NAME: MAHBU ALAM

ENROLMENT NUMBER: 270128193609

SUBJECT: DATA ENTRY OPERATION

SUBJECT CODE: (336)

ADDRESS: (STUDY CENTRE 270128) KENDRIYA

VIDYALAYA, VIKAS PURI, VILLAGE HASTSAL, PO
UTTAM NAGAR 110059
Basics of Computer
In this lesson we present an overview of the basic design of a computer system:
how the different parts of a computer system are organized and various operations
performed to perform a specific task. You would have observed that instructions
have to be fed into the computer in a systematic order to perform a specific task.
Computer components are divided into two major categories, namely, hardware
and software. In this lesson we will discuss about hardware, i.e., the machine itself
and its connected devices such as monitor, keyboard, mouse etc. As well as
software that makes use of hardware for performing various functions.

WHAT IS A COMPUTER?

Computer is a device that transforms data into meaningful information. Data can
be anything like marks obtained by you in various subjects. It can also be name,
age, sex, weight, height, etc. Of all the students in a class. Computer can also be
defined in terms of functions it can perform.

A computer can:

I) Accept data

II) Store data,

III) Process data as desired, and

IV) Retrieve the stored data as and when required and

V) Print the result in desired format.

The major characteristics of a computer are high speed, accuracy, diligence,

versatility and storage.
Computer Organization.

The block diagram of computer is shown in Fig. 1.1.

Input: This is the process of entering data and programs into the computer system.

Control Unit (CU): The process of input, output, processing and storage is
performed under the supervision of a unit called 'Control Unit'. It decides when to
start receiving data, when to stop it, where to store data, etc. It takes care of step -
by-step processing of all operations inside the computer.

Memory Unit: Computer is used to store data and instructions.

Arithmetic Logic Unit (ALU): The major operations performed by the ALU are
addition, subtraction, multiplication, division, logic and comparison.

Output: This is the process of producing results from the data for getting useful
information. The ALU and the CU of a computer system are jointly known as the
central processing unit (CPU). You may call CPU as the brain of any computer
system.

Microphone:

Microphone is an input device, which takes voice as input. The voice

communication is more error-prone than information through keyboard. There are
two types of
microphones
available.

1. Desktop
Microphone
2. Hand held Microphone

COMPUTER LANGUAGES:

Languages are a means of communication. Normally people interact with each

other through a language. On the same pattern, communication with computers is
carried out through a language. This language is understood both by user and the
machine. Just as every language like English, Hindi has its grammatical rules;
every computer language is bound by rules known as SYNTAX of that language.
The user is bound by that syntax while communicating with the computer system.

1. Low Level Language:

The term low level means closeness to the way in which machine understand.
The low level languages are:
a. Machine Language:
This is the language (in the form of 0’s and 1’s, called binary numbers)
understood directly by the computer. It is machine dependent. It is
difficult to learn and even more difficult to write programs.
b. Assembly Language:
This is the language where the machine codes comprising of 0’s and 1’s
are substituted by symbolic codes (called mnemonics) to improve their
understanding. It is the first step to improve programming structure.
Assembly language programming is simpler and less time consuming than
machine level programming, it is easier to locate and correct errors in
assembly language than in machine language programs. It is also machine
dependent. Programmers must have knowledge of the machine on which
the program will run.

2. High Level Language:

You know that low level language requires extensive knowledge of the
hardware since it is machine dependent. To overcome the limitation, high
level language has been evolved which uses normal English like, easy to
understand statements to solve any problem. Higher level languages are
computer independent and programming becomes quite easy and simple.
Various high level languages are given below:
 BASIC (Beginners All Purpose Symbolic Instruction Code): It is widely
used, easy to learn general purpose language. Mainly used in
microcomputers in earlier days.
 COBOL (Common Business Oriented language): A standardized
language used for commercial applications.
 C: Structured Programming Language used for all purpose such as
scientific application, commercial application, developing games etc.
 C++: Popular object oriented programming language, used for general
purpose.

Operating System
The operating system in these days uses a graphical user interface (GUI). Here you
do not have to remember all the commands by heart. The commands are visible on
the monitor as icons. The most popular operating system available today is
‘Windows’. The Windows operating system has evolved over time in the form of
Windows 95, Windows 98 and Windows 2000. Currently windows XP, Windows
Vista and Windows 7 are in use. In this lesson we will explain the main features of
Windows XP.

XP DESKTOP ELEMENTS:

Start Menu:

When clicked on the start button, menu as

follows appears on the screen giving all the
available options to start using the Windows.
Task Bar:

When you start the computer system, then start and task bar appears on the bottom
of the screen and by default remains visible when Windows is running. Whenever
a program is run or a window is opened, an icon representing the program appears
on the taskbar. To switch between windows or program, click on the icon
representing the window on the task bar. When the program or window is closed,
the icon disappears from the task bar.

Basics of Word Processing

Word processing is an application program that allows you to create letters,
reports, newsletters, tables, form letters, brochures, and Web pages. Using this
application program you can add pictures, tables, and charts to your documents.
You can also check spelling and grammar. In this lesson, we will learn Word 2007
and use its features, tools and techniques. All Professional Documents will be
discussed using this package only.

MAIN FEATURES OF WORD PROCESSING

The main features are:

 You can create professional documents fast, using building and custom
templates.
 You can easily manage large documents using various features like the ability
to create table of contents, index, and cross-references.
 You can work on multiple documents simultaneously
 With the help of mail merge, you can quickly create merge documents like
mass mailings or mailing labels.
 AutoCorrect and AutoFormat features catch typographical errors automatically
and allow you to use predefined shortcuts and typing patterns to quickly format
your documents.
 The print zoom facility scales a document on different paper sizes, and allows
you to print out multiple pages on a single sheet of paper.
 The nested tables feature supports putting one table inside another table.
 You can export and save your word documents in PDF and XPS file format.

STARTING MS WORD PROGRAM

You can start your Word program in different ways. One way is using Start button:

1. Click on the Start button.

2. In the menu that appears select All Programs → Microsoft Office →
Microsoft Office Word 2007. In few seconds you will see Word screen on
the monitor.

Toolbars

MS Word 2007 provides a customized quick access toolbar to organize the tools
available for easy and fast access of the commands. Many toolbars displaying
shortcut buttons are also available to make editing and formatting quicker and
easier. The toolbars that are already displayed on the screen are checked. To
add/modify simply click on the “More Commands” option which will display the
following menu for customized selection of tools as per your requirement.
Rulers

The rulers display horizontal and vertical scales that reflect the width and height of
your typing area. The horizontal scale is invaluable when you want to quickly set
tabs, margins, and indents. Select the View tab on the main MS word 2007 screen
to be able to
select/deselect the
Ruler/Gridlines and
other options.

Find Documents

When you forgot the name of a file, but you remember a few letters in a word that
may be in the file name, use Open dialog box. Word will search through the list of
files in the selected folder or device for your particular file. For example, if your
file name is ‘Annual paper’ you can type the letters annual. Word will locate this
file. Follow these steps to find files:

Select Office Button Open command on the menu bar. The Open dialog box
will be displayed.
KEYBOARD SHORTCUTS

Keyboard
shortcuts can save
time and the effort of
switching from the
keyboard to the mouse
to execute simple
commands. This list
of Word keyboard
shortcuts and keep it
by your computer for
a quick reference.
Formatting Documents
This lesson covers various features of entering, editing, copying text, moving text
from one place to another in the document, creating bulleted and numbered lists,
creating and applying styles, and spelling and grammar corrections that are
important to enrich your document. Also, enriching a document’s appearance is
Word’s specialty. Word’s formatting features allow you to create beautiful
documents without doing much more than typing headings and text. Word will do
the rest. Word 2007 offers a great amount of formatting options: multiple typefaces
and point sizes; easy-to-apply character styles such as bold, italic, normal, single
and double spaces; underline; subscript and superscript; and paragraph formats
such as alignment, spacing and indentation. You will be introduced to some of
these features in this lesson.

WORKING WITH TEXT:

While using Word 2007, there are certain concepts, menu flow, tips, and
commands you should learn. This section deals with most common word concepts,
tips, and commands you should know regardless your skills in using Word 2007
program. When you open word 2007 the following menu will appear on your
monitor.

Typing Text

To enter text, just start typing in the text area! As you type the text will appear
where the blinking cursor is located and will move from left to right. Unlike with a
typewriter, you need not press ENTER key at the end of each line, the characters
automatically shifted to next line. Word continues to let your text wrap (move to
the next continuous line) around until you are ready to start a new paragraph. To
break a continuous line and move to a new paragraph, Press ENTER key at the end
of a paragraph.

Inserting Text

To insert the text in an existing document, follow the steps given below:
1. Move the cursor by using the arrow buttons on the keyboard or positioning the
mouse and clicking the left button where you want to insert the text. The
keyboard shortcuts listed below are also helpful when moving through the text
of a document:
Beginning of the line HOME
End of the line END
Top of the document CTRL+HOME
End of the document CTRL+END
2. Type the text you want to insert.

Paragraph Markers ¶

You may find it easier to type when you can see the returns, spaces, and tabs
in your document. If so, click on the Show/ Hide button on the Standard toolbar
to display the marks. Click on the Symbol again to hide them.

Formatting Text

Using the Formatting toolbar is the easiest way to change many attributes of text.
If the toolbar as shown below is not displayed on the screen, select Home Tab.
Under Home Tab you can select desired Formatting commands under Font,
Paragraph subtask as per the diagram given below.
BULLETED AND NUMBERED LISTS

Bulleted lists and Numbered lists are often used to bring main points to a reader’s
attention.

Creating a Bulleted and Numbered Lists

To create a bulleted or numbered list, use the list features provided by Word. In
this section you will learn how to create and format bulleted and numbered lists.

1. Click the Bulleted List button or Numbered List button on the formatting
toolbar.
2. Type the first entry and press ENTER. This will create a new bullet or number
on the next line. If you want to start a new line without adding another bullet or
number, hold down the SHIFT key while pressing ENTER.
3. Continue to type entries and press ENTER twice when you are finished typing
to end the list.

Use the Increase Indent and Decrease Indent buttons on the formatting toolbar to
create lists of multiple levels.

You can also type the text first, highlight the section, and press the Bulleted List or
Numbered List buttons to add the bullets or numbers.

Creating Nested Lists

To create a nested list, such as a numbered list inside of a bulleted list, follow these
steps:
1. Type the list and increase the indentation of the items that will make up the
nested list by clicking the Increase Indent button for each item.

2.

Highlight the items and click the Numbered List button on the formatting toolbar.

Mail Merge
A common word processing task is to produce periodic mailings to send to
different people or agencies connected to you or your profession or your business.
The mailings features in Word can help you to organize your address data, get it
into a document, and print it out in the desired format. The main uses of Word’s
Mail Merge features are:

 You can merge a list of names and addresses to a single letter that can be sent
to different people in their names and addresses.
 You can create categories, a single letter with variable information fields in it,
or labels.
 You can also produce merged documents such as directory lists, invoices, print
address lists, or print addresses on envelopes and mailing labels.

TYPES OF DOCUMENTS IN MAIL MERGE

Mail Merge requires three types of documents:

a) Main Document: In a Mail Merge operation, the personalized document

(such as, a standard letter, or envelope, or mailing label) is known as the
main document. It is the document containing the text and graphics that stay
the same for each version of the merged document - for example, the return
address and body of a form letter.
b) Data Source: Data source is a file that contains the names and addresses or
any other information that vary with each version of a mail-merge
document. For example, a list of names and addresses for a form letter you
want to send to a list of clients or other people.
c) Merge Document: When you merge the main document with data source, a
third document called merge document will be produced. The merge
document can be merged to the screen to view letters along with addresses;
or directly to the printer to print the letters along with addresses and print
addresses on envelopes or labels; or save as some other file that can be used
later for printing. Inserting the data or information from the data source in
the main document creates the merge document. For example, insert the
merge field «City» in a letter document to have Word insert a city name,
such as “New Delhi” that is stored in the City data field.

Mail Merge or Mailings feature in Word 2007 is available in Main Tab bar. Click
on the
‘Mailings’
tab on the
main tab bar
to activate the
mailings
features and
tools, which
comprises
subtask such as “Create”, “Start Mail Merge”, “Write & Insert Fields”,
“Preview Results” and “Finish & Merge”

MAIL MERGE WIZARD

The Mail Merge wizard

guides you through the
process of doing a mail
merge. This involves
creating and editing main
document; creating a new
data file opening an existing data file; and merging the data fields with main
document. To use Mail Merge Wizard, select Mailings → Start Mail Merge
subtask from the main tab bar. Then select Step by Step Mail Merge Wizard
option on the subtask bar.

The Mail Merge Wizard menu will appear on the screen. This will help you to
create mail merge documents in customized step manner. The Wizard has 6 steps
to create a mail merge document.

Select Document Type:

In this section you will learn how to select a main document using Mail Merge
Wizard. Selecting a Document Type is the first step towards creating a mail merger
document. Using this option you can choose the type of main document such as
Letters, E-Mail Messages, Envelopes, Labels, Directory. Most often the standard
document type used is Letter. However, it can also be a mailing label, an envelope
etc. To create a simple letter with variable (current) date, follow these steps: When
you select Letters type, you can use this letter to send to a group of people with a
personalized letter that is received by different people in that group with different
address.

Select Letters from the options given in the Select Document type box and click
on the “Next: Starting document” located on the lower end of the Wizard dialog
box to move to the next step.

Select Starting Document

The 2nd step in the process is to select starting document under Letters option.
There are three options available.

Use the current document:

This is to use the current
document shown and use the
mail merge features to add
recipients address or
information. This is suitable
when you already have letter
draft for the purpose and just
want to add address of the
recipients to the letter.

Basics of Spreadsheet
A spreadsheet is a large sheet having data and information arranged in rows and
columns. As you know, Excel is one of the most widely used spreadsheet
applications. It is a part of Microsoft Office suite. Spreadsheet is quite useful in
entering, editing, analyzing and storing data. Arithmetic operations with numerical
data such as addition, subtraction, multiplication and division can be done using
Excel. You can sort numbers/ characters according to some given criteria (like
ascending, descending etc.) and use simple financial, mathematical and statistical
formulas.

FEATURES OF SPREADSHEETS

There are a number of features that are available in Excel to make your task easier.
Some of the main features are:

1. AutoSum - helps you to add the contents of a cluster of adjacent cells.

2. List AutoFill - automatically extends cell formatting when a new item is added
to the end of a list.
3. AutoFill - allows you to quickly fill cells with repetitive or sequential data such
as chronological dates or numbers, and repeated text. AutoFill can also be used
to copy functions. You can also alter text and numbers with this feature.
4. AutoShapes - toolbar will allow you to draw a number of geometrical shapes,
arrows, flowchart elements, stars and more. With these shapes you can draw
your own graphs.
5. Wizard - guides you to work effectively while you work by displaying various
helpful tips and techniques based on what you are doing.
6. Drag and Drop - it will help you to reposition the data and text by simply
dragging the data with the help of mouse.
7. Charts - it will help you in presenting a graphical representation of your data
in the form of Pie, Bar, Line charts and more.
8. PivotTable - it flips and sums data in seconds and allows you to perform data
analysis and generating reports like periodic financial statements, statistical
reports, etc. You can also analyze complex data relationships graphically.
9. Shortcut Menus - the commands that are appropriate to the task that you are
doing will appear by clicking the right mouse button.

Features of MS Excel
a) Results-oriented user interface
The new results-oriented user interface makes it easy for you to work in
Microsoft Office Excel. Commands and features that were often buried in
complex menus and toolbars are now easier to find on task-oriented tabs that
contain logical groups of commands and features. Many dialog boxes are
replaced with drop-down galleries that display the available options, and
descriptive tooltips or sample previews are provided to help you choose the
right option.

b) More rows and columns, and other new limits

The grid of Excel 2007 is having 1,048,576 rows and 16,384 columns. Thus it
provides a user with 1,500% more rows and 6,300% more columns than the
Microsoft Office Excel 2003. The last column in Excel 2007, is XFD instead of
IV in Excel 2003. The number of cell references per cell is increased to limit as
maximum available memory. The formatting types are also increased to
unlimited number in the same workbook as compared to the earlier limit of four
thousand types of formatting.

c) Office themes and Excel styles

By the help of a specific style, in Excel 2007, the data can be quickly formatted
in the worksheet by the help of a theme. You can share themes across other
releases of Office 2007 e.g. Word 2007, Power point 2007. Applying a theme:
Themes are used to make great-looking documents. A theme is defined as a
predefined set of colors, lines, fonts and fills effects. Theme can be applied to a
specific item like tables, charts or it can also be applied to entire workbook.
Using styles: A predefined theme based format is called style. It can be applied
to change the appearance of Excel charts, tables, PivotTables, diagrams or
shapes. Styles can be customized to meet user specific requirements. It is
important to note that in case of charts you cannot create your own styles, but
you can use preexisting styles.

d) Rich conditional formatting

It is easy to use and apply conditional formats. A few tricks are required to
observe the relationships in data, which helps to great extent for analysis
purposes. Important data trends and exceptions can be easily observed by the
help of implementation and management of multiple conditional formatting
rules which apply rich visual formatting in the form of data bars, gradient
colors, and icon sets to data that meets those rules.

e) Easy formula writing

Some improvements that make formula writing much easier are as given below

Resizable formula bar: To prevent the formulas to cover the other data in
worksheet, the formula bar automatically resizes to accommodate complex, long
formulas. More levels of nesting can be used to write longer formulas as an
enhanced feature of earlier versions of Excel.

Function AutoComplete: Function AutoComplete feature helps to write the

proper formula syntax more quickly. It helps in detecting the functions that you
want to use and helps in completing the formula.

Structured references: Excel 2007 provides structured references to refer the

named ranges and tables in a formula. This is in addition to the cell references, like
D1 and A1C1.
Easy access to named ranges: You can organize, update and handle multiple
named ranges in a central location by the help of Excel 2007. This helps you to
work on your worksheet, interpret its data and formulas.

f) Improved sorting and filtering

Enhanced filtering and sorting techniques of Excel can be used to arrange
worksheet data more quickly to find the desired answers. In Excel 2007 you can
sort data by color and by more than 3 levels.
You can also filter data by color or by dates, display more than 1000 items in
the AutoFilter drop-down list, select multiple items to filter, and filter data in
PivotTables.

EXCEL WORKSHEET
Excel allows you to create worksheets much like paper ledgers that can perform
automatic calculations. Each Excel file is a workbook that can hold many
worksheets. The worksheet is a grid of columns (designated by letters) and rows
(designated by numbers). The letters and numbers of the columns and rows
(called labels) are displayed in gray buttons across the top and left side of the
worksheet. The intersection of a column and a row is called a cell. Each cell on
the spreadsheet has a cell address that is the column letter and the row number.
Cells can contain text, numbers, or mathematical formulas.
DATA ENTRY
You can enter various kinds of data in a cell.
1. Numbers: Your numbers can be from the entire range of numeric values:
whole numbers (example, 25), decimals (example, 25.67) and scientific
notation (example, 0.2567E+2). Excel displays scientific notation
automatically if you enter a number that is too long to be viewed in its
entirety in a cell. You may also see number signs (# # # # # #) when a cell
entry is too long. Widening the column that contains the cell with the
above signs will allow you to read the number.
2. Text: First select the cell in which data has to be entered and type the text.
Press ENTER key to finish your text entry. The text will be displayed in
the active cell as well as in the Formula bar. If you have numbers to be
treated as text use an apostrophe (‘) as the first character. You cannot do
calculations with these kind of data entry.
3. Date and Time: When you enter dates and times, Excel converts these
entries into serial numbers and kept as background information. However,
the dates and times will be displayed to you on the worksheet in a format
opted by you.
4. Data in Series: You can fill a range of cells either with the same value or
with a series of values with the help of AutoFill.

Formatting Worksheets

Excel makes available numerous formatting options to give your worksheet a

polished look. You can change the size, colour and angle of fonts, add colour to
the borders and backgrounds of cells, and have the format of a cell change,
based on its value. You will see that some of the formatting features in MS
Excel are same as you have used in MS Word.

USING FORMATTING TOOLBAR

Formatting helps to make our work more presentable. It also helps the
viewer/reader to understand the worksheet more easily with respect to its
purpose. There are three locations where the Excel 2007 formatting tools are
available.
1. In the home tab
2. In the mini toolbar that appears when you right click a range or a cell
3. In the format cells dialog box.

Home Tab and the Formatting Tools

Home tab provides the quick access to the most commonly used options with
respect to the formatting requirements. You can select a cell or a range and then
use the tool as per the need like Font, Alignment or Number groups. To understand
the proper and best use of such tools, only way is to use them and experience their
effect. Some of the controls are further expandable like drop-down lists etc. If you
see some small arrow along with a button. The button will expand to display the
available choices.

In the Mini Toolbar

Shortcut menu appears when you right click a cell or a range selection. A mini
toolbar also appears above the shortcut menu. The Mini toolbar contains
controls for common formatting:
 Font type
 Font Size
 Decrease Font
 Increase Font
 Accounting Number Format
 Comma Style
 Font Color
 Format Painter
 Bold
 Italic
 Center
 Percent Style
 Borders
 Merge And Center
 Increase Decimal
 Decrease Decimal
 Fill Color

Dates
and

Times
If you enter the date “January 1, 2001” into a cell on the worksheet, Excel will
automatically recognize the text as a date and change the format to “1-Jan-01”.
To change the date format, select the Number tab from the Format Cells
window. Select “Date” from the Category box and choose the format for the
date from the Type box. If the field is a time, select “Time” from the Category
box and select the type in the right box. Date and time combinations are also
listed. Press OK when finished.
Formulas, Functions and Charts

In this lesson you can enter formula and functions and perform mathematical
calculations. You will also be able to create charts and graphics using the data.
You can specify mathematical relationship between the numbers using the
formula. Formulas are used for simple addition, subtraction, multiplication and
division as well as for complex calculations. Functions are built in formulas.
The users have to provide cell references and addresses only. These are called
arguments of the function and are given between the left and right parenthesis.

FORMULAS AND FUNCTIONS

To manipulate data and to extract useful information from Excel worksheets,
formulas and worksheet functions play very important role. In Excel, formulas
are used to calculate results from the worksheet data. When there is some
change in the data, such formulas automatically calculate the updated results
with no extra efforts on the part of the user. There is a new feature introduced
by Excel 2007, which enables you to create formulas which use columns names
from a table, when you are working with table. This feature helps the user to
make formulas much easier to read. A formula can have any or all of the
following elements
 Must begin with the 'equal to' = sign.
 Mathematical operators, such as + (for addition) and / (for division) and
logical operators such as <, >
 References of cell (including named ranges and cells)
 Text or Values
 Functions related to the worksheets, for example SUM or AVERAGE

The current cell in which you have entered a formula will display the result after
the formula is completely entered. Also, when you select or click on a cell which is
having some formula, the formula will appear in the formula bar. In Excel 2007,
the formulas are available in the Formulas Tab. If you click on the Formulas tab,
you can see the corresponding ribbon display with available formulas, as shown
below.
Following are a few examples of formulas:
CHARTS

Charts allow you to present data entered into the worksheet in a visual format
using a variety of graph types. Before you can make a chart, you must first enter
data into a worksheet. This section explains how you can create simple charts from
the data. Formatted charts come in various types for diverse goals, ranging from
columns to pies, from lines to surfaces, etc.

Types of Chart

Microsoft Office Excel 2007 provides various types of charts to help you to
display data in different ways as per the need of the viewers. You can create a new
chart or can change the existing chart, from the wide range of chart subtypes
available for each type of available chart types as given below

1. Column Charts

This type of chart is used to compare values across categories. They give very
effective results to analyze the data of the same category on a defined scale.

2. Line Charts

Data represented in columns or rows in a worksheet can be plotted with the help of
line chart. Line charts can be used to display continuous data over time with
respect to a common scale. Thus Line Charts are best suitable for viewing data
trends at equal intervals of time. The horizontal axis is used to represent the
category data and all the value data is distributed uniformly along the vertical axis.

3. Pie charts

In a situation where one has to show the relative proportions or contributions to a

whole, a pie chart is very useful. In case of pie chart only one data series is used.
Small number of data points adds more to the effectiveness of pie charts. Generally
there should be maximum five or six data points or slices in a pie chart. If the
points are more in number then it becomes very difficult to interpret the chart.
Also, it is very important to note that the values of to be used in the pie chart must
be all positive. If there are some negative values, in that case the negative values
will be automatically converted in to positive values, this will be desired.

4. Bar Charts
Bar charts are used to show comparisons between individual items. To make a bar
chart the data should be arranged in the form of rows and columns on a worksheet.

5. Area Charts

The data which is arranged in the form of rows or columns on a worksheet can be
plotted in an area chart. Area charts are used to highlight the degree of a change
over time. Area charts are also used to draw attention to the total value across a
trend.

6. XY (Scatter) charts

XY charts are also known by other names like scatter grams or scatter plots. The
point of difference between XY charts and other types of charts is that in XY
charts both axes display values i.e. they have no category axis. Such type of charts
is generally used to show the relationship among two variables.

7. Stock charts

Stock chart can be used to plot data arranged in columns or rows in a particular
order on a worksheet. As the name is self-explanatory, this chart is used to
demonstrate the fluctuations with respect to stock market prices. Even scientific
data can be plotted by stock chart, e.g., the fluctuation of daily or periodic
temperature. The data must be arranged in a correct order to generate stock charts.
Say, for example to make a simple high low-close stock chart one should organize
his/her data with High, Low and Closed entered as the headings of the columns in
the respective order.

8. Surface charts

Such type of chart is used in situations where both categories and data series are
numeric values. This type of chart is useful in situations where the optimum
combinations are found among the two sets of data. Data should be arranged in
columns or rows in a worksheet can be plotted in s surface chart. The colors and
patterns indicate the areas which are in the same range of set of values, as it
happens in case of a topographic map.

9. Doughnut charts
The conditions to draw doughnut charts are that the data has to be in the form of
rows or columns. As in the case of a pie chart, the doughnut chart illustrate the
relationship of parts to a whole, but it is able to get more than one data series.

10. Bubble charts

A bubble chart can be used to plot the data values which are arranged in the
columns of a worksheet so that x values are listed in the first column and matching
y values and bubble size values are listed in adjacent columns.

11. Radar charts

The radar charts compare the aggregate values of a number of data series. Radar
chart can be plotted with the data which is arranged in columns or rows on a
worksheet.

How
to
Draw a Chart in Excel 2007
In Microsoft Excel 2007 chart wizard is removed and also not brought back in
Excel 2010 also. Instead the ribbon is provided as a new place to get your chart
related needs full filled. The buttons on the Insert tab of the ribbon are just the
starting point to make a chart. After we get the ribbon it becomes very simple to
start making a chart. Whenever we click on some component of chart, we observe
that the Chart Tools are displayed to the ribbon. Three additional tabs which
provide a variety of chart design, layout and formatting options, will also be added.

First, the Layout tab is used to add all sorts of elements related to chart or change
the way they are shown in the chart. Second, the format tab is used to apply special
effects which were not available in the earlier versions of the Excel, such as the
bevel effect etc. It may be little difficult to be acquainted with this new type of
chart interface, but once you start working, you’ll be proud to show off your
professional looking results.

It is worth mentioning that you can right click on an element of the chart for quick
access to specific features with respect to that particular element e.g. if you right
click on any chart axis, you will get Format Axis dialog box.

Following steps are given to draw a Chart

1. Enter data in the work sheet: Suppose you entered data as given below:
2. Now select data range: By using the mouse high light the range of data you
want to:

3. Click Insert Tab and select a chart type from the chart group:

4. Select the sub type of chart:

GRAPHICS – AUTOSHAPES AND SMART ART

The AutoShapes feature of Excel 2007 allows you to draw a number of

geometrical shapes, arrows, flow chart elements, stars, and more on the worksheet.
The steps to activate and use AutoShapes are

1. Click on Insert Tab.

2. From Illustrations Group, Click on Shapes.

Now select that which you want to insert.

Different categories of AutoShapes available in Excel 2007. We will briefly
discuss some of the here.
1. Lines - After clicking the Lines button on the AutoShapes toolbar, draw a
straight line, arrow, or double-ended arrow from the first row of options by
clicking the respective button. Click in the worksheet where you would like the
line to begin and click again where it should end. To draw a curved line or
freeform shape, select curved lines from the menu, click in the worksheet where
the line should appear, and click the mouse every time a curve should begin.
End creating the graphic by clicking on the starting end or pressing the ESC
key. To scribble, click the last button in the second row, click the mouse in the
worksheet and hold down the left button while you draw the design. Let go of
the mouse button to stop drawing.

2. Connectors - These lines can be used to connect flow chart elements.

3. Basic Shapes - Click the Basic Shapes button on the AutoShapes toolbar to
select from many two- and three-dimensional shapes, icons, braces, and
brackets. Use the drag-and-drop method to draw the shape in the worksheet.
When the shape has been made, it can be resized using the open box handles
and other adjustments specific to each shape can be modified using the yellow
diamond handles.

4. Block Arrows - Select Block Arrows to choose from many types of two- and
three-dimensional arrows. Drag-and drop the arrow in the worksheet and use
the open box and yellow diamond handles to adjust the arrowheads.

5. Flow Chart - Choose from the flow chart menu to add flow chart elements to
the worksheet and use the lines menu to draw connections between the
elements. We have drawn a flowchart using lines, flow chart elements and
connectors.

6. Stars and Banners - Click the button to select stars, bursts, banners, and
scrolls.

7. Call Outs - Select from the speech and thought bubbles and line call outs. Enter
the call out text in the text box that is made.
Smart Art Graphics
Visual representation of information and ideas is called SmartArt Graphics.
They can be used to quickly, easily and effectively communicate a message.
The facility to create a SmartArt Graphic is available in MS Excel 2007.
You can copy and paste SmartArt graphics as images into other programs
such as Word and PowerPoint.

To create a SmartArt graphic, one has to choose a type for example, Process,
Cycle, Hierarchy or Relationship. A type represents a category of SmartArt
graphic. Each type is having several different types of layouts.

Steps to Create a SmartArt:

1. Click on Insert Tab.

2. From Illustrations Group, Click on SmartArt

3. Now choose a category (Say Hierarchy) and click OK.

4. Now you can enter the values as shown below. To enter values just click on
the component where you want to enter text and write the text.
You can apply different effects on the SmartArt, by the help of Design tab. Click
on SmartArt. The Design tab will be visible with its ribbon. Select appropriate
group from the ribbon and apply the desired effects.
Creating Presentation
Whenever you appear in front of one or more people to present your ideas, deliver
speech, give classroom lecture, organize computer conference, etc., you have a
presentation. The basic purpose of any presentation is communication. To
communicate effectively, you must state your facts in a simple, concise and
interesting manner. Any presentation consists of four basic elements: you, your
audience, your message and your tools. In this lesson you will learn to create a
presentation using Microsoft PowerPoint 2007 which is complete presentation
software. Even if you are not a multimedia expert, PowerPoint helps you create
slides and present exciting slide shows. PowerPoint provides you helpful
suggestions on the layout, design, and formats of your slides.

STARTING A POWERPOINT PROGRAM

It enhances your presentations with pictures, sound effects, tables and charts. The
main features of PowerPoint are:

– PowerPoint gives you several ways to create a presentation.

– Creating slides is the root of all your work with PowerPoint. You can get your
ideas across with a series of slides.

– Adding text will help you put your ideas into words.

– The multimedia features makes your slides sparkle. You can add clip art, sound
effects, music, video clips etc.

– Preparing a presentation is easy in PowerPoint. Once if you have created slides,

you can put them in order, time your slide show, and present them to your
audience. You can start your PowerPoint program in different ways. One way is
using Start button:

1. Click on the Start button.

2. In the menu that appears select All Programs →Microsoft Office →Microsoft
Office PowerPoint 2007. In few seconds you will see PowerPoint screen on the
monitor.

VIEWING SLIDES

PowerPoint consists of multiple views to help you in the creation and presentation
of your slides. These views are Normal, Slide Sorter, and Slide Show. The first two
views are for creating your presentation and the last one is for presentation of slide
show. You can access these views by clicking the respective view buttons at the
bottom right of the PowerPoint window. Or select the View and then the respective
command on the menu bar. For example, if you want to choose Normal view,

select View→ Normal command on the menu bar.

Normal View

The Normal View divides the screen into three sections: the main window, where
the current slide is displayed; the outline pane on the left; and the notes pane at the
bottom. This is where you will do most of your work. You can resize each pane by
clicking its border and dragging it to the size that you want it to be. To access
Normal view, click on Normal view button at the bottom left of the window or
select View→ Normal command on the menu bar.

Slide Sorter View

A small image of each slide is displayed on Slide Sorter View. Slides can easily be
ordered and sorted using this view. You can also use this view to add special
effect, such as the transactions that occur when each new slide appears. To access
Slide Sorter view, click on Slide Sorter view button at the bottom left of the
window or select View→ Slide Sorter command on the menu bar.
Slide Show View

The Slide Show View is the view to use when you preview your presentation to
make sure everything is in place, or when you deliver a presentation to an
audience. Because all sounds, animations, hyperlinks, and action settings of your
presentation will be working, you can see exactly how your show will turn out. To
access Slide Show view, click on Slide Show button at the bottom left of the
window or select View →Slide Show command on the menu bar.
SAVING AND PRINTING

You can save your presentation slides as a file in a folder. You can also save the
slides as Web page so that you can post them on Internet. Printing is similar to
what you have done in Word and Excel. Remember to set up your page before
saving or printing your presentation slides.

Page Setup

Select Office button →Print Preview from the menu bar to access options for
printing the presentation slides. Select the format the printed slides will be used for
from the Slides drop-down menu.

Save as
File:
To save your presentation slides as a file, select Office button →Save As command
on the menu bar or simply click on the Save button on the toolbar on top. The Save
As dialog box appears. Choose the folder and drive that your file will be located,
type the name of the file, and then click Save in the Save As dialog box.

Save as Web Page

Presentations can be saved by selecting Office button →Save as command on the

menu bar as explained earlier. However, if you want to post PowerPoint
presentations on
the Internet, you may
want to save them as
Web pages so that the
visitors to your
web site can view the
presentation even
if they do not have
PowerPoint installed on their computers. Select Office →Save as and select Web
Page command from the drop down. Choose your web page directory on the
network from the Look in: drop-down menu and name the file in the File name:
box. Click Save to save the presentation in web format.

Print

Select Office button →Print command on the menu bar to print the presentation.
The Print dialog box appears. Choose the following options in the Print box. Print
range - Select All to print all the slides in the presentation, Current slide to print
only the current slide, or enter slide numbers in the Slides field to print only certain
slides. Copies - Enter the number of copies of each slide specified in Print range
and check the Collate box if necessary.

Print What –

 Slides - prints a full-page slide on each page.

 Handouts - prints as many slides as you designate on each page.
 Notes Page - prints one slide with that slide's notes on each page
 Outline view - prints the outline of the presentation Click OK to print.
CLOSE A DOCUMENT

To close the current presentation slides file, select Office button →Close command
on the menu bar. If the file contains any unsaved changes, you will be prompted to
save the file before closing.

EXIT POWERPOINT PROGRAM

When finished your work in PowerPoint and closed all the files, you can quite the
PowerPoint program by selecting Office button →Exit PowerPoint command on
the menu bar.

KEYBOARD SHORTCUTS
Keyboard shortcuts can save time and the effort of switching from the keyboard to
the mouse to execute simple commands. Print this list of Power Point keyboard
shortcuts and keep it by your computer for a quick reference.

Introduction to Internet
In the present age of information Technology, use of Internet is becoming quite
popular for accessing information on any topic of your interest. It also provides
tremendous opportunities to students; researchers and professionals for getting
information on matters related to academic and professional topics and lot more. In
the present world, most of the people who have computers around themselves use
Internet to access information from the World Wide Web, exchange messages &
documents and e-services.

WHAT IS INTERNET?
The Internet or simply the Net is a worldwide network of computer networks. It is
an interconnection of large and small networks around the globe.

APPLICATIONS OF INTERNET

With the help of Internet you can:

 Exchange messages using e-mail (Electronic mail).

 Transfer files as well as software.
 Browse through information on any topic on web.
 Communicate in real time (chat) with others connected to the Internet.
 Search databases of government, individuals and organizations.
 Read news available from leading news groups.
 Send or receive animation and picture files from distant places.
 Set up a site with information about your company’s products and services.

GETTING INTERNET CONNECTION ON YOUR COMPUTER

Any terminal to activate internet services on

it requires a internet connection from a
Internet Service Provider. To have a
connection one needs to contact the Internet
Service Providers. There are several Internet
Service Providers (ISP) in each locality.
There are some nominal charges that you
need to pay to the ISP for the installation of
the connection and for the rent (either monthly or annually). Depending on the
requirement you can choose any one of the available options. If you need a high
speed dedicated network then you can opt for a high bandwidth broadband or
leased line connection. If you need to have connection on a single PC then you
choose a low bandwidth or dialup connection. For small services at your hand
you can even have mobile phones connected to your Internet. There are many
ways to get connected to the Internet. You can get internet connection in any of
the following ways:-
1. Through dial-up connection: user is supposed to get connected to the internet
after dialing up the number used for connection. This is useful if your
network is either confined to small group of computers or for a single PC.
2. Through leased lines: in this a dedicated line is laid specifically for
connection.
3. Though broadband: in this you can get a broadband connection which
provides a high bandwidth for the internet connection. This also provides a
good speed.

These days even wireless connections are available. For this you need to
have a Wi Fi card attached to your computer which can be useful if you do
not have proper place to lay down the wires. To connect to the Internet you
need a PC (personal computer) with requisite software including a browser,
a telephone connection or a leased line, and a modem, which allows the PC
to communicate with other computers.

Types of Internet Connections

a) Dial-up
This is the most common basic type of connection available from ISPs
(Internet Server Providers). In Dial-up connection, you use your
computer, dial a phone number (provider by ISP) to get connected to
server at Providers end through which you access Internet. It means you
are not directly connected to Internet; you access the Internet through
an Internet Service Provider.

b) ISDN (Integrated Services Digital Network)

The process of connecting to server to access Internet is almost same
as Dial-up, but it offers connectivity through the use of digital phone
lines instead of Analog. It offers Internet connectivity at speeds of up
to 128 Kbps, allows the user to receive or make calls simultaneously
on the same line. ISDN comes through a regular telephone wire from
the telephone pole on the street. The line combines two 64 Kbps
channels to offer 128 Kbps bandwidth broken into three bands: One
band for the ringing signal of your phone, one band for your telephone
conversation, and one band for data transfer.

c) Leased Line Connection (Direct Internet Access)

A “Permanent connection” between a computer system (single CPU or
LAN, and the Internet). It is generally used by larger institutions,
corporate and government agencies. It involves establishing your own
Internet gateway (connection) and payment to have a direct full time
line with the network. Your computers, in effect, become part of the
Net. The main advantage of this connection is that: it is on line – 24 hrs
a day, seven days a week, (24x7) and provides faster access. Dedicated
links are established through an internet service provider who places a
computer-controlled router (message director) at your site. A router is
used to connect your local network to the Internet, allow all the
members of network to have complete access to Internet.

d) DSL (Digital Subscriber Line or Dedicated Service Line)

Broadband Connection.
DSL, an “always-on’ data connection is becoming widely available
these days. It can provide an excellent Internet connection. It connects
your home or office to the Internet through the same telephone wire that
comes from telephone pole on the street. Like ISDN, with DSL, user
can make and receive telephone calls while connected to the Internet.
The difference between DSL and dialup / ISDN is that a DSL Internet
connection uses a high-speed dedicated circuit filtering out standard
phone calls and Internet signals.

UNDERSTANDING INTERNET ADDRESS

Addresses are just what they sound like a way to identify uniquely an area of the
Net or an individual on the Net. The most accurate analogy would be to your
home address. This address, when provide fully, uniquely identifies where you
live. If someone wants to either send you something or visit you, they must know
your address. It is the same way on the Internet. If someone wants to send you
something, such as e-mail, they must know your address. If someone wants to
retrieve something from a computer on the Internet, they must know the Domain
name (unique name to identify a host on the Internet) or the IP address of the
computer. For instance www.nios.ac.in is the domain name of a host computer

named NIOS in the academic area (.ac) belongs to geographical domain India
(.in).

As you read in from the right, the name gets more specific until you reach the
name of the individual host computer. The right most (in the above example .in -
country code) represents either a type of organization or a country. Example:
www.yahoo.com (.com – commercial organization).

The End (Complete)

Thank you