Computer applications in business assignment


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Computer applications in business assignment

  2. 2. 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 type-setting capability. 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-
  3. 3. DOS operating system. Open-source applications such as Abiword, KWord, LyX and 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 Review box. 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.
  4. 4. 3. Make the changes that you want by inserting, deleting, moving, or formatting text or graphics. You can also add comments. 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. Top of Page 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. Top of Page 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.
  5. 5. 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 revisions inline. 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 Function key +SHIFT +CTRL +ALT +CTRL+SHIF T +ALT+SHIFT +CTRL+AL T F1 Displays the Help task pane Opens Reveal Formattin g task pane Closes and reopens the current task pane Goes to the next field Goes to the previous field Displays Microsoft System Information F2 Moves text or graphics Copies selected text Opens Print Preview Saves the active document Opens the Open dialog box F3 Inserts an AutoTex t entry (if pressed after Microsof t Word displays the entry) Switches case of selected text Cuts selected text to the Spike Creates an AutoText entry from current selection Inserts the contents of the Spike F4 Repeats the last comman d or action (if possible ) Repeats last Find or Go To action Closes the document window Quits Microsoft Word Closes the active window or dialog box Quits Microsoft Word F5 Displays the Go Moves to the last Restores the Restores the Edits a bookmark
  6. 6. To dialog box change window size of the document window program window size F6 Switche s between the Help task pane and the program window Switche s to the next pane in a docume nt window that has been split Switches to the previous pane in a document window that has been split Switches to the next document window when more than one document window is open Moves from an open dialog box back to the document (for dialog boxes that support this behavior) Switches to the previous document window when more than one document window is open F7 Checks spelling Opens Thesauru s Moves the document window (when it isn’t maximize d) Finds the next misspelling or grammatic al error Updates linked information in a Microsoft Word source document F8 Turns on Extend mode Extends a selection Shrinks a selection Resizes the document window (when it isn’t maximize d) Displays the Macros dialog box Extends a selection or block (press an arrow key) F9 Updates selected fields Switches between displaying a field code and its result Inserts an empty field Switches between all field codes and their results Unlinks a field Runs GOTOBUTTON or MACROBUTTO N from the field that displays the field results F1 0 Selects the Displays the Maximize s or Maximizes the Displays the menu or
  7. 7. Menu Bar Closes an open menu and submen u at the same time Shortcut menu for the selected item Displays a menu of command s for the Help window when the Help window has active focus restores the document window program window message for a smart tag (If more than one smart tag is present, switches to the next smart tag and displays its menu or message) F1 1 Goes to the next field Goes to the previous field Locks a field Switches between the Visual Basic Editor and the previous active window Unlocks a field Opens the Microsoft Script Editor F1 2 Opens the Save As dialog box Saves the active document Opens the Open dialog box Opens the Print dialog box 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'.
  8. 8. 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 your screen. 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 name. 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. 4. Language 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.
  9. 9. 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:
  10. 10. ~ 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 Annotation ALT+CTRL+M 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 Bookmark CTRL+SHIFT+F5 Browse Next CTRL+PAGE DOWN Browse Previous CTRL+PAGE UP Browse Sel ALT+CTRL+HOME Cancel ESC Center Para CTRL+E Change Case SHIFT+F3 Char Left LEFT Char Left Extend SHIFT+LEFT Char Right RIGHT Char Right Extend SHIFT+RIGHT Clear DELETE 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
  11. 11. 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 Dictionary ALT+SHIFT+F7 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 Find CTRL+F 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
  12. 12. Grow Font CTRL+SHIFT+. Grow Font One Point CTRL+] Hanging Indent CTRL+T Header Footer Link ALT+SHIFT+R Help F1 Hidden CTRL+SHIFT+H Hyperlink CTRL+K Indent CTRL+M 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 Macro ALT+F8 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 New CTRL+N Next Cell TAB Next Field F11 or ALT+F1 Next Misspelling ALT+F7 Next Object ALT+DOWN Next Window CTRL+F6 or ALT+F6
  13. 13. Normal ALT+CTRL+N 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 ALT+CTRL+O 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 Overtype INSERT Page ALT+CTRL+P 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 Proofing F7 Redo ALT+SHIFT+BACKSPACE
  14. 14. Redo or Repeat CTRL+Y or F4 or ALT+ENTER Repeat Find SHIFT+F4 or ALT+CTRL+Y Replace CTRL+H 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
  15. 15. Start of Row ALT+SHIFT+HOME Start of Window ALT+CTRL+PAGE UP Start of Window Extend ALT+CTRL+SHIFT+PAGE UP Style CTRL+SHIFT+S Subscript CTRL+= Superscript CTRL+SHIFT+= Symbol Font CTRL+SHIFT+Q Thesaurus SHIFT+F7 Time Field ALT+SHIFT+T Toggle Field Display SHIFT+F9 Toggle Master Subdocs CTRL+ Tool SHIFT+F1 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 VBCode ALT+F11 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
  16. 16. 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.