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FUNDAMENTAL OF COMPUTER

INTRODUCTION ABOUT COMPUTER:-

To, Many People, the word computer suggests ―Computation‖ and

that in turn means ‗math‘ which scares people. Computer is an electronic device

and flexible Machine that can manipulate data. Computer is used by writer,

television, producers, musicians, poet, etc. The most widely accepts definition of the

computer includes the IPOS (INPUT PROCESSING OUTPUT STORAGE).

USE OF COMPUTER:-

The purpose of Computer is to transform data into information. In thiscontext data means some kind of Raw Material that can be entered into computer.

FIVE ELEMENT OF COMPUTER PROCESS:-

1. HARDWARE

2. SOFTWARE

3. LIVEWARE(PEOPLE)

4. PROCEDURE

5. DATA

1. HARDWARE: - The term hardware refers to the physical part of computer.

Physical part means that we can touch & see. Computer hardware isversatile-but it does depend on the computer program you use.

2. SOFTWARE: - Software is the set of instructions that guides the hardwarethrough its job. Software programs must be programming languages.Programmers i.e. people trained in the use of a programming language writeprograms.

Types of software: - Computer need system software to function. Type ofsoftware given below –

Programming language

System & Application software Package

World processing Desktop publishing Electronic spreadsheet Data base Tele communications Software



Graphics Software

Resource Discovery Software.

3.

LIVEWARE (PEOPLE): - Knowledgeable people are called power users. Who

work on computer and have taken basic, intermediate or Advance courseabout computer.

4. PROCEDURES:-Procedures are the steps we must follow to accomplish

computer related task. Part of the user‘s computer literacy‘s known common

procedures.

5. DATA: - Computers transform the data into information. Data is the rawmaterial; information is the processed data. A useful model describes therelationship between data and information which is system model.

INPUT DEVICES

Data and instructions are entered into a computer through input device.Input devices convert data and instruction into a binary form which is storedin the main memory of computer.

Types of input devices:

a) Keyboard

b) Mouse

c) Light pen

d) Scanner

e) OCR

f) Joystick

a) KEYBOARD: - As the name implies, a keyboard is basically a board of keys. Along with the mouse, the keyboard is one of the primary input devices usedwith a computer. The keyboard's design comes from the original typewriterkeyboards, which arranged letters and numbers in a way that prevented thetype-bars from getting jammed when typing quickly. This keyboard layout isknown as the QWERTY design, which gets its name from the first six lettersacross_in_the_upper-left-hand_corner.

While the design of computer keyboards may have comefrom typewriters, today's keyboards have many other keys as well. Modifierkeys, such as Control, Alt/Option, and Command (Mac) or the Windows key(Windows) can be used in conjunction with other keys as "shortcuts " to



perform certain operations. For example, pressing Command-S (Mac) orControl-S (Windows) typically saves a document or project you are workingon. Most of today's computer keyboards also have a row of function keys (F1through F16) along the top of the keyboard, arrow keys arranged in anupside-down T, and a numeric keypad on the right-hand side. Some

keyboards have even more buttons, allowing you to change the systemvolume, eject a CD, or open programs such as your e-mail or Web browser.

b)

MOUSE: - While most people don't want to see a mouse running around in

their home, they typically don't have a problem seeing one sitting by their

computer. This is because, along with the keyboard, the mouse is one of the

primary input devices used with today's computers. The name comes from

the small shape of the mouse, which you can move quickly back and forth on

the mouse pad, and the cord, which represents the mouse's tail. Of course, ifyou are using a wireless mouse, the analogy does not work so well.

If you have more than one mouse, they are called mice, not "mousse," as some

people tend to say. All mice have at least one button, though most mice have

two or three. Multi-button mice also usually have a scroll-wheel, which lets

you scroll up and down documents by just rolling the wheel with your index

finger. The movement of older mice was tracked by a ball in the bottom of

each mouse. This "mouse ball" pushed against different rollers, whichmeasured the mouse's speed and direction. However, now most mice use

optical technology, which uses a beam of light to track the mouse's motion.

Optical mice are more accurate than roller-based mice and they don't have

the problem of getting dirty inside

c)

LIGHT PEN: - A light pen is painting device. If is a photosensitive pen like

device. When its tip is moved over the screen, its photocell sensing detects the

light coming from the screen light pen is also used for writing small messages

and sending then on e-mail . The wand contains light sensors and sends a

signal to the computer whenever it records a light, as during close contact

with the screen when the non-black pixels beneath the wand's tip are

refreshed by the display's electron beam. The computer's screen is not all lit

at once — the electron beam that lights pixels on the screen traces across the

screen row by row, all in the space of 1 60 of a second . By noting exactly when



the light pen detected the electron beam passing its tip, the computer can

determine the light pen's location on the screen. The light pen doesn't require

a special screen or screen coating, as does a touch screen, but its

disadvantage is that holding the pen up for an extended length of time is

tiring to the user.

d) SCANNER: - Scanners are a kind of input device. They are capable of

entering information. They are capable of entering information directly into

the computer. The main advantage of direct entering information is that user

does not have to type the information. Scanner, device for examining an

object in detail in order to produce an electronic image of it, using visible

light or another form of electromagnetic radiation such as a laser.

e) OCR: - Optical character recognition. It is also an input device. This is

referring to branch of computer science. Once the scanner or reader has

determined the shapes, character recognition methods — pattern matching

with stored sets of characters — are used to translate the shapes into

computer text. An OCR system enables you to take a book or Magazine

article and feed it directly into an electronic computer file.

f) JOYSTICK: - A Joystick is also a pointing device. It is used to move the

cursor position on a monitor screen. Joystick is mostly used for playing game

and it is also similar to the mouse. Joystick can be moved right or left,

forward or backward. A joystick usually has a square or rectangular plastic

base to which is attached a vertical stem.

OUTPUT DEVICESOutput device are used to show the information stored in the computer or the

result of any processing done by the computer to the outside world.



Types of output devices:

I. Monitor

II. Printer

III. Plotter

IV. Sound cards

I. MONITOR: - Monitor is also called V.D.U (Visual Display Unit). It is a very

similar to a television whatever you type on the keyboard you can see it on the

monitor. Monitors are available in 9‖, 12‖, 14‖, 15‖, 17‖, 19‖ even in 21‖ inch

size.

Most computer monitors use a cathode-ray tube (CRT) as the display device. A

CRT is a glass tube that is narrow at one end and opens to a flat screen at the

other end. The CRTs used for monitors have rectangular screens, but other

types of CRTs may have circular or square screens. The narrow end of the CRT

contains a single electron gun for a monochrome, or single-color monitor, and

three electron guns for a color monitor — one electron gun for each of the three

primary colors: red, green, and yellow. The display screen is covered with tiny

phosphor dots that emit light when struck by electrons from an electron gun.

Monochrome monitors have only one type of phosphor dot while color

monitors have three types of phosphor dots, each emitting red, green, or bluelight. One red, one green, and one blue phosphor dot are grouped together into a

single unit called a picture element, or pixel. A pixel is the smallest unit that can

be displayed on the screen. Pixels are arranged together in rows and columns

and are small enough that they appear connected and continuous to the eye.

Electronic circuitry within the monitor controls an electromagnet that scans

and focuses electron beams onto the display screen, illuminating the pixels.Image intensity is controlled by the number of electrons that hit a particular

pixel. The more electrons that hit a pixel, the more light the pixel emits. The

pixels, illuminated by each pass of the beams, create images on the screen.

Variety of color and shading in an image is produced by carefully controlling the

intensity of the electron beams hitting each of the dots that make up the pixels.



The speed at which the electron beams repeat a single scan over the pixels is

known as the refresh rate. Refresh rates are usually about 60 times a second.

Monochrome monitors display one color for text and pictures, such as white,

green, or amber, against a dark color, such as black, for the background.

Gray-scale monitors are a type of monochrome monitor that can display

between 16 and 256 different shades of gray.

Manufacturers describe the quality of a monitor‘s display by dot pitch, which

is the amount of space between the centers of adjacent pixels. Smaller dot

pitches mean the pixels are more closely spaced and the monitor will yield

sharper images. Most monitors have dot pitches that range from 0.22 mm

(0.008 in) to 0.39 mm (0.015 in).

The screen size of monitors is measured by the distance from one corner of

the display to the diagonally opposite corner. A typical size is 38 cm (15 in),

with most monitors ranging in size from 22.9 cm (9 in) to 53 cm (21 in).

Standard monitors are wider than they are tall and are called landscape

monitors. Monitors that have greater height than width are called portraitmonitors.

The amount of detail, or resolution, that a monitor can display depends on

the size of the screen, the dot pitch, and on the type of display adapter used.

The display adapter is a circuit board that receives formatted information

from the computer and then draws an image on the monitor, displaying the

information to the user. Display adapters follow various standards governing

the amount of resolution they can obtain. Most color monitors are compatible

with Video Graphics Array (VGA) standards, which are 640 by 480 pixels

(640 pixels on each of 480 rows), or about 300,000 pixels. VGA yields 16

colors, but most modern monitors display far more colors and are considered

high resolution in comparison. Super VGA (SVGA) monitors have 1024 by

768 pixels (about 800,000) and are capable of displaying more than 60,000



different colors. Some SVGA monitors can display more than 16 million

different colors.

A monitor is one type of computer display, defined by its CRT screen. Other

types of displays include flat, laptop computer screens that often use liquid-

crystal displays (LCDs). Other thin, flat-screen monitors that do not employ

CRTs are currently being developed.

II. PRINTER: - Printer are most popular output device. It provide information in

a permanent readable form. Printers can be categorized in any of several

ways. The most common distinction is impact vs. no impact. Impact printersphysically strike the paper and are exemplified by pin dot-matrix printers

and daisy-wheel printers; no impact printers include every other type of print

mechanism, including laser, ink-jet, and thermal printers. Other possible

methods of categorizing printers include (but are not limited to) the following:

Print technology: Chief among these, with microcomputers, are pin dot-

matrix, ink-jet, laser, thermal, and (although somewhat outdated) daisy-

wheel or thimble printers. Pin dot-matrix printers can be further classified by

the number of pins in the print head: 9, 18, 24, and so on .

Character formation: Fully formed characters made of continuous lines (for

example, those produced by a daisy-wheel printer) vs. dot-matrix characters

composed of patterns of dots (such as those produced by standard dot-matrix,

ink-jet, and thermal printers). Laser printers, while technically dot-matrix,

are generally considered to produce fully formed characters because theiroutput is very clear and the dots are extremely small and closely spaced.

Method of transmission:

Parallel (byte-by-byte transmission) vs. serial (bit-

by-bit transmission). These categories refer to the means by which output is

sent to the printer rather than to any mechanical distinctions. Many printers



are available in either serial or parallel versions, and still other printers offer

both choices, yielding greater flexibility in installation options.

Method of printing: Character by character, line by line, or page by page .

Character printers include standard dot-matrix, ink-jet, thermal, and daisy-

wheel printers. Line printers include the band, chain, and drum printers that

are commonly associated with large computer installations or networks. Page

printers include the electro photographic printers, such as laser printers.

Print capability:

Text-only vs. text-and-graphics . Text-only printers,

including most daisy-wheel and thimble printers and some dot-matrix and

laser printers, can reproduce only characters for which they have matchingpatterns, such as embossed type, or internal character maps. Text-and-

graphics printers — dot-matrix, ink-jet, laser, and others — can reproduce all

manner of images by ―drawing‖ each as a pattern of dots.

Dot-Matrix Printer, in computer science, any printer that produces

characters made up of dots using a wire-pin print head. The quality of output

from a dot-matrix printer depends largely on the number of dots in the

matrix, which might be low enough to show individual dots or might be high

enough to approach the look of fully formed characters. Dot-matrix printers

are often categorized by the number of pins in the print head —

Laser Printer, an electro photographic printer that is based on the technology

used by photocopiers. A focused laser beam and a rotating mirror are used to

draw an image of the desired page on a photosensitive drum. This image is

converted on the drum into an electrostatic charge, which attracts and holdstoner. A piece of electrostatic ally charged paper is rolled against the drum,

which pulls the toner away from the drum and onto the paper. Heat is then

applied to fuse the toner to the paper. Finally, the electrical charge is

removed from the drum and the excess toner is collected. By omitting this



final step and repeating only the toner-application and paper-handling steps,

the printer can make multiple copies.

III. PLOTTER: - Plotter is a device that draws pictures on paper

base on commands from a computer. Plotter differ from printers as they

draw lines using a pen.In general, plotter are considerably more expensive

than printers. They are used in engineering applications where precision is

mandatory.

IV. SOUND CARDS: - Sound card is an expansion board that enable a computer

to manipulate and out sound card sound card are necessary for nearly all

CD-ROMs and have become commonplace on modern PC.



Memory: - Just like humans, computers rely a lot on memory. They need to

process and store data, just like we do. However, computers store data in digital

format, which means the information can always be called up exactly the way it was

stored. Also, unlike our memory, the computer's memory doesn't get worse.

While memory can refer to any medium of data storage, it usually refers to RAM, orrandom access memory. When your computer boots up, it loads the operating

system into its memory, or RAM. This allows your computer to access system

functions, such as handling mouse clicks and keystrokes, since the event handlers

are all loaded into RAM.

RAM is a very high-speed type of memory, which makes it ideal for storing active

programs and system processes. It is different than hard disk space in that RAM is

made up of physical memory chips, while hard disks are magnetic disks that spin

inside a hard drive. Accessing RAM is much faster than accessing the hard diskbecause RAM access is based on electric charges, while the hard drive needs to seek

to the correct part of the disk before accessing data. However, all the information

stored in RAM is erased when the computer's power is turned off. The hard disk, on

the other hand, stores data magnetically without requiring any electrical power. For

more information on the difference between RAM and hard disk space, view this

Help Center article.

Another common type of memory is flash memory, which is typically used for small

devices such as digital cameras, USB keychain drives, and portable music playerslike the bipod nana. This kind of memory, known as "electrically erasable

programmable read-only memory (EEPROM)‖

PARTS OF COMPUTER:

Component:

Computers are made up of many different parts, such as a motherboard, CPU,

RAM, and hard drive. Each of these parts is made up of smaller parts, called

components

For example, a motherboard includes electrical connectors, a printed circuit board

(PCB), capacitors, resistors, and transformers. All these components work together

to make the motherboard function with the other parts of the computer. The CPU

includes components such as integrated circuits, switches, and extremely small



transistors. These components process information and perform calculations.

Generally speaking, a component is a element of a larger group. Therefore, the

larger parts of a computer, such as the CPU and hard drive, can also be referred to

as computer components. Technically, however, the components are the smallerparts that make up these devices. Component may also refer to component video,

which is a type of high-quality video connection. A component connection sends the

video signal through three separate cables – one for red, green, and blue. This

provides better color accuracy than composite video (typically a yellow connector),

which combines all the color signals into a single cable.

Motherboard:

Also known as the main board or logic board, this is the main circuit board of your

computer. If you ever open your computer up, the biggest piece of silicon you see is

the motherboard. This is where you'll find the CPU, the ROM, memory expansion

slots, PCI slots, serial ports, USB ports, and all the controllers for things like the

hard drive, DVD drive, keyboard, and mouse. Basically, the motherboard is what

makes everything in your computer work together.

Each motherboard has a collection of chips and controllers that is known as the

"chipset". When new motherboards are developed, they often use new chipsets. Thegood news is that these boards are typically more efficient and faster than their

predecessors. The bad news is that you may not be able to add certain memory and

CPU upgrades to older motherboards. Of course, that's typical of the computer

industry.

CPU (Central Processing Unit) :

Stands for "Central Processing Unit." This is the pretty much the brain of your

computer. It processes everything from basic instructions to complex functions. Any

time something needs to be computed, it gets sent to the CPU. Every day, it's

computed this; compute that -- you'd think the CPU would need a break after



awhile. But no -- it just keeps on processing. The CPU can also be referred to simply

as the "processor."

RAM (Random Access Memory):

Stands for "Random Access Memory," and is pronounced like the male sheep. RAM

is made up of small memory chips that are connected to the motherboard of your

computer. Every time you open a program, it gets loaded from the hard drive into

the RAM. This is because reading data from the RAM is much faster than reading

data from the hard drive.

Running programs from the RAM of the computer allows them to function without

any lag time the more data can be loaded from the hard drive into the RAM, which

can help speed up your computer.

WHAT IS EXCEL?

Excel is what is known as a spreadsheet application. In the days beforespreadsheets, columns of numbers were calculated on the sheets of paper, alladdition, subtraction etc… were done manually by the user.

A spreadsheet still uses the idea of a large sheet of paper into which numbers are

entered. A spreadsheet is a highly interactive computer program that consists of

rows and columns that are displayed on screen in scrollable windows. The

interaction of each rows and columns is called a cell. A cell can hold a number, a

text string or a formula that performs a calculation using one or other cell. The page

or spreadsheet as it known is a grid, referenced by letters horizontally and numbers

vertically. Each cell or square is referenced by a letter and a number, A1 being thetop left column.

Excel also allows for multiple sheets, so a spreadsheet could be split over several

pages; say one page for input, one page for calculation, and another for output. This

collection of pages is known as WORKBOOK.



In the addition to powerful calculation, Excel is also able to produce a wide range of

high quality charts to make presentation more effective. The most important

advantage of using an electronic spreadsheet is that, formulas recalculate their

results if changes are made to the contents of the related cells.

To start Excel, click the Start button and select Microsoft Excel from the Programoption. On the starting, a blank workbook is opened. This workbook has several

worksheets and by default, sheet 1 is selected. Excel provides many bars such as:

SPREAD SHEET

Spreadsheet details:

Worksheet is a grid made up of horizontal rows and vertical column. The worksheet

contains 8192 rows and 256 columns. Each intersection of a row and a column forms

a cell, in which you can store.

Row numbers identifies a horizontal row in a worksheet. It appears on the left

border of the worksheet.

Column letter identifies a vertical column in the worksheet. It appears on the top

border of the worksheet. Columns are lettered A-Z, then AA-AZ, then BA-BZ, and so

on to IV.

Cell is a unit of the worksheet that can store data. Each cell has a unique addressthat consists of its column letter and rows numbers. For example, B14 identifies the

cell in column B, rows 14.

Cell Pointer is a rectangular highlight that appears on one cell in the worksheet

and identifies it as the current cell. You can move the cell pointer to any cell in the

worksheet.



Current or Active Cell contains the cell pointer, which indicates that your next

entry or procedure affects this cell. For example, typing an entry or executing

certain commands affects the current cell.

Worksheet

A workbook is an Excel file where the data is stored. A workbook consists of many

worksheets. A worksheet is a page in a workbook where the data can be entered.

The current sheet is always highlighted in the sheet tab. Sheets belonging to a

particular application can be stored in the same workbook. When the workbook is

opened, all the worksheet contained in that workbook is automatically opened.

Since each workbook contains many sheets, we can organize various type of related

information in a single file.

Cells are named by their positions in the colons‘ and rows. The columns letter

followed by the row number is called a cell reference. A light gray line surrounds

each cell known as gridlines.

Formula and Function

INTRODUCTION



While working on Excel, we often come across situation when we need to perform

some sort of calculation on the data present on the worksheet. Performing

calculations in excel largely involves the use of formulas and functions. It is easy to

perform calculations manually as long as we are dealing with a small amount of

data in an Excel worksheet. However, if we are dealing with a large volume of data,

then performing calculations on large scale is no longer feasible. For example

consider a case where we have to calculate total marks and percentage of

1000candidates who appeared in the examinations. In this scenario, performing all

the calculations manually will take a lot of time as well as it does not give

guarantee 100% accuracy. Here comes the need of formulas and functions that

make us perform large and complex calculations very quickly and accurately.

WORKING WITH FORMULA:

Like a mathematical formula, an Excel formula is also used to perform some

calculation on data. However, unlike a mathematical formula, an Excel formula

always begins with an equal sign (=). Suppose we want to calculate the sum of two

numbers 5 and 3in general mathematical terms, we write it as 5+3=. The sum using

an Excel formula will be written as = 5+3. The equal sign in the beginning of an

Excel formula suggest that whatever follows is a formula rather than a normal cell

entry. An Excel formula may contain any or all of the following:

Functions: these are prewritten formulas, for example Excel‘s PI function,

which returns the value of Pi, that is, 3.142.

Cell Referencing: a cell reference is an address that uniquely identifies a cell

in a worksheet. A cell referencing has two parts- first, the name of the column

that the cell belongs to, for example, A, B, C, and second, the row number for

the row the cell belongs to, for example, 1,2,3. Hence, the cell reference B5b

will refer to the fifth cell down in the column B in an Excel worksheet.

Constants: these are the numbers or text values entered directly into a

formula, such as 5.

Operators: these are used to perform operations on the value used in the

formula, such as + (used to perform addition operation) and * (used to

perform multiplication operation). Equal sign (=) is also an operators that

comes in the beginning of all Excel formulas.

Creating a Formula:

MATH AND TRIG FUNCTION



Using SUM FUNCTION- (=SUM)

In order to perform any calculations on our worksheet data, we have to create

formulas in the Excel. While creating a formula, we can use the cell reference for

worksheet cell to reference the value is stored in the cell in the formula instead of

directly entering the cell value in the formula. For example, if we want to add thevalues stored in two worksheet cells, A1 and B1, we will write the formula as =

A1+B1

Let‘s perform the following steps to create a formula in Excel:

Type some data in the Excel worksheet. In this case I have typed data showing

address and salary details of some employees of some company, in the worksheet

sheet1.

Click the cell where you want to create the formula. In this case I have clicked in

the cell E9, which is present at the right of the cell containing the text ―Total ofsalaries‖.



Type an equal sing (=) in the selected cell, as shown in the fig.

Click the first cell that you want to reference in the formula as shown in the

fig. In this case, we have clicked the first cell in the salary column that is E3.

The cell reference of the cell that we have clicked will be added formula.

Type an operator in the cell where you are creating a formula as shown in

fig. In this case, I have typed a plus sign(+) in the cell to perform addition

operation.



Then ill click the next cell that I want to reference in the formula. In this, I

have clicked second the cell in the salary column that is from E4. The cell

reference of the cell that I have clicked will also be added in the formula.



Reference few more cell in the formula by repeatedly following steps 5 and 6

given above, as shown in the fig. In this case, we have also referenced theremaining cells in the salary column in our formula.

Click the enter button present at the left of the insert function button in the

worksheet to accept the formula, as shown in the fig.

The result of the formula will be displayed in the cell and the formula will be

displayed in the Formula Bar, as you can see in fig. In this case, the cell E9 is

displaying total of the salaries from the salary column.



Average function

For simple average of two numbers:

Go to Microsoft Excel worksheet home page, and select a cell on it.

Then to the formula tab, click on it.

U will find Auto sum tool on the tool bar there, click on it.

Then on average function, a function argument page will be displayed,

asking numbers for average function.

Provide numbers in the blanks, and click ok button.

Answer will be displayed on the worksheet.



For calculating some data‘s average

Provide some data in the worksheet, for example I have provided number

of days and rainfall in cm to find average column.

Apply the sum function, to get the sumtotal of the rainfall

of 5 days.

Then in the next cell, give the formula of average- =average (total

amount of rainfall/number of days)



And then click on the enter button on keypad, and you will be provided

with the answer.

Answer

CHARTS

Charts are graphical representation of worksheet data. We can use charts to

present complicated data to people who want to interpret the data quickly.

When we create a chart, we can either embed it in a worksheet, or create anew chart sheet in the workbook. If the chart is in a separate sheet, we can set it up

with its own printing options, such as wide carriage or in color.

Creating Charts:



Before creating a chart we have to enter date for which we want a chart.

Step 1: Select the data

Step 2: Open the Chart Wizard

Click on the Insert Option on the Menu Bar and select Chart.

The title bar in each Chart Wizard dialog box lets us know which step we are up to.

Step 3: Choose the Chart Type

Chart Wizard – Step 1 of 4 – Chart Type dialog box let us choose a standard

type from the Standard Types tab, or a custom type from the Custom Types tab.

On the Standard Types tab, from the Chart type box , select the type of chart

you want to create, then from the Chart sub-type section, choose a sub type. Once

you have selected a sub- type, you can see how your chart will look by clicking onthe Press and hold to view sample button.

The Custom Types tab lets you choose a custom chart type. There are a

number of built-in custom types, or you can define your own. The built-in custom

types also contain custom formatting.



After you have selected a chart type, you can quickly create the chart by

clicking on the Finish button. If you do this, the Chart Wizard creates your chart

using default settings.

0

20

40

60

80

100

1st

Qtr

2nd

Qtr



If you would prefer to customize your chart with the help of the Chart

Wizard, you should click on the Next button in the first Chart Wizard dialog box.

Step 4: Specify Data Source

Chart Wizard – Step 2 of 4 – Chart Source Data dialog box lets you specify

which source data you want to use in your chart.



The Series tab lets you change the series for the chart. If the sample is how you

want the chart to look, then you don‘t need to make any changes. If the sample

shows that the series in your chart will not be the way you want them, you can

change them here. You can also add and delete series using the options on this tab.

Each text box contains a collapse button so that you can collapse the dialog box if

you need to.

When the chart source date is

as you want it, all you have to do

is click on the Next Button.

Step 5: Add Titles, Set Axes, Gridlines, Legend, Data Labels, Data Table Options

Chart Wizard – Step 3 of 4 – Chart Options Dialog box contains six tabs

which let you choose options for different parts of the chart.

The Title tab lets you add titles to the chart. Type into the appropriate text

boxes any titles that you want to appear on the chart; the preview chart shows how

they will look. When you have added any titles you want to include, click on the

Axes tab.



The Axes tab lets you turn standard axes options on and off. When you select

or de-select an option, make sure you check the preview chart.

The Gridlines tab contains

options that let you turn the

chart‘s gridlines on and off.

The Legend tab lets you

specify whether or not

you want your chart to have

a legend. If you choose to



have a legend, you can then choose its position.

The Data Labels tab lets you specify whether or not you want to include data labels

in your chart. Data labels show the value represented by each chart marker.

The Data Table tab lets you specify whether or not you want to include a data table

with your chart. A data

table is a grid that

appears below a chart.

The data table contains

the data on which thechart is based.



Step 6: Specify the Chart Location

Chart Wizard – Step 4 of 4 – Chart Location dialog box lets you specify

whether you want the chart to be embedded as an object on an existing worksheet,

or as a new sheet that contains only the chart.

Now click on the Finish Button.

The Chart Wizard then creates the chart and opens the Chart toolbar.

The Chart is as follows:

0

20

40

60

80

100

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

East

West

North



CELL REFERENCING

Each cell is formed due to intersection of a row and a column. The column name and

the row number representing a cell is known as cell address. A reference identifies

a cell or a range of cell on a worksheet and tells. Microsoft Excel where to look for

the value or data you want to use in a formula. With reference, you can use data

contained in different part of a worksheet in one formula or use the value from onecell in several formulas. You can also refer to cell on other sheets in the same

workbook, and to other workbooks. References to cells in other workbooks are called

links.

If a cell address is A4, it means column name is A and row name is 4. It means

every cell in the worksheet has a cell address through which it is referred and when

this address is used in the formula, it is known as cell referencing.

MS-Excel provides three different ways to refer a cell, which is to be put in a

formula depending upon the type of tasks to be performed.

These references are:

Relative Referencing

Absolute Referencing

Mixed Referencing

Relative Cell Referencing

The cells are referred by their position (ROWS and COLUMNS) in the worksheet. If

the relative position of a cell is used in the form of formula, such that the

corresponding cell address changes with the reference to a new cell address, it is

called Relative Referencing.

To use this type of cell referencing, following steps are to be followed:



Provide some data on the worksheet; say by giving the names of students and

their marks in some subject say in eco, a/c, and law. And a column of total.

In the above data in the in the first row of Tanzeel data, in its total column

apply the sum function.

The select the column you want to add and provides their cell address there.

Then press enter key. The total of that row will be calculated.

You can also apply this formula to rest of the rows, by simply clicking on E2

cell and dragging it down to the rest of the rows.

When the formula is copied to the column E3, E4, E5, the formula gets

adjusted automatically. i.e.,

E3 Cell as = sum (B3:D3)





THIS IS HOW THE RELATIVE CELL REFERENCING WORKS.

This is the most widely used type of cell reference in the formulas. Relative cell

references are the basic cell references that adjust and change when copied or when

using Auto Fill.

Absolute Cell Referencing

Sometimes, it becomes necessary to keep the value of a particular cell constant

when it is used in the formulas. This behavior is known as Absolute Cell

Referencing. To keep the cell value absolute, you have to apply $ sign. Such as to

keep a cell constant, we can put $A$6.

To apply this type of cell referencing, steps described below are followed:

Provide some data on the Excel worksheet, such as principle amount, time,

interest, and amount.

And rate at a given rate, which is similar or same for every loan amount.

Hence make it constant by putting $ sign before the cell address.



Then provide the product function between principle, time and rate, to find

the interest.

Press Enter key for results.

When the formula is copied containing absolute cell address then only the

relative cell address update and the absolute cell address remains the same,

i.e., $B$8 will remain the same.

Thus to calculate simple interest in the cell in C2= A2*B2*$B$8

When copied in the cell C3= A3*B3*$B$8

When copied in the cell C4=A4*B4*$B$8

When copied in the cellC5=A5*B5*$B$8



THIS IS HOW ABSOLUTE CELL REFERENCING WORKS.

Situation arises in which the cell references must remain the same when copied or

when using Auto Fill. Dollar sign are used to hold a column and/ or row references

constant.

Mixed Cell Referencing

Mixed Referencing is the combination of Relative and absolute cell referencing. In

this reference, the data of a cell is kept absolute and another‘s is made relative

which are operated together in a formula.

You can also create a mixed reference, making part of a cell address absolute and

part relative, by locking in either the column o row.

To work on this type of cell referencing, follow these steps:



Provide some data first, say some items and there prices, and discount is to

be provided on it at two rates.

Provide two rates but only make the roe number constant, not the column, so

that the formula can be easily copied to another rate

Then provide the formula required to calculate the discount at various rates

on the same prices.

Now when you move to the next rate the formula will be = B3*A$10

Then drag the curser down by clicking the first row and u will see that

the formula is copied to next all the rows, showing discount at both therates.



THIS IS HOW WE CAN APPLY MIXED CELL REFERENCING.

Use mixed references when you want to copy a formula down and across and have a

reference change relatively in one direction but not in other.

THESE ARE THREE TYPES OF CELL REFERENCING



Introduction to Accounting:

―Accounting is the art of systematic recording, classifying, summarizing in a

significant manner and in terms of money, transactions and events which are, in

part at least, of financial character, and interpreting the results thereof‖

PROCEDURE ASPECTS OF ACCUONTING

Procedure of accounting can be basically divided into two parts:

Generating financial information

Using the financial information

Generating Financial Information

1. Recording- this is basic function of accounting. All business transactions of a

financial nature, character, as evidenced by some document. Recording is

done in book of ―journal‖. This book may be further divided into several

subsidiary books according to the nature and size of business.

2.

Classifying- classification is concerned with the systematic analysis of therecorded data, with a view to group transactions or entries of one nature at

one place so as to put information in compact and usable form. The book

containing classified information is called ―Ledger‖.

3. Summarizing- it is concerned with preparation and presentation of the

classified data in a manner useful to the internal as well as the external

users of financial statements:

Trial balance- it gives the consolidated list of various Accounts and

their balance. Bring out any error, procedural or arithmetic, in

journalizing or posting of transaction. This is source point for

preparing other reports.

Profit & Loss Report- this statement is prepared to find the operating

profit in the business for a given period. The net profit is the basis of

calculating the tax. The final net profit is transferred to balance sheet.

The P&L statement shows the efficiency of performing operations in

the business for a given period.



Balance sheet- the balance sheet shows the financial status of the

business as at the particular date. The effectiveness of managing the

business is depicted here.

Introduction to A Window Based Accounting Package

The topic is interpreted as either an accounting package accessible through a

windowing interface or one that runs on Microsoft Windows operating system.

Either way, tally fits the description.

Tally is a versatile accounting package and is also based on a windowing interface.

All screen in tally are viewed as windows possessing the following-

A title bar displays the name of the application.

A title icon to the left that pulls down a menu compromising restore moves, size,minimize and maximize menu list.

Three small buttons to the right that activates minimize, maximize and closure of

the windows.

These menu items and buttons are invoked through the usual short cut keys and

hot keys as any other window based application.

The visible advantages of the package are simplicity, flexibility, speed, scalability

and real time access to data across location and even with other application.

SETTING UP A NEW COMPANY IN TALLY

Company: a company is basically a file where transactions relating to a particularcompany are entered. A company may be a sole proprietorship, partnership, joint

stock or any other company where there are transactions present. But it does not

mean that a company should be a formal entity. Even every day transaction taking

place at home like purchasing vegetables etc. can be withered down to voucher and

entered into, as a company.



The Company Information screen has 5 options:

1.

Select company, to select an existing company from the list of companiesalready created. This option is deselected the first time Tally is run. Key F1

can be used to select company.

2. Create Company to create a new company.

3. Backup is meant to take a back up of the stored data into a backup device.

4. Te option Restore is to extract information from the back up device to the

data directory.

5. The last option Quit is to exit from Tally. Ctrl + Q keys guide us out of Tally.

It will pose a question whether we want to quit or not. Select a choice.



Select to create a company, this screen:

Field Mandatory/ OptionalName MandatoryMailing name, address OptionalEmail address OptionalStatutory compliance for, state, PINCode, telephone no, email

Optional

Currency symbol MandatoryMaintain (accounts only/ accounts withinventory)

Mandatory

Financial year MandatoryBooks beginning from MandatoryTally Vault password OptionalSecurity control OptionalBase currency information Mandatory

Accept/ Reject MandatoryProvide the required information, and a new company is created, with a name XYZ

CO.



Voucher Entry:

A voucher is a primary document for recording all the financial transactions.

Recording and analysis are easy for different types of transactions because Tally

provide 16 different predefined voucher formats. These predefined vouchers fulfill

your normal transaction needs. These pertain to both accounting and inventory.Some voucher can be used differently according to the situation. E.g., sales voucher

can be used as invoices. How to create a voucher:

The path for voucher creation is,

Main gateway of Tally accounting information voucher type create

Then fill the required information, and a new voucher is createdFor example Voucher of Purchases:

Give name for the voucher that is purchases.

Then type of voucher and Abbr.

Method of voucher numbering

And other information



And after providing accept yes, a new voucher created\

Tally voucher types are:

Payments voucher

Receipt voucher

Purchases voucher

Sales voucher

Contra voucher

Journal

Stock journal

Physical stock journal

TALLY BOOKS OF ACCOUNTS:

ACCOUNTS WITH INVENTORY:

Generating books of accounts:

1. New groups or ledgers or journal types are created as per user requirements.



2. The balances from the previous year‘s balance sheet are the data that need to

be entered into tally first. Ledger accounts with opening balances are created.

3. As and when financial transactions occur, ledger accounts are created and

then entries are made in respect of journal.

4. When there is a stock involved, units of measurement and stock items under

inventory info are also entered.

5. The stock entries are carried out in stock journal.

6. When all the transactions are correctly entered, the day books are

automatically created.

7. Also posting to ledger, generation of trial balance, profit & loss a/c and

balance sheet are carried out automatically in tally with no user intervention.

Example explained below:

As we have created a company XYZ CO,

Let‘s create some ledger accounts for the company having some opening balance,

such as,

Capital a/c = Rs 100000

(Like)



Profit & Loss a/c = Rs 100000

Sundry creditors = Rs 50000

Car Loan = Rs 100000

Indian Bank O/D = Rs 200000

Infrastructure = Rs 300000

Car = Rs 100000

Mr. B (debtor) = Rs 25000

Mr. C (debtor) = Rs 15000

Main cash = Rs 10000

Indian Bank = Rs 5000

The basic business of the company is to purchase CPU‘s, Monitors, Mouse, and

Keyboard to assemble into a computer and sell the same at a better price.

For stock:

The first thing is to specify the unit of measurement of stock and for this path to

Units of measurement is;



Gateway of tally inventory info units of measurement create

And then specify the unit of measurement

Say you want the units in numbers.

Now create the stock item and the path to it is;

Gateway of tally inventory info stock items create

Say,

CPU = 5 no‘s @ 12000



Same for,

Monitor = 5 nos @ 6000 per

Keyboard = 5 nos @ 750 per

Mouse= 5 nos @ 250 per

Computer =



Now create a ledger account for stock in hand

Create a purchase account

Create a sales account

For day to day transactions, it is better to create distinct voucher types as cash

purchases and credit purchases and cash and credit sales.

Now we make a few transactions that need to be entered into the appropriate

journals.

Realization of debtor B for Rs 10000 by cheque,



So we will make this entry in receipt and the path will be;

Gateway of tally accounting voucher creation F6 for receipt voucher

Entry- Indian bank a/c Dr. 10000

To B a/c 10000

Payments to creditor A Rs 10000 by cash,

We will make this entry in payment voucher and the path will be,

Gateway of tally accounting voucher creation F5 for payment voucher



Entry- A a/c dr 10000

To cash a/c 10000

Purchase of 2 CPU‘s, 4 Monitors from A by credit

We will make this entry in purchase voucher, with a head of credit purchase, and

the path will be

Gateway of tally accounting voucher F9 for purchase voucher



Entry- Credit purchases a/c dr 48000

To A a/c 48000

(Being 2 CPU and 4 monitors purchased)

4) Sale of 4 computers C by cash @ Rs 21000 per unit.

We will make the entry in sale voucher, and the heads will be cash a/c and sales a/c,

and the path will be:

Gateway of tally accounting voucher creation F8 for sales voucher



First we have to create the stock of computer by assembling all the components of

computer.

Then only we can pass the entry in sales voucher

Entry- cash sales a/c dr 84000

To sales a/c 84000



1) Repayment of Car Loan Rs 50000 by cash

We will make this entry in payment voucher and the path will be,

Gateway of tally accounting voucher creation F5 for payment voucher



Entry- car loan a/c Dr. 50000

To cash a/c 50000

2) Deposit of cash Rs 30000 in to bank.

This is a contra entry as it includes both cash and bank head, hence will be passed

in contra voucher, and the path for it is;

Gateway of tally accounting voucher F4 for contra voucher



Entry – Indian bank a/c Dr. 30000

To cash a/c 30000

3) Bank overdraft repaid by cheque at Rs 25000

This is a contra entry as it includes both cash and bank head, hence will be passed

in contra voucher, and the path for it is;

Gateway of tally accounting voucher F4 for contra voucher



Entry- Indian bank o/d Dr. 25000

To Indian bank a/c 25000

With this we have finished with entering the vouchers of cash, sales, purchases,

payments, receipt etc.

We proceed to look at the trial balance after these 7 transactions on the opening

balance:



And we can see that both sides of trial balance i.e., debit side and credit side have a

common total.

It means that our entries are correct up to some extent, as the trial balance helps to

establish arithmetical accuracy of the books

And also helps in preparations of financial statements

Now let‘s have a view of profit & loss a/c



P&L a/c helps us to get the gross profit of the company and also the net profit of the

same at the end of each financial year.

The net profit is the basis of calculating the tax. The final net profit is transferred

to balance sheet.

P&L shows the efficiency of performing the operations in the business for a given

period.

A VIEW ON BALANCE SHEET.



The balance sheet shows the financial status of the business as at a particular date.

The effectiveness of managing the business is depicted here.

And at last,

THE STOCK SUMMARY



This closing and opening of accounts are automatically done by the tally by keeping

track of the date entered. The balances in the ledger accounts are taken in to create

the opening balances for the New Year.

This is how accounts are maintained in tally with inventory.

Value added tax (VAT)



Value Added Tax (VAT) the replacement of the Sales Tax structure, the only

difference is the manner of levy. It is the tax paid by the manufacturers, producers,

retailers or any other dealer who add value to the goods and that is ultimately

passed on to the consumer. It eliminates the cascading effects of taxes where inputs

are taxed before a commodity is produced and the output is taxed after it is produce

resulting in double-taxation. VAT provides set-off for the input tax (tax paid on

purchase) by the way of input credit/ rebate. It stops repeated taxation of the same

product.

VAT TERMINOLOGIES

VAT Input or Input Tax Tax paid at the time of purchases

VAT Output or Output Tax Tax charged at the time of sales.

Input Credit Amount of Input Tax that is permitted tobe set-off against the output tax

Composite Dealer Dealers with annual gross turnover notexceeding a certain threshold can opt fora composite scheme whereby they willpay tax as a small percentage of theirgross turnover. The retailers opting forthis scheme will not be entitled for inputcredit.

Rate of VAT

The good are categorized under 550 (approx) categories under VAT system. The

goods are broadly classified into four groups based on the VAT rate:

Good outside VAT-Includes those items whose prices are not fully market determined e.g.: liquor,

lottery tickets, petroleum product. These items will continue to be taxed under thesales tax act of the respective States. Taxed @ 20% in Delhi VAT.



Exempted from VAT-

It is the list of 40 commodities which includes natural & unprocessed products inorganized sectors and also the items which are legally barred from taxation.Commodities like life saving drugs & agricultural products, human blood etc.

VAT @ 1%-

It is for the goods like gold, silver, precious metals & stones etc.

VAT @ 4%-

It is for the largest number of goods (270) which includes commodities of routinenature used in day to day like life saving drugs & medicines, agricultural &industrial inputs, capital goods & declared goods.

VAT @ 12.5%-

The remaining items are under this rate.

Computing VAT

VAT works in two different ways:

□ If VAT-registered business receives more output tax than the taxes paid as

input, it will be required to pay the difference to Commissioner of Tax.

Unregistered dealers are those whose turnover is below a certain threshold

and they cannot issue Tax Invoice required to claim the Input Credit.

□ If the input tax paid is more than the output tax collected then you can carry

forward the input credit and adjust it against the output tax in the

subsequent months/quarters. ( if the sale is greater than 5 crore/ annumthen monthly otherwise quarterly).

Enabling VAT in Tally:



Step1: Activate the option Enable Value Added Tax and Set/Alter details? By typing

Yes against these options:

Gateway of TallyF11.FeaturesStatutory & Taxation

By enabling SET/ ALTER VAT Details? In the above screen, the following VAT

Details screen pops up:



The fields in fig. are as follows:

□ STATE- Select Delhi as the name of the state.

□ TYPE OF DEALER? Select Regular

□ REGULAR VAT APPLICABLE FORM: Type the relevant date.\

Finally accept / save the screen.

VAT TIN Number: It is the Trader/ Tax Payer‘s Identification Number (TIN) which

is acquired from the Assessing Authority.

Ledger Pertaining VAT-

The ledger that are affected by VAT are-

1. Sales Ledger





Instantly a ledger creation screen get displayed

Step2- fills in the information in the screen to create Purchase @ 4% ledger. Type

YES against the fields and Inventory Value are affected? Used in VAT Returns?

Select the required classification.

Finally accept the above screen.

Creating Party ledger:

Following steps:

Step1- gateway of tally account info ledger single create.

Instantly a ledger creation screen get displayed

Fill the details and finally accept the above screen.



Creating an Input VAT @ 4% ledger: perform the following steps to create it

Step1- Gateway of Tally accosting info ledger single create

Instantly a ledger creation screen gets displayed

Step2- Fill in the information in the screen to create Input VAT @ 4% ledger. A dropdown list pops up to ascertain the type of duty/ tax. Select the required information.

You have the following drop down list after selecting VAT option in the abovescreen. Select the option Input VAT @ 4% against the field VAT/Tax class?

Set the field Inventory values are affected? to NO. The fields Percentage ofcalculation takes the default VAT/ Tax class field. Finally accept the screen.

Creating Output VAT@4% ledger: perform the following steps to create the ledger

Output VAT@4%.

Step1- gateway of tallyaccounts infoledgersingle create

Instantly a ledger creation screen gets displayed.

Step2- fill in the information in the screen to create Output VAT@4% ledger. A drop

down list pops up to ascertain the type of duty/ tax. Select the required

classification from the drop down list.



Fill the information and finally accept the screen.

Stock Item Creation when VAT is Enabled

Example: create stock item: (say scanner)

Gateway of tally inventory infostock item singlecreate



Voucher entry when VAT is enabled

Example: purchase voucher (without inventory)

Suppose ‗Status Info net‘ made a purchase 10 Keyboard @ Rs 1000 from ‗Mr. ABC‘

on 1/4/2008. VAT@4% was charged additionally on this purchase. The purchase

voucher entry will be as follow

Gateway of tallyaccounting voucherpurchase



Sales voucher (with inventory)

Suppose on 05/08/08 ‗Status Info Net‘ sold 3 keyboard @ 12% to Kalka Traders

attracting output VAT @4%

Gateway of tallyaccounting vouchersales: F8





VAT Refundable or payable is calculated in this part of tally software. VAT

Refundable is the difference between the INPUT VAT and the OUTPUT VAT.

Select VAT Computation option and press ENTER to have the computation

THIS IS HOW VAT ACCOUNTS ARE MAINTAINED IN TALLY SOFTWARE.



PowerPoint is the presentation graphics component of Microsoft Office. We use

PowerPoint to create Presentations, collections of pictures and text that, as the

name implies, we present to other people.

A Presentation is simply the way an idea or a thought is communicated to

another person.

The presentation package allows us to:

a) Design chartsb) Arrange the matter in a more readable & attractivec) Format.d) Add pictures in the charts to make them more meaninge) Full and attractive.f) Change the appearance of the alphabets on the charts.

g)

Print these charts.

Parts of a Presentation

We may use a variety of elements in each Power Point presentation, depending

on our needs.



Slide is a visual image that can contain text, graphics, charts-just etc. , a slide may

be displayed on paper, as an overhead transparency, on the computer screen, or

as an actual slide that as project.

MS-PowerPoint gives us many ways to deliver a presentation. They are:

On-screen Presentations-

With our computer, we can use the special effects features of PowerPoint. We

can use sounds, animation and movies.

Paper printouts – We can print our slides on paper in black & white or color.

Notes, Handouts, Outlines-

We can give the audience notes or speaker notes of our presentation.

How to start a Presentation?

When we start PowerPoint, the PowerPoint start-up dialog box, will bedisplayed. We can click the new button while working in PowerPoint to start a

new presentation.



1. Select one of the options in the dialog box:

Select AutoContent Wizard if you would like to start by working on theorganization and content of your presentation.

Select Pick a Look Wizard if you want to start by working on the appearance ofyour presentation.

Select Template if you want to start by selecting a template that specifies certainaspects of your presentation, such as color schemes and fonts.

Select Blank Presentation if you want to create a presentation ―from scratch‖using all of PowerPoint‘s default settings for color, font, and so on.

Select Open An Existing Presentation if you want to continue to work on an

existing presentation.

2. Click the OK button or press (Enter).What happens next depends on the option you selected in the dialog box.

If you click the Cancel button in this dialog box, you are returned to the main

PowerPoint screen.

What happens next depends on the option you selected in the dialog box.If you click the Cancel button in this dialog box, you are returned to the main

PowerPoint screen.

IMPORTANCE OF POWERPOINT

The importance of MS-Power Point in today‘s fast moving world. It gives a brief note on

the features in MS-power point and teaches the basic developing a power point

presentation. Presentations can be used to display diverse information in a clear andconcise manner.



Starting MS-Power Point :-

Turn the computer on.

From the start button, choose Programs. Open Power Point. A screen willappear,

How to use MS-Power Point:-This screen prompts you to make a selection from the following



Select Blank presentation. A dialogue box will appear.

Choose the first slide. Type ―Title of Presentation‖ in the title box by clicking the mouse. Place some text in the subtitle box. Anytime you can edit your text, change

fonts, change size, or style by using the standard word processing functions.

This will be complete your first slide.



Create a new slide by pulling down the insert pull down menu. Select thesecond layout, click OK.

Same procedure use in text in second slide.

Insert Clip Art :-

Place a graphic below the text box by pulling down the Insert pull downmenu. Choose from Clip art.

Choose the Clip art that you would like to include in your slide by clicking onit. Select Copy by right click on your mouse or from the Edit pull down menu.

Pre-Designed Slide Layouts (Left to Right)

Title Slide Bulleted List Two Column Text Table Text & Chart Chart & Text Organizational Chart Chart Text & Clip Art Clip Art & Text Title Only Blank Slide

Background:-

Deselect any elements on your slide. Right click your mouse or go up to

Format, and select Background. A Dialogues box will appear and you canchoose different colours to place on your slides. Choose a colour and Choose

Apply. This will affect the current slide only. Choose Apply to all and this willaffect all your slides.



Slide Transition:-

Select Slide Show from the pull down menu. Choose Slide Transition. Select a slide transition from the choices. Choose on mouse click. Choose Apply.Custom Animation:-

Select the first text box. Select Slide Show from the pull down menu.

Choose Custom Animation. Select an entry animation and sound from the choices. Choose OK.



You can change the slide transition to a timer. Do all kinds of effects to any ofyour slides, graphics or text. These effects can transit to anyone or all of yourslides.

Which are the Five Views?

PowerPoint provides five different ways of looking at your presentation. Eachview is appropriate for certain tasks. Switch between views by using the Viewbuttons at the bottom-left edge of the screen, or with the correspondingcommand on the View menu.

1) Slide View

Slide view, shows the single current slide on-screen, permitting you edit and

modify it

To switch to Slide view, click the Slide View button or select View -> Slides. InSlide view you can take the following actions:

To view the next or previous slide in the presentation, click the Next Slide

or Previous Slide button (below the vertical scroll bar) or press Pug orPagan.

To enlarge or reduce the display size of the slide, click the arrow on theZoom control on the Standard toolbar and select a zoom factor.

If the slide is enlarged so that only part of it displays on-screen, use thevertical and horizontal scroll bars to scroll the view to different parts of theslide.

2) Outline View

Outline view displays only the titles and other text on your slides in an outline

format. You use Outline view to organize a presentation and work on its

content.

To switch to outline view, click the Outline View button or select View ->

Outline. There are some special buttons you can use to control the display in

Outline view:

Click the Show Titles button to display only slide titles in the outline. Click the Show all buttons to display slide text as well as titles in the

outline.Click the Show Formatting button to toggle between displaying the outline

text fully formatted (as on the slides) or as plain, unformatted text.



3) Slide Sorter ViewSlide Sorter view shows you several slides on screen at

once, in miniature. You use Slide Sorter view to change the order of slides, add

transitions, and set timings for on-screen presentations.To switch to Slide

Sorter view, click the Slide Sorter View button or select View Slide Sorter.

4) Notes Pages View Notes Pages view displays the speaker‘s note page foreach slide. Each page corresponds to a single slide. In Notes Pages view you

create and edit speaker‘s notes for your presentation.

To switch to Notes Pages view, click the Notes Pages View button or select

View Notes Pages. While in Notes Pages view you button on the Standard

toolbar and navigate using the Next Slide button (or Pagan), the Previous

Slide button (or PgUp), and the scroll bars.

5) Slide Show

Slide Show displays your slides one at a time, full-screen, as an on-screen

presentation. You use Slide Show to view the effects of the transitions and

timing that you set in Slide Sorter view, and to present the presentation

electronically to an audience.

To switch to Slide Show clicks the Slide Show button or selects View Slide

Show. To cancel Slide Show, press Esc.

How to save a Presentation?

.When you start a new presentation, PowerPoint assigns it a name in the formPresentation1, Presentation2, and so on. When you save it you must assign adifferent name up to eight characters long (PowerPoint will add a .PPT extension).Once a presentation has been named, the name is displayed in the title bar. To savea presentation:

1. Click the Save button on the Standard toolbar or select File -> Save.2. If you previously saved and named the presentation, the current version is

saved and you are returned to the work screen. If the presentation has not yetbeen named, PowerPoint displays the Save As dialog box.



Microsoft Access Description

Microsoft Access is a powerful program to create and manage your databases.It has many built in features to assist you in constructing and viewing yourinformation. Access is much more involved and is a more genuine databaseapplication than other programs such as Microsoft Works.

This tutorial will help you get started with Microsoft Access and may solve

some of your problems, but it is a very good idea to use the Help Files thatcome with Microsoft access.

First of all you need to understand how Microsoft Access breaks down adatabase. Some keywords involved in this process are: Database File, Table,Record, Field, Data-type . Here is the Hierarchy that Microsoft Access uses inbreaking down a database.

Database File: This is your main file that encompasses the entire databaseand that is saved to your hard-drive or floppy disk.

Example) StudentDatabase.mdb

Table: A table is a collection of data about a specific topic. There can bemultiple tables in a database.Example #1) StudentsExample #2) Teachers

Field: Fields are the different categories within a Table. Tables



usually contains multiple fields.Example #1) Student LastNameExample #2) Student FirstName

Datatypes: Datatypes are the properties of each field. A field only has 1datatype.FieldName) Student LastNameDatatype) Text

This tutorial will help you get started with Microsoft Access and may solvesome of your problems, but it is a very good idea to use the Help Files thatcome with Microsoft Access (or any program you use for that matter)

Access Reports

Having all your data stored in Access is great for maintaining a database, but itisn't the best when you want to share the data or view it away from a computer. Thesolution to this problem is to create an Access report that will let you design aready-to-print document of your desired database information.

Sticking with our example of business owner Bob, CEO of Bob's Shoe Store, let'sexplore how he would go about printing out a sales report that he can peruse on hisflight to the annual Shoe Owner's of the World Convention (SOWC).



Creating an Access Report

Bob wants a report to show the sales for each product, as well as the total salesfor his company. Luckily, because he has all his sales information in an Accessdatabase, he can create this report in about a minute!

Let's explore how you would create this basic sales report in Access.

1. Navigate to the Reports section in Access

2. Double-click "Create report by using wizard"3. Select the query we created in the Access Query lesson qry_ProdSales and

add both fields to the report.

4. Click Next 5. At the grouping step, add the Product field by clicking the right arrow and

click Next



6. At the sorting step, select Price from the drop-down-box then click Summary

Options ...

7. Check the Sum box, so the report will include totals for the Price field andclick OK

and click Finish 8. Click Next to advance to the layout options9. Choose a Stepped layout and a Portrait orientation, then click Next 10. At the Style screen choose Bold and click Next 11. Name the report rpt_Sales and click finish

and click Finish

Open up your report and check it out!



Bob can now print out this handy report and review his sales in an easy-to-readfashion, while away from his computer. If you would like to make any changes tothe report just right-click rpt_Sales and choose the "Design View" option from thepopup menu.

Tables

A table is a collection of data about a specific topic, such as students or contacts.Using a separate table for each topic means that you store that data only once,which makes your database more efficient, and reduces data-entry errors.

Tables organize data into columns (called fields) and rows (called records).



Create a Table from scratch in Design view

1. If you haven't already done so, switch to the Database Window You can pressF11 to switch to the Database window from any other window.

2. Double-Click on "Create table in Design view".(DESIGN VIEW)



3. Define each of the fields in your table.o Under the Field Name column, enter the categories of your table.o Under Data Type column, enter the type you want for you categories.

The attribute of a variable or field that determines what kind ofdata it can hold. For example, in a Microsoft Access database,the Text and Memo field data types allow the field to storeeither text or numbers, but the Number data type will allow the

field to store numbers only. Number data type fields storenumerical data that will be used in mathematical calculations.Use the Currency data type to display or calculate currencyvalues. Other data types are Date/Time, Yes/No, Auto Number,and OLE object (Picture).

o Under the Description column, enter the text that describes what youfield is. (This field is optional).

o For our tutorial enter the following items:



Creating Mail Merge Labels using a Wizard

Microsoft Access lets you create Mailing Labels for your database that you have. Todo this does the following:

1. Switch to the Database Window. You can do this by pressing F11 on thekeyboard.

2. Click on the Reports button under Objects on the left side of screen3. Click on New

4. Select Label Wizard and the table you would like to get your informationfrom.

5. Click OK6. Select the layout of your labels7. Click Next

8.

Select the font size and color you want on each label9. Click Next10. Select how you want your label to look11. Click Next12. Select how you want your labels sorted13. Give your label report a name and preview it









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