ANNAMALAI UNIVERSITY

DIRECTORATE OF DISTANCE EDUCATION

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 ANNAMALAI UNIVERSITY
DIRECTORATE OF DISTANCE EDUCATION

PROGRAMMING
LAB RECORD

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 CONTENTS
SL TOPIC PAGE
NO NO

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 OFFICE
AUTOMATION

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 MS WORD

MAIL MERGE

The power of mail merge

You use mail merge when you want to create a set of documents that are essentially the

same but where each document contains unique elements. For example, in a letter that

announces a new product, your company logo and the text about the product will appear in each

letter, and the address and greeting line will be different in each letter.

Using mail merge, you can create:

A set of labels or envelopes The return address is the same on all the labels or

envelopes, but the destination address is unique on each one.

A set of form letters, e-mail messages, or faxes The basic content is the same in all

the letters, messages, or faxes, but each contains information that is specific to the

individual recipient, such as name, address, or some other piece of personal data.

A set of numbered coupons The coupons are identical except that each contains a

unique number.

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Select document type

1. In the Mail Merge task pane, click Letters. This will allow you to send letters to a
group of people and personalize the results of the letter that each person receives.
2. Click Next: Starting document.

Select the starting document

1. Click one of the following options:

o Use the current document: Use the currently open document as your main
document.
o Start from a template: Select one of the ready-to-use mail merge templates.
o Start from existing document: Open an existing document to use as your mail
merge main document.
2. In the Mail Merge task pane, click Next: Select recipients.

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Select recipients
When you open or create a data source by using the Mail Merge Wizard, you are telling
Word to use a specific set of variable information for your merge. Use one of the following
methods to attach the main document to the data source.

Method 1: Use an existing data source

To use an existing data source, follow these steps:

1. In the Mail Merge task pane, click Use an existing list.

2. In the Use an existing list section, click Browse.
3. In the Select Data Source dialog box, select the file that contains the variable
information that you want to use, and then click Open.

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Note If the data source is not listed in the list of files, select the appropriate drive and
folder. If necessary, select the appropriate option in the All Data Sources list. Select the
file, and then click Open.

Word displays the Mail Merge Recipients dialog box. You can sort and edit your data if
you want to.

4. Click OK to return to the main document.

5. Save the main document.
When you save the main document at this point, you are also saving the data source and
attaching the data source to the main document.
6. Type the name that you want to give to your main document, and then click Save.

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Method 3: Create a database of names and addresses

To create a new database, follow these steps:

1. In the Mail Merge task pane, click Next: Select Recipients.

2. Click Type a new list.
3. Click Create.

The New Address List dialog box appears. In this dialog box, enter the address information
for each record. If there is no information for a particular field, leave the box blank.

By default, Word skips blank fields. Therefore, the merge is not affected if blank entries are
in the data form. The set of information in each form makes up one data record.

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 4. After you type the information for a record, click New Entry to move to the next
record.
To delete a record, click Delete Entry. To search for a specific record, click Find
Entry.
5. To customize your list, click Customize. In the Customize Address List dialog box,
you can add, delete, rename, and reorder the merge fields.
6. In the New Address List dialog box, click OK. In the Save Address List dialog box,
type the name that you want to give to your data source in the File name box, and then
click Save.
7. In the Mail Merge Recipients dialog box, make any changes that you want, and then
click OK.
8. Click Next: Write your letter to finish setting up your letter.
9. Save the main document.
When you save the main document at this point, you are also saving the data source and
attaching the data source to the main document.
10. Type the name that you want to give to your main document, and then click Save.

To proceed to the next step, click Next: Write your letter.

Write your letter

In this step, you set up your main document.

1. Type or add any text and graphics that you want to include in your letter.
2. Add the field codes where you want the variable information to appear. In the Mail
Merge task pane, you have four options:
o Address block: Use this option to insert a formatted address.
o Greeting line: Use this option to insert a formatted salutation.
o Electronic postage: Use this option to insert electronic postage.

Note This option requires that you have a postage software program installed on
your computer.
o More items: Use this option to insert individual merge fields. When you click More
Items, the Insert Merge Field dialog box appears.

Note Make sure that your cursor is where you want to insert the information from
your data source before you click More Items.

In the Insert Merge Field dialog box, click the merge field that you want to use,
and then click Insert.

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 Note You can insert all of your fields and then go back and add any spaces or
punctuation. Alternatively, you can insert one field at a time, close the Insert Merge
Fields dialog box, add any spaces or punctuation that you want, and then repeat this
step for each additional merge field that you want to insert. You can also format
(apply bold or italic formatting to) the merge fields, just like regular text.

Preview your letters

This step allows you to preview your merged data, one letter at a time. You can also
make changes to your recipient list or personalize individual letters.

To proceed to the next step, click Next: Complete the merge.

Complete the merge

This step merges the variable information with the form letter. You can output the merge
result by using either of the following options:

• When you click Edit individual letters, the Merge to New Document dialog box
appears. In the Merge to New Document dialog box, you can choose which records to
merge. When you click OK, the documents are merged to a new Word document.

To print the file, on the File menu, click Print.

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 MS EXCEL

Microsoft Excel supports many kinds of charts to help you display data in ways that are
meaningful to your audience. When you use the Chart Wizard to create a chart — or when you
use the Chart Type command to change an existing chart — you can easily select the type you
want from a list of standard or custom chart types.

Enter the Chart Data

The first step in creating a column chart is to enter the data into the worksheet.

When entering the data, keep these rules in mind:

1. Don't leave blank rows or columns when entering your data.

2. Enter your data in columns.

Name Mark1 Mark2

Abhi 60 60
Anirudh 70 90
Sharath 60 80
Aswathi 70 99

Select the Column Chart Data

Two Options for Selecting the Chart Data

Using the mouse

1. Drag select with the mouse button to highlight the cells containing the data to be included
in the column chart.

Using the keyboard

1. Click on the top left of the column charts's data.

2. Hold down the SHIFT key on the keyboard.
3. Use the arrow keys on the keyboard to select the data to be included in the column
chart.

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Selecting a Column Chart Type

1. Click on the Insert ribbon tab.

2. Click on a chart category to open the drop down list of available chart types

3. Click on a chart type to select it.

4. Click Next.->Next.

5. Give the Chart Title , X axis , Y axis and Finish.

Marklist

120
100
80
Mark1
Mark

60
Mark2
40
20
0
Abhi Anirudh Sharath Aswathi
Name

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GOAL SEEK

The Goal Seek feature in Excel 2007 is a what-if analysis tool that enables you to find
the input values needed to achieve a goal or objective. To use Goal Seek, you select the cell
containing the formula that will return the result you’re seeking and then indicate the target
value you want the formula to return and the location of the input value that Excel can
change to reach the target.

Consider this problem:

Your business has a modest profit of 25,000. You've set yourself a new profit Goal of
35,000. At the moment, you're selling 1000 items at 25 each. Assume that you'll still sell
1000 items. The question is, to hit your new profit of 35,000, by how much do you have to
raise your prices?

Create the spreadsheet below, and we'll find a solution with Goal Seek.

The spreadsheet is split into two: Current Sales, and Future Sales. We'll be changing
the Future Sales with Goal Seek. But for now, enter the same values for both sections. The
formula to enter for B4 is this:

= B2 * B3

And the formula to enter for E4 is this:

= E2 * E3

The current Price Per Item is 25.00. We want to change this with Goal Seek, because
our prices will be going up to hit our new profits of 35,000. So try this:

• From the Excel menu bar, click on Data

• Locate the Data Tools panel and the What if Analysis item. From the What if Analysis
menu, select Goal Seek
• Thefollowing dialogue box appears:

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For "Set cell", enter E4. This is where the formula is. The "To Value" is what we want our new
profits to be. So enter 35000. The "By changing cell" is the part we're not sure of. For us, this
was the price each item needs to be increased by. This was coming from cell E3 on our
spreadsheet. So enter E3 in the "By changing cell" box. Your Goal Seek dialogue box should
now look like this:

Click OK to see if Excel can find an answer:

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 POWERPOINT
Question 1: Create a Power Point presentation as shown below.

SLIDE : 1

EFFECT
1) ANNAMALAI UNIVERSITY

Entrance effect –Dissolve in

Sound-Drum roll
2) Slide transition

Blinds Vertical
Automatically after
4) Design template

Capsules

All effects automatically

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 SLIDE : 2

EFFECT
1.Pollution

Entrance effect –Peek in

Sound-Explosion
2 Slide transition

Blinds Vertical
Automatically after
8) Design template

Capsules

All effects automatically

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 SLIDE : 3

1 Air pollution

Entrance effect –Fly in

Direction-from bottom
Sound-Hammer (loop until next sound)
2 Paragraph

Emphasis effect-Flash Bulb

3 Slide transition

Blinds Vertical
Automatically after
4 Design template

Capsules

All effects automatically

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 SLIDE : 4

1. Water pollution

Exit effect –Wipe

Sound-Camera
2. Paragraph

Entrance effect-Wedge
Motion Path- Arc up
3.Slide transition

Blinds Vertical
Automatically after
4.Design template

Capsules

All effects automatically

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 SLIDE : 5

1.Noise pollution

Entrance effect –Flash once

Start-automatically
Sound-laser (loop until next sound)

2. Paragraph

Entrance effect-Dissolve in
Speed-slow
3. Slide transition

Blinds Vertical
Automatically after
4. Design template

Capsules

All effects automatically

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