(Information Technology)
Introduction, MS-Office & HTML
Prof. Arathi S. Purohit
Contents
Introduction to Computers :
...
3
Data Representation & Numbering System
...
8
Introduction to Data Communication & Networking
...
10
Introduction to Computers
:
It is a truly amazing machine. It is an electronic device used to process data. In 1940’s & 1950’s computers were of massive size used by big institutions, govt. offices, military & universities.
Computer is derived from the word “Compute” which means to calculate. As they can store, process & retrieve data ,as and when required they are also known as Data Processor. eg. : ENIAC , UNIVAC etc.
Historical development of Computer :
Around 3000 BC in China a computer called Abacus was developed which used beads to represent decimal & arithmetic operations of smaller volume can be performed with its help. Number of improvements were made till the
“Stepped-Wheel” calculator was invented which multiplied & divided directly.
In 1822, “Charles Babbage” of England proposed the “Differential Engine” which was refined to “Analytical Engine” in 1833, which became the first completely automatic general purpose digital computer.
Punched card (Mark I) was invented in 1943 in Harvard University. The
original computer weighed about five tons. In operation, it was fed instructions that were coded in the form of holes punched in a narrow paper tape or a punched paper card.
ENIAC : Electronic Numerical Integrator & Calculator was designed in the year
1945 which contained 18000 vaccum-tubes, weighed 30 tons which occupied 1500 sq.ft. space & just 200 characters memory by J. Presper Eckert & John W. Mauchly at Pennsylvania in Philadelphia.
EDVAC : Electronic Discrete Variable Automatic Computer was developed in
the year 1951 by J. Presper Eckert, John W. Mauchly & Jon Von Neuman for storing data which used the Binary Number System.
UNIVAC : Universal Automatic Computer was developed by Remington Rand in
Generations of Computers :
1> First Generation ( 1942 – 1955 )
:-a) Physically large in size. b) Rigid in operations.
c) Limited memory & computing capacity.
d) Slow operating speed i.e. ( in milli – seconds ) e) Contained Vaccum Tubes.
f) Restricted programming capabilities. g) Generated more heat.
h) Very high maintenance problems. i) Very expensive.
2> Second Generation ( 1955 – 1964 )
:-a) Considerable reduction in physical size. b) Comparatively more reliable.
c) Comparably large memory.
d) Greater operating speed i.e. ( in micro – seconds )
e) Contained transistors as basic component & consumed less power. f) Improved computing capacity.
g) Generated less heat as compared to first generation.. h) Faster & better input – output devices.
3> Third Generation ( 1964 – 1975 )
:-a) Greater miniaturization. b) Flexible in operation. c) Larger memory.
d) High operating speed i.e. ( in nano – seconds ) e) Contained Integrated Circuits.
f) Very reliable & Random Access possible. g) Time sharing & Multi Processing.
h) Compatible with other softwares.
i) High level languages like FORTRAN & COBOL came into existence.
4> Fourth Generation ( 1975 onwards )
:-The advancement in the electronics could pack thousands of components into very small assemblies known as LSI ( Large Scale Integration ) & it led to the fourth generation of computers. Micro – processor was developed where an entire CPU was accommodated on a single chip. Intel 4004 was the first microprocessor which was further updated to Intel 8080 & this led to usage of Personal Computers.
5> Fifth Generation ( Future computers )
:-Here computer systems have been thought of using Artificial Intelligence &
Parallel Processing Hardware. Knowledge based expert systems would be
the main feature.
Types of Computers :
1)
Analog Computers :- These computers perform the complex processing bydirectly measuring the continuous physical quantities.
eg :- Slide Rule, a hand operated computer was developed in 1620-1630 for
basic arithmetic calculations.
Differential Analyzer used in gun directors & bomb sights is also an analog computer developed in 1876.
Antikythera Mechanism was developed in the year 1901 in Greece for all Mathematical Operations.
2)
Digital Computers :- They represent the numerical quantities by discreteelectrical states ON & OFF i.e. 1 & 0. They can be referred to as Electronic Data Processing Machines.
3)
Hybrid Computers :- Computers with the features of Analog & Digitalcomputers are known as Hybrid Computers. They have the measuring capabilities of the analog computer & the logical, arithmetic & control capabilities of the digital computer.
eg :- HRS – 100 (Hybridni Racunarski Sistem) developed in 1971 by Mihaljo
Pupin Institute Belgrade – Serbia. It was used by Academic of Sciences in USSR.
Computers are classified in
categories / shapes :
1) Micro Computers (PC) 2) Mini Computers 3) Mainframe Computers 4) Super Computers
Desktop
Portable
Laptop / Notebook Palmtop / Handheld / PDA Micro Computer
Parts of Information System :
1)
Hardware also simply known as computer. Any physical existence which canbe seen & touched.
2)
Software set of instructions or programs which tells the computer how toprocess the data.
3)
Data raw material or facts about anything which is used as input to get usefulinformation / result.
4)
People the end-users who play a crucial role. Without people the computer isof no use.
Hardware
Processor Memory Input / Output Storage
The procedure that transforms raw data into useful information is called
processing. Processor is like the brain of the computer. The board to which the
processor is connected is called as Motherboard or Mainboard. The term
Central Processing Unit ( CPU ) refers to the computers processing hardware.
Control Unit controls the flow of instructions & data within the components. Arithmetic Logic Unit (ALU ) is responsible for performing all the
computations like Arithmetic, Logical or Relational.
Memory is computers electronic scratchpad. Programs are loaded into and run
from memory. The most common type of memory is RAM ( Random Access
Memory ). The smallest measurement unit of data is 1 bit & that of memory is 1 byte.
Control Unit
Memory ALU Input
1 byte : 8 bits 1 kilo byte : 1024 bytes 1 mega byte : 1024 kilo bytes 1 giga byte : 1024 mega bytes 1 tera byte : 1024 giga bytes
1. ROM ( Read Only Memory ) is non – volatile in nature. The permanent
programs like compilers, character shapes etc. are stores in the ROM. So programs once written cannot be erased.
2. PROM ( Programmable Read Only Memory ) is also non – volatile in
nature, but the contents of PROM are decided by the user. Programs once written cannot be erased or changed.
3. EPROM ( Erasable Programmable Read Only Memory ) is volatile nature.
Data can be erased or changed by exposing it to Ultraviolet rays of very high intensity, so that it may be ready to accept new contents.
4. RAM ( Random Access Memory ) is volatile in nature. Information can be
read from & written to RAM at any instance , but it loses the data when there is no electric supply.
Input & output devices are those devices which are used to accept data &
instruction from the user & return the processed data back to the user.
eg
:-Input Devices Output Devices
Keyboard, Mouse, Scanner, Joysticks, Monitor, Printer, Speaker. Trackballs, Digital Camera, Microphones,
Bar code readers, Electronic Pen,
Touch screen & Modem has the functionality of both Input & Output. Storage device is to hold data. They come in two types :
1) Primary / Volatile / Temporary : RAM
2) Secondary / Non – Volatile / Permanent : Harddisk, Floppy, CD, DVD,
Tape Drives, Removable Harddisks.
Software brings machine to life. It is a set of instructions which tells the
Software
System Software Application Software
•
Tells the computer how to Tells the computer how to use its components. It is accomplish specific tasks for an interface between the user the user.& the PC. Eg. MS-Office etc. Eg : Operating System.
System Software
Operating System
Single User Multi User
Every machine having its own One operating system operating system operated by shared by many users on single user. different clients.
Difference between DOS & WINDOWS DOS
•
It is a command line operating system. • Single tasking operating sytem.WINDOWS
• It is a Graphical User Interface ( GUI ).
•
Multi – tasking operating system.Data Representation & Numbering System
Computer recognizes only two distinct physical states produced by electricity, magnetic polarity or reflected lights. All they can understand is the on & off
1) Binary Numbering System uses the base as “2” . Base is also termed as “RADIX”.
2) Decimal Numbering System uses the base as “10”.
Binary to Decimal Conversion
101 = 1x22 + 0x21 + 1x20 101.011 = 1x22 + 0x21 + 1x20 + 0x2-1 +
1x2-2 + 1x2-3
= 4 + 0 + 1 = 4 + 0 + 1 + 0 + 0.25 + 0.125 = 5 = 5.375
( 101 )2 = ( 5 )10 ( 101 .011 )2 = ( 5.375 )10
Decimal to Binary Conversion 2 13 2 6 1 2 3 0 2 1 1 1 1 0.125 x 2 = 0.250 0.250 x 2 = 0.500 0.500 x 2 = 1.000 ( 13.125 )10 = ( 1101.001 )2 Ones Complement
It can be obtained by flipping each digit. i.e. 1 to 0 & 0 to 1 e.g. 11010 = 00101
Twos Complement
It can be obtained by adding 1 to its ones complement. e.g. Number : 11010 Ones Compliment : 00101 + 1 ---Twos Compliment 00110
Introduction to Data Communication & Networking
Electronic transfer of information between computers is called as Data
Communication.
Computers communicate in two ways : 1) Through Modems
2) Through Networks
Network is a way to connect computers together so that they can communicate,
exchange information & share resources.
Analog Communication
Analog computers perform the complex processing by directly measuring the continuous physical systems.
e.g. Telephone, Slide Rule used to measure length.
Digital Communication
Digital computers represent the numerical quantities by the discrete electric states ( ON | OFF ) which can be manipulated logically & arithmetically.
Features of Networking
1) Allows simultaneous access to critical programs & data. 2) Allows people to share peripheral devices.
3) Streamlining personal communication with email.
4)
Making the backup process easy.Types of Networks
1) Local Area Network – ( LAN ) :-
A network of computers located relatively near each other & connected by cable is known Local Area Network. It permits all the computers connected to it to share hardware, software & data as if to be directly connected to the users computer. E.g Computers connected to each other within any organization or institute,
2) Wide Area Network - (WAN):-
When two or more networks are connected together generally across a wide geographical area using high-speed or dedicated telephone lines. WAN means network of networks. E.g. Internet.
Protocols:-A protocol is a set of rules which dictates the format of a conversation between communicating stations.
e.g. TCP / IP , FTP , HTTP
1) TCP / IP – Tranmission Control Protocol / Internet
Protocol:-On a network, data is sent in small groups called packets. A packet is a group of bits that includes header, payload & control elements that are transmitted together.
Server 1
Server 2
Gateway
Gateway
Gateway is a computer that connects to
networks & translate the information.
A
B
To : B From : A Content : Text Packet # : 1Hello
To : B From : A Content : Text Packet # : 2How Are
To : B From : A Content : Text Packet # : 3You ?
2
) FTP – File Transfer
Protocol:-FTP is required at the time of actual storing of files to & from the server. It can be also termed as uploading & downloading.
3) HTTP – HyperText Transfer
Protocol:-HTTP is required to transfer the dynamic data from one page to another. Dynamic includes text, images, animations and dynamic text through forms like ( email registration ).
Internet & Intranet:
Internet means interconnection of networks. It is the product of a military undertaking. The Pentagon’s Advance Research Project Agency ( ARPA )
funded its creation in 1969 as ARPANET.
A LAN network or a software developed for internal messaging between employees within an organization is called Intranet.
World Wide Web ( WWW )
Designed by Tim Berners – Lee. WWW exploits two technologies like Multimedia & Hypertext, together which is known as Hypermedia. Multimedia refers to combination of text, colour, graphics, sound, video in presentation of data. Hypertext means presentation of text in different format with embedded links or extra effects. The language used to create hypertext is called Hypertext Markup Language
( HTML ). Uses of Internet 1) Email 2) Chatting 3) Online Shopping 4) Online Reservation 5) E-Learning 6) Online Exams 7) Online Banking etc.
Introduction to Embedded
Software:-Frequently embedded systems are real-time in nature. A real-time system is any information processing system which has to respond to externally generated input stimuli within a finite and specified period the correctness depends not only on the logical result but also the time it was delivered, failure to respond is as bad as the wrong response. The computer is a component in a larger engineering system in other words an EMBEDDED COMPUTER SYSTEM. To the max all processors are for the embedded systems market
Examples of Embedded Systems
• Vehicle systems for automobiles, subways, aircraft, railways • Process Control for power & chemical plants
• Medical facilities for automatic patient care, air traffic control & remote bank accounting
• Military uses - tracking, command & control • Telephone, radio & satellite communications
• Household systems for monitoring & controlling appliances
Emerging Communication Technology
With corporate communications dramatically shifting to online media the past couple of years, new technology applications have emerged in its wake to better accommodate this change. Some examples include RSS feeds, avatars, “Technorati tags,” “tag clouds,” “quotables,” “iFrames” and podcasts, just to name a few.
MS Word
Introduction:
Microsoft Word is an essential tool for the creation of documents. Its ease of use has made Word one of the most widely used word processing applications currently on the market. Therefore, it's important to become familiar with the various facets of this software, since it allows for compatibility across multiple computers as well as collaborative features. Word is a fairly simple program to use for completing simple tasks.
Opening Microsoft Word:
To run Word on your computer: “Start” >> “Programs” >> “Microsoft Office” >> “Microsoft Office Word 2003.” If there is an icon of Microsoft Word available on your desktop (shaped like a square with a "W" in the middle), you can open up the program by double-clicking it, as well.
Making a New Blank Document:
When Word is opened, a new blank document should automatically open. If not, then you can begin a new blank document in a variety of ways.
First, find the "New Blank Document" icon, which looks like a blank sheet of paper, located underneath the menu bar in Word in what is called the "standard toolbar." Click on the icon to bring up a new blank document.
Also, you can go to the menu bar and select File >> New… (shortcut: Ctrl+N).
Opening a Document:
To open to view, edit, or print a document, you must first open up that file in Word. You can open a file by clicking on the "Open" folder icon (with a
picture of a folder) located in the standard toolbar. Or, you can use the menu bar and navigate to File >> Open… (shortcut: Ctrl+O).
Saving a Document:
When you are working with any sort of media in any software, you should be sure to save your work often. In Word, there are numerous options for saving documents in a variety of file types.
To save a new, unsaved document, you can click on the Save icon, shaped like a disk located on the standard toolbar. Or, you can go to the menu bar and select File >> Save… (shortcut: Ctrl+S).
A dialogue box should appear, offering you a number of options. To save the document in the desired location on your computer, locate and select the folder on your computer. Give your document a name in the file name text box. While you can give your document long names, make sure you save it with a name you can remember.
Please note that it's good practice not to use spaces or special characters in file names. For example, a long file name may look like this: sample_paper1.doc
To save a completely new
document using previously existing (and opened) text, you use the Save As option.
Open the document that you wish to save as an entirely new file, go to the menu bar, and click on File >> Save as. In the file name text box, give your document a new name. Using this option allows you to save multiple versions (with different file names) of a document based on one original file.
Formatting Text/Paragraphs Using Toolbars:
In a word processing program such as Word, there are numerous options available for presenting your text. This part of the tutorial will guide you through several of the important features in Word that will allow you to edit, modify, and display text (and non-text) components.
The Standard Toolbar:
Word allows all toolbars to be customized, so you may not find all options listed here. There are several buttons that may or may not appear immediately in your version of Word. Use the following graphic as a guide to the Standard Toolbar.
1.
New Blank Document:To begin a new document, click on the New Blank Document icon, shaped like a blank sheet of paper.
2.
Open:Clicking on this icon opens up a previously saved document on your computer.
3.
Save:Clicking on the Save icon saves the document you are currently working on. If you are saving a document for the first time, you can click on this button. However, if you want to save a new file from a preexisting document, then you must go to the menu bar and select “File” >> “Save As” and give the file a new name. When working on any document, you should be sure to save frequently, so that you don't lose any work.
4.
Permission:Microsoft has enabled Information Rights Management (IRM) within the new version of Word, which can help protect sensitive documents from being copied or forwarded. Click this for more information and options.
5.
Print:Clicking on the Print icon automatically prints the document currently active in Word. If you wish to explore more print options, then go to the menu bar and select “File” >> “Print.”
6.
Print Preview:To get an idea of the appearance of your document in print before you actually print it out, you can click on this icon to view your document from a zoom-out distance.
7.
Spelling and Grammar:Clicking begins a review of your document in search of spelling and grammatical errors that may need to be corrected.
8.
Copy:Copy the current selection to the clipboard, which can then be pasted
elsewhere in the document, or into a completely separate program/document.
9.
Paste:Clicking on the Paste button inserts the text that has been most recently added to the Clipboard (the text would have been added there by Cutting or Copying). With Paste, you can either insert the copied text into a document or replace selected text.
10.
Undo Typing:The Undo Typing button goes back and removes the last addition or change made to your document.
11.
Insert Hyperlink:You may find that you want to make links to a particular web site, web page, or some other kind of online file in your Word document. Using the Insert Hyperlink button, you can turn selected text into hyperlinks. When the icon is clicked, a window will appear that will allow you to insert the URL (web address) of the web page you want to link to. You can type in the URL
yourself or insert a preexisting bookmark. Once the link is inserted, the link in your Word document can be clicked and the web page will open up in a web browser.
12.
Insert Table:When this icon is clicked, a small window will appear in the form of a grid of squares. Use this window as a guide to indicate how many rows and columns you would like your table to contain. Once selected, a table will automatically appear in Word. Clicking the Tables and Borders button will allow you to modify the table. To modify an aspect of the table, select, or place the cursor in, the area and apply changes such as borders and colors.
The Formatting Toolbar:
Word allows all toolbars to be customized, so you may not find all options listed here. There are several buttons that may or may not appear immediately in your version of Word. Use the following graphic as a guide to the Formatting Toolbar.
1.
Style:Styles in Word are used to quickly format portions of text. For example, you could use the “Normal" or "Default Paragraph Font" for the body text in a document. There are also three preset styles made for headings.
2.
Font:Font is a simple but important factor in Word documents. The choice of font (the style of the text itself) can influence the way others view documents, either on the screen or in print. For example, Arial font looks better on screen, while Times New Roman is clearer in print. To apply a font to text, select desired text with your cursor, and choose a font from the font drop down menu.
3.
Font Size:You may encounter times in which you need to display some text larger or smaller than other text. Selecting desired text with the cursor and choosing a font size from the drop down menu changes the size of text.
4.
Bold:Places the text in bold.
5.
Italic:Places the text in italics.
6.
Underline:Underlines the text.
7.
Align Left:8.
Center:Aligns the selection to the center of the screen/paper.
9.
Align Right:Aligns the selection to the right of the screen/paper.
10.
Justify:Aligns the selection to both the left and right of the screen/paper.
11.
Line Spacing:Adjust the line spacing (single-spaced, double-spaced, etc.)
12.
Numbering:Create a numbered list.
13.
Bullets:Create an unordered, bulleted list.
14.
Decrease Indent:Decreases the indentation of the current selection (to the left).
15.
Increase Indent:Increases the indentation of the current selection (to the right).
16.
Outside Border:Places a border around the current selection; click the drop-down for a wide selection of bordering options.
17.
Highlight:Highlight the current selection; default color is yellow.
18.
Font Color:Change the font color; the default/automatic color is black.
More Formatting:
Besides the toolbars, Word provides a great deal of ways to customize and format your text and documents.
Paragraph Spacing:
To access the Paragraph formatting options, navigate to the menu bar, and select
“Format” >> “Paragraph,” or right-click within a paragraph.
A window will appear with options for modifying spacing and indenting. Here, you can choose to make the text in your
document single or double spaced, as well as edit the margins for the document.
Headers/Footers:
Headers and footers are important aspects of a Word document if you wish to include information such as page numbers and headings on every page. To access the
header and footer options, go to the menu bar and select “View” >> “Header and Footer."
A dotted-line box called "Header" will automatically appear, as well as a sub-menu for formatting header and footer properties. The cursor will already be placed in the Header box. If you scroll down on your current page opened in Word, you will see a dotted-line box called "Footer." To add text in the Header or the Footer, simply click the cursor inside either one of the boxes, and type the text you want.
To add page numbers to your document, click your cursor inside of the footer box. Then, click on the icon shaped like a sheet of paper with a "#" inside. The page number will then be inserted and applied to all of the pages in your document.
Inserting an Image:
In Word, it's possible to add clipart or other images to a document. Click the cursor in your document where you wish to place an image. Then go to the menu bar and select “Insert” >> “Picture.”
MS Word Templates:
Introduction:
Making specific kinds of documents using Microsoft Word can be made a lot easier by using templates. Templates take you step-by-step through the creation process of making a specific kind of document using pre-made layouts. This guide will introduce you to this helpful feature and some of the more useful templates available in Word.
Starting a New Document:
The only way you can start a new document from a template is by going to the menu bar, and clicking on “File” >> “New.”
The “New Document” panel will appear on the right side of the Word window. Underneath the section named “Templates,” click “On my computer…” The “Templates” window will appear, and ask for your selection. There are a wide variety of templates to choose from, especially in the “Letters and Faxes” tab. Use the tabs to cycle through the different categories of templates available to you.
Some of the more common templates have previews available. If you would like to see a preview of the layout of the template, click on one of the template
names/icons under the tab menus, and look for the preview image on the right side of the window under the "Preview" section. When you find a template you like, select the template, and then click on the "OK" button.
MS Word Tables:
Creating a Table:
There are different methods you can use to insert a table into your Word document. If you are less experienced with tables, then you might want to consider using the "Insert Table" option. Otherwise, you can use "Draw Table," which lets you make a table by scratch by drawing it freehand using the Draw Table tool.
Insert Table:
In your document, place your cursor where you wish to insert a table. Then, go to the menu bar and select Table >> Insert >> Table.
After you make this selection, the "Insert Table" window will pop up.
Draw Table:
If you'd like to draw your own table for scratch, go to the menu bar and select Table >> Draw Table.
Once this option is selected, the "Tables and Borders" toolbar will pop up (we will cover this toolbar more in-depth in a little bit).
Using the "Draw Table" tool, click and drag to form the outside border of the table, determining its width.
You can draw rows and columns by using the "Draw Table" tool to draw vertical lines to create columns, and horizontal lines to form rows. Continue to draw your table as you see fit.
Now that you have the initial table inserted into your Word document (either by using the "Insert Table" or "Draw Table" method), you can begin to modify your table as needed.
The Tables and Borders Toolbar:
To open the toolbar, go to the “File” menu and select “Toolbars” >> “Tables and Borders.”
1.
Draw Table: Lets you create a table by drawing it freehand (see abovesection).
2.
Eraser: You can remove parts of your table by using the eraser to click anddrag on lines, rows and columns.
3.
Line Style: Click on the small triangle to show the drop down menu. Fromhere, you can choose a line style for your borders, such as solid, dotted, dashed, and more.
4.
Line Weight: Click on the small triangle to show the drop down menu. Usingthis, you can choose a line thickness for your table line borders. The bigger the line weight, the thicker the line.
5.
Border Color: By clicking on this button, you can access the color templatethat will allow you to apply a color to your line borders.
6.
Borders: To apply a certain border style to the borders of specific cells, or toremove the borders from specific cells completely, use your mouse to select the desired cells. Then, use the Borders menu to apply or remove borders from those selected cells. You can identify the cells that have borders by the border type icons that are a light shade of gray in the Borders menu.
7.
Shading Color: You can apply a background color to cells, rows, andcolumns by accessing the color palette that appears when you click on the small triangle next to the paint bucket.
8.
Insert Table: Clicking on this icon brings up the "Insert Table" window whichallows you to input specific information about the look and design of your table (see above section on "Insert Table").
9.
Merge Cells: Merging cells is the act of selecting more than one separate celland merging them so that they become one. First, select the cells that you want to merge with your mouse (by clicking and holding within one cell and dragging the mouse across the cells you want to select), and then click on the "Merge Cells" icon. Word will automatically
merge the two cells together.
10.
Split Cells: Splitting a cell is the act ofselecting a specific cell, and dividing it into one or more rows or columns. Select the cell that you want to split, and then click on the "Split Cells" icon. Once you do this, the "Split Cells" window will appear. From here, you can
decide how many rows or columns you wish to create from the one cell.
11.
Align: Choosing an alignment from the drop-down menu allows you to formatthe text or content within a cell. From here, you can make your text right, left, and centered aligned. There are also other alignments to choose from, such as different horizontal and vertical alignments.
12.
Distribute Rows Evenly: Makes the heights between rows equally spaced.Select the desired rows that you wish to format, and then click on the "Distribute Rows Evenly" icon.
13.
Distribute Columns Evenly: Makes the widths between columns equallyspaced.
14.
Table AutoFormat: Clicking on this icon brings up the Table AutoFormatwindow. There are a number of pre-made design table templates you can use to apply to your table. You can customize colors, fonts, borders, and other table features.
15.
Change Text Direction: This allows you to modify the orientation of textwithin a cell. The default setting is horizontal, but by clicking on this icon, you can change the orientation of the text to display vertically.
16.
Sort Ascending: Sort a selection of text in cells in ascending order.17.
Sort Descending: Sort a selection of text in cells in descending order.Cross – Reference :
It is a feature to have interlinks within a document.To insert a cross-reference field, follow these steps:
1. Click at the spot where you want the cross-reference to go.
2. Choose Insert, Reference, Cross-reference to display the Cross-reference
dialog box.
The Cross-reference dialog box allows you to specify the type of item you want to reference and the information you want to appear in your document.
Display the Reference Type drop-down list and select the type of item you want the cross-reference to point to. If you want to refer to a heading in your document, for example, choose Heading. The Insert Reference To and For Which [Reference Type] lists in the dialog box change dynamically to present the options available for the reference type you choose.
Note : To insert cross-references to figures, tables, and equations, you
need to use Word's caption feature. For more information, search Word's help system for the word caption.
In the Insert Reference To list, select the type of information that you want to appear in the text. Using the preceding example, if you chose Heading as the reference type, you would select Heading Text in this list to insert the heading name as a field, or you would select Page Number to insert the page number on which the heading appears as a field.
In the For Which [Reference Type] list, select the specific item that you want to reference.
Note : Mark the Include Above/Below check box if you want to insert the
word above or below at the end of the field, depending on whether the target of the cross-reference is above or below the reference itself in the document. Click the Insert button to insert the field in your document.
If you have more cross-reference fields you'd like to insert now, click outside of the dialog box to activate your document, click at the next location where you want to insert a cross-reference field, click the title bar of the Cross-reference dialog box to activate it again, and then repeat steps. When you're done, click the Cancel button.
Index & Tables / Table of Contents :
The easiest way to create a table of contents is to use the built-in outline level a Paragraph formatting you can use to assign a hierarchical level (Level 1 through Level 9) to paragraphs in your document.
If you are already using outline-level formats or built-in heading styles, follow these steps:
1. Click where you want to insert the table of contents.
2. On the Insert menu, point to Reference, and click Index and Tables. 3. Click the Table of Contents tab.
4. To use one of the available designs, click a design in the Formats box. 5. Select any other table of contents options you want.
If you aren't currently using outline levels or built-in styles, do one of the following:
Create a table of contents from outline view
• On the View menu, point to Toolbars, and click Outlining. • Select the first heading that you want to appear in the table of
contents.
• On the Outlining toolbar, select the outline level that you want to associate with the selected paragraph.
• Repeat steps 2 and 3 for each heading that you want to include in the table of contents.
1. Click where you want to insert the table of contents.
2. On the Insert menu, point to Reference, and click Index and Tables. 3. Click the Table of Contents tab.
4. To use one of the available designs, click a design in the Formats box. 5. Select any other table of contents options you want.
Create a table of contents from custom styles
If you've already applied custom styles to your headings, you can specify the style settings you want Microsoft Word to use when it builds the table of contents. 1. Click where you want to insert the table of contents.
2. On the Insert menu, point to References, and click Index and Tables. 3. Click the Table of Contents tab.
4. Click Options.
5. Under Available styles, find a style you've applied to headings in your document.
6. Under TOC level, to the right of the style name, enter a number from 1 to 9 to indicate the level you want that heading style to represent.
Note If you want to use only custom styles, remove the TOC level numbers for
the built-in styles, such as Heading 1.
7. Repeat steps 5 and 6 for each heading style you want to include in the table of contents.
8. Click OK.
9. To use one of the available designs, click a design in the Formats box. 10. Select any other table of contents options you want.
Macros
Macros are nothing but shortcuts to any operation in MS Office application. They can be of two types :
1. Keyboard Macro 2. Toolbar Macro
Keyboard Macro : It works similar to any shortcut function used via keyboard.
Steps to create a new Keyboard Macro
1.
Open a document choose Tools, Macro, Record New Macro. 2. Select the keyboard option.4.
In this dialog box type a new undefined shortcut eg. Ctrl + 7. 5. In the save changes in box select your file name.6. After selecting the file name click Assign and close.
7. Start typing the data which will be required again & again into your document.
8. When you have finished click on stop recording.
9.
Now you are ready with a newly generated shortcut key i.e. a macro. 10. When you press the new shortcut, you will see that the recorded text getsprinted into the document.
Toolbar Macro : It works similar to any shortcut function on std./ formatting
toolbar.
Steps to create a new Keyboard Macro
1. Open a document choose Tools, Macro, Record New Macro. 2. Select the Toolbar option.
3. Now you will see the customize dialog box.
4. Here go to Toolbar section and create a new toolbar by clicking New.. button. 5. Specify the name for you toolbar macro and also select your documents name
for applying.
6. Click OK >> Commands.
7.
Drag the available command on your newly created toolbar & Click close. 8. Start typing the data which will be required again & again into yourdocument.
9. When you have finished click on stop recording.
10. Now you are ready with a newly generated shortcut toolbar button i.e. a macro.
11. When you click the new shortcut, you will see that the recorded text gets printed into the document.
Mail merge
Creating the main document
On the menu bar, click on Tools >> Letters & Mailings >> Mail Merge... A task pane will appear on the right of the word document. Under Select document type, choose one of the following types of documents:
• Letters
• E-mail messages • Envelopes • Labels • Directory
Selecting the starting document
The two most common types of document are letters and labels.
Letters:
Under Select starting document, select one of the three options:
Use the current document will allow you to start from the current document shown on the screen.
Start from a template will allow you to start from a ready-to-use form that can be modified.
Click Start from a template. Click Select template...
On the Mail Merge tab in the Select Template dialog box, select the template you want, and then click OK.
Start from existing document will allow you to work on an existing mail merge document.
Click Start from the existing document.
In the Start from existing box, select the document you want, and then click Open... If you do not see the document, click More files..., and then click Open...
In the Open dialog box, locate the document you want, and then click Open. Click on Next: Select recipients at the bottom of the task pane
Labels:
Change document layout:
2. You may choose a specific type of label by Label products and Product
number.
3. You can adjust the height and width of the label by clicking on Details...
Start from Existing: Choose this option if you have saved an existing label document in Word format.
Click on Next: Select recipients on the bottom of the task pane
Selecting recipients
The process of selecting recipients is identical for creating Letters and Labels. Under Select recipients, select one of the three options:
Use an existing list will allow you to use files and addresses from a file or database. To find an already existing file, select Browse... and navigate your way to the file. If your data source is an Excel worksheet that has data on multiple tabs, select the tab containing the data you want. Click OK.
All the entries in the data source will now appear in the Mail Merge Recipients window, where you can edit the list of recipients. Click OK when finished. To change the files click on Select a different list...
To edit the list click on Edit recipient list... (data source)
Create a simple new address list will allow you to create a new contact list. 1. Under Select recipients, click Type a new list.
3. In the New Address List window, type the data you want to include under Enter Address information; for example, title, names, and address information. You do not have to fill in every field. If you want to edit the field names, click on Customize... button, and the Customize Address List window will appear. Add, delete or rename any field name as you want.
4. To make another entry, click New Entry.
5. Repeat steps 3 and 4 until you've added all the entries you want, and then click Close.
6. In the Save Address List window, type a name for the data list in the File name field, and select a folder to save the list in. By default, the address list is saved in the My Data Sources folder. It is best to keep the file there since Microsoft Word by default looks for data in that folder, so you won't have to navigate through files and folders to locate it.
8. The contacts in the new list will appear in the Mail Merge Recipients window where you can edit the list.
In the Mail Merge Recipients window, select the recipients you want by checking the boxes next to the recipients. To sort the list, click the column heading of the item you want to sort by. To filter items in the list click the arrow next to the column heading of the item you want to filter by and select any of the following:
• Blanks display all the records in which the corresponding field is blank. • Nonblanks display all the records in which the corresponding field contains
information. If your data source contains records that share the same
information, and there are ten or fewer unique values in the column, you can filter by specific information.
If the arrow next to any column heading is blue, that category is screening out names. To display all the recipients again, click and blue arrows and select All.
To check all names in your recipients list, click Select All. To uncheck all names, click Clear All.
Click OK to return to the Mail Merge Wizard.
If you are creating a form letter, click on Next:Write your letter. If you are creating a label, click on Next: Arrange your labels.
Formatting letter and label
If you are creating a form letter, type the text that you want to appear in every form letter. Insert merge fields where you want to merge names, addresses, and other
data from the data source (i.e. recipient list) by clicking anywhere you want in the main document to insert the field. Then click on More Items and insert individual field. You may also use Address block and Greeting line. More details will be found below.
If you are creating a label, you may use Address block or More Items to edit the label. If you want every label to appear in the same format, click Updating all labels under Replicate Labels.
Address block
1.
Click Address block...2. In the Insert Address Block window, select the address elements you want to include and the formats you want, and then click OK.
3. If the Match Fields dialog box appears, Microsoft Word may have been unable to find some of the information it needs for the address block. Click the arrow next to not matched, and then select the field from your data source that corresponds to the field required for the mail merge.
Greeting line
1.
Click Greeting line...2. Select the greeting line format (salutation, name format, and following punctuation.)
3. Select the text you want to appear in cases where Microsoft Word can't interpret the recipient's name.
4. Click OK.
5. If the Match Fields window appears, Word may have been unable to find some of the information it needs for the greeting line. Click the arrow next to not matched, and then select the field from your data source that corresponds to the field required for the mail merge.
More Items
1. Click More items...
2. Select one of the following:
(a) Address Fields will allow you to select from address fields that will automatically map to corresponding fields in your data source, even if the data source's fields don't have the same name as your fields. (b) Database Fields will allow you to select from fields that always take data directly from a column in a database.
3. In the Fields window, click the field you want. 4. Click Insert, and then click Close.
5. If the Match Fields window appears, Microsoft Word may have been unable to find some of the information it needs to insert the field. Click
the arrow next to not matched, and then select the field from your data source that corresponds to the field required for the mail merge.
If you are creating a form letter, click Next: Preview your letters. If you are creating a label, click Next: Preview your labels.
Preview letters and Labels
• To preview the items in order, click the arrows under the Preview your letters/labels heading.
• To locate a specific item, click Find a recipient..., and then enter the criteria in the Find field.
• To change the list of recipients, click Edit recipient list..., and make your changes in the Mail Merge Recipients window.
Click on Next: Complete the Merge at the bottom of the task pane
Complete the merge
Edit Individual letters/labels
• Click Edit individual letters/labels...
• In the Merge to New Document window, select the records you want to merge.
• Click OK.
• Microsoft Word will create new merged document.
• To personalize individual documents, scroll to the information you want to edit, and make your changes.
• Print or save the document just as you would any regular document.
Print the letters/labels
• If you personalized the items and the merged document is active on the File menu, click Print.
• If you want to print directly from the mail merge task pane, click Print... under the Merge heading. In the Merge to Printer window, select the options you want, and print.
Save the merged letters/labels
Under most circumstances, you do not need to save the merged document. It is simpler and more useful to save the main document and merge it again if you need another copy. Below are examples of times when you might wish to save the merged document:
• You wish to keep an archived copy of mailings, including to whom they were sent.
• You have personalized individual letters or labels within the merge, and want to save those changes.
If you do wish to save the merged document, collect the merged files into a single document by clicking Edit individual letters/labels. In the Merge to New Document window, select one of the following:
• To merge all the documents, click All.
• To merge only the document that you see in the document window, click Current record.
• To merge a range of documents, click From, and then type the record numbers in the From and To boxes.
Click OK.
Microsoft Word will open one new document that contains all the individual letters. Save the document just as you would any regular document
Microsoft Word 2003 Shortcut Keys
Command Name
Shortcut Keys
All Caps CTRL+SHIFT+A
Annotation ALT+CTRL+M
App Maximize ALT+F10
App Restore ALT+F5
Apply Heading1 ALT+CTRL+1 Apply Heading2 ALT+CTRL+2 Apply Heading3 ALT+CTRL+3 Apply List Bullet CTRL+SHIFT+L
Auto Format ALT+CTRL+K
Auto Text F3 or ALT+CTRL+V
Bold CTRL+B or CTRL+SHIFT+B
Bookmark CTRL+SHIFT+F5
Browse Next CTRL+PAGE DOWN Browse Previous CTRL+PAGE UP
Browse Sel ALT+CTRL+HOME
Cancel ESC
Center Para CTRL+E
Change Case SHIFT+F3
Char Left LEFT
Char Left Extend SHIFT+LEFT
Char Right RIGHT
Char Right Extend SHIFT+RIGHT
Clear DELETE
Close or Exit ALT+F4
Close Pane ALT+SHIFT+C
Column Break CTRL+SHIFT+ENTER Column Select CTRL+SHIFT+F8
Copy CTRL+C or CTRL+INSERT
Copy Text SHIFT+F2
Create Auto Text ALT+F3 Customize Add Menu ALT+CTRL+= Customize Keyboard ALT+CTRL+NUM + Customize Remove Menu
ALT+CTRL+-Cut CTRL+X or SHIFT+DELETE
Date Field ALT+SHIFT+D
Delete Back Word CTRL+BACKSPACE
Delete Word CTRL+DELETE
Dictionary ALT+SHIFT+F7
Do Field Click ALT+SHIFT+F9 Doc Close CTRL+W or CTRL+F4
Doc Maximize CTRL+F10
Doc Move CTRL+F7
Doc Restore CTRL+F5
Doc Size CTRL+F8
Doc Split ALT+CTRL+S
Double Underline CTRL+SHIFT+D End of Column ALT+PAGE DOWN
End of Column ALT+SHIFT+PAGE DOWN End of Doc Extend CTRL+SHIFT+END
End of Document CTRL+END
End of Line END
End of Line Extend SHIFT+END
End of Row ALT+END
End of Row ALT+SHIFT+END
End of Window ALT+CTRL+PAGE DOWN
End of Window Extend ALT+CTRL+SHIFT+PAGE DOWN
Endnote Now ALT+CTRL+D
Extend Selection F8
Field Chars CTRL+F9
Field Codes ALT+F9
Find CTRL+F
Font CTRL+D or CTRL+SHIFT+F
Font Size Select CTRL+SHIFT+P
Footnote Now ALT+CTRL+F
Go Back SHIFT+F5 or ALT+CTRL+Z
Go To CTRL+G or F5
Grow Font CTRL+SHIFT+.
Grow Font One Point CTRL+] Hanging Indent CTRL+T Header Footer Link ALT+SHIFT+R
Help F1
Hidden CTRL+SHIFT+H
Hyperlink CTRL+K
Indent CTRL+M
Italic CTRL+I or CTRL+SHIFT+I
Justify Para CTRL+J
Left Para CTRL+L
Line Down DOWN
Line Up UP
Line Up Extend SHIFT+UP List Num Field ALT+CTRL+L
Lock Fields CTRL+3 or CTRL+F11
Macro ALT+F8
Mail Merge Check ALT+SHIFT+K Mail Merge Edit Data Source ALT+SHIFT+E Mail Merge to Doc ALT+SHIFT+N Mail Merge to Printer ALT+SHIFT+M Mark Citation ALT+SHIFT+I Mark Index Entry ALT+SHIFT+X Mark Table of Contents Entry ALT+SHIFT+O
Menu Mode F10
Merge Field ALT+SHIFT+F
Microsoft Script Editor ALT+SHIFT+F11 Microsoft System Info ALT+CTRL+F1
Move Text F2
New CTRL+N
Next Cell TAB
Next Field F11 or ALT+F1
Next Misspelling ALT+F7
Next Object ALT+DOWN
Next Window CTRL+F6 or ALT+F6
Normal ALT+CTRL+N
Normal Style CTRL+SHIFT+N or ALT+SHIFT+CLEAR (NUM 5)
Open CTRL+O or CTRL+F12 or ALT+CTRL+F2 Open or Close Up Para CTRL+0
Other Pane F6 or SHIFT+F6
Outline ALT+CTRL+O
Outline Collapse ALT+SHIFT+ or ALT+SHIFT+NUM -Outline Demote ALT+SHIFT+RIGHT
Outline Expand ALT+SHIFT+= Outline Expand ALT+SHIFT+NUM + Outline Move Down ALT+SHIFT+DOWN Outline Move Up ALT+SHIFT+UP Outline Promote ALT+SHIFT+LEFT Outline Show First Line ALT+SHIFT+L
Overtype INSERT
Page ALT+CTRL+P
Page Break CTRL+ENTER
Page Down PAGE DOWN
Page Down Extend SHIFT+PAGE DOWN
Page Field ALT+SHIFT+P
Page Up PAGE UP
Page Up Extend SHIFT+PAGE UP
Para Down CTRL+DOWN
Para Down Extend CTRL+SHIFT+DOWN
Para Up CTRL+UP
Para Up Extend CTRL+SHIFT+UP
Paste Format CTRL+SHIFT+V
Prev Cell SHIFT+TAB
Prev Field SHIFT+F11 or ALT+SHIFT+F1
Prev Object ALT+UP
Prev Window CTRL+SHIFT+F6 or ALT+SHIFT+F6 Print CTRL+P or CTRL+SHIFT+F12 Print Preview CTRL+F2 or ALT+CTRL+I
Proofing F7
Redo ALT+SHIFT+BACKSPACE
Redo or Repeat CTRL+Y or F4 or ALT+ENTER Repeat Find SHIFT+F4 or ALT+CTRL+Y
Replace CTRL+H
Reset Char CTRL+SPACE or CTRL+SHIFT+Z
Reset Para CTRL+Q
Revision Marks Toggle CTRL+SHIFT+E
Right Para CTRL+R
Save CTRL+S or SHIFT+F12 or ALT+SHIFT+F2
Save As F12
Select All CTRL+A or CTRL+CLEAR (NUM 5) or CTRL+NUM 5
Select Table ALT+CLEAR (NUM 5)
Show All CTRL+SHIFT+8
Show All Headings ALT+SHIFT+A Show Heading1 ALT+SHIFT+1 Show Heading2 ALT+SHIFT+2 Show Heading3 ALT+SHIFT+3 Show Heading4 ALT+SHIFT+4 Show Heading5 ALT+SHIFT+5 Show Heading6 ALT+SHIFT+6 Show Heading7 ALT+SHIFT+7 Show Heading8 ALT+SHIFT+8 Show Heading9 ALT+SHIFT+9
Shrink Font CTRL+SHIFT+,
Shrink Font One Point CTRL+[
Small Caps CTRL+SHIFT+K
Space Para1 CTRL+1
Space Para15 CTRL+5
Space Para2 CTRL+2
Spike CTRL+SHIFT+F3 or CTRL+F3 Start of Column ALT+PAGE UP
Start of Column ALT+SHIFT+PAGE UP Start of Doc Extend CTRL+SHIFT+HOME Start of Document CTRL+HOME
Start of Line HOME
Start of Line Extend SHIFT+HOME
Start of Row ALT+HOME
Start of Row ALT+SHIFT+HOME Start of Window ALT+CTRL+PAGE UP
Start of Window Extend ALT+CTRL+SHIFT+PAGE UP
Style CTRL+SHIFT+S
Superscript CTRL+SHIFT+=
Symbol Font CTRL+SHIFT+Q
Thesaurus SHIFT+F7
Time Field ALT+SHIFT+T
Toggle Field Display SHIFT+F9 Toggle Master Subdocs CTRL+\
Tool SHIFT+F1
Un Hang CTRL+SHIFT+T
Un Indent CTRL+SHIFT+M
Underline CTRL+U or CTRL+SHIFT+U
Undo CTRL+Z or ALT+BACKSPACE
Unlink Fields CTRL+6 or CTRL+SHIFT+F9 Unlock Fields CTRL+4 or CTRL+SHIFT+F11 Update Auto Format ALT+CTRL+U
Update Fields F9 or ALT+SHIFT+U Update Source CTRL+SHIFT+F7
VBCode ALT+F11
Web Go Back ALT+LEFT
Web Go Forward ALT+RIGHT
Word Left CTRL+LEFT
Word Left Extend CTRL+SHIFT+LEFT
Word Right CTRL+RIGHT
Word Right Extend CTRL+SHIFT+RIGHT Word Underline CTRL+SHIFT+W
MS Excel
Introduction:
Microsoft Excel is an essential tool for displaying data in tabular format, preparing charts / graphs and arithmetic, relational & logical calculations. It can be used for storing the daily expenses or even financial statements can be designed in Excel.
Standard Toolbar:
1.
New:Create a new, blank spreadsheet
2.
Open:Open a previously saved spreadsheet
3.
Save:Save your current spreadsheet
4.
Permission:Information Rights Manager helps prevent confidential matters from editing or copying by unauthorized people.
5.
Print:Prints the current document.
6.
Print Preview:Preview the potential print of the current document.
7.
Research:Microsoft has enabled Information Rights Management (IRM) within the new version of Excel, which can help protect sensitive documents from being copied or forwarded. Click this for more information and options.
8.
Copy:Copies the current selection to the clipboard, which can then be pasted elsewhere in the document.
9.
Paste:Takes the current clipboard contents and inserts them.
10.
Undo:Undoes the last action in the document, reverting “back” a step in time.
11.
Insert Hyperlink:Inserts a hyperlink to an Internet location.
12.
AutoSum:A drop-down menu of available mathematical operations to perform.
13.
Sort Ascending:Sorts the current selection in ascending order.
14.
Chart Wizard:Opens the “Chart Wizard,” which will walk you through the creation of a chart / diagram using the currently selected information.
15.
Microsoft Excel Help:Brings up the Excel Help window, which will allow you to type in a key-word for more information, or click anything on screen to directly bring up further information on that subject.
16.
More Options:There are a variety of extra options you can call or add to the toolbar, such as Spell Check, Sort Descending, Cut, Redo, etc. By clicking the triangle, you can access these options; at the same time, you can drag this toolbar outwards more to make more available space for these options directly on the toolbar.
Formatting Toolbar:
1.
Font:Change the font of the selected cell(s)
2.
Size:Change the font size of the selection
3.
Bold:Put the selection in bold face
4.
Italics:Italicize the selection
5.
Underline:Underline the selection
6.
Align Left:Align the current selection to the left
7.
Center:Align the current selection to the center
8.
Align Right:Align the current selection to the right
9.
Merge & Center:Combine two selected cells into one new cell that spans the width of both and center the contents of this new cell
10.
Currency Style:Change the style in which currency is displayed
11.
Percent Style:Change the style in which percents are displayed
12.
Decrease Indent:Decrease the indent of a cell by approximately one character
13.
Border:Add or alter the style of borders to format a cell with
14.
Fill Color:Select a color to fill the background of a cell with
15.
Font Color:Select a color to apply to a selection of text
The current cell(s) will always be listed in the "Name Box," which appears on the left below the toolbars. Black border around the cell is known as Cell Selector and the black square box on the right-bottom corner of the cell is known as Autofill
Navigating the Spreadsheet:
You can use the "Up," "Down," "Left," "Right," to move (one cell at a time) throughout the spreadsheet. You can also simply click the cursor into a cell). The "tab" button will move one cell to the right. The "Enter" button will confirm the entered information and move one cell down.
If you enter text or numbers that span further than the column allows, simply place your cursor on the line dividing two columns next to their respective letters, and drag to the right or left until the desired width is achieved. You can also double-click this dividing line to have Excel automatically choose the best width. There are 256
columns & 65536 rows in every excel sheet. The standard width of a column in excel sheet is 8.43 where as row height is 12.75.
A Simple Spreadsheet:
This is what a basic spreadsheet may look like, keeping track of the grades for five students. As you'll notice, numbers automatically align to the right, while text automatically aligns to the left. Room has been allowed at the top and the left for column and row headings, which haveu
Simple Formulas:
"92.67" was not entered as the contents for cell "E2." The "formula bar" has the following entered into it:
=(B2+C2+D2)/3
By following the normal order of operations, the contents of the three cells in
parenthesis (B2, C2, and D2) are all added to each other, and then divided by 3. This gives an average of the three grades, which is then shown in the cell "E2" (where the formula was entered).
If you wanted to do the same for students 2 through 5, you would enter in similar formulas for each cell from "E3" to "E6" replacing the column and row numbers where appropriate.
An easy method to replicate formulas is to select the cell which contains the original formula ("E2" in this case), click the bottom right corner of the selection box, and drag down several rows (to "E6" in this example). The formula will be copied down in each cell, and will change itself to reflect each new row.
Sorting:
One of Excel’s powerful features is its ability to sort, while still retaining the
relationships among information. For example, let’s take our student grade example from above. What if we wanted to sort the grades in descending order? First, let’s select the information we want to sort.
Now let’s select the “Sort” option from the “Data” menu.
A new window will appear asking how you would like to sort the information. Let’s sort it by the average grade, which is in Column E; be sure to set by “Descending” order. If there were other criteria you wished to sort by as secondary measures, you could do so; let’s select “Then by” as “Grade 3” just for the practice of doing so (“Descending” order, as well).
Excel will sort your information with the specifications you entered. The results should look something like this:
Cell Formatting:
You may notice that, by default, Excel will leave as many decimal points as possible within the cell’s width restraints; as you increase the cell’s width, the number of decimal points increases.
Select “Cells” from the “Format” menu. A new window will appear with a wide variety of ways in which to customize your spreadsheets.
For example, if we wanted to set the percentages fixed to only two decimal points, you can make this selection under the “Number” category within the “Number” tab. You can also set the formatting for things such as the date, time, currency, etc. The “Font” tab will also allow you to change the default font used on the
spreadsheet. The other tabs provide even more ways to customize your spreadsheet and its appearance; experiment with the settings to see what works best for you.
Chart Wizard:
Excel allows you to create basic – to – intermediate charts based off of information and data within your spreadsheets. Let’s create a column chart from the student grade data from before. First, highlight the data.
Next, select “Chart” from the “Insert” menu.
A new window will appear asking which type of chart you would like to create. For this example, let’s do a basic pie chart. Select “Column” from the “Chart Type” on the left side, and pick the first sub-type on the right (a normal, 2D column chart).
Click “Next.” In this window, you’ll be asked to select your “data range”; this is the area of your spreadsheet that you wish to generate a chart from. Since you’ve already selected the area before, it should already be entered into the appropriate area. “Series in” allows you to choose by which value you want to arrange the chart. Let’s arrange it by rows; this will break it down by “Grade” (such as Test 1, Test 2, etc.) and comparing the student scores next to each other.
Click “Next.” In step three you can give the chart a name (“Chart Title”), label the X and/or Y axis, etc.
Click “Next.” The final step will ask whether you want the chart as an object in your current spreadsheet or in a new one; generally, you will place it within the same spreadsheet.
Click “Finish,” and your chart will appear in your spreadsheet!
Goal Seek:
Goal Seek means achieving the target. In goal seek the user will always have a clear idea of the last total or the last value which is to be achieved by modifying one of the said value.
E2 is having 96.66…, but if we want to make it 98, for that we need to change one of the values B2 : D2.
Steps:
Click the cell where you want to achieve the targeted value. (See to it that the cell where you desire to print the targeted value should contain a formula. After that Tools >> Goal Seek > Set Cell(Select the cell where you want the target value ) >> to value ( Select the new value ) >> by changing cell (Select the cell which has to be modified by which you can achieve the target value) >> ok >> ok
Scenarios:
Scenario is an advanced version of Goal Seek. The main difference is that in goal seek we can change only one value where as scenario allows to change more than one value. In goal seek we know the target value but not the cell value, scenario is exactly opposite i.e. cell values are changed as per users requirement but the target is not known to the user.
Steps:
Click the cell where there is a formula.
Tools >> Scenario >> Add >> set scenario name >> select the cells whose values have to be changed >> ok >> change the values >> ok >> show
Subtotals:
Subtotals are used to take category wise totals. A note to keep in mind is that before applying subtotals the data has to be sorted first.
Steps:
Select the data >> Sort the data ( Ascending / Descending ) >> Data >> Subtotals >> Select the after every change in option i.e. after every change in one of the category >> select the function i.e. whether sum or count etc. >> select the field where excel going to display the result >> select the option of replacing the existing subtotals >> select the page break option if required >> select summary below data >> ok
Filter:
Filters are used to display selected data. There are two types of filters :
1) Auto Filter: It is a easiest way of segregating the data with options like Ascending / Descending Sort, Custom Conditions, All, Top10 etc.
