UNIT - 2

WEB APPLICATION : Networking Fundamentals

Network: A computer network is a collection of computers and other hardware components interconnected
by communication channels (cables or satellites) that allow sharing of resources and information.

Networks are designed using the following architecture:

Peer to peer (P2P): Networkn which all computers have an equal status are called peer to peer networks.
Generally in such a network each terminal has an equally competent CPU.

Client-Server: Networks, in which certain computers have special dedicated tasks, providing services to
other computers (in the network) are called client server networks. The computer(s) which provide services
are called servers and the ones that use these services are called clients.

Types of Network:

There are 2 major types of network:-

1) LAN:- LAN is Local Area Network. It is used to connect computers and devices within a small
geographical area such as home, school etc.

2) WAN:- WAN is Wide Area Network. It is used to connect computers in a broad area such as national and
international boundaries.
Eg. Internet.

Internet: Internet is a global system of interconnected computer networks that use the standard Internet
protocol suite to serve billions of users worldwide. It is a network of networks that consists of millions of
private, public, academic, business, and government networks.

World Wide Web: World Wide Web (abbreviated as WWW or W3, commonly known as the Web), is a
system of interlinked hypertext documents accessed via the Internet.

Web Browser: A Web Browser is software used to view Web sites and acts as an interface between the user
and the World Wide Web.
Web Server: A Web server is a computer that stores web sites and their related files for viewing on the
Internet.

Uses of Network:-
1) Data Sharing: We can share data like text files, documents, audio and video files to other users with the
help of Networking.
2) Hardware Sharing: Hardware components like printers, scanners etc. can also be shared with the help of
networking.
3) Internet Access Sharing: Through networking we can access a single internet connection on multiple
computers within a network.
4) Usage of Network Based Applications: Applications like chat applications, audio and video calling is an
another advantage.

Getting Access to the Internet:-

To use Internet we need the following:-
1) ISP:- ISP is Internet Service Provider. It is an organization which provides us with the access of Internet.
For eg. BSNL, Airtel, MTNL etc.
2) Modem:- The word modem is derived from its function Modulator/DEModulator. It is a device which is
used to convert digital computer signals into analog signals and vice-versa.

Types of Internet Connectivity

 Types of Internet Connectivity can be broadly categorized into Wired Technology and Wireless Technology.

Wired Technology:-
1) Dial-up:- It uses the facilities of the Public Switched Telephone Network (PSTN) to establish a internet
connection via telephone lines using a device called MODEM. Users dial a number and get access to
internet. Dial-up connections are extremely slow.
2) DSL:- DSL is Digital Subscriber Line provides internet connectivity by transmitting digital data over wires
of a local telephone network. It enables the use of Telephone and Data Transmission on a single telephone
line. For using DSL Connection, we need a DSL modem and a subscription.
3) Cable Internet Access:- It is a form of broadband Internet access that uses the cable TV infrastructure. It is
provided through existing cable TV networks and it is similar to DSL.

Wireless Technology:-
1) 3G:- 3G, is short for 3rd Generation. It is a set of standards used for Mobile devices and mobile
telecommunication services and networks. If the phone supports 3G, then high speed internet connectivity
can be accessed through its subscription.
High-Speed Downlink Packet Access (HSDPA) is a 3G protocol (standard) that allows higher data transfer
speeds and capacity.
2) WiMAX:- WiMAX is Worldwide Interoperability for Microwave Access is a wireless communications
standard designed to provide mobile broadband connectivity across cities and countries through variety of
devices. It is a long range system. It is beneficial where there is a difficulty in laying out cables and wires.
3) Wi-Fi:- It is a popular technology used to transfer data wirelessly over a network. Wi-Fi stands for Wireless
Fidelity. The wireless network is formed through a device called Wireless Access Point (WAP). It is
beneficial as there is no need of laying out wires for transferring data.

Data Transfer On the Internet :-

· The data is broken up into bits of same sized pieces called packets.
· A header is added to each packet explaining where the data has come from, where it should end up and
where it fits in with the rest of the packets.
· Each packet is sent from computer to computer until it finds its destination. All packets may not take the
same route.
· At the destination, the packets are examined. If any packets are missing or damaged, a message is sent
asking for them to be resent. This continues until all packets have been received intact.
· The packets are now reassembled into their original form. All this done in seconds!

Session 3 : INTRODUCTION TO THE INSTANT MESSAGING

INSTANT MESSAGING
Instant Messaging (IM) is a form of communication over the internet that offers an instantaneous
transmission of text-based messages from sender to receiver. Most IM software includes the option to
transfer files, audio chat, video, images etc.

Key Features of IM are :-

1) Text message can be sent from one person to another(similar to SMS)
2) Audio calling and conferencing
3) Video calling and conferencing
4) File Transfers
5) Message History (Save messages for future reference)

Types of Instant Messaging Software

There are two kinds of IM Software:-
1) Application Based:- These software are downloaded and installed on user’s computer. Eg. Google Talk ,
Yahoo! Messenger , Skype , Window Live Messenger , Rediff Bol etc.
2) Web Based:- They are accessed using browsers such as Internet Explorer etc. Eg. MSN Web Messenger ,
Yahoo! Messenger for the Web , Meebo , IMO etc.

BLOG
A blog is a discussion style site used by non-technical users for creating personal web pages. Blog is similar
to an online personal diary and similar to use. A blog is used to convey messages, events, news,
announcements etc.
Blogs are usually managed through web browser which needs an internet connection. A blog can also be
created through Offline Blog Software and later publish the content when the internet connection is
available.
Examples of Websites that offer blog services:-
www.blogger.com
www.wordpress.com
www.weebly.com
www.blog.com

ONLINE TRANSACTIONS
The transactions over the internet are called Online Transactions
Like purchasing of goods, selling of goods, booking a ticket, payment of fees etc. all comes under the
category of Online transactions.

Examples of Online Transaction websites:-

1) For Buying Goods :- amazon, jabong, myntra, flipkart , ebay etc.
2) For Booking of Tickets :- IRCTC , Redbus etc.
3) For Payment of School Fee :- epay.unionbankofindia.co.in/kvfee
Payment Tools to use Online Transactions:-
For completing an online transaction we must need:-
1) Valid Debit Card
2) Valid Credit Card
3) Net Banking Subscription

INTERNET SECURITY
It is a branch of computer security specifically related to the internet, involving browser security and also
network security.

Objectives of Internet Security:-

The main objective of internet security is to establish rules and measures to use against attacks over the
internet.

Online Threats
The threats / vulnerabilities that uses World Wide Web (Internet) to facilitate crimes are called Online
Threats.
Like:-
1) Phishing :- The act of acquiring personal / private and sensitive data from personal computers for use in
fraudulent activities. For eg. Mails from unknown persons that ask for your credit / debit card details.
2) Email spoofing :- It is the creation of email messages with a forged sender address. For eg. Sending an
email with a forged email address which appears to be original. These mails are infected mails which
contain worms.
3) Chat Spoofing:- Spoofing means hoax, trick, or deceive which contains false information. Hiding / Faking
the identity of another person over the internet is called chat spoofing.

BEST PRACTICES FOR SECURITY OVER INTERNET

1. Use strong passwords: A combination of alphanumeric and special characters could be used for creating a
password that is not so easy to crack or guessed by other users.
General guidelines for strong password
a) Keep the length of the password at least 12-14 characters if permitted.
b) Avoid keeping passwords based on repetition words, dictionary words, usernames, pet names etc.
c) Include numbers and symbols in passwords.
d) Use Capital and lowercase letters.
e) Avoid using same password for multiple sites or purposes.
f) Avoid using something that the public or workmates know you strongly like or dislikes.
2. Backup your data: Always keep copies of data in CD, pendrives etc, so it could be helpful in situation
when there is a loss of data.
3. Use Encryption software: Use encrypted software available within the operating software to protect data
from unauthorized users.
4.
Keep username and password private: Never save passwords or usernames on computers that are used in
shared environments like net café.
5. Registering with website: Read privacy policy whenever you register with a website, the policy will
include information about how the website use personal data.
6. Do not share personal information: Be cautious when filling out forms on internet. Because your personal
information or emails could be used by unauthorized users to send fake or unwanted emails. So, first
research and verify if it’s a trusted website or not before providing personal information to any website.
7. Secure transactions: It is always recommended to use only secure websites for online shopping or
transactions, because these websites store your credit card or online banking personal information. Verify if
the website uses secure transaction, usually it is indicated through a digital certificate represented as a
golden lock in the web browser’s address bar.
8. Use Antivirus and antispyware software: These softwares protect your computer from any changes by
malwares/threats. Keep these softwares up to date.
9. Do not immediately respond to mails from unknown users: Some mails, that promise you jobs or
announce lottery results, may contain virus or scripts or they can try to gather your personal information.
Never open the attachments from unknown persons.
10. Install firewalls: Firewalls keep your system and network secure. They could be software or
hardware. So, Install and configure your firewall.
11. Regularly update your operating system and software applications.
12. When you visit websites, cookies are created on your system that may contain your personal or
logon details. Clear browser cookies frequently so that your logon details could not be tracked by
unauthorized users.

SESSION 1:-WORKING WITH ACCESSIBILITY OPTIONS

Computer Accessibility :- It refers to the user friendliness of a computer system for all, regardless of their
disability. It enables a person with a disability or impairment to use a computer. It is also known as Assistive
Technology.
There are numerous types of impairment that impact computer usage. These includes:-
1) Cognitive impairments and learning disabilities, such as dyslexia, autism, and attention deficit-hyperactivity
disorder (ADHD).
2) Visual impairment, such as low-vision, complete or partial blindness, and color blindness.
3) Hearing impairment including deafness.
4) Motor or dexterity impairment, such as paralysis, cerebral palsy, or carpal tunnel syndrome and repetitive
strain injury.
These accessibility options are used to customize the way your keyboard, display, or mouse function.

Various Accessibility Options

1) Sticky Keys:- It is an accessibility feature to help computer users with physical disabilities. It allows the
user to press and release a modifier key, such as Ctrl, Alt, Shift etc. and have it remain active until any other
key is pressed.
2) Filter Keys:- It is an accessibility feature that tells the keyboard to ignore repeated key strokes, making
typing easier for people with hand tremors.
3) Toggle Keys:- It is an accessibility feature which is designed for people who have vision impairment or
cognitive disabilities. When toggle keys are turned on, the computer emits a high sound when the locking
keys, such as Caps Lock, Num Lock, Scroll Lock are switched on and a low sound when they are switched
off.
4) Sound Sentry:- It is designed for the users with auditory impairments. It generates warnings, such as
blinking title bar or a flashing border, whenever the computer generates a sound.
5) Show Sounds:- It instructs applications that convey information by sound, to also provide information
visually, through text captions or informative icons.
6) High Contrast:- It is an accessibility feature to assist people with vision impairment. It can change the size
and color of fonts and the background for ease of viewing.
7) Cursor Options:- It is an accessibility feature that assists people with vision impairment by changing the
blink rate and width of the cursor.
8) Mouse Keys:- It is an accessibility feature that assists people who have difficulty using a mouse. This
option uses the keyboard as a pointing device instead of a mouse.
9) Serial keys:- It is an accessibility feature that assists people that have difficulty in using a keyboard or a
mouse or both. They can use special devices such as Sip, Puff and Breath Switches to provide input to the
computer through serial ports.

Unit - 3
Word Processing

Session 1: Modifying Layout of a paragraph

Steps to Set the paragraph layout:-

1. Open a word document. Click on Page Layout tab on the ribbon.
2. Click on the icon under Paragraph group. A paragraph dialog box will appear.
3. Select the desired alignment, line spacing etc.
4. Click on Tab button. A tab dialog box will appear.
5. Specify the tab stop position by mentioning the stopping position in the Tab stop position box. After
specifying the tab stop position click on Set button and the Tabs window appears.
6. Click OK. The ruler of the document will be marked with a L shaped symbol at 2”, meaning that the tab stop
position has been set at that position.
(Now when you press the tab key, the cursor will automatically jump from its initial position to the next tab
stop position.)

Session 2 : Managing Headers

Header:- Headers are text or images included at the top of the page. They usually contain important
information such as company or department name, logo, page numbers etc.

Steps to include header in a document

1. Click on the Insert tab on the Ribbon.
2. Click on the option Header in the Header & Footer group.
3. A drop down list will appear. Insert any of the predefined options from the list.
4. You can insert Page number, Date & Time or any picture or clip art in the header area.

Session 3 : Managing Footers

Footer :- Footers are text or image included at the bottom of the page and may repeat in all pages of the
document. You can include page number, date & time, pictures or clip art in the footer area.

Steps to include footer in a document

1. Click on the Insert tab on the Ribbon.
2. Click on the option Footer in the Header & Footer group.
3. A drop down list will appear. Insert any of the predefined footer options from the list.
Session 4: Managing Styles
 Styles:- Styles or Style sets are pre-defined or customized options used for creating good looking profession
documents with least efforts.

Steps to apply and manage styles:

1. Locate the Style group under Home tab.You can view list of styles in Styles Group.
2. To view the list of style sets available, point to Style Set under Change Styles option. A drop down with
different styles will be displayed.
3. Select any of the styles listed by clicking it.

Session 5:- Document Template

Template:- Templates or document templates refer to a sample fill-in-the-blank document that can help in
saving time. They may have sample content, themes, etc.

Steps to view & use sample templates:-

1. Go to File->New. Different types of templates will be displayed.
2. Select any of the templates by double-clicking on it. Now you can use this template and customize the
contents according to your needs.

Steps to create a template are:-

1. Create a word document that will serve as the template.
2. Click on File->Save As and give the template a name. Select Word Template from the Save as type: drop
down list.
3. Click on Save.

Session 6 : Working with Page and Section Breaks

Page and Section Breaks can be used to separate a document into sections. To separate a section in a portion
use Section Break. To start a new page in a document use Page Break.

Steps to Use Section Break and Page Break :-

1. Click on the Page Layout tab on the ribbon.
2. Click on the option Breaks in the Page Setup group.
3. A dropdown list with options of different types of breaks appears.

Steps to Delete Section / Page Break

1. Click on the Section / Page Break.
2. Press Delete on your keyboard and the section / page break is removed.

Use of Page Break:- A page break can be inserted anywhere in a document to force the end of a page and
the beginning of a new one.

Use of Section Break :- Section Break add flexibility to formatting your document. You can create different
headers and footers, different footnote numbering, change the layout of columns, change page borders for
different pages and even change the page layout of the same document. Using Section breaks is like having
mini-documents in one large document.

Session 7: Applying Character Formats

Character Formatting:- To change look and design of characters is called character formatting.

Different options to make changes to a character or word:-

1. Font Face
2. Font Size
3. Grow Font - to make font size larger than the current size by the specified point.
4. Shrink Font - to make font size smaller than the current size by the specified point.
5. Strikethrough – to make a strike through the middle of the selected text.
 6. Subscript – to make the selected text lower than the normal text position.
7. Superscript – to make the selected text higher than the normal text position.
8. Clear Formatting – used to clear the character formatting.
9. Text Highlight Colour - used to change the background colour of the text.
10. Font Colour – used to change the colour of the text.
11. Change Case – helps us to change the text case to capital letters or small letter. Different change case
options are :-
(i) Sentence Case:- the first character in the First word of the selected sentence will be in Upper case and
rest of characters will be in small case.
(ii) Lowercase:- selected text will be converted to small letters.
(iii) Uppercase:- selected text will be converted to Capital letters.
(iv) Capitalize Each Word:- the first character in all the words of the selected sentence will be converted to
Capital letter.
(v) tOGGLE cASE:- the small letters in the selected text will be converted to capital letters and capital
letters will be converted to small letter.

SESSION 8: INSERT GRAPHICAL OBJECTS AND ILLUSTRATIONS

Most Word processors has support for inserting illustrations in the form of Clip Arts, Shapes,
pictures, charts, etc.

Clip Art: Clip Art can help in making a document look colourful and presentable. Clip arts are pre-defined
images available for use in documents. For example, if you would like to create a greeting card for your
friend, you can use clip arts such as balloon, flowers, etc. along with text message.
You can use the clip art gallery built-in within the word processor; you can also download clipart
from websites. Some of the websites that have free clip arts are:
• www.openclipart.org
• www.pdclipart.org

Steps to insert a clip art in a document,

1. Click on the Insert tab on the Ribbon.
2. Click on the option Clip Art in the Illustrations group
3. The Clip Art Task Pane appears. Enter the clipart category name in the search box and Click
Go.
4. Select the clipart that you want to use, double-click on it and it will be inserted into your document

Steps to insert a clip art in a document from websites

Sometimes, you may need clip arts that may not be available within the word processor application. In such
cases, you can visit websites that offer clip arts such as OpenClipart.org.

To download a clip art from www.openclipart.org,

1. Open the web browser, Type www.openclipart.org in the address bar and press Enter
You can use the search box available on the website for viewing the list of clip arts to suit your
needs.
Now you can select the clip art you like, download it to your computer and insert it using the photo option in
the word processor.

SESSION 9: TEXT WRAPPING

Text Wrapping enables you to surround a picture with text. The text wraps around the graphic or a picture.

Steps to insert Text Wrapping

1. Insert the picture / graphic / clipart in the document.
2. Click on the wrap text option under Text section of the Insert tab after double clicking on the picture.
3. Alternatively, select the picture then select the Text Wrapping dropdown arrow in the Arrange group
under the Format tab.
 Different Wrap Text Options
The different wrap text options available in word processing software are:-
1. Square
2. Tight
3. Through

SESSION 10: INSERTING OBJECTS

In addition to graphic images, to add a personal touch to a special message or to illustrate a special feature,
you may want to embed sound files or maybe even actual files from other software applications in your
document. For example, you can insert a PDF file or a spread sheet within the word processor.

Steps to insert an object,

1. Select Insert Tab
2. Click Object under Text section. A dialog box will be displayed
3. Select Create from File Tab
4. Click Browse and select a file such as a spread sheet or a PDF document that is available on your
computer, Click Open and Click OK

Note: If you would like to edit the embedded document, double-click on it. It will automatically open it for
editing using respective application.
Demerits of embedding an object
1. The embedded objects cannot be printed.
2. The person opening your document must have the relevant software loaded on their computer to operate
the embedded file.
3. If you embed an object, the size of your document increases significantly and this may cause problems in
emailing the document as an attachment.
4. If you link an object, the person opening that document must have a direct connection to the original file
location of the object.

SESSION 11: INSERT SHAPES, SYMBOLS AND SPECIAL CHARACTERS

We can insert objects that have different shapes such as lines, basic geometric shapes, arrows,
Equations, shapes, flowchart shapes, stars, banners, and callouts using the shape option.

Steps to Insert ShapesClick on the Insert tab on the Ribbon.

1. Click on the option Shapes in the Illustrations group
2. Once you click the Shapes option a dropdown list with pre-defined shape such as box, circle, etc. appears.
3. You can select the shape from the list of shapes available and draw the shape by dragging the mouse with
the left button clicked

Steps to Insert Symbols and Special Characters

1. Click on the Insert tab on the Ribbon.
2. Click on the option Symbol in the Symbols group
3. A dropdown list appears
4. Select a symbol from the list and double-click on to insert the symbol into the document

Note: If you would like to view more symbols and special characters for inserting into a document, click on
the More Symbols… option in the Symbols Dropdown list.

UNIT – 4
WORD PROCESSING

Q1. What is Word Processing? Name some Word Processing softwares.

Ans. Word Processors are used to write documents such as articles, letter, resume, report, poem and also
making posters. They can help to:-
Ø Correct any spelling mistakes
Ø Edit the document
Ø Print the document
Ø Change the appearance of different portions of the document
Ø Insert header & footer, page numbers, pictures or images in the document
Ø Present information in a tabular form and many more
Some of the most popular Word Processing software are:-
Ø Open Office Writer
Ø MS- Word
Ø Notepad
Ø Google documents

Q.2 Write the steps to Open MS Word ?

A. The Steps are as follows:
1. Click on Start.
2. Click on All Programs
3. Click on Microsoft Office
4. Click on Microsoft Word.

Q.3 Write the steps to Save a Document?

A. The Steps are as follows:
1. Click on Office Button / File Menu
2. Click on Save
3. A Dialog Box appears
4. Type the name of the file and set the location
5. Click on Save.

Q.4 Write the steps to Open a Document?

A. The Steps are as follows:
1. Click on Office Button / File Menu
2. Click on Open
3. A Dialog Box appears
4. Open the location and Click on the file name
5. Click on Open

Q.5 Write the steps to close a Document?

A. The Steps are as follows:
1. Click on Office Button / File Menu
2. Click on Close.

Q.6 Write the short cuts for the following:-

1. Create a New Document:- Ctrl +N
2. Save a Document:- Ctrl + S
3. Open a Document:- Ctrl + O
4. Close a Document:- Alt + F4

Q.7 What is the difference between Save and Save As Option available in MS Word ?
A. If we save a file using File Menu -> Save, the previous file is overwritten and new changes will reflect in
the existing file only.
But if we save a file using File Menu -> Save As, the previous file will not be replaced and a new file will be
created with a new name.

Q. 8 Write the steps to use the Save As option ?

A. The steps are as follows:-
1. Click on Office button / File Menu
2. Click on Save As Option
3. A Dialog Box Appears
4. Type the new name and select the new location.
5. Click on Save.

Q.9 What is GUI?

A. GUI is a type of user interface that allows users to interact with electronic devices using images rather than
text commands. This type of interface have graphical symbols or icon in the Ribbon.

Q.10 Name the Eight tabs and their groups.

1. Home Tab:- Clipboard, Font, Paragraph, Styles, Editing
2. Insert:- Pages, Tables, Illustrations, Links, Header & Footer, Text
3. Page Layout:- Themes, Page Setup, Page Background, Paragraph, Arrange
4. References:- Table of Contents, Footnotes, Citations, & Bibilography, Captions, Index, Table of Authorities
5. Mailings:- Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish
6. Review:- Proofing, Comments, Tracking, Changes, Compare, Protect
7. View:- Document View, Show/Hide, Zoom, Window, Macros.

Q.11 Describe Home Tab in detail?

A. The Home Tab contains commands for formatting of text, drawing of objects, editing content of documents
such as copy and paste. The features of Home Tab are as follows:-
1. The Clipboard group contains commands to cut, copy and paste text. The format painter is also available
here.
2. Font group command allows change of the Font-font face, size, style etc.
3. Paragraph group is used to change settings of the paragraph such as alignments, indents, spacing etc.
4. The Styles group allows to choose a style and change the style.
5. Editing group contains command to select, find and replace text.

Q. 12 Write the steps to Bold, Italics and Underline the text ?

A. For using the features of Bold, Italics and Underline the text,
Click on B, I, U option available under Font group of Home Tab.
Short cuts
Bold:- Ctrl + B
Italics:- Ctrl + I
Underline:- Ctrl + U.

Q.13 Write the steps to use Check Spelling/Grammar Feature?

A. Check Spelling Feature is a feature in MS Word that automatically checks the spellings & grammar and
helps the users to create flawless documents.
Steps to use Check Spelling/Grammar Feature
1. Click on the Review tab on the Ribbon.
2. Click on the option Spelling & Grammar in the Proofing group.
3. The Spelling & Grammar dialog box appears.
4. The suggestions of correct spellings are shown in the box.
OR
1. Position the cursor on the misspelt word.
2. Right-click the mouse.
3. A pop-up menu box appears.
4. The correct spelled word is shown on the top of the box and the spelling will be corrected automatically in
the text.
OR
Short Cut :- Press F7 key

Q14. What is the use of Thesaurus option in word?

A. A word processor helps us to look up synonyms and antonyms in the thesaurus option.
 Q15. Write the steps to use the Thesaurus option?
A. Steps to use Thesaurus Option are :-
1. Select the word
2. Click on the Review tab
3. Click on Thesaurus option in the proofing group
4. A box opens up on the right side of the screen. This is called Research task pane. It contains the synonyms
and antonyms of the selected word.
5. Right click on the selected word and click in Insert. It will replace the original word.

Q16. What is the difference between Copy and Paste option and Cut and Paste Option ?
A. Copy and Paste:- The original set of text remains where it was and it is also pasted to another place in the
document.
Cut and Paste:- The original set of texts gets deleted and it pasted to another place in the document.

Q17. What is clipboard?

A. The clipboard is a temporary short-term data storage area in your computer where the text is temporarily
placed.

Q18. Write the steps to Cut-Paste and Copy-Paste?

A. Steps to Cut-Paste are as follows:-
1. Select the word that is to be copied.
2. Right click the mouse anywhere on the selected text. A pop-up menu appears. Click on Cut.
3. Click at the position where you want to paste the text.
4. Right-click, then click paste from the pop-up menu.
The selected text is copied to the new location.
Steps to Copy-Paste are as follows:-
1. Select the word that is to be copied.
2. Right click the mouse anywhere on the selected text. A pop-up menu appears. Click on Copy.
3. Click at the position where you want to paste the text.
4. Right-click, then click paste from the pop-up menu.
The selected text is copied to the new location.

Q19. What is the use of Find and Replace Feature of word processor.
A. Find and Replace feature helps us to find all the occurrences of a specific word or group of words in a
document and also replace them with a new word or a group of words.

Q20. Write the steps to Find and Replace Feature?

A. Steps to use Find and Replace Feature are as follows:
1. Click Find in the Home tab, Editing group.
2. A Find and Replace dialog box appears.
3. To just find the word, click Find. Enter text you want to search in the Find what box, click Find Next. To
find all the occurrences of the word, click Find in, then click Main document.
4. To find and replace, click Replace tab. Enter text to find in Find what. Enter text to replace in Replace with.
5. Choose the action to be taken by clicking on – Replace, Replace All.

Q21. Write the steps to create a list using numbers or bullets?

A. Steps to create list using numbers or bullets are as follows:
1. Select the text.
2. On the Home tab, in the Paragraph group, click the Bullets icon. The bullets will appear at the beginning of
each sentence.

Q22. When it is better to use bullets than numbers ?

A. We Use numbered lists when we are working with instructions to be done in a sequence ie.,steps to be
followed, and the numbers suggests a hierarchy. If numbers aren’t essential, use bullets.
 Q23. When to capitalize the first letter in a bulleted item?
A. In most cases, it is recommended that you start each bulleted item with a capital letter for the sake of a
good presentation.

Q24. What is Font ?

A. Font refers to the style of writing i.e., how the characters look in the document. The look of characters can
be changed using the Font face(name), Font Size and Font Color.

Q25. What is Alignment?

A. Alignment determines the appearance and orientation of the edges of the paragraph. The different types of
alignment are –
1. Left Alignment :- Aligned the text evenly along the left margins.
2. Right Alignment :- Aligned the text evenly along the right margins.
3. Centre Alignment :- Aligned the text evenly with the centre of the page.
4. Justified Alignment :- Aligned the text evenly with both left and right margins.

Q26. What are the different views of a document?

A. Word Processor provides options to work on a document in different formats / layouts which gives a
different look to the document. The different layouts are:-
1. Print Layout
2. Full Screen Reading
3. Web Layout
4. Outline
5. Draft

Q27. Explain the different views of a Word document.

1. Print Layout: It is the default document view setting. User will able to see how the document will look
when it gets printed.
2. Full Screen Reading: This view provides the maximum space available for reading the document. It hides
the ribbon and view the document in two (side by side) frames similar to a book.
3. Web Layout: It shows how the document will appear in the web browser. In this view the document looks
like a web page.
4. Outline: This view displays the document as an outline and shows only the headings present in the document
like an index of the book. It is useful when the document has large number of pages and sections.
5. Draft: This view is used for quick editing of the
document. It is useful for proof
reading of the document.

Q28. What is a Hard Copy and Soft Copy ?

A. In IT, a document saved on the computer is called a Soft Copy and one that is printed is called Hard Copy.

Q29. Write the steps to Print a Document?

A. The steps to print a document are as follows:
1. Click File -> Print. A print dialog box appears with multiple settings. Make desired settings and print the
page.

Q30. Explain the different settings available in the Print Dialog Box.
A. The different settings available in Print Dialog Box are as follows:-
1. Print Range:- It includes 4 options- All for printing whole document. Current Page for printing the page on
which the cursor is currently placed. Selection for printing the selected text. Pages for printing the selected
page numbers.
2. Copies:- for Selecting the number of copies of the document to be printed.
3. Properties:- for setting advanced properties.
 Q31. What is a Table?
A. A table is an arrangement of rows and columns. It helps you to present information in an organized form.

Q32. Write steps to insert a table in a word document.

A.
1. Select the Insert tab. Select Table from the Tables group. An Insert Table drop down menu appears.
2. Drag your mouse to the desired number of rows and columns and click the left button of the mouse.
3. An empty table having the selected number of rows and columns is inserted in the document.

Q33. Write steps to format a table.

A.
1. Click anywhere on the table. A Design tab and Layout tab appear in the ribbon.
2. Click on the Design tab. Different styles and options for formatting will appear.
3. Using the options available in Design tab, you can format the table.

Q34. Write steps to change Layout of a table.

A.
1. Click anywhere on the table. A Design tab and Layout tab appear in the ribbon.
2. Click on the Layout tab. Different options will appear to change the Layout.
3. Using the options available in Layout tab, you can change the Layout of the table.

Q35. Write steps to convert text to table and table to text.

A. [While typing text, use comma between data to indicate where you want to divide text into columns and
use paragraph marks(Press Enter Key) to indicate where you want to begin a new row]
Steps to convert text to table:-
1. Select the text that you want to convert from the document.
2. On the Insert tab, in the Tables group, click Table, and then click Convert Text to Table.
3. A convert text to table dialog box appears. In the dialog box, under Separate text at, click the options for
separate character that is in your text (commas in this case)
4. In the Number of columns box, check the number of columns.
5. Select any other options that you want. Click on OK button.
Steps to convert table to text:-
1. Select the entire table.
2. Click on convert to text option in Data group under Layout tab of Table Tools.
3. A convert table to text dialog box opens. Choose any Separate text with option.
4. Click OK.

Q36. Write steps to add border to a page or a paragraph/text

A. Steps to add border to a page or paragraph/text are:-
1. Click on Page Borders option in the Page Background group on Page Layout tab. A Borders and
Shading dialog box appears.
2. In the dialog box, do one of the following
Ø To add a paragraph or text border, click the Borders tab.
Ø To add a page border, click the Page Border tab. This tab has three sections.
o In the left most section, under setting, select the type of border you want.
o In the center section, you can modify the line style, border color and width. You can even click Art to add a
design to a page border.
3. Check Preview to see how the border will look.
4. Click OK.

Q37. Write steps to add shading to pages, paragraphs and text.

A.
1. On the Page Layout tab in the Page Background group, click Page borders. A Borders and
Shading dialog box appears.
2. Click on the tab Shading.
3. There are three options under Shading tab.
a. Fill: By clicking on the down arrow, a colour palette is displayed. Choose the desired colour shading.
b. Style: This option allows the changes in darkness of the shading and also different patterns of shading.
c. Apply to:By clicking on the down arrow, you can choose if you want to shade only the selected text or the
entire paragraph.

Q38.What is Margin? How do we set the margin?

A. Page margins are the blank space around the edges of the page. You can position some items in the
margins such as headers, footers, page numbers etc. A document has top, bottom, left and right margins.
Steps to adjust/change margin are:-
1. Select the Page Layout tab.
2. Click on Margins in the Page Setup group. A Margins drop down list appears.
3. Select any one of the options shown, Narrow, Moderate, Wide or Mirrored OR click on the Custom
Margins... option to set the customise margin.

Q39. What are the two types of Page Orientation? How do we change the page orientation?
A. The Two types of Page orientation are:-
1. Portrait:- means that the page is taller than it is wider.
2. Landscape:- means that the page wider than it is taller.
Steps to change the page orientation:-
1. Click on Page Layout tab
2. Click on the Orientation button. This will give you two options: Portrait and Landscape.
3. To change the orientation, click on the desired orientation icon.

Q40. What is Print Preview? Write steps to check Print Preview.

A. Print Preview enables you to see what the document will look like when it is printed.
Steps to check Print Preview:-
1. Select File-> Print-> Print Preview option.
2. A Print Preview tab opens. A sample Print Preview of the page displays.

Q41. What are tabs? How do we set tabs?

A. Tabs are often used to format documents. Different types of tabs are:-
1. A Left Tab stop – sets the start position of text that will then run to the right as you type.
2. A Centre Tab stop – sets the position of the middle of the text. The text centers on this position as you
type.
3. A Right Tab stop – sets the right end of the text. As you type the text moves left.
To set Tabs, do the following:-
1. Click the tab selector at the left end of the ruler until it displays the type of tab that you want.
2. Click the ruler at the location you want.
UNIT – 4
SPREADSHEET

Autosum - Autosum is used for adding the values given in cells automatically without writing the
formula to perform the operation.
Steps to perform Autosum:
1. Select the cell in which you want sum.
2. Click on Home Tab, then click the Autosum option in the Editing group.
3. The values in the cell will be calculated automatically.
Note: Autosum automatically selects the values around the cells either horizontally or vertically.

Conditional Formatting - Conditional formatting allows you to change the formatting (font color, border,
shading) of the cells based on the values in it. So, you specify a condition for the values in the cell, and if the
condition is satisfied then automatically the formatting of the cell changes.
You can control the following formats:
· Number format
· Font, font style, and font colour (but not font size)
· Fill colour and fill pattern
· Border colour and border style (but not border thickness)
Steps to perform Conditional Formatting:
1. Select all the cells you want to format conditionally.
2. Click on Conditional Formatting option available under Styles group in the Home tab. A drop down list
appears.
3. Select the desired formatting option, then specify the required values.
4. Click OK
Freeze Rows and Columns - When you are dealing with a huge amount of data that spans several rows or
columns, you may want the headers to remain constant (frozen) while you scroll through the data so that you
can see the identifying names of the rows/columns is called Freezing of rows and columns.
Steps for Freezing Rows and Columns
1. Click on Freeze Panes option available under Window group in View tab.
2. A drop down list appears as shown below.
3. Click on Freeze Panes.
Note: The panes are formed where your cursor is placed. You can also freeze the entire row or column by
selecting the entire row or column and click “Freeze Panes” to freeze the entire row or column.

Hide / Unhide Rows and Columns - Sometimes you have data in rows and columns which are needed for
formulas or charts, but you do not want the data to be visible. So, you can Hide / Unhide that rows and columns.
The data in hidden row/column is available for calculations though not visible.

Steps to Hide a row / column:-

1. Either select the particular row/column or just one cell in the corresponding row/column.
2. Click on Format option available under Cells group in the Home tab.
3. A dropdown list appears. Click on Hide & Unhide > Hide Rows.
OR
Select the row/column, right click and select Hide.

Steps to Unhide a row / column:-

1. Select any cells before and after the cell that is hidden.
2. Click Unhide Rows in the Format option available under Home tab.

PAGE BREAKS
To print a worksheet with the exact number of pages that you want, you can adjust the page breaks in the
worksheet before printing it. This feature is very useful especially when printing huge sheets.
Steps To Set Page Break
1. On the View tab, in the Workbook Views group, click Page Break Preview.
2. To insert a vertical page break, select the row below where you want to insert the page break. To insert a
horizontal page break, select the column to the right of where you want to insert the page break.
3. Click on Breaks down arrow under Page Setup group in the Page Layout tab.
4. Click on Insert Page Break option.
5. To move a page break, simply drag the page break to the desired location.
Steps to Remove Page Break
Click the Remove Page Break option in Breaks drop down list.
Note: To return to Normal view after you finish working with the page breaks, click Normal
in the Workbook Views group under the View tab.

PAGE LAYOUT

Spread sheet software provides various page layout options for organizing pages using the Page Layout option.
Steps to set the page layout options
Click on Page Layout option under Workbook Views group on View tab. We can set
◦ Margins
 ◦ Orientation
◦ Page headers and footers
◦ Hide or display grid lines
◦ Size of the page
◦ Define the print area
◦ Specify the background
MARGINS
Click on Margins option under Page Setup group, a dropdown list appears.
You can either select anyone of the predefined margin options available or else you can define your own
margin settings by clicking Custom Margins option and set the margin values manually from the options
available under the dialog box.
ORIENTATION
You can set the orientation of the page to either Portrait or Landscape by clicking the Orientation option under
Page Setup group in the Page Layout tab.
PAGE HEADERS AND FOOTERS
HIDE OR DISPLAY GRID LINES
SIZE
You can set the size of the page by clicking the Size option under Page Setup group in the Page Layout tab.
DEFINE THE PRINT AREA
Click on Set Print Area to set the selected to get printed. You can also clear the print area by clicking the Clear
Print Area option.
SPECIFY THE BACKGROUND
You can specify a background for your sheet using the Background option under Page Setup in the Page
Layout tab.
MANAGE WORKBOOK VIEWS
Workbook views are used for the purpose of viewing the outcome of the worksheet while printing. There are
five types of views in the spreadsheet:-
1. Normal-This is the default view of the spreadsheet application. It is a collection of cells arranged in the work
area.
2. Page Layout- With page layout view, you can quickly fine tune a worksheet and achieve professional looking
results.
3. Page Break Preview- This option is similar to Page Layout option except you can set the area that is to be
set as a page after inserting page break.
4. Custom View- With custom view, you can view selected areas of a document.
5. Full Screen- Selecting this option the workbook cover the entire screen. All tabs are hidden from view. To
get back the tabs, click on File>Restore.
Multiple windows
You can open multiple windows that display the current spreadsheet and then arrange those windows in a
variety of ways.
Steps to open a new window of a workbook
1. Click New Window button on the View tab, in the Window group.
Steps to arrange multiple windows
1. Click Arrange All button in the Window group. An Arrange Windows dialog box appears.
2. Click either Tiled, Horizontal, Vertical, or Cascade options.
3. Click OK.
APPLY CELL AND RANGE NAMES
We can assign names to cells in a worksheet and use it for quickly locating specific cells by entering the
names. Range is a collection of cells.
Steps to apply range names:-
1. Keep the Ctrl key pressed and click on the cells that you want to give a name OR select the range of cells.
2. Right click and select Name a Range…. OR select Define name under Defines Names group in
the Formulas tab.
3. A New Name dialog box appears. Enter the name in the Name field.
4. Click OK.
CREATE MODIFY AND FORMAT CHARTS
 A chart is graphical representation of data in which data is represented by symbols such as bars in a bar chart,
lines in a line chart or slices in a pie chart. Spreadsheet helps to create, modify and format charts based on the
data given in the spreadsheet.
Steps to create a chart:-
1. Prepare data in the spreadsheet on which you want to create the chart. Select the data.
2. Click on the chart type that you want from Charts group under the Insert tab.
3. A chart will be displayed in the spreadsheet.
4. You can modify the chart values by making necessary modifications in the data table.
Chart has many elements, however, only some of the elements are displayed by default. Following are the
elements of a chart:-
1. Chart Area
2. Plot Area
3. Data Points
4. Horizontal and Vertical Axis
5. Legend
6. Chart and Axis Title
7. Data Label
Chart Types
Different charts display data in very different ways. Using the best chart type and format helps you to display
data visually in the most meaningful way. Following are the different types of chart:-
1. Bar charts: A bar chart (horizontal bars) emphasizes the comparison between items at a fixed period of time.
This chart type also includes cylinder, cone and pyramid subtypes.
2. Column Charts: A column chart emphasizes variation over a period of time. This chart type also includes
cylinder, cone and pyramid subtypes.
3. Line Charts: A line chart shows the relation of the changes in the data over a period of time.
4. Pie Charts: A Pie chart shows the relationship of the parts to the whole.
5. Area Charts: An area chart shows the relative importance of values over time.
6. XY (Scatter) Charts: Scatter charts are useful for showing a correlation among the data points that may not
be easy to see from data alone.
SORT & FILTER DATA
Sort:- It is a feature that helps you arrange the selected data either in an ascending or descending order.
Steps to Sort Data
1. Select the data to be sorted and then click on Sort option under Sort & Filter group in the Data tab.
2. Specify on what basis you need to sort the data in the Sort by field and select the order that is ascending and
descending and then click OK.
Filter:- It is a feature used for extracting particular data using some conditions.
Steps to Filter Data
1. Click the Filter option available under Sort & Filter group in the Data tab. Before applying the filter, select
the data along with the header.
2. Once you click on filter, the header will be displayed with a down arrow.
CALCULATE DATA ACROSS WORKSHEETS
To summarize and report results from separate worksheets, you can consolidate data from each into a master
worksheet. The worksheets can be in the same workbook as the master worksheet or in the other workbooks.
The assembling of data is required so that updates and calculations can be performed easily.
Steps:-
1. Create a sheet 1 name it as year1.
2. Create a sheet 2 name it as year2.
3. For using sheet 1 or sheet 2 data in any of the sheets use year1! Or year2! Respectively.
For example:- if you want to add B1:B3 range of sheet 1 in sheet 2 use =SUM(year1!B1:B3).
Note:- using this feature, we can use a value of a cell located at one sheet in the another sheet.
USING MULTIPLE WORKBOOKS & LINKING CELLS
Spreadsheet also allows to link the cells from various worksheets and from various spreadsheets to summarize
data from several sources. In this way, we can create formulas that span different sources and make
calculations using a combination of local and linked information. We can link the data from other spreadsheets
and keep the information up to date without editing multiple locations every time, the data changes.
 Steps :-
1. Open a new spreadsheet workbook.
2. For example, we are using sum formula, type =sum(, while the parenthesis is opened, click on Switch
Windows option under Window group in the View tab. A drop down list appears containing all the active
workbooks names.
3. Click on the other workbook name eg. Book1 and select the desired cells eg. A2:A5
4. Press Enter. After pressing enter, we see that we are back on the previous workbook with the desired result.
SHARING WORKSHEET DATA
Using this feature of spreadsheet, multiple users can access a single sheet simultaneously in a network location.
Steps:-
1. Click on Share workbook option under Changes group in the Review tab.
2. A dialog box appears as shown below.
3. Check the option Allow changes by more than one user at the same time. This also allows workbook
merging.
4. Click OK.

============================CHAPTER ENDS============================

UNIT 5:
DIGITAL PRESENTATION (INTERMEDIATE)

SESSION 1: INSERTING A MOVIE CLIP

Movie Clips are added to the presentation in order to make the presentation colourful and meaningful.
A movie clip can be inserted in two ways:-
1. Using Insert Tab
2. Using Title and Content Layout Option
1. Steps to insert a movie in a presentation using Insert Tab are:-
1) Click on Movie option under Media clips group in the Insert tab. A drop down appears.
2) Select the Movie from File…option to insert the movie clip. A dialog box appears.
3) Select a movie clip and click OK to insert the same in the slide.
4) A message box appears asking you how do you play the movie, i.e. Automatically or When Clicked.
5) Click on any of the options available and movie clip will be inserted in the slide.
OR
1) Click on Movie from Clip Organizer… option under Media clips group in the Insert tab to insert the movie
clips that are available under Clip organizer.
2) Clip Art pane will be displayed on the right side.
3) Select any of the movies available and insert it in the slide.
2. Steps to insert a movie in the presentation using Layout option:-
1) Click on Layout option available under Slides group in the Home tab. A drop down list appears.
2) Click on Title and Content option and a slide will be displayed with the same Layout.
3) Insert a movie in the slide by clicking the movie icon in the Layout option.
4) A dialog box will appear. Select a movie clip and click on Open.
5) A message box appears asking you how do you play the movie, i.e. Automatically or When Clicked.
6) Click on any of the options available and movie clip will be inserted in the slide.
SESSION 2:- INSERTING AN AUDIO CLIP
We can include audio clips to a presentation similar to that of videos. For eg. we can play mild background
music while making the presentation.
STEPS TO INSERT AN AUDIO CLIP
1. Click on Sound option under Media clips group in the Insert tab.
2. A drop down appears
3. Select the Sound from File… option to insert the sound clip.
4. A dialog box appears.
5. Locate the audio clip and click OK. The same will be inserted in the slide.
SESSION 3:- WORKING WITH TABLES
 Presentation software enables the user to add tables in the slides in order to represent the statistical data
meaningfully.
Tables can be inserted in two ways:-
1. Using Insert tab.
2. Using Title and Content Option
Using Insert tab:- Steps to insert table using Insert tab are:-
1. Click on Table option under Table group in the Insert tab, a drop down list appears.
2. Drag the mouse over requisite number of boxes
OR
2. Click on Insert Table … OR Draw Table options to create the table.
Using Title and Content Layout Option:- Steps to insert table using Title and Content option are:-
1. Click on Layout option available under Slides group in the Home tab. A drop down list appears, select Title
and Content option.
2. Click the icon (Insert Table icon) available in the slide. A dialog box will open.
3. Enter the required number of rows and columns in the requisite boxes.
4. Click on OK button.
Session 4: Working with Charts
Presentation software enables the user to insert charts in slides to present statistical table data in a pictorial
representation.
Steps to insert a chart in a slide are:-
1. Click on Chart option under Illustrations group in the Insert tab. A dialog box will appear.
2. Select a chart type among different types of the charts available.
3. Click OK. A default chart will be inserted on the slide. The default data table for that chart will be opened in
a spreadsheet application separately.
4. You can edit the values in the spreadsheet and the chart will get automatically updated.
Steps to change the color and effects of the chart are:-
1. Click Chart Styles under Design tab. You can use Design tab to format the chart.
Basic guidelines for creating a chart:-
1. Convey one message per chart. Make the message the heading
2. Make the chart easy to read.
3. Make bars and columns wider than the spaces between them.
4. Be accurate.
5. Eliminate all unnecessary details.
6. Use a few (maximum four) colors per visual
Importing a table/chart in the presentation
Steps to import a table or a chart created in word/excel in the presentation are:-
1. In the Insert Object dialog box, click the Create From File option and click Browse to locate the file
that contains the table or the chart.
2. Click OK, the entire document or the spreadsheet that contains the table or the chart is imported to your
slide.
NOTE: If you check the Link checkbox while inserting, when you update the table in the document or the
spreadsheet, then right click on the imported table or chart in the presentation, select the option Update
Link, the embedded table gets updated automatically.
Session 5: Inserting Transitions
A slide transition is the visual motion when one slide changes to the next during a presentation.
Steps to insert transition effect:-
1. Select a slide.
2. Click on Animation Tab.
3. Select one of the transition effects under Transitions to this slide group and double click on it.
4. The selected effect will be applied to the selected slide.
Note:- You can set the time interval in duration option, and sound schemes in Sound option
under Timing group.
Select Apply to All option under Timing group to apply the selected effect on all the slides of the
presentation.
Session 6: Inserting Animations
 Animations are helpful way to make your slides look more dynamic. Animation allows you to put slide
elements such as text and graphics, in motion within a slide.
Steps to add animations in a presentation are:-
1. Select a slide element. Click Animations tab.
2. Click Animate under Animations group. A dropdown list appears.
3. Select any one of the animation effects. The selected animation effect will be applied to the selected
element of the slide.
4. Play the slideshow to preview the effect.
Session 7: Grouping Objects
Grouping can help when you want to move, rotate or resize multiple objects in a presentation. You can
group objects such as pictures, clipart, shapes and text box, once grouped they appear as a single object.
Steps to group the objects:-
1. Select all the objects that you want to group. Click the Format tab.
2. Select the Group option available under Arrange group. A drop down list appears.
3. Click on Group, to group all the selected graphical objects in the slide.
NOTE: You can ungroup the grouped objects by selecting the ungroup option available under Group
dropdown list of Group option under Arrange group of Format tab.
Session 8 : Inserting Speaker Notes
Speaker Notes are guided text used by the presenter during a presentation. Speaker notes can be short or
long texts that can be used as a reference by the presenter while making a presentation. Speaker notes area of
the slide is hidden during slide show of the presentation.
Steps to add speaker notes:-
1. Select the slide and type the notes in the Click to add notes area located at the bottom of the
presentation.
OR
1. Select View tab and click Notes page under Presentation Views group. Type the notes.

Session 9: Reviewing Content

You should always review the presentation and make changes if required before you present it to the
audience. Presentation software includes options such as spell checks for correcting errors in a presentation.
Guidelines to review the presentation are:-
· Do a thorough spell check across all slides
· Perform a manual spell check for terms that is not included during the standard spell check.
· Remove irrelevant content such as images or cliparts, terms, etc. if they are not required.
Tips to make an effective presentation:-
1. Know your topic – Do the research first and know your material, think through what and how you will
present the matter before making a presentation.
2. Use Key phrases about your topic – Good presenters use key phrases and include only the most
important information. Highlight key points that are necessary for the audience to remember. Keep the
points as short as possible.
3. Avoid too much text on each slide – Do not write whole speech on the slides. The slide show is meant to
accompany your oral presentation. Summarize the content as bullet points.
4. Limit the number of slides – Too many slides in a presentation may cause you to rush to get through
them and your audience will pay more attention to the changing slide than to what you are saying. On
average, one slide per minute is about right in a classroom presentation.
5. Plan the layout of your slide – Make your slide easy to follow. Put the title at the top. Phrases should
read left to right and top to bottom. Keep important information near the top of the slide.
6. Avoid fancy fonts – Make sure the fonts, design and colors are consistent throughout the presentation.
Don’t use different styles for each slide. Use fonts that are readable. Do not use all capital letters as it may
be difficult to read.
7. Use contrasting colors of text and background - Use reasonable mix of text color and background.
Dark text on a light background is usually the best as this combination offers the maximum visibility.
8. Use a slide design template to keep your presentation look consistent – Always use a single
background on all slides, do not use multiple backgrounds. Use a pleasant template or style set as it will
attract the audience and they will not lose their focus.
 9. Use animations and transitions sparingly – Always use animations and transitions in a limited amount.
As using this feature in every piece and every place can be very distracting for the audience.
10. Also, always review the presentation 2 – 3 times before making a presentation – This can help in
reducing or eliminating any errors in it. Remove irrelevant points during the review, add or remove images
during review. Make necessary corrections before presenting it to a larger audience.

SESSION 11: PRINT A PRESENTATION

Sometimes, there is a need to provide the print outs of the presentation to the audience, as a reference
material. You can print notes, handouts or outline of the presentation using the presentation software.
Steps to Print A Presentation (Notes)
1. Open the presentation and select the Print option.
2. Select the Notes Page option under print what: dropdown list.
3. Click OK.
Steps to Print A Presentation (Handouts)
1. Open the presentation and select the Print option.
2. Select the Handouts option under print what: dropdown list.
3. Select the number of slides to be printed on a single page under Slides per page dropdown under handouts
group.
(This option will reduce the wastage of paper as multiple slides can be printed on a single sheet.)
Steps to Print A Presentation (Outline)
1. Open the presentation and select the Print option.
2. Select the Outline view option under print what: dropdown list.
3. Click OK
(This option will print only the text part of the presentation.)

====================CHAPTER ENDS=======================
UNIT - 6
EMAIL MESSAGING

SESSION 1: WORKING WITH CALENDAR

Time management is the act of planning to stay organized that will result in increased efficiency and
productivity. Time management can be performed using simple techniques such as a paper and pen or you
can also use calendar software to plan your time.

CALENDARING SOFTWARE:- Calendaring software provides the user an electronic version of a

calendar. It is a time management tool, a system of organizing days for social, religious, commercial, or
administrative purposes.

STEPS TO OPEN MICROSOFT OUTLOOK CALENDAR:-

1. Click Start -> Programs -> Microsoft Office -> Microsoft Outlook
2. Click Calendar located at the bottom left corner.

VIEWS SUPPORTED BY CALENDARING SOFTWARE:-

The calendaring software provides three views:-
1. Day :- To schedule an activity for a particular time in the day.
2. Week :- To schedule the activities for a particular days in the week.
a) Show work week:- (Monday to Friday)
b) Show full week:- (Sunday to Saturday)
3. Month:- To schedule the activities for the complete month.
Any appointments / meetings / commitments previously set in the day / week view will also be
reflected here. This view is also used to switch over a specific date in the calendar by selecting the date in
the date navigator.
Note:- The default view is by “Day”.
SESSION 2: SCHEDULE AN APPOINTMENT
You can schedule an appointment in two ways:-
1. Using Menu Bar
2. Using Calendar View
1. Using Menu Bar- Steps to schedule an appointment are:-
1. Go to File->New->Appointment. A window will appear
2. Create the appointment.
3. Click on Save & Close option. The details will be reflected in the calendar.
2.Using Calendar View – You can create appointments on a daily, weekly, monthly or yearly basis. You
can create recurring appointment. To do so,
1. Right click on the calendar. A list of options will appear.
2. Click on New Recurring Appointment.
3. An appointment Recurrence window appears. Specify the appointment time, recurrence pattern and the
range of recurrence here.
4. Enter a recurring event, select multiple days and click OK.

Session 3: Categorize an Appointment

You can categorize the appointments at the time of creation of the appointment or categorize after creating
the appointment.
At the time of creating appointment
While creating an appointment, select a color from the Categorize dropdown list.
For an existing appointment
To apply category for an existing appointment, double-click on the appointment and select a color from
the Categorize dropdown list.

Session 4: Share a Calendar

You can share a copy of your calendar in an email message using email server. The calendar will be
uploaded to the mail server and can be accessed by others using their email id.
Steps to share a calendar:-
1. Click on Publish My Calendar… option available in the Navigation Pane of the Calendar. A window
will appear.
2. Click Finish to publish the calendar on the mail server.
3. Select the time span and configure Detail list and Permission options. Click OK.
4. Enter your email account details to publish the calendar. Click OK.
5.A message will be displayed. To send invitation Click Yes.
6. A window will appear. Enter the email accounts to whom you want to share the calendar and click Send.

Session 5: Print a calendar

Steps to print a calendar are:-
1. Go to File-> Print. A print dialog box will appear.
2. Select the range of the calendar by specifying the dates.
3. Select the Print Style and adjust other settings.
4. Click OK

Session 6: Creating a Meeting Request

A meeting is an appointment to which you invite people or reserve resources for meeting hall, equipment
etc.You can create and send meeting requests and reserve resources for face-to-face meetings or for online
meetings.
Steps to create a meeting request are
1. Go to File->New->Meeting Request, A window will appear.
2. Enter the Subject, Location and Timings of the meeting in the window.
3. Click Send.

Session 7: Respond to a Meeting Request

Steps to respond to a meeting request are:-
 1. Open the email application to view the request.
2. Select the desired option from Accept, Tentative, Decline or Propose New Time options.

Session 8: Create and Edit a Task

Task refers to actions that can be performed by an user; tasks may include actions items such as booking a
conference room, booking tickets, reminder for a task completion itself etc.
Steps to create a task are
1. Go to File->New->Task. A task window will be displayed.
2. Define a subject name, the start date and end date of the task, the status of the task and the priority of the
task.
3. Click Save & Close at the top of the page.
Note:- You can edit the task by double clicking the task name available in the email application

Session 9: Create and Edit a Note

Notes are short text messages that can be used for taking quick notes. You can create notes in the calendar
software.
Steps to create note:-
1. Go to File->New->Note, a window will appear.
2. Type the content of the note and click the icon. Once you click icon, a dropdown list appear.
3. Click the Save As… option to save the note.
NOTE:If you would like to edit the note, double click on the note and edit as required.

Session 10: Create and Edit a Journal Entry

Journal entry creates a timeline of transactions that can be linked to a contact. A transaction might be an
email, task, appointment etc. The following activities can be automatically recorded:-
- Emails Sent & Received
- Telephone calls
- Meeting request & responses
- Office documents you manage

UNIT – 7
Database Development

Database – A database is an organized collection of data. For example:- In a stationary shop, detailed
records of the materials available in the shop is database. Similarly in a computerized system, we need to
maintain several files, we would used database programs such as Microsoft Access, OpenOffice.org Base,
and MySQL. These database programs are used to organize the data as per our needs in the computer
system.

Database Management System (DBMS) - A database management system is a software package with
computer programs that controls the creation, maintenance and use of a database. A DBMS allows different
user application programs to concurrently access the same database. Some of the DBMSs are Oracle, IBM
DB2, Microsoft SQL server, Microsoft Access, PostgreSQL, MySQL, FoxPro and SQLite.

Data can be organized into two types:-

Flat File: Data is stored in a single table. Usually suitable for less amount of data.
Relational: Data is stored in multiple tables and the tables are linked using a common field. Relational is
suitable for medium to large amount of data.

Database Servers – Database servers are dedicated computers that hold the actual databases and run only
the DBMS and related software. Databases on the database servers are accessed through command line or
graphic user interface tools referred to as Frontends; database servers are referred to as Back-ends. Such
type of data access is referred to as Client-server model.
RDBMS:- A relational database management system (RDBMS) is a database management system that is
based on the relational model. In the relational model of a database, all data is represented in terms of tuples
(rows), grouped into relations (tables). A database organized in terms the relational model is a relational
database.
Database Concepts:- Database contains objects that are used for storing and managing information.
1. Item : - Item is about which information is stored in the database.
2. Field:- Each question that we ask about our item is a Field.
3. Record:- Record is a set of information (made up of fields) stored in your database about one of the
items.
4. Value:- Value is the actual text or numerical amount or date that you put in while adding information to
your database.

For example,
Database :- Employee
Emp_Cod Emp_Nam Emp_Addres Emp_Designatio Emp_ContactN Emp_Salar
e e s n o y
E001 ABC Meerut Manager 9876543210 Rs. 50,000

Item : Employee
Field : Emp_Code , Emp_Name , Emp_Address , Emp_Designation , Emp_ContactNo , Emp_Salary
Record :
E001 ABC Meerut Manager 9876543210 Rs. 50,000
Value : E001 , ABC , Meerut , Manager , 9876543210 , Rs. 50,000

5. Key Field :- Key Field is a value in a Field that uniquely identifies the record. Eg. E001 which is unique
to every employee.
Important Question :- How data is organized in a RDBMS ?
Ans :- In RDBMS, data is organized in the form of inter linked tables.
SESSION 2:- DATA STORAGE

TABLE :- A table is a set of data elements that is organized using a model of vertical columns and
horizontal rows. Each row is identified by a unique key index or the key field.

COLUMNS OR FIELD :- A column is a set of data values of a particular simple type, one for each row of
the table. For eg. Emp_Code , Emp_Name , Emp_Address etc.
ROWS OR RECORDS OR TUPLES :- A row represents a single, data items in a table. Each row in a
table represents a set of related data, and every row in the table has the same structure.

DATA TYPES :- Datatypes are used to identify the type of data we are going to store in the database.

Categories of data types:- Data types can be broadly classified into five categories:-
1. Numeric Types
2. Alphanumeric Types
3. Binary Types
4. Date Time
5. Other variable Types

NUMERIC TYPES:- They are used for describing numeric values like mobile number, age, etc.

The different types of numeric data types available are-

1. Boolean (Yes / No) 6. Numeric
2. TinyInt (Tiny Integer) 7. Decimal
3. SmallInt (Small Integer) 8. Real
4. Integer 9. Float
5. BigInt (Big Integer) 10. Double

ALPHANUMERIC TYPES:-
The list of different datatypes available in alphanumeric types are :-
1. LongVarChar (Memo) (Long Text)
2. Char (Text-fix) (Small Text)
3. VarChar (Text) (Text of specified Length)
4. VarChar_IgnoreCase (Text) (Comparisions are not case sensitive)

BINARY TYPES:-
Binary types are used for storing data in binary formats. It can be used for storing photos, music files or (in
general file of any format) etc.
The list of different datatypes available in Binary types are :-
1. LongVarBinary (Image)
2. Binary (Binary (fix) )
3. VarBinary (Binary)

DATE TIME:-
Date time data types are used for describing date and time values for the field used in the table of a database.
It can be used for storing information such as date of birth, date of admission etc.
The list of different data types available in Date Time type are :-
1. Date (Stores month, day and year information)
2. Time (Store hour , minute and second information)
3. Timestamp (Stores date and time information)

PRIMARY KEY:- A primary key is a unique value that identifies a row in a table. These keys are also
indexed in the database, making it faster for the database to search a record.

FOREIGN KEY:- The foreign key identifies a column or set of columns in one (referencing) table that
refers to a column or set of columns in another (referenced) table.

Note:- The “one” side of a relation is always the parent, and provides the PK(Primary Key) Attributes to be
copied. The “many” side of a relation is always the child, into which the FK(Foreign Key) attributes are
copied.

Memorize it : one, parent, PK (Primary Key) ; many, child , FK (Foreign Key)

SESSION 3
MANIPULATING DATA

In a database we can define the structure of the data and manipulate the data using some commands.

There are two types of languages:-

1. DDL (Data Definition Language)
2. DML (Data Manipulation Language)
DATA DEFINITION / DESCRIPTION LANGUAGE:- It is a standard for commands that define the
different structures in a database. DDL statements create,modify and remove database objects such as tables,
indexes and users.

Common DDL Statements are:-

1. Create :- Used to create database objects.
2. Alter :- Used to modify database objects.
3. Drop :- Used to delete database objects.
DATA MANIPULATION LANGUAGE:- It is a standard for commands that enables users to access and
manipulate data in a database.

Common DML Statements are:-

1. SELECT :- Used for retrieval of information from the database.
2. INSERT :- Used for insertion of new information into the database.
3. DELETE :- Used for deletion of information in the database.
4. UPDATE :- Used for modification of information in the database.

Types of DML:-
1.Procedural:- The user specifies what data is needed and how to get it.
2. Non Procedural :- The user only specifies what data is needed.
Note:- A popular data manipulation language is SQL (Structured Query Language.)