CGAPaperI PDF
CGAPaperI PDF
CGAPaperI PDF
electricity bills, Deposits and withdrawals of money from banks, Business data
processing, Medical diagnosis, Weather forecasting, etc. are some of the areas
where computer has become extremely useful.
But as you will see later it does much more than that. It can be compared to
a magic box, which serves different purpose to different people.
Computer : It is an electronic device which processes given data to derive
the required and useful information. During the processing the computer has to
perform various functions like receives data(input) processes data(process)
produces output(information) stores results (storage)
1.1.2 Characteristics of Computers
The characteristics which make computer make indispensable are
1. Speed
The computer is able to process the data and gives the output in fractions
of seconds, such that required information is given to the user on time enabling
the user to take right decisions on right time. A powerful computer is capable of
executing about 3 million calculations per second.
2. Accurancy
The accuracy of computers is consistently high enough which avoids any
errors. If it all there are errors, they are due to errors in instructions given by the
programmer.
3. Reliable
The output generated by the computer is very reliable, but it is reliable only
when the data, which is passing as input to the computer and the program,
which gives instructions are correct and reliable.
4. Storage Capacity
The computer has a provision to store large volumes of data in the small
storage devices, which have capacity to store huge amounts of data and help
the retrieval of data an easy task.
5. Versatile
Computers are very versatile machines. Computers are capable of
performing almost any task ,provided the task can be reduced to a series of
logical steps.
4 Computer Graphics and Animation
6. Automation
Once the instructions fed into computer it works automatically without any
human intervention until the completion of execution of program or meets logical
instructions to terminate the job.
7. Diligent
A computer is free from tiredness, lack of concentration, fatigue, etc. It
can work for hours without creating any error. If millions of calculations are to
be performed, a computer will perform every calculation with the same accuracy.
Due to this capability it overpowers human being in routine type of work.
1.1.3 The Computer Generations :
The evolution of computer started from 16th century and resulted in the
form that we see today. The present day computer, however, has also undergone
rapid change during the last fifty years. This period, during which the evolution
of computer took place, can be divided into five distinct phases, basis of the
type of switching circuits known as Generations of Computers.
1. First Generation Computers (1950’s)
These computers which used vacuum tubes (valves) as major electronic
component . The advantage of vacuum tubes technology is that it made the
advent of Electronic digital computer. Vacuum tubes were only electronic devices
available during those days which made computing possible.
2. Second Generation Computers (1960’s)
Around 1955 a device called Transistor replaced the bulky electric tubes
in the first generation computer. Transistors are smaller than electric tubes and
have higher operating speed. They have no filament and require no heating.
Manufacturing cost was also very low. Thus the size of the computer got reduced
considerably.
3.Third Generation Computers (1970’s)
The third generation computers were introduced in 1964. They used
Integrated Circuits (ICs). These ICs are popularly known as Chips. A single IC
has many transistors, registers and capacitors built on a single thin slice of silicon.
So it is quite obvious that the size of the computer got further reduced. Computers
of this generation were small in size, low cost, large memory and processing
speed is very high.
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which are critical and need great accuracy and response like Satellite launching,
weather forecasting etc.
According to the operational principle of computers, they are categorized
as analog, digital and hybrid computers.
Analog Computers: These are almost extinct today. These are different
from a digital computer because an analog computer can perform several
mathematical operations simultaneously. It uses continuous variables for
mathematical operations and utilizes mechanical or electrical energy.
Digital Computers: They use digital circuits and are designed to operate
on two states, namely bits 0 and 1. They are analogous to states ON and OFF.
Data on these computers is represented as a series of 0s and 1s. Digital computers
are suitable for complex computation and have higher processing speeds. They
are programmable. Digital computers are either general purpose computers or
special purpose ones. General purpose computers, as their name suggests, are
designed for specific types of data processing while general purpose computers
are meant for general use.
Hybrid Computers: These computers are a combination of both digital
and analog computers. In this type of computers, the digital segments perform
process control by conversion of analog signals to digital ones.
According to the sizes of the computers ,the computers are classified as
follows.
Supercomputers: The highly calculation-intensive tasks can be effectively
performed by means of supercomputers. Quantum physics, mechanics, weather
forecasting, molecular theory are best studied by means of supercomputers.
Their ability of parallel processing and their well-designed memory hierarchy
give the supercomputers, large transaction processing powers.
Ex. PARAM developed in India.
Servers: They are computers designed to provide services to client
machines in a computer network. They have larger storage capacities and
powerful processors. Running on them are programs that serve client requests
and allocate resources like memory and time to client machines. Usually they
are very large in size, as they have large processors and many hard drives. They
are designed to be fail-safe and resistant to crash.
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Notebooks: They fall in the category of laptops, but are inexpensive and
relatively smaller in size. They had a smaller feature set and lesser capacities in
comparison to regular laptops, at the time they came into the market. But with
passing time, notebooks too began featuring almost everything that notebooks
had. By the end of 2008, notebooks had begun to overtake notebooks in terms
of market share and sales.
Personal Digital Assistants (PDAs): It is a handheld computer and
popularly known as a palmtop. It has a touch screen and a memory card for
storage of data. PDAs can also be used as portable audio players, web browsers
and smart phones. Most of them can access the Internet by means of Bluetooth
or Wi-Fi communication.
Tablet Computers: Tablets are mobile computers that are very handy to
use. They use the touch screen technology. Tablets come with an onscreen
keyboard or use a stylus or a digital pen. Apple’s iPad redefined the class of
tablet computers.
1.3 Anatomy of Computers
The Computer mainly consists the functions input, process, output and
storage. These functions were described in the manner of diagram as follows.
The Block diagram of computer consists mainly i.e.,
Secondary Storage
Control Unit
Output
Input
Main memory unit
unit
Arithmetic &
logical unit
· Input unit
· CPU(Control unit, Main Memory and ALU)
· Output unit,
· Secondary Storage unit
1. Input: This is the process of entering data and programs in to the
computer system. Therefore, the input unit takes data from us to the computer
in an organized manner for processing through an input device such as keyboard,
mouse, MICR, OCR, Etc.,
2. Main Memory: It is also known as internal memory. It is very
fast in operation. It is used to store data and instructions. Data has to be fed
into the system before the actual processing starts. It contains a part of the
operating system Software, one or more execution programs being executed,
the data being processed and required by the programs for execution , and
processed data awaiting output.
3. Output: This is the process of producing results from the data for getting
useful information. Similarly the output produced by the computer after processing
must also be kept somewhere inside the computer before being given to you in
human readable form through the screen or printer. Again the output is also
stored inside the computer for further processing.
4. Control Unit (CU) : The next component of computer is the Control
Unit, which acts like the supervisor seeing that things are done in proper fashion.
Control Unit is responsible for co-ordinating various operations using time
signal. The control unit determines the sequence in which computer programs
and instructions are executed. Things like processing of programs stored in the
main memory, interpretation of the instructions and issuing of signals for other
units of the computer to execute them. It also acts as a switch board operator
when several users access the computer simultaneously. Thereby it coordinates
the activities of computer’s peripheral equipment as they perform the input and
output.
5. Arithmetic Logical Unit (ALU) : After you enter data through the
input device it is stored in the primary storage. The actual processing of the data
and instruction are performed by Arithmetic Logical Unit. The major operations
performed by the ALU are addition, subtraction, multiplication, division, logic
and comparison. Data is transferred to ALU from storage unit when required.
After processing the output is returned back to storage unit for further processing
or getting stored.
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Ex : (1011)2 (11010)2
2.Octal Number System :- It is base of 8 and it has only eight digits i.e
0 ,1,2,3,4,5,6 and 7. The value of the numbers is represented as power of 8 i.e.
the radix of the system. These power increases with the position of the digits as
follows.
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Ex : (259)10 (184)10
Ex : (5D)16 (1A5)16
Conversions
We can convert from any system to any other system as follows.
1. Decimal to Binary
Divide the decimal number by 2 repeatedly and note the remainders from
bottom to top.
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2 13
2 6 1 (1101)2
2 3 0
1 1
2 37
2 18 1
(100101)2
2 9 0
2 4 1
2 2 0
1 0
2.Decimal to Octal:
Divide the decimal number by 8 repeatedly and note the remainders
from bottom to top.
Ex1: convert (50)10 to (?)8
8 50
6 2
(62)8
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8 124
8 15 4 (174)8
1 7
3.Decimal to hexadecimal:
Divide the decimal number by 16 repeatedly and note the remainders
from bottom to top.
Ex1: Convert (50)10 to (?)16
16 50
3 2
(32)16
16 380
16 23 C
1 7 (17C)16
= 16 + 8 + 0 +2 + 0 = (26)10
Ex2: Convert (1101)2 into (?)10
1101 = 1 x 23 + 1 x 22 +0 x 21 + 1 x 20
= 1x8+1 x4+0x2+1x1
= 8 + 4 + 0 +1 = (13)10
5.Octal to Decimal: Multiply the Octal number with the weights of octal
system according to their position and note the sum.
Ex1: Convert (62)8 into (?)10
(62)8 = 6 x 81 + 2 x 80
= 6x8+2x1
= 48 + 2 = (50)10
Ex2: Convert (174)8 into (?)10
(174)8 = 1 x 82 + 7 x 81 + 4 x 80
= 1 x 64 + 7 x 8 + 4 x 1
= 64 + 56 + 4 = (124)10
6. Hexadecimal to Decimal: Multiply the hexadecimal number with the
weights of hexadecimal system according to their position and note the sum.
Ex1: Convert (5D)16 into (?)10
(5D)16 = 5 x 161 + D x 160
= 5 x 16 + 13 x 1
= 80 + 13 = (93)10
Ex2: Convert (1A5)16 into (?)10
(1A5)16 = 1 x 162 + A x 161 + 5 x 160
= 1 x 256 + 10 x 16 + 5 x 1
= 256 + 160 + 5 = (421)10
Paper - I Computer Fundamentals and MS-Office 15
Mouse contains at least one button and sometimes as many as three, which
have different functions depending on what program is running.
1.5.2.9 Light Pen
Light pen is an input device that utilizes a light-sensitive detector to
selectobjects on a display screen.
1.5.2.10 Speech input devices
Speech or voice input devices convert a person’s speech into digital form.
These input devices, when combined with appropriate software, form voice
recognition systems. These systems enable users to operate microcomputers
using voice commands.
1.5.3 Output Devices
Output devices receive information from the CPU and present it to the user
in the desired form. Output devices include display screen, loudspeakers,
printers, plotters, etc.
1.5.3.1 Display Screen
When a program is keyed in, the screen (which is similar to a television
screen) displays the characters. The user can read the program line by line and
make corrections before it is stored or printed on a printer. It is also possible to
bring to the screen a portion of the program stored in the external storage for
editing. Screen sizes differ from system to system. The standard size is 24 lines
by 80 characters. Most systems have provision for scrolling. This facilitates the
user to move the text vertically or horizontally on the screens thus bringing to the
screen the hidden text. Thus the user can scan through the entire file either to
review or to select a particular portion. The cursor on the screen is controlled
by the cursor keys on the keyboard,
1.5.3.2 Printer
Printer is a device that prints text or illustrations on paper and in many
cases on transparencies and other media. There are many different types of
printers. In terms of the technology utilized, printer fall into the following categories.
(i) Ink-jet Printer
Ink-jet printers work by spraying ionized ink on a sheet of paper. Magnetized
plates in the ink’s path direct the ink onto the paper in the desired shapes. Inkjet
printers are capable of producing high quality print approaching to that produced
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by laser printers. A typical ink-jet printer provides a resolution of 300 dots per
inch, although some newer models offer higher resolutions.
In general, the price of ink-jet printers is lower than that of laser printers.
However, they are also considerably slower. Another drawback of ink-jet
printers is that they require a special type of ink that is apt to smudge on inexpensive
copier paper.
Because ink-jet printers require smaller mechanical parts than laser printers,
they are specially popular as portable printers. In addition, colour ink-jet printers
provide an inexpensive way to print full-colour documents.
printing usually prints at 1,200 or 2,400 dpi. Some laser printers achieve higher
resolutions with special techniques known generally as resolution enhancement.
In addition to text, laser printers are very adept at printing graphics.
However, you need significant amounts of memory in the printer to print high-
resolution graphics. To print a full-page graphic at 300 dpi, for example, you
need at least 1 MB (megabyte) of printer RAM. For a 600-dpi graphic, you
need at least 4 MB RAM.
The speed of laser printers ranges from about 4 to 20 pages of text per
minute (ppm). A typical rate of 6 ppm is equivalent to about 40 characters per
second (cps).
(iii) Line Printer
Line printers are high-speed printers capable of printing an entire line at
one time. A fast line printer can print as many as 3,000 lines per minute. The
disadvantages of line printers are that they can print only one font, they cannot
print graphics, the print quality is low, and they are very noisy.
(iv) Thermal printer
Thermal printers are printers that produce images by pushing electrically
heated pins against special heat-sensitive paper. Thermal printers are inexpensive
and are used in most calculators and many fax machines. They produce low-
quality print, and the paper tends to curl and fade after a few weeks or months.
1.5.3.3 Plotter
Plotter is a device that draws pictures on paper based on commands from
a computer. Plotters differ from printers in that they draw lines using a pen. As a
result, they can produce continuous lines, whereas printers can only simulate
lines by printing a closely spaced series of dots. Multicolour plotters use different-
coloured pens to draw different colours.
1.5.3.5 3D-Audio
3D audio is a technique for giving more depth to traditional stereo sound.
Typically, 3D sound, or 3D audio, is produced by placing a device in a
room with stereo speakers. The device dynamically analyses the sound coming
from the speakers and sends feedback to the sound system so that it can readjust
the sound to give the impression that the speakers are further apart.
3D audio devices are particularly popular for improving computer audio
where the speakers tend to be small and close together. There are a number of
3D audio devices that can be attached to a computer’s sound card.
Paper - I Computer Fundamentals and MS-Office 21
read/write memory. The storage of data and instructions inside the primary storage
is temporary. It disappears from RAM as soon as the power to the computer is
switched off. The memories, which loose their content on failure of power supply,
are known as volatile memories. So now we can say that RAM is volatile memory.
(b) Read Only Memory (ROM) : There is another memory in computer,
which is called Read Only Memory (ROM). Again it is the ICs inside the PC
that form the ROM. The storage of program and data in the ROM is permanent.
The ROM stores some standard processing programs supplied by the
manufacturers to operate the personal computer. The ROM can only be read
by the CPU but it cannot be changed. The basic input/output program is stored
in the ROM that examines and initializes various equipment attached to the PC
when the switch is turned ON. The memories, which do not lose their content
on failure of power supply, are known as non-volatile memories. ROM is non-
volatile memory.
(c) PROM : There is another type of primary memory in computer, which
is called Programmable Read Only Memory (PROM). You know that it is not
possible to modify or erase programs stored in ROM, but it is possible for you
to store your program in PROM chip. Once the programs are written it cannot
be changed and remain intact even if power is switched off. Therefore, programs
or instructions written in PROM or ROM cannot be erased or changed.
(d) EPROM : This stands for Erasable Programmable Read Only Memory,
which overcome the problem of PROM and ROM. EPROM chip can be
programmed time and again by erasing the information stored earlier in it.
Information stored in EPROM can be erased by exposing it to ultraviolet light.
This memory can be reprogrammed using a special programming facility. When
the EPROM is in use, information can only be read.
(e) EAPROM : This stands for Electrically Alterable Programmable Read
Only Memory. This concept is same as that of EPROM. The only difference is
that the memory can be altered using electrical signals. The whole of the memory
need not be erased.
(f) Cache Memory : The speed of CPU is extremely high compared to
the access time of main memory. Therefore, the performance of CPU decreases
due to the slow speed of main memory. The decreases the mismatch in operating
speed, a small memory chip is attached between CPU and Main memory whose
access time is very close to the processing speed of CPU. It is called CACHE
memory. CACHE memories are accessed much faster than conventional RAM.
It is used to store programs or data currently being executed or temporary data
24 Computer Graphics and Animation
frequently used by the CPU. It is also very expensive to have bigger size of
cache memory. Its size is therefore, normally kept small.
(g) Registers : The CPU processes data and instruction with high speed.
There is also movement of data between various units of the computer. It is
necessary to transfer the processed data with high speed. So the computer uses
a number of special memory units called registers. They are not part of the main
memory but they store data or information temporarily and pass it on as directed
by the control unit.
Secondary Storage(Auxiliary Memory)
You are now clear that the operating speed of primary memory or main
memory should be as fast as possible to cope up with the CPU speed. These
high-speed storage devices are very expensive and hence the cost per bit of
storage is also very high. Again, the storage capacity of the main memory is also
very limited.
Often it is necessary to store hundreds of millions of bytes of data for the
CPU to process. Therefore, additional memory is required in all the computer
systems. This memory is called auxiliary memory or secondary storage.
In this type of memory the cost per bit of storage is low. However, the
operating speed is slower than that of the primary memory. Huge volume of
data are stored here on permanent basis and transferred to the primary storage
as and when required. Most widely used secondary storage devices are magnetic
tapes, magnetic disks and floppy disks, Compact disks and Pen drives etc.,
Magnetic Tape
Magnetic tapes are used for large computers like mainframe computers
where large volume of data is stored for a longer time. In PCs also you can use
tapes in the form of cassettes. The cost of storing data in tapes is inexpensive.
Tapes consist of magnetic materials that store data permanently. It can be 12.5
mm to 25 mm wide plastic film-type and 500 meter to 1200 meter long which is
coated with magnetic material. The deck is connected to the central processor
and information is fed into or read from the tape through the processor. It is
similar to cassette tape recorder.
Advantages of Magnetic Tape
Compact : A 10-inch diameter reel of tape is 2400 feet long and is able to
hold 800, 1600 or 6250 characters in each inch of its length. The maximum
capacity of such type is 180 million characters. Thus data are stored much more
compact on tape
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Magnetic Disk
You might have seen the gramophone record, which is circular like a disk
and coated with magnetic material. Magnetic disks used in computer are made
on the same principle. It rotates with very high speed inside the disk drive. Data
are stored on both the surface of the disk. Magnetic disks are most popular for
direct access storage. Each disk consists of a number of invisible concentric
circles called tracks. Information is recorded on tracks of a disk surface in the
form of tiny magnetic sports. The presence of a magnetic sport represents one
bit (1) and its absence represents zero bit (0). The information stored in a disk
can be read many times without affecting the stored data. So the reading operation
is non-destructive. But if you want to write a new data, then the existing data is
erased from the disk and new data is recorded.
Floppy Disk
Flash drives are also very thin, often having a depth of less than a centimeter.
Because of their small form factor, they are highly portable and can easily fit in a
pocket or on a keychain (hence the name “keychain drive”).
Nowadays flash drives can store several gigabytes of information. Since
they are small in size but have large storage capacities, flash drives have replaced
most previous portable data storage mediums such as floppy disks and removable
hard disks like Zip disks. Because they have a built-in USB connection, flash
drives also don’t require a special disk drive to be used. Instead, they can be
used on any computer with a USB port, which nearly all modern computers
have. Below is the diagram of a pen drive.
how they are to be used. We can say that it is the collection of programs, which
increase the capabilities of the hardware. Software guides the computer at every
step where to start and stop during a particular job. The process of software
development is called programming.
You should keep in mind that software and hardware are complementary
to each other. Both have to work together to produce meaningful result. Another
important point you should know that producing software is difficult and
expensive.
1.7.3 Software Types
Computer software is normally classified into two broad categories.
· Application Software
· System software
Application Software: Application Software is a set of programs to carry
out operations for a specific application. For example, payroll is an application
software for an organization to produce pay slips as an output. Application
software is useful for word processing, billing system, accounting, producing
statistical report, analysis of numerous data in research, weather forecasting,
etc. In later modules you will learn about MS WORD, Excel, Power Point, etc.
All these are application softwares.
Another example of application software is programming language. Among
the programming languages COBOL (Common Business Oriented Language)
is more suitable for business application whereas FORTRAN (Formula
Translation) is useful for scientific application. We will discuss about languages
in next section.
System Software: You know that an instruction is a set of programs that
has to be fed to the computer for operation of computer system as a whole.
When you switch on the computer the programs written in ROM is executed
which activates different units of your computer and makes it ready for you to
work on it. This set of program can be called system software. Therefore system
software may be defined as a set of one or more programs designed to control
the operation of computer system.
System software are general programs designed for performing tasks such
as controlling all operations required to move data into and out of the computer.
It communicates with printers, card reader, disk, tapes etc. monitor the use of
various hardware like memory, CPU etc. Also system software are essential for
the development of applications software. System Software allows application
Paper - I Computer Fundamentals and MS-Office 29
packages to be run on the computer with less time and effort. Remember that
it is not possible to run application software without system software.
Development of system software is a complex task and it requires extensive
knowledge of computer technology. Due to its complexity it is not developed in
house. Computer manufactures build and supply this system software with the
computer system. DOS, UNIX and WINDOWS are some of the widely used
system software. Out of these UNIX and Windows-NT are multi-user operating
systems whereas DOS and WINDOWS are single-user systems.
1.7.4 What is Language ?
You are aware with the term language. It is a system of communication
between you and me. Some of the basic natural languages that we are familiar
with are English, Hindi, Oriya etc. These are the languages used to communicate
among various categories of persons. But how you will communicate with your
computer. Your computer will not understand any of these natural languages for
transfer of data and instruction. So there are programming languages specially
developed so that you could pass your data and instructions to the computer to
do specific job. You must have heard names like FORTRAN, BASIC, COBOL
etc. These are programming languages. So instructions or programs are written
in a particular language based on the type of job. As an example, for scientific
application FORTRAN and C languages are used. On the other hand COBOL
is used for business applications.
1.7.5 Programming Languages
There are two major types of programming languages. These are Low
Level Languages and High Level Languages. Low Level languages are further
divided in to Machine language and Assembly language.
Low Level Languages
The term low level means closeness to the way in which the machine has
been built. Low level languages are machine oriented and require extensive
knowledge of computer hardware and its configuration.
(a) Machine Language
Machine Language is the only language that is directly understood by the
computer. It does not needs any translator program. We also call it machine
code and it is written as strings of 1’s (one) and 0’s (zero). When this sequence
of codes is fed to the computer, it recognizes the codes and converts it in to
electrical signals needed to run it. For example, a program instruction may look
like this:
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1011000111101
It is not an easy language for you to learn because of its difficult to understand.
It is efficient for the computer but very inefficient for programmers. It is considered
to the first generation language. It is also difficult to debug the program written in
this language.
Advantage
The only advantage is that program of machine language run very fast
because no translation program is required for the CPU.
Disadvantages
1. It is very difficult to program in machine language. The programmer has
to know details of hardware to write program.
2. The programmer has to remember a lot of codes to write a program
which results in program errors.
3. It is difficult to debug the program.
(b) Assembly Language
It is the first step to improve the programming structure. You should know
that computer can handle numbers and letter. Therefore some combination of
letters can be used to substitute for number of machine codes.
The set of symbols and letters forms the Assembly Language and a translator
program is required to translate the Assembly Language to machine language.
This translator program is called ‘Assembler’. It is considered to be a second-
generation language.
Advantages
1. The symbolic programming of Assembly Language is easier to understand
and saves a lot of time and effort of the programmer.
2. It is easier to correct errors and modify program instructions.
3. Assembly Language has the same efficiency of execution as the machine
level language. Because this is one-to-one translator between assembly language
program and its corresponding machine language program.
Disadvantages:
1. One of the major disadvantages is that assembly language is machine
dependent. A program written for one computer might not run in other computers
with different hardware configuration.
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virus is not directly damaging information, the process of replication can slow
your computer and Internet connection.
Worm
An unwanted computer program that duplicates itself across a computer
network. It uses up the network’s storage space and resources and can interfere
with the ability of network to function at all. Most worms begin as e mail
attachments that infect a computer when they’re opened.
Trojan horse
A Trojan horse is a malicious software program that hides inside other
programs. It enters a computer hidden inside a legitimate program, such as a
screen saver. It then puts code into the operating system, which enables a hacker
to access the infected computer. Trojan horses do not usually spread by
themselves; they are spread by viruses, worms, or downloaded software.
Blended threat
A blended threat is a combination of some or all of the malicious programs
discussed in the sections above. Blended threats often begin when someone
interacts with a virus (such as opening an unsafe e mail attachment). The virus
automatically propagates using worm behavior, and then installs a Trojan horse
on the infected computer.
How do I prevent viruses?
Prevention of infection is much better. Install an antivirus program. To be
most effective, an antivirus program should always be turned on, should scan
incoming e mail, and should scan file access.
How do I know if my computer has a virus?
There is no single indicator of a virus infection, but some of the more common
effects include poor computer performance, pop-up ads displaying (even when
you have turned on a pop-up blocker or disconnected from the Internet).
Summary
The difference between Computers and human beings are:
1) Computer is a dumb machine and it cannot do any work without instruction
from the user. It is you to decide what you want to do and in what sequence. So
a computer cannot take its own decision as you can.
34 Computer Graphics and Animation
1. Both compiler and interpreter are program translators used for translating
higher level language into machine language. While compiler scans the entire
program first and then translates it into machine code, an Interpreter translates
the program line by line.
2. FORTRAN (Formula Translation) and BASIC (Beginners All-purpose
Symbolic Instruction Code) are some of the high level languages.
To improve the system performance and to maintain standards we must
use utilities such as File management programs, Disk management programs,
Memory management software, Backup programs, data recovery programs ,
Data compression programs and Anti virus programs.
Short Answer Type Questions
1. What is a Computer?
2. What are the components used in Second generation computers?
3. What are the types computers based on purpose?
4. What are the types computers based on operation?
5. What are the different number systems?
6. Convert (42)10 into (?)2
7. Convert (84)10 into (?)8
8. Convert (143)10 into (?)16
9. Convert(1100)2 into (?)10
10. Convert(253)8 into (?)10
11. Convert(2B)16 into (?)10
12. Convert(120)8 into (?)2
13. Convert(7F)16 into (?)2
14. Convert(111010)2 into (?)8
15. Convert(111110)2 into (?)16
16. Convert(4C)16 into (?)8
17. Convert (125)8 into (?)16
18. Why binary numbers are used in computers.
36 Computer Graphics and Animation
UNIT 2
Introduction to Operating System,
Functions
Structure
2.1 Introduction to operating system, functions and its types
2.2 Features of DOS
2.3 Working with DOS Commands
2.4 Features of Windows
2.5 Components of Windows
Learning Objectives
After going through this unit you will be able to
explain the basic functions of operating system
explain the main functions of operating system
explain the types of operating system
explain GUI and CUI
explain the Booting process of msdos operating system
explain about the command prompt
Internal and external commands
Paper - I Computer Fundamentals and MS-Office 39
Devices are used by the which Programs. So this will manage all the Resources
those are attached to the Computer System.
2 Storage Management: Operating System also Controls the all the
Storage Operations means how the data or files will be Stored into the computers
and how the Files will be Accessed by the users etc. All the Operations those
are Responsible for Storing and Accessing the Files is determined by the
Operating System Operating System also Allows us Creation of Files, Creation
of Directories and Reading and Writing the data of Files and Directories and
also Copy the contents of the Files and the Directories from One Place to Another
Place.
3. Process Management : The Operating System also Treats the Process
Management means all the Processes those are given by the user or the Process
those are System ‘s own Process are Handled by the Operating System . The
Operating System will Create the Priorities for the user and also Start or Stops
the Execution of the Process and Also Makes the Child Process after dividing
the Large Processes into the Small Processes.
4. Memory Management: Operating System also Manages the Memory
of the Computer System means Provide the Memory to the Process and Also
Deallocate the Memory from the Process. And also defines that if a Process
gets completed then this will deallocate the Memory from the Processes.
5. Security management: Operating System also Provides us Sharing
of Files between Multiple Users, and also Provides Security among users by
using user names and passwords for login.
2.2 Features of DOS
Introduction
Short for Microsoft Disk operating system, MS-DOS is a non-graphical
command line operating system derived from 86-DOS that was created for
IBM compatible computers. MS-DOS was first introduced by Microsoft in
August 1981 and was last updated in 1994 when MS-DOS 6.22 was released.
Today, MS-DOS is no longer used; however, the command shell, more commonly
known as the Windows command line is still used by many users. In the picture
to the right, is an example of what a MS-DOS window more appropriately
referred to as the Windows command line looks like under Microsoft Windows.
Disk Operating System
As the name suggests, the operating System is used for operating the
system or the computer. It is a set of computer programs and also known as
Paper - I Computer Fundamentals and MS-Office 43
DOS (Disk Operating System). The main functions of DOS are to manage
disk files, allocate system resources according to the requirement. DOS provides
features essential to control hardware devices such as Keyboard, Screen, Disk
Devices, Printers, Modems and programs.
Basically, DOS is the medium through which the user and external devices
attached to the system communicate with the system. DOS translate the command
issued by the user in the format that is understandable by the computer and
instruct computer to work accordingly. It also translates the result and any error
message in the format for the user to understand.
DOS Boot-up Sequence: When we switch on the computer , if the system
is MSDOS based ,then the sequence of files to be executed as follows. The
process is called Booting Process.
IO.SYS: A hidden file in the root directory of the primary drive. This file
provides the basic I/O capabilities for the system, allowing it the ability to
communicate with the different peripherals. IO.SYS directs the overall process
of loading the Operating System.
MSDOS.SYS: Also a hidden file in the root directory sometimes called
the kernal for DOS. When an application needs to access a device or peripheral,
this file translates the request into actions that IO.SYS can perform.
CONFIG.SYS: A user-configurable text file that usually contains device
drivers and system setup values.
COMMAND.COM: This is the Command Interpreter. It can accept
commands from the user, launch programs and pass this Information to
MSDOS.SYS.
AUTOEXEC.BAT: Another user-configurable text file that is used to set
system variables and load TSRs.
Command Prompt
After Completion of booting process, the Command prompt appears.
Command Prompt provides an entry point for typing MSDOS commands and
other computer commands. The most important thing to know is that by typing
commands, you can perform tasks on your computer . Command Prompt is
typically only used by advanced users.
When you’re using Command Prompt, the term command prompt also
refers to the right angle bracket (>, also known as the greater than character)
that indicates the command line interface can accept commands. It looks like
C:\>.
44 Computer Graphics and Animation
Syntax
FDISK [/STATUS] /X
/Status Displays partition information
/X Ignores extended disk-access support (will not use LBA
support). Use this switch if you receive one of the below symptoms
Unable to access a drive from DOS versions prior to 7
Disk access messages.
Stack overflow messages
High amounts of data corruption
Extra drive letters
2.4 Features of Windows
Introduction
What is Windows 7?
This feature automatically sizes or snaps two windows to fit together on the
screen thus allowing you the convenience of viewing them next to each other.
Aero
Sort through open windows with Aero Flip 3D.
Aero is an interface that makes your visual interactions with the desktop
fun and easy.
48 Computer Graphics and Animation
Aero Peek makes your open windows transparent so you may see
your desktop. It also allows you to peek at items in your taskbar for a thumbnail
preview.
Aero Snap is a quick way to resize your windows to make them easier
to read, organize and compare.
Aero Flip allows you to preview all your open windows from a central
window or 3D view that you can flip through.
Aero Shake allows you to take your mouse and shake only the open
window you want to focus on and the rest will disappear.
Taskbar
Pin allows you to place programs on the taskbar and rearrange the
order of the icons as you wish.
Action Center allows you to control the alerts and pop-ups you receive
regarding maintenance and security.Search Find documents fast with the new
Search
As soon as you start typing in the Search bar of the Start Menu you will
instantly see a list of relevant options grouped by categories with highlighted
keywords and text. This allows you to easily scan for the documents, music,
pictures and email you are looking for.
Desktop Gadgets (Overview)
press Enter. A list of results appears, with the most useful results shown at the
top. Click one of the results to read the topic.
Tip
• You can also access Help by pressing F1. This function key opens Help
in almost any program.
2.5 Components of Windows
Introduction
In this chapter we discuss the about multitasking , file system, desktop
components,device manager, etc.,
2.5.1 Multitasking
Multitasking allows the user to activate and accomplish more than one task
at a time. For example, work on a document file in MSWORD programs, while
copying file from other computer available in the network, and also can listen
songs through Windows Media Player. With Windows 7 environment, the user
can do more than one task a time.
2.5.2 File system
File system means creating, copying, moving, saving, opening, finding,
renaming ,deleting of files or folders.
Working with files and folders
A file is an item that contains information—for example, text or images or
music. When opened, a file can look very much like a text document or a picture
Paper - I Computer Fundamentals and MS-Office 53
that you might find on someone’s desk or in a filing cabinet. On your computer,
files are represented with icons;(icon is a small picture that represents file, folder,
program or other object or function) this makes it easy to recognize a type of file
by looking at its icon. Here is an icon:
Tooba
A folder is a container you can use to store files in. If you had thousands
of paper files on your desk, it would be nearly impossible to find any particular
file when you needed it. That’s why people often store paper files in folders
inside a filing cabinet. On your computer, folders work the same way. Here are
some typical folder icons:
Each time you click the left side of the Views button, it changes the way
your files and folders are displayed by cycling through five different views: Large
Icons, List, a view called Details that shows several columns of information
about the file, a smaller icon view called Tiles, and a view called Content that
shows some of the content from within the file.
Finding files
Depending on how many files you have and how they are organized, finding
a file might mean browsing through hundreds of files and subfolders—not an
easy task. To save time and effort, use the search box to find your file.
The search box is located at the top of every window. To find a file, open
the folder or library that makes the most sense as a starting point for your search,
click the search box, and start typing. The search box filters the current view
based on the text that you type. Files are displayed as search results if your
search term matches the file’s name, tags or other properties, or even the text
inside a text document.
Copying and moving files and folders
Occasionally, you might want to change where files are stored on your
computer. You might want to move files to a different folder, for example, or
copy them to CDs or memory cards.
Copying
1. Select the folder to be copied,
2. Click on Copy
3. Move the pointer(cursor) to the desired location to where you want
4. Click on Paste
Moving
1. Select the folder to be copied,
2. Click on Cut
3. Move the pointer(cursor) to the desired location to where you want
4. Click on Paste
Most people copy and move files using a method called drag and drop.
Start by opening the folder that contains the file or folder you want to move.
Then, open the folder where you want to move it to in a different window.
Position the windows side by side on the desktop so that you can see the contents
of both.
Creating and deleting files
The most common way to create new files is by using a program. For
example, you can create a text document in a word-processing program or a
movie file in a video-editing program.
Saving After creation of a file , it has to be saved for need in the future.
When you are ready to save your work, click the Save button . In the
56 Computer Graphics and Animation
dialog box that appears, type a file name that will help you find the file again in
the future, and then click Save.
By default, most programs save files in common folders like My Documents
and My Pictures, which makes it easy to find the files again next time. You can
also save your files in the desired location.
Deleting
When you no longer need a file, you can remove it from your computer to
save space and to keep your computer from getting cluttered with unwanted
files. To delete a file, open the folder or library that contains the file, and then
select the file. Press Delete on your keyboard and then, in the Delete File dialog
box, click Yes.
When you delete a file, it’s temporarily stored in the Recycle Bin. Think of
the Recycle Bin as a safety net that allows you to recover files or folders that
you might have accidentally deleted.
Opening an existing file
To open a file, double-click it. The file will usually open in the program that
you used to create or change it. For example, a text file will open in your word-
processing program.
That’s not always the case, though. Double-clicking a picture file, for
example, will usually open a picture viewer. To change the picture, you need to
use a different program. Right-click the file, click Open with, and then click the
name of the program that you want to use.
2.5.3 The Desktop Components(Overview)
The desktop is the main screen area that you see after you turn on your
computer and log on to Windows. Like the top of an actual desk, it serves as a
surface for your work. When you open programs or folders, they appear on the
desktop. You can also put things on the desktop, such as files and folders, and
arrange them however you want.
The desktop is sometimes defined more broadly to include the taskbar.
The taskbar sits at the bottom of your screen. It shows you which programs are
running and allows you to switch between them. It also contains the Start
button , which you can use to access programs, folders, and computer
settings.
Paper - I Computer Fundamentals and MS-Office 57
Right-click the icon, and then click Delete. If the icon is a shortcut, only
the shortcut is removed; the original item is not deleted.
Moving icons around
Windows stacks icons in columns on the left side of the desktop. But you’re
not stuck with that arrangement. You can move an icon by dragging it to a new
place on the desktop.
You can also have Windows automatically arrange your icons. Right-click
an empty area of the desktop, click View, and then click Auto arrange icons.
Windows stacks your icons in the upper-left corner and locks them in place. To
unlock the icons so that you can move them again, click Auto arrange icons
again, clearing the check mark next to it.
Selecting multiple icons
To move or delete a bunch of icons at once, you must first select all of
them. Click an empty area of the desktop and drag the mouse. Surround the
icons that you want to select with the rectangle that appears. Then release the
mouse button. Now you can drag the icons as a group or delete them.
Fig 2.12 The Recycle Bin when full (left) and empty (right)
If you’re sure that you won’t need the deleted items again, you can empty
the Recycle Bin. Doing that will permanently delete the items and reclaim any
disk space they were using.
2.5.4 Control Panel
You can use Control Panel to change settings for Windows. These settings
control nearly everything about how Windows looks and works, and they allow
you to set up Windows so that it’s just right for you.
Tip
If you browse Control Panel by icons, you can quickly jump ahead to an
item in the list by typing the first letter of the item’s name. For example, to jump
ahead to Gadgets, type G, and the first Control Panel item beginning with the
letter G is selected in the window.
60 Computer Graphics and Animation
c) The notification, which includes a clock and icons (small pictures) that
communicate the status of certain programs and computer settings.
a. Start menu
b. Middle section
You’re likely to use the middle section of the taskbar the most, so let’s look
at it first.
If you open more than one program or file at a time, you can quickly start
piling up open windows on your desktop. Because windows often cover each
other or take up the whole screen, it’s sometimes hard to see what else is
underneath or remember what you’ve already opened.
Fig 2.16 Each program has its own button on the taskbar
That’s where the taskbar comes in handy. Whenever you open a program,
folder, or file, Windows creates a corresponding button on the taskbar. The
button shows an icon that represents the open program. In the picture below,
two files are opened in ms word named “2.5 multitasking” and one more file
“the taskbar”.
Minimize and restore windows
When a window is active (its taskbar button is highlighted), clicking its
taskbar button minimizes the window. That means that the window disappears
from the desktop. Minimizing a window doesn’t close it or delete its contents—
it temporarily removes it from the desktop.
c. The Notification Area
The notification area, on the far right side of the taskbar, includes a clock
and a group of icons. It looks like this.
the volume controls. Double-clicking the network icon opens Network and
Sharing Center.
To reduce clutter, Windows hides icons in the notification area when you
haven’t used them in a while. If icons become hidden, click the Show hidden
icons button to temporarily display the hidden icons.Click the Show hidden
icons button to display all icons in the notification area
Customize the Taskbar
There are many ways to customize the taskbar to suit your preferences.
For example, you can move the entire taskbar to the left, right, or top edge of
the screen. You can make the taskbar larger, have Windows automatically hide
it when you’re not using it, and add toolbars to it.
Summary
Mastermind
Operating System also performs Many Functions and for those Reasons
we can say that Operating System is a Mastermind. It provides Booting without
an Operating System and Provides Facility to increase the Logical Memory of
the Computer System by using the Physical Memory of the Computer System
and also provides various Types of Formats Like NTFS and FAT File Systems.
And Operating System also controls the Errors those have been Occurred into
the Program and Also Provides Recovery of the System when the System gets
Damaged Means When due to Some Hardware Failure , if System Doesn’t
Works properly then this Recover the System and also Correct the System and
also Provides us the Backup Facility. And Operating System also breaks the
large program into the Smaller Programs those are also called as the threads.
And execute those threads one by one.
Today, most computer users are only familiar with how to navigate
Microsoft Windows using the mouse. Unlike Windows, MS-DOS is a
command-line and is navigated by using MS-DOS commands. For example, if
you wanted to see all the files in a folder in Windows you would double-click
the folder to open the folder in Windows. In MS-DOS to view that same folder
you would navigate to the folder using the cd command and then list the files in
that folder using the dir command.
Before introduction of windows users operated MSDOS.
But Nowadays MSDOS operating system is used in very rare case. Every
body familiar with Windows because it is Graphical User Interface(GUI),where
as in msdos user has to remember the commands .
64 Computer Graphics and Animation
There are many commands both internal and external. Here we can not
explain all the commands. But there is a facility to know about any command by
using ? followed by particular command .
Windows 7 introduces aero , gadgets etc in latest versions
The following editions of Windows 7 include Aero:
Windows 7 Enterprise
Windows 7 Home Premium
Windows 7 Professional
Windows 7 Ultimate
Aero is not included in Windows 7 Home Basic or Windows 7 Starter.
You can find out which edition of Windows 7 you have on your computer by
opening System in Control Panel.
The difference between Copy and Move is When you make a copy a file
the file is in the source as well as in the destination, where as when you make a
move the file is only in the destination and no more in the source.
Model Questions
Short Answer Types Questions
1. Define an operating system.
2. What is GUI?
3. What is CUI?
4. Expand GUI, CUI, BIOS and MSDOS.
5. What are the main functions of DOS?
6. What is an internal command?
7. What is an external command?
8. What is an aero?
9. What is search bar?
10. What is gadget?
11.What is help and support in windows?
12. What is multitasking?
Paper - I Computer Fundamentals and MS-Office 65
UNIT 3
Microsoft - Word
Structure
3.1 Introduction to Word Processing
3.2 Editing a document
3.3 Move and Copy text
3.4 Formatting text and Paragraph
3.5 Find and replace text and spell checking
3.6 Tabs
3.7 Enhancing a document(Page layout).
3.8 Tables
3.9 Graphics
3.10 Mail Merge
3.11 Miscellaneous features of word
Learning Objectives
After going through this unit you will be able to
Explain office button, ribbon and screen layout.
Open an existed document
Paper - I Computer Fundamentals and MS-Office 67
Page setup
Page background
Header and footer
Create tables
Insert rows and columns
Delete rows and columns
Borders to tables
Delete table
Formatting
Alignment and many more
Draw the shapes , symbols , smart art , pictures
Draw equations , illustrations , rotation of shapes, water marks
Create a mail merge
Here we are giving a simple sample mail merge with only two fields
candidate name and designation. The content is nearly same but
addressee’s and designations are different.
Explain bullets and numbers
Explain word art
3.1 Introduction to Word Processing
A word processor enables you to create a document, store it electronically
on a disk, display it on a screen, modify it by entering commands and characters
from the keyboard, and print it on a printer.
The great advantage of word processing over using a typewriter is that you
can make changes without retyping the entire document. If you make a typing
mistake, you simply back up the course and correct your mistake. If you want
to delete a paragraph, you simply remove it, without leaving a trace. It is equally
easy to insert a word, sentence, or paragraph in the middle of a document.
Word processors also make it easy to move sections of text from one place to
another within a document, or between documents. When you have made all
the changes you want, you can send the file to a printer to get a hardcopy.
Paper - I Computer Fundamentals and MS-Office 69
Screen Layout
Menus
When you begin to explore Word 2007 you will notice a new look to the
menu bar. There are three features that you should remember as you work
within Word 2007: the Microsoft Office Button, the Quick Access Toolbar, and
the Ribbon. These three features contain many of the functions that were in the
menu of previous versions of Word. The functions of these three features will be
more fully explored below.
The Microsoft Office Button
The Microsoft Office button performs many of the functions that were located
in the File menu of older versions of Word. This button allows you to create a
new document, open an existing document, save or save as, print, send (through
email or fax), publish or close.
The Ribbon
The Ribbon is the panel at the top portion of the document. It has seven
tabs: Home, Insert, Page Layout, References, Mailings, Review, and View that
contain many new and existing features of Word. Each tab is divided into groups.
The groups are logical collections of features designed to perform functions that
you will utilize in developing or editing your Word document. Commonly used
features are displayed on the Ribbon, to view additional features within each
group, click on the arrow at the bottom right of each group.
Fig 3.6
You can also add items to the quick access toolbar. Right click on any item
in the Office Button or the Ribbon and click on Add to Quick Access Toolbar
and a shortcut will be added to the Quick Access Toolbar.
Fig 3.7
72 Computer Graphics and Animation
Press CTRL+N (Depress the CTRL key while pressing the “N”) on the
keyboard
You will notice that when you click on the Microsoft Office Button and
Click New, you have many choices about the types of documents you can
create. If you wish to start from a blank document, click Blank.
Fig 3.8
If you wish to start from a template you can browse through your choices
on the left, see the choices on center screen, and preview the selection on the
right screen.
Opening an Existing Document
• Press CTRL+O (Depress the CTRL key while pressing the “O”) on the
keyboard, or
• If you have recently used the document you can click the Microsoft Office
Button and click the name of the document in the Recent Documents
section of the window Insert picture of recent docs
Saving a Document
Paper - I Computer Fundamentals and MS-Office 73
Renaming Documents
To rename a Word document while using the program:
• Click the Office Button and find the file you want to rename.
• Right-click the document name with the mouse and select Rename from
the shortcut menu.
• Type the new name for the file and press the ENTER key.
Document Views
There are many ways to view a document in Word.
Print Layout: This is a view of the document as it would appear when
printed. It includes all tables, text, graphics, and images.
Full Screen Reading: This is a full view length view of a document.
Good for viewing two pages at a time.
Web Layout: This is a view of the document as it would appear in a web
browser.
Outline: This is an outline form of the document in the form of bullets.
Draft: This view does not display pictures or layouts, just text.
To view a document in different forms, click the document views shortcuts
at the bottom of the screen or
Fig 3.12
Paper - I Computer Fundamentals and MS-Office 75
Selection Technique
Whole word double-click within the word
Whole paragraph triple-click within the paragraph
Several words or lines drag the mouse over the words, or hold down
SHIFT while using the arrow keys
Entire document choose Editing | Select | Select All from the
Ribbon, or press CTRL+A
Deselect the text by clicking anywhere outside of the selection on the page
or press an arrow key on the keyboard.
Inserting Additional Text
Text can be inserted in a document at any point using any of the following
methods:
76 Computer Graphics and Animation
• Type Text: Put your cursor where you want to add the text and begin
typing
Copy and Paste Text: Highlight the text you wish to copy and right
click and click Copy, put your cursor where you want the text in the document
and right click and click Paste.
Cut and Paste Text: Highlight the text you wish to copy and right click
and click Cut, put your cursor where you want the text in the document and
right click and click Paste.
Drag Text: Highlight the text you wish to move, click on it and drag it
to the place where you want the text in the document.
You will notice that you can also use the Clipboard group on the Ribbon.
Fig 3.16
Remember that you can preview how the new font will look by highlighting
the text, and hovering over the new font typeface.
Fig 3.17
Highlight Text
Highlighting text allows you to use emphasize text as you would if you had
a marker. To highlight text:
Select the text
Click the Highlight Button on the Font Group of the Ribbon, or
Select the text and right click and select the highlight tool
To change the color of the highlighter click on down arrow next to the
highlight button.
Copy Formatting
If you have already formatted text the way you want it and would like
another portion of the document to have the same formatting, you can copy the
formatting. To copy the formatting, do the following:
Select the text with the formatting you want to copy.
Copy the format of the text selected by clicking the Format Painter
button on the Clipboard Group of the Home Tab.
Apply the copied format by selecting the text and clicking on it.
Clear Formatting
To clear text formatting:
Select the text you wish to clear the formatting
Click the Styles dialogue box on the Styles Group on the Home Tab
Click Clear All
Paper - I Computer Fundamentals and MS-Office 81
Indent Paragraphs
Indenting paragraphs allows you set text within a paragraph at different margins.
There are several options for indenting:
First Line: Controls the left boundary for the first line of a paragraph
Hanging: Controls the left boundary of every line in a paragraph except
the first one
Left: Controls the left boundary for every line in a paragraph
Right: Controls the right boundary for every line in a paragraph
To indent paragraphs, you can do the following:
Apply Styles
Styles are a present collection of formatting that you can apply to text. To
utilize Quick Styles:
Select the text you wish to format.
Click the dialog box next to the Styles Group on the Home Tab.
Click the style you wish to apply.
Undo Changes
To undo changes:
Click the Undo Button on the Quick Access Toolbar
Any errors will display a dialog box that allows you to choose a more
appropriate spelling or phrasing.
If you wish to check the spelling of an individual word, you can right click
any word that has been underlined by Word and choose a substitution.
88 Computer Graphics and Animation
Thesaurus
The Thesaurus allows you to view synonyms. To use the thesaurus:
Click the Review Tab of the Ribbon
Click the Thesaurus Button on the Proofing Group.
The thesaurus tool will appear on the right side of the screen and you
can view word options.
You can also access the thesaurus by right-clicking any word and choosing
Synonyms on the menu.
Paper - I Computer Fundamentals and MS-Office 89
Gallery Select the gallery that you want the building block to show up
in.
Category Select a category, such as General or Built-In, or create
a new category.
Description Type a description of the building block.
Save in Click the name of the template in the drop-down list. A
template must be open to be displayed in the drop-down list of template names.
Options Choose one of the following:
Select Insert content in its own page to place the building block on
a separate page with page breaks before and after the building block.
Select Insert content in its own paragraph to make the content into
its own paragraph, even if the user’s cursor is in the middle of a paragraph.
Select Insert content only for all other content.Note: After typing the
short name of autotext gallery, press function key F3, then it is replaced by the
lengthy name.
Customize AutoCorrect
You can set up the AutoCorrect tool in Word to retain certain text the way
it is. To customize AutoCorrect:
Type in any words that you may use that are not recognized by the
current dictionary.
3.6 Tabs
Consider the document shown below. The figure contains a table. We
need to create a similar table. To type such a table you do not have to use the
space bar to align columns. Instead you should use tabs. When you start
word ,it automatically sets the tabs after every 0.5". That is , the tabs are set
as 0.5", 1.0",1.5",2.0"2.5",and so on positions. There four you just need to
press the Tab key to move the cursor to the next 0.5" position. We can
also define own tab position.
Employee List
S.Kavya Doctor Vizag
S.Chanukya Engineer Hyderabad
S.N.Ratna Lecturer Tekkali
Tab stop position: Type the position on the ruler where you want to create
a new tab stop, or select an existing tab stop from the list to modify its properties.
Default tab stops: Specifies amount of spacing that is applied each time
you press the TAB key.
Tab stops to be cleared: Displays tab stops that have been marked for
deletion from the Tab stop position list. Cleared tabs are deleted from the list
when you click OK.
Alignment
Left: Sets a left start position of text that will then run to the right as you
type.
Center: Sets the position of the middle of the text. The text centers on this
position as you type.
94 Computer Graphics and Animation
Right: Sets a right start position of text that will then run to the left as you
type.
Decimal: Aligns numbers around a decimal point. Independent of the number
of digits, the decimal point will be in the same position. (You can align numbers
around a decimal character only; you cannot use the decimal tab to align numbers
around a different character, such as a hyphen or an ampersand symbol.)
Bar: Inserts a vertical bar at the tab position. Not used for positioning text.
Leader
1. Omits any lead characters to be added in front of the tab stop.
2. Specifies for a tightly dotted line to be added in front of the tab stop.
3. Specifies for a line of dashes to be added in front of the tab stop.
4. Specifies for a solid line to be added in front of the tab stop.
5. Specifies for a loosely dotted line to be added in front of the tab stop.
Set: Creates a new tab or updates a previously set tab stop position with
the options you specified.
Clear: Marks a selected tab stop position for deletion. Cleared tabs are
deleted from the list when you click OK.
Clear All: Marks all stored tab stop positions for deletion. Cleared tabs
are deleted from the list when you click OK.
3.7 Enhancing a Document(Page Layout)
Before printing a document we have to set the pages by using page setup.In
this we can set margins, orientation(portrait or landscape),paper size, multiple
columns, page breaks, page borders, page colors ,water marks, etc.,
Modify Page Margins and Orientations
The page margins can be modified through the following steps:
Click the Page Layout Tab on the Ribbon
On the Page Setup Group, Click Margins
Click a Default Margin, or
Click Custom Margins and complete the dialog box.
Paper - I Computer Fundamentals and MS-Office 95
3.8 Tables
Look at he table Below. In word we create such tables easily. The tables
facility in word is very powerful and flexible. Table can have any number of
rows and columns.
Regd.No Name Maths marks Science marks Social marks
101 Rajesh 65 59 72
102 Bheemesh 85 75 81
103 Tejesh 76 78 80
Tables are used to display data in a table format.
Create a Table
To create a table:
Place the cursor on the page where you want the new table
Click the Insert Tab of the Ribbon
Click the Tables Button on the Tables Group. You can create a table
one of four ways:
Highlight the number of row and columns
Click Insert Table and enter the number of rows and
columns.
3.9 Graphics
Word includes set of drawing tools that that you can use to create simple
graphics.The pictures, clip art , shapes , smart art , equations etc are available in
insert tab.Word 2007 allows you to insert special characters, symbols, pictures,
illustrations, and watermarks.
Fig 3.53
Equations
Word 2007 also allows you to insert mathematical equations. To access
the mathematical equations tool:
Place your cursor in the document where you want the symbol
Click the Insert Tab on the Ribbon
To insert a Picture
Place your cursor in the document where you want the illustration/
picture
Click the Insert Tab on the Ribbon
Click the Picture Button
Browse to the picture you wish to include
Click the Picture
Click Insert
104 Computer Graphics and Animation
Place your cursor in the document where you want the illustration/
picture
Click the Insert Tab on the Ribbon
Click the SmartArt button
Click the SmartArt you wish to include in your document
Click the arrow on the left side of the graphic to insert text or type the
text in the graphic.
Resize Graphics
All graphics can be resized by clicking the image and clicking one corner of
the image and dragging the cursor to the size you want the picture.
Watermarks
A watermark is a translucent image that appears behind the primary text in
a document. To insert a watermark:
Click the Page Layout Tab in the Ribbon
Click the Watermark Button in the Page Background Group
Click the Watermark you want for the document or click Custom
Watermark and create your own watermark
106 Computer Graphics and Animation
To remove a watermark, follow the steps above, but click Remove
Watermark
Call Letter: 1
Director,
ABC Company Ltd.,
Dwarakanagr,
Visakhapatnam.
Paper - I Computer Fundamentals and MS-Office 107
For example, you can select letters, envelopes, or labels. Or, select Step
by Step Mail Merge Wizard for more help creating your document.
Selecting Recipients for Mail Merge Letters
Click Select Recipients on the Mailings ribbon to add recipients to the
mailing.
You can opt to create a new database of recipients. You can also opt to use
an existing list or Outlook contacts.
Paper - I Computer Fundamentals and MS-Office 109
You can use the Tab key to move between fields. Each set of fields is
referred to as an entry. To add additional recipients, click the New Entry button.
To delete an entry, select it and click Delete Entry. Click Yes to confirm the
deletion.
Adding and Deleting Mail Merge Fields
You may wish to delete or add fields types to your mail merge document.
You can do that easily. Just click the Customize Columns button. The
Customize Columns dialog box opens. Then, click Add, Delete or Rename to
alter the field types. You can also use the Move Up and Move Down buttons to
rearrange the order of the fields. When you’re done, click OK.
110 Computer Graphics and Animation
Once you’ve added all your recipients, click OK on the New Address List
dialog box. Name the data source and click Save.
Inserting a Merge Field in Your Document
Fig 3.65
To insert a field into your document, click Insert Merge Field on the Mailings
ribbon. Select the field you would like to insert. The field name appears where
you have the cursor located in your document.
You can edit and format the text surrounding the field. Formats applied to
the field will carry over to your finished document. You can continue to add
fields to your document.
Previewing Your Mail Merge Letters
Before you print your letters, you should preview them to check for errors.
In particular, pay attention to spacing and punctuation surrounding the fields.
You will also want to make sure you have inserted the correct fields in the
correct places.
Fig 3.66
To preview the letters, click Preview Results on the Mailings ribbon. Use
the arrows to navigate through the letters.
Correcting Errors in Mail Merge Fields
You may notice an error in the data for one of your documents. You cannot
alter this data in the merge document. Instead, you’ll need to fix it in the data
source.
Fig 3.67
To do this, click Edit Recipient List on the Mailings ribbon. In the box that
opens, you can alter the data for any of your recipients. You can also limit the
Paper - I Computer Fundamentals and MS-Office 111
recipients. Simply uncheck the box next to recipients’ names to omit them from
the merge operation. When you’re done, click OK.
Finalizing Your Mail Merge Documents
After you’ve reviewed your documents, you’re ready to finalize them by
completing the merge. Click the Finish & Merge button on the Mailings ribbon.
Fig 3.68
You can opt to edit individual documents, print the documents, or email
them. If you opt to print or email your documents, you’ll be prompted to enter
a range. You can opt to print all, one, or a set of contiguous letters. Word will
walk you through the process for each.
3.11 Miscellaneous Features of Word
Finally we have to cover some more features list(bullets and numbers) and
word art.In the documents if we want to explain point wise ,then we can give
numbering or can give bullets.
3.11.1 Lists
Lists allow you to format and organize text with numbers, bullets, or in an
outline.
Bulleted and Numbered Lists
Bulleted lists have bullet points, numbered lists have numbers, and outline
lists combine numbers and letters depending on the organization of the list.
To add a list to existing text:
Select the text you wish to make a list
From the Paragraph Group on the Home Tab, Click the Bulleted or
Numbered Lists button.
112 Computer Graphics and Animation
Fig 3.69
Fig 3.70
Formatting Lists
The bullet image and numbering format can be changed by using the Bullets
or Numbering dialog box.
Fig 3.71
Paper - I Computer Fundamentals and MS-Office 113
Select the entire list to change all the bullets or numbers, orPlace the
cursor on one line within the list to change a single bullet
Right click
Click the arrow next to the bulleted or numbered list and choose a
bullet or numbering style.
3.11.2 Word Art
Word art is used to type the text with different styles and sizes. In the
documents some where we have to design the text matter with large size and
with different styles. Then we have to prefer word art. Suppose , here we enter
a word “computer” in word art, then it is displayed as follows.
Fig 3.71
1. On the Insert tab, in the Text group, click WordArt, and then click the
WordArt style that you want.
2.Type your text in the text boxWord
Fig 3.72
114 Computer Graphics and Animation
Summary
In windows 7 , the screen layout is different from the previous versions of
windows. In windows7 ribbon, tabs, groups and buttons are also appear in
different.
To edit a document ,you need to open it. On selecting the file ,open command
,word displays the open dialogue box. If the file you want to open is not there
in the current directory, you can change the directory and then select the file for
opening.
To move the cursor to the desired location on the screen, you can either
take the help of the mouse or use the keyboard. you can scroll the document
vertically or horizontally by using scroll bars. To fasten the editing we must know
the short cuts of keyboard. Suppose if you press ctrl+home the cursor must be
beginning of the document. You can use undo , redo etc for editing.
You can easily move the selected text to any part of the document. word
allows you to move the text with the keyboard as well as mouse. When you
make copy(copy and paste) it is present at both places source and destination.
When you make a move(cut and paste) it is present only at the destination and
no more in the source.
Students should practice copy and move only by using keyboard without
using mouse and also only by using mouse without keyboard.
Help system provides facility to the each and every feature in word you
are using and it is readily available by showing the icon .
Word allows you to format the paragraph by applying various font styles,
colours ,highlighting, strikethrough, spacing between lines, borders and shading
,alignment etc.what ever the facility you used to the document looks better.
In the document we can use find with many options such as match case,
whole words only, pattern matching and sounds like etc., to find a text.
Spell checker is used to make error free document. autocorrect
automatically fixes errors based on a list. Autotext is normally used to quickly
type lengthy or difficult to type text that you need routinely in your document.
To create a multi column table ,you can use tabs. By default , word creates
tabs at every 0.5" position. However we can define our own tabs stop position
.We can create four types tabs. These are left aligned, right aligned, centered
and decimal aligned.
116 Computer Graphics and Animation
After completion of setups in the page layout , we must see print preview
before printing a document . If there are any changes have to be made we can
change by using page layout again.
When you enter text in the cell of a table ,word automatically changes the
cell height to accommodate the text you type. Use the tab key to move the
cursor to the next cell and Shift+tab key to move the cursor to the previous cell.
Text entered in the table can be formatted by using the normal text formatting
commands.
With the help of this graphics ,you can create lines, rectangles, squares,
ellipses, circles, arcs, text boxes, etc. You can also control the line thickness ,
colour and styles of the lines you draw. You can also insert the pictures and also
you can drag the pictures as well as objects to the desired location.
In sample mail merge we have shown only three addresses but we can
perform many more.
We need not use the default fields and also can change the field names as
we require such as designation, post, etc. For changing the name of a field
follow
Select recipients > type new list > customize columns > add > field name .
In the documents , some times the sentences may be required to give
numbering or marking . For this we have to use lists. If we want to make special
effects to any text we prefer word art.
Model Questions
Short Answer Type Questions
1. What is a Ribbon?
2. What is office button?
3. What is quick access toolbar?
4. What are the tabs in the ribbon?
5. What are the shortcuts for open and save a file?
6. What are the shortcuts for new and close a file?
7. What is the difference between copy and move?
8. What is help system?
9. What are the alignments in paragraph?
Paper - I Computer Fundamentals and MS-Office 117
Structure
4.1 Introduction to Spreadsheet
4.2 Creating a work book and feeding data.
4.3 Using functions(Formulae)
4.4 Editing cells and using commands and functions
4.5 Moving and copying , inserting and deleting Rows and Columns
4.6 Formatting a worksheet
4.7 Save a Workbook
4.8 Charts
4.9 Macros
4.10 Tables and Pivot Tables
Learning Objectives
After studying this unit, the student will be able to
• Create a work book, Undo and redo, Find and replace, Go ToAuto
fill, Split the worksheet, spell checker, statistical functions, mathematical
120 Computer Graphics and Animation
functions, insert rows and columns, delete rows and columns, copy and paste
, cut and paste(move), Add borders and colours to cells,
• Cell alignments, Change row height and column width, Hide or unhide
rows or columns, Merge cells, saving ,renaming a file, Opening a file, Print
work book, create charts of different types, Formatting plot area by colours,
font style etc., Modifying charts, Copy chart into word,etc
• Explain recording a macro, Running a macro
• Explain create, format and delete a table, PivotTables
4.1 Introduction to Spread Sheets
Getting started with Excel 2007 you will notice that there are many similar
features to previous versions. You will also notice that there are many new
features that you’ll be able to utilize.
There are three features that you should remember as you work within Excel
2007: the Microsoft Office Button, the Quick Access Toolbar, and the Ribbon.
The function of these features will be more fully explored below.
Spreadsheets
A spreadsheet is an electronic document that stores various types of data.
There are vertical columns and horizontal rows. A cell is where the column and
Paper - I Computer Fundamentals and MS-Office 121
row intersect. A cell can contain data and can be used in calculations of data
within the spreadsheet. An Excel spreadsheet can contain workbooks and
worksheets. The workbook is the holder for related worksheets.
Microsoft Office Button
The Microsoft Office Button performs many of the functions that were
located in the File menu of older versions of Excel. This button allows you to
create a new workbook, Open an existing workbook, save and save as, print,
send, or close.
Ribbon
The ribbon is the panel at the top portion of the document It has seven
tabs: Home, Insert, Page Layouts, Formulas, Data, Review, and View. Each
tab is divided into groups. The groups are logical collections of features designed
to perform function that you will utilize in developing or editing your Excel
spreadsheets.
Fig. 4.4
Home: Clipboard, Fonts, Alignment, Number, Styles, Cells, EditingInsert:
Tables, Illustrations, Charts, Links, TextPage Layouts: Themes, Page Setup,
Scale to Fit, Sheet Options, ArrangeFormulas: Function Library, Defined Names,
Formula Auditing, CalculationData: Get External Data, Connections, Sort &
Filter, Data Tools, OutlineReview: Proofing, Comments, ChangesView:
Workbook Views, Show/Hide, Zoom, Window, Macros
Quick Access Toolbar
The quick access toolbar is a customizable toolbar that contains commands
that you may want to use. You can place the quick access toolbar above or
below the ribbon. To change the location of the quick access toolbar, click on
the arrow at the end of the toolbar and click Show Below the Ribbon.
You can also add items to the quick access toolbar. Right click on any item
in the Office Button or the Ribbon and click Add to Quick Access Toolbar and
a shortcut will be added.
Fig. 4.6
Mini Toolbar
A new feature in Office 2007 is the Mini Toolbar. This is a floating toolbar
that is displayed when you select text or right-click text. It displays common
formatting tools, such as Bold, Italics, Fonts, Font Size and Font Color.
Choose Blank Document
If you want to create a new document from a template, explore the
templates and choose one that fits your needs.
4.2.2 Feeding Data Introduction
In the work sheet the rows are indicated by 1,2,3,4,…and the columns are
indicated by A,B,C,D,.. . The cell address referred by means of column number
and row number. Suppose a cell A2 means row number 2 and column number
A. In excel 2007, the work sheet contains maximum no of rows is 10,48,576
and maximum no columns(XFD) is 16384.
There are different ways to enter data in Excel: in an active cell or in the
formula bar.To enter data in an active cell:
• Begin typing
Fig. 4.10
• Click OK
Fig. 4.14
• Complete the Number 1 box with the first cell in the range that you want
calculated
• Complete the Number 2 box with the last cell in the range that you want
calculated.
Financial: Accrued interest, cash flow return rates and additional financial
functions
Logical: And, If, True, False, etc.
Text: Text based functions
Date & Time: Functions calculated on date and time
Math & Trig: Mathematical Functions 1.
Auto Fill
The Auto Fill feature fills cell data or series of data in a worksheet into a
selected range of cells. If you want the same data copied into the other cells,
you only need to complete one cell. If you want to have a series of data (for
example, days of the week) fill in the first two cells in the series and then use the
auto fill feature.
• Click the Find & Select button on the Editing group of the Home tab
• Choose Find or Replace
• Complete the Find What text box
• Click on Options for more search options
Go To Command
The Go To command takes you to a specific cell either by cell reference
(the Column Letter and the Row Number) or cell name.
• Click the Find & Select button on the Editing group of the Home tab
• Click Go To
Spell Check
To check the spelling:
• On the Review tab click the Spelling button
Paper - I Computer Fundamentals and MS-Office 131
Mathematical functions
1. FACT: Returns the factorial of a number.
Syntax
FACT(number)
Number is the nonnegative number for which you want the factorial. If
number is not an integer, it is truncated.
Example
FACT(B2) gives 120 because B2 in Figure -1 contains 5 i.e (1 x 2 x 3 x
4 x 5 = 120).
2. POWER: Returns the results of a number raised to a power
Syntax
POWER(number,power)
Number is the base number. It can be any real number.
Power is the exponent to which the base number is raised.
Example
POWER(B2,E2) gives result 25 because (52 = 25)
3. SQRT: Finds the square root of a value in the cell.
Paper - I Computer Fundamentals and MS-Office 133
Syntax
SQRT(number)
Number is the number for which you want the square root.
Remark
If number is negative, SQRT returns the #NUM! error value.
Example
SQRT(C2) gives 2 because square root of 4 is 2.
4. SUM
The SUM function adds all the numbers that you specify as
arguments (argument: A value that provides information to an action, an event, a
method, a property, a function, or a procedure.). Each argument can be a
range (range: Two or more cells on a sheet. The cells in a range can be adjacent
or nonadjacent.), a cell reference (cell reference: The set of coordinates that a
cell occupies on a worksheet. For example, the reference of the cell that appears
at the intersection of column B and row 3 is B3.), an array (array: Used to build
single formulas that produce multiple results or that operate on a group of
arguments that are arranged in rows and columns. An array range shares a
common formula; an array constant is a group of constants used as an argument.),
a constant (constant: A value that is not calculated. For example, the number
210 and the text “Quarterly Earnings” are constants. An expression, or a value
resulting from an expression, is not a constant.), a formula (formula: A sequence
of values, cell references, names, functions, or operators in a cell that together
produce a new value. A formula always begins with an equal sign (=).), or the
result from another function. For example, SUM(A1:A5) adds all the numbers
that are contained in cells A1 through A5. For another example, SUM(A1, A3,
A5) adds the numbers that are contained in cells A1, A3, and A5.
Syntax
SUM(number1, [number2],[number3],[number4],…)
The SUM function syntax has the following arguments:
number1 Required
number2, number3 are optional
example
SUM(A2:E2) Gives the result 20 because(3 + 5 +4 + 6 + 2 = 20)
134 Computer Graphics and Animation
5. SUMIF
You use the SUMIF function to sum the values in a range (range: Two or
more cells on a sheet. The cells in a range can be adjacent or nonadjacent.) that
meet criteria that you specify.
SYNTAX
SUMIF(RANGE , CRITERIA)
Example:
SUMIF(A2:E2,”>4") Gives result 11 because (5 + 6).
6.MOD
Returns the remainder after number is divided by divisor. The result has the
same sign as divisor.
Syntax
MOD(number,divisor)
Number is the number for which you want to find the remainder.
Divisor is the number by which you want to divide number.
Ex1: MOD(B2,A2) gives result 2 because remainder is 2 when 5 is divided
by 3.
Ex2: MOD(10,6) gives result 4 because remainder is 4 when 10 is divided
by 6.
Statistical functions
1. Average: Returns average(arithmetic mean) of its arguments
The AVERAGE function syntax has the following arguments (argument: A
value that provides information to an action, an event, a method, a property, a
function, or a procedure.):
Number1 Required. The first number, cell reference (cell reference: The
set of coordinates that a cell occupies on a worksheet. For example, the reference
of the cell that appears at the intersection of column B and row 3 is B3.), or
range for which you want the average.
Number2
Syntax: average(number1,number2,..)
Paper - I Computer Fundamentals and MS-Office 135
Example:
Average(a2:e2) gives result 4 because (3+5+4+6+2)/5 = 4
2. Count
The COUNT function counts the number of cells that contain numbers,
and counts numbers within the list of arguments. Use the COUNT function to
get the number of entries in a number field that is in a range or array of numbers.
Syntax
Count(value1,[value2] ,...)
The COUNT function syntax has these arguments (argument: A value that
provides information to an action, an event, a method, a property, a function, or
a procedure.):
value1 Required. The first item, cell reference, or range within which you
want to count numbers.
value2, ... Optional. Up to 255 additional items, cell references, or ranges
within which you want to count numbers.
Example
Count(a4:e4) gives result 3 because (12,8,4 are 3 values)
3. Count A
The COUNTA function counts the number of cells that are not empty in a
range (range: Two or more cells on a sheet. The cells in a range can be adjacent
or nonadjacent.).
Syntax
COUNTA(value1, [value2], ...)
The COUNTA function syntax has the following arguments (argument: A
value that provides information to an action, an event, a method, a property, a
function, or a procedure.):
value1 Required. The first argument representing the values that you want
to count.
value2, ... Optional
Ex: counta(A4:E4) gives the result 4 because the range contains 4 values.
136 Computer Graphics and Animation
4. Count Blank
: Counts empty cells in a specified range of cells.
Syntax
COUNTBLANK(range)
Range is the range from which you want to count the blank cells.
Example:
Countblank(A4:E4) gives result 1 because the range contains one blank.
5.Count If
The COUNTIF function counts the number of cells within a range that
meet a single criterion that you specify. For example, you can count all the cells
that start with a certain letter, or you can count all the cells that contain a number
that is larger or smaller than a number you specify. For example, suppose you
have a worksheet that contains a list of tasks in column A, and the first name of
the person assigned to each task in column B. You can use the COUNTIF
function to count how many times a person’s name appears in column B and, in
that way, determine how many tasks are assigned to that person. For example:
=COUNTIF(F2:F25,”Nancy”)
COUNTIF(range, criteria)
The COUNTIF function syntax has the following arguments (argument: A
value that provides information to an action, an event, a method, a property, a
function, or a procedure.):
range Required. One or more cells to count, including numbers or names,
arrays, or references that contain numbers. Blank and text values are ignored.
criteria Required. A number, expression, cell reference, or text string that
defines which cells will be counted. For example, criteria can be expressed as
32, “>32”, B4, “apples”, or “32”.
Ex:
Countif(A4:E4,”>10") gives result 1 because the range contains only one
value that is greater than 10.
Paper - I Computer Fundamentals and MS-Office 137
6.MAX:
Returns the maximum value in the range
MAX(number1,number2,...)
Number1, number2, ... are 1 to 255 numbers for which you want to find
the maximum value.
Ex : max(A2:E2) gives result 6 because 6 is the maximum value in
that range.
7.MIN: Returns the minimum value in the range
MIN(number1,number2,...)
Number1, number2, ... are 1 to 255 numbers for which you want to find
the minimum value.
Ex : max(A2:E2) gives result 2 because 6 is the minimum value in
that range.
4.5 Moving and copying , inserting and deleting Rows and
Columns
Excel allows you to move, copy, and paste cells and cell content through
cutting and pasting and copying and pasting.
Select Data
To select a cell or data to be copied or cut:
Fig. 4.25
138 Computer Graphics and Animation
Fig. 4.26
Fig. 4.27
• Select the cell(s) where you would like to copy the data
• On the Clipboard group of the Home tab, click Paste
In Excel, you can also apply specific formatting to a cell. To apply formatting
to a cell or group of cells:
• Select the cell or cells that will have the formatting
• Click the Dialog Box arrow on the Alignment group of the Home tab
There are several tabs on this dialog box that allow you to modify
properties of the cell or cells.
Number : Allows for the display of different number types and decimal
places
Alignment : Allows for the horizontal and vertical alignment of text,
wrap text, shrink text, merge cells and the direction of the text.
Font : Allows for control of font, font style, size, color, and additional
features
Border : Border styles and colors
Fill : Cell fill colors and styles
Add Borders and Colors to Cells
Borders and colors can be added to cells manually or through the use of
styles. To add borders manually:
• Click the Borders drop down menu on the Font group of the Home
tab
Merge Cells
To merge cells select the cells you want to merge and click the Merge &
Center button on the Alignment group of the Home tab. The four choices for
merging cells are:
Merge & Center: Combines the cells and centers the contents in the new,
larger cell
Merge Across: Combines the cells across columns without centering data
Merge Cells: Combines the cells in a range without centering
Unmerge Cells: Splits the cell that has been merged
146 Computer Graphics and Animation
You may need to use the Save As feature when you need to save a
workbook under a different name or to save it for earlier versions of Excel.
Remember that older versions of Excel will not be able to open an Excel 2007
worksheet unless you save it as an Excel 97-2003 Format. To use the Save As
feature:
• Click the Microsoft Office Button
• Click Save As
• Type in the name for the Workbook
• In the Save as Type box, choose Excel 97-2003 Workbook
Open a Workbook
To open an existing workbook:
• Click the Microsoft Office Button
• Click Open
Paper - I Computer Fundamentals and MS-Office 149
• Click Open
3. Select the Print to file check box, and then click OK.
4. In the Print to File dialog box, under Output File Name, type a name
for the file that you want to print.
4.8 Charts
Often a work sheet contains so much numeric data that is becomes difficult
to accurately analyse it and to take a correct decision. In such cases , the facility
to represent data in the form of charts(graphs) comes very handy. Because
charts convey the message clearly and quickly, they play important role in the
business world.Charts allow you to present information contained in the
worksheet in a graphic format. Excel offers many types of charts including:
Column, Line, Pie, Bar, Area, Scatter and more. To view the charts available
click the Insert Tab on the Ribbon.
Suppose there is a table of a company containing area wise sales details
as shown below. For this to draw a simple chart , select the range B4 : E7,click
insert tab, click on charts in the columns group . if you select 2D , then chart has
to be displayed as follows.
Create a Chart
To create a chart:
• Select the cells that contain the data you want to use in the chart
• Click the Insert tab on the Ribbon
• Click the type of Chart you want to create
Modify a Chart
Once you have created a chart you can do several things to modify the
chart.
To move the chart:
• Click the Chart and Drag it another location on the same worksheet,
or
• Click the Move Chart button on the Design tab
• Choose the desired location (either a new sheet or a current sheet in the
workbook)
Chart Tools
The Chart Tools appear on the Ribbon when you click on the chart. The
tools are located on three tabs: Design, Layout, and Format.
Within the Design tab you can control the chart type, layout, styles, and
location.
Within the Layout tab you can control inserting pictures, shapes and text
boxes, labels, axes, background, and analysis.
Within the Format tab you can modify shape styles, word styles and size
of the chart.
4.9 Macros
The macro is a useful feature of excel that helps to automatic key
strokes(commands) required to execute any command or task. Macros can be
used for numeric tasks such as
· Formatting of ranges
· Printing a worksheet range
· Creating charts
· Accepting data from the user and putting that in a database
Macros are advanced features that can speed up editing or formatting you
may perform often in an Excel worksheet. They record sequences of menu
selections that you choose so that a series of actions can be completed in one
step.
Recording a Macro
To record a Macro:
• Click the View tab on the Ribbon
• Click Macros
• Click Record Macro
Paper - I Computer Fundamentals and MS-Office 155
Running a Macro
To run a Macro from the Keyboard shortcut, simply press the keys that
you have programmed to run the Macro. Or you can view all macros and run
by:
• Click Macros
• Click View Macros
• Choose the Macro and click Run
Create a Table
You can use one of two ways to create a table. You can either insert a table
in the default table style or you can format your data as a table in a style that you
choose.
Insert a table
1. On a worksheet, select the range of cells that you want to include in the
table. The cells can be empty or can contain data.
2. On the Insert tab, in the Tables group, click Table.
Keyboard shortcut You can also press CTRL+L or CTRL+T.
1. If the selected range contains data that you want to display as table
headers, select the My table has headers check box.
Table headers display default names if you do not select the My table has
headers check box. You can change the default names by typing the text that
you want.
Note : If you do not want to display table headers, you can turn them off
later. For more information about how to turn table headers off, see Turn Excel
table headers on or off.
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Tips
After you create a table, the Table Tools become available, and a Design
tab is displayed. You can use the tools on the Design tab to customize or edit
the table.
Unlike lists in Office Excel 2003, a table does not have a special row
(marked with *) for quickly adding new rows. For more information about how
to add or insert rows in a table, see Add or remove table rows and columns in
an Excel table.
Format data as a table
1. On the worksheet, select a range of empty cells or cells that contain the
data that you want to quickly format as a table.
2. On the Home tab, in the Styles group, click Format as Table.
When you use Format as Table, Office Excel automatically inserts a table.
1. Under Light, Medium, or Dark, click the table style that you want to
use.
Note : Custom table styles are available under Custom after you create
one or more of them. For information about how to create a custom table style,
see Format an Excel table.
Tips
After you create a table, the Table Tools become available, and a Design
tab is displayed. You can use the tools on the Design tab to customize or edit
the table.
Unlike lists in Office Excel 2003, a table does not have a special row
(marked with *) for quickly adding new rows. For more information about how
to add or insert rows in a table, see Add or remove table rows and columns in
an Excel table.
Paper - I Computer Fundamentals and MS-Office 159
Note Table features are no longer available after you convert the table
back to a range. For example, the row headers no longer include the sort and
filter arrows, and structured references (references that use table names) that
were used in formulas turn into regular cell references.
Tips
You can also right-click the table, point to Table, and then click Convert
to Range.
Immediately after you create a table, you can also click Undo on the Quick
Access Toolbar to convert that table back to a range.
Delete a table
1. On a worksheet, select a table.
2. Press DELETE.
Tip You can also click Undo on the Quick Access Toolbar to delete a
table that you just created.
4.10.2 PivotTables
PivotTables are used to looking at data in several dimensions; For example,
sales by region, sales by sales representatives, sales by product category, sales
by month, etc. Such capability is provided in numerous decision support
applications under various function names. For example, in a spreadsheet , a
pivot table provides these views and enables quick switching between them.
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To run a macro , we can press its shortcut keys or select its name from a list of
macros.
In the Tables we can have grand totals row wise or column wise very easily
but , if we want to know the totals of subfields we have to use Pivottables.
Short Answer Type Questions
1. What is a spread sheet?
2. What is a Ribbon?
3. What is mini toolbar?
4. How many rows and columns in excel 2007?
5. What is the difference between workbook and worksheet?
6. How the columns and rows are represented in a work sheet?
7. What is a formula?
8. What is undo and redo?
9. What is auto fill ?
10. What is find and replace?
11. What is Go To command?
12. What is spell check?
13. What is split screen?
14. What is the difference between copy and move?
15. What are the six options in format cells ?
16. What are the alignments?
17. What are merge cells?
18. What are the shortcut keys for bold, italic and underline?
19. What is the importance of saving a worksheet?
20. What is the difference between save and save as ?
21. What is the importance of charts?
22. What are the different types of charts?
23. What is a macro?
Paper - I Computer Fundamentals and MS-Office 165
UNIT 5
Microsoft - Powerpoint
Structure
5.1 Introduction
5.2 Creating presentations
5.3 Working with contents
5.4 Formatting text
5.5 Adding content
5.6 Graphics
5.7 Slide transition and animation
5.8 Printing
5.9 Conclustion and Tips
Learning Objectives
After going through this lesson you will be have a brief idea for
Presentations, Microsoft office button
Ribbon, quick access toolbar, mini toolbar, navigation, slide views.
Creation a presentation by using template, from word ouline and by OLE.
Paper - I Computer Fundamentals and MS-Office 167
Ribbon
The ribbon is the panel at the top portion of the document It has seven
tabs: Home, Insert, Design, Animations, Slide Show, Review and View. Each
tab is divided into groups.
You can also add items to the quick access toolbar. Right click on any item
in the Office Button or the Ribbon and click Add to Quick Access Toolbar and
a shortcut will be added.
Mini Toolbar
A new feature in
Office 2007 is the Mini
Toolbar. This is a floating
toolbar that is displayed
when you select text or
right-click text. It displays
Fig 5.6 Mini Toolbar
common formatting tools,
such as Bold, Italics, Fonts, Font Size and Font
Color.
Navigation
Navigation through the slides can be
accomplished through the Slide Navigation menu on
the left side of the screen. Also, an outline appears
from materials that have been entered in the
presentation. To access the outline, click the outline
tab.
Slide Views
Presentations can be viewed in a variety of manners. On the View tab, the
Presentation Views group allows you to view the slides as Normal, Slide Sorter,
Notes Page, Slide Show, Slide Master, Handout Master, and Notes Master.
Click the slide where you would like the outline to begin
Click New Slide on the Home tab
Click Slides from Outline
Browse and click the Word Document that contains the outline
Save a Presentation
When you save a presentation, you have two choices: Save or Save As.To
save a document:
Click the Microsoft Office Button
Click Save
You may need to use the Save As feature when you need to save a
presentation under a different name or to save it for earlier versions of PowerPoint.
Remember that older versions of PowerPoint will not be able to open PowerPoint
2007 presentation unless you save it as a PowerPoint 97-2003 Format.
To use the Save As feature:
Click the Microsoft Office Button
Click Save As
Type in the name for the Presentation
In the Save as Type box, choose Excel 97-2003 Presentation
Paper - I Computer Fundamentals and MS-Office 175
Add Slides
There are several choices when you want to add a new slide to the
presentation: Office Themes, Duplicate Selected Slide, or Reuse Slides.
Themes
Themes are design templates that can be applied to an entire presentation
that allows for consistency throughout the presentation. To add a theme to a
presentation:
Click the Design tab
Choose one of the displayed Themes or click the Galleries button
Select Text
To select the text:
Highlight the text
Spell Check
To check the spelling in a presentation:
Click the Review tab
Click the Spelling button.
Select the color by clicking the down arrow next to the font color
button.
WordArt
WordArt is a text modifying feature. It includes effects such as shadows,
outlines, colors, gradients, and 3D effects that can be added to a word or phrase.
WordArt can also bend, stretch, skew, or otherwise modify the shape of the
text.
WordArt has styles that can
be applied to text to create a
visual effect. To apply Word Art:
Select the text
Click the Insert tab
Click the WordArt
button
Choose the WordArt
To modify the styles of
WordArt
Select the WordArt
Click the Format tab for
the Drawing Tools Fig 5.32 Word Art
Click the WordArt Fill button, the WordArt Outline button, or the
Text Effects button
Paper - I Computer Fundamentals and MS-Office 185
Fig 5.32
Indent Paragraphs
Indentation determines the distance of the paragraph from either the left or
the right margin. Within the margins, you can increase or decrease the indentation
of a paragraph or group of paragraphs.
Formatting Lists
The bullet image and numbering format can be changed by using the
Bullets or Numbering dialog box.
Select the entire list to change all the bullets or numbers, or
188 Computer Graphics and Animation
Place the cursor on one line within the list to change a single bullet.
Click the arrow next to the bulleted or numbered list and choose a
bullet or numbering style.
Adding Video
Video clips can be added to the presentation. To add a video clip:
Click the Movie button on the Insert tab
Choose Movie from File or Movie from Clip Organizer
5.6 Graphics
We can add graphics(pictures, objects, basic shapes, clip art, smart art,
photo album) to the presentation for more and more effective.
Adding Picture
To add a picture:
Click the Insert Tab
Click the Picture Button
Browse to the picture from your files
Click the name of the picture
Click insert
To move the graphic, click it and drag it to where you want it
Adding Clip Art
Clip art is a collection of pictures or images that can be imported into a
document or another program.
To add Clip Art:
Click the Insert Tab
Click the Clip Art Button
Search for the clip art using the search Clip Art dialog box
Click the clip art
To move the graphic, click it and drag it to where you want it.
Adding a Shape
To add Shapes:
Click the Insert Tab
Click the Shapes Button
Click the shape you choose
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Adding SmartArt
SmartArt is a feature in Office 2007 that allows you to choose from a
variety of graphics, including flow charts, lists, cycles, and processes.
To add SmartArt:
Click the Insert Tab
Click the SmartArt Button
Click the SmartArt you choose
Click the SmartArt
Drag it to the desired location in the slide
To format the SmartArt:
Click the SmartArt
Click either the Design or the Format tab
Click the SmartArt to add text and pictures.
Slide Animation
Animation means to add a special visual or sound effect to text or an
object. Slide animation effects are predefined special effects that you can add
to objects on a slide. To apply an animation effect:
Select the object
Click the Animations tab on the Ribbon
Click Custom Animation
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Animation Preview
To preview the animation on a slide:
Click the Preview button on the Animations tab
Record Narration
When you want to record narration for the slides:
Click the Record Narration button
Click Set Microphone Level to check the levels of audio input
Click OK to record the narration
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Rehearse Timings
Use Rehearsed Timings to rehearse the timings of slide with audio.
Click the Rehearse Timings button
Practice speaking and advance the slides as you would in the
presentation
When you have completed this click through the end of the slide
Choose whether or not to keep this timing or to retry.
5.8 Printing
It is the final stage of presentation by making speaker’s notes, handouts
and printing and then copy the entire presentation to the CD or to a file folder.
Paper - I Computer Fundamentals and MS-Office 199
Speaker notes
By using two monitors, you can view your notes, or run other programs
that your audience will not see, and you can do this by using Presenter view.
Create Speaker Notes
Speaker Notes can be added to allow you to create notes for each
slide. To add speaker notes:
Select the slide
Click View
Click Note Pages
Click the Click to add Notes section of the screen
Type in the Notes for that slide.
Print a Presentation
There are many options for printing a presentation. They are
Slides: These are slides that you would see if you were showing the
presentation, one slide per page
Handouts: 1, 2, 3, 4, 6 or 9 per page, this option allows for more
slides per page.
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Notes Page: This includes the slides and the speaker notes
Outline View: This will print the outline of the presentation
To access the print options:
Click the Microsoft Office Button
Click Print
In the Print Dialog Box, click the arrow next to Print what
Choose the format and click OK to print
To print preview:
Click the Microsoft Office Button
Place the cursor over Print
Click Print Preview
Click the arrow next to Print What to change print options
To print from Print Preview, click Print
Paper - I Computer Fundamentals and MS-Office 201
Package a Presentation
There are times when you want to package a presentation with all of the
additional files attached as well.
A pen tool is available for drawing on the screen with the mouse.
Press CTRL+P or click the right mouse button at any time and a popup
window will appear. Choose Pen and the pointer will change to a pen that
allows you to draw freehand on the screen using the mouse. Press the E key
to erase all pen strokes. Press CTRL+A to disable the pen feature and revert
the pen back to a pointer arrow.
If you would like to use the pen to draw on a blank screen during a
presentation, press the B or W keys, or select Screen/Black Screen from
the popup menu and the screen will turn black. Press B or W again or choose
Next from the popup menu to return to the presentation when you are
finished drawing.
To hide the pointer and button from the screen press the A key.
Be sure to preview the slide show using a projector if one will be
used during the presentation. Words or graphics that are close to the edge of
the screen may be cut off by the projector.
Spell Check
To check the spelling throughout a presentation:
Click the Spelling button in the Proofing group on the Review tab.
Summary
The Ribbon and other groups are not same as we used in word or excel.
So you must notice the differences in the ribbons and groups of particular
component such as word or excel of ms office. One more thing to remember
that PowerPoint 2007 has many similar features to previous versions. You will
also notice that there are many new features that you’ll be able to utilize.
The difference between themes and PowerPoint design templates
Beginning with Office PowerPoint 2007, templates are “starter” documents,
just like those in Office Word 2007 and Office Excel 2007, and can contain
Paper - I Computer Fundamentals and MS-Office 205
starting content or boilerplate text. Themes replace the PowerPoint slide designs
and contain one or more slide masters.
A slide master isn’t actually a slide and it doesn’t store theme information.
The slide master is a separate layer that only looks like a slide. It is where you
can set the master layout and design elements, such as slide background
appearance and graphics that all slide layouts follow by default. For example,
you can specify a slide background, the layout of content placeholders, and add
your company logo on a slide master to have all of those elements apply by
default to all slide layouts that are attached to that slide master.
You can undo and redo up to 100 actions in Microsoft Office programs,
such as Microsoft Office Word 2007, Microsoft Office PowerPoint 2007,
Microsoft Office Excel 2007, and Microsoft Office Access 2007. You can repeat
actions as many times as you want.
We can also make tighten or lose the text , that is the required space can
be provided between the characters . Strike through and shadow facilities can
also be applied to the text.
When you insert a sound on a slide, an icon that represents the sound
file appears. To play the sound while you give your presentation, you can set the
sound to start automatically when the slide is displayed, start on a mouse-click,
start automatically but with a time delay, or play as part of an animation sequence.
You can also play music from a CD or add narration to your presentation.You
can add sounds from files on your computer, a network, or Microsoft Clip
Organizer. You can also record your own sounds to add to a presentation or use
music from a CD.
Movies are desktop video files with formats such as AVI (Audio Video
Interleave)or MPEG(Moving Picture Experts Group) and file extensions
such as .avi, .mpg, and .mpeg. A typical movie can include a speaker talking,
such as an executive who cannot attend the actual presentation. You can use a
movie to train others or to perform a demonstration.
You can add one shape to your presentation or combine multiple shapes
to make a drawing or a more complex shape. Available shapes include lines,
basic geometric shapes, arrows, equation shapes, flowchart shapes, stars,
banners, and callouts.
Slide transitions are the animation-like effects that occur in Slide Show
view when you move from one slide to the next during an on-screen presentation.
You can control the speed of each slide transition effect, and you can also add
sound.
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UNIT 6
Microsoft - Access
Structure
6.1 Introduction
6.2 Introduction to Database management systems
6.3 Creating a Database
6.4 Integrity Constraints and table relationships
6.5 Designing Tables
6.6 Queries
6.7 Forms & Reports
Learning Objectives
• Explain data and information
• Essential qualities of information
• Explain database
• Dbms, tuple, attribute, domain, degree, cardinality and relation.
• Add records to a table
• Find and replace
Paper - I Computer Fundamentals and MS-Office 209
• Totals
• Sort records
6.1 Introduction
MS-Access in ms office is used for database applications. It is particularly
designed to store the database and for retrieval of required information as we
desire.
Information is nothing but refined data – data that have been put into a
meaningful and useful context and communicated to a recipient who uses it to
take decisions. In business , information gives warning signals when something
starts going wrong, or even better , before something stars going wrong. It
should predict the future with reasonable level of accuracy and help the managers
make optimal choices , or more importantly prevent them from taking wrong
decisions. In effect , it should help the organization to survive ,grow and beat the
competition.
Information consists of data, images, text, documents, and voice, but
always organized in a meaningful context. It is important to remember that
information is more than mere data. This is explained in below Figure. Notice
that the data is being processed or refined can be input , stored or both. Another
point to remember is the cycle of information. Data are processed through models
to create information. The recipient receives the information and then makes a
decision to take an action. This triggers other actions or events, which in turn
will create lot of scattered data that are captured and serve as input and cycle
starts all over again.
Domain
Domain is a pool of values of a specific attribute. Separate domains for
separate attributes.
Degree
Number of attributes is called degree.
Cardinality
Number of tuples is called cardinality.
Relation
In the relational data model, the data in a database is organized in relations.
A relation is synonymous with a ’table’. A table consists of columns and rows,
which are referred as field and records in DBMS terms, and attributes and
tuples in Relational DBMS terms.
Database
A Database is a structured collection of data that is managed to meet the
needs of a community of users. The structure is achieved by organizing the data
according to a database model. The model in most common use today is the
relational model. Other models such as the hierarchical model and the network
model use a more explicit representation of relationships.
212 Computer Graphics and Animation
This page is a starting point from which you can create a new database,
open an existing database, or view featured content from Microsoft Office Online.
Create a database by using a template
Access provides you with a wide variety of templates that you can use to
speed up the database creation process. A template is a ready-to-use database
containing all the tables, queries, forms, and reports needed to perform a specific
task. For example, there are templates that you can use to track issues, manage
contacts, or keep a record of expenses. Some templates contain a few sample
records to help demonstrate their use. Template databases can be used as they
are, or you can customize them to better fit your needs.
If one of these templates fits your needs, using it is usually the fastest way to
get a database started. However, if you have data in another program that you
want to import into Access, you might decide it is better to create a database
without using a template. Templates have a data structure already defined, and
it might require a lot of work to adapt your existing data to the template’s structure.
1. If you have a database open, click the Microsoft Office Button and
then click Close Database to display the Getting Started with Microsoft
Office Access page.
2. Several featured templates are displayed in the middle of the Getting
Started with Microsoft Office Access page, and more become available
when you click the links in the Template Categories pane.
3. Click the template that you want to use.
4. Access suggests a file name for your database in the File Name box —
you can change the file name, if you want. To save the database in a different
folder from the one displayed below the file name box, click , browse to the
folder in which you want to save it, and then click OK.
Create a database without using a template
If you are not interested in using a template, you can create a database by
building your own tables, forms, reports, and other database objects. In most
cases, this usually involves one or both of the following:
Entering, pasting, or importing data into the table that is created when you
create a new database, and then repeating the process with new tables that you
create by using the Table command on the Create tab.
Importing data from other sources and creating new tables in the process.
214 Computer Graphics and Animation
Fig. 6.3
2. In the Blank Database pane, type a file name in the File Name box.
If you do not supply a file name extension, Access adds it for you. To change the
location of the file from the default, click Browse for a location to put your
database (next to the File Name box), browse to the new location, and
then click OK.
3. Click Create.
Access creates the database with an empty table named Table1, and then
opens Table1 in Datasheet view. The cursor is placed in the first empty cell in
the Add New Field column.
4. Begin typing to add data, or you can paste data from another source, as
described in the section Copy data from another source into an Access table.
Entering information in Datasheet view is designed to be very similar to
working in a Microsoft Office Excel 2007 worksheet. The table structure is
created while you enter data — any time you add a new column to the table, a
new field is defined. Access automatically sets each field’s data type, based on
the data you enter.
If you do not want to enter information in Table1 at this time, click Close
. If you made any changes to the table, Access prompts you to save changes
to the table. Click Yes to save your changes, click No to discard them, or click
Cancel to leave the table open.
Note: If you close Table1 without saving it at least once, Access deletes the
entire table, even if you have entered data in it.
Add a table
You can add new tables to an existing database by using the commands in
the Tables group on the Create tab.
Paper - I Computer Fundamentals and MS-Office 215
5. To move a column, click its heading to select the column, and then drag
the column to the location you want.
You can also select multiple contiguous columns and then drag them to a
new location all at once. To select multiple contiguous columns, click the column
header of the first column, and then, while holding down SHIFT, click the column
header of the last column.
Create a table, starting in Design view In Design view, you first create
the new table’s structure. You then switch to Datasheet view to enter data, or
enter data by using some other method, such as pasting, or importing.
1. On the Create tab, in the Tables group, click Table Design.
2. For each field in your table, type a name in the Field Name column,
and then select a data type from the Data Type list.
Note If you don’t see the Field Name and Data Type columns, you
might be in Datasheet view instead of Design view. To switch to Design view,
right-click the table in the Navigation Pane, and then click Design View .
Access prompts you for a name for the new table, and then switches to Design
view.
3. If you want, you can type a description for each field in the Description
column. The description is then displayed on the status bar when the cursor is
located in that field in Datasheet view. The description is also used as the status
bar text for any controls in a form or report that you create by dragging the field
from the Field List pane, and for any controls that are created for that field
when you use the Form Wizard or Report Wizard.
4. After you have added all of your fields, save the table:
Click the Microsoft Office Button and then click Save, or press
CTRL+S.
5. You can begin typing data in the table at any time by switching to Datasheet
view and clicking in the first empty cell. You can also paste data from another
source, as described in the section Copy data from another source into an Access
table.
Create a table by using a template Access provides templates for
commonly-used types of tables. With a single mouse click, you can create a
complete table structure with fields already configured and ready for use. If
needed, you can then add or remove fields so that the table fits your needs.
Paper - I Computer Fundamentals and MS-Office 217
1. On the Create tab, in the Tables group, click Table Templates and
then select one of the available templates from the list.
2. To add data, begin typing in the first empty cell or paste data from
another source, as described in the section Copy data from another source into
an Access table.
To delete a column
Right-click the column heading, and then click Delete Column .
To add a new column
On the Datasheet tab, in the Fields & Columns group, click New Field.
Access displays the Field Templates pane, which contains a list of
commonly used field types. If you double-click or drag one of these fields into
your datasheet, Access adds a field by that name and sets its properties to
appropriate values for that type of field. You can change the properties later, if
you want. If you drag the field, you must drag it onto an area of the datasheet
that contains data. A vertical insertion bar appears, showing you where the field
will be placed.
3. Save the table:
Click the Microsoft Office Button and then click Save, or press CTRL+S.
Open an existing Access database
1. Click the Microsoft Office Button , and then click Open.
2. In the Open dialog box, browse to the database that you want to open.
Delete a Table
To delete a table:
Open the desired database by clicking the Microsoft Office Button and
clicking Open
Right click on a table and choose Delete
218 Computer Graphics and Animation
Rename a Table
To rename a table:
• Open the desired database by clicking the Microsoft Office Button
and clicking Open
• Right click on a table and choose Rename
• Type in the new name
Remarks
You use the syntax for a single-field constraint in the field-definition clause
of an ALTER TABLE or CREATE TABLE statement immediately following the
specification of the field’s data type.
You use the syntax for a multiple-field constraint whenever you use the
reserved word (reserved word: A word that is part of a language, such as Visual
Basic. Reserved words include the names of statements, predefined functions
and data types, methods, operators, and objects.)
CONSTRAINT outside a field-definition clause in an ALTER TABLE or
CREATE TABLE statement.
Using CONSTRAINT you can designate a field as one of the following
types of constraints:
You can use the UNIQUE reserved word to designate a field as a unique
key. This means that no two records in the table can have the same value in this
field. You can constrain any field or list of fields as unique. If a multiple-field
constraint is designated as a unique key, the combined values of all fields in the
index must be unique, even if two or more records have the same value in just
one of the fields.
Paper - I Computer Fundamentals and MS-Office 221
You can use the PRIMARY KEY reserved words to designate one field or
set of fields in a table as a primary key. All values in the primary key must be
unique and not Null, and there can be only one primary key for a table.
Note
Do not set a PRIMARY KEY constraint on a table that already has a
primary key; if you do, an error occurs.
You can use the FOREIGN KEY reserved words to designate a field as a
foreign key. If the foreign table’s primary key consists of more than one field,
you must use a multiple-field constraint definition, listing all of the referencing
fields, the name of the foreign table, and the names of the referenced fields in the
foreign table in the same order that the referencing fields are listed. If the referenced
field or fields are the foreign table’s primary key, you do not have to specify the
referenced fields. By default the database engine behaves as if the foreign table’s
primary key is the referenced fields.
Primary Key
The primary key is a unique identifier for a record. The primary key cannot
be the same for two records. This field can never be blank.
Composite Key
A composite key is a primary key that is comprised of two or more fields.
It can also be called a compound or concatenated key.
Unique key
A key which identifies only one body of information out of several.
Foreign Key
A foreign key is a field or combination of fields that are related to the
primary key of another table.
Types of table relationships
There are three types of table relationships.
A one-to-many relationship: Consider an order tracking database that
includes a Customers table and an Orders table. A customer can place any
number of orders. It follows that for any customer represented in the Customers
table, there can be many orders represented in the Orders table. The relationship
between the Customers table and the Orders table is, therefore, a one-to-many
relationship.
222 Computer Graphics and Animation
This type of relationship is not common because, most often, the information
related in this way is stored in the same table. You might use a one-to-one
relationship to divide a table with many fields, to isolate part of a table for security
reasons, or to store information that applies only to a subset of the main table.
When you do identify such a relationship, both tables must share a common
field.
Table relationships are the associations of data between tables. By defining
table relationships, you can pull records from related tables based on matching
fields.
One-to-One Relationship: A one-to-one relationship is between two
tables where the primary key in one table and the foreign key in another table
are the same. For each record in the first table, there is a single matching record
in the second table.
Find What Text Box Type the text you wish to find
Link in Drop Drop-Down Use the drop-down list to specify a table or a
List column to search
Match Drop-Down List Use the drop-down list to narrow down the
search to a field or the beginning of a field
Search Drop-Down List Use this drop-down to specify the direction to
search.
Match Case Check Box Use this check box to specify whether to search
by the same upper and lower case letters.
Totals
The totals button provides you the opportunity to add a totals row to your
database. The total can be the sum, average, a count, minimum, maximum,
standard deviation, or the variance. To set up a totals row:
Click the Totals button on the Home tab
Click the down arrow of the cell where you want the totals
Click the appropriate choice
Sort Records
You can sort records in a datasheet by a single column or by two adjacent
columns. To sort records by a single column:
Select the field you wish to sort
Click the Sort Ascending or Sort Descending button
Filter
You can filter records to include only records that you want to display. To
filter by a column:
Open the database in Datasheet View
Click the down arrow in the field label
Choose the appropriate filter criteria
Click OK
Paper - I Computer Fundamentals and MS-Office 227
To remove a filter:
Click the filter button on the field label
Click Clear Filter
Click OK
6.6 Queries
Using a query, you can answer very specific questions about your data that
would be difficult to answer by looking at table data directly. You can use queries
to filter your data, to perform calculations with your data, and to summarize
your data. You can also use queries to automate many data management tasks
and to review changes in your data before you commit to those changes.
A query allows you to select and filter data from multiple tables. Queries
can be saved and utilized as often as you need them.
228 Computer Graphics and Animation
Query Wizard
You can use the Query Wizard to automatically create a select query. When
you use the wizard, you have less control over the details of the query design,
but the query is usually created faster than if you did not use the wizard. Moreover,
the wizard can catch some simple design mistakes and prompt you to perform a
different action.
The Query Wizard walks you through the steps to set up a query. To run a
query using the query wizard:
Click the Create tab
Click the Query Wizard button
Fig. 6.19
Click Next
Fig. 6.20
Fig. 6.21
Fig. 6.22
Fig. 6.23
Fig. 6.23
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Double click the name of the field you would like to query
Repeat this process for as many fields as you would like in the query.
Fig. 6.24
Click Run
Fig. 6.25
Query Criteria
Query criteria are search conditions used in a query to retrieve specific
data. You can set query criteria to be a specific number or data set, or you can
set the criteria to be a range of data.
232 Computer Graphics and Animation
“value” Will only display items that are that exact value
(replace the word value with what you want to search
by)
= Is equal to
< Less than
<= Less than or equal to
> Greater than
>= Greater than or equal to
<> Not equal to
Between X And Y Within a range (replace X & Y with values)
Is Null Null values
And True only if both conditions exist
Or True if either condition exists
Not True if the single instance is not true
The forms generated for three records in the above table are as shown
below.
Forms allow you to control the look and feel of the screen for the input of
data.
Paper - I Computer Fundamentals and MS-Office 233
Fig. 6.27
Fig. 6.28
Fig. 6.29
234 Computer Graphics and Animation
Form Views
There are three ways to view forms in Access:
Design View Allows you to design a form that includes a header, a footer,
and details in the form. You can also add images and control which fields appear
on the form.
Form View: This is a dynamic page which allows the user to enter and edit
data or navigate through data in a field.
Layout View: This view allows you to design the form and manipulate
data.
Create a Form
You can create a form from a table or a query. To create a form:
Click the Create tab
Click the Form Design button
In the Field List box on the right, click and drag the fields you would
like on the form
To change the colors and fonts, click the Property Sheet button on the
Arrange tab
Fig. 6.32
Fig. 6.33
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Form Wizard
Form Wizard creates a form from one or more tables or queries. It will ask
you detailed questions about the fields, layout and record sources, and the desired
format and creates a form based on those responses.
You can create forms with the help of the Form Wizard. To use the form
wizard:
On the create tab, click the More Forms down arrow
Click Form Wizard
Fig. 6.36
Fig. 6.37
238 Computer Graphics and Animation
Choose a style
Click Next
Fig. 6.38
Fig. 6.39
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6.7.2 Reports
Reports are used to display and/or print information. With access you can
produce spectacular reports by including graphics ,charts and variety of type
styles and fonts.
The report for table given in the previous chapter is shown below.
Reports are a means to view and analyze large amounts of data.You can
use the Report Wizard or create a custom report that meets your specific needs.
Report Views
Reports can be displayed in four views:
Design View: This view provides you with the structure of your report.
You can add, modify or delete components of the report but you cannot
manipulate the data in the tables associated with the report
Report View: This view allows you to view the data from the table but not
to change any layout of the report.
Layout View: This view allows you to see data from the table and add,
modify, and delete components of the report.
Print Preview: This view allows you to see what your report will look like
when it is printed.
240 Computer Graphics and Animation
Fig. 6.40
Create a Report
To create a blank report:
Click the Blank Report button on the Create tab
Fig. 6.41
Fig. 6.42
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Report Wizard
The Report Wizard presents you with a series of questions, and then
generates a report based on your answers. Among those questions is one that
asks for the field or fields to use to group your report. After the report is created,
you can use it as-is or modify it to better suit your needs. Before you begin with
the Report Wizard, you need to decide upon a data source.
To create a report using the report wizard:
On the Create tab, click the Report Wizard button
Fig. 6.43
Fig. 6.44
Fig. 6.45
Fig. 6.46
Choose a style
Click Next
Create a title for the form
Paper - I Computer Fundamentals and MS-Office 243
Fig. 6.47
Choose whether you want to open the form to view it or modify the
form’s design
Click Finish
Fig. 6.48
Fig. 6.48
Fig. 6.49
Click the section on the report where you would like to locate the
textbox
Click the Property Sheet Pane
Paper - I Computer Fundamentals and MS-Office 245
Fig. 6.50
Fig. 6.51
246 Computer Graphics and Animation
Insert the fields you wish to include in the calculation and the mathematical
operations.
Click OK
Fig. 6.52
After you have generated a report, you can print the report. To print the
report:
Print a Report
To print a report:
Select the report you wish to print
Right-click on the Report Name
Click Print Preview
Choose the appropriate layout, margins, and paper size in the Page
Layout group
Click Print
Click OK
Summary
Data is Unprocessed figures and elements where as Information is
Processed figures and elements.Information is derived from Data. Suppose if
we give a cloth to the tailor to make it as a shirt , the tailor has to follow the step
wise Procedure (cutting, stitching, putting buttons etc.,) according to our taste.
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