unit-1 introduction to word processor, spreadsheet and presentation tools a

UNIT-1INTRODUCTION TO WORD PROCESSOR, SPREADSHEET AND

PRESENTATION TOOLS

A word processor (more formally known as document preparation system) is a computer application used for the production (including composition, editing, formatting, and possibly printing) of any sort of printable material.

A word processor may also refer to a stand-alone computer unit similar to a typewriter, but often including technological advancements such as a screen, advanced formatting and printing options, and the ability to save documents onto memory cards or diskettes. Word processors almost invariably allowed the user to choose between standard typing and word processing modes by way of a switch. Such word processors should not be confused with an electric typewriter.

Word processors are descended from early text formatting tools (sometimes called text justification tools, from their only real capability). Word processing was one of the earliest applications for the personal computer in office productivity.

Word processing is the ability to create documents using a word processor. It can also refer to advanced shorthand techniques, sometimes used in specialized contexts with a specially modified

Although early word processors used tag-based markup for document formatting, most modern word processors take advantage of a graphical user interface. Most are powerful systems consisting of one or more programs that can produce any arbitrary combination of images, graphics and text, the latter handled with type-setting capability.

Microsoft Word is the most widely used computer word processing system; Microsoft estimates over five hundred million people use the Office suite. There are also many other commercial word processing applications, such as WordPerfect. Open-source applications such as OpenOffice's Writer and KWord are rapidly gaining in popularity.

Characteristics

Word processing typically refers to text manipulation functions such as automatic generation of:

batch mailings using a form letter template and an address database (also called mail merging);

indices of keywords and their page numbers; tables of contents with section titles and their page numbers; tables of figures with caption titles and their page numbers; cross-referencing with section or page numbers; footnote numbering


PRESENTATION TOOLS

History of word processing

Word processing developed as specialised programs on mainframe computers during the 1970s as online computing with the use of personal terminal devices having keyboards and display screens became more common. These programs evolved from text based editors used by programmers and computer professionals. Microprocessors and, in the late 1970s, the ability to place intelligent devices on the desks of workers at reasonable cost including cheaper and smaller printers, led to the introduction of machines dedicated to "word processing". These were primarily aimed at typists, particularly those in centralised typing pools where other workers sent handwritten notes or dictaphone tapes to be transcribed into documents that could be printed and returned for reviewing. Considerable time saving economies were achieved by word processing operators. This resulted from:

the faster typing speeds achieved by as a result of electronic keyboards the assistance of the word processing software for functions like layout

and spell checking.

Time savings

Further time savings were gained because the originators of documents could mark corrections and additions, return them for revision in the electronic files and then re-review without checking the entire document again for new errors but only checking the updates. Not only were economies gained but superior presentation and layout was achieved with the use of multiple fonts and superior print quality, when compared with typewriters. These advantages led to a rapid replacement of typists with word processing operators, especially as the word processing systems evolved to give more powerful functions and the power to cost ratio for electronic equipment continued upwards exponentially (refer to Moore's Law).

Personal computers

For a few years word processing was very much centralised in the way that typing was. The special word processing systems were still too expensive and complex to become general issue. However, this began to change rapidly as the PC began to appear on desktops throughout organisations, with general staff doing their own typing and document preparation.

By the early 1990s, the typing and word processing pool had disappeared. The evolution of word processing software continued with both increased ability and ease of use as PC's increased in power and as graphical user interfaces (GUIs)


PRESENTATION TOOLS

became the norm. The early text only applications become powerful document creation packages able to manipulate images as well as text to create publications to a standard that would previously only be achievable by professional typesetters and printers. Not only had the typing pool disappeared but the career of typist too, with ordinary workers doing all their own typing and document creation and increasingly by direct entry from thoughts into electronic form, via a PC keyboard, without any drafting of ideas onto paper.

Commercial evolution

This evolution from typing using mechanical devices to electronic word processing systems to a do-it-yourself PC based packages, provided commercial opportunities as well as pit-falls. Companies rose and grew strong and then declined and even disappeared as a result of the fast changes that were occurring. Perhaps the best example of a company that became very successful on the back of specialised word processing systems was Wang Computers but then collapsed when it lost its revenue from word processing systems and was not able to substitute newer forms of computing quickly enough. Olivetti is another company that struggled to migrate from mechanical typewriter devices to word processing systems and then to PC computing.

Introduction to Using Microsoft Excel

Microsoft Excel is a spreadsheet application that allows you to easily track, manage, perform calculations on, andAnalyze almost any type of data. You can enter the data yourself or you can import it from another source. InAddition, you can use the data that you store in a spreadsheet to make customized graphical charts forPresentations that can be placed on the web or printed for distribution.Excel consists of a grid with rows and columns that make it easy to keep your information organized. Once youhave entered information into the cells of your spreadsheet, you can format the data in any way that you wish.Excel allows you to apply formulas to adjacent cells so that you can add, subtract, multiply and divide numbers.Excel also provides you with easy-to-use built-in functions that perform even more complex calculations fromaveraging to time calculations. Whether you want to sort lists containing volunteer information, create an easy touse time-sheet, or calculate costs for events; Microsoft Excel can be a valuable tool in helping you keep yourprogram organized and efficient.By the end of this session, you will be able to:• Recognize the components and functions of the Excel interface


PRESENTATION TOOLS

• Build a spreadsheet structure that fits your particular program’s needs• Enter data into the spreadsheet and perform necessary edits• Understand the basics of working with formulas• Format your worksheet to have a consistent look and feel• Create a chart using the data from your spreadsheet• Save and/or print your spreadsheet in multiple formats

A spreadsheet is a rectangular table (or grid) of information, often financial information. The word came from "spread" in its sense of a newspaper or magazine item (text and/or graphics) that covers two facing pages, extending across the center fold and treating the two pages as one large one. The compound word "spread-sheet" came to mean the format used to present bookkeeping ledgers—with columns for categories of expenditures across the top, invoices listed down the left margin, and the amount of each payment in the cell where its row and column intersect—which were traditionally a "spread" across facing pages of a bound ledger (book for keeping accounting records) or on oversized sheets of paper ruled into rows and columns in that format and approximately twice as wide as ordinary paper.

Microsoft Excel Features

Find and replace Finding and replacing data in Excel includes great new options to match formats and search an entire workbook or worksheets.

Sending a range Sending out mid-month reports and summaries just got easier. Select a range on your worksheet, click E-mail on the Standard toolbar, type an introduction to the report, and then send it without spending extra time on the task.

Insert and delete columns while filtering You can insert and delete columns with AutoFilter turned on in Excel. You can even undo the action and preserve any applied filtering.

Cell Pointer (Active Cell): The cell pointer indicates the currently selected Cell.Menu Bar: The various menus provide you with access to the features and Commands used in Excel.Edit Line: Displays the contents of the selected cell. You can edit content here or in the cell itself.Standard Toolbar: Provides standard file management, text editing and Proofing commands.


PRESENTATION TOOLS

Formatting Toolbar: Provides commands for formatting cells and the Content of cells.Column Heading Buttons: The labels for the columns. You can select a Column by clicking on the column heading button.

Introduction to Using Microsoft Excel

Row Heading Buttons: The labels for the rows. You can select a row by Clicking on the row heading button.Tab Scrolling Buttons: These buttons allow you to scroll forward or back a Sheet or to jump to the first or last sheet.Sheet Tabs: The labels for the sheets. You can select a particular sheet by Clicking on the appropriate sheet tab.Status Bar: The status bar provides you with information about the current Sheet or operation being performed.Scroll Bars: The scroll bars allow you to move the view of the document. Scroll through your document by clicking the arrows next to the scroll bars or clicking and dragging the bars themselves.

Working with Data Entering Data

When you open Excel, a new workbook will open for you. The workbook can be made of a single worksheet or multiple sheets. We will be entering data on the first worksheet, with headings at the top of each column of data we will be adding to our spreadsheet. Excel gives you the ability to customize the page to look any way you like. In this example we will be entering typical volunteerinformation that we will then use for other functions in Excel, such as totaling, sorting and gathering. To enter data into cell in your spreadsheet, you must first move to the cell. Either click on the cell with your mouse or use the arrows to navigate to the cell in which you would like to enter data.

About creating presentationsCreating a presentation in Microsoft PowerPoint involves starting with a basic design; adding new slides and content; choosing layouts; modifying slide design, if you want, by changing the color scheme or applying different design templates; and creating effects such as animated slide transitions. The information below focuses on the options available to you when you start the process.

The New Presentation task pane in PowerPoint gives you a range of ways with which to start creating a presentation. These include:

Blank Start with slides that have minimal design and no color applied to them.


PRESENTATION TOOLS

Existing presentation Base your new presentation on one that you have already written and designed. This command creates a copy of an existing presentation so you can make the design or content changes you want for the new presentation.

Design template Base your presentation on a PowerPoint template that already has a design concept, fonts, and color scheme. In addition to the templates that come with PowerPoint, you can use one you created yourself.

Templates with suggested content Use the AutoContent Wizard to apply a design template that includes suggestions for text on your slides. You then type the text that you want.A template on a Web site Create a presentation using a template located on a Web site.Create a presentation using blank slides

On the Standard toolbar, click New. If you want to keep the default title layout for the first slide, go to step 3. If

you want a different layout for the first slide, in the Slide Layout task pane, click the layout you want.

On the slide or on the Outline tab, type the text you want. To insert a new slide, on the toolbar, click New Slide , and click the layout

you want. Repeat steps 3 and 4 for each new slide, and add any other design

elements or effects you want. When you finish, on the File menu, click Save, type a name for your

presentation, and then click Save

Create a presentation using a design template If the New Presentation task pane isn't displayed, on the File menu, click

New. Under New, click From Design Template. In the Slide Design task pane, click a design template that you'd like to

apply. If you want to keep the default title layout for the first slide, go to step 5. If

you want a different layout for the first slide, on the Format menu, click Slide Layout, and then click the layout you want.

On the slide or on the Outline tab, type the text for the first slide. To insert a new slide, on the toolbar, click New Slide , and click the layout

you want for the slide. Repeat steps 5 and 6 to keep adding slides, and add any other design

elements or effects you want. To save the presentation, on the File menu, click Save; in the File name

box type a name for the presentation, and then click Save.

unit-1 introduction to word processor, spreadsheet and presentation tools a

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