INFORMATION TECHNOLOGY. MADHUBABU.

CH L/EEE
Processing information by the computer is known as information technology. The following are the applications of the IT. 1. Computers in the home. 2. Computers at play. 3. computers in business. 4. Computers in industries. 5. Computers in education. 6. Computers in training. 7. Computers in entertainment. 8. Computers in science, engineering and technology. 9. Computers in offices.

MS-OFFICE
Microsoft Office is a office suite consisting of different set of components that enables us to do the office applications easily. APPLICATIONS Online Training or E-learning. At home related work At office related work Small Businesses Office Training courses Office Demos Payroll systems Presentations Data base based applications

Components of Microsoft Office

Microsoft Word Microsoft PowerPoint Microsoft Access Microsoft Excel Understanding the features of Microsoft Word. M.S word is a software program designed by Microsoft corporation U.S.A. it is a word processor that you can use to create letters, memos, reports, thesis etc. Definition of Microsoft Word Microsoft Word is a powerful software package that helps you to create and edit professional looking documents.

How to Start Microsoft Word The following are the different ways to start MS word.
1. Using START menu on the desktop. 2. MS WORD short icon on the desktop. 3. MS WORD button on MS OFFICE toolbar on the desktop. Using START menu. Switch on the computer and wait for some time till the desktop appears. 1. Click on the Start button on the task bar. 2. Select the Programs option from the Start menu. 3. Search and click the Microsoft Word option. Features of Microsoft Word Creating the word document Editing Formatting Spell check & Grammar Multiple columns Headers and Footers Page setup Printing Mail Merge (special feature of MS word)

Advanced Features of Microsoft Word Composing E-Mail messages Creating HTML documents Inserting Hyperlinks into Documents Internet Integration

Explain about window

Major Elements of Microsoft Word Title Bar:
This is the bar at the top of the window. It shows the name of the window or document. It contains the Minimize, Restore, and Close buttons. These 3 buttons are also called as caption buttons.

Menu Bar
This menu provides access to the sub menus of the word. It consists of File, Edit, Insert, Format, Tools, Table, Window, Help. Note: 1. One can notice that in every menu a letter is underlined. 2. The user can open the menu by holding the Alt key followed by the underlined character.

Standard Toolbar:
This contains buttons for commonly used actions, these symbols or buttons are called as GUI symbols (Graphic User Interface)

Formatting Toolbar: This contains buttons for formatting text. Status Bar:
This is displayed at the bottom of the screen. It shows information about the current page, section, line and column numbers. How to create a Word Document By using NEW button on the standard toolbar. By using the FILE button on the menu bar. By using the combination keys on the KEYBORD. How to open an existing document Click File menu. Select and click Open option, Otherwise click button on the standard toolbar. Double click on the file from the opened window or select the file and press <Enter> key How to close the Word Document Click on the File menu. Select and click Close option, Otherwise click Alt+f+c key combination. To save document After completion of the typing the text in a document, it is being stored in the random access memory (RAM) of computer. The RAM is a volatile i.e. the contents stored in the RAM are lost when the computer is switched off or if there is a power failure. For this reason, we need to save document to a permanent storage medium. Different methods to save a document The following are the different methods to save a document in the MS word. 1. by using the FILE button on the menu bar. 2. By using SAVE button on the standard toolbar. 3. By using the combination keys on the keyboard To save a document very first time using file button on the menu bar. 1. Click at file button on the menu bar. A pull-down menu will display. 2. Click at SAVE option in the pull-down menu. The save as dialog box will display. 3. then select the folder using look-in text box in the dialog box then enter a required file name in the file name text box 4. Click at SAVE button in the dialog box. COPY AND PASTE When copying a text, paste the copied text anywhere in the same document or any other document. the original text remains in place. the location that contains the text we want to copy is called the SOURCE, and the place where we want to paste is called the DESTINATION. STEPS FOR COPYING AND PASTE 1. Select the text to be copied.

2. click at COPY button on the standard toolbar. The text is copied into the windows clipboard. the

Difference Between Save and Save As: S.NO 1. 2. 3. 4. 5. SAVE To save a file first time or to save a file second time or there after , click at save There are three methods to do it. Save as dialog box will display only when saving a new file. Combination keys are there to do it. There is a GUI symbol to do it on the standard toolbar. SAVE AS To back up file, click at save as option in the file menu. There is only one method to do it. i.e. in the file menu Save as dialog box will display every time. There are no combination keys to do it. There is no GUI symbol to do it on the standard toolbar.

FORMATTING TEXT Definition: Formatting text means to offer a nice appearance for the text entered in a document, so that the text will be attractive and easier and to read. It can be classified in to the following categories: 1. Font formatting or character formatting. 2. Paragraph formatting. 3. Page formatting. To do font formatting or paragraph formatting or page formatting, there are two methods in the MS word. 1. Auto formatting. 2. Customized formatting. 1. Font formatting or character formatting: If a smallest unit to which we can apply the formatting is character, then the formatting is called as font or character formatting. The tools font, font size, bold, underline etc are used in font formatting.

2. Paragraph formatting: If a smallest unit to which we can apply the formatting is paragraph, then the formatting is called paragraph formatting the tools style, align left, align right, center, justify, numbering, bullets, increase indent or decrease indent on the toolbar offer paragraph formatting. 3. Page formatting: if a smallest unit to which we can apply the formatting a page, then the formatting is called as page formatting. The formatting features like top, bottom, right and left margins in the page set dialog box.

Definitions
HEADER A header is text that is added to the top margin of every page such as a Document Title or Page Number. FOOTER Footer is text added to the bottom margin such as Author name or Date of Creation of the Document.

Steps to add Header & Footer to the Word Document

Select View menu. Select the Header and Footer menu item from the drop-down box. Now, the Header & Footer tool bar will appear & the top of the document will be highlighted as shown belowType the Heading in the Header box. (You can use the standard text formatting options such as font size, style, face...etc.) Click the Insert Auto text button to view a list of quick options available.

COPY AND PASTE Before copying a text, first select the total text which text you want copied, after that paste the copied text anywhere in the same document or any other document. The original text remains in place. The location that contains the text where we want to copy is called the SOURCE and the place where we want paste is called the DESTINATION. STEPS TO COPY AND PASTE 1. Select the text to be copied. 2. click at copy button 3. Place the curser where you want to paste the text. 4. click at PASTE button (GUI symbol or using combination KEYS on the KEYBOARD) CUT AND PASTE Before cutting a text, first select the total text which text you want cut, after that paste the cutting text anywhere in the same document or any other document. The original text will be disappears.

Differences between COPY and CUT S.NO. 1. COPY Select a text and then click at copy button on the standard tool bar. The text will be copied but the text remains in the original place. Combination keys on the board are CTRL+ C CUT Select a text and then click at cut button on the standard tool bar. The text will be cutted but the text disappears in the original place. Combination keys on the board are CTRL+ X

2.

Working with Tables Purpose: Tables are used to display data in rows and columns form
Two ways to Insert a table in a Word Document: Method-1: Click the Insert Table button on the standard Tool bar. Drag the mouse along the grid, highlighting the number of rows and columns for the table. Inserting A Table Method-ii: Select Table -> Insert Table from the menu bar. Select the number of Rows and Columns required. Click on OK. Inserting Rows and Columns in an Existing Table Place the cursor in the row where you want to add the additional new column or Row adjacent to, and follow the steps given below: To Insert Rows: Select Table --> Insert --> Rows Above (or) Rows Below. OR Select an entire row and right-click with the mouse. And, choose Insert Rows from the shortcut menu. To Insert Columns: Select Table --> Insert --> Columns to the Left (or) Columns to the Right.

 OR Select an entire Column and right-click with the mouse. And, choose Insert Columns from the shortcut menu. Understanding the concept of Protecting a Word Document A document can be protected to restrict opening by others. Setting Password for Opening the Document 1. On preparation of the word Document, Select Save As option from File menu. 2. Select Tools option from Save As window. 3. From the Drop down menu select Security Options..., 4. Now the Security dialog box will appear as shown below. 5. Type the PASSWORD in the text box specified under Password to Open:. 6. Click on OK button

MS-EXCEL It is the most powerful spreadsheet package brought by Microsoft Corpo

Setting Password for Opening the Document ration of USA. There are mainly three components are used in the MS-EXCEL. ELECTRONIC SPREADSHEET DATABASE MANAGEMENT GENERATION OF CHARTS.

Definition for electronic spreadsheet OR worksheet

A spreadsheet is a simple worksheet containing rows and columns in which any data can be entered. An electronic worksheet or spreadsheet is just like a paper spreadsheet; its program is used to perform calculations, store information in memory of the computer

Uses of work sheet

Payrolls Marketing Production Planning Personnel Management Cost Accounting Tax Assessments Performing Mathematical Calculations on the data Presenting Data in the form of Graphs for comparison

Applications of spreadsheet Student Admissions/Cancellation Payrolls

Income statements & Tax calculations Inventory control Banking Market Analysis Budgets Annual reports of Business firms

Workbook: it can contain no. of worksheets, which are used to organize various kinds of related information in a single file Sheet tabs: the names of the sheets appear on tabs at the bottom of the workbook window. To move from sheet to sheet, click at the sheet tabs. BASICS OF WORKSHEET The work sheet consists of a grid of rows and columns. The columns are designated by alphabetical letters as A, B, C, D .AA, AB AZ, BA, BB, BZ, DA, DB, DD..DZ. the maximum no. of columns in an excel worksheet are 256. The rows are designated by the numbers as 1, 2, 3, 4, 5, 6, 7, 865536. CELL: intersection of a row and column in a worksheet is called as cell. The no. of cells in an excel worksheet are 256*65536. CELL POINTER: the thick border around a cell is called as the cell pointer, OR Cell Curser. A cell where the cell pointer is placed is known as the active cell, or current cell. In that active cell we can enter numbers, text, addresses, and formulas.

Opening a work sheet

Work sheet can be opened in two ways: Method I: Double click on the Microsoft Excel icon on the desktop. Method ii : Click on Start Programs Microsoft Office Microsoft Excel FORMATTING CELLS Right-click on the highlighted cells. Choose Format Cells.. from the shortcut menu appeared. OR Select Format Cells from the menu bar.

Editing the cells

Resizing Rows and Columns Click the Row/Column label and select

Format Row Height OR Format Column Width from the menu bar to enter a numerical value for the height of the Row or Width of the Column

Moving and Copying the cells Moving the cells To cut the cell contents that will be moved to another cell. Select Edit Cut from the menu bar. OR Click the Cut button on the standard toolbar.

Copying the cells To copy the cell contents, select Edit Copy from the menu bar OR click the Copy button on the standard tool bar. Entering the Formula: Click the cell that you want to enter the formula. Type =(an equal sign) Click the function button . Select the formula you want and step through the on-screen instructions. Editing Formulas The formula can be edited in the similar way as you editing the text or number entries. You can edit the formula by pressing F2 key, and make changes directly in the cell. Type the changes in the Formula bar. Double click on the Cell containing the Formula, and make changes as the formula is displayed in the cell. Protect the work book P In the Protect Workbook dialog box, select the appropriate option(s): Structure Windows Password (optional)

Click OK.

The Work book is now protected. Unprotect the work book From the Tools menu select Protection Unprotect Workbook

Inserting worksheets
Adding Work Sheets to Workbook:

 To Add a Worksheet to a workbook by selecting Insert Worksheet from the menu bar Deleting worksheet Deleting Work Sheet from Workbook: To Delete a Worksheet to a workbook by selecting

Edit Delete sheet from the menu bar Understand about charts Definition of Chart: Is a graphical representation of a Work sheet. Types of charts Column Chart: These charts are frequently used to show a relationship between a group of data values. Column chart always displays vertical columns that oriented along a horizontal axis, as shown below. Bar Chart: Its very similar to column chart. The main difference is that bar chart has bars that run horizontally from the left edge. To represent a large number of data values these can be used. Line Chart: Provides the ability to plot continuous data values. With this type of chart we can show trends that have occurred in our data. Pie Chart: Allows we to easily identify each value proportional to the whole. Pie charts work the best, if we do not have more than six or seven different values. XY Charts (Scatter): Commonly used to plot scientific data. It can be used for any chart where we want to see the relation between two different numeric variables and compare trends across un-even time periods.. Area Chart: It is similar to Line chart. Difference is that an area chart is colored into emphasize Radar Chart: These can be used for any type of data.

 These are mainly used by meteorologists. When the values of all the given categories are equal it looks as a circle. Surface Chart: Provides an interesting way to show combinations between data values. These looks like topographical maps as shown aside Bubble Chart: It is just like an XY-Chart with an additional data series. Values are represented by Bubbles. The size of the bubbles represent the amount of the data value. Cylinder, Cone, Pyramid Charts: These three chart types are essentially same. The difference is the type of graphic Image used on the chart. These chart types are interchangeable with the Column and Bar charts to show a relationship between a group of data values. Typically they show the data changes that occur overtime. Working with the excel database In MS Excel, database can be created in two ways: 1.Enter the data in the form of table in the worksheet. 1. Use the Data Form command. To create a database using data form command, follow the given steps: 1. Enter the given details: In Cell Enter A1 Emp.Code B1 Name C1 Age D1 Dept. 1. Choose Data Form command will keeping one of the field name active. Adding records: Method-i Type the new record entries in the blank row next to the database list. METHOD-II The records can be entered in the way that is similar to the steps in creating database. Steps to Create Excel Database Method II a. Activate any cell of the database list. a. Choose Data Form command. b. Go to the last record and click on New. The records can be added in two ways.

c. Type in the new record details in the boxes against fields. d. Click on OK. b. Page Setup: a. Select File Page Setup from the menu bar. b. Now a Dialog box will appear consists of options to Format the page, setting the page margins, adding Headers and Footers, and to allow/drop few contents of the setup (Sheet). PRINTING Before going to print the page first we can see the print preview and select the page setup option There are two methods to give printing 1. by using print button on the standard tool bar 2. by using print dialog box To Print the work sheet:

Select File Print from the menu bar. Page Setup: a. Select File Page Setup from the menu bar. b. Now a Dialog box will appear consists of options to Format the page, setting the page margins, adding Headers and Footers, and to allow/drop few contents of the setup (Sheet). Margins: Options to change the top ,bottom, left, and right margins under the Margins tab. Enter the values in the Header and Footer fields to indicate how far from the edge of the page text should appear. Check the boxes for centering horizontally or vertically on the page. MS Power Point Definition of Power Point: MS Power Point is a presentation package or It is a sophisticated presentation graphics package. Definition of Power point presentation: Is a collection of slides, handouts, speakers notes and on-line, all in one file. A presentation is in the form of slides. Slides are individual pages of presentation.

A slide consist of: Titles Text Graphs Free form art

 Shapes Clip art Visuals. Purpose of power point software To deliver your ideas with a presentation. It has a clarity of purpose. It is completely inverted view of how to prepare a presentation. Its features includes: Wide collection of fonts and colors Templates for the backgrounds Library of pictures from clip art gallery. Text images and sound. Multiple view within the same window

It also enables you to put your presentation on Internet. Understanding the different presentations The new presentation task in the PowerPoint gives you a range of ways with which to start creating presentation. These includes: Blank presentation Existing presentation Design Template Templates with suggested content. Template on a Website Template on Microsoft.com Design Template The design template is nothing but which are pre- designed with selected layout, font, background, color scheme and font sizes. Your new presentation will be based on a power point design template which are available with the MS PowerPoint package itself. You can also create such design templates and reuse whenever required. Understand different slide view Power point gives you four layouts for constructing the presentation in addition to the slide show. You can select the page view by clicking the buttons just above the formatting toolbar and the bottom of the page. The slide views are: Normal view Outline view Slide view Slide sorter view Normal view:

This type of slide view the screen is split into three sections. Shows the Presentation outline on the left, the slide in the main window, and notes at the bottom of the slide. Slide view

The Slide view displays each slide on the screen and is helpful for adding images, formatting text, and adding background styles. Outline view: The presentation outline is displayed on the majority of the screen with small windows for the slide and notes. This view is recommended for editing text. Slider sorter view:

A small image of each slide is displayed in Slide Sorter View. Slide can be easily ordered and sorted from this screen. What is Word Art? Word Arts are templates for the text, which defines a particular color scheme, pattern, appearance to the text, mainly useful for defining Headings. How to add Word Art to the slide: Select the menu Insert from menu bar. From that select Picture Word Art OR Click the Word Art button on the Drawing tool bar.

Choose a Word Art style from the listing and click OK. A dialog box named Edit Word Art Text will appear. Choose the font, size, and style for the text. Enter the required text in the area indicated as Your Text Here. What is Clip Art? Clip Arts are the images provided by the MS Power Point application, which can be inserted into the slides.

What is Animation? Animation is the result of adding audio, visual, and moving effects to the text or clip arts. To Apply animation to an object: Select the text or clip art to which animation is to be added.

Select Slide Show menu from the menu bar.

Then, select the Custom Animation from the drop down. List of all the objects present on the slide Select the object on the slide that will be animated from the Check to animate slide objects list. Do the required setting for the animations in the four tabs provided as mentioned below: Order & Timing Effects Chart Effects Multimedia settings Under Start Animation, chose on mouse click to activate the animation by clicking the mouse. OR Select Automatically for the animation to execute after a set number of seconds.

Color Palettes: Select one of the color switches or click More Colors for a large selection. The text will change to the selected color when the mouse is clicked during the slide show. Slide Show: Slide show means displaying slides one after another with the animation effects. To setup slide show perform the following steps:

Click on the menu Slide Show on the menu bar. Select the Setup Show option. In the Setup Show dialog box: Select options like which slides are to be included in the show. Advancing slides manually or automatically using timing. Running the slide show in loop.

A pen option can also be used to draw diagrams in slide show. The pen color can be selected from the palette provided. You can get an offline help to do all these, by clicking the Tips button. Once if all the options are selected, Click on OK button. To run the slide show, select the View Show option from the Slide Show menu. OR Click on the Slide Show button on the tool bar.

MS-Access
Definition of MS-Access: Microsoft Access is a powerful program to create and manage your databases. It has many built-in features to assist you in constructing and viewing your information. Purposes of MS-Access To manage all your information from a single database file. To analyze or print data in a specific layout by using reports. To find and retrieve data that meets a criteria using query. To create forms. Terminology used frequently in MS- Access: Database: A Database is a collection of related information stored in the memory permanently. Object: An Object is a competition in the database such as a table, query, form, or macro. Table: Field: Record: A Record in a row on a datasheet and is a set of values defined by fields. In a mailing list table, each record would contain the data for one person as specified by the intersecting fields. (Contd..) Design View: It provides the tools for creating fields in a table. Datasheet View: It allows you to update, edit, and delete formation from a table. A Field is a column on the datasheet and defines a data type for a set of values in a table. For a mailing list table might include fields for first name, last name, address, city, state, zip code, and telephone number. (Contd..) A Table is a grouping of related data organized in fields (columns) and records (rows) on a datasheet. By using a common field in two tables, the data can be combined. Many Tables can be stored in a single database. A Table is a collection of data about a specific topic. There can be multiple tables in a database. Example: (a) Students (b) Teachers

Database File: This is your main file that encompasses the complete data base and that is saved to your hard-drive or floppy disk. Example: StudentDatabases.mdb

Data Types:
Data types are the properties of each field like how much space it occupies,& whether it contains character or numerical data etc. A field only has one data type. Example: Field Name: Student Name Data Type : Text

Starting Microsoft Access Click on, Start Programs Microsoft Office Microsoft Access Creating a new database Immediately after opening Ms Access a dialog box will appear. Create a New Database from scratch. Use the wizard to create a New Database. Open an existing database. The white box gives you the most recent databases you have used. If, you do not see the one you had created, choose the More Files option and click OK. Otherwise, choose the database you had previously used and click OK. Create a database using the database On the Microsoft Access startup dialog box: Click on Access Database Wizards, Pages, and Projects and then click on OK. On the Databases tab, double-click the icon for the kind of database you want to create. Specify a name and location for the database. Click Create to start defining your new database. different data types 1. Text: The default type, text type allows any combination of letter and numbers up to a maximum of 255 characters per field record. 2. Memo: Date / Time: Currency: Monetary values that can be set up to automatically include a dollar sign ($) and correct decimal and comma positions. A date, time, or combination of both. A text type that stores up to 64,000 characters. Number: Any number can be stored.

AutoNumber: When a new record is created, Access will automatically assign a unique integer to the record in this field. From the General options, select Increment if the numbers should be assigned in order or random number should be chosen. Since every record in a data sheet must include at least one field that distinguishes it from all others, this is a useful data type to use if the existing data will not produce such values. 7. Yes / No: 8. Hyperlink: A hyperlink will link to an Internet or Internet site, or another location in 9.OLE (Object Linking and Embedding) Object: An OLE object is a sound, picture or other object such as a Word document or Excel spreadsheet that is created in another program. Use the datatype to embed an OLE object or link to the object in the database. the database. Definition of Primary Key: The Primary Key can be defined as UNIQUE + NOT NULL Unique: There should be no duplicate values in the specified field. Not null: The specified field should not contain any null values. Use the option for True/False, Yes/No, On/Off, or other values that must be only one of two.

Adding Primary key to a specific field: Designate the primary key field by right-clicking on the record and selection Primary Key from the shortcut menu. OR Select the menu Edit Primary Key from the menu bar. The Primary Key field will be noted with a key image to the left. Removing the Primary Key: 1. To remove a primary key, perform the steps below :

2. Open the appropriate database 3. Open the table in design view 4. Click on the row selector for the current primary key and then click primary key on the tool bar. 5. And, save the table Creating simple queries Definitions: Query: Queries are those that selects records from one or more tables in a database so they can be viewed, analyzed, and stored on a common datasheet. Dynaset: The resulting collection of records from the execution of a query if called a dynaset, which is saved as a database object and therefore can be easily used in the future.