module-i unit i introduction to computers

COMPUTER FUNDAMENTALS

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MODULE-I Unit I INTRODUCTION TO COMPUTERS 1.1 History of Computers 1.2 Generations of Computers 1.3 Block Diagram of Computer 1.4 Basics of Computer 1.5 Functional Units of Computers 1.5.1 Input Unit 1.5.2 Output Unit 1.5.3 Central Processing Unit 1.5.4 Memory Unit 1.6 Classification of Computers 1.7 Components of Computers Unit2 Introduction to Operating Systems 2.1 Fundamentals of Operating Systems 2.2 Disk Operating Systems (DOS) 2.3 MS-DOS 2.4 Files in MS-DOS MODULE-II Unit-I


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Dos Commands 1.1 Internal Commands

1.2 External Commands

Unit-II Basics of Windows 2.1 The Desktop

2.2 The Bars and Start Button

2.3 How to organize the desktop icons

2.4 How to change the date and time

2.5 How to visualize the Tool Bars

2.6 Windows Explorer

2.7 Control Panel

MODULE-III Unit-I Windows Applications 1.1 Notepad

1.2 WordPad


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1.3 Paint

Unit-II Ms-Office Basics& Ms-Word 1.1 Ms-Office Basics 1.2 Parts of Ms-Word Window 1.3 Toolbars 1.4 Format Menu 1.5 Tools Menu 1.6 Table Menu MODULE-IV Unit-I Microsoft Excel

1.1. Spreadsheet Basics

1.1.1. Screen elements

1.1.2.Adding and renaming worksheets


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1.1.3.The standard toolbar - opening, closing, saving,

and more.

1.2. Customizing Excel

1.2.1.Menus

1.2.2.Customize toolbars

1.2.3.Recording a macro

1.2.4.Running a macro

1.3. Modifying A Worksheet

1.3.1.Moving through cells

1.3.2.Adding worksheets, rows, and columns

1.3.3.Resizing rows and columns

1.3.4.Selecting cells

1.3.5.Moving and copying cells

1.3.6.Freeze panes

1.4. Formatting Cells

1.4.1.Formatting toolbar

1.4.2.Format Cells dialog box

1.4.3.Dates and times

1.4.4.Styles

1.4.5.Style dialog box

1.4.6.Create a new style

1.4.7.Format Painter

1.4.8.AutoFormat


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1.5. Formulas and Functions

1.5.1.Formulas

1.5.2.Linking worksheets

1.5.3.Relative, absolute, and mixed referencing

1.5.4.Basic functions

1.5.5.Function Wizard

1.5.6.Autosum

1.6. Sorting and Filling

1.6.1.Basic ascending and descending sorts

1.6.2.Complex sorts

1.6.3.Autofill

1.6.4.Alternating text and numbers with Autofill

1.6.5.Autofilling functions

1.7. Graphics

1.7.1.Adding clip art

1.7.2.Add an image from a file

1.7.3.Editing a graphic

1.7.4.AutoShapes

1.8. Charts

1.8.1.Chart Wizard

1.8.2.Resizing a chart

1.8.3.Moving a chart

1.8.4.Chart formatting toolbar


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1.8.5.Copy a chart to Microsoft Word

1.9. Page Properties and Printing

1.9.1.Page breaks

1.9.2.

1.9.3.Page Setup

1.9.4.Print Preview

1.9.5.Print

1.10. Keyboard Shortcuts

Unit-II Microsoft PowerPoint

1.11. Getting Started

1.11.1. AutoContent Wizard

1.11.2. Create a presentation from a template

1.11.3. Create a blank presentation

1.11.4. Open an existing presentation

1.11.5. AutoLayout

1.12. Power Point Screen

1.12.1. Screen layout

1.12.2. Views

1.13. Working with Slides

1.13.1. Insert a new slide

1.13.2. Applying a design template


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1.13.3. Changing slide layouts

1.13.4. Reordering slides

1.13.5. Hide slides

1.13.6. Create a custom slide show

1.13.7. Edit a custom slide show

1.14. Adding Content

1.14.1. Bulleted lists On Design Templates

1.14.2. Bulleted lists from a Text box

1.14.3. Bulleted lists and New Slides From an

Outline

1.14.4. Numbered lists

1.14.5. Resizing a Text box

1.14.6. Text box Properties

1.14.7. Delete a text box

1.14.8. Adding notes

1.14.9. Video

1.14.10. Audio

1.15. Working with Text

1.15.1. Adding text

1.15.2. Formatting text

1.15.3. Replace fonts

1.15.4. Line spacing

1.15.5. Change case


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1.15.6. Spelling check

1.15.7. Spelling options

1.16. Color Schemes

1.16.1. Color schemes

1.16.2. Backgrounds

1.17. Graphics

1.17.1. Adding clip art

1.17.2. Adding an image from a file

1.17.3. Editing a graphic

1.17.4. AutoShapes

1.17.5. WordArt

1.18. Slide Effects

1.18.1. Action buttons

1.18.2. Slide animation

1.18.3. Animation preview

1.18.4. Slide transitions

1.18.5. Slide show options

1.19. Master Slides

1.19.1. Slide master

1.19.2. Header and footer

1.19.3. Slide numbers

1.19.4. Date and time

1.20. Saving and Printing


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1.20.1. Save as a web page

1.20.2. Page setup

1.20.3. Print

1.21. Keyboard shortcuts

1.22. Tips

1.22.1. Design tips

1.22.2. Presentation basics

Module V Unit-I Microsoft Access


1.23.1. A few terms

1.23.2. Getting started

1.23.3. Blank Access database

1.23.4. Access database wizards, pages, and

projects

1.23.5. Open an existing database Converting to

Access 2000

1.24. Screen Layouts

1.24.1. Database window

1.24.2. Design view

1.24.3. Datasheet view


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1.25. Creating Tables

1.25.1. Introduction to tables

1.25.2. Create a table in design view

1.25.3. Field properties

1.25.4. Primary key

1.25.5. Indexes

1.25.6. Field validation rules

1.26. Datasheet Records

1.26.1. Adding records

1.26.2. Editing records

1.26.3. Deleting records

1.26.4. Adding and deleting columns

1.26.5. Resizing rows and columns

1.26.6. Freezing columns

1.26.7. Hiding columns

1.26.8. Finding data in a table

1.26.9. Replace

1.26.10. Check spelling and AutoCorrect

1.26.11. Print a datasheet

1.27. Table Relationships

1.27.1. Declaring table relationships

1.28. Sorting and Filtering

1.28.1. Sorting


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1.28.2. Filter by selection

1.28.3. Filter by form

1.28.4. Saving a filter

1.28.5. Remove a filter

1.29. Queries

1.29.1. Introduction to queries

1.29.2. Create a query in design view

1.29.3. Query wizard

1.29.4. Find duplicates query

1.29.5. Delete a query

1.30. Forms

1.30.1. Create a form using the wizard

1.30.2. Create a form in Design View

1.30.3. Adding records using a form

1.30.4. Editing forms

1.31. Form Controls

1.31.1. List and combo boxes

1.31.2. Check boxes and option buttons

1.31.3. Command buttons

1.32. Subforms

1.32.1. What is a subform?

1.32.2. Create a form and subform at once

1.32.3. Subform wizard


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1.32.4. Drag-and-drop method

1.33. More Forms

1.33.1. Multiple-page forms using tabs

1.33.2. Conditional formatting

1.33.3. Password text fields

1.33.4. Change control type

1.33.5. Multiple primary keys

1.34. Reports

1.34.1. Using the wizard

1.34.2. Create in Design View

1.34.3. Printing reports

1.35. Importing, Exporting, Linking

1.35.1. Importing

1.35.2. Exporting

1.35.3. Linking



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1.1 History of Computers Computers as we know them today we have been developed over the past 60 years. A long, slow evolution of mechanical calculating devices preceded the development of computers. In the beginning many devices have been used in the processing of data. Abacus This is the first recorded computer, whose existence dates back 2500 B.C.The mechanical calculating device ABCUS was principally used to Add and Subtract. Nearly 5,000 years ago the abacus emerged in Asia Minor. The abacus may be considered the first computer. Pascalein In 1642, Blaise Pascal invented Pascaline, it is a brass rectangular box, used eight movable dials to add sums up to eight figures long. But it was only capable of performing additions and subtractions. Multiplication and


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division operations were carried out in terms of addition and subtraction. Difference Engine A young genius named Charles Babbage, an English mathematician gave much thought to the design of a device that used the differences between previous values in a table to produce new values. In 1822, constructed the “Difference Engine”. Analytical Engine In 1833, Charles Babbage developed the Analytical Engine. This machine consisted of five functional Units such as Input unit, Memory unit, Arithmetic unit, Control unit and Output unit and hence Charles Babbage is called the Father of Computers. Eniac After introducing Semi conductor technology in 1946, they developed first ever electronic computer ENIAC. It is an acronym for Electronic Numerical Integrator and Calculator. This was able to carry out 5000 additions per second. Edvac To overcome the disadvantage in ENIAC, Neumann proposed a new concept of a large internal memory to store instructions and data. This is known as Stored Program Concept. The first ever computer developed on this principle. It is an acronym for Electronic Discrete Variable Automatic Computer.


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1.2 Generations of Computers

A generation refers to the state of improvement in the development of the product. This term is also used in different advancements of computer technology.

The generations of computers are broadly classified into

1. Non-Electronic Generation 2. Electronic Generation

Non-Electronic Generation This generation is also called as Zero Generation of Computers. These are made up of wooden or mechanical components. Ex: Abacus, Napier’s bones etc… Electronic Generation Computers built with electronic circuitry are called the electronic generation of computers. They are divided into 5 generations. First Generation of Computers These were developed during 1940-1956, and were built with Vacuum tubes. First generation computers relied on machine language understood by computers, to perform operations, and they could only solve one problem at a time. Input was based on punched cards and paper tape, and output was displayed on printouts. The UNIVAC and ENIAC computers are examples of first-generation


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computing devices. Second Generation of Computers These were developed during 1956-1963, and were built with Transistors. The transistor was far superior to the vacuum tube, allowing computers to become smaller, faster, cheaper, and more reliable. Second-generation computers moved from machine language to assembly, languages, which allowed programmers to specify instructions in words. High-level programming languages were also being developed at this time. Third Generation of Computers These were developed during 1964-1971, and were built with Integrated Circuits(IC’s). The development of the integrated circuit was the hallmark of the third generation of computers.

Instead of punched cards and printouts, users interacted with third generation computers through keyboards and monitors and interfaced with an operating system. Computers for the first time became accessible to normal users because they were smaller and cheaper. Fourth Generation of Computers These were developed during 1972-1990 and were built with Micro Processors. In 1981 IBM introduced its first computer for the home user. As these small computers became more powerful, they could be linked


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together to form networks, which eventually led to the development of the Internet. Fourth generation computers also saw the development of GUIs, the mouse and handheld devices. Fifth Generation of Computers The development of super computers was the key motivation of the fifth generation computers.

The goal of fifth-generation computing is to develop devices that respond to natural language input and are capable of learning and self-organization.

1.3 Block Diagram of Computer

C.P.U

MONITOR

KEYBOARD

C.U A.L.U M.M.U

MOUSE


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The main parts of the computer are 1. Monitor 2. Keyboard 3. C.P.U 4. Mouse

Monitor It is the most commonly used Output device. It is also called as S.O.D, Standard Output Device. This is used to display Input as well as Output. Based on the display Monitors are classified into

1. Monochrome Monitors 2. RGB Monitors 3. Color Monitors

Monochrome Monitors Mono means single and chrome means color displays only one color. These monitors are only for text displays. RGB Monitors RGB stands for “Red Green Blue” monitors. These monitors are used for special purposes. Color Monitors It is used to display text, graphics and pictures in various colors. Today’s most computers use color monitors. Keyboard It is the most commonly used Input device. It is also called as S.I.D, Standard Input Device. It is used to enter


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data into the system. Based on the number of keys keyboards are classified into 81,101,104,106 and 108 keys respectively. 81 keys keyboard also called as Type writer keyboard and 108 keys keyboard also called as Multimedia Keyboard C.P.U C.P.U stands for Central Processing Unit. It is mainly divided into 3 main parts. They are C.U C.U stands for Control Unit. It controls all the parts of computer. It acts like brain in human body. A.L.U A.L.U stands for Arithmetic and Logical Unit. It performs both arithmetic and logical operations. Arithmetic operations are ADD, SUB, MUL and DIV and Logical Operations are AND, OR and NOT. M.M.U M.M.U stands for Main Memory Unit. It is mainly used to store large volumes of data and information. MOUSE To interact with objects on the screen, the cursor is moved over the object by moving the mouse and a button on the mouse usually the left button is “clicked".


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1.4 Basics of Computer Data Collection of facts and figures given by the user. Facts means alphabets and figures means numbers. Information Processed data is called as Information. Input The data given by the user Output

The result given by the computer. 1.5 Functional Units of Computers

1.5.1 Input Unit An input unit lets you communicate with a

computer. You can use input units to enter data and issue commands. A keyboard, mouse, scanner, are examples of input units. Keyboard

Used to type data into the computer Most common input device today Has special keys for giving the computer commands

o Commands tell the computer to do something, like save the file

o These special keys are called command or function keys

Mouse


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Mouse moves objects on the screen and can do some action Scanner

A scanner allows you to scan documents, pictures, or graphics and view them on the computer. You can also use software to edit the items you scan.

Used to put printed pictures and text into a computer Converts an image into dots that the computer can

understand To scan text, optical character recognition (OCR)

software is needed

1.5.2 Output Unit An output unit displays information on a screen, creates printed copies or generates sound. A monitor, printer, and speakers are examples of output units. Monitor

Shows the processed information on a screen

A monitor uses a Picture Tube like a television with the image displayed on the front of the tube, which is called the screen.

Printer

Printers produce a hard copy


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The information is printed on paper and can be used when the device is off.

It is also called a printout

1.5.3 Central Processing Unit

CPU - The CPU is the central electronic chip that determines the processing power of the computer.

All CPUs are microprocessors The speed of CPUs is measured in hertz’s. A hertz is

on cycle per second.

1.5.4 Memory Unit

The main memory consists of Random Access Memory (RAM) and Read Only Memory (ROM). RAM is also called as Temporary Memory. ROM is called Permanent Memory.

A personal computer must have a means of storing information (data) and instructions so that it can perform processing tasks on the data.

1.6 Classification of Computers Computers are classified into two types. They are

1. Depending on Data 2. Depending on Capacity & Size


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Depending on Data Depending on data, computers are divided into

1. Digital Computers 2. Analog Computers 3. Hybrid Computers

Digital Computers The computer accepts the data in the form of both alphabets and numbers. Digit is the combination of alphabets and numbers. Analog Computers Analogous is the Greek term which means “symbol” or “signal”. The computers accept the data in the form of both signals and symbols and outputs also in the form of signals or symbols. Hybrid Computers It is the combination of both digital and analog computers. Theses computers accept the data in the form of both digits and symbols and gives output based on user requirements. Depending on Capacity & Size Depending on capacity and size computers are divided into


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1. Micro Computers 2. Mini Computers 3. Mainframes 4. Super Computers

Micro Computers The capacity of micro computers is 1-3 MIPS i.e. Million Instructions per Second. It processes the 3 million instructions per second. Mini Computers The capacity of mini computers is 3-5 MIPS i.e. it processes 5 million instructions per second. Mainframes The capacity of mainframes is 5-7 MIPS i.e. it processes 7 million instructions per second. Super Computers The capacity of super computers is 7-40 MOPS i.e. Million Operations per Second. It processes up to 40 million operations per second. Operation is nothing but set of instructions given by the user to complete a specified task. 1.7 Components of Computers


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The main components of computer are,

1. Software 2. Hardware 3. Firmware

Software Collection of programs given by the user to complete a specified task. Program means set of instructions given to the computer. Instruction means set of commands given by the user. Command means the order or request given by the computer. Hardware Set of mechanical parts around the computer. The main parts of the computer are keyboard, mouse, etc…. Firmware It is the mediator between software and hardware

Software Application


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System Software Software Languages Packages BIOS Bootstrap Application Software It is the software mainly used for applications of computer. It is divided into

1. Languages 2. Packages

Languages The language is interaction between user and computer. Languages are used to interact with the computer and used to give commands to the computer. Languages are divided into

1. High Level Language(H.L.L) 2. Middle Level Language(M.L.L) 3. Low Level Language(L.L.L)

H.L.L H.L.L. stands for High Level Language. It is the language which is formed with simple English statements. It is easy to understand and it is user friendly Ex: Pascal, C and C++.


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M.L.L M.L.L. stands for Middle Level Language. It is also called as Assembly language. It is formed with mnemonic codes. i.e. ADD for Addition, SUB for subtraction, MUL for multiplication and DIV for division. Ex: C, Fortran, Cobol etc…. L.L.L L.L.L stands for Low Level Language. It is also called as machine Language. It is formed with binary digits, also called as Bits. It is only understood by the machine only. Packages It is a collection of predefined programs. Packages are divided into

1. General 2. DBMS

General These packages are used for general applications. Windows is a general package. DBMS DBMS stands for “Data Base Management System”. The system manages the databases. It is again divided into RDBMS Relational Database Management Systems NDBMS Network Database Management Systems


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ODBMS Object Database Management Systems HDBMS Hierarchical Database Management Systems System Software It is the software which is used for system works. It is again divided into

1. BIOS ( Basic Input Output System ) 2. Bootstrap

BIOS BIOS stand for Basic Input Output System. It checks the connections between basic input and output devices. Bootstrap It activates the process of booting. Booting means loading system files into the system.


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Unit2 Introduction to Operating Systems 2.1 Fundamentals of Operating Systems 2.2 Disk Operating Systems (DOS) 2.3 MS-DOS 2.4 Files in MS_DOS

2.1 Fundamentals of Operating Systems Def:

It is the interaction between user and system. It is

divided into

SUST


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SUST stands for single user single task. It allows one

user can do single work at a time.

Ex:

Dos (Disk Operating Systems)

SUMT

SUMT stands for single user multi task. It allows one

user number of works at a time.

Ex:

Windows

MUST

MUST stands for multi user multi task. It allows

number of users and single work at a time.

Ex:

Banking Systems

MUMT

MUMT stands for multi user multi task. It allows no

users can do number of works at a time.

Ex: Internet

2.2 History of DOS

DOS stands for Disk Operating System. It was

developed by Microsoft as an operating system in the

1980s. Windows 3.x needed DOS to run, but Windows 95,


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98, and 2000 do not. With DOS a user can do most of the

functions that one would do with Windows; make

directories, edit files, run programs, compile code, print,

get on-line.

The main functions of DOS are to manage disk files,

allocate system resources according to the requirement.

DOS provides features essential to control hardware

devices such as Keyboard, Screen, Disk Devices, Printers,

Modems and programs. Basically, DOS is the medium

through which the user and external devices attached to

the system communicate with the system.

DOS translate the command issued by the user in the

format that is understandable by the computer and instruct

computer to work accordingly. The DOS being used was

developed for IBM by a small company called Microsoft.

We can create several directories, copy, delete, and rename

files, and delete subdirectory. DOS is a command

processor, which works as an interface between you, the

user, and DOS.

Commands can be categorized into INTERNAL

(memory resident) and EXTERNAL (utilities / programs)

types. MS-DOS commands from COMMAND.COM. It's a


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command processor, which works as an interface between

you, the user, and DOS.

Year Events

1981 MS-DOS 1.0 was released August,

1981.

1982 MS-DOS 1.25 was released August,

1982.

1983 MS-DOS 2.0 was released March, 1983.

1984 Microsoft introduces MS-DOS 3.0 for

the IBM PC AT and MS-DOS 3.1 for

networks

1986 MS-DOS 3.2 was released April, 1986.

1987 MS-DOS 3.3 was released April, 1987.

1988 MS-DOS 4.0 was released July, 1988.

1988 MS-DOS 4.01 was released November,

1988.

1991 MS-DOS 5.0 was released June, 1991.

1993 MS-DOS 6.0 was released June, 1993.


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1993 MS-DOS 6.2 was released November,

1993

1994 MS-DOS 6.21 was released March, 1994

1994 MS-DOS 6.22 was released April, 1994

2.3 MS-DOS

Ms-Dos was developed by Bill Gates and is the most

commonly used DOS on the market today. Nevertheless,

all these operating systems work in their own way,

performing many tasks for you as a user.

2.4 File in MS-DOS

A file may contain a program or any other kind of

information. Generally, a file must be given a name that

can be used to identify it. DOS permits the user to assign a

name consisting of two parts to a file - primary and

secondary names. Primary name can be of a maximum of

eight characters consisting of Characters, Alphabets,

Number and Hyphen), and the Secondary name should

consist of three characters, which is optional. The primary

name and the secondary (or extension) name, if any, are to

be separated by a dot (.).


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DOS has a way of showing which disk drive is currently active. The directory contains files or more directories. A directory contained within another directory is called a subdirectory. MODULE-II Unit-I Dos Commands 1.3 Internal Commands


The Command Prompt

When you first turn on your computer, you will see some cryptic information flash by. MS-DOS displays this information to let you know how it is configuring your computer. You can ignore it for now. When the information stops scrolling past, you'll see the following:

C:\>

This is called the command prompt or DOS prompt. The flashing underscore next to the command prompt is called the cursor. The cursor shows where the command you type will appear.

1.1 Internal Commands

Ver Command


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The ver command displays the version number of MS-DOS.

Ver

The following message appears on your screen:

MS-DOS version 6.22

dir command

The dir command stands for "directory." To view the

contents of a directory

Type the following at the command prompt:

dir

It displays file and directory names. This is called a directory list. A directory list is a list of all the files and subdirectories that a directory contains.

In this case, you see all the files and directories in the main or root directory of your drive. All the files and directories on your drive are stored in the root directory.

cd command

The cd command stands for "change directory.” To

change directories, you will use the cd command.

Type the following at the command prompt:


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cd abc

The command prompt changes. It should now look like the following:

C:\abc>

dir /p command

To view the contents of a directory one screen at a time. Type the following at the command prompt:

dir /p

One screen of information appears. At the bottom of the screen, you will see the following message:

Press any key to continue . . .

To view the next screen of information, press any key on your keyboard. Repeat this step until the command prompt appears at the bottom of your screen.

When you typed the dir command this time, you included the /p switch after the command. A switch modifies the way MS-DOS carries out a command. Generally, a switch consists of a forward slash (/) that is followed by one or more letters or numbers. When you used the /p switch with the dir command, you specified that MS-DOS should pause after it displays each screen of directory list information. The p actually stands for "page"

dir /w command


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Another helpful switch you can use with the dir command is the /w switch. The /w switch indicates that MS-DOS should show a wide version of the directory list.

This command is used to view the contents of a directory in wide format. To view the contents of a directory in wide format

dir /w

The directory list appears, with the filenames listed in wide format. Note that only filenames are listed. No information about the files' size or date and time of creation appears. If the directory contains more files than will fit on one screen, you can combine the /p and /w switches as follows:

dir /w /p

cd \ command

This command is used to changing back to the root directory. Next, you will change from the abc directory to the root directory. The root directory is the directory you were in before you changed to the abc directory. Before you begin this section, make sure your command prompt looks like the following:

C:\abc>

To change to the root directory, Type the following at the command prompt:


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cd \

Note that the slash you type in this command is a backslash (\), not a forward slash (/).No matter which directory you are in, this command always returns you to the root directory of a drive.

The root directory does not have a name. It is simply referred to by a backslash (\).The command prompt should now look like the following:

C:\>

When your command prompt appears similar to this---that is, when it does not contain the name of a directory---you are in the root directory.

md command

To create a directory, you will use the md command. The md command stands for "make directory." To create and change to a directory named fruit. Type the following at the command prompt:

md fruit

You have now created a directory named fruit. You won't see the new fruit directory until you carry out the dir command in the next step. To change to the new fruit directory, type the following at the command prompt:

cd fruit


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The command prompt should now look like the following:

C:\FRUIT>

rd command

To delete a directory, use the rd command. The rd command stands for "remove directory." To delete the fruit directory, Type the following at the command prompt:

rd fruit

Note

You cannot delete a directory if you are in it. Before you can delete a directory, you must make the directory that is one level higher the current directory. To do this, type cd.. at the command prompt.

Copying Files

Copying files creates a duplicate of the original file and does not remove the original file. To copy a file, you will use the copy command. When you use the copy command, you must include two parameters.

The first is the location and name of the file you want to copy, or the source. The second is the location to which you want to copy the file, or the destination. You separate the source and destination with a space. The copy command follows this pattern:


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copy source destination

Copying a Group of Files

To copy a group of files you will use wildcards. If you

want to copy a group of files with similar names, using

wildcards is easier than copying each file individually.

To copy all files ending with the extension TXT from one directory to the other directory by using wildcards

To copy the files with a TXT extension to the directory, type the following at the command prompt:

copy *.txt

Renaming Files

This command explains how to rename files. You may want to rename a file if the information in it changes or if you decide you prefer another name. To rename a file, you will use the ren command. The ren command stands for "rename." When you use the ren command, you must include two parameters.

The first is the file you want to rename, and the second is the new name for the file. You separate the two names with a space. The ren command follows this pattern:

ren oldname newname


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Deleting Files

This command explains how to delete, or remove, a file that you no longer want on your disk. If you don’t have very much disk space, deleting files you no longer use is essential. To delete a file, you will use the del command. The del command stands for "delete." . The del command follows this pattern:

del filename


ATTRIB Command

Displays or changes file attributes. The different attributes are Read-only - allowing the file to be only viewed and not written to.

Hidden - making the file invisible to standard users.

Syntax

ATTRIB [+R | -R] [[drive:][path]filename] + : Sets an attribute - : Clears an attribute R : Read-only attribute


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chkdsk command

Chkdsk is a utility which checks the computer's hard disk drives' status for any cross-linked or any additional errors with the hard disk drive.

Syntax

Checks a disk and displays a status report. CHKDSK [drive:] [[path] filename]

Type CHKDSK without parameters to check the current disk.

deltree command

Short for delete tree, deltree is a command used to delete files and directories permanently from the computer.

Syntax

DELTREE [/Y] [drive:]path [[drive:]path[...]]

/Y : Suppresses prompting to confirm you want to delete the subdirectory.

doskey command

Doskey is a MS-DOS utility that allows a user to keep a history of commands used on the computer. This allows frequently used commands to be used without having to type the commands in each time you need to use it.


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Syntax

DOSKEY

UP,DOWN arrows recall commands

F7 displays command history

edit command

Edit allows a user to view, create, and/or modify their computer files.

Syntax

EDIT file name


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Unit-II Basics of Windows 2.1 The Desktop






2.7 Control Panel

2.1 The Desktop

The Desktop is the on-screen work area on which

windows appear, it' s the first screen that appears when the operating system has initialized. Once Windows XP has initialized, the following screen will appear.


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On the desktop we have icons that allow us to open the corresponding program.


Task Bar. The task bar is what appears on the bottom of the screen. On the bottom left corner there is the Start button The Start Button is the button through which we can

access the entire breadth of options that Windows XP offers us. If we browse it, a menu similar to the one below will be displayed.


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On the top we can find the name of the current user. On the middle part there are two areas: The left area contains three separate areas divided by a thin line. On the top third we can see Internet Explorer and Outlook Express.

To gain access to the rest of the programs we have the green triangle All programs. By clicking here, we can view all of the programs that are installed on our computer.

On the right hand area there are icons to access the different parts of WindowsXP that are most often used: My documents, My Recent Documents, My Pictures, My Music and My Computer.

With the Control Panel icon we can configure and customize the appearance of our computer.


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If we have any questions we can use the Help and Support that Windows offers us.

With the Search icon we can find files whose location we are not sure of.

The option Run allows us to directly execute certain commands, for example to execute a specific program, etc...

At the bottom we have the options Log Off and Turn Off Computer. The first option allows us to close the current session, and the second option allows us to restart or turn off our computer.

The shortcuts area.

Contains icons that are used to access a particular program quickly. To place an icon here, simply drag it from the desktop. These icons are shortcuts that we can create, as we will see on the following page.

To execute, simply click on the icon.

The icon represents the desktop. It is used to minimize the windows that are opened to access the desktop easier.

The icon represents Internet Explorer. It is used to quickly access Internet.

The icon represents Windows Explorer. It used to quickly access files and folders.

The notification area.


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This area contains icons that represent the programs that start up automatically when the computer is turned on as well as other information. In this case about automatic updates and about the antivirus program.

If a round button appears, this allows us to expand or shrink the area that contains the icons of these programs. The time also appears here. If you wish to open them simply double-click on the icon.


Click on the desktop with the right button of the mouse.

Select on the menu Arrange Icons By. As the menu is displayed you can chose to organize them by Name, Type , Size, or Modified (date).

You can also activate the option Auto Arrange, which is in charge of arranging the icons one below the other.


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If you wish to customize the way the icons are organized you can simply drag them with the mouse to where you want them. To do this, the option Auto arrange must be deactivated.


The computer has a clock located on the right side of

the task bar.

If you wanted to know the day of the week you would have to place the pointer over the clock and wait a couple of seconds for the complete date to appear.

You can also check and modify the properties of the clock with the dialog box that appears next. It appears as you double-click on the clock on the task bar.

To change the Date follow these steps:

1) Double-click on the clock on the task bar to open the dialog box.

2) To change the month place the pointer on the month box and click with the mouse on the arrow to the right.


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A list with the months will be displayed. Select the appropriate month.

3) To change the year place the pointer on the year box and with the arrows you can change the year.

4) To change the day select it on the calendar that appears.

5) Click Apply if you want the change to take effect and remain in the dialog box. Click OK if you want the changes to be permanent and for the dialog box to close.

To change the Time do the following:

1) Place the pointer on the clock.

2) To change the time select the time digits with the arrows to the right and adjust to the necessary time.

3) This same process must be done with the minutes and seconds.


1) Right click with the mouse on the task bar.

2) Select Toolbars

3) From the menu that appears select the toolbars that you wish to see.

If next to the option a check mark appears it means that the tool is already visible.


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The Explorer is an indispensable tool in an operating system, since with it we can organize and control the files and folders of the different storage systems at our disposal such as the hard drive, disk drive, etc. The Windows Expolrer is also known as the File Manager. Through it we can delete, see, copy, or move files and folders.

Starting the Explorer

The quickest way to start up the Explorer is through the icon on the task bar or desktop. If you don't already have the icon created, you can open the Explorer as follows:

Click on Start

Select All programs

Select Accessories


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Select Windows Explorer

The Windows Explorer’s window

The explorer consists basically of two sections. On the left side there is the directory tree, which is the list of units and folders that we have. Only units and folders appear, no files.


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On this image we can see a few folders such as My Documents, aulaclic, ... the My Computer icon, My Network Places and the Recycle Bin.

The menu bar contains the menus that will allow us access to all the operations that can be done with a file or folder. By clicking on each menu the cptions will be displayed.

The standard bar contains the buttons for the most used operations.

If this bar is not visible select from the menu View, the option Toolbars, next select the option Standard buttons.

The Back button will allow us to go to the last page that we have seen. The button next to it, when activated, allows us to move one page forward.

The up button will allow us to go up one level, which means going back to the folder that contains the folder we are working with.


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The search button displays a window where we can search for the file we want.

The folders button shows the folder's structure on the left side of the screen, or it can display an area with the most frequent tasks, depending on the file we have selected. In this area we can find, among others, the following buttons:

The last button allows us to change the views on the folders (view details, Thumbnails,...) We'll explain this in more detailed on the next page.

2.7 Control Panel

It provides options for you to customize the appearance and functionality of your computer, add or remove programs and set up network connections and user accounts. The various options available in control panel are

Accessibility Options

This is used to adjust your computer settings for vision and hearing. Like keyboard, sound and mouse settings

Add Hardware

It installs new hardware and gives solutions to hardware problems.

Add or Remove Programs


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It installs and removes programs and windows components.

Administrative Settings

It configures administrative settings for your computer. Like computer management, performance and so on….

Automatic Updates

It sets up windows to automatically deliver important updates.


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MODULE-III Unit-I Windows Applications

Windows Based Applications

1.1 Notepad 1.2 WordPad


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1.3 Paint

1.1 Notepad Application

Start Programs Accessories Notepad

It opens a window as shown in the figure. The menus available in the notepad are

1. File Menu 2. Edit Menu 3. Format Menu 4. View Menu


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5. Help Menu

File Menu

This menu is used for operations on the files created by the user. The various options available in File Menu are

New(Ctrl+N)

To open a new Notepad document, click New under the File menu. A new document will open up in Notepad. If you already have work on Notepad and you click New, it will ask you if you'd like to save your work.

Open(Ctrl+O)

To open a saved document, click Open... A new box will pop up to help you browse for files on your computer. Notepad can open any type of text document (*.txt, *.doc, etc.) although some formatting will not appear in Notepad.

Save(Ctrl+S),Save As

To save a document on Notepad, click Save or Save As... A new box will pop up asking you choose a file name for your document.

Page Setup

Page Setup can be reached by clicking Page Setup... In Page Setup you can change the size of the paper, the orientation, the margins, and other printing formatting.

Print(Ctrl+P)


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To print a document, simply select Print from the File menu.

Exit

To exit Notepad, click Exit, before Notepad closes it will prompt you to save changes, click Yes, No, Cancel accordingly.

Edit Menu

The Edit menu has many options for editing your document.

Undo

If u click undo it repeats the last action done by the

user.

Cut

This option is used to delete the selected data.

Copy

This option is used to copy the selected data.

Paste

This option is used to paste the data previously deleted

or copied by the user.


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Delete

This option is used to delete the selected part. If u

delete the data by delete option it is not possible to paste it

again.

Select All

If you click Select All, all the text on the document will select. Now that everything is selected you can format the whole page.

Time/Date

You can add the time/date into your document by clicking the Time/Date button. This will make your entire Notepad document look professionally done!

Format Menu

Word Wrap

If Word Wrap is selected then Notepad's horizontal scroll bar will go away. When you reach the edge of the page, it will automatically go to the next line. This makes reading much easier, and looks visually appealing.


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Set Font...

Notepad's default font is Fixedly with size 12 selected. Although you cannot change select font in Notepad, you can always change the text of the whole document by clicking Set Font...

1.2 WORDPAD

To open WordPad Start>> Programs >> Accessories >> wordpad

The most important commands like Save, Open, New, Print and Find are right under your fingertips, just click on the icon without going through the menus.


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You can even copy, cut/paste with a single click.

WordPad has lots of icons, this makes your job much easier. To get even faster use CTRL+C, CTRL+ X, CTRL+V. With keyboard shortcuts you can perform tasks a lot faster.

Now you begin to see why WordPad is more efficient than Notepad. You can write in Bold, Italic and Underline your text plus you can add colors.

Easily align your text to center, right, or left of page. Composing text is indeed professional with WordPad Use

to write bullets: it's like listing.

Use the ruler at the top to define the edges of your text, just move the ruler cursor to define the width of your document.

WordPad let you also add date and time to your file with style, click on and select the Date and Time format you want to use.

A useful feature for Printing is Print Preview You can preview your files before printing go to File>>Print Preview

2.3 Paint

You can view pictures, draw your own images, with a


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very useful application called Paint go to Start>>Programs>>Accessories

When you run Paint a window appears with a white

rectangle inside, this is where you can draw your images. When you run Paint a window appears with a white

rectangle inside, this is where you can draw your images. On your left is the toolbar each small icon represents a tool.


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You have a pencil, eraser, airbrush, text tool it's like

you have the real thing. If you can't draw a straight line just click on and

drag.

When drawing closed shaped objects like rectangles,

ovals, you can fill the objects with the paper/background color or choose a colors from color palette Unit-II Ms-Office Basics& Ms-Word


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1.7 Ms-Office Basics 1.8 Parts of Ms-Word Window 1.9 Toolbars 1.10 Format Menu 1.11 Tools Menu 1.12 Table Menu

Ms-Office

Microsoft Office is a software suite that consists of different applications that complete different activities. MS Office is by far the most widely recognized software suite in the world.

Microsoft Word:-

Microsoft Word provides powerful tools for creating and sharing professional word processing documents.

Ms-Word gives you option to change the various font sizes, styles to make your information formatted.

Ms-Word corrects spellings and gives you online help to check your grammar and makes your documents mistakes free.

Ms-Word gives you options to insert page numbers, bullets and different images.

You can insert tables with number of rows and columns of user choice. You can auto format the tables. After completing the table you can insert the number of rows and columns


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You can arrange all the windows and check the different views of windows and you can get the help at any point of time from the Help menu.

Microsoft Excel:-

With Microsoft Excel, you can create detailed spreadsheets for viewing and collaboration. Create customized formulas for your data and analyze it with the easy to construct charts.

With Ms-Excel you can insert various styles of charts and can represent the data.

Ms-Excel is very useful package for business organizations and education field and we can prepare the reports.

Microsoft PowerPoint:-

Ms-PowerPoint gives you powerful tools for preparing presentations and can make the presentations with animation effects and can add various sound effects to the presentations.

Microsoft Access:-

Microsoft Access gives you powerful new tools for managing your databases. Share your database with co-workers over a network, find and retrieve information


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quickly, and take advantage of automated, pre-packaged wizards and solutions to quickly create databases.

Ms-Word

Microsoft Word is a powerful tool to create professional looking documents. To begin, open Microsoft Word. Start Programs Microsoft Office Microsoft Word Your screen will look like the one shown here.


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Click the X in the upper right corner of the New Document pane to close the New Document pane. Your screen will then look like the one shown here.

1.2 Parts of Ms-Word Window

The Title Bar

This lesson will familiarize you with the Microsoft Word screen. We will start with the Title bar, which is located at the very top of the screen. On the Title bar, Microsoft Word displays the name of the document on which you are currently working. At the top of your screen,


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you should see "Microsoft Word - Document1" or a similar name.

The Menu Bar

The Menu bar is generally found directly below the Title bar. The Menu bar displays the menu. The Menu bar begins with the word File and continues with Edit, View, Insert, Format, Tools, Table, Window, and Help. You use the menus to give instructions to the software. Point with your mouse to a menu option and click the left mouse button to open a drop-down menu. You can now use the left and right arrow keys on your keyboard to move left and right across the Menu bar options. You can use the up and down arrow keys to move up and down the drop-down menu.

1.3 Toolbars

The Standard Toolbar

The Formatting Toolbar


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Toolbars provide shortcuts to menu commands. Toolbars are generally located just below the Menu bar. Before proceeding with this lesson, make sure the toolbars you will use -- Standard and Formatting -- are available. Follow these steps:

1. Click View on the Menu bar. 2. Highlight Toolbars. 3. Standard and Formatting should have check marks

next to them. If both Standard and Formatting have heck marks next to them, press Esc three times to close the menu.

4. If they do not both have check marks, click Customize.

5. Click the Toolbars tab. 6. Point to the box next to the unchecked option and

click the left mouse button to make a check mark appear. Note: You turn the check mark on and off by clicking the left mouse button.

7. Click Close to close the dialog box.

The Ruler


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The ruler is generally found below the main toolbars. The ruler is used to change the format of your document quickly. To display the ruler:

1. Click View on the Menu bar. 2. The option Ruler should have a check mark next to it.

If it has a check mark next to it, press Esc to close the menu. If it does not have a check mark next to it, continue to the next step.

3. Click Ruler. The ruler now appears below the toolbars.

Document View

In Word, you can display your document in one of five views: Normal, Web Layout, Print Layout, Reading Layout, or Online Layout.

Normal View

Normal view is the most often used and shows formatting such as line spacing, font, point size, and italics. Word displays multiple-column text in one continuous column.

Web Layout

Web layout view enables you to view your document as it would appear in a browser such as Internet Explorer.


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Print Layout

The Print Layout view shows the document as it will look when it is printed.

Reading Layout

Reading Layout view formats your screen to make reading your document more comfortable.

Outline view

Outline view displays the document in outline form. Headings can be displayed without the text. If you move a heading, the accompanying text moves with it.

Before moving ahead, check to make sure you are in Normal view:

1. Click View on the Menu bar. 2. The icon next to Normal should have a box around it.

If the icon next to normal has a box around it, press Esc to close the menu. If the icon next to Normal does not have a box around it, continue on to the next step.

3. Click Normal. You are now in Normal view.


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Text Area

Just below the ruler is a large area called the "text area." You type your document in the text area. The blinking vertical line in the upper left corner of the text area is the cursor. It marks the insertion point. As you type, your work shows at the cursor location. The horizontal line next to the cursor marks the end of the document.

1.4 Exiting Word

You have completed Lesson One. Typically, you would save your work before exiting. This lesson does not require you to enter any text, so you might have nothing to save. To exit Word:


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1. Click File. 2. Click Exit, which can be found at the bottom of the

drop-down menu. 3. If you have entered text, you will be prompted: "Do

you want to save changes to Document1?" To save your changes, click Yes. Otherwise, click No.

4. Specify the correct folder in the Save In box. 5. Name your file by typing lesson1.doc in the File

Name field. 6. Click Save.

Status Bar

The Status bar appears at the very bottom of the screen and provides such information as the current page, current section, total number of pages, inches from the top of the page, current line number, and current column


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number. The Status bar also provides options that enable you to track changes or turn on the Record mode, the Extension mode, the Overtype mode, and the Spelling and Grammar check.

Horizontal and Vertical Scroll Bars

The Horizontal and Vertical scroll bars, if turned on, enable you to move up and down or across the window simply by pressing the icons located on the scroll bars. The Horizontal scroll bar is located above the Status bar. The Vertical scroll bar is located along the right side of the screen.

To move up and down your document, click and drag the Vertical scroll bar up and down. To move back and forth across your document, click and drag the Horizontal scroll bar.

Nonprinting Characters

Certain characters do not print but do affect the document layout. You can elect to see these characters on


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the screen as you type or have them remain invisible. For these lessons, you should opt to see them onscreen. Here are most of them:

Denotes a tab .. Denotes a space ¶ Denotes the end of a

paragraph .... Denotes hidden text

To show non-printing characters:

1. Click Home 2. Click the Show/Hide button. The button is orange.

1.5 Recently Used File List


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If you enable the recently used file list, clicking File displays the most recently opened files near the bottom of the drop-down menu. You can click the file name to open the file quickly.

Setting Options

Before proceeding, turn on the Status bar, Horizontal scroll bar, Vertical scroll bar, nonprinting characters, and the recently used file list. Follow the procedure outlined here:

1. Click Tools on the Menu bar. 2. Click Options. 3. Click View to choose the View tab. 4. In the Show frame, check to see if there are checks

next to Status Bar, Horizontal Scroll Bar, and Vertical Scroll Bar.


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5. If all these items do not have check marks, go to the box next to the unchecked item(s) and click the left mouse button. Note: You toggle the check mark on and off by clicking the left mouse button.

6. In the Formatting Marks frame, check to see if there is a check mark next to All.

7. If there is no check mark next to All, go to the box next to All and click the left mouse button. A check mark will now appear.

8. Click General to choose the General tab. 9. Check to see if there is a check mark next to the

Recently Used File List. If there is no check mark, go to the box next to Recently Used File List and click the left mouse button. Check to see if the number in the Entries box is at least four. If it is not, type 4 in the box.

10. Check to see if Inches is selected in the Measurement Units box (this sets the unit of measurement for the ruler). If it is not, click the pull-down menu and then click Inches.

11. Click OK to close the dialog box.

Highlighting Text

Throughout these lessons, you will be asked to highlight text. You can use either of the following methods:

Highlighting by Using the F8 and Arrow Keys


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1. Place the cursor before or after the text you wish to highlight and click the left mouse button.

2. Press the F8 key, which will serve as an "anchor" showing where text you wish to highlight begins or ends.

3. Press the appropriate arrow key (left arrow to move to the left or right arrow to move to the right) until the text is highlighted. You can use the up or down arrow key to highlight one line at a time. Press Esc to remove the anchor.

Highlighting by Using the Mouse

1. Place the cursor before or after the text you wish to highlight.

2. Hold down the left mouse button. 3. Move the mouse left, right, up, or down until the text

is highlighted.

Menu Bar

To select a Menu bar item:

1. Click the Menu bar item. A drop-down menu will appear.

2. To change the Menu bar option selected, move the mouse pointer across the Menu bar. Note: After you highlight an item on the Menu bar, you can also use the left and right arrow keys to move across the Menu bar.

Drop-Down Menu Items


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When you click any option on the Menu bar, a drop-down menu appears. To choose a drop-down menu item:

Click the drop-down menu item.

Or

1. Use the arrow keys to move up or down the drop-down menu.

2. Press Enter to select a drop-down menu item.

Placing the Cursor

During the lessons, you will often be asked to place the cursor at a specific location on the screen. You place the cursor by moving the cursor to the specified location and pressing the left mouse button or by using the arrow keys to move to the specified location.

Choosing Menu Commands by Using the Alt Key

There are many methods to accomplish tasks when you are using Microsoft Word. Generally, when selecting items from the menu, we will ask you to click or highlight the menu item. However, you can also select a menu option by:

1. Pressing the Alt key while typing the underlined letter on the Menu bar.

2. Typing the letter underlined on a drop-down menu. If a dialog box appears, you can move around the dialog


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box by pressing the Alt key and any underlined option.

Shortcut Key Demonstration

1. Hold down the Alt key and press "o" to select Format from the menu.

2. Press "p" to select Paragraph from the drop-down menu.

3. Hold down the Alt key and press "i" to select the Indents and Spacing tab.

4. Hold down the Alt key and press "b" to select before from the Spacing frame.

5. Press Enter to close the dialog box.

Shortcut Notations

A key name followed by a dash and a letter means to hold down the key while pressing the letter. For example, Alt-o means you should hold down the Alt key while pressing "o." A shorthand notation of the above demonstration would read as follows:

1. Press Alt-o, p. 2. Press Alt-i. 3. Press Alt-b. 4. Press Enter.

Starting a New Paragraph

When you type in Microsoft Word, you do not need to press a key to move to a new line as you do when typing


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with a typewriter. To start a new paragraph, press the Enter key.

Exiting Microsoft Word

You have completed this lesson. Typically, you would save your work before exiting. This lesson does not require you to enter any text, so you might have nothing to save. To exit Microsoft Word:

1. Click File on the Menu bar. 2. Click Exit, which can be found at the bottom of the

drop-down menu. 3. If you have entered text, you will be prompted: "Do

you want to save changes to Document1?" To save your changes, click Yes. Otherwise, click No.

4. Specify the correct directory in the Save In box. 5. Name your file by typing lesson2.doc in the File

Name field. 6. Click Save.

1.6 Bold, Underline, and Italicize

You can bold, underline, or italicize when using Word. You also can combine these features -- in other words, you can bold, underline, and italicize a single piece of text. In the exercise that follows, you will learn three different methods for bolding, italicizing, or underlining when using Word. You will learn to bold, italicize, or underline by using the menu, an icon, or the keys.


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1. On the line that begins with "Icon," highlight the word "Bold." To do so, place the cursor before the letter "B" in "Bold." Press the F8 key; then press the right arrow key until the entire word is highlighted.

2. Click the Bold icon on the toolbar. Note: To turn off bold, highlight the text and press the bold icon again.

3. Click anywhere in the Text area to remove the highlighting.

1. Choose Format > Font from the menu. The Font Dialog box opens.

2. Click Bold in the Font Style box.

Italicize

1. Choose Format > Font from the menu. 2. Click Italic in the Font Style box.

1. On the line that begins with "Icon," highlight the word "Italicize." To do so, place the cursor before the letter "I" in "Italicize." Press the F8 key; then press the right arrow key until the entire word is highlighted.

2. Click the Italic icon on the toolbar. Note: To turn off italics, highlight the text and press the Italic icon again.


Underline


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1. Choose Format > Font from the menu. 2. In the Underline Style box, click to open the pull-

down menu. Click the type of underline you wish to use.

1. On the line that begins with "Icon," highlight the words "Underline these words."

2. Click the Underline icon on the toolbar. You will get a single underline. Note: To turn off underlining, press the Underline icon again.


1. Press Ctrl-b (bold). 2. Press Ctrl-i (italicize). 3. Press Ctrl-u (underline).

Save File

You must save your files if you wish to recall them later. Before you can save, you must give your file a name. To save your file and close Word, follow the instructions given here:

1. Choose File > Save As from the menu. 2. Specify the correct folder in the Look In box. 3. Name your file by typing lesson3.doc in the File

Name box. 4. Click Save. 5. Choose File > Exit from the menu.


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Open File

1. Choose File > Open from the menu.

Cut and Paste

In Microsoft Word, you can cut (delete) text from one area of a document and save that text so it can be pasted elsewhere in the document. When you cut text, it is stored on the Clipboard. You can also copy text. When you copy text, it is also stored on the Clipboard. Information stored on the Clipboard stays there until new information is either cut or copied. Each time you execute Cut or Copy, you replace the old information on the Clipboard with whatever you just cut or copied. You can paste Clipboard information as often as you like.

1. Choose Edit > Cut from the menu.

Paste

1. Choose Edit > Paste from the menu.

Click the Cut icon .

Click the Paste icon .

1. Press Ctrl-x.

Paste by Using Keys Press Ctrl-v.


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Copy and Paste

In Microsoft Word, you can copy text from one area of the document and place that text elsewhere in the document. As with cut data, copied data is stored on the Clipboard.

Copy

Choose Edit > Copy from the menu

Paste

1. Choose Edit > Paste from the menu.

Copy by Using the Icon

1. Click the Copy icon .

Paste by Using the Icon

1. Click the Paste icon .

Copy by Using Keys

1. Press Ctrl-c.

Paste by Using Keys

2. Press Ctrl-v.

1.7 Formatting Text


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Highlight the text that you want to format by dragging your mouse over while holding down the left mouse button, Change the text to your desire

1.8 Inserting a Table

Click Table at top of screen Select Insert Select Table Give your table dimensions

1.9 Inserting a Picture

Click where you want your picture to go Click Insert at top of screen Select Picture Select Clip Art or From File Select picture and click Insert

1.10 Inserting Page Numbers

Go to Insert menu and select Page Numbers option


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It displays one dialogue box in the you have to give position and where you want to insert page number(Right, Left or Center)

Break This lets you insert things like page breaks, column breaks etc. Page Number: This lets you enter page numbers if you have a long document


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Date and time Inserts current time and date in the word document

AutoText A convenient feature that lets you add common salutations like Dear friend, Sincerely etc. in your document. Field You can add field codes using this feature. If you want to add TOC or an outline feature, use this option


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Symbol Lets you enter special characters in the document

Comment This one lets you add a common that is not visible in the word document Picture If you want to insert a picture or image this is the one to use. Look at the example below


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This will open a new popup window with Microsoft Clipart Gallery. It looks like this


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File You can insert a complete document in your current document using this option on the Insert Menu Object This option lets you enter customized objects like calendars, charts and others in your document. When you click Insert Object, you get a new window with a list of object you can insert in the word document Bookmark This one lets you insert a bookmark in the document for fast retrieval later Hyper link If you want to insert a hyper link from the internet, you can do so by using this feature. Format menu

The Format Menu is one of most useful features of Microsoft Word. I will try to cover as much as possible about this menu. Before I get started about the menu


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options, I want to talk a little about the short cuts available on the toolbar for easy formatting. If you have the Formatting toolbar checked under View Menu, you will see something that looks like this type size style

This is the fastest way to change the appearance of text in your document. Font type: Just click on the drop down list box (type) to change the font type Font size: Click on the drop down list box (size) to change the font size Font style: If you want to change the text to bold, italic or underline, just select the text and then click on the appropriate option

This lets you make the text bold for more visual effect


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This makes the text italic to give it a different appeal

This make the text underline for more stress. You can use a combination of the above formats to give the text more visual effect. The other way to change format is to use Format Font A new window will popup that looks like this


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Orientation: On the right side on the U button, you will see the orientation buttons. Lets discuss one of them at a time

Align Left Aligns the selected text, numbers, or inline objects to the left with a ragged right edge.

Align Center


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Centers the selected text, numbers, or inline objects.

Align Right Aligns the selected text, numbers, or inline objects to the right with a ragged left edge. If you want to format the paragraphs, you can do the following Format Paragraphs If you want to add bullets to your document, you can do the following Format Bullets and Numbering

Columns


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To quickly place text in a column format, click the

Columns button on the standard toolbar and select the

number of columns by dragging the mouse over the

diagram.

For more column options, select Format|Columns from the

menu bar. The Columns dialog box allows you to choose

the properties of the columns. Select the number and

width of the columns from the dialog box.


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Drop Caps

A drop cap is a large letter that begins a paragraph and

drops through several lines of text as shown below.

Add a drop cap to a paragraph by following these steps:

Place the cursor within the paragraph whose first

letter will be dropped.

Select Format|Drop Cap from the menu bar.

The Drop Cap dialog box allows you to select the

position of the drop cap, the font, the number of lines

to drop, and the distance from the body text.

Click OK when all selections have been made.


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To modify a drop cap, select Format|Drop Cap again

to change the attributes, or click on the letter and use

the handles to move and resize the letter.

Tables

Tables are used to display data and there are several

ways to build them in Word. Begin by placing the cursor

where you want the table to appear in the document and

choose one of the following methods.

Insert a Table

There are two ways to add a table to the document using

the Insert feature:

Click the Insert Table button on the standard toolbar.

Drag the mouse along the grid, highlighting the

number of rows and columns for the table.


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Or, select Table|Insert|Table from the menu bar.

Select the number of rows and columns for the table

and click OK.

Draw the Table


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A table can also be drawn onto the document:

Draw the table by selecting Table|Draw Table from

the menu bar. The cursor is now the image of a pencil

and the Tables and Borders toolbar has appeared.

Draw the cells of the table with the mouse. If you

make a mistake, click the Eraser button and drag the

mouse over the area to be deleted.

To draw more cells, click on the Draw Table button

.

Inserting Rows and Columns

Once 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


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the cursor in a cell adjacent to where the new column will

be added. Select Table|Insert|Columns to the Left or

Columns to the Right. Or, select the column, right-click

with the mouse, and select Insert Columns.

Headers and Footers

A 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 the document:

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.


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Type the heading in the Header box. You may use

many of the standard text formatting options such as

font face, size, bold, italics, etc.

Click the Insert AutoText button to view a list of

quick options available.

Use the other options on the toolbar to add page

numbers, the current date and time.

To edit the footer, click the Switch Between Header

and Footer button on the toolbar.

When you are finished adding headers and footers, click the Close button on the toolbar.

Macros

Macros are advanced features that can speed up editing or

formatting you may perform often in a Word document.

They record sequences of menu selections that you choose

so that a series of actions can be completed in one step.

Recording A Macro

To record a macro, follow these steps:

Click Tools|Macro|Record New Macro on the menu

bar.


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Name the macro in the Macro name field. This name

cannot contain spaces and or begin with a number.

From the Store macro in drop-down box, select the

document you would like the macro to be associated

with or choose "All Documents" be able to use the

macro in any document.

Enter a description of the macro in the Description

field. This is for your reference only so you remember

what the macro does.

Click OK to begin recording.

Select options from the drop-down menus and Word

will record the options you choose from the dialog

boxes, such as changing

the margins on the Page Setup window. Select only

options that modify the document. Word will not


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record toggle actions such as View|Toolbars that have

no effect on the document itself.

The recording toolbar will allow you to stop, pause,

and resume recording.

Click the Stop button the recording toolbar. The

macro is now saved.

Running A Macro

To run an existing macro, follow these steps.

Select Tools|Macro|Macros from the menu bar.

From the Macros window, highlight the Macro name in the

list and click Run.


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If the macro is long and you want to stop it while it is

running, press BREAK (hold CTRL and press

PAUSE).

Keyboard Shortcuts

Keyboard shortcuts can save time and the effort of

switching from the keyboard to the mouse to execute

simple commands. Print this list of Word keyboard

shortcuts and keep it by your computer for a quick

reference.

Note: A plus sign indicates that the keys need to be

pressed at the same time.


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Action Keystroke

Document actions

Open a file CTRL+O

New file CTRL+N

Close a file CTRL+W

Save As F12

Save CTRL+S or SHIFT+F12

Print Preview CTRL+F2

Print CTRL+P

Show/Hide

paragraph symbols CTRL+*

Spelling and

grammar F7

Help F1

Find CTRL+F

Replace CTRL+H

Go To CTRL+G

Text Style

Font face CTRL+SHIFT+F

Font size CTRL+SHIFT+P


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Bold CTRL+B

Italics CTRL+I

Underline CTRL+U

Double underline CTRL+SHIFT+D

Word underline CTRL+SHIFT+W

All caps CTRL+SHIFT+A

Change case SHIFT+F3

Subscript CTRL+=

Superscript CTRL+SHIFT+=

Make web hyperlink CTRL+K

Cursor movement

Select all - entire

document CTRL+A

Select from cursor to

beginning of line SHIFT+Home

Select from cursor to

end of line SHIFT+END

Go to beginning of

line HOME

Go to end of line END

Go to beginning of CTRL+Home


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document

Go to end of

document CTRL+End

Formatting

Cut CTRL+X

Copy CTRL+C

Paste CTRL+V

Undo CTRL+Z

Redo CTRL+Y

Format painter CTRL+SHIFT+C

Left alignment CTRL+L

Center alignment CTRL+E

Right alignment CTRL+R

Justified CTRL+J

Delete previous word CTRL+Backspace

Apply bulleted list CTRL+SHIFT+L

Indent CTRL+M

Page break CTRL+Enter

Tables

Go to next cell Tab


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Go to previous cell SHIFT+Tab

Go to beginning of

column ALT+PageUp

Highlight to

beginning of column ALT+SHIFT+PageUp

Go to end of column ALT+PageDown

Highlight to end of

column ALT+SHIFT+PageDown

Go to beginning of

row ALT+Home

Highlight to

beginning of row ALT+SHIFT+Home

Go to end of row ALT+End

Highlight to end of

row ALT+SHIFT+End

Column break CTRL+SHIFT+Enter

Miscellaneous

Copyright symbol - © ALT+CTRL+C

Date field ALT+SHIFT+D

Go to footnotes ALT+CTRL+F

Show/Hide ¶ CTRL+SHIFT+8


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Thesaurus SHIFT+F7

MODULE-IV Unit-I Microsoft Excel

1.37. Spreadsheet Basics

1.37.1. Screen elements

1.37.2. Adding and renaming worksheets


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1.37.3. The standard toolbar - opening, closing,

saving, and more.

1.38. Customizing Excel

1.38.1. Menus

1.38.2. Customize toolbars

1.38.3. Recording a macro

1.38.4. Running a macro

1.39. Modifying A Worksheet

1.39.1. Moving through cells

1.39.2. Adding worksheets, rows, and columns


1.39.4. Selecting cells

1.39.5. Moving and copying cells

1.39.6. Freeze panes

1.40. Formatting Cells

1.40.1. Formatting toolbar

1.40.2. Format Cells dialog box

1.40.3. Dates and times

1.40.4. Styles

1.40.5. Style dialog box

1.40.6. Create a new style

1.40.7. Format Painter

1.40.8. AutoFormat


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1.41. Formulas and Functions

1.41.1. Formulas

1.41.2. Linking worksheets

1.41.3. Relative, absolute, and mixed referencing

1.41.4. Basic functions

1.41.5. Function Wizard

1.41.6. Autosum

1.42. Sorting and Filling

1.42.1. Basic ascending and descending sorts

1.42.2. Complex sorts

1.42.3. Autofill

1.42.4. Alternating text and numbers with Autofill

1.42.5. Autofilling functions

1.43. Graphics


1.43.2. Add an image from a file


1.43.4. AutoShapes

1.44. Charts

1.44.1. Chart Wizard

1.44.2. Resizing a chart

1.44.3. Moving a chart

1.44.4. Chart formatting toolbar


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1.44.5. Copy a chart to Microsoft Word

1.45. Page Properties and Printing

1.45.1. Page breaks

1.45.2.

1.45.3. Page Setup

1.45.4. Print Preview

1.45.5. Print


1.1 Spreadsheet Basics

Excel allows you to create spreadsheets much like paper

ledgers that can perform automatic calculations. Each Excel

file is a workbook that can hold many worksheets. The

worksheet is a grid of columns (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 either text,

numbers, or mathematical formulas.


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1.1.1 Microsoft Excel 2000 Screen Elements

1.1.2 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

the new name and press the ENTER key.

1.2.3 The Standard Toolbar


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This toolbar is located just below the menu bar at the top

of the screen and allows you to quickly access basic Excel

commands.

New - Select File|New from the menu bar, press

CTRL+N, or click the New button to create a new

workbook.

Open - Click File|Open from the menu bar,

press CTRL+O, or click the Open folder button

to open an existing workbook.

Save - The first time you save a workbook, select

File|Save As and name the file. After the file is

named click File|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 you to

preview the worksheet before it prints.


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Spell Check - Use the spell checker to correct

spelling errors on the worksheet.

Cut, Copy, Paste, and Format Painter - These

actions are explained in the Modifying A

Worksheet section.

Undo and Redo - Click the backward Undo

arrow to cancel the last action you 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.

Insert Hyperlink - To insert a hyperlink to a web

site on the Internet, type the text into a cell you

want to be the link that can be clicked with the

mouse. Then, click the Insert Hyperlink button

and enter the web address you want the text to

link to and click OK.

Autosum, Function Wizard, and Sorting - These

features are discussed in detail in the Functions

tutorial.


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Zoom - To change the size that the worksheet

appears on the screen, choose a different

percentage from the Zoom menu.

2.2 Customizing Excel

2.2.1 Menus

Unlike previous versions of Excel, the menus in Excel 2000

initially list only the commands you have recently used.

To view all options in each menu, click the double arrows

at the bottom of the menu. If you would like to revert to

the way older versions of Excel displayed menu options,

follow these steps:

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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Toolbars

Many toolbars displaying shortcut buttons are available.

Select View|Toolbars from the menu bar to select more

toolbars.

2.2.2 Customize Toolbars

Customizing toolbars allows you to delete certain shortcut

buttons from a toolbar if you do not use them and add the

shortcut buttons for commands you use often.

Select View|Toolbars|Customize and select the

Commands tab.


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o By clicking on the command categories in

the Categories box, the commands will

change in the Commands box to the right.

o Select the command you would like to add

to the toolbar by selecting it from the

Commands box.

o Drag the command with the mouse to the

desired location on the toolbar and release

the mouse button. The shortcut button

should now appear on the toolbar.

o Remove buttons from the toolbars by

reversing these steps. Highlight the button


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on the toolbar, drag it off the toolbar with

the mouse, and release the mouse button.

2.2.3 Recording A Macro

Macros can speed up any common editing sequence you

may execute in an Excel spreadsheet. In this example we

will make a simple macro that will set all the margins on

the page to one inch.

Click Tools|Macro|Record New Macro from the

menu bar.

Name the macro in the Macro name field. The name

cannot contain spaces and must not begin with a

number.

If you would like to assign a shortcut key to the macro

for easy use, enter the letter under Shortcut key. Enter

a lower case


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letter to make a CTRL+number shortcut and enter an

upper case letter to assign a CTRL+SHIFT+number

shortcut key. If

you select a shortcut key that Excel already uses, your

macro will overwrite that function.

Select an option from the Store macro in drop-down

menu.

Enter a description of the macro in the Description

field. This is for your reference only so you remember

what the macro does.

Click OK when you are ready to start recording.

Select options from the drop down menus and Excel

will record the options you choose from the dialog

boxes, such as changing the margins on the Page

Setup window. Select File|Page Setup and change all

the margins to 1". Press OK. Replace this step with

whatever commands you want your macro to execute.

Select only options that modify the worksheet. Toggle

actions such as View|Toolbars that have no effect on

the worksheet will not be recorded.

Click the Stop button the recording toolbar. The

macro is now saved.


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2.2.4 Running A Macro

To run a macro you have created, select

Tools|Macro|Macros from the menu bar.

From the Macros window, highlight the Macro name

in the list and click Run.

If the macro is long and you want to stop it while it is

running, press BREAK (hold CTRL and press

PAUSE).

2.3 Modifying A Worksheet

2.3.1 Moving Through Cells


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Use the mouse to select a cell you want to begin adding

data to and use the keyboard strokes listed in the table

below to move through the cells of a worksheet.

Movement Key stroke

One cell up up arrow key

One cell down down arrow key or

ENTER

One cell left left arrow key

One cell right right arrow key or TAB

Top of the worksheet (cell

A1) CTRL+HOME

End of the worksheet (last

cell containing data) CTRL+END

End of the row CTRL+right arrow key

End of the column CTRL+down arrow key

Any cell File|Go To menu bar

command

2.3.2 Adding Worksheets, Rows, and Columns


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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.

2.3.3 Resizing Rows and Columns

There are two ways to resize rows and columns.

Resize a row by dragging the line below the label of

the row you would like to resize. Resize a column in a

similar manner by dragging the line to the right of the

label corresponding to the column you want to resize.

- OR -

Click the row or column label and select

Format|Row|Height or Format|Column|Width from

the menu bar to enter a numerical value for the height

of the row or width of the column.


126

2.3.4 Selecting Cells

Before a cell can be modified or formatted, it must first be

selected (highlighted). Refer to the table below for

selecting groups of cells.

Cells to

select Mouse action

One cell click once in the cell

Entire

row click the row label

Entire

column click the column label

Entire

worksheet click the whole sheet button

Cluster

of cells

drag mouse over the cells or hold down

the SHIFT key while using the arrow

keys


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To activate the contents of a cell, double-click on the cell or

click once and press F2.

2.3.5 Moving and Copying Cells

Moving Cells

To cut cell contents that will be moved to

another cell select Edit|Cut from the menu bar or

click the Cut button on the standard toolbar.

Copying Cells

To copy the cell contents, select Edit|Copy from

the menu bar or click the Copy button on the

standard toolbar.

Pasting Cut and Copied Cells

Highlight the cell you want to paste the cut or

copied content into and select Edit|Paste from

the menu bar or click the Paste button on the

standard toolbar.

Drag and Drop


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If you are moving the cell contents only a short

distance, the drag-and-drop method may be

easier. Simply drag the highlighted border of

the selected cell to the destination cell with the

mouse.

2.3.6 Freeze Panes

If you have a large worksheet with column and row

headings, those headings will disappear as the worksheet

is scrolled. By using the Freeze Panes feature, the headings

can be visible at all times.

Click the label of the row below the row that should

remain frozen at the top of the worksheet.

Select Window|Freeze Panes from the menu bar.

To remove the frozen panes, select Window|Unfreeze

Panes.


129

Freeze panes has been added to row 1 in the image

above.

Notice that the row numbers skip from 1 to 6. As the

worksheet is scrolled, row 1 will remain stationary

while the remaining rows will move.

2.4Formatting Cells

2.4.1 Formatting Toolbar

The contents of a highlighted cell can be formatted in

many ways. Font and cell attributes can be added from

shortcut buttons on the formatting bar. If this toolbar is


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not already visible on the screen, select

View|Toolbars|Formatting from the menu bar.

2.4.2 Format Cells Dialog Box

For a complete list of formatting options, right-click on the

highlighted cells and choose Format Cells from the

shortcut menu or select Format|Cells from the menu bar.

Number tab - The data type can be selected from the

options on this tab. Select General if the cell contains

text and number, or another numerical category if the


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cell is a number that will be included in functions or

formulas.

Alignment tab - These options allow you to change

the position and alignment of the data with the cell.

Font tab - All of the font attributes are displayed in

this tab including font face, size, style, and effects.

Border and Pattern tabs - These tabs allow you to add

borders, shading, and background colors to a cell.

2.4.3 Dates and Times

If you enter the date "January 1, 2001" into a cell on the

worksheet, Excel will automatically recognize the text as a

date and change the format to "1-Jan-01". To change the

date format, select the Number tab from the Format Cells

window. Select "Date" from the Category box and choose

the format for the date from the Type box. If the field is a

time, select "Time" from the Category box and select the

type in the right box. Date and time combinations are also

listed. Press OK when finished.


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2.4.4 Styles

The use of styles in Excel allow you to quickly format your

worksheet, provide consistency, and create a professional

look. Select the Styles drop-down box from the formatting

toolbar (it can be added by customizing the toolbar). Excel

provides several preset styles:


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Comma - Adds commas to the number and two digits

beyond a decimal point.

Comma [0] - Comma style that rounds to a whole

number.

Currency - Formats the number as currency with a

dollar sign, commas, and two digits beyond the

decimal point.

Currency [0] - Currency style that rounds to a whole

number.

Normal - Reverts any changes to general number

format.

Percent - Changes the number to a percent and adds a

percent sign.

2.4.5 Style Dialog Box

Create your own styles from the Style Dialog Box.

Highlight the cell(s) you want to add a style to.


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Select Format|Style... from the menu bar.

o Modify the attributes by clicking the

Modify button.

o Check all the items under Style includes

that the style should format.

o Click Add to preview the formatting

changes on the worksheet.

o Highlight the style you want to apply to the

paragraph and click Apply.

2.4.5 Style Dialog Box

Create your own styles from the Style Dialog Box.


135

Highlight the cell(s) you want to add a style to.

Select Format|Style... from the menu bar.

Modify the attributes by clicking the Modify button.

Check all the items under Style includes that the style

should format.

Click Add to preview the formatting changes on the

worksheet.

Highlight the style you want to apply to the

paragraph and click Apply.

2.4.6 Create a New Style

Select the cell on the worksheet containing the

formatting you would like to set as a new style.


136

Click the Style box on the Formatting toolbar so the

style name is highlighted.

Delete the text in the Style box and type the name of

the new style.

Press ENTER when finished.

2.4.7 Format Painter

A handy feature on the standard toolbar for formatting text

is the Format Painter. If you have formatted a cell with a

certain font style, date format, border, and other formatting

options, and you want to

format another cell or group of cells the same way, place

the cursor within the cell containing the formatting you

want to copy. Click the Format Painter button in the

standard toolbar (notice that your pointer now has a

paintbrush beside it). Highlight the cells you want to add

the same formatting to.


137

To copy the formatting to many groups of cells, double-

click the Format Painter button. The format painter

remains active until you press the ESC key to turn it off.

2.4.8 AutoFormat

Excel has many preset table formatting options. Add these

styles by following these steps:

Highlight the cells that will be formatted.

Select Format|AutoFormat from the menu bar.

On the AutoFormat dialog box, select the format you

want to apply to the table by clicking on it with the

mouse. Use the


138

scroll bar to view all of the formats available.

Click the Options... button to select the elements that

the formatting will apply to.

Click OK when finished.

2.5 Formulas and Functions

The distinguishing feature of a spreadsheet program such

as Excel is that it allows you to create mathematical


139

formulas and execute functions. Otherwise, it is not much

more than a large table for displaying text. This page will

show you how to create these calculations.

2.5.1 Formulas

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. See the example below to view the formula

for calculating the sub total for a number of textbooks. The

formula multiplies the quantity and price of each textbook

and adds the subtotal for each book.


140

2.5.2 Linking Worksheets

You may want to use the value from a cell in another

worksheet within the same workbook in a formula. For

example, the value of cell A1 in the current worksheet and

cell A2 in the second worksheet can be added using the

format "sheetname!celladdress". The formula for this

example would be "=A1+Sheet2!A2" where the value of cell

A1 in the current worksheet is added to the value of cell A2

in the worksheet named "Sheet2".

2.5.3 Relative, Absolute, and Mixed Referencing

Calling cells by just their column and row labels (such as

"A1") is called relative referencing. When a formula


141

contains relative referencing and it is copied from one cell

to another, Excel does not

create an exact copy of the formula. It will change cell

addresses relative to the row and column they are moved

to. For example, if a simple addition formula in cell C1

"=(A1+B1)" is copied to cell C2, the formula would change

to "=(A2+B2)" to reflect the new row. To prevent this

change, cells must be called by absolute referencing and

this is accomplished by placing dollar signs "$" within the

cell addresses in the formula. Continuing the previous

example, the formula in cell C1 would read "=($A$1+$B$1)"

if the value of cell C2 should be the sum of cells A1 and

B1. Both the column and row of both cells are absolute and

will not change when copied. Mixed referencing can also

be used where only the row OR column fixed. For

example, in the formula "=(A$1+$B2)", the row of cell A1 is

fixed and the column of cell B2 is fixed.

2.5.4 Basic Functions

Functions can be a more efficient way of performing

mathematical operations than formulas. For example, if


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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)". Several other functions and examples are

given in the table below:

Function Example Description

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


143

TODAY =TODAY()

returns the current

date (leave the

parentheses empty)

2.5.5 Function Wizard

View all functions available in Excel by using the Function

Wizard.

Activate the cell where the function will be placed

and click the Function Wizard button on the standard

toolbar.

From the Paste Function dialog box, browse through

the functions by clicking in the Function category

menu on the left and select the function from the

Function name choices on the right. As each function

name is highlighted a description and example of use

is provided below the two boxes.


144

Click OK to select a function.

The next window allows you to choose the cells that

will be included in the function. In the example

below, cells B4 and C4 were automatically selected for

the sum function by Excel. The cell values {2, 3} are

located to the right of the Number 1 field where the

cell addresses are listed. If another set of cells, such as

B5 and C5, needed to be added to the function, those

cells would be added in the format "B5:C5" to the

Number 2 field.


145

Click OK when all the cells for the function have

been selected.

2.5.6 Autosum

Use the Autosum function to add the contents of a cluster

of adjacent cells.

Select the cell that the sum will appear in that is

outside the cluster of cells whose values will be

added. Cell C2 was used in this example.

Click the Autosum button (Greek letter sigma) on the

standard toolbar.

Highlight the group of cells that will be summed

(cells A2 through B2 in this example).


146

Press the ENTER key on the keyboard or click the

green check mark button on the formula bar .

2.6 Sorting and Filling

2.6.1 Basic Sorts

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 or Sort Descending

(Z-A) button on the standard toolbar.

2.6.2 Complex Sorts

To sort by multiple columns, follow these steps:

Highlight the cells, rows, or columns that will be

sorted.

Select Data|Sort from the menu bar.


147

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.


148

If the cells you highlighted included the text headings

in the first row, mark My list has...Header row and

the first row will remain at the top of the worksheet.

Click the Options button for special non-alphabetic or

numeric sorts such as months of the year and days of

the week.

Click OK to execute the sort.

2.6.3 Autofill

The Autofill feature allows you to quickly fill cells with

repetitive or sequential data such as chronological dates or

numbers, and repeated text.

Type the beginning number or date of an

incrementing series or the text that will be repeated

into a cell.


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Select the handle at the bottom, right corner of the cell

with the left mouse button and drag it down as many

cells as you want to fill.

Release the mouse button.

If you want to autofill a column with cells displaying the

same number or date you must enter identical data to two

adjacent cells in a column. Highlight the two cells and

drag the handle of the selection with the mouse.

2.6.4 Alternating Text and Numbers with Autofill

The Autofill feature can also be used for alternating text or

numbers. For example, to make a repeating list of the days

of the week, type the seven days into seven adjacent cells

in a column. Highlight the seven cells and drag down with

the mouse.

2.6.5 Autofilling Functions

Autofill can also be used to copy functions. In the example

below, column A and column B each contain lists of

numbers and column C contains the sums of columns A

and B for each row. The function in


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cell C2 would be "=SUM(A2:B2)". This function can then

be copied to the remaining cells of column C by activating

cell C2 and dragging the handle down to fill in the

remaining cells. The autofill feature will automatically

update the row

numbers as s hown below if

the cells are reference relatively.


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2.7 Graphics

2.7.1 Adding Clip Art

To add a clip art image to the worksheet, follow these

steps:


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

To find an image, click in the white box following

Search for clips. Delete the words "Type one or more

words. . ." and enter keywords describing the image

you want to use.

- OR -

Click one of the category icons.

Click once on the image you want to add to the

worksheet and the following popup menu will

appear:


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o Insert Clip to add the image to the worksheet.

o Preview Clip to view the image full-size before

adding it to the worksheet. Drag the bottom,

right corner of the preview window to resize the

image and click the "x" close button to end the

preview.


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o Add Clip to Favorites will add the selected image

to your favorites directory that can be chosen

from the Insert ClipArt dialog box.

o Find Similar Clips will retrieve images similar to

the one you have chosen.

Continue selecting images to add to the worksheet

and click the Close button in the top, right corner of

the Insert ClipArt window to stop adding clip art to

the worksheet.

2.7.2 Add An Image from a File

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.


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Highlight the file name from the list and click the

Insert button.

2.7.3 Editing A Graphic

Activate the image you wish to edit by clicking on it once

with the mouse. Nine handles will appear around the

graphic. Click and drag these handles to resize the image.

The handles on the corners will resize proportionally

while the handles on the straight lines will stretch the

image. 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 gray scale,

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.

Click Crop 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 worksheet

text wraps around the graphic.


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Format Picture displays all the image properties in a

separate window.

Reset Picture will delete all the modifications made to

the image.

2.7.4 AutoShapes

The AutoShapes toolbar will allow you to draw a number

of geometrical shapes, arrows, flow chart elements, stars,

and more on the worksheet. Activate the AutoShapes

toolbar by selecting Insert|Picture|AutoShapes or

View|Toolbars|AutoShapes from the menu bar. Click the

button on the toolbar to view the options for drawing the

shape.


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Lines - After clicking the Lines button on the

AutoShapes toolbar, draw a straight line, arrow, or

double-ended arrow from the first row of options by

clicking the respective button. Click in the worksheet

where you would like the line to begin and click

again where it should end. To draw a curved line or

freeform shape, select curved lines from the menu

(first and second buttons of second row), click in the

worksheet where the line should appear, and click the

mouse every time a curve should begin. End creating

the graphic by clicking on the starting end or pressing

the ESC key. To scribble, click the last button in the

second row, click the mouse in the worksheet and

hold down the left button while you draw the design.

Let go of the mouse button to stop drawing.

Connectors - Draw these lines to connect flow chart

elements.

Basic Shapes - Click the Basic Shapes button on the

AutoShapes toolbar to select from many two- and

three-dimensional shapes, icons, braces, and brackets.


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Use the drag-and-drop method to draw the shape in

the worksheet. When the shape has been made, it can

be resized using the open box handles and other

adjustments specific to each shape can be modified

using the yellow diamond handles.

Block Arrows - Select Block Arrows to choose from

many types of two- and three-dimensional arrows.

Drag-and-drop the arrow in the worksheet and use

the open box and yellow

diamond handles to adjust the arrowheads. Each

AutoShape can also be rotated by first clicking the

Free Rotate button on the drawing toolbar . Click

and drag the green handles around the image to rotate

it. The tree image below was created from an arrow


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rotated 90 degrees.

Flow Chart - Choose from the flow chart menu to add

flow chart elements to the worksheet and use the line

menu to draw connections between the elements.

Stars and Banners - Click the button to select stars,

bursts, banners, and scrolls.

Call Outs - Select from the speech and thought

bubbles, and line call outs. Enter the call out text in the

text box that is made.

More AutoShapes - Click this button to choose from a

list of clip art categories.

Each of the submenus on the AutoShapes toolbar can

become a separate toolbar. Just click and drag the gray bar


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across the top of the submenus off of the toolbar and it

will become a separate floating toolbar.

2.8 Charts

Charts allow you to present data entered into the

worksheet in a visual format using a variety of graph

types. Before you can make a chart you must first enter


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data into a worksheet. This page explains how you can

create simple charts from the data.

2.8.1 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.


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Chart Type - Choose the Chart type and the Chart

subtype if necessary. Click Next.

Chart Source Data - Select the data range (if different

from the area highlighted in step 1) and click Next.


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Chart Options - Enter the name of the chart and titles

for the X- and Y-axes. Other options for the axes, grid

lines, legend, data labels, and data table can be

changed by clicking on the


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tabs. Press Next to move to the next set of options.

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.


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Click Finish to create the chart.


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2.8.2 Resizing the Chart

To resize the chart, click on its border and drag any of the

nine black handles to change the size. Handles on the

corners will resize the chart proportionally while handles

along the lines will stretch the chart.

2.8.3 Moving the Chart

Select the border of the chart, hold down the left mouse

button, and drag the chart to a new location. Elements

within the chart such as the title and labels may also be

moved within the chart. Click on the element to activate it,

and use the mouse to drag the element to move it.

2.8.4 Chart Formatting Toolbar


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Chart Objects List - To select an object on the

chart to format, click the object on the chart or

select the object from the Chart Objects List and

click the Format button. A window containing

the properties of that object will then appear to

make formatting changes.

Chart Type - Click the arrowhead on the chart

type button to select a different type of chart.

Legend Toggle - Show or hide the chart legend

by clicking this toggle button.

Data Table view - Display the data table instead

of the chart by clicking the Data Table toggle

button.

Display Data by Column or Row - Charts the

data by columns or rows according to the data

sheet.

Angle Text - Select the category or value axis and

click the Angle Downward or Angle Upward

button to angle the the selected by +/- 45 degrees.


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2.8.5 Copying the Chart to Microsoft Word

A finished chart can be copied into a Microsoft Word

document. Select the chart and click Copy. Open the

destination document in Word and click Paste.

2.9 Page Properties and Printing

2.9.1 Page Breaks

To set page breaks within the worksheet, select the row

you want to appear just below the page break by clicking

the row's label. Then choose Insert|Page Break from the

menu bar. You may need to click


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the double down arrow at the bottom of the menu list to

view this option.

2.9.2 Page Setup

Select File|Page Setup from the menu bar to format the

page, set margins, and add headers and footers.

Page

Select the Orientation under the Page tab in the Page

Setup window to make the page Landscape or

Portrait. The size of the worksheet on the page can

also be formatting under Scaling. To force a

worksheet to print only one page wide so all the

columns appear on the same page, select Fit to 1

page(s) wide.


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Margins

Change the top, bottom, left, and right margins under

the Margins tab. Enter values in the header and footer

fields to indicate how far from the edge of the page

this text should


172

appear. Check the boxes for centering horizontally or

vertically on the page.

Header/Footer

Add preset headers and footers to the page by


173

clicking the drop-down menus under the

Header/Footer tab.

To modify a preset header or footer, or to make your

own, click the Custom Header and Custom Footer


174

buttons. A new window will open allowing you to enter

text in the left, center, or right on the page.

Format Text - Click this button after highlighting the

text to change the font, size, and style.

Page Number - Insert the page number of each page.

Total Number of Pages - Use this feature along with

the page number to create strings such as "page 1 of

15".

Date - Add the current date.

Time - Add the current time.

File Name - Add the name of the workbook file.

Tab Name - Add the name of the worksheet's tab.

Sheet

Check Gridlines if you want the gridlines dividing

the cells to be printed on the page. If the worksheet is

several pages long and only the first page includes

titles for the columns, select Rows to repeat at top to


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choose a title row that will be printed at the top of

each page.

2.9.3 Print Preview

Select File|Print Preview from the menu bar to view how

the worksheet will print. Click the Next and Previous

buttons at the top of the window to display the pages and

click the Zoom button to view the pages closer. Make page

layout modifications needed by clicking the Page Setup

button. Click Close to return to the worksheet or Print to

continue printing.


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2.9.4 Print

To print the worksheet, select File|Print from the menu

bar.

Print Range - Select either all pages or a range of

pages to print.

Print What - Select selection of cells highlighted on

the worksheet, the active worksheet, or all the

worksheets in the entire workbook.

Copies - Choose the number of copies that should be

printed. Check the Collate box if the pages should

remain in order.


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Click OK to print.

2.10 Keyboard Shortcuts



simple commands. Print this list of Excel keyboard


reference.



Action Keystroke

Document actions

Open a file CTRL+O

New file CTRL+N

Save As F12

Save CTRL+S

Print CTRL+P

Find CTRL+F

Replace CTRL+H


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Go to F5

Cursor Movement

One cell up up arrow

One cell down down arrow

One cell right Tab

One cell left SHIFT+Tab

Top of worksheet (cell A1) CTRL+Home

End of worksheet (last cell

with data) CTRL+End

End of row Home

End of column CTRL+left arrow

Move to next worksheet CTRL+PageDown

Formulas

Apply AutoSum ALT+=

Current date CTRL+;

Current time CTRL+:

Spelling F7

Help F1

Macros ALT+F8

Selecting Cells


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All cells left of

current cell

SHIFT+left

arrow

All cells right of

current cell

SHIFT+right

arrow

Entire column CTRL+Spacebar

Entire row SHIFT+Spacebar

Entire worksheet CTRL+A

Text Style

Bold CTRL+B

Italics CTRL+I

Underline CTRL+U

Strikethrough CTRL+5

Formatting

Edit active cell F2

Format as currency

with 2 decimal

places

SHIFT+CTRL+$

Format as percent

with no decimal

places

SHIFT+CTRL+%

Cut CTRL+X


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Copy CTRL+C

Paste CTRL+V

Undo CTRL+Z

Redo CTRL+Y

Format cells dialog

box CTRL+1

Unit-II Microsoft PowerPoint


1.47.1. AutoContent Wizard

1.47.2. Create a presentation from a template

1.47.3. Create a blank presentation

1.47.4. Open an existing presentation

1.47.5. AutoLayout

1.48. Power Point Screen

1.48.1. Screen layout

1.48.2. Views

1.49. Working with Slides


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1.49.1. Insert a new slide

1.49.2. Applying a design template

1.49.3. Changing slide layouts

1.49.4. Reordering slides

1.49.5. Hide slides

1.49.6. Create a custom slide show

1.49.7. Edit a custom slide show

1.50. Adding Content

1.50.1. Bulleted lists On Design Templates

1.50.2. Bulleted lists from a Text box

1.50.3. Bulleted lists and New Slides From an

Outline

1.50.4. Numbered lists

1.50.5. Resizing a Text box

1.50.6. Text box Properties

1.50.7. Delete a text box

1.50.8. Adding notes

1.50.9. Video

1.50.10. Audio

1.51. Working with Text

1.51.1. Adding text

1.51.2. Formatting text

1.51.3. Replace fonts


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1.51.4. Line spacing

1.51.5. Change case

1.51.6. Spelling check

1.51.7. Spelling options

1.52. Color Schemes

1.52.1. Color schemes

1.52.2. Backgrounds

1.53. Graphics


1.53.2. Adding an image from a file


1.53.4. AutoShapes

1.53.5. WordArt

1.54. Slide Effects

1.54.1. Action buttons

1.54.2. Slide animation

1.54.3. Animation preview

1.54.4. Slide transitions

1.54.5. Slide show options

1.55. Master Slides

1.55.1. Slide master

1.55.2. Header and footer

1.55.3. Slide numbers


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1.55.4. Date and time

1.56. Saving and Printing

1.56.1. Save as a web page

1.56.2. Page setup

1.56.3. Print

1.57. Keyboard shortcuts

1.58. Tips

1.58.1. Design tips

1.58.2. Presentation basics

3.1 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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3.1.1 AutoContent Wizard

The AutoContent Wizard provides templates and ideas for

a variety of presentation types. Page through the wizard by

clicking the Next button on the bottom of each page after

making necessary choices.


185

3.1.2 Create a presentation from a Template

Power Point provides many templates with different

backgrounds and text formatting to begin your

presentation. Preview each design by highlighting the

template name on the list. Press OK after you have chosen

the design.


186

3.1.3 Create a Blank Presentation

Select Blank Presentation to build the presentation from

scratch with no preset graphics or formatting.

3.1.4 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. Click Open to open the presentation.


187

3.1.5 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

click OK.


188

3.2 Power Point Screen

3.2.1 Screen Layout

The Power Point screen layout in Normal View:


189

3.2.2 Views

Power Point gives you four screen layouts for constructing

your presentation in addition to the Slide Show. You can

select the page view by clicking the buttons just above the

formatting toolbar and the bottom of the page.


190

Normal View

This screen is split into

three sections showing the

presentation outline on the

left, the slide in the main

window, and notes at the

bottom.

Slide View

The slide view displays

each slide on the screen and

is helpful for adding

images, formatting text, and

adding background styles.


191

Outline View

The presentation outline is

displayed on the majority of

the screen with small

windows for the slide and

notes. This view is

recommended for editing

text.

Slide Sorter View

A small image of each slide

is displayed in Slide Sorter

view. Slides can easily be

ordered and sorted from

this screen.

Click the Slide Show button to view the full-screen slide

show.

3.3 Working with Slides

3.3.1 Insert a New Slide

Follow these steps to insert a new slide into the

presentation:


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In the Outline window, select the slide you want the

new slide to appear after by clicking the slide's

number.

Select Insert|New Slide from the menu bar or click

the new slide button on the standard toolbar.

Choose the page layout from the window and press

OK.

3.3.2 Applying a Design Template

To add a design template or changing the existing one,

selection Format|Design Template from the menu bar.

Select the template and click Apply.

3.3.3 Changing Slide Layouts

To change the layout template of the slide select

Format|Slide Layout from the menu bar. Select one of the

layout thumbnail images and click Apply.


193

3.3.4 Reordering Slides

To reorder a slide in Slide Sorter View, simply click on the

slide you wish to move and drag it to the new location. In

Normal or Outline View, click the slide icon beside the

number of the slide you want to move and drag the icon to

a new location.

3.3.5 Hide Slides

If you do not want a slide to appear during the slide show,

but do not want to delete the slide as it may be used later,

the slide can be hidden by selecting Slide Show|Hide

Slide from the menu bar. To add the slide back to the slide

show, select Slide Show|Hide Slide again.

3.3.6 Create a Custom Slide Show


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The Custom Slide Show feature allows you to select the

slides you want to display in the slide show if not all the

slides should be used.

Select Slide Show|Custom Slide Show from the

menu bar.

Click the New... button in the Custom Shows

window.

In the Define Custom Show window, type a name for

the slide in the Slide show name field.


195

Add slides to the custom show by highlighting them

in the Slides in presentation window and clicking the

Add >> button. Those slides will then appear in the

Slides in custom show window.

To remove slides from the custom show, highlight

their names in the Slides in custom show window and

click the Remove button.

To reorder slides in the custom show, highlight the

slide that should be moved and click the up and

down arrows to change its order in the show.


Click the Show button on the Custom Shows window

to preview the custom slide show and click Close to

exit.

3.3.6 Edit a Custom Slide Show


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Select Slide Show|Custom Slide Show from the

menu bar.

Edit the show by highlighting the name in the

Custom shows box and clicking the Edit... button.

To delete a show, highlight the name and click

Remove.

Create a copy of a show by clicking the Copy button.

The copy can then be renamed by clicking the Edit...

button.

Click the Show button to preview the custom slide

show and click Close to exit.

3.4 Adding Content

3.4.1 Bulleted Lists on Design Templates


197

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

begin adding text and press the ENTER key to return to the

next line and add a new bulleted item. To go to the next

line without adding another bullet, hold down the SHIFT

key while pressing ENTER.

3.4.2 Bulleted List from a Text Box

If you are not creating a bulleted list from an existing

placeholder on a design template, or if you would like to

add an additional bulleted list, follow these steps to create

a new list:

In slide view, create a text box by selecting

Insert|Text Box from the menu bar.

"Draw" the text box on the slide by holding down the

left mouse button while you move the mouse until

the box is the size you want it.


198

Choose Format|Bullets and Numbering from the

menu bar.

Change the Size of the bullet by changing the

percentage in relation to the text.

Choose a color for the bullet from the Color menu.

Click More Colors for a larger selection.

Select one of the seven bullet types shown and click

OK.

- OR -

Click the Picture button to view the Picture Bullet

window.


199

Select one of the bullets and click OK.

- OR -

Click the Character button to select any character

from the fonts on the computer. Select a symbol font

such as Wingdings or Webdings from the Bullets

from drop-down menu for the best selection of icons.

Click on the characters in the grid to see them larger.

Click OK when you have chosen the bullet you want

to use.

Click OK on the Bullets and Numbering window and

use the same methods described in the "Bulleted Lists

on Design Templates" to enter text into the bulleted

list.

3.4.3 Bulleted Lists and New Slides from an Outline


200

In Normal or Outline view, text can easily be entered in

the outline window and new slides are automatically

added. Follow the steps below to become familiar with

adding slide content in outline view:

Next to the Slide 1 icon, type the title of the slide. The

text you type beside the slide icons will be the large-

type titles on each slide.

Press ENTER to type the next line. This will

automatically create a new slide. To create a bulleted

list for the first slide, press the TAB key or click the

demote button on the More Buttons menu accessible

by clicking the "triple arrow" button at the end of the

formatting toolbar .

- OR -

Press ALT+SHIFT+Right Arrow to demote the

selection to a bulleted list item.

Continue entering text for the bulleted list, pressing

ENTER at the end of each line to create a new bullet.

Create a multilevel list by executing the demote

action again to create a bulleted sublist. Press the


201

promote button on the More Buttons menu or press

ALT+SHIFT+Left Arrow to return to the original list.

Create a new slide by executing the promote action

until a new slide icon appears.

Continue creating new slides and bulleted lists by

using the demote and promote actions until the

presentation is completed. Use the formatting

instructions below to format the lists.

If there is more than one bulleted list on the slide, the lists

will be designated by numbers enclosed in black boxes.

The example below shows the slide created from the

outline on the left. The bulleted list on the left side of the

slide is labeled list "1" on the outline and the list on the

right is labeled list "2". When typing the outline, begin

typing in

the new list by pressing CTRL+ENTER. In this example,

CTRL+ENTER was pressed after typing "Access".


202

3.4.4 Numbered List

Follow these steps to create a numbered list:

Create a text box. With the text box selected, choose

Format|Bullets and Numbering from the menu bar.


203

Click the Numbered tab at the top of the Bullets and

Numbering window.

Change the size of the numbers by changing the

percentage in relation to the text.

Choose a color for the numbers from the Color

menu. Click More Colors for a larger selection.

Change the Start at value if the numbers should not

begin with 1.

Select one of the the seven list types shown and click

OK.

3.4.5 Resizing a Text Box


204

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. Move the text box by clicking and dragging

the thick, dotted border with the mouse.

3.4.6 Text Box Properties

Change the colors, borders, and backgrounds of a text box

from the Format AutoShape dialog box.


205

Activate the textbox by clicking on it and select

Format|Colors and Lines from the menu bar.

Under the Colors and Lines tab, select a Fill color that

will fill the background of the text box. Check the

Semitransparent box if you want the slide

background to show through the color.

Select a Line color that will surround the box as well

as a Style or Weight for the thickness of the line and a

Dashed property if the line should not be solid.


206

Click the Text Box tab.

Change the Text anchor point to reposition the text

within the text box.

Set Internal margins to the distance the text should be

to the text box edges.

Click OK to add the changes to the text box.

3.4.7 Delete a Text Box

To delete a text box from a template, simply click the

border of the text box and press the DELETE key on the

keyboard.


207

3.4.8 Adding Notes

From Normal View, notes can be added to the slide. These

notes will not be seen on your presentation, but they can

be printed out on paper along with the slide the notes refer

to by selecting Print What: Notes Pages on the Print menu.

3.4.9 Video

To add a video to your presentation select Insert|Movies

and Sounds|Movie from File or to insert an animation

from Microsoft's gallery choose Insert|Movies and

Sounds|Movie from Gallery. Select the video file and click

OK.

3.4.10 Audio

To add sound to your presentation select Insert|Movies

and Sounds|Sound from Gallery or Sound from File.

Select a sound file and click OK.

3.5 Working with Text


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3.5.1 Adding 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.

3.5.2 Formatting Text


209

Select the text that will be formatted by highlighting the

text either on the outline or on the slide. Choose

Format|Font from the menu bar or right-click on the

highlighted selection and select Font from the

popup shortcut menu or. Select a font face, size, style,

effect, and color from the Font dialog box. Click the

Preview button to see how the changes will appear on the

slide before making a decision.

3.5.3 Replace Fonts

Design templates have a preset font that you may want to

change or you may want to change the font used on for the

entire presentation for a number of reasons. This can be

accomplished quickly using the Replace Fonts feature.

Select Format|Replace Font from the menu bar. Choose the

font you want to Replace from the first drop-down menu

and the font it should be replaced With from the second

menu, and click the Replace button.


210

3.5.4 Line Spacing

Change the amount of space between lines in a text box by

selecting Format|Line

Spacing from the menu bar.

Line spacing - Select the amount of vertical space

between lines. A value of "1" is equal to single

spacing and "2" is double spacing. Values between

and above these numbers are valid as well.

Before paragraph and After paragraph - This value

will determine the amount of vertical space before

and after each paragraph in a text box.


211

3.5.5 Change Case

Change the case of the characters in a paragraph by

selecting Format|Change Case from the menu bar without

having to retype the text.

Sentence case - Capitalizes the first letter of the first

word in each sentence.

Lowercase and Uppercase - Changes the case of all the

letters.

Title case - Capitalizes the first letter of every word

and reduces the rest to lowercase.

Toggle case - The opposite of Title case, it makes the

first letter of every word lowercase and capitalizes the

remaining letters.

3.5.6 Spell Check


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Correct the spelling in the presentation by selecting

Tools|Spelling from the menu bar or by pressing the F7

key on the keyboard.


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The spell checker will prompt you to make

corrections of the first word that is spelled wrong.

If the word is spelled correctly, click Ignore or Ignore

All if the same word appears several times during the

presentation. If this word will appear in many

presentations (such as your name), click Add to add

the word to the dictionary and you won't be prompted

by a misspelling again.

If the word is spelled wrong, highlight one of the the

Suggestions or type your own revision in the Change

to box. Click Change to correct this occurrence of the

word or Change All to correct all occurrences of the

word in the presentation.

Click Close to abort the spelling check early.

When the spell checker has read through the entire

presentation, you will be prompted by a window

telling you that

the spelling check is complete. Click OK.


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3.5.7 Spelling Options

Select Tools|Options from the menu bar and click the

Spelling and Style tab.


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Check spelling as you type - If this box is checked,

Power Point will check the spelling of every word as

you type. Misspelled words will be underlined with

wavy red lines.

Hide spelling errors in this document - Check this box

to remove the wavy red lines from words that are

spelled wrong.

Always suggest corrections - If this box is checked,

suggestions for misspelled words will appear when

you activate the spell checker.

Ignore words in UPPERCASE - Power Point

recommends that you don't type slide titles in all

uppercase letters so it will treat words like this and

other all-uppercase acronyms as

misspelled. Check this box to ignore this suggestion

and acronyms that are typically typed in all caps.

Ignore words with numbers - Check to ignore words

that are combinations of letters and numbers

3.6 Color Schemes


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The colors of predesigned slide templates can be changed

and a color scheme can be added to blank presentations.

This page explains how to add color schemes and

background images to slides.

3.6.1 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.

Click the Preview button to see how the scheme will

appear on the slide.


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To make changes to the color scheme, click the

Custom tab on the dialog box.

Change the colors of the slide elements by selecting

the color swatch beside the name of the element and

clicking the Change color button.


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Highlight one of the colors from the Text and Line

Color window or select the Custom tab to view more

color choices

and click OK when finished.

When you have finished all color formatting, click

Apply to All to apply the color scheme to all the slides

in the presentation or Apply to add the scheme only

to the current slide.

3.6.2 Backgrounds

Follow these steps to add background colors and patterns

to a slide:


219

Select Format|Background from the menu bar.

Select a color from the drop-down menu below the

Background fill preview or choose More Colors... for a

larger selection.


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Select Fill Effects from the drop-down menu to add

gradients, texture, patterns, or a picture to the

background.

Gradient tab

o Select One color if the color chosen will fade into

the background and select the color from the

Color 1 drop-down menu. Choose Two colors if

the gradient will use two colors and select those

colors from the Color 1 and Color 2 drop-down

menus. Preset provides a selection of color

combinations. Select one from the Preset colors

drop-down menu.

o Select the type of gradient from Shading styles.


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o Click one of the four Variants of the styles

chosen.

Texture tab

From the Texture window, select a repeating

background by scrolling through the thumbnail


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images or click Other Texture... to select an image

from a file.

Pattern tab

Select a two-tone pattern by clicking one of the

pattern swatches and selecting the Foreground and

Background colors.


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Picture tab

Click the Select Picture button to choose a picture

from a file. After the picture is selected, a preview and

description will be shown in this window.

Click OK to apply the changes made from the Fill

Effects windows.

Click Apply to All to add the changes to every slide or

Apply to make changes only to the current slide.


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3.7 Graphics

The Drawing Toolbar provides many commands for

creating and editing graphics. The toolbar is located at the

bottom of the Power Point screen or it can be activated by

selecting View|Toolbars|Drawing from the menu bar.

Menu -

o Grouping - Images can be grouped together so

they become one image and can be moved

together or the same formatting changes can be

applied to both at once. Select all the images that

will be grouped by holding down the SHIFT key

and clicking once on each image. Then select

Group from the Draw menu. The images can be

ungrouped by selecting Ungroup from the same

menu. The rectangles in the image to the left are


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separate images with their own sets of handles

and they

are grouped together in the image to the right:

o Order - The order of overlapping images can be

changed using this feature. In the example of

two rectangles below, the green rectangle is

selected and the Send Backward command was

used to move the image below the blue

rectangle. Send Backward and Bring Forward

will move elements by one layer. Send to Back

and Bring to Front move the elements to the back

or top of a series of several overlapping graphics.

o Nudge - Use the nudge actions to move an object

slightly in one direction.


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o Align or Distribute - Select a group of objects

and choose one of the the commands from the

Align or Distribute menu to change the position

of the objects in relation to one another.

o Rotate or Flip - Rotate an object 90 degrees or flip

the object over its x- or y-axis.

Select objects - Deactivate all drawing functions.

Free rotate - This button will place green handles on

certain objects so they can be arbitrarily rotated. Click

and drag the

handles to rotate the objects.

AutoShapes menu - Click the small down arrow to the

right of the "AutoShapes" text to select a shape.

[more...]

Line and Arrow - Click and drag the mouse on the

slide to add lines. Hold down the SHIFT key to draw


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a straight line. Use the end points of the completed

line to stretch and reposition the line.

Rectangle and Oval - Click and drag the mouse on the

slide to add rectangles and ovals. Hold down the

SHIFT key to add squares and circles.

Text box - Click to draw a text box on the slide.

Word art - Click to add WordArt. [More]

Picture - Click to add a clip art image to the slide.

Fill color - Choose a fill color for rectangles, ovals,

and clip art.

Line color - Select a border color for shapes and

pictures.

Font color - Highlight text on the slide and click the

small down arrow next to the Font color icon to select

a color.

Line style - Highlight a line or arrow that has been

drawn and click this button to select a thickness or

style for the line.

Dash style - Highlight a line or arrow and select a

dash style.


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Arrow style - Change the arrow head style for an

existing arrow or change a line to an arrow.

Shadow - Select a text box to add shadow to text or

choose any other object on the slide to add a drop

shadow.

3D - Add a three-dimensional effect to text and other

objects.

3.7.1 Adding Clip Art

To add a clip art image to a slide, follow these steps:

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

or click the Picture button on the Drawing

toolbar..


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2. To find an image, click in the white box

following Search for clips and enter keywords

describing the image you want to find.

- OR -

Click one of the category icons.

3. Click once on the image to want to add to the

slide and a selection bar will appear.


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4. Click once on the image you want to add to the

slide and the following popup menu will appear:

a. Insert Clip to add the image to the slide.

b. Preview Clip to view the image full-size

before adding it to the slide. Drag the

bottom, right corner of the preview window

to resize the image and click the "x" close

button to end the preview.


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c. Add Clip to Favorites will add the selected

image to your favorites directory that can be

chosen from the Insert ClipArt dialog box.

d. Find Similar Clips will retrieve images

similar to the one you have chosen.

5. Click the Close button in the top, right corner of

the Insert Clip window to stop adding clip art to

the slide.

3.7.2 Add An Image from a File

To add a photo or graphic from a file:

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


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Click

the down arrow button on the right side of the Look

in: window to find the image on your computer.

Highlight the file name from the list and click the

Insert button.

3.7.3 Editing A Graphic

Activate the image you wish to edit by clicking on it once

with the mouse. Several handles will appear around the

graphic. Click and drag these handles to resize the image.

The handles on the corners will resize proportionally


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while the handles on the straight lines will stretch the

image. More picture effects can be changed using the

Picture toolbar.

3.7.4 Auto Shapes

The AutoShapes toolbar allows you to draw a number of

geometrical shapes, arrows, flow chart elements, stars, and

other graphics on a slide. Activate the AutoShapes toolbar

by selecting Insert|Picture|AutoShapes or

View|Toolbars|AutoShapes from the menu bar. Click the

buttons on the toolbar to view the options for drawing

each shape.

Lines - After clicking the Lines button on the

AutoShapes toolbar, draw a straight line, arrow, or

double-ended arrow from the first row of options by


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clicking the respective button. Click in the slide

where you would like the line to begin and

click again where it should end. To draw a curved line

or freeform shape, select curved lines from the menu

(first and second buttons of second row), click in the

slide where the line should appear, and click the

mouse every time a curve should begin. End creating

the graphic by clicking on the starting end or pressing

the ESC key. To scribble, click the last button in

the second row, click the mouse in the slide and hold

down the left button while you draw the design. Let go

of the mouse button to stop drawing.

Connectors - Draw these lines to connect flow chart

elements.

Basic Shapes - Click the Basic Shapes button on the

AutoShapes toolbar to select from many two- and

three-dimensional shapes, icons, braces, and brackets.


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Use the drag-and-drop method to draw the shape in

the slide. When the shape has been made, it can be

resized using the open box handles and other

adjustments specific to each shape can be modified

using the yellow diamond handles.

Block Arrows - Select Block Arrows to choose from

many types of two- and three-dimensional arrows.

Drag-and-drop the

arrow in the slide and use the open box and yellow

diamond handles to adjust the arrowheads. Each

AutoShape can also be rotated by first clicking the Free

Rotate button on the drawing

toolbar . Click and drag the green handles around the

image to rotate it. The tree image below was created


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from an arrow rotated 90 degrees.

Flow Chart - Choose from the flow chart menu to add

flow chart elements to the slide and use the line menu

to draw connections between the elements.

Stars and Banners - Click the button to select stars,

bursts, banners, and scrolls.

Call Outs - Select from the speech and thought

bubbles, and line call outs. Enter the call out text in the

text box that is made.

More AutoShapes - Click the More button to choose

from a list of clip art categories.


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Each of the submenus on the AutoShapes toolbar can

become a separate toolbar. Just click and drag the gray bar

across the top of the submenus off of the toolbar and it

will become a separate floating toolbar.

3.7.5 WordArt

Add headlines in striking colors and shapes to your

presentation using Word Art.

Select Insert|Picture|WordArt from the menu bar or

click the Word Art button on the Drawing toolbar.


238

Choose a Word Art style from the listing and click OK.

Enter the text in the Edit WordArt Text box and

choose the font, size, and style for the text. Click OK.


239

Use the white box handles around the word art to

resize it on the slide.

Drag the yellow diamond handle to change the shape

of the text. To revert back to no shape, double-click

the diamond.

3.8 Slide Effects

3.8.1 Action Buttons

Use the action button toolbar to add functioning buttons to

slides in a presentation.

Select Slide Show|Action Buttons from the menu bar.

Click the bar across the top of the button menu and

drag it off the


240

menu so it becomes a floating toolbar.

Click one of the button faces and draw the button on

the slide using the mouse. The Action Settings menu

will then appear.


241

Set the actions under either the Mouse Click or

Mouse Over tabs. Actions specified for Mouse Click

will execute when the

button is clicked on the slide while actions for Mouse

Over will occur when the mouse pointer hovers over

the button.

Select an action for the button by choosing a

Hyperlink to destination.

If you want a sound to be played when the button is

clicked, check the Play sound box and choose a sound

from the drop-down menu.


The button on the slide can be resized using the white

box handles and the depth of the button can be

changed by dragging the yellow diamond.

3.8.2 Slide Animation

Several animations for slide objects are available through

the drop-down menus on the menu bar. First, select the


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text box or graphic that will be animated. Select Slide

Show|Preset Animation and choose from one of the

options. To select a different animation or turn the

animation off, select the appropriate choice from the same

menu. For more options, follow the procedure below:

Select Slide Show|Custom Animation from the menu

bar.

Select the object on the slide that will be animated

from the Check to animate slide objects list.

Under the Effects tab, select the animation type (or

select "No Effect" to turn an animation off) and


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direction from the drop-down menus and select a

sound if you wish.

Select an After animation effect if the text should

change colors after the animation executes.

o Color palette - Select one of the color swatches or

click More Colors for a larger selection. The text

will change to the selected color when the mouse

is clicked during the slide show.

o Don't Dim - This option erases all After

Animation effects.

o Hide After Animation - Text will be immediately

erased after the animation is completed.

o Hide on Next Mouse click - The text will be

erased when the mouse is clicked.

Choose the style of displaying the text under the

Introduce text section. The drop-down menu provides

options for displaying the characters for each bulleted

item. Select "All at once" for the text to appear

immediately, "by Word" for the text to appear one

word at a time, or "by Letter" for a typewriter effect

that displays one letter at a time.


244

Click the Order & Timing tab to alter the order that

the objects appear on the slide. Highlight the object

in the Animation order box and click the Move arrows

to move the object's position within the animation

sequence. Under Start animation, choose "On mouse

click" to activate the animation by clicking the mouse

or "Automatically" for the animation to

execute after a set number of seconds.

Click the Preview button at any time to preview the

animation on the slide and click OK when finished.

3.8.3 Animation Preview


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Select Slide Show|Animation Preview from the menu bar

to view the Animation Preview window. Click anywhere

within this window with the mouse to preview the

animations that have been set. To hide the window, click

the x close button in the top, right corner.

3.8.4 Slide Transitions

Add transition effects when changing slides by following

these steps:


246

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.

Under Advance, check "On mouse click" for the slide

transition to occur by clicking the mouse or using

keystrokes or check "Automatically after" and a

number of seconds if the transition should occur

automatically.


247

Select a Sound if necessary and check the Loop until

next sound if it should keep repeating until the next

sound is played.

Click Apply 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.

3.8.5 Slide Show Options

Select Tools|Options and click the View tab to choose

from several more slide show options.


248

Popup menu on right mouse click - Check this box if

you want to be able to access the shortcut menu

during a presentation.

Show popup menu button - Check this box to activate

the menu button that appears in the bottom, left

corner of the screen during a presentation.

End with black slide - Insert a blank, black slide to

the end of the presentation.

3.9 Master Slides

3.9.1 Slide Master

Change the style of all slides in the presentation by

changing the properties on the Slide Master. Each Design

Template has its own Slide Master that can be altered. If

you create slides from scratch, a consistent style can be

added to the presentation by formatting the Slide Master.

Select View|Master|Slide Master from the menu bar.


249

Format the master slide just as you would format a

regular slide by formatting text, formatting lists, adding

background patterns and effects, and setting footers.

Click the Close button on the Master toolbar to quit

editing the master slide and return to the

presentation.

3.9.2 Headers and Footers

Add the date and time, slide numbers, and other footer text

to the master slide from the Header and Footer window.


250

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

Check the Date and time box to add this feature to the

slide. Select Update automatically to always display

the current date and time or click Fixed and enter a

date that will not change in the text field provided.

Check the Slide number box to add this feature to the

slides.

Click the Footer box and add other text to the footer

area of the slide.

Check the Don't show on title slide box to hide these

features on the title slide of the presentation.


251

Click the Notes and Handouts tab to make the same

changes to notes and handouts pages.

Click Apply to All to add the changes to every slide or

Apply to add only to the current slide.

3.9.3 Slide Numbers

To add the slide numbers in a fixed position on the slide,

use the Header and Footer window detailed above. The

slide number can otherwise be added anywhere on the

slide by placing the cursor where the slide number should

appear and selecting Insert|Slide Number from the menu

bar. The text of the slide number can the formatting just as

regular text style is changed.

3.9.4 Date and Time

A date and/or time can also be added using the Header and

Footer window or anywhere else on the slide. Place the

cursor where the date and time should appear on the slide

and select Insert|Date and Time from the menu bar. Select

a format from the Available formats box and click Update

automatically if this feature should always be updated to

reflect the current date and time. Click OK to finish.


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3.10 Saving and Printing

3.10.1 Save as Web Page

Presentations can be saved by selecting File|Save from the

menu bar. However, if you want to post Power Point

presentations on the Internet, you may want to save them

as web pages so students and other visitors to your web

site can view the presentation even if they do not have

Power Point installed on their computers. Select File|Save

As Web Page from the menu bar. Choose your web page

directory on the network from the Look in: drop-down


253

menu and name the file in the File name: box. Click Save

to save the presentation in web format.

3.10.2 Page Setup

Select File|Page Setup from the menu bar to access options

for printing the presentation slides. Select the format the

printed slides will be used for from the Slides sized for

drop-down menu or enter a specific print size using the

Width and Height boxes. Select the page orientation for

the slides and for other print material from the

presentation in the Orientation section.

3.10.3 Print


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Select File|Print from the menu bar to print the

presentation.

Print range - Select All to print all the slides in

the presentation, Current slide to print only the


255

current slide, or enter slide numbers in the

Slides field to print only certain slides.

Copies - Enter the number of copies of each slide

specified in Print range and check the Collate

box if necessary. Print What -

Slides prints a full-page slide on each page.

Handouts prints as many slides as you

designate on each page.

Notes Page prints one slide with that slide's

notes on each page

Outline view prints the outline of the

presentation

Click OK to print.




simple commands. Print this list of Power Point keyboard


reference.


256



Action Keystroke

Document actions

Open a presentation CTRL+O

New presentation CTRL+N

Save As F12

Save CTRL+S

Print CTRL+P

Help F1

Formatting

Select all CTRL+A

Copy CTRL+C

Cut CTRL+X

Paste CTRL+V

Undo CTRL+Z

Redo CTRL+Y

Bold CTRL+B

Italics CTRL+I

Underline CTRL+U


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Left justified CTRL+L

Center justified CTRL+E

Right justified CTRL+R

Promote list item ALT+SHIFT+Left

arrow

Demote list item ALT+SHIFT+Right

arrow or TAB

Editing

Find CTRL+F

Replace CTRL+H

Insert hyperlink CTRL+K

New slide CTRL+M

Spell checker F7

Macros ALT+F8

Presentation actions

Begin slide show F5

Next slide ENTER or Down

arrow key

Previous slide BACKSPACE or Up

arrow key

Activate pen tool CTRL+P


258

Erase pen strokes E

Deactivate pen tool CTRL+A

Show/Hide black screen B

Show/Hide white screen W

Show/Hide pointer & button A

End slide show ESC

Run the slide show and press the F1 key to view all

keyboard shortcuts applicable when running a slide show

3.12 Tips

3.12.1 Design Tips

Use contrasting colors for the text and the background

so the text will be easy to read.

Use font size large enough to be seen from the back of

the room where the presentation will be held. A font

size of 24-point or larger is recommended.

Use short phrases and sentences to convey your

message.


259

Use simple slide transitions. Too many different

transitions will distract your audience from the

subject of the presentation.

Avoid cluttering the slides with too much text or

graphics. Your audience should hear what you have to

say and not be distracted by a busy screen.

Keep text simple and easy to read by not using many

different text effects such as bold, italics, underlining,

larger font size for emphasis within a sentence, or a

different font all on the same slide.

3.12.2 Presentation Basics

Begin the slide show by clicking the Slide Show

button on the bottom of the screen.

Move to the next slide by pressing the SPACE BAR,

ENTER, PAGE DOWN, or right arrow keys or by

clicking the left mouse button.


260

Go back to the previous slide by pressing

BACKSPACE, PAGE UP, or the left arrow key.

To end the slideshow before it is complete press ESC

on the keyboard.

A pen tool is available for drawing on the screen with

the mouse. Press CTRL+P or click the right mouse

button at any time and a popup window will appear.

Choose Pen and the pointer will change to a pen that

allows you to draw freehand on the screen using the

mouse. Press the E key to erase all pen strokes. Press

CTRL+A to disable the pen feature and revert the pen

back to a pointer arrow.

If you would like to use the pen to draw on a blank

screen during a presentation, press the B or W keys, or

select Screen/Black Screen from the popup menu and

the screen will turn black. Press B or W again or

choose Next from the

popup menu to return to the presentation when you

are finished drawing.

To hide the pointer and button from the screen press

the A key.


261

Be sure to preview the slide show using a projector if

one will be used during the presentation. Words or

graphics that are close to the edge of the screen may

be cut off by the projector

Module V Unit-I Microsoft Access


1.59.1. A few terms

1.59.2. Getting started

1.59.3. Blank Access database

1.59.4. Access database wizards, pages, and

projects

1.59.5. Open an existing database Converting to

Access 2000

1.60. Screen Layouts

1.60.1. Database window

1.60.2. Design view

1.60.3. Datasheet view

1.61. Creating Tables


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1.61.1. Introduction to tables

1.61.2. Create a table in design view

1.61.3. Field properties

1.61.4. Primary key

1.61.5. Indexes

1.61.6. Field validation rules


1.62.1. Adding records

1.62.2. Editing records

1.62.3. Deleting records

1.62.4. Adding and deleting columns


1.62.6. Freezing columns

1.62.7. Hiding columns

1.62.8. Finding data in a table

1.62.9. Replace

1.62.10. Check spelling and AutoCorrect

1.62.11. Print a datasheet

1.63. Table Relationships

1.63.1. Declaring table relationships

1.64. Sorting and Filtering

1.64.1. Sorting

1.64.2. Filter by selection


263

1.64.3. Filter by form

1.64.4. Saving a filter

1.64.5. Remove a filter

1.65. Queries

1.65.1. Introduction to queries

1.65.2. Create a query in design view

1.65.3. Query wizard

1.65.4. Find duplicates query

1.65.5. Delete a query

1.66. Forms

1.66.1. Create a form using the wizard

1.66.2. Create a form in Design View

1.66.3. Adding records using a form

1.66.4. Editing forms

1.67. Form Controls

1.67.1. List and combo boxes

1.67.2. Check boxes and option buttons

1.67.3. Command buttons

1.68. Subforms

1.68.1. What is a subform?

1.68.2. Create a form and subform at once

1.68.3. Subform wizard

1.68.4. Drag-and-drop method


264

1.69. More Forms

1.69.1. Multiple-page forms using tabs

1.69.2. Conditional formatting

1.69.3. Password text fields

1.69.4. Change control type

1.69.5. Multiple primary keys

1.70. Reports

1.70.1. Using the wizard

1.70.2. Create in Design View

1.70.3. Printing reports

1.71. Importing, Exporting, Linking

1.71.1. Importing

1.71.2. Exporting

1.71.3. Linking



265

4.1 Getting Started

4.1.1 A Few Terms

These words are used often in Access so you will want to

become familiar with them before using the program and

this tutorial.

A database is a collection of related information.

An object is a competition in the database such as a

table, query, form, or macro.

A table is a grouping of related data organized in

fields (columns) and records (rows) on a datasheet. By

using a common field in two tables, the data can be

combined. Many tables can be stored in a single

database.

A field is a column on a datasheet and defines a data

type for a set of values in a table. For a mailing list

table might include fields for first name, last name,

address, city, state, zip code, and telephone number.

A record in a row on a datasheet and is a set of values

defined by fields. In a mailing list table, each record


266

would contain the data for one person as specified by

the intersecting fields.

Design View provides the tools for creating fields in a

table.

Datasheet View allows you to update, edit, and delete

in formation from a table.

4.1.2 Getting Started

After opening Access, you will be presented with the

window shown below. Select one of the first two options if

you are creating a new

database, or the third if you want to edit an existing

database. All three choices are explained in detail below.


267

4.1.3 Blank Access database


268

Unlike Word documents, Excel worksheets, and

Power Point presentations, you must save an Access

database before you start working on it. After

selecting "Blank Access database", you will first be

prompted to specify a location and name for the

database.

Find the folder where the database should reside in

the Save in drop-down menu.

Type the name of the database in the File name line

and click the Create button.


269

4.1.4 Access database wizards, pages, and projects

Access' wizards and layout are existing database structures

that only need data input. Select a database type and click

OK. Name the database on the next screen.

4.1.5 Open an existing database

If the database was opened recently on the computer, it

will be listed on the main window. Highlight the database

name and click OK. Otherwise, highlight "More Files..." in

the list and click OK. From the subsequent window, click

the "Look In:" drop-down menu to find the


270

folder where the database is located, highlight the

database name in the listing and click OK.

Converting to Access 2000

Before opening an existing file that was created in a

previous version of Access, it must first be converted to

Access 2000 format. Convert a database by following these

steps:

Open Access and select Tools|Database

Utilities|Convert Database|To Current Access

Database Version from the menu bar.

Select the database that should be converted and click

the Convert button.

The new version will be a completely separate

database and the old one will remain intact so you

must then name the new version of the database.

4.2 Screen Layouts

4.2.1 Database Window


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The Database Window organizes all of the objects in the

database. The default tables listing provides links for

creating tables and will list all of the tables in the database

when they have been added.

4.2.2 Design View

Design View customizes the fields in the database so that

data can be entered.


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4.2.3 Datasheet View


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The datasheet allows you to enter data into the database

4.3

Creating Tables

4.3.1 Introduction to Tables

Tables are grids that store information in a database

similar to the way an Excel worksheet stores information

in a workbook. Access provides three ways to create a table

for which there are icons in the Database Window.

Double-click on the icons to create a table.


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the Database Window

Create table in Design view will allow you to create

the fields of the table. This is the most common way

of creating a table and is explained in detail below.

Create table using wizard will step you through the

creation of a table.

Create table by entering data will give you a blank

datasheet with unlabelled columns that looks much

like an Excel worksheet. Enter data into the cells and

click the Save button. You will be prompted to add a

primary key field. After the table is saved, the empty


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cells of the datasheet are trimmed. The fields are

given generic names such as "Field1", "Field2", etc. To

rename them with more descriptive titles that reflect

the

content of the fields, select Format|Rename Column

from the menu bar or highlight the column, right-click

on it with the mouse, and select Rename Column from

the shortcut menu.

4.3.2 Create a Table in Design View

Design View will allow you to define the fields in the

table before adding any data to the datasheet. The window

is divided into two parts: a top pane for entering the field

name, data type, and an option description of the field, and

a bottom pane for specifying field properties.


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Field Name - This is the name of the field and should

represent the contents of the field such as "Name",

"Address", "Final Grade", etc. The name can not

exceed 64 characters in length and may include

spaces.

Data Type is the type of value that will be entered

into the fields.

o Text - The default type, text type allows any

combination of letters and numbers up to a

maximum of 255 characters per field record.


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o Memo - A text type that stores up to 64,000

characters.

o Number - Any number can be stored.

o Date/Time - A date, time, or combination of both.

o Currency - Monetary values that can be set up to

automatically include a dollar sign ($) and

correct decimal and comma positions.

o AutoNumber - When a new record is created,

Access will automatically assign a unique integer

to the record in this field. From the General

options, select Increment if the numbers should

be assigned in order or random if any random

number should be chosen. Since every record in

a datasheet must include at least one field that

distinguishes it from all others, this is a useful

data type to use if the existing data will not

produce such values.

o Yes/No - Use this option for True/False, Yes/No,

On/Off, or other values that must be only one of

two.

o OLE Object - An OLE (Object Linking and

Embedding) object is a sound, picture, or other

object such as a Word document or Excel


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spreadsheet that is created in another program.

Use this data type to embed an OLE object or

link to the object in the database.

o Hyperlink - A hyperlink will link to an Internet

or Intranet site, or another location in the

database. The

o data consists of up to four parts each separated

by the pound sign (#):

DisplayText#Address#SubAddress#ScreenTip.

The Address is the only required part of the

string. Examples:

Internet

hyperlink

example:

NUMGEX Home

Page#http://www.numgex.org#

Database link

example:

#c:\My

Documents\database.mdb#MyTable

Description (optional) - Enter a brief description of

what the contents of the field are.


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Field Properties - Select any pertinent properties for

the field from the bottom pane.

4.3.3 Field Properties

Properties for each field are set from the bottom pane of

the Design View window.

Field Size is used to set the number of characters

needed in a text or number field. The default field

size for the text type is 50 characters. If the records in

the field will only have two or three characters, you

can change the size of the field to save disk space or

prevent entry errors by limiting the number of

characters allowed. Likewise, if the field will require

more than 50 characters, enter a number up to 255.

The field size is set in

exact characters for Text type, but options are give for

numbers:

o Byte - Positive integers between 1 and 255

o Integer - Positive and negative integers between

-32,768 and 32,768


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o Long Integer (default) - Larger positive and

negative integers between -2 billion and 2

billion.

o Single - Single-precision floating-point number

o Double - Double-precision floating-point

number

o Decimal - Allows for Precision and Scale

property control

Format conforms the data in the field to the same

format when it is entered into the datasheet. For text

and memo fields, this property has two parts that are

separated by a semicolon. The first part of the

property is used to apply to the field and the second

applies to empty fields.

Text and memo format.

Text Format

Format

Datash

eet Entr

y

Display Explanation

@@@-@@@@ 1234567 123-4567

@ indicates a

required

character or


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space

@@@-@@@& 123456 123-456

& indicates an

optional

character or

space

< HELLO hello

< converts

characters to

lowercase

> Hello HELLO

> converts

characters to

uppercase

@\! Hello Hello! \ adds characters

to the end

@;"No Data E

ntered" Hello Hello

@;"No Data E

ntered" (blank)

No Data E

ntered

Number format. Select one of the preset options from

the drop down menu or construct a custom format

using symbols explained below:

Number Format


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Format Datasheet Entry Display Explanation

###,##0.00 123456.78 123,456.78 0 is a

placeholder

that displays a

digit or 0 if

there is none.

# is a

placeholder

that displays a

digit or

nothing if

there is none.

$###,##0.00 0 $0.00

###.00% .123 12.3%

% multiplies

the number by

100 and added

a percent sign

Currency format. This formatting consists of four

parts separated by semicolons:

format for positive numbers; format for negative

numbers; format for zero values; format for Null

values.


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Currency Format

Format Explanation

$##0.00;($##0.00)[Red];$0.00;"none" Positive values

will be normal

currency format,

negative numbers

will be red in

parentheses, zero is

entered for zero

values, and "none"

will be written for

Null values.

Date format. In the table below, the value "1/1/01" is

entered into the datasheet, and the following values

are displayed as a result of the different assigned

formats.

Date Format

Format Display Explanation

dddd","mmmm d","yyyy Monday, January 1, 2001 dddd,

mmmm,

and yyyy


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print the

full day

name,

month

name, and

year

ddd","mmm ". " d", '"yy Mon, Jan. 1, '01 ddd, mmm,

and yy

print the

first three

day letters,

first three

month

letters, and

last two

year digits

"Today is " dddd Today is Monday

h:n:s: AM/PM 12:00:00 AM "n" is used

for minutes

to

avoid

confusion


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with

months

Yes/No fields are displayed as check boxes by default

on the datasheet. To change the formatting of these

fields, first click the Lookup tab and change the

Display Control to a text box. Go back to the General

tab choices to make formatting changes. The

formatting is designated in three sections

separated by semicolons. The first section does not

contain anything but the semicolon must be included.

The second section specifies formatting for Yes values

and the third for No values.

Yes/No Format

Format Explanation

;"Yes"[green];"No"[red] Prints "Yes" in green or "No"

in red

Default Value - There may be cases where the value

of a field will usually be the same for all records. In

this case, a changeable default value can be set to


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prevent typing the same thing numerous times. Set

the Default Value property.

4.3.4 Primary Key

Every record in a table must have a primary key that

differentiates it from every other record in the table. In

some cases, it is only necessary to designate an existing

field as the primary key if you are certain that every record

in the table will have a different value for that particular

field. A social security number is an example of a record

whose values will only appear once in a database table.

Designate the primary key field by right-clicking on the

record and selection Primary Key from the shortcut menu

or select Edit|Primary Key from the menu bar. The

primary key field will be noted with a key image to the

left. To remove a primary key, repeat one of these steps.

If none of the existing fields in the table will produce

unique values for every record, a separate field must be

added. Access will prompt you to create this type of field

at the beginning of the table the first time you save the

table and a primary key field has not been assigned. The

field is named "ID" and the data type is "autonumber".


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Since this extra field serves no purpose to you as the user,

the autonumber type automatically updates whenever a

record is added so there is no extra work on your part. You

may also choose to hide this column in the datasheet as

explained on a later page in this tutorial.

4.3.5 Indexes

Creating indexes allows Access to query and sort records

faster. To set an indexed field, select a field that is

commonly searched and change the Indexed property to

Yes (Duplicates OK) if multiple entries of the same data

value are allowed or Yes (No Duplicates) to prevent

duplicates.

4.3.6 Field Validation Rules

Validation Rules specify requirements (change word) for

the data entered in the worksheet. A customized message

can be displayed to the user when data that violates the

rule setting is entered. Click the expression builder ("...")

button at the end of the Validation Rule box to write the

validation rule. Examples of field validation rules include

<> 0 to not allow zero values in the record, and ??? to only

all data strings three characters in length.


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Input Masks

An input mask controls the value of a record and sets it in

a specific format. They are similar to the Format property,

but instead display the format on the datasheet before the

data is entered. For example, a telephone number field can

formatted with an input mask to accept ten digits that are

automatically formatted as "(555) 123-4567". The blank

field would look like (___) ___-____. An an input mask to a

field by following these steps:

In design view, place the cursor in the field that the

input mask will be applied to.

Click in the white space following Input Mask under

the General tab.

Click the "..." button to use the wizard or enter the

mask, (@@@) @@@-@@@@, into the field provided. The

following symbols can be used to create an input

mask from scratch:

Input Mask Symbols

Symbol Explanation


289

A Letter or digit

0

A digit 0 through 9 without a + or -

sign and with blanks displayed as

zeros

9 Same as 0 with blanks displayed as

spaces

# Same as 9 with +/- signs

? Letter

L Letter A through Z

C or & Character or space

< Convert letters to lower case

> Convert letters to upper case


4.4.1 Adding Records

Add new records to the table in datasheet view by typing

in the record beside the asterisk (*) that marks the new

record. You can also click the new record button at the

bottom of the datasheet to skip to the last empty record.


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4.4.2 Editing Records

To edit records, simply place the cursor in the record that is

to be edited and make the necessary changes. Use the

arrow keys to move through the record grid. The previous,

next, first, and last record buttons at the bottom of the

datasheet are helpful in maneuvering through the

datasheet.


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4.4.3 Deleting Records

Delete a record on a datasheet by placing the cursor in any

field of the record row and select Edit|Delete Record from

the menu bar or click the Delete Record button on the

datasheet toolbar.

4.4.4 Adding and Deleting Columns

Although it is best to add new fields (displayed as

columns in the datasheet) in design view because more

options are available, they can also be quickly added in

datasheet view. Highlight the column that the new column

should appear to the left of by clicking its label at the top

of the datasheet and select Insert|Column from the menu

bar.

Entire columns can be deleted by placing the cursor in the

column and selecting Edit|Delete Column from the menu

bar.

4.4.5 Resizing Rows and Columns

The height of rows on a datasheet can be changed by

dragging the gray sizing line between row labels up and


292

down with the mouse. By changing the height on one row,

the height of all rows in the datasheet will be changed to

the new value.

Column width can be changed in a similar way by

dragging the sizing line between columns. Double click on

the line to have the column automatically fit to the longest

value of the column. Unlike rows, columns on a datasheet

can be different widths. More exact values

can be assigned by selecting Format|Row Height or

Format|Column Width from the menu bar.

4.4.6 Freezing Columns

Similar to freezing panes in Excel, columns on an Access

table can be frozen. This is helpful if the datasheet has

many columns and relevant data would otherwise not

appear on the screen at the same time. Freeze a column by

placing the cursor in any record in the column and select

Format|Freeze Columns from the menu bar. Select the

same option to unfreeze a single column or select

Format|Unfreeze All Columns.


293

4.4.7 Hiding Columns

Columns can also be hidden from view on the datasheet

although they will not be deleted from the database. To

hide a column, place the cursor in any record in the column


294

or highlight multiple adjacent columns by clicking and

dragging the mouse along the column headers, and select

Format|Hide Columns from the menu bar.

To show columns that have been hidden, select

Format|Unhide Columns from the menu bar. A window

displaying all of the fields in the table will be listed with

check boxes beside each field name. Check the boxes

beside all fields that should be visible on the data table

and click the Close button.


295

4.5.8 Finding Data in a Table

Data in a datasheet can be quickly located by using the

Find command.

Open the table in datasheet view.

Place the cursor in any record in the field that you

want to search and select Edit|Find... from the menu

bar.

Enter the value criteria in the Find What: box.

From the Look In: drop-down menu, define the area

of the search by selecting the entire table or just the

field in the table you placed your cursor in during

step 2.


296

Select the matching criteria from Match: to and click

the More >> button for additional search parameters.

When all of the search criteria is set, click the Find

Next button. If more than one record meets the

criteria, keep clicking Find Next until you reach the

correct record.

4.4.9 Replace

The replace function allows you to quickly replace a single

occurrence of data with a new value or to replace all

occurrences in the entire table.


297

Select Edit|Replace... from the menu bar (or click the

Replace tab if the Find window is already open).

Follow the steps described in the Find procedure for

searching for the data that should be replaced and

type the new value of the data in the Replace With:

box.

Click the Find Next button to step through

occurrences of the data in the table and click the

Replace button to make single

replacements. Click Replace All to change all

occurrences of the data in one step.


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4.4.10 Check Spelling and AutoCorrect

The spell checker can be used to flag spelling errors in text

and menu fields in a datasheet. Select Tools|Spelling from

the menu bar to activate the spell checker and make

corrections just as you would using Word or Excel. The

AutoCorrect feature can automatically correct common

spelling errors such as two INitial CApitals, capitalizing

the first letter of the first word of a sentence, and anything

you define. Select Tools|AutoCorrect to set these features.

4.4.11 Print a Datasheet

Datasheets can be printed by clicking the Print button on

the toolbar or select File|Print to set more printing options.


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4.5 Table Relationships

4.5.1 Declaring Table Relationships

To prevent the duplication of information in a database by

repeating fields in more than one table, table relationships

can be established to link fields of tables together. Follow

the steps below to set up a relational database:

Click the Relationships button on the toolbar.

From the Show Table window (click the Show Table

button on the toolbar to make it appear), double click

on the names of the tables you would like to include

in the relationships. When you have finished adding

tables, click Close.


300

To link fields in two different tables, click and drag a

field from one table to the corresponding field on the

other table and release the mouse button. The Edit

Relationships window will appear. From this

window, select different fields if necessary and select

an option from Enforce Referential Integrity if

necessary. These options give Access permission to

automatically make changes to referential tables if

key records in one of the tales is deleted. Check the

Enforce Referential Integrity box to ensure that the

relationships are valid and that the data is not

accidentally deleted when data is added, edited, or

deleted. Click Create to create the


301

link.

A line now connects the two fields in the

Relationships window.

The datasheet of a relational table will provide

expand and collapse indicators to view subdatasheets

containing matching information from the other table.

In the example below, the student address database

and student grade database were related and the two

can be shown simultaneously using the expand

feature. To expand or collapse all subdatasheets at


302

once, select Format|Subdatasheet|Expand All or

Collapse All from the toolbar.

4.6

Sorting and Filtering

Sorting and filtering allow you to view records in a table

in a different way either by reordering all of the records in

the table or view only those records in a table that meet

certain criteria that you specify.

4.6.1 Sorting

You may want to view the records in a table in a different

order than they appear such as sorting by a date or in

alphabetical order, for example. Follow these steps to


303

execute a simple sort of records in a table based on the

values of one field:

In table view, place the cursor in the column that you

want to sort by.

Select Records|Sort|Sort Ascending or

Records|Sort|Sort Descending from the menu bar or

click the Sort Ascending or Sort Descending buttons

on the toolbar.

To sort by more than one column (such as sorting by date

and then sorting records with the same date

alphabetically), highlight the columns by clicking and

dragging the mouse over the field labels and select one of

the sort methods stated above.

4.6.2 Filter by Selection

This feature will filter records that contain identical data

values in a given field such as filtering out all of the

records that have the value "Smith" in a name field. To

Filter by Selection, place the cursor in the field that you

want to filter the other records by and click the Filter by

Selection button on the toolbar or select


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Records|Filter|Filter By Selection from the menu bar. In

the example below, the cursor is placed in the City field of

the second record that displays the value "Ft. Myers" so the

filtered table will show only the records where the city is

Ft. Myers.


305

4.6.3 Filter by Form

If the table is large, it may be difficult to find the record

that contains the value you would like to filter by so using

Filter by Form may be advantageous instead. This method

creates a blank version of the table with drop-down menus

for each field that each contain the values found in the

records of that field. Under the default Look for tab of the

Filter by Form window, click in the field to enter the filter

criteria. To specify an alternate criteria if records may

contain one of two specified values, click the Or tab at the

bottom of the window and select another criteria from the

drop-down menu. More Or tabs will appear after one

criteria is set to allow you to add more alternate criteria for

the filter. After you have selected all of the criteria you

want to filter, click the Apply Filter button on the

toolbar.


306

The following methods can be used to select records based

on the record selected by that do not have exactly the same

value. Type these formats into the field where the drop-

down menu appears instead of selecting an absolute value.

Filter by Form

Format Explanation

Like

"*Street"

Selects all records that end with "Street"

<="G" Selects all records that begin with the

letters A through G

>1/1/00 Selects all dates since 1/1/00

<> 0 Selects all records not equal to zero

4.6.4 Saving A Filter


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The filtered contents of a table can be saved as a query by

selecting File|Save As Query from the menu bar. Enter a

name for the query and click OK. The query is now saved

within the database.

4.6.5 Remove a Filter

To view all records in a table again, click the depressed

Apply Filter toggle button on the toolbar.

4.7 Queries

4.7.1 Introduction to Queries

Queries select records from one or more tables in a

database so they can be viewed, analyzed, and sorted on a

common datasheet. The resulting collection of records,

called a dynaset (short for dynamic subset), is saved as a

database object and can therefore be easily used in the


308

future. The query will be updated whenever the original

tables are updated. Types of queries are select queries that

extract data from tables based on specified values, find

duplicate queries that

display records with duplicate values for one or more of

the specified fields, and find unmatched queries display

records from one table that do not have corresponding

values in a second table.

4.7.2 Create a Query in Design View

Follow these steps to create a new query in Design View:

From the Queries page on the Database Window,

click the New button.


309

Select Design View and click OK.

Select tables and existing queries from the Tables and

Queries tabs and click the Add button to add each one

to the new query.


310

Click Close when all of the tables and queries have

been selected.

Add fields from the tables to the new query by

double-clicking the field name in the table boxes or

selecting the field from the Field: and Table: drop-

down menus on the query form. Specify sort orders if

necessary.


311

Enter the criteria for the query in the Criteria: field.

The following table provides examples for some of

the wildcard symbols and arithmetic operators that

may be used. The Expression Builder can also be

used to assist in writing the expressions.

Query Wildcards and Expression Operators

Wildcard /

Operator Explanation

? Street The question mark is a wildcard that


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takes the place of a single letter.

43th * The asterisk is the wildcard that

represents a number of characters.

<100 Value less than 100

>=1 Value greater than or equal to 1

<>"FL" Not equal to (all states besides

Florida)

Between 1 and

10

Numbers between 1 and 10

Is Null

Is Not Null

Finds records with no value

or all records that have a value

Like "a*" All words beginning with "a"

>0 And <=10 All numbers greater than 0 and less

than 10

"Bob" Or "Jane" Values are Bob or Jane

After you have selected all of the fields and tables,

click the Run button on the toolbar.

Save the query by clicking the Save button.

4.7.3 Query Wizard

Access' Query Wizard will easily assist you to begin

creating a select query.


313

Click the Create query by using wizard icon in the

database window to have Access step you through the

process of creating a query.

From the first window, select fields that will be

included in the query by first selecting the table from

the drop-down Tables/Queries menu. Select the fields

by clicking the > button

to move the field from the Available Fields list to

Selected Fields. Click the double arrow button >> to

move all of the fields


314

to Selected Fields. Select another table or query to

choose from more fields and repeat the process of

moving them to the Selected Fields box. Click Next >

when all of the fields have been selected.

On the next window, enter the name for the query and

click Finish.

Refer to steps 5-8 of the previous tutorial to add more

parameters to the query.


315

4.7.4 Find Duplicates Query

This query will filter out records in a single table that

contain duplicate values in a field.

Click the New button on the Queries database

window, select Find Duplicates Query Wizard from

the New Query window and click OK.

Select the table or query that the find duplicates

query will be applied to from the list provided and

click Next >.


316

Select the fields that may contain duplicate values by

highlighting the names in the Available fields list

and clicking the > button to individually move the

fields to the Duplicate-

value fields list or >> to move all of the fields. Click

Next > when all fields have been selected.


317

Select the fields that should appear in the new query

along with the fields selected on the previous screen

and click Next >.


318

Name the new query and click Finish.

4.7.5 Delete a Query


319

To delete a table from the query, click the table's title bar

and press the Delete key on the keyboard.

4.8 Forms

Forms are used as an alternative way to enter data into a

database table.

4.8.1 Create Form by Using Wizard

To create a form using the assistance of the wizard, follow

these steps:

Click the Create form by using wizard option on the

database window.

From the Tables/Queries drop-down menu, select the

table or query whose datasheet the form will modify.

Then, select the fields that will be included on the

form by highlighting each one the Available Fields

window and clicking the single right arrow button >

to move the field to the Selected Fields window. To

move all of the fields to Select Fields, click the double


320

right arrow button >>. If you make a mistake and

would like to remove a field or all of the fields from

the Selected Fields window, click the left arrow < or

left double arrow << buttons. After the proper fields

have been selected, click the Next > button to move on

to the next screen.

On the second screen, select the layout of the form.


321

o Columnar - A single record is displayed at one

time with labels and form fields listed side-by-

side in columns

o Justified - A single record is displayed with

labels and form fields are listed across the screen

o Tabular - Multiple records are listed on the page

at a time with fields in columns and records in

rows

o Datasheet - Multiple records are displayed in

Datasheet View

Click the Next > button to move on to the next screen.


322


323

Select a visual style for the form from the next set of

options and click Next >.

On the final screen, name the form in the space

provided. Select "Open the form to view or enter

information" to open the form in Form View or

"Modify the form's design" to open it in Design View.

Click Finish to create the form.


324

4.8.2 Create Form in Design View

To create a form from scratch without the wizard, follow

these steps:

Click the New button on the form database window.

Select "Design View" and choose the table or query

the form will be associated with the form from the

drop-down menu.

Select View|Toolbox from the menu bar to view the

floating toolbar with additional options.


325

Add controls to the form by clicking and dragging the

field names from the Field List floating window.

Access creates a text box for the value and label for

the field name when this action is accomplished. To

add controls for all of the fields in the Field List,

double-click the Field List window's title bar and

drag all of the highlighted fields to the form.


326

4.8.3 Adding Records Using A Form

Input data into the table by filling out the fields of the

form. Press the Tab key to move from field to field and

create a new record by clicking Tab after the last field of

the last record. A new record can also be created at any

time by clicking the New Record button at the bottom of

the form window. Records are automatically saved as they

are entered so no additional manual saving needs to be

executed.


327

4.8.4 Editing Forms

The follow points may be helpful when modifying forms

in Design View.

Grid lines - By default, a series of lines and dots

underlay the form in Design View so form elements

can be easily aligned. To toggle this feature on and off

select View|Grid from the menu bar.

Snap to Grid - Select Format|Snap to Grid to align

form objects with the grid to allow easy alignment of

form objects or uncheck this feature to allow objects

to float freely between the grid lines and dots.

Resizing Objects - Form objects can be resized by

clicking and dragging the handles on the edges and

corners of the element with the mouse.


328

Change form object type - To easily change the type of

form object without having to create a new one, right

click on the object with the mouse and select Change

To and select an available object type from the list.

Label/object alignment - Each form object and its

corresponding label are bounded and will move

together when either one is moved with the mouse.

However, to change the position of the object and

label in relation to each other (to move the label closer

to a text box, for example), click and drag the large

handle at the top, left corner of the object or label.

Tab order - Alter the tab order of the objects on the

form by selecting View|Tab Order... from the menu

bar. Click the gray box before the row you would like

to change in the tab order,


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drag it to a new location, and release the mouse button.

Form Appearance - Change the background color of

the form by clicking the Fill/Back Color button on the

formatting toolbar and click one of the color swatches

on the palette.

Change the color of individual form objects by

highlighting one and selecting a color from the

Font/Fore Color palette on the formatting toolbar. The

font and size, font effect, font alignment, border

around each object, the border width, and a special

effect can also be modified using the formatting

toolbar:


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Page Header and Footer - Headers and footers added

to a form will only appear when it is printed. Access

these sections by selecting View|Page Header/Footer

on the menu bar. Page numbers can also be added to

these sections by selecting Insert|Page Numbers. A

date and time can be added from Insert|Date and

Time.... Select View|Page Header/Footer again to hide

these sections from view in Design View.

4.9 Form Controls

This page explains the uses for other types of form controls

including lists, combo boxes, checkboxes, option groups,

and command buttons.

4.9.1 List and Combo Boxes

If there are small, finite number of values for a certain

field on a form, using combo or list boxes may be a quicker

and easier way of entering data. These two control types

differ in the number of values they display. List values are

all displayed while the combo box values are not


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displayed until the arrow button is clicked to open it as

shown in these examples:

By using a combo or list box, the name of the academic

building does not need to be typed for every record.

Instead, it simply needs to be selected from the list. Follow

these steps to add a list or combo box to a form:

Open the form in Design View.

Select View|Toolbox to view the toolbox and make

sure the "Control Wizards" button is pressed in.

Click the list or combo box tool button and draw the

outline on the form. The combo box wizard dialog

box will appear.


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Select the source type for the list or combo box values

and click Next >.

Depending on your choice in the first dialog box, the

next options will vary. If you chose to look up values

from a table or query, the following box will be

displayed. Select the table or query from which the

values of the combo box will come from. Click Next >

and choose fields from the table or query that was

selected. Click Next > to proceed.


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On the next dialog box, set the width of the combo

box by clicking and dragging the right edge of the

column. Click Next >.


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The next dialog box allows tells Access what to do

with the value that is selected. Choose "Remember the

value for later use" to use the value in a macro or

procedure (the value is discarded when the form is

closed), or select the field that the value should be

stored in. Click Next > to proceed to the final screen.

Type the name that will appear on the box's label and

click Finish.

4.9.2 Check Boxes and Option Buttons


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Use check boxes and option buttons to display yes/no,

true/false, or on/off values. Only one value from a group of

option buttons can be selected while any or all values from

a check box group can be chosen. Typically, these controls

should be used when five or less options are

available. Combo boxes or lists should be used for long

lists of options. To add a checkbox or option group:

Click the Option Group tool on the toolbox and draw

the area where the group will be placed on the form

with the mouse. The option group wizard dialog box

will appear.

On the first window, enter labels for the options and

click the tab key to enter additional labels. Click Next

> when finished typing labels.


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On the

next

window, select a default value if there is any and click

Next >.

Select values for the options and click Next >.


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Choose what should be done with the value and click

Next >.

Choose the type and style of the option group and

click Next >.


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Type the caption for the option group and click

Finish.

4.9.3 Command Buttons

In this example, a command button beside each record is

used to open another form.

Open the form in Design View and ensure that the

Control Wizard button on the toolbox is pressed in.

Click the command button icon on the toolbox and

draw the button on the form. The Command Button

Wizard will then appear.


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On the first dialog window, action categories are

displayed in the left list while the right list displays

the actions in each category. Select an action for the

command button and click Next >.

The next few pages of options will vary based on the

action you selected. Continue selecting options for the

command button.

Choose the appearance of the button by entering

caption text or selecting a picture. Check the Show All

Pictures box to view the full list of available images.

Click Next >.


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Enter a name for the command button and click

Finish to create the button.

4.10 Subforms

4.10.1 What Is A Subform?

A subform is a form that is placed in a parent form, called

the main form. Subforms are particularly useful to display


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data from tables and queries that have one-to-many

relationships. For example, in the sample below, data on

the main form is drawn from an item information table

while the subform contains all of the orders for that item.

The item record is the "one" part of this one-to-many

relationship while the orders are the "many" side of the

relationship since many orders can be placed for the one

item.

The

remainder of this page explains three methods for creating

subforms and they assume that the data tables and/or

queries have already been created.

4.10.2 Create a Form and Subform at Once

Use this method if neither form has already been created.

A main form and subform can be created automatically


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using the form wizard if table relationships are set

properly or if a query involving multiple tables is selected.

For example, a relationship can be set between a table

containing customer information and one listing customer

orders so the orders for each customer are displayed

together using a main form and subform. Follow these

steps to create a subform within a form:

Double-click Create form by using wizard on the

database window.

From the Tables/Queries drop-down menu, select the

first table or query from which the main form will

display its data. Select the fields that should appear

on the form by highlighting the field names in the

Available Fields list on the left and clicking the single

arrow > button or click the double arrows >> to choose

all of the fields.


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From the same window, select another table or query

from the Tables/Queries drop-down menu and choose

the fields that should appear on the form. Click Next

to continue after all fields have been selected.

Choose an arrangement for the forms by selecting

form with subform(s) if the forms should appear on

the same page or Linked forms if there are many

controls on the main form and a subform will not fit.

Click Next to proceed to the next page of options.


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Select a tabular or datasheet layout for the form and

click Next.


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Select a style for the form and click Next.


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Enter the names for the main form and subform. Click

Finish to create the forms.

New records can be added to both tables or queries at

once by using the new combination form.


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4.10.3 Subform Wizard

If the main form or both forms already exist, the Subform

Wizard can be used to combine the forms. Follow these

steps to use the Subform Wizard:

Open the main form in Design View and make sure

the Control Wizard button on the toolbox is

pressed in.

Click the Subform/Subreport icon on the toolbox

and draw the outline of the subform on the main

form. The Subform Wizard dialog box will appear

when the mouse button is released.

If the subform has not been created yet, select "Use

existing Tables and Queries". Otherwise, select the

existing form that will become the subform. Click

Next to continue.


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The next dialog window will display table

relationships assumed by Access. Select one of these

relationships or define your own and click Next.


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On the final dialog box, enter the name of the

subform and click Finish.

4.10.4 Drag-and-Drop Method

Use this method to create subforms from two forms that

already exist. Make sure that the table relationships have

already been set before proceeding with these steps.


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Open the main form in Design View and select

Window|Tile Vertically to display both the database

window and the form side-by-side.

Drag the form icon beside the name of the subform

onto the detail section of the main form design.


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4.11 More Forms

4.11.1 Multiple-Page Forms Using Tabs

Tab controls allow you to easily create multi-page forms.

Create a tab control by following these steps:

Click the Tab Control icon on the toolbox and draw

the control on the form.

Add new controls to each tab page the same way that

controls are added to regular form pages and click the

tabs to change pages. Existing form controls cannot be

added to the tab page by dragging and dropping.

Instead, right-click on the control


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and select Cut from the shortcut menu. Then right-

click on the tab control and select Paste. The controls

can then be repositioned on the tab control.

o Add new tabs or delete tabs by right-clicking in

the tab area and choosing Insert Page or Delete

Page from the shortcut menu.

o Reorder the tabs by right-clicking on the tab

control and selecting Page Order.

o Rename tabs by double-clicking on a tab and

changing the Name property under the Other

tab.

4.11.2 Conditional Formatting


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Special formatting that depends on the control's value can

be added to text boxes, lists, and combo boxes. A default

value can set along with

up to three conditional formats. To add conditional

formatting to a control element, follow these steps:

Select the control that the formatting should be

applied to and select Format|Conditional Formatting

from the menu bar.

Under Condition 1, select one of the following

condition types:

o Field Value Is applies formatting based upon the

value of the control. Select a comparison type

from the second drop-down menu and enter a

value in the final text box.

o Expression Is applies formatting if the expression

is true. Enter a value in the text box and the

formatting will be added if the value matches the

expression.

o Field Has Focus will apply the formatting as soon

as the field has focus.


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Add additional conditions by clicking the Add >>

button and delete conditions by clicking Delete... and

checking the conditions to erase.

4.11.3 Password Text Fields

To modify a text box so each character appears as an

asterisk as the user types in the information, select the text

field in Design View and click Properties. Under the Data

tab, click in the Input Mask field and then click the button

[...] that appears. Choose "Password" from the list of input

masks and click Finish. Although the user will only see

asterisks for each character that is typed, the actual

characters will be saved in the database.

4.11.4 Change Control Type


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If you decide the type of a control needs to be changed,

this can be done without deleting the existing control and

creating a new one although not every control type can be

converted and those that can have a limited number of

types they can be converted to. To change the control type,

select the control on the form in Design View and

choose Format|Change To from the menu bar. Select one

of the control types that is not grayed out.

4.11.5 Multiple Primary Keys

To select two fields for the composite primary key, move

the mouse over the gray column next to the field names

and note that it becomes an arrow. Click the mouse, hold it

down, and drag it over all fields that should be primary

keys and release the button. With the multiple fields

highlighted, click the primary key button.

4.12 Reports

Reports will organize and group the information in a table

or query and provide a way to print the data in a database.


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4.12.1Using the Wizard

Create a report using Access' wizard by following these

steps:

Double-click the "Create report by using wizard"

option on the Reports Database Window.

Select the information source for the report by

selecting a table or query from the Tables/Queries

drop-down menu. Then, select the fields that should

be displayed in the report by transferring them from

the Available Fields menu to the Selected Fields

window using the single right arrow button > to move

fields one at a time or the double arrow button >> to

move all of the fields at once. Click the Next > button to

move to the next screen.


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Select fields from the list that the records should be

grouped by and click the right arrow button > to add

those fields to the diagram. Use the Priority buttons to

change the order of the grouped fields if more than

one field is selected. Click Next > to continue.


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If the records should be sorted, identify a sort order

here. Select the first field that records should be

sorted by and click the A-Z sort button to choose from

ascending or descending order. Click Next > to

continue.


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Select a layout and page orientation for the report and

click Next >.


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Select a color and graphics style for the report and

click Next >.


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On the final screen, name the report and select to

open it in either Print Preview or Design View mode.

Click the Finish button to create the report.


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4.12.2 Create in Design View

To create a report from scratch, select Design View from

the Reports Database Window.

Click the New button on the Reports Database

Window. Highlight "Design View" and choose the

data source of the


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report from the drop-down menu and click OK.

You will be presented with a blank grid with a Field

Box and form element toolbar that looks similar to the

Design View for forms. Design the report in much the

same way you would create a form. For example,

double-click the title bar of the Field Box to add all of

the fields to the report at once. Then, use the handles

on the elements to resize them, move them to

different locations, and modify the look of the report

by using options on the formatting toolbar. Click the

Print View button at the top, left corner of the screen

to preview the report.


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4.12.3 Printing Reports

Select File|Page Setup to modify the page margins, size,

orientation, and column setup. After all changes have been

made, print the report by selecting File|Print from the

menu bar or click the Print button on the toolbar.

4.13 Importing, Exporting, and Linking


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4.13.1 Importing

Importing objects from another database will create a

complete copy of a table, query, or any other database

object that you select. Import a database object by

following these steps:

Open the destination database.

Select File|Get External|Import from the menu bar.

Choose the database the object is located in a click the

Import button.

From the Import Objects window, click on the object

tabs to find the object you want to import into the

database. Click the Options >> button to view more

options. Under Import Tables, select "Definition and

Data" if the entire table should be copied or

"Definition Only" if the table structure should be

copied but not the data. Under Import Queries, select

"As Tables" if the queries should appear as regular

tables in the destination database. Highlight the

object name, and click OK.


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The new object will now appear with the existing

objects in the database.

4.12.2 Exporting

The effect of importing can also be achieved using the

opposite method of exporting.

Open the database containing an object that will be

copied (exported) to another database.

Find the object in the Database Window and

highlight it. Then, select File|Export... from the menu

bar.


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Select the destination database from the window and

click Save.

You will be prompted to name the new object and

may also be given other options, such as whether to

copy the structure or data and structure of a table.

Click OK to complete the export procedure.

4.12.3 Linking

Unlike importing, linking objects from another database

will create a link to an object in another database while not

copying the table to the current database. Create a link by

following these steps:

Open the destination database.

Select File Get External Link Tables... from the menu

bar.

Choose the database that the table is located in and

click the Link button.

A window listing the tables in the database will then

appear. Highlight the table or tables that should be

linked and click OK. A link to the table will appear in


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the Database Window as a small table icon preceded

by a small right arrow.



constantly switching from the keyboard to the mouse to

execute simple commands. Print this list of Access

keyboard shortcuts and keep it by your computer for a

quick reference.



Action Keystroke

Database actions

Open

existing

database

CTRL+O

Open a

new

database

CTRL+N

Save CTRL+S

Action Keystroke

Editing

Select all CTRL+A

Copy CTRL+C

Cut CTRL+X

Paste CTRL+V

Undo CTRL+Z

Redo CTRL+Y

Find CTRL+F


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Save

record SHIFT+ENTER

Print CTRL+P

Display

database

window

F11

Find and

Replace CTRL+F

Copy CTRL+C

Cut CTRL+X

Paste CTRL+V

Undo CTRL+Z

Help F1

Toggle

between

Form

and

Design

view

F5

Other

Replace CTRL+H

Spell checker F7

Toggle between

Edit mode and

Navigation mode

F2

Open window for

editing large

content fields

SHIFT+F2

Switch from current

field to current

record

ESC

Navigating Through a

datasheet

Next field TAB

Previous field SHIFT+TAB

First field of

record HOME

Last field of

record END

Next record DOWN


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Insert

line

break in

a memo

field

CTRL+ENTER

Insert

current

date

CTRL+;

Insert

current

time

CTRL+:

Copy

data from

previous

record

CTRL+'

Add a

record CTRL++

Delete a

record CTRL+-

ARROW

Previous record UP ARROW

First field of first

record CTRL+HOME

Last field of last

record CTRL+END


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