itworkshopmanual20-11

PECH--IT WORKSHOP MANNUAL

Prepared By: Rakesh Reddy Inugala, Asst.Prof, CSE Dept. Pathfinder Engineering college

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Department of Computer Science

C and Data Structures Lab manual

Lab Manual for the Academic Year 2010-2011 I B.Tech

PATHFINDER ENGINEERING COLLEGE Hanamkonda, Warangal District – 506310 (A. P.)

In-charge HOD Principal

Prepared by:

Approved &

Reviewed by:

Issued by:

w.e.f Date:



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PATHFINDER ENGINEERING COLLEGE Hanamkonda, Warangal District – 506310 (A. P.)

Department of Computer Science

Lab Manual for the Academic Year 2010-11 (In accordance with JNTU syllabus) SUBJECT : I T WORKSHOP SUBJECT CODE : CS 51616

SEMESTER : I

BRANCH : Computer Science

Head of CSE



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CONTENTS

1. INTRODUCTION TO COMPUTER ……………………………………………………….. 4 A) FEATURES AND

APPLICATIONS……………………………………………. 4

2. INTRODUCTION TO INTERNAL PARTS... …………………………………………….5 A) MOTHER BOARD COMPONENTS…………………………………………….5

3. STEPS FOR ASSEMBLING SYSTEM…………………………………………………....7

4. OPERATING SYSTEM …………………………………………………………………...10

A) INTRODUCTION TO OS

B) DOS –CHARACTER BASED

C) WINDOWS –GUI BASED

D) LINUX- OPEN SOURCE

5. INSTALLATION OF XP…………………………………………………………………..10

6. INSTALLATION OF LINUX……………………………………………………………...14

7. MS-OFFICE………………………………………………………………………………...16

A) MS-WORD………………………………………………………………………..16

B) MS-POWERPOINT………………………………………………………………38

C) MS-EXCEL……………………………………………………………………….74

D) MS-PUBLISHER…………………………………………………………………139

8. INTERNET AND WEB TECHNOLOGIES……………………………………………….148

9. INTRODUCTION TO LaTeX ……………………………………………………………155



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TASK -1

Introduction to computer:- The term computer is derived from the word compute, which means calculate. A Computer is an

electronic machine, devised for performing calculations and controlling operations that can be expressed

either in logical or numerical terms. In simple words, a computer plays a very important role in our daily

life that accepts DATA as its INPUT and PROCESSES and produces the desired RESULT.

FEATURES AND APPLICATIONS

Features of Computers: Speed - the computers process data at an extreme fast rate, at millions of instructions per second. Accuracy-beside the efficiency the computers are so, accurate which depends on the instructions

and the type of machine being used for the processing. Capacity of Storage- computer can store a large amount of data and can recall the needed

information almost instantaneously. Diligence-Computer being a machine, does not suffer from the traits of tiredness and lack of

concentration. Reliability-this is the measurement of performance of a computer against some predetermined

standard operations without any failure. Versatility-Computer can perform multiple tasks simultaneously with equal ease. Resource sharing – Initially in the stages of development, the computers used to be isolated.

With the tremendous growth in technology the computers even use to share the devices from different locations.

Applications of computers:- Computers are used in almost all works of your life .they are based on human creativity & imagination. It makes most of your work easy. Some of areas in which computers are widely used are as follows:

1. For keeping accounts and other important data in offices. 2. For making reservations and giving information in railways , airways etc 3. For keeping customers account in banks. 4. For booking and marketing in hotels. 5. For creating special effects in movies, music. 6. For developing project work and for other information in schools and homes. 7. In hospitals and polyclinics.



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TASK -2

Internal Parts of Motherboard:- Motherboard is also known as main board ,logic board or system board, is the central or primary circuit board. The mother board is a rigid rectangular and containing the circuit that connects the processor to the other hardware .The mother board is an example of circuit board. In most personal computers many internal devices such as video cards, sound cards disk controller and other devices are housed on their own. In many computers these devices are mounted directly to the mother board . Micro processors are large and complex enough to require their own dedicated circuit boards which plug in to special slot in to the mother board. Mother circuit board as the master circuit board in a computer. Mother board is the foundation of many personal computer. It is the largest circuit board in the computer. All the critical sub system ,including CPU, system chip set ,memory ,input and output system expansion bus and other critical components run directly on the mother board. The mother board is possibly, the most important, parts of a computer .it houses the CPU and its second level, cache, the chip set, the BIOS ,main memory, i/o chips, parts for key board, serial i/o, parallel i/o. Components of mother board:- Processor:- A processor is an integrated circuit. It is sometimes called as brain of the computer .it only specifies to control all the activities. The processor works with data in the form of electric signals and sent out the result as new signals. As shown above the data from the input device is housed in the CPU for processing and is sent to the output device in the form of desired result. Socket478:- Socket478 is a place where we insert the processor and this socket has a locking lever. This is used for locking the processing after inserting. Heat sink and fan:- Heat sink fan is used for cooling the processor and it is placed on the processor. North bridge:- North Bridge is used to control the north side of the mother board and it is also used to cool the mother board. South bridge:- South bridge is used to control the signals of the south side of the mother board and it is also used to cool the mother board. The major part of the mother board Atx power supply:- atx power supply is the main component of power supply. Its main function is to regulate power supply in all the components of the CPU. SMPS: It stands for switch mode power supply. It takes 230v from main supply sends in different forms to mother board & i/p components. It provides +3, +5v to the mother board +12v to HDD, DD RAM. It maintains as transformer to provide these voltages. Hard disk drive:-



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Hard disk drive is one of the components in the CPU. It stores your files. This is an integral device. For long turn storage we need a hard disk drive. Floppy disk drive:- It is secondary storage device. it is used to store data. This is used for connecting the floppy drive and no of wires in the bus are 54 wires one floppy drive can hold 1.44 MB of information in it. BIOS:- Basic input system and output system. All computer hard ware has to work with software through the interface. The BIOS is responsible for booting the computer by providing the basic instructions. It performs all the tasks that need to be done start up at time. This is used for converting the decimals in to binary & binary in to decimals. CMOS battery:- Complementary metal oxide semiconductors CMOS is the name of the technology which need very low power, so the computers battery is not too such in use. This is used for updating the time and data setting in the system. Buses:- Buses refer to the path b/w the components of a computer. Bus is a group of parallel wires. There are two main buses in a computer they are

1. internal bus 2. external bus

Internal bus:- the system bus reside on the mother board and connects the CPU to other devices that resides on the mother board. External bus:- The external bus connects the external devices such as the key board, the mouse, mode printer etc to the CPU. The system bus again has two parts they are

1. Data bus 2. Address bus

Data bus:- The data bus is an electrical path that connects the CPU memory and other hardware devices on the motherboard Address bus:- The address bus connects only the CPU & RAM it carries only memory addresses. PCI:- Peripheral component interface connect bus is a type of local bus easier to integrate new data devices such as audio, video , graphics. These slots are used for connecting external devices . Ex: LAN cards, modem RAM slots:- There are 2 types of ram slots 1. SD RAM

2. DD RAM



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TASK -3 Steps for assembling

Getting the cabinet ready. Preparing to fit the components. Fitting the motherboard. Fitting the RAM, Processor and Cooler. Installing the PCI cards. Fitting the hard disk and floppy drive. Installing the CD-ROM drives. Connecting the ribbon cables. Powering the drives and motherboard. Connecting the cables for the case front panel. Final check.

Getting the cabinet ready

Check how to open the cabinet and determine where to fix components. Determine if the case has the approximate risers installed.

Preparing to fit the components

Network Adapter Card. Floppy Disk Drive. CD-ROM Drive. Hard Disk. Ribbon cables. RAM. CPU. Heat sink/cooler/fan. Motherboard. , Screws.

Fitting the Motherboard

Line up the ports on the motherboard(PS/2,USB etc) the appropriate holes in the back panel input shield of the case. Check the points where you need to install raiser. Install them and make the mother board sit on them fix screws if required.

Fitting the processor

Raise the small lever at the side of the socket. Notice that there is a pin missing at one corner, determine the direction to fit in the processor. You should not force the CPU when inserting it, all pins should slide smoothly into the socket. Lock the lever back down. Install the heat sink over it.



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Fitting the RAM

The RAM must be suitable for the motherboard. There are currently three types of RAM available SD RAM, DDR. The motherboard's chip set determines which type of RAM may be used.

Installing the PCI cards

Most of the cards are inbuilt these days. NIC, Sound cards etc are fitted into PCI slots.

Fitting the hard disk and floppy disk

place the floppy and hard disks in their slots. leave some space above HDD to prevent heat buildup. check the jumper configuration. fix the screws.

Installing the CD-ROM Drives

CD-ROM drives is similar to installing a hard disk. first check that the jumper configuration is correct. fix the screws.

Connecting the ribbon cables

attach the long end of the cable to the IDE connector on the mother board first. the red stripe on the IDE cable should be facing the CD power.

Connecting the cables for the case front panel

SP,SPK or SPEAK: the loudspeaker output. It has four pins. RS,RE,RST or RESET: connect the two-pin reset cable here.

PWR,PW,PWSW,PS or power SW: power switch,the pc's on/off switch. The plug is two-pin. PWLED,PWRLED or power LED: the emitting diode on the front panel of the case illuminates when the computer is switched on. It is a two-pin cable. HD,HDD LED: these two pins connect to the cable for the hard activity LED.

Final check

Motherboard jumper configuration:are the settings for the processor correct? drive jumper settings:master/slave correct? Are the processor ,RAM modules and plug-in cards firmly seated in their sockets? Did you plug all the cables in?Do they all fit nearly? have you tightened all the screws on the plug-in cards or fitted the clips? are the drives secure? have you connected the power cables to all drives?



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Powering up for the first time

ensure that no wires are touching the CPU heat sink fan. plug your monitor,mouse,keyboard. plug in the power cord and switch the power supply. if everything is connecting as it should be. all system forms should start spinning. you should hear a single beep and after about 5-10 seconds. the amber light on the monitor should go green. and you will see the computer start to boat with a memory check. now check the front leads to the see of you plugged them in correctly. check all other button. power off and change any wrong settings.

Trouble shoot

if you hit the power button and nothing happen. check all your connections. check for power on the mother board. if the system turns on, but does not beep or begin to boot up. remove all components except motherboard,CPU/memory,check by giving power to them.

Computer error beep codes

No beeps-short,no power,bad CPU/motherboard loose peripherals. one beep-everything is normal of computer. two beeps-post/CMOS error. one long beep,one short beep-motherboard problem. one long beep,two short beeps-video problem three long beeps -keyboard error. repeated long beeps-memory error. continuous hi-beeps-CPU overheating.



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TASK -4 INSTALLATION OF WINDOWS XP

1) Insert your Windows XP installation CD-ROM and power-on/restart your system It will show the PC-BIOS

startup message, like: memory test, memory installed then you gets the message to "press any key to boot from CD...” press any key. if you do not press any key, it will NOT boot from CD-ROM, but boot from hard disk

2) Once the boot from CD-ROM has started, it will display at the top of the screen After a brief delay, the typical Microsoft "blue Installation screen" is displayed, with "Windows Setup" displayed at the top and at the bottom of the screen the information, that "Setup is loading Files" (loading all type of device drivers)

3) It will finally state : "Setup is starting Windows" and will display after a short delay the "Windows XP Professional Setup" or "Windows XP Home Setup" screen :

4) Select "to set up Windows XP now" and press the ENTER-key 5) The "Windows XP Licensing Agreement" is displayed; accept it by pressing the F8-key. 6) Setup will now display the partitioning of your disk:



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If your system has already an operating system installed, you will see them listed.You have now a simple Disk Manager, allowing you to create and delete partitions. You will need to select either an existing partition or "Unpartitioned space" (if available) to define, on which partition to install Windows XP, then press ENTER.



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7) The next screen is asking for the type of disk formatting to be used :

8) (if you install XP into an already existing partition, you have additional options to leave the current disk formatting intact).Select the type of disk formatting : FAT or NTFS

9) FAT : possible to access from a DOS-boot floppy, but limited to max. 4 GByte with very inefficient file-storage (cluster-size of 64 KByte), no Security features NTFS : not accessible from a DOS-boot floppy, but NOT limited in size and using an efficient file-storage with a small cluster-size, able to use File-System Security features. Windows XP requires a lot of disk-space for itself, you should use at least a 4 GByte partition. select by pressing ENTER. Setup will start formatting the disk ,and will then start copying files from the CD-ROM to the disk :

10) The system will then need to reboot. 11) After the restart, Windows XP starts the first time with the Graphical User Interface ( GUI ) 12) You can adjust regional settings by using "Customize.." and configure the proper keyboard, to make sure

that you can enter in the following steps of the setup/installation properly the information. 13) Personalize your system by entering your name and organization. 14) Enter your 25 character Product key (as it was delivered with your Windows XP CD-ROM ) 15) Define the name for your computer and the password for the Administrator account. 16) Check the "Date and Time Settings", allowing to check/define/correct the date, time and time zone. 17) If you have a network card in your system, which was detected by Setup, you will be asked to select whether

to install a typical configuration (which you can always change later) or if you like to make now already special settings (like: defining your IP-address )

18) Setup continues with "Finalizing installation ". 19) The system will reboot again. 20) Setup will configure then your screen resolution. 21) The system will try to connect via the Internet to the Microsoft website, you can savely

select to "Skip" that step. You will be prompted to enter the first Usernames (which will be defined as Administrators) and you will get the new XP Welcome screen :



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(note : if only one user was defined during setup and no password was defined, the system will skip the Welcome screen and continue to display immediately the new Windows XP desktop ).If only one user was defined during setup and no password was defined, the system will skip the Welcome screen and continue to display immediately the new Windows XP desktop ).

22) You are now ready to use the “colorful" Windows XP .You can adjust the system to look and work



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TASK -5

INSTALLATION OF LINUX Starting the Installation : Carry out following steps for installing Fedora Core Linux on your computer. 1) Turn On your computer. 2) Insert the CD-1 of the Fedora Core installation CD set in the CD-ROM drive. The opening section

of the Fedora Core installation wizard appears . 3) Click on the NEXT button in this screen. The next screen,which is titled "LANGUAGE

SLECTION",appears. 4) Click on the English (English) option in the list of the various languages displayed in this screen. 5) Click on the NEXT button in the language selection screen. The keyboard configuration screen appears. 6) Click on your keyboard type in this screen,say,U.S English,and click on the Next button. The Next screen,the mouse configuration screen,appears. 7) Select your Mouse type from the list of the options under the Model option,say,Wheel Mouse(PS/2),and click on the Next button. The upgrade examine screen appears . 8) From this screen,we can either choose to upgrade the existing Fedora Core system or to install Fedora Core. since we are installing Fedora Core on your system,click on the radio-button beside the install Fedora Core option. After that,click on the next button. The installation type screen appears. 9) Click on the type of the installation you want,say,workstation and click on the Next button. The disk partitioning setup screen appears . 10) Click on the radio button before the automatically partition option to let installer partition your hard disk automatically . 11) Now,click on the Next button in this screen .The Next screen ,that is ,the automatic partitioning screen appears. This screen displays three different partitioning options whose description is displayed in the left hand side pane. 12) Click on the radio-button before the remove all Linux partitions on this system option to select it. Selecting this option removes all the pre-existing Linux partitions on your system and then creates new partitions. 13) Click on the YES button. A warning message appears, promoting you to confirm the remove all Linux partitions request. 14) Click on the YES button, The Network configuration screen appears. 15) Click on the radio-button beside automatically via DHCP option under the set of host name category,and click on the Next button. The next screen that appears is the Firewall configuration screen. 16) Click on the radio-button beside the enable Firewall option and then click on the Next button. The additional language support screen gets displayed. 17) In this screen ,click on the English(USA) option and click on the Next button. The Time Zone selection appears. 18) Select your preferred Time Zone in this screen,say, Kolkatta\India and click on the Next button. the set root password screen appears. 19) Click in this box beside the root password option and type your Root(Administrator) password. 20) Click in the box beside the confirm option and type the root password again and click on the Next button .The package group selection screen appears to let us select the packages we want to install along with Fedora Core .



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21) Select the packages you want to install and click on the Next button. The about to install screen appears. 22) Click on the Next button .A message box appears displaying the names of the CD's that would be required for the installation .

1. Click on the continue button in this message box. The installation begins. After some time the welcome to Fedora Core screen appears .When all the files contained in the CD-1 of Fedora Core installation CD set are copied to your system, a message box appears asking you to insert the second CD of the CD set.

24) Insert CD-2 and click on the button in this message box. Similarly when a message box asking you to insert CD-3 appear,insert the third CD and click on the OK button. The next screen appears displaying the message performing post install configuration. After this,Boot Diskette creation screen appears. CREATING A LINUX BOOT DISK : 25) In the Boot Diskette creation screen, click on the round button before the yes, I would like to create a boot diskette option. A dot appears inside the round button indicating that this option is selected . 26) Click on the Next button on this screen. After sometime the Boot Disk is created and the Next screen appears indicating that the installation is complete. 27) Take out the floppy disk from the floppy drive and CD from the CD drive and click on the Reboot button. CONFIGURATION : The system configuration starts after the system is rebooted. The "WELCOME" screen appears. 28) Click on the Next button in this screen .The License Agreement screen appears. 29) Read the terms of the License Agreement ,select the radio-button beside the yes, I agree to the License Agreement option select it and click on the next button. The next screen ,that is the Date and Time screen,appears. 30) In this screen , set the current date and time in the date and time options respectively and click on the Next button. The User Account Screen appears .Using the options in this screen ,we can create user account other than the root account ,which is created by default as we install Linux and which is main account. 31) Type the user name for the new account in the box beside the user option in this screen. Similarly, fill in your user name and password in the password and confirm password boxes, and click on the Next button .If your system has a sound card,the sound card screen appears displaying the details of your sound card. 32) Click on the Next button. The additional CD'S screen appears. 33) Click on the Next button in this screen also. With this, the Fedora Core installation and configuration procedure is completed and system is rebooted after which the Linux login appears.



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TASK-6

MS-OFFICE MS-WORD The Basics of the Word Window

Let's briefly review the basic parts of the Word 2003 window before we move onto word processing.

Shown below is the Microsoft Word default window. When Word is launched, a new blank document, or default window, opens in Print Layout view. Although window elements are fully explained in our Windows course, here is a brief explanation of the Word window.



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Title Bar

Displays the document name followed by a program name.

Menu Bar

Contains a list of options to manage and customize documents.

Standard Toolbar

Contains shortcut buttons for the most popular commands.

Formatting Toolbar

Contains buttons used for formatting.

Ruler

Used to set margins, indents, and tabs.

Insertion Point

The location where the next character appears.

End-of-Document Marker

Indicates the end of the document.

Help

Provides quick access to Help topics.

Scroll bars

Used to view parts of the document.

Status Bar

Displays position of the insertion point and working mode buttons.

Task Pane

Provides easy access to commonly used menus, buttons and tools.

View Buttons

Changes the layout view of the document to Normal View, Web Layout View, Reading Layout View, Print Layout View, or Outline View.

Office Assistant



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Links to the Microsoft Office Help feature.

Change in View

In an effort to provide various ways in which to view your work in progress and remain organized, Word 2003 offers six different views for your document. The six views are Normal View, Web Layout View, Reading Layout View, Print Layout View, Outline View, and Full Screen View.

Normal view is best used for typing, editing, formatting and proofreading. It provides a maximum amount of space without rulers or page numbers cluttering your view.

Web Layout view shows you what your text will look like on a web page.

Reading Layout view is best for documents that you do not need to edit. The goal of this view is to increase legibility so that the user can read the document easily.

Print Layout view shows you what your document will look like when it is printed. Under Print Layout view you can see all elements of the page. Print Preview shows you this as well.

Outline view is used to create and edit outlines. Outline view only shows the headings in a document. This view is particularly handy when making notes.

Full Screen view displays ONLY the document that you are working on. All the other pieces of the Word window are removed except for one button that allows you to Close View Screen

Changing your Document View:

Click View on the menu bar. Select the view of your choice.

OR

Click one of the five buttons at the bottom left of your Word window (View Full Screen is not available in this location).



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Pull-Down Menus

Each Office 2003 program features a menu bar. The menu bar is made up of many different menus. Each menu contains commands that enable you to work within the program. If you have used a previous version of Microsoft Word, you may notice the menu bar in Word 2003 operates a little differently than before. Word 2003 uses pull-down menus that initially display commands that users most often need.

Operating the new Pull-Down Menus

To Open a Menu: Click on a menu name on the menu bar.

View the commands listed under the pull-down menu. With the menu open, drag the mouse pointer to a command and click on it to select the

command. (As you drag your mouse pointer over the commands, each command is highlighted in blue.)



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If there is a small black triangle next to a command, hover the mouse pointer over the command

with the triangle and a cascading menu with additional options will appear. Point and click to make a selection from the cascading menu.

Commands that are not used often in 2003 are initially hidden from the viewer. If you do not see

all the commands on a menu, click on the double arrows at the bottom of the pull-down menu. You can also double-click the menu to expand it.



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Using the Task Pane

When opened, the task pane will appear on the right side of the Word window. The task pane provides easy access to commonly used menus, buttons and tools. By default, the Task Pane will appear when Word 2003 is first launched. If you do not see your task pane, you can view it by either selecting certain commands or by manually opening it. To Open the Task Pane: Click on View in the menu bar. Select Task Pane.

Along the top bar of the task pane you should see small backwards and forwards buttons on the left as well as a down arrow on the right. To view different task panes available to you, click on the down



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arrow. Once you have opened different task panes, you can navigate through them by clicking on the left and right arrow

button on the left. To close your task pane, click the x symbol on the far right of the

bar.

Saving a New File

When Saving a File for the First Time:

Click File on the Menu Bar.



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Select Save - Ctrl+S.

Using the Standard Toolbar to Save:

Choose the Save button on the Standard Toolbar

Cut, Copy, Paste

Often in word processing, you will need to transfer information from one document to another. Instead of having to re-type or replace this information, Word allows you to move a block of text (a word, sentence, paragraph, page, document, or graphic). Cut, Copy and Paste are extremely time-saving features. The Cut, Copy and Paste buttons are located on the Standard toolbar.

Cut and Paste:



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The Cut feature allows you to remove selected text from the document and temporarily place it on the Office Clipboard. The Clipboard is a temporary storage file in your computer's memory. Items placed on the Clipboard will remain there until you exit Word. The Paste feature allows you to get text from the Clipboard and place it in the same or even another document.

Copy and Paste:

The Copy feature allows you to copy selected text from the document and temporarily place it on the Clipboard.

The Clipboard is a temporary storage file in your computer's memory. The Clipboard can hold up to twenty-four items. Once you copy the 25th item, the first copied

item is deleted. The Paste feature allows you to select any of the collected items on the Clipboard place it in the

same or even another document.

You can Copy information from many different sources including Websites, Emails, and other Office applications like Excel and PowerPoint.

Working with Blocks of Text

To Cut and Paste a Block of Text:

Select the text you want to move.

Click the Cut button on the Standard Toolbar. Place the insertion point where you want the text inserted.

Click the Paste button.

To Copy and Paste a Block of Text:

Select the text you want to move.

Click the Copy button on the Standard Toolbar. Place the insertion point where you want the text inserted.

Click the Paste button. Once the item has been pasted, you can determine the formatting by clicking on the Paste

Options button that appears just below your pasted selection. Check or de-select any of the following options:

o Keep Source Formatting - maintains the text formatting of the original document. o Match Destination Formatting - formats the pasted text to match the text formatting in

the document in which it was pasted. o Keep Text Only - removes any graphics that you may have copied along with the copied

text.



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o Apply Style or Formatting - allows you to choose a specific format from the Styles and Formatting menu.

Drag and Drop

The drag and drop method of moving text allows you to move selected text using your mouse.

This method is convenient for moving text when:

Moving text from one location to another within a document. Moving text to another document.

To Drag and Drop Selected Text: Drag:

Select the text you wish to move. Place the mouse pointer anywhere on the selected text without clicking. Click and hold the left mouse button until the insertion point changes into a white arrow pointing

up to the left. Left click and drag the selected text to the new location.

Drop:

During this process, the mouse pointer changes to a box with a small white arrow over it, indicating you are dragging text.

When you reach the new location, release the mouse button to drop the text into place. Once you release the mouse button a menu list will appear that offers you the following options:

o Move Here o Copy Here o Link Here o Create Hyperlink Here o Cancel

(Be sure to remove the selection highlight before pressing any key, so that you do not delete your newly moved text. IF you do accidentally delete, simply press the Undo button).

Aligning Text

Aligning text can be invaluable when trying to format your document to meet certain standards. Most documents have text that is left aligned. However, if you were creating a greeting card or advertisement, you might need to know how to center align, right align or justify your text.



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Align Text Using the Alignment Buttons:

Select the text you want to align. Click the Align Left, Center, Align Right, or Justify button on the Formatting toolbar.

Aligning Text

Below you will view examples of text that are aligned using the left, right, center, and justified alignment

buttons.

To Format Line Spacing:

Select the text you want to format. Choose Reveal Formatting on the Task Pane and click on any of the blue links under the

Paragraph heading.

OR

Click Format on the menu bar. Select Paragraph. The Paragraph dialog box appears.



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Click on the Indents and Spacing tab. In the Line spacing drop down menu, you may select single, 1.5, or double spacing. The default

is single spacing. Click OK.

OR

Select the text you want to format. Click on the Line Spacing button on the Formatting Menu. Select an option from the drop-down menu.

Using Page Setup to Specify Margins



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In order to change the margins (space along the top, left, right and bottom) in your document, you will need to access the Page Setup dialog box.

Click File on the menu bar. Select Page Setup. Select Margins tab in the Page Setup dialog box.

OR

Choose Reveal Formatting on the Task Pane and click on the blue link, Margin, under the Section heading.

You can change the margin in precise steps by clicking on the up or down arrows next to the margin that you wish to change or you may type a number in the text box next to the margin you wish to change.

Click OK.

The Ruler

You can adjust the width of margins, tabs, and indents in your document using Word's Ruler. The Ruler is helpful when you need to create several columns, show column placement, or the distance between columns.

Hiding and Displaying the Ruler:

Click View on the menu bar. Select Ruler. The Ruler will appear at the top of the document.



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If you switch to Print Layout View (Choose View Print Layout View), a vertical ruler displays along the left hand side of the screen. To hide this vertical ruler, switch to a different layout view.

Setting Tabs, Indents and Margins using the Ruler

The ruler provides a visual tool that allows you to quickly view, create and change your documents tabs, margins and indents. Tabs Click on the small gray box to the left of the ruler to move through the five different Tab Settings.

Left tab : Moves text toward the right edge of the page as you type. Center tab : Centers text around the tab. Right tab : Moves text toward the left edge of the page as you type.

Decimal tab : Aligns decimal numbers using the decimal point.

For example:

Bar tab : Draws a vertical line on the document.

Indent : Inserts the indent marking anywhere along the ruler Hanging Indent : Inserts a hanging indent anywhere along the ruler

To Place a Tab or Indent On The Ruler:

Click the cursor anywhere in the block of text you want to format. Click the tab selection button (upper left of the ruler). Click the Ruler where you want your tab or indent to be set. If you set up a new tab, press the tab key to move your text to the new tab. If you set up a new indent, place the cursor at the new indent location.

Adjusting Tabs and Margins on the Ruler

To Move an Existing Tab or Indent on the Ruler:

Point the mouse on the tab or indent that you want to move. Click and hold the left mouse button until a dotted line appears below the tab. Drag the mouse to move the tab or indent to a new location. Release the left mouse button.



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To Remove a Tab from the Ruler:

Point the mouse on the tab you want to remove. Click and hold the left mouse button until a dotted line appears below the tab. Drag the mouse off the Ruler. Release the left mouse button.

To Adjust a Margin using the Ruler:

Point the mouse on the margin that you want to move. Click and hold the left mouse button once a double arrow appears over the margin until a dotted

line appears below. Drag the mouse to increase or decrease the margin. Release the left mouse button.

Remember you can also increase or decrease your Indents by using the Increase/Decrease Indent buttons on the Formatting toolbar.

Bold, Italics and Underline

Any text you type in Word, can be further customized by using the bold, italicized or underlined options. You can even do a combination of all three options!

To Change the Type Style of Text:

Select the text you want to change. Choose one or more of the following options: (to stress emphasis you might want to try using the

bold option) o Click the Bold button on the Formatting toolbar. Ctrl + B o Click the Italic button on the Formatting toolbar. Ctrl + I o Click the Underline button on the Formatting toolbar. Ctrl + U o Word automatically displays your changes.

To avoid frustration, remember to select text before you apply style. If you choose a type style without selecting any text, Word uses your chosen styles on whatever text you type next. Font Names To select a font, you can scroll through the Font list. The list shows you all the fonts that are available on



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the computer you are using. As you scroll through the many different font names, take notice of those fonts that have TT beside their name. These TrueType fonts will look the same on both the computer screen and when you print them on paper.

Using Color

The use of color can add emphasis to your words and make your document easier to read. If you own a color printer, you can print documents in different colors. If you do not own a color printer, your document will only appear in color on the screen.

To Change the Color of Text:

Select the text you want to change. Click the downward-pointing arrow on the Font Color button on the Formatting toolbar. A

color palette appears. Click the color you want to apply. Word changes the color of your text.

If you would like to see more color options, Click the More Colors button at the bottom of the color palette. You can choose from a list of Standard Colors or Customize your own color by clicking the Customize Tab.

Font Dialog Box

The Font Dialog Box gives similar options as the Formatting toolbar; however, it also offers more advanced text features. You can use the Font Dialog Box to change your font, font style, size, color and many other font effects.

To Open the Font Dialog Box:

Click Format on the Menu Bar. Select Font from the menu list. The Font Dialog Box will appear.



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Remember you can also access the Font Dialog Box from the Font menu on the Task Pane.



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How to Use Mail Merge

To Use Mail Merge:

Select Tools on the main menu. Select Letters and Mailings Mail Merge.

The Mail Merge task pane appears and will guide you through the six main steps to complete a mail merge. You will have many decisions to make during the process. The following is an example of how to create a form letter and merge the letter with a data list.

Steps 1-3

Choose the type of document you wish to create. In this example, select Letters. Click Next:Starting document to move to Step 2.



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Select Use the current document. Click Next:Select recipients to move to Step 3. Select the Type a new list button. Click Create to create a data source. The New Address List dialog box appears.

To Edit the New Address List:

o Click Customize in the dialog box. The Customize Address List dialog box appears. o Select a field and click Delete. o Click Yes to confirm that you wish to delete the field. o Continue to delete any unnecessary fields. o Click Rename. The Rename Field dialog box appears. o Enter the new name you would like to give the field in the To: field. o Continue to rename any fields necessary. o Click OK to close the Customize Address List dialog box.

Enter the necessary data in the New Address List dialog box. Click New Entry to enter another record. Click Close when you have entered all your data records. Enter the file name you wish to save the data list as. Choose the location you wish to save the file. Click Save. The Mail Merge Recipients dialog box appears and displays all the data records in

the list. Confirm the data list is correct and click OK. Click Next:Write your letter to move to Step 4.

Write a letter in the current Word document. Stop writing when you reach a place in the letter where you wish to enter a field from your data record. To Insert Data from the Data List:

o Click the Insert Merge Fields button. The Insert Merge fields dialog box appears. o Select the field you would like to insert in the document. o Click Insert. Notice that a placeholder appears where information from the data record

will eventually appear. o Repeat these steps each time you need to enter information from your data record.

Click Next: Preview your letters in the task pane once you have completed your letter. Preview the letters to make sure the information from the data record appears correctly in the

letter. Click Next: Complete the merge. Click Print to print the letters. Click All. Click OK in the Merge to Printer dialog box. Click OK to send the letters to the printer.



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The Mail Merge wizard allows you to complete the mail merge process in a variety of ways. The best way to learn how to use the different functions in Mail Merge is to try to develop several of the different documents -- letters, labels, envelopes -- using the different types of data sources.

Working with Tables

Tables allow large amounts of text and/or numbers to be presented in an organized and easy to read fashion. Student roll books, sport statistics, address books, math formulas, menus and many other documents often incorporate tables to share information. Similar to columns, Tables can be challenging at first. Word has created an entire menu to help assist you in creating your first Table. A few important terms to know before you begin creating tables are: Row - A row runs horizontal in a table and is divided by borders. Borders - Separating lines in the table. Column - A column runs perpendicular in a table and is divided by borders. Cell - A cell is the box that is created when your rows and your columns intersect each other. The cell contains your data or information.

Creating Tables Using the Insert Table Dialog Box:

Click Table on the Menu Bar. Select Insert and then Table from the cascading menu. The Insert Table dialog box appears. Determine the number of columns and rows you need in your table. You can add more later, but

save yourself some work. You can always add rows by pressing Tab at the end of a row. To create a table as wide as your page, leave the Fixed Column Width setting on Auto. Click OK. A table is inserted into your document.



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Another automated way to create a quick table is by using the Insert Table Button on the Standard toolbar.

Creating Tables Using the Insert Table Button:

Click the Insert Table Button . Now, drag the number of columns and rows you want in your table.

Custom-Made Tables

The Insert Table Dialog Box and Insert Table button offer a quick solution to making tables. If you would like to custom create your table by drawing it yourself, you can use the Draw Table button.

Creating Tables Using the Draw Tables Button:

Open the Tables and Borders toolbar by clicking View on the Menu Bar, Select Toolbars and then Tables and Borders from the Cascading Menu. The Tables and Borders toolbar will appear.



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Click the Draw Tables button on the Tables and Borders toolbar. The mouse pointer turns into a pencil.

Drag the pencil to create a rectangle about the size of the table you want. Release the mouse button. The border of the table appears in your document. Use the pencil again to draw in column and row borders. Click the Draw Table button again to change the pencil back into an I-beam.

If you make a mistake while drawing your table, you can erase both rows and columns by using the Eraser on the Tables and Borders toolbar. Once you select the Eraser, the pointer will change to resemble

the Eraser Button. Drag the Eraser over parts of the table you wish to erase. When you are finished erasing, click the Eraser button again to put the Eraser away.

Entering Text

Click inside any table cell to begin entering text or numbers.

Moving Around in a Table:

Use the Tab key or right arrow key to move right. Use Shift + Tab or the left arrow key to move left. The up and down arrow keys will move the insertion point above or below its current location.

Selecting Text in Tables:

A cell: triple click inside cell. A row: Move mouse to left of margins, point to the row, and click. Multiple rows: Select the first row, click and drag the number of rows desired. A column: Move the mouse above the column. It turns into a downward pointing arrow. Click once. Multiple columns: Select the first column, click and drag the number of columns desired. Entire Table: Choose Table and Select Table from the menu bar.



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PowerPoint 2003

The Parts of the PowerPoint Window

The PowerPoint Window has toolbars and panes to help you quickly create presentations. Most of the toolbars are common in Office applications but may feature options unique to PowerPoint.

Title Bar - displays the document name followed by a program name. Menu Bar - contains a list of options to manage and customize documents. Standard Toolbar - contains shortcut buttons for the most popular commands. Formatting Toolbar - contains buttons used for formatting. Status Bar - displays slide position and the type of design in PowerPoint. Drawing Toolbar - contains tools for drawing lines, shapes and objects. Task Pane - located on the right side of the computer screen, this pane allows you to select tasks

in different categories and allows you to quickly enhance your slides in a few steps. It provides quick access to the most common actions and features in PowerPoint.

Outline and Slides Tabbed Pane - allows the user to easily view the presentation in outline format (text), as well as a list of all the slides in the presentation (with visuals).

Help - provides quick access to Help topics.

The default view for PowerPoint 2003 is the Tri-Pane View. This view, which opens when you launch PowerPoint, allows you to see multiple parts of a presentation at once.



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The Outline and Slides Tabbed Panes are located on the left side of the screen. Click on the tabs to view an outline or a slide of your presentation. The tabs render differently based on the size of the pane.

You can show or hide PowerPoint's toolbars. Click on the View menu and choose Toolbar. Decide which ones you want to show or hide.

The Task Pane

The PowerPoint 2003 Task Pane is located on the right side of the screen. The down-pointing arrow in the top, right corner of the pane allows you to select different menus and tools. By default, the Task Pane appears when PowerPoint 2003 is launched.



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The Slide Layout and Slide Design panes within the Task Pane help organize layouts, design templates, and color schemes. When you select a design option, your slides are quickly updated with the new look.

You can view the Slide Layout and Slide Design panes by clicking on the down-pointing arrow next to New Presentation in the Task Pane.

Select Slide Layout or Slide Design (Design Templates, Color Schemes, Animation Schemes). You'll learn more about using these panes later in this course.



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Using the Task Pane

If you do not see the Task Pane on the right side of the PowerPoint window, you can easily access it.

To Open the Task Pane:

Click View Task Pane

To View Different Panes:

Click on the down-pointing arrow next to New Presentation and select different panes.



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Once you open different panes, you can move through them by clicking on the backward and forward arrow buttons at the top of the task pane.

To Close the Task Pane:

Click the X on the right corner of the bar.

You can hide or view the Task Pane by clicking on View Task Pane.

Pull-Down Menus

PowerPoint 2003's menu bar initially displays commands that you most often use. To view infrequently used commands from a menu, use pull-down menus.

To View Commands in a Pull-Down Menu:

Click on a menu in the menu bar. (File, Edit, View, Insert, etc.) Move your mouse pointer over the double arrows at the bottom of the pull-down menu.



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Notice that some menus have black arrows to the right. Slide your mouse pointer over the arrow to view more options. These are called cascading menus.

Creating a Blank Presentation

PowerPoint offers three ways to create a presentation: Blank presentation, From Design Template or From AutoContent Wizard.

The Blank presentation option is one of the more commonly used methods. It offers several blank slides with layouts for text and graphics.

To Create a Blank Presentation:

Open PowerPoint. A slide featuring a place for a title and subtitle appears by default. You may begin your

presentation with this slide or choose a different slide layout.



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The New Presentation Pane appears on the right side of the screen. Under New, click Blank Presentation. A list appears.

Choosing a Slide Layout

As you work on your presentation, think about the type of layout you want. Do you want a slide with text and lots of clip art or one with text and a chart? PowerPoint offers many layout options.



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To Choose a Slide Layout:

Move your arrow pointer over the layouts or use the scroll bar in the Slide Layout Pane. A gray bar appears on the right of each layout. When you find a layout that you like, click the down-pointing arrow and choose Apply to

Selected Slide.

You can also click on the slide layout to apply it. Notice that the slide you are currently working on has a dark border in the Outline Pane.

Placeholders

Once you choose a layout for your slides, you can begin adding text, graphics or other items. You do this with placeholders - specials places within a slide where you can add content.

To Add Text to a Placeholder:



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Click on the placeholder. Start typing.

(You'll learn about inserting clip art and other graphics into placeholders later in this course)

Saving a Presentation

You can save, close, and exit presentations in PowerPoint just as you would while using other Microsoft applications.

To Save a Presentation:

Click on File Save. (Ctrl + S)



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Choose the location where you want to save your presentation. (My Documents is a good place). Type a name in the File Name box or keep the one that PowerPoint has provided.

Closing a Presentation and Exiting PowerPoint

Once you've finishing working on your presentation, you can quickly close it.

To Close a Presentation:

Click the X in the PowerPoint presentation window (Ctrl + W).

The PowerPoint application remains open and you can start a new presentation. (See next page for details).

To Exit PowerPoint:

Click the X in the far right top corner.

OR



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Choose File Exit. (Alt + F4)

Before you exit PowerPoint, make sure that you save any work that you want to keep.

Creating a New Presentation Using the Traditional Method

Remember, after you have closed one presentation, you can easily start a new one while PowerPoint is still open by using the traditional new file creation method.

To Start a New Presentation:

Click on File New. (Ctrl + N)

In the New Presentation Pane, under New choose Blank Presentation.



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Choose the design layout that you want.

Remember, if your Task Pane disappears from the right side of the screen, click on View Task Pane.

Challenge!

In this series of challenges you are going to prepare a presentation about where you learn. This presentation can contain facts about the city or town where you learn and the place you use the GCFLearnFree.org® website (home, library, learning center, internet cafe, etc.).

Start PowerPoint. Use the downward pointing arrow, beside Getting Started in the Task Pane, to select New

Presentation Blank Presentation. Choose a slide layout with a title and a subtitle placeholder. Type Where I Learn in the title placeholder. Type your name or username and today's date in the subtitle placeholder.

For Example:



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Save the document as Where I Learn. Exit PowerPoint.

Important Reminder: If you are using a public computer, such as one at a library or learning center, you may not be able to use the same computer each time. It is very important to understand the policies on saving documents to public computers. Some places do not allow you to use floppy disks due to the risk of computer viruses. Ask someone in charge of the public computers where you are. If you are unsure how you will keep a recent copy of the assignment, you can always email a copy of the document to yourself when you finish working on the document.

Opening a Presentation

You can quickly open a presentation that you've previously saved by using the Task Pane.

To Open a Presentation

Start PowerPoint. In the Task Pane, click on From existing presentation and select the presentation that you want

to open.



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OR

Choose File Open. Navigate to the file you want to open.

Inserting a New Slide

Once you've created your opening slide, you'll want to add more slides to your presentation.

To Insert a New Slide:

Click on Insert New Slide. (Ctrl + M) Move your arrow pointer over layouts or use the scroll bar and choose a slide layout.

A gray bar appears on the right Click the down-pointing arrow and choose Insert New Slide.



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OR

Click the New Slide button at the top of the screen

Move your arrow pointer over layouts or use the scroll bar and choose a design layout. A gray bar appears on the right Click the down-pointing arrow and choose Insert New Slide.

Copying a Slide

Copying is another technique that you may use as you work on your slide presentation. For example, you may want to repeat a slide later in the presentation or copy a slide and make slight changes to it to make a different point.

To Copy a Slide: Click the slide you want to copy in the pane on the left. Click on the Copy Button on the Standard Toolbar. (Ctrl + C) Move the arrow pointer to where you want the copied slide to appear. OR

Right click the slide you want to copy in the pane on the left.

Move the arrow pointer to where you want the copied slide to appear. A horizontal cursor appears.

Click the Paste Button on the Standard Toolbar or

right click Paste. (Ctrl + V)

Note: This example of how to copy a slide was shown in the Slide Sorter View; however, the same instructions apply for copying a slide in Normal View.



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Deleting a Slide

Sometimes you may want to take one or more slides out of your presentation.

To Delete a Slide:

Click the slide. Press Delete on your keyboard.

OR

Right click the slide you want to delete in the pane to the left Delete Slide.

You'll learn more about working with slides in different views in the next lesson.

Inserting Clip Art into a Slide

Clip art is a collection of graphical images. You can easily enhance your presentation with clip art in a few easy steps.

To Insert Clip Art into a Slide:

In the Outline view in the left pane, select the slide in which you want the clip art to appear. Click the Clip Art button on the Drawing Toolbar.



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OR

Select the slide you want to work on. Click on the down-pointing arrow in the Task Pane Clip Art.

If you are working with a slide that has an icon for clip art, click on the icon. You'll learn more about this later in this lesson.

Searching for Clip Art

Once you activate the Clip Art option, a search menu appears on the screen.

To Search for Clip Art

With the Search dialog box open, type the name of the image that you are looking for. For example, people, buildings, winter.

Click on Go.

Click on the clip art that you want to insert.

Click OK.



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The clip art appears in your slide.

You can move or resize clip art and other content once it has been inserted into a slide. You'll learn more about this later in this lesson.

Searching for Clip Art on the Web

To find a larger selection of clip art, you can browse for clip art on the Web. To begin, make sure that you are logged onto the Internet.

To Search for Clip Art on the Web

With the Search dialog box open, type the name of what you are looking for. For example, people, buildings, winter.

Under Search in:, click the down-pointing arrow next to Selected collections and check the box next to Web Collections.

Browse through the different clip art options. Click on the clip art that you want to insert.

Inserting Pictures from File

Adding pictures to your presentation may also help engage the audience's attention. You can insert pictures that you have on file on your computer.

To Insert a Picture from File:

Click on Insert Picture From File.



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Navigate to the folder where you've saved your picture. Click on the picture you want to insert into the slide.

OR

Click the Insert Picture button on the Drawing Toolbar.

Navigate to the picture that you want to use. Select the picture and click Insert.

Inserting Pictures or Clip Art Using a Slide Design Layout

Some slide layouts already have icons for clip art and pictures. PowerPoint allows you to insert pictures though these slide design layouts.

To Insert Pictures Using a Slide Design Layout:

Browse the slide design layouts to find one with an icon for a picture. Click on the picture icon.



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Navigate to the picture you want to insert. Select the picture and click Insert.

Resizing Pictures and Clip Art

Once you insert clip art or a picture, you may need to resize it to better fit your slide.

To Resize Pictures or Clip Art:

Click the cursor the edge of the graphic and a resizing handle appears. A resizing handle is a black, double-headed arrow that changes to a "plus sign", + ,once you start resizing the image:

Drag the graphic to the size that you want.



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Animating Slides

Animating slides involves adding movement and sometimes sound to text or to the slides in a presentation. Animation can help create a livelier and more interesting slide show. PowerPoint provides some preset animation or allows you to customize the animation to fit your needs.

To Animate Slides using Animation Schemes:

10. Open the PowerPoint presentation that you want to work on. 11. Select the slide that you want to animate. 12. In the Task Pane, click the down-pointing arrow and select Slide Design - Animation Schemes.

Choosing Animation for Your Slides

PowerPoint offers several options for animating your slides.

Once you click on Slide Design Animation Schemes, the Slide Design pane appears with a list of options.



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Click on an Animation Scheme that you think might work well in your presentation. (To preview your choice, make sure that the AutoPreview option is checked).

Preview different schemes to see which one best fits your slides. You can apply different animation to each individual slide or click on APPLY TO ALL

SLIDES. Once you have applied your animation you can click on Play or Slide Show to view it. Remove animation by selecting No Animation in the white box.

Adding Custom Animation

You can also decide how text and other slide elements 'perform' by using custom animation. You can add effect, set speed and direction, and animate text on your own.

For example, you can decide how words or graphics enter or exit a slide. You may want to begin by adding effect to the titles in your presentation.

To Add Effect to Text:

Open the presentation you want to add an effect to. Click on the down-pointing arrow in the Task Pane Custom Animation.



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Click the text that you want to add an effect to. The Add Effect button will be activated. (Note the button is inactive until you select a part of the

slide to work on)

Click on Add Effect Entrance. A list of options appears for the entrance including Blinds, Box, Checkboard, and Fly In. Decide how your text will appear on the screen and choose an option. You can easily remove the effect by clicking Remove. Or, you can modify it by setting direction

and speed underneath Modify. (PowerPoint lets you know the specific effect by listing it next to Modify. For example, Modify: Blinds).

Emphasis and Exit



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If you want to add an effect to make text or graphics grow, shrink, or change in another way, click on Add Effect Emphasis. Choose an effect. If you want to add an effect to have text or graphics exit the slide, click on Add Effect Exit. Choose the effect.

Setting Direction and Speed

Once you choose an effect, decide the direction for that effect. For example, you may want text to Fly In from the bottom. (Make sure your animation doesn't cross important graphics or text in your presentation).

To Set Direction:

Underneath Modify in the Custom Animation pane, click on the down pointing arrow beneath Direction. (Note that direction options vary depending on the type of effect).

Choose the side of the slide from which you want the title to enter. Underneath Modify next to Start, select With Previous (Animation starts automatically) or On

Click (Animation starts when you click the mouse).

Decide the speed at which you want effects to happen in your slides. You can choose very slow, slow, medium, fast or very fast to fit the rhythm of your presentation.

To Set Speed:

Click on the down-pointing arrow underneath Speed and choose an option



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Animating a Bulleted List

A bulleted list may be another area that you might want to animate.

To Add Animation to a Bulleted List:

Open the slide with the bulleted list you want to animate. Click on the text box that contains the text you want to animate. Click on the down-pointing arrow in the Task Pane Custom Animation.



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The Add Effect button is now active.

Controlling Your Text

With the Add Effect button active, you can control the text in your bulleted list:

To Set Animation in a Bulleted List:

Select the line of text you want to animate. Once a line is selected, the Add Effect button becomes active. Select whether you would like to add Entrance, Emphasis, Exit, and/or Motion Paths. Using the downward pointing arrow to the right of each category:

o Decide if you want this animation to occur On the Click, With Previous, or After Previous.

o Select the Direction the animation will occur (direction options will differ depending on the animation.

o Choose a Speed for the animation. To make changes to an animation, simply locate the number of the animation you wish to change

and use the downward pointing arrow to the right of that numbered animation. To set the direction/timing, you can select Effect Options from the menu.

o A dialog box appears. o Click on the Text Animation tab.



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o The default option is By 1st level paragraphs. This is the level for the main bullet points. Bullets points will enter one at a time on the slide

o If you want the bullet points to enter as a group, choose As one object.

If you have multiple levels of bullets in a slide and you want to animate all levels, choose by 2nd level paragraphs if you have 2nd level bullets, and choose by 3rd level paragraphs if you have three levels of bullets etc.

Customizing the Slide Design

Watch the video! (1:52 min) - Tips for watching our videos.

When you select a design template, PowerPoint applies predefined design elements such as font style and size, background color, and bullet shape and color to each slide show.

To Customize the Slide Design:

Select Format Slide Design from the main menu. The Slide Design pane will appear. Click the design template you like. By default, PowerPoint will apply this design to all the

slides in the slide show; however, you can right-click the arrow beside each template to modify the default setting.

Click the Color Schemes link. Select the color scheme you like. By default, PowerPoint will apply this design to all the slides in

the slide show; however, you can right-click the arrow beside each template to modify the default setting.



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Click the Edit Color Schemes link to modify specific elements of the color scheme.

Select the element you would like to modify in the Scheme colors section. Click Change Color. Select the color you like on either the Custom or Standard dialog box tab. Click OK. Repeat the previous four steps until you have changed all the elements you wish. Click Apply.

The Slide Master

If you work for a company, you may be asked to prepare long presentations. Or, you may want to prepare slides about a special event or occasion. A Slide Master allows you to create a presentation with different types of slides but enable them to all have the same "look".

The elements that you add to the Slide Master - such as a company logo, background, and font color - will be applied to all of your slides.

Creating a Slide Master

If you have a Slide Master, you don't have to format every single slide in a presentation with the same basic design and text.

To Create a Slide Master:

Start a new presentation or open an existing one.



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Click on View Master Slide Master. A slide with placeholders appears.

Click on Format Background. A dialog box appears.

Choose a background color. For more colors, click on More Colors. Select the text in the Master title style placeholder.



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Click on the down-pointing arrow next to the font in the Formatting toolbar.

OR

Choose Format Font and choose a font, font color and font style. Close Master View to save changes.

Choosing Fonts for Levels of the Slide Master

As you continue working on your Slide Master, notice that the Master text styles placeholder contains a model of up to five bullets in which the text gets smaller for each level.

In the Slide Master, the font sizes are pre-selected. The sizes are based on what a normal person is able to read from a reasonable distance. You can change the font size, but this is fine-tuning that you might want to do later.

Generally, you should keep the text the same color for the title and all text levels.

To Edit the Text Styles for Each Level:

Start a new presentation or open an existing one. Click on View Master Slide Master. Select the text and then choose a font and font color in the Formatting Toolbar.

Viewing the Slide Master Elements

After creating or making changes to your Slide Master, you can view all of the basic design elements in your presentation.

To See the Slide Master Elements Applied:

Click on View Normal.

OR

Click the Normal View button. A slide or slide appears with the design elements of the Slide Master.



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The Title Master

When you create your Slide Master, you can also create a Title Master. This is the second slide that appears in the left pane when you are working on the Slide Master of a presentation using a Design Template.

This is a special slide for the title slide of your presentation. Remember, the Slide Master is a basic blueprint for all the slides of your presentation while the Title Master only addresses the elements of your title slide

To Edit the Title Master:

Select the text in the Master title style placeholder. Choose Format Background and choose a background color. Click on the down-pointing arrow next to the font in the Formatting Toolbar.

OR

Choose Format Font and choose a font, font color and font style



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Compressing Pictures


PowerPoint files can be large and take up a lot of disc space if the presentation contains a lot of images. This can be a problem when you transmit the file by email or save it on a USB drive. To reduce the file size, you can compress the pictures. Compression is the reduction in file size in order to save space or transmission time.

To Compress Pictures:

Right-click the picture. Select Format Picture from the menu. The Format Picture Dialog box will appear. Select the Picture tab. Click the Compress button. The Compress Pictures dialog box will appear. Select Selected pictures or All pictures in document in the Apply to section.

o If you choose Selected pictures, PowerPoint will compress only the pictures you select. o If you choose All pictures in document, PowerPoint will compress all the pictures in

the presentation. Choose a resolution based on how you will use your presentation: Print, Web/Screen, or No

Change.

Select Compress Pictures and Delete cropped areas of pictures. Click OK. Click Apply.



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Grouping and Ungrouping Objects


You may choose to use pictures, shapes, diagrams, text, and other objects in your PowerPoint presentation. If you do, there may be instances where you would like to group several of these objects together to make it easier to move them to different locations on the slide. This is called grouping.

To Group Objects:

Select the first object with your mouse. Press and hold the Ctrl key on your keyboard. Note: You will have to hold the Ctrl key until you

select all objects you would like to group. Select the second object with your mouse. Continue to select all the objects you would like to group. Release the Ctrl key. Click the Draw menu.

Select Group. A single set of handles will appear around the grouped object.

To Ungroup Objects:

Select the object with your mouse. Click the Draw menu. Select Ungroup. A set of handles will appear around each object.



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Ordering Objects


You may want to arrange multiple objects on a slide to overlap them or arrange them in a visually appealing way. PowerPoint allows you to order objects so that you have flexibility with how you design each slide.

To Order Objects:

Select the object you wish to move. Right-click the object. Select Order. Select one of the four options from the cascading menu and the object will move to the location

you choose: o Bring to Front o Send to Back o Bring Forward o Send Backward

Continue to order the objects on your slide until they appear the way you wish.

Using the Set Timing Feature


By default, PowerPoint is set to advance from one slide to the next when you click your mouse, use the down arrow key, or press the Page Down key. However, you can change this default setting and



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program your PowerPoint presentation slides to advance at specified intervals of time. In PowerPoint, this feature is called set timing.

To Set Timing:

Select Slide Show Slide Transition from the main menu. Select View Slide Sorter. Select all the slides using your mouse. Deselect On mouse click in the Slide Transition task pane. Select Automatically After.

Enter the amount of time you would like to display each slide. Click Apply to All Slides.

Inserting Sound Effects



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You can add sound effects to a slide show to gain your audience's attention; however, sometimes sound effects can be distract people from the content of your presentation. It will be up to you to decide when a sound effect will benefit your presentation.

To Insert a Sound Effect:

Select Insert Movies and Sounds from the main menu. Select the location of the sound clip:

o Sound from Clip Organizer o Sound from File o Play CD Audio Track o Record Sound

In this example, select Sound from File. The Insert Sound dialog box will appear.

Locate the sound file on your computer. Select the file. Click OK. The Microsoft Office PowerPoint dialog box will appear.

Decide whether you want the sound to start Automatically when the slide appears or When Clicked. An icon representing the sound will appear.

To Hide the Sound Icon During the Slide Show:

Right-click the icon. Select Edit Sound Object. The Sound Options dialog box will appear.



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Select Hide sound icon during slide show.

Click OK.

You will still be able to see the icon in slide sorter view, but it will be hidden in slide show view.

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Excel 2003

The Excel Window

Many items you see on the Excel 2003 screen are standard in most other Microsoft software programs like Word, PowerPoint and previous versions of Excel. Some elements are specific to this version of Excel.



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Workbook

Also called a spreadsheet, the Workbook is a unique file created by Excel.

Title bar

The Title bar displays both the name of the application and the name of the spreadsheet.

Menu bar

The Menu bar displays all the menus available for use in Excel 2003. The contents of any menu can be displayed by clicking on the menu name with the left mouse button.

Toolbar

Some commands in the menus have pictures or icons associated with them. These pictures may also appear as shortcuts in the Toolbar.

Column Headings

Each Excel spreadsheet contains 256 columns. Each column is named by a letter or combination of letters.

Row Headings



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Each spreadsheet contains 65,536 rows. Each row is named by a number.

Name Box

Shows the address of the current selection or active cell.

Formula Bar

Displays information entered-or being entered as you type-in the current or active cell. The contents of a cell can also be edited in the Formula bar.

Cell

A cell is an intersection of a column and row. Each cell has a unique cell address. In the picture above, the cell address of the selected cell is B3. The heavy border around the selected cell is called the cell pointer.

Navigation Buttons and Sheet Tabs

Navigation buttons allow you to move to another worksheet in an Excel workbook. Used to display the first, previous, next or last worksheets in the workbook.

Sheet tabs separate a workbook into specific worksheets. A Workbook defaults to three worksheets. A Workbook must contain at least one worksheet.

Workbooks and Worksheets



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A Workbook automatically shows in the workspace when you open Microsoft Excel 2003. Each workbook contains three worksheets. A worksheet is a grid of cells, consisting of 65,536 rows by 256 columns. Spreadsheet information--text, numbers or mathematical formulas--is entered in the different cells.

Column headings are referenced by alphabetic characters in the gray boxes that run across the Excel screen, beginning with the Column A and ending with Column IV.

Rows are referenced by numbers that appear on the left and then run down the Excel screen. The first row is named Row 1 and the last row is named 65536.

Important Terms

A workbook is made up of three worksheets. The worksheets are labeled Sheet1, Sheet2, and Sheet3. Each Excel worksheet is made up of columns and rows. In order to access a worksheet, click on the tab that says Sheet#.

The Cell

An Excel worksheet is made up of columns and rows. Where these columns and rows intersect, they form little boxes called cells. The active cell, or the cell that can be acted upon, reveals a dark border. All other cells reveal a light gray border. Each cell has a name. Its name is comprised of two parts: the column letter and the row number.



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In the following picture the cell C3, formed by the intersection of column C and row 3, contains the dark border. It is the active cell.

Important Terms

Each cell has a unique cell address composed of a cell's column and row. The active cell is the cell that receives the data or command you give it. A darkened border, called the cell pointer, identifies it.

Moving around the worksheet

You can move around the spreadsheet in several different ways.

To Move the Cell Pointer:

To activate any cell, point to a cell with the mouse and click. To move the pointer one cell to the left, right, up, or down, use the keyboard arrow keys.

To Scroll Through the worksheet:

The vertical scroll bar located along the right edge of the screen is used to move up or down the spreadsheet. The horizontal scroll bar located at the bottom of the screen is used to move left or right across the spreadsheet.



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The PageUp and PageDown keys on the keyboard are used to move the cursor up or down one screen at a time. Other keys that move the active cell are Home, which moves to the first column on the current row, and Ctrl+Home, which moves the cursor to the top left corner of the spreadsheet or cell A1.

To Move between worksheets

As mentioned, each Workbook defaults to three worksheets. These worksheets are represented by tabs-named Sheet1, Sheet2 and Sheet3-that appear at the bottom of the Excel window.

To Move from one worksheet to another worksheet:

Click on the sheet tab (Sheet1, Sheet2 or Sheet 3) that you want to display

Understanding File Terms

The File menu contains all the operations that we will discuss in this lesson: New, Open, Close, Save and Save As.



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New

Used to create a new Workbook.

Open

Used to open an existing file from a floppy disk or hard drive of your computer.

Close

Used to close a spreadsheet.

Save As

Used when to save a new file for the first time or save an existing file with a different name.

Save

Used to save a file that has had changes made to it. If you close the workbook without saving then any changes made will be lost.

Creating a workbook

A blank workbook is displayed when Microsoft Excel is first opened. You can type information or design a layout directly in this blank workbook.

To Create an Excel Workbook:

Choose File New from the menu bar.



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The New Workbook task pane opens on the right side of the screen.

Choose Blank Workbook under the New category heading. A blank workbook opens in the Excel window. The New Workbook task pane is closed.

Saving a workbook

Every workbook created in Excel must be saved and assigned a name to distinguish it from other workbooks. The first time you save a workbook, Excel will prompt you to assign a name through the Save As operation. Once assigned a name, any additional changes made to the text, numbers or formulas need to be saved using the Save operation.

To Save a new Workbook:



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Choose File Save As from the menu bar.

The Save As Dialog Box appears. Click on the Save In: dropdown menu and locate where the file will be saved. Choose 3 1/2

Floppy (A:) to save the file to a floppy disk or Local Disk (C:) to save the file to your computer. Type a name for your file in the File Name: box. Click the Save button.

To Save Changes Made to an Existing Workbook:

Choose File Save from the menu bar, or

Click the Save button on the Standard toolbar.

If you're saving the file for the first time and you do not choose a file name, Microsoft Excel will assign a file name for you.



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It is a good idea to Save frequently when working in a spreadsheet. Losing information is never fun! You can quickly save your spreadsheet by using the quick-key combination Ctrl + S.

Opening a workbook

You can open any workbook that has previously been saved and given a name.

To Open an Existing Excel 2003 Workbook:

Choose File Open from the menu bar.

The Open dialog box opens.

In the Look in list, click the drive, folder, or Internet location that contains the file you want to open.

In the folder list, open the folder that contains the file. Once the file is displayed, click on the file you want to open.

Click the Open button.

Closing a Workbook



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To close an existing Excel 2003 Workbook:

Choose File Close from the menu bar. The workbook in the Excel window is closed.

Excel 2003 will prompt you to save information if any has been typed between the last save and the time you close the file.

Entering Text in a Cell

You can enter three types of data in a cell: text, numbers, and formulas. Text is any entry that is not a number or formula. Numbers are values used when making calculations. Formulas are mathematical calculations.

To Enter Data into a Cell:

Click the cell where you want to type information. Type the data. An insertion point appears in the cell as the data is typed.

The data can be typed in either the cell or the Formula bar.



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Data being typed appears in the both active cell and in the formula bar.

Notice the Cancel and Enter buttons in the formula bar.

Click the Enter button to end the entry and turn off the formula bar buttons.

Excel's AutoComplete feature keeps track of previously-entered text. If the first few characters you type in a cell match an existing entry in that column, Microsoft Excel fills in the remaining characters for you.

Editing Information in a Cell

Information in a spreadsheet is likely to change over time. Information can be changed in either of two ways.

Quick and Easy Method:

Click the cell that contains the information to be changed. Type the new entry. The old entry is replaced by the new entry.

If the original entry is long and requires only a minor adjustment (in spelling, for example), then you can directly edit the information in the cell.

To Edit Information in a Cell:

Method 1: Direct Cell Editing

Double-click on the cell that contains the information to be changed.



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The cell is opened for direct editing.

Make the necessary corrections. Press Enter or click the Enter button on the Formula bar to complete the entry.

Method 2: Formula Bar Editing

Click the cell that contains the information to be changed. Edit the entry in the formula bar.

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Deleting Information in a Cell

To Delete Data that Already Appears in a Cell:

Click the cell that contains the information to be deleted. Press the Delete key, or Right-click and choose Clear Contents from the shortcut menu.



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To Delete Data Being Typed But Not Yet Added to the Cell:

Cancel an entry by pressing the Escape key.

Performing Undo and Redo

Sometimes, you might do something to a spreadsheet that you didn't mean to do, like type the wrong

number in a cell. Excel 2003 allows you to undo an operation. Use the Undo button on the Standard toolbar to recover an error. The last single action is recoverable.

To Undo Recent Actions (typing, formatting, etc), One at a Time:

Click the Undo button.

To Undo Several Recent Actions at Once:

Click the arrow next to the Undo button.



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Select the desired Undo operation(s) from the list.

Microsoft Excel reverses the selected action and all actions that appear in the list above it.

An Undo operation can be cancelled by applying a Redo. This is useful when an Undo operation was mistakenly applied. Remember, a Redo is possible only if you have not changed an Excel spreadsheet since the last Undo operation was completed:

To Redo an Undo Operation:

Press the Redo button.

To Redo several recent Undo actions at once:

Click the arrow next to Redo button. Select the desired Redo operation from the list. Microsoft Excel reverses the Undo operation.

Selecting Multiple Cells

The currently-selected cell in Excel is called the active cell. You can also select a group of adjacent cells, or a cell range. Many operations can be done against a cell range: move it, copy, it, delete it or format it. A cell range can be defined in different ways: select a specific range of cells, select multiple columns or rows, or select the entire worksheet.

To Select a Range of Cells:

Move to the first cell in the range. The mouse pointer becomes a large cross. Click-and-hold the left mouse button and drag left or right, up or down to the last cell you want

to select. Release the mouse button.



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The cells you selected are shaded.

To Select All Cells in a Column or Row:

Click the gray Column heading to select the entire column. (Click and drag the cursor across other column headings to select those columns).

Click the gray Row heading to select the entire row. (Click and drag the cursor down through the row headings select those rows).

To Select the Entire Worksheet:

Click the gray rectangle in the upper left corner to select entire worksheet.



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If the cells and columns you want to select are not directly next to one another, select one of the ranges you want to select, and hold down the Control key while selecting other ranges.

Naming Worksheets

At the beginning of this course, we learned that the tabs displayed at the bottom of the screen are named Sheet1, Sheet2 and Sheet3. These are not very informative names. Excel 2003 allows you to define a meaningful name for each worksheet in a workbook-Checkbook, Reports, Accounts-so you can quickly locate information.

To Name a Worksheet:

Double-click the sheet tab to select it. The text is highlighted by a black box.

Type a new name for the worksheet.

Press the Enter key. The worksheet now assumes the descriptive name defined.

Inserting Worksheets

By default, each new workbook in Excel 2003 defaults to three worksheets named Sheet1, Sheet2 and Sheet3. You have the ability to insert new worksheets if needed or delete others you no longer want.

To Insert a New Worksheet:



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Choose Insert Worksheet from the menu bar.

A new worksheet tab is added to the bottom of the screen. It will be named Sheet4, Sheet5 or whatever the next sequential sheet number may be in the workbook.

Deleting Worksheets

Any worksheet can be deleted from a workbook, including those that have data in it. Remember, a workbook must contain at least one worksheet.

To Delete One or More Worksheets:

Click on the sheet(s) you want to delete. Choose Edit Delete Sheet from the menu bar.



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The following dialog box appears if the sheet being deleted contains information on it.

Click the Delete button to remove the worksheet and all the data in it.

Another way to delete or insert a worksheet is to right-click on the sheet to be deleted and then select Delete or Insert from the shortcut menu.

Grouping and Ungrouping Worksheets

A workbook is a multi-page Excel document that contains multiple worksheets. Sometimes you will want to work with the worksheets one at a time as if each is a single unit. Other times, the same information or formatting may need to be added to every worksheet. You can type and retype the same information in each worksheet, or apply identical formatting, or you can group the worksheet and enter the information once.

Worksheets can also be combined together into a group. Grouping worksheets allows you to apply identical formulas and/or formatting across all the worksheets in the group. When you group worksheets, any changes made to one worksheet will also be changed in any other worksheets in the group. If many worksheets are to have the same data--regions, departments, quarters, months, weeks and days, for example--then you type it once and it will appear on every worksheet included in the grouping.



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To Group Worksheets:

To select one worksheet, click on the sheet tab. To select more than one worksheet, hold the Control key down and click on one or more

worksheet tabs in the workbook. To select all worksheets in a workbook, right-click on any worksheet tab and choose Select All

Sheets from the shortcut menu.

When finished entering, moving, copying or formatting the data, you will need to ungroup worksheets. If you do not ungroup the sheets, any work you do in one sheet will be duplicated in all the others.

To Ungroup Worksheets:

Right-click on any of the selected worksheet tabs. Choose Ungroup Sheets from the shortcut menu.

Moving Worksheets

When you move a sheet, you are moving it to a new location in this or another workbook.

To Move a Workbook:

Select the worksheet you want to move/copy.



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Choose Edit Move or Copy from the menu bar.

In the Move or Copy dialog box, use the drop down boxes to select the name of the workbook you will move the sheet to (the current workbook is the default). Also define where you want the sheet positioned in the workbook.

Check Create a copy to copy it. Click the OK button to move the worksheet to its new location.



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Copying Worksheets

When you copy a sheet, you make an exact copy of it.

To Copy a Worksheet:

Select the worksheet you want to move/copy. Choose Edit Move or Copy from the menu bar. In the Move or Copy dialog box, use the drop down boxes to select the name of the workbook

you will copy the sheet to (the current workbook is the default). Also define where you want the sheet positioned in the workbook.

Click the Create a copy checkbox.

Click OK to create an exact copy of the worksheet and move it to the location specified.

Challenge!

Open your Monthly Budget file. Rename Sheet1 to 2005, Sheet2 to 2006 and Sheet3 to 2007. Insert two worksheets and name them 2008 and 2009. Move the 2008 and 2009 worksheets so they are immediately following the 2007 sheet.



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Use the Grouping feature so that the 2006, 2007, 2008, and 2009 sheets contain the same information as Column A and Row 1 of the 2005 sheet.

Delete the 2009 sheet. Save and close the Monthly Budget document.

Inserting a row

You can insert a row in a spreadsheet anywhere you need it. Excel moves the existing rows down to make room for the new one.

To Insert a Row:

Click anywhere in the row below where you want to insert the new row. Choose Insert Rows from the menu bar.

A new row is inserted above the cell(s) you originally selected.

OR

Click anywhere in the row below where you want to insert the new row.



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Right-click and choose Insert from the shortcut menu.

The Insert dialog box opens.

Choose the Entire Row radio button. Click the OK button. A new row is inserted above the cell(s) you originally selected.



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Select multiple rows before choosing Insert to add rows quickly. Excel inserts the same number of new rows that you originally selected.

Inserting a column

In Excel, you can insert a column anywhere you need it. Excel moves the existing columns to make room for the new one.

To Insert a Column:

Click anywhere in the column where you want to insert a new column.

Choose Insert Columns from the menu bar.

A new column is inserted to the left of the existing column.

OR

Click anywhere in the column where you want to insert a new column.



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Right-click and choose Insert from the shortcut menu.

The Insert dialog box opens.

Click the Entire Column radio button in the Insert dialog box. Click the OK button.



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A new column is inserted to the left of the existing column.

You can also select multiple columns before choosing Insert to add columns quickly. Excel inserts the same number of new columns that you originally selected.

Deleting columns and rows

Columns and rows are deleted in much the same manner as inserting columns and rows.

To Delete a Row and All Information in It:

Select a cell in the row to be deleted. Choose Edit Delete from the menu bar.



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Click the Entire Row radio button in the Delete dialog box.

Click the OK button.

To Delete a Column and All Information in it:

Select a cell in the column to be deleted. Choose Edit Delete from the menu bar. Click the Entire Column radio button in the Delete dialog box.



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Click the OK button.

Challenge!

Open your Monthly Budget file. Delete the blank Column B.

After you delete the blank Column B it may look like this:

Save and close the document.

Adjusting column widths

By default, Excel's columns are 8.43 characters wide, but each individual column can be enlarged to 240 characters wide.

If the data being entered in a cell is wider or narrower than the default column width, you can adjust the column width so it is wide enough to contain the data.



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You can adjust column width manually or use AutoFit.

To Manually Adjust a Column Width:

Place your mouse pointer to the right side of the gray column header. The mouse pointer changes to the adjustment tool (double-headed arrow).

Drag the Adjustment tool left or right to the desired width and release the mouse button.

To AutoFit the Column Width:

Place your mouse pointer to the right side of the column header. The mouse pointer changes to the adjustment tool (double-headed arrow). Double-click the column header border. Excel "AutoFits" the column, making the entire column slightly larger than the largest entry

contained in it.

To access AutoFit from the menu bar, choose Format Column AutoFit Selection.

Adjusting row height

Changing the row height is very much like adjusting a column width. There will be times when you want to enlarge a row to visually provide some space between it and another row above or below it.

To Adjust Row Height of a Single Row:

Place your mouse pointer to the lower edge of the row heading you want to adjust.



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The mouse pointer changes to the adjustment tool (double-headed arrow).

Drag the Adjustment tool up or down to the desired height and release the mouse button.

To AutoFit the Row Height:

Place your mouse pointer to the lower edge of the row heading you want to adjust. The mouse pointer changes to the adjustment tool (double-headed arrow). Double-click to adjust the row height to "AutoFit" the font size. Excel 2003 "AutoFits" the row, making the entire row slightly larger than the largest entry

contained in the row. Open your Monthly Budget file. AutoFit the column width of Column A. Manually adjust the column width for any columns that you need to enlarge. For example,

Column J may need to be adjusted so the word September fits in the cell. Adjust the row height of Row 1 to at least double its current width.




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Inserting a cell

When working in an Excel 2003 worksheet, you may need to insert or delete cells without inserting or deleting entire rows or columns.

To Insert Cells:

Select the location where the new cell(s) should be inserted. It can be a single cell or a range of cells.

Right-click and choose Insert. Note: You could also choose Insert Cell on the menu bar.

The Insert dialog box opens. Select either: Shift cells right to shift cells in the same row to the right. Shift cells down to shift selected cells and all cells in the column below it downward.

Choose an option and click the OK button.



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Your result displays in the spreadsheet.

Remember, you can also use the Insert dialog box to insert or delete columns and rows.

Deleting a cell

To Physically Delete the Cell from the Spreadsheet:

Right-click and choose Delete.

The Delete dialog box opens. Select either: Shift cells left to shift cells in the same row to the left.



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Shift cells up to shift selected cells and all cells in the column above it upward.

Choose an option and click the OK button. Your result displays in your spreadsheet.

Merging cells

In Excel 2003, you have another alignment option available to you: merge and center. This is performed when you want to select one or more cells and merge them into a larger cell. The contents will be centered across the new merged cell.

The picture below shows why we might want to merge two cells. The spreadsheet presents Last Month and This Month Sales and Expenses for Sally. Notice that Sally's name appears above the Last Month column. To evenly center Sally's name across the two cells we would perform a merge and center.

To Merge Two Cells Into One:



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Select the cells that you want to merge. It can be cells in a column, row or both columns and rows.

Click the Merge and Center button on the standard toolbar.

The two cells are now merged into one.

Open your Monthly Budget file. Insert a blank row above the current Row 1, which contains the months of the year. Type My Budget in A1. Use the merge and center function to center My Budget over Columns A through N.


Using the Standard Toolbar to Align Text and Numbers in Cells

You've probably noticed by now that Excel 2003 left-aligns text (labels) and right-aligns numbers (values). This makes data easier to read.



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You do not have to leave the defaults. Text and numbers can be defined as left-aligned, right-aligned or centered in Excel 2003. The picture below shows the difference between these alignment types when applied to labels.

Text and numbers may be aligned using the left-align, center and right-align buttons of the Formatting toolbar:

To Align Text or Numbers in a Cell:

Select a cell or range of cells Click on either the Left-Align, Center or Right-Align buttons in the standard toolbar. The text or numbers in the cell(s) take on the selected alignment treatment.

Changing Horizontal Cell Alignment

We've previously seen how to align text or numbers using the left-align, center and right-align buttons in the standard toolbar. You can also define alignment in the Alignment tab of the Format Cells dialog box.



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The Horizontal section features a drop-down that contains the same left, center, and right alignment options in the picture above and several more:

Fill

"Fills" the cell with the current contents by repeating the contents for the width of the cell.

Justify

If the text is larger than the cell width, Justify wraps the text in the cell and adjusts the spacing within each line so that all lines are as wide as the cell.

Center Across Selection

Contents of the cell furthest to the left are centered across the selection of cells. Similar to merge and center, except the cells are not merged.

To Change Horizontal Alignment using the Format Cells Dialog Box:

Select a cell or range of cells. Choose Format Cells from the menu bar.

(You could also right-click and choose Format Cells from the shortcut menu.)



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The Format Cells dialog box opens. Click the Alignment tab.

Click the Horizontal drop-down menu and select a horizontal alignment treatment. Click OK to apply the horizontal alignment to the selected cell(s).

Changing Vertical Cell Alignment

You can also define vertical alignment in a cell, similar to how it is done for horizontal alignment. In Vertical alignment, information in a cell can be located at the top of the cell, middle of the cell or bottom of the cell. The default is bottom.

To Change Vertical Alignment using the Format Cells Dialog Box:

Select a cell or range of cells.



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Choose Format Cells from the menu bar. (You could also right-click and choose Format Cells from the shortcut menu.)

The Format Cells dialog box opens. Click the Alignment tab. Click the Vertical drop-down menu and select a vertical alignment treatment. Click OK to apply the vertical alignment to the selected cell(s).

Changing Text Control

Text Control allows you to control the way Excel 2003 presents information in a cell. There are three types of Text control: Wrapped Text, Shrink-to-Fit and Merge Cells.

The Wrapped Text wraps the contents of a cell across several lines if it's too large than the column width. It increases the height of the cell as well.

Shrink-to-Fit shrinks the text so it fits into the cell; the more text in the cell the smaller it will appear in the cell.

Merge Cells can also be applied by using the Merge and Center button on the standard toolbar.

To Change Text Control using the Format Cells Dialog Box:

Select a cell or range of cells. Choose Format Cells from the menu bar. The Format Cells dialog box opens. Click the Alignment tab. Click on either the Wrapped Text, Shrink-to-Fit or Merge Cells check boxes-or any

combination of them-as needed. Click the OK button.



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Changing Text Orientation

The fourth type of cell alignment in the Format Cells dialog box is Text Orientation, which allows text to be oriented 90 degrees in either direction up or down.

To Change Text Orientation using the Format Cells Dialog Box:

Select a cell or cell range to be subject to text control alignment. Choose Format Cells from the menu bar. The Format Cells dialog box opens. Click the Alignment tab. Increase or decrease the number shown in the Degrees field or spin box. Click the OK button.

Open your Monthly Budget file. Center the text horizontally in Column A and Row 2. Apply a distributed vertical text alignment to Row 2.



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Save your document. Use the text control and text orientation features so that you are familiar with them. Close the document without saving any of the formatting from the text control and text

orientation features.

Change font type, size and color

In Excel 2003 a font consists of three elements: Typeface, or the style of the letter; Size of the letter; and Color of the letter. The default font in a spreadsheet is Arial 10 points, but the typeface and size can be changed easily.

Selecting a Font Typeface:

The amount of typefaces available for use varies depending on the software installed on your computer.

To Apply a Typeface to Information in a Cell:

Select a cell or range of cells. Click on the down arrow to the right of the Font Name list box on the Formatting toolbar.



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A drop-down list of available fonts appears.

Click on the Typeface of your choice. The selection list closes and the new font is applied to the selected cells.

Change font type, size and color (continued)

To Apply a Font Size to Information in a Cell:

The "Font Size" list varies from typeface to typeface. The Arial font sizes, for example, are 8, 9, 10, 11, 12, 14, 16, 18, 20, 22, 24, 26, 28, 36, 48, 72.

Select a cell or range of cells.



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Click on the down arrow to the right of the font size list box on the Formatting toolbar.

A drop down list of available font sizes appears.

Click on the Font Size of your choice. The selection list closes and the new font size is applied to the selected cells.

Change font type, size and color (continued)

To Apply Color to Information in Cells:

8. Select a cell or range of cells. 9. Click on the down arrow to the right of the font color list box.

10. A drop-down list of available colors appear.

11. Click on the color of your choice. 12. The selection list closes and the new font color is applied to the selected cells.



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Underline, italics and bold

In addition to the typeface, size and color, you can also apply Bold, italics, and/or underline font style attributes to any text or numbers in cells.

To Select a Font Style:

Select a cell or range of cells. Click on any of the following options on the Formatting toolbar.

Bold button (Ctrl + B). Italics button (Ctrl + I). Underline button (Ctrl + U).

The attribute(s) selected (bold, italics, or underline) are applied to the font.

The Bold, Italics, and Underline buttons on the Formatting toolbar are like toggle switches. Click once to turn it on, click again to turn it off.

Design and apply styles

Styles can save a lot of time when formatting a spreadsheet. A Style is a unique collection of font attributes (Number, Alignment, Font, Border, Patterns and Protection). Many different styles can be created in a spreadsheet, each with different attributes and names. When applied to a cell, information in it resembles the attributes defined for that style.

To Apply a style:

Select the cell or range of cells. Choose Format Style from the menu bar.



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Select a style from the Style name drop-down list.

You can change the style attributes (Number, Alignment, Font, Border, Patterns and Protection) for any Style Name.

You can create new styles by clicking on the Add button in the Style dialog box.

Adding a border to cells

Borders can be applied to cells in your worksheet in order to emphasize important data or assign names to columns or rows.

To Add a Border to a Cell or Cell Range:

Select a cell or range of cells. Click on the down arrow next to the Borders button. The Border drop-down appears.

Choose a borderline style from the Border drop-down menu.

The selected cells display the chosen border.

Adding Color to Cells

Colors can be applied to cells in your worksheet in order to emphasize important data or assign names to columns or rows.



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To Add Color to a Cell:

Select a cell or range of cells. Click the down arrow next to the Font Color button. A Font Color drop-down menu displays.

Choose a font color from the Font Color drop-down menu.

The selected cells display the color. Open your Monthly Budget file. Bold the words My Budget in Row 1 and change the font to Verdana, size 14. Format the other labels (Rent, Car Payment, Insurance, etc.) as Arial, bold, size 10. Use AutoFit to format Columns A, J, L, and M. Change the font color of all your expenses to RED. Change the font color of all your income to GREEN. Apply at least one border.

An Example:



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Understanding the Different Chart Types

Excel 2003 allows you to create many different kinds of charts.

Area Chart

An area chart emphasizes the trend of each value over time. An area chart also shows the relationship of parts to a whole.

Column Chart

A column chart uses vertical bars or columns to display values over different categories. They are excellent at showing variations in value over time.



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Bar Chart

A bar chart is similar to a column chart except these use horizontal instead of vertical bars. Like the column chart, the bar chart shows variations in value over time.

Line Chart

A line chart shows trends and variations in data over time. A line chart displays a series of points that are connected over time.

Pie Chart

A pie chart displays the contribution of each value to the total. Pie charts are a very effective way to display information when you want to represent different parts of the whole, or the percentages of a total.



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Other Charts

Other charts that can be created in Excel 2003 include: Doughnut; Stock XY (scatter); Bubble; Radar; Surface; or Cone, Cylinder, and Pyramid charts.

Identifying the Parts of a Chart

Have you ever read something you didn't fully understand but when you saw a chart or graph, the concept became clear and understandable? Charts are a visual representation of data in a worksheet. Charts make it easy to see comparisons, patterns, and trends in the data.

Source Data

The range of cells that make up a chart. The chart is updated automatically whenever the information in these cells change.

Title

The title of the chart.



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Legend

The chart key, which identifies each color on the chart represents.

Axis

The vertical and horizontal parts of a chart. The vertical axis is often referred to as the Y axis, and the horizontal axis is referred to as the X axis.

Data Series

The actual charted values, usually rows or columns of the source data.

Value Axis

The axis that represents the values or units of the source data.

Category Axis

The axis identifying each data series.

Creating a Chart Using the Chart Toolbar

Charts can be created in a number of ways in Excel 2003. The quickest way to create and edit your charts is to use the Chart Toolbar.

To Show the Chart Toolbar:

3. Choose View Toolbars Chart on the menu bar.

Parts of the Chart Toolbar:



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Chart Objects List Box

This list box lets you select different parts of a chart for editing.

Format Chart Area

Used to format that part of the chart which is currently selected.

Chart Type

A drop-down menu that lets you select different types of charts. The chart type can be changed at any time.

Legend

Used to show or hide the chart legend.

Data Table

Used to show or hide the actual Source Data used to create the chart.

By Row

Plots the Data Series using the row labels (Y-axis).

By Column

Plots the Data Series using the column labels (X-axis).

Angle Text

Use to rotate the angle of the X-axis and Y-axis labels.

Creating an Embedded Chart

Charts can be created in either of two ways in Excel 2003: Embedded Charts and a Chart Sheet. Excel creates an embedded chart by default. An embedded chart is placed on the same worksheet as the source data used to create it.

To Embed a Chart in a Worksheet:



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Choose View Toolbars Chart on the menu bar. Select the range of cells that you want to chart. Your source data should include at least three

categories or numbers.

Click the chart type pull down on the chart toolbar and select the chart that you would like to use.

Open the chart options dialog box: Chart Options to add a title to your chart.



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Select the Titles tab and type the title of the chart in the Chart Title text box.

Different charts work best with different data. A pie chart, for example, can only display one data series at a time.

Excel 2003 includes a 4-step Chart Wizard that you can use to guide you through the steps for creating a chart. Highlight the cell range you want to chart, choose Insert Chart on the menu bar and follow the instructions in the wizard.

Creating a chart sheet

Sometimes, you may want to create a chart and place it on a separate sheet in the workbook. This is called a Chart Sheet. Chart sheets can make your charts stand out, particularly when working with complicated spreadsheets.

To Move an Embedded Chart to a Chart Sheet:

Create an embedded chart. Select the chart to be moved to a chart sheet. Choose Chart Location from the menu bar.



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In the Chart Location dialog box, select the As a new sheet radio button. (The As object in radio button adds the chart as an embedded object on the worksheet.)

Click the OK button. The chart is displayed on a separate Chart Sheet in the Workbook.

You can also use the Chart Location dialog box to rename the Chart Sheet.

Moving a chart



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An embedded chart can be moved anywhere on a worksheet. The easiest way to move a chart is to drag it around the worksheet.

To Move a Chart:

Click anywhere on the white space in the chart and use the cursor to drag the chart anywhere on the worksheet.

Release the mouse button to place the graph in its new location.

Resizing a Chart

Charts can be resized-made larger or smaller-to fit on a worksheet. Chart Titles are sized in proportion to how large or small you make the chart. And within the Chart Area, the Legend and/or Plot Area can be made larger or smaller. Chart Titles can be moved but not resized.

To Resize a Chart:

Click anywhere on the white space of the chart area, plot area or legend you want to move or resize.



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Point the mouse to one of the Grab Handles or Resize Cursor-the pointer changes to a double-headed arrow-to resize the chart.

Use the mouse to drag the sizing handle until the chart is resized to the desired size.

Deleting a Chart

Any embedded chart or chart sheet can be deleted from a worksheet. A chart sheet is deleted in the same manner a worksheet is deleted. This section discusses how to delete an embedded chart.

To Delete a Chart:

Click anywhere on the white space of the chart area to select the chart. Press the Delete key on your keyboard.

If you have difficulty deleting a chart, click anywhere outside of the chart and then select the chart again.

Changing Chart Data

When you add a chart to your worksheet, Excel creates a link between the chart and your source data. Any changes made to the original source data are automatically reflected in the chart.



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To Change Chart Values Directly in Worksheet Cells:

Open the worksheet that contains the chart to be changed. Click in the cell whose value will change and type the new value. Press Enter to accept the new value.

Changing Chart Data (continued)

To Add Data to an Existing Chart:

Rows or columns of data can be added to an existing chart by selecting the Add Data option on the Chart Menu.

Input any new Source Data into the worksheet (e.g., a new column called South America).

Click on the chart to select it for editing.



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Choose Chart Add Data from the menu bar.

The Add Data dialog box appears. Select the cell range of new data to be added to the chart. Marching ants appear around the cell

range. The selected cells are added to the Add Data dialog box.

Click the OK button to add the new data to the chart.

Changing the Chart Title

The Chart Title can be changed at any time to a name that's meaningful to you.

To Change the Chart Title on the Chart:



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Click on the Chart Title.

Click anywhere in the title name and make any changes to the text.

Click anywhere outside of the title to apply your changes.

Changing the Data Series Names or Legend Text

Data Series Names and Legend Text are changed in much the same manner as when you changed Chart Values in the worksheet.



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To Change the Data Series Names or Legend Text on the Worksheet:

Click the cell that contains the Data Series name or Legend that you want to change.

Type the new name. Press the Enter key to add the new name to the chart.

Changing the Chart Type

There are 14 different types of charts in Excel 2003, and, with each chart type, there can be several variations. You can see that you can create any number of different charts. The Chart Type can be changed at any time with a couple of clicks of the mouse.

To Select a Different Chart Type:

Click on the chart to select it for editing.



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Click on the Chart Type dropdown list box and select a different chart.

The new chart replaces that one selected for change.

Formatting the Chart Title

The Chart Title can be formatted to change color, pattern, typeface, size and alignment using the Format Chart Title dialog box.

To format the chart title:



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Select the Chart Title.

Click the Format Button on the Chart Toolbar (or double click the Chart Title).

The Format Chart Title dialog box contains three different tabs-Patterns, Font and Alignment-that can be used to format the Chart Title.

The Patterns tab lets you define borders and fill colors (see lesson 13). The Font tab lets you define Font, Font Style, Size and Color (see lesson 11). The Alignment tab lets you define horizontal and vertical cell placement, as well as text

orientation (see lesson 11).



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Click the OK button to accept the Chart Title format changes.

Formatting the Chart Legend

The chart legend displays very useful information about the chart. Like a roadmap, the Legend identifies what different colors or objects represent in the chart. The Chart Legend, like the Chart Title and Category Axis Labels, can be formatted to your liking.

To Format the Chart Legend:

Press the show/hide legend button on the Chart Toolbar to turn on the Legend display. (This button acts like a toggle by turning the display on or off.)



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Click to select the Chart Legend. Click the Format Button on the Chart Toolbar (or double click the chart legend).

The Format Legend dialog box contains three different tabs-Patterns, Font and Alignment-that can be used to format the Chart Title.

The Patterns tab lets you define borders and fill colors. The Font tab lets you define Font, Font Style, Size and Color.



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The Placement tab lets you define the location where the Legend will appear on the chart.

Click the OK button to accept the Chart Legend format changes.

The only way to change the actual text that appears in the Chart Legend is to change the Source Data in the worksheet.

Formatting the Axis Labels

We've previously made reference to a Y-axis and an X-axis in Excel. In Excel, a graph represents a data in two dimensions. The number of items sold in January is data on two dimensions: number of items and month. The number of items might be plotted on one axis, Y-axis, while the month may be plotted on the X-axis. The Y-axis runs up-and-down on the graph. The X-axis runs left-to-right.

When formatting the Axis labels in your chart, you can adjust the numbers on the Scale of the chart as well as change font, color, and style.



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To Format an Axis:

Click anywhere in the Axis label that you want to edit:

Click the Format Button on the Chart Toolbar (or double click the chart axis).

The Format Axis dialog box contains five different tabs-Patterns, Font and Alignment-that can be used to format the Chart Title.

The Patterns tab lets you define borders and tick marks. The Scale tab lets you define numeric intervals on the Value (Y) Axis scale. The Font tab lets you define Font, Font Style, Size and Color. The Number tab lets you define the format of numbers displayed in the Axis (see lesson 12).



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The Alignment tabs let you define text orientation (see lesson 11).

Click the OK button to accept the Axis format changes.

You can also use the angle axis buttons on the chart toolbar to change the angle of the value and category axis.

Changing the Data Series Color

When a chart is created in Excel 2003 you notice that color is automatically applied to the Data Series. You can keep this format or change it for each Data Series in the chart. Many different aspects of each data series can be changed, but you'll probably change the color of bars, columns, pie slices and areas most often.

To Change the Color of a Data Series:



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Select the data series that you wish to edit.

Click the Format Button on the Chart Toolbar (or double click the data series).

Use the Format Data Series dialog box to pick a new color.



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MS PUBLISHER

Microsoft Publisher is a desktop publishing application that allows you to create and fine-tune publications from a variety of templates or blank publications.

You can create many different types of publications including items such as promotional flyers, company brochures, garage sale flyers, business cards, school newsletters, and more.

Publisher has many types of templates available for you to use. These include Quick Publications, Advertisements, Brochures, Flyers, Greeting Cards, and so much more. You can click on each of these headings to display subheadings with additional templates.



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Configuring Publisher

You can configure Publisher in many different ways. You have the ability to change default settings, move toolbars, display or hide specific buttons, and more. As you become more familiar with Publisher, you may find that you have a preference as to how you accomplish specific tasks. In the meantime, you may want to configure Publisher in the way that we recommend.

The Publisher Window:

Depending if the version of Publisher on your computer has been used before, various toolbars may appear by default when you first open Publisher. Take a look at the toolbars displayed in the example below.



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To Move Toolbars to a Different Location on the Screen:

Place your cursor over the dotted line at the end of the toolbar. Click and Drag the toolbar to the desired location on the screen. Release the mouse button.

To Switch a Toolbar On or Off:

Select View Toolbars from the main menu. Select any toolbar to turn it on or off.

o Check Mark: The toolbar is currently displayed if there is a check mark beside it. o No Check Mark: The toolbar is not displayed if there is not a check mark beside

it.

To Add or Remove Buttons to a Toolbar:

Select the drop-down arrow at the end of each toolbar. Select Add or Remove Buttons. Select the name of the toolbar. Select a button to display or hide it.

o Check Mark: The button is currently available if there is a check mark beside it. o No Check Mark: The button is not available if there is not a check mark beside

it.



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To Access Your Options Dialog Box:

Select Tools Options from the main menu. The Options dialog box will appear.

We recommend you maintain all the default settings until you are more familiar with Publisher.



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To Access the Help Features:

Enter any keywords in the Quick Search box. Click Enter on your keyboard. The search results will appear in the task pane.

You can always use the Help feature from the main menu.

Navigating Longer Documents

In addition to one page publications like flyers and advertisements, Publisher can be very useful in creating multi-page documents such as Newsletters. Quite often, the template that you select will have more pages than you need. In this case you will need to navigate a document and move, insert, rename, or delete pages.

You can navigate through a publication by clicking on the page icons at the bottom of the screen.

To Insert a Page:

Right-click on a page icon. Select Insert Page from the Context Menu.



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The Insert Pages Dialog Box will appear.

Select the type of page you want to insert. These are dependent on the template that you are using.

Select a page type to include a particular template. Select more options to insert more than one page or to control where a page is inserted. Click OK.

To Delete Unused Pages

Right-click on a page. Select Delete Page from the Context Menu.

To Move a Page:

Select one or more pages using the page icons. Right-click and select Move from the Context Menu. The Move Page Dialog Box will appear.

Select Before or After. Select a page from the list to move. Click OK.



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To Rename a Page

Right-click on a page icon. Select Rename. Enter a new name in the Rename Page dialog box. Click OK.

Turn On or Off Two-Page Spread

Right-click a page icon. Select View Two-Page Spread to turn it on or off.

Grouping and Ungrouping Objects

Publisher allows you to group or combine multiple objects into one object. This can make it a lot easier to work with multiple objects since you can flip, rotate, resize, or change the color of all the objects in a group at the same time - just like a single object.

To Group Objects Together:

Hold down the shift key and select each of the objects that you would like to group. Or, click the select object icon (shaped like an arrow) on the objects toolbar and drag a

selection box around the objects you want to group. Click the Group Object icon that appears below the objects.

Moving Grouped Objects:

Once objects are in a group, they can be moved just like any other object.



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To Ungroup Objects:

Select a group of objects. Click the Ungroup Objects icon that appears below the group.

Working with Objects

AutoShapes in Publisher are a group of shapes that you can add to your publications. Shape options include stars, banners, lines, triangles, and much more. AutoShapes are considered a Publisher object, just like text boxes and images. Like all Publisher objects, AutoShapes can be stacked or arranged in a different order. To help with layout, Publisher allows you to align or "snap" objects to other objects or guides.

Insert a Rectangle:

Click the Rectangle icon on the Object Toolbar. The insert shape cursor (two crossed lines) will appear. Click and drag your mouse to draw the rectangle. Add Fill color, line color using the Formatting Toolbar. Resize and Move the shape as needed. You can also insert Ovals, Arrows, and Lines using the corresponding buttons on the

Object toolbar.

Insert an AutoShape:

Click the Insert AutoShape Icon on Formatting toolbar. Click and drag the cursor to draw the AutoShape to a desired size. Release the mouse and the shape will appear. Add fill and line color.



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To Delete an Object or AutoShape:

Select the object to delete. Press the delete key or right-click and select delete.

Arrange Objects:

You can order or change the way objects stack or overlap in your publication. If two or more objects overlap you can change the order:

Select the object you want to move forward or backward. Go to the main menu and select Arrange Order. Select how you want to move the selected object. Click OK.

Using the Snap Feature:

Select Arrange Snap from the Main menu. Select a Snap option.

o Other objects will snap or align with the nearest object. o Ruler guides will snap or align to the nearest ruler guide.

Using Ruler Guides:

Click and drag the vertical or horizontal Ruler. A guide will appear. Click and drag the guide to reposition it.

Move an object near the guide. It will snap to the guide.



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TASK 7

A Brief History of the Internet In 1969, the US Department of Defense started a project to allow researchers and military personnel to communicate with each other in an emergency. The project was called ARPAnet and it is the foundation of the Internet. Throughout the 1970's, what would later become the Internet was developed. While mostly military personnel and scientists used it in its early days, the advent of the World Wide Web in the early 1990's changed all that.

Today, the Internet is not owned or operated by any one entity. This worldwide computer network allows people to communicate and exchange information in new ways.

According to www.commerce.net, in April of 1999, there were 92.2 million Internet users over the age of 16 in the United States and Canada. By 2005, it is predicted 75% of the total US population will be online.

What is the Internet?

The Internet is the largest computer network in the world, connecting millions of computers. A network is a group of two or more computer systems linked together.

There are two types of computer networks:

Local Area Network (LAN): A LAN is two or more connected computers sharing certain resources in a relatively small geographic location (the same building, for example).

Wide Area Network (WAN): A WAN typically consists of 2 or more LANs. The computers are farther apart and are linked by telephone lines, dedicated telephone lines, or radio waves. The Internet is the largest Wide Area Network (WAN) in existence.



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Servers

All computers on the Internet (a wide area network, or WAN) can be lumped into two groups: servers and clients. In a network, clients and servers communicate with one another.

A server is the common source that :

Provides shared services (for example, network security measures) with other machines

AND

Manages resources (for example, one printer many people use) in a network.

The term server is often used to describe the hardware (computer), but the term also refers to the software (application) running on the computer. Many servers are dedicated, meaning they only perform specific tasks.

For example,

An email server is a computer that has software running on it allowing it to "serve" email-related services.

A web server has software running on it that allows it to "serve" web-related services.

Clients

Remember, all computers on the Internet (a wide area network, or WAN) can be lumped into two groups: servers and clients, which communicate with one another.

Independent computers connected to a server are called clients. Most likely, your home or office computer does not provide services to other computers. Therefore, it is a client.

Clients run multiple client software applications that perform specific functions.

For example,

An email application such as Microsoft Outlook is client software. Your web browser (such as Internet Explorer or Netscape) is client software.



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The World Wide Web (WWW)

As you now know, the Internet is the physical computer network (computer, monitor, modem, cables, phone lines, etc).

So, what is the World Wide Web?

Tim Berners-Lee, a software engineer, invented the World Wide Web in 1991.

The Web is a system of Internet servers that support specially-formatted documents.

These specially formatted documents are text documents created in HTML, a formatting language. In conjunction with the World Wide Web, your web browser interprets these text documents so they become web pages.

Web pages contain formatted text, graphics, sound, animation, and video, allowing point and click navigation.

Before the Web, the Internet was mostly text-based. To use it, you had to know lots of keyboard command prompts, making it largely unusable to the average person. The World Wide Web changed all that.

More Important Web Terms:

HTML (Hypertext Markup Language)

The formatting language used to create web documents.

Hypertext

The system of electronically linking words or pictures to other words or pictures.

URL (Uniform Resource Locator)

Each web page has its own address on the Internet, which is called a URL. To recognize one another over the Internet, computers convert human-friendly addresses like www.gcflearnfree.org to numerical IP addresses. You may type in either 216.119.102.26 (GCFLearnFree.org's IP address) or www.gcflearnfree.org (our human-friendly domain name) to get to our homepage.

HTTP (Hypertext Transfer Protocol)

You may have noticed the http:// preceding URLs. For example: http://www.gcflearnfree.org. The first part of the URL, usually HTTP, indicates the file type. HTTP, the system for transferring web documents, defines how messages are formatted and transmitted over the Internet.

Today, many people use the terms Internet and World Wide Web interchangeably. For example, "I need to get on the Web." Or, "I need to get on the Internet."

Internet Service Providers



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To access the Internet, you need a computer equipped with a modem and web browser, but you'll also need an ISP.

Internet Service Providers (ISPs) are companies that provide access to the Internet.

For a monthly fee (and an initial activation fee), you can purchase a software package from your ISP. These packages feature different levels of Internet access. Flat-rate service will buy you unlimited hours, whereas a less-expensive hourly package buys limited Internet access. In either case, the speed with which you access the Internet factors into how much you pay per month.

The ISP software package usually includes:

Username. A unique name used to gain access to a computer system. Password. A combination of keyboard characters. Used in combination with a username,

passwords allow access to restricted computer information. It is important to keep passwords secret.

Access phone number. For example, (919) 555-5555.

If you connect to the Internet at work, you may be part of a LAN (local area network) that shares network resources. To gain Internet access, your employer contracted with an ISP.

Data Transmission Rates

At higher speeds, modems are measured in terms of bits per second (bps). A bit is a unit of measurement that measures the transfer of data, or information. For example, if you have a 56K modem, your modem may be capable of transferring 56,000 bits per second.

Did You Know? Eight bits of data is roughly the amount that you enter each time you tap a key on your keyboard.

Data Transmission Rates:

Early 90's o 19.2K bits per second o 28.8K bits per second o 33.6K bits per second

1998-Present o 56K bits per second o Almost 10 Million bits per second (Asymmetric Digital Subscriber Line, (ADSL),

Cable modems)

All About Bandwidth



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A fast modem doesn't ensure fast transmission rates. Fast data transmission often depends on bandwidth.

Bandwidth is the amount of data actually being sent through a network circuit.

Example: Think of bandwidth in terms of the road system.

Let's say you want to estimate the time it takes for you to commute from home to work. You have to travel through a physical network of roadways to travel from home to work.

To estimate your commute, consider:

What is the speed limit? Where are you located (big city or rural setting?) How big (wide) is the road? (2-lane roads, 4-lane roads, or a 6-lane interstate?) How much traffic will be on the road at any given time? Is there any construction?

The Internet is similar to the roadway example. Remember, the Internet is a physical network (phone lines, etc). Data has to travel through that physical network. Too much traffic on the network means you may be unable to connect at a fast rate, or at all. The more open and wider your network is, the faster you can connect and surf.

The next time the Internet is creeping, the quality of bandwidth may be to blame.

What Type of Access is Available to You?

Many ISPs offer different levels of Internet access. The next few pages detail some different types of access.

56K Dial-up Uses existing phone lines. Lower cost-usually around $22.00 per month. Dial-up connection uses existing phone line, making it impossible to receive phone calls

unless another line is installed.Uses existing phone lines. Slow -- Can be limited to speeds of 28.8K to 33.6K. Upload speeds can be limited to as

low as 28.8, with download speeds approaching 56K under only perfect conditions. Service can be somewhat unreliable (busy signals, spontaneously terminated sessions,

etc).

ISDN (Integrated Services Digital Network)

Faster than 56K dial-up, but every ISP does not support ISDN.

Can provide 2-4 times the speed of a 56K modem. Uses digital rather than analog signals to transmit data. Requires special equipment that can drive up your cost. Data is not compressed so transmission rates can be comparable to 56k-at more cost. May be replaced by other technologies.



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DSL (Digital Subscriber Line)

Newer technologies such as DSL use an ISP to connect to the Internet and allow faster connections.

Can fall back to slower speeds if the line cannot handle the modem's fastest speed. Uses the existing phone line in most cases. o Does not tie up existing phone line, leading to "always on" access. More bandwidth results in improved streaming audio/video, online games, application

programs, telephone calling, video conferencing and other high-bandwidth services. Can connect multiple computers on a single line. Faster than a 56K dial-up modem. Availability-limited to homes/businesses with a dedicated copper wire running between it

and the phone company's nearest central office. Cost-includes installation fees and monthly charges (around $50.00 per month).

The Importance of Being Safe

If you use the Internet on a semi-regular basis, you are probably concerned with Internet security. There's a lot to know regarding Internet security. In this unit, you'll learn some of the basic things you can do to ensure that your computer, and the sensitive data stored in your computer, will remain safe and secure.

Unfortunately, there are criminals (sometimes referred to as "hackers" or "crackers") who would like to break or "hack" into your computer for a variety of reasons.

How do you make sure that www.onlinestore.com will not sell, loan, rent, lease, barter or publish your personal information?

One of your first lines of defense against potential hackers is password protection.

Computers, programs, and files are often password protected. A password (along with a user name) grants you access to protected computers, programs, or files.

Cookies

Many e-commerce web sites use cookies. A cookie is a small file that a web site puts on your hard drive so it can remember something about you at a later time. For example, a cookie may contain information (such as a unique user ID) that is used to track the pages of the sites you've visited.

Internet Explorer 5.0 for PC:

Choose Tools Internet Options from the menu bar. Click the Security tab. Click Custom Level at the bottom of the window. Scroll down to Cookies. Two options display: "Allow cookies that are stored on your computer" and "Allow per-

session cookies (not stored)" Select Enable for both. o Click OK.



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What is a virus?

Designed by a computer hacker, a virus is a piece of programming code designed with harmful intent. If you open or receive a virus, it can change your desktop settings, reassign file extensions, or erase your entire hard disk. Viruses can be transmitted as an email attachment, an Internet download, or be present on a CD or floppy disk you insert into your computer. Hackers like to disguise these viruses so average computer users open them and transmit them, whether they know it or not. Many viruses are designed so that they automatically spread to other computer users.

What is a Trojan horse? A Trojan horse is a seemingly harmless program in which harmful code is contained. It

can gain control of your computer and do some serious damage, such as ruining your hard disk.

What is a worm?

A special type of virus, a worm is a self-reproducing program. While it does not infect other programs, it creates multiple copies of itself. These copies create more copies, and well, you get the idea. Worms are usually detected on networks and larger multi-processing operating systems. With each new copy replicating and executing, systems become overloaded and simply shut down.

Anti-virus Software

Home computers users and businesses alike are concerned about protecting their computer assets. Computer viruses, worms, and Trojan horses can all compromise security and make your life miserable. There are more and more of these annoyances reported every day, so protect yourself.

Your first line of defense: Purchase and install Anti-virus software.

Anti-virus software is a program that searches your computer's hard drive, floppy disks, and email attachments for any known or potential viruses, identifies them, and in some products, removes them.

You can purchase Anti-virus software such as Norton Anti-virus and McAfee Virus Scan

Firewalls

The best protection against security threats may be anti-virus software and a firewall.

What is a firewall?

In the computer world, a firewall is a system that keeps dangerous Internet "flames" away from a private computer network, or LAN. In other words, it prevents unauthorized access to or from a private LAN. One mechanism blocks traffic, another permits traffic.



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LaTeX

What is LaTeX? A typesetting program written by Leslie Lamport of MIT. Pronounced “Lah-tek, or Lay-tek” Uses TeX engine written by Donald E. Knuth Designed for producing beautiful books, thesises, papers, articles... De facto standard for writing academic papers Current version LaTeX2e

Why LaTeX, not MS Word?

FAST professional output – highest quality Platform, version independent (Unix, Win) Device independent output (.dvi) Pre-set standard formats for all types of documents Freely available Secure – never lose your files, both old and new! Concentrate on content, leave the style to LaTeX. Source code for large docs comparatively small.

Disadvantages

Need other software for extensibility. Need to access CTAN for modules. Complex tables are not easy JNot WYSIWYG but WYSIWYM ! Rather steep learning curve - need to remember commands Encourages structured writing – counter-intuitive for lay users! Not integrated with other MS Office products

Where to get LaTeX?



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Linux: Almost all distributions bundle LaTeX. Windows packages and frontends. MikTeX WinShell/TeXnicCenter/LEd/Texmaker LyX (for win and Lin as well) Where to get help? newsgroup comp.text.tex LaTeX package documentation Google for LaTeX tutorials

LaTeX package structure

A collection of defined commands Classes and packages.AMS-TeX – a collection of extensions to TeX with more advanced mathematical typesetting features. Markup language Similar to “tagging” and “Markup” (think HTML!) Create (tex) > Compile (tex) > Run/view (dvi/pdf/ps)

LaTeX Skeleton

% my first LaTeX file \documentclass[options]{class} \begin{document} Hello, world! \end{document}

How To Run LaTeX Compose/Edit --> TeXnicCenter myfile.texCompile --> LaTeX myfile.tex View --> xdvi myfile.dvi (UNIX) yap myfile.dvi (Windows) Dvi --> PostScript dvips myfile View PostScript gv myfile (UNIX) Use gsview (Windows) Syntax



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Latex Flowchart

The syntax of LaTeX

Families, classes and environments All LaTeX commands start with ‘\’ Ex - \author{R.Raghuram} • \title{how to learn latex} • \section{section name} All environments begin with “\begin{env name}” Special Characters - #$%^&_{}~\ Anything that begins with ‘%’ is a comment. % Anything after this symbol is ignored

File formats encountered in Latex .tex - LaTeX input file. Can be compiled with latex. .sty - LaTeX Macro package. .cls - Class files define what your document looks like. They are selected with the \documentclass cmd .dvi - Device Independent File. .log - Gives a detailed account of what happened during the last compiler run. .toc - Stores all your section headers. It gets read in for the next compiler run and is used to produce the table of content. Important “layout” commands in Latex \documentclass[options]{class} \title \maketitle % commit title info to paper. \begin{document}; \end{document}

LaTeX myfile

xdvi myfile (UNIX)

Edit myfile Resolve cross-

Resolve compile error

yap myfile (Windows)

myfile.dvi

dvips myfile myfile.ps

print



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\begin{abstract}; \end{abstract} \include{filename} % call another file here. \begin{equation}; \end{equation} \usepackage{packagename} \section{sectionname} Important formatting commands \underline{text} \emph{text} % set text to italics \textbf{text} % set text to bold \bfseries % switches to bold from here. Some more formatting! Some exemplary examples



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How to solve problems Look at the error LaTeX gave you. It will have a line number which will help you find the error. Common mistakes: Mismatched \begin{}/\end{} blocks Mismatched {/} Mismatched $, $$, or  or \[\] Misspelled keywords Sometimes lines are too long. This isn’t fatal but looks bad. LaTeX outputs a warning with a line number so you can fix it.