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I ns t i t ut eo fMa na g e me nt & Te c hni c a lSt udi e s WI NDOW 98,MSOFFI CE

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IMTS (ISO 9001-2008 Internationally Certified) WINDOW 98, MS OFFICE

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WINDOW 98, MS OFFICE CONTENTS: UNIT I WINDOWS 98:

01-31

Introduction,Objectives,Graphical

User

Interface,Multitasking,Using

Start

Menu,Windows Explorer,Types of Files,Starting and Quitting Program,Control panel and Preferences,Calculator,Cut, Copy and Paste option UNIT II

32-67

MS WORD: Introduction,Objectives,Starting MS Word,Parts of word Windows,Creating, Editing and Saving

a

document,Find

and

Replace,UNDO

option,Cut,

Copy

and

Paste

option,Change character size using the font dialog box,Page setup,Header and Footer,Print,Print preview UNIT III

68-87

MS EXCEL: Introduction,Starting Ms-Excel,Creating Formulas,Order of operation,Adding Borders and

Shading

to

cells.,Opening

column(s),Difference

between

Formatting,Creating

a

Excel

Delete

97,Inserting

and

series,Formula

new

Clear,Cut, Entry,Relative

cell(s),

Copy

and

row(s)

or

paste,Cell

Referencing,Absolute

Referencing,Function,Using the Function wizard,Printing,Creating a Chart,MAX (), MIN (),SUM (), COUNT () AND AVERAGE () FOR MORE DETAILS VISIT US ON WWW.IMTSINSTITUTE.COM OR CALL ON +91-9999554621


UNIT IV

88-129

POWERPOINT Introduction,Starting MS PowerPoint,Objectives,Create a Blank presentation,Difference views that PowerPoint demonstrate,Slide Manipulation,Adding Transitions to a Slide show,Viewing the Slideshow,Navigating your slide show,Pack up a presentation for use on another computer,Unpack a presentation to run on another computer,Auto content wizard,Adding Graphics and word art to your presentation,Saving and Printing your presentation,Auto content,Different views in PowerPoint,Setting animation effect,Group, ungroup or regroup objects,Working with Organizational chart.

UNIT QUESTIONS

130-131

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UNIT-I WINDOWS 98 Introduction into Microsoft Windows98 Learning about the Windows 98 Desktop Learn the keywords associated withWindows98 Shutting Down Computer Restarting the Computer Opening a Program Finding files on your computer Locating Your Most Recent Files Using Windows Explorer Moving To/Copying From Floppy Drive to Computer Renaming a File or Folder

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1.0 INTRODUCTION INTO MICROSOFT WINDOWS

Microsoft Windows is the application that runs all of your programs. It is your computer's operating system. Windows 98 stores files in items called Folders on different Drives. This tutorial will help you get started with Microsoft Windows 98 and may solve some of your problems, but it is a very good idea to use the Help Files that come with Windows 98, or go to Microsoft's web site located at http://www.microsoft.com/windows98/

INTRODUCTION TO WINDOWS 98 This chapter presents an overview of the Microsoft Windows 1000 operating system. The information contained in this chapter is based on an early-release beta version of Windows 98. 1.1 OBJECTIVES This lesson introduces you to the family of Windows 98 products. It explains the renaming of the Microsoft Windows NT version 5.0 operating system, some of the key differences between these products, and the environment for which each product is designed. OVERVIEW OF WINDOWS 98 Windows 98 is a multipurpose operating system with integrated support for client/server and peer-to-peer networks. It incorporates technologies that reduce the total cost of ownership and provides for scalability from a small network to a large enterprise network. Total cost of ownership (TCO) is the total amount of money and time associated with purchasing computer hardware and software, and deploying, configuring, and maintaining the hardware and software 1.2 GRAPHICAL USER INTERFACE A graphical user interface (GUI) is a type of user interface which allows people to interact with electronic devices like computers, hand-held devices (MP3 Players, Portable Media Players, Gaming devices), household appliances and office equipment. As opposed to traditional text-based interfaces, it presents graphical icons, visual indicators or special graphical elements called “widgets�. Often the icons are used in conjunction with text, labels or text navigation to fully represent the information and actions available to a user. But instead of offering only text menus, or requiring typed commands, the actions are usually performed through direct manipulation of the graphical elements.

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The term GUI is historically restricted to the scope of two-dimensional display screens with display resolutions capable of describing generic information, in the tradition of the computer science research at Palo Alto Research Center (PARC) (formerly Xerox PARC and still a subsidiary of Xerox).The term GUI earlier might have been applicable to other high-resolution types of interfaces that are nongeneric, such as videogames, or not restricted to flat screens, like volumetric displays 1.3

MULTITASKING In computing, multitasking is a method by which multiple tasks, also known as processes, share

common processing resources such as a CPU. In the case of a computer with a single CPU, only one task is said to be running at any point in time, meaning that the CPU is actively executing instructions for that task. Multitasking solves the problem by scheduling which task may be the one running at any given time, and when another waiting task gets a turn. The act of reassigning a CPU from one task to another one is called a context switch. When context switches occur frequently enough the illusion of parallelism is achieved. Even on computers with more than one CPU (called multiprocessor machines), multitasking allows many more tasks to be run than there are CPUs. Operating systems may adopt one of many different scheduling strategies, which generally fall into the following categories: 

In multiprogramming systems, the running task keeps running until it performs an operation that requires waiting for an external event (e.g. reading from a tape) or until the computer’s scheduler forcibly swaps the running task out of the CPU. Multiprogramming systems are designed to maximize CPU usage.

In time-sharing systems, the running task is required to relinquish the CPU, either voluntarily or by an external event such as a hardware interrupt. Time sharing systems are designed to allow several programs to execute apparently simultaneously.

In real-time systems, some waiting tasks are guaranteed to be given the CPU when an external event occurs. Real time systems are designed to control mechanical devices such as industrial robots, which require timely processing.

1.4

USING START MENU The Start Menu and Start Button are user interface elements in the Microsoft Windows line of

operating systems, which serve as the central launching point for application and tasks. Traditionally, the Start Menu provided a customizable nested list of programs for the user to launch, as well as a list of most recently opened documents, a way to find files and get help, and access to the system settings. Later enhancements via Windows Desktop Update included access to special

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folders like “My Documents,” “Favorites” (browser bookmarks), etc. Windows XP’s Start Menu was expanded to encompass various My Documents folders (including My Music and My Pictures), and transplanted other items like My Computer and My Network Places from the Windows desktop. Technically, the Start Menu is not required, as all programs and files can be opened by navigating to them in the Windows Explorer interface. However, the Start Menu provides a much easier and consolidated way to open programs, even for experienced users. Microsoft uses the Start Menu more in each version of Windows as a way to shield novice users from the complexities of the operating system. For example, in Windows XP, the root, Program Files and Windows folders are hidden from the user by default, and access to programs is expected to be achieved through the Start Menu. On Windows operating systems before Windows Vista, and also in Windows Vista’s “Windows Classic” theme, the Start Button consists of the word “Start” and the Windows Logo. In Windows Vista’s new themes, the word “Start” has been replaced by a blue Windows “orb” logo.

[1]

Microsoft Windows 

Drives o

Drives are devices used to store data. Most computers have at least two drives: a hard drive C:\ (Which is the main means of storage) and a floppy drive (which stores smaller volumes of data (1.44 Mb) on 3.5" disks - floppy disks). The hard drive is typically designated the C:\ drive and the floppy drive is typically designated the A:\ drive. If you have an additional floppy drive, it is typically designated the B:\ drive. You will also have network drives on your computer, depending on authorization and rights of each user. This drives will typically be labeled F:\ or H:\ or G:\

Folders o

Folders are used to organize the data stored on your drives. Think of your drives as filing cabinets. You want to sort your filing cabinets with folders that store different files. The files that make up a program are stored together in their own set of folders. You will want to organize the files you create in folders. You will probably want to store files of a like kind in a single folder.

Directory o

A Directory is the path given to a folder on a drive. For example a text file called Phone Numbers is located in the My Documents directory on the C:\ drive. It would therefore read "C:\My Documents\PhoneNumbers.txt"

File Extensions o

File Extensions are the ending letters associated with a file and an application that it can be manipulated in. This way Windows 98 knows to tell which program to open the file you

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want to manipulate. For example a text file has an extension of .txt, so a text file created in Notepad called Phone Numbers would look like this PhoneNumbers.txt ... You do not have to assign a file extension to a file that you create. The program you use will automatically do this for you. All you need to do is give it a filename. Some other common extensions are as follows:

doc = Microsoft Word Document

.xls = Microsoft Excel Document

.ppt = Microsoft PowerPoint Presentation

.mdb = Microsoft Access Database

.bmp = Windows Bitmap Picture

.wav = Sound File

.html or .htm = Internet Document

Icon o

An Icon is a graphic image. Icons help you execute commands quickly. Commands tell the computer what you want the computer to do. To execute a command by using an icon, double-click on the icon.

Windows Desktop When starting your computer, the desktop is the first thing you. The Bay City Public Schools image is displayed on the screen with icons for various programs. The desktop is the area you work in.

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WINDOW 98, MS OFFICE Name Taskbar

Picture

7 Description The taskbar is usually located on the bottom of the desktop. The Start button, active program buttons, and the system tray are located on the Taskbar

System Tray

You'll typically find the System Tray in the lower right hand corner of the Windows Desktop. The system tray contains a display of the current computer time, and the icons representing the programs activated when Windows first starts up.

My

My Computer icon provides access to

Computer

the different parts on your computer. You can access the different drives (Hard Drive, Floppy Drive, Network Drives) inside My Computer.

Recycle Bin

When you delete an object, Windows 98 sends it to the Recycle Bin. You can restore objects that are located in the Recycle Bin or you can permanently delete them by right clicking on the Recycle Bin and select Empty Recycle Bin.

My

The My Documents folder is nothing

Documents

more than a regular folder that resides on your Windows Desktop. However, it offers an easy-to-reach location where you can store and retrieve important data, and the icon is always available in Explorer Windows and on the desktop.

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Internet

The Internet Explorer icon launches

Explorer

the Internet Explorer browser. The Internet Explorer browser is what you will use to access the Internet and the World Wide Web.

Shortcut

Icons with an arrow in the lower left

Icons

corner (picture on left) are shortcut icons. If you double click on them they will open up the program that the icon displays on it.

1.5 WINDOWS EXPLORER A folder is a “container” in which you store documents (files). This is true of manila folders in filing cabinets as well as folders on your computer’s hard disk. Your hard disk is home to many folders. Most of them are system folders and program folders that contain files used by Windows XP and other programs on your computer. There’s really nothing in those folders for the average person to be tinkering with. In addition to all those system and program folders, your copy of Windows has three folders set aside for your personal use. You use these folders to store your own documents. Recall that a document can be anything you might otherwise print on paper, such as typed text and photographs. Though a file that you can “play”, like a song or video, is also a document. The three folders that Windows creates for you are named My Documents, My Music, and My Pictures. They get their names from the fact that you use them as follows: 

My Music: Use this folder to store music you copy to your computers.

My Pictures: Use this folder to store pictures, such as those you get from a camera or scanner, or from the Internet.

My Documents: Use this folder to store other types of documents you save, such as typed text or spreadsheets.

Icons that represent folders that are currently closed tend to have a manila file folder emblem as part of their icon, as in the examples shown in Figure 1.

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Figure 1: Examples of folder icons Computer folders aren’t exactly like manila file folders, because a computer folder can contain any number of subfolders within it. For example, your My Music and My Pictures folders are actually contained within your My Documents folder. You can see that for yourself by opening your My Documents folder. To do so, click the Start button and choose My Documents from the right side of the Start menu. Your My Documents folder opens up onto the desktop. From its title bar, you know that the main pane below is displaying the contents of your My Documents folder, as in the example shown in Figure 2.

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Figure 2: My Music and My Pictures folders are contained within My Documents folder The icons named My Music and My Pictures are in the My Documents folder. So why put My Music and My Pictures “inside” My Documents. Because, technically anything you might want to view on the screen, or print, is a document. A letter you type, a video you download, a spreadsheet you create and they’re all documents too. Music and pictures are just somewhat unique as documents. So Windows sets aside a couple of subfolders for those particular types of folders.

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Of course, the My Music icon in Figure 2 represents your My Music folder, and the My Pictures icon represents your My Pictures folder. You can open either folder by double-clicking its icon. If you doubleclick the icon for your My Music folder, you’ll be viewing the contents of your My Music folder, rather than your My Documents folder. You’ll see that folder’s name in the title bar, and its contents in the main pane, as in the example shown Figure 3. (Your My Music folder will contain different icons). Note that the Back button in the toolbar is also enabled now.

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Figure 3: Now viewing the contents of a My Music folder. When you click on the Back button in the toolbar, you’re taken back to the folder you were viewing previously. In this case, that would be your My Documents folder. If you then double-click

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your My


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Pictures icon, you’ll be viewing the contents of your My Pictures folder. That folder’s name will appear in the title bar, and the icons in the main pane will represent files and/or folders in your My Pictures folder. Clicking the Back button while viewing the contents of your My Pictures folder, will again take you back to your My Pictures folder. As you view the contents of various folders, the current folder’s name appears in the title bar, and the icons change to show the contents of the current folder. But some things don’t change (or at least, not much) as you go from folder to folder. The things that don’t change much are the title bar, menu bar, toolbar, and Explorer bar, all pointed out in Figure 4.

Figure 4: Components of Windows Explorer 

Title bar: Shows the name of the folder you’re currently viewing.

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Menu bar: Provides access to pull-down menus that provide commands for working with folders and files.

Toolbar: Provides quick one-click access to commonly used commands.

Explorer bar: Provides options for using the contents of the current folder, as well as quick links to other places.

None of the above-listed components is part of the folder you’re viewing at the moment. Instead, they all belong to a program named Windows Explorer. If you’re viewing this on the screen, and Figure 5 has had enough time to download, Figure 5 will show you an animation of going from folder-to-folder. Notice how the menu bar and toolbar don’t change at all, and the title bar and Explorer bar change very little, as one goes from one folder to another.

Figure 5: Animation of going from folder to folder in Windows Explorer

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To recap, a folder is a container in which you store files, and Windows Explorer is a program that allows you to navigate around through your folders. Windows Explorer is like other programs in that it has a title bar, menu bar, and toolbar at the top. It also has a taskbar button when it’s open. You can move, size, minimize, and maximize Windows Explorer’s window just like any other programs. Windows Explorer is unique among programs in only a couple of ways: 

You really don’t need to go through the Start menu to start Windows Explorer. Just open any folder, and Windows Explorer starts automatically.

Unlike most programs, Windows Explorer doesn’t show its own name in the title bar. Rather, it shows the name of the folder who’s contents are currently displayed in the main pane.

Finally, be aware that there are two Windows XP programs that have the word “Explorer” in their names: 

Windows Explorer: A program that allows you to explore the contents of your own computer.

Internet Explorer: A program that allows you to explore Web pages outside of your computer on the Internet.

This mini-tutorial has been strictly about Windows Explorer. Internet Explorer is actually a Web browser. You don’t use Internet Explorer to explore the contents of your own computer at all. You use Windows Explorer to explore the contents of your own computer. 1.6 TYPES OF FILES: PROGRAM FILES: Program files contain the programs that your computer runs. Program files usually have an EXE (or) COM Extension. Lotus 1-2-3, For Example, is stored in a file called 123.EXE. SPECIALIZED DATA FILES: Microsoft Word assigns a DOC extension to its document files. UNFORMATED TEXT FILES: MS-DOS, use a system called the American Standard code for information interchange (ASCII) to represent text. Files of this type often have a .TXT extension

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SYSTEM FILES: System files contain information about your hardware and are sometimes called devices drivers. These files usually have a sys extension. BATCH PROGRAMS: Batch programs are unformatted text files that contain MS-DOS commands. If you often type the same set of commands to start a program, you can put them into a batch program. Instead of typing the commands each time, you can use the batch program which carries out the commands for you. Batch files always have a BAT extension 1.7 STARTING AND QUITTING PROGRAM Which is convenient, but storing all these files can slow down your computer, and also leave a trail of the sites you’ve been visiting. Instead of having to remember to clear your cache to delete any temporary files Internet Explorer has saved, you can tweak your registry every time you quit Internet Explorer the browser automatically deletes the temporary files. Shutting Down Windows 98 1. Click on the Start at bottom left corner of screen 2. Click on Shutdown (A Shut Down Windows dialog box will appear) 3. Click on Shut Down 4. Click on OK 5. Shut down command helps to turning off the computer. 6. The proper shut down process saves the windows operating system files and others. 7. It is the right procedure to off the computer

The following are the options available in windows shutdown:

1.

Stand by

: To save the power in some situations.

2.

Shut Down

: To off the computer.

3.

Restart

: To restart the computer.

4.

Restart in MS-DOS mode: To enter in MS-DOS mode

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RestartingWindows98 (To shutdown and immediately restart your computer) 1. Click on the Start at bottom left corner of screen 2. Click on Shutdown (A Shut Down Windows dialog box will appear) 3. Click on Restart 4. Click on OK

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Opening A Program 

If the program you want to open is on the desktop, simply double-click the icon and it will open. However if it is not located on the desktop do the following steps 1. Click on the Start at bottom left corner of screen 2. Click on Programs 3. Select the Program you want to open

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Finding Files On Your Computer 

If, for some reason, you cannot locate a file on your computer or home drive, you still might be able to locate it by using the Find Files Program. 1. Click on the Start at bottom left corner of screen 2. Click on Find 3. Select the Find Files or Folders

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4. Enter your search criteria. You do not need to complete every field. Only enter the criteria you want to use for your search. Switch through the different tabs (Date, Advanced, Name & Location) to further your search 5. Click the Find Now button

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Locating Your Most Recent Files 

Windows 98 provides shortcuts to your most recent files, so you may get access to them very quickly. 1. Click on the Start at bottom left corner of screen 2. Click on Documents 3. Select the file that you want

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Using the Windows Explorer Program 

Windows Explorer is a program which allows you to view all of your folders, and the files that belong in those folders. It is divided into 2 panes. On the left side are the drives and folders. The right pane shows the files and subfolders of the folder or drive you have chosen from the left pane. 1. Click on the Start at bottom left corner of screen 2. Click on Programs 3. Select Windows Explorer

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Creating A Folder 1. Select the Drive or Folder you want to create your Folder in 2. Right click in the right pane in the white area 3. Select New 4. Select Folder 5. Type in name for that Folder

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Deleting a file or folder 1. Select the File/Folder you want to delete 2. Hit the Delete Key on the keyboard 3. Confirm Deletion 4.

o

Moving/Copying files to different folders 1. Select the Folder you want to move or copy 2. To Move File - Simply drag it to the destination you want it to go to

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3. To Copy File - Click on Edit --> Copy from the top of the screen. Then go to the destination folder and click Edit --> Paste o

Copying a file/folder to a floppy disk 1. Select the Folder you want to move or copy 2. Right click on the file or folder in the right pane 3. Select Send To --> 4. Select 3.5 Floppy (A)

5. You can also drag the file to 3.5" Floppy (A:\) in the left pane o

Copying a file/folder from a floppy disk to other drive 1. Select 3.5 Floppy (A:) in the left pane 2. Select the File/Folder you want to copy from in the floppy drive 3. Drag it to your destination

o

Renaming A File or Folder 1. Select the File or Folder you want to rename 2. Right Click on it 3. Select Rename 4. Rename File

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1.7 Control Panel & System Preferences used to change system settings like screen savers, time, screen colours used to add and remove programs, fonts add and make changes to hardware and software settings

Computer displays all the components of the computer including disk drives and networks all parts of the computer can be accessed through My Computer’s hierarchical structure double click on any icon to view the contents of a disk, folder or run a program Windows & Finder All programs, folders, tasks and most other operations open in a window.

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Windows are used to: share common attributes through out the entire system contain menus for File, Edit, View and Help which change depending on the task

File open, rename, delete or change properties of files and folders Send To used to open files in a specified program create “Shortcuts� Edit move, copy and paste files and folders Undo the last change View change how files are displayed toggles Toolbar and Status bar (Microsoft) sorts files by choosing column name can be set system wide Help displays help topics for active application Toolbar displays icon menu of main options

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Status bar shows current status of the window (Microsoft) Shortcuts & Aliases can be created anywhere that is convenient to access a program, file or folder select item and choose Create Shortcut or Make Alias then drag or move it to where it is needed use the right mouse button to drag the item to the target and choose Create Shortcut Here from the menu that appears (Microsoft) when you delete a Shortcut or Alias the original application and its icon remain intact Favorites collection of short cuts to documents, programs and websites Programs & Features Some Features Long file names - document names can now use names up to 255 characters including spaces using any character except \ / : * ? â&#x20AC;&#x153; < > | Plug and Play - many hardware devices like CDs, tape drives, upgrade cards, etc... will automatically be detect and can be automatically install on the system 32 bit Preemptive Multitasking - allows users to leave a task running while working on another Right Mouse button - used to display event specific or context sensitive menus (Microsoft) Drag and Drop feature allows files or other information to be dragged from one area and dropped in a new location or into an other application Active Windows - make your Desktop behave like a web site (Microsoft) Software Update - automates updating software through the Internet System Information or Profile - provides information about the computer system Using Help to get help about a specific procedure click the help button in the top right corner of the screen Contents list general topics grouped by subject Index list specific topics accessed by scroll bars or typing the topic Find creates an index of words in Help and allows searches by word or phrase click Help Topics to return to the Help menu Troubleshooters will step you through a series of steps to solve computer problems (Microsoft)

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Microsoft Explorer Bar Folder, Search, Favorites, Radio and History information is displayed on the left side of thewindow click a folder or link to display contents on the right click plus to expand or show the sub-folders and minus to hide them

Using Old DOS Programs many older DOS program will run under Window the PIF editor is replaced with a Properties dialogue box note that some DOS programs cannot run in a window and require a full screen Using Older Software in MAC OS 10.x When Apple OS 10.x tries to open an older version of a program is will run it in Classic mode Switching between tasks (programs/applications/folders) depending in your systemâ&#x20AC;&#x2122;s resources you can have many programs running at once and easily switch from one to another using various methods while hold down Alt, tap the Tab key to cycle through a menu of running tasks click on the taskbar or dock icon of the task you want to bring it to the front Hints & Shortcuts The right mouse button is a great feature of the Windows operating system and can be a real time saver. Right click on; an empty space of the desktop to change Desktop Properties, My Computer to display or modify your computerâ&#x20AC;&#x2122;s properties, Network Neighborhood to display and modify your network properties, Start menu item to modify it, right click an icon to work with it, etc. On a Mac hold the mouse button down to display a context menu. Backing up files Many backup options are done automatically by the computer which will provide various options to recover them in a crisis but a hard drive error can happen at any time and without warning. Be sure to

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back up all your personal and business data on a regular basis. If you have a second hard drive files can be backed up to that drive. A CD-R can also be used to make a back up or a collection of floppy disks can also be used. When backing up files donâ&#x20AC;&#x2122;t forget your email and address book. Some people also have extensive collections of favorites that can be backed up as well. Check your email, address book and browser for information on backing up these files. Some programs have an export feature that can be useful when making back ups. 2.9 CALCULATOR:

Windows 98 provides you with a full-fledged calculator through which you can perform various calculations. You have the option of using the scientific (With Cos, Sin, Tan, log, Square-Root, Cube-Root functions etc.) or the standard calculator having basic mathematical functions. You can use either the keyboard or the mouse to enter numbers and operators into calculator. In case you need result of your calculations somewhere in your document, you can use the copy command provided along with the calculator to copy the result at the desired place.

Choose Calculator command from Accessories option from Program option from Start Up menu.

1.10 CUT, COPY AND PASTE OPTION:

Selecting Text: Place the mouse pointer at the beginning of the text that you wish to format, Click once, keep the left mouse button pressed and drag till the end of the block. Release the mouse button and you would see that the block selected by you has been highlighted in black color and the text is shown in white color, as displayed here: Now you can apply and formatting command like Bold faced Italics, Underline, Left Align, Center Align, Right Align, Justify, etc. by simply clicking on the correct icon. You can also change the font size, style and type, of this Block.

Cut a Block:

In case you have a block of text that you wish to move to another location , either within the same page or to another page or even to any other document, choose the Cut command from the Edit Menu , after selecting the desired block. On applying this command, the block would disappear from its original location. You many now use the paste command to place this block anywhere else. You can also use the Cut command to share data between files created by different applications like Word, Excel , Power Point, etc. This has a great advantage that you can do a

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specific task in a particular application (which is most appropriate for this task) share this data in other application.

Copy a block:

If you have a block of text that you wish to copy to any other location, choose the Copy command instead of Cut command. Notice the important difference, in case of Cut command the block disappears from the original location and is there only at the new location, whereas in case of Copy command the appears both, at the original location as well as the new location.

Paste a block:

Once a block has been either cut or copied using the Cut or Copy command, simply place the cursor at the new location and choose the Paste command to the selected block here.

Delete a block:

Block a piece of text (based upon steps explained earlier) and simple press the Del key from the keyboard to delete this block. Alternatively, you can also use Clear command from the Edit Menu, for this. These and other applications like designing borders and drawing figures, using the toolbars, are explained in detail in subsequent pages.

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UNIT II

32

MS WORD

2.0 INTRODUCTION TO MS-WORD INTRODUCTION Let us consider an office scene. Many letters are typed in the office. The officer dictates a letter. The typist first types a draft copy of the letter. The officer goes through it to check mistakes regarding spelling errors, missing words, etc. and suggests corrections. The typist changes the letter as suggested by the officer. This is a simple example of word processing. There are many software packages to do the job of word processing. Some of them work in DOS environment. Example are WordStar, Word Perfect and Professional Write. But in these days working in WINDOWS is becoming more and more popular. So let us consider software for word processing which works in WINDOWS. Our choice is MS-WORD because it is the most popular software in these days. MS-WORD is a part of the bigger package called MS OFFICE, which can do much more than word processing. In fact when you open up MS OFFICE you will find four main components in it. They are MSWORD (for word processing), MS EXCEL (for spreadsheet), MS ACCESS (for database management) and MS POWERPOINT (for presentation purposes). However, we will limit ourselves to MS-WORD only in this lesson. 2.1 OBJECTIVES After going through this lesson you should be in a position to 

start the MS-WORD package

be familiar with the MS-WORD screen

advantages and Features of Word Processing

some common Word Processing Packages

how to invoke Ms-Word

learn the capabilities of Ms-Word

WHAT IS WORD-PROCESSING? Word Processor is a Software package that enables you to create, edit, print and save documents for future retrieval and reference. Creating a document involves typing by using a keyboard and saving it.

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Editing a document involves correcting the spelling mistakes, if any, deleting or moving words sentences or paragraphs. (a) Advantages of Word Processing One of the main advantages of a word processor over a conventional typewriter is that a word processor enables you to make changes to a document without retyping the entire document. (b) Features of Word Processing Most Word Processor available today allows more than just creating and editing documents. They have wide range of other tools and functions, which are used in formatting the documents. The following are the main features of a Word Processor i.

Text is typing into the computer, which allows alterations to be made easily.

ii.

Words and sentences can be inserted, amended or deleted.

iii.

Paragraphs or text can be copied /moved throughout the document.

iv.

Margins and page length can be adjusted as desired.

v.

Spelling can be checked and modified through the spell check facility.

vi.

Multiple document/files can be merged.

vii.

Multiple copies of letters can be generated with different addresses through the mail-merge facility.

(c) Some Common Word Processing Packages The followings are examples of some popular word processor available 

Soft word

WordStar

Word perfect

Microsoft word

WORD PROCESSING The keyboard of a word processor is similar to that of a typewriter, but its capabilities extend far beyond the typewriter’s. For example, you don’t have to press the Return or Enter key at the end of every line - in word processing, the line “wraps around” when it reaches the margin you’ve set and allows you to continue typing without stopping, you only press Enter (or Return) when you

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want to start a new paragraph or insert blank lines. If you make a mistake while typing use backspace or delete to erase it. MS-WORD

There are many commercial word processing programs including Open Office Writer Microsoft Word

, Corel WordPerfect

,

and others. Windows comes with WordPad to

edit and format documents and NotePad to edit text. Mac OS X comes with TextEdit or SimpleText in previous version. Open Office is an Open Source office application that can be downloaded for free at openoffice.org.

Editing functions such as inserting, deleting, moving, and copying characters, words, lines, and even blocks of text are fast and easy with only a few keystrokes. Advanced programs will number pages, repeat material in the same place on every page automatically, and check the spelling of every word in your document. You print your document only after it looks exactly the way you want it to. Finally, copies of your documents can be stored on a disk, enabling you to retrieve, edit, and print them at any time. The text appears at the cursor. Use the space bar to place spaces between words. Use backspace to erase to the left of the cursor and delete to erase to the right of the cursor. Use Enter (or Return) to move the cursor down a line. Word processors allows you to type your text in Bold, Italics or Underline. This is useful when you wish to highlight some word or line in a document. To activate Bold, Italics or Underline click the icon button on the Toolbar, type the text that you wish to have highlighted then press Toolbar icon again when you are finished. The indicator on the Toolbar will appear highlighted as long as the highlight style is on.

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The text can also be modified by changing the Font. A font is the shape and size of a character of text. The three main types are serif (with tails); sans-serif (without tails); and script (similar to handwriting). Text colours can also be changed. Text can also be indented and tab settings added which modify where the text is placed on the page. Rather than press the space bar more than once set tabs where you want the cursor to move to. The page can be modified by changing the margins, adding headers or footers (repeating text on each page), page numbering, graphic images and various other ways. The Insert key toggles between Insert and Typeover. Sometimes an indicator on the bottom of the screen will display the typing mode you are in. Normally, any text after the cursor will be pushed across the screen (inserted) as new characters are typed in. With Typeover on the new character will just replace the old character at the cursor. Editing text is quite easy once you get used to it. Select text that you want to modify with the mouse or by holding down Shift and using the arrow keys. Holding Control (CTRL) will select text one word at a time. Once you have the text selected use Cut (Ctrl-X) to cut the text off the page and into a clipboard. Use Copy (Ctrl-C) to transfer a copy of the selected text to the clipboard. Use Paste (Ctrl-V) to paste the text into the document at the cursor. The Windows clipboard will only hold a single selection of text which is replaced with each new cut or copy. If you make a mistake most modern programs have an Undo feature (Crtl-Z). Many also have a Redo feature. Most word processors will check your spelling and many have thesauruses and will check your grammar. Donâ&#x20AC;&#x2122;t rely on the editing tools to replace a good proof reading though! (as this editor tends to do ;) 2.2 STARTING MICROSOFT WORD

ď&#x201A;ˇ

Two Ways 1. Double click on the Microsoft Word icon on the desktop.

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2. Click on Start --> Programs --> Microsoft Word

VIEWING THE TOOLBARS

The toolbars in Microsoft Word provide easy access and functionality to the user. There are many shortcuts that can be taken by using the toolbar. First, make sure that the proper toolbars are visible on the screen. 1. Click View 2. Select Toolbars 3. Select Standard, Formatting, and Drawing 4. Other toolbars can be selected if you wish

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2.3 PARTS OF WORD WINDOWS

Name

Icon

Description

New Blank Document

Creates a new, blank file based on the default template.

Open (File menu)

Opens or finds a file.

Save (File menu)

Mail Recipient

Saves the active file with its current file name, location, and file format. Sends the contents of the document as the body of the e-mail message.

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Print (File menu)

on the File menu, click Print.

Print Preview (File menu)

Shows how a file will look when you print it. Checks the active document for possible spelling, grammar,

Spelling and Grammar (Tools menu)

and writing style errors, and displays suggestions for correcting them. To set spelling and grammar checking options, click Options on the Tools menu, and then click the Spelling and Grammar tab. Removes the selection from the active document and places it

Cut (Edit menu)

on the Clipboard.

Copy (Edit menu)

Copies the selection to the Clipboard. Inserts the contents of the Clipboard at the insertion point, and

Paste (Edit menu)

replaces any selection. This command is available only if you have cut or copied an object, text, or contents of a cell. Copies the format from a selected object or text and applies it to the object or text you click. To copy the formatting to more

Format

Painter

toolbar)

(Standard

than one item, double-click

, and then click each item you

want to format. When you are finished, press ESC or click again to turn off the Format Painter.

Undo (Edit menu)

Reverses the last command or deletes the last entry you typed.

Redo (Edit menu)

Reverses the action of the Undo command.

Hyperlink

Inserts a new hyperlink or edits the selected hyperlink. Displays the Tables and Borders toolbar, which contains tools

Tables and Borders

for creating, editing, and sorting a table and for adding or changing borders to selected text, paragraphs, cells, or objects.

Zoom

Office Assistant

Enter a magnification between 10 and 400 percent to reduce or enlarge the display of the active document. The Office Assistant provides Help topics and tips to help you accomplish your tasks.

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CREATING, EDITING AND SAVING A DOCUMENT

CREATING AND EDITING A DOCUMENT INTRODUCTION Now you are familiar with the basics of Ms-Word. After invoking Ms-Word, the next step is to create a file or document in which you can work. By default Ms-Word opens a new blank document when you start it. As you have seen from fig. 9.2 in the previous lesson, you noticed a blank work area where you can straight away type your text. However, let us close this work area by clicking the left mouse button at file on the main menu bar and then at close. The work area will disappear. Now, suppose you want to create a new document.

OBJECTIVES At the end of the lesson you would be able to do the following functions     

Creating a file Opening an existing file Insert text in a file Editing the document Deletion of text

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Selecting a New Document

Create Document Tool

ENTERING TEXT IN THE DOCUMENT

After you create a document, you can start typing the required text. The text will appear on the screen at the current location of the cursor. Ms-Word will automatically take care of the right margin of the text. The insertion point moves automatically to the next line. If you want to start a line or paragraph at the middle you have to press Enter key.

MOVING AROUND THE DOCUMENT Before you start edit, the cursor must be brought to the desired location. Following are a few of the keys that can be used to move around in a document

Press

Name of key(s)

To move cursor to

Left arrow

Left by one character

Right arrow

Right by one character

Up arrow

Up by one line

Down arrow

Down by one line

Ctrl +

Ctrl and left arrow

Previous word

Ctrl +

Ctrl and right arrow

Next word

Ctrl+Home

Ctrl and Home

Beginning of a line

Ctrl+End

Ctrl and End

End of a line

Page Up

Page Up

Up by one page

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Page Down

42 Down by one page

SAVING A WORD DOCUMENT:

Now since we have put in substantial amount of work creating this document, it might be a good idea to save it for posterity! In fact, for all you subsequent documents you must go on saving your work from time to time. Let us say every 15 Minutes or so, or after completing every section. Doing this ensures that if there is problem like power off or your machine has gone into hung state,etc. you only lose minimal work.

1. Choose Save command from File menu. 2. Type the file name by which you wish to save your file. 3. Click on the Save button.

Note: In the Save As dialog box specify the name of your document. IMPORTANT FEATURES OF MS-WORD Ms-Word not only supports word processing features but also DTP features. Some of the important features of Ms-Word are listed below: i.

Using word you can create the document and edit them later, as and when required, by adding more text, modifying the existing text, deleting/moving some part of it.

ii.

Changing the size of the margins can reformat complete document or part of text.

iii.

Font size and type of fonts can also be changed. Page numbers and Header and Footer can be included.

iv.

Spelling can be checked and correction can be made automatically in the entire document. Word count and other statistics can be generated.

v.

Text can be formatted in columnar style as we see in the newspaper. Text boxes can be made.

vi.

Tables can be made and included in the text.

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Word also allows the user to mix the graphical pictures with the text. Graphical pictures can either be created in word itself or can be imported from outside like from Clip Art Gallery.

viii.

Word also provides the mail-merge facility.

ix.

Word also has the facility of macros. Macros can be either attached to some function/special keys or to a tool bar or to a menu.

x.

It also provides online help of any option.

GETTING STARTED WITH MS-WORD We have already told you that for working in Ms-Word you should be familiar with WINDOWS. If you have not covered WINDOWS so far then read that first and then go through MS-WORD. By now you must be aware of the fact that a software package is improved from time to time. These improvements are sold in the market as new versions of the same software. Thus you will find many versions of MS-WORD being used in different offices. In this lesson we will cover the version MS-WORD 97, which is latest in the market and contain many improvements over the older versions. However, you do not have to worry if you have an older version such as WORD 6.0 or WORD 95. All the commands available in these older versions are also available in WORD 97 and they are compatible. While working in MS-WORD you have to work with a mouse. Also one can work, to some extent, through the keyboard. The use of mouse is simpler as it is fully menu driven. In MS-WORD every command is available in the form of â&#x20AC;&#x2DC;iconsâ&#x20AC;&#x2122;. You can go inside MS-WORD by the following way 1. Take the mouse pointer to START button on the task bar. Click the left mouse button. The monitor will show like as follows:

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2. Move the pointer to programs. You will notice another menu coming up to the right. 3. In that menu identify where Microsoft word is placed. Move the cursor horizontally to come out of programs. 4. Move into the rectangular area meant for Microsoft word. Click the left mouse button there. The computer will start MS-WORD. You will find the screen as follows.

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Let us discuss the important components of the screen. (a) Title Bar The title bar displays the name of the currently active word document. Like other WINDOWS applications, it can be used to alter the size and location of the word window. (b) Tool Bars Word has a number of tool bars that help you perform task faster and with great ease. Two of the most commonly tool bars are the formatting tool bar and the standard tool bar. These two toolbars are displayed just below the title bar. At any point of time any tool bar can be made ON or OFF through the tool bar option of View Menu. (c) Ruler Bar The Ruler Bar allows you to format the vertical alignment of text in a document. (d) Status Bar The Status Bar displays information about the currently active document. This includes the page number that you are working, the column and line number of the cursor position and so on. (e) Scroll Bar The Scroll Bar helps you scroll the content or body of document. You can do so by moving the elevator button along the scroll bar, or by click in on the buttons with the arrow marked on them to move up and down and left and right of a page. (f) Workspace The Workspace is the areas in the document window were you enter/type the text of your document. (g) Main Menu The Word main menu is displayed at the top of the screen as shown in the Fig. 9.1. The main menu further displays a sub menu. Some of the options are highlighted options and some of them appear as faded options. At any time, only highlighted options can be executed, faded options are

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not applicable. Infect if the option is faded you will not be able to choose it. You may not that any option faded under present situation may become highlighted under different situations.

MAIN MENU OPTIONS The overall functions of all the items of main menu are explained below. (a) File You can perform file management operations by using these options such as opening, closing, saving, printing, exiting etc. It displays the following sub menu.

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File Sub menu

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(b) Edit Using this option you can perform editing functions such as cut, copy, paste, find and replace etc. It displays the following sub menu.

Edit Sub menu

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(c) View Word document can be of many pages. The different pages may have different modes. Each mode has its limitations. For example in normal mode the graphical picture cannot be displayed. They can only be displayed in page layout mode. Using the option "View" you can switch over from one mode to other. It displays the following Sub menu.

View Sub menu

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(d) Insert Using this menu, you can insert various objects such as page numbers, footnotes, picture frames etc. in your document. It displays the following Sub menu.

Insert Submenu

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(e) Format Using this menu, you can perform various type of formatting operations, such as fonts can be changed, borders can be framed etc. It displays the following Sub menu.

Format Submenu

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(f) Tools Using this menu, you can have access to various utilities/tools of Word, such as spell check, macros, mail merge etc. It displays the following Sub menu.

Tool Submenu

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Table This menu deals with tables. Using this menu you can perform various types of operations on the table. It displays the following Sub menu.

Table Sub menu

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(h) Window This menu allows you to work with two documents simultaneously. This would require two windows to be opened so that each one can hold one document. Using this menu, you can switch over from one window to another. It displays the following Sub menu.

Window Sub menu (i) Help Using this menu, you can get on-line help for any function.

CREATE A DOCUMENT, SAVE IT AND EDIT A DOCUMENT:

1.

Choose New command from the File Menu. You can activate the Menu in 2 ways.

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Press ALT-F Key (or any Key underlined in Menu line to activate that menu list) and use the Keyboard to move up & down within the various options under the file menu option and press Enter to select an option.

ii)

Use a mouse. Take the mouse pointer to file and click. Automatically this menu list would be displayed. Use mouse to travel between various option and click once at the desired option.

2.

Click on Letters and Faxes folio to select preformatted templates for creating letters and Faxes.

3.

Click here to choose Contemporary Letter.

4.

Click once on OK button.

ENTERING TEXT:

1.

Click here and type out the senderâ&#x20AC;&#x2122;s (Your) address and Phone numbers.

2.

Click here with the mouse and type the name of the company.

3.

Click here and type the name of the recipient and his Company address.

4.

Click here and type the title and recipientâ&#x20AC;&#x2122;s name.

5.

Place the cursor at the beginning of this Paragraph, click on the mouse, highlight this entire paragraph and press DEL key from Keyboard. This matter would get deleted and now you can begin typing the rest of the letter.

Note: that the current date is automatically displayed here. In case a wrong date is shown here, go back to Windows and change the current date and Time settings.

SAVING A WORD DOCUMENT: Now since we have put in substantial amount of work creating this document, it might be a good idea to save it for posterity! In fact, for all you subsequent documents you must go on saving your work from time to time. Let us say every 15 Minutes or so, or after completing every section. Doing this ensures that if there is problem like power off or your machine has gone into hung state,etc. you only lose minimal work.

1. Choose Save command from File menu. 2. Type the file name by which you wish to save your file. 3. Click on the Save button.

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Note: In the Save As dialog box specify the name of your document.

2.5 FIND AND REPLACE:

To find a text:

1. We can find a particular text in our file. 2. Select the Text to be find. 3. Select EDIT menu. 4. Click FIND option from the EDIT menu. 5. Set the options you want to perform. 6. Find next. This option automatically finds a particular word one by one in the file.

Find and Replace:

1.

Find and replace help to search for a word or words in the document and replacing it with some other text.

2.

Select EDIT menu.

3.

Click REPLACE option from the menu.

4.

Enter the text to be changed in FIND WHAT box.

5.

Enter the text for replace in REPLACE WITH box

6.

Click RELACE button

Important options available in Replace: 1. Replace – To replace each occurrence one by one. 2. Replace all – To replace every occurrence with new contents. 3. Find next – To move next item for find.

2.6 UNDO OPTION:

1.

This feature is used for canceling one or more previous actions, starting with the most recent action.

2.

We can use 3 methods to undo the last action and more previous action.

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METHODS:

1.

EDIT -> UNDO. Select EDIT menu and then click UNDO option in that menu.

2.

Ctrl + Z.

3.

Press UNDO tool bar button.

2.7 CUT, COPY AND PASTE OPTION:

Selecting Text: Place the mouse pointer at the beginning of the text that you wish to format, Click once, keep the left mouse button pressed and drag till the end of the block. Release the mouse button and you would see that the block selected by you has been highlighted in black color and the text is shown in white color, as displayed here: Now you can apply and formatting command like Bold faced Italics, Underline, Left Align, Center Align, Right Align, Justify, etc. by simply clicking on the correct icon. You can also change the font size, style and type, of this Block. Cut a Block:

In case you have a block of text that you wish to move to another location , either within the same page or to another page or even to any other document, choose the Cut command from the Edit Menu , after selecting the desired block. On applying this command, the block would disappear from its original location. You many now use the paste command to place this block anywhere else. You can also use the Cut command to share data between files created by different applications like Word, Excel , Power Point, etc. This has a great advantage that you can do a specific task in a particular application (which is most appropriate for this task) share this data in other application.

Copy a block:

If you have a block of text that you wish to copy to any other location, choose the Copy command instead of Cut command. Notice the important difference, in case of Cut command the block disappears from the original location and is there only at the new location, whereas in case of Copy command the appears both, at the original location as well as the new location.

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Paste a block:

Once a block has been either cut or copied using the Cut or Copy command, simply place the cursor at the new location and choose the Paste command to the selected block here.

Delete a block:

Block a piece of text (based upon steps explained earlier) and simple press the Del key from the keyboard to delete this block. Alternatively, you can also use Clear command from the Edit Menu, for this. These and other applications like designing borders and drawing figures, using the toolbars, are explained in detail in subsequent pages.

2.8 CHANGE CHARACTER SIZE USING THE FONT DIALOG BOX: Now, letâ&#x20AC;&#x2122;s begin changing fonts and point sizes. 1.

Highlight the Title.

2.

Choose Font command from Format menu.

3.

Using either the keyboard arrows or the mouse pointer select a font which you like the best.

4.

Select also the desired Font size by clicking once on it.

5.

Click on OK button.

PARAGRAPH FORMATTING:

Changing the paragraph in a good form is paragraph formatting.

1. LINE SPACING: Line spacing helps to arrange the vertical space between lines of text within a paragraph. 1. Select FORMAT menu option. 2. Click Paragraph option from the menu. 3. Select Indents and Spacing. 4. Choose any one option in that menu. 5. Finally click OK button.

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The following are the options available in formatting:

1. ALIGNMENT: i) Left

: To arrange Left side.

ii) Right

: To arrange Right side.

iii) Centered

: To arrange centre.

iv) Justified

: To arrange Scatter.

2. INDENTATION: 1. Left

: To leave empty space in Left side.

2. Right

: To leave empty space in Right side.

3. SPACING: 1. Before

: To create empty space on the Top.

2. After

: To create empty space on the Bottom.

4. LINE SPACING:

1. Single

: Sets the Line spacing for each line to that of the largest font in the line.

2. Lines

: Sets the line spacing to one and half times that of single line spacing.

3. Double

: Sets the line spacing to twice that of single line spacing.

4. Exactly

: Sets fixed line spacing.

5. Atleast

: Sets the minimum line spacing and that word can adjust to accommodate largest font size.

6. Multiple

: Allow spacing to increase or decrease by a percentage.

Entering text in text box:

After you have finished typing, your letter should look like this. If you made some mistakes while typing, refer to navigation instruction about how to make modifications, deleting and additions to existing text.

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1.

61

click here and type the slogan” Creativity & Synergy”.

Changing the Font:

1.

Place the mouse pointer at the beginning of the text. Click the left button and start highlighting the entire text by dragging the mouse till the end of the text. Of course, you may alternatively begin from the end and move backwards toward the beginning of the text.

2.

Click at the font box of formatting tool bar. Click once at the pull down arrow symbol and a list of all the available fonts would be displayed. Use the mouse to move up and down in this list. Click at the font that you wish to apply. “Arial” font has to be chosen for our present exercise. The moment you have clicked and chosen a particular font, this pull down list would automatically close and the selected font would be applied to the highlighted text.

Changing font size:

1. Highlight the text .Click here to see a list of point size. These numbers refer to the size of the characters that you wish to format. Higher the point size number, bigger would be the character size for the highlighted text. Please remember that before you choose that point size, the range of text much be selected first.

Aligning the text:

Now let us learnt to change the alignment of text. By default, text is always left aligned.

1.

Highlight the line by dragging the mouse till the end of text.

2.

Choose paragraph from format menu.

3.

Choose indents and spacing folio by clicking on it once.

4.

Choose the option Centered from ‘Alignment’.

5.

Click once on OK button

In word you can indent any length of selected text. You can indent from left margin, from Right margin or from both margins.

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There are three options for special indent-None, Firstline and Hanging. Choose all these options by one and after seeing its preview in the preview window remove and select the one you like.

Underline the Text:

Now having centered the text, we wish to underline it.

1.

Highlight the text. Choose Font command from Format menu.

2.

Choose Single line option from the â&#x20AC;&#x2DC;underlineâ&#x20AC;&#x2122; pull down list.

3.

Click on OK button to continue.

Justifying the Text:

Having learnt to align text, we shall now apply this knowledge to justify a whole paragraph between the left and right margin.

1.

Highlight the entire paragraph.

2.

Choose Paragraph command from Format menu.

3.

Choose justified option from Alignment pull down list.

4.

Click once on OK button.

NUMBERING:

One of the really smart features of Word is to create numbered lists. Old word processor users would appreciate, how much time was wasted in trying to manually create a perfectly aligned numbered list. Through this feature, once you have chosen a list of items separated by Enter key, you can ask Word to automatically assign consecutive numbers to this list.

1.

Highlight the Text.

2.

Choose Bullets and Numbering command from Format menu or click once on the numbering icon.

3.

Click here to choose Numbered.

4.

Choose the numbering pattern you wish to apply by clicking anywhere inside the chosen pattern box.

5.

click once on OK button

Note: items are automatically numbered with hanging indent effect.

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BULLETS:

Just as we can create numbered lists, we can also create Bulleted lists. The main difference here is that instead of consecutive numbers in case of numbered list, items appear with the same chosen bullet mark. 1.

Highlight the text and choose Bullets and Numbering command from Format menu.

2.

Click on the Bulleted folio/tab.

3.

Choose the Bullet mark you wish to apply by clicking once on it.

4.

Click on OK button to continue.

Note: Individual lines appear with bullet mark with hanging indent effect. BORDERS:

Now let us start formatting. In order to start formatting our table we would need the Borders Tool bar.

1.

Choose Tables and Borders command from the Toolbar options from the View menu.

2.

Place the cursor in the first table. Choose select Table from Table menu.

3.

Click here to open borders frame.

4.

Click here to apply style to â&#x20AC;&#x2DC;Allâ&#x20AC;&#x2122; border frame.

2.9 PAGE SETUP:

Page formatting is the method by which a page is designed into a good readable form.

1. PAGE MARGINS:

i)

Margins are the distance between the text and page of the paper.

ii)

In word text and the graphics are normally printed inside the margins.

iii)

Headers, footers and page numbers are printed in the margins.

iv)

Margins can be set in two ways. a) using the rulers: Drag and Margin boundaries on the Horizontal and Vertical ruler bars. b) Using page setup dialog box: File ->Page setup ->Margins->Choose options->ok.

The following are the options available in the page formatting.

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1. Top

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: To set the Top margin.

2. Bottom

: To set the Bottom margin.

3. Left

: To set the Left Margin.

4. Right

: To set the Right margin.

5. Gutter

: To set the Left side binding margin.

PAPER SIZE:

1. The paper size tab in the page setup dialog box can be used for selecting the paper size and page orientation. 2. Page orientation can be vertical or horizontal.

File -> Page setup ->Paper size ->Choose options ->ok.

The following are the options available in the Paper Size:

1. Paper size

: To select standard paper size.

2. Width

: To select paper width.

3. Height

: To select paper height.

4. Orientation i) Portrait ii) Landscape

: To choose paper height wise. : To choose paper Widthwise.

2.10 HEADER AND FOOTER:

Another helpful feature of Word is Header and Footers. Using this feature you can print a standard piece of text and or an image at the top or end of each page of your document(s).The most common use of Headers and Footers is to print page numbers and reference titles.

1. Choose Header and Footer command from the View menu. 2. The dashed line box would be displayed below the formatting toolbar. 3. Click once on Page setup icon from the Headers and Footers toolbar. 4. If you take careful look at the sample exercise you will notice that the first page header and footer in different from the rest of the pages. For making this possible click once on different first page checkbox in the dialog box. 5. Click once on OK button to continue.

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6. Let us now insert a clip art graphic (which, let us presume, is the logo of total Synergy Consulting) in the first page header. Choose clip art from Picture option of Insert menu. 7. Choose this Academic category from the clip Art Gallery. 8. Choose this Clipart from the clip Art Gallery button. 9. Click once on Insert Clip button. 10. The chosen graphic would be displayed.

Click where you want your table to go 1. Click Table at top of screen 2. Select Insert 3. Select Table 4. Give your table dimensions

Inserting a Picture 1. Click where you want your picture to go 2. Click Insert at top of screen 3. Select Picture 4. Select Clip Art or From File 5. Select picture and click Insert

Inserting Page Numbers and Date/Time 1. Click Insert at top of screen 2. Select Page Numbers and/or Date & Time

Spell Checking Your Document 1. Click Tools at top of screen 2. Select Spelling and Grammar

2.11 PRINT: Thanks to Chris Maunder for introducing the printing method in Printing without the Document/View framework. Many people have been asking for print preview without the doc/view framework as well. However, so far, no body has proposed a way to do that yet. I have studied on how Microsoft implements print preview in doc/view framework using the class CPreviewView, which is

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derived from CSrollView. The print preview is called from CView::OnFilePrintPreview ( ) and CView::DoPrintPreview. They are undocumented, the source code can be found from VC\mfc\src\Viewprev.cpp. The implementation relies on CView and CFrameWnd framework extensively. In order to use the default print preview functionality in non doc/view framework, like dialog based applications, I played a trick by creating temporary CFrameWnd and CView objects and then calling the default OnFilePrintPreview( ) from the temporary view class. I borrowed Chris Maunderâ&#x20AC;&#x2122;s CGridCtrl control from MFC Grid control (derived from CWnd) article as an example to illustrate the implementation. I included another demo project, which was modified from Iuri Apollonioâ&#x20AC;&#x2122;s article: Generic printing class (and how to print list control content). The code was developed under VC5 environment and has been tested in Windows 98 and NT platforms without any problem. :) Now is the time to actually print our great piece of work!

1.

Choose Print command from file menu.

2.

Choose your printer from this list. In most of the cases default printer would be the right one.

3.

Click here to choose All. This would print all the pages of the print document.

4.

Click on OK button to print.

2.12 PRINT PREVIEW:

Once you have completed spelling for the entire document, now is the time to sit back and take stock of your work. Because of advanced WYSIWYG feature (What You See Is What You Get) inbuilt in MS Office, you can see a preview, on screen of what you wish to print. In most cases, this preview would give you an exact replica of what your printer would print. This is very helpful, since you save considerable amount of time and money (in printing and stationary cost) by making sure that your document looks exactly the way it should, before you finally print it.

1.

Choose Print Preview command from File menu.

2.

This is what appears on the screen. An exact copy of the page, which your printer would print. If you are happy with what you see, go ahead and prints the document .If not, goes back to the main screen by clicking on Close button and make necessary changes.

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1. Choose the best answer. a. While working in Ms-Word you have to work with i.

Mouse only

ii.

Keyboard only

iii.

Both mouse and keyboard

b. In Ms- Word every command is available in

c.

i.

Print

ii.

Letter

iii.

Icons

You can go inside Ms-Word by the following way i.

Take the mouse pointer to START button on the task bar and click the left mouse button.

ii.

Take the mouse pointer to START button and click the right mouse button.

iii.

Move the mouse pointer on the screen.

State True or False a. Using View option you can perform editing functions such as cut, copy, paste, find and replace etc. b. Using the Edit option you can switch over from Normal mode to out line mode. c.

Using Insert menu you can insert various objects such as page numbers, footnotes, picture frames etc.

d. Using Tools menu you can access to various utilities of word such as spell check, macros and mail merge etc. e. Window menu allows you to work with two documents simultaneously. f.

The title bar displays the name of the currently active word document.

g. Two of the most commonly tool bars are the formatting tool bar and the standard tool bar. h. The tool bar allows you to format the vertical alignment of text. i.

The scroll bar helps you to scroll the content or body of document.

j.

The workspace is the area in the document window where you enter/type the text

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MS-EXCEL

3.0 INTRODUCTION

GETTING STARTED

Before taking this course, you should be familiar with the Windows computing environment or have completed the Introduction to the PC class.

What is Excel?

Microsoft Excel is a spreadsheet program that helps you record, analyze, and calculate data. The power of Excel comes from its ability to eliminate repetitive calculations and automatically update data to reflect changes you’ve made. Excel also allows you to organize and present your data using a variety of Graphs and charts. Microsoft Excel is allows you to create professional spreadsheets and charts. It performs numerous functions and formulas to assist you in your projects. This tutorial will help you get started with Microsoft Excel and may solve some of your problems, but it is a very good idea to use the Help Files that come with Microsoft Excel , or go to Microsoft’s web site located at http://microsoft.com/office/excel/default.htm for further assistance.

3.1 Starting Microsoft Excel 

Two Ways 1.

Double click on the Microsoft Excel icon on the desktop.

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Click on Start --> Programs --> Microsoft Excel

3.2 Creating Formulas 1. Click the cell that you want to enter the formula. 2. Type = (an equal sign). 3. Click the Function Button 4. Select the formula you want and step through the on-screen instructions

3.3 Order of Operations Excel Uses

Precedence Operation

Operator

1

Exponentiation

^

2

Multiplication

*

2

Division

/

3

Addition

+

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3

Subtraction

-

4

Concatenation (putting 2 strings together, like Jenn & ifer) &

5

Equal To

=

5

Greater Than

>

5

Less Than

<

3.4 Adding Borders and Shading to Cells 1. Make sure you have the Formatting toolbar visible o

Click on View --> Toolbars --> Formatting

2. Select cells you wish to format by left clicking on them and highlighting them

Click the

button to shade a cell and/or the

to give a cell a border

• Worksheet You can store, manipulates, calculate, and analyze data such as numbers, text, and formulas on a Worksheet. • Database You can conveniently sort, searches, and manages a large amount of information on a worksheet, using standard database operations. • Charts You can quickly present your worksheet data visually in a chart. • Macros You can automate frequently performed tasks, perform specialized calculations.

3.5 Opening Excel 97 and Workbooks...

1. Finding and Opening Excel

You can launch Microsoft Excel at any of our facilities by opening start menu, go to programs, Office 97 and selecting Microsoft Excel. Launching Excel should automatically open a new workbook called Workbook 1. If Excel did not open a new workbook for you or if you would like a new workbook, go to File and then drag it down to New.

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2. Opening an existing Excel File

To open an already existing Excel File, go to File and then drag it down to Open. Then direct Excel to the file you want to open.

Understanding Your Screen • Menu Bar The menu bar contains all the commands available in Excel. To activate any menu command: Open a menu by clicking its name on the menu bar and then drag your mouse pointer down to highlight a menu command and click on it. • Tool Bar The Tool Bar is a shortcut that permits the user to execute commands with a single click of a mouse button instead of using the menu bar. You can pick which Tool Bars appear on you screen or customize your own Tool Bar by going into View and selecting Toolbars... • Formatting Bar The Formatting Bar allows you to edit the formatting of various cells. • Formula Bar The Formula Bar displays the location and data of the active cell. You can also edit cell contents here. • Scroll Bar The Scroll Bar allows you to scroll in between sheet or within the sheet.

Data Entry You can enter data in a cell by selecting the cell and typing. You can complete a cell entry by clicking the enter box or by pressing ENTER. You can cancel an entry or edit by clicking the cancel box or by pressing ESC. You can also do a Direct Cell Entry (Direct cell entry allows you to see the scroll mark and edit directly from within the cell. To active direct cell entry, double click on the cell).

Table 1 - Basic Controls Keys Action General Scrolling When Highlighted

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Move up one cell up arrow shift + return Move down one cell down arrow return Move right one cell right arrow / tab Move left one cell left arrow / shift tab shift tab *Important reminder: Do not use the arrow keys when you are entering data or when you have cells highlighted. Using your arrow keys will result in selecting a new active cell.

Editing Cell Entries Before we can edit any cell entry/entries, we must select the cells we want to edit. See Table 2 Cell Selection for a quick reference guide on cell selection.

Table 2 - Cell Selection Action Keys Selecting a single cell by 1. Mouse 2. Arrow keys

Table 3. Using Coordinate

Selecting an entire row 1. Click on the row header of the row you want to select Selecting an entire column 1. Click on the column header of the column you want to select Selecting an entire worksheet 1. Click on the box where the column and row headers meet Selecting multiple adjacent cells 1. Drag the mouse over the cells you want to select or,

2. Using the mouse: select the first cell (top most left) of the cells you want, then hold down the shift key and select the last cell (bottom most right) of the cells you want.

Selecting multiple adjacent columns or rows

1. Drag the mouse over the row/column header of the rows/ column you want to select, or

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2. Using the mouse select the first row / column of the rows/ column you want, then hold down the shift key and select the last row /column header of the rows / columns you want. Selecting multiple non-adjacent cells 1. Using the mouse, select the first cell of the cells you want, then hold down the control key and select the rest of the cells you want.

Selecting multiple non adjacent rows or columns

1.

Using the mouse select the first row / column of the rows/ column you want, then hold down the control key and select the rest of the rows / columns you want.

3.6 Inserting new cell(s), row(s), or column(s):

1.

To insert a new cell or cells:

Select the number of cells you want to insert. Go under the Insert menu and select Cellsâ&#x20AC;Ś

2.

To insert new rows or columns:

Select the row or column heading(s) where you want to insert you new row(s) or column(s). Go under the Insert menu and select Rows or Columns Excel will try to give inserted cell(s) the same format as the cells around them.

3.

To insert a new sheet(s): Go under the Insert menu and select Worksheet.

3.7 An important difference between DELETE and CLEAR:

If cell content is cleared, its contents are erased but the cell itself remains. However when a cell is deleted, the cell itself is removed, moving the adjacent cells to close up space that was occupied by the deleted cell.

This causes two main problems: Aesthetics - Deleting a cell shifts your worksheet data around. Formulas - if you enter the formula =A1*B1 in a cell and then cleared cell B1, the result of the formula will be zero (A1*0). But if B1 was deleted, the cell containing the formula

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=A1*B1 is changed to =A1*#REF! and produces the #REF! Error value to let you know that you need to adjust your formula. -

This is a common error among Excel users who are just trying to clear the existing cell of old data or formats so that they can enter a new set of data or formats. But by deleting the existing cell, they no longer have the correct cell(s) or space to enter their new information.

• Delete Use the Delete command to remove cells from the worksheet and close up the space occupied by the cells. Deleted cells do not go to the Clipboard. Use the cut command if you want to move data to a new location. You can also delete an entire row or rows (which will shift the remaining rows up) or delete an entire column (which will shift the remaining column to the left) or an entire work sheet.

To delete cell(s), rows or columns:  Select the cells, rows, column or work sheet you want to delete.  Go under the Edit menu and select Delete...  From there you will have to choose which way to shift the existing cells.

To delete a work sheet:  Go under the Edit menu and select Delete Sheet. • Clear  Clearing a cell clears the contents (and formats, or notes, or all three) from that cell, but leaves the cell in the structure of the worksheet.

To clear a cell, row, or column:  Highlighted the intended cell, row, or column you want to clear.  Go under the Edit menu and select Clear  Under the Clear command, you can either select clear All, Contents, Formats, or Notes.  Select the command you want and release.  It is usually better to delete a whole sheet than to clear a sheet of all its content.  To clear a single cell of its content, hit the delete button on your keyboard.  Cut and Copied cell(s) will have a dashed rectangle around it.

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CUT,COPY AND PASTE: COPY:  Use this command to make a copy of the selected cell(s) and place them on the Clipboard. You can copy any cell(s) by:  Selecting the desired cell(s)  Go under the Edit menu and select Copy, or click on, or use the key stroke Ctrl+C  Now, you are ready to paste your selection

DRAG AND DROP  Select the cell(s) you want  Move your mouse to the edge of the Highlighted area. Your cross will turn into an arrow.  Drag your mouse to the new position of the selected cell.  You have now moved the selected cells to a new coordinate.

CUT  removes the selected cell(s) and place them on the Clipboard  Select the desired cell(s)  Go under the Edit menu and select Cut, or click on, or using the key stroke Ctrl+X  Now, you are ready to paste your selection

PASTE  Place the contents of the Clipboard into the selected cell(s).  The pasted cells will overwrite any existing cells.  Cut or Copy cell(s) into the clipboard  Select the cell where the Clipboard content is going to go. You must either select:  a paste area equal to the size of the copied or cut cell(s) (I.e.2x2 or 4x4) or  Select a single cell where the first cell (top most right) of the copied or cut cell(s) is going to be pasted. The rest of the copied or cut cells will be pasted in the same order in which it was copied or cut.  Go under the Edit menu and select paste, or click on, or using the key stroke Ctrl+V

PASTE SPECIAL Use this command to place only the format or data of a copied cell. You can find Paste Special under the Edit menu.

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• Quick Edit Menu To activate the Quick Edit Menu:  Hold down the right mouse button. To activate the commands in the Quick Edit Menu

3.9 CELL FORMATTING  With cell formatting, you can change the appearance of data in your worksheet, such as formatting numbers to designate dollar amounts, percentages, decimals, or change the font, size, style, color and alignment of data in a cell.  You can also change the appearance of the cells in your worksheet by adding color or boarders to your cells.  To active the Format Cells Menu:  Go under the Format menu and select Cells  As with all editing, you must select either the cell, range of cell, row(s), column(s), or the entire sheet that you want the format to be applied.

1. Number

The Number Format allows you to designate how data is displayed in Excel. You can choose to have the cell data converted from decimals into percent or have your data turned into currency without having to type a $ sign in front of every single entry. Excel can also customize how it displays your data, such as having commas in your numbers or how many decimal places your data should display. In the toolbar, using this button will decrease the decimal place by one and this button will increase your decimal place by one. Besides having your data converted in to percent and currency, there are other options such as date, time, fraction, scientific, text and even custom. To use the Number Format Menu effectively, you must understand how to use the Code box.

2. Alignments

The Alignment format allows you to left align, center or right align your text within a cell. You can also align text within a range of cells, change the Orientation and Vertical alignment of your data, and active word wrapping to save space and keep long lines within one cell.

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To center text within a range of cells:  Enter the data you want to center in the furthest left cell.  Highlight the range of cells within which you want your data centered.  Hit the button or activate the Cell Format Menu, chose Alignments and select Center across section.

3. Fonts  The Fonts format allows you to change your font, its size, its style (underline), (italics), (bold), and its color.  Using the Fonts format menu will also allow you to do font effects such as strike through, superscript, subscript, outline, shadow and double underline.

4. Border  The Border format allows you to add borders to your cells to enhance a worksheet.  To add borders to your cell(s), row(s), column(s) or sheet:  Select the cell(s), row(s), column(s), or sheet that you want the border to be applied.  Select or activate the Cell Format Menu and select Borders.  If you are using the tool bar, drag to the border you want or  Select the line size you want and pick where it should be applied if you are using the Border menu.  Using the Border menu will give you a better selection of lines and a choice of color.

5. Patterns

The Pattern menu allows you to color in the background of a cell(s) or apply a shade (color shades available) within the cell(s) in order to produce a higher impact document. Protection: Use the Protection menu to lock any cell(s) from being changed.

Adjusting the Width and Height  To change the height or width of a cell:

Select the cell you want to format

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 Activate the Format menu and chose row height or column width  Changing a cell with will automatically change the width of the whole column and changing a cell height will automatically change the row height.

Using auto fit to change the width of a column and height of a row.

There is an AutoFit selection under the height and row format. AutoFit will automatically adjust your cell size to fit the entry in your cell. However, if an entire column or row is selected, Excel will adjust the column or row to the size of the widest cell in that particular column or row.  Place the cursor on the line between the two columns or rows heading you want to format.  The cursor should turn into a symbol with two arrows on it.  Now drag the symbol to your desire height or width or  Double click the mouse button to AutoFit the entire row or column.

3.10 CREATING A SERIES  Several types of data repeat in logical sequence or predictable patterns. (E.g. Days of the week and months). Excel can repeat several such sequences when you create a series. You can create a series in two ways, using the Fill Series menu or dragging.

To create a series with the Fill command:

In the first cell where you want to start the series, enter a starting value. Select the cells in the row or column in which you want to extend the series, starting at the cell in which you entered the starting value of the series.

From the Edit menu, chose Fill Series...  Chose the series type (linear, exponential)  Chose the linear increment, or growth factor you want to use  Chose when you want Excel to stop extending the series.  Hit OK when finish

To create a series by dragging:  Select a range of two cells and enter the first two values for the series. Leave the range selected.  Move cursor over to the bottom right corner of the selected range called the fill handle.

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 Cursor should turn into black cross.  Drag the fill handle and release the mouse button at the end of the range into which you want to fill.  Excel determines the incremental changes between the cells and adjusts the values of the series by the same amount. Excel is not always accurate with its determination. If you don’t want Excel to adjust for the incremental change, hold down the Ctrl key. 3.11 FORMULA ENTRY  A formula is a simple way to evaluate a series of values. Each formula starts with an equals sign “=“followed by either a cell reference (such as “A1”) or a value (such as “1875”). Usually a formula contains several series of values of cell references each separated by a math operator. (See Table 3)  A typical formula might look like this = X2 * (D2 - B2)  Remember to use parenthesis to show what operations should be done first.

Table 3 Math Operators Function Sign Division / Multiplication * Subtracting Addition + Power ^ 3.12 RELATIVE REFERENCING 

A relative reference tells Excel how to find another cell, starting from the cell containing the formula. Reference such as C4 and F7 are relative references.

When you copy formulas and functions, Excel automatically adjusts the cell references so that it works correctly. Excel calls this method of adjusting the references relative addressing, which means that as you copy the cell to another location, Excel adjusts the references in a relative manner. Thus if you copy the formula “A1+B2” in cell E1 over to cell F3, Excel adjusts the formula to “B3+C4” by “adding” a column and two rows to the references in the current function.

3.13 ABSOLUTE REFERENCING 

An absolute reference tells Excel how to find a cell based on the exact location of that cell in the worksheet.

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When you have a reference that must stay fixed, you mark it as an absolute reference. An absolute reference is a cell reference that Excel does not adjust when you copy or move the cell.

To mark an absolute reference: 

Select the cell reference that you must mark as an absolute reference

Mark an absolute references in your formula with a dollar sign ($) before the column letter or the row number or both (e.g. $C$3).

How can I decide when to use Relative or Absolute References? 

Use a relative reference (such as B5) if you want to refer to cells relative to the cell containing the formula, even if you copy the formula.

Use an absolute reference when you want to refer to the same cell regardless of where the formula is located on the worksheet.

For Example: 

correct use of reference

Wrong use of reference

If you want to know the monthly spending as a percentage of the total spending. You would divide January Spending by Total Spending. Thus, you would write the formula “=Y2/$Y$14” or “Y2/Y14” for the month of January.

If you wrote “=Y2/$Y$14”, as you fill or copy the formula to the cell AA3 the formula will automatically change to “=Y3/$Y$14”. The relative reference “Y2”, January Spending, will change to “Y3”, February Spending, while your absolute reference “$Y$14”, Total Spending”, stays the same.

However, if you wrote the formula “Y2/Y14” for the month of January, as you fill or copy the formula to the cell AA3, the formula with the relative reference “Y2”, January Spending, will change to “Y3”, February Spending. But the relative reference “Y14” which referred the Total Spending will change to “Y15”, which has a value of Zero. This will lead to a wrong value.

You could type the formula into each cell. Thus having to avoid the error of relative referencing.

3.14 FUNCTIONS A function is a special prewritten formula that takes a value or values, performs an operation, and returns its result(s). Using functions simplifies and shortens formulas in your worksheets, especially those that perform lengthy or complex calculations. For example, instead of typing the formula

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“=A1+A2+A3+A4+A5”, you can use the Sum function to build the formula =SUM (A1:A4). The necessary data such as “A1:A4” are called arguments. To input any function, write in a function with the correct arguments into your formula or click on the FUNCTION WIZARD Icon, or go to Function... under the Insert Menu.

3.15 USING THE FUNCTION WIZARD: • Step 1 It will allow you to pick the function that you want. Simply highlight the function that you want and hit Next. • Step 2  Step 2 of the Function Wizard will give you a description of the function at the top and list the necessary arguments to complete the function. Depending on which argument that you are at, Excel will give you a description on what values are needed in the specific argument.  Arguments that are in Bold are necessary while the normal text are not.  To input the range of data necessary for each argument:  Type in the correct range or  Select the range from your worksheet using your mouse. or  If the required data input for the argument is a function, then hit the function wizard icon next to the argument and repeat steps one and two to create the necessary input.  When you are done, hit the Finish button or hit Back to change your function.

3.16 PRINTING To print any worksheet select Print... under the File menu. 

You can choose between

Printing your selection, Current worksheet or the Entire workbook. 

It is suggested to view

Print preview before Printing. • Customized Print Out 

Often Excel prints more than what you want, or prints one row of a document on a separate page, or what not. You can have complete control over page formatting by combined use of the Print

Selection, Insert Page Break, and Page Setup Dialog Box.

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• Margins To remove change your margins, go to the Page Setup... under the File menu and select Margins. • Landscape or Portrait Excel by default prints the worksheet Portrait. To change to Landscape, chose Page Setup... under the File menu and select Page. • Printing your selection 

Select the cells you want to print, and choose the Print command under the File menu. In the Print dialog box, select Print Selection. Only the selected cells will now be printed.

By default, Excel sets the print area as a rectangle stretching from cell A1 to the furthest cell containing any entry. You can select an exact Print Area, by clicking on the Page Setup button after you selected Print Selection. In Page Setup, go to Sheet and select the print area you want either by typing or dragging the area on your worksheet. The individual ranges will print on separate pages.

• Insert Page Break One usually doesn’t want to split a table over pages. You can’t just hit the return key a few times and move the table over to the next page like in Word; adding rows is awkward. Instead, go to the cell you want to appear at the top of the new page, under the Insert menu, select Page Break. You’ll see a dotted line above the current cell, representing the page-divider. • Scaling Scaling allows you to manually specify the magnification of the sheet you want to print.

Fit to Page Fit to Page will scale any spreadsheet or graph to fit on a specified number of pages. In the Print Setup

Setup dialog box chose Page and you can set the number of pages wide and tall you want to scale to. Excel will scale proportionately. If you have a document with a couple of columns but many rows, trying to fit on 1 page will give you some unreadable tiny characters on one side with the rest of the page empty. In such a case fitting to 1 page wide and several pages tall will give better results.

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• Header and Footers By default, Excel prints the file name at the top and the page number at the bottom of each page. To change this, go to the Page Setup... under the File menu and select Header/Footer. Click on either and proceed to erase whatever text is in the dialog box. • Removing those annoying gridlines To remove gridlines during printing, go to the Page Setup... under the File menu and select Sheet. There’s a checkbox for gridlines. Turn it off. 3.17 CREATING A CHART Select the data you want to plot. Include cells containing labels for rows and columns that you want used in the chart. Click the Chart Wizard tool or go under the Insert menu and select Chart. • Step 1  Step 1 of the Chart Wizard allows you to select the type of chart that you want.  Select Next when you are done or Back if you have made a mistake in the previous step. What’s the difference between a Line chart and a (XY) Scatter chart?  The line chart emphasizes time flow and the rate of change, rather than amount of change. Which means that the line chart will plot each data point one tick mark apart regardless of how far apart the x-data is. It only shows the difference between one point to the next.  The XY- scatter however will show the relationship or degree of relationship between the numeric values in several chart data series. This means that Excel will calculates the scale and tick-mark labels for the x-axis, just as it does for the y-axis. You will have the ability to plot a line through XY-scatter. An Example: If you were to plot pig numbers vs. how much they weight. The numerical value for the pig should not affect how the data is plotted since all pigs are equal. However, if you were plotting Time vs. growth, both time and growth is dependent and must be plotted according to scale.

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• Step 2  Step 2 of the Chart Wizard tells you to confirm that the cells you wanted are in the range displayed. If you did happen to select the wrong cells, go ahead and move the Chart Wizard dialog box and select the correct cell(s) or type in the correct range. 

Step 3  Series - select Rows if your data was enter in a rows (across) or select  Columns if your data was enter in a column form (up/down).  Select Next when you are done

• Step 4  Step 4 of the Chart Wizard allows you to select where you want to place the new chart, either in a new page, or as an object in the current page.  Select Finish when you are done or Back if you have made a mistake in the previous step. • You have now created a chart... Don’t worry if you forgot to add a chart title or an axis label or even picked out the wrong chart, we can always edit the chart after we are done. WORKING WITH A CHART: • Selecting a Chart Select a chart by clicking one time on the chart. Selected chart will have eight tiny boxes around the edge called handles. • Moving a Chart and its Contents Moving a chart is similar to move a cell. Select the chart you want to move and drag it to the new location. - You can also move the Title, Legend, Axis Labels and even the plot it self from the opened chart. Select the Object you are trying to move. Selected Object within the chart should have boxes around it. Move the object by dragging the object by its border. • To Insert, Modify or Delete Legend, Chart Title or Axis Labels:  Right click on the chart, and choose Chart Options…  Change the appropriate data.

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• To Change the Chart Type:  Right click on the chart, and choose Chart Type…  Select a new chart type for your data. • To Name My Series:  Right click on the chart, and choose Source Data…  Select the series tab, and give the series a name. • To Resizing the Chart:  Select the chart you would like to resize.  Selected chart will have eight tiny boxes around the edge called handles.  Select the appropriate handle.  When the cursor is placed over a handle, it turns into a double arrow.  Drag the chart to a new size.

3.18 MIN ( ) & MAX ( ):

MAX ( ): The MAX ( ) function finds out the maximum (highest) value from a series of specified numbers.

1.

Place the cursor where you want the function result to appear and choose Function from the Insert Menu.

2.

Choose Statistical from the Function category and MAX from the Function Name. Click once on the OK button.

3.

Either types the range or point to the cells (with the mouse) which contains the Numbers from which the highest number has to be found. You may even specify to discontinuous ranges using the second field.

4.

Click once on the OK button.

MIN ( ):

The MIN ( ) function finds out the minimum (smallest) value from a series of specified numbers.

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1. Place the cursor where you want the function result to appear and choose Function from the Insert Menu. 2. Choose Statistical from the Function category and MIN from the Function Name. Click once on the OK button. 3. Either types the range or point to the cells (with the mouse) which contains the Numbers from which the smallest number has to be found. You may even specify to discontinuous ranges using the second field. 4. Click once on the OK button.

3.19 SUM ( ), COUNT ( ) & AVERAGE ( ):

SUM ( ): The SUM ( ) function calculates the sum (total) of entries in a specified range.

1.

Place the cursor where you want the function result to appear and choose Functions from the Insert Menu.

2.

Choose Math & Trig from the Function Category and SUM from the Function Name. Click once on the OK button.

3.

Either type the range or point to the cells (with the mouse) which contains the numbers which you want to add up. You may even specify to discontinuous ranges using the second field.

4.

Click once on the OK button.

COUNT ( ):

The COUNT ( ) function finds out the number of entries in a specified range.

1. Place the cursor where you want the function result to appear and choose Functions from the Insert Menu. 2. Choose Statistical from the Function Category and COUNT from the Function Name. Click once on the OK button. 3. Either type the range or point to the cells (with the mouse) which contains the numbers which you want to count. You may even specify to discontinuous ranges using the second field. 4. Click once on the OK button.

AVERAGE ( ):

The AVERAGE ( ) function calculates the average of a series of specified numbers.

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1. Place the cursor where you want the function result to appear and choose Functions from the Insert Menu. 2. Choose Statistical from the Function Category and AVERAGE from the Function Name. Click once on the OK button. 3. Either type the range or point to the cells (with the mouse) which contains the numbers for which average has to be calculated. 4. Click once on the OK button.

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POWER POINT

4.0 INTRODUCTION Create a multimedia presentation with text, graphics, animation, sound, video, charts, and transitions to use as a visual aid. Turn the presentation into a hand out or load it onto the Web. Microsoft PowerPoint is a powerful tool to create professional looking presentations and slide shows. PowerPoint allows you to construct presentations from scratch or by using the easy to use wizard.

This tutorial will help you get started with Microsoft PowerPoint and may solve some of your problems, but it is a very good idea to use the Help Files that come with Microsoft PowerPoint, or go to Microsoft’s web site located at http://microsoft.com/office/powerpoint/default.htm for further assistance.

4.1 Starting Microsoft PowerPoint 

Two Ways 1. Double click on the Microsoft PowerPoint icon on the desktop.

2. Click on Start --> Programs --> Microsoft PowerPoint

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4.2 OBJECTIVES: The PowerPoint objectives are stated in terms of what students are expected to be able to perform as a result of participation in this course and from personal study and practice. PowerPoint skills will be investigated using a practical examination.

1. Learn terminology important to the use of PowerPoint. 2. Create a PowerPoint slide show having multiple slides. 3. Create a slide show using a slide-show template. 4. Create a slide from a blank format.

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5. Create a slide using a pre-formatted template. 6. Edit the Slide Master. 7. Create/edit slides. 8. Edit the appearance of the background. 9. Include/edit text boxes. 10. Include/edit graphical elements â&#x20AC;&#x201C; such as lines, circles, boxes, etc. 11. When editing, view the slide show various ways (such as light table mode). 12. Incorporate images into slides (such as photos, clip art, excel graphs). 13. Incorporate audio files into slides (such as sound effects or music). 14. Create/edit slide transitions. 15. Create custom animations. 16. Create/edit hyperlinks. 17. Create/edit notes for slides. 18. Design for interactivity by including an interactive question in your slide show. 19. Design around a specific time frame. 20. Design for audience readability using fonts/colors/backgrounds which promote message visibility. 21. Print out slide show, slide notes. Know the difference between saving the file as a presentation versus saving it as a show. Open a presentation allows you to open a presentation that has been previously saved. New gives access to the same Blank Presentation on screen, the Design Template Task Pane, or an Auto-Content Wizard. New from existing lets you pick an existing presentation as a starting point for a new presentation. No name is assigned to the copy. New from template gives access to the General Template folder, Templates on a Web Site, or Templates on Microsoft.com. 4.3 Create a Blank Presentation After you select Blank Presentation a window pops up asking you to select the layout of the first slide.

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Pre-Designed Slide Layouts (Left to Right) 

Title Slide

Bulleted List

Two Column Text

Table

Text & Chart

Chart & Text

Organizational Chart

Chart

Text & Clip Art

Clip Art & Text

Title Only

Blank Slide

NOTE: If you already know what you want in your next slide, it is a very good idea to choose one of the pre-designed layouts from above. However if you do not, then you can still insert what you want in throughout your Presentation anytime you desire. Just choose Blank Slide and insert items as you see fit.

Creating a Presentation

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After you open up Microsoft PowerPoint, a screen pops up asking if you would like to create a New Presentation or Open An Existing Presentation.

Creating a New Presentation:

When PowerPoint first opens, there is a blank presentation on the center of the screen, the left frame is the overview of the outline or slides, the bottom frame is for notes, and the right frame is the New Presentation Task Pane. It allows you to choose from any of its listed options. 4.4 Different Views That PowerPoint Demonstrates

There are different views within Microsoft PowerPoint that allow you to look at your presentation from different perspectives.

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Normal View

Outline View

Slide View

Slide Sorter View

Slide Show View

Switches to

Switches to

Switches to slide

Displays miniature

Runs your slide show in a

normal view,

outline view,

view, where you

versions of all slides

full screen, beginning with

where you can

where you can

can work on one

in a presentation,

the current slide if you are

work on one slide

work with the

slide at a time

complete with text

in slide view or the selected

at a time or

structure of your

and graphics. In slide

slide if you are in slide

organize the

file in outline

sorter view, you can

sorter view. If you simply

structure of all the

form. Work in

reorder slides, add

want to view your show

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slides in your

outline view when

transitions, and

from the first slide:

presentation

you need to

animation effects.

Click Slide Show at

organize the

You can also set the

the top of the screen

structure of your

timings for electronic

Select View Show

file.

slide shows.

4.5 Slide Manipulation 

Inserting A New Slide 1. Click Insert at top of screen 2. Select New Slide

Formatting a Slide Background o

You can format your slide to make it look however you would like, whether it is a background color, picture, or a design template built into Microsoft PowerPoint. The next step will show you how to apply a Design Template, but the other items mentioned above can be accomplished the same way. 1. Click Format at the top of the screen 2. Select Apply Design Template

3. Select Design you wish to apply 4. Click Apply Button

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Inserting Clipart & Pictures 0. Display the slide you want to add a picture to. 1. Click Insert at the top of the screen 2. Select Picture 3. Select Clip Art 4. Click the category you want 5. Click the picture you want 6. Click Insert Clip on the shortcut menu 7. When you are finished using the Clip Gallery, click the Close button on the Clip Gallery title bar 8. Steps 1-4 are very similar when inserting other Pictures, Objects, Movies, Sounds, and Charts

4.6 Adding Transitions to a Slide Show

You can add customized transitions to your slide show that will make it come alive and become appealing to your audience. Follow these steps when adding Slide Transitions. 1. In slide or slide sorter view, select the slide or slides you want to add a transition to. 2. On the Slide Show menu at the top of the screen, click Slide Transition

3. In the Effect box, click the transition you want, and then select any other options you want 4. To apply the transition to the selected slide, click Apply. 5. To apply the transition to all the slides, click Apply to All. 6. Repeat the process for each slide you want to add a transition to.

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7. To view the transitions, on the Slide Show menu, click Animation Preview.

4.7 Viewing the Slide Show

You can view your slide show by any of the following ways: 1. Click Slide Show at the lower left of the PowerPoint window. 2. On the Slide Show menu, click View Show. 3. On the View menu, click Slide Show. 4. Press F5 on the keyboard 4.8 Navigating While In Your Slide Show 

Forward Navigation o

Reverse Navigation o

Simply click on the left Mouse Button or hit the Enter Button on your keyboard

Hit the Backspace on the keyboard

Exiting the show o

Hit the Esc Button on the keyboard

4.9 Pack up a presentation for use on another computer 1. Open the Presentation you want to pack 2. On the File menu, click Pack and Go 3. Follow the instructions in the Pack and Go Wizard. 4.10 Unpack a presentation to run on another computer 1. Insert the disk or connect to the network location you packed the presentation to 2. In My Computer, go to the location of the packed presentation, and then double-click Pgsetup 3. Enter the destination you want to copy the presentation to

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4.11 AUTOCONTENT WIZARD:

The decision to use an AutoContent Wizard or to create your own presentation from blank slides is yours to make. The Wizard can give you pre-made templates with great backgrounds and effects to choose from. It also creates a pre-made summary of the type of information that should be in your target presentation. The same templates are available from the Design Template Task Pane or from the General Template Folder, but without the pre-made presentation.

1. Follow the steps through the wizard to try out the options. 

Choose a presentation type.

Choose a style.

Choose output options.

Decide on presentation options such as the title.

2. When the presentation is pulled on screen, you’ll just need to replace the text and graphics with your own data and pictures. 3. The pre- made presentations can lead you through creating your own presentation.

Templates

1. The General Template Folder leads you to a three tabbed dialog box. General has the Blank Template and repeats access to the AutoContent Wizard. Design Templates lists the same group of templates that can be seen on the Slide Design Task Pane. Also you see more than one example at a time from the task pane. A presentation is the actual list of pre- made presentations that show up in the AutoContent Wizard. The backgrounds are different than the Design Template backgrounds. You may choose a background before you create your presentation or add it to the slides you create later on with the Slide Design Task Pane.

BLANK PRESENTATIONS:

1. If you like to create your own thing from the ground up, stick with the blank presentation already started on screen. 2. Let’s add a slide design now from the Slide Design Task Pane. Click “From Design Template”. Choose one! It will apply to all new slides from this point on. 3. To see more of the screen you may turn off the New Presentation Task Pane at any time. I suggest leaving it on for now. 4. Now we’re ready to start adding text to the first slide.

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5. A PowerPoint slide is not like a Word document. You don’t just type on it. A slide is created in layers. The bottom layer is the design. Next are text and graphics boxes. Then there are layers of text, animation, sound, transitions, etc. Entering Text in Your Presentation: 1. Enter text into the text boxes already on the title slide on screen and the program will fill in the same text to the outline on the side frame. and choose the Slide Layout Task Pane. 3. This new pane will let you apply a different slide layout to the slide you are working on. Leave it a title slide for now. 4. Tab or click in the text box and type in your text. 5. If the line of text is too long, the program automatically shrinks the font size and wraps the text adjusting the box size to fit. 6. The size of the text will automatically adjust to fit in the box on bulleted lists as well. INSERT MORE SLIDES: Now that you have a blank presentation with one slide, let's add a second. 1.

Click the insert slide icon on the toolbar.

2.

The Slide Layout Task Pane will open automatically and the layout style may be changed.

3.

New slides may also be added by clicking the gray bar with a down arrow that appears on the layout types as you run your mouse across the Layout Task Pane. Insert a slide of each type.

Editing Text in Your Presentation: 1.

To edit text, click again on the text box and highlight the text by dragging the mouse over it while holding down the mouse button.

2.

For fast formatting of text use the Formatting Toolbar. After highlighting the text, then click on the effect you want: Bold, Italics, Font Style, Size and Color, Justification, etc.  Highlight the text and click the button to italicize.  Choose a larger font style and size.  Change the font color.

3.

Remember, text must be highlighted before editing.

4.

Make any other formatting changes you like until the slide appeals to you.

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Editing Your Text Box or the Slide:

1.

To change the shape of your text box, drag one of the white dots from any edge of the box. Make it long and narrow.

2.

Text boxes may be moved around the slide.  Put your pointer on the feather lines at the edge of the box.  Click so that the feathered lines become a dot-like grid.  Now hold down the left mouse button on this grid and drag the box to the desired location.

3.

Add a border line or background color to any box.  The box itself must be selected.  Click on any options on the Draw Toolbar.  Put a fill color in the text box.  Add a thick blue line around the box.

4.

Use AutoShapes to create any new shape you need.

5.

Use the line, rectangle or oval tools to create other shapes or to link objects on the screen.

6.

The draw features may be added directly to any slide.

CHECK ON YOUR OUTLINE:

1.

Click on the left tab in the slide/outline frame to the left of the slides.

2.

The outline feature should show all text you’ve added to your slides.

3.

Click on the slide feature to get a miniature view of the slides.

4.

Slides may be dragged up or down to change order from here.

5.

Once your outline has been started by adding text to the slides, you may edit directly to the outline.

6.

This side frame may be turned off by clicking the “x” in the upper right corner of the frame.

7.

View\Normal restores the notes and outline frames. View\Task Panes returns the right task pane frame

VIEWING THE SLIDES:

1.

Click on View\Normal to see the original setup we saw when PowerPoint opened.

2.

Click on View\Slide Show starts a presentation of your slides one per page, full screen. Click the mouse to advance.

3.

Click on View\Slide Sorter to see your entire set of slides. You may drag slides to change order.

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View also has a toolbar to the left of the horizontal scroll bar at the lower left corner of the screen. Normal, Slide Show, and Slide Sorter may be activated from here as well.

CREATING A SET OF NOTES:

1.

At the bottom of your set of slides is a narrow frame that says “Click to add notes”.

2.

Type in notes that you may wish to verbally use along with your presentation.

3.

The notes may be printed on a page with each slide.

4.

To go back and edit the notes for any slide just select that slide under Normal View or choose Notes View and edit from this view.

4.12 ADDING GRAPHICS AND WORDART TO YOUR PRESENTATION:

USING WORDART:

1.

Choose Insert\Picture \WordArt, or click on the WordArt icon on the draw toolbar.

2.

Select a WordArt style from the Gallery and click OK.

3.

In the next screen, type in a word or short phrase. You may edit the font now or later. Click OK when you are finished and the WordArt embeds on your slide.

4.

Click the white area of the page to turn off the dots. Or click the WordArt to select and edit. Now, you are ready to edit your WordArt.

EDITING WORDART:

1.

Double click on your WordArt to get back to the menu where you added your text. This is where you can change the font to Bookman Old Style, the size to 54, and press the letters B or I to turn on Bold or Italics. After editing the text, click OK.

2.

Also click on the WordArt to access the WordArt toolbar and other editing tools.

3.

Test the following options from left to right on the WordArt toolbar.  Insert a new WordArt.  Edit the text of your WordArt.  Go to the WordArt gallery to choose a different style.  Format WordArt leads to changing colors & lines, size and layout.  “Abc” leads to the WordArt shapes.  WordArt letter heights  Text direction  Alignment

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 Character Spacing 4.

Try out different visual effects to find one that you like.  The green dot at the top of your highlighted  WordArt allows you to rotate the image.  The yellow diamond at the left side allows you to stretch or distort the letter image.  White dots allow you to resize the image.

INSERTING CLIP ART:

1.

Insert a slide to your presentation with at least one of the media icons showing.

2.

Click on the icon to choose a media type: table, chart, clip art, picture, diagram, or media clip.

3.

Each icon leads to an insert media dialog box where the media may be defined or created.  Choose a new slide layout with one media insert.  Choose the Clip Art icon  From the Select Picture box, type in a search item such as computers.  Choose from the clip art pictures shown or do a new search.  Highlight and click OK or double click.  The graphic should now appear on screen.

4.

Insert a new slide with media and try out the diagram features.

5.

If you wish to create your own, choose a blank slide, then click on Insert and make your media choice

6.

Pictures may be saved from the web to put into a slide.  Try a screen capture of your department’s home page.  Open Netscape and locate the page.  Press the “print screen” button on the keyboard.  Open a new blank slide and paste your image onto it. (ctrl V or )  Edit the captured image with the picture toolbar.

EDITING A PICTURE:

1.

Click the picture and a Picture Toolbar will appear as well as the white dots around the edge of the picture.

2.

A picture or graphic must be selected before editing.

3.

Use these options to insert a new picture, edit image control, contrast & brightness, crop, rotate an image, add a line to the image, compress the image, recolor the picture, go to format picture, set transparent colors, or go back to the original picture.

4.

Right click the mouse button on the picture to see the shortcut menu.

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Go to the Format Picture dialog box, this leads to a dialog box of options in editing pictures in PowerPoint.

6.

The Picture Toolbar in PowerPoint is not identical to the toolbar in Word.

4.13 SAVING AND PRINTING YOUR PRESENTATION:

SAVING:

1.

Don’t forget to save your presentation several times as you work on it.

2.

Go to File\Save to start the save feature or click on the save diskette icon.

3.

Choose from the available options:  Where to save will be determined by the size of the presentation. You may need to put it on a zip drive or a server if it is too large for a floppy.  What format to save it in will depend on whether you want it ready for viewing –PowerPoint Show (.pps), in its original presentation format (.ppt), or if you want to translate it into a Web presentation (.html).  The file may also be saved as a PowerPoint 95 or 97 versions if you are unsure of the Office version on the computer you will be using to give your presentation. (Make a presentation of each type and version for safety.)  Pack and Go options are available on most PowerPoint versions to compress your file to make it more portable.

PRINTING:

1.

Choose File\Print to see all printing options.

2.

Print to the printer of your choice.

3.

How many copies do you need?

4.

Print what:  Slides: Print 1 full slide on each page. Layout is landscape  Handouts: Print 1, 2, 3, 4, 6, or 9 slides per page.  Choose landscape or portrait from the preview page or from the printer properties option.  Line slides up vertically or horizontally.  Notes Pages: Print each slide and its notes.  Outline View: Print the outline only. No pictures are shown.

5.

Print in grayscale or color.

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Other options included are number of copies, collation, and scale to fit paper, frame slides, and include comment pages. Try them out.

7.

Be sure to Preview your print pages before sending to the printer. It saves on wasted paper

4.14 AUTOCONTENT WIZARD: Step 1 - What is the AutoContent Wizard? This wizard is useful for certain categories of presentations particularly business related presentations. PowerPoint will create a number of slides for you and will suggest content relevant to that specific type of presentation. This wizard helps you determine the content and organization of your presentation by using an outline. The AutoContent Wizard leads you through a series of questions so you can choose the best layout for your presentation. The Wizard supplies not only the design but also ideas, starter text, formatting and organization. The color scheme and the background color will be selected for you although you can change this afterwards. A very easy way to get started is to use the AutoContent wizard.

Step 2 - Start This will ask you for some information such as your name, the tile of the presentation, type of the presentation This wizard only creates an outline for common types of presentations.

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Step 3 - Presentation Type Select the type of presentation you want to give There are several sub topics to choose from under each category

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There are a number of different categories to choose from or you can choose all to display the entire list.

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Step 4 - Presentation Style

Choose the type of output you want for the presentation.

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Step 5 - Presentation Options Enter a presentation title and footer You can also include a footer which will be repeated at the bottom of every slide.

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Step 6 - Finish Select Finish to view the presentation.

The presentation will be created and the sample content will be displayed. Replace the suggestions for the content by clicking on each textbox in the slide pane

The suggestions given will guide you through the different sections of your presentation. Replace the suggestions with your text.

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The wizard populates the username into the subtitle box on

the title slide. The name

used is obtained from the information about the registered user although this can be overwritten from (Tools > Options)(General tab). Suggestions on the points you might want to make are

given on each slide and

should be replaced with your own comments. You should also change the slide titles as well if necessary.

Step 7 - Presentation Locations PowerPoint 2003 - C:\Program Files\Microsoft Office\Templates\1033\ PowerPoint 2002 - C:\Program Files\Microsoft Office\Templates\1033\ PowerPoint 98 - C:\Program Files\Microsoft Office\Templates\1033\ PowerPoint 97 - C:\Program Files\Microsoft Office\Templates\1033\

Step 8 - Things to Remember The color scheme and the background color will be selected for you although you can change this afterwards. It is possible to add your own templates to the AutoContent Wizard.

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4.16 SETTING ANIMATION EFFECT

PowerPoint's transition and animation effects are similar. When you set transitions, you control how slides move from one another; when you add animation effects, you control how your slide objects move onto the slide. ď ś Add Transitions Anyone who has watched television news has seen transition effects. For example, when you see the weather map swish from left to right to switch from the temperature map to the precipitation map, you're seeing a transition in action. These effects which used to require incredibly costly video equipment are now common in on-screen presentations because they are easy to add. In PowerPoint, with just a click of a mouse, you can add transition effects to one or all of the slides in your presentation. As with your overall design, when adding effects, consistency is good. Use particular effects only to delineate a special type of slide or a turning point in your presentation.

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1 Switch to Slide Sorter View The easiest way to add transitions is in Slide Sorter view. To switch views, click the Slide Sorter View button at the bottom left corner of the display.

2 Add a Slide Transition Click a slide to select it. To select multiple slides hold down the Ctrl key and click. To select contiguous slides hold down Shift and click. Click the Slide Transition button and in the Task Pane that appears, click an effect to add a transition. PowerPoint shows you a preview of the transition in the

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3 Set Sound The Task Pane has more transition options that affect how a slide appears. You can choose the transition type, the speed and how the slide advances. Next to Sound, click the drop down box to choose a sound to accompany the transition. Click Loop until next sound if you want the sound to continue until the next sound begins.

4 Set Timings In the Slide Transition pane, you also can set slide timings. Click On mouse click to move to the next slide when you click the mouse. Or click Automatically after and specify a time the slide remains on the screen before advancing automatically.

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Add Animation You can animate the text, pictures, charts, to help focus on important points. One way to use animation, for example, is to add bullet points to a slide incrementally as you talk about them and dim the bullet points you've discussed. As with transitions, you have a lot of choices, but you should use animation effects sparingly, judiciously, and only when they will enhance the message you are trying to communicate.

1 Add Preset Animation The easiest way to add animation is in Normal view. Choose Slide Show Animation Schemes. In the Task Pane that appears, click to select an animation type. If Auto Preview is selected, you'll see the animation in action.

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2.Add Custom Animation For more control over the animation, choose Slide Show Custom Animation. In the Task Pane that appears, you see a list of the items on the slide. In this pane, you can change the animation options. You can change what triggers the animation and its speed using the options at the top of the pane. Use the drop-down to the right of the item to access the options for a particular effect.

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3 Set Timing Using the drop-down arrow to the right of the item in the Task Pane, click Timing to change how items animate. Next to Start, click On Click to have objects begin moving when you click the mouse. You also can set the delay, speed, and the number of times it will repeat.

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4 Add Animation Effects and Sound In the Effects tab, you can associate a sound with the animation. You also can change how the text is animated and what happens when the animation is finished.

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5 Preview Animation After you have set up your animations, you can click the Play button to see your settings in action. Often you find an effect (most notably sound) that seemed like a good idea, isn't so appealing after all.

As with anything else there are good uses for animation and not so good uses. One effective way to use animation is to illustrate a process.

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For example, if you need to show a flow chart, you can animate the AutoShapes that compose the flow chart and bring them in incrementally as you describe the steps in the procedure. With both transitions and animations, a little goes a long way. When used judiciously, transitions and animations can enhance your presentation. However, always remember that the real focus of the presentation should be the presenter (i.e., you) so don't use so many effects that your audience forgets about you and what you're talking about.

4.17 GROUP, UNGROUP OR REGROUP OBJECT Applies to: Microsoft Office FrontPage 2003, PowerPoint 2003, Word 2003 Show All To work with objects, you use commands on the Drawing toolbar. The Drawing toolbar appears in the lower left corner of the program window. If you don't see the Drawing toolbar, on the View menu, point to Toolbars and then click Drawing. Do one of the following: Group objects 1.

Select the objects you want to group.

2.

On the Drawing toolbar (toolbar: A bar with buttons and options

that you use to carry

out commands. To display a toolbar, click Customize on the Tools menu, and then click the Toolbars tab.), click Draw, and then click Group. Ungroup objects 1. Select the group you want to ungroup. 2. On the Drawing toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, click Customize on the Tools menu, and then click the Toolbars tab.), click Draw, and then click Ungroup.

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Regroup objects 1.

Select any one of the objects that was previously grouped.

2.

On the Drawing toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, click Customize on the Tools menu, and then click the Toolbars tab.), click Draw, and then click Regroup.

Note: After you have grouped objects (object: A table, chart, graphic, equation, or other form of information. Objects created in one application, for example spreadsheets, and linked or embedded in another application are OLE objects.), you can still select any single object within the group (group: A collection of objects that behave as one for the purpose of moving, resizing, or rotating them. A group can be composed of multiple sets of groups.) by first selecting the group. Then, click on the object you want to select. More info About grouping and ungrouping objects Troubleshoot grouping Do one of the following: Group objects 1.

Select the objects you want to group.

2.

On the Drawing toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, click Customize on the Tools menu, and then click the Toolbars tab.), click Draw, and then click Group. Ungroup objects

1.

Select the group you want to ungroup.

2.

On the Drawing toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, click Customize on the Tools menu, and then click the Toolbars tab.), click Draw, and then click Ungroup.

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Presentation Printing Impress your audience with high-quality, customized presentation documents. Print your PowerPoint presentations with your choice of paper, binding, cover styles, and tabs. You'll get photo-quality Kodak color, perfectly assembled pagesâ&#x20AC;&#x201D;and all the attention you want.

Get 50% Off Your First Order! Standard Options Featured Page Sizes Premium Features Mix color and black & white pages in a document Single or double-sided printing Paper for black & white printing (24# bright white bond, 24# bond in various colors) Paper for color printing (28# premium white bond, 100# glossy white text) Card stock and cover stock (100# white cover, 100# glossy white cover) Clear vinyl front covers (normal, matte, frosted) Vinyl back covers (white, navy, black) Tabs (portrait or landscape) Slip Sheets (light blue) 4.18 WORKING WITH ORGANIZATIONAL CHARTS: Organizational Chart Slide The organizational chart slide allows you to present a view of a hierarchical structure--it needn't be a corporate organizational structure, and could be anything from a family-tree, to a visual representation of related skills, to a representation of the inter-relationships between species. As with most PowerPoint slides, there is a standard title field that should be filled in, identifying the subject matter of the slide.

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Subsequently, a double-click on the organizational chart area will introduce the organization chart tool:

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This, like PowerPoint itself, fairly directly prompts you for the information to be supplied. To remove a field that is not going to be used, select it and press the Delete key on the keyboard; to add a branch to the organizational chart, click on the branch type on the toolbar, and then click on the item it is to branch away from. Finally, when your chart is completed, click on the menu item File/ Update Presentation, and then select File/ Close and return to PowerPoint. Your organizational chart will have been transferred to your presentation.

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To further edit it at a later occasion, double-click on the organizational chart object to reintroduce the organizational chart tool. To resize your chart on your page, you can, as with the table object, click and drag on one of the sizing handles that appear on the perimeter of the selected organizational chart object.

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UNIT QUESTIONS UNIT-I SELF ASSESMENT QUESTIONS:

1.

Explain Control panel?

2.

Describe the opening and closing of Windows?

3.

How to shut down your systems?

4.

What is the purpose of using Cut, Copy and Paste?

5.

What is Calculator?

UNIT-II

SELF ASSESMENT QUESTIONS:

1.

How to create a document by using MS-Word?

2.

Define two methods to start Ms-Word.

3.

Describe the various options available in the main menu bar of Ms-Word. 4. 5.

What are the different types of toolbar? Describe the important features of Ms-Word.

6.

How to format a paragraph?

7.

Explain about the edit menu?

8.

Describe about the print and print preview option?

9.

Change character size using font dialog box

10. Describe how to use and replace a document? UNIT-III

SELF ASSESMENT QUESTIONS:

1.

What is Excel used for?

2.

What is a cell?

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3.

What are the steps involved to copy a worksheet and paste it to anew worksheet?

4.

What are the steps involved in creating a chart?

5.

Create a worksheet with details S.no, Quantity, Price, and Amount. Fill in necessary information. Suppose you would like to insert a column product. How will you do it?

6.

Define a Function. What are its parts?

7.

Briefly explain each of the following?

8.

i)

Average( )

ii)

Count( )

iii)

IF( )

iv)

Upper( )

v)

Today( )

Which function is used to sum up values depending upon criteria? Explain with example?

UNIT-IV SELF ASSESMENT QUESTIONS: 1.

What are the steps involved in creating a new presentation?

2.

What are the options available for creating a presentation?

3.

Assume that your company is organizing a seminar on business development. i)

Prepare a presentation that lists a programmes.The presentation should also contain appropriate clipart.

ii)

Format the presentation (bold, italics, font size, and font color) wherever necessary?

iii) 4.

Create a presentation using templates?

Create a slide that shows the time schedule for the presentations in the seminar. The slide should contain the name of the organization, topic, name of the person, time allocated. Use table for creating this presentation.

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