for each record stored in the table. You can use the primary
key to identify and refer to each record.
Access can automatically create a primary key field for you when you create a
table, or you can specify the fields that you want to use as the primary key. This
article explains how and why to use primary keys.
One of the reasons to create a primary key is to use it to create table
40. Create the above table using the design view.
"Design View" enables you to create your database tables and specify the
columns and their data types etc. The following steps demonstrate how to switch
to Design View and create a table.
1. Ensuring you have your blank database open and you're on the following
screen (with the "Tables" tab selected), click "New":
2. Select "Design View" and click "OK":
3. Fill out the details in the "Field Name" column and the "Data Type" column.
Here, we are creating the column names and specifying the type of data
that can be entered into them. Restricting the data type for each column is
very important and helps maintain data integrity. For example, it can
prevent us from accidentally entering an email address into a field for
storing the current date.
Other options for each column include restricting the length of data (under
"Field Size"), setting a default value (this is used if someone leaves the field
blank), specifying whether the data is required, and more. Leave these
options with their default value for now.
4. Click the "Save" icon, enter the table name ("Individual"), and click "OK":
5. When prompted to set a primary key, click "Yes". (A primary key ensures
that the data in this column is unique - no two values can be the same. This
is important for when you need to select or reference data from this
41. Create a database Company and table employee with employee details
1) Enter 5 records
2) Display those employees who are apprised
Creating a database table using design view
Display those employees who are appraised using sort and filter option
42. Select a table from an existing database and create tabular and datasheet
Here are the steps involved in creating a form in Access.
1. Ensuring the "Forms" tab is selected, click "New".
2. Select "Form Wizard" and click "OK". (For now, we'll use the "Form Wizard"
to create a form. Once you become comfortable with creating forms, you
can choose another option if you prefer).
3. Select the fields that you need on your form and click "Next". In this case,
we only need the user to enter first name and last name, so we choose
those two fields:
4. Choose which layout you'd like your form to use. Leave this at the default
("Columnar") and click "Next":
5. Choose which style you'd like your form to use. Leave this at the default
("Clouds") and click "Next":
6. Choose a name for your form and click "Finish":
Your form should now look something like this:
This is a very basic form and in most cases, you'd have a lot more fields on your
form. You can see that the form is already presenting the first record in our
To jump to the next record, click the button.
To jump to the last record, click the button.
To jump past the last record so that it's blank and ready for a new record to
be entered, click the button.
1. You should now see something like this:
43. Select employee table arrange the data in descending order of DOB using Sort.
44. Create a database Hardware mart and table spares with the structure
Do the following operations
i) Calculate the Total cost and replace in field total cost.
ii) Sort the data using quantity
iii) Prepare report with title
i) To calculate the total cost and replace in field total cost
iii) Prepare report with title
TO CREATE A REPORT WITH AUTOREPORT:
1. IN THE DATABASE WINDOW, CLICK THE REPORTS ICON IN THE OBJECTS BAR
AND CLICK THE NEW BUTTON.
2. SELECT ONE OF THE FOLLOWING:AUTOREPORT: COLUMNAR,
3. SELECT THE TABLE OR QUERY YOU WANT TO USE FOR THE REPORT FROM
THE DROP-DOWN LIST.
4. CLICK OK.
45. Create a database Bookstore and table books
Perform the following queries
i) List the data author wise
ii) List Title, Author,Publisher,No of copies
iii) List all the books of a particular author
iv) Create a label of 4 lines title,author,publisher,date of publishing and no of
i)To list the data author wise
ii)List Title, Author ,Publisher ,no of copies-using a query
iii) List all the books of a particular author-using filter option
iv) Create a label of 4 lines title,author,publisher,date of publishing and no of
47. in the above perform following queries
i) List those salesmen who have achieved the target.
ii)List sales for a particular region
iii) List name, region who have not achieved the target.
i) List those salesmen who have achieved the target first calculate the
difference between target and actual fields
Difference: ([target set]-[actual])
Using filter option select the field whose difference =0
ii)List sales for a particular region
iii) List name region who have not achieved target.
48. Create a database XYZ company containing the tables
i)Define Primary and Foreign keys for the above table
T he termPrimary Key (PK) in a Relational Database System refers to a field (or
combination of fields) whose values uniquely identify each record in that table. In
Access, it is common to define a Primary Key field in each table, usually as a field
that is of AutoNumber data type, to serve as the PK. This AutoNumber field will
automatically create a unique number for each record as it is created, so that
those records can be identified from the other records in the table.
theterm Foreign Key (FK) in a Relational Database System refers to a field
that in a table that stores values from a Primary Key field in another table,
to relate the two records to each other.
Step 1: create personal table with empno as primary key
Step2: create a table named business with empno as primary key
Step 3: create another department table with dept. id as primary key
Step 4: Creating primary and foreign keys:
Click on the Tools item on the menu bar and then click the Relationships option
from the expanded menu. This will open up the ‘Show Table’ window. Make sure
the ‘Tables’ tab is selected.
Select all the tables in your database that you would like to be in your Primary-
Foreign Key relationship and finally click <OK> button. Suppose you have selected
two tables; hiring_company and hiring_mgr. In hiring_company we have
company_id as primary key. To develop Primary-Foreign Key relationship, all you
have to do is to drag the primary key column on to the column you want to make
as foreign key.
Once you perform this kind of drag and drop operation, you will see an ‘Edit
Relationships’ window popping up. Over here if you check the ‘Cascade Delete
Related Records’, you would be able to delete records from the parent table even
if there are corresponding records in the child table. When you check this option,
MS Access automatically first delete all the related records from the child table(s)
and then delete the parent record(s).
On the other hand if you select the ‘Cascade Update Related Fields’, any update
operation on the primary key column will be having a ripple effect on the child
table(s). In other words all the corresponding child tables’ foreign key column
value(s) will get updated. Finally click the <OK> button once done.
Now you would be able to see 1 and infinity sign ( ) and a line linking two tables.
Table having the 1 digit sign means or represents a primary key column whereas
the other represents the foreign key column. Duplicates are allowed in foreign
key column whereas like explained before duplicates are not allowed in primary
i) Create Forms for all the tables and add data using forms.
ii) Create Reports for all three tables.
i)To create forms and add data:
Adding data using forms: The data entry view allows you to interact with
the form. You may use the “>” and “<” buttons to move forward and
backward through the record set while the “>*” button automatically
creates a new record at the end of the current record set.
50. In the above database modify the following
i) Add the following fields
Department—dept. Phone no, Email id
1) Adding new fields can be done in design view as follows: