basic+advanced

SREE KRISHNA

2 nd floor #203, Annapurna block ,Aditya enclave,Ameerpet Hyderabad, ph:040-64648553

Session - 1

Basics Of Computers

A Desktop Machine

A Computer System

Hardware

Software

User

A Computer System (Contd.)

In general, a computer is a electronic machine which accepts data, processes it and returns

new information as output.

How to working computer

CPU

The central processing unit or (CPU) is the "brain" of your computer. It contains the

electronic circuits that cause the computer to follow instructions from memory.

The CPU contains three main parts, all housed

in a single package (Chip):

Control Unit (CU)

Arithmetic Logic Unit (ALU)

Memory

INPUT DEVICE: to give the information to cpu ex: keyboard , mouse

MEMORY: it stores data or information.

It is two types.

1.primary memory

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2.secondry memory

Primary memory: it store the data temparary.

It is two types.

1. RAM(RANDOM ACCESS MEMORY):

It read the data temparayry.

2.ROM( READ ONLY MEMORY)

It read the data and write data parmanently.

SECOND MEMORY: it stores the parmanently

Ex: harddisk, cd, dvd, pd

PROCESSOR: to process the data.

It is a two types

1.ALU(arthematic logical unit): it process mathematical operataror (+,-,*,/) and logical

operatator(<,>, and, or, =)

2.CU: it process only data.

OUTPUT DEVICE: to give the information from cpu. Ex: monitor , printer.

Differences between hardware and software

Software

Software is set of programs (which are step by step instructions) telling the computer how

to process data.

Software needs to be installed on a computer, usually from a CD.

Softwares can be divided into two groups:

System SW

Application SW

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What is Operating System

OS is system software, which may be viewed as collection of software consisting of

procedures for operating the computer.

It provides an environment for execution of programs (application software).

It’s an interface between user & computer.

Software (Contd.)

System Software

It controls the overall operation of the system.

It is stored in the computer's memory and instructs the computer to load, store, and

execute an application.

Examples: Operating System (OS), Translators

DOS, Windows, Unix etc.

A Second Classification

This Classification is based on the type of interface Operating System provides for

the user to work in.

Character User Interface (CUI)

The User has to type the commands on the command prompt to get the

work completed.

Ex. DOS, UNIX.

Graphical User Interface (GUI)

The User need not type any commands. He/She just point and clicks

on the desired Icon to get the work done.

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Ex. Windows (9X, XP, NT, 2000), Linux.

Software (Contd..)

Application Software

They are Soft wares written to perform specific tasks.

The basic types of application software are:

word processing, database, spreadsheet, desktop publishing, and communication.

Examples: MSOffice, Tally, MSOutlook,

Advantages of Using Computers

Speed: Computers can carry out instructions in less than a millionth of a second.

Accuracy : Computers can do the calculations without errors and very accurately.

Diligence : Computers are capable of performing any task given to them repetitively.

Storage Capacity : Computers can store large volume of data and information on magnetic

media.

Generatation Of Computers

Can be divided into 5 generations.

First Generation (1945 – 1954)-vacuum tubes

Second Generation (1955 – 1964)-transistors

Third Generation (1965 – 1974)-integrated chips

Fourth Generation (1975 -1984 )-microprocessor

Fifth generation(1984-)-artificial intelligence

Language of Computers

Computers only understand the electronic signals.

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Either Current is flowing or not.

Current Flowing : ON

Current Not Flowing : OFF

Binary Language

ON : 1

OFF : 0

Bit, Byte, KB, MB, GB

Types of languages

There are 3 types of languages

Machine language

Assembly language

Higher level language

Machine language

Assembly language (eg:unix)

Higher level language

Interpreter: by using this we can check the programm step by step (or) line by line.

Eg:lisp,fortran

Compiler: by using this we can check the total programm at a time.

Eg:c,c++,java etc….

Types of computers

There are 5 types of computers

Mini computers

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Micro computers

Analog computers

Digital computers

Hybrid computers

Mini computers

Processing speed is slow

Memory capacity is less

One user-one system

Micro computers

Processing speed is fast

Memory capacity is high

One system-no of users

Analog computers

Digital computers

Hybrid computers

The collection of analog and digital computers is called the hybrid computers.

Storage of the data in the system

Store the data in the computer only 0’s and 1’s

0-1bit

8bits-1 byte

1024 bytes-1 kilo byte

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1024 kb- 1 mega byte

1024 mb-1 giga byte(1gb)

1024 gb-1 tetra byte

Keyboard

Keypad contains:

Alphabets

Numbers

Special Symbols

Function Keys

qwert Keyboard (Typewriter Keyboard).

On key press it sends a code (ASCII Code) to the CPU.

Plug N Play device.

Typical Cost is Rs.300 – Rs.1200

Mouse

Pointing & Click Device.

Two / Three Buttons

Wheel / Optical Mouse

Normally Left Click – Select/ Run

Right Click – Popup Menu

Typical Cost is Rs.100 – Rs1000

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MS-WORD

It is a totally document type of data and also word processing data. By using this we can

create the letters, resumes, documents, greeting cards and also tables.

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Office button:

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Save: By using this we can save the current file.

Click on office button

Click on save

Select the location

Enter a file name

Click on save.

New: By using this we can open the new blank document.


Click on new click on blank document

Click on create.

Open: By using this we can open the already saved files.


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Click on open

Select the location

Select the file

Click on open.

Save as: By using this we can create the duplicate files.


Click on save as

Select the location

Enter a file name

Click on save.

Print preview: before taking the print must and should we can see the print preview i.e it

display how the print out comes.


Click on print

Click on print preview

Print: By using this we can take the print out of the selected document.


Click on print

Select the printer name

Select the page range

Select the print (even or odd pages)

Select the no of copies

Click on collate

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Select the pages per sheet

Select the paper size

Click on print.

Close: By using this we can close the only existing files.


Click on close

Exit: By using this we can close the total document .


Click on exit.

Home:

Cut: By using this we can remove the selected data.

Select the data

Click on home

Click on cut

Copy: By using this we can create the duplicate data

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Select the data

Click on home

Click on copy

Paste: By using this we can print the cut and copid data.

Click on home

Click on paste.

Before paste the data what action we can do that can b paste.

Clip board: By using this we can store the cut and copied data ,totally we can store 24 clip

boards.

Click on home

Click on clipboard

If u wants display the cut and copied data

Open the office clip board

Click on the required data.

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Font style: By using this we can change the styles of the selected data.

St: click on home

Click on font style

Select the style.

Font size:By using this we can change the size of the selected font.

St:click on home

Click on font size

Select the size.

Grow font: By using this we can increase the size of the selected text,

St:

Click on home

Click on grow font

Shrink font: By using this we can decrease the size of the selected text.

St: click on home

Click on shrink font

Clear formatting: By using this we can clear the only formats not a total data.

St: select the data

Click on home

Click on clear formatting

Bold: By using this we can make the selected data as a bold.

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St: select the data

Click on home

Click on bold(b).

Italic:By using this we can change the selected data as a italic or cursive format

Select the data

Click on home

Click on italic (I)

Underline: By using this we apply the under line to the selected data.

St: select the data

Click on home

Click on underline (u)

Strike through: By using this we can draw the line middle of the selected text.

St: select the data

Click on home

Click on strike through.

Subscript: By using this we can create small letters below the text of base line.

St: select the data

Click on home

Click on subscript.

Super script:By using this we can create the small letters above the text.

St:

Select the data

click on home

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Click on superscript.

Change case:it is divided into 5 types.

1. Upper case

2. Lower case

3. Sentence case

4. Capitalize each word

5. Toggle case

Upper case: we can convert the select data from lower case to upper case,

Lower case: we can convert the selected data from upper case to lower case.

Sentence case: we can initialize first letter as capital letter in the beginning of every

sentence.

Capitalize each word: we can initialize first letter as capital letter in the beginning of every

word.

Toggle case: we can convert the lower case letters into a upper case similarly upper case

letters into lower case.

St: select the data

Click on home

Click on change case

Select the type.

Text highlight color: By using this we can apply the color behind the selected text.

St: select the text

Click on home

Click on text highlight color

Select the color.

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Font colour: By using this we can apply the color to the selected text.

St: select the text

Click on home

Click on font color

Select the color

Bullets: By using this we can write the data as symbols wise

St: Click on home

Click on bullets

Select the style

Numbers: By using this we can write the data as a numbers wise.

St: click on home

Click on numbers

Select the style.

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Multi level list: By using this we can write the data as a headings wise.i.e. 1, 1.1, 1.2 etc

Click on home

Click on multilevel list

Select the style

If u wants required sub no i.e, 1.1, 1.2 etc..Click on tab on key board.

If u wants required main no i.e. 1, 2, click on shift + tab on

keyboard.

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Justify: By using this we can adjust the margins of a selected the data on both sides equally.

Click on home

Click on justify

Line spacing:By using this we can give the space between the lines.

Click on home

Click on line spacing

Select the distance

Shading: By using this we can apply the background color behind the selected data.i.e total

paragraph.

Click on home

Click on shading

Select the color

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Boarders: By using this we can apply the boarders to the selected data.

Click on home

Click on boarders

Select the boarder style.

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Styles: By using this we can write the data as a headings wise, i.e. Title, heading1, subtitle

etc….

St: Click on home

Click on styles

Select the style (title or heading etc....).

If u wants change the styles of selected text

Click on change styles

Select the style

If u wants apply the colors

Click on colors

Select the color

If u wants change the font styles

Click on font styles

Select the font style.

Find: By using this we can search a particular character or word in a document.

Click on home

Click on find

Enter the word

Click on reading highlight

Click on highlight all.

If u wants remove the color

Click on remove all.

Replace: By using this we can change the data in a find position.

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Click on home

Click on replace

Enter the word (or) data

Click on replace all.

Select all: By using this we can select the totally data at a time.

Click on home

Click on select

Click on select all.

Goto: By using this we can go easily (or) directly from one page to another page.

Click on home

Click on find

Click on go to

Enter the page no

Again click on go to.

Insert:

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Cover page: By using this we can create our own front page of a document.

St: click on insert

Click on cover page

Select the style.

Blank page: By using this we can insert the new blank page to the existing pages.

St:

Click on insert

Click on blank page

Tables: By using this we can insert the table on the existing page.

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It is divided into four types.

1. Drag and drop table

2. Insert table

3. Draw table

4. Quick tables.

1. Drag and drop table: By using this we can create the table just select the no of

column and rows By using a mouse.

St: click on insert

Click on table

Select the column and rows.

2. Draw table: it is a customized user defined table.i.e first drag the box in existing page

then we can drag the column and rows.

Click on insert

Click on table

Click on draw table

Drag the box

Drag the column and rows.

3. Insert table: before inserting the table first enters the no of columns and rows.

St: click on insert

Click on table

Click on insert table

Enter the no of columns and rows

Click on ok.

4. Quick tables: By using this we can insert already inbuilt tables on existing document.

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St: click on insert

Click on tables

Click on quick tables

Select the table style

If u wants modify the data in the table place a cursor point in the required cell enter the

data.

How to insert the columns and rows to the existing table?

St: place a cursor point in required cell

Click on lay out

Click on columns and rows

Select the type.

Delete: By using this we can delete the table, column, row and cell.


Click on lay out

Click on delete

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Select the type

Select: By using this we can select the table, column, row and cell.


Click on lay out

Click on select

Select the type

Merge cells: By using this we can combine the no of selected cells into single cell.

St: select the cells

click on layout

Click on merge cells

Split cells: By using this we can divide the single cell into a no of column and rows.

St: place cursor point in required cell

Click on layout

Click on split cells

Enter the no of columns and rows

Click on ok.

Split table: By using this we can divide the table into a no of rows.

St: place cursor in required cell

Click on lay out

Click on split table.

Autofit: it is divided into 3 types

1. Autofit to contents

2. Autofit to window

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3. Fixed column width

1. Autofit to contents: the column is depending on the text typed in a column.i.e there is no

fixed size columns.

2. autofit to window: it display the table until margins, if u enters the more data in any

column automatically adjust column sizes.

3. Fixed column width: By using this we can fix the column sizes

Click on layout

Click on auto fit

Select the type

Alignment: By using this we can adjust the data position in a selected cell.

Click on layout

Select the type

Text direction: By using this we can change the direction of the selected text.

Click on layout

Click on text direction

Select the direction.

Cell margins: By using this we can adjust the all margins are equally.

Click on layout

Click on margins

Select the margins.

Repeat header rows: By using this we can display the headings of selected table in all

extended table.

Select the heading

Click on lay out

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Click on repeat header rows.

Convert text: By using this we can convert the selected table into a text format.

Select the table

Click on layout

Click on convert to text

Select the separator

Click on ok.

Formula: By using this we can calculate the mathematical calculations

Click on layout

Click on formula

Select the formula (e.g.: =sum (left) or right etc.....)

Click on ok.

Table styles: By using this we can change the styles of the selected table.

Select the table

Click on design

Click on table style

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Select the style.

Shading: By using this we can apply the color to the selected cells.

Select the cell

Click on design

Click on shading

Select the color

Boarders: By using this we can apply and remove the boarders to the selected cells.

Click on boarders

Select the type.

Eraser: By using this we can remove the selected cells.

Click on design

Click on eraser

Drag the eraser in the required cells.

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Picture: By using this we can insert the pictures on the existing document from other files.

Click on insert

Click on picture

Select the picture

Click on insert.

Recolor: By using this we can change the color of the selected picture.

Click on format

Click on adjust

Click on recolor

Select the color.

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Change picture: By using this we can replace the picture in the inserted image.

Click on design

Click on change picture

Select the picture

Picture style: By using this we can apply the styles to the selected pictures.

Click on design

Click on picture styles

Select the style.

Picture shape: By using this we can change the shape of the selected picture.

Click on design

Click on picture shape

Select the shape

Picture boarder: By using this we can apply the boarders to the selected picture.

Click on design

Click on picture boarder

Select the style

Select the color

Picture effects: By using this we can apply the effects to the selected images.

Click on design

Click on picture effects select the effect.

Position: By using this we can change the position of the image in a page.

Click on design

Click on position

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Select the type

Text wrapping: By using this we can write the data on the image.i.e we can insert the image

behind the text.

Click on design

Click text wrapping

Click on behind the text.

Hyperlink: By using this we can give the link from the existing document to already saved

documents.

Click on insert

Click on hyperlink

Select the file

Click on ok

If u wants open that file press on ctrl key+ left click on mouse.

Bookmark: By using this we can add the page no in the bookmark, i.e we can go easily

from one page to another page.

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Select the page no

Click on insert

Click on bookmark

Enter the page no

Click on add

If u wants go to from one page to another page, open the bookmark select the page no

Click on go to.

Here we can use the page no only the text format.

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Header and footer: By using this we can write the heading in one page it automatically

display the reaming pages also.

Click on insert

Click on header and footer

Select the options( date, picture etc....)

Click on close header and footer.

Page numbers: By using this we can insert the page no on the existing document.

Click on insert

Click on page numbers

Select the style.

Text box : By using this we can move the data from one place to another place.

Click on insert

Click on text box

Select the style

Enter the data in the required place.

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Word art: By using this we can use the already inbuilt text format styles.

Click on insert

Click on word art

Select the style

Enter the text

Click on ok.

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Drop cap: By using this we can initialize the larger letter at the beginning of a sentence.

Click on insert

Click on drop cap

Click on drop cap options

Select the position

Select the font style, line to drop, distance

Click on ok.

Date and time: By using this we can insert the date and time on the existing document

Click on insert

Click on date and time

Select the format

Click on ok.

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Equation: By using this we can insert the equation and also we can create our own

equation.

Click on insert

Click on equation

Select the equation.

If u wants insert u r own equation

Click on insert new equation

Select the formats

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Symbols: By using this we can insert the symbols on the existing document.

Click on insert

Click on symbol

Select the symbol

If u required more symbols

Click on more symbols

Select the font style

Select the symbol

Click on insert

If u wants change the symbol size and color

Select the font size and color

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Page layout:

Columns: By using this we can divide the page into a no of columns.

Click on page layout

Click on columns

Click on more columns

Select the no of columns

Click on ok.

If u wants move the cursor point from one column to another column

Click on break

Click on column.

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Water mark: By using this we can create the logos behind the page.


Click on water mark

If u wants insert picture water mark

Click on picture water mark

Click on select picture

Select the image

Click on insert

Click on ok.

If u wants insert text water mark

Click on text water mark

Write the logo OR text in text box

Select the font style, font size and color

Click on ok.

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Page color: By using this we can apply our own background styles and colors.


Click on page color

If u wants apply the single color

Select the color

If u wants apply the multi colors

Click on fill effects

Click on gradient

Click on color

Select the color

Click on apply

If u wants apply the texture

Click on texture

Select the style

Click on apply

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If u wants apply the pattern

Click on pattern

Select the fore ground color and back ground color

Select the pattern style

Click on ok

If u wants insert picture

Click on picture

Click on select picture

Select the picture

Click on insert

Click on apply

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Page boarders:

It is dividing into three types

Boarder: By using this we can apply the boarder to the selected paragraph.

Click on page boarder

Click on boarder

Click on box

Select the line style

Select the line color and width

Click on ok.

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Page boarder:

By using this we can apply the boarder to the total document.

Stps: click on page boarder

Click on box

Select the line style and color and width

Click on ok

If u wants apply the any graphic style

Click on art

Select the style

Click on ok.

Shading: By using this we can apply the color to the selected paragraph.

Steps: click on shading

Select the color

Click on ok

Indent:

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Left: By using this we can move the data left side of the page.

Right: By using this we can move the data right side of the page.

St: click on page layout

Select the type.

Spacing: By using this we can give the space between the paragraphs.

St: Click on page layout

Click on spacing

Select the type.

Reference:

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Table of contents:

By using this we can create the index of the document. Here we can display the only

headings.

St: click on add text

Select the levels

Enter the headings in page then

Click on reference

Click on table of contents

Select the style.

If u wants go to particular heading click on contents

Select the heading

Press ctrl+left click on mouse

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Insert footnote: By using this we can write the meaning of the particular selected word at

bottom of page.

St: Click on reference

Click on footnote

Write the meaning.

Insert citation: By using this we can add the list of source s of a document. I.e. History of

the document.

St: click on reference

Click on insert citation

Click on add new source

Select the type of the source

Enter the details in required fields

Click on ok.

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Bibliography:

By using this we can display the list of sources in the existing document.

St: Click on bibliography

Select the style.

Insert caption: By using this we can add the name to the selected image.

St: Click on reference

Click on insert caption

Click on new label

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Enter the caption

Click on ok

Again click on ok.

Cross-reference:

To insert the caption in the document, we can give the link between the pages in document.

Click on references,

Select references type[CAPTION NAME]

Go to particular caption ctrl+left click.

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MAILINGS:

Mail merge:

By using this we can create the single letter to the no of multiple letters.

St:

Click on mailings

Click on start mail merge

Click on letters

Click on select recipients

Click on type new list

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Enter the data in required fields

If u wants customize the fields

Click on customize columns

Select the field name

Click on delete

Click on yes

If you want change the name of the field

Click on rename

Enter the name

Click on ok

If u wants add the new field

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Click on add

Enter the field name

Click on ok

Enter the data in required fields

Click on ok

Enter the file name

Click on save

If u wants insert the fields

Click on insert merge field

Select the field name

If u wants see the result

Click on preview result

If u wants display the data in individual documents

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Click on finish and merge

Click on edit individual documents

Click on all

Click on ok.

Labels:

By using this we can create our own labels.

St: click on mailing

Click on labels

Click on options

Click on continuous feed printers

Select the label vendor (a4/a5)

Select the label no (4415)

Click on details

Click on number across (no of columns)

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Click on ok

Again click on ok

Enter the label

Click on new document.

Review:

Spelling and grammar: By using this we can rectify the spelling and grammar mistakes.

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St:

Click on review

Click on spelling and grammar

Select the suggestion

Click on change.

Red line indicates spelling mistake

Green line indicates grammatical mistake.

Thesaurus: By using this we can find the meaning of a particular select word.

Select the word

Click on review

Click on thesaurus.

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Translate: By using this we can translate the data from one language to another language.

Select the word

Click on review

Click on translate

Select the language

Click on go

Word count: By using this we can find the total document properties i.e. no of pages, lines,

words, etc…..

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Click on review

Click on word count.

New comment: By using this we can write the reference for the particular select word.

St: Select the word

Click on review

Click on new comment

Write the comment in the comment box

If u wants delete the comment

Click on delete

Select the type

Next: By using this we can go to the next comment.

Previous: By using this we can go the previous comment

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Track change: By using this we a find the deleted data and formatted data.

St:

Click on review

Click on track changes

If u replace the data in same place

Click on reject

If u delete the data permanently

Click on accept.

Compare and combine: By using this we combine the existing document with already saved

document.

St:

Click on review

Click on compare

Click on combine

Select the existing document

Select the revised document

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Click on ok.

If u wants display the original document

Click on document sources]

Click on original

If u wants display the revised document

Click on document source

Click on revised

If u wants display the both

Click on both.

Protect document:By using this we can’t format and edit the data.it is only reading.

Click on review

Click on protect document

Click on restrict formatting and editing

Click on check boxes

Select filling in forms

Click on start enforcing protection

Enter the password

Again enter the password

Click on ok.

If u wants unprotect document

Click on stop protection

Enter the password

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Click on ok.

View:

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Macro: By using this we can record the repeated data By assigning a short key from the

keyboard.

The short key must and should follows ctrl+any key

St: click on view

Click on macro

Click on record new macro

Enter the name

Enter the short cut key

Click on assign

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Click on close

Now enter the repeated data

After the completion of total data entering click on stop recording.

If u wants that data, enter the short cut key what u r assigned to the data.

If u forgot the short cut than u wants display the data .

Click on macro

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Click on view macro

Select the macro name

Click on run.

If u wants delete the macro click on delete

Click on yes.

Print layout: here we can display the margins of a page,pagewise information ,header and

footer and also status bar.

St: click on view

Click on print lay out.

Before taking the print the page must be select as a print layout.

Web layout: here we can’t display the margins of a page, pagewise information, header and

footer and also status bar.

St: click on view

Click on web lay out.

Outline: By using this we can create the outlines of a document.

St: Click on view

Click on outline

Select the level1

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Enter the data

Select the level 2

Again enter the data.

If u wants hide the details double click on (+)

If u wants show the details double click on (+)

Full screen: By using this we can hide all the menus i.e, we can display the only page.

St: click on view

Click on full screen.

Document map: here we can display the only the headings and also we can easily go from

one page to another page.

St: Click on view

Click on document map

Thumbnails: it will be display the page wise information left side of the margins.

St: click on view

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Click on thumbnails

New window: By using this we can create the sub windows or duplicate windows to existing

window. If u modify the data in any window automatically changes in all windows.

St: Click on view

Click on new window.

MS-EXCEL:

It is a totally book type of data, each book contains by default 3 sheets; each sheet contains

16,384 columns, 10, 48,576 rows.

By using this we can calculates the all mathematical functions, statements, graphs and

reports.

Cell: the intersection of column and row is called a cell.

Cell address: the names given to the selected cell is called a cell address.

E.g.: a2

Where a is column name, 2 is the row name

Formula bar: By using this we can write the formula, display the formula and edit the data.

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Name box: it display the selected cell address.

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Total: - it can be divided into three methods

1) By adding cell address

Formula = cell address +cell address

e.g.: =b2+c2

2) By using auto sum

Steps: select the data, click on sigma

3) By using sum functions

Formula: =sum (starting cell address: ending cell address)

eg: =sum(b2:c2)

Average:

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1) Formula :

= sum of the subjects /number of subjects

e.g.: =d2/2

2) By using average function

Formula: = average (starting cell address: ending cell address)

e.g.: =average (b2:c2)

Maximum:

Formula =max (starting cell address: ending cell address)

e.g.: =max (a2:d2)

Minimum:

Formula =min (starting cell address: ending cell address)

Result:

Formula: =if (and (b2>=35, c2>=35),”pass”, “fail”)

Grade:

Formula :

=if (result=”fail”,”fail”, if (d2>70,’’a’’, if (d2>50,’’b”, if (d2>40,”c”))))

E.g.:

=if (h2=”fail”, “fail”, if (d2>70,’’a’’,if(d2>50,’’b”,if(d2>40,”c”))))

Rank: = (first cell, total no. of cells) if you apply the $ symbol to a particular cell that cell is

constant. For applying the $symbol select the data click on f4.

e.g.: =rank (d2, $d$2:$d$5)

Count: to count the no subjects

=count (starting cell address: ending cell address)

e.g.: =count (a2:d2)

Data

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Sorting: By using these we can arrange the data in a particular order. It is divided into two

types

a) Ascending order: By using these we can arrange the data from lower order to

highest order.

b) Descending order: b y using these we can arrange the data from higher order to

lower order.

Steps:

Select the data

Click on the data

Click on sort

Select the function

Select the order

Click on ok

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filter : it is divided into two types

1) Auto filter: b y using we can apply the only one condition to the selected data.

Steps:

Select the data

Click on the filter

Click on drop down button

Select the condition or select the value.

I f you wants to custom the data click on drop down button, click on

number filters

Select the condition (eg: between or greater than etc...)

Select the values

2) Advance filter : we can apply the more than one condition and display the out

put in any location.i.e comparisons more than one column.

Steps: click on data-filter

o Click on advance filter

o Click on copy to another location

o Select the range(total source data or main table)

o Select the criteria(given condition)

o Select the location(output location)

o Click on ok

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Text to columns: b y using these we can split the data of a single cell into a different

columns

Steps: select the data

Click on the data

Click on text to columns

Click on next

Select the separator

Click on next

Click on finish.

Remove duplicates: b y using these we can delete the repeated data in a selected table or

data.


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Click on remove duplicates

Select the column name (in which column remove data)

Click on ok

Data validation

By using these we can enter the particular data in a particular selected cell

Steps: select the cell

Click on data

Click on data validation

Select the criteria (numbers or text etc.....)

Select the data (condition i.e. between, greater than etc...)

Enter the min and max number

Click on ok

If you wants to write your own message click on error alert and write the message in

error message box, click ok

If you wants to remove the validation click on clear all.

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Consolidate: By using these we can add or we can combine the different sheets of a data By

using any function in required sheet.

Steps: click on consolidate

Select the function

Click on reference

Select the sheet 1 data

Click on add

Again click on reference

Select the sheet 2 data

Click on add

Select the labels

Click on create link

Click on ok

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What if analysis

Data table: b y using these we can calculate the every month installments (emi)

Emi formula: =pmt (rate of interest/12, number of months,-loan amount)

steps:

Select the data with formula function

Click on data

Click on what if analysis

Click on data table

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Select the previous loan amount[row input cell]

Click on ok

Goal seeks:

To find the target value

Before doing the goal seek must and should we can apply the formula.

Goal seek

Sales 89555

Purchases 55555

Profit =sales-purchases

Steps:

Select the formula cell

Click on data

Select what if analysis

Click on goal seek

Set cell [no change the value]

Enter the target value into value box

Select the cell address from which cell you wants to change value in

changing cell box

Click on ok

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Scenario

By using we can store the budget wise information

Before doing scenario apply the formula first without any values in cells.

Sales Purchases

Profit =sales-purchases

Steps: select the required cells

Click on data

Select what if analysis

Click on add and enter the scenario name and click on ok

Enter the data in required cells

If you wants add new data click on add enter the scenario name click

on ok enter the data in required cells click on ok

If you wants to see the result click on show

If you wants to see the total summary at a time

Click on summary

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Group

Group:

By using these we can hide the selected columns and rows.

Steps:

Select the column

Click on group

Again click on group

Select the condition(column or row)

Click on ok

if you wants hide the column, then click on – (minus) on outline.

If you wants to show the column then click on plus on outline (+)

ungroup: By using this we can remove the outline.

Select the column or row data

o Click on ungroup

o Click on clear outline

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Subtotal

By using these we can calculate the subtotal and group totals of a selected

data.

When you are doing subtotal in any column the data will be arranged in a

order.


Click on data

Click on subtotal

Select the change(ordered column name)

Select the function

Select the numeric data type column name

Click on ok

If you wants display the only grand total click on 1

If you wants display the subtotal and grand total click on2

If you wants display the total data click on3

If you wants to remove the subtotals click on remove all.

Get external data: By using these we can import the data from other external data sources

to excel sheet.

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Steps: select data

Click on from access

Click on file name

Click on open

Select the sheet

Click on ok.

Refresh all:

If the data is modified in data sources .do you wants update the data in

excel sheet

Steps: select data

Click on refresh all.

Formulas

Name manager: By using these we can give the name to a selected table.

Steps:

Select the data

Click on formula

Click on define name

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Enter a name

Click on ok

If you required these table anywhere what is the name given to that table just write that

name automatically it selects the table.

Trace precedents: it shows the arrows marks from applied cells to depending cells.

Steps:

Click on formulas

Click on trace precedent

trace dependent: it shows the arrows marks from dependent cell to applied cells.

steps:

Click on formulas

Click on trace dependent

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Advance excel

Vlookup: By using these we can find a data for particular entered number.

Formulas: =vlookup (lookup value, table array, column index number, range

lookup)

Where, look up means where we can enter the value select that cell address in

required table

Table array: total source data

Column index number: particular column number in source data i.e. writing

formula column in table 2

Range look up is always zero (By default)

Both in same sheet:

Multi sheets:

Sheet2:

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Multi books:

Vlookup with “if” function

=if(isna(vlookup(lookup valu,table arry,column no, range lookup)),”true condition”,

“false condition”)

Hlookup: if you entered any data we can display the properties of that particular

entered data.

Formulas: =hlookup (lookup value, table array, row index number, range lookup)

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Sum if and count if

Sum if: b y using these we can add the particular data in a selected table depending

on condition i.e., if the condition is satisfied we can add only those values.

Formula: =sumif (range, criteria, sum range)

Range = select the condition column in source table.

Criteria= the given condition

Sum range = numeric type of data in source table.

Count if: we can count the number of persons depending on the condition i.e, if the

condition is satisfied we can count only those persons

Formula: =countif (range, criteria)

Match and index

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By using these we can search properties of a particular entered data.

Formula

• Match(lookup_value,lookup_array,match_type)

• Lookup value is to find the value you wants in a table.

• Lookup array is a continuous range of cells containing possible lookup values.

• Index: returns a value or the reference to a value from within a table or range.

• Index(array,row_num,column_num)

• Row_num selects the row in array from which to return a value

• Column_num selects the column in array from which to return a value.

• Formula:

• =index(array, match(lookup value, lookup array, match type),column index

no)

Database functions:

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Subtotal functions:

Pay roll:

Square root: By using these we can calculate square of a number.

Formula: = sqrt (number)

Power of number:

Formula: =power (number, power)

Mod: By using we can display the remainders

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Formula: = mod (number, divisor)

Pivot table

By using these we can calculate the subtotals and grand totals of a different data

types in different places.

Steps:

Select the data

Click on insert

Click on pivot table

Again click on pivot table

Click on new work sheet

Click on ok

Drag the numeric data type column in the values

The remaining fields we can add in column label or row label

If you wants to modify the value in pivot table cannot be possible. The value

must be add in the source table.

If you wants update the value in pivot table click on options, click on refresh

If you wants to change the functions click on fields settings, select the

function name, click on ok

If you wants to display the pivot table as a chart click on pivot chart

Select the chart style

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Click on ok.

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Table

By using these we can insert the table for already selected data or we can create the

own table and also we can do filtering and analyzing.

Steps:

Select the data

Click on insert

Click on table

Click on ok

Pictures: By using these we can insert the pictures on existing sheet

Steps:

Click on insert

Click on picture

Select the picture style

Click on ok

Shapes: By using these we can draw shape on existing sheet

Steps:

Click on insert

Click on shapes

Select the shape

Drag the shape on existing sheet.

Home:

Allignments: By using this we can arrange the data particular position in the selected cell.

Click on home

Click on alignment

Select the position.

Orientation: By using this we can change the direction of the selected text.

Click on home

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Click on alignment

Click on orientation


Wrap text: By using this we can fix the column sizes if u entered more data in a cell that

comes as a next line in a selected cell.

Click on home

Click wraps text.

Merge and center: By using this we can combine the no of cells into a single cell and also we

can arrange the data center of the cell.

Select the cells

Click on home

Click on merge and center

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Number: By using this we can change the number format of the selected data.

Select the data

Click on home

Click on number

Select the format

Conditional formatting: By using this we can apply the color to the selected data depending

on the condition.

Select the data

Click on home

Click on conditional formatting

Select the condition

Select the values

Select the color

Click on ok.

If u wants remove the color

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Click on manage rules

Click on delete.

Format as table: By using this we can change the style of the selected table.

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Select the table

Click on home

Click on format as table

Select the style click on ok

Cell styles: By using this we can change the style of the selected cells.

Select the cells

Click on home

Click on cell styles

Select the style.

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Insert: By using this we can insert the columns, rows, sheets and cells

Click on home click on insert

Select the type

Delete: By using this we can delete the selected column, rows, sheets and also cell

Click on home

Click on delete

Select the type

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Format:

Row height: By using this we can adjust the row height.

Click on home

Click on format

Click on row height

Enter the number

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Click on ok.

Auto fit row hight: By using this we can automatically adjust row height depending on data

entered in cell.

Click on home

Click on format

Click on auto fit row height

Column width: By using this we can adjust the column width.

Click on home

Click on format

Click on column width

Enter the number

Click on ok.

Autofit column width: : By using this we can automatically adjust column width

depending on data entered in cell.

Click on home

Click on format

Click on auto fit column width.

Hide: By using this we can hide the selected column and rows.

Click on home

Click on format

Click on hide

Select the type

Click on ok.

Unhide: By using this we can display hided column and rows.

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Click on home

Click on format

Click on un hide

Select the type

Click on ok.

Rename: By using this we can change the name of the selected sheet.

Click on home click on format

Click on rename

Enter the name.

Tab color: By using this we can apply the color to the selected sheet names

Click on home

Click on format

Click on tab color

Select the color

Fill down : By using this we can display the result in the selected cells automatically.

Select the cells

Click on home

Click on fill

Click on down

Similarly left, right and up.

Clear formats: By using this we can remove the formats applied to the text not a total data.

Select the data

Click on home

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Click on clear

Click on clear format.

Clear contents: we can remove the total selected data.

Select the data

Click on home

Click on clear

Click on clear contents

Pagelayout:

Orientation: By using this we can change the direction of the page.


Click on orientation


Size: By using this we can change size of the paper.


Click on size

Select the size.

Print area: By using this we can select the particular print area i.e. what u wants to take

printout.

St: select the data

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Click page layout

Click on print area

Select the set print area

Break: By using this we can create our own margins to the sheet.

St: place a cursor point in required position


Click on breaks

Click on insert page break.

If u wants delete the page break click on remove page break.

Back ground: By using this we can insert the pictures behind the sheet.


Click on back ground

Select the image

Click on insert.

If u wants delete the background click on delete background.

Print titels: By using this we can repeat the selected heading in all pages.


Click on print titles

Click on rows to repeat

Select the heading

Click on ok

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Review:

New comment: By using this we can create the reference to the particular selected cells

St:

Click on review

Click on new comment

Write the comment in the comment box

If u delete the comment

Click on delete.

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Protect sheet: By using this we can protect the particular selected sheet.i.e we can’t format

and edit data just read only.

St: click on review

Click on protect sheet

Enter the password

Again enter the same password

Click on ok.

If u want unprotect the sheet click on unprotect sheet

Enter the password

Click on ok.

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Track changes: By using this we can find the deleted data and formatted data.

St: click on review


Click on highlight changes

Click on check box

Click on ok

If u wants replace the data in same place


Click on accept /reject changes

Click on ok

Again click on ok

Click on reject

If u wants remove the track changes totally

Click on share work book

Click on check box

Click on ok.

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View:

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Pagebreak preview: By using this we can adjust the margins of a page.

St: click on view

Click on page break view

Click on ok

Select the blue line

Drag the line

If u wants come to the normal sheet click on normal.

Custom view:

We can save a set of display at one place i.e. we can add the different sheets of data in

custom view. if u wants open particular selected data open the custom view select the name

click on show.

St: select the data

Click on view

Click on custom view

Click on add

Enter the name

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Click on ok.

Ms-powerpoint

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Ms-power point: By using this we give the total slide presentation.

Home:

How to insert new slide?

New slide: By using this we can insert the new slides.

Click on home

Lick on new slide

Select the style.

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How to change the layout style?

Layout: it is an inbuilt slide format styles.

Click on home

Click on layout

Select the style

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How to delete the slide?

Delete: By using this we can delete the selected slide

Click on home

Click on delete

Photo album: By using this we can create our own photo album.

Click on insert

Click on photo album

Click on file

Select the images

Click on ok

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Movie: By using this we add the movie clips to slide presentation.

Click on insert

Click on movie

Click on file

Select the movie

Click on ok.

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Sound: By using this we can add the sound format to the selected slide that can play only in

the presentation.

Click on insert

Click on sound

Click on from file

Select the sound format

Click on ok

Design:

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Themes: By using this we can apply the background colors to the selected slide. What are

features have theme those features we can apply to the selected slides.

Click on design

Click on themes

Select the theme

If u wants change the color click on colors

Select the color

If u wants change the font styles

Click on fonts

Select the style.

here we can’t apply effects.

Background styles: By using this we can apply our own background styles and colors.

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Click on design

Click on back ground styles

Click on format back ground

If u wants apply the single color click on solid

Select the color

If u wants apply the multi colors

Click on gradient

Click on color

Select the color

Click on apply

If u wants apply the texture

Click on picture and texture

Click on texture

Select the style

Click on apply

If u wants insert picture

Click on from file

Select the picture

Click on insert

Click on apply

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ANIMATIONS:

1. TRANSITION TO THE SLIDES:

By using this we can apply the animations only for the slides not for the text.

Click on animations

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Select the animation effect

Select the sound effect

Select the speed

Click on automatically after

Select the time

Click on apply.

2. CUSTOM ANIMATION: By using this we can apply the animation effect to the text in

the slides.

St: select the text

Click on custom animation

Click on add effect

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Select the style

Again select the sub style

Click on start (after previous)

Select the direction (depending on the effect)

Select speed

Click on slide show

Slide show:

From beginning: By using this we can start the slide presentation from starting slide

onwards.

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Click on slide show

Click on from beginning.

Custom slide show: By using this we can give the selected slides presentation.

Click on slide show

Click on custom slide show

Click on new

Select the slides

Click on add

Click on ok

Click on show.

From current slide: By using this e can start the slide presentation from selected slide

onwards.

Click on slide show

Click on from current slide.

Setup slide: By using this we can repeat the presentation until we can enter esc key.

Click on slide show

Click on setup slide

Click on loop continuously until esc

Click on ok.

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Rehearse timings: By using this we apply the time between the slides

Click on slide show

Click on rehearse timings

Enter first slide waiting time press on enter key, enter second slide waiting time press on

enter key....... All slides is complete press on esc key, yes, click on from beginning.

View:

Normal: we can display the all slides left side of the margin and selected slide display center

of the page

Click on view

Click on normal

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Slide sorter:

We can display the all sides at one place.

Click on slide show

Click on slide sorter.

Slide master: we can display the inbuilt layout slides , there we can edit the data and also

we can display the header and footer.

Click on view

Click on slide master

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Ms-access:

It is a data base .i.e. we can store the information as a table format that is physically or

logically. Depending the tables we can write queries.

It is mainly divided into 4 objects those are

1. Tables

2. Queries

3. Forms

4. Reports

How to open ms-access

Start-programs –ms-office-ms-access-click on blank database-click on create

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Create:

Tables: By using this we can store the information it is divide into three types

1. Table

2. Table templates

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3. Table design.

Table design: By using this we can create the table with the selection of data type.

Dtatatype means what are the values or data enter to the field name.

Click on create-click on table design-enter the field name-select the data type-save the

table.

If u wants enter the data in the table

Double click on the table name –enter the data in the required fields.

If u wants add new field for already existing table as follows

Click on data sheet-click on design view-enter the filed name-select the data type-save the

table.

Quires: By using this we can compare the more than one table, here we can display the

common fields in the tables. Before creating the queries apply the primary key for any field

in the tables, the field name common in all tables.

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Before creating the queries first apply the relation ship between the tables. The

relationship as follows.

Click on data base tools-click on relation ship-select the tables –click on add-click on edit

relation ship-click on create new-select the table name-select the column name-again select

the right table name-select the column name-click on ok-click on create

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Now create the queries

Click on queries design-select the tables-click on add-double click on the field names-save

the query.

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Forms: By using this we can create the application format type of forms for already design

tables and queries. If u adds the new data in the form automatically we can update the data

in tables and queries.

Click on create

Click on form design

Click on add existing fields

Click on show tables

Double click on the field names click on save

Click on ok.

If u wants see the data double click o the form.

Reports: By using this we can print out for already design tables and queries.

Click on create

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Click on report design

Click on add existing field

Double click on the field names

Click on save

Click on ok.

Get external data:

IMPORT: By using this we can import the other external sources data in the access file.

Click on external data

Select the source (e.g.: excel)

Click on browse

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Select the file name

Click on open

Click on ok

Click on next

Again click on next

Again click on next

Enter the table name

Click on finish.

Export: By using this we can export the tables from access to other source documents.

St: click on external data

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Click on access to excel

Click on export and open the destination

Click on ok.

basic+advanced

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