FOC001_ Fundamentals of Computer

Windows 193 Creating a new folder You can create folders to help organise your files. You can even create folders within folders (sometimes called subfolders). Tap or click the Home tab, then tap or click New folder. Printing a document You can often print files directly from File Explorer, but it's best to open the file you want to print in an app and use the app's command for printing. This way, you can check and change print options if you need to. If you can't find the print command in the app you're using, try pressing Ctrl+P. Creating or deleting a file The most common way to create new files is by using an application. For example, you can create a letter in a word-processing application or a movie file in a video-editing application. By default, most apps save files in common folders like Pictures and Music, which makes it easier to find the files again next time. When you no longer need a file, you can remove it from your PC to save space and to keep your PC from getting cluttered with files you don't need. To delete a file, find the file and then select it. Tap or click the Home tab, then tap or click Delete. When you delete a file, it’s moved to the Recycle Bin, where it's stored temporarily. Think of the Recycle Bin as a safety net that allows you to recover files or folders you might have accidentally deleted. To open the Recycle Bin in File Explorer, enter Recycle Bin in the address bar. Occasionally, you should empty the Recycle Bin to reclaim all the storage space being used by files you no longer need. To empty the Recycle Bin, right-click or press and hold it, and then tap or click Empty Recycle Bin. Opening an existing file To open a file, double-tap or double-click it. The file will usually open in the application you used to create or edit it. For example, a text file will open in your word-processing application. If you want to open a file in a different application to the one you usually use, select the file, tap or click the Home tab, tap or click the arrow next to Open, then choose the application you want to use. CU IDOL SELF LEARNING MATERIAL (SLM)

194 Computer Fundamentals Renaming a file or folder To rename a file or folder, select it in the file list, tap or click the Home tab, then tap or click Rename. Set Up Email Accounts Windows 10 comes with a built-in Mail app, from which you can access all your different email accounts (including Outlook.com, Gmail, Yahoo!, and others) in one single, centralized interface. With it, there’s no need to go to different websites or apps for your email. Here is how to set it up. Fig. 8.5: Setting up Mail from Other Accounts CU IDOL SELF LEARNING MATERIAL (SLM)

Windows 195 Setting Up Mail from Other Accounts Mail supports all the most popular mail services, including Outlook, Exchange, Gmail, Yahoo! Mail, iCloud, and any account that supports POP or IMAP. Click the Mail tile to start the app, and press the “Get Started” button. If you’re logged into your Microsoft account, the app should already have your outlook.com email address in the list. Click the “Settings” icon in the lower left-hand corner, or swipe in from the right edge of the screen, and then tap “Settings.” From the right sidebar, go to Accounts > Add Account. Fig. 8.6: Choose an Account CU IDOL SELF LEARNING MATERIAL (SLM)

196 Computer Fundamentals The “Choose an account” window will appear. Mail comes ready with all kinds of popular email services. Choose the type of account you want to add and follow the on-screen instructions. If your settings are correct, then you’ll jump directly to that account’s inbox, ready to start processing mail. If you’ve set up more than one account, you can switch among them by selecting “Accounts” in the top left corner. Link Multiple Inboxes Together In Mail, you can link your inboxes together, so you can see all the messages from all your accounts in one unified inbox. Point your mouse to the lower-right of the screen and click “Settings.” From the right sidebar, click “Manage Accounts > Link inboxes.” Fig. 8.7: Link Multiple Inboxes Together CU IDOL SELF LEARNING MATERIAL (SLM)

Windows 197 A pop-up box will open. Now, simply choose the accounts you want to link and give the new linked inbox a name. Fig. 8.8: Link Inboxes Use the New Task Manager The Task Manager in Windows 10 has been completely overhauled. It’s easier-to-use, slicker, and more feature-packed than ever. The Task Manager now manages startup programs, shows your IP address and displays slick resource usage graphs. The new color-coding highlights the processes using the most system resources, so you can see them at a glance. Launching the Task Manager The Task Manager can still be launched in the traditional ways. Press Ctrl-Alt-Delete from anywhere and you’ll see a link to launch the Task Manager. CU IDOL SELF LEARNING MATERIAL (SLM)

198 Computer Fundamentals Fig. 8.9: Launching the Task Manager Fig. 8.10: Toolbars You can also right-click the taskbar and select “Task Manager.” 8.6 Security Features of Windows Windows-based operating systems have always been plagued with a host of security flaws and vulnerabilities. This is mainly because the systems were not designed with secure computing in mind. They are also a popular target for hackers due to these flaws. In today’s increasingly connected world we cannot allow our systems to be compromised without dire consequences. Windows 7 has tried to address these issues by following a Secure Development Life Cycle (SDLC), i.e., developers CU IDOL SELF LEARNING MATERIAL (SLM)

Windows 199 enforced a strict code review of all new code and they performed refactoring and code review of older OS code. Several of the major security improvements are given below in greater detail. 1. Date Execution Prevention (DEP) During the execution of a process, it will contain several memory locations that do not contain executable code. Attackers use these sections to initiate code injection attacks. After arbitrary code has been inserted, they can carry out attacks such as buffer overflows. Data Execution Prevention is a security technique that is used to prevent the execution of code from such data pages. This is done by marking data pages as non-executable. This makes it harder for code to be run in those memory locations. DEP is intended to be used with other mechanisms such as ASLR and SEHOP. When used together, it makes it very difficult for attacks to exploit the application using memory attacks. DEP support, though present in Windows 7, is opt-in, i.e. it is not enabled by default, but users are encouraged to enable DEP support. 2. Address Space Layout Randomization (ASLR) Address space layout randomization is a technique to increase security from common memory based attacks such as buffer overflows and stack smashing. Older versions of Windows essential system processes often used predictable memory locations for their execution. This made it much easier for attackers to find critical components of the process, including the program stack and heap. These addresses can then be used to launch buffer overflow attacks. To overcome this problem, ASLR was devised. ASLR randomizes several sections of the program, such as the stack, heap, libraries, etc. This makes memory addresses much harder to predict. Coupling ASLR with DEP makes it extremely difficult to carry out memory based attacks. 3. Structured Exception Handler Overwrite Protection (SEHOP) Structured Exception Handler Overwrite Protection (SEHOP) is a technique used to prevent malicious users from exploiting Structured Exception Handler (SEH) overwrites. The SEH overwrite CU IDOL SELF LEARNING MATERIAL (SLM)

200 Computer Fundamentals exploit was first demonstrated in Windows XP, since then it has become one of the most popular exploits in the hacker arsenal. Several exploit frameworks including Metasploit make use of SEH overwrite techniques to execute code remotely. SEH works by subverting the 32 bit exception mechanism provided by the Microsoft 4. User Account Control (UAC) User account control is a security feature first introduced in Windows Vista to limit administrative privileges only to authorized users. If an application tries to perform an administrative action, the user must authenticate before the action is carried out. This is useful, as it prevents malicious files from executing actions with administrative privileges. 7. Improved Cryptography Windows 7 features several enhancements in its Cryptographic subsystem. There are several new cryptographic algorithms to choose from, including Blowfish, AES, Triple DES, etc. Windows 7 also includes support for Elliptic curve cryptography. The Kerberos protocol in Windows 7 has been updated to use AES encryption over DES. 8. Windows Firewall/Defender Windows 7 includes a new and improved Windows Defender. Windows Defender is an anti- spyware and anti adware software that is included as part of the operating system itself. Windows Defender can be updated like an Anti-virus solution. Windows Firewall is a host based firewall that is included with each copy of Windows. It has been extensively overhauled in Windows 7. It now provides full support for IPsec. Windows firewall also makes use of a new framework called Windows Filtering Platform (WFP). WFP provides improved packet filtering capabilities that are integrated into the TCP/IP stack. 9. Improved Authentication Mechanisms Better authentication support was introduced in Windows 7. This includes support for Biometric access and Smart cards. User accounts can be authenticated using two-factor authentication, i.e., a combination of password and smart card. The single sign-on feature has also been introduced. This CU IDOL SELF LEARNING MATERIAL (SLM)

Windows 201 can be used with smart-cards which can also be integrated with several other security services such as EFS. Winlogon has been upgraded from GINA (Graphical Identification and Authentication) to the Credential provider library. 8.7 Accessing User Accountsc and Getting Help A user account allows you to sign in to your computer. By default, your computer already has one user account, which you were required to create when you set up your computer. If you plan to share your computer with others, you can create a separate user account for each person. Why use separate user accounts? At this point, you may be wondering why you would even need to use separate user accounts. But if you're sharing a computer with multiple people for example, with your family or at the office user accounts allow everyone to save their own files, preferences, and settings without affecting other computer users. When you start your computer, you'll be able to choose which account you want to use. Types of user accounts  Administrator: Administrator accounts are special accounts that are used for making changes to system settings or managing other people's accounts. They have full access to every setting on the computer. Every computer will have at least one Administrator account, and if you're the owner you should already have a password to this account.  Standard: Standard accounts are the basic accounts you use for normal everyday tasks. As a Standard user, you can do just about anything you would need to do, such as running software or personalizing your desktop.  Standard with Family Safety: These are the only accounts that can have parental controls. You can create a Standard account for each child, then go to the Family Safety settings in your Control Panel to set website restrictions, time limits, and more. CU IDOL SELF LEARNING MATERIAL (SLM)

202 Computer Fundamentals To switch between user accounts: Click the current user icon on the left side of the Start menu, then select the desired user from the drop-down menu. The user will then need to enter a password to sign in. 8.8 Summary The latest version of Windows is Windows 10 was introduced in 2015. It is designed to be compatible with the hardware, software and peripherals. And updates that are always enabled help user stay up-to-date with features and security for the supported lifetime of device. File Explorer previously called Windows Explorer helps user work with files and folders on OneDrive, PC and network. Windows 7 are faster booting, Device Stage, Windows PowerShell, less obtrusive User Account Control, multi-touch, improved window management, homegroup networking, multiple thumbnails for combined taskbar buttons and better power management for notebooks. Windows Explorer is the Desktop Manager, File Browser and Internet Browser, all rolled into one package. Explorer is so integrated into the Windows framework that it was once a subject of controversy from competing internet Browsers, who claimed that Microsoft was involved in unfair business practices. The Windows Accessories component is part of the Start Menu hierarchy. Windows provides several accessories, or applications, that you can use to help you in your work. The Windows 98 operating system is what controls the computer. It tells the machine how to access the various pieces of hardware you have (floppy drive, hard drive, etc.) It lets you install pieces of software, and connects you (when possible) to the internet. 8.9 Key Words/Abbreviations  Windows 10: Microsoft operating system for personal computers.  Task Bar: A bar at the edge of the display of graphical user interface.  Quick Launch Toolbar: Quick Launch is a section of the Microsoft taskbar that enables a user the ability to launch their programs. CU IDOL SELF LEARNING MATERIAL (SLM)

Windows 203  Network Neighborhood: Network Neighborhood, you can browse resources on the network.  Control Panel: The Control Panel is a component of Microsoft Windows that provides the ability to view and change system settings. 8.10 Learning Activity 1. Explain File Management features using Windows Explorer. —————————————————————————————————— —————————————————————————————————— 2. Comparison between Professional and Home Edition and with their example. —————————————————————————————————— —————————————————————————————————— 8.11 Unit End Questions (MCQs and Descriptive) A. Descriptive Type Questions 1. Explain the best new features in Windows 10. 2. Explain the parts of desktop screen. 3. What are the components of start menu? 4. Discuss about the parts of Windows Explorer. 5. What are window accessories? Explain it components. B. Multiple Choice/Objective Type Questions 1. Use the __________ to enter or select a location. (a) Back Button (b) Forward Button (c) Address bar (d) Ribbon CU IDOL SELF LEARNING MATERIAL (SLM)

204 Computer Fundamentals 2. All Windows 7 versions now support up to __________ of each type. (a) Four tuners (b) Five tuners (c) Six tuners (d) None 3. __________ vertically maximizes the current window. (a) Win+ + and Win+ (b) Win+Up and Win+Down (c) Win+Shift+Up (d) None 4. A window is a large square on the screen that represents a “conversation” with the computer is called __________. (a) Numbers (b) Desktop (c) Tools (d) None 5. Sticky Keys are __________. (b) CTRL (a) ALT (d) All of the above (c) SHIFT Answers: 1. (c), 2. (a), 3. (c), 4. (b), 5. (d) 8.12 References References of this unit have been given at the end of the book.  CU IDOL SELF LEARNING MATERIAL (SLM)

Word Processing Basics 205 UNIT 9 WORD PROCESSING BASICS Structure: 9.0 Learning Objectives 9.1 Introduction 9.2 Word Processor 9.3 MS-Word 9.4 Opening and Closing Documents 9.5 Text Creation and Manipulation 9.6 Formatting the Text 9.7 Table Manipulation 9.8 Summary 9.9 Key Words/Abbreviations 9.10 LearningActivity 9.11 Unit End Questions (MCQs and Descriptive) 9.12 References 9.0 Learning Objectives After studying this unit, you will be able to:  Learn the basics about Word Processing  Learn about opening and closing the documents CU IDOL SELF LEARNING MATERIAL (SLM)

206 Computer Fundamentals  Understand the concept of text creation and manipulation  Understand the concept of formatting the text  Understand the concept of Table Manipulation 9.1 Introduction A Word Processor is a software package that helps you to create and edit the documents. Creating a document involves typing it into the internal memory of the computer and saving it by writing it onto the disk. Editing a document involves correcting the spelling mistakes, if any and deleting or moving words, sentences or paragraphs. For example, the popular word processors are WordPerfect, WordStar and Microsoft Word. The greatest advantage of word processing software over using a typewriter is that you can make changes without retyping the entire document. If you make a typing mistake, you simply back up the cursor and correct your mistake. If you want to delete a paragraph, you simply remove it without leaving a trace. It is equally easy to insert a word, sentence or paragraph in any part of a document. 9.2 Word Processor A word processor is a program that enables you to perform word processing functions. Word processors use a computer to create, edit and print documents of all computer applications, word processors are the most common. Word processors also make it easy to move selections of text from one place to another within a document or between documents. When you have made all the changes you want, you can send the file to a printer to get a hardcopy. Features of Word Processor  Document creation, storage and retrieval.  Type a document through the keyboard and save it on a disk.  Edit characters, words, lines and images anywhere in the document.  Retrieve documents from the disk. CU IDOL SELF LEARNING MATERIAL (SLM)

Word Processing Basics 207  Move or copy paragraphs or images from one place in the document to another.  Reduce or increase the left, right, top and bottom margins according to the requirement.  Change the text font and style.  Search for a particular word or phrase.  Search for error in spelling and make corrections.  Print a document in various formats. Operations on Word Processor o Insert Text: Allows you to insert text anywhere in the document. o Delete Text: Allows you to erase characters, words, lines, or pages as easily as you can strike out them on paper. o Cut and Paste: Cut and paste allows you to remove (cut) a section of text from one place in a document and insert (paste) it somewhere else. Cut means to remove an object from a document and place it in a buffer. This is one way to delete text. However, because the text is transferred to a buffer, it is not lost forever. You can copy the buffer somewhere else in the document or in another document which is called pasting. o Copy: Allows you to duplicate a section of text. When you copy a piece of data, a duplicate of that data is placed in a temporary location. In word processing, copying refers to duplication of a section of a document and placing it in a buffer (sometimes called a clipboard). The term copy differs from cut which refers to actually removing a section of a document and placing it in a buffer. After cutting or copying you can move the contents of the buffer by pasting it elsewhere. o Page Size and Margins: Allows you to define various page sizes and margins, and the word processor will automatically read just the text so that it fits. o Search and Replace: This is a feature supported by most word processors which lets you replace a character string (a series of characters) with another string wherever the first string appears in the document. Most word processors have two search and replace modes. CU IDOL SELF LEARNING MATERIAL (SLM)

208 Computer Fundamentals In the first mode, the word processor automatically makes all the replacement in the file. In the second mode, the word processor requires you to approve each replacement. This is safer because you may not want to make the change everywhere. Search and replace is sometimes called find and replace. o Word Wrap: In word processing, word wrap is the feature that causes the word processor to force all text to fit within the defined margins. When you fill one line with text, the word processor automatically jumps to the next line so that you are not required to keep track of line lengths and to press the Return key after each line. The word processor divides lines in such a way that a word is never split between two lines (unless the word processor supports hyphenation). Word wrap also occurs if you change the margins. In this case, the word processor read just all the text so that it fits within the new margins. Some word processors allow you to turn off the word-wrap feature. This is useful for writing programs and other types of formatted text where you want complete control over new lines. o Print: Allows you to send a documents to a printer to get hardcopy. Word processors that support only these features (and maybe a few others) are called text editors. Most word processors, however, support additional features that enable you to manipulate and format documents in more sophisticated ways. These more advanced word processors are sometimes called full-featured word processors. Full-featured word processors usually support the following features. o File Management: Many word processors contain file management capabilities that allow you to create, delete, move, and search for files. o Font Specification: Allows you to change fonts within a document. for example, you can specify bold, italics, and underlining. Most word processors also let you change the font size and even the typeface. o Foot Notes and Cross-references: Automates the numbering and placement of foot notes and enables you to easily cross-reference other sections of the document. o Graphics: Allows you to embed illustrations and graphs into a document. Some word processors let you create the illustrations within the word processor others let you insert an illustration produced by a different program. CU IDOL SELF LEARNING MATERIAL (SLM)

Word Processing Basics 209 o Headers and Footers: Header is a line or lines of text that appears at the top of each page of a document. Once you specify the text that should appear in the header, the word processor automatically inserts it. Most word processors allow you to use special symbols in the header that represent changing values. For example, you can enter a symbol for the page number, and the word processor will automatically replace the symbol for the page number on each page. If you enter the date symbol, the word processor will insert the current date, which will change if necessary each time you print the document. Most word processors allow you to specify different headers, for example, one for odd-numbered pages and another for even-numbered pages. Headers are also called running heads. Footers are one or more lines of text that appear at the bottom of every page of a document. o Page Numbering: The word processor automatically keeps track of page numbers so that the correct number appears on each page. o Layout: Allows you to specify different margins within a single document and to specify various methods for indenting paragraphs. o Macros: A macro is a character or word that represents a series of keystrokes. The keystrokes can represent text or commands. The ability to define macros allows you to save yourself a lot of time by replacing common combinations of keystrokes. o Merges: Allows you to merge text from one file into another file. This is particularly useful for generating many files that have the same format but different data. Generating mailing labels is the classic example of using merges. o Spell Checker: A utility that allows you to check the spelling of words. It will highlight any words that it does not recognize. o Tables of Contents and Indexes: Allows you to automatically create a table of contents and index based on special codes that you insert in the document. o Thesaurus: A built-in thesaurus that allows you to search for synonyms without leaving the word processor. CU IDOL SELF LEARNING MATERIAL (SLM)

210 Computer Fundamentals o Windows: Allows you to edit two or more documents at the same time. Each document appears in a separate window. This is particularly valuable when working on a large project that consists of several different files. o WYSIWYG(what you see is what you get): With WYSIWYG, a document appears on the display screen exactly as it will look when printed. o Mail Merging: This is a feature supported by many word processors that enables you to do mass mailings or mailing campaigns. To use a mail-merge system, you first store a set of information, like a list of names and addresses, in one file. In another file, you write a letter, substituting special symbols in place of names and addresses. 9.3 MS-Word MS-Word is a computer program that enables you to type, modify, print and save texts for future revisions and retrievals. You enter text into the computer using a keyboard. As you type your words are displayed on the monitor and are stored temporarily in the computer’s memory as you are creating the document rather than on a paper. Objectives of MS-Word The important objectives of MS-Word are followings: (i) Main feature is to correct the spelling as you type. Also help to locate and correct errors quickly. Other features are to check for grammatical errors, words, underlines the text with a green line. (ii) Word’s ‘AutoFormat’ feature combined with the facility to insert symbols and special characters enables you to insert special characters like 3rd, 4th, X2, H2O, etc. (iii) You can arrange text in rows and columns using Word’s table features. These features help you in formatting your text and tables quickly and attractively. (iv) To create form letters, envelopes and tables you can use the mail merge features. Microsoft Word 2007 – With New Features Microsoft Word 2007 is the most recent Windows version of the Microsoft Office System. Following are some new features of Microsoft Word 2007: CU IDOL SELF LEARNING MATERIAL (SLM)

Word Processing Basics 211 (i) User interface: The new user interface (UI), officially known as Fluent User Interface, has been implemented in the core Microsoft Office applications: Word, Excel, PowerPoint, Access, and in the item inspector used to create or edit individual items in Outlook. (ii) Ribbon: The Ribbon, a panel that houses a fixed arrangement of command buttons and icons, organizes commands as a set of tabs, each grouping relevant commands, and is not customizable. Each application has a different set of tabs which expose the functionality that application offers. Fig. 9.1: Microsoft Word 2007 – With New Features The ‘Ribbon User Interface’ is a task-oriented Graphical User Interface (GUI). It features a central menu button, widely known as the ‘Office Button’. The Ribbon is designed to make the features of the application more discoverable and accessible with fewer mouse clicks as compared to the menu-based UI used prior to Office 2007. (iii) Contextual Tabs: Some tabs, called Contextual Tabs, appear only when certain objects are selected. Contextual Tabs expose functionality specific only to the object with focus. For example, selecting a picture brings up the Pictures tab, which presents options for dealing with the picture. Similarly, focusing on a table exposes table-related options in a specific tab. (iv) Live Preview: Microsoft Office 2007 also introduces a feature called “Live Preview”, which temporarily applies formatting on the focused text or object when any formatting button is moused-over. CU IDOL SELF LEARNING MATERIAL (SLM)

212 Computer Fundamentals (v) Mini Toolbar: The new “Mini Toolbar” is a type of context menu that is automatically shown (by default) when text is selected. The purpose of this feature is to provide easy access to the most-used formatting commands without requiring a right-mouse-button click, as was necessary in older versions of the software. Because the Mini Toolbar is automatically displayed, it remains semi-transparent until the mouse pointer is situated on the control in order to allow an almost-unobstructed view of what is beneath it. It also appears above the right-click menu when a user right-clicks on a selection of words. The Mini Toolbar is currently not customizable, but can be turned off. (vi) Quick Access Toolbar: The Quick Access toolbar, which sits in the title bar, serves as a repository of most used functions, regardless of which application is being used, such as save, undo/redo and print. The Quick Access toolbar is customizable, although this feature is limited compared to toolbars in previous Office versions. (vii) PDF: Initially, Microsoft promised to support exporting to Portable Document Format (PDF) in Office 2007. (viii) Open Document: Microsoft backs an open-source effort to support OpenDocument in Office 2007, as well as earlier versions (up to Office 2000), through a converter add-in for Word, Excel and PowerPoint and also a command-line utility. (ix) User assistance system: In Microsoft Office 2007, the Office Assistants have been eliminated in favour of a new online help system. (x) Themes and Quick Styles: Microsoft Office 2007 places more emphasis on Document Themes and Quick Styles. The Document Theme defines the colors, fonts and graphic effects for a document. Almost everything that can be inserted into a document is automatically styled to match the overall document theme creating a consistent document design. To Start MS-Word – Using the Windows Start Menu Click on the Start button, point to Programs, followed by Microsoft Office and click on Microsoft Office Word 2003/Microsoft Office Word 2007. Note: For Office previous version of Office: Start  Programs  MS Office  MS word. CU IDOL SELF LEARNING MATERIAL (SLM)

Word Processing Basics 213 Immediately you will see the screen shown below. In the right hand side of the screen, the Getting Started task pane provides help to you. Parts of MS-Word Title Menu Standard Formatting Minimize Restore Close Bar Bar Toolbar Toolbar Button Button Button Ruler Scroll Scroll Box Arrows Current Scroll Previous Page Section Current / Cursor Line Bar ColumnPage Next Number Total Pages point Number Number Page Fig. 9.2: Different Types of Bars CU IDOL SELF LEARNING MATERIAL (SLM)

214 Computer Fundamentals Title Bar This tells you which application package is currently running and which document is currently open. Menu Bar This is the traditional Windows style drop-down menu. When you point to any menu title and click once with the mouse, the menu will open, displaying all the commands available under the menu title. Clicking on the desired command would tell word to execute that command. Some commands have ellipses (…) in front of them. These commands have further sub commands. Commands appearing dimmed cannot be executed unless the prerequisite functions required by that command have been performed, e.g. you cannot use the copy or cut command from the edit menu unless you have selected a piece of text first. Many commands also have a keyboard shortcut specified against their names. Standard Tool Bar Toolbars contain buttons, drop-down menus and other controls that help you quickly alter the appearance and arrangement of documents by executing a variety of word commands. Toolbars are very helpful and convenient in quickly executing commands without having to go through menus. The standard toolbar contains icons for basic functions like opening files, saving files, printing files, cut, copy, paste etc. Formatting Tool Bar This contains icons for changing the look of your text (called “formatting” in computer jargon), for example, there are icons for changing fonts, styles, font sizes, text alignment etc. Here is the list of icons and it function: Fig. 9.3: Formatting Tool Bar CU IDOL SELF LEARNING MATERIAL (SLM)

Word Processing Basics 215 Icon Function Style Menu Allows you to define a group of paragraph and character formats as a style Font Menu and then the styles in a style sheet. Click the arrowhead to the right of the font name box to view the list of fonts available. Scroll down to the font you want and click once to select it. Font Size Click on the white part of the font size box to enter a value for the font size or click the arrowhead to the right of the box to view a list of font sizes available. Select a size by clicking on it once. A font size of 10 or 12 is best for paragraphs of text. Font Style Use these buttons to bold, italic and underline the selected text. Alignment Text can be aligned to the left, center or right side of the page or it can be justified and distributed across the page. Line Spacing Allows you to set the amount of space between one line to another line. Numbering It is used to set-off and emphasize sections of text and are presented by dots Increase/ or numbers. Change the indentation of a paragraph in relation to the side of the page. Outside Border Add a border around selected text. Highlight Use this option to change the color behind a selected text. The color shown on Font Color the button is the last color used. To select a different color, click the arrowhead next to the button. This option changes the color of the text. The color shown on the button is the last color chosen. Click the arrowhead next to the button to select another color. Scroll Tools These help you travel within your document. You can go anywhere, up and down, right and left in your document mainly by two ways: Using the horizontal and vertical scroll bars with the help of the mouse or Using the keyboard by pressing PgUp, PgDn, Home, End and arrow keys. CU IDOL SELF LEARNING MATERIAL (SLM)

216 Computer Fundamentals Status Bar Also called the Status Area, this is normally the last line on your screen. This gives the following information about your work: l. Current Page 2. Section Number 3. Current/total pages in the document 4. Current cursor Position (where the cursor is presently located) 5. Current Line Number 6. Current Column Number Ruler The Ruler lets you make changes to margins and indents and helps you create document as per dimensions required. Cursor Also called “Insertion Pointer”, this denotes the place where text, graphics or any other item would be placed when you type, overwrite or insert them. This looks like a tall, skinny toothpick and keeps blinking so that you can locate it easily. Mouse Pointer When your mouse pointer looks like an I-beam you should be able to move it freely about the screen. This is used for either placing the cursor at the desired place (take the mouse pointer there and click) or choosing any command either from the menu or from toolbars. The mouse pointer changes shape when in the process of doing certain tasks and the cursor disappears. Short Cut Menu A menu that is displayed for a selected object (also referred to as a context menu or pop-up menu). The menu contains commands that are contextually relevant to the selection. CU IDOL SELF LEARNING MATERIAL (SLM)

Word Processing Basics 217 9.4 Opening and Closing Documents Create a Document The steps to create a new document or open an existing document are as follows: From the menu, select File> New Option with a dialog Box File > Open Option in the Dialog Box to select an existing document file. Alter selecting a blank document or opening an existing document, you may enter text or edit the document as below; To insert text into a document To enter text, just start typing! The text will appear where the blinking cursor is located. For example, you can type the following text into it accordingly. My name is John Smith. Today I just learn how to type using MS Word. While typing the text in the document, the software will underline in red any words that the software does not recognize and green for grammatical or syntax error. You should also notice that the text you are typing automatically scrolls to the next line. You do not have to hit Return or Enter at the end of each line. The only time you should hit Enter or Return is at the end of a paragraph. To save a file • From the File menu, click Save. • From the Save in drop down menu, select the location where you want to save the file or to the different folder by clicking on it. • In the File name box, type in the file name that you would like to give (e.g., File1). Click on the Save button. Cut, Copy and Paste – using the icons on the toolbar The icons for Cut, Copy and Paste look like this: Fig. 9.4: Cut, Copy and Paste CU IDOL SELF LEARNING MATERIAL (SLM)

218 Computer Fundamentals The first icon is Cut, the second Copy, and the third Paste. If you want to cut text using the icon, first highlight your text. Then click the Cut Icon. If you want to paste the text somewhere, position your cursor in the new location then click the Paste icon. Instead of clicking the Cut icon first, you can click the Copy icon. Then click the Paste icon to paste your text in a new location. Try them out and see how they work. Cut and Paste In Microsoft Word, you can cut (delete) text from one area of a document and save that text so it can be pasted elsewhere in the document. When you cut text, it is stored on the Clipboard. You can also copy text. When you copy text, it is also stored on the Clipboard. Information stored on the Clipboard stays there until new information is either cut or copied. Each time you execute Cut or Copy, you replace the old information on the Clipboard with whatever you just cut or copied. You can paste Clipboard information as often as you like. Technique 1 – Cutting and Pasting with the Menu bar 1. Highlight the text you want to cut and paste. 2. From the menu bar, click Edit > Cut. 3. Move your cursor to the place where you want to paste your text. 4. From the menu bar, click Edit > Paste. 5. Your text is pasted to the new position: Technique 2 – Right Click For this technique, we’ll Cut and Paste Constable Tucker to the top. So do the following: 1. Highlight the text you want to Cut and Paste. 2. Click on the highlighted text with the right mouse button. 3. From the pop up menu, click “Cut” (Click with the left mouse button). 4. Your highlighted text is cut. CU IDOL SELF LEARNING MATERIAL (SLM)

Word Processing Basics 219 5. Move your cursor to the place where you want to paste the text. 6. Click the new place with your right mouse button. 7. From the popup menu, click “Paste” (Click with your left mouse button). 8. The text is pasted to the new position. Technique 3 – Keyboard 1. Highlight the text you want to Cut and Paste. 2. Hold down the Ctrl key on your keyboard. 3. Press the letter “X” on your keyboard. 4. The text is cut. 5. Move the cursor to the place where you want to paste your text. 6. Hold down the Ctrl key on your keyboard. 7. Press the letter “V” on your keyboard. 8. The text is pasted to the new position. Copy and Paste In Microsoft Word, you can copy text from one area of the document and place that text elsewhere in the document. As with cut data, copied data is stored on the Clipboard. Technique 1 – Copy and Paste with the Menu bar 1. Highlight the text you want to Copy and Paste. In our case, the words “will not”. As in the image below: 2. Click Edit > Copy from the menu bar 3. Move your cursor to the new location 4. Click Edit > Paste from the menu bar 5. Your text is copied to the new location CU IDOL SELF LEARNING MATERIAL (SLM)

220 Computer Fundamentals Technique 2 – Right Click 1. Highlight the text you want to Copy and Paste. 2. Click on the highlighted text with the right mouse button. 3. From the pop up menu, click Copy (Click with the left mouse button). 4. Move your cursor to the place where you want to paste your text. 5. Click the new location with your right mouse button. 6. From the pop up menu, click Paste (Click with the left mouse button). 7. Your text is pasted to the new location. Technique 3 – Keyboard 1. Highlight the text you want to cut and paste 2. Hold down the Ctrl key on your keyboard 3. Press the letter “C” on your keyboard 4. The text is copied 5. Move the cursor to the place where you want to paste your text 6. Hold down the Ctrl key on your keyboard 7. Press the letter “V” on your keyboard 8. The text is pasted to the new position 9.5 Text Creation and Manipulation Finding Text Carry out the following steps to find the required words or phrases in a Word document. Press Ctrl-F, which is a shortcut for the Edit -> Find... menu option. The Find and Replace dialog box opens with the Find tab selected. Enter the text in the Find what text box. Choose the Find Next command button to search for the required text. CU IDOL SELF LEARNING MATERIAL (SLM)

Word Processing Basics 221 Finding and Replacing Text Word has an excellent feature that Finds words and phrases and replaces them with other text In order to do so, carry out the following steps: • Press Ctrl-H, which is a shortcut for the Edit -> Replace... menu option. • The Find and Replace dialog box opens with the Replace tab selected. • Enter the required text in the Find what text box. • Enter the replacement text in the Replace with dialog box. • Choose the Find Next command button. Header and Footer Lines of text displayed below the top margin or above the bottom margin of each page are called headers and footers. Steps to Insert Header and Footer The steps to insert header and footer are as follows: 1. Select ‘view > Header and Footer’ from the menu bar. The Header and Footer tool bar will appear and the top of the page. 2. Type of heading in the header box. You may use many of the standard text formatting options such as font fact size. 3. Click the insert auto text button to view a list of quick options available. 4. Use the other options on the toolbar to add page number the current date and time. 5. To edit the footer, click the switch between header and footer button on the tool bar. 6. When you are finished adding header and footers, click the close button on the toolbar. CU IDOL SELF LEARNING MATERIAL (SLM)

222 Computer Fundamentals 9.6 Formatting the Text Formatting a Document is the way of changing the outlook of a document in a way, as you desire. There are two major options: 1. Formatting Font 2. Formatting a Paragraph 1. Formatting Font Applies or removes character formats from selected text or from the insertion point forward as you type. Also allows you to changes the default formats for the current document and all other documents that are based on the current template. It changes font style (such as bold, italic, etc.), font size, type of underline, color and font effects (such as superscript, subscript, strike through, hidden text, etc.). It also defines settings for the vertical position of characters and the space between characters. In this option, you can set new defaults. Text formatting is concerned with the fonts, font sizes and other attributes of individual character words, phrases or sentences in Word. (a) Fonts Word allows us to change the font used to display text. There are several fonts available like Arial, Courier New, Times New Roman, etc. Different font sizes are also available. We can make headings larger than the rest of the text to make them more prominent. We can also use small point sizes to display fine print. Example: Times New Roman – 10 Points Times New Roman – 14 points To change the font or the size of block of text: 1. Select the block of text 2. Select the font from the Font drop down list box. 3. Select the font size from the Font Size drop down list box. CU IDOL SELF LEARNING MATERIAL (SLM)

Word Processing Basics 223 (b) Attributes The main attributes are bold, underline and italics. The three most commonly used attributes are available as buttons on the Formatting Tool Bar. Select the text and then click the B button for Bold, I button for Italics and the U button for Underline. The keyboard shortcuts for bold, italics and underline are Ctrl-B, Ctrl-I and Ctrl-C respectively. Click on more than one of the attributes for combinations like bold-italics and so on. (c) Other Font Effects The other effects available are: Strikethrough Superscript, Subscript Small Caps and All caps. We can also use different types of underling like: double-underline, dotted underline and underline only the words by making the appropriate selection in the underline drop down list box. Other effects like Shadow. Outline, Emboss and engrave could also be applied (Text after the ‘and’ is hidden). This can be done clicking in the appropriate check boxes. (d) Changing Text Colour and Highlighting Text The color of the text could be changed in the Font dialog box. Text could be marked by using the Highlighter tool on the formatting tool bar. (Use the button on the left). (e) Changing Case Text case refers to either capital case or small case. The case of a text could be changed through the Change case,... option in the Format menu. 2. Formatting a Paragraph In Microsoft Word, a paragraph is a distinct unit of information that has its own formatting characteristics, such as Alignment, Line Spacing, Indent and Tab. The process of changing the format of a paragraph is very similar to that of changing the format of characters. The main difference is that, instead of selecting the entire section of text to change, you only need to have the cursor in the paragraph you wish to modify. The way you format paragraphs in a document depends on how you intend to use the document and how you want it to look. In below, the major three options are explained in details – CU IDOL SELF LEARNING MATERIAL (SLM)

224 Computer Fundamentals (a) Alignment of Text Alignment means tilted towards something. Aligning the text means that moving the text to some part of the page. Left-justified text is aligned on the left side. It is the default setting. Generally, computer has two types of alignments: (i) Horizontal Alignment: It determines the appearance and orientation of the edges of the paragraph. Following are the types of Horizontal Alignments: 1. Left Alignments: All the texts, which are left aligned, are written from the left of the page. 2. Right Alignment: All the texts, which are right aligned, are written from the right of the page. 3. Center Alignment: All the texts, which are center-aligned, are written from the middle of the page. 4. Justification: It is the combination of left and right alignment. The text appears to be balanced between left and right of a page. This is indicated by the highlighted left alignment icon on the Ribbon bar. Whenever you want your text to be left justified you have to make sure this icon is highlighted. (ii) Vertical Alignment: It determines the paragraph’s position relative to the top and bottom margins. (b) Line Spacing Line Spacing sets the amount of space between lines within a paragraph. Single spacing is the default. The spacing for each line is set to accommodate the largest font on that line. Following are the types of spacing: 1. Single Line spacing is the line spacing mechanism in which no any extra space is left in between the lines of a paragraph. It is the default line spacing. 2. 1.5 Line spacing is the line spacing mechanism in which half times of single line is left in between the lines of a paragraph. CU IDOL SELF LEARNING MATERIAL (SLM)

Word Processing Basics 225 3. Double line spacing is the line spacing mechanism in twice the space of a single line is left in between the lines of a paragraph which means that, one line is written and one line is left blank. 4. At least line spacing sets a minimum line spacing that word adjusts when needed to allow larger font sizes and graphics. 5. Exactly line spacing sets a fixed line spacing that word can’t adjusts. 6. Multiple line spacing increases or decreases the spacing in %. For example, 1.2 in multiple line spacing means that 20% increase in the current line spacing format. Selecting Line Spacing: 1. Highlight the paragraphs you wish to change to a new line spacing. 2. Click Format, Paragraph. 3. In the Paragraph dialog box, click Indents and Spacing tab. 4. Select the line spacing you desire and click. (c) Indent When you type a letter or circular, you would like to draw the attention of the reader to a particular paragraph. For this, you wish to keep some space to the left or right of the paragraph. These extra spaces are called indents. Page margins Paragraph indents Fig. 9.5: Indent Indentation allows you to indent your paragraph from the left or right margin. There are four types – 1. Left Indent: Leaves space at the left of the paragraph. 2. Right Indent: Leaves space at the right of the paragraph. CU IDOL SELF LEARNING MATERIAL (SLM)

226 Computer Fundamentals 3. First Line Indent: Leaves space at the beginning of first line. 4. Hanging Indent: Leaves space at the left side of a paragraph for the first line. Step of Indenting Paragraphs: 1. On the top left ruler line, there are symbols that let you indent the left edge of a paragraph. Indent first line Indent all but first line Indent all lines 2. Highlight the paragraph you wish to indent. 3. Click the indent symbol and drag it to the desire position. A line will show you the new indent position. 4. Release the mouse button and Word will indent the paragraph you selected. There are two buttons on the Formatting Toolbar to help you quickly indent a paragraph. Decrease Indent and Increase Indent buttons. (d) Space Before and Space After Space Before sets the amount of space before the paragraph. Space After sets the amount of space after the paragraph. 9.7 Table Manipulation A table is made up of rows and columns of cells that you can fill with text and graphics. Tables are often used to organize and present information, but they have a variety of other uses as well. It behaves just like a spreadsheet or worksheet. So, the data in it can be sorted (in ascending or descending order) and we can use formulas to calculate values in table. Merging cells and splitting cells is also possible in table. You can use tables to align numbers in columns and then sort and perform calculations on them. You can also use tables to create interesting page layouts and arrange text and graphics. CU IDOL SELF LEARNING MATERIAL (SLM)

Word Processing Basics 227 Parts of a Table o Borders and gridlines: By default, tables have a black ½-pt, single–line, solid–line border that will be printed. If you remove this border, you will still see the gridlines that form the cell boundaries. Gridlines are not printed. o End marks: End-of-cell and end-of-row marks are non-printing characters that, like gridlines, appear only on the screen. o Cell spacing and margins: If you are using a table to arrange text and graphics – for example, on a Web page – you can add spacing between table cells. You can also add cell “padding” (spacing between the boundary of the cell and the text inside the cell) by changing the cell margin. o Nested tables: If you use a table to lay out a page, and you want to use another table to present information, you can insert a nested table – a table within a table. Learn about nested tables. o Table move handle and re-size handle: Use  the  table  move  handle  to  move  the  table  to another place on a page, and use the table re-size handle to change the size of a table. Creating Table – using the Table Menu We can create table by using ‘Table > Insert > Table’ menu. Type required number of columns and rows in the box provide, and then will get a table. You can also create a table by drawing it with pencil tool. It can found in the table – draw tool as shown in the figure. Draw line Select Style Selecting Fills color Creating Table Sorting data of line color of line Erase line Selecting Grid/Broder Merge Split cells Sum data Thickness of line cells Fig. 9.6: Creating Table – using the Table Menu CU IDOL SELF LEARNING MATERIAL (SLM)

228 Computer Fundamentals To Create a Table – using the Insert Table Icon Place the cursor at the location you wish to place the table. Click on the Insert Table icon on the Standard toolbar and drag the mouse over the grid to select the number of rows and columns you required. Fig. 9.7: To Create a Table – using the Insert Table Icon Note: You will notice that the maximum number of columns and rows are 4 × 5 Table. If you are creating a Microsoft Word table that is more that 4 × 5, just click on the existing grid and drag the mouse to the required columns and rows. Steps of Editing MS-Word Table (a) To Enter Text into a MS-Word Table: Click on any cell and start typing text or number to the table. To move from cell to cell use the Tab key or mouse click. (b) To Resize Column Widths and Row Heights: Change the column widths and row heights by clicking the cell dividers and dragging them with the mouse. CU IDOL SELF LEARNING MATERIAL (SLM)

Word Processing Basics 229 (c) Aligning Data/Text in a Cell: Click on the Formatting Palette or the Formatting Toolbar to align text. You can click on “Align Left,” “Align Center,” “Align Right,” or “Justify.” If you have trouble figuring out which is which, hold your mouse over the options and a text box will appear to tell you. The toolbar is located above the document window and the formatting palette is usually to the left of the document window, but can be moved by dragging it. (d) To Select a Column or Multiple Columns: Move the mouse pointer to the top of the column and the cursor will change from an I-bean to a small, thick downward pointing arrow. Click to select the column. If you wish to select multiple columns, just drag the mouse across the columns. (e) To Select a Row or Multiple Rows: Move the mouse pointer to the left of the outside table row you wish to select, until the mouse pointer changes from an I-bean to an arrow pointing upwards and to the right. Click once to select the row. If you wish to select multiple rows, just drag the mouse to select few rows at once. (f) To Select the Whole Table: Click anywhere inside the table. From the Table menu, point to Select and click on Table. (g) To Insert a Column or Row into the Table: From the existing table, select the column or row where you want the new one to appear. From the Table menu, point to Insert and select the appropriate options: Columns to the Left / Columns to the Right / Row Above / Row Below. (h) To Delete a Column or Row from the Table: Select the column(s) or row(s) you want to delete. From the Table menu, point to Delete and select either Columns / Rows. (i) To Delete the Entire MS-Word Table: Click anywhere within the table. From the Table menu, point to Delete and select Table. OR click the Cut icon on the Standard toolbar. CU IDOL SELF LEARNING MATERIAL (SLM)

230 Computer Fundamentals (j) To Merge Cells in a Table: Select the cells you wish to combine to make a single cell. From the Table menu, click Merge Cells. (k) To Split Cells in a Table: To split cells into two or more cells, select the cells you wish to split. From the Table menu, click Split Cells. From the Split Cells dialog box displayed, enter the number of columns or rows you wish to split the cell into and then select OK or press Enter. (l) To Split a MS-Word Table: Place the insertion point where you want to split the table. For example, we have a table that contains 5 rows, so place the insertion point on row 3. From the Table menu, click Split Table. A blank row will appear in the table, above the current row, to create a separate table. 9.8 Summary A Word Processor is a software package that helps you to create and edit the documents. Creating a document involves typing it into the internal memory of the computer and saving it by writing it onto the disk. MS-Word is a computer program that enables you to type, modify, print and save texts for future revisions and retrievals. You enter text into the computer using a keyboard. As you type your words are displayed on the monitor and are stored temporarily in the computer’s memory as you are creating the document rather than on a paper. To enter text, just start typing! The text will appear where the blinking cursor is located. For example, you can type the following text into it accordingly. My name is John Smith. Today I just learn how to type using MS Word. Tables are often used to organize and present information, but they have a variety of other uses as well. It behaves just like a spreadsheet or worksheet. So, the data in it can be sorted (in ascending or descending order) and we can use formulas to calculate values in table. Merging cells and splitting cells is also possible in table. CU IDOL SELF LEARNING MATERIAL (SLM)

Word Processing Basics 231 When you point to any menu title and click once with the mouse, the menu will open, displaying all the commands available under the menu title. Clicking on the desired command would tell word to execute that command. Toolbars contain buttons, drop–down menus and other controls that help you quickly alter the appearance and arrangement of documents by executing a variety of word commands. Toolbars are very helpful and convenient in quickly executing commands without having to go through menus. In Microsoft Word, you can cut (delete) text from one area of a document and save that text so it can be pasted elsewhere in the document. When you cut text, it is stored on the Clipboard. You can also copy text. When you copy text, it is also stored on the Clipboard. In Microsoft Word, you can copy text from one area of the document and place that text elsewhere in the document. As with cut data, copied data is stored on the Clipboard. Applies or removes character formats from selected text or from the insertion point forward as you type. Also allows you to changes the default formats for the current document and all other documents that are based on the current template. In Microsoft Word, a paragraph is a distinct unit of information that has its own formatting characteristics, such as Alignment, Line Spacing, Indent and Tab. The process of changing the format of a paragraph is very similar to that of changing the format of characters. 9.9 Key Words/Abbreviations  Page Numbering: Page numbering is the process of applying a sequence of numbers (or letters, or roman numerals) to the pages of a book or other document.  Insurance and Banking: Bank insurance helps protect individuals who deposit their savings in banks.  Ruler: The ruler is a measurement tool found with some software programs that allow the program's user to align graphics. CU IDOL SELF LEARNING MATERIAL (SLM)

232 Computer Fundamentals  Envelop in MS-Word: Word includes a feature that allows you to easily create and print envelopes.  Building Block: A component that fits with others to form a whole: standardized software building blocks. 9.10 Learning Activity 1. Explain about the formatting of document and Table Manipulation in MS-Word. —————————————————————————————————— —————————————————————————————————— 2. Explain the various menu in MS-Word with their elements in details. —————————————————————————————————— —————————————————————————————————— 9.11 Unit End Questions (MCQs and Descriptive) A. Descriptive Type Questions 1. Explain the features and the advantages of word processor. 2. Discuss about the new features of MS-Word. 3. How to design a document in MS-Word? Explain. 4. Explain formatting bullet and numbering of a document. 5. Discuss about the parts of the table. 6. Explain the process of printing a document. CU IDOL SELF LEARNING MATERIAL (SLM)

Word Processing Basics 233 B. Multiple Choice/Objective Type Questions 1. Printing multiple pages and multiple copies at the same then there arises the use of __________. (a) Copies (b) Forward Button (c) Collate (d) None 2. __________ is used when we want more refined shapes. (a) Scribble (b) Pen (c) Freeform (d) Curve 3. Spelling and Grammar tab is found under __________. (a) Tools (b) File (c) Insert (d) None 4. __________ add a border around selected text. (a) Outside Border (b) Highlight (c) Table (c) None Answers: 1. (c), 2. (c), 3. (a), 4 (a) 9.12 References References of this unit have been given at the end of the book.  CU IDOL SELF LEARNING MATERIAL (SLM)

234 Computer Fundamentals UNIT 10 MS-EXCEL Structure: 10.0 Learning Objectives 10.1 Introduction 10.2 Workbook 10.3 Worksheet 10.4 Microsoft Excel 10.5 Formatting in Excel 10.6 Advanced Formatting in Excel 10.7 Working with Formulas 10.8 Functions in MS-Excel 10.9 Operators in MS-Excel 10.10 Printing Worksheets 10.11 Summary 10.12 Key Words/Abbreviations 10.13 LearningActivity 10.14 Unit End Questions (MCQs and Descriptive) 10.15 References CU IDOL SELF LEARNING MATERIAL (SLM)

MS-Excel 235 10.0 Learning Objectives After studying this unit, you will be able to:  Understand the concept of Excel  Understand the concept of Workbook, Worksheet  Learn formatting in Excel  Understand the concept of advanced formatting in Excel  Explain the working with formulas  Understand the concept of Printing worksheets 10.1 Introduction Any grid or array of numbers and/or text in rows and columns is called a Spreadsheet. This array or grid is a place to write down numbers and calculate them easily. The electronic spreadsheet is an extremely useful application program for both the business and the home user. One of the popular spreadsheet package is MS Excel. It is made up of horizontal rows and vertical columns in the data can be stored. Spreadsheet software makes it possible to enter data into a table format, manipulate them, store them, print them and create reports and graphs using them. All this can be done with relative ease compared to working by hand with the same rows and columns of data. In a spreadsheet the rows are labeled with numbers and columns with alphabets. The intersection of a row and a column is called a cell. The intersection of row 3 with column C is cell C3. This naming convention is followed in all worksheets. For example, the first cell, the cell obtained from the intersection of row 1 with column A is called A1. There are many software companies authorizing spreadsheet programmes. Some of the most popular ones are: Lotus 1-2-3, MS-Excel, Quatro-Pro, VP Planner, Multiplan, SoftCalc. With the spreadsheet, we can prepare the following: • Budgets • Annual reports • Accounts payable and receivable • Production schedules CU IDOL SELF LEARNING MATERIAL (SLM)

236 Computer Fundamentals • Invoices • Income statements • Loan analysis • Tax statements • Developing business plan • Graphing trends • Maintaining data on employees or clients • Managing inventory • Performing standard accounting functions 10.2 Workbook In Microsoft Excel, a workbook is a collection of one or more spreadsheets, also called worksheets, in a single file. Below is an example of a spreadsheet called “Sheet1” in an Excel workbook file called “Book1”. Our example also has the “Sheet2” and “Sheet3” sheet tabs, which are also part of the same workbook. A workbook is a file that contains one or more worksheets to help you organize data. You can create a new workbook from a blank workbook or a template. How to Create a New Workbook? To create a new workbook in Microsoft Excel, follow the steps below for your version of Excel. 1. Open Excel. 2. Click the File tab. 3. Click New. 4. Click Blank workbook. Workbook Details Add worksheets to a workbook using the context menu or the New Sheet/Add Sheet icon (+) next to the current sheet tabs. Delete or hide individual worksheets in a workbook. Rename individual worksheets and change worksheet tab colors to make it easier to identify individual sheets in a workbook using the context menu. CU IDOL SELF LEARNING MATERIAL (SLM)

MS-Excel 237 Change from one worksheet to another in a workbook by clicking the sheet tab at the bottom of the screen. In Excel, use the following shortcut key combinations to switch between worksheets: Ctrl+PgUp (page up): Move to the right Ctrl+PgDn (page down): Move to the left Worksheets A worksheet or sheet is a single page in a file created with an electronic spreadsheet program such as Microsoft Excel or Google Sheets. A workbook is the name given to an Excel file and contains one or more worksheets. When you open an electronic spreadsheet program it loads an empty workbook file consisting of one or more blank worksheets for you to use. Worksheet Details A worksheet is used to store, manipulate, and display data. The basic storage unit for data in a worksheet is a rectangular-shaped cell arranged in a grid pattern in every worksheet. Individual cells of data are identified and organized using the vertical column letters and horizontal row numbers of a worksheet which create a cell reference, such as A1, D15, or Z467. Worksheet specifications for current versions of Excel include: 1,048,576 rows per worksheet, 16,384 columns per worksheet, 17,179,869,184 cells per worksheet Limited number of sheets per file based on the amount of memory available on the computer. Difference between a workbook, worksheet, and spreadsheet Because the terms spreadsheet, workbook, and worksheet are so similar, there can be a lot of confusion when trying to understand their differences. When you open Microsoft Excel (a spreadsheet program), you're opening a workbook. A workbook can contain one or more different worksheets that can be accessed through the tabs at the bottom of the worksheet you are currently viewing. What's often most confusing is that a worksheet is synonymous with a spreadsheet. In other words, CU IDOL SELF LEARNING MATERIAL (SLM)

238 Computer Fundamentals a spreadsheet and worksheet mean the same thing. However, most people only refer to the program as a spreadsheet program and the files it creates as spreadsheet files. 10.3 Worksheet The computer processes data at a great speed and stores huge amounts of data. The following important advantages are: (i) Large worksheets can be stored effortlessly on the computer. (ii) Making changes is simple. (iii) Entering data is fast and easy. (iv) Calculations on the electronic Worksheet are almost error-free that is, if the data entered is correct, then the results are definitely correct. (v) Extracting meaningful information is easy. Applications of Worksheet (a) Budgets: Worksheets are commonly used to develop and monitor budgets. The budgeted items are usually listed across the row. The columns indicate various budget periods. (b) Inventory Management: Many small business use worksheets to keep track of inventory. The various inventory items are listed down the rows. The columns give the number or items shipped and the number of items remaining in the inventory at particular times. (c) Portfolio Management: Worksheets are used to keep track of investment portfolios. Each investment occupies a single line. (d) Proposal Costing: To arrive at a final bid for a contract, an executive must consider hundreds of costs that affect the job, including wage rates, the costs of raw materials, permits, taxes and the desired level of profits. The data related to the bid may be arranged in the form of a Worksheet. (e) Management Decision Support: Worksheets are commonly used to make projections of business condition. They are used in analyzing the effects of changes in various conditions. CU IDOL SELF LEARNING MATERIAL (SLM)

MS-Excel 239 Characteristics of a Worksheet Although Worksheet software organizes data into rows and columns, it has many other characteristics, which makes it one of the most popular applications packages. A user must understand these characteristics so that he can develop applications using it and use it as a problem-solving and decision-making tool. These characteristics include: 1. Table Format 2. Data Forms 3. Recalculations 4. Storage and Retrieval 5. Presentation 6. Standard Format. 10.4 Microsoft Excel Microsoft Office Excel is a powerful and widely used tool that helps people analyze information to make more informed decisions. Using Office Excel and Excel Services, you can share and manage your analysis and insight with coworkers, customers and partners with greater confidence. Here are the top 10 ways in which Office Excel can help you create spreadsheets and analyze, share and manage information more effectively. 1. Office Excel features the Microsoft Office Fluent user interface to help you find powerful tools when you need them. Based on the job you need to accomplish, whether it’s creating a table or writing a formula, Office Excel presents the appropriate commands when you need them. 2. Import, organize and explore massive data sets within significantly expanded spreadsheets. Work with massive amounts of data in Office Excel, which supports spreadsheets that can be up to 1 million rows by 16,000 columns. CU IDOL SELF LEARNING MATERIAL (SLM)

240 Computer Fundamentals 3. Use the completely redesigned charting engine in Office Excel to communicate your analysis in professional-looking charts. Apply rich visual enhancements to your charts such as 3-D effects, soft shadowing and transparency. 4. Create, format, expand, filter and refer to tables within formulas because Office Excel has greatly improved support for tables. When you’re viewing data contained in a large table, Office Excel keeps table headings in view while you scroll. 5. Find the answers you need faster and create and use PivotTable views more easily by dragging fields where you want them to be displayed. 6. New schemes include color gradients, heat maps, data bars and performance indicator icons. 7. Use Office Excel and Excel Services to help share spreadsheets more securely with others. 8. Help ensure you and your organization work with the most current business information. Control which users can view and modify spreadsheets on the server using permission- based access. 9. Reduce the size of spreadsheets and improve damaged file recovery at the same time. This new format provides a tremendous savings to storage and bandwidth requirements and reduces the burden on IT personnel. 10. Take advantage of the flexibility and the new cube functions in Office Excel to build a custom report from an OLAP database. You can also connect to external sources of data more easily using the Data Connection Library. Features of MS-Excel (i) Entering and Editing Text: To enter any text, simply activate any cell by clicking on it and starting typing. Press enter to conclude entry. If we made any mistake while typing, simply press backspace key to erase the present contents and type the correct text. If you notice an error after finishing the entry, activate the relevant cell and press F2 function key. CU IDOL SELF LEARNING MATERIAL (SLM)

MS-Excel 241 (ii) Entering Numbers: Numbers are basic raw materials for spreadsheets. You can type numbers either by using the number keys on top of letter keys or by using extended numeric pad on the keyboard. (iii) Entering Formulas: The real power of Excel lies in it being able to store complex formulas. You can either build formulas using absolute numbers or use relative cell address like = A1 + B1. (iv) Entering Dates: In Excel you cannot only enter dates but can also do mathematics on them. Here dates are stored as numbers. (v) Alignment: Any text that you type is always left aligned within the cell. Any number that you type is always right aligned within the cells. These alignments can be changed as per you requirements. Parts of MS-Excel Spreadsheets, electronically duplicates an accountants or a book Keeper’s tools such as a ledger pad, a pencil, an eraser and a calculator. With spreadsheets we enter and correct figures by typing on a keyboard rather than writing with a pencil and we view the figures on the computer screen rather than reading a ledger pad. Once you enter data on the spreadsheet, you can apply a variety of calculations from simple addition, subtraction, multiplication and division to trigonometric, statistical and business calculations. Spreadsheets can sort and analyze data, create charts, graphs and figures to assess the impacts of changes to input variables. CU IDOL SELF LEARNING MATERIAL (SLM)

242 Computer Fundamentals Current Title Menu Formula Standard Minimise Restore Close cell bar bar bar Toolbar pointer Cell Sheet tab-scrolling Sheet Horizontal Scroll Bar Vertical Scroll Bar Pointer Name Scroll Different Types of Bars Fig. 10.1: Parts of MS-Excel Title Bar The title bar contains the control button, the application title Microsoft Excel and the sizing buttons. Menu Bar The Excel menu bar contains the 9 menu pads, File, Edit, View, Insert, Format, Tools, Data, Window and Help. The underlined letters are the hotkey letters for the menu pads. Pressing the underlined hotkey letters along with Alt key can open a menu pad and display its contents. For example, pressing Alt-V can open the View menu pad. CU IDOL SELF LEARNING MATERIAL (SLM)