1. www.phsa.edu.pk
2. www.kpja.edu.pk
3. www.madaar.net
4. www.goldenstarmarketing.com
5. www.pakmediaethics.org

The Internet is a computer network made up of thousands of networks worldwide. No one knows exactly how many computers are connected to the Internet. It is certain, however, that these number in the millions and are growing.

No one is in charge of the Internet. There are organizations which develop technical aspects of this network and set standards for creating applications on it, but no governing body is in control. The Internet backbone, through which Internet traffic flows, is owned by private companies.

All computers on the Internet communicate with one another using the Transmission Control Protocol/Internet Protocol suite, abbreviated to TCP/IP. Computers on the Internet use client/server architecture. This means that the remote server machine provides files and services to the user’s local client machine. Software can be installed on a client computer to take advantage of the latest access technology.

An Internet user has access to a wide variety of services: electronic mail, file transfer, vast information resources, interest group membership, interactive collaboration, multimedia displays, real-time broadcasting, breaking news, shopping opportunities, and much more.

The Internet consists primarily of a variety of access protocols. Many of these protocols feature programs that allow users to search for and retrieve material made available by the protocol.

8.1.1    Networks: To share data and network resources among the computers in a network is known as networking. Computer networking is a core part of the whole information technology field because without it computers can never communication with each other locally and remotely.

8.1.2    LAN:A Local Area Network covers a room or a building that’s why it is called LAN.

8.1.3    WAN: a Wide Area Network covers wide areas such as in a city, country or a network between two or more countries.

8.1.4    Intranet:  A set of networks and routers in an organization using TCP/IP protocols to communicate, Intranet are used to host and communicate Local website / Applications that can be visible to only user in the same organization. Usually an organization’s internet connects to the global internets / internet.

8.1.5    Internet: The internet is a network of networks. A network is a bunch of computers, connected together, so that people who use the computers can share information with each other from all over the world.

8.1.6    WWW: The World Wide Web (abbreviated as the Web or WWW) is an Internet service that supports hypertext to access several Internet protocols on a single interface. Almost every protocol type available on the Internet is accessible on the Web. This includes e-mail, FTP, Telnet, and Usenet News. In addition to these, the World Wide Web has its own protocol: Hypertext Transfer Protocol, or HTTP. These protocols will be explained below.

8.1.7    Common Protocols: Almost every protocol type available on the Internet is accessible on the Web. Internet protocols are sets of rules that allow for inter-machine communication on the Internet. The following is a sample of major protocols accessible on the Web

• HTTP (Hypertext Transfer Protocol) Transmits hypertext over networks. This is the protocol of the Web.
• FTP (File Transfer Protocol) Transfers text or binary files between an FTP server and client
• E-mail (Simple Mail Transport Protocol or SMTP) Distributes electronic messages and files to one or more electronic mailboxes
• Telnet (Telnet Protocol) Facilitates login to a computer host to execute commands
• Usenet (Network News Transfer Protocol or NNTP) Distributes Usenet news articles derived from topical discussions on newsgroups

8.2       CONNECTING TO INTERNET

8.2.1    Phone and Modem:  Telephone and Modem are the most basic sources to access the internet.

8.2.2    ISP: Internet Service Providers are the companies who provide gateway connectivity to the internet. Paknet, Brain Net, Comsats, CyberNet, Micronet are the popular ISP’s in Pakistan.

8.2.3    Making New Dialup Connection: Dial up connection is the basic internet connectivity through digital telephone lines. For dialup connection you need a modem installed on your computer, a digital telephone line, an account with Internet Service Provider for internet usage.

To make a dialup connection, do following steps.

1. Choose Start –> My Network Places.
2. In the My Network Places window, click the View Network Connections link.
3. In the Network Connections window under Network Tasks, click the Create a New

Connection link.
4. In the New Connection Wizard dialog box, click Next .
5. In the resulting dialog box, accept the default selection of Connect to the Internet, and

click Next.
6. In the resulting dialog box, select the Set Up My Connection Manually option, and

click Next.
7. In the Internet Connection dialog box, select the Connect Using a Dial-Up Modem

option.
8. In the Internet Account Information, enter this information:

• Your ISP’s name
• The ISP’s dial-up phone number
• Your user name and password
• Whether this is the default connection
• Whether to use firewall protection for this connection

9. When the final wizard dialog box appears, click Finish to create the connection.

8.2.4    Other connections (DSL, Cable Net, LAN):  We also have alternate ways of connecting to the internet, Cable internet is available in all major cities, town, commercial and residential buildings etc. It is usually based on LAN. While DSL (Digital Subscriber Line) or sometime called Broadband connection is the most fast connection for end users available. It use the current phone line, a DSL Router and Broadband services for ISP like PTCL, Mironet, Cyber or Brain etc. The important thing about DSL is that you can use your phone and internet both at same time.

8.3       BROWSING WEB

8.3.1    Using Web Browser: To access the World Wide Web, you must use a Web browser. A browser is a software program that allows users to access and navigate the World Wide Web. Internet Explorer, Mozila Firefox, Netscape Navigator, Opera, etc are the most common browser in the world.

8.3.2    Toolbar / Navigation Bar: The toolbar is at the top of the window and is divided into the menu bar and the navigation bar. Navigation bar: The navigation bar is filled with icons representing different options a user can perform to navigate about the internet. The field that displays the URL of the current page. A user can type in a desired URL to display a specific page.

    Figure 8.1   Navigation bar

• The Back Button: Used to go back to the last page viewed. You can press back multiple times.
• The Forward Button: Used to go forward through previously viewed pages. Both the back and forward buttons have a drop down menu (the little black triangle) next to each button. These will pull down a selectable list of all of the previously viewed pages.
• The Stop Button: Used to stop downloading a webpage.
• The Refresh Button: Used to re-download a webpage. Generally used if a page does not display properly or the contents of the page have changed but the changes are not displayed.
• The Home Button: Displays the homepage.

8.3.3    History and Favourite Links: History opens a list of all the websites a user has visited in the last few weeks while Favourites opens a window of all the user’s saved favourites.

Figure 8.2        Home page

Figure 8.2 Home page

8.3.4    Home Page of Browser: The homepage is the very first page that is displayed when Internet Explorer launches.

8.3.5    Visiting Websites: Now you need to get the website address (url) and enter in the address bar of your browser, press enter and the site will display. Some common used websites are

www.paksitan.gov.pk , www.pcb.gov.pk , www.yahoo.com, www.google.com, www.msn.com, www.geo.tv, www.bbcurdu.com, www.cricinfo.com, www.wikipedia.com, www.ptcl.com.pk, www.123greetings.com, www.urdupoint.com, www.ubl.com.pk, www.timeanddate.com, www.songs.pk

8.4       WEBSITE ADDRESSES

8.4.1    Web Addresses: Web address has a specific format and is always in small letters. It can consist of either three or four parts separated with ‘.’ (dot). i.e.

www.nameofwebsite.type.countrycode

i)                    WWW: World Wide Web service

ii)                  Name of Website: Domain name or website name is always unique, like pcb.gov.pk etc

iii)                Type: This refers to the type of content of the website. You can judge the website or its organization by their domain type in the url. See table below for details.

iv)                Country Code:  When you see a .pk, .uk, .ch, .jp etc with any website address, it means this company belongs to that particular country or the server is located in that country.

Several top-level domains are common on the internet

8.4.2        Web Page, Web Site and its Home Page:

8.4.2.1  Any single page of a website which can be opened in Internet Explorer is called web page.

8.4.2.2  The collection of related and interconnected WebPages is called Website. A website may represent an organization, business, idea, service, community, event or anything you can think about. There are billions of websites on the internet and these numbers are growing very fast.

8.4.2.3  The first page you see in any website is usually called its home or main page.

8.5       SEARCHING

8.5.1    Search Engines: A search engine is a searchable database of Internet files collected by a computer program (called a wanderer, crawler, robot, worm, and spider). Indexing is created from the collected files, e.g., title, full text, size, URL, etc. There are no selection criteria for the collection of files, though evaluation can be applied to the ranking of results.

8.5.2    Searching Web sites, Images, Books, News etc: Search engines compile their databases by employing “spiders” or “robots” (“bots”) to crawl through web space from link to link, identifying and perusing pages. Sites with no links to other pages may be missed by spiders altogether. Once the spiders get to a web site, they typically index most of the words on the publicly available pages at the site. Web page owners may submit their URLs to search engines for “crawling” and eventual inclusion in their databases.

Figure 8.3    Search engine

Whenever you search the web using a search engine, you’re asking the engine to scan its index of sites and match your keywords and phrases with those in the texts of documents within the engine’s database.

It is important to remember that when you are using a search engine, you are NOT searching the entire web as it exists at this moment. You are actually searching a portion of the web, captured in a fixed index created at an earlier date.

8.6       SAVING INFORMATION FROM NET

8.6.1    Saving Web Page: You can easily save any html page in your computer. (a file and folder containing page contents will be saved)

            “Just click on File menu à Save page As à and click on Save button”

8.6.2        Copying Text :You can copy text and images from web page to your word, excel, note etc file in same way as we did in previous study.
“Select text à Right click on it à and click Copy in the shortcut menu à then open MS Word à and Press Ctrl+V.

To copy picture, right click on any picture you like in web page, à click on Copy Image à and paste it in your word document.

To save an image from web page to your computer, Right click on it, -à and click ‘Save Picture As” à then choose location to save this picture in, like my pictures etc.”

8.7       EMAIL MESSAGING

Electronic mail, or e-mail, allows computer users locally and worldwide to exchange messages. Each user of e-mail has a mailbox address to which messages are sent. Messages sent through e-mail can arrive within a matter of seconds.

A powerful aspect of e-mail is the option to send electronic files to a person’s e-mail address. Non-ASCII files, known as binary files, may be attached to e-mail messages. These files are referred to as MIME attachments. MIME stands for Multimedia Internet Mail Extension, and was developed to help e-mail software handle a variety of file types. For example, a document created in Microsoft Word can be attached to an e-mail message and retrieved by the recipient with the appropriate e-mail program. Many e-mail programs offer the ability to read files written in HTML, which is itself a MIME type.

8.7.1    Making Account and e-mail address: You must have a personal email address that identifies you in the World Wide Web. Email address is format like (info@pcb.gov.pk), here info is the name and pcb.gov.pk is website you will use to send receive email with.

To create a new email, there are many sites available which provide free email service like yahoo, hotmail, gmail etc. Let’s make an email account with yahoo.com.

“Open www.yahoo.com or mail.yahoo.com à you will see the screen as shown below. à If you have an email address with yahoo, you can enter your ID and Password to sign in but as you are new to new à Click on “Sign Up” button below. à

Figure 8.4 Login page    

A registration form as shown in the screenshot below will appear and you will need to fill it.”

 Figure 8.5   Registration form

8.7.2    Inside Your Email Account:  When you login to you email account with the email address and password, you will see the main interface of your mail box. It contain links and buttons of all activities you can do now. See the picture below is mail inbox. If you look at the left side, there folder which are described below.

• Inbox: (Click on Inbox to see all new and old incoming email messages) (Unread e-mail number)
• Drafts: (Draft folder contains all those emails which you composed but did not send.)
• Outbox:
• Sent: (Sent folder contain all those email which you have sent previously)
• Trash: (Trash folder is just like Recycle bin in windows; all deleted emails are stored here)

8.7.3        Reading an E-mail: Click on Check Mail button on the top of folders view latest incoming email messages in your inbox. New incoming email will be highlighted (unread). Click on its subject to open a message.
You can Delete, Move to other folder, Mark as read and unread any email very easily.

“Click on the checkbox near email in inbox, you can select multiple email messages. -à then click on Delete button to delete à Mark or Move”

8.7.4     Reply, Forward:  After reading an email, if you want to reply

“Just click on the Reply button just above the message à Type your reply message and à click on send. Or

            If you want to forward this email to someone à just click on the forward button right above the message à type the email address in TO à and click on Send”

Figure 8.5 Inside email account

8.7.5    Composing Email: If you want to send an email to someone, do the following simple steps.

“Click on Compose button à a new email form will appear, à type the email address in TO field, you can type more than one email addresses separating by comma (ali@abc.com, khan@xyz.com )à Type in Subject à now type your message in the large box below subject à after typing your message, click on Send button to complete the process”                   

       Figure 8.5            Composing Email

8.7.6    Attaching Files: You can send            documents and pictures with your email to anyone. This process is called Attachment. You can attach a file or picture with your     email during composing.

“Just click on the Attach Files button just above the message text box à ”Click on the Browse button à select the file on your computer à Click on Attach Files button à now click on Continue to message à now click on Send to send your email.”

8.7.7    Saving Draft:When you type an email but want to send it later, so click on Save to Drafts, so you can later open Drafts folder and send your email.

8.7.8    Change Password: Password the most important element in your email account. You must keep it confidential. Whenever you want to change the password do following steps.                 Figure 8.6   Attach files

“click on the Option at the right side of the screen à now click on the Account Information at the left side à enter password for confirmation à click on Change Password à enter you current and new password à and click on Save”

8.8       INSTANT MESSAGING

8.8.1    Using Yahoo, MSN, Skype, Aol etc and Web to SMS: Chat                                                    programs allow users on the Internet to communicate with                                                                      each other by typing in real time. They are sometimes                                                                        included as a feature of a Web site, where users can log into                                                                      the “chat room” to exchange comments and information                                                                             about the topics addressed on the site. Chat may take other,                                                                  more wide-ranging forms. For example, America Online is                                                                  well known for sponsoring a number of topical chat rooms.

       Figure 8.7 Messenger

Internet Relay Chat (IRC) is a service through which participants can communicate to each other on hundreds of channels. These channels are usually based on specific topics. While many topics are frivolous, substantive conversations are also taking place. To access IRC, you must use an IRC software program.

A variation of chat is the phenomenon of instant messaging. With instant messaging, a user on the Web can contact another user currently logged in and type a conversation. Most famous is America Online’s Instant Messenger. ICQ, MSN and Yahoo also offer chat programs. Open Source chat programs include GAIM and Jabber.

8.8.3    Adding Contacts: To add a contact in your messenger list click on + button at the top of yahoo messenger as shown in the picture below and then type the ID or email address and click next, finish.

Figure 8.8 Adding contact

8.8.4        Chatting with Contacts:  You have added a friend in your list, now whenever he/she comes online, the icon near his/her id will change to Yellow and bold. It means the contact is online at the moment.

Just double click on that id, a separate chat window will appear, type your text message and press enter.

You can also chat to anyone in the world using yahoo chat rooms. To open yahoo chat room click on Messenger menu à Yahoo Chat à Join Room.

Here you can type and send your message to all chatters in the room and any individual.

Today, almost all organizations depend on their database systems for the crucial information they need to run their business. In every industry across the board, from retail chain stores to financial institutions, from manufacturing enterprises to government departments, and from airline companies to utility businesses, database systems have become the norm for information storage and retrieval. Database systems form the centrepiece of the growing and maturing electronic commerce. A short list of database applications would include:

Inventory, Payroll, Membership, Orders, Shipping, Reservation, Invoicing, Accounting, Security, Catalogues, Mailing, Medical records and many more.

7.1.1    Data and Information: The term data is referred to the raw form of information or the information which is not organized, categorized while information is the organized form of data which can be used for decision making. For example you have many friends, their names, address, phone, birthday etc, that is data and now you want to convert it to information so you need to make a list like shown below to easily find contact and other details of your friends.

7.1.2    Database:  A Database is an ordered collection of related data elements intended to meet the information needs of an organization and designed to be shared by multiple users.

A computer database is a structured collection of data that is stored in a computer system so that a computer program or person can extract the required information. The records retrieved in answer to queries are information that can be used to make decisions.

7.1.3        Database Management System: A Database Management System (DBMS) is software system designed for the purpose of storing, managing and manipulating database. DBMS has been advanced to RDBMS, Relational Database Management System, which is most commonly in use these days. Basically, RDBMS stores the data into a collection of related tables which are linked together to provide authentic and reliable data source. Besides this, RDBMS provides an easy way to extract data from the database in a structured and represent able form according to the requirement of the users or another software system.

Typical examples of DBMSs include Oracle, DB2, Microsoft SQL Server, and MySQL etc.

Another example of RDBMS is Microsoft Access which we are going to learn in detail.

7.2 Basic Operations on Database

The database approach includes the fundamental operations that can be applied to data. Every database management system provides for the following basic operations:

7.2.1       READ: data contained in the database.

7.2.2       ADD: data to the database.

7.2.3       UPDATE: individual parts of the data in the database

7.2.4       DELETE: portions of the data in the database.

7.3       MICROSOFT ACCESS 2003

Microsoft Access is distributed as part of the Microsoft Office Suite and is a powerful RDBMS program to create and manage your databases. It has many built in features to assist you in constructing and viewing your information.

First of all you need to understand how Microsoft Access breaks down a database. Some keywords involved in this process are: Database File, Table, Record, Field, Data-type. Here is the Hierarchy that Microsoft Access uses in breaking down a database

7.3.1    Components of MS Access: The types of objects of an Access database are Tables, Forms, Queries and Reports etc. These objects are available in the database window as shown in the picture above. Let discuss them in details.

Figure 1

7.3.2    Tables: A table is a collection of related records. For example, employee table, product table, customer, and orders tables. In a table, records are represented by rows and fields are represented as columns.  Or
the collection of rows and columns makes a table. Table is the combination of rows and columns representing a records or list of data. Tables organize data into columns (called fields) and rows (called records).

7.3.3    Query:  A query is question against database or asking DBMS to perform some action against database.
7.3.4    Form: A form is user interface that is used to enter data in table easily.

7.3.5    Report: Information from the database is organized in a nice presentation that can be printed in an Access Report or Summarize your data for a professional look and enable sharing and printing.

7.4       CREATING DATABASE IN MS ACCESS

7.4.1    Creating Database: When Microsoft Access first starts up, a dialog box is automatically displayed with options to create a new database or open an existing one.

“Click Blank Access Database,à  enter a name for the database and then click OK. Specify a name and location for the database and click Create”

7.4.2    Creating Tables in Design View: If you haven’t already done so, switch to the Database Window You can press F11 to switch to the Database window from any other window. Double-Click on Create table in Design view”. A new window will be opened as shown below.

Figure 2

7.4.3    Field Name:  Define each of the fields in your table. Under the Field Name column, enter the categories of your table. Under Data Type column, enter the type you want for you categories given below.

7.4.4    Data Type: Data Type property is used to specify the type of data stored in a table field or it determines what kind of data it can hold. For example, in a Microsoft Access database, the Text and Memo field data types allow the field to store either text or numbers, but the Number data type will allow the field to store numbers only. Number data type fields store numerical data that will be used in mathematical calculations. Use the Currency data type to display or calculate currency values. Other data types are Date/Time, Yes/No, Auto Number, and OLE object (Picture). Few common Data Types and their properties are given below.

7.4.5    Description: “Description” column is optional; we can enter the description of our field.

7.4.6    Primary Key: One or more fields (columns) whose value or values uniquely identify each record in a table. A primary key does not allow Null values and must always have a unique value. A primary key is used to relate a table to foreign keys in other tables.
NOTE: You do not have to define a primary key, but it’s usually a good idea. If you don’t define a primary key, Microsoft Access asks you if you would like to create one when you save the table.

For our tutorial, make the Soc Sec # field the primary key, meaning that every student has a social security number and no 2 are the same.
To do this, simply select the Soc Sec # field and select the primary key button.
After you do this, Save the table

7.4.7    Entering Data into Table: Click on the Datasheet View and simply start “chugging” away by entering the data into each field.
NOTE: Before starting a new record, the Soc Sec # field must have something in it, because it is the Primary Key. If you did not set a Primary Key then it is OK.

7.4.8    Record: A record is the collection of values for all the fields pertaining to one entity

7.4.9    Entering Data into Table: Click on the Datasheet View and simply start “chugging” away by entering the data into each field.
NOTE: Before starting a new record, the Soc Sec # field must have something in it, because it is the Primary Key. If you did not set a Primary Key then it is OK

7.5       OPERATIONS ON DATA

7.5.1    Select: A Select statement returns a result set of records from one or more tables.

7.5.2    Insert: An Insert statement adds one or more records to a table in a relational database. An INSERT statement can only insert data into a single table.

7.5.3    Update: An Update statement changes the data of one or more records in a table. Either all the rows can be updated, or a subset may be chosen using a condition.

7.5.4    Delete: A Delete statement removes one or more records from a table. A subset may be defined for deletion using a condition, otherwise all records are removed

7.6       MAKING QUERIES

7.6.1    Adding Tables into Query: Before you can create a query you have to navigate to the Query Tab in your Access database. Select Queries from the Objects Pane.

Although you could use the Wizard, we will guide you through the process of creating an Access query with the “Design view”. We feel this is helpful for beginners, so they don’t feel overwhelmed when they need to do something the Wizard doesn’t allow them to. Double-click “create Query in Design view”

Add the table tbl_Sales
Your Query window should now have the tbl_Sales table added to it
You have just completed the setup process for making a query. Every time you make a query you have to first choose which table(s) you want to select data from. Currently, our database only has one table, so we don’t have a lot of choices here. Now we can begin to create our custom Access query.

7.6.2    Adding Fields from table to query: Add fields from the tables to the new query by double-clicking the field name in the table boxes or selecting the field from the Field: and Table: drop-down menus on the query form. Specify sort orders if necessary.

7.6.3    Defining Criteria:  Enter the criteria for the query in the Criteria: field. The following table provides examples for some of the wildcard symbols and arithmetic operators that may be used. The Expression Builder can also be used to assist in writing the expressions.

7.6.4    Executing and Saving Query: After you have selected all of the fields and tables, click the Run button on the toolbar.

Save the query by clicking the Save button.

7.7       CREATING FORM FOR DATA ENTRY

A form is nothing more than a graphical representation of a table. You can add, update, delete records in your table by using a form. NOTE: Although a form can be named different from a table, they both still manipulate the same information and the same exact data. Hence, if you change a record in a form, it will be changed in the table also.

A form is very good to use when you have numerous fields in a table. This way you can see all the fields in one screen, whereas if you were in the table view (datasheet) you would have to keep scrolling to get the field you desire.

7.7.1    Creating Forms by using Wizards: It is a very good idea to create a form using the wizard, unless you are an advanced user and know what you are doing. Microsoft Access does a very good job of creating a form using the wizard. The following steps are needed to create a basic form:

Switch to the Database Window then Click on the Forms then Create Form Using Wizard , select the fields you want to view on your form and Click Next, Select the layout you wish and Click Next now Select the style you desire and Click Next , Give you form a name, Select Finish.

7.8       GENERATING REPORT FROM DATABASE

7.8.1    Define Report: A report is an effective way to present your data in a printed format. Because you have control over the size and appearance of everything on a report, you can display the information the way you want to see it.

7.8.2    Making Report by using Wizard: As with the Form, it is a very good idea to create a report using the wizard, unless you are an advanced user. Microsoft Access does a very good job using the wizard to create reports.

Switch to the Database Window then Click on the Reports button, Double click on Create Report Using Wizard select the fields you want to view on your form. now Click Next, here Select if you would like to group your files then Click Next , Select the layout and the paper orientation you desire,  Click Next now Select the style you desire and Click Next, here Give you report a name, and select Preview the Report and Select Finish.

You should see your report. To adjust the design of your report, simply hit the design button (same as with the tables), and adjust your report accordingly

6.1.1    Introduction: MS PowerPoint is the multimedia presentation software in the MS Office suite. PowerPoint allows users to create interactive on-screen presentations that combines text, graphics and sounds. PowerPoint provides users the ability to create professional presentations that include elaborate overheads and presentation printouts. PowerPoint can organize thoughts and ideas into a cohesive package that may be viewed by email, web access or attendance to a live presentation.

6.1.2    Main Features: PowerPoint is a very easy and simple tool for making effective presentations in very short time. It contain may sample presentations, slides, layouts and animation, Organization Chart, Media clips, Charts, etc. Presentation can be displayed on Multimedia projector and Web.

6.1.3    Launching MS PowerPoint: Starting MS PowerPoint is same as we start Word or Excel. “Just click on Start menu à Programs à  Microsoft Office à MS PowerPoint”

6.2              INTERFACE

Figure 1

MS PowerPoint Main Interface

6.2.1    Title bar, Menu bar, and Toolbars: Title bar and menu bar in PowerPoint is same as other Office application excel and word etc. The Standard toolbar, located beneath the menu bar, has buttons for commonly performed tasks like printing, saving, inserting clip art, and other operations. You can customize the toolbar or even display multiple toolbars at the same time.

Figure 2

Standard Toolbar

Figure 3

Formatting Toolbar

Figure 4

Drawing Toolbar

6.2.2    Scrollbar, Status bar, and Ruler: Scrollbar like other applications, used to scroll up, down, left, right the slide or slides. At the very bottom of the screen is the status bar, which tells you the slide that is currently displayed. Rulers are vertical and horizontal guides. You use them to determine where you want to place an object. They are marked in inches.

6.2.3    Navigation Panel (Slides, Outline), Notes, and Slide Views:  On the left side of the slide is an area that has two tabs, labelled Outline and Slides. The Outline tab shows your presentation arranged as an outline. You can switch between the Slides tab and the Outline tab by clicking the tab you want to view. The Slides tab shows little thumbnail images of your slides.

6.2.4    View Buttons: The View buttons appear near the bottom of the screen. You use the view buttons to change between Normal view, Slider Sorter view, and the Slide Show.

Normal View

Normal view splits you screen into three major sections: the Outline and Slides tabs, the Slide pane, and the Task pane. The Outline and Slides tabs are on the left side of your screen. They enable you to shift between two different ways of viewing your slides. The Slides tab shows thumbnails of your slides. The Outline tab shows the text on your slides. The Slide pane is located in the center of your screen. The Slide pane shows a large view of the slide on which you are currently working. The Task pane is located on the right side of your screen. The Tasks pane enables you to select the task you want to perform.

Slide Sorter View

Slide Sorter view enables you to view thumbnails of all your slides. In Slide Sorter view you can easily add, delete, or change the order of your slides. When you are in Slide Sorter view, a special Formatting toolbar appears. It has options that allow you to make changes to your slides

.

Slide Show

Use the Slide Show view when you want to view your slides, as they will look in your final presentation. When in Slide Show view:

6.2.5    Task Pane: To the right of the slide is an area called the Task Pane. The Task Pane is designed to help you complete common tasks quickly. When you first start PowerPoint, the Task Pane appears with the New Presentation options, which enable you to create a new presentation or open an existing presentation. As you work with PowerPoint, you’ll encounter other options in the Task Pane for common tasks, such as searching, changing the slide design, or setting animation options.

6.3       MAKING NEW POWERPOINT PRESENTATION

6.3.1    Blank Presentation: Choose Blank Presentation if you want to start with a clean slate. This method is recommended because it provides the most flexibility and lets you focus on content first rather than appearance.

After you choose Blank Presentation, select the layout of your slides from the New Slide dialog box. Choose from slides with titles and bullets, titles only, titles and clip art, and other options. For example, choose the Title Slide and click OK.

6.3.2    Design Template: Apply a Template to a Presentation; a template is a PowerPoint presentation that defines how your text and slide background will look. A plain presentation is simply black text on a white background.  A template might include a blue background with bold yellow letters and a particular graphic.

6.3.3    Auto content Wizard: The AutoContent Wizard is series of step-by-step instructions designed to assist you. The Template button accesses slide templates to help create a consistent, professional look for your slide presentation.

6.4       SLIDE DESIGN

6.4.1    Applying Slide Designs (Design Templates:To apply a template to your presentation, choose Slide Design from the Format menu. The available templates will appear in the Task Pane, and once you select one, PowerPoint will apply it to all the slides.

6.4.2    Color Schemes: Choose Background from the Format menu to change a slide’s background color or gradient. Click on the color rectangle near the bottom of the dialog box, and select either More Colors or Fill Effects. As shown in the Colors and Fill Effects dialog boxes below, you can change the color, gradient, texture, or pattern, or you can use a picture file. Again, if you want this background to apply to all slides, make sure you select Mater/Slide Master from the View menu before making the change. Click on the Apply button when you are done.

6.5       SLIDE LAYOUTS

6.5.1    Content Layout: PowerPoint lets you change the layout of a slide without changing the entire slide.

To apply a slide layout, Select the Format menu and choose Slide Layout and doing so displays the slide layout section in the task pane from which you can select a new layout. Click on the layout you would like. The current slide will automatically apply the layout.  The new layout will be applied to the current slide without affecting the slide’s contents.

6.5.2    Inserting New Slide: New slide can be inserted through          following ways in your presentation.

Press Ctrl + M from keyboard, or Open Insert menu, click on New Slide and Choose Layout and OK

6.6       FORMATTING TEXT

6.6.1    Font, Size, and Colour: Changing font, size, colour of text and heading is similar to Word or Excel. You can simply do this from Formatting toolbar or Format Menu.

6.6.2    Bullets and Numbers: Adding Bullets or making numbered list is similar to Word l. You can simply do this from Formatting toolbar or Format Menu.

6.7       INSERTING OBJECTS

6.7.1    Adding Sound:  Some of the animations in PowerPoint, for example, the Flying Effect, already have sound built into them. But most of the animations do not have sound effects.

In PowerPoint you can add sound to any animation. You can also replace the current sound effect on an animation with a new one.

Try adding a sound effect to an animation.

1. In Slide View, select the animated object you want to add the sound effect to by clicking it.

2. Click the Slide Show menu, then click Custom Animation. You can also click the Custom Animation button on the Animation Effects toolbar.

3. Under Entry animation and sound, select a sound effect from the drop-down list

4. If you want to preview the sound effect, click the Preview Button.

5. Click OK to add the sound to the animation. The sound is added to the animated object.

6.7.2    Tables: If you want to add some data in tabular form (columns and rows), it can be simply done by two ways. You can choose a slide layout which contain table or

Open Insert menu, Table and define number of rows and columns then click Ok

6.7.3    Charts: PowerPoint’s Chart tool is located on the Standard toolbar. Click the Chart tool to create a graph in your presentation. PowerPoint activates a data worksheet with labels and numbers. Change these labels and numbers to reflect your data. If you do not want to graph a certain row or column, double-click it and PowerPoint will remove that data from the chart. When you are through entering data in the worksheet, close it.

The chart border will change and the chart toolbar will appear at the top of the screen. The chart toolbar includes buttons for changing chart type. Inserting gridlines and legends, and additional chart features. For example, if you want to change a column chart to a horizontal bar chart, choose that chart type from the Chart Type tool.

6.7.4    Drawings: PowerPoint has a set of drawing tools used to place lines, shapes, figures, WordArt, and text on a slide. PowerPoint’s drawing tools are similar to drawing tools in other graphics programs. To use these tools, make sure you are in Slide View.

Use the Auto Shapes tool (shown below) to create regular shapes like stars, polygons, triangles, and other shapes.

If you draw something on a slide and want to delete it, click on the object and press the Delete key.

PowerPoint has a collection of clip art that you can use in your presentation. Select the slide you want the clip art on, and choose Picture/Clip Art from the Insert menu. Choose the category you want and select a clip art image. You can also use the Copy and Paste procedures described earlier to paste clip art into PowerPoint from other programs. For example, if you have created your own logo in Adobe Illustrator, you can copy the image and paste it into a PowerPoint presentation.

PowerPoint also lets you insert Microsoft Excel charts, Microsoft Word tables, pictures in separate files and other objects.

6.8       OPENING, VIEW, AND CLOSE FILE

6.8.1    Open Presentation: You have presentations stored on computer and you want to open them. So you can open an existing file by following methods.

Double Click on any MS PowerPoint file and it will open automatically, Open File menu, Open and Choose file and click on Open button or Press Ctrl + O from keyboard and choose file and click on Open button.

6.8.2    Views in PowerPoint: PowerPoint has three different views. Normal View provides a comprehensive view for each slide with notes and outline. Slide Sorter View displays multiple slides and lets you quickly change their order in the presentation. Finally, the Slide Show view is also called preview. It is used to run the whole presentation.

Use the three buttons at the bottom left of the window to change slide views. For example, you can switch from Normal view to Slide Sorter view by clicking one of these buttons.

6.8.3    Slide Show: Once you have created your slides, you can run your Slide Show:

Do any one of the following and Press F5 or Choose Slide Show or View Show from the menu, Click the Slide Show icon, which is located in the bottom left corner of your screen. Your slideshow will appear on your screen

6.9       SAVING PRESENTATION

6.9.1    Saving a Presentation: When you save a new presentation for the first time, PowerPoint displays a dialog box similar to the Open dialog box. Select the disk in which to save the presentation and specify a name for the file. When you save an existing document that you have been editing, the newly saved version replaces the older version.

Save As: This command displays a dialog box where you can choose a document name and destination folder or disk. Use the Save As command whenever you want to save a copy of the current document with a different name or in a different folder or disk. The newly saved copy becomes the active document

A presentation is normally saved as ³name.ppt² file type. However, PowerPoint Show with the extension of ³name.pps² is also a useful file type so that your file is able to run regardless of OS. You can also create your own template and save it as ³pot² file.

6.9.2    Closing Presentation: To close a file, you can use following options.

Click on X sign on the right-top corner below control buttons or Open File menu and Close Workbook or press Ctrl + F4 from keyboard.”

6.10     ADDING SPECIAL EFFECTS TO PRESENTATION

6.10.1  Animation, Animation Schemes: The Animation Schemes task pen, each animation scheme is a combination of animation effects applied to the title and body text of the slide. If you point at a scheme, a tip will appear that describes the scheme. .

If Auto Preview is selected at the bottom of the Animation Schemes or Custom Animation task pane, you will see a quick preview of the animation effect

or scheme each time you click an element in the list.

You can preview the animation at any time by clicking the Play button. When you wish to return to the slide to make more changes, just press Esc.

Apply an animation scheme: Turn on the Slide Design Animation Schemes task pane. You can do this several ways:

Choose Slide Show, Animation Schemes, turn on the Slide Design task pane by clicking the Design button in the Formatting toolbar, or by right-clicking the slide and choosing Slide Design. Then click the Animation Schemes link in the task pane The Slide Design Animation Schemes task pane appears and Select an animation scheme.

6.10.2  Slide Transition: Transition effects help defines how a presentation moves from one slide to the next. Animation defines how you want your listed information to come in and out of the presentation.

Apply transition effects in Slide Sorter View or by selecting the Slide Transition command on the Slide Show menu. Keep in mind that the Transition command only sets the desired transition for the selected slides. We will explore in more depth custom transitions and animations in the advanced-level class. Now let us just do the following to quickly apply the transition as well as animation effects to our project here:

Switch to the Slide Sorter View, Move your mouse over the slide you want to apply transition effects. Click once to select the slide and Go to the Slide transition drop down menu on the toolbar. Choose Box Out.
Note that preview is immediately applied on the selected slide and Apply some effects to other slides if you like.

6.11     PRINTING A PRESENTATION / SLIDES

6.11.1  Handouts: When you want to print multiple slides on a single page, you can this handout option in PowerPoint. Follow the simple steps below.

Choose File and Print Preview from the menu and Click the down-arrow next to the Print What icon, Select Handouts (2 Slides Per Page), Click the Print icon and Click Close.

6.11.2  Slides setup: Before you print your slide presentation, make sure the slide size and orientation is correct. Also, decide whether you want to print in color or black and white. Change these settings using the Page Setup and Print commands on the File menu. The Slide Setup dialog box has controls for slide size and orientation. Choose the appropriate slide size and orientation before you do significant formatting in your presentation. Changing slide orientation from portrait to landscape or vice versa may require editing and reformatting slides.

6.11.3  Print Options: To print your slide presentation, choose Print from the File menu, or click the Print button on the toolbar. In the Print dialog box you can choose how many copies you want to print. Use the Print what: drop-down list to select whether you want to print just the slides, notes, or handouts with multiple slides per page.

5.1.1    Introduction: Microsoft Excel is electronic spreadsheet application widely used for making accounting and financial statements for small business, office work and general account related tasks. Excel is the family member of MS Office. Microsoft Excel is allows you to create professional spreadsheets and charts. It performs numerous functions and formulas to assist you in your projects.

5.1.2    Main Features: Microsoft Excel is specifically designed for accounts and financial purpose, so it contains all related features to make professional looking and easy to analyse statements in shortest time.  Wide Sheets are available to enter, modify and calculate the data in rows and columns, with various tools and options like auto sum, auto correct, data filter, sorting, validation, pivot table report and chart, custom list and formula’s etc.

5.2       BEGENNING MS EXCEL

As we have already discussed that all installed programmes are listed in “All Programs” menu. MS Excel is one among them. So, to open MS Excel, click on “Start” menu and follow the following path:

“Start à All Programsà  Microsoft Office à  Microsoft Excel”

Click on “Microsoft Excel” to command your computer to open it for you. Instantly, MS Excel will start loading and you will have the window of MS Excel on your screens.

5.3       VARIOUS COMPONENTS OF THE INTERFACE

After starting MS Word, you will see the following screen layout of word also see Figure 5.1

Figure 5. 1 Microsoft Excel screen layout

5.3.1    Title bar, Menu bar, and Toolbars and Scrollbar are same as MS Word screen.

5.3.2    Formula bar: If the Formula bar is turned on, the cell address displays in the Name box on the left side of the Formula bar. Cell entries display on the right side of the Formula bar. Before proceeding, make sure the Formula bar is turned on.

Figure 5. 2

“Point to View menu à Toolbar à Formula bar”

5.3.3    Work Sheet: Microsoft Excel consists of worksheets. Each worksheet contains columns and rows. The columns are lettered A to IV; the rows are numbered 1 to 65536. The combination of a column coordinate and a row coordinate make up a cell address. For example, the cell located in the upper left corner of the worksheet is cell A1, meaning column A, row 1. Cell E10 is located under column E on row 10. You enter your data into the cells on the worksheet.

5.3.4    Columns and Column header: An Excel sheet consist of 256 columns. Column headers are labelled with A, B, C …, AA, AB, ….etc at top below the formula bar.

5.3.5    Rows and row header: An Excel sheet consist of 65536 Rows. Row headers are labelled with numbered series from 1 to 65536 (top left to bottom of the sheet).

5.3.6    Cell and cell pointer: Cell is the smallest unit of worksheet or small box in the sheet or the point where column and row intersect each other. Each cell has a unique name, like first cell (A column, 1 Row) name will be A1. This name can be viewed in the Name Box on formula bar.

Cell Pointer is a black transparent box which shows the current active cell in the sheet. You data will be entered in the cell where the Cell pointer is.

5.4              USING HELP IN MS OFFICE

MS Excel is a complicated program that allows a variety of different ways to produce an unlimited amount of products. To make the use easier, there are several ways to find help on a variety of topics. Help options

5.4.1    Screen Tip: These are little yellow boxes that appear when the user points to any icon on the toolbar. The name of the icon will be displayed for several seconds.

5.4.2    The Office Assistant: A little animated character that will provide help. It can be changed to other characters by right clicking on the figure and picking the option, Choose Assistant. To hide the assistant, right click on the figure and pick hide. If your office assistant is not visible, “Menu bar à Click Help à click on Show Office Assistant.”

5.4.3    Help Assistance: You can get detailed description of commands and components Microsoft Excel Help in Task Pan. Here you can search for any function, command etc.

“Just click on Help menu à Microsoft Help or Press F1”

5.4.4    Ask a Question Wizard: Located near the upper right-hand corner of your window.

“Click in the Answer area, Type a question à Press Enter à Choose your topic from the drop down menu.”

5.5       CREATING AN EXCEL BOOK

5.5.1    Opening a new Blank Workbook: Now you want to start a new book in Excel, you have three ways to do this.

“1. Just click on File Menu then File and then New. You will see a New Book Panel on the right side of screen, here click on blank Workbook and start typing your text/ numbers.
2. Click on Blank page icon button on standard tool bar.

3. Press Ctrl +O from keyboard”

5.6       ENTERING DATA IN CELLS

5.6.1    Entering Data: First, you place the cursor in the cell in which you would like to enter data. Then you type the data and press Enter. The text will not enter in the sheet until you press Enter key and the cell pointer will move to the down.

To edit an entry, double click on the particular cell and edit the entries. Single click will overwrite the existing entries.

5.6.2    Moving between Cells: You can use the down, up, left and right arrow key to move cell pointer in worksheet.

5.6.3    Auto Fill: You don’t need to enter the names of months in a year and name of days in week repeatedly in excel sheet. Excel makes it easy using Fill Handle. To do so

Type name of any week day like FRIDAY, press enter and click back on cell now bring mouse pointer to right-lower corner of the cell pointer, press and hold click and move mouse down, left, right or up to fill the weekday names in series. Repeat same for month’s name like Jan, Feb, Mar etc” You can also fill any text in rows or columns using same fill handle.

5.6.4    Numbers in Series and steps: Numbers and Date / Time can also be filled in series using fill handle.

Just type any number, date or time and fill it down. If you want to enter number, date/ time in a specific series / steps. Like 12345 / 1, 4, 10, 15, etc, you have to define the steps between numbers. Type 1 in first cell and 2 in second, select both and then fill it down. Do same for date and time. Type 1/1/08 in first cell and 1/2/08 in second cell, select both and fill it down using fill handle.

5.7       OPENING, VIEW, SAVE, AND CLOSE FILE

5.7.1    Open a File: You have files stored on computer and you want to open them. So you can open an existing file by following methods.

Double Click on any MS Excel file and it will open automatically, Open File menu, Open and Choose file and click on Open button, now Press Ctrl + O from keyboard and choose file and click on Open button.

5.7.2    Setting Page View: In Excel, you can display your document in two views, Normal & Page Break View.

Normal view is the most often used and shows normally 15 columns and 34 rows. This view is used for entering data and working on sheet.

Page Break Preview: The Page break preview shows the sheet divided in pages, if you have inserted any page break, it will be displayed in this view. To check this view

“Click on View menu à Page break preview”

5.7.3    Saving a File: Typically, you would save your work before exiting. This lesson does not require you to enter any text, so you might have nothing to save. To exit Excel:

Click File and Click Exit, which can be found at the bottom of the drop-down menu, if you have entered text, you will be prompted: “Do you want to save changes to Document1?”  To save your changes, click Yes. Otherwise, click No”. Specify the correct folder in the Save In box, Name your file by typing account.xls in the File Name field. Now Click Save.

5.7.4    Closing Workbook: To close a file, you can use following options.

Click on X sign on the right-top corner below control buttons or open File menu and click Close Workbook or  press Ctrl + F4 from keyboard.

5.8       EDITING TEXT IN WORKSHEET

5.8.1    Selection

Selecting Cells: If you wish to perform a function on a group of cells, you must first select those cells by highlighting them. You can select cell be press + holding the shift key and moving Arrow key up, down, left and right ward to highlight the cells.
Selecting Rows: Row can be selected by click on Row header located on left side of the excel screen.
Selecting Columns: Column can be highlighted by simply clicking on the Column header on top of excel sheet.
Selecting Sheet: Sheet can be select by Pressing Ctrl + A or top left corner of the sheet under the name box.

5.8.2    Copying and Moving Data between Cells and Sheets: Copying and moving data between cell is same doing in MS Word. Here you have to select the cells, rows and columns. And use copy paste options from menu or keyboard as we did in Word.

However moving or copying a Worksheet is a bit different from Word. Just select the sheet  and open Edit menu, Move or Copy Sheet here a dialogue box will appear with list of all sheets now select the sheet and check the checkbox below to Create a Copy and click OK. To Move your sheet to another Workbook (File), just select the sheet in same dialogue box and select the File in the list above sheets list and click OK

5.8.2    Deleting Cell Contents, Row, Column, Selected Cells or sheet: Deleting things is always easy,

To delete Cell contents, Open Edit Menu and click on Delete now choose the option for shift cells left or shift cell up”, click OK” or press Del button from keyboard”
To delete rows and columns, you must first select them go to Edit menu and click Delete then Entire Row or choose Entire column and press OK

To delete a sheet, go to Edit Menu and click Delete sheet. Note: sheet will be permanently deleted and cannot be undo.

5.9       CHANGING APPEARANCE OF DATA IN WORKSHEET

5.9.1    Changing Width, Height of Rows and Columns: Increasing and decreasing the width of row and column in excel sheet is very simple. Just move the mouse pointer to the border between to columns on the column header or row header, the mouse pointer shape will change to Horizontal or vertical both side arrows. Now click and drag the border to increase or decrease the width or height.

5.9.2    Merging Cells: You will sometimes want to center a piece of text over several columns. The following example shows you how.
“Go to cell B1à Type Sample Spreadsheet à Click the check mark on the Formula bar à Select columns B1 to D1 à Click the Merge and Centre icon on the formatting toolbar. Cells B1, C1, and D1 are merged and cantered.”

5.9.3    Formatting Numbers: Currency Sign, Comma Separator etc can be displayed with numbers you enter in excel sheet. To do this

Enter some numbers in sheet and highlight it, now open Format menu and click on Style. Here choose format to apply on your selected cells by drop down menu and click OK to apply. You can also apply currency, comma etc from formatting toolbar.

5.9.4        Fonts and Styles: In Microsoft Excel, you can change the size of your text and numbers. It is same is MS Word. You can simply Change Font Style, Text size, Colour, and Style, Bold, Italic, and Underline etc.

Type some text and Highlight it, now Choose Format then Font from the menu. Choose the Font tab. Change the Size and Click OK   or do same from the formatting toolbar.”

Figure 3.2 Formatting Toolbar

5.9.5    Alignment of text and numbers: Alignment of text and numbers is also same as we did in MS Word Alignment options. However you can apply vertical alignment form

“Format menu à Cells à Alignment”

5.9.6    Naming Cells: Excel locate and calculate numbers using cell references. Each cell in the sheet must have a specified Reference number or name. First column and first cell of the sheet will have name A1, name can be seen in the name box in formula bar.

5.9.4        Applying Borders: You can use borders to make entries on your spreadsheet stand out. Accountants usually place a single underline above a final number and a double underline below. The following illustrates:

Go to cell B7 and Choose Format, Cells from the menu now choose the Border tab, In the Style box, click on the single underline. Click the top of the Border box. In the Style box, click on the double underline, Click the bottom of the Border box and Click OK. Cell B7 now has a border.

5.10     TABLE AUTO FORMAT: You can format your data manually or you can use one of Microsoft Excel’s many AutoFormats.

Select cells B1 to D7, Choose Format then Auto Format   from the menu. Several formats are listed from which you can choose; Here choose the Accounting 2 format and Click OK

5.11     CALCULATIONS IN EXCEL

5.11.1  Understanding cell reference: Reference refer to a cell or a group of cells. The reference A1:A3 includes cells A1, A2, and A3.

5.11.2  Assignment Operator or Euqal to Sign(=):

5.11.3  Manual Calculation

Addition

Subtract

Multiply,

Divide

Adding more than two values

Finding Percentage

5.12     WORKING WITH AUTOMATED FORMULAS/ FUNCTIONS

5.12.1  Range:

In Excel function the term range is used to define the values or cell in a sequence. For example you want to calculate values of 10 cell, which are in single column or row. The special character “ : “ (full colon) is used for defining range between two references. Calculating form Cell “A1” to “A10” can be defined in a SUM formula like this.

=SUM(A1:A10)

5.12.2  Functions:

Microsoft Excel has a set of prewritten formulas called functions. Functions differ from regular formulas in that you supply the value but not the operators, such as +, -, *, or /. For example, you can use the SUM function to add. When using a function, remember the following critical point:

- Use an equal sign to begin a formula. è =
- Specify the function name. Upper Case or Lower Case does not matter è SUM
- Enclose arguments within parentheses. è (A4  A19)
- Use colon to define range of cells between first and last cell reference. è :
- Use a comma to separate arguments. ,

Here is an example of a function: =SUM (2, 13, A1, B27)

In this function: The equal sign begins the function. SUM is the name of the function. 2, 13, A1, and B27 are the arguments. Parentheses enclose the arguments. A comma separates the arguments. The SUM function adds the arguments together. In the exercises that follow, we will look at various functions.

5.12.1  SUM and Auto SUM: “Type some numbers in cells B1 to cell B3 à Press Enter à Type =SUM(B1:B3) in cell A4 à Press Enter. Microsoft Excel sums cells B1 to B3”

5.12.2  AVERAGE: You can use the AVERAGE function to calculate the average of a series of numbers.

“Move your cursor to cell A6 à Type Average. Press the right arrow key to move to cell B6 à Type =AVERAGE(B1:B3). à Press Enter. The average of cells B1 to B3 will appear.

5.12.3  MIN: You can use the MIN function to find the lowest number in a series of numbers.

“Move your cursor to cell A7. à Type Min à Press the right arrow key to move to cell B7  à Type = MIN(B1:B3) à Press Enter. The lowest number in the series appears.”

5.12.4  MAX: You can use the MAX function to find the highest number in a series of numbers.

“Move your cursor to cell A8 à Type Max à Press the right arrow key to move to cell B8 à Type = MAX(B1:B3) à Press Enter. The highest number in the series appears.”

5.12.5  COUNT: You can use the count function to count the number of items in a series.

“Move your cursor to cell A9 à Type Count à Press the right arrow key to move to cell B9 à Click the down arrow next to the Sum icon à Click Count à Highlight B1 to B3 à Press Enter. The number of items in the series appears.”

5.13     FORMATTING PAGE / SHEET

5.13.1  Page Setup:You can activate the Page Setup Dialogue box by Clicking on File Menu à Page Setup. Here you can set page Margin to Left, Right, Bottom, Top, and Gutter. Page orientation can also be determined here by clicking on       Portrait or Landscape.

5.13.2  Inserting Header, Footer, and Page Number, Date and Time: You can add Header and footer to you sheet that will appear on each page at top and bottom. Do following steps to insert header and footer.

Open View menu and click on Header and Footer, here Click on Custom Header and  Type text in Left Section, Centre Section and Right Section, Add Page number or Current Date from the toolbar just about the header text boxes and Click Ok. Now click on Custom Footer  and do same for adding details in page footer.

5.13.3  Inserting Cell, Row, Column, and Worksheet: Whenever you design table you always need some changes in structure or need extra row or column between the data you entered. You can add new cell, row, column and sheet to your book.

“Click on Insert Menu à Cell / Row / Column or Sheet”

5.14     SORTING DATA

The sorting is a very important operation in data files. You always need to see the data in a specific order that you can easily find your required information.           To do so, you need to first select the table / data. Now click on Data Menu and select Sort. Now a dialogue box will appear having options for sorting.

Here you can select the column header witch you want to use as base criteria for sorting. Also you can choose to sort the data in Ascending order (A-Z) or Descending order (Z-A)

5.15     PRINTING A DOCUMENT

5.15.1  Print Preview: There are many print options. You can select print options in Page Setup or in Print Preview. In Print Preview, you can see the results of your selections onscreen.

5.15.2  Print Options

1. Choosing Printer (You can choose a printer to print your current document from the list if there are more than one printers installed with your computer)
2. Number of copies (You can define the number of copies of your current document or page)
3. Page Range (Page Range option is useful when you want to print random pages from your documents, for example you have a document of 20 pages and you want to print specific pages so just type their page numbers like “1,3,5,7,14,19”)
4. Printing order (you can choose the order of printing to make more than one sets of your document)

5.16     WORKING WITH CHARTS

5.16.1  Inserting Chart / Graph: To create the column chart shown above, start by creating the spreadsheet below exactly as shown.

After you have created the spreadsheet, you are ready to create your chart, Highlight cells A3 to D6. You must highlight all the cells containing the data you want in your chart. You should also include the data labels, Choose Insert, Chart from the menu and Click Column to select the type of chart you want to create. In the Chart Sub-type box, choose the Clustered Column icon to select the chart sub-type.” Click next and to place the product names on the x-axis, select the Columns radio button and Click Next here Type Toy Sales in the Chart Title field. Toy Sales will appear as the title of your chart. Type Products in the Category (X) Axis field. Products will appear as your x-axis title, Type Units Sold in the Value (Y) Axis field. Units Sold will appear as your y-axis title now Choose the Data Labels tab and Select Value in the Labels Contain Frame to display the data labels as values and Choose the Data Table tab and Select Show Data Table. The data table will appear below your chart, Click Next. Choose as Object in Sheet1 to make your chart an embedded object and part of the worksheet and Click Finish

Changing the Size and Position of a Chart

When you select a chart, handles appear on the right and left sides, the top and bottom, and the corners of the chart. You can drag the handles on the top and bottom of the chart to increase or decrease the height of the chart. You can drag the handles on the left and right sides of the chart to increase or decrease the width of the chart. You can drag the handles on the corners of the chart to increase or decrease the size of the chart proportionally.

You can change the position of a chart by clicking on the chart and dragging Use the handles to adjust the size of your chart. Click the chart and drag to position the chart under the data.

5.16.2  Chart Wizard:

Chart wizard will help you choose Chart Type, add Title to chart, show / hide the Gridlines, add Legends to chart items, show / hide Data Label etc.

5.16.3  Placement of Chart: Chart can be inserted either in active sheet or as new sheet. The placement can be defined in chart wizard last step.

5.17     ADVANCE TOOLS

5.17.1  Importing Data from Word and Access: You import data from any other MS Office application such as Word and Access. To import from Word or Access table, do following steps (you must have a file created in word or access).
Click on Data menu and then Import External Data now click Import Data and Browse for you notepad or access file and select, then click ok then here specify the format for your data to be displayed in excel sheet and click Finish.

5.17.1  Applying Filter: Filter in Excel is used to display specific record from a long list of records. For example you have a table of products that contain many records and you want to display records which have some specific price or name. So just select the table and

“Open Data menu à Filter à Auto Filter”

MICROSOFT WORD

4.1       PREFACE

4.1.1    Introduction: Microsoft Office Suite is a collection of applications software, widely used all over the word by billions of users. MS Office contains Word, Excel, PowerPoint, Access, and Outlook. All software’s are user friendly and can be used at any level. Each has its own features for various usages.

Microsoft Word is the family member of Microsoft Office suite. Microsoft Word is a powerful tool to create professional looking documents.

4.1.2    Main Features: MS Word can be used for variety of task related to documentation. It is the powerful tool to create Letter, Applications, Reports, Thesis, Books, Articles, Newsletters, memo, resumé and manuals etc. It is necessary tool for people belonging to every walk of life.

MS Word has all extensive facilities for documentations. With the help of these features, you can create professional documentations with less time and efforts. Some of them are Spelling Checker, Tables, Mail merge, views, formatting tools, columns, word meaning, word count, header footers, pictures, charts, organizational charts etc.

4.2       BEGINNING MICROSOFT WORD

            As we have already discussed that all installed programmes are listed in “All Programs” menu. MS Word is one among them. So, to open MS Word, click on “Start” menu and follow the following path:

“Start à All Programsà  Microsoft Office à  Microsoft Word”

Click on “Microsoft Word” to command your computer to open it for you. Instantly, MS Word will start loading and you will have the window of MS Word on your screens.

4. 3      VARIOUS COMPONENTS OF THE INTERFACE

After starting MS Word, you will see the following screen layout of word also see Figure 4.1.

3.3.1        Title bar: This lesson will familiarize you with the Microsoft Word screen. We will start with the Title bar, which is located at the very top of the screen. On the Title bar, Microsoft Word displays the name of the document on which you are currently working. At the top of your screen, you should see “Microsoft Word – Document1″ or a similar name.

3.3.2        Menu bar: The Menu bar is generally found directly below the Title bar. The Menu bar displays the menu. The Menu bar begins with the word File and continues with Edit, View, Insert, Format, Tools, Table, Window, and Help. You use the menus to give instructions to the software.

3.3.3        Toolbars: Toolbar is list of commands and options displayed in a strip below menu bar. All commands available in MS Word are available in menus but toolbar contain mostly used commands that can be available for use without navigating the menus.

Normally we see Standard tool bar, formatting tool bar and drawing tool bar on the screen. You can display more toolbars from.

“View menu à  Toolbars à  choose toolbar from the list.”

  Figure 4.1 Interface of Microsoft Word

3.3.4        Scrollbar:  Scroll bar is used to view these portions of documents / page which are not visible in normal screen. You can scroll the page Up, Down, Left and Right. There are two scrollbars in MS word and all other software’s, one is Vertical and other is Horizontal scrollbar.

3.3.5        Status bar: It shows Page number, Section number, Page/Pages, Line number, Column number, Overtype mode, Language, Spelling and Grammar status and Background save etc.

3.3.6        Ruler:  The guide at the top and side of the document area that shows the position in inches of the margins, tab stops, indents, and elements within the document. The ruler is generally found below the main toolbars. The ruler is used to change the format of your document quickly. To display the ruler:

“Click View on the Menu bar àRuler “

4.4 CREATING NEW DOCUMENT

4.4.1    Blank Document: Now you want to start a new document in word, just click on File Menu then File and then New. You will see a New Document Panel on the right side of screen, here click on blank document and start typing your text.

4.4.2    Setting Page View: In Word, you can display your document in one of five views: Normal, Web Layout, Print Layout, Reading Layout, or Online Layout.

1. Normal view is the most often used and shows formatting such as line spacing, font, point size, and italics. Word displays multiple-column text in one continuous column.
2. Web Layout view enables you to view your document as it would appear in a browser such as Internet Explorer.
3. Print Layout: The Print Layout view shows the document as it will look when it is printed: Reading Layout
4. Reading Layout view formats your screen to make reading your document more comfortable.
5. Outline view displays the document in outline form. Headings can be displayed without the text. If you move a heading, the accompanying text moves with it.

4.4.3        Typing in Word Document: The exercises that follow will teach you how to enter and delete text. To enter text, simply type just as you would if you were using a typewriter. To capitalize, hold down the Shift key while typing the letter. Use the Backspace key to delete text. You do not need to press Enter to start a new line — Microsoft Word automatically wraps at the end of the line. Press Enter to start a new paragraph. Type the following paragraph in same pattern in your ms word; we will use this paragraph as sample in following exercises.

The Federal Ministries/ Divisions/ Departments and Provincial Governments have immensely benefited from Bureau’s technical services regarding identification of I.T requirements, computer equipment procurement, selection of I.T. manpower, software development, implementation of I.T. systems and other related services etc. The Bureau has also rendered help to the Federal Ministries/ Divisions and Provincial Government in System Study, Design & Implementation of different applications.

You can also delete text by using the Delete key. First, highlight the text you wish to delete; then press the Delete key.

4.5       OPEN, SAVE AND CLOSE A DOCUMENT

4.5.1    Open a File: You have files stored on computer and you want to open them. So you can open an existing file by following methods.

Double Click on any MS Word file and it will open automatically, Open File menu then click on Open, Choose file and click on Open button and Press Ctrl + O from keyboard and choose file and click on Open button.

4.5.2    Saving a File: Typically, you would save your work before exiting. This lesson does not require you to enter any text, so you might have nothing to save. To exit Word:

Click File and Click Exit, which can be found at the bottom of the drop-down menu, If you have entered text, you will be prompted: “Do you want to save changes to Document1?”  So To save your changes, click Yes. Otherwise, click No”. Here specify the correct folder in the Save In box and Name your file by typing letter.doc in the File Name field. Now Click Save.”

4.5.3    Closing Document: To close a file, you can use following options.

Click on X sign on the right-top corner below control buttons Or open File menu à Close Document or press Ctrl + F4 from keyboard.

4.6       EDITING TEXT IN DOCUMENT

4.6.1    Undo: If you type something and want to remove it, you applied formatting to anything and you want to rollback it, you deleted, cut or paste anything and you want to cancel it, and you can use UNDO option to cancel any of your last action. Ctrl + Z are the shortcut key for Undo.

4.6.2    Redo:  Redo is used to repeat that action again. Following methods are used to activate undo and redo. Ctrl + Y is the shortcut key for Redo. Click on Edit menu and click Undo or Repeat.

4.6.3    Selecting / highlighting text: You must highlight or select your desired text and objects before applying any formatting or action on them. This can be done in various ways.

The Federal Ministries/ Divisions/ Departments and Provincial Governments have immensely benefited from Bureau’s technical services regarding identification of I.T requirements, computer equipment procurement, selection of I.T. manpower, software development, implementation of I.T. systems and other related services etc. The Bureau has also rendered help to the Federal Ministries/ Divisions and Provincial Government in System Study, Design & Implementation of different applications.

Place the cursor before or after the text you wish to highlight and Hold down the left mouse button. Now Move the mouse left, right, up, or down until the text is highlighted. Single Line can also be highlighted by triple click While Whole document can be highlighted with Ctrl + A key from keyboard and also through Edit menu and Select All.

6.4       Cut and Paste: In Microsoft Word, you can cut (delete) text from one area of a document and save that text so it can be pasted elsewhere in the document. When you cut text, it is stored on the Clipboard. You can also copy text. When you copy text, it is also stored on the Clipboard. Information stored on the Clipboard stays there until new information is either cut or copied. Each time you execute Cut or Copy, you replace the old information on the Clipboard with whatever you just cut or copied. You can paste Clipboard information as often as you like.

Type some text and Highlight it then Choose Edit click on Cut from the menu or press Ctrl + X, Now Place the cursor where you want to paste then Choose Edit then Paste from the menu or press Ctrl + V.

6.5       Copy and Paste In Microsoft Word, you can copy text from one area of the document and place that text elsewhere in the document. As with cut data, copied data is stored on the Clipboard.

Type some text and Highlight it Now Choose Edit and click Copy from the menu or press Ctrl + C Now Place the cursor where you want to paste Now Choose Edi then click Paste from the menu or press Ctrl+V.

4.7       FORMATTING TEXT

4.7.1    Font Size: In Microsoft Word, you can change the size of your font (text). The following exercise illustrates changing the font size.

Type some text and Highlight it and Choose Format, now Font from the menu. Choose the Font tab and Change the Size and Click OK   or do same from the formatting toolbar.

Figure 4.2 Formatting Toolbar

4.7.2    Fonts Style: In Microsoft Word, you can change the font (the “family” of type you use for your text). This feature is illustrated in the following exercise:

Type some text and Highlight it, now Choose Format and click Font from the menu, Now Choose the Font tab, In the box below the Font field, click “Arial.” And Click OK.  This can also be done with formatting toolbar as illustrated with font size.

4.7.3    Alignment: You can align you text or objects in ms word document to left, right, centre and justified by following exercise.

Highlight the text or paragraph you typed and Choose Format then Paragraph from the menu. Choose the Indents and Spacing tab and Click to open the Alignment pull-down menu and Click Cantered, Left, Right or Justified and then Click OK

4.7.4    Change Case: If you want to change the case of text you just typed in your word file, you don’t need to re-type it. Just do following steps.

Select / highlight the desired text and Goto Format menu then Change Case. In Change case dialogue box, choose appropriate option for your text between Sentence case, lowercase, Title Case, tOGGLE cASE, or UPPER CASE

4.8       FORMATTING PARAGRAPH

Here you will learn various ways to format a paragraph. When you are formatting a paragraph, you do not need to highlight the entire paragraph. Placing the cursor anywhere in the paragraph enables you to format it. After you set a paragraph format, subsequent paragraphs will have the same format unless you change their format.

4.8.1    Space Before and After: Highlight the paragraph and Choose Format then Paragraph from the menu and Choose the Indents and Spacing tab, Here Enter 18 pt in the Before or After field and Click OK.

4.8.3    Indentation: Indentation allows you to indent your paragraph from the left or right margin. The following examples show different types of indentation.

Highlight the paragraph and Choose Format then Paragraph from the menu, Now Type 1″ in the Left field. Type 1″ in the Right field and Click OK.

4.8.4    Adding Borders and Background Color you can add fancy border and background colors to your paragraph and tables. To do this,

Select the desired text or table and Click on menu bar, then Format now click Border and Shading

In Border and shading dialogue box will display the Border, Page border and Shading tab and

Choose your desired border, style and colours and click on apply.

4.8.2    Line Spacing: Line Spacing sets the amount of space between lines within a paragraph. Single spacing is the default. The spacing for each line is set to accommodate the largest font on that line. If there are smaller fonts on the line, there will appear to be extra space between lines where the smaller fonts are located. At 1.5 lines, the Line Spacing is set to one-and-a-half times the single-space amount. For double-spaced lines, the line spacing is set to two times the single-space amount.

Highlight the paragraph and Choose Format now click on Paragraph from the menu and Choose the Indents and Spacing tab. Click to open the drop-down menu on the Line Spacing field and Click 1.5 Lines and Click OK.

4.9       FORMATTING PAGE

4.9.1    Page Setup: You can activate the Page Setup Dialogue box by Clicking on File Menu – Page Setup. Here you can set page Margin to Left, Right, Bottom, Top, and Gutter.

Figure 4. 3

Page orientation can also be determined here by clicking on   Portrait or Landscape.

4.9.2    Inserting Header & Footer: You can add Header and footer to you work document that will appear on each page at top and bottom. Do following steps to insert header and footer.

Open Insert menu and click on Header and Footer, Here Type text, page number or insert image in the header, The Header and Footer Dialogue box will also appear. Click on “Switch between Header and Footer” button in the Header and Footer toolbar to insert footer text at the bottom of the page. Then click on Close button at Header and footer toolbar.”

4.9.3    Inserting Page Number: You can enter page number to each page of your document. Here are the steps.

1. Open Insert menu and Click on Page Number
2. Choose Position (Top or Bottom)
3. Choose Alignment (Left, Right, Center, Inside or Outside)
4. Click OK

4.9.4    Inserting Date & Time: You don’t need to type the current date and time in your word document manually. Just

1. Open Insert menu
2. Click on Date and Time
3. Choose Format or Style and
4. Click OK

4.9.5    Page Border and Background: To decorate or compose your page or whole document, you can add border to page and also change the background colour of our document.

1. Open Format Menu
2. Click on Borders and Shading
3. Now click on Pager Border tab
4. Select border style, colour, or fancy styles from Art list at the bottom
5. Then click on Shading tab
6. Here you can choose colours for background and then
7. Click OK

4.10     MAKING LIST

In Microsoft Word, you can easily create bulleted or numbered lists of items. Several bulleting and numbering styles are available, as shown in the examples. You select the one you wish to use. Try the exercises to see how it works.

1.10.1    Numbering:
Type the following as shown.

1. Ministry of Finance
2. Establishment Division
3. Cabinet Division
4. Prime Minister’s Secretariat
5. Highlight the words you just typed.
6. Choose Format > Bullets and Numbering from the menu.
7. Choose the Numbered tab.
8. Several styles are available to you. Click the style you want to use.
9. Click OK. Your list is now numbered.

4.10.2  Bulleting

1. Highlight the list you typed.
2. Choose Format > Bullets and Numbering from the menu.
3. Choose the Bulleted tab.
4. Several styles are available to you. Click the style you want to use.
5. Click OK. Your list is now bulleted.

• Ministry of Finance
• Establishment Division
• Cabinet Division
• Prime Minister’s Secretariat

4.10.3 Nested List: sub list of a list item can be added by just pressing Tab button from keyboard.

1. Press Tab once to add sub items list below the main item
2. To return to main list, press Shift + Tab.

4.10.4 Changing Style of Bullets and Numbering: you can decorate your lists by

1. Open Format menu
2. Click on Bullets and Numbers
3. Choose a bullet or number style or click Customise button for more.
4. Click OK

4.11     WORKING WITH COLUMNS

4.11.1 Multi Column Document: You can create Multi Column document (like newspaper columns) for format menu. Do following steps.

1. Click on Format menu à columns
2. In Columns dialogue box, choose Number of columns per page, line between and click OK.

You can also convert you existing document / text to columns by

1. Select the specified text or whole document
2. Click on Format menu à columns
3. In Columns dialogue box, choose Number of columns per page, line between and click OK.

4.11.2 Drop Cap: The drop cap option in MS Word is used to highlight the first character of a paragraph / column as newspaper article. You can easily implement it using following steps.

Just click in first line of the paragraph in your page. Go to Format menu click on Drop Cap then choose style and then click OK.

4.12 PRINTING A DOCUMENT

4.12.1 Print Preview: The print preview option is used in all windows applications to check the document setting before printing. You can preview your word document through

File menu à Print Preview

4.12.2  Print Options:

1. Choosing Printer (You can choose a printer to print your current document from the list if there are more than one printers installed with your computer)
2. Number of copies (You can define the number of copies of your current document or page)
3. Page Range (Page Range option is useful when you want to print random pages from your documents, for example you have a document of 20 pages and you want to print specific pages so just type their page numbers like “1,3,5,7,14,19”)
4. Printing order (you can choose the order of printing to make more than one sets of your document)

4.13     INSERTING DRAWINGS AND GRAPHICS

Drawings and shapes are commonly used in word documents to as supportive and illustrative objects with text.

4.13.1  Inserting Pictures (From Clip Art and Files)

Figure 4. 4

There are several ways to insert a picture into your Word document. The easiest way is to drag and drop the photo from Windows Explorer into your document. (Yes, it is that easy!)

But the traditional way to insert a picture is to use the Insert menu:

1. Click Insert
2. Select Picture
3. On the Submenu, select From file

4.13.2 Word Art

If you’re working on a flyer or newsletter, WordArt is an effective way to call attention to text. WordArt is text that is formatted to look like a picture. But use WordArt cautiously, or it will make your document appear amateurish.

Figure 4. 5

To insert WordArt, position the cursor where you want it to appear. Then, click Insert>>Picture and select WordArt. In the WordArt Gallery, select a style. Then click OK.

4.14     WORKING WITH TABLES

4.14.1 Creating a Table: To create a three-column, five-row table:

1. Choose Table menu à  Insert à Insert Table from the menu. The Insert Table dialog box opens.
   1. Type 3 in the Number of Columns field.
   2. Type 5 in the Number of Rows field.
   3. Click OK.

You can also create a table by clicking on the Insert Table icon on the Standard toolbar.

1. Click the Insert Table icon.
2. Highlight the number of rows and columns you need.
3. Press Enter (or click) to create the table.
4. Move to the last column of the last row of your table.
5. Press the Tab key.
6. Type the text shown here.

4.14.2 Adding a New Row to the End of the Table: You can add additional rows to your table. The simplest way to add a new row is to move to the last column of the last row and press the Tab key. You can then type any additional text you need to add.

4.14.3 Adding a Row within the Table: You can add a new row anywhere in the table. The exercise that follows demonstrates.

To add a row just above York, George:

1. Place the cursor anywhere in the fourth row (the row with York, George as the salesperson).
   1. Choose Table > Insert > Rows Above from the menu.
   2. Add the information shown here to the new row.

4.14.4 Resizing the Columns: You can easily change the size of your column widths. In this exercise, you will select the entire table and adjust all the column widths.

1. Click anywhere in your table.
2. Choose Table > Select > Table from the menu. Your table is selected.
3. Choose Table > Table Properties from the menu.
4. Choose the Column tab.
5. Type 1″ in the Preferred Width field. This will cause Microsoft Word to set all the columns to a width of one inch.
   1. Click OK.

Depending on your font, the first column of your table might not be wide enough and the text might be wrapping.

4.14.5 Adding a New Column to a Table: You can add new columns to your table. To add a new column between the Salesperson and Dolls columns:

1. Place the cursor anywhere in the Dolls column.
2. Choose Table > Insert > Columns to the Left from the menu.
3. Label the new column Region and add the text shown in the table below.

4.14.6 Sorting a Table: With Microsoft Word, it is easy to sort the data in your table. To sort your table data by Region and within Region by Salesperson in ascending order:

1. Click anywhere on your table.
2. Choose Table > Sort from the menu.
3. Select Region in the Sort By field.
4. Select Text in the Type field (because you are sorting text).
5. Select Ascending.
6. Select Salesperson in the Then By field.
7. Select Text in the Type field (because you are sorting text).
8. Select Ascending.
9. Select Header Row (because your table has titles across the top of the table).
10. Click OK.

4.14.7             The Sum Function: You can perform calculations on the numbers in your table. Several functions are available to you. A review of all of the functions is beyond the scope of this tutorial, but the exercise that follows demonstrates the Sum function. In this exercise, you will add a new row to your table, place the word “Total” at the bottom of the Salesperson column, and sum the Dolls, Trucks, and Puzzles columns.

1. Place your cursor in the cell located on the last row in the last column.
2. Press the Tab key to create a new row.
3. Type Total in the cell on the bottom row in the Salesperson column.
4. Move to the Dolls column.
5. Choose Table > Formula from the menu.
6. Type =SUM(ABOVE) in the formula field, if it does not automatically appear.
7. Select #,##0 in the Number Format field. This selection causes Microsoft Word to separate thousands with a comma.
   1. Click OK.

4.14.8 Deleting a Column: You can delete columns from your table. To delete the Trucks column:

1. Place your cursor anywhere in the Trucks column.
2. Choose Table > Delete> Columns from the menu.

4.14.9 Deleting a Row: You can delete rows from your table. To delete the York, George row:

1. Place your cursor anywhere in the York, George row.
2. Choose Table > Delete > Rows from the menu.

4.14.10            Merge Cell: Using Microsoft Word, you can merge cells — turn two or more cells into one cell. In this exercise, you are going to create a new row at the top of your table, merge the cells, and add a title to the table.

1. Move to the cell located on the first row of the first column of your table (the Salesperson cell).
   1. Choose Table > Insert > Rows Above from the menu.
   2. Choose Table > Merge Cells from the menu.
   3. Type Toy Sales in the new cell.
   4. Press Ctrl-e to center the title.

4.14.11            Table Headings: If Microsoft Word splits your table with a page break, the table heading will display on the first page but not on subsequent pages. To correct this problem, you can designate rows as headings. Heading rows are repeated on the top of your table at the top of each page. To designate a row as a heading:

1. Place your cursor on the row.
2. Choose Table > Heading Rows Repeat from the menu.
3. Select Heading Rows and First Column in the Apply Special Formats To frame. Do not select Last Row and Last Column.
   1. Click Apply.

4.14.12            Converting Text to a Table: You can convert text to a table; however, a delimiter such as a comma, paragraph marker, or tab must separate columns of text. In the exercise that follows, you will convert comma-delimited text into a table.

1. Type the following as shown (do not bold).

Hamid Khan, Assistant, G-2, 92565666

Shahid Bangash, LDC, FF-34, 91656566

Wajid Ali, Computer Operator, T-12, 95656566

1. Highlight the text.
2. Choose Table > Convert > Text to Table from the menu.
3. Type 3 in the Number of Columns field.
4. Select Auto in the Column Width field.
5. Select the Commas radio button in the Separate Text At frame.
6. Click OK.

4.14.13            Splitting a Table: With Microsoft Word, splitting a single table into two tables is easy. To separate the table you just created into two tables:

1. Place your cursor anywhere on the row that reads “Name, Age, Sex.”
2. Choose Table > Split Table from the menu.

4.14.14            Table AutoFormat: You can use AutoFormats to apply borders, shading, special fonts, and color to your table. Microsoft Word lists all Formats in the Table AutoFormat dialog box. While in the Table AutoFormat dialog box, click a format to see that format displayed in the Preview box. You can customize how the format is applied. Check the features you want in the Formats to Apply and the Apply Special Formats To frames. Microsoft Word comes with a long list of AutoFormats.

To apply an AutoFormat to your Name, Age, and Sex table:

1. Click anywhere in the table.
2. Choose Table > Table AutoFormat from the menu.
3. Click Table Colourful 1 in the Table Styles box.

4.15     WORKING WITH CHARTS

4.15.1 Inserting Chart / Graph: Chart is used to display shapes instead of numbers to understand the ups and downs in data.

You must make a table and put data in it         before inserting chart on it. When you             enter data in table, do following steps to   display those values in chart / graph.

1. Select table in chart
2. Click on Insert menu à Chart
3. Choose chart type, Style, Gridlines, and Title etc. and press OK.

4.16     ADVANCE TOOLS

4.16.1 Inserting Page Break: Page break option is used to break the current page on the line where cursor is located. Text below that cursor position will be shifted to separate page. To insert page break to following steps.

1. Place the cursor in the line where you want to break the page.
2. In menu bar, click on Insert à Break à Page Break à Ok.

4.16.2 Hyphenation: A hyphen ( - ) is a punctuation mark. It is used both to join words and to separate syllables. It is often confused with the dashes (–, —, ―), which are longer and have different functions. The use of hyphens is called Hyphenation.

To hyphenate your word documents, just click on Tools menu à Language à Hyphenation à Hyphenate this document. And press ok

4.16.3 Spell Check: Word checks your spelling and grammar as you type. Spelling errors display with a red wavy line under the word. Grammar errors display with a green wavy line under the error. If you want to spell check your entire document, press F7 and click the spelling icon, or choose Tools > Spelling and Grammar from the menu. If you want to spell check part of your document, highlight the area you want to spell check. Then press F7

1. Type some text with incorrect spelling
2. Highlight it
3. Press F7 or click the Spelling icon on the Standard toolbar.
4. Word suggests correct spellings.
5. To change the word to the correct spelling, click on the correct work and Click Change.
6. If the word you typed is not found in the dictionary you should add that word to the dictionary by pressing the Add to Dictionary button.

4.16.4  Thesaurus: The English language is rich in vocabulary items. So rich, in fact, that anyone can find exactly the right word to use for precise expression. The thesaurus can help achieve that goal while making essays more interesting by helping to vary diction.

To use the thesaurus, first select the word under consideration for replacement. Then go to the Tools menu and select Thesaurus. The thesaurus window opens with the selected word in the Looked Up window. Select the desired option in the Synonyms window to the right and click on Replace. The word selected in the text is automatically replaced by the word selected in the Synonyms window. The thesaurus has a cascading array of replacement choices. Notice in Fig. 4 that the word “mindfulness” is selected in the Replace with Synonym window. Click on Look Up and synonyms for “attention” appear. Select any option in the Synonyms window and click on Look Up. Synonyms for that option appear in the Synonyms window.

Click on Antonyms or Related Words in the Meanings window and those functions appear.

4.16.5  Auto Correct and Word Count:  To use the auto correct feature, do following steps.

Open Microsoft Word and Click Format and then AutoFormat. Click the Options and Click the AutoCorrect tab. Within this section of the AutoCorrect, a user will be able to disable features he or she dislikes, such as the auto capitalization of first letters of sentences and/or disable this feature all together.

In addition to disabling / enabling AutoCorrect features, users can also add new automatic corrections on words they commonly mistype and/or remove words they do not wish to automatically correct.