COMPUTER NOTE
NOTE
Designed By
Trinanath
Trinath Computer Training
Centre,Bandhugaon, near by Tahasil office,Bandhugaon,
Contents
1) Computer Fundamental
2) Introduction to Computer
2) Introduction to Computer
3)
Characteristics
& Fundamentals
4)
Components of
Computer
5)
Microsoft Office
a)
Ms Word
b)
Ms Excel
c)
Ms Power Point
d)
Ms Access
6)
Ms Windows
7)
Ms Dos(Disk
Operating System)
1. before starting a computer , check whether all the plugs are connected
COMPUTER FUNDAMENTA
How to start a Computer system |
| COMPUTER PICTURE |
1. before starting a computer , check whether all the plugs are connected
2. turn on the power board Switch
3.turn on the UPS(Unit power Supply)
4.press the power button on the CPU
5.Wait ………….!!!
6.When the computer has finished its processing, you will see the desktop. This is the main screen.
How to shutdown a computer
1.Close all the programs
2.Click on the start button START menu appear
3.Select shutdown from the menu
4.Click on ok
5.Wait!! The computer will turn off automatically
6.Turn off the Monitor
How to create a folder
1.to create folder,place the mouse pointer in a blank space.
2.Right click on the blank space, a menu will appear.
3.Select new from the menu and click on folder option from submenu.
4.A folder will be create. By default the name of the folder is “New folder”.
How to Rename the file/folder ?
1.Right click on file/folder
2.Select Rename option from the menu.
3.Type the name and press Enter.
How to copy the file/folder
1.Right click on file/folder
2.Select copy from the menu/press CTRL+C on keyboard.
3.Go to the place where we want to paste the file/folder.
4.Right click and select paste/CTRL+V on keyboard.
How to move the file/folder ?
1.Right click on file/folder
2.Select from the menu/Press(CTRL+X)on keyboard
3.Go to the place where we want to paste the file/folder.
4.Right click and select Paste(CTRL+V)on keyboard.
How to delete the file/folder ?
1.Right click on file/folder
2.select delete option from menu
3.Delete
4.Yes
How to set as desktop background ?
1.Right click on the picture/image
2.Select set as desktop background option form menu
3.click on the set as desktop background.
1. INTRODUCTION TO
COMPUTER
INTRODUCTION:
We live in the computer age and the computer
is a household name today. It is no longer a device to be used only by the
highly qualified engineers and scientists. It is popular today with all kinds
of people form businessmen to employees. From engineers and scientist to school
going children. Most of our day-to-day activities are being influenced by the
use of computers. It has become necessary for everyone to have a basic
knowledge of computers. Besides the above normal functions, computer can
perform a number of specialized functions in our day-to-day life. Some of the
important functions are appended as follows:
E Computer can perform all the normal
mathematical functions like addition, subtraction, division, multiplication,
squares, square-roots etc. It can also undertake a series of calculations
automatically within no time.
E Learning and writing is possible on any field
of knowledge.
E Decision making in all areas of operation, be
it quantitative form or qualitative like- good, bad, tall, reliable or not, is
also possible.
E You can make the computer a partner and play
any game of your choice- chess, playing – cards, cricket etc.
E Exchange of data, information, files etc, are
only possible with the help of computers at the easiest possible way.
E All sort of entertainment programmers meant of
different age group and categories of people are available in the computer. A
small kid can play video games, a young boy can chat with his friends of
another country, a student can refer any books, journals, magazines etc., a
housewife can learn to cook delicious foods and an old man can go for knowing
the possible health problems by using the computers.
E If you have a computer with internet
facilities, news, matches – world cup cricket or FIFA is readily available in
that device for 24 hours.
E Payment of bills, booking air or railway
tickets in domestic or international carriers, placing orders for goods and
services etc., are easily done with the help of computer.
E In recent years all medical practitioners use computerized
tests for diagnosis, prescription and even surgery purpose.
Meaning and definition of computer
The word “computer” comes from the word
“compute” which means to calculate. So a computer is a calculating
device that can perform arithmetic operations at high speed.
“a computer is a high speed electronic device
which inputs data, processes the data and outputs the data as desired”.
A computer is a problem – solving machine. It
is an electronic device that receives data or a set of instructions, processes
them and then gives the information. These data or instructions are called as
input, whereas information is termed as output. Processing means a series of
actions or operations which convert input into output.
It is a machine having memory. It works with
instructions. We can store works and numbers in its memory. It works fast and
does not get tired. A computer never forgets and thousands of facts can be
stored in its memory.. It never makes careless mistakes. Thus we can say that
computer is a machine which makes people’s work easier by doing the work with
speed and accuracy.
A computer can be defined as an information
processing machine. The reason is that it accepts from the user, the problems
to be solved in terms of instructions(i.e. Input data),processes these data by
means of applying basic arithmetic manipulations like addition, subtraction,
multiplication, division etc. And produces the useful result (i.e. Output
information).
A computer can be defined as an electronic
digital machine. It is so because it accepts the instructions and data to be
processed only in terms of numbers or digits which are binary in natures. 0 and
1 are binary digits. All the instructions and data to be processed are accepted
and processed inside the computer in the form of 0s and 1s.
Computer is defined in the Oxford
Dictionary as “an automatic electronic apparatus for making
calculations or controlling operations that are expressible in numerical or
logical terms.”
According to Webster dictionary,
a computer is “an automatic electronic machine for performing calculations.”
International standard organization defines a computer as “a data processor that can perform substantial
computations including numerous arithmetic and logic operations without
intervention by a human operator during the run.”
2.
CHARACTERISTICS OF COMPUTER
A computer is a fast and accurate electronic
device which is designed to automatically accept and store data, process them,
and produce output result under the direction of stored programme of
instructions. Thus, the main characteristics of a computer are:
(i) Speed:- A computer is a very fast device. It can
process large volumes of data at a very high speed. The speed of the computer
is measured in the terms of milliseconds, microsecond, nanoseconds or Pico
seconds.
(ii)
Accuracy:- The accuracy of the computer is consistently high and the
degree of accuracy of a particular
computer depends upon its design.
(iii) Memory:- A computer system can store a great amount of
information in it. Every piece of information can be retained as long as
desired by the user and can be recalled as and when required.
(iv) Diligence:- A compute does not suffer from the human
traits of being tiredness and lack of concentration. If a billion calculations
are given to the computer, the billionth calculation will be as accurate as the
first.
(vii) No feelings:- A computer has no heart and soul like human
beings. It has no feelings. It cannot feel happy, sad or angry as it is a
machine.
Components of computer
Broadly, a computer system consists of the
following (i) hardware and (ii) software.
Hardware is the jargon used in the computer
world to rafter to the machinery itself, which can be touched and seen.
Hardware is the term assigned to the physical components of the computer
system. These components can be grouped under four units as follows:
(i) Central processing unit (CPU)
(ii) memory/storage unit
(iii) Input unit and
(iv) Output unit.
Thus,
hardware is the combination of all of these above four units. This is also
known as basic structure of computer. The computer hardware itself cannot be
effective unless it has been provided with a sequence of instructions that a
computer must perform to convert inputs into output. Such a sequence of
instructions written in any of the computer understandable language is called a
computer programme. Software includes all the programme sot instructions that
are fed into the computer. This software makes the computer ready for work. For
proper functioning of computer certain soft wares are installed. These are
called system soft wares. There are some soft wares those enable one to do
something useful on the computer, such as writing, accounting etc.
Interface:- This is a program used to convert Human
Language (HL) into Machine Language (ML) or Machine Language into Human
Language .
Central processing unit (CPU)
The central processing unit (CPU) is the brain
of the computer. In computer system, all major calculations and comparisons are
made inside the CPU. The CPU is responsible for activation and
controlling the operations of other units of a computer system. The CPU
is also referred to as a microprocessor. The instructions written in the form
of computer programmers are carried out by the cup in sequence.
E Arithmetic and logical unit
E Control unit
E Storage unit
Arithmetic and logical unit: (ALU):- ALU of a computer system is the place where the actual
executions of the instructions take place during the processing of information.
All calculations (addition, subtraction, multiplication and division),
comparisons (less then, equal to, greater then) are made in ALU.
Control unit (CU):- Control unit acts as the central nervous system for the other
components of the computer. It manages and co ordinates the entire system. It
obtains instructions from the programme stored in main memory, interprets the
instructions and issues the signals that cause other units of the system to
execute them. It controls and coordinates all the activities among different
units such as ALU, memory unit, input unit and output unit. It acts like
traffic control.
Storage unit (SU): The main operation of this unit
is to store the information given by the user as per the user requirement. It
deals with simple enological information.
Memory unit/storage unit (MU):
This unit is one of the major components of a
computer system. It is the storage area of the computer. While doing a
programme in computer, it is needed to save or store the programme
instructions, the data to be processed, the running result of semi- finished
programme and the final result. The memory chip holds these instructions, data
and results temporarily and permanently.
Memory unit is further classified into two
sub-units:-
1) Internal memory unit
2) External memory unit
Internal memory unit: - The internal memory stores the data
instructions and resulting information. It is usually contained in silicon
chips. There are different categories of internal memory as follows:-
ROM:- ROM stands for Read Only Memory. Once the date is written on this
memory, it cannot be removed. It is also known as permanent memory. The data
written on this memory are not deleted even the power is switched off. There
are certain essential functions a computer performs every time when switch is
on. These functions are carried out by a series of programmers. These
programmers are stored in Rom.
Therefore Rom is called non – volatile memory.
RAM: - Ram stands for Random Access Memory. The data written on this memory
are deleted when the power is switched off. Therefore, ram is called volatile
memory of temporarily memory. It is possible to read from and write to any
location within ram by specifying its location.
External memory unit: - The external memory unit stores the data, instructions and resulting
information. The contents of this memory are not deleted when the power is
switched off. This is the storage which is non – volatile in nature. This type
of storage helps un transferring data and information from one computer to
other. The external memory devices may be many types:
E Magnetic tape:- Magnetic tape is a data is a data storage
medium like audio or video cassette that consists of a tape with ferromagnetic
coating. It is made of reels and cassettes or cartridges to store information
in magnetic tape there must be tape drive in the computer. This tape drive
moves the magnetic tape in read, write and erase head.
E Magnetic disks:- Magnetic disk is a data storage medium like
audio or video cassette that consists of a circular aluminum plate with
magnetic coating. It is made of routable circular aluminium plate and magnetic
materials; information is stored or retrieved from magnetic disk with the help
of disk drive. Various types of magnetic disks are.
E Hard disk: - Hard disks are a number of magnetic disks
and read or write head. It has a data storage medium consists of some platters
coated with magnetic materials. It can store data and information and remain
fixed inside the compute. Its capacity of storing materials is more then the
capacity of a floppy disk external memory is also known as back up memory unit
or auxiliary memory unit or secondary memory unit. The device used for this
unit is known as secondary/auxiliary/back up devices. the unit is popularly
known as hard disk, at present hard disks are available in the market in the
following size:-
10GB,20GB,30GB,40GB,60GB,80GB,160GB,260GB,360GB more.
E Floppy disk:- This disk stores data and information with
the help of floppy disk drive. its storage capacity is much less than the
capacity of hard disk. Its popular size is 3.5 inches and it can hold 1.44
megabytes.
E CD ROM:- (compact disk read only memory):- It is one of the storage secondary
devices. The information in CD- ROM is stored as a series of microscopic pits
on a reflective surface. Here we can store the data 700MB.
E Pen drive:- It is one of the recent storage secondary
devices. at present pen drives are available in the market in the following
size:-1GB,2GB,4GB,10GB etc.,
Note:-what is the MB and GB and KB.
1 character is 1 BYTE or 1 Nibble
8 characters are 1KB (Kilo byte)
1024 KBS are 1MB (Mega byte)
1024 MBS are 1GB (Giga byte)
1024 GBS are 1TB (Tera byte)
INPUT UNIT:-
Input unit is an important component of a
computer. This unit deals with the passing of information into the memory unit
and central processing unit. In other words, input unit provides a
communication between the user and the machine. This unit converts the input i.e.
numbers, alphabets, pictures, symbols, sound etc, which are fed into the
computer through different types of input devices. These input devices are
Mouse, Keyboard, Trackball, Joystick,
Digitizing table, Scanner,
Digital camera, Touch screen, Light pen,
Micro phone, Webcam.
E Mouse:- It is an input device used for pointing and drawing. It has one or
more buttons and moves best on a mouse pad. It is normally a rectangular shaped
device, with a rubber ball embedded in its lower side.
E Key – board:- It is the most common input device. Key-
board has many keys through which data is fed in the computer. These keys can be
divided into four groups as follows:-
(a) Alphabetical
keys------------------------------(a to z)
(b) Numeric
keys----------------------------------(0 to 9)
(c) Function
keys----------------------------------(f1 to f12)
(d) Editing keys ----------------------------------(back
space, del
ins)
(e) Special keys
-----------------------------------(enter, shift, spacebar, escape, some
mathematical symbols etc.,)
E Track – ball:- It is an input device used for pointing. It
has a movable ball and it looks like an upside – down mouse. Track – ball is
mostly used in laptop computers.
E Joystick:- It is an input device used for pointing. It
has a lever and two re more buttons. This device is used for playing games.
E Digitizing table: This is the electronic pad by which we can
input written information into the computer.
E Scanner:- It is an input device that can transfer an
image of a photograph or written information to the computer. It acts like a
photocopy machine. We can scan our picture into the computer through a scanner.
E Digital camera: It is an input device which is used to store
images in the computer.
E touch screen: It is an input device which allows us to make
a choice by touching the objects on the screen
E Light pen: - It is an input device used to select object
on the screen, it is an electronic pen.
E Micro phone:-It is an input device used to feed our voice
into the computer. These voices are then stored in the computer. One can speak
or his/her relatives over the internet using a microphone.
E Webcam:-It is used to input live videos in to the computer.
OUTPUT
UNIT:-
Output unit is an important component of a
computer. This unit deals with the passing of information form the memory unit
and central processing unit (CPU) to the user/programmer.
E MONITOR:- It is an output device, which shows us what we are doing. It looks like
our television set. A monitor can show us numbers, letters of alphabets and
pictures.
Monitor is the essential part on which the
programmer can directly see. Whatever he/she has typed on its key board or by
using mouse get displayed on the monitor screen. Similarly, whenever a program
is executed, the information is
displayed on the monitor screen, monitor is known as visual display unit (VDU).
It is also called as i/o device.
E PRINTERS:- Printer are commonly used output devices. They provide output un a
permanent readable form. it is a device that produces written images(numbers,
alphabets, graphs, pictures, etc.) On paper. Once a document is prepared in a
computer, the same can be sending to a printer for a printout commonly known as
“hard copy”. They print input and output on the paper. The printer can print in
black and white or in color. The printers are of follow types.
Dot matrix printer:- Most of the dot matrix printer are bi-
directional. This printer prints one line of a text from left to right and then
it prints the next line from right to lift. the selected pin, as per the worth
strike the ribbon to give the impression on the paper. The printing quality of
this printer is very low.
Laser printer:- Laser printer one page at a time. This
printer uses light source to produce image on a photosensitive drum. The drum
transfers toner (an ink powder) to the paper with heat or pressure. It produces
high quality printing.
Ink – jet printer:- This printer uses dot matrix approach to
print text and graphics. Muzzles in the print produce tiny ink droplets
which create desired spot on the paper to from the impression of a character.
Colour printing is done through this printer. The printing quality of this
printer is high.
E SPEAKERS: - A speaker is an output device which is used to listen to music and
sounds,.
E MODEM: - It is a device which helps in transferring information from one
computer located at one place to another computer located else where provided
the same has the modem. It is used for sending and receiving data. It allows
programmes and data to be transmitted to any part of the world over through e –
mail. It enables the computer to see and take on a phone, reserve any air or
railway ticket, any banking transaction and many others.
ROLE OF COMPUTER IN ACCOUNTING:-
Now - a-days computer is widely used in
business. All the data is stored in computers in the modern offices.
Secretaries use the computer in typing the letters and preparing the reports.
Personal offices use computer to keep records of the employees. Account
department maintains all the accounting records through computer. Various
accounting and other packages are available in the market which helps
accounting section for recording and classifying the business transactions. All
the four functions of accounting. I.e. recording, classifying and analyzing,
interpreting and reporting are done efficiently and accurately by the computer
These days, computers are used by the bank for
online banking. The whole information of a customer who has an account in the
bank is stored in computers. Many activities like calculation of interest,
book-keeping, reading of cheque etc. Are done through computers in the banks.
The advantages of computerized accounting can
be outlined as follows:
E Accuracy:- Accuracy is the prime objective of
computerized accounting. Computerized accounting delivers the most accurate and
timely result then any other modes. The possibility of incurring mistake does
not arise unless and otherwise the fate is properly loaded in the computer.
E Faster:- Computer is thousand times faster then any mode of calculation and
preparation of accounts. With the completion of data entry in the computer, all
the calculations, records and reports are immediately processed in the computer
and as per the requirement of users, output in different form are available
within a second.
E User- friendly:- The most important advantages of
computerized accounting is, user-friendly. A person having little knowledge on
computer can easily handle the processing of data. In case of any difficult,
computer itself helps the used through written assistance.
Non-accounting person can use the same:- to
operate the computerized accounting package, there is no need of possessing any
specialized knowledge, skill in accounting. Any individual with knowledge in
operating of computer and basic knowledge on ABC of accounting can easily
handle the same in getting the desired output.
E High security: - Preparation of accounts involves a good
number of departments and persons working in the same. They provide the various
information and data for the purpose. Thus, it because open secret and
everybody involved there in could get the entire secret in formations. By in
computerized accounting. They hardly come across with each others information.
They merely load the data in the respective computers. The final processing of
data ate made by the managers. Hence, secrecy of data and information are
maintained in the process.
E Automatic report generation:- Once the final account is prepared, the
business house requires many other reports as per the requirement of deferent
parties like, debtors, government, tax department and others. Computerized
accounting is the only technique there hundreds of reports can be obtained with
in no time as and when it is so required.
E Internet compatibility:- Once a set of data is collected or processed,
you can type or print the same and send them by fax or post the users at
deferent end. It is a time consuming device. By in computerized accenting, once
the data is prepared, it can easily transmitted to any individual at any place
of the world within fraction of a second.
E Online help:- Now a days organizations are functioning at
different parts of the worlds but head office is situated at one place. While
preparing the final account if any deficiency in data will arise, it is very
difficult and time- consuming process to comply the same by in case of
computerized accounting, simply by clicking the button, you can get any data from
any where within no thin, similarly, by using internet you can have direct
assess over the facts and figures of any branch or section.
E Immediate result:- By using computerized accounting, the users
can have the result at any point of time. Every moment, even after completion
of individual transaction. The user can see its impact on profit & loss
account, balance sheet and others. That is why many a companies are now a days
publishing their final account on 31st of March itself. Without
waiting for months together.
E Audit features:- Audit of accounts are the statutory
requirement of any business, for that purpose, auditor asks for various books,
records and clarifications. The entire accounts department attains the auditors
for the same, but in computerized account all the data information, records are
in the computer and auditor can refer the same without taking the information,
records are in the compute and auditor can refer the same without taking the
help of others.
Easy to update:- Every individual financial transaction
affects the entire records and results of the business. Prepared manually, the
user must update each and every individual record for update the same or for
any rectification. It is not so simple rather a Herculean task.
Welcome
to Windows:
Ms Paint:- This tool of windows is used to draw the
drawings to set animations by using GUI(graphic user interface) in windows.
HOW TO OPEN MS PAINT ?
1.
Click on
Start buttonàAll programsàAccessoriesàClick on PaintàThe paint will open.
2.
Click on
Start buttonàGo to Run commandàType here like “MSPAINT”àClick on OK
button.
3.
Double
click on the Ms Paint icon on the desktop.
Tool Bars of Ms Paint:
1)
Title Bar
2)
Menu Bar
3)
Tool Box
4)
Vertical
scroll Bar
5)
Horizontal
Scroll Bar
6)
Color Box
7)
Status
Bar
Tool
Box:
Pencil: This option is used to draw the
pictures on the document.
Eraser: This option is used to erase if any
wrong on the picture.
Fill with color: This option is used to fill
the color to the picture.
Magnifier: This option is used to do the
picture in big size and again you click on this button and click on the
picture, the picture will have normal size.
Select: This option is used to select the
picture or text if any.
Brush: This is one type of brush to drawing
the picture.
Air Brush: This is another type of brush to draw the picture or text.
A-Text: This option is used to type any text.
Click on this buttonàthen dragàType here any text. For Text tool baràGo to View on the menu baràclick on Text
tool baràthe text tool bar dialog box will open.
Fonts:
Font style(Arial): This option is used to
change the font style to the text. Ex:- “Technosoft Solutions”.
Font size(28): This option is used to change
the size of the text.
B-Bold: This option is used to highlight the
text by making darkness or brightness.
I-Italic: This option is used to convert the
text in italic style.
U-Underline: This option is used to give
underline to the text. Ex:- “Srinu”
Menu Bar:-
File(Alt+F):
New(Ctrl+N): This option is used to create new
document.
Open(Ctrl+O): This option is used to open the
existing file. Goto FileàOpenàselect the fileàclick on open button.
Save(Ctrl+S): This option is used to save the
file. Goto Fileàclick on the save buttonàtype any nameàclick on save button.
Save As: This option is used to create a duplicate
file.
Print preview: This option is used to see the
preview of the document.
Page Setup: This option is used to set the
page portrait or landscape, top and bottom size, etc.
Print(Ctrl+P): This option is used to print
the document.
Exit(Alt+F4): This option is used to close the
active document.
Edit(Alt+E):
Undo(Ctrl+Z): This option is used to back if
any wrong on the picture.
Redo(Ctrl+Y): This option is used to repeat
the undo option.
Cut(Ctrl+X): This option is used to cut any
picture or text.
Copy(Ctrl+C): This option is used to copy any
text or picture.
Paste(Ctrl+V): This option is used to paste
the cut or copy of any text or picture.
Select All(Ctrl+A): This option is used to
select any text or picture.
View(Alt+V):
Tool box: The tool box will show on the left
side. You want to hide the tool bar goto viewàjust click on this button. If you want to
unhide the tool box again go to viewàclick on tool box button.
Color box: This tool box will show on the
bottom of the page. You want to hide the tool bar goto viewàjust click on
this button. If you want to unhide the tool box again go to viewàclick on color
box button.
Status Bar: Same as color box.
Text tool bar: It is also same as color box.
Colors:
Edit colors: This option is used to edit various
colors to the text or picture. If you want to change the color go to this
option.
Word pad and Note pad:- This tool is used as a supporting for various
programs and softwares. Word pad used to perform various text operations and to
design alphabetical information.
Tool Bars :
1)
Title Bar
2)
Menu Bar
3)
Standard
tool bar
4)
Formatting
tool bar
5)
Ruler
Standard tool bar:
New(Ctrl+N): New(Ctrl+N): This option is used
to create new document.
Open(Ctrl+O): This option is used to open the
existing file. Goto FileàOpenàselect the fileàclick on open button.
Save(Ctrl+S): This option is used to save the
file. Goto Fileàclick on the save buttonàtype any nameàclick on save button.
Print preview: This option is used to see the
preview of the document.
Print(Ctrl+P): This option is used to print
the document.
Cut(Ctrl+X): This option is used to cut any
picture or text.
Copy(Ctrl+C): This option is used to copy any
text or picture.
Paste(Ctrl+V): This option is used to paste
the cut or copy of any text or picture.
Undo(Ctrl+Z): This option is used to back if
any wrong on the picture.
Formatting Tool Bar:
Font style(Arial): This option is used to
change the font style to the text. Ex:- “Technosoft Solutions”.
Font size(12): This option is used to change
the size of the text.
B-Bold: This option is used to highlight the
text by making brightness or darkness.
I-Italic: This option is used to convert the
text in italic style.
U-Underline: This option is used to give
underline to the text. Ex:- “Srinu”
A-color: This option is used to give color to
the text.
Left Alignment: This option is used to the
cursor will move left side of the page.
Center Alignment: This option is used to the
cursor will move to center of the page.
Right Alignment: This option is used to the
cursor will move to right side of the page.
Bullets: This option is used to give bullets
to the text.
Menu Bar:
File(Alt+F):
New(Ctrl+N): This option is used to create new
document.
Open(Ctrl+O): This option is used to open the
existing file. Goto FileàOpenàselect the fileàclick on open button.
Save(Ctrl+S): This option is used to save the
file. Goto Fileàclick on the save buttonàtype any nameàclick on save button.
Save As: This option is used to create a
duplicate file.
Print preview: This option is used to see the
preview of the document.
Page Setup: This option is used to set the
page portrait or landscape, top and bottom size, etc.
Print(Ctrl+P): This option is used to print
the document.
Exit(Alt+F4): This option is used to close the
active document.
Edit(Alt+E):
Undo(Ctrl+Z): This option is used to back if
any wrong on the picture.
Redo(Ctrl+Y): This option is used to repeat
the undo option.
Cut(Ctrl+X): This option is used to cut any
picture or text.
Copy(Ctrl+C): This option is used to copy any
text or picture.
Paste(Ctrl+V): This option is used to paste
the cut or copy of any text or picture.
Select All(Ctrl+A): This option is used to
select any text or picture.
Clear(Del ):
This option is used to clear the text.
Find(Ctrl+F): This option is used to find out
the any word or text in the paragraph.
Find Next(F3): This option is used to find out
the text or word.
Replace(Ctrl+H): This option is used to
replace the find word.
Go to (Ctrl+G): This option is used to go page
wise, section, line wise and column wise, etc.
View(Alt+V):
Tool box: The tool box will show on the left
side. You want to hide the tool bar goto viewàjust click on this button. If you want to
unhide the tool box again go to viewàclick on tool box button.
Color box: This tool box will show on the
bottom of the page. You want to hide the tool bar goto viewàjust click on
this button. If you want to unhide the tool box again go to viewàclick on color
box button.
Status Bar: Same as color box.
Text tool bar: It is also same as color box.
Insert(Alt+I):
Date and Time: This option is used to set the
date and time in the document.
Object: This option is used to draw any
picture on the document. Click on this optionàchoose bitmap imageàOKàdraw any
picture here.
Format(Alt+O):
Font: This option is used to set font style,
font size, bold, italic,underline, etc to the text.
Bullets: This option is used to set the bullets to the text.
Paragraph: This option is used to set the
paragraph like left, right, bottom and top of the page.
Tabs: This option is used to set the tab
points to the text.
Reading
Split
MS
OFFICE
Microsoft office the most popular official
package of now a days. It is a toolkit consisting various tools for performing
various operations in an office.
Various tool of ms- office are as follows:-
Ms Word:- It is a word processor. It is use to
operate text information. Here you can do any type of document. Here you can
make bio-data, and visiting cards Pamphlets, any type of materials.
Ms-Excel:- It is spreadsheet operator. It is
used to do some arithmetic operations. (i.e.
addition, mortification, subtraction, division etc.
Ms PowerPoint:- It is a slide designer. It is
used to operate animations for designing presentation.
Ms-Access:- It is a DBMS (database management
system). It is used to store huge amount of data and to retrieve that as per
the need.
Microsoft word
Ms
Word is an important tool of ms office package. This tool is specially designed
for designing of operating the text information. Ms Word is known as word
processor. It helps the user to design letters, document, files etc., besides
these it considers a lot of advanced tools by using which we can design the
text in more appropriate manner.
Features of ms word:-
1) Redesigned documents
2) Macros
3) Mail merge
4) Data editing
5) Customization
6) Header and footer
7) Page numbers and page boarders.
8) Password security
How to open ms word:-
If you want to open ms word you can use three
options:
a) Click on start buttonàall programsàms officeàms word.
b) Double click on ms word icon on the desk top
c) Click on start buttonàrunà you type
“WinWord”à enter.
Now ms word window will be displayed on the
screen with the following components
Ms word window and its components.
1) Title Bar
2) Menu Bar
3) Standard Tool Bar
4) Formatting Tool Bar
5) Horizontal Ruler
6) Vertical Ruler
7) Vertical Scroll Bar
8) Horizontal Scroll Bar
9) Drawing Tool Bar
10) Status Bar
11) Task Bar
Title
bar: This bar of ms-word
window consists the title of the document and the application. It also consists
three buttons at the right, minimize, restore, and close buttons
Manu bar: This bar consists a lot of operational menus by using those menus we can
operate the date as per out requirement.
Standard
Tool Bar
New
(Ctrl+N): This button is used
to create a new blank document in ms –word.
Open
(Ctrl+O): This button is used
to open an existing document in ms-word.
à Click on this
button and choose the required document and then click on open button.
Save
(Ctrl+S): This button is used
to save or store a new document or the modifications made in an existing
document.
Print
preview: This button is used
to view the preview of a document before its printing. It shows how you will
get the printing.
E-mail: This button is used to send the active
document directly through internet.
àClick on this
option and then specify the e-mail address and then click on send a copy to
send the active document.
Print
(Ctrl+P): This button is used
to print the active document through printer.
àit prints all
the pages in a document.
Spelling
grammar check (f7): This
button is used to check the grammar and spelling mistakes in your document.
When you click on this option it will provide a dialog box, which consists the
spelling mistakes along with its suggestions.
àHere we have
to select the correct spelling from the suggestion list
àThen we have
to click on change or ignore command button as per the need.
Research
(Alt+Click): This button is
used to find the meanings of different words form U.S French or Spanish
languages.
àClick on this
option and then provide the word which you want to search and then set the
language to get the meaning.
Cut
(Ctrl+X): This button is used
to cut the selected text from the document.
Copy
(Ctrl+C): This button is used
to paste the cut of text at required point of the document.
Paste
(Ctrl+V): It is used to paste
the cut or copied text at required point of the document.
Format
brush (Ctrl+Chift+C): This
button is used to apply the format of selected text contents of the document.
Undo
(Ctrl+Z): This button is used
to recall the previous action.
Redo
(Ctrl+Y): This button is used
to cancel the undo action.
Insert
hyperlink (Ctrl+K): This
button is used to insert text, pictures from any website.
Table
and border: This button is
used to (insert text, pictures, from any website. Draw tables or borders on the
document.
àClick and drag
as per the need to design the table.
Insert
table: This button is used to
insert a table on the document.
àClick on this
option and provide the number of rows and columns than click on ok to get the
table.
Insert
Row: It is used to insert
blank rows in table.
Inserts
excel sheet: It is used to
insert an ms – excel worksheet on the word document.
àClick on this
option and then click to get the table.
Insert
columns: It is used to get
the drawing toolbox.
Drawing: It is used to get the drawing toolbox.
Document
map: This button is used to
display a separate window of headings in a document. By simply clicking on
these headings we can able to view the text relating to the particular heading.
Show
hide (ctrl+*): It is used to
hide and show the hidden characters of the keyboard operations of a document.
Zoom: It is used to increase the display mole of
the document.
Read: It is used to display the document use like a
book for reading purpose.
Formatting
Tool Bar
This tool bar contains various shortcut
buttons by using which we can design the text as per the requirement.
Styles
and formatting: This button
is used to apply requires styles to the selected text in a document. Here we
can apply the existing styles or we can also add the new styles.
Normal
heading styles (Ctrl+Shift+S):
This option is used to apply heading styles to the selected font headings in a
document. Here we can also set the heading.
Font
styles “Arial”(Ctrl+Shift+F):
This button is used to apply different styles to the selected fonts of
documents.
Font
size (Ctrl+Shift+P): This
button is used to increase the size of the selected fonts.
B: Bold
(Ctrl+B): It is used to
highlight the selected text by making it bright.
I:
ltalic (Ctrl+I): It is used
to convert the selected text in italic style.
U: Underline
(Ctrl+U): It is used to
provide underlines to the selected text.
Left
alignment (Ctrl+L): It is
used to align the selected text towards the left margin.
Center
alignment (Ctrl+E): It is
used to align the selected text towards the center of the document.
Right
alignment (Ctrl+R): It is
used to align the selected text towards the right margin.
Justify
(Ctrl+J): It is used to
arrange the selected text exactly in a page on both the margins.
Line
spacing: It is used to set
space between the lines of selected paragraphs
Numbering: It is used to set numbering before selected
lines of paragraphs.
Bullets: It is used to set a symbol before the
selected paragraphs of lines.
Increase
indent: It is used to squeeze
the selected text towards the right margin.
Decrease
indent: This button is used
to arrange the text towards the left margin.
Borders: It is used to set the borderlines to the
selected word, lines, paragraphs page or document.
Ab:
highlight: It is used to
apply background color to the selected text.
Drawing Tool
Bar
This bar is used to draw different shapes and
drawing on the document. It consists following buttons.
Auto
shapes: This button consists
different types of shapes which we have to choose and drag on the document for
getting the shape.
Strike
line: It is used to draw a
strike line on the document.
Arrow: It is used to draw an arrow on the document.
Rectangular: It is used to draw a rectangular on the
document.
Oval: It is used draw a circle on the document
Text
box: It is used to set a text
box on any auto shape or clipart to write some text on it.
Word
art: It is used to insert
pictures on the document.
Insert
organization chart: It is
used to insert organization chart on the document.
Insert
picture: It is used to insert
pictures on the document.
Fill
color: This option is used to
fill the required color or the combination of colors in selected auto shapes.
No
fill: It is used to clear the
filled color form any object.
Fill
effect: It is used to fill
the colors in an object in different confirmation. 4
Line
color: It is used to change
the color of lines of a selected object.
Text
color: It is used to change
the color of selected text in a text box.
Line
style: It is used to set the
styles for lines of the selected object
Arrow
styles: It is used to apply
different arrow styles to the selected straight lines.
Shadow
styles: It is used to apply
different shadow styles to the auto shapes, word art & to other objects
(excluding clip art)
3d
styles: It is used to apply
different 3d effects to the selected word art, auto shapes and to other objects
(excluding clip art)
Shadow
up: It is used to shift the
shadow styles upward.
Shadow
down: It is used to shift the
shadow towards down.
Shadow
left and right: It is used to
shift the shadow towards left and right.
Shadow
colour: It is used to change
the color of the shadow.
3D
tool bar:
On
or off 3-d: It is used to
hide or display the 3d effects.
Text
down, up, right, left: It is
used to rotate the 3d text towards up, down, right and left.
Depth: It is used to set the length of 3d effects.
It is used to set the direction of 3d effect.
Lighting: It is used to apply brightness effects from
top, bottom, left and right. It is use to apply brightness metal properties to
the selected text.
3D
colour: It is used to change
the color of 3d effect.
Menu Bar
File (Alt+F):
New
(Ctrl+N): This option is use
to create a new blank document and it also consists some pre-designed
documents.
Open
(Ctrl+O): This is used to
open an existing document.
Close
(Alt+F4): This option is use
to close the active document form the window.
Save
(Ctrl+S): This command is
used to store the active document or the modifications made in an existing
document in a particular name.
Save
as: It is used to create the
duplicate of active document.
Save
as web page: This feature is
used to save a particular document as web page, this document can be used to
connect with any website.
à How to view
the web page: close your document. And click on internet explorer on the
desktop àopenàbrowseàselect the required file and then click on openàok. Now to get
it on the screen.
File
search: This option is used
to search a particular word file from any location of the computer.
Permission: This option is used to set the authority of
different users to use a particular document.
Version: this option is used to maintain the
purpose of a document for the ready reference of other users.
àClick on this
option and then click on save now. Here you have to give some comment about
document.
Web
page preview: It is used to
view the preview of a document in a web layout. Hence it shows the preview of a
web page.
Page
set up: This option is used
to set the page to the document. Hence we can set.
Paper size, print direction, margins, paper
quantity etc.,
Print
preview: This option is used
to view the preview of different pages of the document before its printing.
Besides this option consists following buttons by using which we can modify the
document as per our requirement.
Print
(Ctrl+P): It is used to print
the whole document at once.
Send
to: This option is used to
send the active document through internet (e-mail) to the fax or Xerox machine.
Edit (Alt+E):
Undo
(Ctrl+Z): This option is used
to recall the previous action.
Redo
(Ctrl+Y): This option is used
to recall undo operation.
Copy
(Ctrl+C): This option is used
to create the duplicate of selected text.
Paste
(Ctrl+V): This option is used
to paste the cut or copied text at required point of the document.
Office
clipboard: This option is
used to store the previous cut or copied contents and these constants we can
paste or per the requirement. It is nothing but temporary buffer memory.
Clear: This option used to delete only the format or
the entire selected context.
Select
all (Ctrl+A): This option is
used to select the entire document at once.
Find
(Ctrl+F): It is used to find
a particular word from the document.
Replace (Ctrl+H): This option is used to replace the found word
with a new word.
Goto (Ctrl+G): This option is used to move the cursor pointer
from one page to another page.
View (Alt+V):
Normal: This is the normal way of presenting a
document by ms-word. This layout is suitable only for date entry. By is not
used for designing.
Web layout: This layout is suitable for designing only
the web page (i.e. the document which we want to add with a website).
Print layout: This layout is suitable for designing a
document as per the requirement. It displays a document like a printed page.
Normally we should be print layout.
Outline: This layout is used to arrange the contents
in a document as per the requirement. In this layout we can arrange the
paragraphs, line, sentences etc.
Task pane (Ctrl+F1): This option is used to hide or display the
toolbars as per the requirement on the window.
Rulers: It is used to hide or display the rulers on
the word window.
Document map: This option is used to view the text in a
document heading wise as per the requirement. When we click on this option it
used to give a separate window consisting all the headings of the document. We simply
have to choose the heading the text of which we want to view.
Header and footer: This option is used to provide the head note
and footnote to all the pages of a document.
Markup: This option is used to view the comments
given by using insert.
Full screen: This option is used to present the entire
document on the screen by hiding all its tool bars.
àClick on close full screen to close the
effect.
Zoom: This option is used to increase the display
mode of the document in ms – word window.
Insert (Alt+I):
Break: This option is used to set the break at the
required point of a page. It is used to divide a particular page into required
number of pages.
Page numbers: This option is used to insert page numbers to
different pages of the document.
àClick on this option you will get a dialog
box. In this box we can get set number position (top & bottom) alignment
(left, right, center) and we can also set the format of numbers.
Date & time: This option is used to insert date & time
at required point of the document.
Auto text: This option is used to insert the auto text
contents are the required point of the document.
Symbols: This option is used to insert different
symbols on the document.
Comments: This option is used to provide reference to
the foot notes, pictures and various fields of the tables.
Pictures: This option
is used to insert the pictures from c drive and d drive.
Diagram: This option
is used to insert the pictures on the document.
Text
box: This option is used to insert the text box at the required point of the
document.
File: This option
is used to insert data from another file in to the active the active document.
Book
mark: This option is used to maintain note bout the selected content of the
document.
Format (Alt+O):
Font: This option is used to change the font style,
design, size and color of the selected text. Here we can also apply some
effects like subscript, superscript, strike lines etc., to the selected text.
Here we can also set character spacing and text animations,
Paragraph: This option is used to set the alignment,
indenting and line spacing to the selected paragraph of a document.
Alignment: The alignment is used to arrange the
paragraph towards right, left or centre of the page.
Indenting: It is used to align the selected text towards
a particular side
Bullets
and numbers: This option is
used to set bullets, numbers, outline numbers and bullet settings, styles to
the selected lines, paragraphs of a document.
àSelect the
paragraphs to which you want to set bullets and numbers and then click on this
option to choose required bullet or numbers.
Boarders
and shading: This option is
used to provide borderlines to the selected pages.
Tabs: This option is to set tab points on the scale
to move the cursor as per the need.
Drop
cap: This option is used to
make the first letter of a paragraph big just line in a newspaper or magazine.
Text
direction: This option is
used to change the direction of the text in a text box.
Change
case: This option is used to
convert the selected text form:
Capital to small, small to sentence case,
toggle case, title case which one do you want you can set here.
Back
ground: This option is used
to set the back ground color to all pager of the document. It is used only for
web designing.
Tools
(Alt+T):
Spelling
and grammar: This option is
used to correct the spelling & grammar mistakes in document.
Research: This option is used find meaning for a
particular word in different languages.
Language: This option is used to set different
languages as per the need
Word
count: This option is used to
count the number of words paragraphs, lines, characters in a particular
document.
Auto
summary: This option is used
to find out the main summary in the documents.
Protect
document: This option is used
to protect the document by giving a password. This protection is made to avoid
the modifications. Once we protect the document we cannot make any
modifications to it. If you want to modify the document then we have to
unprotect by giving the password.
àClick on
protect documentàclick on 2.Editing restrictions page right sideàclick on
à You have to
give same password two times àok
Letters
and mailing: This option is
very important role in operating letters, correspondence in ms-word. This
option allows the user to create a number of letters consisting different
addresses at a time.
àclick on toolsàclick on
letters and mailingàmail mergeàclick on “next: starting document” page of the
right side bottomàagain click on “next: select recipients”àclick on “type
a new list” page right side topàclick on “create”à click on
customizeàdelete field which one you don’t wantàafter save the dataàok
Now Mail merge tool bar appears on the
screen.
Hold the cursor below To àclick on
insert merge fieldàinsert all fieldsàclick on “’ABC”’àclick on next recordàclick on merge
printeràgive the file name and click on ok.
Now you will get require papers.
Macros: This is an important feature of ms-word. This
feature allows the user to record a number of key strokes in a particular name.
Once we record the key strokes then we can run or execute those key strokes as
& when we require.
Click on toolsàmacroàrecord macroànow you will get a record new dialog box. In
this box have to assign the macro name and the click on key boardàCtrl+Hàby keeping
your cursor in press new shortcut key text box & then click on assign
command or Alt+A then press enterànow you will get a macro-recording button on the
document along with recording mouse pointer. Now you have to type the contents
which you want to store. After recording click on stop record button go toàtoolsàmacroàrun macro.
Customize: This option is used to arrange the various
options of ms-word as per the requirement of the user. It consists the
following features.
Tools
bars: This feature is used to
get the required tool bar on the screen. Here we have to choose the tool by
clicking on check button
Commands: This feature provides complete information
about each and every command and its use to the users.
Options: This option of tool bar is used to control
the operation of each and every command and component of ms-word. Here you can
set the password for document.
Tables (Alt+A):
Draw
table: This option is used to
draw the table on screen.
àClick on this
option you will get a pencil along with draw table tool bar the draw table tool
consists following options.
Pencil: This button is used to hide or display the
pencil on the screen.
Eraser: It is used to get the eraser to erase
different lines of the table.
Line
style: This option is used to
set the line style to draw the table.
Line
width: It is used to ser the
width of selected (width) line.
Line
color: This button is used to
set the color of lines of the table.
Border
lines: This button is used to
hide or unhide selected lines of the table.
Background: This option is used to fill the color in
selected cell of the table.
Insert
table: This option is used to
insert required table. Here we have to specify the numbers of rows and columns
to get table.
Merge cell it is used to combine a number of selected
cells into one cell.
Distribute
columns equally: This option
is used to arrange the columns in a selected table in equal size.
Distribute
rows equally: This option is
used to arrange the rows in a selected table in equal size.
Auto
format: This option is used
to set a predestined format to the selected table.
Text
direction: This option is
used to change the direction of text contents in different cells of the table.
Ascending
and descending order: This
option is used to arrange the text on selected column in ascending or
descending order.
Delete: This option is used to delete the selected
table, row or a column of the cells.
Convert: This option is used to convert the selected
table in to text or select text in to table.
Formula: This option is used to implement different
types of calculations to the above numbers or to the corresponding left or
right number.
Do
the Table:
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