Basic Advanced

SREE KRISHNA
2 nd floor #203, Annapurna block ,Aditya enclave,Ameerpet Hyderabad, ph:040-64648553

Session - 1

Basics Of Computers
A Desktop Machine
A Computer System
Hardware
Software
User
A Computer System (Contd.)
In general, a computer is a electronic machine which accepts data, processes it and returns
new information as output.
How to working computer
CPU
The central processing unit or (CPU) is the "brain" of your computer. It contains the
electronic circuits that cause the computer to follow instructions from memory.
The CPU contains three main parts, all housed
in a single package (Chip):
Control Unit (CU)
Arithmetic Logic Unit (ALU)
Memory
INPUT DEVICE: to give the information to cpu ex: keyboard , mouse
MEMORY: it stores data or information.
It is two types.
1.primary memory
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2.secondry memory
Primary memory: it store the data temparary.
It is two types.
1. RAM(RANDOM ACCESS MEMORY):
It read the data temparayry.
2.ROM( READ ONLY MEMORY)
It read the data and write data parmanently.
SECOND MEMORY: it stores the parmanently
Ex: harddisk, cd, dvd, pd
PROCESSOR: to process the data.
It is a two types
1.ALU(arthematic logical unit): it process mathematical operataror (+,-,*,/) and logical
operatator(<,>, and, or, =)
2.CU: it process only data.
OUTPUT DEVICE: to give the information from cpu. Ex: monitor , printer.
Differences between hardware and software
Software
Software is set of programs (which are step by step instructions) telling the computer how
to process data.
Software needs to be installed on a computer, usually from a CD.
Softwares can be divided into two groups:
System SW
Application SW
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What is Operating System
OS is system software, which may be viewed as collection of software consisting of
procedures for operating the computer.
It provides an environment for execution of programs (application software).
Its an interface between user & computer.

Software (Contd.)
System Software
It controls the overall operation of the system.
It is stored in the computer's memory and instructs the computer to load, store, and
execute an application.
Examples: Operating System (OS), Translators
DOS, Windows, Unix etc.
A Second Classification
This Classification is based on the type of interface Operating System provides for
the user to work in.
Character User Interface (CUI)
The User has to type the commands on the command prompt to get the
work completed.
Ex. DOS, UNIX.
Graphical User Interface (GUI)
The User need not type any commands. He/She just point and clicks
on the desired Icon to get the work done.
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Ex. Windows (9X, XP, NT, 2000), Linux.
Software (Contd..)
Application Software
They are Soft wares written to perform specific tasks.
The basic types of application software are:
word processing, database, spreadsheet, desktop publishing, and communication.
Examples: MSOffice, Tally, MSOutlook,
Advantages of Using Computers
Speed: Computers can carry out instructions in less than a millionth of a second.
Accuracy : Computers can do the calculations without errors and very accurately.
Diligence : Computers are capable of performing any task given to them repetitively.
Storage Capacity : Computers can store large volume of data and information on magnetic
media.
Generatation Of Computers
Can be divided into 5 generations.
First Generation (1945 1954)-vacuum tubes
Second Generation (1955 1964)-transistors
Third Generation (1965 1974)-integrated chips
Fourth Generation (1975 -1984 )-microprocessor
Fifth generation(1984-)-artificial intelligence
Language of Computers
Computers only understand the electronic signals.
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Either Current is flowing or not.
Current Flowing : ON
Current Not Flowing : OFF
Binary Language
ON : 1
OFF : 0
Bit, Byte, KB, MB, GB
Types of languages
There are 3 types of languages
Machine language
Assembly language
Higher level language
Machine language
Assembly language (eg:unix)
Higher level language
Interpreter: by using this we can check the programm step by step (or) line by line.
Eg:lisp,fortran
Compiler: by using this we can check the total programm at a time.
Eg:c,c++,java etc.
Types of computers
There are 5 types of computers
Mini computers
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Micro computers
Analog computers
Digital computers
Hybrid computers
Mini computers
Processing speed is slow
Memory capacity is less
One user-one system
Micro computers
Processing speed is fast
Memory capacity is high
One system-no of users
Analog computers
Digital computers
Hybrid computers
The collection of analog and digital computers is called the hybrid computers.

Storage of the data in the system
Store the data in the computer only 0s and 1s
0-1bit
8bits-1 byte
1024 bytes-1 kilo byte
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1024 kb- 1 mega byte
1024 mb-1 giga byte(1gb)
1024 gb-1 tetra byte
Keyboard
Keypad contains:
Alphabets
Numbers
Special Symbols
Function Keys
qwert Keyboard (Typewriter Keyboard).
On key press it sends a code (ASCII Code) to the CPU.
Plug N Play device.
Typical Cost is Rs.300 Rs.1200
Mouse
Pointing & Click Device.
Two / Three Buttons
Wheel / Optical Mouse
Normally Left Click Select/ Run
Right Click Popup Menu
Typical Cost is Rs.100 Rs1000

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MS-WORD
It is a totally document type of data and also word processing data. By using this we can
create the letters, resumes, documents, greeting cards and also tables.

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Office button:
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Save: By using this we can save the current file.
Click on office button
Click on save
Select the location
Enter a file name
Click on save.
New: By using this we can open the new blank document.
Click on new click on blank document
Click on create.
Open: By using this we can open the already saved files.
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Click on open
Select the location
Select the file
Click on open.
Save as: By using this we can create the duplicate files.
Click on save as
Select the location
Enter a file name
Click on save.
Print preview: before taking the print must and should we can see the print preview i.e it
display how the print out comes.
Click on print
Click on print preview
Print: By using this we can take the print out of the selected document.
Click on print
Select the printer name
Select the page range
Select the print (even or odd pages)
Select the no of copies
Click on collate
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Select the pages per sheet
Select the paper size
Click on print.
Close: By using this we can close the only existing files.
Click on close
Exit: By using this we can close the total document .
Click on exit.
Home:

Cut: By using this we can remove the selected data.
Select the data
Click on home
Click on cut
Copy: By using this we can create the duplicate data
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Select the data
Click on home
Click on copy
Paste: By using this we can print the cut and copid data.
Click on home
Click on paste.
Before paste the data what action we can do that can b paste.
Clip board: By using this we can store the cut and copied data ,totally we can store 24 clip
boards.
Click on home
Click on clipboard
If u wants display the cut and copied data
Open the office clip board
Click on the required data.

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Font style: By using this we can change the styles of the selected data.
St: click on home
Click on font style
Select the style.
Font size:By using this we can change the size of the selected font.
St:click on home
Click on font size
Select the size.
Grow font: By using this we can increase the size of the selected text,
St:
Click on home
Click on grow font
Shrink font: By using this we can decrease the size of the selected text.
St: click on home
Click on shrink font
Clear formatting: By using this we can clear the only formats not a total data.
St: select the data
Click on home
Click on clear formatting
Bold: By using this we can make the selected data as a bold.
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St: select the data
Click on home
Click on bold(b).
Italic:By using this we can change the selected data as a italic or cursive format
Select the data
Click on home
Click on italic (I)
Underline: By using this we apply the under line to the selected data.
St: select the data
Click on home
Click on underline (u)
Strike through: By using this we can draw the line middle of the selected text.
St: select the data
Click on home
Click on strike through.
Subscript: By using this we can create small letters below the text of base line.
St: select the data
Click on home
Click on subscript.
Super script:By using this we can create the small letters above the text.
St:
Select the data
click on home
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Click on superscript.
Change case:it is divided into 5 types.
1. Upper case
2. Lower case
3. Sentence case
4. Capitalize each word
5. Toggle case
Upper case: we can convert the select data from lower case to upper case,
Lower case: we can convert the selected data from upper case to lower case.
Sentence case: we can initialize first letter as capital letter in the beginning of every
sentence.
Capitalize each word: we can initialize first letter as capital letter in the beginning of every
word.
Toggle case: we can convert the lower case letters into a upper case similarly upper case
letters into lower case.
St: select the data
Click on home
Click on change case
Select the type.
Text highlight color: By using this we can apply the color behind the selected text.
St: select the text
Click on home
Click on text highlight color
Select the color.
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Font colour: By using this we can apply the color to the selected text.
St: select the text
Click on home
Click on font color
Select the color

Bullets: By using this we can write the data as symbols wise
St: Click on home
Click on bullets
Select the style

Numbers: By using this we can write the data as a numbers wise.
St: click on home
Click on numbers
Select the style.
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Multi level list: By using this we can write the data as a headings wise.i.e. 1, 1.1, 1.2 etc
Click on home
Click on multilevel list
Select the style
If u wants required sub no i.e, 1.1, 1.2 etc..Click on tab on key board.
If u wants required main no i.e. 1, 2, click on shift + tab on
keyboard.

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Justify: By using this we can adjust the margins of a selected the data on both sides equally.
Click on home
Click on justify
Line spacing:By using this we can give the space between the lines.
Click on home
Click on line spacing
Select the distance

Shading: By using this we can apply the background color behind the selected data.i.e total
paragraph.
Click on home
Click on shading
Select the color
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Boarders: By using this we can apply the boarders to the selected data.
Click on home
Click on boarders
Select the boarder style.

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Styles: By using this we can write the data as a headings wise, i.e. Title, heading1, subtitle
etc.
St: Click on home
Click on styles
Select the style (title or heading etc....).
If u wants change the styles of selected text
Click on change styles
Select the style
If u wants apply the colors
Click on colors
Select the color
If u wants change the font styles
Click on font styles
Select the font style.
Find: By using this we can search a particular character or word in a document.
Click on home
Click on find
Enter the word
Click on reading highlight
Click on highlight all.
If u wants remove the color
Click on remove all.
Replace: By using this we can change the data in a find position.
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Click on home
Click on replace
Enter the word (or) data
Click on replace all.

Select all: By using this we can select the totally data at a time.
Click on home
Click on select
Click on select all.
Goto: By using this we can go easily (or) directly from one page to another page.
Click on home
Click on find
Click on go to
Enter the page no
Again click on go to.
Insert:

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Cover page: By using this we can create our own front page of a document.
St: click on insert
Click on cover page
Select the style.

Blank page: By using this we can insert the new blank page to the existing pages.
St:
Click on insert
Click on blank page

Tables: By using this we can insert the table on the existing page.
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It is divided into four types.
1. Drag and drop table
2. Insert table
3. Draw table
4. Quick tables.
1. Drag and drop table: By using this we can create the table just select the no of
column and rows By using a mouse.
St: click on insert
Click on table
Select the column and rows.
2. Draw table: it is a customized user defined table.i.e first drag the box in existing page
then we can drag the column and rows.
Click on insert
Click on table
Click on draw table
Drag the box
Drag the column and rows.
3. Insert table: before inserting the table first enters the no of columns and rows.
St: click on insert
Click on table
Click on insert table
Enter the no of columns and rows
Click on ok.
4. Quick tables: By using this we can insert already inbuilt tables on existing document.
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St: click on insert
Click on tables
Click on quick tables
Select the table style
If u wants modify the data in the table place a cursor point in the required cell enter the
data.

How to insert the columns and rows to the existing table?
St: place a cursor point in required cell
Click on lay out
Click on columns and rows
Select the type.
Delete: By using this we can delete the table, column, row and cell.
Click on lay out
Click on delete
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Select the type
Select: By using this we can select the table, column, row and cell.
Click on lay out
Click on select
Select the type
Merge cells: By using this we can combine the no of selected cells into single cell.
St: select the cells
click on layout
Click on merge cells
Split cells: By using this we can divide the single cell into a no of column and rows.
St: place cursor point in required cell
Click on layout
Click on split cells
Enter the no of columns and rows
Click on ok.
Split table: By using this we can divide the table into a no of rows.
St: place cursor in required cell
Click on lay out
Click on split table.
Autofit: it is divided into 3 types
1. Autofit to contents
2. Autofit to window
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3. Fixed column width
1. Autofit to contents: the column is depending on the text typed in a column.i.e there is no
fixed size columns.
2. autofit to window: it display the table until margins, if u enters the more data in any
column automatically adjust column sizes.
3. Fixed column width: By using this we can fix the column sizes
Click on layout
Click on auto fit
Select the type
Alignment: By using this we can adjust the data position in a selected cell.
Click on layout
Select the type
Text direction: By using this we can change the direction of the selected text.
Click on layout
Click on text direction
Select the direction.
Cell margins: By using this we can adjust the all margins are equally.
Click on layout
Click on margins
Select the margins.
Repeat header rows: By using this we can display the headings of selected table in all
extended table.
Select the heading
Click on lay out
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Click on repeat header rows.
Convert text: By using this we can convert the selected table into a text format.
Select the table
Click on layout
Click on convert to text
Select the separator
Click on ok.
Formula: By using this we can calculate the mathematical calculations
Click on layout
Click on formula
Select the formula (e.g.: =sum (left) or right etc.....)
Click on ok.

Table styles: By using this we can change the styles of the selected table.
Select the table
Click on design
Click on table style
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Select the style.
Shading: By using this we can apply the color to the selected cells.
Select the cell
Click on design
Click on shading
Select the color
Boarders: By using this we can apply and remove the boarders to the selected cells.
Click on boarders
Select the type.
Eraser: By using this we can remove the selected cells.
Click on design
Click on eraser
Drag the eraser in the required cells.

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Picture: By using this we can insert the pictures on the existing document from other files.
Click on insert
Click on picture
Select the picture
Click on insert.
Recolor: By using this we can change the color of the selected picture.
Click on format
Click on adjust
Click on recolor
Select the color.
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Change picture: By using this we can replace the picture in the inserted image.
Click on design
Click on change picture
Select the picture
Picture style: By using this we can apply the styles to the selected pictures.
Click on design
Click on picture styles
Select the style.
Picture shape: By using this we can change the shape of the selected picture.
Click on design
Click on picture shape
Select the shape
Picture boarder: By using this we can apply the boarders to the selected picture.
Click on design
Click on picture boarder
Select the style
Select the color
Picture effects: By using this we can apply the effects to the selected images.
Click on design
Click on picture effects select the effect.
Position: By using this we can change the position of the image in a page.
Click on design
Click on position
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Select the type
Text wrapping: By using this we can write the data on the image.i.e we can insert the image
behind the text.
Click on design
Click text wrapping
Click on behind the text.
Hyperlink: By using this we can give the link from the existing document to already saved
documents.
Click on insert
Click on hyperlink
Select the file
Click on ok
If u wants open that file press on ctrl key+ left click on mouse.

Bookmark: By using this we can add the page no in the bookmark, i.e we can go easily
from one page to another page.
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Select the page no
Click on insert
Click on bookmark
Enter the page no
Click on add
If u wants go to from one page to another page, open the bookmark select the page no
Click on go to.
Here we can use the page no only the text format.

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Header and footer: By using this we can write the heading in one page it automatically
display the reaming pages also.
Click on insert
Click on header and footer
Select the options( date, picture etc....)
Click on close header and footer.
Page numbers: By using this we can insert the page no on the existing document.
Click on insert
Click on page numbers
Select the style.

Text box : By using this we can move the data from one place to another place.
Click on insert
Click on text box
Select the style
Enter the data in the required place.
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Word art: By using this we can use the already inbuilt text format styles.
Click on insert
Click on word art
Select the style
Enter the text
Click on ok.

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Drop cap: By using this we can initialize the larger letter at the beginning of a sentence.
Click on insert
Click on drop cap
Click on drop cap options
Select the position
Select the font style, line to drop, distance
Click on ok.

Date and time: By using this we can insert the date and time on the existing document
Click on insert
Click on date and time
Select the format
Click on ok.
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Equation: By using this we can insert the equation and also we can create our own
equation.
Click on insert
Click on equation
Select the equation.
If u wants insert u r own equation
Click on insert new equation
Select the formats
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Symbols: By using this we can insert the symbols on the existing document.
Click on insert
Click on symbol
Select the symbol
If u required more symbols
Click on more symbols
Select the font style
Select the symbol
Click on insert
If u wants change the symbol size and color
Select the font size and color
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Page layout:

Columns: By using this we can divide the page into a no of columns.
Click on page layout
Click on columns
Click on more columns
Select the no of columns
Click on ok.
If u wants move the cursor point from one column to another column
Click on break
Click on column.
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Water mark: By using this we can create the logos behind the page.
Click on water mark
If u wants insert picture water mark
Click on picture water mark
Click on select picture
Select the image
Click on insert
Click on ok.
If u wants insert text water mark
Click on text water mark
Write the logo OR text in text box
Select the font style, font size and color
Click on ok.
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Page color: By using this we can apply our own background styles and colors.
Click on page color
If u wants apply the single color
Select the color
If u wants apply the multi colors
Click on fill effects
Click on gradient
Click on color
Select the color
Click on apply
If u wants apply the texture
Click on texture
Select the style
Click on apply
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If u wants apply the pattern
Click on pattern
Select the fore ground color and back ground color
Select the pattern style
Click on ok
If u wants insert picture
Click on picture
Click on select picture
Select the picture
Click on insert
Click on apply
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Page boarders:
It is dividing into three types
Boarder: By using this we can apply the boarder to the selected paragraph.
Click on page boarder
Click on boarder
Click on box
Select the line style
Select the line color and width
Click on ok.
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Page boarder:
By using this we can apply the boarder to the total document.
Stps: click on page boarder
Click on box
Select the line style and color and width
Click on ok
If u wants apply the any graphic style
Click on art
Select the style
Click on ok.
Shading: By using this we can apply the color to the selected paragraph.
Steps: click on shading
Select the color
Click on ok

Indent:
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Left: By using this we can move the data left side of the page.
Right: By using this we can move the data right side of the page.
St: click on page layout
Select the type.
Spacing: By using this we can give the space between the paragraphs.
St: Click on page layout
Click on spacing
Select the type.

Reference:
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Table of contents:
By using this we can create the index of the document. Here we can display the only
headings.
St: click on add text
Select the levels
Enter the headings in page then
Click on reference
Click on table of contents
Select the style.
If u wants go to particular heading click on contents
Select the heading
Press ctrl+left click on mouse
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Insert footnote: By using this we can write the meaning of the particular selected word at
bottom of page.
St: Click on reference
Click on footnote
Write the meaning.
Insert citation: By using this we can add the list of source s of a document. I.e. History of
the document.
St: click on reference
Click on insert citation
Click on add new source
Select the type of the source
Enter the details in required fields
Click on ok.
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Bibliography:
By using this we can display the list of sources in the existing document.
St: Click on bibliography
Select the style.

Insert caption: By using this we can add the name to the selected image.
St: Click on reference
Click on insert caption
Click on new label
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Enter the caption
Click on ok
Again click on ok.

Cross-reference:
To insert the caption in the document, we can give the link between the pages in document.
Click on references,
Select references type[CAPTION NAME]
Go to particular caption ctrl+left click.
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MAILINGS:

Mail merge:
By using this we can create the single letter to the no of multiple letters.
St:
Click on mailings
Click on start mail merge
Click on letters
Click on select recipients
Click on type new list
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Enter the data in required fields
If u wants customize the fields
Click on customize columns
Select the field name
Click on delete
Click on yes
If you want change the name of the field
Click on rename
Enter the name
Click on ok
If u wants add the new field
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Click on add
Enter the field name
Click on ok
Enter the data in required fields
Click on ok
Enter the file name
Click on save
If u wants insert the fields

Click on insert merge field
Select the field name
If u wants see the result
Click on preview result
If u wants display the data in individual documents
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Click on finish and merge
Click on edit individual documents
Click on all
Click on ok.
Labels:
By using this we can create our own labels.
St: click on mailing
Click on labels
Click on options
Click on continuous feed printers
Select the label vendor (a4/a5)
Select the label no (4415)
Click on details
Click on number across (no of columns)
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Click on ok
Again click on ok
Enter the label
Click on new document.

Review:

Spelling and grammar: By using this we can rectify the spelling and grammar mistakes.
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St:
Click on review
Click on spelling and grammar
Select the suggestion
Click on change.
Red line indicates spelling mistake
Green line indicates grammatical mistake.

Thesaurus: By using this we can find the meaning of a particular select word.
Select the word
Click on review
Click on thesaurus.
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Translate: By using this we can translate the data from one language to another language.
Select the word
Click on review
Click on translate
Select the language
Click on go

Word count: By using this we can find the total document properties i.e. no of pages, lines,
words, etc..
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Click on review
Click on word count.

New comment: By using this we can write the reference for the particular select word.
St: Select the word
Click on review
Click on new comment
Write the comment in the comment box
If u wants delete the comment
Click on delete
Select the type
Next: By using this we can go to the next comment.
Previous: By using this we can go the previous comment
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Track change: By using this we a find the deleted data and formatted data.
St:
Click on review
Click on track changes
If u replace the data in same place
Click on reject
If u delete the data permanently
Click on accept.
Compare and combine: By using this we combine the existing document with already saved
document.
St:
Click on review
Click on compare
Click on combine
Select the existing document
Select the revised document
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Click on ok.
If u wants display the original document
Click on document sources]
Click on original
If u wants display the revised document
Click on document source
Click on revised
If u wants display the both
Click on both.

Protect document:By using this we cant format and edit the data.it is only reading.
Click on review
Click on protect document
Click on restrict formatting and editing
Click on check boxes
Select filling in forms
Click on start enforcing protection
Enter the password
Again enter the password
Click on ok.
If u wants unprotect document
Click on stop protection
Enter the password
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Click on ok.

View:
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Macro: By using this we can record the repeated data By assigning a short key from the
keyboard.
The short key must and should follows ctrl+any key
St: click on view
Click on macro
Click on record new macro
Enter the name
Enter the short cut key
Click on assign
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Click on close
Now enter the repeated data
After the completion of total data entering click on stop recording.
If u wants that data, enter the short cut key what u r assigned to the data.
If u forgot the short cut than u wants display the data .

Click on macro
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Click on view macro
Select the macro name
Click on run.
If u wants delete the macro click on delete
Click on yes.

Print layout: here we can display the margins of a page,pagewise information ,header and
footer and also status bar.
St: click on view
Click on print lay out.
Before taking the print the page must be select as a print layout.
Web layout: here we cant display the margins of a page, pagewise information, header and
footer and also status bar.
St: click on view
Click on web lay out.
Outline: By using this we can create the outlines of a document.
St: Click on view
Click on outline
Select the level1
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Enter the data
Select the level 2
Again enter the data.
If u wants hide the details double click on (+)
If u wants show the details double click on (+)

Full screen: By using this we can hide all the menus i.e, we can display the only page.
St: click on view
Click on full screen.
Document map: here we can display the only the headings and also we can easily go from
one page to another page.
St: Click on view
Click on document map
Thumbnails: it will be display the page wise information left side of the margins.
St: click on view
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Click on thumbnails

New window: By using this we can create the sub windows or duplicate windows to existing
window. If u modify the data in any window automatically changes in all windows.
St: Click on view
Click on new window.

MS-EXCEL:
It is a totally book type of data, each book contains by default 3 sheets; each sheet contains
16,384 columns, 10, 48,576 rows.
By using this we can calculates the all mathematical functions, statements, graphs and
reports.
Cell: the intersection of column and row is called a cell.
Cell address: the names given to the selected cell is called a cell address.
E.g.: a2
Where a is column name, 2 is the row name
Formula bar: By using this we can write the formula, display the formula and edit the data.
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Name box: it display the selected cell address.

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Total: - it can be divided into three methods
1) By adding cell address
Formula = cell address +cell address
e.g.: =b2+c2
2) By using auto sum
Steps: select the data, click on sigma
3) By using sum functions
Formula: =sum (starting cell address: ending cell address)
eg: =sum(b2:c2)
Average:
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1) Formula :
= sum of the subjects /number of subjects
e.g.: =d2/2
2) By using average function
Formula: = average (starting cell address: ending cell address)
e.g.: =average (b2:c2)
Maximum:
Formula =max (starting cell address: ending cell address)
e.g.: =max (a2:d2)
Minimum:
Formula =min (starting cell address: ending cell address)
Result:
Formula: =if (and (b2>=35, c2>=35),pass, fail)
Grade:
Formula :
=if (result=fail,fail, if (d2>70,a, if (d2>50,b, if (d2>40,c))))
E.g.:
=if (h2=fail, fail, if (d2>70,a,if(d2>50,b,if(d2>40,c))))
Rank: = (first cell, total no. of cells) if you apply the $ symbol to a particular cell that cell is
constant. For applying the $symbol select the data click on f4.
e.g.: =rank (d2, $d$2:$d$5)
Count: to count the no subjects
=count (starting cell address: ending cell address)
e.g.: =count (a2:d2)
Data
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Sorting: By using these we can arrange the data in a particular order. It is divided into two
types

a) Ascending order: By using these we can arrange the data from lower order to
highest order.
b) Descending order: b y using these we can arrange the data from higher order to
lower order.
Steps:
Select the data
Click on the data
Click on sort
Select the function
Select the order
Click on ok

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filter : it is divided into two types
1) Auto filter: b y using we can apply the only one condition to the selected data.
Steps:
Select the data
Click on the filter
Click on drop down button
Select the condition or select the value.
I f you wants to custom the data click on drop down button, click on
number filters
Select the condition (eg: between or greater than etc...)
Select the values

2) Advance filter : we can apply the more than one condition and display the out
put in any location.i.e comparisons more than one column.
Steps: click on data-filter
o Click on advance filter
o Click on copy to another location
o Select the range(total source data or main table)
o Select the criteria(given condition)
o Select the location(output location)
o Click on ok
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Text to columns: b y using these we can split the data of a single cell into a different
columns
Steps: select the data
Click on the data
Click on text to columns
Click on next
Select the separator
Click on next
Click on finish.

Remove duplicates: b y using these we can delete the repeated data in a selected table or
data.
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Click on remove duplicates
Select the column name (in which column remove data)
Click on ok

Data validation
By using these we can enter the particular data in a particular selected cell
Steps: select the cell
Click on data
Click on data validation
Select the criteria (numbers or text etc.....)
Select the data (condition i.e. between, greater than etc...)
Enter the min and max number
Click on ok
If you wants to write your own message click on error alert and write the message in
error message box, click ok
If you wants to remove the validation click on clear all.
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Consolidate: By using these we can add or we can combine the different sheets of a data By
using any function in required sheet.
Steps: click on consolidate
Select the function
Click on reference
Select the sheet 1 data
Click on add
Again click on reference
Select the sheet 2 data
Click on add
Select the labels
Click on create link
Click on ok
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What if analysis
Data table: b y using these we can calculate the every month installments (emi)
Emi formula: =pmt (rate of interest/12, number of months,-loan amount)

steps:
Select the data with formula function
Click on data
Click on what if analysis
Click on data table
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Select the previous loan amount[row input cell]
Click on ok

Goal seeks:
To find the target value
Before doing the goal seek must and should we can apply the formula.

Goal seek

Sales 89555

Purchases 55555

Profit =sales-purchases
Steps:
Select the formula cell
Click on data
Select what if analysis
Click on goal seek
Set cell [no change the value]
Enter the target value into value box
Select the cell address from which cell you wants to change value in
changing cell box
Click on ok
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Scenario

By using we can store the budget wise information
Before doing scenario apply the formula first without any values in cells.
Sales
Purchases

Profit =sales-purchases
Steps: select the required cells
Click on data
Select what if analysis
Click on add and enter the scenario name and click on ok
Enter the data in required cells
If you wants add new data click on add enter the scenario name click
on ok enter the data in required cells click on ok
If you wants to see the result click on show
If you wants to see the total summary at a time
Click on summary
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Group

Group:
By using these we can hide the selected columns and rows.
Steps:
Select the column
Click on group
Again click on group
Select the condition(column or row)
Click on ok
if you wants hide the column, then click on (minus) on outline.
If you wants to show the column then click on plus on outline (+)
ungroup: By using this we can remove the outline.
Select the column or row data
o Click on ungroup
o Click on clear outline
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Subtotal
By using these we can calculate the subtotal and group totals of a selected
data.
When you are doing subtotal in any column the data will be arranged in a
order.
Click on data
Click on subtotal
Select the change(ordered column name)
Select the function
Select the numeric data type column name
Click on ok
If you wants display the only grand total click on 1
If you wants display the subtotal and grand total click on2
If you wants display the total data click on3
If you wants to remove the subtotals click on remove all.

Get external data: By using these we can import the data from other external data sources
to excel sheet.
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Steps: select data
Click on from access
Click on file name
Click on open
Select the sheet
Click on ok.

Refresh all:
If the data is modified in data sources .do you wants update the data in
excel sheet
Steps: select data
Click on refresh all.
Formulas
Name manager: By using these we can give the name to a selected table.
Steps:
Select the data
Click on formula
Click on define name
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Enter a name
Click on ok
If you required these table anywhere what is the name given to that table just write that
name automatically it selects the table.

Trace precedents: it shows the arrows marks from applied cells to depending cells.
Steps:
Click on formulas
Click on trace precedent
trace dependent: it shows the arrows marks from dependent cell to applied cells.
steps:
Click on formulas
Click on trace dependent
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Advance excel
Vlookup: By using these we can find a data for particular entered number.
Formulas: =vlookup (lookup value, table array, column index number, range
lookup)
Where, look up means where we can enter the value select that cell address in
required table
Table array: total source data
Column index number: particular column number in source data i.e. writing
formula column in table 2
Range look up is always zero (By default)
Both in same sheet:

Multi sheets:
Sheet2:
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Multi books:

Vlookup with if function
=if(isna(vlookup(lookup valu,table arry,column no, range lookup)),true condition,
false condition)

Hlookup: if you entered any data we can display the properties of that particular
entered data.
Formulas: =hlookup (lookup value, table array, row index number, range lookup)
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Sum if and count if
Sum if: b y using these we can add the particular data in a selected table depending
on condition i.e., if the condition is satisfied we can add only those values.
Formula: =sumif (range, criteria, sum range)
Range = select the condition column in source table.
Criteria= the given condition
Sum range = numeric type of data in source table.
Count if: we can count the number of persons depending on the condition i.e, if the
condition is satisfied we can count only those persons
Formula: =countif (range, criteria)

Match and index
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By using these we can search properties of a particular entered data.
Formula
Match(lookup_value,lookup_array,match_type)
Lookup value is to find the value you wants in a table.
Lookup array is a continuous range of cells containing possible lookup values.
Index: returns a value or the reference to a value from within a table or range.
Index(array,row_num,column_num)
Row_num selects the row in array from which to return a value
Column_num selects the column in array from which to return a value.
Formula:
=index(array, match(lookup value, lookup array, match type),column index
no)

Database functions:
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Subtotal functions:

Pay roll:

Square root: By using these we can calculate square of a number.
Formula: = sqrt (number)

Power of number:
Formula: =power (number, power)

Mod: By using we can display the remainders
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Formula: = mod (number, divisor)

Pivot table
By using these we can calculate the subtotals and grand totals of a different data
types in different places.
Steps:
Select the data
Click on insert
Click on pivot table
Again click on pivot table
Click on new work sheet
Click on ok
Drag the numeric data type column in the values
The remaining fields we can add in column label or row label
If you wants to modify the value in pivot table cannot be possible. The value
must be add in the source table.
If you wants update the value in pivot table click on options, click on refresh
If you wants to change the functions click on fields settings, select the
function name, click on ok
If you wants to display the pivot table as a chart click on pivot chart
Select the chart style
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Click on ok.

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Table
By using these we can insert the table for already selected data or we can create the
own table and also we can do filtering and analyzing.
Steps:
Select the data
Click on insert
Click on table
Click on ok
Pictures: By using these we can insert the pictures on existing sheet
Steps:
Click on insert
Click on picture
Select the picture style
Click on ok
Shapes: By using these we can draw shape on existing sheet
Steps:
Click on insert
Click on shapes
Select the shape
Drag the shape on existing sheet.
Home:

Allignments: By using this we can arrange the data particular position in the selected cell.
Click on home
Click on alignment
Select the position.
Orientation: By using this we can change the direction of the selected text.
Click on home
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Click on alignment
Click on orientation
Wrap text: By using this we can fix the column sizes if u entered more data in a cell that
comes as a next line in a selected cell.
Click on home
Click wraps text.

Merge and center: By using this we can combine the no of cells into a single cell and also we
can arrange the data center of the cell.
Select the cells
Click on home
Click on merge and center
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Number: By using this we can change the number format of the selected data.
Select the data
Click on home
Click on number
Select the format
Conditional formatting: By using this we can apply the color to the selected data depending
on the condition.
Select the data
Click on home
Click on conditional formatting
Select the condition
Select the values
Select the color
Click on ok.
If u wants remove the color
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Click on manage rules
Click on delete.

Format as table: By using this we can change the style of the selected table.
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Select the table
Click on home
Click on format as table
Select the style click on ok

Cell styles: By using this we can change the style of the selected cells.
Select the cells
Click on home
Click on cell styles
Select the style.
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Insert: By using this we can insert the columns, rows, sheets and cells
Click on home click on insert
Select the type

Delete: By using this we can delete the selected column, rows, sheets and also cell
Click on home
Click on delete
Select the type
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Format:

Row height: By using this we can adjust the row height.
Click on home
Click on format
Click on row height
Enter the number
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Click on ok.
Auto fit row hight: By using this we can automatically adjust row height depending on data
entered in cell.
Click on home
Click on format
Click on auto fit row height
Column width: By using this we can adjust the column width.
Click on home
Click on format
Click on column width
Enter the number
Click on ok.
Autofit column width: : By using this we can automatically adjust column width
depending on data entered in cell.
Click on home
Click on format
Click on auto fit column width.
Hide: By using this we can hide the selected column and rows.
Click on home
Click on format
Click on hide
Select the type
Click on ok.
Unhide: By using this we can display hided column and rows.
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Click on home
Click on format
Click on un hide
Select the type
Click on ok.
Rename: By using this we can change the name of the selected sheet.
Click on home click on format
Click on rename
Enter the name.
Tab color: By using this we can apply the color to the selected sheet names
Click on home
Click on format
Click on tab color
Select the color
Fill down : By using this we can display the result in the selected cells automatically.
Select the cells
Click on home
Click on fill
Click on down
Similarly left, right and up.
Clear formats: By using this we can remove the formats applied to the text not a total data.
Select the data
Click on home
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Click on clear
Click on clear format.
Clear contents: we can remove the total selected data.
Select the data
Click on home
Click on clear
Click on clear contents
Pagelayout:

Orientation: By using this we can change the direction of the page.
Click on orientation
Size: By using this we can change size of the paper.
Click on size
Select the size.
Print area: By using this we can select the particular print area i.e. what u wants to take
printout.
St: select the data
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Click page layout
Click on print area
Select the set print area
Break: By using this we can create our own margins to the sheet.
St: place a cursor point in required position
Click on breaks
Click on insert page break.
If u wants delete the page break click on remove page break.
Back ground: By using this we can insert the pictures behind the sheet.
Click on back ground
Select the image
Click on insert.
If u wants delete the background click on delete background.
Print titels: By using this we can repeat the selected heading in all pages.
Click on print titles
Click on rows to repeat
Select the heading
Click on ok
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Review:

New comment: By using this we can create the reference to the particular selected cells
St:
Click on review
Click on new comment
Write the comment in the comment box
If u delete the comment
Click on delete.
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Protect sheet: By using this we can protect the particular selected sheet.i.e we cant format
and edit data just read only.
St: click on review
Click on protect sheet
Enter the password
Again enter the same password
Click on ok.
If u want unprotect the sheet click on unprotect sheet
Enter the password
Click on ok.

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Track changes: By using this we can find the deleted data and formatted data.
St: click on review
Click on highlight changes
Click on check box
Click on ok
If u wants replace the data in same place
Click on accept /reject changes
Click on ok
Again click on ok
Click on reject
If u wants remove the track changes totally
Click on share work book
Click on check box
Click on ok.
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View:

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Pagebreak preview: By using this we can adjust the margins of a page.
St: click on view
Click on page break view
Click on ok
Select the blue line
Drag the line
If u wants come to the normal sheet click on normal.

Custom view:
We can save a set of display at one place i.e. we can add the different sheets of data in
custom view. if u wants open particular selected data open the custom view select the name
click on show.
St: select the data
Click on view
Click on custom view
Click on add
Enter the name
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Click on ok.

Ms-powerpoint
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Ms-power point: By using this we give the total slide presentation.
Home:

How to insert new slide?
New slide: By using this we can insert the new slides.
Click on home
Lick on new slide
Select the style.
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How to change the layout style?
Layout: it is an inbuilt slide format styles.
Click on home
Click on layout
Select the style
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How to delete the slide?
Delete: By using this we can delete the selected slide
Click on home
Click on delete
Photo album: By using this we can create our own photo album.
Click on insert
Click on photo album
Click on file
Select the images
Click on ok
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Movie: By using this we add the movie clips to slide presentation.
Click on insert
Click on movie
Click on file
Select the movie
Click on ok.
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Sound: By using this we can add the sound format to the selected slide that can play only in
the presentation.
Click on insert
Click on sound
Click on from file
Select the sound format
Click on ok
Design:
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Themes: By using this we can apply the background colors to the selected slide. What are
features have theme those features we can apply to the selected slides.
Click on design
Click on themes
Select the theme
If u wants change the color click on colors
Select the color
If u wants change the font styles
Click on fonts
Select the style.
here we cant apply effects.

Background styles: By using this we can apply our own background styles and colors.
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Click on design
Click on back ground styles
Click on format back ground
If u wants apply the single color click on solid
Select the color
If u wants apply the multi colors
Click on gradient
Click on color
Select the color
Click on apply
If u wants apply the texture
Click on picture and texture
Click on texture
Select the style
Click on apply
If u wants insert picture
Click on from file
Select the picture
Click on insert
Click on apply
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ANIMATIONS:

1. TRANSITION TO THE SLIDES:
By using this we can apply the animations only for the slides not for the text.
Click on animations
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Select the animation effect
Select the sound effect
Select the speed
Click on automatically after
Select the time
Click on apply.

2. CUSTOM ANIMATION: By using this we can apply the animation effect to the text in
the slides.
St: select the text
Click on custom animation
Click on add effect
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Select the style
Again select the sub style
Click on start (after previous)
Select the direction (depending on the effect)
Select speed
Click on slide show

Slide show:

From beginning: By using this we can start the slide presentation from starting slide
onwards.
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Click on slide show
Click on from beginning.
Custom slide show: By using this we can give the selected slides presentation.
Click on slide show
Click on custom slide show
Click on new
Select the slides
Click on add
Click on ok
Click on show.

From current slide: By using this e can start the slide presentation from selected slide
onwards.
Click on slide show
Click on from current slide.
Setup slide: By using this we can repeat the presentation until we can enter esc key.
Click on slide show
Click on setup slide
Click on loop continuously until esc
Click on ok.
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Rehearse timings: By using this we apply the time between the slides
Click on slide show
Click on rehearse timings
Enter first slide waiting time press on enter key, enter second slide waiting time press on
enter key....... All slides is complete press on esc key, yes, click on from beginning.
View:
Normal: we can display the all slides left side of the margin and selected slide display center
of the page
Click on view
Click on normal
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Slide sorter:
We can display the all sides at one place.
Click on slide show
Click on slide sorter.

Slide master: we can display the inbuilt layout slides , there we can edit the data and also
we can display the header and footer.
Click on view
Click on slide master
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Ms-access:

It is a data base .i.e. we can store the information as a table format that is physically or
logically. Depending the tables we can write queries.
It is mainly divided into 4 objects those are
1. Tables
2. Queries
3. Forms
4. Reports
How to open ms-access
Start-programs ms-office-ms-access-click on blank database-click on create
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Create:

Tables: By using this we can store the information it is divide into three types
1. Table
2. Table templates
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3. Table design.
Table design: By using this we can create the table with the selection of data type.
Dtatatype means what are the values or data enter to the field name.
Click on create-click on table design-enter the field name-select the data type-save the
table.
If u wants enter the data in the table
Double click on the table name enter the data in the required fields.
If u wants add new field for already existing table as follows
Click on data sheet-click on design view-enter the filed name-select the data type-save the
table.

Quires: By using this we can compare the more than one table, here we can display the
common fields in the tables. Before creating the queries apply the primary key for any field
in the tables, the field name common in all tables.
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Before creating the queries first apply the relation ship between the tables. The
relationship as follows.
Click on data base tools-click on relation ship-select the tables click on add-click on edit
relation ship-click on create new-select the table name-select the column name-again select
the right table name-select the column name-click on ok-click on create

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Now create the queries
Click on queries design-select the tables-click on add-double click on the field names-save
the query.
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Forms: By using this we can create the application format type of forms for already design
tables and queries. If u adds the new data in the form automatically we can update the data
in tables and queries.
Click on create
Click on form design
Click on add existing fields
Click on show tables
Double click on the field names click on save
Click on ok.
If u wants see the data double click o the form.

Reports: By using this we can print out for already design tables and queries.
Click on create
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Click on report design
Click on add existing field
Double click on the field names
Click on save
Click on ok.

Get external data:

IMPORT: By using this we can import the other external sources data in the access file.
Click on external data
Select the source (e.g.: excel)
Click on browse
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Select the file name
Click on open
Click on ok
Click on next
Again click on next
Again click on next
Enter the table name
Click on finish.

Export: By using this we can export the tables from access to other source documents.
St: click on external data
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Click on access to excel
Click on export and open the destination
Click on ok.

Basic Advanced

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