Page 1 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, , Text Processing Software, Word processor is a software program capable of creating, storing, and printing typed, documents. Today, the word processor is one of the most frequently used software programs, on a computer, with Microsoft Word being the most popular word processor., Word processors can create multiple types of files, including text files (.txt), rich text, files (.rtf), HTML files (.htm & .html), and Word files (.doc & .docx). Some word processors, can also be used to create XML files (.xml)., A word processor should not be confused with a text editor, such as Notepad, that only allows, editing and creating plain text documents., , Overview of Word, In a word processor, you are presented with a blank white sheet as shown below. The text is, added to the document area and after it has been inserted formatted or adjusted to your, preference. Below is an example of a blank Microsoft Word window with areas of the, window highlighted., , Features of a word processor, Unlike a basic plaintext editor, a word processor offers several additional features that can, give your document or other text a more professional appearance. Below is a listing of some, of the most popular features of a word processor., Some more advanced text editors can perform some of these functions., •, •, •, •, •, •, •, •, •, •, •, •, , Text formatting - Changing the font, font size, font color, bold, italicizing, underline,, etc., Copying, cutting, and pasting - Once text is entered into a document, it can, be copied or cut and pasted in the current document or another document., Multimedia - Insert clip art, charts, images, pictures, and video into a document., Spelling and Grammar - Checks for spelling and grammar errors in a document., Adjust the layout - Capable of modifying the margins, size, and layout of a, document., Find - Word processors give you the ability to quickly find any word or text in any, size of the document., Search and Replace - You can use the Search and Replace feature to replace any text, throughout a document., Indentation and lists - Set and format tabs, bullet lists, and number lists., Insert tables - Add tables to a document., Word wrap - Word processors can detect the edges of a page or container and, automatically wrap the text using word wrap., Header and footer - Being able to adjust and change text in the header and footer of, a document., Thesaurus - Look up alternatives to a word without leaving the program., , NOTES BY – MR. SHUBHAM SAHAI

Page 2 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, •, , •, •, •, •, , •, , •, •, , Multiple windows - While working on a document, you can have, additional windows with other documents for comparison or move text between, documents., AutoCorrect - Automatically correct common errors (e.g., typing "teh" and having, it autocorrected to "the")., Mailers and labels - Create mailers or print labels., Import data - Import and format data from CSV, database, or another source., Headers and footers - The headers and footers of a document can be customized to, contain page numbers, dates, footnotes, or text for all pages or specific pages of the, document., Merge - Word processors allow data from other documents and files to be, automatically merged into a new document. For example, you can mail merge names, into a letter., Macros - Setup macros to perform common tasks., Collaboration - More modern word processors help multiple people work on the, same document at the same time., , Examples and top uses of a word processor, A word processor is one of the most used computer programs because of its versatility in, creating a document. Below is a list of the top examples of how you could use a word, processor., •, •, •, •, •, •, •, •, •, , Book - Write a book., Document - Any text document that requires formatting., Help documentation - Support documentation for a product or service., Journal - Keep a digital version of your daily, weekly, or monthly journal., Letter - Write a letter to one or more people. Mail merge could also be used to, automatically fill in the name, address, and other fields of the letter., Marketing plan - An overview of a plan to help market a new product or service., Memo - Create a memo for employees., Report - A status report or book report., Résumé - Create or maintain your résumé., , Examples of word processor programs, Although Microsoft Word is the most popular word processor available, there are other word, processor programs. Below is a list of some popular word processors in alphabetical order., •, •, •, •, •, •, •, •, •, •, •, , Abiword., Apple iWork - Pages., Apple TextEdit - Apple macOS included word processor., Corel WordPerfect., Dropbox Paper (online and free)., Google Docs (online and free)., LibreOffice -> Writer (free)., Microsoft Office -> Microsoft Word., Microsoft WordPad., Microsoft Works (discontinued)., SoftMaker FreeOffice -> TextMaker (free)., , NOTES BY – MR. SHUBHAM SAHAI

Page 3 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, •, •, •, •, •, , OpenOffice -> Writer (free)., SSuite -> WordGraph (free)., Sun StarOffice (discontinued)., Textilus (iPad and iPhone)., Kingsoft WPS Office -> Writer (free)., , What Does Spreadsheet Software Mean?, Spreadsheet software is a software application capable of organizing, storing and analyzing, data in tabular form. The application can provide digital simulation of paper accounting, worksheets. They can also have multiple interacting sheets with data represented in text,, numeric or in graphic form. With these capabilities, spreadsheet software has replaced many, paper-based systems, especially in the business world. Originally developed as an aid for, accounting and bookkeeping tasks, spreadsheets are now widely used in other contexts where, tabular lists can be used, modified and collaborated., Spreadsheet software is also known as a spreadsheet program or spreadsheet application., In comparison to word processors, spreadsheet software provides a distinct advantage when, working with numbers. Calculation and functionalities are easier to represent in spreadsheets, than in word processors, and thus effective data handling is possible. Spreadsheet software, also provides flexible presentation of data. This software is capable of interacting with, databases, can populate fields and can also help in automation of data creation and, modification. Spreadsheet software can be shared both online and offline and allows for easy, collaboration., Data in spreadsheet is represented by cells, organized as rows and columns and can be text or, numeric. Features like conditional expressions, functions to operate on text and numbers are, also available in spreadsheets. Calculations can be automated, and spreadsheets are generally, easier to use than other data processing applications., However, limitations of spreadsheet software include difficulty in identifying data errors,, restriction of finite number of records, inefficient in handling large amounts of text, inability, to scale for access and manipulating large data volumes, inability to create reports as in case, of databases, high data storage requirement and unavailability of certain querying and sorting, techniques., , MS EXCEL, Microsoft Excel is a computer application program written by Microsoft. It mainly, comprises tabs, groups of commands, and worksheets. It stores the data in tabular form and, allows the users to perform manipulation operations on them., What is Microsoft Excel?, Microsoft Excel is an office use application designed by Microsoft. It comes with Office, Suite with several other Microsoft applications, such as Word, PowerPoint, Access, Outlook,, and OneNote, etc. It is supported in Windows as well as Mac operating system too., , NOTES BY – MR. SHUBHAM SAHAI

Page 4 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, Microsoft Excel is one of the most suitable spreadsheet programs that help us to store and, represent the data in tabular form, manage and manipulate data, create optically logical, charts, and more. Excel provides you the worksheet to create a new document in it. You can, save the Excel file with .xls extension., Worksheet, A worksheet is made of rows and columns that intersect each other to form cells where data, is entered. It is capable of performing multiple tasks like calculations, data analysis, and, integrating data., In Excel worksheet, rows are represented by numbers and columns by alphabets., A single Excel workbook can consist of several sheets, named Sheet1, Sheet2, Sheet3…, SheetN. You can add one or more sheets to your Excel document., , Microsoft Excel Features, There are several features that are available in Excel to make our task more manageable., Some of the main features are:, 1. AutoFormat: It allows the Excel users to use predefined table formatting options., 2. AutoSum: AutoSum feature helps us to calculate the sum of a row or column, automatically by inserting an addition formula for a range of cells., 3. List AutoFill: It automatically develops cell formatting when a new component is, added to the end of a list., 4. AutoFill: This feature allows us to quickly fill cells with a repetitive or sequential, record such as chronological dates or numbers and repeated documents. AutoFill can, also be used to copy functions. We can also alter text and numbers with this feature., 5. AutoShapes: AutoShapes toolbar will allow us to draw some geometrical shapes,, arrows, flowchart items, stars, and more. With these shapes, we can draw our graphs., 6. Wizard: It guides us to work effectively while we work by displaying several helpful, tips and techniques based on what we are doing. Drag and Drop feature will help us to, reposition the record and text by simply dragging the data with the help of the mouse., 7. Charts: This feature will help you to present the data in graphical form by using Pie,, Bar, Line charts, and more., 8. PivotTable: It flips and sums data in seconds and allows us to execute data analysis, and generating documents like periodic financial statements, statistical documents,, etc. We can also analyze complex data relationships graphically., 9. Shortcut Menus: The shortcut menu helps users to make the work done through, shortcut commands that need a lengthy process., , NOTES BY – MR. SHUBHAM SAHAI

Page 5 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, Example #1 – How to Create Spreadsheet in Excel?, Step 1: Open MS Excel., Step 2: Go to Menu and select New >> click on the Blank workbook to create a simple, worksheet., OR – Just press Ctrl + N: To create a new spreadsheet., , Step 3: By default, Sheet1 will be created as a worksheet in the spreadsheet, and the name of, the spreadsheet will be given as Book1 if you are opening it for the first time., , Key Features of the Created Spreadsheet:, •, , Basic App Functions Area: There is a green banner which contains all type of action, to perform on the worksheet like save the file, back or front step move, new, undo,, redo and many more., , NOTES BY – MR. SHUBHAM SAHAI

Page 6 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, •, , •, , •, , Ribbon Area: There is a grey area just below the basic app functions area called, Ribbon. It contains data manipulation, data visualizing toolbar, page layout tools, and, many more., Spreadsheet Work Area: By default, a grid containing alphabetic column A, B, C,, …, Z, ZA…, ZZ, ZZA… and rows as Numbers 1,2 3, …. 100, 101, … so on. It is a, cell where the user can perform his calculation for personal or business data. Each, rectangle box in the spreadsheet is called cell-like selected on the above screenshot is, cell A1., Formula Bar: It will show the data in the selected cell; if it contains any formula, it, will show here. Like the above area, a search bar is available on the top right corner, and a sheet tab which is available on the downside of the worksheet. A user can, change the name of the sheet name., , MS Excel: Ranges, In Microsoft Excel, a range is a collection of cells. A range can be 2 or more cells and those, cells don't necessarily have to be adjacent to each other. Let's look at some examples to, quickly demonstrate the different types of ranges., , Vertical Range, This vertical range is A2:A5. In this example, if you had selected the entire column A, the, range would be A:A., , Horizontal Range, This horizontal range is A2:C2. In this example, if you selected the entire row 2, the range, would have be 2:2., , NOTES BY – MR. SHUBHAM SAHAI

Page 7 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, , Mixed Range, This mixed range is A2:C5. This is a collection of cells that can be from multiple rows and, columns., , Multiple Selection Range, This multiple selection range is A2:A3,B4:B5. This is a collection of cells that does not have, to be adjacent., , Each range has its own set of coordinates or position in the worksheet such as A2:A5, A2:C2,, A2:C5, and so on., There are many things that you can do with ranges in Excel such as copying, moving,, formatting, and naming ranges. Here is a list of topics that explain how to use ranges in, Excel., , Formula:, A formula is an expression which calculates the value of a cell. Functions are predefined, formulas and are already available in Excel., For example, cell A3 below contains a formula which adds the value of cell A2 to the value, of cell A1., , NOTES BY – MR. SHUBHAM SAHAI

Page 8 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, For example, cell A3 below contains the SUM function which calculates the sum of the range, A1:A2., , Enter a Formula, To enter a formula, execute the following steps., 1. Select a cell., 2. To let Excel know that you want to enter a formula, type an equal sign (=)., 3. For example, type the formula A1+A2., , Tip: instead of typing A1 and A2, simply select cell A1 and cell A2., 4. Change the value of cell A1 to 3., , Excel automatically recalculates the value of cell A3. This is one of Excel's most powerful, features!, , NOTES BY – MR. SHUBHAM SAHAI

Page 9 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, , Edit a Formula, When you select a cell, Excel shows the value or formula of the cell in the formula bar., , 1. To edit a formula, click in the formula bar and change the formula., , 2. Press Enter., , Function:, •, , Function is a predefined formula already available in Excel. Functions perform specific, calculations in a particular order based on the specified values, called arguments, or, parameters., For example, instead of specifying each value to be summed like in the above formula, you, can use the SUM function to add up a range of cells: =SUM(A2:A4), , NOTES BY – MR. SHUBHAM SAHAI

Page 10 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, You can find all available Excel functions in the Function Library on the Formulas tab:, , There exist 400+ functions in Excel, and the number is growing by version to version. Of, course, it's next to impossible to memorize all of them, and you actually don't need to., The Function Wizard will help you find the function best suited for a particular task,, while the Excel Formula Intelligence will prompt the function's syntax and arguments as, soon as you type the function's name preceded by an equal sign in a cell:, , Spreadsheets with Graphics, Usually when one thinks of spreadsheets, art is the last thing that comes to mind. When used, with some self-restraint - graphic images can not only add interest to your otherwise mundane, tables and list of numbers but also make their data read better. Hand-drawn graphic shapes, that you add to the worksheet to call attention to exceptional aspects of the data (either really, good or surprisingly bad)., Excel supports three types of graphic objects that you can use to spruce up your spreadsheets, and charts: clip art images supplied by Microsoft, graphics files that can contain drawn, images or digital photographs, and hand-drawn graphics that can include simple shapes and, lines, text in boxes, and even predefined WordArt and organization-type charts., , Excel with Clip Art, Most users are familiar with the cutesy, comic-strip-like graphic images collectively referred, to as clip art that the Microsoft folks let Office users use for free. (They couldn't get away, with charging for that stuff, could they?) Along with these cartoon images, clip art collections, also include some really fine stock photo images., Microsoft has provided Excel with its own Clip Art task pane that you can use to search for, just the right clip art image and insert it right into your worksheet. To open the Clip Art task, pane, first display the task pane in the workbook window (if one's not already open) by, , NOTES BY – MR. SHUBHAM SAHAI

Page 11 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, pressing Ctrl+F1 and then click the task pane's drop-down button and select Clip Art on the, pop-up menu., The Clip Art task pane contains three text boxes: Search For, Search In, and Results Should, Be., •, •, , •, , Search For: Enter the type of image to use., Search In: Select what type of Clip Art collections to search. By default, Excel selects, the All Collections option, which includes, o The Office Collections that contain the images that come with Microsoft, Office, o The Web Collections containing images that you pull down from the Internet, using the Clip Art on Office Online link at the bottom of the Clip Art task, pane, o Any personal collections you may have put together, Results Should Be: Select the types of media files to include in the search. By default,, Excel includes all types of media files (clip art, photographs, movies, and sounds) that, are, listed, in, your, Microsoft, Clip, Organizer., (To have Excel go through all the media files on your computer and organize them, into collections with the Organizer, click the Organize Clips link in the Clip Art task, pane and then click the Now button in the Add Clips to Organizer dialog box.), , If you want to see only the cartoonish Clip Art images, clear all check boxes except Clip Art, in the Selected Media File Types drop-down list box. To see only stock photographic images, (my preference), clear all the check boxes in this list box except for Photographs., After you do a search, the Clip Art task pane shows you thumbnail images of art that meets, your specifications. To insert one of these clip art images into your spreadsheet, click its, thumbnail in the Clip Art task pane., •, •, •, , To resize it, drag its sizing handles (the white circles around the perimeter)., To move it, position the mouse pointer somewhere in the image and then drag it to its, new position., To rotate it, position the mouse pointer on the rotation handle and then drag the mouse, right (to rotate clockwise) or left (to rotate counterclockwise)., , When you've got the image oriented, sized, and positioned the way you want it, click a cell, outside the clip art to deselect it., , Adding Images from Graphics Files, In this day and age of digital photography, it's not all that unusual to have photographic files, whose images should be made part of the worksheet. Excel makes it easy to insert photos or, other types of pictures stored in graphics files on your computer., To insert a picture into the worksheet, follow these steps:, , NOTES BY – MR. SHUBHAM SAHAI

Page 12 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, 1. Choose Insert → Picture → From File (or click the Insert Picture from File button on, the, Drawing, toolbar,, if, it's, open)., The Insert Picture dialog box opens. This dialog box works just like the Open dialog, box except that it's set to display only the graphics files that Excel can import and it, automatically looks in the My Pictures folder on your hard disk. (You can change, where Excel looks by selecting another folder in the Look In drop-down list box.), 2. Locate the graphics file with the image that you want to add to your worksheet, click, its thumbnail in the Insert Picture dialog box and then click the Insert button to import, the, file, into, the, current, worksheet., Excel then displays the image from the file you selected, along with the Picture, toolbar in the current worksheet., As with the other graphic objects that you work with, Excel places sizing handles around the, perimeter with a rotation handle connected to the sizing handle in the middle at the top of the, image. You can then reposition, resize, or rotate the image as needed., You can also use the tools on the Picture toolbar to edit the photo. Among other things, these, tools make it possible to heighten or lessen the brightness or contrast of the image, crop out, unwanted areas around the edges, and compress the image so that it doesn't bulk up the size, of your workbook (as only high-resolution images can)., If you have a scanner or digital camera connected to your computer, you can use the Insert →, Picture → From Scanner or Camera command to bring a scanned image or digital photo that, you've taken directly into your worksheet., , Drawing Objects for the Spreadsheet, The Drawing toolbar is jam-packed with great tools for creating and adding all types of, graphic objects. About the only graphic that you can't bring in from this toolbar is one that, you create on a scanner or import from a digital camera that's attached to your computer. (For, that you need to use the Insert → Picture → From Scanner or Camera command.) For all the, rest of your graphic needs, the Drawing toolbar is your ticket., Drawing toolbar and identifies the buttons that use only symbols. When you first open the, Drawing toolbar (by choosing View → Toolbar → Drawing), Excel automatically docks it at, the bottom of the Excel window immediately above the status bar. You can then move the, Drawing toolbar to another side of the Excel window or even float it if you want., The Draw and AutoShapes buttons are attached to pop-up menus that open when you click, their buttons. The Fill Color, Line Color, Font Color, Shadow Style, and 3-D Style buttons, are all attached to pop-up palettes that open when you click their buttons and from which you, can select new fill, line, and font colors as well as shading and 3-D effects for selected, graphic objects., , NOTES BY – MR. SHUBHAM SAHAI

Page 13 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, , Drawing various shapes, You can use the various drawing tools on the Drawing toolbar to manually draw straight, lines, lines with arrowheads (simply referred to as arrows), rectangular and square shapes,, and oval and circular shapes. To draw any of these shapes, click the appropriate button and, then drag the thin, black cross pointer to draw its outline. When drawing a line or arrow,, Excel draws the line from the place where you originally click the mouse button to the place, where you release it., When drawing a rectangle or an oval, you can constrain the tool to draw a square or circle by, holding down the Shift key as you drag the mouse. Note that when drawing a twodimensional shape - such as a rectangle, a square, an oval, or a circle - Excel automatically, draws the shape with a white fill that obscures any data or graphics objects that are beneath, the shape on layers below., After you've drawn the basic shape, you can then use the Fill Color, Line Color, Line Style,, Dash Style, Shadow Style, and 3-D Style buttons on the Drawing toolbar to enhance the basic, shape., In addition to drawing your own shapes, you can insert any number of ready-made shapes, (including lines, arrows, flow chart symbols, banners, and callouts) by selecting them from, the AutoShapes pop-up menu and then sizing them in the worksheet., , Using text boxes as callouts, Text boxes are graphics that combine text with a rectangular graphic object. (The only other, object that does this are the callouts that you insert from the AutoShapes Callout pop-up, menu.) They're great for calling attention to significant trends or special features in the charts, that you create., To create a text box, click the Text Box button on the Drawing toolbar and then drag the, mouse pointer to draw the outline of the box. When you release the mouse button, Excel, places the insertion point in the upper-left corner of the box., You can then start typing the text that you want displayed in the text box. When the text that, you type reaches the right edge of the text box, Excel automatically starts a new line. If you, reach the end of the text box and keep typing, Excel scrolls the text up, and you then have to, resize the text box to display all the text that you've entered. If you want to break a line, before it reaches the right edge of the text box, press the Enter key. When you finish entering, the text, click anywhere on the screen outside of the text box to deselect it., Although text boxes are similar to cell comments with text-within-a-box display, they differ, from comments in that text boxes are not attached to particular cells and are always displayed, in the worksheet. (Comments show only when you position the mouse pointer over the cell or, select the comment with the Reviewing toolbar.), , NOTES BY – MR. SHUBHAM SAHAI

Page 14 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, Text boxes differ somewhat from other graphic objects that you add to the worksheet. Unlike, the other Excel graphic objects, when you select a text box, it displays sizing handles but no, rotation handle (because Excel can't display text at just any angle you may select). Also,, unlike other graphic objects, text boxes display two different border patterns when you select, them:, •, •, , A single crosshatched pattern is displayed when you click inside the text box, thus, enabling you to format and edit the text., A double crosshatched pattern (that just looks like a bunch of fuzzy dots on my, monitor) is displayed when you click the border of the text box or start dragging the, box to reposition it, thus indicating that you can format and edit the box itself., , Drawing diagrams and organization charts, You can use the Insert Diagram or Organization Chart button on the Drawing toolbar to, quickly add an organization chart or diagram to your worksheet (one place where a graphic, object actually conveys the information instead of just embellishing the worksheet data or, embedded chart already there). Here's how:, 1. Click the Insert Diagram or Organization Chart button to open the Diagram Gallery, dialog box., 2. Select the style of diagram or the organization chart you want and click OK., The Diagram Gallery dialog box offers you a Auto Format choice between an organization, chart (the first picture) and five different types of diagrams (Cycle, Radial, Pyramid, Venn,, and Target)., After you click OK, Excel inserts a blank chart or diagram into the worksheet as a new, graphic object., You can then click the different parts of the chart or diagram and replace its dummy text with, text of your own. (Organization charts or diagrams created with the Insert Diagram or, Organization Chart button act like big text boxes with a bunch of graphics with little text, boxes inside them.), When you create a new organization chart, Excel opens an Organization Chart toolbar, containing buttons for editing the shape and layout of the chart as well as for adding new, levels and branches. When you create a new diagram (in any of the five available styles), the, program opens a Diagram toolbar that contains its own tools for formatting and editing the, diagram., You can use the options on the Insert Shape dropdown list to add new text boxes at the, subordinate and assistant levels of the chart. You can use the options on the Layout dropdown list to select a new style for the different levels in the org chart. Finally, you can use the, options on the Select drop-down list box to select all the text boxes at a particular level in the, org chart., , NOTES BY – MR. SHUBHAM SAHAI

Page 15 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, , WHAT IS POWERPOINT, Microsoft PowerPoint, usually just called the PowerPoint, is a software program, developed by Microsoft to produce effective presentations. It is a part of, Microsoft Office suite. The program comprises slides and various tools like, word processing, drawing, graphing and outlining. Thus it can display text,, table, chart, graphics and media in the slides., Features of PowerPoint, Microsoft PowerPoint is a professional presentation program that allows the, user to create a "presentation slide" that can be displayed on the computer, screen through a projector that is plugged into the computer. There are three, main features of the Microsoft PowerPoint window that you need to focus upon, while learning PowerPoint. These features are Microsoft Office Button, Quick, Access Toolbar and Ribbon. Some of the other important features of, PowerPoint are:, o, , Ribbon: PowerPoint has a new, intuitive user interface called the Ribbon, that helps you create better presentations much more quickly than you, could in earlier versions of PowerPoint., , o, , Live Preview: PowerPoint takes advantage of the live preview feature to, review your formatting choices before you apply them., , NOTES BY – MR. SHUBHAM SAHAI

Page 16 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, Create Dynamic Presentations: PowerPoint quickly creates dynamic and great, looking presentations using the redesigned user interface and new graphics, capabilities., o, , Video Capabilities: One of the attractive features of Microsoft PowerPoint is that it, allows you to use video in your presentations. With this software, you can embed a, video clip into one of your slides and use it during the slideshow. When you embed, the video, you can also perform a number of editing functions which will allow you to, alter the video to your needs for the presentation., , o, , Apply a consistent look and feel in one click: PowerPoint themes help you change, the look and feel of your entire presentation with just one click. PowerPoint comes, with new themes, layouts and Quick Styles that offer you a wide range of options, when you are formatting your presentations. Changing the theme of your presentation, not only changes the background colour but the colour of a diagram, table etc and, even the style of any bullet points within a presentation., , o, , Sharing: Another feature of Microsoft PowerPoint is the ability to share presentations, with other individuals in different locations., , o, , Dynamically modify shapes, text, and graphics with new tools and effects: You, can now manipulate and work with your text, tables, charts and other presentation, elements in much richer ways than ever before., , o, , Special Effects: When creating a presentation, one of your jobs as a presenter is to, keep the attention of your audience. If you create a plain presentation without any, flair, your subjects may not pay attention for long. With Microsoft PowerPoint, you, can use a number of special effects to enhance the quality of your presentations., , o, , Reduce your document sizes and improve file recovery at the same time: The new, compressed Microsoft PowerPoint XML Format offers a dramatic reduction in file, size, while offering an improvement in data recovery for damaged files., , o, , Support other file formats: PowerPoint enables support for other file formats, such, as PDF and XPS., , NOTES BY – MR. SHUBHAM SAHAI

Page 17 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, , Creating a Presentation, When you open PowerPoint window by default a slide appears. The slide has two, placeholders or text boxes. Additional text boxes can be added from the Insert tab., To start creating presentation click on the placeholder or text box a blinking cursor will, appear. Then type the title and click outside the box. The text box will disappear., See the image., , NOTES BY – MR. SHUBHAM SAHAI

Page 18 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, , In a similar way, add text or subtitle to the other text box., , Click outside the text box and the slide will look like the image given below:, , How to Insert Picture and Clip Art, To Add Picture:, , NOTES BY – MR. SHUBHAM SAHAI

Page 19 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, o, , Click the Insert tab, , o, , In Illustrations group click on the Picture button, , o, , Insert Picture dialogue box appears, , o, , With a click select the desired picture, , o, , Click Insert, the picture will be added to the slide, , o, , Click and drag the picture to move it to desired location, , To Add Picture:, o, , Click the Insert tab, , o, , In Illustrations group click the Clip Art button, , o, , Clip Art task pane appears on the right side, , o, , In task pane you will notice three fields: Search for, Search in, Results should be, , NOTES BY – MR. SHUBHAM SAHAI

Page 20 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, , In "Search Field" you can enter the keyword related to clipart you want to insert, In "Collection Field" click the drop-down arrow. It gives four options. Choose the option that, suits your requirement., See the image:, , In "Results should be" filed click the drop-down arrow, you will find five options. Choose the, option that suits your requirement., , NOTES BY – MR. SHUBHAM SAHAI

Page 21 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, , Now click the "Go". Clip Art menu will appear. Select the desired clip art or clicks the dropdown arrow next to clip art; it will display Insert option to add the clip art., , Note: It is advised to please follow the Tutorial of MS-Word, MS-Excel & MS-PowerPoint, for better understanding. I have uploaded the tutorial in TEACHMINT Classroom, Application., Modes of Data Processing, Modes of processing data involve the following:, Interactive Computing or Interactive Processing: refers to software which accepts input, from humans — for example, data or commands. Interactive software includes most popular, programs, such as word processors or spread sheet applications. By comparison, noninteractive programs operate without human contact; examples of these include compilers, and batch processing applications., Transaction Processing: is information processing that is divided into individual, indivisible, NOTES BY – MR. SHUBHAM SAHAI

Page 22 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, operations, called transactions. Each transaction must succeed or fail as a complete unit; it, cannot remain in an intermediate state., Batch Processing: is execution of a series of programs (“jobs”) on a computer without, human interaction. This is one of the widely used types of data processing which is also, known as serial/sequential, tacked/queued of offline processing. The fundamental of this type, of processing is that different jobs of different users are processed in the order received. Once, the stacking of jobs is complete they are provided/sent for processing while maintaining the, same order. This processing of a large volume of data helps in reducing the processing cost, thus making it data processing economical., , How to Create a Report in Excel, , Creating Basic Charts and Tables for an Excel Report, Creating reports usually means collecting information and presenting it all in a single sheet, that serves as the report sheet for all of the information. These report sheets should be, formatted in a way that's easy to print as well., One of the most common tools people use in Excel to create reports is the chart and table, tools. To create a chart in an Excel report sheet:, 1. Select Insert from the menu, and in the charts group, select the type of chart you want to, add to the report sheet., , NOTES BY – MR. SHUBHAM SAHAI

Page 23 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, , 2. In the Chart Design menu, in the Data group, select Select Data., , 3. Select the sheet with the data and select all cells containing the data you want to, chart (include headers)., , NOTES BY – MR. SHUBHAM SAHAI

Page 24 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, , 4. The chart will update in your report sheet with the data. The headers will be used to, populate the labels in the two axis., , 5. Repeat the above steps to create new charts and graphs that appropriately represent, the data you want to show in your report. When you need to create a new report,, you can just paste the new data into the data sheets, and the charts and graphs, update automatically., , NOTES BY – MR. SHUBHAM SAHAI

Page 25 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, , Using PivotTables to Generate a Report From an Excel Spreadsheet, Pivot tables are another powerful tool for creating reports in Excel. Pivot tables help with, digging more deeply into data., 1., , Select the sheet with the data you want to analyze. Select Insert > PivotTable., , 2. In the Create PivotTable dialogue, in the Table/Range field, select the range of data, you want to analyze. In the Location field, select the first cell of the worksheet, where you want the analysis to go. Select OK to finish., , NOTES BY – MR. SHUBHAM SAHAI

Page 26 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, , 3. This will launch the pivot table creation process in the new sheet. In the PivotTable, Fields area, the first field you select will be the reference field., , 4. Next, drag the data fields you want to show data for into the values area of the, PivotTable fields pane. You'll see the data imported from the source sheet into your, pivot table., , NOTES BY – MR. SHUBHAM SAHAI

Page 27 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, , 5. The pivot table collates all of the data for multiple items by adding them (by, default). In this example, you can see which months had the most page views. If, you want a different analysis, just select the drop-down arrow next to the item in, the Values pane, then select Value Field Settings., , 6. In the Value Field Settings dialog box, change the calculation type to whichever, you prefer., , NOTES BY – MR. SHUBHAM SAHAI

Page 28 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, , 7. This will update the data in the pivot table accordingly. Using this approach, you, can perform any analysis you like on source data, and create pivot charts that, display the information in your report in the way you need., , NOTES BY – MR. SHUBHAM SAHAI

Page 29 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, , MS ACCESS, Microsoft Access is a Database Management System (DBMS) from Microsoft that combines the relational, Microsoft Jet Database Engine with a graphical user interface and software development tools. It is a, member of the Microsoft Office suite of applications, included in the professional and higher editions., •, , Microsoft Access is just one part of Microsoft’s overall data management product strategy., , •, , It stores data in its own format based on the Access Jet Database Engine., , •, , Like relational databases, Microsoft Access also allows you to link related information easily. For, example, customer and order data. However, Access 2013 also complements other database, products because it has several powerful connectivity features., , •, , It can also import or link directly to data stored in other applications and databases., , •, , As its name implies, Access can work directly with data from other sources, including many, popular PC database programs, with many SQL (Structured Query Language) databases on the, desktop, on servers, on minicomputers, or on mainframes, and with data stored on Internet or, intranet web servers., , •, , Access can also understand and use a wide variety of other data formats, including many other, database file structures., , •, , You can export data to and import data from word processing files, spreadsheets, or database files, directly., , •, , Access can work with most popular databases that support the Open Database Connectivity, (ODBC) standard, including SQL Server, Oracle, and DB2., , •, , Software developers can use Microsoft Access to develop application software., , Microsoft Access stores information which is called a database. To use MS Access, you will need to, follow these four steps −, •, , Database Creation − Create your Microsoft Access database and specify what kind of data you, will be storing., , •, , Data Input − After your database is created, the data of every business day can be entered into the, Access database., , •, , Query − This is a fancy term to basically describe the process of retrieving information from the, database., , •, , Report (optional) − Information from the database is organized in a nice presentation that can be, printed in an Access Report., , Architecture, •, , Access calls anything that can have a name an object. Within an Access desktop database, the main, objects are tables, queries, forms, reports, macros, data macros, and modules., , •, , If you have worked with other database systems on desktop computers, you might have seen the, term database used to refer to only those files in which you store data., , •, , But, in Access, a desktop database (.accdb) also includes all the major objects related to the stored, data, including objects you define to automate the use of your data., , Microsoft Access has the look and feel of other Microsoft Office products as far as its layout and, navigational aspects are concerned, but MS Access is a database and, more specifically, a relational, database., NOTES BY – MR. SHUBHAM SAHAI

Page 30 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, •, , Before MS Access 2007, the file extension was *.mdb, but in MS Access 2007 the extension has, been changed to *.accdb extension., , •, , Early versions of Access cannot read accdb extensions but MS Access 2007 and later versions can, read and change earlier versions of Access., , •, , An Access desktop database (.accdb or .mdb) is a fully functional RDBMS., , •, , It provides all the data definition, data manipulation, and data control features that you need to, manage large volumes of data., , •, , You can use an Access desktop database (.accdb or .mdb) either as a standalone RDBMS on a, single workstation or in a shared client/server mode across a network., , •, , A desktop database can also act as the data source for data displayed on webpages on your, company intranet., , •, , When you build an application with an Access desktop database, Access is the RDBMS., , Data Definition, Let us now understand what Data Definition is −, •, , In document or a spreadsheet, you generally have complete freedom to define the contents of the, document or each cell in the spreadsheet., , •, , In a document, you can include paragraphs of text, a table, a chart, or multiple columns of data, displayed with multiple fonts., , •, , In spreadsheet, you can have text data at the top to define a column header for printing or display,, and you might have various numeric formats within the same column, depending on the function, of the row., , •, , An RDBMS allows you to define the kind of data you have and how the data should be stored., , •, , You can also usually define rules that the RDBMS can use to ensure the integrity of your data., , •, , For example, a validation rule might ensure that the user can’t accidentally store alphabetic, characters in a field that should contain a number., , Data Manipulation, Working with data in RDBMS is very different from working with data in a word processing or, spreadsheet program., •, , In a word processing document, you can include tabular data and perform a limited set of functions, on the data in the document., , •, , You can also search for text strings in the original document and, with ActiveX controls, include, tables, charts, or pictures from other applications., , •, , In a spreadsheet, some cells contain functions that determine the result you want, and in other cells,, you enter the data that provides the source information for the functions., An RDBMS provides you many ways to work with your data. For example,, , •, , You can search a single table for information or request a complex search across several related, tables., , •, , You can update a single field or many records with a single command., , •, , You can write programs that use RDBMS commands to fetch data that you want to display and, allow the user to update the data., NOTES BY – MR. SHUBHAM SAHAI

Page 31 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, Access uses the powerful SQL database language to process data in your tables. Using SQL, you can, define the set of information that you need to solve a particular problem, including data from perhaps, many tables., Data Control, Spreadsheets and word processing documents are great for solving single-user problems, but they are, difficult to use when more than one person needs to share the data., •, , When you need to share your information with others, RDBMS gives you the flexibility to allow, multiple users to read or update your data., , •, , An RDBMS that is designed to allow data sharing also provides features to ensure that no two, people can change the same data at the same time., , •, , The best systems also allow you to group changes (which is also known as transaction) so that, either all the changes or none of the changes appear in your data., , •, , You might also want to be sure that no one else can view any part of the order until you have, entered all of it., , •, , Because you can share your Access data with other users, you might need to set some restrictions, on what various users are allowed to see or update., , CREATING A DATABASE, When you open Access, Backstage view displays the New tab. The New tab provides several ways that you, can create a new database:, ▪, ▪, ▪, , A blank database You can start from scratch if you want. This is a good option if you have very specific, design requirements or have existing data that you need to accommodate or incorporate., A template that is installed with Access Consider using a template if you are starting a new project and, would like a head start. Access comes with several templates installed by default., A template from Office.com In addition to the templates that come with Access, you can find many, more templates on Office.com. You don't even have to open a browser, the templates are available from, the New tab., , ADDING TO A DATABASE, Once you are working in a database, you can add fields, tables or application parts., Application parts are a feature that let you use several related database objects together as if they were one., For example, an application part might consist of a table and a form that is based on the table. You can add, the table and the form at the same time by using the application part., You can also create queries, forms, reports, macros - all the database objects that you are used to working, with., , NOTES BY – MR. SHUBHAM SAHAI

Page 32 : BACHELOR OF COMPUTER APPLICATION ADMINISTRATION, COMPUTER FUNDAMENTAL, , UNIT –VI, CREATE A DATABASE BY USING A TEMPLATE, Access comes with a variety of templates that you can use as-is or as a starting point. A template is a readyto-use database that contains all the tables, queries, forms, macros, and reports needed to perform a specific, task. For example, there are templates that you can use to track issues, manage contacts, or keep a record of, expenses. Some templates contain a few sample records to help demonstrate their use., If one of these templates fits your needs, using it is usually the fastest way to get a database started., However, if you have data in another program that you want to import into Access, you might decide it is, better to create a database without using a template. Templates have a data structure already defined, and it, might require a lot of work to adapt your existing data to the template's structure., 1. If you have a database open, on the File tab, click Close. Backstage view displays the New tab., 2. Several sets of templates are available in the New tab, some of which are built into Access. You can, download additional templates from Office.com. See the next section in this article for details., 3. Select the template that you want to use., 4. Access suggests a file name for your database in the File Name box — you can change the file name, if, you want. To save the database in a different folder from the one displayed below the file name box,, click, , browse to the folder in which you want to save it, and then click OK. Optionally, you can, create and link your database to a SharePoint site., 5. Click Create., Access creates a database from the template that you chose, and then opens the database. For many, templates, a form is displayed in which you can begin entering data. If your template contains sample data,, you can delete each record by clicking the record selector (the shaded box or bar just to the left of the, record), and then doing the following:, On the Home tab, in the Records group, click Delete., 6. To begin entering data, click in the first empty cell on the form and begin typing. Use the Navigation Pane, to browse for other forms or reports that you might want to use. Some templates include a navigation form, which allows you to move between the different database objects., , NOTES BY – MR. SHUBHAM SAHAI