computer training new

8/8/2019 Computer Training NEW

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Computer Orientation Programme

Data Centre, Maihar (CTIL-CBG) 1 / 79

DATA CENTRE, MAIHAR

(CTIL-CBG)

COMPUTER ORIENTATION PROGRAMME

Guidance Mr. A. S. ThakurCompilation Santosh VermaSupport CTIL-CBG, IT Team


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CONTENTS -

Topics Page No

(1) OBJECTIVES OF ORIENTATION PROGRAMME 03 - 03

(2) COURSE METHODOLOGY 04 - 04

(3) INTRODUCTION OF CTIL-CBG COMPUTERISATION 05 - 05

(4) INTRODUCTION TO COMPUTER 06 - 24

(5) VIRUS 25 - 25

(6) DOs & DONTs 26 - 27

(7) OPERATING SYSTEM 28 - 38

(8) NETWORKING CONCEPT 39 - 41

(9) WORD PROCESSOR (MICROSOFT WORD) 42 - 52

(10) SPREADSHEET (MICROSOFT EXCEL) 53 - 64

(11) PRESENTATION GRAPHICS (MICROSOFT POWERPOINT) 65 - 67

(12) USING INTERNET 68 - 79


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- 1 -

Objectives of Orientation Programme

This training programme aims to impart introductory and operational

knowledge to users who are directly or indirectly involved in computer

operation at work. Main objective behind this programme is to make the user

competent to work and operate the computer in better way using GUI

(Graphical User Interface) technology i.e. Windows XP based software under

networking environment.

Basic emphasis is given in Hardware, Operating System, Word Processing,

Spreadsheet and Presentation Graphics to perform their work independently

and efficiently.

At the end of this training programme, participated candidates can work

speedily and efficiently in various standard software i.e. MS-Word, MS-Excel

and MS-PowerPoint and they understand and appreciate the computer

application at their work.


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- 2 -

Course Methodology

This course will follow multimedia caching technique with emphasis on

practical training. The focus is on sharpening the skills of users. To achieve

this Learning by Practice technique will be adapted.

Therefore this course will be

Learning by self study.

Inviting the participants to come out with suggestions.

Utilise the Computer to maximum extent for learning.

Doubts clearing session by the co-ordinator.

Added to hands on training on computers, teaching aids like OHPs will be part

of training.

To end, the success of this training programme will largely depend on the user

enthusiasm and participation.


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- 3 -

Introduction of Computerisation of CTIL-CBG

Earlier in CTIL-CBG, having different legacy ERP system as per their need,

which was not similar in contrast to software and technologies, let us havebrief of systems were existing in different plants

1. Century Cement - Oracle 9i & Developer 6i

2. Maihar Cement - Oracle 9i & Visual Basic 6

3. Manikgarh Cement - Oracle 10g & Developer 6i

For standarisation of systems of all plants it has been decided to put all the

system in one platform hence the Century Textiles & Industries Cement

Business group have implemented SAP ECC 6 with big bang implementation.

Our Sap implementation project is named Sanjeevani. It started on

23/02/2009 and within 6 months we achieved the goal as per our schedule

the work has been completed uptill 22/09/2009 and data migration work was

started and finally went for go-live on 05/10/2009.

Following modules have been implemented

1. MM Material Management

2. FI-CO - Finance & Control

3. SD - Sales & Distribution

4. HR-PY - Human Resource & Payroll

5. PP-QM - Production Planning & Quality Management

6. PM-PS - Plant Maintenance & Project System

Our DC (Data Centre) is decided to be located in Maihar Cement, which caters

information to all our Cement Plants and Sales Depots. DR (Disaster

Recovery) is located at Century Cement.


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- 4 -

Introduction to Computer

For performing any task, certain process has to be followed. Lets prepare a

cup of tea for understanding it. At the very beginning we have to collect all

ingredients required i.e. Stove, Kettle, Tea leaf, Sugar, Water and milk. Then

flame the stove burner and put kettle with water and tea leaf on it and boil it.

Then add sugar and milk as desired, now tea is prepared. Have a sip and

enjoy it. If you are observing above process carefully, then you can easily

conclude the activities which can be grouped into three steps

1. Collection of materials to be used - Input

2. Boiling water with tea leaf and adding sugar and milk - Process

3. Sipping and enjoying tea - Output

Same activities are performed in computer also. To perform any task in

computer, initially you have to feed data in it (i.e. input) and as per

requirement it is processed (i.e. process) and finally you can get the report in

desired format (i.e. output). For above activities you require 3 devices -

Input Device - Keyboard, Mouse etc.

Process Device - Central Processing unit (CPU)

Output device - Monitor, Printers etc.

According to above discussion, we can simply define the computer as -

Computer is an electronic device, in which data is entered and after certain

process output is taken in required format.

Why Use Computer ?1.Memory capacity is much higher than human beings.

2. Faster than a person.

3. Accurate calculation.

4. Tireless machine to work repetitive job.

5. Versatile to perform various jobs by single computer.


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Though there are so many advantages of computer but still few drawbacks are

there -

1. It does nothing without user instruction. Does not have decision making

ability.2. It can not dictate person , it only accept order from user and perform the

task If it can understand the command given by user irrespective the out

put of task.

History

At 2000 BC a computer was invented in China named ABACUS, which was

used to perform simple arithmetic operations. This is nothing but colours of

pebbles strung on series of wires.

First mechanically operated device developed by Mr. Blaise Pascal was named

Pascaline machine. Then first break through come when the Analytical engine

was developed by famous mathematician Charls Babbage, who is known as

father of computer. His assistant Lady Augusta Ada Lovelace who wrote

programs for his computer is known as mother of programming.

Then in turn of this century, a scientist Herman Hollerith invented electrically

processing of data in a computer. It contained huge valves and had to be

cooled down after every hour to keep it functioning. But it was a break

through as it laid foundation for our latest computers. This was the only

machine in which first time storage media was used named punched cards.

After this breakthrough, technology raced. Transistors replaced huge valves

thus reducing the heat generated and size of the computers (a transistor

consisted 100s of valves to a considerable extent. It was upgraded with

integrated circuit chips containing thousands of transistors on it. Next step

was VLSI (Very Large Scale Integration) technology which contained millions

of transistors on a single chip.


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Now a days we are using PC (personal computers) having microprocessor

chips, quality and cost vary on its. These days we use Pentium III or Pentium

IV with enormous speed.

The growth of computer is so fast, that yesterdays knowledge becomesoutdated today. In this scenario the world is awaiting next generation. Could it

possibly replace the humans? We have to wait and watch.

Anatomy of Computer

Hardware - Physical component or tangible part of the computer is

known as hardware. E.g. Your TV, Antenna and Remote Controller

are treated as hardware.

Software -Functioning or working process of computer comes under

software. E.g. Network Programme, News etc.

Liveware -To make the computer functioning, a human being is required for

operating and making programs. This comes under liveware

category.

C O M P U T E R

H A R D W A R E SOFT W A RE LIV EW A R E


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Architecture of Computer

INPUT OUTPUT

CU

ALU

MU

CPU - Central Processing Unit

CU - Control Unit

ALU - Arithmetic & Logic Unit

MU - Memory Unit

Data inserted through input unit directly goes to CU, which controls during

process on all over the units. If any arithmetical or logical calculation is

required then it goes to ALU and proceed to MU to give output or to store into

storage device.Types of Computers

Classification of computer is categorised into 2 groups -

1. Purpose wise

2. Size wise

Purpose wise Classification

1. Digital Computer - These types of computer directly counts and calculates

digits. e.g. Electronic Calculator, Electronic Watch etc.

2. Analog Computer -These types of computers measures physical values

and unit fall along with it. e.g. Thermometer,

Milometer etc.

3. Hybrid Computer - Comprehensive feature of digital and analog computer

combined together forms it. e.g. ECG machine,

Electronic Thermometer etc.


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Size wise Classification

1. Mainframe Computers - As term mainframe, it is huge in size and has

enormous processing capabilities with greater storage

media that is magnetic taps. Mostly used for on-linedata processing. e.g. IBM mainframe.

2. Mini Computers - As term mini, it is smaller than mainframe and

capabilities also lesser than mainframe but higher than

PCs. Mostly used for multi-user environment. e.g. Sun

Supermini, Supermax mini computer.

3. Super Computer - Used for special purposes, when lengthy or complex

scientific calculation is needed. It is multiprocessor

based non von neumenn architecture computer. e.g.

CRAX-XMP installed at Delhi Doordarshan for weather

forecasting. First Indian super computer PARAM was

invented by CDAC (Centre for Development of

Advanced Computing), Pune.

4. Micro Computer - Microprocessors are used in PCs, so it comes under

micro computer category. Small in size von

architecture based computer. e.g. Personal Computer

(PC). According to processing capability it is divided

into following categories -

PC

PC-XT (Extended Technology)

PC-AT (Advanced Technology)

PC-AT 80286

PC-AT 80386

PC-AT 80486

PC-AT Pentium I

PC-AT Pentium II

PC-AT Pentium III

PC-AT Pentium IV


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Memory Concepts

Computers memory is classified into 2 categories -

1. Internal Memory

2. External Memory

Primary Memory

Also known as Internal or Main memory and it is same as brain is of human

being.

RAM - Random Access Memory is volatile memory used to store data

temporarily but it is main memory of computer, switching off the

computer will cause to lose of data from memory.

ROM -Read Only Memory is non volatile memory provided by manufacturers.

From it memory can be read but cant be written into it. Now a days we

use PROM (Programmable Read Only Memory) in which program can be

done but prewritten things cant be erased. One more ROM named

EPROM (Erasable Programmable Read Only Memory) are also used in

which read, write and erase of program can be done.

Secondary Memory

Information are stored in secondary storage or auxiliary storage for further

reference, and as per requirement data can be read, written and erased from

it. These devices are used as backup devices and are used to store software

and utilities to work. Generally we use 2 types of storage media

1. Magnetic Tap - Is known as sequential (serial) access storage device

like audio or video cassettes. Data is stored sequentially in it

and reading process also done sequentially. It is slow

storage media but large volume of storage capacity and

lower price makes it ideal for backup of data.

2. Magnetic Disk - Is very popular and frequently used media for backing

up data and storing application software, known as direct

access storage device, consisting of 2 types -

1. Hard Disk

2. Floppy Disk


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Hard Disk - Fixed storage media to store data and application software

which are used frequently this can not be transported frequently.

Because of high storage capacity, high operational speed and

security this is considered as ideal for large operations. Hard disk

comes in various capacities from 20 MB to 80 GB.

Floppy Disk - These are the most widely used storage media for backup. It

is popular because of its transportability and privacy, it provides.

Floppies comes in different storage capacities as follows -

360 KB 5 Double Sided Double Density

1.2 MB 5 Double Sided High Density

720 KB 3 Double Sided Double Density

1.44 MB 3 Double Sided High Density

HARD DISK

Platters

Heads

Century CementLabel

Write Protect

Notch

H ub

Index Hole

Disk

Read / Write

Area

Protector Jacket

Floppy Disk (Size 5 )


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These are to cater to the need of varied requirements. The major

demerits in using floppy disks are its relatively low storage

capacity and the low speed of operation.

Data MeasurementData take place in computer in binary digits (0s & 1s) only. Stored data in

memory or storage media is measured in following units -

1 BIT = 0 or 1

1 NIBBLE = 4 Bits

1 BYTE = 2 Nibbles / 8 Bits / 1 Character

1 KILO BYTE = (2)10 Bytes / 1024 Bytes

1 MEGA BYTE = (2)10 KB (Kilo Bytes) / 1024 KB

1 GIGA BYTE = (2)10 MB (Mega Bytes) / 1024 MB

1 TERA BYTE = (2)10 GB (Giga Bytes) / 1024 GB

1 PETA BYTE = (2)10 TB (Tera Bytes) / 1024 TB

1 EXA BYTE = (2)10 PB (Peta Bytes) / 1024 PB

1 ZETTA BYTE = (2)10 EB (Exa Bytes) / 1024 EB

1 YOTTA BYTE = (2)10 ZB (Zetta Bytes) / 1024 ZB

5. Central Processing Unit

This is heart of the computer. All arithmetical and logical processes are done

here. Mostly used CPUs of micro computers are Intel 8088 / 80286 / 80386 /

80486 / 80586 / Pentium I / Pentium II / Pentium III / Pentium IV etc. The

capability of CPU is represented by number of instructions it can execute out

in one second; it is usually measured in millions. CPU is the basic component

of the computer is connected with other components through electrical wires.

Devices which are connected with CPU are called peripherals.

Input Devices

1. Keyboard - Similar as typewriter machine with alpha and numeric keys,

with some special keys for particular functions. This is commonly

used input device.


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2. Mouse -Pointing device for fast operation in computer software. Mostly

used in GUI based software like MS-Windows and Apple Mac etc.

Drawing and sketches are easy to make using this device.

3. Scanner -This device is used to scan pre developed photographs, pictures

and make it computer readable file format for further processing.Output Devices

Output is taken using two medias, first one is called Soft Output, where output

is taken on monitor. Second one is called Hard Output, where output is taken

on paper through printers.

1. VDU (Visual Display Unit)

Also called monitor. Depending upon the requirement we use monochrome or

colour monitors. Display of monitor is controlled by DCC (Display Controller

Card) fixed in CPU. Quality of display depend upon the type of monitor and its

display controller card. Commonly used DCC names are given below -

MGA - Monochrome Graphics Adapter

CGA - Colour Graphics Adapter

HGA - Hercules Graphics Adapter

EGA - Enhanced Graphics Adapter

VGA - Video Graphics Array

SVGA - Super Video Graphics Array

PGA - Professional Graphics Array

APGA - Advanced Professional Graphics Array

MPEGA - Moving Picture Enhanced Graphics Adapter

2. Printers

Printers are divided into two categories -

A. Impact Printer - Which prints through hammer strike onto paper before

ribbon. These are noisy printers. Following printers

comes under this category -

a. Daisy Wheel (Electronic Typewriter)

b. Dot Matrix

c. Drum Printers

d. Line Printers


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B. Non-Impact Printer - These printers are silent printers, based on

inkjet or laser technology. Such as -

a. Ink Jet Printers

b. Laser Jet Printers

c. Photo Copier Machine.

CPU (Central Processing Unit)

These may be called as brain of a system. All the computation and logical task

is begun performed in the CPU itself on the behalf of user request. It has got

some internal part like Hard Disk (Main Storage Device), Processor, Data bus,

Memory (RAM and ROM), FAN, Sound Card, Display Card, Network Card etc.

and some external part which is the interface to these internal part are Power

Switch, Floppy Drive Switch, CD Drive Switch.

Following screen will display all the external features of a CPU.

This screen display the Power button of CPU. By pressing this button we can

switch on our system.


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This screen shows the button which is meant for making CD drive operative.

This screen shows the button which is meant for operation of Floppy drive.

Apart from these switches in the front there are some USB(Universal Serial

Bus) port meant for connecting external devices like Pen Drive, Projector,

Cameras and Printers in the front cabinet of the CPU. This screen shows those

USB connection port.

USB Port


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This screen shows the switches and ports available at the back of the cabinetof CPU. There are port for connecting CPU to Printer (Serial Port Printer, eg.Dotmatrix Priter), Monitor, Mouse, Sound Box, Network Card and off coursepower code point. The size of these port appropriately meant for each deviceand its not possible to make any error while connecting these device as it will

get fit into other device port.

Power Port

Mouse Port Sound box Port Printer port Keyboard Port Monitor Port

Network Port Sound box Port

Monitor Monitor are of two type , first is General CRT (Cathode Ray Tube) Colour

Monitor and Other is LCD( Liquid Crystal Display ) Monitor. The quality of the

resolution of picture in LCD monitor is far better than CRT monitor.

This screen display a CRT Colour monitor having following switches. We need

to press the power button in monitor to make it online and there is other

small button is there to adjust its display .


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Adjustment Button Power Button

Mouse Nowadays all the software are graphical based and for easy operation all

operating system is provided the facility so that by double clicking at the

icons, we will be able to run any program. To click at any program we have

mouse. By sliding mouse over any suitable platform we are able to move a

pointer to any location in monitor. And to click run a program we need to

bring the pointer to the icon or program point and then click left trigger in the

mouse to run that program. To see the properties of any particular selected

thing we can right click at mouse after first locating that thing and then

pressing once only at that item.

Left Button

Scroll Button

Right Button


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Keyboard We have keyboard as an interface to send some command to CPU to execute

a program or to write anything for us in word processing tools or to make

program. Common feature of a keyboard are as defined below.

There are numeric and alphabetic key in keyboard which is meant for typing

these particular characters . Other keyboard function details are as follows :-

Esc :- To escape from any program.

F1 :- To Help the User

F2 :- To see screen layout of current programe.

F3 :- Find or Search any word or File

F4 :- To know the properties of current selected item.

F5 :- To Refresh the System

F12 :- To Save any Document

Tab :- To create paragraph a fixed size in Document

Caps Lock :- To enable capital letter writing .

Shift :- By pressing shift key we can type upper sign defined in

Key.

Ctrl :- If we have any problem in system then we can press

Ctrl+Alt+Del together to switch the system.

To copy any item we can select and the by pressing

CTRL+C we can copy that item and by pressing

CTRL+V we can paste that item.

Left Key :- To move to left.

UP Key :- To move to up .

Right Key :- To move to right.

Down Key :- To move to down.

Num Lock :- Enable o/s to right something.

Print Scrn :- To take current screen printout.

Page Up :- To go page up in any documents.

Delete :- To delete selected items.

End :- To got to end of a line

Page Down :- To go page down in a documents.

Space Bar :- To move to right without typing anything.


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Printer Generally we are using 3 kind of printers in Century Cement , one is DOT

MATRIX and INK JET and LASER PRINTER . Now we will see the operation of

various printers.

DOT MATRIX PRINTER

Paper Tray Pitch Setting Key Online Key Paper Tear Key Load Paper Key

Power Switch of printer.


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INK JET PRINTER

Power Switch of Ink jet Printer Paper Tray of Ink Jet Printer

Other part of a System is software which consist of Operating System and

Application Software .

User request the task to Operating System and Operating System dictate task

and allocate resource to Application Program to complete the task.

Details of the software will be studied elaborately in the next phase .

Now we will learn some common problem identifying features which

are mention below:-

(1) Suppose we switch on the system and its start making continuous bip

sound then it suppose to be know as due problem in RAM (Read and write

memory), may be there is some loose contact or may be due to dust problem

or may be due to corruption in the slot where these Ram is being fixed.

(2) If system is not getting booted then we have to check whether there is

any problem in battery of the system. If it is found to be ok then it suppose to

consider that there is any problem in ROM(Read only memory ) of mother


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board. In this case there can be nothing done but to replace system

motherboard.

(3) If system is successfully passing the boot stage but is not able to do

anything after that mean there is error in reading hard disk then it is to beconsider that hard disk is performing.

(4) If System is reading hard disk but unable to load operating system then its

due to problem in operating system rather than problem in hardware.

(5) If system is not getting the network access then we have to check

whether light is glowing in network code point or not if it is glowing then there

is problem in software else if it is not glowing then we must consider that

there is problem in network card.

Software

Command - Instruction to the computer.

Program - Set of Commands put together to perform an operation.

Software - Set of Programs put together to perform a task.

Package - Set of individual software put together to perform various tasks.

Software

System Software Application Software

Operating

SystemUtility

Software

Single Purpose

Application S/WGeneral Purpose

Application S/W

DOS

Windows 95

Unix etc.

Compiler

Interpreter

Virus Scanner

Disk Doctor etc.

Tally

EX

Custmised S/W

etc.

Word

Excel

Powerpoint

RDBMS S/W etc.

Figure 1


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System Software

This is preliminary software for the computer. When you start and make your

computer ready for work, you require an operating system otherwise system

will not function. Memory management, data backups, disk management, data

recovery and job controls are done by the system software.Application Software

This is end user software. User directly interacts with application software to

perform their tasks. When any special application is performed by the

software, it comes in single purpose application software i.e. Financial

Accounting, Inventory control and Payroll etc. The software which is used by

every type of users and perform general tasks such as letter writing, making

analysis table, keeping records in an organised way, comes under general

purpose application software.

Programming Languages

These are development tools to develop software.

1. Machine Language -

Only 0s and 1s are used in programming, to put any instruction it has to be

converted into machine readable format. This is first generation language.

2. Assembly language -

Very similar to machine language, only difference is mnemonic codes, which

are used in this language. Mnemonic codes are prewritten codes for specific

operation. It is directly not interpretable by computer, to make it machine

readable format, it has to be assembled through assembler. This language

comes under second generation.

3. High Level language -

Very near to english language, because commands are of these languages are

in plain english language, so programmer can easily and efficiently write and

understand the programming sequences. These are categorised under third

generation language. E.g. BASIC, COBOL, Pascal, FORTRAN, C etc.

4. 4GLs -


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Fourth generation languages are the language where no good programming

skills are required. Through placing plane and simple english type of

commands, lot of processes can be done, so no need to write large programs

for performing a great job. RDBMS engines comes under this category like

Oracle, Sybase, MS-SQL, Informix and Paradox etc.

Language Translators

Writing program using any language must be converted into machine readable

format, then only it works.

1. Interpreter -

It converts high level language instructions into machine readable format in a

sequence. In case of any error in any line of program it halts there. It wont

generate any object code for machine. E.g. Basic language interpreter.

2. Compiler -

Same as interpreter but it converts high language instructions into machine

readable format at once and generates an object code. Execution is faster

than interpreter. E.g. COBOL, C, Pascal compilers.


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- 5 -

VIRUS

Abbreviation of virus is Vital Information Resources under Seas. Computer

virus is similar to biological virus. Biological virus replicates automatically and

parasites and distress cells of human body. Computer virus also replicates and

parasites and distress our precious data. Virus is nothing but a hidden

program which executes automatically as you start functioning any software in

your computer.

How do you find that your computer is virus infected ?

1. Machine gets slow in processing2. Some junk characters or any unwanted instructions coming frequently.

3. Software is not functioning properly.

4. Any unwilling obstructions come while working with computer.

5. If data gets corrupted or distorted.

6. Not showing proper memory space.

As well as you find any of the above or any other virus symptoms occurring,

immediately arrange to cure the machines data through latest virus scanner

disk, because new versions of viruses comes frequently.

How to cure virus infected machines -

1. Boot machine through fresh and virus cleaned bootable floppy disk.

2. Scan and clean viruses through original and latest virus scanner.

How to prevent virus insertions -

1. Always use original and licensed version of software.

2. Do not use pirated software from any illegal source.

3. Dont insert or use any virus infected floppy disks.

4. Always check for viruses before using any floppies in your machine.

5. Dont remove write protect notch from your clean bootable and virus

scanner floppy.


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- 6 -

DOs and DONTs in Computers and Peripherals

1. Computer should be kept out of direct sunlight.

2. Keep the computers and peripherals out of vibrating environment.

3. Computer system should be kept 6 inches away from the wall side.

4. Computer and peripherals should be kept atleast 3 feets away from CVTs

or Stabilisers.

5. Try to avoid as much dust and hot environment as possible.

6. Input AC voltage should be 230 volts 5%.

7. Computers or peripherals should not be connected directly on electric

power supply board, it should be through CVT /UPS.8. Please see to it that computers are attached to separate in-coming AC

environment. This incoming AC lines should not be attached to any air

conditioner, lift or any other heavy machinery/equipment.

9. As far as possible, do not use multiple plugs extension to avoid loose

connections and over heating of electrical outlet points.

10.Maintain proper air circulation in computer room.

11.Never plug in or out any cables during power on condition.

12.Dont switch off computer while it is functioning with any software,

otherwise data and software may corrupt, shutdown it properly then switch

off.

13.Do not disturb the CMOS set up.

14.Do not close the floppy drive door lever without inserting a floppy, this

may damage drive.

15.To prevent accidental erase of your floppy contents always insert the

floppy after you switch on the computer power and remove it before switch

off the power.

16.Do not throw your usable floppies into the drawer, please keep it into a

box, specifically provided for the purpose.

17.Please check all your floppies for virus before using it.

18.Always keep two sets of backup.


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19.Do not use paper feed knob while printer is on.

20.Do not roll the ribbon cartridge knob while printer is on

21.Never try to initialise the head position with hands.

22.Do not install unlicensed software in your computers.

23.Do not use outside Floppies / Hard Disks / CD ROM / Zip Disks / MagneticTapes or any other storage media.

24.Please follow the instruction properly before using computer and software.

25.Keep your computer room immaculately clean to work in healthy

environment.


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- 7 -

Operating System

Without operating system you can not think to switch on your computer. It is

preliminary interface between user and computer. Earlier text based operating

systems were used, today is GUI (Graphical User Interface) age, so we use

GUI based operating system such as Apple Mac, Linux and Windows XP etc.

These are the main works which are taken care by an operating system -

1. File Management

2.Disk Management

3.Memory Management

4. Job Controls

Internally file retrieval, updation, writing into disk and its log is controlled by

an operating system, simultaneously it updates FAT (File Allocation Unit)

where addresses of all files are stored, through which files can be accessed.

An operating system manages disk cache and fragments and manipulates

memory space whenever any application functions. In case of multitasking

and multiprogramming system it maintains individual job sessions and its

control.

Booting Process

Booting means getting ready for the work, while booting it checks computer

components entirely.

POST

BIOS

IO.SYS

MSDOS.SYS

CONFIG.SYS

COMMAND.COM

AUTOEXEC.BAT

Figure 2


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When you switch on computer, very beginning it checks its internal

components for correct functioning which is called POST (Power On Self Test),

then it checks the functionality or connection of basic input and output devices

with CPU which is called BIOS (Basic Input Output System). After that it

control goes to operating system and communication program to interact withinput and output system is loaded, which is IO.SYS file in Windows XP and

MSDOS.SYS file which is called boot strap program is loaded. While booting it

configures the computer through CONFIG.SYS file which can be created by

user also as per requirement. Then COMMAND.COM file which is called

command processor takes place in computers memory for command

interpretation. And as per wish of user pre created AUTOEXEC.BAT is executed

where all necessary command are written as per need. Now computer is ready

for response.

File Name Concepts

Whatever data contents are there, should be kept into a container for further

use, which is called file and to distinguish it, name should be given, called file

name. As per nature of file the file name is consisted into two parts -

1. Primary File Name

2. Secondary File Name

E.g.

In MS-DOS mode Primary File Name should not have more than 8 characters,

but atleast 1 character, in case of Secondary File Name (Extension) it should

not have more than 3 characters. File names can not contain any blank spaces

or any other special characters such as +, -, *, /, [, ], {, }, |, \, @, #, %, ^,

&, = etc.

PURCHASE . DOC

Primary File Name Secondary File Name (Extension)

Figure 3


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In Windows XP file name can be given upto 255 characters, blank spaces and

other special characters are possible here.

Sub Directory (Folder) Concepts

It is a container of different group of files. You generally store Sales relatedfiles in Sales folder, Purchase related files in Purchase folder and so on. There

is a main directory named root directory made by system, which contains all

these sub directories.

GUI (Graphical User Interface)

Graphical User Interface is an interface where there is no need of typing

commands and reading instruction often. Through iconic or pictorial elements

instructions can be understood and command can be given through mouse

pointer. As per requirement graphical and drawing work can also be done

using this interface. For better presentation and multimedia aids GUI is

essential. Now a days we use GUI based operating systems such as Apple

Mac, Linux and Windows XP etc.

Windows XP

Windows XP is multitasking and multiprocessing operating system. Various

tasks can be processed simultaneously. It can be made a client of Windows NT

networking operating system. So many utility software come with Windows XP

C:\ (Century)

Sales

Purchase

Finance

Civil

Directory Tree

Root D irectory

Sub Directories

Figure 4


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for certain purposes such as Note Pad, Word Pad, Paint, Calendar, Calculator

etc.

Startup and Shutdown Procedure

If Windows XP is already installed into computer, then by switching on thecomputer Windows XP automatically loads into memory, after few seconds

screen will display as shown in Figure10. Windows XP operating system having

so many great features, but at the same time being

delicate also, machine should not be switched off directly when Windows XP is

loaded into memory, otherwise system may be crashed. So system should be

properly shutdown then switched off. One arrow pointer symbol is displayed

on the screen which is called mouse pointer, through which any object or

option on the screen is selected. Windows XP is event driven operating

system, according to function and process mouse pointer, screen layout and

other options changes. There are generally three buttons on mouse, mostly

left and right buttons of mouse are used. Left button for option selection or

activation and right button for shortcut menu or options.


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To shutdown the system click the mouse pointer on Start button of Windows

XP, which is called gateway button of Windows XP. Then start menu appear on

the screen like given picture below after next paragraph.

Select shutdown option through mouse and click left button then again yousee the following screen, select First option of radio buttons and click on Yes

button. The Windows XP will get shutdown after a movement. Now you can

switch off the machine.


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Terminologies of GUI

Icon - A tiny pictorial element option for certain process.

Status Bar - Mostly appear at the bottom of the screen with start button

and displays the status of programs executed or opened currently.

Desk Top - Preliminary screen of Windows XP or the folder where basicWindows XP elements are stored.

OLE - Object Linking & Embedding is a utility through which

objects of an application can be linked or embedded into another

application.

Clipboard - A utility program which holds the recent operated object

from any of the application. This is the only object container

through cut and paste of objects possible.

Tool Buttons - Miniature iconic buttons for fast manipulation of document

items of any application.

Check Box - Multi selection options, rectangular box with cross

symbol.

Radio Button - Circular button for single option selection.

Push Button - rectangular embossed button for final selection at

completion of work.

Popup - Option list for selection by clicking mouse button on popup window.

List Items - Same as popup but options are listed below of list item

window and accepts user typed option also.

Spinner - For selection of natural numbers from a series, user also can

type the number as required. Numbers can be increased and

decreased by operating up and down triangular buttons on it.

Dialogue Box - Container of various option for specific operation in child

window. E.g. Font Dialogue box.

Application Window - Main window of any application program opened

currently, which contains menu options and tool buttons.


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Document Window - Work area or window containing user file. It is inside

the application window.

Minimise Button - First button of 3 buttons in extreme top right corner of

window used to shrink down the window and put the signature on

status bar.Maximise Button - Second button as rectangular box of extreme top right

corner on window used to expand window throughout the screen

from minimised window or from restored window.

Restore Button - When window is already in expand mode then second

button of extreme top right corner of window will change into two

overlapped rectangular box, which is used to restore window in its

previous or original size.

Close Button - Last button as cross symbol in top right corner buttons, is

used to close the window.

Accessing an Application and Closing Up

As we know that operating system is an interface between user and computer,

hence any of the application is opened or executed from an operating system

only. If you wish to work in DOS based or text based application such as

Word-Star, Lotus 1-2-3, FoxPro etc. First you come out to DOS prompt by

clicking DOS Prompt option from program menu or icon and give appropriate

command to execute it.

If you wish to work on any of the windows based applications such as MS-

Word, MS-Excel, MS-PowerPoint or any other windows based application. If

icon is available on desktop of Windows-XP , select appropriate icon and

double click left mouse button, remember there should not be long time

distance between double clicks. If icon is not available then trace it from

Program menu. Select Start button from the status bar and get Start Menu,

select Program option,, here names of folders and applications are listed.

Select appropriate application and click left mouse button, application will get

open.


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Let us see how to run an application named MS-Word -

1. Click on Start button and get Start menu.

2. Select Program option, then automatically program menu appears.

3. Select MS-Word option from it and click left mouse button and get

application opened.4.Write a letter as you wish and save it through clicking left mouse button on

Save tool button.

5.File Save dialogue box appears, type appropriate file name at appropriate

place and click on OK button. File is saved in given name.

6. If you wish to close this application click on close button (cross symbol),

which is given in extreme top right corner of the application window.

File Manipulation with Windows ExplorerWindows Explorer is a user friendly application for file management. Using

File option of it, new folder (sub directory) can be created, changed, renamed,

moved and deleted, same can be done for files also. Shortcut icons for

applications can also be created. Different views of file and folder names can

be seen using View option of Windows Explorer as in following figure.


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Paint : Using This bitmap pictures are drawn and pre created pictures can be

altered.


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Word Pad : In case of non-availability of other word processing

application, Windows XP provides its own word processor for

typing manuscripts and other details in proper page format, which

is not possible in Note pad

Calendar : Regular or prescribed assignment details are managedaccording to date and time and can be accessed.

Calculator : As per requirement calculation of digits are done. General

and scientific calculator available in it.

DOS Commands

DOS commands are also used in Windows XP but in DOS Prompt mode , few

useful commands are given below -

Command : DIR

Function : Lists either all the files / sub directory in the directory those for

specific files.

Syntax : DIR /P /W

Command : COPY

Function : Copies one or more files to the specified destination.

Syntax : COPY

Command : REN

Function : Changes the name of the specified files.

Syntax : REN

Command : DEL

Function : Erases specified file.

Syntax : DEL

Alert : To be used at most care.

Command : MD

Function : Creates sub-directory on the disk.

Syntax : MD \

Command : CD

Function : Changes the current directory to the desired directory.

Syntax : CD \


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Command : RD

Function : Removes specified directory but directory must be empty.

Syntax : RD \

Command : CLS

Function : Clears the screen.Syntax : CLS

Command : DATE

Function : Displays system date and asks for new date.

Syntax : DATE

Command : TIME

Function : Displays system time and asks for current time.

Syntax : TIME


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- 8 -

Networking Concept

Interconnectivity of computers and its resources is called networking. There

are so many advantages behind computer networking -

1. Remote data accessing.

2. Resource sharing.

3. Easy data migration.

4. Time and cost saving in information exchange.

There are three types of network -

1. LAN - Local Area Network

2. MAN - Metropolitan Area Network

3. WAN - Wide Area Network.

LAN : Network connecting computers of an organisation in a limited area or in

a premise within near about 10 KMs. Area. E.g. Century Cements

Computer Network, Maihar Cements Network, Manikgarh Cement

Networks.

MAN :Network connecting components around a town or city wider than LAN.

E.g. Cable TV network.

WAN :Network connecting components around a country or world wide, comes

in this category. E.g. Internet.

LAN Topologies

The architectural layout is called LAN topology; following types of LAN

topologies are there

1. Bus Topology

In this topology all computers are connected in serial, hence there is a start

node and there is a end node, hence both ends there must me terminator,

here if one node is fail then entire network will be failed.


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2. Ring Topology

Its forms a ring while connecting nodes, hence there is no start and no end.

3. Star Topology

In star topology, there is a central controller and all nodes are connected with

it, the biggest advantage of this is, if any node stocked then rest network will

be ready to use.


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4. Tree Topology

Its basically combination of star topology, when there are many central

controller of different star topology, which are connected with each other

forms tree. Eg. Our Century, Maihar and Manikgarh LAN is based on tree

topology only.

4. Mesh Topology

When all nodes are connected with each other forms mesh topology, the best

example is our telephone network.


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- 9 -

WORD PROCESSOR (Microsoft Word)

The software which is used to perform text processing, writing letters,

manuscripts etc. comes under Word Processors.

Basically the Word Processor does same things what typewriter does, only

difference is, it does all things electronically, further editing and printing is

easy.

Microsoft Word is GUI based word processor and used in Windows

environment only. page set up, page layout, editing, text merging and

embedding is quite easy. Drawing objects like pictures, diagrams, lines, circles

etc. can also be drought easily with letters.

Following are the main features of Microsoft Word -

WYSIWYG (What You Is What You Get)

Find and replace of words.

Linking and embedding of text, pictures and other files.

Auto correction of misspelled words.

Table handling using grids.

Macro writing for special functions and texts.

Mail merge facility.

Spelling check using any Standard English languages such as UK, US,

Italian etc.

Drawing object handling with letters. User friendly sensitive help facility.


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Invoking Process of Microsoft Word

Click left mouse button on Start button and get start menu, select

Program option and get application list, select Microsoft Word option and

click it to get it opened.

Selection of Printer

First you decide the printer name (printer media) using which you are going to

take print out, because page size, alignments and character objects formation

are different in various print media, suppose you have set up dot matrix

printer and done the text alignment according to it, and you wish to get print

out in ink jet printer, it will not come in proper manner, you have to realign it

according to new printer. So before typing texts, you should define the printer

name or media which you are going to use.


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Page Set Up

Select Page Set Up option from File menu and get page set up dialogue

box. First set the paper size in which output will be taken. For dot matrix

printer and continuous stationary, we use generally Fanfold 8.5 * 12 and

for ink jet printer we use A4 size paper to get printout. According torequirement set top, bottom, left and right margins, if header / footer is given

set header and footer margins as per need.

Editing Document

When you move mouse pointer around document area, pointer changes into I-

beamshape which indicates only text editing is possible. Start typing from

insertion point (cursor | ), when one line is over, text automatically flows into

next line, which is called word wrapping. Line length is set according to paper

size and left / right margin you have used earlier. Pressing Enter key indicates

the end of paragraph. Left and right margin can be set temporarily using left

and right indent tabs locating on the left and right corner of ruler line. Left

triangle symbol is used for paragraph indent (hanging indent). Drawing

objects such as lines, rectangle, circles and other pictures and shapes can also

be embedded into document, but in Layout View only which can be selected

from View menu. There are two main views of a document

1. Normal view : Drawing objects cannot be used, only text editing is

possible.

2. Page Layout View : Text as well as drawing editing possible.


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Text Selection

Selecting text is essential, if you want to perform any operation on it, such as

changing fonts, size, alignments, cut, copy etc. Put insertion point before the

text, which you want to select and hold on the shift key and press right arrow

keys or other arrow keys to select direction. Up or down arrow keys for line

wise selection. Through mouse also text can be selected, put I-beam pointer

before text, which you want to select and hold on left mouse button and drag

according to select direction, releasing shift key or left mouse button will be

end of selection.

Cut, Copy & Paste

Some times you wish to erase selected text. So select the text which you

want to delete and click on Cut tool button took like scissors or select cut

option from Edit menu from menu bar. If you want to move this text than

put insertion point to desired location and click on Paste tool button or


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Paste option from Edit menu. Now you see the text which was cut,

appearing in the desired location, some times you need to copy particular text

from one location to another location, above same process will be performed

but in place of Cut option Copy to be selected.

When you cut or copy text or any drawing object, Immediately takes place in

Clipboard Viewer which is already elaborated in Windows XP session. The text

which is there in Clipboard can be embedded in any of the application file or

in same file as per need.

Bullets & Auto Numbering

Which you need to emphasis the lines with bullets or put serial numbers

before each paragraph or line, bullets and numbering facility is available. First

select the paragraph or lines and click on Bullets or Auto Numbering

button, or select Bullets and Numbering option from Format menu and

select appropriate bullet or numbering style. Now entire selected text come

with bullets or numbers.

Changing fonts

Alphabets and numerals can be written in various styles known as font. If

available you can use Hindi, Tamil, Telugu, Urdu and any other fonts also. Few

fonts generally available with MS-Word such as Times New Roman, Algerian,

Script, Arial and San Sarif etc.

If you wish to change fonts of text, select the text and click on font popup

from format tool bar and select font name as you desire then click on font size

popup to change the size and width of letters. As per requirement make it

bold, italic or underlined, through selecting appropriate tool buttons. Same

operation can be performed through selecting Font option of Format menu.

Some more features are also there in Format - Font menu option like

changing underline styles, changing character styles such as superscripts (e.g.

10th), subscripts (e.g. H2SO4). Even text colours can also be changed.


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Paragraph Alignment

By default paragraphs are left aligned. There are 4 types of paragraph

alignments -

Left

Center

Right

Justified

Left Alignment : Aligns text from left margin.

Center Alignment : Aligns text in centre of the line.

Right Alignment : Align text from right margin.

Justified Alignment : Aligns text from both left and right margins.

To align the text, text has to be selected first and select appropriate alignment

button from format tool bar and click the left mouse button, then entire

selected text will be aligned according to button selected. Same can be done

through Paragraph option of Format menu, here you can specify line

spacing and paragraph spacing also.


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Spell Check

Before checking spelling of text, you should assure the language in which

spelling should be checked because spelling of a word can be different in

various english languages such as UK english, US english, Australian english

etc. So you select the appropriate language from Language option of Tools

menu in which spelling would be checked. Then put the insertion point at the

place from where spelling will be checked and select Spelling option from

Tools menu and get the right suggestions of misspelled texts, as per your

wish select the appropriate option or ignore it.


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Table Handling

Some times as per requirement you wish to split the text into rows and

columns, this time table feature is used and works are done accordingly.

Choose Insert Table option from Table menu and specify number of rows

and columns required then a blank table will be inserted with dotted gridlineswhich will not be printed while printing. This gridlines can be hidden through

removing check mark (a) from Gridlines option of Table menu. Mouse

pointer or tab key is used to move from one cell to another cell in table. Rows,

columns or cells can be removed or added as per requirements through the

option of Table menu.

Border & Shading

Select the columns and rows of the table and choose Border & Shading

option from Format menu and select the type of border , border line, width

and shading style from Border and Shading dialogue box and click on Ok

button and get border around table.

Mail Merge

Mail merge is the great feature of Microsoft Word using it different addresses

can be merged with a main document file. If you wish to send invitation to

your hundreds of friends, names and addresses of friends are different and

invitation matter is same for all. In this case no need to make hundreds of

files for individual friends. Create two files, one of matter and another of

addresses. And use the mail merge feature -


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1. Create one document file using table feature to put addresses of your

friends and save it giving appropriate file name.

2. Create another document file and type the invitation matter and save it.

3. Select Mail Merge option from Tools menu and get a mail merge

dialogue box.4. Select first option Main Document and click on Create button then

select Form Letter from popup list, and specify name of the document

file, which you treat as matter file.

5. Select second option Data Source and click on Get Data button and

select Open Data Source. If address file is already created, otherwise you

can select Create Data Source option. After selecting Open Data

Source, specify the name of file which is already created as address file in

tabular format.

6. Come out to main matter document file from mail merge dialogue box.

7. Now you will see few more tool buttons appeared on the tool buttons

palette, which are mail merge tool buttons.

8. Put insertion point (cursor) in appropriate location of document and click on

Insert Merge Fields tool buttons and select desired fields and place in

certain location of the main document.

9. If you wish to have a look of document with merged data click on View

Merged Data () button and through record number buttons see

the different addresses with main document file.

1. Then as per requirement click on Mail Merge button and select either

option Merge to New Document or Merge to printer.

Name Address1 Adrress2 City

P. Sankar 24,

Kormangala

Venkatapura Bangalore

S.N. Mahajan 12/4, Sadar

Bazar

Dharampeth Nagpur

Santosh

Verma

71/4 (East) Nehru Nagar Bhilai


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Printing

Select Print option from File menu and specify the printer name through

which you wish to print the document, page numbers can also be selected for

specific page printing and click on Ok button to start printing the file.


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- 10 -

SPREADSHEET (Microsoft Excel)

What is Spreadsheet

Any grid or array of numbers and/or text in rows and columns is called a

spreadsheet. This array or grid is a place to write down numbers and calculate

them easily.

Advantages of an electronic Spreadsheet

1. Large spreadsheets can be stored in a single file.

2. Entering data is faster and easier.

3. Making changes is simpler.

4. Retrieving meaningful information is easy.

5. Calculations on the electronic spreadsheet are almost error free.

6. Automatic calculation.

Features of an Electronic Spreadsheet

1. Worksheet - Work area of spreadsheet program.

2. Graph - According to data, various types of graph can be plotted.

3. Database - Records manipulation is easy.

Starting Microsoft Excel

We first have start Windows and then invoke Microsoft Excel. In order to do

so, carry out the following steps -

1. Click on the Start button.

2. Choose the option Program3. Choose the option Microsoft Office

4. Click on the option Microsoft Excel


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Cell Width & Height Adjustment

Some times the contents goes beyond the cell, that time we need to adjust

width and height of cells.

To change Width/Height of Cells1. Select the cells of which width would be adjusted.

2. Select Columns or Rows option from Format menu.

3. Select Width or Height option and put the desired length/height of cells

in number.

Then you see Cell Width/Height will increase or decrease according to number

you have give.

Auto Fit Selection

Some times we wish to adjust the string in a cell according to its length, font

and size. Select the cells which you wish to adjust and select Cell option of

Format menu and choose Column option and click on Auto Fit Selection

option. You will see the entire text will be adjusted in a cell.

Fill Handler

If a series of numbers, weekdays or months names require to list on sheet, no

need to type it all, Fill Handler feature is used for it.

1. Type first two consecutive numbers in a series in any of two cells across or

in vertical manner.

2. Click on small rectangle of selected pointer (Fill Handler) and drag it

vertical or accross as you need to generate the numbers.

3. Now you see numbers are automatically generated over the sheet.

4. Same operation you can perform for weekdays and months also.


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Cell Format

Value of cell can be displayed in various format such as numbers into date,

time, currency or in decimal places etc.

Type values in cells and select it, then choose Cells option from Formatmenu, you will see a dialogue box with various tab headings such as Number,

Alignment, Font, Border etc.. As per requirement select appropriate tab and

perform the operation.

Let us take Number tab and select date option and date style as you require

and click on Ok. Selected value format will be changed. Same can be done

in Borders, fonts and Alignments tab as per need.


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Pivot Table

Pivot table is tool to prepare a meaningful report with the help of excel or any

other database, with drag and drop facility, it automatically changes when

data changes in database.

Select Data option from main menu and select Pivot Table wizard option, then

you will get following dialogue box, here you select Microsoft office Excel list

or database radio button, then click on next button. It will ask the range for

which you want to create pivot table, here you give the range.


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After this it will ask for location, where the report has to be plotted, here you

specify the location.

Here you select finish button then the screen will look like this


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Here as per requirement, you just drag and drop the fields required in column

and row manner as per below screen.

Formulae

If formulae is written using values such as (10+20+30), result will always be

60, if all these values are written in different cells such as cells A1, A2, A3 and

formulae is written =A1+A2+A3 in A4 cell, the value will be 60, if any values

are being changed in above cells the result of formula will automatically


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changed. Before typing formulae an equals to sign (=) has to put as prefix

with it.

There are three types of formulae

1. Relative Formulae - If a formula is copied into another cell and the resultgets change accordingly (relatively), is called relative

formula.

E.g. - If a formulae (=A1+A2+A3) is typed in A4 cell and

you copy the contents of A4 cell to B4, the formulae will get

copy as (=B1+B2+B3).

2. Absolute Formulae- If you copy a formulae from one cell to another and

result doesnt change accordingly, so this formula is

considered as absolute formulae. To make the formulae

absolute a dollar sign ($) has to be put as prefix with

column letter and row number such as =$A$1+$A$2+$A$3.

3. Mixed Formulae - While copying the formulae some times you wish to

change the result value relative to column or row, then

mixed formulae is used, which is combination of relative and

absolute formulae.

E.g. =$A1+$A2+$A3

In this case result of columns will be fixed and rows will be

relative.

=A$1+A$2+A$3

In this case result of rows will be fixed and columns will be

relative.

In Built Functions

Few ready made functions in Excel is elaborated here which are commonly

used.

1. =SUM(cell range)

Is used to add all the numbers given in cell range.

E.g. =SUM(A1:A5)


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It will sum the numbers from A1 to A5 cells, colon ( : ) sign denotes

range.

2. =AVERAGE(range)

It calculates average number from given range.

E.g. =AVERAGE(A1:A5)Result will be (A1+A2+A3)/3

3. =PRODUCT(range)

It returns multiplied values of given range.

E.g. =PRODUCT(A1:A3)

Result will be A1*A2*A3

4. =SQRT(exp.)

It returns square root of given expression.

E.g. =SQRT(81) Result will be 9.

5. =MOD(exp1, expt2)

It returns remainder value, if exp1 is divided by exp2.

E.g. =MOD(13,5) Result will be 3.

6. =INT(exp1)

Returns integer value of specified exp1.E.g. =INT(10.45) Result is 10.

7. =ROUND(exp1,exp2)

Returns rounded value of exp1 up to exp2 decimal place.

E.g. =ROUND(100.567,2) Result is 100.57

8. =STD(range)

Returns standard deviation of given range.

E.g. =STD(A1:A5)

9. =VAR(range)

Returns variance value of given range.

E.g. =VAR(A1:A5)

10. =SLN(cost, salvage, life)

Calculates depreciation using straight line method according to specified

parameters.

=SLN(10000,1000,10)

11. =DDB(cost, salvage, life, period)


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Calculates depreciation using double declining balance method for given

period according to cost of machine, its salvage value after estimated

life.

E.g. =DDB(10000,1000,10,3)

12. =PMT(rate, period, sales value)Calculates instalment amount, if you have purchased any commodity

under instalment scheme for specified period, if certain rate of

compound interest is charged.

E.g. =PMT(10%,12,24000)

13. =PV(rate, period, payment)

Calculates present value of an investment which you are making under

recurring scheme for certain period and specified rate of interest is

provided by investment company.

E.g. =PV(10%,12,1000)

14. =FV(rate, period, payment)

Calculates future value of an investment which you are making under

recurring scheme for certain period and specified compound rate of

interest is provided by investment company.

E.g. =FV(10%,12,1000)

15. =RATE(period, payment, pv)

Returns compound interest rate, if equal payment of specified period

and present value of investment is known.

E.g. =RATE(12,1000,10000)

Vlookup Formulae

This is used, when a database is there in excel and other details of same

database is given in different sheet with key field. Eg. Series of roll numbers

are given with marks obtained by students in English, Hindi and same roll

numbers are given in different sheet with marks obtained by student in

Mathematics, Science and you wish to create a mark-sheet with marks of all

the subjects, then here you have to user VLOOKUP as per following screen.


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Here in this dialogue box four columns are asked, first Looking value in our

case the roll number, then table array, in our case the range of roll numbers

with mathematics and science marks, then column index number, in our case

second column after roll number i.e. mathematics and thirds column for

science subject. Once the value is copied then copy the same formulae for all

cell where related marks are required as per roll number.


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Chart (Graph)

Creating chart is a great feature of Microsoft Excel. According to data various

types of chart can be plotted, such as line, bar, pie, doughnut, radar etc.

Chart creating procedure -1. Select data area for which you wish to draw chart.

2. Select Chart option from Insert menu.

3. Select On This Sheet, if you wish to plot chart in same sheet, where data

is located, otherwise select As New Sheet.

4. Then you will get data range dialogue box, where you can alter data range.

5. In second dialogue box, you have to select chart type.

6. Then chart style dialogue box will come and this will be related to previous

chart type selection dialogue box.

7. In next you will get a preview of chart, here you can select data orientation

either row type or column type.

8. In next dialogue box, chart title, X axis and Y or Z axis title and legend can

be specified.

Spell Check

Same as Microsoft Word, select the cells of which spelling has to be checked

and select Spelling option of Tools menu.

Printing

First set the page selecting Page Set Up option from File menu and set the

page size according to printer selected then select Print option of File

menu and put parameters according to print requirement.


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- 11 -

Presentation Graphics (Microsoft PowerPoint)

A presentation is actually a type of communication where you put your

thoughts, ideas and feelings across to an individual or to a group so that they

are accepted by the entire group. Presentation Graphics are application

software available to design the matter impeccably readable and attractive

format. The package allows the user to -

Design charts

Arrange the matter in a impeccably readable format

Add pictures in the charts to make them more meaningful and attractive.

Change the appearance of the alphabets on the charts and

Print these charts

The charts thus created can be printed on transparent sheets of plastic called

transparencies. These transparencies can be seen by a large groups of people

if used with an overhead projector or an OHP. The computer can be attached

to a device called a display adapter or a data show, which in turn is attached

to an OHP. This allows the charts or transparencies to be displayed to a large

group of audience without printing them, straight from the computer, such

presentations are called online presentation.

Loading PowerPoint

1. Click on the Start button (which shows a symbol of Microsoft Windows)

2. Point on Program group icon.

3. In the corresponding list, point on Microsoft Office group icon.

4. And within it click on Microsoft PowerPoint.

Then a screen appears like Figure 30.

Opening New/Blank Presentation

Click on Blank Presentation radio button, then you will get more information

on layout. From Auto Layout dialogue box select an appropriate layout

design according to requirement and click on Ok button, then you will get

slide view as Figure 31. Now you can start designing the matter.


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Fonts

Setting fonts is same as Microsoft Word/Excel. Select the text and click on

Format menu and choose Font option , then you will get Font Dialogue

Box and from there font type, style, size can be selected as per wish.

Spell Check

Select the text and opt Spelling option from Tools menu. It will check the

misspelled words and give correct suggestions.

Inserting Clipart Picture

Click on Clipart option from Insert menu and get clipart picture dialogue

box where pictures are listed in various categories, select appropriate picture

and click on Ok button. Now selected picture inserted into your slide.

Afterward the size of picture can be adjusted, dragging different corners of

picture frame.


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Views

There are 5 views of presentations -

Slide View : Where edit is done in slide.

Outline View : In this view, only text can be seen and edited, pictures and

drawing objects will not be displayed.

Slide Sorter View : You can create so many slides in a single file. All slides or

any number of slides you wish to see to align the sequence

or putting transition effects over them, are done in this

view.

Notes Pages View : Here you can write notes for oration for individual slides.

Slide Show View : Here a slide is displayed on screen as a whole with

transition effects.

Printing

Before taking print out of PowerPoint slides, first make the slide set up using

Slide Set Up option from File menu, then select Print option of File

menu and set the parameters as needed and get printout.


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- 12 -

Using Internet

Nowadays internet is one of the best and cost effective medium for corporate

or personnel communication . There are several benefits of Internet and some

of them which can be useful to our kind of industry is given below :-

(a) Internet Mail for communication :- For the communication with other

corporate bodies we can always use internet mail. This is the most effective

and efficient tools for communication.

(b) Enhance commercial and technical knowledge :- As there are lot of

knowledge base sites are there which are build for satisfying various queries

related to commercial and technical people, we can always these sites to

enhance our knowledge regarding commercial activities and get updated in

latest technology in respective areas of technical field.

(c) Inter Office Memo :- All though for sending Inter Office Memo does not

required any dial up connection but it will require internet tool like outlook

express to generate such memo. Benefit of these memo that as long as any

one log in to his system all memo send in his id will be displayed automatically

and department who has sent that memo will get confirmation as soon as

person see that memo. So it will save lot of manpower utilized in sending

these documents.

PRE-REQUISITE OF USING DIALUP CONNECTION :-

Pre-requisite of using internet facilities is to have a dedicated leased line

connection or to have a dialup connection. In Century Cement Baikunth, weare not having any dedicated leased line facility , hence we are using dialup

connection for using internet.

Before using internet first we have to finish dialup connection then only we

can go for using internet facility.


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(a) First we will learn how to make dialup connection.

First we will have to locate icon for making a dialup connection . As shown in

the menu we can locate it on desktop itself or we can located by clicking at

following path .

Startup Setting Network Connection Satyam or Any ISP Name

Location of finding dialup connection in Systems.

To make dial up connection we have click at this icon and then we have to

specify password The screen is displayed below :-

(b) After getting dialup connection then the next pre-requisite to have an

internet account in any mailing sites to make use of internet mail facility


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otherwise to enhance knowledge , there is no need to have a email account in

any mail sites available.

To create an account in any mail sites we have to follow following steps which

are given below. We are taking example of Yahoo Mail Sites.

First we have to type www.mail.yahoo.com in the internet explorer address

option and then press enter button or we can click right arrow button in the

internet explorer address option.

To open an account we have to first click at

Then next screen will appear for getting registration of a user account , we

have to fill the mandatory details marked with red star and then press I agree

button .


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After getting an user account we can log in to the yahoo mail by specifying

user name and password in the following screen


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Then next screen will appear which will be having following features such as

Inbox,Compose,Draft etc. By clicking at Inbox we can see all the mail received

in our mail box and unread mails are marked as bold letter. By clicking at

inbox we can see the mails also.

By clicking at mail we can see the mail contents.


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By clicking at reply we can reply to the mail , here we will not have to specify

mail id of the person or organization we need to sent. If we want to attach


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some file in mail then we have to press at attach file option and then following

screen will appear. There we have to specify the name and path of file

selecting it from browser. Then we have to press attach file option there in

this screen.

After files are being attached we will get confirmation as in the following

screen .


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Then we have to press continue option there to got to main screen.

Then in the main screen we have to specify send option to send that mail. Like

that we can compose a mail , in composing a mail we need to specify mail id

and subject is not mandatory , then we have to specify mail contents and we

can attach any file as specified in above section.


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To changed password in yahoo mail we have option section as specified in

below screen . we have to click at that.

Then next screen will as below. There we need to click at account information.


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Next screen will appear as below there we need to specify password again to

enter into password change screen.


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After specifying password we will move into next screen , there we need to

click at change password option .

Next screen will appear and there we will have to first specify current

password and then twice we have to specify new password then we need to

confirm it by pressing save. It will change our loging password.

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