Computer unit 2

Unit – 2 Computer
Presented By – Atul Yadav (RN,RM)
medicalexpertcare.blogspot.com

Contains :-
1. Disk operating system (DOS)
2. Windows
3. MS Word
4. MS Excel
5. Microsoft Access
6. MS PowerPoint

Topic - 1
Disk operating system.

What is DOS???
DOS stands for Disk operating system.
It is used for abstraction and management of
secondary storage devices of the computers andthe
information stored there.

HISTO
RY In early days of computers, there
were no disk drives; instead magnetic tapes,
punched cards etc. wereused.
After creation of hard disks and
floppy disks, the need of a software for
managing rapid access to block storage of
sequential and other data became inevitable.
So, DOS was developed.

FUNCTIO
NSTomanage disk files.
Toallocate system resources according tothe
requirement.
Toprovide features essential to controlhardware
devices such as Keyboard, Screen,
Disk Devices, Printers, Modems and programs.

EXAMPLES OF DISK
OPERATING SYSTEMS
DOS/360 for IBMsystem/360 family of Mainframe
computers.
DOS for DEC PDP-II Minicomputers.
The best known family of operating systems
named DOS was that running on IBM PC’s type
hardware using the INTEL CPU’s or alike. The original
was 86-DOS, which later became MS-DOS when
Microsoft bought the license andrights.

NAMING THE FILES IN
DOSDOS permits the user to assign a name
consisting of two parts to a filename - primary&
secondary names.
Primary can consist of 8characters while
secondary can consist of 3characters.
Both names are separated by a dot(.)
For eg; Bioedit.exe

DIRECTORY STRUCTURE
IN DOSDOS files are organized in ahierarchical
or inverted tree-like structure. The general analogy is
with a file cabinet having ano. of drawers, which in
turn may contain folders that may contain info.
The file cabinet in DOS is the ROOT
DIRECTORY,the drawer is INDIVIDUAL DIRECTORY,
the folders are SUB-DIRECTORY and the info
contained in these files may be termed asFILES.

COMMANDS IN DOS
1.Cd - command used to switch directories.
2.Dir - allows you to see the available files in the
current and/or parent directories.
3.Copy - allows the user to copy one or more files to
an alternate location.
4.Del - command used to delete files from the
computer.
5.Edit - allows a user to view, create, and/or modify
their computer files.

Cont…
6. Move - Allows you to move files or directories
from one folder to another,or from one drive to
another.
7. ren (rename) - Used to rename files and
directories from the original name to a
new name.
8. deltree - Short for delete tree, deltree is a
command used to delete files and directories
permanently from the computer.
9.cls- Cls is a command that allows a user to clear
the complete contents of the screen and leave
only a prompt.
10.format-Format is used to erase all of the
information off of a computer
diskette or fixed drive.

Exercise :-
1. What is Disk operating system?
2. Function of Disk operating system?
3. Write any 5 command use in Disk operating system?

Definition of Window
A window is a separate viewing area on a computer
display screen in a system that allows multiple viewing
areas as part of a graphical user interface ( GUI ).
OR
A window is a graphical interface element used to
display the contents of an application for the user to
view and interact with.

History Of Windows
• It’s the 1970s. At work, we rely on
typewriters.
• A two young computer enthusiasts, Bill
Gates and Paul Allen, see that personal
computing is a path to the future.

Timeline of
Windows
1981
MS-
DOS
1987
Win
2
1993
Win
NT
1998
Win
98
1985 1990 1995 2000 2001 2009 2015
Win 1 Win 3 Win 95 Win 2000 Win XP Win 7 Win 10
2007
Win
Vista
2012
Win
8
2000
Win
ME

MS-DOS
• Microsoft Disk Operating
System
• Command-line interface (CLI)
August 1981
Microsoft bought an
existing operating
system from Seattle
Computer Products
(86-DOS), for
$75,000 in 1981.

Windows
1.0• 16-bit multi-tasking shell on top of an
existing MS-DOS installation
• Limited multi-tasking
20th
Novembe
r 1985
The development of
Windows began after
Bill Gates saw a
demonstration of
VisiCorp's Visi On.

Windows
2.0
9th
Decemb
er 1987
• Allows application windows to overlap
• First version to integrate the control
panel
On March 17, 1988,
Apple filed a lawsuit
against Microsoft and
HP, accusing them of
copying the
Macintosh System.
Apple lost.

Windows
3.0
22n
d
May
199
0
• Protected/Enhanced mode to run
Windows applications with reduced
memory issues
• Better memory management
Developed based on
work by David Weise
and Murray Sargent
in 1989.

Windows NT
27th July
1993
• Portability to multiple processor
architectures, as well as higher security
and stability
• Designed from scratch (“Unix killer”)
Bill Gates hired
David Cutler from
DEC to design
Windows NT.
(WNT = VMS)

Windows 95
24th
August
1995
• Introduced the taskbar, the 'Start' button,
and the way the user navigates
• Moved to multitasked 32-bit architecture
Windows 95 included
support for 255-
character mixed-case
long filenames.
Chica
go

Windows 98
25th
June
1998
• Improved power management,
network management, and USB
support
• Added Standby and Hibernate
modes
Introduced the
Windows Driver
Model (WDM) to
manage device
drivers.
Memphi
s

Windows 2000
17th
February
2000
• Added NTFS (New Technology File
System) 3.0, the Microsoft Management
Console (MMC), and the Encrypting File
System (EFS)
• Also Active Directory
A number of new
assistive
technologies to
support for people
with disabilities
were introduced.
Jim Allchin didn't like
codenames

Windows ME
14th
Septemb
er 2000
• Introduced a System Restore feature,
and improved digital media and
networking tools
• Restricted access to real mode MS-DOS
Criticized for speed
and stability issues,
a PC World article
dubbed Windows
ME the "Mistake
Edition“
(Very short shelf-
life)
Millenniu
m

Windows XP
25th
October
2001
• Improved taskbar and ‘Start’ menu,
better networking features
• Newly improved user interface
The first version of
Windows to use
product activation in
an effort to reduce
software piracy.
Neptun
e

Windows Vista
30th
January
2007
• Introduced Windows Search, Windows
Aero, Windows Sidebar, Shadow Copy
• Integrated Speech Recognition
Criticisms of Vista
- high system requirements
- more restrictive licensing
- new digital rights
management
-lack of compatibility with
some pre-Vista hardware
and software
Longhorn

Windows 7
22nd
October
2009
• Support for virtual hard disks, better
multi- core processors performance,
and kernel
• Improved touch and handwriting
recognitionIntended to address
criticisms faced by
Windows Vista,
such as
performance
improvements
Blackco
mb

Windows 8
26th
October
2012
• Heavier integration with online services
from Microsoft and others (Skydrive,
Xbox)
• Faster startup through UEFI integration
User interface
focused on tablets
users, including a
touch-optimized shell
using the "Metro"
design language, and
a new 'Start' screen
(No ‘Start button)
Jupit
er

Windows 10
29th July
2015
• Return of ‘Start’ button, a virtual
desktop system, integration with
Windows Phone
• Device dependent interface
Incorporates
Microsoft's intelligent
personal assistant
Cortana
Thresho
ld

VersionsFor Mobile
• Windows 7
• Windows 8
• windows 8.1
• Windows 10

FEATURES/FUNCTI
ON• People Hub
• Multitasking
• User Interface
• Text Input
• Web Browser

Cont…
• Media Support
• Cortona
• Office suite
• Updates
• Advertising platform

Cont…
• Store
• Music and videos
• Application and games
• E-mail
• Multimedia

Disadvantages
• Absence of greater Personalization
• No system wide file manager.
• No Flash Player Support.
• Does not Display The flash content.
•Does Not Support .mkv,.avi,.flv
Format Videos

Exercise :-
1. Define Windows ?
2. Write briefly history of windows?
3. Explain functions of window?
4. Write a short note on disadvantages of windows ?

 Microsoft Word 2010 is a word-
processing program, designed to help you
create professional-quality documents.
With the finest document-formatting tools,
Word helps you organize and write your
documents more efficiently.
What isMS Word?

Extension of microsoft
word is .doc

Word processor
A word processor is a package which provides tools
for entering, formatting and organizing text. It
removes all the limitations of type- writer.

Components of MS-
WORD Title bar
 Menu bar
 Standard tool bar
 Formatting tool
bar
 Ruler bar
 Scroll bar
 Drawing tool bar
 Status bar
 Work space

Title bar
 It is the top most bar of the screen
having file names on the left hand
side and the three buttons on the
right side.

Menu bar
 It is located below the title bar
having different options in a
particular menu.

Standard tool
bar On this bar small tools are available
by which we can perform the task
more rapidly instead of going into
the menu and select the options.

Ruler bar
Window contains two rulers horizontal
and vertical.
 Horizontal rulers are used for setting
of right and left margin of the paper
and setting tabs are also available.
 Vertical rulers are used for setting of
top and bottom margin of the paper.

Scroll bar
 It is used to move documents up,
down, right, left by horizontal and
vertical scroll bar.

Drawing tool bar
 On this bar
tools available
are used for
giving special
effects like
arms, colour,
texture, word
art, picture clip,
3-D or shadow
setting.

Status bar
 This bar shows the current page no.,
current line no, column, bytes used
etc. on which your cursor is present
at a particular time.

Workspace
 This is the area in which you can
enter the text, picture, effects on
your document.

Mail merge
Mail merge facility enables you to print large no. of
letters with similar text.
For ex- same invitation letter has to be sent to
invitees, only names and addresses are to be
changed. In such cases mail merge is very useful
options.

Spell check
 Word processor is capable of spelling
mistakes. It also suggest possible
alternatives for incorrect spelling.

FeaturesofMSWord…
Templates
Several later versions of Word include the ability for users to create
their own formatting templates, allowing them to define a file in
which the title, heading, paragraph, and other element designs that
are unique from the standard Word templates. Users can find how
to do this under the Help section located near the top right corner
(Word 2013 on Windows 8).
For example, Normal.dot is the master template from which all Word
documents are created. It determines the margin defaults as well as
the layout of the text and font defaults. Although normal.dot is
already set with certain defaults, the user can change normal.dot to
new defaults. This will change other documents which were created
using the template, usually in unexpected ways.

Cont…
WordArt
WordArt enables drawing text in a Microsoft Word
document such as a title, watermark, or other text,
with graphical effects such as skewing, shadowing,
rotating, stretching in a variety of shapes and
colors and even including three-dimensional
effects. Users can apply formatting effects such as
shadow, bevel, glow, and reflection to their
document text as easily as applying bold or
underline. Users can also spell-check text that uses
visual effects, and add text effects to paragraph
styles.

Bullets and numbering
Microsoft Word supports bullet lists and numbered lists. It also features a
numbering system that helps add correct numbers to pages, chapters, headers,
footnotes, and entries of tables of content; these numbers automatically change
to correct ones as new items are added or existing items are deleted. Bullets
and numbering can be applied directly to paragraphs and convert them to lists.
Word 97 through 2003, however, had problems adding correct numbers to
numbered lists. In particular, a second irrelevant numbered list might have not
started with number one, but instead resumed numbering after the last
numbered list. Although Word 97 supported a hidden marker that said the list
numbering must restart afterwards, the command to insert this marker (Restart
Numbering command) was only added in Word 2003. However, if one cut the
first item of the listed and pasted it as another item, e.g. fifth, the restart
marker would have moved with it and the list would have restarted in the
middle instead of at the top.

 Discover an improved search and navigation
experience.
 Work with others without having to wait your
turn. ...
 Access and share your documents from virtually
anywhere. ...
 Add visual effects to your text. ...
 Turn your text into compelling diagrams. ...
 Add visual impact to your document.
AdvantagesofMSWord…

 Typing is impossible when there is a black out or laptops run out of
batteries ,The plagiarism is easy to do because it is very easy to just
copy and paste and the thesaurus has very limited vocabulary .
 Some symbols aren’t easily accessible which makes the typing in
different languages that use a different alphabet is difficult and
some complex mathematical equations would be easier to hand
write .
 While sharing and collaboration of the documents within a small
group , only one person can make corrections at any given time ,
The shared documents can not be edited in real time and restarting
numbering & bullets is problematic.
 The people tend to become careless because they know they can
easily correct the mistakes ,Spelling and grammar checker can not
spot all the mistakes and the people can become dependent on
DisadvantagesofMSWord

Word Processing
The primary objective of MS Word is to enable you, the user, to create and edit
documents. This is the word processing component, and it allows you to type
whatever you want and save it to view or edit later. These saved files can alsobe
sent to another person, who can view it with her own word processingsoftware.
Editing
Word features numerous editing tools for your documents. You can change
margins, font, text size and other features. The size of the line breaks can be
adjusted, as can the color of the text. The text can also be cut and pasted
anywhere in the document by manipulating the many editing options inWord.
ObjectivesofMSWord..

Protecting Your Documents
Word allows "Read Only" documents to be produced that cannot be edited
later or can only be edited in certain spaces. This is useful when creating
official documents that need to be reviewed and digitally signed. By
allowing only the signature line to be editable, the rest of the document
can be guaranteed safe from any changes made by the signer.
Easy to Use
Word is designed for ease of use. When opening the program, you are
presented with a blank document upon which you can immediately begin
placing text. All of the most basic editing options, like bold, italics,
underlining and font size, are readily available in the default toolbar, with
the more advanced options inside sub-menus and various other toolbars.
Any user can easily hammer out a letter or a shopping list, while more
advanced users can dig deep to uncover more powerful options.

Styles
Word offers several options designed to be more stylistic than a plain text
document. Word allows the addition of text borders, as well as clip art and other
images. Styles you like can even be saved in the "Quick Styles" section for easier
use. By using these, you can click a button and any font choices, like color and text
effects, will be all applied at once.
Printing
Of course, a word processor wouldn't be very useful if it weren't able to print
documents. Word enables the printing of any document it can open. It will even
allow you to manipulate printing options in accordance with your specific model of
printer. These include the quality of the printing job and orientation of thepaper.
Multiple Word pages can even be printed on a single sheet ofpaper.

Tables/Graphs/Charts
Another option present in Word is the ability to generate
productivity-related images like charts and graphs. Bar graphs, pie
charts, line graphs and other related types of images can be
generated. Open the chart options, input your data, select your graph
or chart style, and Word will generate it for you. It can then be
resized and placed anywhere within the document.

Exercise :-
1. What is ms word ?
2. Define word processor ?
3. Explain briefly components of ms word ?
4. Write features of ms word ?
5. Enumerate advantages and disadvantages of ms
word ?

INDEX
 INTRODUCTION TO EXCEL…………………………………...3
 OVERVIEW OF EXCEL…………………………………………...4
 OFFICE BUTTON……………………………………….......... 5
 RIBBONS………………………………………………………………. 6
 WORKING WITH CELLS…………………………………….... 7-8
 FORMATTING TEXT……………………………………………...9-11
 CONDITIONAL FORMATTING…………………………….....12-13
 TO INSERT ROWS & COLUMNS………………………….... 14
 EDITING – FILL……………………………………………………….15
 SORTING…………………………………………………………..... 16
 CELL REFERENCING……………………………………........ 17-19
 FUNCTIONS……………………………………………………..…..20-26
 FUNCTION AUDITING…………………………………………...27
 SHORTCUT KEYS………………………………………..........28-30

INTRODUCTION TO
MS-EXCEL
 Excel is a computer program used to create electronic
spreadsheets.
 Within excel user can organize data ,create chart and
perform calculations.
 Excel is a convenient program because it allow user to
create large spreadsheets, reference information, and it
allows for better storage of information.
 Excels operates like other Microsoft(MS) office programs
and has many of the same functions and shortcuts of
other MS programs.

OVERVIEW OF
EXCEL  Microsoft excel consists of workbooks.
Within each workbook, there is an
infinite number of worksheets.
 Each worksheet contains Columns and
Rows.
 Where a column and a row intersect is
called a cell. For e.g. cell D5 is
located where column D and row 5
meet.
 The tabs at the bottom of the screen
represent different worksheets within
a workbook. You can use the scrolling
buttons on the left to bring other
worksheets into view.

OFFICE BUTTON CONTAINS..
NEW-TO OPEN NEW WORKBOOK.
(CTRL+N)
OPEN-TO OPEN EXISTING DOCUMENT
(CTRL+O)
SAVE-TO SAVE ADOCUMENT.
(CTRL+S)
SAVE AS-TO SAVE COPY DOCUMENT.
(F12)
PRINT-TO PRINT ADOCUMENT.
(CTRL+P)
PREPARE-TO PREPARE DOCUMENT FOR DISTRIBUTION.
SEND-TO SEND A COPYOF DOCUMENTTO OTHER PEOPLE.
PUBLISH-TO DISTRIBUTE DOCUMENT TO OTHER PEOPLE.
CLOSE-TO CLOSE A DOCUMENT (CTRL+W).
7

TABS:THERE ARE SEVEN TABS ACROSS THE TOPOF
THE EXCEL WINDOW.
GROUPS: GROUPS ARE SETS OF RELATED
COMMANDS,DISPLAYED ON TABS.
COMMANDS: A COMMAND IS A BUTTON,A MENU
OR A BOX WHERE YOU ENTERINFORMATION.
1
2
3
THE THREE PARTS
OF THE RIBBONARER I B B O N S
TABS
GROUPS
COMMANDS
8

WORKING WITH CELLS
TO COPY AND PASTE CONTENTS:
Select the cell or cells you wish to copy.
Click the Copy command in the Clipboard group on the Home tab.
Select the cell or cells where you want to paste the information.
Click the Paste command.
The copied information will now appear in the new cells.
8

WORKING WITH CELLS
To Cut and Paste Cell Contents:
Select the cell or cells you wish to cut.
Click the Cut command in the Clipboard group on the Home tab.
Select the cell or cells where you want to paste the information.
Click the Paste command.
The cut information will be removed and now appear in the new cells.

FORMATTING TEXT
TO FORMAT TEXT IN BOLD,
ITALICS OR UNDERLINE:
Left-click a cell to select it or drag
your cursor over the text in the
formula bar to select it.
Click the Bold, Italics or underline
command.
TO CHANGE THE FONT STYLE:
Select the cell or cells you want to
format.
Left-click the drop-down arrow next to
the Font Style box on the Home tab.
Select a font style from the list.

FORMATTING TEXT
TO CHANGE THE FONT SIZE:
format.
Left-click the drop-down arrow next
to the Font Size box on the Home tab.
Select a font size from the list.
TO ADD ABORDER:
format.
Click the drop-down arrow next to the
Borders command on the Home tab. A
menu will appear with border options.

FORMATTING TEXT
Select the cell or cells you want to format.
Left-click the drop-down arrow next to
the Text Color command. A color palette
will appear.
Select a color from the palette.
TO CHANGE THE TEXT COLOUR: TO ADD A FILLCOLOUR:
format.
Click the Fill command. Acolor
palette will appear.
Select a color from the palette.

CONDITIONAL
FORMATTING
TO APPLY CONDITIONAL
FORMATTING:
Select the cells you would like to format.
Select the Home tab.
Locate the Styles group.
Click the Conditional Formatting command. A menu
will appear with your formatting options.
TO REMOVE CONDITIONAL FORMATTING:
Click the Conditional Formatting command.
Select Clear Rules.
Choose to clear rules from the entire worksheet or the
selected cells.

COND ITIONAL FORMATTING
TO MANAGE CONDITIONAL FORMATTING:
Click the Conditional Formatting command.
Select Manage Rules from the menu. The
Conditional Formatting Rules Manager dialog
box will appear. From here you can edit a rule,
delete a rule, or change the order of rules.
TO APPLY NEW FORMATTING:
Click the Conditional Formatting
command. Select New Rules from
the menu. There are different
rules, you can apply these rules to
differentiate particular cell.

TO INSERT ROWS & COLOUMS
TO INSERT ROWS:
Select the row below where you want the new row to appear.
Click the Insert command in the Cells group on the Home tab. The row will
appear.
To Insert Columns:
Select the column to the right of where you want the column to appear.
Click the Insert command in the Cells group on the Home tab. The column
will appear.
NOTE:
1. The new row always
appears above the
selected row.
2. The new column always
appears to the left of
the selected column.

EDITING- FILL
 IN THE LOWER RIGHT HAND CORNER OF THE ACTIVE
CELL IS EXCEL’S “FILL HANDLE”.WHEN YOU HOLD
YOUR MOUSE OVER THE TOP OF IT, YOUR CURSOR WILL
TURN TO ACROSSHAIR.
 IF YOU HAVE JUST ONE CELL SELECTED, IF YOU CLICK
AND DRAG TO FILL DOWN A COLUMN OR ACROSS A
ROW, IT WILL COPY THAT NUMBER OR TEXT TO EACH
OF THE OTHER CELLS.
 IF YOU HAVE TWO CELLS SELECTED, EXCEL WILL FILL
IN A SERIES. IT WILL COMPLETE THE PATTERN.FOR
EXAMPLE,IF YOU PUT 4 AND 8 IN TWO CELLS SELECT
THEM,CLICK AND DRAG THE FILL HANDLE ,EXCELWILL
CONTINUE THE PATTERN WITH 12,16,20.ETC.
 EXCEL CAN ALSO AUTO- FILL SERIES OFDATES, TIMES,
DAYS OF THE WEEK, MONTHS.

SORTING
TO SORT IN ALPHABETICALORDER:
Select a cell in the column you want to
sort (In this example, we choose a cell in
column Q).
Click the Sort & Filter command in the
Editing group on the Home tab.
Select Sort A to Z. Now the informationin
the Category column is organized in
alphabetical order.
TO SORT FROM SMALLEST TO
LARGEST:
Select a cell in the column you want to
sort (In this example, we choose a cell in
column Q).
Click the Sort & Filter command in the
Editing group on the Home tab.
Select From Smallest to Largest. Now the
information is organized from the smallest
to largest amount.

CELL REFERENCING
A RELATIVE
CELL
REFERENCE AS
(A1) IS BASED
ON THE
RELATIVE
POSITION OF
THE CELL. IF
THE POSITION
OF THE CELL
THAT
CONTAINS THE
REFERENCE
CHANGES, THE
REFERENCE
ITSELF IS
CHANGED.
IN CELL (C1) SUM FUNCTION IS USED.
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL(D3).
WHEN THE POSITION OF THE CELL IS CHANGED FROM
(C1) TO (D3),THEN THE REFERENCE IS ALSO CHANGED
FROM (A1,B1) TO (B3,C3).

CELL
REFERENCING AN ABSOLUTE
CELL
REFERENCE AS
($A$1) ALWAYS
REFERS TO A
CELL IN A
SPECIFIC
LOCATION. IF
THE POSITION
OF THE CELL
THAT CONTAINS
THE FORMULA
CHANGES, THE
ABSOLUTE
REFERENCE
REMAINS THE
SAME.
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL (D3).
WHEN THE POSITION OF THE CELL IS CHANGED FROM (C1)
TO (D3),THEN THE ABSOLUTE REFERENCE REMAINS THE
SAME(A1,B1).$ IS USED FOR CONSTANT ROW OR COLUMN.

CELL REFERENCING
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL (D3).
WHEN THE POSITION OF THE CELL IS CHANGED FROM
(C1) TO (D3),THEN ROW REFERENCE IS CHANGED(FROM 1
TO 3) BUT COLUMN REFERENCE REMAINS SAME(A,B).
A MIXED
REFERENCE HAS
EITHER AN
ABSOLUTE
COLUMN AND
RELATIVE ROW OR
ABSOLUTE ROW
AND RELATIVE
COLUMN. AN
ABSOLUTE
COLUMN
REFERENCE TAKES
THE FORM $A1,
$B1.AN ABSOLUTE
ROW REFERENCE
TAKES THE FORM
A$1, B$1.

FUNCTIONS
SYNTAX OF DATEDIF
=DATEDIF(START_DATE,END_DATE,”INTERVAL”)
START DATE-
Date from which u want to
calculate difference.
END DATE-
Date up to which u want to
INTERVAL-
Form in which u want to
This says that I
am 19 years 6
months & 18
days old
20
=
=
=
=
=
=
“ D ” - D AY S
“ M ” - M O N T H S
“Y” - Y E A R S
“ Y M ” - M O N T HS O V E R Y E AR
“ M D ” - D AY S OV E R M O N T H

FUNCTIONS
SYNTAX OF SUMIF
=SUMIF(RANGE,CRITERIA,SUM_RANGE)
RANGE-
Range of cells on which conditions
are applied.
CRITERIA-
Condition that defines which cell
or cells will be added.
SUM RANGE-
Actual cells to sum.
NOTE:-
If sum range is not used then range
is used for sum.
WITHOUT
SUM_RANGE
=
=

FUNCTIONS
SYNTAX OF IF
=IF(LOGICAL TEXT, VALUE IF TRUE, VALUE IF FALSE)
LOGICALTEXT-
Any value or expression that can
be evaluated to TRUE or FALSE.
VALUE IF TRUE-
Value that is returned if logical
text is TRUE.
VALUE IF FALSE-
Value that is returned if logical
text is FALSE.
IN COLUMN B DIFFERENT CONDITIONS ARE USED
AND BASED ON THIS, IN COLUMN C DIFFERENT
RESULTS ARE SHOWN.
=
=
=
=
=
=
=

COUNTFUNCTIONS
SYNTAX OF FUNCTIONS
1. COUNT
=COUNT(VALUE1,VALUE2,…)
2. COUNTA
=COUNTA(VALUE1,VALUE2,…)
3. COUNTBLANK
=COUNTBLANK(RANGE)
4.
COUNT CELLS
THAT ARE
BLANK.
COUNT NO. OF
CELLS THAT
MEET GIVEN
CONDITION.
COUNTIF
=COUNTIF(RANGE,CRITERIA)
3. 4.
=
=
=
=
1. 2.
COUNT ONLY
CELLS THAT
CONTAINS
NUMBER.
COUNT CELLS
THAT ARE NOT
EMPTY.

TEXT FUNCTIONS
SYNTAX OF FUNCTIONS
1. LOWER FUNCTION
=LOWER(TEXT)
2. UPPER FUNCTION
=UPPER(TEXT)
3. PROPER FUNCTION
=PROPER(TEXT)
TO CONVERT TEXT
FROM CAPITAL TO
SMALL.
TO CAPITALISED
EACH WORD OF
TEXT.
TO CONVERT TEXT
FROM SMALL TO
CAPITAL.
1. 2. 3.

TEXT FUNCTIONS
=LEFT(An
,3)
=RIGHT(An
,3)
=MID(An
,2,3)
SYNTAX OF FUNCTIONS
1. LEFT FUNCTION
=LEFT(TEXT,NUM_CHARS)
2. RIGHT FUNCTION
=RIGHT(TEXT,NUM_CHARS)
3. MID FUNCTION
=MID(TEXT,STARTNUM,NUM_CHAR)
RETURN SPECIFIED
NO. OF CHARACTER
FROM START OF
TEXT.
RETURN SPECIFIED
NO. OF CHRACTER
FROM END OF TEXT.
RETURN CHARACTER
FROM MIDDLE OF
TEXT,GIVEN A
STARTING POSITION.
1. 2. 3.

OTHER
FUNCTIONS
=
=
NOW RETURNS CURRENT DATE AND TIME.
TODAY RETURNS CURRENT DATE ONLY.
MOD RETURNS THE REMAINDER AFTER ANO.
IS DIVIDED BY ADIVISOR.
LEN RETURNS THE NO. OF CHARACTERS IN A
TEXT STRING.
SUM ADD ALL THE NUMBERS.
USES OF FUNCTIONS
=
=
=

SHOW ARROW THAT INDICATE WHAT
CELLS AFFECT THE VALUE OF THE
CURRENTLY SELECTED CELL.
IN THIS EXAMPLE CELLS A1 & A3
AFFECT THE VALUE OF CELL C2 &
CELLS A1 & A4 AFFECT THE VALUE
OF CELL C6.
SHOW ARROW THAT INDICATE WHAT
CELLS ARE AFFECTED BY THE VALUE
OF THE CURRENTLY SELECTED CELL.
IN THIS EXAMPLE CELL C2 & C6 ARE
AFFECTED BY THE VALUE OF CELL A2
& CELL C6 IS ALSO AFFECTED BY THE
CELL A4.
TRACE PRECEDENTS
TRACE DEPENDENTS
FUNCTION AUDITING

SHORTCUT KEYS
PARTICULARS
 EDIT THE ACTIVE CELL
 CREATE ACHART
 INSERT CELL COMMENT
 FUNCTION DIALOGUE BOX
 INSERT A NEW WORKSHEET
 NAME MANAGER DIALOGUE BOX
 VISUAL BASIC EDITOR
 MACRO DIALOGUE BOX
 HIDE THE SELECTED COLUMNS
 UNHIDE THE COLUMNS
 HIDE THE SELECTED ROWS
 UNHIDE THE ROWS
 SELECT ALL CELLS WITH COMMENT
KEYS
F2
F11
SHIFT + F2
SHIFT + F3
SHIFT + F11
CTRL + F3
ALT + F11
ALT + F8
CTRL + 0
CTRL + SHIFT + 0
CTRL + 9
CTRL + SHIFT + 9
CTRL + SHIFT + O

SHORTCUT KEYS
PARTICULARS
 DOWN FILL
 RIGHT FILL
 ENTER SUM FUNCTION IN CELL
 EURO SYMBOL
 CENT SYMBOL
 POUND SYMBOL
 YEN SYMBOL
 ENTER NEW LINE IN ACTIVE CELL
 CURRENT DATE
 CURRENT TIME
 SHOW FORMULA
 SELECT ENTIRE COLUMN
 SELECT ENTIRE ROW
KEYS
CTRL + D
CTRL + R
ALT + =
ALT + 0128
ALT + 0162
ALT + 0163
ALT + 0165
ALT + ENTER
CTRL + ;
CTRL + SHIFT + ;
CTRL + `
CTRL + SPACEBAR
SHIFT + SPACEBAR

SHORTCUT KEYS
PARTICULARS
 APPLIES NUMBER FORMAT
 APPLIES CURRENCY FORMAT
 APPLIES PERCENTAGE FORMAT
 APPLIES EXPONENTIAL FORMAT
 APPLIES GENERAL NO. FORMAT
 APPLIES TIME FORMAT
 APPLIES DATE FORMAT
 APPLIES OUTLINE BORDER
 REMOVE OUTLINE BORDER
KEYS
CTRL + SHIFT + !
CTRL + SHIFT + $
CTRL + SHIFT + %
CTRL + SHIFT + ^
CTRL + SHIFT + ~
CTRL + SHIFT + @
CTRL + SHIFT + #
CTRL + SHIFT + &
CTRL + SHIFT + _

Features of Excel
It allows organization, tabulation, search, and exploration of
data of largesizes.
It allows the design of professionally looking charts 3-D
effects, shadowing ,transparency.
Data can be filtered and sorted.
Formatting of spreadsheet allows changing the font
color, and fontstyle.

Afunction library consists of various function groups like
financial, logical, math &trigonometry etc.
Based on the values entered in different cells in the
spreadsheet, formulas can be defined, which automatically
perform calculation.

Application of Excel
1. To mange name list of data records.
2. To perform mathematical calculation easily in daily
business.
3. Inventory management
4. Create forms and consolidate results
5. Analytical tools
6. Corporate budgeting.

Over view of Excel
Work book; it is collection of many work sheets.
Work sheet is made of many rows and columns and also
called “spreadsheet.”
There are 256 columns and 65536 rows
in a work sheet.
On the worksheet intersection of
a row and a columns is called a cell.
Each cell has a specific address, which is
combination of numbers and letters.
For example; A1,E10.

On the work sheet a thick
Rectangular box represents
currently selected or “active
cell.”
Name box indicates,what
cell you are in.(active cell)
Formula bar indicates the
contents of the cell selected,
if you have created a formula,
the formula will appear in this
space.

View of Menu bar
Menu bar in excel provides an easy way to access various
commands in an easy and convenient way.
 The contents of any menu bar can be displayed by clicking
on the menu name with the left mouse button.
Various menus of excel are follows ;
I. Home
II. Insert
III. Page layout
IV. Formulas
V. Data
VI. Review
VII. view

Insert menu
The Insert Menu allows
you to:
Add new
worksheets, rows, and
columns to an existing.
You can also insert
charts, pictures, and
objects onto your
worksheet.

View
menuThe View menu allows
you different options of
viewing your work.
You can enable a Full
Screen view that
changes the view to
include just the
worksheet and Menu
bar.
You can zoom in on
your worksheet to
focus on a smaller
portion.

View
menuYou can change the view
of your work so that it is
page by page.
You can insert Headers
and Footers to your
work.
You can add comments
about a specific cell for
future reference.

Formatting Bar
To add borders to cells, you can
select from various border
options.
 To add colors to text or
cells, you can select the text color
option or the cell fill option, then
select thedesired color.
To change the alignment of the
cells, highlight the desired
cells and select any of the three
alignment options.

Formatting Bar
To check the spelling of your
data, highlight the desired cells and
click on the spell check button.
When entering dollar amounts, you
can select the cells you desire to be
currency formatted, then click on
the “$” button to change the cells.
You can bold, italicize, or underline
any information in the cells, as well
as change the styles and fonts of
those cells

Freezing pane
If you need the information in one
column to freeze, while still being
able to scroll through the rest of the
data follow theseinstructions:
Step 1:Highlight a specificcolumn.
Step 2: Go to the Window Menu and
click “Freeze Panes.”
Step 3: The cells to the left of the
highlighted column should be frozen
while you are still able to scroll about
the rest of the worksheet (Notice
that column Aremains while column
H is next to it).

Entering formulas
When entering numerical data, you
can command Excel to do any
mathematical function.
Start each formula with an equal
sign (=). To enter the same
formulas for a range of cells, use the
colon sign “:”
ADDITION FORMULAS
To add cells together use the “+”
sign.
To sum up a series of cells, highlight
the cells, then click the auto sum
button. The answer will appear at the
bottom of the highlighted box.

Entering formulas
SUBTRACTION FORMULAS
 To subtract cells, use the “-”
sign.
DIVISION FORMULAS
To divide cells, use the “/”
sign.
MULTIPLICATION
FORMULAS
•To multiply cells, use the “*”
sign.

Data Entering
To highlight a series of cells
click and drag the mouse
over thedesired area.
To move a highlighted
area, click on the border of
the box and drag the box to
the desired location.
You can sort data
(alphabetically, numerically,
etc). By highlighting cells
then pressing the sort
shortcut key.

Data Entering
 You can cut and paste to move
data around.
 To update your worksheets, you
can use the find and replace
action (under the Edit Menu).
 To change the order of
worksheets, click anddrag the
worksheet tab to the desired
order.

Creating chart
 With the Excel program you
can create charts with the
“Chart Wizard.”
 Step 1:Choose a charttype.
 Step 2: Highlight the data that
you wish to be included in the
chart.

Creating chart
 Step 3: Change chart options. Here
you can name the chart and the
axes, change the legend, label the
data points, and many other options.
 Step 4: Choose a location for the
chart.

For Example
40
20
0
60
140
120
100
80
160
maks
maks
student name maks
Akash 12
Chandrakant 87
Govi 34
Hemant 87
Rambabu 90
Ravi 5
Shruti 12
Shyam 145

Marks
Akash
Chandrakant
Govi
Hemant
Rambabu
Ravi
Shruti
Shyam
Students'
Name
Mark
s
Akash 12
Chandrakant 87
Govi 34
Hemant 87
Rambabu 90
Ravi 5
Shruti 12
Shyam 145

40
20
0
60
140
120
100
80
160
maks
maks
Students
name
Mark
s
Akash 12
Chandrakant 87
Govi 34
Hemant 87
Rambabu 90
Ravi 5
Shruti 12
Shyam 145

Printing
 You can select “Print Area,”
which allows you to only print
a highlighted area.
 You can preview your printing
job by selecting “Print
Preview.”
 Finally, you can print your job
by going to the File Menu and
selecting “Print,” or you can
use the shortcut button

Exercise :-
1. What is ms excel ?
2. Define function of ms excel ?
3. Discuss about shortcut keys use in ms excel ?
4. Write down some features of ms excel ?
5. Describe use of ms excel?

INTRODUCTI
ONMicrosoft 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.

BASICS
A Table is anarrangement of data in a rowand
column.
A field is a column in a table that contains particular
information about arecord.
A Primary Key is a field uniquely identifies every
record in a table.
A Record is a set of information stored about a
particular entry.

Forms are used to customize formats for
adding, editing, deleting or displayingdata.
Queries display information from one or more tables
based on a selectioncriteria.
Reports contain data from one or more tables and
databases that can be printed. Selective fields and
records can be displayed in areport.
Macros perform a fixed setof tasks every time they
are run.

All about Tables
Opening up MS Access and creating atable.

Table Design Toolbar
Creating Fields
Defining data types

Text data type is used to store all valid printable
characters. Default size is 50.
Memodata type is used to create a text field in which
size of the values can varywidely.
Number data type enables you to enter numeric data.
Currency data type enables you to enter monetary
data.
Date/Time data type can store date and time values.
Yes/No data type, also known as a logical type, stores
data that can have only twovalues.

Auto number data type stores an integer that is
incremented or decremented automatically as youadd
or deleterecords.
OLE object type can store any type of object such as
video clip, a picture ora word document.
LookupWizard is a field that displays a list that looks
up data from an existing table or from a fixed set of
user-defined values.

Displaycontrol
Combo box
List box

Field Properties
Pane
Field size determines the amount of data that can be
stored in a field

Formats allow you to display your data in a form that differs from the
actual keystrokes used to enter the data.
Default Value is one that is displayed automatically
for the field when you add a new record to thetable.

Input Mask allows you to have more control over data
entry by defining data-validation for each character
that is entered in the field.

Data Validation enables you to limit values that can
be accepted into afield.
I. Validation Rule to set therule.
(ex: <=100)
II. Validation text to display errormessage.
(ex: “please enter a valid customer ID”)

Required enables you to enter a Yes value for Required
if a field should always receive a value during data
entry.

Indexed
1. Unique Index(no duplicates).
2. Duplicate Index(with duplicates).
Caption is used when you want to display an alternate
name for the field on forms anreports.

Creating Relationships
One-to-many relationships.
Many-to-many relationships.
One-to-one relationships.

Form
sIt helps to arrange fields and view many more ona
single screen. You can also add enhanced Data
Validation and editing controls.

Creating forms with buttons.
Button lets you add a new data into the existingtable.

Sub Forms
Used to create a form to accept data in two tables that
are related by a one-to-many relationship.

Reports
A report is a flexible way of viewing andprinting
summary information. It enables you to display
information to the required level of detail.

Queries
The process of accessing the database and retrieving
data selectively is known as querying. The data thus
retrieved can then be formatted according to user’s
requirements.
Datasheet view of Query.

Macro
sMacros are small programs that perform aspecialized
task every time they arerun.
Ex:Iwant to close a form.

Modules
Macros contain modules toenhance the user with
more actions to perform using VBAprogramming.

Exercise :-
1. What is Microsoft access ?
2. Write uses of Microsoft access ?

OUTLINES
 Introduction
 Getting Started with MS PowerPoint 2007
 Modifying Presentation
 Formatting Presentation
 Working with Graphics and Chart
 Delivering the Presentation
 Working with Multimedia
 Printing 2

INTRODUCTION
 What is a presentation?
It is the process of presenting the content of a
topic to an audience consisting of one or more
persons.

DIFFERENT PRESENTATION APPLICATION
PACKAGE
1
5
7
 PowerPoint
 Flash
 Open Office Impress
 Apple Keynote
 Photoshop
 NXPowerLite
 PowerPlugs Charts
 Perspector
 Color Schemer
 PowerConverter

STARTED WITH MS POWER POINT 2007
A PowerPoint presentation is a collection of
electronic slides that can have text, pictures,
graphics, tables, sound and video. This collection
can run automatically or can be controlled by a
presenter.

 There are three features that you should remember as
you work within PowerPoint 2007:
1. Office Button
2. The Ribbon
3. Quick Access Toolbar
1
2
3

MICROSOFT OFFICE BUTTON
 The Microsoft Office Button
performs many of the functions
that were located in the File
menu of older versions of
PowerPoint.

THE RIBBON: THE TABS
 Home: Slides, Font, Paragraph, Drawing, Editing
 Insert: Tables, Graphics, Links, Text, Media Clips
 Design: Page Setup, Themes, Background
 Animations: Preview, Animations,Transitions
 Slide Show: Start Slide Show
 View: Presentation Views, Show/Hide, Zoom, Window
The ribbon is the panel at the top portion of the document

QUICK ACCESS TOOLBAR
 The quick access toolbar is a customizable
toolbar that contains commands that you may want
to use.

OTHER FEATURES: MINI TOOLBAR
 A new feature in Office 2007 is the Mini Toolbar. This is
a floating toolbar that is displayed when you select text
or right-click text.

OTHER FEATURES: NAVIGATION
 Navigation through the slides can be
accomplished through the Slide
Navigation menu on the left side of the
screen

SLIDE VIEWS
 Presentations can be viewed in a variety of manners.

NEW PRESENTATION
 You can start a new presentation from
A blank slide,
A template,
An existing presentations,
or a Word outline.

FROM A BLANK SLIDE
 Click the Microsoft Office Button
 Click New
 Click Blank Presentation

FROM A TEMPLATE
 Click New
 Click Installed Templates or Browse through Microsoft
Office Online Templates
 Click the template you choose

FROM AN EXISTING PRESENTATION
 Click New
 Click New from Existing
 Browse to and click the presentation

FROM A WORD OUTLINE
 Click the slide where you would like
the outline to begin
 Click New Slide on the Home tab
 Click Slides from Outline
 Browse and click the Word
Document that contains the outline

SAVE A PRESENTATION
 When you save a presentation, you have two
choices: Save or Save As.
To save a document:
•Click the Microsoft Office Button
•Click Save

SAVE A PRESENTATION
• Click the Microsoft Office Button
• Click Save As
• Type in the name for the Presentation
• In the Save as Type box, choose Excel 97-2003 Presentation

ADD SLIDES (1)
 Select the slide
immediately BEFORE where you want the new slide
 Click the New Slide button on the Home tab
 Click the slide choice that fits yo material
u
r

ADD SLIDES (2)
 Select the slide immediately
BEFORE where you want the new
slide
Click the New Slide button on the
Home tab
Click Reuse Slides
Click Browse
Click Browse File
Locate the slide show and click on the
slide to import

THEMES
 Click the Design tab
 Choose one of the displayed Themes or click
the Galleries button

 To apply new colors to a theme:
Click the Colors drop down arrow
Choose a color set or click Create New Theme Colors

 To change the background style of a theme
Click the Background Styles button on the Design tab

ENTER TEXT
 To enter text:
Select the slide where you want the text
Click in a Textbox to add text

 To add a text box:
Select the slide where you want to place the text box
On the Insert tab, click Text Box
Click on the slide and drag the cursor to expand the text
box
Type in the text

CHANGE FONT TYPEFACE AND SIZE
 To change the font typeface:
Click the arrow next to the font name and choose a
font.
Remember that you can preview how the new font will
look by highlighting the text, and hovering over the new
font typeface.

 To change the font size:
Click the arrow next to the font size and choose the
appropriate size, or
Click the increase or decrease font size buttons.

FONT STYLES AND EFFECTS
 Font styles are predefined formatting options that
are used to emphasize text. They include: Bold,
Italic, and Underline. To add these to text:
Select the text and click the Font Styles included on the
Font group of the Home tab or
Select the text and right click to display the font tools

CHANGE TEXT COLOR
 To change the text color:
Select the text and click
the Colors button
included on the Font
Group of the Ribbon, or
Highlight the text and
right click and choose the
colors tool.
Select the color by
clicking the down arrow
next to the font color
button.

CHANGE PARAGRAPH ALIGNMENT
 The paragraph alignment allows you to set how you
want text to appear.
Click the Home Tab
Choose the appropriate button for alignment on the
Paragraph Group.
 Align Left: the text is aligned with your left margin
 Center: The text is centered within your margins
 Align Right: Aligns text with the right margin
 Justify: Aligns text to both the left and right margins.

INDENT PARAGRAPHS
 To indent paragraphs, you can do the following:
Click the Indent buttons to control the indent.
Click the Indent button repeated times to increase the
size of the indent.

TEXT DIRECTION
 To change the text direction:
Select the text
Click the Text Direction button on the Home tab
Click the selection

BULLETED AND NUMBERED LISTS
 Bulleted lists have bullet points, numbered lists
have numbers, and outline lists combine numbers
and letters depending on the organization of the list.
Select the text you wish to make a list
Click the Bulleted or Numbered Lists button

NESTED LISTS
 A nested list is list with several levels of indented
text. To create a nested list:
Create your list following the directions above
Click the Increase or Decrease Indent button

FORMATTING LISTS
 The bullet image and numbering
format can be changed by using
the Bullets or Numbering dialog
box.
Select the entire list to change all the
bullets or numbers, or Place the
cursor on one line within the list to
change a single bullet.
Click the arrow next to the bulleted or
numbered list and choose a bullet or
numbering style.

ADDING VIDEO
 Video clips can be added to the presentation. To
add a video clip:
Click the Movie button on the Insert tab
Choose Movie from File or Movie from Clip
Organizer

 To edit the video options:
Click the movie icon
Click the Format tab

ADDING AUDIO
 Audio clips can be added to the presentation. To
add an audio clip:
Click the Audio button on the Insert tab
Choose Sound from File, Sound from Clip
Organizer, Play CD Audio Track, or Record Sound

 To edit the audio options:
Click the audio icon
Click the Format tab

ADDING PICTURE
 To add a picture:
Click the Insert Tab
Click the Picture Button
Browse to the picture from
your files
Click the name of the
picture
Click insert
To move the graphic, click
it and drag it to where you
want it

ADDING CLIP ART
 To add Clip Art:
Click the Clip Art Button
Search for the clip art using
the search Clip Art dialog
box
Click the clip art
To move the graphic, click it
and drag it to where you
want it

EDITING PICTURES AND CLIP ART
 When you add a graphic to the presentation, an
additional Tab appears on the Ribbon. This tab has
four groups:
Adjust: Controls the picture brightness, contrast, and
colors
Picture Style: Allows you to place a frame or border
around the picture and add effects
Arrange: Controls the alignment and rotation of the
picture
Size: Cropping and size of graphic

ADDING A SHAPE
 To add Shapes:
Click the Shapes Button
Click the shape you choose
•Click the Slide
•Drag the cursor to expand the Shape
•To format the shapes:
•Click the Shape
•Click the Format tab

ADDING SMARTART
 SmartArt is a feature in Office
2007 that allows you to choose
from a variety of graphics,
including flow charts, lists,
cycles, and processes. To add
SmartArt:
Click the SmartArt Button
Click the SmartArt you choose
Click the SmartArt
Drag it to the desired location in
the slide

CREATE A TABLE
 To create a table:
Place the cursor on the page where
you want the new table
Click the Insert Tab of the Ribbon
Click the Tables Button on the Tables
Group. You can create a table one of
four ways:
 Highlight the number of row and
columns
 Click Insert Table and enter the
number of rows and columns
 Click the Draw Table, create your table
by clicking and entering the rows and
columns
 Click Excel Spreadsheet and enter
data
52

ENTER DATA IN A TABLE
 Place the cursor in the cell where you wish to enter
the information. Begin typing.

MODIFY THE TABLE STRUCTURE AND
FORMAT A TABLE
 To modify the structure of a table:
Click the table and notice that you have two new tabs
on the Ribbon: Design and Layout. These pertain to
the table design and layout.
On the Design Tab, you can choose:
Table Style Options
Table Styles
Draw Borders

 To format a table, click the table and then click
the Layout Tab on the Ribbon. This Layout tab
allows you to:
 View Gridlines and Properties (from the Table Group)
 Insert Rows and Columns (from the Rows & Columns Group)
 Delete the Table, Rows and/or Columns (from the Rows &
Columns Group)
 Merge or Split Cells (from the Merge Group)
 Increase and decrease cell size (Cell Size Group)
 Align text within the cells and change text directions
(Alignment Group)

INSERT A TABLE FROM WORD OR EXCEL
 Open the Word document or Excel worksheet
Select the chart
Click Copy on the Home tab
Go to the PowerPoint document where you want the
chart located
Click Paste on the Home tab

CHARTS
 Charts allow you to present information contained
in the worksheet in a graphic format. PowerPoint
offers many types of charts including: Column, Line,
Pie, Bar, Area, Scatter and more. To view the
charts available click the Insert Tab on the Ribbon.

CREATE A CHART
 To create a chart:
Click the Insert tab on
the ribbon
Click the type
of Chart you want to
create
Insert
the Data and Labels

EDIT CHART DATA
 To edit chart data:
Click on the chart
Click Edit Data on the Design tab
Edit data in the spreadsheet

MODIFY A CHART
 Once you have created a chart you can do several
things to modify the chart.
To move the chart:
Click the Chart and Drag it another location on the
same slide, or
Copy it to another slide
Choose the desired location and click Paste

 To modify the chart size:
Click the Chart
Click on any of the corners and drop
and drag to resize
 To modify the labels and titles:
Click the chart
Click the Layout tab
Choose the appropriate label to
change

SLIDE TRANSITIONS
 Transitions are effects that are in place when you
switch from one slide to the next. To add slide
transitions:
Select the slide that you want to transition
Click the Animations tab
Choose the appropriate animation or click
the Transition dialog box

 To adjust slide transitions:
Add sound by clicking the arrow n
to Transition Sound
ext
ion
 Modify the transition speed by
clicking the arrow next to Transit
Speed
To apply the transition to all
slides:
•Click the Apply to All button on
the Animations tab

SLIDE ANIMATION
 To apply an animation effect:
Select the object
Click the Animations tab on the Ribbon
Click Custom Animation
Click Add Effect
Choose the appropriate effect

ANIMATION PREVIEW
 To preview the animation on a slide:
Click the Preview button on the Animations tab

SLIDE SHOW OPTIONS
 The Slide Show tab of the ribbon contains many
options for the slide show.
Preview the slide show from the beginning
Preview the slide show from the current slide
Set up Slide Show

SET UP SLIDE SHOW
 The options include:
Whether the show will run automatically or will be
presented by a speaker
The looping options
Narration options
Monitor resolutions

RECORD NARRATION
 When you want to
record narration for the
slides:
Click the Record
Narration button
Click Set Microphone
Level to check the
levels of audio input
Click OK to record the
narration

REHEARSE TIMINGS
 Use Rehearsed Timings to rehearse the timings of
slide with audio.
Click the Rehearse Timings button
Practice speaking and advance the slides as you would
in the presentation
When you have completed this click through the end of
the slide
Choose whether or not to keep this timing or to retry

CREATE SPEAKER NOTES
 Speaker Notes can be
added to allow you to
create notes for each
slide. To add speaker
notes:
Select the slide
Click View
Click Note Pages
Click the Click to add
Notes section of the screen
Type in the Notes for that
slide

PRINT A PRESENTATION
 There are many options for printing a
presentation. They are:
 Slides: These are slides that you would see if you were
showing the presentation, one slide per page
 Handouts: 1, 2, 3, 4, 6 or 9 per page, this option allows
for more slides per page
 Notes Page: This includes the slides and the speaker
notes
 Outline View: This will print the outline of the
presentation

 To access the print
options:
 Click the Microsoft
Office Button
 Click Print
 In the Print Dialog Box,
click the arrow next
to Print what
 Choose the format and
click OK to print

 To print preview:
Click the Microsoft Office
Button
Place the cursor over Print
Click Print Preview
Click the arrow next to Print
What to change print options
To print from Print Preview,
click Print
 To Exit Print Preview:
Click the Close Print
Preview button

PACKAGE A PRESENTATION
 There are times when you want
to package a presentation with all
of the additional files attached as
well. To package a presentation
for CD:
Click the Microsoft Office Button
Click Publish
Click Package for CD
Type a name for the CD
Click Copy to CD or Copy to
Folder

Exercise :-
1. What is MS PowerPoint ?
2. Describe method of formatting presentation ?
3. Explain method of delivering presentation ?

Computer unit 2

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