SYLLABUS

B.Com VI Sem. (Hons.)

Subject – Basic Computer Information Technology – II
UNIT – I Word Processing: Word
 Introduction to word Processing
 MS Word: Features, Creating, Saving and Operating Multi document
windows, Editing Text selecting, Inserting, deleting moving text.
 Previewing documents, Printing document to file page. Reduce the number
of pages by one.
 Formatting Documents: Paragraph formats, aligning Text and Paragraph,
Borders and shading, Headers and Footers, Multiple Columns
UNIT – II Introduction to Excel Excel & worksheet:
 Worksheet basic
 Creating worksheet, entering data into worksheet, heading information,
data text, dates, alphanumeric, values, saving & quitting worksheet
 Opening and moving around in an existing worksheet
 Toolbars and Menus, Keyboard shortcuts
 Working with single and multiple workbooks coping, renaming, moving,
adding and deleting, coping entries and moving between workbooks.
 Working with formulas & cell referencing
 Auto sum
 Coping formulas
 Absolute & Relative Addressing
UNIT – III Introduction to Power Point
 Features and various versions
 Creating presentation using Slide master and template in various colour
scheme.
 Working with slides makes new move, copy, delete, duplicate, lay outing of
slide, zoom in or out of a slide.
 Editing and formatting text: alignment, editing, inserting, deleting, selecting,
formatting of text, find and replace text.
UNIT – IV Power Point
 Bullets, footer, paragraph formatting, spell checking.
 Printing presentation Print slides, notes, handouts and outlines.
 Inserting objects Drawing and Inserting objects using Clip Arts pictures and
charts.
 Slide sorter, slide transition effect and animation effects.
Presenting the show making stand alone presentation, Pack and go wizards
UNIT – V Evolution, Protocol, concept, Internet, Dial-up connectivity, leased line, VSAT,
board band URLs, Domain names, Portals. E-mails Pop & web based Email.
Basic of sending and receiving Emails, Email & Internet Ethics. Computer virus,
Antivirus software wage, web Browers.

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 UNIT-I
WORD PROCESSOR

A word processor is an electronic device or computer application software that performs word
processing: the composition, editing, formatting and sometimes printing of any sort of written material.
Word processing can also refer to advanced shorthand techniques, sometimes used in specialized
contexts with a specially modified typewriter.
The word processor emerged as a stand-alone office machine in the 1970s and 1980s, combining the
keyboard text-entry and printing functions of an electric typewriter with a dedicated computer
processor for the editing of text.

Characteristics
Word processing typically implies the presence of text manipulation functions that extend beyond a
basic ability to enter and change text, such as automatic generation of:
 batch mailings using form letter template and an address database (also called mail merging);
 indices of keywords and their page numbers;
 tables of contents with section titles and their page numbers;
 tables of figures with caption titles and their page numbers;
 cross-referencing with section or page numbers;
 footnote numbering;
 new versions of a document using variables (e.g. model numbers, product names, etc.)

Examples of different word processing software are:

 WordPerfect
 Microsoft Word
 WordMark
 Lotus WordPro
 Procedure Write

Types of word processor:-

 Dedicated word processor
 Standard word processor software packages
 Word processing packages on minicomputer

Features of Word :
1) Word wrap 6) Retriving of your work
2) Editing of text 7) Mail Merge
3) Page formatting 8) Spelling & grammer check
4) Paragraph formatting 9) Use of thesaurus
5) Text formatting 10) Online Assistant

Each of the tabs contains the following tools:

Home: Clipboard, Fonts, Paragraph, Styles, and Editing.
Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols
Page Layout: Themes, Page Setup, Page Background, Paragraph, Arrange
References: Table of Contents, Footnote, Citation & Bibliography, Captions, Index, and Table of
Authorities
Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish
Review: Proofing, Comments, Tracking, Changes, Compare, Protect
View: Document Views, Show/Hide, Zoom, Window, Macros

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Create a New Document
There are several ways to create new documents, open existing documents, and save documents in
Word:
 Click the Microsoft Office Button and Click New or
 Press CTRL+N on the keyboard

Opening an Existing Document

 Click the Microsoft Office Button and Click Open, or
 Press CTRL+O on the keyboard, or
 If you have recently used the document you can click the Microsoft Office Button and click the
name of the document in the Recent Documents section of the window Insert picture of recent
docs

Saving a Document
 Click the Microsoft Office Button and Click Save or Save As, or
 Press CTRL+S on the keyboard, or
 Click the File icon on the Quick Access Toolbar

Renaming Documents
To rename a Word document while using the program:
 Click the Office Button and find the file you want to rename.
 Right-click the document name with the mouse and select Rename from the shortcut menu.
 Type the new name for the file and press the ENTER key.

Working on Multiple Documents

Several documents can be opened simultaneously if you are typing or editing multiple documents at
once. All open documents will be listed in the View Tab of the Ribbon when you click on Switch
Windows. The current document has a checkmark beside the file name. Select another open document
to view it.

Document Views
There are many ways to view a document in Word.
 Print Layout: This is a view of the document as it would appear when printed. It includes all
tables, text, graphics, and images.
 Full Screen Reading: This is a full view length view of a document. Good for viewing two
pages at a time.
 Web Layout: This is a view of the document as it would appear in a web browser.
 Outline: This is an outline form of the document in the form of bullets.
 Draft: This view does not display pictures or layouts, just text.
To view a document in different forms, click the document views shortcuts at the bottom of the
screen or:
 Click the View Tab on the Ribbon
 Click on the appropriate document view.

Close a Document
Click the Office Button
 Click Close

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There are many features to help you proofread your document. These include: Spelling and Grammar,
Thesaurus, AutoCorrect, Default Dictionary, and Word Count.

Editing text selecting – to select text with the mouse use the following steps –
1) Take the mouse pointer before the place you want to select text from and drag it to the
place till you want.
2) Select the text with keyboard

Inserting & Deleting Text – You can insert or delete text in several ways.
1) Select a block of text from beginning to the last character. To delete press Del key from the
keyboard this process will delete the entire block.
2) To delete single character use Del key or backspace key.
3) To Insert the text select the text copy the text and paste the text where ever you want.
4) There are different pasting options you can use.
Formatting Features of Ms word:-

Function of commonly used buttons

Select the style to apply to paragraphs Changes the font of the selected text

Changes the size of selected text and

Makes selected text and numbers bold
numbers

Makes selected text and numbers italic Underlines selected text and numbers
Aligns to the left with a ragged right
margin Centers the selected text

Aligns to the right with a ragged left

Aligns the selected text to both the left
margin
and right margins

Makes a numbered list or reverts back to

Add, or remove, bullets in a selected
normal
paragraph
Decreases the indent to the previous tab Indents the selected paragraph to the
stop next tab stop

Adds or removes a border around Marks text so that it is highlighted and

selected text or objects stands out

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 Formats the selected text with the color
you

Text Selecting –
You can select the text in two ways –
 By using shift key
 By using mouse
Once the text is selected you can change the formatting of the selected text. You can delete, move the
text from one position to other.

Previewing the document –

Before printing the documents you can preview the document. In preview option we can change the
margin, page layout, size etc features of your document. The step to preview the document is as follows
–
1) Click MS-Office button
2) Click on print button & then
3) Click on print preview

Printing Document to a file page –

You can print the document. There are two different features to print the document are as follow –
3) Print – In print option you can change the number of copies, Select page no., choose
printer etc before printing.
4) Quick Print – In quick print the document is directly send to the printer without making
any changes.

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Reduce the no. of pages by one –
You can shrink the document pages to by one page. Attempt to shrink the document by one page by
slightly reducing the size and spacing of the text. The option to reduce number of pages by one can be
selected from Print Preview option.

Paragraph Formatting

Paragraph formatting provide us the facility to format the paragraph written in the document. The
paragraph formatting include the formatting features –
 Alignment – There are different alignments like left, center, rights & Justified.
 Line Spacing - In Line Spacing option you can change the spacing between the lines.
 Shading – In this option you can Color the background of the selected text or paragraph.
 Border – You can customize the border of the selected text or cell.

 Sorting options - In sorting option we can sort the text in alphabetical order or numerical order.
 Numbering / Bullets – We can create bullet list or numbering list through this option.
 Indent – Indentation determine the distance of paragraph from either the left or right margin.

Headers and Footers

Header & footer may be text or graphics printed on top & bottom of the document. Header is printed on
top margin area & footer is printed on bottom margin area.
Headers and footers are pieces of text or graphics that appear at the top and bottom of a page. After you
set up a header and footer, they will appear on all of your pages. You can add a page number to a header
or footer, and Microsoft Word will automatically insert the right page number for you.
To set up a header and footer for your document, click on the Insert tab at the top of Word. Now locate
the Header & Footer panel:

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Footers
Microsoft Word allows you to insert page numbers into your document. This is done (usually) in the
Footer area of the page. The Footer is just the opposite of the Header. You can do the same things with
the Footer as you can with the Header. We'll see how to insert page numbers into the Footer.
Make sure the Design tab is select at the top of Word. Now locate the Navigation panel again. Click the
item that says "Go to Footer":

Multiple Columns –
With the use of multiple column option you can Spilt
text into two or more columns. You can select this
option from Page layout tab.

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 UNIT – II
Microsoft’s EXCEL has become the standard for basic data analysis. And, again, individuals with a
college education in the 21st century will be expected to have a working knowledge of this foundational
package. EXCEL is critical to understand not only because it facilitates basic data analysis, but also
because it is typically the starting point for PC-based data which can then be analyzed using more
sophisticated packages like SPSS, Minitab or SAS.

When you open EXCEL, the interface includes row and columns, with “cells” at the intersections. You
can input data or formulas into the individual cells.

Spreadsheets are made up of columns, rows and their intersections are called cells.
Column- In a spreadsheet the COLUMN is defined as the vertical space that is going up and down the
window. Letters are used to designate each COLUMN'S location
Row - In a spreadsheet the ROW is defined as the horizontal space that is going across the window.
Numbers are used to designate each ROW'S location.
Cell - In a spreadsheet the CELL is defined as the space where a specified row and column intersect.
Each CELL is assigned a name according to its COLUMN letter and ROW number(A1).
In a spreadsheet there are three basic types of data that can be entered.
 labels - (text with no numerical value)
 constants - (just a number -- constant value)
 formulas* - (a mathematical equation used to calculate)

To Create an Excel Workbook:

Choose File New from the menu bar
Choose Blank Workbook under the New category heading.
A blank workbook opens in the Excel window. The New Workbook task pane is closed.

To Save a new Workbook:

Choose File Save As from the menu bar. The Save As Dialog Box appears.
Click on the Save In: dropdown menu and locate where the file will be saved. Type a name for your file
in the File Name: box. Click the Save button

To Save Changes Made to an Existing Workbook:

Choose File Save from the menu bar, or Click the Save button on the Standard toolbar.
If you're saving the file for the first time and you do not choose a file name, Microsoft Excel will
assign a file name for you.
It is a good idea to Save frequently when working in a spreadsheet. You can quickly save your
spreadsheet by using the quick-key combination Ctrl + S.

To Open an Existing Excel 2003 Workbook:

Choose File Open from the menu bar.

To close an existing Excel 2003 Workbook:

Choose File Close from the menu bar. The workbook in the Excel window is closed.

To Enter Data into a Cell:

Click the cell where you want to type information. Type the data. An insertion point appears in the cell
as the data is typed. The data can be typed in either the cell or the Formula bar. Click the cell that

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contains the information to be changed. Type the new entry. The old entry is replaced by the new
entry.

To Edit Information in a Cell:

Method 1: Direct Cell Editing - Double-click on the cell that contains the information to be changed.
Method 2: Formula Bar Editing - Edit the entry in the formula bar
Click the cell that contains the information to be deleted. Press the Delete key, or Right-click and
choose Clear Contents from the shortcut menu.
To Undo Recent Actions (typing, formatting, etc), One at a Time: Click the Undo button.
To Undo Several Recent Actions at Once: Click the arrow next to the Undo button. Select the desired
Undo operation(s) from the list
To Redo an Undo Operation: Press the Redo button.
To Redo several recent Undo actions at once: Click the arrow next to Redo button. Select the desired
Redo operation from the list. Microsoft Excel reverses the Undo operation.
Selecting Multiple Cells
The currently-selected cell in Excel is called the active cell. You can also select a group of adjacent cells,
or a cell range. Many operations can be done against a cell range: move it, copy, it, delete it or format it.
To Select All Cells in a Column or Row:
Click the gray Column heading to select the entire column. (Click and drag the cursor across other
column headings to select those columns
Click the gray Row heading to select the entire row. (Click and drag the cursor down through the row
headings select those rows

To Select the Entire Worksheet: Click the gray rectangle in the upper left corner to select entire
worksheet.
Cut , Copy & Paste
The Cut, Copy and Paste buttons are located on the Standard toolbar. The Cut, Copy and Paste
operations also appear as choices in the Edit menu. The Cut, Copy and Paste operations can also be
performed through shortcut keys: ctrl+c, ctrl+v, ctrl+x.
Copy - The Copy feature allows you to copy selected information from the spreadsheet and temporarily
place it on the Clipboard, which is a temporary storage file in your computer's memory. The Paste
feature allows you to select any of the collected items on the Clipboard and paste it in a cell of the same
or different spreadsheet.
Cut and Paste Cell Contents - The Cut feature allows you to remove information from cells in the
spreadsheet. Information that is cut can be pasted in another cell, as long as the pasting occurs before
you perform another operation. If you don't paste the cut information immediately, it is removed from
the Office clipboard.
Moving Information Using Drag-and-Drop
Another way to move information from one cell to another is to use the drag-and-drop method. You use
the cursor to point to the information to be moved and then drag the cell to its new location.
Formula - A formula can be a combination of values (numbers or cell references) and math operators
(+, -, /, *, =) into an algebraic expression.

To Create a Simple Formula that Adds the Contents of Two Cells:

 Type the numbers you want to calculate in separate cells (for example, type 128 in cell B2 and
345 in cell B3).
 Click the cell where the answer will appear (B4, for example).
 Type the equal sign (=) to let Excel know a formula is being defined.

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  Type the cell number that contains the first number to be added (B2, for example).
 Type the addition sign (+) to let Excel know that an add operation is to be performed.
 Type the cell number that contains the first number to be added (B3, for example).
 Press Enter or click the Enter button on the Formula bar to complete the formula

To Create a Simple Formula using the Point and Click Method:

 Click the cell where the answer will appear (B4, for example).
 Type the equal sign (=) to let Excel know a formula is being defined.
 Click on the first cell to be included in the formula (B3, for example).
 Type the subtraction sign (-) to let Excel know that a subtraction operation is to be performed.
 Click on the next cell in the formula (B2, for example).

Complex Formulas Defined

Simple formulas have one mathematical operation. Complex formulas involve more than one
mathematical operation. The order of mathematical operations is very important. If you enter a formula
that contains several operations--like adding, subtracting and dividing, The order of operations is:
 Operations enclosed in parenthesis
 Exponential calculations (to the power of)
 Multiplication and division, whichever comes first
 Addition and subtraction, whichever comes first

Filling Formulas to Other Cells

The fill formula method allows you to copy a formula and fill it into many different consecutive cells at
the same time.The mouse pointer changes to a black crosshair when passed over the fill handle, or the
square box in the lower right corner of the cell.

To Use the Fill Handle to Copy a Formula to a Surrounding Cell:

 Click on the cell that contains the formula to be copied.
 Position the mouse pointer over the fill handle.
 Click and hold the left mouse button, and then drag the contents to the cell that's to receive the
fill formula.
 Release the mouse button.
 Select the Copy Cells option in the fill formula drop-down menu.

Using Functions
A function is a pre-defined formula that helps perform common mathematical functions. Functions save
you the time of writing lengthy formulas. You could use an Excel function called Average, for example,
to quickly find the average of range of numbers. Or you could use the Sum function to find the sum of a
cell range. Excel contains many different functions. Each function has a specific order, called syntax,
which must be strictly followed for the function to work correctly.

Syntax Order:
 All functions begin with the = sign.
 After the = sign define the function name (e.g., Sum).
 If there is more than one argument, separate each by a comma.
An example of a function with one argument that adds a range of cells, B3 through B10:

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An example of a function with more than one argument that calculates the average of numbers in a
range of cells, B3 through B10, and C3 through C10:

Excel literally has hundreds of different functions to assist with your calculations. There are many
different functions in Excel 2003. Some of the more common functions include:

Statistical Functions:
 SUM - summation adds a range of cells together.
 AVERAGE - average calculates the average of a range of cells.
 COUNT - counts the number of chosen data in a range of cells.
 MAX - identifies the largest number in a range of cells.
 MIN - identifies the smallest number in a range of cells.

Financial Functions:
 Interest Rates
 Loan Payments
 Depreciation Amounts

Date and Time functions:

 DATE - Converts a serial number to a day of the month
 Day of Week
 DAYS360 - Calculates the number of days between two dates based on a 360-day year
 TIME - Returns the serial number of a particular time
 HOUR - Converts a serial number to an hour
 MINUTE - Converts a serial number to a minute
 TODAY - Returns the serial number of today's date
 MONTH - Converts a serial number to a month
 YEAR - Converts a serial number to a year

To Name a Worksheet:- Double-click the sheet tab to select it. The text is highlighted by a black box.

Type a new name for the worksheet.

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Press the Enter key.
The worksheet now assumes the descriptive name defined.

Inserting Worksheets
By default, each new workbook in Excel defaults to three worksheets named Sheet1, Sheet2 and
Sheet3. You have the ability to insert new worksheets if needed or delete others you no longer want.
To Insert a New Worksheet:
Choose Insert Worksheet from the menu bar.

A new worksheet tab is added to the bottom of the screen. It will be named Sheet4, Sheet5 or whatever
the next sequential sheet number may be in the workbook.

Deleting Worksheets - Any worksheet can be deleted from a workbook, including those that have data
in it. Remember, a workbook must contain at least one worksheet.
Click on the sheet(s) you want to delete. Choose Edit Delete Sheet from the menu bar.

The following dialog box appears if the sheet being deleted contains information on it.
Click the Delete button to remove the worksheet and all the data in it.

Moving Worksheets
When you move a sheet, you are moving it to a new location in this or another workbook.

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Select the worksheet you want to move/copy. Choose Edit Move or Copy from the menu bar.

In the Move or Copy dialog box, use the drop down boxes to select the name of the workbook you will
move the sheet to (the current workbook is the default). Also define where you want the sheet
positioned in the workbook.

Click the OK button to move the worksheet to its new location.

Copying Worksheets
 Select the worksheet you want to move/copy.
 Choose Edit Move or Copy from the menu bar.
 In the Move or Copy dialog box, use the drop down boxes to select the name of the workbook
you will copy the sheet to (the current workbook is the default). Also define where you want the
sheet positioned in the workbook.
 Click the Create a copy checkbox.

 Click OK to create an exact copy of the worksheet and move it to the location specified.

Inserting a row
 Click anywhere in the row below where you want to insert the new row.
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  Choose Insert Rows from the menu bar.
OR
 Click anywhere in the row below where you want to insert the new row.
 Right-click and choose Insert from the shortcut menu.

To Insert a Column:
Click anywhere in the column where you want to insert a new column. Choose Insert Columns from
the menu bar.

A new column is inserted to the left of the existing column.

OR
 Click anywhere in the column where you want to insert a new column.
 Right-click and choose Insert from the shortcut menu.

Deleting columns and rows

 Select a cell in the row to be deleted.
 Choose Edit Delete from the menu bar.
 Click the Entire Row radio button in the Delete dialog box.


 Click the OK button.

To Delete a Column and All Information in it:

 Select a cell in the column to be deleted.
 Choose Edit Delete from the menu bar.
 Click the Entire Column radio button in the Delete dialog box. Click the OK button.

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Adjusting column widths
By default, Excel's columns are 8.43 characters wide, but each individual column can be enlarged to 240
characters wide.

You can adjust column width manually or use AutoFit.

To Manually Adjust a Column Width:

 Place your mouse pointer to the right side of the gray column header.
 The mouse pointer changes to the adjustment tool (double-headed arrow).

Adjusting row height

 Place your mouse pointer to the lower edge of the row heading you want to adjust.
 The mouse pointer changes to the adjustment tool (double-headed arrow).

Drag the Adjustment tool up or down to the desired height and release the mouse button.

To AutoFit the Row Height:

 Place your mouse pointer to the lower edge of the row heading you want to adjust.
 The mouse pointer changes to the adjustment tool (double-headed arrow).
 Double-click to adjust the row height to "AutoFit" the font size.

Understanding the Different Chart Types

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Area Chart - An area chart emphasizes the trend of each value over time. An area chart also shows the
relationship of parts to a whole.

Column Chart - A column chart uses vertical bars or columns to display values over different
categories. They are excellent at showing variations in value over time.

Bar Chart - A bar chart is similar to a column chart except these use horizontal instead of vertical bars.
Like the column chart, the bar chart shows variations in value over time.

Line Chart - A line chart shows trends and variations in data over time. A line chart displays a series of
points that are connected over time.

Pie Chart - A pie chart displays the contribution of each value to the total. Pie charts are a very effective
way to display information when you want to represent different parts of the whole, or the percentages
of a total.

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Other charts that can be created in Excel include: Doughnut; Stock XY (scatter); Bubble; Radar; Surface;
or Cone, Cylinder, and Pyramid charts..

The AutoFilter feature makes filtering, or temporarily hiding, data in a spreadsheet very easy. This
allows you to focus on specific spreadsheet entries.
To Use AutoFilter:
Select Data from the main menu.
Select Filter AutoFilter.
Click the drop-down arrow next to the heading you would like to filter.
For example, if you would like to only view data from the West Sales Region, click the drop-down arrow
next to Sales Region.

Choose the data you would like to display.

In this example, you would choose West. All other data will be filtered, or hidden, and only the West
Sales Region data is visible.
Click the drop-down arrow again and select All to display all of your original data.
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Sorting lists is a common spreadsheet task that allows you to easily reorder your data. The most
common type of sorting is alphabetical ordering, which you can do in ascending or descending order.
In this example, we will alphabetize the employee names.
To Sort in Ascending or Descending Order:
Select Data from the main menu.
Select Sort. The Sort dialog box will appear.
Select the category you would like to Sort by.
Select Ascending to sort in alphabetical order from A to Z.
Click OK.

To sort in reverse alphabetical order from Z to A, select Descending.

To Sort Multiple Categories:

Select Data from the main menu.
Select Sort. The Sort dialog box will appear.
Select the category you would like to Sort by.
Select Ascending to sort in alphabetical order from A to Z.
In the Then by section, select the second category you would like to sort.

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 Click OK to sort in alphabetical order and by sales region.

Relative & Absolute Cell References

Excel uses two types of cell references to create formulas. Each has its own purpose. Read on to
determine which type of cell reference to use for your formula.

Relative Cell References

This is the most widely used type of cell reference in formulas. Relative cell references are basic cell
references that adjust and change when copied or when using AutoFill.
Example:
=SUM(B5:B8), as shown below, changes to =SUM(C5:C8) when copied across to the next cell.

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Absolute Cell References
Situations arise in which the cell reference must remain the same when copied or when using AutoFill.
Dollar signs are used to hold a column and/or row reference constant.
Example:
In the example below, when calculating commissions for sales staff, you would not want cell B10 to
change when copying the formula down. You want both the column and the row to remain the same to
refer to that exact cell. By using $B$10 in the formula, neither changes when copied.

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