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UNIT I

INTRODUCTION
Man's continuous search for fast and accurate calculating devices ultimately brings us to the
modern age that can be rightly called as the Computer Age. The computer – a package of metal,
plastic and wires is truly an amazing machine. This machine is creating sweeping and dramatic
changes in all spheres of our present life and working environment. It has transformed and is
transforming the ways in which we do our businesses; we learn; we conduct scientific and
engineering probes; we play and entertain ourselves … It is said that this machine will improve
world's culture by allowing people not only to be more productive but to have more free time
to create.

Definition of Computer

“A Computer is an Electronic device which accepts data from input device (Keyboard, Mouse),
process on it and gives desire output to display Screen/Monitor.”

Basic Computer Organization

1. Input Unit: Sending the data and instructions for the processing through the devices such
as Keyboard, Mouse etc. is called input unit. The devices translate the data from human
understandable form into electronic signal which are understood by the computer.

2. Central Processing Unit (CPU): This unit of the computer is the brain of computer system,
which does all the processing, calculations, problem solving and controls all other functions of
all other component of the computer. The CPU consists of the following three different units
namely. 1. Memory Unit 2. Control Unit 3. Arithmetic and Logic Unit 1.

a. Memory Unit: This holds the data in in terms of program and files. This memory unit
is usually referred as primary storage section. The units in which memory is measured
are known as BYTES.
b. Control Unit: This unit which coordinates all the activities of each and every element
of computer. It decodes the instructions given by various users and it sends commands
and signals that determine the sequence of various instructions. It also controls the flow
of data from the main storage.

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c. Arithmetic and Logic Units: This unit performs arithmetic operations such as
addition, subtraction, multiplication and division. It also does Logical Operations such
as comparison of numbers etc. Thus this unit helps by processing data and taking logical
decisions.

3. Output Unit: The processing of extracting the data from CPU through some suitable devices
is called output. The common used output devices are monitor, printers, plotter, etc.

Fig 1.1 Block Diagram of Computer Organization

Characteristics of Computer
Computers are not just adding machines; they are capable of doing complex activities and
operations. They can be programmed to do complex, tedious and monotonous tasks. All
computers have certain common characteristics irrespective of their type and size. The
following are the important characteristics which took together, enable a computer to surpass
its performance in some tasks in which the human beings cannot perform efficiently.

1. Speed: A computer is a very fast device capable of data processing at unbelievable

speed. It can perform in a few seconds the amount of work that a human being may not
be able to do in an entire year even if he works day and night and does nothing else.

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Computers can process millions of instructions per second thus carrying out even the
complex tasks in fractions of seconds without any mistake.
2. Accuracy: In addition to speed, the computer has high accuracy in computing. The
accuracy of a computer is consistently high. Errors can occur in a computer, but these
are mainly due to human rather than technological weakness. The errors in computer
are due to errors in programming and operation by human and due to inaccurate data.
3. Versatility: A computer is a very versatile machine. Versatility is one of the most
wonderful features of the computer in the sense that they are not only capable of
handling complex arithmetical problems, but can do equally well other number of jobs.
They can perform activities ranging from simple calculations to performing complex
CAD modelling and simulations to navigating missiles and satellites. In other words,
computers can be programmed to perform any task that can be reduced to a series of
logical steps. Computers can communicate with other computers and can receive and
send data in various forms like text, sound, video, graphics, etc.
4. Diligence: Unlike human beings, a computer is free from monotony, tiredness, lack of
concentration etc. and hence can work for hours together without creating any error and
without grumbling. Due to these property computers obviously score over human
beings in doing routine type of jobs, which require greater accuracy
5. Storage Capability: Computers have their main memory and auxiliary memory
systems. A computer can store a large amount of data. With more and more auxiliary
storage devices, which are capable of storing huge amounts of data, the storage capacity
of a computer is virtually unlimited. The factor that makes computer storage unique is
not that it can store vast amount of data, but the fact that it can retrieve the information
that the user wants in a few seconds. Even after several years, the information recalled
is as accurate as on the day when it was fed to computer.
6. Reliability: Reliability of the computers is indeed very high. Modern electronic
components have long failure free lives. A microprocessor chip is said to have a life of
40 years even under adverse conditions and much before it fails, it will become
obsolete. Computers are also designed in modular form so as to make maintenance
easy; when a component fails, it can be replaced or repaired at a minimal cost.
7. Automation: The level of automation achieved in a computer is phenomenal. Once a
task is initiated, computers can proceed on its own till its completion. Computers can
be programmed to perform a series of complex tasks involving multiple programs.

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Computers will perform these things flawlessly. They will execute the programs in the
correct sequence, they will switch on/off the machines at the appropriate time, they will
monitor the operational parameters, and they will send warning signals or take
corrective actions if the parameters exceed the control level, and so on. Computers are
capable of these levels of automation, provided they are programmed correctly.

Generations of Computer
First Generation (1946-1959):

1. The computers of first generation used vacuum tubes as the basic components
2. The computers of first generation are unreliable.
3. It supports only machine language only.
4. These computers are very costly.
5. They required lots of electricity and generated lot of heat.
6. They are huge in size and one room space.
7. Due to heat generation they Need of A.C.
8. The computers of first generation are non-portable.
Examples IBM-701 IBM-650

Fig 1.2 First generation Computer Fig 1.3 Vacuum Tube

Second Generation (1959-1965):

1. In second generation transistors were used as the basic components.

2. The second generation computer reliable in comparison to first generation computers.
3. Smaller size as compared to first generation computers

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4. Generated less heat as compared to first generation computers

5. Consumed less electricity as compared to first generation computers
6. Faster than first generation computers.
7. Still very costly
8. Second generation computer also required A.C. needed
Examples IBM 1620, IBM 7094

Fig 1.4 Second generation Computer Fig 1.5 Transistor

Third Generation (1965-1971):

1. The computers of third generation used integrated circuits (IC's) as a main component.
2. Smaller size as compared to second generation computers.
3. More reliable in comparison to previous two generations
4. Generated less heat as compared to second generation computers.
5. Consumed less electricity as compared to second generation computers.
6. Faster than second generation computers.
7. Still very costly
8. Third generation computer also required A.C. needed
9. Third generation computer supported high-level language.
Examples IBM-360 series, Honeywell-6000 series, PDP (Personal Data Processor)

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Fig 1.6 Third generation Computer Fig 1.7 Integrated Chips

Fourth Generation (1971-1980):

1. The computers of fourth generation used Very Large Scale Integrated (VLSI)
circuits i.e. Microprocessor. VLSI circuits having about 5000 transistors
2. The computers of fourth generation are Very cheap.
3. The computers of fourth generation Portable and reliable.
4. These computers are used as a personal computer(PC).
5. Computer of this generation are very small size.
6. The A.C. is not needed.
7. In this generation Concept of internet was introduced.
8. Great developments in the fields of networks.
Examples: DEC 10 STAR 1000

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Fig 1.8 Fourth Generation Computer Fig 1.9 Microprocessor

Fifth Generation (1980-till date):

1. In the fifth generation, the VLSI technology became ULSI (Ultra Large Scale
Integration) technology, resulting in the production of microprocessor chips
having ten million electronic components.
2. Fifth-generation computer technology, based on artificial intelligence, is still in
development, though there are some applications, such as voice recognition,
that are being used today.
3. The use of parallel processing and superconductors is helping to make artificial
intelligence a reality.
4. The goal of fifth-generation computing is to develop devices that will respond
to natural language input and are capable of learning and self-organization.
5. nanotechnology will radically change the face of computers in years to come.
Example Desktop, Laptop, NoteBook

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Fig 1.10 Fifth Generation Computer Fig 1.11 Microprocessor

Types of Computer

1. Microcomputer (Personal Computer)

A PC can be defined as a small, relatively inexpensive computer designed for an

individual user. PCs are based on the microprocessor technology that enables
manufacturers to put an entire CPU on one chip. Personal computers use for business
purpose like word processing, accounting, desktop publishing, and for running
spreadsheet and database management applications. At home, the most popular use for
personal computers is playing games and surfing Internet. Although personal
computers are designed as single-user systems.

Fig 1.12 Microcomputer (PC)

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2. Minicomputer

A minicomputer is a class of smaller computers that developed in the mid-1960s. A

Minicomputer is a computer which has all the features of a large size computer, but its
size is smaller than those. A minicomputer lies between the mainframe and the
microcomputer. A minicomputer is also called as a midrange computer. Minicomputer
are mainly multi-users systems where more than one user can work simultaneously.
Minicomputer can support multi-users at a time or you can say that minicomputer is a
multiprocessing system. Also, the power of processing of minicomputers is not larger
than the power of mainframe and supercomputers. These minicomputers can do time-
sharing and online processing. Examples: IBM’s AS/400e, Honeywell200

Fig 1.13 Minicomputer

3. Mainframe Computer

Mainframe is very large in size and is an expensive computer capable of supporting

hundreds or even thousands of users simultaneously. Mainframe executes many
programs concurrently and supports many simultaneous execution of programs. A data
processing system employed mainly in large organizations for various applications,
including data processing, process control, industry and consumer statistics, enterprise
resource planning, and financial transaction processing.
Over the years they have evolved from being room-sized to networked configurations
of workstations and servers that are an extremely competitive and cost effective

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platforms for e-commerce development and hosting. Mainframes are so called because
the earliest ones were housed in Large Metal Frames.

Fig 1.14 Mainframe Computer

4. Workstation
Somewhere between multi-user midrange computers and personal computers are
workstations. Workstations are specialized, single-user computers with many of the
features of a personal computer but with the processing power of a minicomputer.
These powerful machines are popular among scientists, engineers, graphic artists,
animators, and programmers-users that need a great deal of number-crunching power.
Workstations typically use advanced processors and feature more RAM and storage
capacity than personal computers. Workstations often have large, high-resolution
monitors and accelerated graphics-handling capabilities, making them perfect for
advanced design, modelling, animation, and video editing. Although workstations are
often found in singleuser applications, they are more and more used as servers on
personal computer networks and as Web servers.
Some manufacturers of workstations are Silicon Graphics (SIG), Digital Equipment
Corporation (DEC), IBM, SUN Microsystems and Hewlett Packard (HP). The standard
Operating System in workstations is UNIX and its derivatives such as AIX (IBM),
Solaris (SUN) and HP-UX (HP).

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Fig 1.15 Workstation Computer

5. Client and Server

The client–server model is a distributed application structure that partitions tasks or

workloads between the providers of a resource or service, called servers, and service
requesters, called clients. Often clients and servers communicate over a computer
network on separate hardware, but both client and server may reside in the same system.
A server host runs one or more server programs which share their resources with clients.
A client does not share any of its resources, but requests a server's content or service
function. Clients therefore initiate communication sessions with servers which await
incoming requests. Examples of computer applications that use the client–server model
are Email, network printing, and the World Wide Web.

Fig 1.16 Client-Server

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UNIT II
Computer Peripherals and Memory

2.1 Input Devices

Several types of input devices are available to enter raw data into a computer. Each device has
its own function, benefits, and drawbacks. The following are examples of commonly used input
devices

1. Keyboard

The keyboard is one of the primary input devices, which helps in entering data and
commands in a computer. The layout of the keyboard is almost identical to a traditional
typewriter with additional keys that help in performing specific tasks. A normal keyboard
usually has a variety of keys, such as alphabetic character keys, function keys, number
keys, arrow keys, and control keys.

Keyboards are of two sizes 84 keys or 101/102 keys, but now keyboards with 104 keys or
108 keys are also available for Windows and Internet. Following are the keys available on
Keyboard.

i. Typing Keys: These keys include Letters keys (A-Z) & Digits (0-9).
ii. Numeric Keys: It is used to Insert Numeric Data. It Consist of 17 Keys.
iii. Function Keys: The Twelve keys present in the Keyboard. Which are arranged in
a row at the top of the Keyboard.
iv. Control Keys: These Keys Provide Cursor and Screen Control. It includes End,
Insert, Delete, Page-Up, Page-Down, Control, Alternate(Alt), Escape(Esc).
v. Special Purpose Keys: It consist of different Keys such as, Enter, Shift, Caps Lock,
Num lock, Print Screen, etc.

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Fig 2.1 Keyboard

2. Mouse

Mouse is most popular pointing device. It is a very famous cursor-control device having a
small palm size box with a round ball at its base which senses the movement of mouse and
sends corresponding signals to CPU when the mouse buttons are pressed. Generally, it has
two buttons called left and right button and a wheel is present between the buttons. Mouse
can be used to control the position of cursor on screen, but it cannot be used to enter text
into the computer.

Fig 2.2 Mouse

3. Track Ball

Track ball is an input device that is mostly used in notebook or laptop computer, instead of
a mouse. This is a ball which is half inserted and by moving fingers on ball, pointer can be
moved. Since the whole device is not moved, a track ball requires less space than a mouse.

A track ball comes in various shapes like a ball, a button and a square. A trackball is a
computer cursor control device used in many notebook and laptop computers. The trackball
is usually located in front of the keyboard toward the user. Essentially, the trackball is an
upside-down mouse that rotates in place within a socket.

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Fig 2.3 Track Ball

4. Joystick

Joystick is also a pointing device which is used to move cursor position on a monitor screen.
It is a stick having a spherical ball at its both lower and upper ends. The lower spherical
ball moves in a socket. The joystick can be moved in all four directions.

The function of joystick is similar to that of a mouse. It is mainly used in Computer Aided
Designing (CAD) and playing computer games.

A joystick is an input device consisting of a stick that pivots on a base and reports its angle
or direction to the device it is controlling. A joystick, also known as the control column.
Joysticks are often used to control video games, and usually have one or more push-buttons
whose state can also be read by the computer. A popular variation of the joystick used on
modern video game consoles is the analog stick.

Fig 2.4 Joystick

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5. Light Pen

A light pen is another pointing device that has the same structure as a pen. It is a light-
sensitive device consisting of a photocell and an optical system placed in a small tube. It is
mainly used to select on-screen items, draw pictures, and write independently in document
files using a computer screen.

When the tip of the light pen is moved on the computer screen and the button on the pen is
pressed, the photocell sensing element detects the screen location and sends the
corresponding signal to the CPU. This helps the CPU detect pointer movements and clicks.

Fig 2.5 Light Pen

2.2 Output Devices

The output is the information provided by the computer after the entire processing. It is also
known as the result that can be stored in the storage devices for further use. The output devices
retrieve the processed data from the computer and convert the data into a human-readable form.
The following are examples of commonly used output devices.

1. Monitors

The most common example of an output device is a monitor. It is also known as VDU
(Visual Display Unit) It consists of several components, such as screens, circuitry, power
supplies, screen adjustment buttons, and more, which are assembled into a casing. The
monitor provides output from a computer on a screen so that users can interact with or view
data digitally.
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The monitor typically provides output in symbolic and graphical form, generated using
several small dots, known as pixels. These pixels are usually arranged in a rectangular form.
That way, the monitor creates real-time video pictures and other contents with the help of
a video card. The more pixels we have, the better the sharpness and quality of images.

Monitors are broadly classified into two types, such as cathode-ray tubes flat-panel displays

I. Cathode-Ray Tubes
CRT monitors use cathode ray tubes that help to produce images in the form of
video signals on the screen. More clearly, the cathode ray tube generates electron
beams through the electron guns, which strike the screen's inner phosphorescent
surface to form the image on the screen.
The monitor usually contains millions of phosphorus dots in red, green, and blue.
These phosphorescent dots help to form pixels. The sharpness and clarity of the
picture depend mainly on how many pixels are there and what their sizes are. The
smaller the pixels, the better the picture quality of the screen.

Fig 2.6 CRT Monitor

II. Flat-Panel displays

Flat-panel displays use liquid crystal technology or plasma to generate output. In
these devices, light is passed through liquid crystals to form pixels. Nowadays, most
of the devices are manufactured using flat panel displays as there are significant
advantages of using these displays over the traditional CRT displays.
Flat-panel displays typically have lower volume, weight, and power consumption
than CRT monitors. They are very light and thin and can even be hung on walls or
worn on wrists. These types of displays can be found in devices such as calculators,

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portable video games, laptops, monitors, smartwatches, and many other digital
devices.

Fig 2.7 Flat Panel Display

LCD: LCD monitors are small and lightweight flat panel displays. These monitors
use the light-modulating property of liquid crystals. LCD is known as Liquid
Crystals Display.
LED: The LED monitor is an improved version of the LCD monitor. Unlike LCDs,
LED monitors make use of multiple panels consisting of multiple LEDs to backlight
the display. LED is known as Light Emitting Diodes.
Plasma: Plasma monitors use plasma display technology. These displays usually
consist of small cells between two glass panels. Cells typically contain a mixture of
noble gases with small amounts of mercury. Plasma monitors are relatively thinner
than CRT monitors and brighter than LCD monitors. These types of monitors offer
high resolutions up to 1920 x 1080 with excellent contrast ratio, refresh rates, and
wide viewing angles.

2. Printer

The printer is another most common example of output devices that can be easily found
in homes and many workplaces. The primary function of a printer is to make a copy (usually

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called Hard copy or Xerox copy) or print the information on paper that is sent from the
computer to the printer.

I. Dot Matrix Printer

Dot matrix printers are the most popular type of impact character printer. These printers
are popular because of their ease of printing and economical price. These printers use a
pattern of dots to print characters or pictures. The pattern is structured by striking a ribbon
soaked in ink on paper with the help of a hammer or print head. The print head consists of
several pins and structures with multiple dots in a pattern to generate the corresponding
character. Generally, dot matrix printers can print 200-500 characters per second.

Advantages

 Inexpensive
 Widely Used
 Other language characters can be printed

Disadvantages

 Slow Speed
 Poor Quality

Fig 2.8 Dot Matrix Printer

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II. Laser Printers

Laser printers use laser light to make dots, which later help to form letters to print on paper.
In particular, the laser beam hits the drum and structures the image structure on the drum
by controlling the electric charge. The drum then rolls into toner and sends the charged
structure to the toner. The toner prints the respective structure on the paper with the help of
some heat and pressure. Instead of using liquid ink, laser printers use powder toner for
printing documents.

Advantages

 Very high speed

 Very high quality output
 Give good graphics quality
 Support many fonts and different character size

Disadvantages

 Expensive.
 Cannot be used to produce multiple copies of a document in a single printing.

Fig 2.9 Laser Printer

III. Inkjet Printers

Inkjet printers are non-impact character printers based on a relatively new technology. They
print characters by spraying small drops of ink onto paper. Inkjet printers produce high

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quality output with presentable features. Colour printing is also possible. Some models of
Inkjet printers can produce multiple copies of printing also.

Advantages

 High quality printing

 More reliable

Disadvantages

 Expensive as cost per page is high

 Slow as compared to laser printer

Fig 2.10 Ink Jet Printer

3. Projector

A projector or image projector is an optical device that projects an image (or moving
images) onto a surface, commonly a projection screen. Most projectors create an image by
shining a light through a small transparent lens, but some newer types of projectors can
project the image directly, by using lasers. A virtual retinal display, or retinal projector, is
a projector that projects an image directly on the retina instead of using an external
projection screen.

The most common type of projector used today is called a video projector. Video projectors
are digital replacements for earlier types of projectors such as slide projectors and overhead
projectors. These earlier types of projectors were mostly replaced with digital video
projectors throughout the 1990s and early 2000s (decade), but old analog projectors are still
used at some places. The newest types of projectors are handheld projectors that use lasers

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or LEDs to project images. Their projections are hard to see if there is too much ambient
light.

Movie theatres use a type of projector called a movie projector. Another type of projector
is the enlarger, a device used to produce photographic prints from negatives.

Fig 2.11 Projector

4. Biometric Device

A Biometric device is a security identification and authentication device. Such devices use
automated methods of verifying or recognizing the identity of a living person based on a
physiological or behavioural characteristic. These characteristics include fingerprints,
facial images, Iris prints and voice recognition.

Biometrics is being used to establish better and accessible records of the hour’s employee's
work. With the increase in "Buddy Punching (a case where employees clocked out co-
workers and fraudulently inflated their work hours) employers have looked towards new
technology like fingerprint recognition to reduce such fraud.

Additionally, employers are also faced with the task of proper collection of data such as
entry and exit times. Biometric devices make for largely foul proof and reliable ways of
enabling to collect data as employees have to be present to enter biometric details which
are unique to them.

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Fig 2.12 Biometric Device

2.3 Computer Memory

A memory is just like a human brain. It is used to store data and instructions. Computer
memory is the storage space in computer where data is to be processed and instructions
required for processing are stored. The memory is divided into large number of small parts
called cells.

1. RAM

RAM (Random Access Memory) is the internal memory of the CPU for storing data,
program and program result. RAM is also called as primary memory of computer.

It is read/write memory which stores data until the machine is working. As soon as the
machine is switched off, data is erased. RAM is volatile, i.e. data stored in it is lost when
we switch off the computer or if there is a power failure.

RAM is used for booting up or start the computer. RAM is small, both in terms of its
physical size and in the amount of data it can hold. RAM is of two types such as

1) Static RAM (SRAM)

2) Dynamic RAM (DRAM)

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Fig 2.13 RAM (Random Access Memory)

I. Static RAM (SRAM)

The word static indicates that the memory retains its contents as long as power is being
supplied. However, data is lost when the power gets down due to volatile nature.

SRAM uses more chips than DRAM for the same amount of storage space, thus making
the manufacturing costs higher. So SRAM is used as cache memory and has very fast
access.

Characteristic of the Static RAM

 It has long life

 There is no need to refresh
 Faster
 Used as cache memory
 Large size
 Expensive
 High power consumption
II. Dynamic RAM (DRAM)

DRAMs are made up of memory cells which are composed of one capacitor and one
transistor. DRAM, unlike SRAM, must be continually refreshed in order to maintain
the data. This is done by placing the memory on a refresh circuit that rewrites the data
several hundred times per second. DRAM is used for most system memory because it
is cheap and small.

Characteristics of the Dynamic RAM

 It has short data lifetime

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 Need to be refreshed continuously

 Slower as compared to SRAM
 Used as RAM
 Lesser in size
 Less expensive
 Less power consumption

2. ROM

ROM stands for Read Only Memory. The memory from which we can only read but
cannot write on it. This type of memory is non-volatile. The information is stored
permanently in such memories during manufacture. A ROM, stores such instructions
that are required to start a computer. This operation is referred to as bootstrap. ROM
chips are not only used in the computer but also in other electronic items like washing
machine and microwave oven. Following are the various Types of ROM.

Fig 2.14 ROM (Read Only Memory)

PROM (Programmable Read only Memory): PROM is read-only memory that can
be modified only once by a user. The user buys a blank PROM and enters the desired
contents using a PROM program. Inside the PROM chip there are small fuses which
are burnt open during programming. It can be programmed only once and is not
erasable.

EPROM (Erasable and Programmable Read Only Memory): The EPROM can be
erased by exposing it to ultra-violet light for a duration of up to 40 minutes. Usually,
an EPROM eraser achieves this function. During programming, an electrical charge is

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trapped in an insulated gate region. The charge is retained for more than ten years
because the charge has no leakage path.

EEPROM (Electrically Erasable and Programmable Read Only Memory): The

EEPROM is programmed and erased electrically. It can be erased and reprogrammed
about ten thousand times. Both erasing and programming take about 4 to 10 ms (mile
second).

The Advantages of ROM

 Non-volatile in nature
 These cannot be accidentally changed
 Cheaper than RAMs
 Easy to test
 More reliable than RAMs
 These are static and do not require refreshing

3. Cache Memory

Cache memory is a very high speed semiconductor memory which can speed up CPU.
It acts as a buffer between the CPU and main memory. It is used to hold those parts of
data and program which are most frequently used by CPU. The parts of data and
programs are transferred from disk to cache memory by operating system, from where
CPU can access them.
Advantages
 Cache memory is faster than main memory.
 It consumes less access time as compared to main memory.
 It stores the program that can be executed within a short period of time.
 It stores data for temporary use.

Disadvantages

 Cache memory has limited capacity.

 It is very expensive.

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Unit III
Storage Devices and Operating System

Computers use main memory such as random access memory (RAM) and cache to hold data
that is being processed. However, this type of memory is volatile, and it loses its data when the
computer is switched off. General-purpose computers, such as personal computers and tablets,
need to store programs and data for later use.

A storage device is a kind of hardware, which is also known as storage, storage medium, digital
storage, or storage media that has the ability to store information either temporarily or
permanently. Generally, it is used to hold, port, and extract data files. It can be used either
internally or externally to a computer system, server or any comparable computing device to
hold information.

3.1 Compact Disks (CD)

CDs or Compact Disks are optic readable media. The main material of the CD is plastic. The
shape of the plastic is circular and one side of the circular plastic is coated with the reflecting
metal coating, usually aluminium. Data can be stored much more densely in optic media than
in magnetic media, like Hard disk. Optic media have a much longer life span.

CDs can store many types of data, like audio, video, games, any documents, etc. The data are
scanned by a laser beam with a CD driver to visualize the data. The only thing that is less in
CD is storage capacity is very less compared to HDD or DVD and the read-write speed is also
very less. The storage capacity of a CD is 700 MB only. There are three types of CDs available.

CD-R (Compact Disc – Recordable): This type of compact disc can be written only once and
cannot erased.

CD-ROM (Compact Disk-Read Only Memory): This disks are read once, after read it is use
as a ROM, that is cannot be updated later.

CD-RW (Compact Disc-Re-Writable): This type of compact disc can be written multiple
times and can be erased also, like Pen drive.

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Advantages
 Cost of CD is cheap.
 It can be carried out easily. Its portable
 It uses a laser to burn data into the disk, so that no noise in the data.
 In that time, an entire software package can be stored on one CD, so it’s very
reliable for the software industries in the days.
 In that days CD is only thing which has much storage up to 700 MB than other
available storage devices.
 CD provides random data access.
 CD is durable for long time.

Disadvantages

 Easy to scratch on CD.

 Storage capacity is lower than a hard drive or DVD, nowadays CD is not used at
all.
 Read-write speed is slower.
 To burn CD we need software, so burning is not much easy as hard disk or pen
 drive.

3.2 Digital Versatile Disk(DVD)

DVD stands for Digital versatile disk. DVD is a digital optical disc storage format. DVDs can
also be known as “Digital video disc”. DVD technology allows for the storage of a large
amount of data using digital technology. DVDs can store up to 17 gigabytes, compared to the
storage capacity of a compact disc(CD).

It is a highly compact disc. This disc can store enough data for about 17Gb. You must have a
DVD disc drive or player to use DVD discs. It stores a large amount of data. DVD’s have five
to ten times the capacity compared to CD. DVD are used by software companies for distributing
software programs and data.

Physically, a DVD and CD look the same. Both discs are the same size and have a labelled and
unlabelled side where the data is read by a laser. DVD technology allows that same-sized disc
to hold more information than a CD.

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Advantages
 Can store large amount of data.
 Does not transmit virus.
 Digitally recorded is reliable.
 Durable.
 Not susceptible to magnetic fields. Resistant to heat.
 DVD player can read CD’s.
Disadvantages

 Not fully supported by HDTV.

 Incompatibility of discs and players.
 There is no single standard of DVD.
 Copy protection.
 DVD’s do not work in CD ROM drives.

1.3 Hard Disk Drive

 A Hard Disk Drive (HDD) is a primary storage device used in computers to store and
retrieve data.
 It's a non-volatile storage device, meaning it retains data even when the computer is
turned off.
 It uses magnetic storage for storing and retrieving the digital data.
 Hard Disk Drive is installed internally in our computer systems, which is connected
directly to the disk controllers of the motherboard.
 Hard Disk Drive is a storage device which stores the operation system (OS), installed
software, and the other computer files.

Components of an HDD:

 Platters: These are circular, metallic disks coated with a magnetic material. Data is
stored on the platters.
 Read/Write Heads: These are positioned above and below the platters. They read and
write data using magnetic fields.
 Actuator Arm: This holds the read/write heads and moves them across the platters to
access different areas.

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 Spindle Motor: This spins the platters at a high speed (typically 5400 to 7200 RPM)
for data access.
Working Principle:

 Data is stored in sectors, which are organized in tracks on the platters.

 When data needs to be read or written, the actuator arm positions the read/write heads
over the correct track.
 The read/write heads use magnetic fields to read or alter the magnetic state of the
storage material, representing binary data (0s and 1s).
Advantages of HDDs:

 Cost-effective: HDDs are more affordable than other storage technologies.

 Mature Technology: HDDs have been around for a long time, so they are reliable and
well-established.
 Sustained Data Transfer Rates: Once data starts streaming, HDDs can provide
consistent transfer rates.
Disadvantages of HDDs:

 Slower Access Times: HDDs have higher access times than solid-state drives (SSDs)
because of the physical movement of the read/write heads and platters.
 Fragility: HDDs are more susceptible to damage from drops or physical shocks
because they contain moving parts.
 Power Consumption: HDDs consume more power and generate more heat than SSDs.
Applications:

 HDDs are commonly used in desktop computers, laptops, servers, and data centres to
store operating systems, software, documents, and media files.
Future Trends:

 Solid-State Drives (SSDs) are becoming more popular because they have faster access
times, lower power consumption, and higher durability than HDDs.

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Fig 3.1 Hard Disk Drive

3.4 USB Flash Drive

 USB flash drives are small, portable devices that can be used to store and transfer
digital data. They are also known as thumb drives, pen drives, or memory sticks.
 USB flash drives are compact, typically around the size of a human thumb. They have
a USB connector on one end, which you can plug into a computer or other compatible
devices.
 Inside the flash drive is a memory chip that stores data using electric circuits. Data is
stored as binary code (0s and 1s).
 When plugged into a computer's USB port, the drive becomes accessible like an extra
storage space.
Advantages:

 Portability: USB flash drives are small and lightweight, making it easy to carry them
around.
 Convenience: They offer a quick and simple way to transfer files between devices.
 No Power Required: They don't need a separate power source; they draw power from
the device they're connected to.

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Disadvantages:

 Data Loss: Flash drives can fail, so important data should be backed up elsewhere too.
 Malware Risk: Be cautious when using flash drives from unknown sources, as they
can potentially carry viruses or malware.
Future Trends:

 As technology advances, USB flash drives may continue to shrink in size while
offering larger storage capacities.

Fig 3.2 USB Flash Drive

3.5 Memory Card

 Memory cards are small, portable devices that can be used to store digital data. They
are commonly used in cameras, smart-phones, and other electronic devices.
 Memory cards are small, flat, and rectangular in shape.
 They are designed to fit into specific slots on devices like cameras, laptops, and
mobile phones.
 A memory card utilizes semiconductor technology to store data.
 Data is stored using electrical charges, representing binary code (0s and 1s).
 When inserted into a compatible device, the memory card acts as an additional storage
unit.
 There are different types of memory cards, such as SD cards, microSD cards,
CompactFlash cards, and more. Each type has its own size and format.
Advantages:

 Compact Size: Memory cards are extremely small and can be easily carried in pockets
or bags.

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 Device Expansion: They offer a way to expand the storage capacity of devices like
smartphones and cameras.
 Durability: Memory cards are generally sturdy and resistant to physical damage.
Disadvantages:

 Limited Lifespan: Repeated writing and erasing of data can lead to wear and tear,
reducing the card's lifespan.
 Data Security: Memory cards can be lost or stolen, potentially leading to data
breaches.
 Compatibility Issues: Some devices may require specific types of memory cards,
limiting interchangeability.
Future Trends:

 With advancing technology, memory cards may continue to increase in capacity while
becoming even smaller in size.

Fig 3.3 Memory card

3.5 Definition of Operating System

“An operating system (OS) is a program that manages the resources of a computer
system, such as its memory, processors, and storage devices. It also provides a
platform for running other programs, such as applications and utilities.”

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Fig 3.4 Operating System

A Computer System consists of:

 Users (people who are using the computer)

 Application Programs (Compilers, Databases, Games, Video player, Browsers, etc.)
 System Programs (Shells, Editors, Compilers, etc.)
 Operating System ( A special program which acts as an interface between user and
hardware )
 Hardware ( CPU, Disks, Memory, etc)

What does an Operating system do?

1. Process Management
2. Process Synchronization
3. Memory Management
4. CPU Scheduling
5. File Management
6. Security

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3.6 Types of Operating System

There are many different types of operating systems, each with its own strengths and
weaknesses. Some of the most common types of operating systems include:

1. Batch operating systems

Batch operating systems are designed to run a series of jobs, one after the other, without any
user interaction. They are typically used on mainframe computers and are not very common
today.

Example: Early versions of mainframe computers used batch processing systems.

Advantages:

 Efficient utilization of resources as jobs are executed in batches.

 Reduced manual intervention, as jobs are submitted in advance.

Disadvantages:

 Lack of interactivity and real-time processing.

 Debugging and error handling can be challenging.

2. Time-sharing operating systems/ Multitasking operating systems

Time-sharing operating systems/ Multitasking operating systems allow multiple users to

interact with the computer at the same time. They are typically used on personal computers
and servers.

Example: Unix-based systems like Linux and macOS.

Advantages:

 Multiple users can share resources simultaneously.

 Supports interactive user interfaces.

Disadvantages:

 Resource contention can lead to performance issues.

 Security and privacy concerns in shared environments.

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3. Distributed Operating Systems

Distributed operating systems allow multiple computers to work together as a single system.
They are typically used for large-scale applications, such as enterprise resource planning (ERP)
systems.

Example: Google's Chrome OS, designed for cloud-based devices.

Advantages:

 Enhanced scalability by distributing tasks across multiple machines.

 High availability and fault tolerance due to redundancy.

Disadvantages:

 Complexity in managing distributed resources.

 Communication overhead and potential synchronization issues.

4. Real-Time Operating Systems

Real-time operating systems are designed to respond to events in a timely manner. They are
typically used in applications where timing is critical, such as air traffic control and medical
devices.

Example: VxWorks, QNX.

Advantages:

 Predictable and guaranteed response times for time-critical applications.

 Suitable for applications requiring precise timing, like robotics and aerospace.

Disadvantages:

 Complexity in managing real-time constraints.

 Limited flexibility and adaptability for general-purpose tasks.

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5. Embedded Operating Systems

Embedded operating systems are designed to run on small, specialized devices, such as smart
phones, tablets, and smart watches. They are typically very small and efficient.

Example: Embedded Linux, Windows Embedded.

Advantages:

 Optimized for resource-constrained devices like IoT sensors and consumer

electronics.
 High degree of customization for specific applications.

Disadvantages:

 Limited hardware resources can restrict functionality.

 Development can be more challenging due to hardware constraints.

3.7 Disk Operating System

 DOS is a computer operating system that was first released in the late 1970s.
 MS-DOS is a popular version of DOS that was developed by Microsoft.
 MS-DOS uses a text-based command-line interface, which means that users interact
with the system by typing commands.
 DOS manages the hardware resources of the computer, such as the disk drives,
memory, and input/output devices.
 DOS can be used to automate tasks by writing batch scripts.
 DOS introduced file management and memory allocation concepts that are still used
in modern operating systems.
 DOS was the foundation for Microsoft Windows, which is a graphical user interface
(GUI) operating system.
 Windows started as a GUI over MS-DOS, but it eventually evolved into a standalone
operating system.
 DOS concepts like file hierarchies and command-line interfaces are still used in
modern operating systems.
 DOS has had a lasting impact on the technology landscape.

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Feature Description
Name Disk Operating System (DOS)
Developer Microsoft
Release date Late 1970s
Interface Text-based command-line
Features File management, memory allocation, batch scripting
Impact Foundation for Microsoft Windows still used in some embedded
systems

3.8 Windows Operating System

 Windows is a graphical user interface (GUI) operating system, which means that
users interact with the system by clicking on icons and menus.
 Windows has been released in many different versions, each with new features and
improvements.
 Windows supports a wide variety of software, including productivity applications,
games, and entertainment software.
 Windows introduced integrated software like Microsoft Office, which made it easier
for people to work on documents, spreadsheets, and presentations.
 Windows played a key role in popularizing the internet, with browsers like Internet
Explorer and Edge.
 Windows is a popular gaming platform, and is compatible with a wide variety of
games and gaming peripherals.
 Microsoft has been working to improve the security of Windows with regular updates
and improved security features.
 Recent versions of Windows focus on seamless cloud integration, which makes it
easy to access files and services stored in the cloud.
 Windows is constantly evolving based on user feedback, and tries to balance
familiarity with innovation.
 Windows is used by businesses, education institutions, and individuals all over the
world, and has had a profound impact on the modern digital landscape.

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Feature Description
Name Windows operating system
Developer Microsoft
Release date 1985
Interface Graphical user interface (GUI)
Productivity applications, games, entertainment software, cloud
Features
integration, security features
Impact Popularized the internet, made office productivity easier, is a popular
gaming platform, used by businesses, education institutions, and
individuals all over the world

3.9 Linux Operating System

 Linux is an open-source operating system, which means that its source code is freely
available for anyone to use, modify, and distribute.
 Linux comes in many different distributions, each with its own set of features and
customization options.
 Linux is known for its stability and reliability, making it a popular choice for servers
and other critical systems.
 Linux is highly customizable, allowing users to change the look and feel of the
operating system to their liking.
 Linux is secure, with frequent updates and a strong community of security researchers
who are constantly looking for and fixing vulnerabilities.
 Linux is used by a wide variety of devices, from servers to smartphones to embedded
systems.
 Linux is a cost-effective operating system, as it is free to use and does not require any
licensing fees.
 Linux is a community-driven operating system, with a large and active community of
users and developers who contribute to its development and improvement.
 In summary, Linux is a powerful and versatile operating system that is used by
millions of people around the world. It is known for its stability, reliability, security,
and customization options. Linux is also a cost-effective and community-driven
operating system.

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Feature Description
Name Linux operating system
Developer Linus Torvalds
Release date 1991
License Open-source
Distributions Many different distributions available
Stability, reliability, security, customization, cost-effectiveness,
Features
community-driven
Used by millions of people around the world, powering servers,
Impact
smartphones, and embedded systems

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UNIT I
Introduction to MS Word
Introduction
Microsoft Office Word is an application software. It is a word processing
software. It is developed by Microsoft and is a part of Microsoft Office. Microsoft
Office Word allows you to create, edit, save and print personal and business documents,
such as letters, reports, invoices, emails and books. By default, documents saved in
Word are saved with the .docx extension. Microsoft Word can be used for the following
purposes −
 To create business documents having various graphics including pictures,
charts, and diagrams.
 To store and reuse readymade content and formatted elements such as cover
pages and sidebars.
 To create letters and letterheads for personal and business purpose.
 To design different documents such as resumes or biodata.
 To create a range of correspondence from a simple office memo to legal
copies and reference documents.

Characteristics of MS-Word
 Cut, Copy and Paste text.
 Insert/Delete text
 Set Page Size and Margins.
 Search and Replace
 Word Wrap
 Print

1.1 Opening screen in MS word

You can open word in several different ways depending on how you
installed it, but the most command method is,

Start  All programs MS office  Microsoft word 2010.

Word opens, displaying screen as follows.

1. Title bar
Title bar lies in the middle and at top of window. It displays program and document
titles.

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2. File Tab
The File Tab replaces the Office Button from Word 2007. You can open or save
files, create new documents and print a document.

3. Quick Access Toolbar

This you will find just above the file tab. This place is for most frequently used
commands in Words. You can customize this toolbar based on your comfort.

4. Ribbon
Ribbon contains commands organized in three components.
 Tabs-These appear across the top of ribbon. It contains group of related
commands Home, Insert, Page Layout.
 Groups-They organize related commands each group name appears below
the group on the ribbon. Ex-Font, Alignment.
 Commands-Commands appear within each group.

5. Rulers
Word has two rulers- a horizontal ruler and a vertical ruler.
Horizontal ruler appears beneath the ribbon and used to set margins and tab stops.
Vertical ruler appears on left edge of Word window.

6. Help
The Help icon can be used to get word related help anytime you like.

7. Zoom Control
It lets you zoom in for closer look at your text. The zoom control consists of slider
that you can slide left or right to zoom in and out, you can click the + button to
increase or decrease zoom factor.

8. View Button
The group of 5 buttons located to left of zoom control, near bottom of screen. It lets
you switch through Word’s various document views.
 Print Layout View-This displays pages exactly as they will appear when
printed.
 Full Screen Reading View-gives full screen view of document.
 Web Layout View-This shows how a document appears when viewed by
Web browser such as Internet Explorer.
 Outline View-This work with outlines established using word’s standard
heading styles.
 Draft View-This formats text as it appears on printed page with few
exceptions.

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9. Document Area
This is the area where you type. The flashing vertical bar is called insertion point
and it represents location where text will appear when you type.

10. Scroll bar

There are two scroll bars- Vertical Scroll bar and Horizontal Scroll bar. Vertical
Scroll bar allows you to move up and down through your document. Horizontal
Scroll bar allows you to move left and right through your document.

11. Status bar

It gives information about current document. it includes where page you’re on and
how many pages of words make up the document and language.

12. Dialog Box Launcher

This appears as very small arrow in the lower right corner of many groups on the
ribbon. Clicking this button opens a dialog box that provides more options about
the group.

Scroll Bar

Fig. 1.1 Opening Screen in MS-Word

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1.2 Home Menu-Font Tab

The Home menu is default tab in Microsoft Word. It has five groups of
commands Clipboard, Font, Paragraph, Styles and Editing. It helps you change
document settings like font size, adding bullets and adjusting styles.
The Font Tab has to do with how character look. It allows users to change the
font or style of text, size of text and change colors.

1. Font (Ctrl+ Shift+ F)

This font box is used to select the different font styles for selected paragraph
or text.

2. Font Size (Ctrl+ Shift+ P)

This option is used to change the size of the selected font.

3. Bold (Ctrl+ B)
This option is used to make the selected font bold. Ex: Word Processor

4. Italic (Ctrl+ I)
This option is used to make the selected font italic. Ex: Word Processor

5. Underline (Ctrl+ U)
This option is used to draw a line under selected text. Ex: Word Processor

6. Strikethrough
This option is used to draw a middle line for selected text. Ex-word processor

7. Subscript (Ctrl+ =)
This option is used to make the selected text subscript form. Ex-H2O

8. Superscript (Ctrl+ Shift+ +)

This option is used to make the selected text superscript. Ex-32

9. Change Case
This option is used to change the font cases with UPPER, lower, Capitalize,
sentence and Toggle.

10. Grow Font (Ctrl+ Shift+ >)

This option is used to increase the size of the selected font.

11. Shrink Font (Ctrl+ Shift+<)

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This option is used to decrease the size of selected font.

12. Clear Formatting

This option is used to clear all the formatting from selected text and make the
text plain.

13. Text Highlight Color

This option is used to make the text highlighted with a color, look like as
marked with a highlight pen.

14. Font Color

This option is used to change the color of selected font.

15. Text Effects

This option is used to change the appearance of typefaces and add emphasis.
It includes Outline, Shadow, Reflection and Glow.

Fig. 1.2 Font Tab

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1.3 Paragraph Tab

Paragraph is a series of sentences that are organized & coherent are all
related to a single topic. The paragraph tab focuses on arranging text in a
paragraph. Users may create lists, adjust the indentation, sort items, show
paragraph formatting, align text in paragraph, adjust line spacing, add fill color
in shapes and create borders.

1. Bullet List
Position the insertion point where you want the bullets to appear. Bullet
list should be used when creating a list of items that do not require any order.

2. Numbered List
Numbered List are like bullet list, but they should be used when creating
a list of items that require order.

3. Multi-Level List
Multilevel list provide more customization of lists and sub lists to the
user.

4. Increase Indent:
By pressing the increase indent button on the toolbar, the indentation
function is called. The distances are increased between the current
paragraph and the left page margin.

5. Decrease Indent:
By pressing the Decrease indent button on the toolbar the indentation
function is called. The distances are decreased between the current
paragraph and the left page margin.

6. Sorting:
Sort icon allows you user to arrange text in alphabetical or numerical
order. It is usually used when working with tables in MS-Word.

7. Show/Hide Paragraph Formatting:

This option allows user to view all hidden formatting options that are
currently related to document.

8. Paragraph Alignment: (Left, Right, Center, Justified)

Alignment is a term used to describe how text is placed on the screen in
relation to the margins. There are four types of Alignment. They are left
align, center align, right align and justified.

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9. Line and Paragraph Spacing:

Line spacing is the amount of white space between two lines of text and
Paragraph spacing is the amount of white space between two paragraphs.

10. Shading:
Shading function allows user to change color behind paragraph, table or
selected text.

11. Borders:
The page borders icon allow user to create borders around selected text and
paragraph.

Fig. 1.3 Paragraph Tab

1.4 Styles Tab

Style tab in MS-Word is set of different formatting like font face, color, style,
paragraph alignment, line spacing etc. The Styles Group is located on Home Tab. It
helps us to quickly set the created style to selected paragraph in easy way.
We have to change the formatting of selected paragraph like font size, color etc.
and change style name then click on OK button. If you want to modify the formatting
then click on modify button and select different formatting then click on modify button
and select different formatting like size, color, style, line spacing and alignment etc.
Change style button contain three options. Namely Style Set, Colors and Fonts
that help to change Style Set, Colors and Fonts of selected paragraph.

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1. Applying Styles
To apply a style:
1) Select the words, paragraph, list or table you want to format.
2) Click the style you want to apply from the Styles group.
To modify a style:
1) Right Click on the style in the Styles group.
2) Click on Modify
3) Make changes using icons on toolbar or Format Button.
4)Click on OK.

2. Creating a New Style

1)Highlight the text to Format
2)Format text using the Font and Paragraph groups.
3) Click on the More arrow in the Styles group.
4)Click Create a Style
5)Type a name for new style
6)Click Ok
The new style will be added as a Quick Style in the Styles Group.

Fig. 1.4 Styles Tab

1.5 Editing Options in MS Word

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Editing in Word is a feature that allow you to make changes to a

document. It helps you to customize a file in various ways.
To Insert Text
1. Move your mouse to location where you want text to appear in the
document.
2. Click the mouse. The insertion point appears.
3. Type the text you want to appear.

To Delete Text
1. Place the insertion point next to text you want to delete.
2. Press Backspace key on your keyboard to delete text to left of insertion
point.
3. Press Delete key on your keyboard to delete text to right of the insertion
point.

To Select Text
1. Place the insertion point next to text you want to select.
2. Click the mouse while holding it down, drag your mouse over text to select
it.
3. Release the mouse button. You have selected the text. A highlighted text
will appear over the selected text.

To Copy and Paste Text

1. Select the text you want to copy.
2. Click the Copy command on Home Tab.
3. Place your insertion point where you want the text to appear.
4. Click Paste command on Home tab. The text will appear.

To Cut and Paste Text

1. Select the text you want to cut.
2. Click the Cut command on Home Tab.

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3. Place your insertion point where you want the text to appear.
4. Click Paste command on Home tab. The text will appear.

Finding and Replacing Text

If you are working with the long documents, it can be difficult to locate
a word. MS Word can automatically search your document using the Find
feature and allows you to change words or phrases using Replace.

To Find Text
1. From Home tab, go to Editing group. Click the Find command. The
navigation pane will appear on left side of screen.
2. Type the text you want to find in the field at top of navigation pane.
3. If text is found in document, it will be highlighted in yellow and preview
will appear in navigation pane.
4. When you close navigation pane, the highlighting will disappear.

To Replace Text
1. From Home tab, go to Editing group. Click the Replace command. The
Find and Replace dialog box will appear.
2. Type the text you want to find in the Find What field.
3. Type the text you want to replace it with in the Replace with field.
4. Click Find Next and then Replace to replace text. You can also click Replace
All to replace all particular text within document.

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Fig. 1.4 Find and Replace Dialog Box

1.6 Insert menu- Table Tool

Table Formatting

 Tables organize text into rows & column, which can make the text easy to
type, edit, and format while spacing it correctly in your document. Table
organize text into cells. Were a cell’s the intersection of a row and column.

 Number of columns:
In MS word you can insert table with up to 63 columns, that is the limit to
the numbers of columns allowed in a word document.
 Numbers of rows:
A row is a series of data banks laid out horizontally in a table.
 Fixed column width:
Fixed column width given you control column widths It is automatically
resize to fit contents.

 Auto fit to windows:

To fit the columns to the text (or page margins if cells are empty) known
auto fit to windows.

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Fig. 1.6 Insert Table Dialog Box

To convert existing text to a table

 Select the text you want to convert.
 Select the Insert tab.
 Click the Table command.
 Select Convert Text to Table from the menu. A dialog box appears.
 Choose one of the options in the Separate text at: section. This is how
Word knows what text to put in each column.
 Click OK. The text appears in a table.

To add a row above an existing row

 Place the insertion point in a row below the location where you want to
add a row
 Right click the mouse. A menu appears.
 Select Insert Insert Rows Above
 A new row appears above the insertion point.

To add a column
 Place the insertion point in a column adjacent to the location where you
want the new column to appear.
 Right click the mouse. A menu appears.
 Select Insert Insert Columns to the Left or Insert Columns to the Right.
 A new column appears.

To delete a row or column

 Select the row or column.
 Right click the mouse. A menu appears.
 Select Delete Columns or Delete Rows.

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1.7 Header and Footer Tool

 In typography and word processing, a page header is text that is separated
from the text and appears at the top a printed page.
 Header & footer are typically used in multiple page documents to display
descriptive information.
 The header is a section of the document that appears in the top margin.
 The footer is a section of the document that appears in the bottom margin.
 It contains information such as; The document date, name, time you created
or revised the document, an author name and page numbers.
 Header & footer are the top & bottom section or the document can help keep
longer documents organized and make easier to read.
 They are separate section from the main document.

To create a header or footer

The basic step to set up a headers & footers are given below
1. Select Insert Tab.
2. Locate the headers & footers group.
3. It shows headers & footers commands.
4. It displays as required click either headers or footers
5. It displays a list of built in headers or footers options.
6. Select the desired option.

Fig 1.7: Header and Footer Group

Editing headers and footers

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After you close the header or footer, it will still be visible, but it will be
locked. Simply double-click a header or footer to unlock it, which allow you to edit it.

Design Tab options

When your document’s header and footer are unlocked, the Design tab will
appear on right side of ribbon giving editing options:

 Hide the first-page header and footer-If you want to hide the first-
page header and footer, check the box next to Different First Page.
 Remove the header or footer- If you want to remove all information
contained in the header, click the Header command and select
Remove Header from the menu that appears. Similarly, you can
remove footer using Footer command.
 Page Number- You can automatically number each page with the
Page Number command.

Insert Date or time into Header or Footer

If you want to insert date and time in header or footer, follow the steps below.

1. Double click anywhere on header or footer to unlock it. Place the

insertion point where you want the date or time to appear.
2. The Design tab will appear. Click the date &Time command.
3. The date and time dialog box will appear. Select the desired date or
time format.
4. Check the box next to Update Automatically.
5. Click Ok.
6. The date will appear in the header.

1.8 Mail Merge

 Mail merge is used to create multiple documents at once these.
 These document have identical layout, formatting, text & graphics.
 The documents word can create with mail merge include Bulk labels, letters,
envelopes & mails.
 Six steps to completing mail-merge.

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Fig. 1.8 Mail Merge Dialog Box

1. Select document type

The first step is to select what word calls a document type in mail merge task
pane. What kind of mail merge you want to undertake?

2. Select a starting document

The address or other data you retrieve will land in the document you choose or
create now.

3. Select recipients

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You can retrieve the data from a table in a word document, an access database
table or contact list where you store your address. You can also create a new
list for the data.

4. Write/arrange your document.

Now you are ready to write your letter. When it's printed, each copy of the
letter will basically be the same, except the recipient data—like
the name and address—will be different on each one. You'll need to
add placeholders for the recipient data so Mail Merge knows exactly where
to add the data. If you are using Mail Merge with an existing letter, make
sure the file is open.
To insert recipient data:
 Place the insertion point in the document where you want the
information to appear.
 Select Address block, Greeting line, Electronic postage,
or More items from the task pane.
 Depending on your selection, a dialog box may appear with
various options. Select the desired options, then click OK.
 A placeholder appears in your document.

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5. Preview your document

Preview the letters to make sure information from the recipient list appears
correctly in the letter. You can use the left and right scroll arrows to view
each document.

6. Complete mail merge

Save the mail merge in a new document. Click Print to print the letters.
The Merge to Printer dialog box opens. Click All, then click OK.
The Print dialog box will appear. Adjust the print settings if needed, then
click OK.

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1.9 Custom Dictionary

MS word can use multiple custom Dictionaries to check the spelling
of your documents. A custom dictionary allows you to supplement the main
dictionary with additional words, such as name socialized technical terms,
forging words, spelling of some words.

 Create Custom Dictionary

Following are step to create custom dictionary.
1. Select the File Tab.
2. Select Options in the Backstage view.
3. Select Proofing in the Word Options dialog box.
4. Select the Custom Dictionaries button.
5. Select any of available options in Custom Dictionaries dialog box to
make the New button available.
6. Select the New button.
7. Choose a file location for your new dictionary in the Create Custom
Dictionary dialog box.
8. Type the name of your new custom dictionary in the File name text box.
9. Select the Save button.
10. Select the OK button in the Custom Dictionary dialog box.
The Create Custom Dictionary dialog box will close automatically and
your new dictionary will appear in the Custom Dictionary dialog box.

Fig. 1.9 Custom Dictionary

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 Add words to a Custom Dictionary

1. Select the File Tab.
2. Select Options in the Backstage view.
3. Select Proofing in the Word Options dialog box.
4. Select the Custom Dictionaries button.
5. Select your new dictionary in the Custom Dictionaries dialog box.
6. Select the Edit Word List button.
7. Type one word at a time into the Edit Word List dialog box.
8. Select the Add button for each word.
9. Select the OK button.

 Remove words to a Custom Dictionary

1. Select the File Tab.
2. Select Options in the Backstage view.
3. Select Proofing in the Word Options dialog box.
4. Select the Custom Dictionaries button.
5. Select your new dictionary in the Custom Dictionaries dialog box.
6. Select the Edit Word List button.
7. Select the Delete button for selected word.
8. To delete all words from dictionary, select Delete All button.
9. Select the OK button.

Fig. 1.9.1 Add and Remove words in Custom Dictionary

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1.10 Printing in MS-Word

Once you’ve created your document, you may work to print it to view and
share your work offline. It’s easy to preview and print a document in Word
using the Print pane. To access the Print pane:

1. Select the File tab,Backstage view will appear.

2. Select Print. The Print pane will appear.
3. Examine the print preview on the right side of the screen to ensure the
document appears correct.
4. Select the correct printer by clicking the Printer list arrow and selecting it
from the list.
5. Adjust the printer settings using the options below the printer.
6. Set the number of copies in the Copies text field.
7. Click Print.
The document is sent to the printer. Press Ctrl + P.

 Print Settings

Print Print the whole document, a certain page range, a single

Range section, or just even or odd pages.

Print One Print the document one sided, enable a printer’s two sided
Sided/ Both printing function.
Sided
Collate Collating prints multiple copies of the document all the
way through (1,2,3,1,2,3), while printing uncollated prints
multiple copies of each page together.

Orientation Select Portrait or Landscape

Page Size Select the size of paper you’re printing on.

Page Margins Adjust the margins between the edge of the page and the
text.

Pages Per Arrange multiple pages on a single sheet.

Sheet

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Fig 1.10 Printing in

MS-Word

1.11 Creating Index in MS-Word

An index can usually be found at the end of a document, listing
the key words and phrases in document, along with page numbers they
appear on. There are two steps involved in creating an index: defining
which words you want to appear in the index and then inserting the
index.

Insert an Index Entry

1. Select the text you want to include in the index.
2. Click the References tab.
3. Click the Mark Entry in the Index group.
4. Adjust the index entry’s settings and choose an index entry option:
 Cross-Reference: Adds a reference to another
index entry, instead of listing the current page
number.
 Current Page: Lists the current page number
for the selected index entry. This is the default
option.
 Page Range: Lists the range of pages that are
included in the bookmark that you click in the
Bookmark List.
5. Click the Mark or Mark All button.
6. Repeat the process for your other index entries.
7. Click Close when you are done.

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Fig. 1.11 Index Entry

Insert an Index

Once index entries have been marked, you are ready to insert the index.
1. Click in your document where you want to insert an index.
2. Click the Insert Index button on the References tab.
3. Customize the appearance and behavior of the index.
4. Click OK.

Fig. 1.11.1 Insert Index

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Update an Index

When you insert an index, it automatically adds every index entry in

the document. If you add or modify index entries after the index is created, you
will need to update the index.

1. Click anywhere in the index.

2. Click the Update button.
The index is updated, adding any newly created entries while updating the
page numbers for any entries that may have moved.

Fig. 1.11.1 Update an Index

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UNIT II- Working With MS-Excel

2.1 Introduction to MS-Excel
MS-EXCEL is a part of Microsoft Office suite software. It is an electronic
spreadsheet with numerous rows and columns, used for organizing data, graphically
represent data(s), and performing different calculations. It is called Worksheets. It consists
of 1048576 rows and 16384 columns, a row and column together make a cell. Each cell has
an address defined by column name and row number example A1, D2, etc. this is also
known as a cell reference.

Some basic components of MS Excel are:

 Microsoft Office Button: The Microsoft Office Button appears on top left corner of
MS Excel 2010 window. This button enables you to gain access to options like New,
Open, Save, Save As, Recent, Print etc.
 Quick Access Toolbar: Some of the options like Save, Save As, Undo and Redo are
very often used. Quick access toolbar provide easy access to these options. It is located
on right side of Microsoft Office button.
 Title Bar: Title bar displays the name of the document or workbook which is currently
in use.
 The Ribbon in MS-Excel is the topmost row of tabs that provide the user with different
facilities/functionalities. These tabs are:

1. Home Tab: It provides the basic facilities like changing the font, size of text, editing
the cells in the spreadsheet, auto sum , etc.
2. Insert Tab: It provides the facilities like inserting tables, pivot tables, images, clip art,
charts, links, etc.
3. Page layout: It provides all the facilities related to the spreadsheet-like margins,
orientation, height, width, background etc. The worksheet appearance will be the same
in the hard copy as well.

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4. Formulas: It is a package of different in-built formulas/functions which can be used by
user just by selecting the cell or range of cells for values.
5. Data: The Data Tab helps to perform different operations on a vast set of data like
analysis through what-if analysis tools and many other data analysis tools, removing
duplicate data, transpose the row and column, etc. It also helps to access data(s) from
different sources as well, such as from’ Ms-Access, from web, etc.
6. Review: This tab provides the facility of thesaurus, checking spellings, translating the
text, and helps to protect and share the worksheet and workbook.
7. View: It contains the commands to manage the view of the workbook, show/hide ruler,
gridlines, etc. freezing panes, and adding macros.
 Cells: Cells are boxes on worksheet. The values and formulas are entered in the cell.
 Formula Bar: Formula Bar consist of two boxes. The left name or name box displays
the cell address of the cell, which we are currently working with and right section
displays the cell entries like values, formulas etc.
 Status bar: It displays quick information like count, sum, average, minimum,
maximum value of selected numbers. It is displayed at the bottom of excel window.

Microsoft Excel Features

Microsoft Excel is one of the most powerful tools used for data management. Excel
was developed and released by Microsoft Corporation in 1985 for Microsoft Windows OS.
Few of the important features are listed below:
1) Interface:
New MS Excel comes with more advanced user interface that provides the user with
quick access tools and menus.

2) More Storage Space:

The new Excel has more storage space compared to the earlier versions. The number
of cells has increased which provide larger storage space.

3) Sorting and Filtering Options

Sorting and Filtering Options helps you to sort out large amount of data so
that it will be easier to find out required information. Filtering removes unwanted data and
help to save time.

4) Charts and Tables

MS Excel is one of the excellent tool that help in visual representation of data and
information.

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5) Low File Size
Since the new version of MS Excel with advanced algorithmic techniques, the size
of saved files will be much lesser compared to the earlier versions. It enables you to run
more than 2 excel files at a time.

6) Functions
MS Excel provide a platform both mathematical and logical functions like
addition, subtraction, multiplication, division, average, sum ,mod, product etc.

7) Smooth File Conversion Techniques

The advance file conversion techniques in MS Excel helps you to convert excel file
to other file formats like XML, PDF etc.

8) Advanced Formatting feature

The advanced Formatting feature helps you to change the cell format on the basis of
cell content, range of cells in workbook.

Microsoft Excel Advantages

Following are advantages of MS Excel:

1. Easy Data Entry and operations:

One of the main advantages of MS Excel is that it facilitates smooth and easy data
entry. Compared to any other data entry and analysing tools, MS Excel offers features like
Ribbon interface, a set of commands used to perform certain operations. Ribbon consist of
many tabs which again consist of many command groups and their buttons. You can select
the commands by clicking the related button and perform operations very easily.

2. Accurate Comparisons and analysis options:

MS Excel provides many analytical tools for accurate analysis and comparison of
larger amounts of data. The advanced sorting and filtering techniques allows you to sort out
large amount of data so that it will be easier for you to find out the required information.
Filtering removes unwanted data or repeated data and helps to save time and effort.

3. Allows graphical representation of data:

MS Excel allows you to create the visual representation of data and information. The
data can be visually displayed in form of bar charts, column charts and graphs. It
automatically revises the charts and graphs once data get modified. Tables help to classify
different entities according to their characteristics and features.

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4. Compatible with other business applications:
Since the recent versions of MS Excel is compatible with many other business
applications like MS Office, other web applications. It allows you to import excel data to
other applications. Also, the cloud computing facility helps to update and upload your excel
document from all locations, which can be accessed later through various devices like smart
phones , tablets, laptops etc.

5. Ready to use formulas:

MS Excel performs all mathematical and logical functions like addition, subtraction,
multiplication, division, average, sum, mod, product etc. Excel provides many formulas that
help you to solve both simple and complex calculations.

2.2 Formatting cells in Excel

How to format a cell in Excel?
 First, we need to select the cells in the sheet.
 Next, we need to go to the Format Cells window and adjust the preferences from the
respective tabs, such as the Number, Alignment, Font, Border, Fill, and Protection.
 After adjusting the preferences, we must click the Ok button to apply the changes in
the sheet.
In Excel, the format cells are used to modify the formatting of cell numbers without
modifying the actual number. With the help of the format cells, we can change the
number, alignment, font style, Border style, Fill options, and Protection.

Fig: Format Cells

Elements of the Format Cells window refer to the tabs in its dialogue box. Typically,
the Format Cells window or Format Cells dialogue box has six tabs which are below:

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Number Tab

The Number tab provides various formats to change the appearance or formatting of numeric
values within cells. This usually changes the way numbers are displayed in cells without
changing the exact values.

The following are the available or existing number formats in Excel:

General
In Excel, the General is the default format style. If we do not want Excel to convert the
entered value to date, we must specify the other format required to display the value.

Number
As the name suggests, the 'Number' format displays the entered values in the form of
numerical values.
For example, If we enter any number like 23 in the cell, Excel reads the value as a numeric
value and changes its view by adding the decimals like 23.00.

Currency
The Currency format is a specific Excel format used especially for currency values like
prices in cells. The Currency format adds a currency sign (such as $, €, ?, etc.) before the
values that are entered in the corresponding cells.
For example, If we enter any number like 23 in the cell, Excel reads the value as a currency
and changes its view by adding the currency sign like $23.00.

Accounting
Excel's Accounting format is the same as the Currency Format. But, it is slightly different
from the Currency format in a way that it aligns or lines up the currency sign and decimals
in corresponding columns.

Date
The Date format is used to represent given or entered numbers in the form of dates. We use
the short date and long date formats in Excel. The short date format represents the given
numbers as DD-MM-YYYY, whereas the long date format represents the same as DD
MONTH YYYY.

For example: 02-03-2022 Short Date

02 March 2022 Long Date

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Time
The Time format is used to represent the entered values or numbers in the form of time. It
usually displays numbers in the form of HH/MM/SS, where HH means hours, MM means
minutes, and SS means seconds
For example, 1.30 PM, 13.30, etc.

Percentage
The Percentage format helps us display entered numbers as percentages with decimal places.
This particular format adds the percentage sign (%) at the end of a given value within the cell.
For example, suppose we set an Excel cell with the 'Percentage' formatting. If we enter any
number like 0.23 in the cell, Excel reads the value as a percentage and changes its view by
adding the percentage sign and decimals like 23.00%.

Fraction
When a user enters any fraction in an Excel cell, the value automatically changes to dates or
decimals. The fraction format uses a forward slash while displaying the numbers within the
cells.
For example, if we set that particular cell as a fraction, the number entered will not be
changed and will appear as supplied, i.e., 2/3.

Scientific
The Scientific format allows users to set the desired Excel cell(s) as a reference to scientific
notation, which means an exponential form. When a user enters a too large number, the Excel
automatically converts the corresponding number or a cell in scientific notation.
For example, If we enter any number like 1,50,000 in the cell, Excel reads the value as a large
integer and changes its view by converting it to a scientific notation like 1.50E+05.

Text
The Text format helps users set the desired cell (s) as text only. It keeps the entered values
formatted as normal text. Excel uses the Text format automatically when a user enters both
text and number s within the Excel cell.
For example, suppose we set two Excel cells (B3, B4) as 'Text' format. We enter the numbers
in both cells. When we try to add the numbers of both the cells in another cell (B5), it does
not provide the expected result.

Special
The Special Format represents the entered values or numbers with special formatting. This
number format is mainly used for ZIP codes, telephone numbers, and Social Security
numbers.
Custom
Although Excel has many predefined number formats, there may be chances when we might
need to use a specific format that is not present in Excel. Using the Custom format, we can
create any desired number format for selected cells.

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Alignment Tab

The Alignment tab provides various formatting options to align the cell values in the
worksheet. This usually changes the way the values are aligned in cells without changing the
exact values. Using this tab, we can typically choose between horizontal or vertical
alignments, text direction, orientation, and some text controls.

The following are the available or existing options/settings along with their details that we
can access from the Format Cells window in Excel:

1. Text Alignment: Using the text alignment section, we can choose to align the cell's contents
in a horizontal axis and/or vertical axis. The horizontal alignment drop-down gives access to
alignments like left, right, center, fill, justify, etc. Besides, the vertical alignment drop-down
gives access to alignments like top, center, bottom, justify, etc. Moreover, we can use the
Indent box to increase/decrease the margin between the text and the cell border.
2. Text Control: Using the text control section, we can choose options like wrap text, shrink to
fit, and merge cells. The 'wrap text' option helps make the cell content visible by displaying it
on multiple lines. The 'merge cells' option helps to join multiple cells into one larger cell. The
'shrink text' option helps make the cell content visible by changing its size within the cell.
3. Text direction: Using the text direction section, we can choose a text direction between the
context, left-to-right, and right-to-left.
4. Orientation: Using the orientation section, we can choose to rotate the cell content at any
desired angle. We can define or enter the desired rotation angle in the box before Degrees.

Font tab
The Font tab provides various formatting options that help adjust fonts for cell values in the
worksheet. This usually changes the way the fonts are displayed in cells without changing the
exact values. Using this tab, we can typically modify appearance like the font style, size,
color, etc.
Following are the available or existing options/settings to modify fonts, which we can access
from the Format Cells window in Excel:

1. Font: Using the Fonts section, we can choose between different designs of installed fonts to
be applied to the selected Excel cells.
2. Font style: Using the Font style section, we can choose a different style like bold, italic, etc.
3. Size: Using the Size section, we can choose the font size to be displayed within the selected
Excel cells. If we don't find a suitable font size (i.e., 13) in the list, we can type the desired
size in the box and press the Enter key.

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4. Underline: Using the Underline section, we can choose to add an underline below the fonts
or texts within the cells. The drop-down lists additional underline preferences like a single
line, double-line, etc.
5. Color: Using the Color section, we can choose to apply colors on fonts within the selected
cells. We can select existing colors or choose our custom desired color.
6. Effects: Using the Effects section, we can choose font effects between Strikethrough,
Superscript, and Subscript.
7. Preview: The preview section displays the changes selected for the fonts.

Border tab
The Border tab provides various formatting options that help add/remove the border in one or
more sides of the cell in the worksheet. The section also allows us to choose the border line
style and color.

Following are the available or existing options/settings to adjust borders, which we can
access from the Format Cells window in Excel:
1. Style: Using the Style section, we can choose between various styles of lines to use as
borders on the desired cells. It displays many border styles like dashed, dotted, bold, etc.
2. Color: Using the Colors section, we can choose between the various existing colors used for
the borders.
3. Presets: Using the Presets section, we can choose between three predefined border
combinations, such as None (no borders), Outline (all sides borders), and Inside (borders in
connecting grid lines of multiple cells).
4. Border: Using the Border section, we can choose to add a border in any particular side like
the top, bottom, left, right, diagonal, etc.

Fill tab

The Fill tab provides various formatting options for filling colors in the background area of
cells in the worksheet. The section provides existing colors that we can choose from. In
addition, we can choose to make custom colors. Excel also has some preferences for adding
patterns and effects to the background of cells.
Following are the available or existing options/settings to adjust colors, which we can access
from the Format Cells window in Excel:
1. Background Color: Using the Background Color section, we can select the desired color to
be applied as the cell's background for the selected cells in the worksheet.
2. Fill Effects: Using the Fill Effects section, we can choose the color gradient or shading effect
and the direction of effect.
3. More Colors: Using the More Colors section, we can create any custom color to be used as a
cell's background.

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4. Pattern Color: Using the Pattern Colors section, we can add additional pattern color for the
selected style of pattern used in the cell as shading or background.
5. Pattern Style: Using the Pattern Style section, we can choose between various predefined
patterns to be used in addition to the cell background color.

Protection tab

The Protection tab provides two specific options, namely Locked and Hidden. Both the
options do not draw effect until we protect the worksheet. If we select the Locked option
under the Protection tab, Excel restricts us to make the following changes in selected cells:
o Typing data into a blank cell.
o Changing cell data or formulas.
o Changing cell size.
o Moving the cell.
o Deleting a cell or its contents.
If we select the Hidden option under the Protection tab, Excel hides the formulas for
corresponding cells from the formula bar.

2.3 Formatting Columns

The maximum width for a column is 255 if the default font and font size is used. The
minimum width is zero, of course. If a column width is zero, the column will be hidden.
To set a column to a specific width, select the column that you want to format.

Next, go to the Cells group under the Home tab. Click the Format dropdown menu.

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Select Column Width.

Type in the width of the column, keeping in mind that it reflects the number of characters that
can be displayed.

Change the Width of the Column to Fit the Contents

Maybe you just want to make sure that the columns are wide enough to display all the
contents, but you don't want to take the time to count characters.
To do this, go back to the Format dropdown menu. Select AutoFit Column Width.

The width of all the cells in a selected column will now be determined by the cell with the
most characters.
Match the Column Width to Another Column's Width

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You can also match the width of one column to the width of another column. Select the
column whose width you want to match.

Copy the column by right clicking and selecting copy.

Next, select the column whose width you want to change. Right click within a cell in that
column and select Paste Special.

Put a check by Column Widths, then click OK.

As you can see, the column width of column D has been expanded to match the column width
in column B.

Change the Default Width for All Columns in a Worksheet or Workbook

To change a default column width for a worksheet, click the worksheet tab to make the
worksheet active. To change it for the entire workbook, click a worksheet tab, then right
click, and select Select All Sheets. Now, go back to the Home tab and click the Format
dropdown arrow again. Select Default Width.

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In the Standard Width box, type the new measurement.

Change the Width of Columns by Moving the Mouse

To change the width of one column using your mouse, drag the right side of the column to
the right until you reach the desired width. To do so, move your mouse to the line separating
two columns until you see horizontal arrows appear.
.
2.4 Row Height
By default, when you create a new workbook in Excel, the row height and column
width for all cells are set to the same value. If the text you enter in a spreadsheet cell is too
long and the next column has data, it either spills over into the next blank cell or is truncated
by the data in the adjacent cells. There are many methods to fit the long text. By default,
every row and column of a new workbook is set to the same height and width. Excel allows
you to modify column width and row height in different ways.

To set row height with a specific measurement:

1. Select the rows you want to modify.

2. Click the Format command on the Home tab. The format drop-down menu
appears.

3. Select Row Height.

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4. The Row Height dialog box appears. Enter a specific measurement.

5. Click OK. The selected rows heights will be changed in your spreadsheet.

Select AutoFit Row Height from the format drop-down menu, and Excel
will automatically adjust each selected row so all of the text will fit.

To modify row height:

1. Position the cursor over the row line so the white cross becomes a double arrow
.

2. Click and drag the row downward to increase row height or upward to decrease
height.

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3. Release the mouse. The height of each selected row will be changed in your
worksheet.

Rows can have a maximum height of 409 points. This number represents how
many one-seventy seconds of an inch the row can hold. The default size of an Excel
row is 15, which correlates to 20 pixels or about one-fifth of an inch.

2.5 Merging
MS Excel enables you to merge two or more cells. When you merge cells, you don’t
combine the contents of the cells. Rather, you combine a group of cells into a single cell that
occupies the same space.
You can merge cells together to create a larger cell without changing the row or
column size.
Merge Cells
 By using the Merge & Center tool in the 'Alignment' group under the Home tab from
the ribbon.

1. Select the cells you want to merge together.

2. Click the Merge & Centre list arrow.

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3. Select a merge option.

4. The cells are merged together into a single cell. If there was text in multiple cells, only
the value in the upper-left cell will remain.

Merge
Description
Option
Merge & This option helps users merge the desired cells into one and align the text in
Center the selected cell as the center.

Merge This option helps users merge the desired cells into one and align the text in
Across the selected cell as the right.
Merge Cells This option helps users to merge the desired cells into one with the default
alignment.

Unmerge This is the reversal of the merge command. That means it helps users to
Cells remove all the merged cells and allocate the value to once.

 By using Alignment tab of the Format Cells dialogue box to merge the cells.

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How to Merge Cells in Excel Shortcut

Clicking the correct 'Merge' function over and over can be a drag if you need to
combine a lot of cells. For fast merging, start by highlighting the cells you want to merge.
Then, type the following key combinations.

Excel Shortcuts for Windows

1. Merge Cells: ALT H+M+M
2. Merge & Center: ALT H+M+C
3. Merge Across: ALT H+M+A
4. Unmerge Cells: ALT H+M+U

2.6 Splitting Columns and connecting the Worksheets

Most often we need to split cells for text processing [Eg. Split Last Name
and First Name from Customer name field].
We explore two different methods to split cells in Excel:
1. Text to Column
2. Use Excel function – Left () and Right ()
In the below data set, Column A has both First Name and Last Name
combined with a space delimiter.

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Approach 1: Text to Column
Step 1: Select the entire data set [Range A1 – A9]

Step 2: Go to “Data” >> Click “Text to Columns”, to popup Convert Text to

Columns Wizard.

Step 3: Select “Delimited” and Press “Next”.

Step 4: Check “Space” and Press “Next”

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Step 5: Change Destination to $B$2 cell and Press “Finish”

Output:

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Approach 2: Using Formulas
Step 1: Type Header text “First Name” and “Last Name” to cells B1 and C1 respectively
Step 2: Write the below formula in cell B2 to split the first word (First Name)
=LEFT(A2,FIND(" ",A2,1)-1)

Step 3: Fill the formula in cells B2:B11

Step 4: Write the below formula in cell C2 to split the last word (Category).
=RIGHT(A2, LEN(A2)-FIND(" ",A2,1))

Step 5: Fill the formula in cells C2:C11.

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Connecting the Worksheets:

1. Click the cell into which you wish to pull the value.

2. Press the “=” (equal sign) key

3. The worksheet that contains the source information

4. Click the cell that contains the source information

Notice: The
formula bar
indicates
what the cell
contains.

5. Press ENTER key

6. Done!

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2.7 Working with Formulas and Functions

Formula
A formula is an expression which calculates the value of cells. Formula works
according to the cell addressing. Formula appears on the formula bar.A formula begins with
(=) an equal to symbol. A formula starts with equal sign. A formula can contain up to 255
characters. Spaces should not be used.
Example: In the worksheet column A contains five values. Name box shows active
cell address A7
Formula bar shows formula
=A2+A3+A4+A5+A6
The result of formula is available in cell A7- 320

Function
Function are predefined formulas & already available in excel. Meanwhile, functions
are used to perform complex calculations that cannot be done manually. Functions perform
calculations by using given values called arguments.
Excel formulas and functions help you perform your task efficiently and it’s time
saving.
Syntax: =Function Name(Arguments)
Where, Function Name indicates the work to be done by a function like SUM ( ),
COUNT( ) etc.
Arguments are values to be given to the function.

Formulas & functions

A formula is an expression that operator on values in a range of cells or a cell.
The most commonly used formulas and functions are:

 String/Text Functions
1) CHAR: The CHAR function returns the character specified by a number. A number
between 1 and 255 specifying which character you want.
Syntax: =CHAR (number)
Example: =CHAR(65) O/P: A

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2) CONCATENATE : The Microsoft Excel CONCATENATE function allows you to
join 2 or more strings together.
Syntax: = CONCATENATE(text1, [text2], …) Where text is a text string, cell
reference
Example: =CONCATENATE(A2,” ”,B2) O/P: Nandigram College

3) LEN : LEN function returns the count of characters in the value.

Syntax: =LEN(text)
Example: =LEN(Nandigram) O/P: 9

4) LEFT : The LEFT function returns a given text from the left of our text string based
on the number of characters specified.
Syntax: =LEFT(text, [num_chars])
Example: Nandigram =LEFT(B2,5) O/P: Nandi

5) RIGHT: The RIGHT function returns a given text from the right of our text string
based on the number of characters specified.
Syntax: =RIGHT(text, [num_chars])
Example: =RIGHT(B2,5) O/P: igram
6) MID : The MID function returns the text from any middle part of our text string
based on the starting position and number of characters specified.
Syntax: =MID(text, start_num, num_chars)
Example: =MID(B2,5,3) O/P: igr

Parameters:
 Text: The text we want to extract from.
 start_num: The starting number of the first character from the text we want to
extract.
 Num_chars: The number of characters you want to extract.

7) FIND: The FIND function returns the position of a given text within a text.
Syntax: =FIND(find_text, within_text, [start_num])
Example: =FIND(“ndi”,B2) O/P:3
Parameters:
 Find_text: The text we want to find.
 Within_text: The text containing our find_text.
 Start_num (Optional): The starting position of our find_text. Default is 1.

8) LOWER: The lower() function in excel converts the string of characters into the
lowercase.
Syntax: =LOWER(Text)
Example: =Lower(B2) O/P: nandigram
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9) UPPER: The upper () function in excel converts all lowercases in a text string to
uppercase.
Syntax: = UPPER(Text)
Example: =Upper(B2) O/P: NANDIGRAM

 Mathematical Functions
These functions are used to calculate simple and complex mathematical
operations.

1) SUM: This function adds all the numbers in a range.

Syntax: =SUM (cell number : cell number)
Example: = SUM(B2:G2)

2) AVERAGE: This function returns the average value in a set of values on a

worksheet.
Syntax: =AVERAGE(cell number : cell number)
Example: =AVERAGE(A1:A10)

3) SUMIF: Sum If extends the logical formulations within IF even furthers, allowing
you take the sum of item in a range of values based on one criteria.
Syntax: =SUMIF(range, criteria, sum_range)
Example: =SUMIF(B2:B10,E3,C2:C10)

4) COUNT: The count function is an important tool used to count the numbers of
numerical values in an array.
Syntax: =COUNT(range)
Example: =COUNT(D2:D21)

5) COUNTIF: like, sum if, count if extends logical formulations.

Syntax: =COUNTIF(range, criteria)
Example: =COUNTIF(B2:B21,F5)

6) MAX: The max function can be used in a formula to find the highest value
Syntax:. =MAX(range)
Example: =MAX(D2:D21)

7) MIN: Minimum value within a set or range is easy to find using excel min function.
Syntax: =MIN(range)
Example: =MIN(D2:D21)

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8) SQRT: This function returns square root of a number.

Syntax: =SQRT(number)
Example: = SQRT (625) O/P: 25

9) ABS: This function returns the absolute value of a given number.

Syntax: =abs(number)
Example: = abs(-11.56) O/P: 11.56

10) Fact: This function returns factorial of a given number.

Syntax: =fact(number)
Example: = fact(5) O/P: 120

11) Round: This function returns number rounded to a specified number of digits.
Syntax: =round(number, digits)
Example: = round(1.932,2) O/P: 1.93

12) Mod: This function returns the remainder.

Syntax: =Mod(number, divisor)
Example: = Mod(10,3) O/P: 1

 Logical Functions

These functions will perform logical operations on the data. They are used to
compare values using relational expressions.
1) IF( ):If the condition is true then true statement will be printed.If the condition is false
then false statement will be printed.
Syntax: = IF (condition, true-statement, false-statement)
Example: =IF (D5>=35,”pass”, “fail”)

2) AND( ): This returns TRUE if all its arguments are TRUE; returns FALSE if one or
more arguments are FALSE.
Syntax: =AND(condition1 ,condition2……..)
Example: =AND(D5>35,A5>50)

3) OR( ):This returns TRUE if any condition is TRUE; returns FALSE if all conditions
are FALSE.
Syntax: =OR(condition1, condition2……..)
Example: =OR(100>10,50<10))

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 Date & Time Functions

1) DATE( ):. This function returns the number that represents the year, month, day.
Syntax:= DATE(year , Month, Day)
Example: date (2023,9,11) O/P:11/9/2023

2) TIME( ): to add numbers of hours, minutes, & sec use the time function.
Syntax:=TIME (Hour, Minute, Second)
Example: time(02,45,50) O/P: 02:45:50 AM

3) DAY( ): This function returns the day of the month from the given date. If 11/9/2023
is given date in the A1 cell, then function returns 11.
Syntax: day (cell number)
Example: day(A1) O/P: 11

4) MONTH( ): This function returns the month from the given date. If 11/9/2023 is
given in the A1 cell, then function returns 9.
Syntax: month (cell number)
Example: month (A1) O/P: 9

5) YEAR( ): This function returns the year from the given date. If 11/9/2023 is given in
the A1 cell, then function returns 2023.
Syntax: year(cell number)
Example: year(A1) O/P: 2023

6) NOW( ): Returns the current date and time.=NOW()

Syntax: Now( )
Example: Now( ) O/P: 11/9/2023,10:23

7) TODAY( ): Returns today’s date.=TODAY()

Syntax: Today( )
Example: Today( ) O/P: 11/9/2023

2.8 Creating Charts

In Microsoft Excel, charts are used to make a graphical representation of any set of
data. A chart is a visual representation of data, in which the data is represented by symbols
such as bars in a bar chart or lines in a line chart.
Charts are usually used to analyse trends and patterns in data sets. Excel provides different
types of charts, and each one has different features that make them better suited for specific
tasks. Pairing a chart with its correct data-style will make the information easier to
understand, enhancing the communication within your small business..
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To create charts using the Insert Chart tab, follow the steps given below.
Step 1 − Select the data.
Step 2 − Click the Insert tab on the Ribbon.
Step 3 − Click Recommended Charts.
Step 4 − Browse through the Recommended Charts.
Step 5 − Click on a chart type to see the preview on the right side.
Step 6 − Select the chart type you like. Click OK. The chart will be displayed in your
worksheet.
Step 7 − Give a meaningful title to the chart by editing Chart Title.

Column Charts: Some of the most commonly used charts, column charts, are best used to
compare information or if you have multiple categories of one variable (for example, multiple
products or genres). A column chart is a graph that shows vertical bars with the axis values
for the bars displayed on the left side of the graph.

Bar Charts: The main difference between bar charts and column charts are that the bars are
horizontal instead of vertical. A bar chart is a graph that shows horizontal bars with the axis

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values for the bars displayed on the bottom of the graph.You can use a bar chart when:You
want to compare values across categories, The category text is long and difficult to display in
a column chart & You want to show duration in a graph.

Pie Charts: Use pie charts to compare percentages of a whole (“whole” is the total of the
values in your data). Each value is represented as a piece of the pie so you can identify the
proportions. A pie chart is a circle that is divided into slices and each slice represents a
proportion of the whole. It is a graphical object used to represent the data in your Excel
spreadsheet that uses 1 series of data to create the graph.

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Line Charts: A line chart is most useful for showing trends over time, rather than static data
points. The lines connect each data point so that you can see how the value(s) increased or
decreased over a period of time. A line chart is a graph that shows a series of data points
connected by straight lines.

It is a graphical object used to represent the data in your Excel spreadsheet.

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2.9 Goal Seek

 Goal Seek is a tool available in MS EXCEL to determine or calculate any input
value based on the formula and the output/resultant value.
 Goal seek is process of calculating a value by performing what if analysis and given
set of value.
 For our purpose, Excel goal seek feature lets you adjust a value used in a formula to
achieve a specific goal.

To find the Goal seek :

1. Go to Data Tab in MS EXCEL.
2. In the Data Tools group, you will find a What-if analysis.
3. Click on What if analysis, and you will find Goal seek.
Goal seek dialogue box has three parts:
1. Set cell: In this, we write the reference of the cell which contains the formula.
2. To value: In this, we write the value which we want to attain (or the given
resultant value).
3. By changing cell: In this, we write the reference of the cell whose value we want
to change (i.e. the cell whose value is to be calculated).

For example, we need to calculate the rate of interest when the time period, principal
amount, and the simple interest are already known.

Given: Principal amount = 2000

Time = 3 years
Simple interest = 6000

Using Goal Seek:

Follow the below steps to use Goal seek functionality in Excel:

 Open the MS EXCEL and insert the values.
 Write the formula of simple interest in any one cell (B4).

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 Open the Goal seek dialogue box.
 In the Set Cell box select the cell which contains the formula of simple interest
(B4).
 In the To Value box write the resultant value of the simple interest i.e. 6000 (Given
in question).
 In the By Changing Cell write the reference of the cell in which you want the rate
of interest value (B3).

 Click OK.
 The Rate of interest value is calculated in the cell (B3).

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2.10 Data Validation

 Data validation is a feature in excel used to control what a user can enter into a cell.
 Data validation means checking the accuracy and quality of source data before
using, importing or otherwise processing data.
 Data validation is intended to provide certain well defined guarantees for fitness,
accuracy and consistency for any of various kind of user kind of user input into
apply system.
 Data Validation is an essential Excel feature that helps control or restrict user
inputs/ entries in selected cells.
 It enables users to set the desired validation rules to control what type of data they
can enter into the corresponding cells in an Excel sheet.
 For instance, we can restrict users to enter values between 1 to 10, enter names or
passwords in less than 30 characters, enter or choose an entry from the predefined
list of acceptable values, and more.

Steps of Data Validation

1. Select one or more cells to validate.

2. One the Data tab, in the Data Tool group, click Data validation.
3. On the settings tab, in the allow box, select list.
4. In the source box, type your list values.

 Setting tab
The setting tab is where you enter validation criteria. There are a number of built-in
validation rules with various options.
 Any Value - It removes any existing data validation.
 Whole Number - It allows only whole numbers. For example, you can specify that the
user must enter the number between 0 to 30.
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 Decimal - The user must enter a number with decimal values.
 List - The user will have to create a drop-down list to choose from.
 Date - The user will have to enter the date format.
 Time - The user should enter a time.
 Text Length - It validates input based on the length of the data.
 Custom - It validates the user input using a custom formula.

 Input message tab

The input message tab defines a message to display when a cell with validation rules is
selected.
This input message is set, completely optional.
It’s simply to display message.

 The Error alert tab

The Error alert tab controls how validation is enforced. For example, When style is set
to “stop” invalid data triggers a window with a message, and the input is not allowed.

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2.11 Conditional Formatting

 Conditional formatting is a feature of Excel which allows you to apply a format to a
cell or a range of cell based on certain criteria.
 It is a tool that allows you to apply formatters to a cell or range of cells, and have
that formatting change depending on the value of the cell or the value of formula.
 Conditional formatting is used to change the appearance of cells in a range based on
your specified conditions.
 Conditional formatting in Excel enables you to highlight cells with a certain color,
depending on the cell's value.
 The conditions are rules based on specified numerical values or matching text.
 The browser version of Excel provides a number of built-in conditions and
appearances:

 Highlight cell rules: highlight the cells in the cell selection that contain certain
values, text, or dates, or that have values greater or less than a particular value, or that
fall within a certain ranges of values.

 Top/ bottom rules: highlight the top and bottom values, percentages, and above and
below average values in the cell.

 Data bars: It opens a palette with different color data bars that you can apply to the
cell selection to indicate their values relative to each other by clicking the data bar
thumbnail.

 Color scales: It opens a palette with different three- and two-colored scales that you
can apply to the cell selection to indicate their values relative to each other by clicking
the color scale thumbnail.

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 New Rule − It opens the New Formatting Rule dialog box, where you define a
custom conditional formatting rule to apply to the cell selection.

 Icon sets: It opens a palette with different sets of icons that you can apply to the cell
selection to indicate their values relative to each other by clicking the icon set.

 Clear rules: It opens a continuation menu, where you can remove the conditional
formatting rules for the cell selection by clicking the Selected Cells option, for the
entire worksheet by clicking the Entire Sheet option, or for just the current data table
by clicking the This Table option.

 Manage Rules: It opens the Conditional Formatting Rules Manager dialog box,
where you edit and delete particular rules as well as adjust their rule precedence by
moving them up or down in the Rules list box.

 Steps of conditional formatting

1. Select the cells you want to format B4:G11

2. Go to Home tab Styles group Conditional Formatting New Rule

3. The “New Formatting Rule” window opens. Under Select a Rule Type choose the
option “Use a formula to determine which cells to format.

4. Create a conditional formatting rule, and select the Formula option.

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5. Enter a formula that returns TRUE or FALSE.

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6. Set formatting options and save the rule.

The ISODD function only returns TRUE for odd numbers, triggering the rule:

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Unit III- Working with MicrosoftPowerpoint

3.1 Opening Screen of MS PowerPoint

What is PowerPoint?

Microsoft PowerPoint, usually just called the PowerPoint, is a software program

developed by Microsoft to produce effective presentations. It is a part of Microsoft Office
suite. The program comprises slides and various tools like word processing, drawing,
graphing and outlining. Thus it can display text, table, chart, graphics and media in the slides.

Microsoft PowerPoint is a professional presentation program that allows the user to create a
"presentation slide" that can be displayed on the computer screen through a projector that is
plugged into the computer. There are three main features of the Microsoft PowerPoint
window that you need to focus upon while learning PowerPoint. These features are Microsoft
Office Button, Quick Access Toolbar and Ribbon.

Explore Windows in Power point 2010

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File Tab
This tab opens the Backstage view which basically allows you to manage the file and
settings in PowerPoint. You can save presentations, open existing ones and create new
presentations based on blank or predefined templates. The other file related operations can
also be executed from this view.
Ribbon

The ribbon contains three components −

 Tabs − They appear across the top of the Ribbon and contain groups of related
commands. Home, Insert, Design are examples of ribbon tabs.

 Groups − They organize related commands; each group name appears below the group on
the Ribbon. For example, a group of commands related to fonts or a group of commands
related to alignment, etc.

 Commands − Commands appear within each group as mentioned above.

Title Bar
This is the top section of the window. It shows the name of the file followed by the name of
the program which in this case is Microsoft PowerPoint.
Slide Area
This is the area where the actual slide is created and edited. You can add, edit and delete text,
images, shapes and multimedia in this section.
Help
The Help Icon can be used to get PowerPoint related help anytime you need. Clicking on the
"?" opens the PowerPoint Help window where you have a list of common topics to browse
from. You can also search for specific topics from the search bar at the top.
Zoom Options
The zoom control lets you zoom in for a closer look at your text. The zoom control consists
of a slider that you can slide left or right to zoom in or out, you can click on the - and +

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buttons to increase or decrease the zoom factor. The maximum zoom supported by
PowerPoint is 400% and the 100% is indicated by the mark in the middle.
Slide Views
The group of four buttons located to the left of the Zoom control, near the bottom of the
screen, lets you switch between PowerPoint views.
 Normal Layout view − This displays page in normal view with the slide on the right and a
list of thumbnails to the left. This view allows you to edit individual slides and also rearrange
them.
 Slide Sorter view − This displays all the slides as a matrix. This view only allows you to
rearrange the slides but not edit the contents of each slide.
 Reading View − This view is like a slideshow with access to the Windows task bar in case
you need to switch windows. However, like the slideshow you cannot edit anything in this
view.
Notes Section
This sections allows you to add notes for the presentation. These notes will not be displayed
on the screen during the presentation; these are just quick reference for the presenter.
Quick Access Toolbar
The Quick Access Toolbar is located just under the ribbon. This toolbar offers a convenient
place to group the most commonly used commands in PowerPoint. You can customize this
toolbar to suit your needs.
Slide Tab
This section is available only in the Normal view. It displays all the slides in sequence. You
can add, delete and reorder slides from this section.

3.2 Creating a new presentation based on template

PowerPoint files are called presentations. Whenever you start a new project in PowerPoint,
you'll need to create a new presentation, which can either be blank or from a template.

A template is a predesigned presentation you can use to create a new slide show quickly.
Templates often include custom formatting and designs, so they can save you a lot of time
and effort when starting a new project.

To create a new presentation from a template:

1. Click the File tab to access Backstage view.

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2. Select New. You can click a suggested search to find templates or use
the search bar to find something more specific. To navigate to a personal or
workgroup template, select the tab next to Featured, which may be
named Personal, Shared, or Custom (depending on the circumstance) and
then open the folder that contains the template you want. In our example,
we'll search for Business presentations.

3. Select a template to review it.

4. A preview of the template will appear, along with additional information on

how the template can be used.

5. Click Create to use the selected template.

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6. A new presentation will appear with the selected template.

To save time, you can create your presentation from an Office.com template, which you can
also select under Available Templates and Themes.

3.3 Design Template and Blank Presentation

PowerPoint template design can be easy to make by anyone who need to prepare a
presentation. You can download free resources around the Internet to decorate your
presentations and design your own templates.

Step 1 – Create a blank presentation

Start creating a blank presentation. You need to open PowerPoint 2010 and then click on File
-> New. Here will appear a menu with available themes and templates, just click on Blank
presentation.

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Step 2 – Choose and download the background

You can download backgrounds from different sites. For this example, we chose the
following Floral Wave 2 image.
Once you download it as JPG, save to your hard disk and make it available to be chosen later
when we replace the default PPT background.

Step 3 – Go to Slide Master

Slide Master is where we can configure the PPT template. Go to View ribbon and then
choose Slide Master button to open the Slide Master view.

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Step 4 – Change PowerPoint template background

Now, make sure you choose the right layout (title and content) from the left pane and right
click anywhere in the background. Then click on Format Background and here we will
configure the presentation template background. Click on Fill and then Picture or texture fill.
Now click on File to choose the JPG background that you previously downloaded.
Then, apply the background to all the slides.

Step 5 – Change content area and layout

Now you can change the default content layout to make it with rounded borders or any other
shape that you like. Make sure to select the content area and then click on Format ribbon to
find the Change Shape option .
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Step 6 – Change title area

Now, do the same for the title. Instead, you can use a black or dark color instead of white,
which will make your template to look slightly more elegant. Add the transparency to the
title.

Step 7 – Go to Normal View and Save the template

Finally, we need to go back to the Normal view. Go to View ribbon and then click in Normal
button. Now you can start using your template, but do not forget to save it to .potx so you can
reuse it later.
At this point you can add more slides to your presentation to see how it looks. We used a
presentation title and then added a title+content layout area.

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Just need to go to File and then click on Save As. You will need to choose PowerPoint
Template .potx as the output format so the files can be reused

3.4 Slide Transition

Slide transitions are visual effects which appear in PowerPoint when one slide moves to the
next. Add slide transitions to bring your PowerPoint presentation to life. PowerPoint supports
slide transition feature which allows you to specify how should the slides transition during
the slide show. There are many different transitions, like for example fade and dissolve. This
means you can choose transitions to fit the style of any presentation.

Step 1 − Select the slide to which you want to apply the transition.
Step 2 − Go to the Transition Scheme under the Transitions ribbon.

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Step 3 − Select one of the transition schemes from the list available. PowerPoint will
instantly show you a preview of the scheme. If you are not satisfied, you can pick an alternate
scheme. The last selected scheme will apply to the slide.

Step 4 − You can change the effects on the selected transition scheme from the Effect
Options menu. Every scheme has a unique set of effect options.

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Step 5 − You can also modify the transition timing settings from the Timing section.

Step 6 − To preview the slide transition, click on Preview.

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You can use the Apply To All command in the Timing group to apply the same transition to
all slides in your presentation.

There are three categories of transitions to choose from, all of which can be found on
the Transitions tab.

 Subtle: These are the most basic types of transitions. They use simple animations to
move between slides.

 Exciting: These use more complex animations to transition between slides. While
they're more visually interesting than Subtle transitions, adding too many can make
your presentation look less professional. However, when used in moderation they can
add a nice touch between important slides.

 Dynamic Content: If you're transitioning between two slides that use

similar slide layouts, dynamic transitions will move only the placeholders, not the
slides themselves.

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3.5 Custom Animation Effects

PowerPoint offers a variety of animations you can use to enhance your presentation.
Animations can be used to make text or objects appear on a slide, exit a slide,
or emphasize the text or objects already on a slide. You can even use motion paths to create
a customized animation. PowerPoint offers animation support which can be used effectively
to add some motion in a monotonous presentation and make it more interesting. Animation
can be applied to any object on the slide and the motions can the automated, timed or trigger.

Step 1 − Go to the Animation ribbon and click on the Animation Pane to display the
animation sidebar.

Step 2 − Select one of the objects in the slide and click on the Add Animation menu option.

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Step 3 − Choose from one of the Animation options.

Step 4 − Once you add the animation for an object, it will show up in the Animation pane.

Step 5 − By default, all the animations are initiated by a click, but you can change this. To
change the trigger, right-click on the animation object on the pane and choose an alternate
trigger.

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There are many different animation effects you can choose from, and they are organized into
four types:
 Entrance: These control how the object enters the slide. For example, with
the Bounce animation, the object will drop onto the slide and then bounce
several times.

 Emphasis: These animations occur while the object is on the slide and are
often triggered by a mouse click. For example, you can set an object
to Spin when you click the mouse.

 Exit: These control how the object exits the slide. For example, with
the Fade animation, the object will simply fade away.

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 Motion Paths: These are similar to Emphasis effects, except the object
moves within the slide along a predetermined path, like a circle.

3.6 Slide Show

Slide Show view in PowerPoint lets you show a presentation on or from your computer.
You can view either the entire presentation or just a few slides. Most PowerPoint
presentations are created to be run as a slideshow.

To run a presentation in Slide Show view in PowerPoint, click the “Slide Show” tab in the
Ribbon. To start the slide show from the first slide, then click the “From Beginning” button in the
“Start Slide Show” button group. Alternatively, to start the slide show from the currently selected
slide, click the “From Current Slide” button in the “Start Slide Show” button group. To advance
through the slides and animations in a presentation in Slide Show view, click the screen.
Alternatively, to advance through the slide show, press “Spacebar” on your keyboard. After viewing
the entire presentation, the slide show closes and returns to its previous view. However, to exit the
slide show at any time, press the “Esc” key on your keyboard.

Features related to running the slideshow are grouped under the Slideshow ribbon.

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Section Menu Item Description

From
Starts slideshow from beginning
Beginning

From Current
Starts slideshow from the current slide
Slide
Start
Slideshow
Broadcast Allows users to broadcast the slideshows using Microsoft's
Slideshow PowerPoint Broadcast Service

Custom Builds a custom slideshow by picking the slides you want to

Slideshow run

Helps set up the slideshow including browser/ full screen

Set Up display, show options with or without narration/ animation,
Slideshow pen and laser color during the slideshow and the slides to be
presented during the show

Helps mark/ unmark the slide as hidden, so it is skipped or

Hide Slide
shown during the slideshow respectively

Set Up Rehearse Allows users to rehearse the timing on each slide and the
Timing entire slideshow

Record
Records the slideshow including narration and animation
Slideshow

Helps set or avoid the use of narrative audio and rehearsed

Slideshow
timings during the show. Display media controls in the
Checkboxes
slideshow view

Resolution Defines resolution in slideshow view

Show
Picks the monitor to display the presentation one - in case of
Presentation
Monitors multiple monitors
on

Use Presenter Run presentation in Presenter view rather than just slideshow
View view

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3.7 Adding audio and video on slides

PowerPoint supports multimedia in the slides. You can add audio or video clips to the slides
which can be played during the presentation.
The following steps will help you add audio or video file to the slides..
Step 1 − Go to the Media group under the Insert ribbon

Step 2 − To insert audio file select Audio as media type and Audio from File to insert an
Audio from your computer or hard drive.

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Step 3 − In the Insert Audio dialog, browse for an audio file and click Insert.

Step 4 − You will now see that an Audio file is added to the slide.

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Step 5 − To insert video file select Video as media type and Video from File to insert a
video from your computer or hard drive.

Step 6 − In the Insert Video dialog, browse for a video file and click Insert.

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Step 7 − You will now see that a Video file is added to the slide.

Audio options

There are other options you can set to control how your audio file plays. These are found in
the Audio Options group on the Playback tab.

 Volume: This changes the audio volume.

 Start: This controls whether the audio file starts automatically or when the
mouse is clicked.

 Hide During Show: This hides the audio icon while the slide show is playing.

 Loop Until Stopped: This causes the audio file to repeat until it is stopped.

 Rewind After Playing: This causes the audio file to return to the beginning
when it's finished playing.

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Video options

There are other options you can set to control how your video plays. These are found in
the Video Options group on the Playback tab.

 Volume: This changes the audio volume in the video.

 Start: This controls whether the video file starts automatically or when the
mouse is clicked.

 Play Full Screen: This lets the video fill the entire screen while it's playing.

 Hide While Not Playing: This hides the video when it's not playing.

 Loop Until Stopped: This causes the video to repeat until it is stopped.

 Rewind After Playing: This causes the video to return to the beginning when
it's finished playing.

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UNIT IV

Unit IV
Introduction to Computer Network & Internet

4.1 Definition of Network

A network is a collection of two or more computers that are connected together so that they can
communicate with each other. Networks allow users to share resources, such as files, printers, and
internet access.

A computer network is a set of devices connected through links. A node can be computer, printer,
or any other device capable of sending or receiving the data. The links connecting the nodes are
known as communication channels.

4.2 Types of Network

A. Local Area Network (LAN):

Definition: A LAN is a network that covers a small geographical area, such as a home, office, or a
single building.

Scope: Limited to a few kilometers or less.

4.1 Local Area Network (LAN)

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Characteristics:

 High data transfer rates.

 Devices connected within a LAN can communicate directly.
 Commonly used for sharing resources like printers and files.
 Often set up with Ethernet technology.
 Typically privately owned and managed.

Example: Local office network connecting computers, printers, and servers.

B. Metropolitan Area Network (MAN):

Definition: A MAN is a network that spans a larger area than a LAN but is smaller than a WAN,
usually covering a city or a campus.

Scope: Spans several kilometers to tens of kilometers.

4.2 Metropolitan Area Network (MAN)

Characteristics:

 Offers faster data transfer rates than WANs.

 Connects multiple LANs and data centers.
 Used by institutions or organizations within a city.
 Provides efficient resource sharing and data exchange.

Example: City-wide network connecting different branches of a university.

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C. Wide Area Network (WAN):

Definition: A WAN is a network that covers a large geographic area, often spanning countries or
continents.

Scope: Global or national coverage.

4.3 Wide Area Network (WAN)

Characteristics:

 Lower data transfer rates compared to LAN and MAN due to longer distances.
 Utilizes public and private telecommunication networks.
 Connects multiple LANs and MANs across vast distances.
 Supports diverse communication technologies.
 Enables global connectivity, such as the internet.

Example: The internet, connecting users and resources worldwide.

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Network Type Definition Scope Characteristics Example

High data transfer
rates. Devices
connected within a
A network that LAN can Local office
covers a small communicate directly. network
Limited to a few
Local Area geographical area, Commonly used for connecting
kilometers or
Network (LAN) such as a home, sharing resources like computers,
less.
office, or a single printers and files. printers, and
building. Often set up with servers.
Ethernet technology.
Typically privately
owned and managed.
Offers faster data
transfer rates than
A network that
WANs. Connects
spans a larger area
multiple LANs and City-wide network
Metropolitan than a LAN but is Spans several
data centers. Used by connecting
Area Network smaller than a kilometers to tens
institutions or different branches
(MAN) WAN, usually of kilometers.
organizations within a of a university.
covering a city or a
city. Provides efficient
campus.
resource sharing and
data exchange.
Lower data transfer
rates compared to
LAN and MAN due to
longer distances.
Utilizes public and
A network that private
covers a large telecommunication The internet,
Wide Area geographic area, Global or national networks. Connects connecting users
Network (WAN) often spanning coverage. multiple LANs and and resources
countries or MANs across vast worldwide.
continents. distances. Supports
diverse
communication
technologies. Enables
global connectivity,
such as the internet.

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4.3 Data Transmission Modes

Data transmission modes refer to the ways in which data is transferred between devices in a
communication system. These modes define the direction and timing of data transmission,
indicating how data signals travel between the sender and the receiver. There are three main data
transmission modes: simplex, half-duplex, and full-duplex.

Simplex Mode:
 In simplex mode, data can flow in only one direction. This means that communication
occurs unidirectional, from the sender to the receiver.
 The receiver can only receive the data and has no capability to send data back to the
sender.
 Examples include television broadcasting and most remote controls, where signals are sent
from a source to a device, but the device cannot send signals back to the source.

Half-Duplex Mode:
 In half-duplex mode, data can flow in both directions, but not simultaneously. The
communication alternates between sending and receiving.
 Devices in a half-duplex communication system can both transmit and receive, but they
must take turns, and only one device can send at a time.
 This mode is often compared to a walkie-talkie, where users switch between transmitting
and listening.
 Examples include two-way radio communication and some older Ethernet networks.

Full-Duplex Mode:
 In full-duplex mode, data can flow in both directions simultaneously. This means that both
devices can send and receive data simultaneously without waiting for turns.
 Full-duplex communication requires separate channels for sending and receiving to
prevent data collisions.
 Examples include telephone conversations, video conferencing, and modern Ethernet
networks.

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4.4 OSI Model

 The OSI (Open Systems Interconnection) model is a conceptual framework that
standardizes the functions, and the way how computers and devices communicate with
each other over networks.
 The OSI model is developed by ISO (International Standards Organization).
 It's called the OSI (Open Systems Interconnection) Reference Model, but we'll call it OSI
model.
 The OSI model has seven layers, each with its own specific role, making it easier for
different machines to talk to one another.

4.4 OSI Model

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1. Physical Layer:

 Deals with the physical medium and transmission of raw bits over a physical link.
 Defines characteristics such as voltage levels, data rates, and physical connectors.
 Concerned with mechanical, electrical, and timing aspects of data transmission.

2. Data Link Layer:

 Responsible for establishing a reliable link between two directly connected nodes.
 Frames data packets for transmission and includes error detection and correction
mechanisms.
 Manages access to the shared medium and controls flow of data.

3. Network Layer:

 Focuses on routing and forwarding of data packets between different networks.

 Determines the best path for data to travel from source to destination across multiple
nodes.
 Deals with logical addressing (like IP addresses) and sub-netting.

4. Transport Layer:

 Ensures end-to-end communication, error detection, and data integrity.

 Segments and reassembles data from upper layers into manageable chunks.
 Provides flow control and error recovery mechanisms.

5. Session Layer:

 Manages sessions or connections between applications on different devices.

 Handles session establishment, maintenance, and termination.
 Provides synchronization and check pointing of data for reliable communication.

6. Presentation Layer:

 Translates, encrypts, and compresses data for efficient transmission.

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 Handles data translation between different formats and character encodings.

 Ensures that data from the application layer is properly formatted for the network.

7. Application Layer:

 Represents the user interface and the applications themselves.

 Provides network services directly to end users.
 Includes various protocols for tasks like file transfer, email, remote access, and more.

4.5 E-Mail (Electronic Mail):

Email, short for electronic mail, has revolutionized communication in the digital age. It's a method
of sending and receiving messages and digital files over the internet. Just as traditional mail relies
on addresses, envelopes, and post offices, email uses a sophisticated digital system for
transmitting information.

How Email Works:

 Creating the Message: To compose an email, you use an email client (software) or a web-based
interface. You type the recipient's email address, subject, and message content.

 Sending the Message: When you hit "send," the email client or service routes your message to an
SMTP (Simple Mail Transfer Protocol) server.

 Routing and Delivery: The SMTP server checks the recipient's domain (like gmail.com). It then
contacts the recipient's email server through DNS (Domain Name System) and delivers the email.

 Storing the Email: The recipient's email server stores the incoming message until the recipient
checks their inbox.

 Recipient Access: When the recipient opens their email client, it connects to the server using
protocols like POP3 (Post Office Protocol 3) or IMAP (Internet Message Access Protocol). IMAP
allows access to emails from multiple devices while keeping them synchronized, while POP3
downloads emails to a single device.

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Advantages of Email:

 Speed and Efficiency: Emails are delivered in seconds, regardless of distance.

 Cost-effective: Sending digital messages is much cheaper than traditional mail.
 Attachments: Emails can include files, photos, and documents for easy sharing.
 Global Reach: Emails transcend geographical boundaries.

Use Cases:

 Personal Communication: Friends, family, and acquaintances stay connected regardless of

location.
 Business Communication: Email is crucial for professional correspondence, from project updates
to client communication.
 Marketing: Businesses use email campaigns to reach potential customers.
 Notifications and Alerts: Organizations use emails to send updates, reminders, and notifications.

Challenges and Considerations:

 Security: Emails can be intercepted or hacked if not properly secured.

 Spam: Unsolicited emails (spam) clutter inboxes.
 Phishing: Cybercriminals use deceptive emails to trick users into sharing sensitive information.

In conclusion, email has transformed communication by making it faster, more efficient, and accessible
across the globe. Despite challenges, it remains an indispensable tool for personal, professional, and
commercial communication.

4.6 File Transfer Protocol (FTP):

File Transfer Protocol (FTP) is a crucial technology that enables the seamless transfer of files over
the internet. It's like a digital bridge that allows you to move files from one computer to another,
regardless of their physical locations. Whether you're sharing documents, images, videos, or
software, FTP plays a vital role in simplifying the exchange of data.

How FTP Works:

 Client-Server Interaction: FTP involves two main components - the FTP client and the FTP
server. The client initiates the transfer, while the server hosts the files.

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 Logging In: The user logs in to the FTP client using their credentials (username and password).

 Navigating: The user browses directories on the server just like exploring folders on a computer.

 Uploading and Downloading: To upload a file, the user selects it on their local system and sends
it to the server. To download, the user retrieves a file from the server to their local machine.

 File Movement: FTP manages the connection, ensuring the safe and efficient transfer of files.

Advantages of FTP:

 Efficiency: FTP can handle large files and directories efficiently.

 Accessibility: Users can access files from remote servers, allowing collaboration and data sharing.

 Reliability: FTP ensures accurate delivery of files without corruption.

 Automation: FTP processes can be automated, saving time for repetitive tasks.

Use Cases:

 Website Management: Developers upload web files to servers using FTP.

 File Sharing: Businesses share documents and resources among employees.

 Media Distribution: Content creators distribute multimedia files like videos and images.

 Backup and Recovery: Data can be backed up to remote servers for safekeeping.

Challenges and Considerations:

 Security: Traditional FTP lacks encryption, posing risks in data transmission.

 Complexity: Setting up FTP servers and clients might require technical expertise.

 Alternatives: Secure FTP protocols (SFTP, FTPS) address encryption concerns.

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In summary, FTP simplifies file sharing by providing a standardized method for data movement. While
traditional FTP has security limitations, its alternatives offer enhanced protection. Whether for personal,
business, or creative purposes, FTP remains a pivotal tool for efficient digital file exchange.

4.7 Web Browser

 A browser is a software program that is used to explore, retrieve, and display the information
available on the World Wide Web.
 This information may be in the form of pictures, web pages, videos, and other files that all are
connected via hyperlinks and categorized with the help of URLs (Uniform Resource Identifiers).
 A browser is a client program as it runs on a user computer or mobile device and contacts the
webserver for the information requested by the user.
 The web server sends the data back to the browser that displays the results on internet supported
devices.
 On behalf of the users, the browser sends requests to web servers all over the internet by
using HTTP (Hypertext Transfer Protocol).
 A browser requires a smartphone, computer, or tablet and internet to work.

History of Web Browser

 The World Wide Web was the first web browser. It was created by W3C Director Tim Berners-
Lee in 1990. Later, it was renamed Nexus to avoid confusion caused by the actual World Wide
Web.
 The Lynx browser was a text-based browser, which was invented in 1992. It was not able to
display the graphical content.
 Although, the first graphical user interface browser was NCSA Mosaic. It was the first most
popular browser in the world, which was introduced in 1993.
 In 1994, there were some improvements occurred in Mosaic and came to Netscape Navigator.
 In 1995, Microsoft introduced the Internet Explorer It was the first web browser developed by
Microsoft.

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4.8 Types of Web Browser

1. Internet Explorer:
 In 1995, Microsoft introduced the Internet Explorer It was the first web browser developed
by Microsoft.
 Internet Explorer is included with the Microsoft Windows operating system. But It was
removed in Window 10 in support of Microsoft's new Edge Browser.

2. Opera:

 An Opera web browser was first conceived at Telenor company in 1994, later bought by
the Opera Software on 1 April 1995.
 It was designed for desktop and mobile interfaces, but it is more popular now for mobile
phones.
 It is based on Chromium, and it uses the blink layout engine. An opera mini was released
for smartphones on 10 August 2005 that could run standard web browsers.
 It can be downloaded from the google play store or Apple play store.

3. Apple Safari:

 Safari is an internet browser available for the Macintosh, and Windows operating systems
included the iPhone, iPad, and iPod Touch.
 It was developed by Apple, Inc. on 30 June 2003.
 It is the default browser for the operating system in its products, such as OS X for the
MacBook and Mac computers and iOS for the iPad and iPhone mobile devices.
 It is at number four in the browser market after Microsoft Internet Explorer, Mozilla
Firefox, and Google Chrome.
 It uses the WebKit engine, which is used for rendering fonts, displays graphics,
determining page layout, and running JavaScript.

4. Mozilla Firefox:

 The Mozilla Firefox web browser is developed by the Mozilla Foundation and its
subordinate company, Mozilla Corporation.

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 It was first released was beta on 23 September 2002. Although it was released as the
Mozilla Browser, it was internally code-named Phoenix.
 The First version 1.0 of Firefox was introduced on 9 November 2004.

5. Google Chrome:

 Google Chrome launched on September 4, 2008, with a vision to create a better, more
modern browser.
 Google Chrome is the leading and most popular type of web browser used worldwide. It
has an impressive speed.
 People find it easy to access as it opens quickly and loads multiple tabs and pages in just
one click.
 It’s probably the fastest browser available today.
 It also provides users with a safe browsing option that helps block dangerous and
malicious sites.
 Another reason for using Chrome among the various types of web browsers available is its
simplicity.
 It can also easily get customised by selecting apps and themes from a wide range.
 It can also sync across devices.
 The user can sign into Chrome using their respective Google account, and their data will
sync across the selected Google devices.

6. Microsoft Edge

 Microsoft Edge was launched on April 29, 2015.

 Edge is the default browser on Windows 10 and is known for its integration with other
Microsoft products and services.
 This was developed to replace internet explorer and thus acts as a default browser.
 It is gaining popularity because of its new rendering feature, easy-to-use UI, freestyle
writing over webpage displays, and much more.
 Microsoft also provides customising options to edit the browser’s appearance.

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