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UNIT III - PROBLEM SOLVING AND

AUTOMATION

PROGRAM:

A computer program is a set of instructions for a computer to perform a specific task.

Programs generally fall into these categoriesapplications, utilities orservices.

A computer program in the form of a human-readable, computer programming language

is called source code. Source code may be converted into an executable code by a

compileror executed immediately with the aid of an interpreter.

PLANNING and PURPOSE OF THE COMPUTER

PROGRAM:

Software refers to a collection of instructions, called a program that directs the

computer system to perform the tasks necessary to process data into information.

Programming can be defined as the development of a program that, when directed

through a computer system, will produce the desired results

Computer programming is the process of planning a sequence of steps for a computer

to follow. In other words, programming is a problem-solving activity. Problem solving is

a crucial component of programming and requires a good deal of preplanning. Before

writing a program to solve a particular problem, it is essential to have a thorough

understanding of the problem, carefully plan approach to solving the problem, and

develop its solution. Computer programmers usually follow some common steps, calledthe program development cycle, to build a computer program.
http://cplus.about.com/od/glossar1/g/applicationdefn.htmhttp://cplus.about.com/od/glossar1/g/applicationdefn.htmhttp://cplus.about.com/od/glossar1/g/utilitydefn.htmhttp://cplus.about.com/od/glossar1/g/servicedefn.htmhttp://cplus.about.com/od/glossar1/g/servicedefn.htmhttp://en.wikipedia.org/wiki/Human-readablehttp://en.wikipedia.org/wiki/Source_codehttp://en.wikipedia.org/wiki/Executable_filehttp://en.wikipedia.org/wiki/Compilerhttp://en.wikipedia.org/wiki/Interpreter_(computing)http://cplus.about.com/od/glossar1/g/applicationdefn.htmhttp://cplus.about.com/od/glossar1/g/utilitydefn.htmhttp://cplus.about.com/od/glossar1/g/servicedefn.htmhttp://en.wikipedia.org/wiki/Human-readablehttp://en.wikipedia.org/wiki/Source_codehttp://en.wikipedia.org/wiki/Executable_filehttp://en.wikipedia.org/wiki/Compilerhttp://en.wikipedia.org/wiki/Interpreter_(computing)


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PROGRAM DEVELOPMENT CYCLE

The program development life cycle (PDLC) is a set of steps that guides computer

programmers through the development of a program. The PDLC consists of six basic

steps that enable we to use wer time efficiently and help we design error-free programs.

1. Analyze the problem. The first step is to carefully analyze the problem the

programs should solve. Analyzing the problem involves identifying the program

specifications and defining each programs input, output, and processing

components. We should also develop a list of problem variables and their

relationship, and determine the required format in which the results should bedisplayed. To define program requirements, many programmers use an IPO

(Input, Process, and Output) chart. An IPO chart, also called a defining diagram,

identifies the inputs to a program, the outputs the program will generate, and the

processing steps required to transform the inputs into the outputs. We should

review the contents of the IPO chart with the systems analyst and the users to

completely understand what the program will accomplish; that is, the program

requirements. Once the problem analysis is complete, we begin designing

programs to solve the problem.

2. Design programs. This step is to plan the solution to the problem. We find a

logical sequence of precise steps that solve the problem. Such a sequence of steps

is called an algorithm. we then verify that the algorithm solves the problem as

intended. Writing the algorithm is often the most difficult part of the problem-

solving process. In top-down design, also called divide and conquer, we first list

the major steps, or sub-problems, that need to be solved, then solve the originalproblem by solving each of its sub-problems. In other words, we first identify the

major function of a program, sometimes called the main routine. We then break

down the main routine into smaller sections, called subroutines orsubprograms.

The subroutines might be broken down further. We continue breaking down

subroutines until each one performs a single function or task. Once we have


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identified the subroutines for the program, the next step is to identify the logical

order of the tasks required to accomplish the function described in each

subroutine. There are some design tools that can help we develop a solution

algorithm. Two commonly used design tools are pseudo code and flowchart.

which are described in the next section.

3. Code programs. Coding is the technical word for writing the program. This step

is to translate the algorithm into a programming language. We must convert each

algorithm step into one or more statements in a selected programming language.

There are variety of programming languages available to create solutions to

information system requirements. A programming language is a set of words,

symbols, and codes that enables a programmer to communicate a solutionalgorithm to the computer. Each programming language has a particular syntax,

or set of grammar and rules, that specifies how to write the instructions in a

solution algorithm.

4. Test and debug programs. Once a programmer codes the solution algorithm, the

next step is to test and debug the program. Testing is the process of finding errors

in a program, and debugging is the process of correcting errors found during the

testing process. Thorough testing is very important, because once the program is

put into use, users will rely on the program and its output to support daily

activities and decisions. Thus, the goal of program testing is to ensure that the

program runs correctly and is error free. There are two types of errors: syntax

errors and logic errors. A syntax error occurs when the code violates the syntax,

or grammar, or the programming language. A logic error is a flaw in the program

design and the algorithm, which generates inaccurate results.

5. Complete the documentation. Documentation is intended to allow another

person or the programmer , to understand the program. Internal documentation

consists of statements in the program that are not executed, but point out the

purposes of various parts of the program. Documentation might also consist of a

detailed description of what the program does and how to use the program. For


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commercial programs, documentation includes an instruction manual. Other types

of documentation are the flowchart, pseudo code, and top-down chart that were

used to construct the program.

6. Maintain programs. Maintaining programs involves modifying the programs to

remove previously undetected errors, to enhance the program with different

features or functionality, or keep the program up to date as government

regulations or company policies change.

ALGORITHMS:

Any computing problem can be solved by executing a series of actions in a specific order.

A procedure for solving a problem in terms of

1. the actions to be executed, and

2. the orderin which these actions are to be executed

is called an algorithm. It can be defined in programming terms as a set of detailed,

unambiguous and ordered instructions developed to describe the processes necessary to

produce the desired output from a given input. The algorithm is written in simple English

and is not a formal document. However, to be useful, there are some principles that

should be adhered to. An algorithm must:

be precise and unambiguous;

give the correct solution in all cases; and

Eventually end.

Specifying the order in which statements are to be executed in a computer program is

calledprogram control.


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FLOW CHARTS:

The flowchart is a means of visually presenting the flow of data through an information

processing systems, the operations performed within the system and the sequence

in which they are performed. The program flowchart can be likened to the

blueprint of a building. As we know a designer draws a blueprint before starting

construction on a building. Similarly, a programmer prefers to draw a flowchart

prior to writing a computer program. As in the case of the drawing of a blueprint,

the flowchart is drawn according to defined rules and using standard flowchart

symbols prescribed by the American National Standard Institute, Inc.

A flowchart is a diagrammatic representation that illustrates the sequence of operations to

be performed to get the solution of a problem. Flowcharts are generally drawn in

the early stages of formulating computer solutions. Flowcharts facilitate

communication between programmers and business people. These flowcharts play

a vital role in the programming of a problem and are quite helpful in

understanding the logic of complicated and lengthy problems. Once the flowchart

is drawn, it becomes easy to write the program in any high level language

GUIDELINES FOR DRAWING A FLOWCHART

Flowcharts are usually drawn using some standard symbols; however, some special

symbols can also be developed when required. Some standard symbols, which are

frequently, required for flowcharting many computer programs are shown in Fig. 25.1


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Start or end of the program

Computational steps or processing function of a program

Input or output operation

Decision making and branching

Connector or joining of two parts of program

Magnetic Tape

Magnetic Disk

Off-page connector

Flow line

Annotation

Display

The following are some guidelines in flowcharting:

a. In drawing a proper flowchart, all necessary requirements should be listed out in

logical order.

b. The flowchart should be clear, neat and easy to follow. There should not be any

room for ambiguity in understanding the flowchart.


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c. The usual direction of the flow of a procedure or system is from left to right or top

to bottom.

d. Only one flow line should come out from a process symbol.

e. Only one flow line should enter a decision symbol, but two or three flow lines,

one for each possible answer, should leave the decision symbol.

f. Only one flow line is used in conjunction with terminal symbol.


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ADVANTAGES OF USING FLOWCHARTS

The benefits of flowcharts are as follows:

1. Communication: Flowcharts are better way of communicating the logic of a

system to all concerned.

2. Effective analysis: With the help of flowchart, problem can be analysed in more

effective way.

3. Proper documentation: Program flowcharts serve as a good program

documentation, which is needed for various purposes.

4. Efficient Coding: The flowcharts act as a guide or blueprint during the systemsanalysis and program development phase.

5. Proper Debugging: The flowchart helps in debugging process.

6. Efficient Program Maintenance: The maintenance of operating program becomes

easy with the help of flowchart. It helps the programmer to put efforts more

efficiently on that part

LIMITATIONS OF USING FLOWCHARTS

1. Complex logic: Sometimes, the program logic is quite complicated. In that case,

flowchart becomes complex and clumsy.

2. Alterations and Modifications: If alterations are required the flowchart may

require re-drawing completely.

3. Reproduction: As the flowchart symbols cannot be typed, reproduction of

flowchart becomes a problem.


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EXAMPLE FLOWCHARTS:

Now we shall present few examples on flowcharting for proper understanding of this

technique. This will help in student in program development process at a later stage.

Example 1

Draw a flowchart to find the sum of first 50 natural numbers.

Answer: The required flowchart is given in Fig.

Sum of first 50 natural numbers


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Example 2

Draw a flowchart to find the largest of three numbers A, B, and C.

Answer: The required flowchart is shown in Fig

Flowchart for finding out the largest of three numbers


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Example 3

Draw a flowchart for computing factorial N (N!)

Where N! = 1 2 3 N .

The required flowchart has been shown in fig

Answer:

Flowchart for computing factorial N


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PSEUDO CODE:

Pseudo code and flowcharts are popular ways of representing algorithms. Pseudo code is

an artificial and informal language that helps programmers to develop algorithms. The

pseudo code is particularly useful for developing algorithms that will be converted to

structured portions of programs. Pseudo code is similar to everyday English; it is

convenient and user-friendly although it is not an actual computer programming

language. It helps the programmer "think out" a program before attempting to write it in a

programming language. There is no standard pseudo code at present. Programmers seem

to adopt their own special techniques and sets of rules, which often resemble a particular

programming language. Carefully prepared pseudo code may be converted easily to acorresponding program.

Example 1 : To display a student grade

If student's grade is greater than or equal to 60

Print "passed"

else

Print "failed"

Example 2 : To print the class average

2. Set total to zero

Set grade counter to one

While grade counter is less than or equal to ten

Input the next grade

Add the grade into the total

Set the class average to the total divided by ten

Print the class average.


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Example 3 : To display the student result

initialize passes to zero

initialize failures to zero

initialize student to one

while student counter is less than or equal to ten

input the next exam resultif the student passed

add one to passes

else

add one to failures

add one to student counter

print the number of passes

print the number of failures

if eight or more students passed

print "raise tuition"


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APPLICATION SOFTWARE PACKAGES

Application software is a subclass ofcomputer software that employs the capabilities of

a computer directly and thoroughly to a task that the user wishes to perform. This shouldbe contrasted with system software which is involved in integrating a computer's various

capabilities, but typically does not directly apply them in the performance of tasks that

benefit the user

Typical examples ofsoftware applications are word processors, spreadsheets, and media

players.

A word processor (more formally known as document preparation system) is a

computerapplication used for the production (including composition, editing, formatting,and possibly printing) of any sort of printable material. Word processor may also refer to

an obsolete type of stand-alone office machine, popular in the 1970s and 80s, combiningthe keyboard text-entry and printing functions of an electric typewriterwith a dedicated

computer for the editing of text. Although features and design varied betweenmanufacturers and models, with new features added as technology advanced, word

processors for several years usually featured a monochrome display and the ability to

save documents on memory cards ordiskettes. Later models introduced innovations suchas spell-checking programs, increased formatting options, and dot-matrix printing. As the

more versatile combination of a personal computerand separateprinterbecame

commonplace, the word processor disappeared.

Microsoft Word is the most widely used computer word processing system;

A spreadsheet is a computer application simulates a paper worksheet. It displays

multiple cells that together make up a grid consisting of rows and columns, each cell

containing either alphanumeric text or numeric values. A spreadsheet cell may

alternatively contain a formula that defines how the contents of that cell is to becalculated from the contents of any other cell (or combination of cells) each time any cell

is updated. Spreadsheets are frequently used for financial information because of their

ability to re-calculate the entire sheet automatically after a change to a single cell is made.

Microsoft Excel is the most widely used spread sheet program.

Media player is a term typically used to describe computer software for playing backmultimedia files.. Most software media players support an array of media formats,

including both audio and video files.Microsoft Windows comes with pre-loadedWindows Media Player. The latest is Windows Media Player 11, which is bundled with

Windows Vista and available as a download for Windows XP SP2.
http://en.wikipedia.org/wiki/Computer_softwarehttp://en.wikipedia.org/wiki/System_softwarehttp://en.wikipedia.org/wiki/Word_processorhttp://en.wikipedia.org/wiki/Spreadsheethttp://en.wikipedia.org/wiki/Media_player_(application_software)http://en.wikipedia.org/wiki/Media_player_(application_software)http://en.wikipedia.org/wiki/Computerhttp://en.wikipedia.org/wiki/Application_softwarehttp://en.wikipedia.org/wiki/Electric_typewriterhttp://en.wikipedia.org/wiki/Memory_cardshttp://en.wikipedia.org/wiki/Disketteshttp://en.wikipedia.org/wiki/Personal_computerhttp://en.wikipedia.org/wiki/Computer_printerhttp://en.wikipedia.org/wiki/Microsoft_Wordhttp://en.wikipedia.org/wiki/Computer_softwarehttp://en.wikipedia.org/wiki/System_softwarehttp://en.wikipedia.org/wiki/Word_processorhttp://en.wikipedia.org/wiki/Spreadsheethttp://en.wikipedia.org/wiki/Media_player_(application_software)http://en.wikipedia.org/wiki/Media_player_(application_software)http://en.wikipedia.org/wiki/Computerhttp://en.wikipedia.org/wiki/Application_softwarehttp://en.wikipedia.org/wiki/Electric_typewriterhttp://en.wikipedia.org/wiki/Memory_cardshttp://en.wikipedia.org/wiki/Disketteshttp://en.wikipedia.org/wiki/Personal_computerhttp://en.wikipedia.org/wiki/Computer_printerhttp://en.wikipedia.org/wiki/Microsoft_Word


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OFFICE PACKAGES:

MS-WORD

INTRODUCTION

MS-WORD is a part of the bigger package called MS OFFICE, which can do much more

than word processing. In fact when we open up MS OFFICE we will find four main

components in it. They are MS-WORD (for word processing), MS EXCEL (for

spreadsheet), MS ACCESS (for database management) and MS POWERPOINT (forpresentation purposes).

Word Processor is a Software package that enables we to create, edit, print and save

documents for future retrieval and reference. Creating a document involves typing byusing a keyboard and saving it. Editing a document involves correcting the spelling

mistakes, if any, deleting or moving words sentences or paragraphs.

IMPORTANT FEATURES OF MS-WORD

Ms-Word not only supports word processing features but also DTP features. Some of the

important features of Ms-Word are listed below:

i. Using word we can create the document and edit them later, as and when

required, by adding more text, modifying the existing text, deleting/moving some

part of it.

ii. Changing the size of the margins can reformat complete document or part of text.

iii. Font size and type of fonts can also be changed. Page numbers and Header andFooter can be included.

iv. Spelling can be checked and correction can be made automatically in the entire

document. Word count and other statistics can be generated.

v. Text can be formatted in columnar style as we see in the newspaper. Text boxescan be made.

vi. Tables can be made and included in the text.

vii. Word also allows the user to mix the graphical pictures with the text. Graphical

pictures can either be created in word itself or can be imported from outside like

from Clip Art Gallery.

viii. Word also provides the mail-merge facility.


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ix. Word also has the facility of macros. Macros can be either attached to some

function/special keys or to a tool bar or to a menu.

x. It also provides online help of any option.

GETTING STARTED WITH MS-WORD

While working in MS-WORD we have to work with a mouse. Also one can work, to

some extent, through the keyboard. The use of mouse is simpler as it is fully menu

driven. In MS-WORD every command is available in the form of icons.

We can go inside MS-WORD by the following way

1. Take the mouse pointer to START button on the task bar. Click the left mouse

button. The monitor will show like as follows:

2. Move the pointer to programs. We will notice another menu coming up to the

right.

3. In that menu identify where Microsoft word is placed. Move the cursorhorizontally to come out ofprograms.

4. Move into the rectangular area meant forMicrosoft word. Click the left mousebutton there. The computer will start MS-WORD. We will find the screen as

follows.


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Let us discuss the important components of the screen.

a. Title Bar

The title bar displays the name of the currently active word document. Like otherWINDOWS applications, it can be used to alter the size and location of the word

window.

b. Tool Bars

Word has a number of tool bars that help we perform task faster and with great ease. Twoof the most commonly tool bars are the formatting tool bar and the standard tool bar.

These two toolbars are displayed just below the title bar. At any point of time any tool bar

can be made ON or OFF through the tool bar option of View Menu.

(d) Status Bar

The Status Bar displays information about the currently active document. This includes

the page number that we are working, the column and line number of the cursor position

and so on.


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(e) Scroll Bar

The Scroll Bar helps we scroll the content or body of document. We can do so by moving

the elevator button along the scroll bar, or by click in on the buttons with the arrowmarked on them to move up and down and left and right of a page.

(f) Workspace

The Workspace is the area in the document window where we enter/type the text of

document.

(g) Main Menu

The Word main menu is displayed at the top of the screen as shown in theFig. 9.1. Themain menu further displays a sub menu. Some of the options are highlighted options and

some of them appear as faded options. At any time, only highlighted options can be

executed, faded options are not applicable. Infect if the option is faded we will not beable to choose it. We may not that any option faded under present situation may become

highlighted under different situations.

Menus

When we begin to explore Word 2000, we will notice a significant change in themenu structure if we are familiar with previous versions of Word. The menus in Word

2000 display only the commands we have recently used. To view all options in eachmenu, we must click the double arrows at the bottom of the menu. The images

below show the Format menu collapsed (left) and expanded (right) after the doublearrows at the bottom of the menu were clicked:


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Follow the steps below to display menus similar to previous versions of Word with allthe choices listed initially:

Select View|Toolbars|Customize from the menu bar.

Click on the Options tab.

Uncheck the Menus show recently used commands first check box.


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Shortcut Menus

These features allow we to access various Word commands faster than using theoptions on the menu bar. View shortcut menus by right-clicking with the mouse. The

options on this menu will vary depending on the element that was right-clicked. Forexample, the shortcut menu below is produced by right-clicking on a bulleted list.

Actions such as "Decrease Indent" and "Increase Indent" are only applicable to lists

and therefore only appear on the list shortcut menu. The shortcut menus are helpfulbecause they only display the options that can be applied to the item that was right-

clicked and, therefore, prevent searching through the many menu options.

Toolbars

Many toolbars displaying shortcut buttons are also available to make editing andformatting quicker and easier. Select View|Toolbars from the menu bar to select

the toolbars. The toolbars that are already displayed on the screen are checked. Adda toolbar simply by clicking on the name.


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Customizing Toolbars

There may be certain actions on a toolbar that we do not use and there may also be

commands that we execute often but that are not located on any toolbar. Wordtoolbars can be customized so these commands can be added and deleted.


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Select View|Toolbars|Customize and click the Commands tab.

By highlighting the command categories in the Categories box, the choices

will change in the Commands box to the right.

Select the command we would like to add to the toolbar by selecting it in the

Commands box.

Drag the command with the mouse to the desired location on the toolbar andrelease the mouse button.

Remove a button from the toolbar by clicking and dragging the button off the

toolbar.


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MS-EXCEL

Microsoft Excel is a spreadsheet applicationused to create and manage business

transactions that deal with accounting. To make this possible, it can assist we with

creating lists of transactions, then using those list to create charts and other analysistools..

To use Microsoft Excel, there are various ways we can start it:

As a regular Microsoft Windows application, to use Microsoft Excel, we can

click Start -> (All) Programs -> Microsoft Office -> Microsoft Office Excel 2007

We can also create a shortcut on the desktop, in Windows Explorer, or in MyComputer. To create a shortcut, we can click Start -> (All) Programs ->

Microsoft Office, right-click and hold right mouse on Microsoft Office Excel anddrag (with the right mouse button) to the desktop. On the menu that

appears, click Create Shortcut Here. Another technique we can use consists ofopening My Computer, expanding the drive, the Program Files folder, the

Microsoft Office folder, the Office12 folder, right-clicking Excel, clicking CreateShortcut, right-clicking the new shortcut and clicking Cut, right-click wer

desktop and click Paste.

If we are using My Computer or Windows Explorer, we can open the ProgramFiles folder, then Microsoft Office, then Office, and double-click Excel

We can create an empty document on wer desktop and use it to launch

Microsoft Excel. To do that, we would right-click an empty area on thedesktop, position the mouse on New -> Microsoft Office Excel Worksheet,

type a name for the document, such as Time Sheet, and press Enter twice

If we see a file in My Computer, Windows Explorer, My Network Places,Microsoft Outlook, or we receive a document by e-mail, we can launch

Microsoft Excel by double-clicking the file or the attachment.
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Excel allows we to create spreadsheets much like paper ledgers that can perform

automatic calculations. Each Excel file is a workbookthat can hold many worksheets.

The worksheet is a grid ofcolumns (designated by letters) and rows (designated bynumbers). The letters and numbers of the columns and rows (called labels) are displayed

in gray buttons across the top and left side of the worksheet. The intersection of a column

and a row is called a cell. Each cell on the spreadsheet has a cell address that is thecolumn letter and the row number. Cells can contain text, numbers, or mathematical

formulas.

Microsoft Excel 2000 Screen Elements


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Adding and Renaming Worksheets

The worksheets in a workbook are accessible by clicking the worksheet tabs just above

the status bar. By default, three worksheets are included in each workbook. To add a

sheet, select Insert|Worksheet from the menu bar. To rename the worksheet tab, right-

click on the tab with the mouse and select Rename from the shortcut menu. Type thenew name and press the ENTERkey.

The Standard Toolbar

This toolbar is located just below the menu bar at the top of the screen and allows we to

quickly access basic Excel commands.

New - Select File|New from the menu bar, press CTRL+N, or click the New button tocreate a new workbook.

Open - ClickFile|Open from the menu bar, press CTRL+O, or click the Open folder

button to open an existing workbook.

Save - The first time we save a workbook, select File|Save As and name the file. After

the file is named clickFile|Save, CTRL+S, or the Save button on the standard toolbar.

Print - Click the Print button to print the worksheet.

Print Preview - This feature will allow we to preview the worksheet before it prints.

Spell Check- Use the spell checker to correct spelling errors on the worksheet.

Undo and Redo - Click the backward Undo arrow to cancel the last action we

performed, whether it be entering data into a cell, formatting a cell, entering a function,etc. Click the forward Redo arrow to cancel the undo action.


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MS-POWER POINT:

Open Power Point and we will be prompted by a dialog box with four choices. Each ofthese options are explained on this page. If Power Point is already open or this box

does not appear, select File|New from the menu bar.


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AutoContent Wizard

The AutoContent Wizard provides templates and ideas for a variety of presentationtypes. Page through the wizard by clicking the Next button on the bottom of each

page after making necessary choices.

Design Template

Power Point provides many templates with different backgrounds and text formatting

to begin power point presentation. Preview each design by highlighting the template

name on the list. Press OK. v


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Blank Presentation

Select Blank Presentation to build the presentation from scratch with no presetgraphics or formatting.

Open an Existing Presentation

Select this option to open a Power Point presentation that already exists. Select thefolder the file is located in from the Look in: drop-down menu and highlight the file

on the list. Click Open to open the presentation.


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AutoLayout

After selecting the presentation type, we will be prompted to choose the layout ofthe new slide. These layouts include bulleted lists, graphs, and/or images. Click on

each thumbnail image and a description will be printed in the message box. Highlightthe layout we want and click OK.


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INTRODUCTION TO OFFICE AUTOMATION

In MS OFFICE we will find four main component

They are

MS-WORD (for word processing)

MS EXCEL (for spreadsheet)

MS ACCESS (for database management)

MS POWERPOINT (for presentation purposes).

MS-WORD

Using word we can create the document and edit them later, as and

when required, by adding more text, modifying the existing text,

deleting/moving some part of it.

Changing the size of the margins can reformat complete document or

part of text.

Font size and type of fonts can also be changed. Page numbers and

Header and Footer can be included.

Spelling can be checked and correction can be made automatically in

the entire document. Tables can be made and included in the text.

Word also allows the user to mix the graphical pictures with the text.

Word also provides the mail-merge facility.

Screen Layout


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Menus

The menus in MS-WORD display only the commands you have

recently used. To view all options in each menu, you must click thedouble arrows at the bottom of the menu. The images below show the

Format menu collapsed (left) and expanded (right) after the double

arrows at the bottom of the menu were clicked:


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Toolbars

Many toolbars displaying shortcut buttons are also available to make

editing and formatting quicker and easier. Select View | Toolbars

from the menu bar to select the toolbars. The toolbars that are already

displayed on the screen are checked. Add a toolbar simply by clicking

on the name

Creating and Opening Documents

Creating and Opening Documents

There are several ways to create new documents, open existing

documents, and save documents in Word:


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Create a New DocumentClick the New Document button on the menu bar.

Choose File | New from the menu bar.

Open an Existing DocumentClick the Open File button on the menu bar.

Choose File | Open from the menu bar.

Save a DocumentClick the Save button on the menu bar.

Select File|Save from the menu bar.

Renaming Documents

To rename a Word document while using the program, select

File|Open and find the file you want to rename.

Right-click on the document name with the mouse and select

Rename from the shortcut menu.

Type the new name for the file and press the ENTERkey.

Close a Document

Close the current document by selecting File|Close or click the

Close icon if it's visible on the Standard Toolbar.

Formatting Text

The formatting toolbar is the easiest way to change many attributes of text.

If the toolbar as shown below isn't displayed on the screen, select View|

Toolbars and chooseFormatting.

FONTS


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The Font dialog box allows you to choose from a larger selection of

formatting options. Select Format | Font from the menu bar to access the

box


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Formatting Paragraphs

Format a paragraph by placing the cursor within the paragraph and

selecting Format | Paragraph from the menu bar.


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Lists

Bulleted and Numbered Lists

Highlight the entire list to change all the bullets or numbers, or

Place the cursor on one line within the list to change a single bullet.

Access the dialog box by selecting Format|Bullets and

Numbering from the menu bar or by right-clicking within the list and

selecting Bullets and Numbering from the shortcut menu.


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Select the list style from one of the seven choices given

Click OK when finished

Tables

Tables are used to display data and there are several ways to build

them in Word.

select Table | Insert Table from the menu bar. Select the number of

rows and columns for the table and clickOK.


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Inserting Rows and ColumnsOnce the table is drawn, insert additional rows by placing the cursor

in the row you want to be adjacent to. Select Table|Insert|Rows Above or

Rows Below. Or, select an entire row and right-click with the mouse.

Choose Insert Rows from the shortcut menu.Much like inserting a row, add a new column by placing the cursor in a cell

adjacent to where the new column will be added. Select Table|Insert|

Columns to the Left orColumns to the Right. Or, select the column, right-

click with the mouse, and select Insert Columns.

Moving and Resizing a Table

A four-sided moving arrow and open box resizing handle will appear

on the corners of the table if the mouse is placed over the table. Click anddrag the four-ended arrow to move the table and release the mouse button

when the table is positioned where you want it. Click and drag the open box

handle to resize the table. Change the column widths and row heights by

clicking the cell dividers and dragging them with the mouse.

Graphics

To add a clip art image from the Microsoft library to a document,

follow these steps:

Select Insert|Picture|Clip Art from the menu bar.


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Follow these steps to add a photo or graphic from an existing file:

Select Insert|Picture|From File on the menu bar.

Click the down arrow button on the right of the Look in: window to

find the image on your computer. Highlight the file name from the list and click the Insert button.

Editing A Graphic

More picture effects can be changed using the Picture toolbar. The

Picture toolbar should appear when you click on the image. Otherwise,

select View|Toolbars|Picture from the menu bar to activate it.


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Insert Picture will display the image selection window and allows you to

change the image.

Image Control allows to to make the image grayscale, black and white, or a

watermark.

More/Less Contrast modifies the contrast between the colors of the image.

More/Less Brightness will darken or brighten the image.

ClickCrop and drag the handles on the activated image to delete outer

portions of the image.

Line Style will add a variety of borders to the graphic.

Text Wrapping will modify the way the document text wraps around the

graphic.

Format Picture displays all the image properties in a separate window.Reset Picture will delete all the modifications made to the image.

Auto Shapes

The AutoShapes toolbar will allow you to draw many different

geometrical shapes, arrows, flow chart symbols, stars, and banners on

the document. Activate the AutoShapes toolbar by selecting Insert|

Picture|AutoShapes or View|Toolbars|AutoShapes from the menu bar


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Spelling and Grammar Check To use the spelling and grammar checker, follow these steps:

Select Tools|Spelling and Grammar from the menu bar.

The Spelling and Grammar dialog box will notify you of the

first mistake in the document and misspelled words will behighlighted in red.

As long as the Check Grammar box is checked in the Spelling andGrammar dialog box, Word will check the grammar of the document

in addition to the spelling

If Word finds a grammar mistake, it will be shown in the box as the

spelling errors. The mistake is highlighted in green text.


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Synonyms

Word 2000 has a new feature for finding synonyms. Simply right-

click on the word and select Synonyms from the shortcut menu. From the

list of suggested words, highlight the word you would like to use or clickThesaurus... for more options.

Page Formatting

The margins can also be changed using the Page Setup dialog box

Select File|Page Setup and choose the Margins tab in the dialog box.


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Page Size and Orientation

Change the orientation page within the Page Setup dialog box.

Select File|Page Setup and choose the Paper Size tab.


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Headers and FootersA header is text that is added to the top margin of every page such as a

document title or page number and a footer is text added to the bottom

margin. Follow these steps to add or edit headers and footers in thedocument:

Select View | Header and Footer from the menu bar. The Header and

Footer toolbar will appear and the top of the page will be highlighted as

shown below.

Page Numbers

Follow these instructions for another way to add page numbers to a

document.Select Insert|Page Numbers from the menu bar and the following dialog

box will appear


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MS-EXCE

Microsoft Excel is a spreadsheet application used to create and

manage business transactions that deal with accounting.

Each Excel file is a workbookthat can hold many worksheets.

The worksheet is a grid ofcolumns (designated by letters) and rows

(designated by numbers).

The letters and numbers of the columns and rows (called labels) are

displayed in gray buttons across the top and left side of the worksheet.

The intersection of a column and a row is called a cell.

Each cell on the spreadsheet has a cell address that is the column

letter and the row number.

Cells can contain text, numbers, or mathematical formulas.

Microsoft Excel Screen Elements
http://www.functionx.com/excel/Lesson01.htmhttp://www.functionx.com/excel/Lesson01.htm


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Modifying A Worksheet

Moving Through Cells

Use the mouse to select a cell you want to begin adding data toand use the keyboard strokes listed in the table below to move through the

cells of a worksheet.

Adding Worksheets, Rows, and Columns

Worksheets - Add a worksheet to a workbook by selecting

Insert|Worksheet from the menu bar.

Row - To add a row to a worksheet, select Insert|Rows from

the menu bar, or highlight the row by clicking on the row label, right-click

with the mouse, and choose Insert.

Column - Add a column by selecting Insert|Columns from the

menu bar, or highlight the column by click on the column label, right-click

with the mouse, and choose Insert.

Formatting Cells

For a complete list of formatting options, right-click on thehighlighted cells and choose Format Cells from the shortcut menu or

select Format|Cells from the menu bar.


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Formulas and Functions

Formulas are entered in the worksheet cell and must begin with an

equal sign "=". The formula then includes the addresses of the cells

whose values will be manipulated with appropriate operands placed in

between. After the formula is typed into the cell, the calculation

executes immediately and the formula itself is visible in the formula

bar

Basic Functions

Functions can be a more efficient way of performing

mathematical operations than formulas. For example, if you wanted to add the values of cells D1

through D10, you would type the formula

"=D1+D2+D3+D4+D5+D6+D7+D8+D9+D10".

A shorter way would be to use the SUM function and

simply type

"=SUM(D1:D10)".


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FunctionExampleDescription

SUM = SUM(A1:100) finds the sum of cells A1 through A100

AVERAGE = AVERAGE(B1:B10) finds the average of cells

B1 through B10

MAX = MAX(C1:C100) returns the highest number from

cells C1 through C100

MIN = MIN(D1:D100) returns the lowest number from cells

D1 through D100

SQRT = SQRT(D10) finds the square root of the value in cell

D10

TODAY = TODAY() returns the current date (leave theparentheses empty)

Sorting

To execute a basic descending or ascending sort based on one column,

highlight the cells that will be sorted and click the Sort Ascending

(A-Z) button orSort Descending (Z-A) button on the standard

toolbar.

Complex SortsTo sort by multiple columns, follow these steps:

Highlight the cells, rows, or columns that will be sorted.

Select Data|Sort from the menu bar.

From the Sort dialog box, select the first column for sorting

from the Sort By drop-down menu and choose either ascending or

descending.

Select the second column and, if necessary, the third sort

column from the Then By drop-down menus.


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CHARTS

Charts allow you to present data entered into the worksheet in a visual

format using a variety of graph types

Chart Wizard

The Chart Wizard brings you through the process of creating a chart

by displaying a series of dialog boxes.

Enter the data into the worksheet and highlight all the cells that will

be included in the chart including headers.

Click the Chart Wizard button on the standard toolbar to view the first

Chart Wizard dialog box.

Chart Type - Choose the Chart type and the Chart subtype if

necessary. ClickNext.


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Chart Source Data - Select the data range and clickNext.

Chart Options - Enter the name of the chart and titles for the X- andY-axes. Other options for the axes, grid lines, legend, data labels, and data

table can be changed by clicking on the tabs. Press Next to move to the next

set of options.


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Chart Location - Click As new sheet if the chart should be placed on a

new, blank worksheet or select As object in if the chart should be embedded

in an existing sheet and select the worksheet from the drop-down menu.

ClickFinish to create the chart.


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MS-POWER POINT

A user may use presentation software to organize a slide show for an

audience.

Text, graphics, sound, and movies can easily be included in the

presentation.

An added feature is that the slide show may be enhanced by inclusionof handouts with two to six slides printed on a page.

An example of this is Power Point.

Getting Started

Open Power Point and you will be prompted by a dialog box with four

choices. Each of these options are explained on this page. If Power

Point is already open or this box does not appear, select File|New

from the menu bar


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Design Template

Power Point provides many templates with different backgrounds and textformatting to begin your presentation. Preview each design by highlighting

the template name on the list. Press OKafter you have chosen the design


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Blank Presentation

Select Blank Presentation to build the presentation from scratch with

no preset graphics or formatting.

Open an Existing Presentation Select this option to open a Power Point presentation that already

exists. Select the folder the file is located in from the Look in: drop-

down menu and highlight the file on the list. ClickOpen to open the

presentation


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AutoLayout

After selecting the presentation type, you will be prompted to choose

the layout of the new slide. These layouts include bulleted lists,

graphs, and/or images. Click on each thumbnail image and a

description will be printed in the message box. Highlight the layout

you want and clickOK.


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Screen Layout

The Power Point screen layout in Normal View

Adding Content

Bulleted lists allow you to clearly display the main points of your

presentation on slides. The text boxes on design templates already

include bulleted lists. Click the place holder on the slide to beginadding text and press the ENTERkey to return to the next line and

add a new bulleted item

Select a text box by clicking on it with the mouse. A border with nine

handles will appear around the text box. The four handles on the corners will

resize the length and the width of the box at once while the handles on the

sides will resize only in one direction. Click one of the handles and drag it

with the mouse. Release the mouse button when it is the size you want it to

be


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Working with Text

If the slide layout includes text boxes, simply click on the text box to

add text. To add a text box to the slide, select Insert|Text Box from

the menu bar and draw the text box with the mouse. Set text editing

options by selecting Tools|Options from the menu bar and clicking

the Edit tab.

Color Schemes

Select Format|Slide Color Scheme from the menu bar.

Click one of the preset color scheme thumbnail images in the Color

schemes box.

To make changes to the color scheme, click the Custom tab on thedialog box.


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Slide Effects

Slide Animation

Select Slide Show|Custom Animation from the menu bar.

Select the object on the slide that will be animated from the Check toanimate slide objects list.

Under the Effects tab, select the animation type and direction from the

drop-down menus and select a sound if you wish.

section. The drop-down menu provides options for displaying the characters

for each bulleted item.


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Slide Transitions

Select Slide Show|Slide Transition from the menu bar.

From the Effect section, choose a transition from the drop-down menu and

notice the preview after the transition is selected. Select a speed for the

transition as well.

UnderAdvance, check "On mouse click" for the slide transition to occur by

clicking the mouse or using keystrokes or check "Automatically after" and anumber of seconds if the transition should occur automatically.

Select a Sound if necessary and check the Loop until next sound if it

should keep repeating until the next sound is played.

ClickApply to All if the transition effects should be added to every slide or

Apply if the effects should be added only to the current slide.


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