SCTPC Computer Meterial

SCTPC’S COURSE METERIAL 2008-2009 1
INDEX
Sno. Subject Pageno’s
TERM – I
1 Introduction to computer 1–5

2 Hardware peripherals and usage 6-9
3 Operating systems and accessories 10-10
4 Application software and usage 11-11
5 Connectivity 12
6 Introduction to intranet applications 12-14
TERM – II
7 MICROSOFT WORD 15-45

8 MICROSOFT EXCELL 46-72
9 MICROSOFT POWERPOINT 73-106
TERM – III
10 INTRODUCTION TO INTRANET 107

11 INTRANET APPLICATIONS 108-128
SUGGESTIVE TIME TABLE
12 TIMETABLE FOR CIVIL 129-133

13 TIMETABLE FOR AR 134-140
14 TIMETABLE FOR APSP 141-147
PART – I
INTRODUCTION TO COMPUTERS :-
Necessity is the mother of invention is a well-known idiom, which stands for the evolution of any
new technology. Invention never stops; it’s a continuous process. Today Information
Technology is changing at a lightening speed, by ripping of age-old beliefs. In to-days world,
accessing distribution, storing and retrieving of information has become part of ones life. Every
one is interested at faster and cheaper communication modes. In this era of changing
technologies computers are playing hetero-centric role. Computers as a tool, has become a
necessary evil for day-to-day living needs.
I, Computer: Definition
A computer is a machine that can be programmed to manipulate symbols. Its principal

characteristics are:
• It responds to a specific set of instructions in a well-defined manner.

• It can execute a prerecorded list of instructions (a program).
POLICE COMPUTER SERVICES, AP HYDERABAD.

• It can quickly store and retrieve large amounts of data.
HISTORY OF COMPUTERS:-
Computers Evolution
The Modern Desktop Computer
Charles Babbage (The first Computer –Difference Engine)
IBM-360 The first computer with Valves
ENIAC-The first Digital Computer
Litton General Precision 1950 with Vacuum tubes , Memory drums
In brief the computer age has been divided into three ages
The Dark Ages (500 BC – 1890 AD)

The Middle Ages (1890 – 1944) and
The Modern Age (1944 onwards)
Computer technology and its uses are having a profound effect on our world. The
computer has spawned the "information age", allowing us to produce and manipulate information
as never before in our history. Humans have been using mechanical devices to perform
mathematical calculations for a very long time. As early as 500 BC, the ancient Egyptians were
using the bead-and-wire abacus to add and subtract large numbers. In 1642, Blaise Pascal of
France invented a machine he called the "Pascaline" that could add, subtract, carry between digits
and calculate the exchange rate of national currencies. In 1674, Gottfried Wilhelm Leibnitz of
Germany created a machine that could add, subtract, multiply and divide automatically.
Remember, these machines preceded the discovery of electricity by over one hundred years!
The first computers were the size of whole rooms and used vacuum-tube electronic
technology. They were used in World War Two. Although highly functional, these computers
were difficult to maintain and extremely slow by today's standards. We needed smaller, more
powerful computers that could be taken to the moon on the Apollo space missions. This was
achieved using silicon-based transistors to build micro-computing machines.
By the late 1970s, microcomputers for consumers began to appear. Radio Shack,
Commodore, Apple Computer Inc. and Texas Instruments introduced the personal computer. In
1981, IBM released the IBM PC (personal computer). Through the 1980s and 1990s, Microsoft
and Intel released new generations of computer chips and operating system software that became
more powerful with each release. As computers became more powerful, new software was
developed that harnessed their increasing capabilities.
Now we can link our computers into worldwide networks and share information with
people around the world. The Internet is the next great computer frontier. It promises to bring us
more amazing technological advances, and at the same time, change the way we live and work.

The modern PC has roots that go back to the USA in the 1940s. Among the many
scientists, John von Neumann (1903-57), was a mathematician, born in Hungary. We can still use
his computer design today. He broke computer hardware down in five primary parts:
 CPU (Central Processing Unit)

 Input
 Output
 Working memory
 Permanent memory
GENERATIONS & TYPES OF COMPUTERS :

The first three computer generations are linked to the development of three technologies.
 The Vacuum tube
 The Transistor and
 The Integrated circuit
The First Generation (1951-1958): Vacuum tubes – electronic tubes were used as the internal
computer components. However, as thousands of such tubes were required, they generated a great
deal of heat, causing many problems in temperature regulation and climate control. In addition
the tubes were subjected to frequent burnout. Machine language (0s and 1s) was used for
programming these computers. This made programming difficult and time consuming.
The Second Generation (1959-1969) : Transistor, a small device that transferred electric signals
across a resistor, was developed in this generation. Transistors were much smaller than vacuum
tubes, needed no warm up time, consumed less energy and were faster and more reliable. Another
important development was the move from machine language to assembly language. Assembly
language used abbreviations for instructions rather than numbers. e.g. ADD for addition.
The Third Generation (1965-1970): An Integrated Circuit (IC) is a complete electronic circuit on
a small chip of Silicon. The chip may be less than 1/8 inch square and contains thousands or
millions of electronic components. In 1965, integrated circuits began to replace transistors in
computers. The resulting machines were called third generation computers. ICs are made of
silicon, a semiconductor. The chip had following desirable characteristics : reliability,
compactness and low cost.
The Fourth Generation (1971-Present day): Through the 1970s computers gained dramatically
in speed, reliability and storage capacity, but entry into fourth generation was evolutionary rather
than revolutionary. In this generation large-scale integration (LSI) of circuitry was introduced.
Large scale networking of computers began.
The Fifth Generation (Onwards): The term fifth generation was coined by the Japanese to
describe the powerful, intelligent computers they wanted to build by the middle of 1990s. Later,
the term evolved to encompass several research fields related to computer intelligence, artificial
intelligence, expert systems, natural language and neural networks.
Characteristics of a Computer
Speed: Computers provide the processing speed essential to our fast-paced society. The execution
of an instruction, such as multiplying pay-rate with number of hours worked – are measured in
milliseconds, microseconds, nanoseconds and Pico seconds. A computer speed is generally
expressed in megahertz (MHz), millions of machine cycles per second.
Accuracy: Results given by computer are accurate and consistent. Often mistakes attributed to
computers are human errors.
Storage and Retrieval: Computer systems can store tremendous amounts of data, which can be
located and retrieved efficiently. A typical mainframe computer system will have many billions
of characters stored and available for instant recall. High - end PCs have access to about a billion
characters of data.
Reliability: Computers are extremely reliable. Where reliability is the measure of the performance
of a computer, it is measured against some predetermined standard for operation without failure.
Reliability of Computer = (Serviceable Time) / (Serviceable Time + Down Time), where

serviceable time is the total time during which a computer can operate normally, including time

when the computer is idle. Down time is the time when a computer is inoperable due to machine
fault.
Flexibility: Above all, the computer provides fast access to information, process data, text,
signals and generates reports in no time.
TYPES OF COMPUTERS :-
Computers can be classified in two basic categories based upon logic used.
Analog computers: These computers use signals as input, which can come from a device like a
speedometer. These signals are continuous flow of physical quantities. The values are not
accurate.
Digital computers: These computers accept digits as input as a discrete signals representing on
(high) and off (low) voltage state of electricity. This data is also represented as 0 and 1 as low and
high. As an example digital watch works on this principle.
Hybrid computers: These computers, which adopt the best qualities of both analog and digital
systems. These computers are used for automation of various complicated physical process and
machines.
Supercomputers
These computers are still the size of rooms. Generally, they are the most expensive and are used
for complex scientific calculations, space missions and military purposes. It is the most powerful
category of computers for processing huge quantities of data at very high speeds. Further it
 Provides greater computing capacity, greater storage

 Offers Better accuracy & reliability because of Parallel Processing
 Has a word length of 64 to 96 bits
 Has speed varying from 400-10000 MFLOPS (Millions of Floating Point Operations per
Second)
 Has RAM in the order of Gigabytes
Areas of Application: To solve multi-variable mathematical problems occurring in Aero-

dynamics, Meteorology, Seismology and Entertainment/ Advertisement Industry.
Example: CRAY-3/CYBER205/PARAM (INDIA)
Mainframe Computer
The largest type of computer in common use is the Mainframe Computer. They are designed to
handle tremendous amounts of input, output and storage. It is generally used as a Database server
(Client/Server Environment). Further it has
 Word length between 48 to 64 bits

 RAM in the order of Megabytes/Gigabytes
 Processing speed varying from 30 to 100 MIPS(Million Instructions per Second)
Areas of Application: Banking sectors, Airline & Railway Reservations, Insurance

Companies and Research organizations.
Example: IBM-4300, IBM-308, IBM-3090/HP-9000 / VAX 8842
Mini Computer
Mini computer is better described as a computer whose capabilities lie some where between that
of mainframe and personal computers. It is generally used as Multi-user system. Further it has
 Word length of 32bit

 RAM up to 256MB
 Speed varying from 10 to 30MIPS
Areas of Application: Payroll preparation, Scientific Computations and Engineering

design.
Example: DEC/HP/IBM
Micro Computer /Personal Computer

The personal computers/micro computers generally refer to the small computers that are
commonly found in offices, classroom and homes. Personal computers come in many shapes and
sizes. A desktop model is the most common of PCs and is small enough to fit on a desk. Further
it has
 Word length of 16 to 32bit

 RAM up to 256 MB
 Speed measured in MHz/GHz instead of MIPS
 Speed varying from 550 MHz to 2 GHz
Areas of Application: Home / Small Office applications.

Example: APPLE/IBM/COMPAQ/HP
Laptop/ Notebook Computer
Among the portable computers, a notebook computer approximates the size of an 8½” X 11”
notebook and can easily fit inside a briefcase. Laptops are slightly larger predecessors of
notebook computers. Notebooks and Laptops are fully functional microcomputers and are used
by those people who need the power of a full computer wherever they go.
It is a Mobile Computer, roughly the size of a Notebook with specifications almost same as a
Personal Computer.
Advantages:
 Can be used while traveling

 Accessories like tables etc. not required
 Does same work as Personal Computer
Manufacturers: IBM-Notebook, DELL, Compaq etc.
Personal digital assistants (PDAs) are the smallest of portable computers. No larger than a
chequebook, PDAs are also called palmtops. They are much less powerful than a notebook or
desktop models and are generally used for displaying important telephone numbers and addresses
or keeping track of dates and agendas. Many can be connected to larger computers to exchange
data.
Workstations
Workstations are generally used to handle complex graphics and visual information. These
computers are used in Hollywood to create the special effects that we see in films.
Network Servers
Network servers are computers that run office networks and other mid-sized systems.
With the fast changing technology, present day PCs are having the capabilities of mainframes or
minicomputers. Thus, the line of distinction between different types of computers is getting
blurred day by day and thus rendering the above classification meaningless.

HARDWARE PERIPHERALS AND USAGE :
C.P.U. :
Computer is a composition of both hardware and software. Hardware is physical
identification of the components and Software is the set of instructions that makes the
components to work. Here below we see various components of hardware and Software At first
we deal with the hardware, which is a physical substance.
The below picture depicts front panel and back panel of a computer in general.
Cabinet
Mouse port Power socket
Keyboard port SMPS
Printer port
Display
COM
Network port
Front panel of the computer Rear panel of Computer
MOTHERBOARD :
The Motherboard, which will be housed in a cabinet, is the central piece that all the other
components connect (or eventually connect) to. Below is a picture of a Pentium IV motherboard.
The picture gives the realistic view of a motherboard.
The motherboard consists of the following components:
IDE / SCSI controller, BIOS, Chipset, Processor, Serial

Port, Parallel Port, USB port, ISA, PCI,AGP slots,
Keyboard controller
PROCESSOR :
The processor speed is the deciding factor, how faster a computer is? Processor
speed is generally expressed in megahertz (MHz), millions of machine cycles per
second. Since the invention of Personal Computers, the speeds have tremendously
improved with technology.
Model Speed
PC 5 –10 MHz
PC-XT 5 –10 MHz
PC-386 25 MHz
PC-486 33 –100 MHz
Pentium 133 – 233 MHz
Pentium-II 266 – 450 MHz
Pentium-III 450 – 933 MHz
Pentium – IV 1 – 2 GHz

The system devices are categorized into input and output devices. Now let us look at some of the
important devices.
RANDOM ACCESS MEMORY (RAM) :

During the execution of a program the data that is temporarily required
will be stored in the RAM. This data is volatile. When the power is not
there the RAM will be empty. When ever new program is executed the
contents of the previous data will be lost.
READ ONLY MEMORY:

Certain necessary repetitive or fixed instructions to run the system are always required by
the computer. These instructions are stored in the ROM, which is nonvolatile chip. In general this
chip contains instruction of bootstrap loader and other necessary instructions.
EPROM, erasable programmable read only memory, is that of ROM that can be erased
and reprogrammed to do this it has to be removed from the processor and exposed to ultra violet
rays for some time, then it can accept new contents.
HARD DISK:
The hard disk, a non-removable magnetic storage device. It contains
a stack of magnetic wafer like metal plates that spin on a spindle. The size of
HDD will be in Mbs / Gbs. Below are the pictures of hard disks.
CD-ROM (COMPACT DISK READ ONLY MEDIA) :

Compact disks start as round wafers made from a polycarbonate Substrate,
measuring 120 mm (about 4.75 inches) in diameter and about 1.2 mm in
thickness, which is less than 1/20th of an inch. The first step in the creation
of a CD is the production of a master. The data to be recorded on the disk
(either audio or computer data, there are different formats) is created as an
image of ones and zeros. The image is etched into the master CD using a
relatively high-power laser (much more powerful than the one you would
find in a regular CD player) using special data encoding techniques that use
microscopic pits to represent the data. The actual CDs are produced by pressing them with the
master stamp. This creates a duplicate of the original master, with pits in the correct places to
represent the data After stamping, the entire disk is coated with a thin layer of aluminum (which
is what makes the disk shine, and is what the laser reflects off when the disk is read) and then
another thin layer of plastic. Then, the printed label is applied to the disk.
Many people don't realize that the data surface of the CD is actually the top of the disk.
The media layer is directly under the CD label, and the player reads the CD from the bottom by
focusing the laser through the 1.2 mm thickness of the CD's substrate. This is one reason why the
bottom of the disk can have small scratches without impeding the use of the disk; they create an
obstacle that the laser must look through, but they don't actually damage the data layer. On the
other hand, scratches on the top of the disk can actually remove strips of the reflective aluminum
coating, leaving the disk immediately unusable.
CDs are fairly hardy but are far from indestructible. They are reasonably solid but overly
flexing them can make them unreadable. They are not too sensitive to heat but will warp if left to
bake in direct sunlight on a hot summer's day. CD media should always be cared. The use of
caddies or jewel cases will protect them; in general, the less handling, the better. In general the
capacity of the cd-rom is 650MB.
CD-ROMs are used for one time writing to the capacity of the CD Re-write cd-rom is
also available which can be reused for a limited no. of times, approx. 10 times. These re writable
cd-rom are expensive.
DVD-ROM (DIGITAL VERSATILE DISK READ ONLY MEDIA) :
DVD-ROMs are used for one time writing to the capacity of the DVD Re-write cd-rom is
also available which can be reused. These re writable DVD-ROMs are expensive.

DVD-ROM
FLOPPY DRIVES :
The floppy drive is one of the basic and primary storage device. It is a
magnetic storage media. The floppy which is of the size 3.5” , holds the data to
the size of 1.44Mb. Data on a floppy disk is recorded in the magnetized states of
particles of iron oxides evenly placed upon concentric circles known as tracks.
Tracks are further divided into sectors.
PEN DRIVE :
INPUT DEVICES :
Keyboard: It is the most common input device. Several kinds of keyboards are available, but they
resemble each other with minor variations. The most commonly used
keyboard is the QWERTY board. IBM and IBM compatible PC - ATs
or microcomputers use 104 keyboard; so called, since it has 104 keys.
At present we have remote key boards and key boards with internet
linkup buttons
Mouse: It is a GUI input device having two or three buttons. The buttons are used
for selection or possible events of a graphic object. The mouse is an electro –
mechanical device. The most common mouse uses a magnetically coated ball, to
detect the movement of the mouse across a flat surface, usually a desktop. There
are some mouse, which works on the basis of reflection of light. In most of the
today's applications do not work without a mouse. How ever, it is not a substitute,
but an add-on to the keyboard.
Scanner : It is used for automatic data collection. The devices of this category
completely eliminate manual input of data. A scanner translates printed images
into an electronic format that can be stored in a computer’s
memory, and with the right kind of software, one can alter a stored image.
Joystick :

Webcam :
OUTPUT DEVICES :
MONITOR :
The monitor, known as video display unit, is used for displaying the needful information
received from CPU. The CPU after processing the data sends the information to the
video adapter. This video adapter converts the signals into understandable information
and displays on the video terminal. The below pictures shows the inside and outside
views of the monitor.
The capability of the monitor depends upon its resolution set for displaying. The higher the
resolution of the monitor the better the quality of the graphic. Most of the latest monitors are
having a resolution of 800X600 pixels, 1024X768 pixels and 1280X 1024 pixels or even more.
Monitors are categorized into monochrome and colour. Both of them are available in high or low
resolutions.
Printers:
The printers are used for outputting the required information from the computer, known as soft
copy, on to a media or paper, known as hard copy. There are printers with various capabilities,
for suiting different requirements. The printers are categorized into Impact, and non-impact.
Impact printers works on the basic principle of typewriter. Each character that is to be printed will
be hit against a ribbon on to a paper to create the impression. Some of the impact printers are Dot
matrix printers, line printers, etc., the disadvantage with these printers is that they give a low
quality print outputs. Cost and maintenance wise these printers are cheaper. For drafting output
these can be used.
Dot Matrix Printer: The dot matrix printer (DMP, in short) is a very versatile and inexpensive
output device and is Suitable for most of our computing jobs. In a DMP, the print head physically
“hits” the paper through the ribbon and produces text (or images) by combinations of dots; hence
the name dot matrix printer. Its speed is measured in Characters per second (CPS).
Laser Printer: A laser printer produces faster and noise less high quality print that one normally
finds in publishing houses.

Desk Jet Printer :
Line printer: A line printer is generally used with large computer systems to produce data
processing reports for use within an organisation. Line printers are high-speed printers with
speeds ranging anywhere between 100 to about 3800 lines per minutes.
Non-impact printers are which use the electro static or ink spray technology for printing.
The output quality of both graphic and text is better when compared to impact printers. The
quality of the printer depends on its resolution to print. Laser printers produce a higher and sharp
image quality. The more the resolution the better the print output. These printers are expensive in
maintenance. Some of the non-impact printers are inkjet printers, laser printers etc.
Ink-Jet Printer: An ink-jet printer creates an image directly on paper by spraying ink through as
many as 64 tiny nozzles. Although the image it produces is generally not quite as sharp as the
output of a laser printer, the quality of ink-jet images is still high. In general, ink-jet printer offers
an excellent middle ground between dot matrix and laser printer, providing print resolution of
around 360 or more dots per inch.
CONNECTIVITY OF PERIPHERALS, DEVICES ETC.
Hubs, Switches, Routers and NICs.
HUB: Hub is a centralized device provides communication among systems when we have more
than 2 computers we need to have a device called hub to interconnect.
SWITCH: It is an advanced version over a Hub.

The main benefit of switch is Unicast. Data packets are transmitted only to the target computer
instead of all.
ROUTER: Router is a device connects two different networks.
Network Interface Card :

OPERATING SYSTEMS AND ACCESSORIES :
INTRODUCTION TO OPERATING SYSTEMS-SINGLE USER & MULTI USER:
The software that does all the interrupt handling and the communication with the
user and with hardware devices is called the operating system. The operating system is
the basic, essential software without which a computer would not be able to function.
Other programs, such as word processors and World Wide Web browsers, are dependent
upon the operating system. Common operating systems include UNIX, DOS, Windows,
and the Macintosh OS.
The operating system software can be classified as single user and multi user
depending on the number of users working on it at a given point of time. DOS is a single
user OS and Unix, Windows –NT are the examples of multi user softwares.
ACCESSORIES (Paint, Calculator, Word Pad, Notepad, Media Player) :
APPLICATION SOFTWARE AND USAGE :
INTRODUCTION TO APPLICATION SOFTWARE (M.S. OFFICE) :
M.S. WORD & ITS USE :
A Word Processing software enables us to quickly and easily create, edit, format,
print and store documents using a computer. Word processing, allows user to view and
edit the entire document on screen, before printing. The use of computers for word-
processing also provides us with many other advanced features, like enhanced printing,
spell checks etc.
MS Word is a word-processor, which is developed and marketed by a company

named Microsoft. Word is one of the most popular word-processing software on
Windows OS in the world. WordPerfect and Wordpro are two of the other commonly
used word processing software available in the market.
M.S. EXCEL & ITS USE :
Spreadsheets are indispensable for working with numbers. Information is

displayed in table form on the screen, like an accounting ledger. Users can program
calculation instructions right into the table. The spreadsheet software performs these
calculations automatically whenever data is changed. This allows the user to review
multiple scenarios without having to laboriously re-enter the numbers and re-calculate the
results.
Microsoft Excel 2000 gives you the opportunity to learn and strengthen skills as
you gather data, create worksheets, analyze and chart the results, and integrate your
findings into reports and assignments. Microsoft Excel is one of the most popular
Electronic Spreadsheet software available in the market today, the word over. Lotus 123,
Quatropro, Symphony, Multiplanner, VP-Planner are a few other spreadsheet software
available.
M.S. POWER POINT & ITS USE :
Communication is a great art. Those who communicate their ideas precisely and
to the point are always successful. There are different ways to communicate our ideas
viz., by speech, by visual aids, by hand outs and etc. Psychology experts says, mind
keeps the graphical or visual representations for a long time. And it was also found
through research that visual communication is more effective than the rest. In this
electronic age, there are a number of softwares which are useful as a tool for presentation.
One among such softwares is MS Power point which is part of MS office suite.

CONNECTIVITY :
INTERNET :
INTRANET : Intranet’ is nothing but an Internet, which can be accessed by the police
personnel, since it is developed exclusively for the police services only.
LOCAL AREA NETWORK (LAN):
Systems connected within the same geographical area is called LAN. A

LAN can span 2 kilometers.
Components of LAN:
1. .NIC (Network Interface Card)

2. Cable – Co axial, cat5 or cat6
3. Hubs or Switches.
WIDE AREA NETWORKING (WAN):
Interconnection of LANs or MANs located within the same geographical

area or different area it depends on telecommunication services.
VPN (VIRTUAL PRIVATE NETWORK) :
Using public network for private use we call it as VPN.

To protect the private data over internet, It uses protocols like L2TP, PPTP
VPN uses internet for providing communication between two different networks and
With the help of these VPN protocols private data is tunneled and sent to the destination.
INTRODUCTION TO INTRANET APPLICATIONS :
Connect your computer either by 1) APPSWAN or 2) TATA CDMA WIRELESS

ANTENNA or 3) BSNL DIAL UP; and after getting such connectivity;
Double-Click on Internet Explorer and type the following URL addresses for
1) e-Governance Applications as
“http://intranet.appolice.gov.in” the following screen will appear

eCOPS WEB APPLICATION :
As we step into the 21st century, it is imperative to keep in mind a Vision.

The impact of IT and Communications in every aspect of our lives is phenomenal.
Information is the life of any police organization. Quick access to data is essential for
effective prevention, control and detection of crime and many other decision making and
decision support processes involved in police work.
The concept of e-governance has made its way into the state with Andhra
Pradesh leading the country in the field of technological advances. As part of the VISION
2020, the state’s focus on modernization of law & order and crime takes the shape of
eCOPS (e-Computerized Operations for Police Services).
AP POLICE MESSAGING SYSTEM :
From all the above sites; A.P. Police Messaging System is an important
and exclusive one for Police department and it has a predominant role in
communicating messages and data etc., between Police Station level to Chief Office
with in a short span of time. Particularly this system will minimize the paper usage,
in which there is no need to use paper in sending messages or data to other police
stations as well as other units.
AP POLICE E-MAILING SYSTEM
Every Police officer should have an e-Mail ID personally, so as to

interact with the other Police officers as well as others (outers) for speedy
communication of messages etc., without any personal expensive. The messages
can also be sent to world wide. Soon after receiving your e-Mail ID provided by
your Unit Officer, You can send and receive your personal and official mails without
any cost.
MAILING USAGE:
1) User ID should not expire, even though no mail transactions done by the

user. (User ID validity for other Net works is only 3 months)
2) This e-Mailing system is also accepting private Net work mails like
Yahoo, Reddiff etc.,.
3) Further it is a multi-user i.e., for both Official and Un-Official.

TERM-II
MICROSOFT WORD
Introduction to Microsoft Word

A Word Processing software enables us to quickly and easily create, edit, format, print
and store documents using a computer. Word processing, allows user to view and edit the
entire document on screen, before printing. The use of computers for word-processing
also provides us with many other advanced features, like enhanced printing, spell checks
etc.
MS Word is a word-processor, which is developed and marketed by a company named

Microsoft. Word is one of the most popular word-processing software on Windows OS in
the world. WordPerfect and Wordpro are two of the other commonly used word
processing software available in the market.
Starting Microsoft Word
There are two ways to start Microsoft Word:
CREATING A DOCUMENT:-
1) Click Start , select Programs and choose Microsoft Word from the
menu (refer the screen given below). Word opens a blank document for typing.
CLICK ON START BUTTON THEN APPEAR AS FOLLOING. WINDOW.
2) Click New office document from the Office Toolbar.

Then select Blank Word document, then OK.
The below screen represents a default screen of Winword.

Menu Bar:- In this bar so many useful commands to create a word document. Like a
File, Edit, View, Insert, Format, Tools, Table, Window and Help.
Tool Bar:- In this Bar so many icons (Short cut tools) for execution of commands which
are in the Menu list.
Ruler Line
MENU BAR TOOL BARS
VERTICAL RULER HORIZONTAL RULER VERTICAL

SCROLLBAR
WORK SPACE
MINIMIZE
BUTTON
STATUSBAR TASKBAR HORIZONTAL
SCROLLBAR

WORKING WITH FILES
There are several ways to create new documents, open existing documents, and save
documents in Word:
Create a New Document

1. Click the New Document button on the menu bar.
2. Choose File|New from the menu bar.
3. Press CTRL+N (depress the CTRL key while pressing
"N") on the keyboard.
Open an Existing Document

1. Click the Open File button on the menu bar.
2. Choose File|Open from the menu bar.
3. Press CTRL+O on the keyboard.
Each method will show the Open dialog box. Choose the file and
click the Open button.
SAVE A DOCUMENT :-
1. Click the Save button on the menu bar.
2. Select File|Save from the menu bar.
3. Press CTRL+S on the keyboard.
SAVE AS (COPY) A DOCUMENT:-
1. Click on the Save as Command in File Menu

2. Select the location in Save In Box Where we want to save the new
document
3. Type the NEW FILE NAME in File Name Box
4. Click on save button.
5. Then create a file with a new name with same contents.
FILE SEARCH:-
1. Click on file search command in File Menu then open a Search Text
Box in right side of window.
2. Then type the any content of search file in search text box
3. Click on go button
4. Then list out the typed content files
5. Then select the required file.

PAGE SET UP:-
Page Margins
The page margins of the document can be changed using the rulers on the page
andthe Page Setup window. The ruler method is discussed first:
1. Move the mouse over the area where the white ruler changes to gray.
2. When the cursor becomes a double-ended arrow, click with the mouse and
drag the margin indicator to the desired location.
3. Release the mouse when the margin is set.
The margins can also be changed using the Page Setup dialog box:
1. Select File|Page Setup and choose the Margins tab in the dialog box.
2. Enter margin values in the Top, Bottom, Left, and Right boxes. The Preview
window will reflect the changes.
3. If the document has Headers and/or Footers, the distance this text appears
from the edge of the page can be changed.
4. Click OK when finished.
Page Size and Orientation

Change the orientation page within the Page Setup dialog box.
1. Select File|Page Setup and choose the Paper Size tab.
2. Select the proper paper size from the drop-down menu.

3. Change the orientation from Portrait or Landscape by checking the
corresponding radio button.

1. Click on Page set up command in File Menu

2. Select the Margins, Paper Size and Orientation as Portrait or
Landscape as our requirement
3. Then click on OK button.
PRINT PREVIEW:-
Paper Orientation
There are two types of paper orientation available. They are
 Portrait Landscape
Set the page orientation through File menu’s Page Setup dialog box. Whenever the
page orientation is to be changed, Word automatically formats the document in the
respective orientation.
Previewing a Document:-
Print preview displays the document, exactly the way it will appear after printing.
Always preview before printing to spot obvious mistakes and avoid reprinting.
To preview click the Print Preview button on the Standard Toolbar.

Alternatively select the Print Preview command from the File Menu.
The print preview, shows the entire page as one screen (in small size) and the print
preview toolbar.
The Print Preview Toolbar
Return to
View Multiple Document
Pages
Print the Enlarge or reduce the

Document size
Printing a Document :-
Print a document using the Print button on the Standard Toolbar.

Print the document using the Print button from the Print Preview.
For printing specific pages select Print command from the File Menu.

Select the printer, which should be used for printing, from Name list. Pages to be
printed should be defined in Page Range option. Number of copies to be printed
may be defined in the Copies option. If only odd pages or even pages of the
document are to be printed, define it in Print option.
CLOSE A DOCUMENT
Close the current document by selecting File|Close or click the Close
icon if it's visible on the Standard Toolbar.
EDIT MENU:-
Undo
Feel free to experiment with various text styles. You can always undo your last
action by clicking the Undo button on the standard toolbar or selecting Edit|Undo...
from the menu bar. Click the Redo button on the standard toolbar or select Edit|
Redo... to erase the undo action.
Moving (Cutting) Text
Highlight the text that will be moved and select Edit|Cut from the menu bar, click
the Cut button on the standard tool bar, or press CTRL+X at once. This will move
the text to a clipboard.
To move a small amount of text a short distance, the drag-and-drop method may be
quicker. Highlight the text you want to move, click the selection with the mouse,
drag the selection to the new location, and release the mouse button.
Copying Text
To copy text, choose Edit|Copy, click the Copy button on the standard toolbar, or
press CTRL+C to copy the text to the clipboard.
Paste Text
To paste cut or copied text, move the cursor to the location you want to move the
text to and select Edit|Paste from the menu bar, click the Paste button on the
standard toolbar, or press CTRL+V.
Moving/Copying the text using CUT/COPY/PASTE
The Cut, Copy and Paste trio of commands can be used to Copy or Move any text
from one place to another. Past
e
Highlight the text Cut

Use the tool to either cut or copy
Position the cursor at target location
Use tool to Paste , the content will be pasted. Cop
y
Finding & Replacing Text

Find the Text
1. On the Edit menu, click Find.
2. In the Find what box, enter the text to be searched.

3. Select any other options you want.
4. Click Find Next.
To cancel a search in progress, press ESC.
Find & Replace the Text
1. On the Edit menu, click Replace.
2. In the Find what box, enter the text to

be searched.
3. In the Replace with box, enter the
replacement text.
4. Select any other options you want.
5. Click Find Next, Replace, or Replace All.
To cancel a search in progress, press ESC.
VIEW MENU:-
Toolbar:- When we select the Toolbars in View Menu and check the tick on
required Toolbar then appeared that Toolbar in the Word Window.
Formatting Tool Bar:-
The formatting toolbar is the easiest way to change many attributes of text. If the toolbar
as shown below isn't displayed on the screen, select View|Toolbars and choose
Formatting.
Style Menu - Styles are explained in detail later in this

tutorial.

Customizing Toolbar
Showing/Hiding Toolbar
 Right-click any toolbar, and then click the toolbar you want to show or hide on
the shortcut menu.
If the desired toolbar is not visible, click Customize, click the Toolbars tab, and
then click the desired toolbar in the Toolbars list.
Note:
To quickly hide a floating toolbar, click the Close button on that toolbar.
Showing/Hiding Buttons on a Toolbar
1. Show the toolbar where a button is to be added.

2. On the Tools menu, click Customize, and then click the Commands tab.
3. In the Categories box, click a category for the command you want the button
to perform.
4. Drag the command or macro from the Commands box to the displayed
toolbar.
If the desired command is not visible under a particular category, click All
Commands in the Categories box.
Drawing Toolbar
Color Effect
This command changes the color of text to selected color
Highlight Effect
This command applies a background highlight
Highlight effect can also be applied by first clicking the highlighter, and then
selecting text to be highlighted.
When highlight button is clicked, pointer changes to pen, and remains so until the
button is clicked again.
Word Art
Insert a WordArt drawing object
1. On the Drawing toolbar, click Insert WordArt .

2. Select a desired type of WordArt drawing object, and then click OK.
3. In the Edit WordArt Text dialog box, type the text to be formatted, select
any other options, and then click OK.
4. To add or change effects to the text, use the buttons on the WordArt and
Drawing toolbars. The WordArt toolbar appears on clicking the WordArt
special text.
Change the text in a WordArt drawing object
1. Double-click the special text effect to be changed.

2. Edit the text, make any other changes, and then click OK.
Clip Arts

Insert a picture from the Clip Gallery
1. Click the area where a picture or clip art is to be inserted.

2. Click Insert Clip Art on the Drawing toolbar, and then click the Pictures
tab.
3. Select a category and click.
4. Select the picture and click. Then click on Insert clip on the menu that
appears.
5. On completing the work in the Clip Gallery, click the Close button on the
Clip Gallery title bar.
Note:
One can also drag a picture or other clip from the Clip Gallery to the document.
Insert a sound clip from the Clip Gallery into a Word document
1. Click where a sound clip is to be inserted.

2. Click Insert Clip Art on the Drawing toolbar, and then click the Sounds
tab.
3. Select the category and click.

4. Select the sound clip and click. Then click on Insert clip on the menu
that appears.
5. On completion, click the Close button in the Clip Gallery title bar.
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:
1. 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.
2. 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.
3. Click the Insert AutoText button to view a list of quick options available.
4. Use the other options on the toolbar to add page numbers, the current date
and time.
5. 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.

INSERT MENU:-
Page Break
It is the point at which one page ends and another begins. When a page is filled with
text or graphics, Microsoft Word inserts an "automatic" (or soft) page break and
starts a new page. To force a page break at a specific location, insert a "manual" (or
hard) page break using CTRL+ENTER.
In print layout view, print preview, and in a printed document, text after a page
break appears on a new page. In normal view, an automatic page break appears as
a single dotted line across the page; a manual page break appears as a single dotted
line marked "Page Break."
Manual and automatic page breaks
When a page is filled with text or graphics, Microsoft Word inserts an automatic
page break and starts a new page. To force a page break at a specific location, insert
a manual page break.
However, manual insertion of page breaks, may mean frequent re-breaking of the
pages as the document is edited. Instead, set pagination options to control where
Word positions automatic page breaks.
Page Numbers:-
Follow these instructions for another way to add page numbers to a document.
1. Select Insert|Page Numbers from the menu bar and the following dialog box
will appear.
2. Select the position of the page numbers by choosing "Top of page" or

"Bottom of page" from the Position drop-down menu.
3. Select the alignment of the page numbers in the Alignment drop-down menu.
4. If you do not want the page number to show on the first page (if it is a title
page, for example), uncheck the Show number of first page box.
Insert the current Date and Time
1. Click where the date or time is to be inserted. Click Insert | Date and Time.

2. To insert the date or time in a different language format, click the language
in the Language box.
The Language box includes a list of the enabled editing languages. Additional
date and time options may also be available, depending on the language
selected. In the Available formats box, click a date or time format.
3. Do one of the following:
 To insert the date and time as a field that's automatically updated on

opening or printing the document, select the Update automatically check
box.
 To maintain the original date and time as static text, clear the Update
automatically check box.
Adding Clip Art:-
To add a clip art image from the Microsoft library to a document, follow these
steps:
1. Select Insert|Picture|Clip Art from the menu bar.
2. 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.
3. Click once on the image you want to add to the document and the following
popup menu will appear:
o Insert Clip to add the image to the document.

o Preview Clip to view the image full-size before adding it to the
document. Drag the bottom, right corner of the preview window to
resize the image and click the "x" close button to end the preview.
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.
4. Continue selecting images to add to the document and click the Close button
in the top, right corner of the Insert ClipArt window to stop adding clip art
to the document.
Bookmarks:-
It is an item or location in a document to identify and name for future reference.

Use bookmarks to quickly jump to a specific location, create cross-references, mark
page ranges for index entries, and so on.
Add a bookmark
1. Select an item to be book marked, or click where the bookmark is to be

inserted..
2. Click Insert | Bookmark.
3. Under Bookmark name, type or select a name and Click ADD
Note:
Bookmark names must begin with a letter and can contain numbers. Spaces can not
be included in a bookmark name. However, underscore character can be used to
separate words — for example, "First_heading."
Showing bookmarks
Normally, bookmarks are not visible in the document. However, It may be required
to display bookmarks while working in a document. Word uses brackets to
represent bookmarks around an item or an I-beam to represent a bookmark at a
location. The bookmarks are non printable.
Show bookmarks in a document
1. Click Tools | Options| click View tab.

2. Select the Bookmarks check box.
An assigned bookmark to an item, appears in brackets ([…]) on the screen.
An assigned bookmark to a location, appears as an I-beam. The brackets do
not get printed.
Go to a specific bookmark
1. Click Insert | Bookmark.

2. At Sort by, choose the way the bookmark names are to be displayed.
3. To display hidden bookmarks, such as cross-references, select the Hidden
bookmarks check box.
4. Under Bookmark name, click the bookmark desired Click Go To.
Note:
One can also go to bookmarks by using the Go To dialog box or the Select Browse
Object feature.
Inserting Hyperlinks
A hyperlink is a connection between two web pages on the Internet. Hyperlinks can
be produced from text or graphics and both methods will be discussed here. Follow
these steps to create links to other web sites and pages within your site:
1. Type the text you want to appear on the page as a link or add the graphic
that will be a link.

2. Highlight the text or graphic and click the Insert Hyperlink button on the
standard toolbar or press CTRL+K.
3. From the Insert Hyperlink dialog box, change the Text to display if
necessary.
4. Type the file or Web page name in the appropriate box or select from list.
5. Click OK to create the link.
Formatting Tools
There are two types of formats in Word
(a) Character formats are applicable to selected text
(b) Paragraph formats are automatically applicable to entire
paragraph
The following character formats are available :

Bold Effect
This command changes the appearance of text to bold
Italics Effect
This command changes the appearance of text to italics
Underline Effect
This command underlines the selected text
Font Effect
This command changes the style of writing (called font) of text.
Size Effect
This command changes the size of text.
Use the drop down Font and Size list from Formatting Tool Bar.
Click here for drop down

list
Scroll bar for more

items

Alignment Tools
Word allows different alignments – Left, Right, Center and Justify.
The alignment commands are available in the formatting toolbar.
(a) Left Alignment

It is the default selection.
Text is placed with first letter of every line matching the left side of the page.
Right side of the paragraph is uneven.
(b) Right alignment

Reverse of left alignment.
Text is placed with last letter of every line matching the right side of the
page.
Left side of the paragraph is uneven.
(c) Center Alignment

Centers every line of the paragraph.
Normally applied to headings.
• Font Size - Click on the white part of the font size box to enter a value for the
font size or click the arrowhead to the right of the box to view a list of font
sizes available. Select a size by clicking on it once. A font size of 10 or 12 is
best for paragraphs of text.
• Font Style - Use these buttons to bold, italicize, and underline text.
• Alignment - Text can be aligned to the left, center, or right side of the page or
it can be justified across the page.
• Numbered and Bulleted Lists - Lists are explained in detail later in this
tutorial.
• Increase/Decrease Indent - Change the indentation of a paragraph in relation
to the side of the page.
• Outside Border - Add a border around a text selection.
• Highlight Color - Use this option to change the color behind a text selection.
The color shown on the button is the last color used. To select a different
color, click the arrowhead next to the image on the button.
• Text Color - This option changes the color of the text. The color shown on the
button is the last color chosen. Click the arrowhead next to the button image
to select another color.
The Font dialog box allows you to choose from a larger selection of
formatting options. Select Format|Font from the menu bar to access the box.
Paragraph Attributes:-
Format a paragraph by placing the cursor within the paragraph and selecting
Format|Paragraph from the menu bar.

Bulleted and Numbered Lists :-
1. Click the Bulleted List button or Numbered List button on the

formatting toolbar.
2. Type the first entry and press ENTER. This will create a new bullet or
number on the next line. If you want to start a new line without adding
another bullet or number, hold down the SHIFT key while pressing ENTER.
3. Continue to type entries and press ENTER twice when you are finished
typing to end the list.
Use the Increase Indent and Decrease Indent buttons on the formatting
toolbar to create lists of multiple levels.
NOTE: You can also type the text first, highlight the section, and press the Bulleted
List or Numbered List buttons to add the bullets or numbers.
Nested Lists
To create a nested list, such as a numbered list inside of a bulleted list, follow these
steps:
1. Type the list and increase the indentation of the items that will make up the
nested list by clicking the Increase Indent button for each item.
2. Highlight the items and click the Numbered List button on the formatting
toolbar.
Borders and Shading - Select from a number of border styles, colors, and
widths. Click the Shading tab to change the background color and pattern.

Columns
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.
Tab Settings:-
Set tab stops
1. Select the paragraph in which a tab stop is to be set.

2. Click at the far left of the horizontal ruler until it changes to the desired
type of tab: or .
3. Click the horizontal ruler where the tab stop is to be set.
Note:
To set precise measurements for tabs, click Tabs on the Format menu.

Set tab stops with leader characters
1. Select the paragraph to insert leader characters before a tab stop.

2. Click Format | Tabs.
3. In the Tab stop position box, type the position for a new tab, or select an
existing tab stop to add leader characters.
4. Under Alignment, select the alignment for text typed at the tab stop.
5. Under Leader, click the leader option, and then click Set.
Clear or move tab stops
1. Select a paragraph to clear or move a tab stop.

2. To clear a tab stop, drag the tab marker down from the horizontal ruler.
3. To move a tab stop, drag the tab marker to the right or left on the horizontal
ruler.
Change Case:-
The change case command converts text from capital to small, vice versa, and few
more variety as shown below:
Converts :
Sentence Case - First letter in capital and rest
to small letters, from the selection
Lowercase - Selection to small letters
Uppercase - Selection to capital letters
Title Case - First letter of every word to capital
Toggle Case - capital to small and small to capital letters
Styles option
The use of styles in Word will allow you to quickly format a document with a
consistent and professional look. Paragraph and character styles can be saved for
use in many documents.
Applying a Style
1. Place the cursor in the paragraph where the style will be applied.
2. Click the Style drop-down menu on the Formatting toolbar and select a style
by clicking on it.
3. To apply the same style to multiple paragraphs, double click the Format
Painter button on the standard toolbar and click in all the paragraphs
that the style should be applied to. Press the ESC key to disable the Format
Painter.
Apply a Style from the Style Dialog Box

Choose from a larger selection of styles from the Style dialog box.

1. Click in the paragraph you want to add a style to.

2. Select Format|Style... from the menu bar.
3. From the List drop-down menu, choose All styles to view all the styles
available.
4. The styles are displayed in the Styles list. Preview each style by clicking once
on the name. Paragraph styles are preceded by the paragraph symbol ( ) and
character styles are preceded by an "a" icon ( ). A pointer arrow is located
next to the current style. Highlight the style you want to apply to the
paragraph and click Apply.
Create a New Style from a Model
To create a style from text that is already formatted in a document, follow these
steps:
1. Place the cursor in the paragraph you would like to set as a new style.
2. Click the Style box on the formatting toolbar so the style name is highlighted.
3. Delete the text in the field and type the name of the new style.
4. Press the ENTER key to save the new style.
Create a Simple Style from the Style Dialog Box
1. Select Format|Style... from the menu bar and click the New button on the
Style dialog box to access the New Style dialog box.

2. Type the name for the new style in the Name field.
3. Select "Paragraph" or "Character" from the Style type drop-down menu.
4. Click the Format button at the bottom of the window and choose the
paragraph element that will be formatted for the style. Continue to make
changes from the options from the Format button menu, making changes to
the dialog boxes for each element you choose.
5. Click OK to set the style and close the New Style dialog box.
6. Click Apply on the Style dialog box to apply the new style to the current
paragraph.
Modify or Rename a Style

An existing style can be changed from the Style dialog box.

2. Highlight the style from the Styles list that you want to modify and click the
Modify button.
3. Use the same methods to modify the style from the Modify Style dialog box
that were used for the New Style box.
4. To only rename the style, type a new name in the Name field.
5. Click OK when you are finished making modifications.
6. Click Apply to update the style in the document.
Delete a Style
Preset styles created by Word cannot be deleted, but to delete a style you have
made, follow these steps:
1. Select Format|Style... from the menu bar

2. Highlight the style from the Styles list that you want to delete.
3. Click the Delete button.
4. You will be asked if you really want to delete the style. Click Yes.
5. Click Close on the dialog box.

TOOLS:-
Using Spelling and Grammar
AutoCorrect
Word automatically corrects many commonly misspelled words and punctuation
marks with the AutoCorrect feature. To view the list of words that are
automatically corrected, select Tools|AutoCorrect. This may be a hidden feature so
click the double arrows at the bottom of the Tools menu listing if the AutoCorrect
choice is not listed.
Many options including the accidental capitalization of the first two letters of a
word and capitalization of the first word of the sentence can be automatically
corrected from this page. If there are words you often misspell, enter the wrong and
correct spellings in the Replace and With fields.
Spelling and Grammar Check
Word will automatically check for spelling and grammar errors as you type unless
you turn this feature off. Spelling errors are noted in the document with a red
underline. Grammar errors are indicated by a green underline. To disable this
feature, select Tools|Options from the menu bar and click the Spelling and
Grammar tab on the dialog box. Uncheck "Check spelling as you type" and "Check
grammar as you type", and click OK.
To use the spelling and grammar checker, follow these steps:
1. Select Tools|Spelling and Grammar from the menu bar.

2. The Spelling and Grammar dialog box will notify you of the first mistake in
the document and misspelled words will be highlighted in red.

3. If the word is spelled correctly, click the Ignore button or click the Ignore All
button if the word appears more than once in the document.
4. If the word is spelled incorrectly, choose one of the suggested spellings in the
Suggestions box and click the Change button or Change All button to correct
all occurrences of the word in the document. If the correct spelling is not
suggested, enter the correct spelling in the Not In Dictionary box and click
the Change button.
5. If the word is spelled correctly and will appear in many documents you type
(such as your name), click the Add button to add the word to the dictionary
so it will no longer appear as a misspelled word.
As long as the Check Grammar box is checked in the Spelling and Grammar dialog
box, Word will check the grammar of the document in addition to the spelling. If
you do not want the grammar checked, remove the checkmark from this box.
Otherwise, follow these steps for correcting grammar: If Word finds a grammar
mistake, it will be shown in the box as the spelling errors. The mistake is highlighted
in green text.
1. Several suggestions may be given in the Suggestions box. Select the

correction that best applies and click Change.
If no correction is needed (Word is often wrong more than it is right), click the
Ignore button.
Languages:-
Thesaurus
To use the thesaurus, select Tools|Language|Thesaurus from the menu bar or select
it from the Synonyms shortcut menu as detailed above.
A list of meanings and synonyms are given on the windows. Double-click on the
words in the Meanings box or click the Look Up button to view similar words.
Double-click words in the Replace with Synonym box to view synonyms of those
words. Highlight the word you would like to add and click the Replace button.

Letters and Mailings:-
MAIL MERGE
Mail merge is a facility, which facilitates generating documents having same content
with different mailing addresses. Preparing any type of merged document –
typically involves merging two documents: a main document and a data source. The
main document contains the text, which is identical for all the letters. The data
source contains the information that varies in each copy, such as the names and
addresses of each recipient of a letter. One can insert special instructions, called
merge fields, into the main document to instruct Word where to print the variable
information from the data source. When one merges the data source and the main
document, Word replaces merge fields in the main document with the appropriate
information from the data source.
Creating a merged document, is a three step process:

Step 1 – To set-up Main Document
(a) Open the document used as main document. OR Create a New File.
(b) From the Tools Menu, Select Mail Merge.
(c) Under Main Document, choose the create button, and then choose Form
letter.
(d) Choose the Active Windows Document. This selects the active word
document as the main document.
(e) Under the Create Button, Word displays the type of merge it will perform,
and the name of the main document.
Step 2 – Creating a Data Source
(a) In the Mail Merge Helper dialog box, choose the Get data button under Data
Source.
(b) Choose Create Data Source.
(c) In the Field Names in Header Row box, Word lists field names for the
categories of data commonly used in a data source.
(d) Do one or more of the following :
(i) To Delete a field, Click on the name and click the Remove Field Name
button
(ii) To add a field type the new field name and choose Add Field Name
button
(e) Change the order of field name with Up and Down arrow buttons.
(f) Choose the OK button
(g) Word shows the Save data source box, so that the data source can be saved.
(h) Type a name for the new document, and then choose the OK button.
(i) Choose Edit data Source button to type in the variable data.
(j) In the add data box, make entry for each field, and press Tab.
(k) Click ADD for more records.
(l) Click Ok when all the data has been entered.
Step 3 – Completing a Merged Main Document
In the main document, type or edit the text to be repeated in each copy of the letter.
 Each time one comes to a place where information is to be inserted from the
data source, click the Insert Merge Field button on the Mail Merge Toolbar.
 Choose the field to be inserted. A merged field can not be typed directly into
the document.

 To verify the result of Mail Merge, click the View Merge Data button
on the mail merge toolbar. Word shows the Main document, with the first set
of
variable data.
 To go to other records use the record navigator buttons (Next Record,
Previous record)
 Once verification of the main document is finished, choose Merge to Print
button on the Mail Merge Toolbar.
A sample exercise
1. Use the document containing name and address of the officers, and prepare a
letter for each of them having the following contents.
<Date>
To,
<name of the officers>
<desig>
<district>
<State>
Sir,
Please confirm your willingness to attend the training programme on “Cyber
crimes & Police ” scheduled from 6th to 20th January 2002.
Please acknowledge the same.
Yours faithfully,
<Type your name here>

<your designation>
1. Name, Designation, and address should be in bold and italics.
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:
1. Click Tools|Macro|Record New Macro on the

menu bar.
2. Name the macro in the Macro name field.

This name cannot contain spaces and or
begin with a number.
3. 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.
4. Enter a description of the macro in the Description field. This is for your
reference only so you remember what the macro does.
5. Click OK to begin recording.
6. 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
record toggle actions such as View|Toolbars that have no effect on the
document itself.
7. The recording toolbar will allow you to stop, pause, and resume recording.
8. Click the Stop button the recording toolbar. The macro is now saved.
Running A Macro
To run an existing macro, follow these steps.
1. Select Tools|Macro|Macros from the menu bar.

2. From the Macros window, highlight the Macro name in the list and click
Run.
3. If the macro is long and you want to stop it while it is running, press BREAK
(hold CTRL and press PAUSE).
AutoCorrect:- :-
Word automatically corrects many commonly misspelled words and punctuation

marks with the AutoCorrect feature. To view the list of words that are
automatically corrected, select Tools|AutoCorrect. This may be a hidden feature so
click the double arrows at the bottom of the Tools menu listing if the AutoCorrect
choice is not listed.

Many options including the accidental capitalization of the first two letters of a
word and capitalization of the first word of the sentence can be automatically
corrected from this page. If there are words you often misspell, enter the wrong and
correct spellings in the Replace and With fields.
Customizing Toolbar
Showing/Hiding Toolbar
 Right-click any toolbar, and then click the toolbar you want to show or hide on
the shortcut menu.
If the desired toolbar is not visible, click Customize, click the Toolbars tab, and
then click the desired toolbar in the Toolbars list.
Note:
To quickly hide a floating toolbar, click the Close button on that toolbar.
Showing/Hiding Buttons on a Toolbar
5. Show the toolbar where a button is to be added.

6. On the Tools menu, click Customize, and then click the Commands tab.
7. In the Categories box, click a category for the command you want the button
to perform.
8. Drag the command or macro from the Commands box to the displayed
toolbar.
If the desired command is not visible under a particular category, click All
Commands in the Categories box.
Drawing Toolbar
Color Effect
This command changes the color of text to selected color
Highlight Effect

This command applies a background highlight
Highlight effect can also be applied by first clicking the highlighter, and then
selecting text to be highlighted.
When highlight button is clicked, pointer changes to pen, and remains so until the
button is clicked again.
Word Art
Insert a WordArt drawing object
5. On the Drawing toolbar, click Insert WordArt .

6. Select a desired type of WordArt drawing object, and then click OK.
7. In the Edit WordArt Text dialog box, type the text to be formatted, select
any other options, and then click OK.
8. To add or change effects to the text, use the buttons on the WordArt and
Drawing toolbars. The WordArt toolbar appears on clicking the WordArt
special text.
Change the text in a WordArt drawing object
3. Double-click the special text effect to be changed.

4. Edit the text, make any other changes, and then click OK.
Clip Arts
Insert a picture from the Clip Gallery
6. Click the area where a picture or clip art is to be inserted.

7. Click Insert Clip Art on the Drawing toolbar, and then click the Pictures
tab.
8. Select a category and click.
9. Select the picture and click. Then click on Insert clip on the menu that
appears.
10. On completing the work in the Clip Gallery, click the Close button on the
Clip Gallery title bar.
Note:
One can also drag a picture or other clip from the Clip Gallery to the document.
Insert a sound clip from the Clip Gallery into a Word document
6. Click where a sound clip is to be inserted.

7. Click Insert Clip Art on the Drawing toolbar, and then click the Sounds
tab.
8. Select the category and click.

9. Select the sound clip and click. Then click on Insert clip on the menu
that appears.
10. On completion, click the Close button in the Clip Gallery title bar.

Working with 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:
1. 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.
2. 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
A table can also be drawn onto the document:
1. 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.
2. 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.
3. 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 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.
Moving and Resizing a Table
A four-sided moving arrow and open box resizing handle will appear on the corners
of the table if the mouse is placed over the table. Click and drag the four-ended
arrow to move the table and release the mouse button when the table is positioned
where you want it. Click and drag the open box handle to resize the table. Change
the column widths and row heights by clicking the cell dividers and dragging them
with the mouse.
Tables and Borders Toolbar
The Tables and Borders toolbar allows you to add border styles, shading, text
effects, alignment, and more options to your table. Access the toolbar by clicking
Table|Draw Table or View|Toolbars|Tables and Borders.
You will need to highlight the cells of the table you want to format. Click and drag
the mouse over the cells, or use the following shortcuts:
Selection Menu Method Mouse Method

Click the bottom, left corner of the cell when a
One cell Table|Select|Cell
black arrow appears
One row Table|Select|Row Click outside the table to the left of the row
Click outside the table above the column when
One column Table|Select|Column
a black arrow appears
Click outside the table to the left of the row
Several rows (None)
and drag the mouse down
Several
(None) Click outside the table above the column
columns
Entire table Table|Select|Table Triple-click to the left of the table
Table Properties
Use the Table Properties dialog box to modify the alignment of the table with the
body text and the text within the table. Access the box by selecting Tables|Table
Properties.

• Size - Check the Preferred width box and enter a value if the table should be
an exact width.
• Alignment - Highlight the illustration that represents the alignment of the
table in relation to the text of the document.
• Text wrapping - Highlight "None" if the table should appear on a separate
line from the text or choose "Around" if the text should wrap around the
table.
• Borders and Shading - Select from a number of border styles, colors, and
widths. Click the Shading tab to change the background color and pattern.
• Options - Click the Options button on the Table Properties window. To

change the spacing between the document text and the table borders under
Default cell margins. Check the Allow spacing between cells box and enter a
value to add space between the table cells.

Sorting the Table

1. Click where sorting is required in the table.
2. On the Table menu, click Sort.
3. Select the desired sort options (Sort by field and Sort Order).
4. Click OK.
Merging / Splitting the Table

Split a table
1. To split a table in two, click the row that is desired to be the first row of the
second table.
2. On the Table menu, click Split Table.
Merge the tables
Place the cursor in between two tables and press DEL key until both the tables join
together
Remove a border from a table
1. Do one of the following:

To remove all borders from a table, click anywhere in the table.
To remove borders from specific cells, select the cells, including the end-of-
cell marks.
2. On the Format menu, click Borders and Shading, and then click the Borders
tab.
3. Under Setting, click None.
Formula
1. Click the cell in which the result is required to appear.
2. On the Table menu, click Formula.
3. If Word proposes a formula that is not required, delete it from the Formula
box.
4. In the Paste function box, click a function. For instance, to add numbers,
click SUM.
To reference the contents of a table cell, type the cell references in the
parentheses in the formula. For instance, to add the numbers in cells A1 and
B4, the formula would read =SUM(a1,b4)
5. In the Number format box, enter a format for the numbers. For example, to
display the numbers as a decimal percentage, click 0.00%.

Conversion of Table to Text and vice versa
Convert a table to text
1. Select the rows or table that you want to convert to paragraphs.

2. On the Table menu, point to Convert, and then click Table to Text.
3. Under Separate text with, click the option for the separator character you
want to use in place of the column boundaries.
Rows are separated with paragraph marks.
Convert text to table
1. Select the text that you want to convert to table.

2. On the Table menu, point to Convert, and then click Text to Table.
3. On the Convert Text to Table dialog box, set the number of columns,
separate text at, etc. Then click OK.
Merging / Splitting the Cells

Merge cells into one cell in a table
One can combine two or more cells in the same row or column into a single cell. For
example, one can merge several cells horizontally to create a table heading that
spans several columns.
1. On the Tables and Borders toolbar, click Eraser .

2. Drag the eraser over the cell dividers to be removed.
Notes:
One can quickly merge multiple cells by selecting them and clicking Merge Cells
.
To merge several cells in a column to create a vertically oriented table heading that
spans several rows, click Change Text Direction to change the orientation of the
heading text. If the direction of the text is changed and the document is saved as a
Web page, the text will not appear changed when the page is viewed in the browser.
Split a cell into multiple cells in a table

1. On the Tables and Borders toolbar, click Draw Table .
The pointer changes to a pencil.
2. Drag the pencil to create new cell partitions.
Note:
To split multiple cells, select them, and then click Split Cells .

Excel :-
Microsoft Excel 2000 gives you the opportunity to learn and strengthen skills as
you gather data, create worksheets, analyze and chart the results, and integrate
your findings into reports and assignments. Microsoft Excel is one of the most
popular Electronic Spreadsheet software available in the market today, the word
over. Lotus 123, Quatropro, Symphony, Multiplanner, VP-Planner are a few other
spreadsheet software available. This chapter shows you how Excel 2000's features
helps you to work better and teach better. The following pages offer lessons to make
it easy for you to use Excel 2000 as a management tool.
• Gather and enter data.

• Format data.
• Work with numbers, formulas, and functions.
• Use proofing tools.
• Emphasize your point with charts.
• Put it all together.
Excel 2000 offers a variety of new features designed to help you collaborate and
share information through the Web and to perform more extensive analysis of your
data. This version of Excel is also easier to manage and use than ever before.
Starting Microsoft Excel
Select from Start Menu  Programs  option
To create the workbook
1. Open Microsoft Excel .

2. On the File menu, click New.
3. On the General tab, double-click Workbook to open a new one.
4. Click cell B2 and then type Student List .
5. Save your work.
Exploring the Excel window

The Excel page is composed of 65536 rows and 256 columns. The columns are
identified as A,B,C,……IV and rows are numbered from 1 to 65536. Each
intersection of row and column is identified as cell which defined by column name
with row number example A1, Z10… . When you start working in Excel 2000, you
begin using a workbook that contains screens called worksheets. They are identified
as Sheet1, Sheet2, and so on. The most recognizable difference between a word-
processing document and a spreadsheet is that the spreadsheet uses rows and
columns because most data entered onto a spreadsheet is numerical and is easier to
read, understand, and manipulate when presented in columns.

Creating a worksheet
A worksheet is an effective tool for keeping track of all sorts of data. You can track
student attendance, books you have read and their authors, a check register, a list of
major purchases and the amounts, or student organization trips you have gone on
and their dates and costs.
Creating an attendance worksheet

This activity is easier if you have a set of data available to add to the worksheet. Any
type of information works. The example worksheet is a student attendance
worksheet. The data used for this worksheet includes student names, student
numbers, and dates.
There is a difference between a workbook and a worksheet. A workbook can contain
many worksheets. Each worksheet can contain up to 256 columns and 65,536 rows.
To create a worksheet and add text
1. Open Microsoft Excel. A new workbook opens.

2. At the top of the worksheet, right-click the B (column header) and click
Format Cells.
3. On the Number tab in the Category box, click Text and then click OK. This
keeps the student numbers in this column exactly as you type them.
4. Type High Score . Click cell A4.
5. Type a student name, last name first (for example, Jensen, Camille ).
The words may not be entirely visible in the selected cell. The information is
still there, and later, you will format the column so you can see all of the
information.
6. Click cell B4 or press TAB.
7. Type in the student's ID number.
8. Click cell A5.
9. Type the next student's name, press the right arrow, and type the student ID
number.
Continue to type each of the names and student numbers for the students in one
class. For this exercise, enter in data for at least five students
OPEN:-
Click on the File Menu and Select the Open Option for opening a previous saved file
and New Work Sheet.

SAVE:-
The Work Sheet can be saved by clicking on the File Menu and Select the Save
Option.
SAVE AS:-
This Option is used for saving the current work sheet by renaming or copying as per
the data. Click on File Menu and Select the Save AS Option.
PAGE SET UP:-
Click on File Menu and select the Page Set Up Option for printing a work sheet as
per the required paper
PRINT PREVIEW:-
This option is used for viewing worksheet before the printing.

PRINT:-
Print option is used for printing the saved worksheet.
EDIT MENU:
SELECTION OF CELL(S): Hold the Left Mouse Button on the one corner
of the selection cells and drag the mouse over the cells as our requirement
and lift the mouse button. Then select the cells.
SELECTION OF ROW(S)/COLUMN(S): Hold the Left Mouse Button on

the Column Heading ( A,B,C,D,E……)/Row Heading (1,2,3,4,5…..) and Drag
the mouse up to required Column / Row. Then select the entire
Column(s)/Row(s)
DELETE:
a) DELETE THE CONTENTS OF CELL(S):
1. Select the Cell(s) for delete the contents.

2. Click on CONTENTS OPTION in CLEAR COMAND in EDIT
MENU ( OR ) Click The Delete Button. ( OR ) Right click on
selected cells and click on CLEAR CONTENTS Option.
3. Then Delete the selected Cell(s) contents.
b) DELETE THE CELL(S)/COLUMN(S)/ROW(S):
1. Select the Cell(s) for delete.

2. Click on DELETE COMAND in EDIT MENU ( OR ) Right Click
on the selected Cells and click on The Delete Option.
3. Then appear the following wizard in that we select the shifting
cells up/left, if we want delete the selected row(s) or column(s)
choose the entire row/entire column.

4. Click on OK.
CUT:
1. Select the Cell(s)/Column(s)/Row(s).

2. Click on cut option in EDIT MENU ( OR ) Right Click on Selected
area and click on cut option.
3. Then appear the flash border around the selected area.
4. If we paste the cutting matter in anther area, move the selected area
at once.
COPY:
1. Select the Cell(s)/Column(s)/Row(s).

2. Click on copy option in EDIT MENU ( OR ) Right Click on Selected
area and click on copy option.
3. Then appear the flash border around the selected area.
4. If we paste the copping matter in anther areas in several time.
PASTE:
1. Click on the left top corner cell of where we paste the Cut / Copied
area.
2. Click on paste option in EDIT MENU ( OR ) Right Click on Selected
area and click on Paste option.
3. Then paste the Cutting / Copying matter.
To copy a worksheet into a workbook
1. View the Attendance worksheet you already created.

2. On the Edit menu, click Move or Copy Sheet.
3. In the To book dialog, click new book.
4. In the Before sheet dialog, click Sheet 1.
5. Click on OK.
EXCEL ::
File -> New, Open, Close, Save / Save as (All

Options), Page Setup, Print Area, Preview, Print,
Properties etc,
MS Excel
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.

Microsoft Excel 2000 Screen Elements
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.
The Standard Toolbar
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.
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.
Zoom - To change the size that the worksheet appears on the screen, choose a different
percentage from the Zoom menu.
Customizing Excel
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:
1. Select View|Toolbars|Customize from the menu bar.

2. Click on the Options tab.
3. Uncheck the Menus show recently used commands first check box.
Toolbars
Many toolbars displaying shortcut buttons are available. Select View|Toolbars from the
menu bar to select more toolbars.
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.
1. Select View|Toolbars|Customize and select the Commands tab.
2. By clicking on the command categories in the Categories box, the commands

will change in the Commands box to the right.
3. Select the command you would like to add to the toolbar by selecting it from the
Commands box.
4. 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.
5. Remove buttons from the toolbars by reversing these steps. Highlight the button
on the toolbar, drag it off the toolbar with the mouse, and release the mouse
button.
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.
1. Click Tools|Macro|Record New Macro from the menu bar.
2. Name the macro in the Macro name field. The name cannot contain spaces and
must not begin with a number.
3. 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 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.
4. Select an option from the Store macro in drop-down menu.
5. Enter a description of the macro in the Description field. This is for your
reference only so you remember what the macro does.
6. Click OK when you are ready to start recording.
7. 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.
8. Click the Stop button the recording toolbar. The macro is now saved.
Running A Macro
1. To run a macro you have created, select Tools|Macro|Macros from the menu bar.
2. From the Macros window, highlight the Macro name in the list and click Run.
3. If the macro is long and you want to stop it while it is running, press BREAK
(hold CTRL and press PAUSE).
Modifying A Worksheet
Moving Through Cells
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
CTRL+END
containing data)
End of the row CTRL+right arrow key
End of the column CTRL+down arrow key
Any cell File|Go To menu bar command
Adding Worksheets, Rows, and Columns
• Worksheets - Add a worksheet to a workbook by selecting Insert|Worksheet

from the menu bar.

• Row - To add a row to a worksheet, select Insert|Rows from the menu bar, or
highlight the row by clicking on the row label, right-click with the mouse, and
choose Insert.
• Column - Add a column by selecting Insert|Columns from the menu bar, or
highlight the column by click on the column label, right-click with the mouse, and
choose Insert.
Resizing Rows and Columns
There are two ways to resize rows and columns.
1. 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 -
2. 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.
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
click the whole sheet button
worksheet
drag mouse over the cells or hold down the SHIFT key while
Cluster of cells
using the arrow keys
To activate the contents of a cell, double-click on the cell or click once and press F2.
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

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.
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.

1. Click the label of the row below the row that should remain frozen at the top of
the worksheet.
2. Select Window|Freeze Panes from the menu bar.
3. To remove the frozen panes, select Window|Unfreeze Panes.
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.
Formatting Cells
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 not already
visible on the screen, select View|Toolbars|Formatting from the menu bar.
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
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.
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.
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:
• 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.
Style Dialog Box
Create your own styles from the Style Dialog Box.
1. Highlight the cell(s) you want to add a style to.

3. Modify the attributes by clicking the Modify button.

4. Check all the items under Style includes that the style should format.
5. Click Add to preview the formatting changes on the worksheet.
6. Highlight the style you want to apply to the paragraph and click Apply.
Create a New Style
1. Select the cell on the worksheet containing the formatting you would like to set as
a new style.
2. Click the Style box on the Formatting toolbar so the style name is highlighted.
3. Delete the text in the Style box and type the name of the new style.
4. Press ENTER when finished.
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.
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.
AutoFormat
Excel has many preset table formatting options. Add these styles by following these
steps:

1. Highlight the cells that will be formatted.
2. Select Format|AutoFormat from the menu bar.

3. On the AutoFormat dialog box, select the format you want to apply to the table by
clicking on it with the mouse. Use the scroll bar to view all of the formats
available.
4. Click the Options... button to select the elements that the formatting will apply to.
Formulas and Functions
The distinguishing feature of a spreadsheet program such as Excel is that it allows you to
create mathematical 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.
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.

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".
Relative, Absolute, and Mixed Referencing
Calling cells by just their column and row labels (such as "A1") is called relative
referencing. When a formula 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.
Basic Functions
Functions can be a more efficient way of performing mathematical operations than

formulas. For example, if you wanted to add the values of cells D1 through D10, you
would type the formula "=D1+D2+D3+D4+D5+D6+D7+D8+D9+D10". A shorter way
would be to use the SUM function and simply type "=SUM(D1:D10)". Several other
functions and examples are given in the table below:
FunctionExample Description
SUM =SUM(A1:100) finds the sum of cells A1 through A100
=AVERAGE(B1:B1
AVERAGE finds the average of cells B1 through B10
0)
returns the highest number from cells C1
MAX =MAX(C1:C100)
through C100
returns the lowest number from cells D1
MIN =MIN(D1:D100)
through D100
finds the square root of the value in cell
SQRT =SQRT(D10)
D10

returns the current date (leave the

TODAY =TODAY()
parentheses empty)
Function Wizard
View all functions available in Excel by using the Function Wizard.
1. Activate the cell where the function will be placed and click the Function
Wizard button on the standard toolbar.
2. 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.
3. Click OK to select a function.

4. 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.
5. Click OK when all the cells for the function have been selected.
Autosum
Use the Autosum function to add the contents of a cluster of adjacent cells.
1. 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.
2. Click the Autosum button (Greek letter sigma) on the standard toolbar.
3. Highlight the group of cells that will be summed (cells A2 through B2 in this
example).

4. Press the ENTER key on the keyboard or click the green check mark button on
the formula bar .
Sorting and Filling
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.
Complex Sorts
To sort by multiple columns, follow these steps:
1. Highlight the cells, rows, or columns that will be sorted.

2. Select Data|Sort from the menu bar.
3. From the Sort dialog box, select the first column for sorting from the Sort By
drop-down menu and choose either ascending or descending.
4. Select the second column and, if necessary, the third sort column from the Then
By drop-down menus.
5. 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.
6. Click the Options button for special non-alphabetic or numeric sorts such as
months of the year and days of the week.
7. Click OK to execute the sort.
Autofill

The Autofill feature allows you to quickly fill cells with repetitive or sequential data such
as chronological dates or numbers, and repeated text.
1. Type the beginning number or date of an incrementing series or the text that will
be repeated into a cell.
2. 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.
3. 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.
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.
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 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 shown below if the cells are reference relatively.
Graphics
Adding Clip Art
To add a clip art image to the worksheet, follow these steps:

1. Select Insert|Picture|Clip Art from the menu bar.
2. 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 -
3. Click once on the image you want to add to the worksheet and the following
popup menu will appear:
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.
chosen.
4. 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.
Add An Image from a File
Follow these steps to add a photo or graphic from an existing file:

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

2. Click the down arrow button on the right of the Look in: window to find the
image on your computer.
3. Highlight the file name from the list and click the Insert button.
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.
• 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.
• Format Picture displays all the image properties in a separate window.

• Reset Picture will delete all the modifications made to the image.
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.
• 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. 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 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 across the top of the submenus off of the toolbar and it will
become a separate floating toolbar.
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 data into a
worksheet. This page explains how you can create simple charts from the data.
Chart Wizard
The Chart Wizard brings you through the process of creating a chart by displaying a
series of dialog boxes.
1. Enter the data into the worksheet and highlight all the cells that will be included
in the chart including headers.
2. Click the Chart Wizard button on the standard toolbar to view the first Chart
Wizard dialog box.

3. Chart Type - Choose the Chart type and the Chart subtype if necessary. Click
Next.
4. Chart Source Data - Select the data range (if different from the area highlighted
in step 1) and click Next.
5. 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 tabs. Press Next to move to the next set of options.
6. 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.
7. Click Finish to create the chart.
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.
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.

Chart Formatting Toolbar
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.
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.
Page Properties and Printing
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 the double down arrow at the bottom of the menu list to view
this option.
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.
• 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 appear. Check the boxes for centering horizontally or
vertically on the page.
• Header/Footer
Add preset headers and footers to the page by 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 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 choose a title row that will be

printed at the top of each page.
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.
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.
Click OK to print.
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 Excel 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.
Action Keystroke Action Keystroke
Document actions Selecting Cells

Open a file CTRL+O All cells left of current SHIFT+left
New file CTRL+N cell arrow
Save As F12 All cells right of current SHIFT+right
cell arrow
Save CTRL+S
CTRL+Spaceba
Print CTRL+P Entire column
r
Find CTRL+F SHIFT+Spaceba
Replace CTRL+H Entire row
r
Go to F5 Entire worksheet CTRL+A
Cursor Movement Text Style

One cell up up arrow Bold CTRL+B
One cell down down arrow Italics CTRL+I
One cell right Tab Underline CTRL+U
One cell left SHIFT+Tab Strikethrough CTRL+5
Top of worksheet (cell
CTRL+Home
A1) Formatting
End of worksheet Edit active cell F2
CTRL+End
(last cell with data)
Format as currency with
End of row Home SHIFT+CTRL+$
2 decimal places
End of column CTRL+left arrow Format as percent with SHIFT+CTRL+
Move to next CTRL+PageDow no decimal places %
worksheet n Cut CTRL+X
Copy CTRL+C
Formulas Paste CTRL+V
Apply AutoSum ALT+= Undo CTRL+Z
Current date CTRL+; Redo CTRL+Y
Current time CTRL+: Format cells dialog box CTRL+1
Spelling F7
Help F1
Macros ALT+F8
MS POWERPOINT
File -> New, Open, Close, Save, Save as, Page

Setup and Properties etc.,
Edit -> Cut, Copy, Paste, Paste Special, Paste as
Hyperlink, Find, Replace, Links and Objects etc.
PowerPoint

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.
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.
Design 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.

Blank Presentation
Select Blank Presentation to build the presentation from scratch with no preset graphics
or formatting.
Open an Existing Presentation
Select this option to open a Power Point presentation that already exists. Select the folder
the file is located in from the Look in: drop-down menu and highlight the file on the list.
Click Open to open the presentation.
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.

Power Point Screen
Screen Layout
The Power Point screen layout in Normal View:
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.

Normal View Slide View

This screen is split into three sections showing The slide view displays each slide on the
the presentation outline on the left, the slide in screen and is helpful for adding images,
the main window, and notes at the bottom. formatting text, and adding background styles.
Outline View Slide Sorter View

The presentation outline is displayed on the A small image of each slide is displayed in
majority of the screen with small windows for Slide Sorter view. Slides can easily be ordered
the slide and notes. This view is recommended and sorted from this screen.
for editing text.
Click the Slide Show button to view the full-screen slide show.
Working with Slides
Insert a New Slide
Follow these steps to insert a new slide into the presentation:
1. In the Outline window, select the slide you want the new slide to appear after by
clicking the slide's number.
2. Select Insert|New Slide from the menu bar or click the new slide button on the
standard toolbar.
3. Choose the page layout from the window and press OK.
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.
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.

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.
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.
Create a Custom Slide Show
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.
1. Select Slide Show|Custom Slide Show from the menu bar.
2. Click the New... button in the Custom Shows window.

3. In the Define Custom Show window, type a name for the slide in the Slide show
name field.
4. 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.
5. To remove slides from the custom show, highlight their names in the Slides in
custom show window and click the Remove button.
6. 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.
8. Click the Show button on the Custom Shows window to preview the custom slide
show and click Close to exit.
Edit a Custom Slide Show
1. Select Slide Show|Custom Slide Show from the menu bar.

2. Edit the show by highlighting the name in the Custom shows box and clicking
the Edit... button.
3. To delete a show, highlight the name and click Remove.
4. Create a copy of a show by clicking the Copy button. The copy can then be
renamed by clicking the Edit... button.
5. Click the Show button to preview the custom slide show and click Close to exit.
Adding Content
Bulleted Lists on Design Templates
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.
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:
1. In slide view, create a text box by selecting Insert|Text Box from the menu bar.
2. "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.
3. Choose Format|Bullets and Numbering from the menu bar.
4. Change the Size of the bullet by changing the percentage in relation to the text.
5. Choose a color for the bullet from the Color menu. Click More Colors for a
larger selection.
6. Select one of the seven bullet types shown and click OK.
- OR -
Click the Picture button to view the Picture Bullet window. 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.
7. 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.
Bulleted Lists and New Slides from an Outline

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:
1. 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.
2. 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.
3. Continue entering text for the bulleted list, pressing ENTER at the end of each
line to create a new bullet.
4. Create a multilevel list by executing the demote action again to create a bulleted
sublist. Press the promote button on the More Buttons menu or press
ALT+SHIFT+Left Arrow to return to the original list.
5. Create a new slide by executing the promote action until a new slide icon
appears.
6. 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".
Numbered List
Follow these steps to create a numbered list:
1. Create a text box.

2. With the text box selected, choose Format|Bullets and Numbering from the
menu bar.

3. Click the Numbered tab at the top of the Bullets and Numbering window.
4. Change the size of the numbers by changing the percentage in relation to the text.
5. Choose a color for the numbers from the Color menu. Click More Colors for a
larger selection.
6. Change the Start at value if the numbers should not begin with 1.
7. Select one of the the seven list types shown and click OK.
Resizing a Text Box
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.
Text Box Properties
Change the colors, borders, and backgrounds of a text box from the Format AutoShape
dialog box.

1. Activate the textbox by clicking on it and select Format|Colors and Lines from
the menu bar.
2. 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.
3. 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.
4. Click the Text Box tab.
5. Change the Text anchor point to reposition the text within the text box.
6. Set Internal margins to the distance the text should be to the text box edges.
7. Click OK to add the changes to the text box.
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.
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.
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.
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.
Working with Text
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.
Formatting Text
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.
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.
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.
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.
Spell Check

Correct the spelling in the presentation by selecting Tools|Spelling from the menu bar or
by pressing the F7 key on the keyboard.
1. The spell checker will prompt you to make corrections of the first word that is
spelled wrong.
2. 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.
3. 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.
4. Click Close to abort the spelling check early.
5. 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.
Spelling Options
Select Tools|Options from the menu bar and click the Spelling and Style tab.

1. 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.
2. Hide spelling errors in this document - Check this box to remove the wavy red
lines from words that are spelled wrong.
3. Always suggest corrections - If this box is checked, suggestions for misspelled
words will appear when you activate the spell checker.
4. 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.
5. Ignore words with numbers - Check to ignore words that are combinations of
letters and numbers.
Color Schemes
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.
Color Schemes
1. Select Format|Slide Color Scheme from the menu bar.

2. Click one of the preset color scheme thumbnail images in the Color schemes box.
3. Click the Preview button to see how the scheme will appear on the slide.

4. To make changes to the color scheme, click the Custom tab on the dialog box.
5. Change the colors of the slide elements by selecting the color swatch beside the
name of the element and clicking the Change color button.
6. 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.
7. 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.
Backgrounds
Follow these steps to add background colors and patterns to a slide:

1. Select Format|Background from the menu bar.
2. Select a color from the drop-down menu below the Background fill preview or
choose More Colors... for a larger selection.
3. Select Fill Effects from the drop-down menu to add gradients, texture, patterns,
or a picture to the background.
4. 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.
o Click one of the four Variants of the styles chosen.

5. Texture tab
From the Texture window, select a repeating background by scrolling through the
thumbnail images or click Other Texture... to select an image from a file.
6. Pattern tab
Select a two-tone pattern by clicking one of the pattern swatches and selecting the

Foreground and Background colors.
7. 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.
8. Click OK to apply the changes made from the Fill Effects windows.
9. Click Apply to All to add the changes to every slide or Apply to make changes
only to the current slide.
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 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.
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 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.
• 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.
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..
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 -
3. Click once on the image to want to add to the slide and a selection bar will appear.
4. Click once on the image you want to add to the slide and the following popup
menu will appear:
o Insert Clip to add the image to the slide.

o 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.
chosen.
5. Click the Close button in the top, right corner of the Insert Clip window to stop
adding clip art to the slide.
Add An Image from a File
To add a photo or graphic from a file:

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

2. Click the down arrow button on the right side of the Look in: window to find the
image on your computer.
3. Highlight the file name from the list and click the Insert button.
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 while the handles on the straight
lines will stretch the image. More picture effects can be changed using the Picture
toolbar.
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
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. 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 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.
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.
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.

• 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.
• 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.
Slide Effects
Action Buttons
Use the action button toolbar to add functioning buttons to slides in a presentation.
1. Select Slide Show|Action Buttons from the menu bar. Click the bar across the
top of the button menu and drag it off the menu so it becomes a floating toolbar.

2. Click one of the button faces and draw the button on the slide using the mouse.
The Action Settings menu will then appear.
3. 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.
4. Select an action for the button by choosing a Hyperlink to destination.
5. 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.
7. 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.
Slide Animation
Several animations for slide objects are available through the drop-down menus on the
menu bar. First, select the 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:

1. Select Slide Show|Custom Animation from the menu bar.

2. Select the object on the slide that will be animated from the Check to animate
slide objects list.
3. Under the Effects tab, select the animation type (or select "No Effect" to turn an
animation off) and direction from the drop-down menus and select a sound if you
wish.
4. 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.
5. 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.
6. 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.
7. Click the Preview button at any time to preview the animation on the slide and
click OK when finished.
Animation Preview
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.
Slide Transitions
Add transition effects when changing slides by following these steps:
1. Select Slide Show|Slide Transition from the menu bar.

2. 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.
3. 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.
4. Select a Sound if necessary and check the Loop until next sound if it should
keep repeating until the next sound is played.
5. 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.
Slide Show Options
Select Tools|Options and click the View tab to choose from several more slide show
options.
• 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.
Master Slides
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.

1. Select View|Master|Slide Master from the menu bar.
2. 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.
3. Click the Close button on the Master toolbar to quit editing the master slide and
return to the presentation.
Headers and Footers
Add the date and time, slide numbers, and other footer text to the master slide from the
Header and Footer window.
1. Select View|Header and Footer... from the menu bar.
2. 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.
3. Check the Slide number box to add this feature to the slides.
4. Click the Footer box and add other text to the footer area of the slide.
5. Check the Don't show on title slide box to hide these features on the title slide of
the presentation.

6. Click the Notes and Handouts tab to make the same changes to notes and
handouts pages.
7. Click Apply to All to add the changes to every slide or Apply to add only to the
current slide.
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.
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.
Saving and Printing
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 menu and name the file in the File name: box. Click Save to save the
presentation in web format.
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.

Print
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 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.
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 Power Point 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.
Action Keystroke Action Keystroke
Document actions Formatting

Open a presentation CTRL+O Select all CTRL+A
New presentation CTRL+N Copy CTRL+C
Save As F12 Cut CTRL+X
Save CTRL+S Paste CTRL+V
Print CTRL+P Undo CTRL+Z
Help F1 Redo CTRL+Y
Bold CTRL+B
Presentation actions Italics CTRL+I
Begin slide show F5 Underline CTRL+U
ENTER or Left justified CTRL+L
Next slide Down arrow Center justified CTRL+E
key
Right justified CTRL+R
BACKSPAC
Previous slide E or ALT+SHIFT+Left
Promote list item
Up arrow key arrow
Activate pen tool CTRL+P ALT+SHIFT+Rig
Demote list item
ht arrow or TAB
Erase pen strokes E
Deactivate pen tool CTRL+A
Editing
Show/Hide black screen B
Find CTRL+F
Show/Hide white screen W
Replace CTRL+H
Show/Hide pointer &
A Insert hyperlink CTRL+K
button
End slide show ESC New slide CTRL+M
Spell checker F7
Macros ALT+F8
Run the slide show and press the F1 key to view all keyboard shortcuts applicable when
running a slide show
Tips
Design Tips
1. Use contrasting colors for the text and the background so the text will be easy to
read.
2. 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.
3. Use short phrases and sentences to convey your message.
4. Use simple slide transitions. Too many different transitions will distract your
audience from the subject of the presentation.
5. 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.
6. 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.

Presentation Basics
1. Begin the slide show by clicking the Slide Show button on the bottom of the
screen.
2. Move to the next slide by pressing the SPACE BAR, ENTER, PAGE DOWN,
or right arrow keys or by clicking the left mouse button.
3. Go back to the previous slide by pressing BACKSPACE, PAGE UP, or the left
arrow key.
4. To end the slideshow before it is complete press ESC on the keyboard.
5. 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.
6. 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.
7. To hide the pointer and button from the screen press the A key.
8. 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.

INTRANET
‘Intranet’ is nothing but an Internet, which can be accessed by the
police personnel, since it is developed exclusively for the police services only. In
simple words ‘Intranet is purely police website, in which the interference of outers
will be restricted’. The motive and concept behind the Intranet is to make the
distances to be nearer between the police personnel through e-Mailing
system etc. Before entering into the subject every one should know the
following:
Once upon: “A person is said to be an Illiterate, those who can neither read
nor write”.
Today: “A person is said to be an Illiterate, those who can not access with the
computer, even though he is a Higher Official.”
Keeping in view, in the mind; every police person should strive hard
and become himself as a computer knowing, unless such ignorant of computer
shall take pains in the forth-coming generations.
Connecting to ‘INTRANET’ through your computer :-

Connect your computer either by 1) APPSWAN or 2) TATA CDMA

WIRELESS ANTENNA or 3) BSNL DIAL UP; and after getting such
connectivity;
Double-Click on Internet Explorer and type the following URL

addresses for
2) e-Governance Applications as
“http://intranet.appolice.gov.in” the following screen will appear

1) AP Police e-Mailing System
Every Police officer should have an e-Mail ID personally, so as to

interact with the other Police officers as well as others (outers) for speedy
communication of messages etc., without any personal expensive. The messages can
also be sent to world wide. Soon after receiving your e-Mail ID provided by your
Unit Officer, You can send and receive your personal and official mails without any
cost.
ADVANTAGES: 1) User ID should not expire, even though no mail transactions done
by the user. (User ID validity for other Net works is only 3
months)
2) This e-Mailing system is also accepting private Net work mails like
Yahoo, Reddiff etc.,.
3) Further it is a multi-user i.e., for both Official and Un-Official.
HOW TO INTERACT WITH THE e- MAILING SYSTEM
Soon after receipt of your personal e-Mail ID & Password from your Unit Officer;
1. Open the A. P. Police Messaging Link provided in the Intranet site. Then the
following screen will appear
Then please type your mail ID and Password in the respective boxes provided and
click on Login button. Then, the following screen will appear.

In the above Browser, we have to observe INBOX, SENT, COMPOSE AND SIGN OUT
(Important Modules)
1) INBOX - The messages reached to your mail ID from other IDs will be stored in
INBOX until you delete it. If you want to see the messages stored in INBOX, simply click
on Inbox and view the messages received to your Inbox.
2) SENT BOX – The mails sent by the User will be stored in the SENT BOX.
If you want to see any mail from these two Boxes, You should click on Subject
matter and view the message and will save the record if necessary.
3) COMPOSE - User can send mails by clicking this module. Then, the following screen
will appear.

In the above Browser, User should enter “To, CC, BCC and Subject” and
then click on SEND Button for sending the message to the concerned.
If the user wants to send any Attachment file existed in the system, it will attach
through Browse Box. Then click on ADD button and further click on SEND button to
compose the message to the concerned
ADDRESSES: User can maintain the other Users addresses in this menu which is
simply address diary as like address book in Yahoo mail etc., When ever such stored
address is required, simply click on “Addresses” located besides the compose in the
main menu in INBOX and select the destination address you desired and the same will
be placed automatically in ‘To’ address Bar.
User should verify the mail transactions (INBOX, SENT) every day and update
such transactions.
FOLDERS:- User should maintain separate folders categorically as he desires.
Note:- User should type the following address at URL address bar in the Internet
Explorer for accessing the other Net works (Yahoo, Rediff etc.,).
www.appolice.gov.in/mail
http://appolice.gov.in/mail
All Police Personnel are requested to entertain this system frequently,

thereby the illiterates of the computers will become best literates.
SIGN OUT: After completion of mail Transactions, user should come (log) out
through this Module only. Please do not close the browser by clicking ‘”X”’ button.

***
2) AP Police Web Site
A.P. Police Website is exclusively developed for the police personnel

about the police services only. Every one can access with this site for ensuing day to
day developments of various police services. Currently 1) State entire Police Telephone
Directory, 2) About e-Cops, 3) Present Status of cases (as availability of data with the
Server), 4) Missing/Kidnapped persons, 5) Un-identified dead bodies, 6) Police
Magazines and 7) Official e-Mail IDs etc., can be viewed with this site.
3) AP Police Messaging System
From all the above sites; A.P. Police Messaging System is an important and
exclusive one for Police department and it has a predominant role in communicating
messages and data etc., between Police Station level to Chief Office with in a short span
of time. Particularly this system will minimize the paper usage, in which there is no
need to use paper in sending messages or data to other police stations as well as other
units.
Procedure for accessing with A.P. Police Messaging System:-
1) Open the A. P. Police Messaging Link provided in the Intranet site.

2) Enter Your Login-ID and Password in the specified fields and click on to
‘Login’.
3) Then you can see the following page with the Menu’s of Mail Box etc. If
you select the mail box with mouse pointer, the options of 1) Compose, 2) Inbox,
3) Trash, 4) Search Inbox, 4) Out Box, 5) Change Username and 6) Change
Password will appear as shown below and etc. fetures.

To prepare/compose a message:-
When you Click on Compose, the following screen will appears;
Then:-
1) Click on Magnifier symbol located at the end of the “TO” address bar
2) Select/tick the destination box from the list provided.
3) Click on “ADD” which is at the TOP/bottom of the List.
If you want to send the same message to others i.e., for information;
4) Click on the Magnifier symbol at the end of the “CC” address bar
5) As usually select/tick the destination and click on “Assign CC”
6) If you selected any unnecessary destination either in ‘TO’ or ‘CC’
addresses bar by mistake, you can erase/remove such destination by clicking on the ‘X”
button provided besides to the ‘Magnifier’ symbol.

If you want to add file number for periodical transactions, click on “ADD
FILE NO.” and on appearing the following window:
7) Type File No. in the box provided and click on “Add” button, then it will
automatically placed in the Add File No. box.
8) Type the “SUBJECT” in the provided box. (Mandatory)
9) If there is any reference to your message, please type the same in the box
and then click “ADD REFERENCE”.
10) If your Message contains any attachment/Scanned/Electronic Formats i.e.,

to be sent with the message, click on “BROWSE” and select the
attachment/Scanned/Electronic Formats from your computer and then click on
“ATTACH” button provided besides Browse button. Just below to that button your
attachment name appears.
11) If you have any text message to be sent with the message, please type such
Text in the “TEXT BOX” provided below to the Browse & Attach buttons.
After composing all the above;

12) Check the same by clicking on “PREVIEW” button and view the
Preview. If you found any correction to be done, please do it and then simply click on
“SEND” button.
Then the “MESSAGE SENT SUCCESSFULLY” displayed.
If you have to send another message to the same destination or other;

Click on “COMPOSE TO ANOTHER MESSAGE” and adopt the above
same procedure as it is.
If you want to check the INBOX or OUTBOX;
INBOX:-
1) Select the Inbox and on appearing the following;
1) Click on ‘FROM’ and ‘TO’ Date Calendars and select the dates as you
desired and click on Display button to view the messages etc., reached to your
Inbox. In the Inbox unread messages will be shown as in Red colour closed
cover. If such message has any attachment, it will be shown besides the cover
symbol. When you open by clicking on the “VIEW” and read the message,
the Red color closed cover symbol will automatically changes into Green color
opened cover symbol. In the Inbox, the messages received till date will be
available, unless you delete it. Whereas in the Outbox, the messages sent by
you to the other destinations will be available. If you want to delete any
message either from Inbox or Outbox, simply select/tick in the box provided

and click on ‘DELETE’ button.
Note:- You may also delete messages through ‘TRASH’ module also.
Search-Inbox:-
To search the messages received to your Inbox through this Module,
follow the same procedure as stated in the Inbox module.
If User wants send reply to read messages in Inbox, user should click on
“Reply” button existed at the top right side conrner.
Out-Box:-
The messages sent by you will be stored in out box until you delete it. If
you want to see the messages stored in out box, follow the procedure as explained above
in the ‘Inbox’ module.
4) 3rd EYE (VEHICLE TRACING SYSTEM)

If you want to trace the address and other particulars of the motor vehicle,
Telephone etc. registered in Andhra Pradesh, simply you can get the desired data with in
a minute through this module.
When you Click on the 3rd Eye Link provided at the Home page of the
Intranet; the following screen will appear

1) Click on Vehicle Tracing System icon.
2) Then select the ‘Input information Type’ option as complete or partial

and select the Search Criteria as 1) Vehicle No., 2) Engine No., 3) Chasis No. and 4)
Owner Name will be displayed.
3) Of the above select one that which information of the above four is
available with you.
4) Type the information in the ‘VEHICLE INFORMATION’ box

provided without spaces between letters or numeric.
5) Click on ‘Search’ button.
If the information presented by you is correct; the other particulars of the

said vehicle will be displayed as shown below.

5) 3rd EYE (PHONE TRACING SYSTEM)

If you want to trace the address and other particulars of the motor vehicle,
Telephone etc. registered in Andhra Pradesh, simply you can get the desired data with in
a minute through this module.
When you Click on the 3rd Eye Link provided at the Home page of the
Intranet; the following screen will appear
1) Click on Telephone Tracing System icon.
Select the plan of the service provider i.e. Land Line, Prepaid or Post paid and then
select the service provider and type of information. Now type the phone number or name

for searching and click on search button then appear the following information window.
5) Criminal Intelligence System
Criminal Intelligence System (CIS) is an Analytical Business

Intelligence Tool to assist police investigators in identifying and short-listing details of
most probable offenders of involvement in crime along with their personal particulars,
photographs, associates, pending NBWs etc. from the data base of M.O. offenders of
entire state under all heads of professional crime. This system is developed for uploading
the data by various units with regard to Crime and Criminals. It will be very useful to all
Police Officers from grass root level to Senior Officers to globalize data and easily trace
out the wanted persons so as to detect the undetectable cases. If we present at least a
hint with regard to data already feed into the server, we can view the remaining
particulars.
Now a days, MO criminals have been operating the offences with multiple
MOs(modus operandi) and it is challenging task to Department to trace out missing
persons and to detect the cases/criminals, to avoid this despondency The Police
Computer Services, Andhra Pradesh, Hyderabad under the aegis of Government India
and Andhra Pradesh ushered the CIS ( Criminal Intelligence System).
Initially, you have to prepare a Plan of Action for uploading the data of
detected/undetected cases head wise of your police station i.e. minimum of 5 years data.
Before entering data, User should secure the following information
1) CD File ( Complete investigation with full particulars of Crime and

Criminal Information)
2) Interrogation Report
3) History Sheet (If any existed)
4) Photographs of the criminals ( missing persons and unidentified
persons in case of missing cases and unidentified persons)
Data is to be added for MO Offenders, Missing, Dead Bodies, Jail,

Vehicle, etc.
Before Adding the Data, User should verify the data of particular Offender
at Offender Availability data in MO Criminals Module provided. If the data is
already in existence, you have to enter only Crime particulars of your jurisdiction in
addition to already existing crimes of other stations of this district or any other police

stations of the State.
TO BEGIN WITH TO ENTER THE DATA
Click on Criminal Intelligence System in Intranet Application, and

present User ID and Password, then the following screen will appear.
In the above screen, we have to enter the data beginning with MO offenders.
Click on MO offenders: – appears 1) Personal 2) Crime 3) Crime Property

4) Court Activities 5) NBWs 6) Conviction/Acquittal particulars.
Enter all the sub fields of above 6 fields each for every MO Criminal. After
entering all the data in the above main Modules, You can trace out the
offenders/Missing/Unidentified dead bodies of your jurisdiction by giving sufficient
information of pending cases to the SEARCH Module.
Click on SEARCH Module, then the following sub-titles(heads will appears)
1) Offenders Head wise

2) Offenders Crime Number wise
3) Probable Offenders MO wise
4) For Missing persons
5) for Vehicle
6) for Unidentified dead bodies
7) for Pending NBWs and
8) for unit wise Missing/Unidentified dead bodies.
If we find out the particular offender through SEARCH Module, then click
on name of the offender, which is besides his photo, the following screens will appear.

In the above menu box, the right side view details are existed. The blue
colored details are already uploaded and ash colored details are to be entered for the
particular individual (Colour should be identified on Systems only)
Similarly, we have to enter the data under MISSING, DEAD BODIES,

VEHICLES, JAIL Modules (In every module, all the sub fields will also be entered).
There after, we have to observing the data of our Missing/Dead Bodies at the Home
page, after Login into CIS. You should observe the following screen. In this screen,
Right side data under Missing/Dead bodies fields are scrolling every minute as well as
the data under Jail Releases/Arrest particulars/Important Crime information is scrolling

on left side. In these fields, we have to find out our undetected cases.
REPORTS: In this Module, all the entered data is showing under head
wise details.
If we want to take print of any existed MO offender, User should select
Reports, click on head-wise, and enter the name of offender in the search box, then required
details can be viewed. Then click on view report the following screens will appear

ADMIN MODULE: In this module, 1) Modification 2) change password and 3)

Home are existed.
1) If the entered data will be modify, it will be updated in that field only (But it is
under process)
SIGN OUT: After completion of entering all the data for the Day, you should go
through this module button.
PERSONAL INFORMATION SYSTEM

When you Click on the Personal Information System Link provided at the
Home page of the Intranet; the following screen will appear

Select the category as Chief Office/District etc as you wish. Then select the
unit. Search by option Employee Genl. No. or Name and type the Genl No. or Name in
search key word box and click on submit then appear the following window.
Click on required menu item for information.
ISSUE TRACKING SYSTEM

If the User facing any kind of problems/errors during the operation on

Intranet applications, the same may be forwarded to the Police computer services
through this system. Suggestions and feed back can also be forwarded through this
system for IT implementation.
****
SUGGESTIVE TIME
TABLE FOR
CIVIL
AR
APSP
TERM WISE

SCT PCs APSP (SUBJECT- Basics of Computer )

TERM - I ( 15 Periods)
Practical- 5 Periods
Theory - 10 Periods
Period Chapter Periods (Each period 45
( Each period 45 minutes)
minutes)
1 Introduction Introduction to Computers
History of Computers
Types of Computers, Generations
Hardware
2 Peripherals and CPU , Mother Board, RAM, ROM
Usage
Hard Disk, CD / DVD ROM and other Storage Devices
3 Input devices (Key Board, Mouse, Scanner, Joy Stick, Web Cam etc)
Output devices (Monitor, Printers (DMP, Laser, Deskjet, Line Printer)) 1 Old System for Display
4 Usage of Keyboard, Mouse, Typing Tutor 2 Typing Tutor Start
Connectivity of Peripherals, Devices etc
Operating Introduction to Operating Systems - Single User and Multi User (Focus Practice Session on
5 Systems and on MS Windows) and Accessories (Paint, Calculator, Word Pad, 3 Typing Tutor, Paint,
Accessories Notepad, Media Player Calculator, Word Pad etc

Creating Folders,
Application Creating Files in MS
Introduction to Application Software (MS Office) MS Word, MS Excel
6 Software and 4 Word, Excel, PowerPoint
and MS PowerPoint and their uses
Usage and saving them in the
folders.
Internet / Intranet / Browsers / LAN/ WAN / Modems / Typing Tutor and MS
7 Connectivity 5
CDMA/BroadBand / Dialup/ APSWAN/ VPN / Wireless Office Practice
Introduction to
8 Intranet All Intranet Applications and their Usage
Applicatiopns
9 eCOPS Web Application
10 APPMS / eMailing System / ID Creation
Mailing Usage
Objectives At the end of Term-I the cadet should be able to

1 Understand Basics of Computers / Hardware Components
2 What is Operating System / Applications Software
3 What is Internet and What are AP Police Intranet Applications
Term II - 30 Periods

SCT PCs CIVIL (SUBJECT- Basics of Computer )

Practical- 15
Theory - 15 Periods Periods
Period Chapter Periods
( Each period 45 minutes) (Each period 45
minutes)
Usage of Menu Items, Creating Documents, Typing Tutor and

1 MS Word 1
File -> New file, Open, Save, Save as, Page setup, Print Preview, Printing etc, MS Word
Edit-> Cut, Copy, Paste, Undo, Redo, Find and Replace, Typing Tutor and
2 2
View -> Normal, Web Layout, Print Layout, Toolbars, Header and Footer MS Word
Insert -> Break, Page Nos, Date & Time, Field, Symbol, Comment, Picture, Typing Tutor and
3 3
Diagram, Text Box, File, Object, Book Mark and Hyperlink, MS Word
Format -> Fonts, Paragraph, Bullets & Numbering, Borders and Shading, Columns, Typing Tutor and
4 4
Tabs, Change Case, Background, Auto Formats, Styles and Formatting etc., MS Word
Tools --> Spelling and grammar, Language, Word Count, Auto Summarize, Letters Typing Tutor and
5 5
and Mailings, Customize etc., MS Word

Tables -> Draw, Insert, Delete, Select, Merge Cells, Split Cells, Split Table, Auto
Typing Tutor and
6 Format, Auto Fit, Convert, Sort, Formula, Properties etc. 6
MS Word
Help -> How to search for help.
File -> New, Open, Close, Save / Save as (All Options), Page Setup, Print Area, Typing Tutor and
7 MS Excel 7
Preview, Print, Properties etc, MS Excel
Edit-> Cut, Copy, Paste, Paste Special, Fill, Clear, Delete, Delete Sheet, Move or
Copy Sheet, Find, Replace etc., Typing Tutor and
8 8
View -> Normal, Page Break Purview, Tool Bars, Formula Bars, Header – Footer MS Excel
etc
Insert Cells, Rows, Columns, Worksheet, Chart, Page Break, Function, Picture, Typing Tutor and
9 9
Object and Hyperlink etc. MS Excel
Format-> Cells, Rows, Columns, Sheet, Auto Format etc
Typing Tutor and
10 Tools -> Spelling, Error Checking, Protection, Formula Auditing, Macro, Auto correct 10
MS Excel
options etc
Data -> Sort, Filter, Form, Sub Totals, Validations, Table, Text to Columns etc.
Typing Tutor and
11 Window -> New, Arrange, Hide, Split, Freeze panes., 11
MS Excel
Help-> Searching Help
File -> New, Open, Close, Save, Save as, Page Setup and Properties etc.,
MS
12 Edit -> Cut, Copy, Paste, Paste Special, Paste as Hyperlink, Find, Replace, Links 12 MS PowerPoint
PowerPoint
and Objects etc.

View -> Normal, Slide Sorter, Slide Show, Master, Color, Task Pane, Tool Bars,
Ruler, Grid and Guides, Header and Footer etc.
13 Insert -> New Slide, Duplicate Slide, Slide Number, Date and Time, Symbol, 13 MS PowerPoint
Comment, Slides from File, Slides from outline, Pictures, Diagrams, Movies and
Sounds,
Format -> Fonts, Bullets, Numbering, Alignment, Line Spacing, Slide Design, Slide
Layout, Background and Object etc.
14 Tools -> Spelling, Language, Customize and Options etc 14 MS PowerPoint
Slide Show -> View Show, Setup Show, Timing, Action Buttons, Action Setting,
Custom Animation and Slide Transition etc.
Practical on one
15 Introduction to one note 15
note
Objectives At the end of Term-II the Cadet will be able to

Creating / Modifying / Saving / Printing in Dccumnets in

1 MS Word
2 MS Excel
3 MS PowerPoint
Term III - 45 Periods

SCT PCs CIVIL (SUBJECT- Basics of Computer )
Theory - 8 Periods Practical- 37 Periods

( Each period 45 minutes) (Each period 45 minutes)
Introduction to
1 Internet Concepts, Prerequisites for accessing the Internet
Internet
Mail Service Providers
Mail Service Providers (Yahoo.com, gmail.com, orkut.com, (Yahoo.com, gmail.com,
1
rediffmail.com etc) orkut.com, rediffmail.com
etc)
Intranet
2 Introduction of A.P. Police Intranet Applications
Applications
A.P. Police Messaging
A.P. Police Messaging System 2
System
3
System
4
System
3 A.P. Police eMailing System 5 A.P. Police eMailing

System
A.P. Police eMailing
6
System
A.P. Police eMailing
7
System
Criminal Intelligence
4 Criminal Intelligence System 8
System
9
System
10
System
5 3rd Eye 11 3rd Eye
12 3rd Eye
13 3rd Eye
Personal Information
Personal Information System 14
System
15
System
16
System
6 ECOPS Web Application (Focus on creating of F.I.R.) 17 Creation of FIR
18 Creation of FIR
19 Creation of FIR
20 Creation of FIR
21 Creation of FIR

7 SCRB Application 22 SCRB Application

23 SCRB Application
24 SCRB Application
Other Links in A.P. Police
Other Links in A.P. Police Intranet Application 25
Intranet Application
Station House Management (Practical Demo)
8 26 MS Office Practicals With
MS Office (MS Word, MS Excel and MS PowerPoint) Typing Tutor
27 MS Office Practicals With
Typing Tutor
Typing Tutor
Typing Tutor
Typing Tutor
Typing Tutor
Typing Tutor


Typing Tutor
Typing Tutor
Typing Tutor
Typing Tutor
Typing Tutor
Objectives At the end of Term-III the cadet should be able to

1 Understand the Internet Concepts, Create mail accounts, email IDs
etc
2 Understand the functions and usage of AP Police Intranet

Applications and Create FIR using eCOPS Web Application
3 Complete Hands On practice on MS Office

AR
SCT PCs AR (SUBJECT- Basics of Computer )
Theory - 15 Periods
minutes)
Hardware
Usage

Creating Folders, Creating

Application
Introduction to Application Software (MS Office) MS Word, MS Excel Files in MS Word, Excel,
6 Software and 4
and MS PowerPoint and their uses PowerPoint and saving
Usage
them in the folders.

7 Connectivity 5
Introduction to
Applicatiopns
Mailing Usage


Term II - 30 Periods

Usage of Menu Items, Creating Documents,

1 MS Word File -> New file, Open, Save, Save as, Page setup, Print Preview, Printing 1 Typing Tutor and MS Word
etc,
Edit-> Cut, Copy, Paste, Undo, Redo, Find and Replace,

2 2 Typing Tutor and MS Word
View -> Normal, Web Layout, Print Layout, Toolbars, Header and Footer
Insert -> Break, Page Nos, Date & Time, Field, Symbol, Comment, Picture,
Diagram, Text Box, File, Object, Book Mark and Hyperlink,
Format -> Fonts, Paragraph, Bullets & Numbering, Borders and Shading,
4 Columns, Tabs, Change Case, Background, Auto Formats, Styles and 4 Typing Tutor and MS Word
Formatting etc.,
Tools --> Spelling and grammar, Language, Word Count, Auto
Summarize, Letters and Mailings, Customize etc.,

Tables -> Draw, Insert, Delete, Select, Merge Cells, Split Cells, Split Table,
6 Auto Format, Auto Fit, Convert, Sort, Formula, Properties etc. 6 Typing Tutor and MS Word
File -> New, Open, Close, Save / Save as (All Options), Page Setup, Print
7 MS Excel 7 Typing Tutor and MS Excel
Area, Preview, Print, Properties etc,
Edit-> Cut, Copy, Paste, Paste Special, Fill, Clear, Delete, Delete Sheet,
8 8 Typing Tutor and MS Excel
Move or Copy Sheet, Find, Replace etc.,
View -> Normal, Page Break Purview, Tool Bars, Formula Bars, Header –
Footer etc
Insert Cells, Rows, Columns, Worksheet, Chart, Page Break, Function,
Picture, Object and Hyperlink etc.
11 Tools -> Spelling, Error Checking, Protection, Formula Auditing, Macro, 11 Typing Tutor and MS Excel
Auto correct options etc
Data -> Sort, Filter, Form, Sub Totals, Validations, Table, Text to Columns
etc.
Window -> New, Arrange, Hide, Split, Freeze panes.,

File -> New, Open, Close, Save, Save as, Page Setup and Properties etc.,
MS
13 13 MS PowerPoint
PowerPoint Edit -> Cut, Copy, Paste, Paste Special, Paste as Hyperlink, Find,
Replace, Links and Objects etc.
View -> Normal, Slide Sorter, Slide Show, Master, Color, Task Pane, Tool
Bars, Ruler, Grid and Guides, Header and Footer etc.
14 14 MS PowerPoint
Insert -> New Slide, Duplicate Slide, Slide Number, Date and Time,
Symbol, Comment, Slides from File, Slides from outline, Pictur
Format -> Fonts, Bullets, Numbering, Alignment, Line Spacing, Slide

Design, Slide Layout, Background and Object etc.
15 Tools -> Spelling, Language, Customize and Options etc 15 MS PowerPoint
Slide Show -> View Show, Setup Show, Timing, Action Buttons, Action
Setting, Custo
Objectives At the end of Term-II the Cadet will be able to

1 MS Word
2 MS Excel
3 MS PowerPoint

Term III - 15 Periods

Introduction to
1 Internet Concepts, Prerequisites for accessing the Internet
Internet
Mail Service Providers

Mail Service Providers (Yahoo.com, gmail.com, orkut.com,
1 (Yahoo.com, gmail.com,
rediffmail.com etc)
orkut.com, rediffmail.com etc)
Intranet
2 Introduction of A.P. Police Intranet Applications
Applications
A.P. Police Messaging System 2 A.P. Police Messaging System
3 A.P. Police eMailing System 3 A.P. Police eMailing System
4 Bell of Arms & Duty Roster (Practical Demo)

Personal Information System (Practical Demo)

MS Office Practicals With Typing

5 4
MS Office (MS Word, MS Excel and MS PowerPoint) Tutor
5
Tutor
6
Tutor
7
Tutor
8
Tutor
9
Tutor
10
Tutor

1 Understand the Internet Concepts, Create mail accounts,
email IDs etc
Applications

APSP
SCT PCs APSP (SUBJECT- Basics of Computer )
Theory - 10 Periods
minutes)
Hardware
Usage

Creating Folders,
Application Creating Files in MS
Introduction to Application Software (MS Office) MS Word, MS Excel
6 Software and 4 Word, Excel, PowerPoint
and MS PowerPoint and their uses
Usage and saving them in the
folders.
7 Connectivity 5
Introduction to
Applicatiopns
Mailing Usage


Term II - 15 Periods SCT PCs APSP (SUBJECT- Basics of Computer )

Usage of Menu Items, Creating Documents,

File -> New file, Open, Save, Save as, Page setup, Print Preview,
1 MS Word Printing etc, 1 Typing Tutor and MS Word
Edit-> Cut, Copy, Paste, Undo, Redo, Find and Replace,
View -> Normal, Web Layout, Print Layout, Toolbars, Header and Footer
Insert -> Break, Page Nos, Date & Time, Field, Symbol, Comment,
Picture, Diagram, Text Box, File, Object, Book Mark and Hyperlink,
2 Format -> Fonts, Paragraph, Bullets & Numbering, Borders and Shading, 2 Typing Tutor and MS Word
Columns, Tabs, Change Case, Background, Auto Formats, Styles and
Formatting etc.,

Tools --> Spelling and grammar, Language, Word Count, Auto

Summarize, Letters and Mailings, Customize etc.,
3 Tables -> Draw, Insert, Delete, Select, Merge Cells, Split Cells, Split 3 Typing Tutor and MS Word
Table, Auto Format, Auto Fit, Convert, Sort, Formula, Properties etc.
File -> New, Open, Close, Save / Save as (All Options), Page Setup,
Print Area, Preview, Print, Properties etc,
4 MS Excel 4 Typing Tutor and MS Excel
Edit-> Cut, Copy, Paste, Paste Special, Fill, Clear, Delete, Delete Sheet,
Move or Copy Sheet, Find, Replace etc.,
View -> Normal, Page Break Purview, Tool Bars, Formula Bars, Header
– Footer etc
Insert Cells, Rows, Columns, Worksheet, Chart, Page Break, Function,
Picture, Object and Hyperlink etc.
Tools -> Spelling, Error Checking, Protection, Formula Auditing, Macro,
Auto correct options etc
6 Data -> Sort, Filter, Form, Sub Totals, Validations, Table, Text to 6 Typing Tutor and MS Excel
Columns etc.
Window -> New, Arrange, Hide, Split, Freeze panes.,
7 Typing Tutor and MS Excel

File -> New, Open, Close, Save, Save as, Page Setup and Properties
etc.,
Edit -> Cut, Copy, Paste, Paste Special, Paste as Hyperlink, Find,
Replace, Links and Objects etc.
View -> Normal, Slide Sorter, Slide Show, Master, Color, Task Pane,
Tool Bars, Ruler, Grid and Guides, Header and Footer etc.
MS
7 Insert -> New Slide, Duplicate Slide, Slide Number, Date and Time, 8 MS PowerPoint
PowerPoint
Symbol, Comment, Slides from File, Slides from outline, Pictur
Format -> Fonts, Bullets, Numbering, Alignment, Line Spacing, Slide
Design, Slide Layout, Background and Object etc.
Tools -> Spelling, Language, Customize and Options etc
Slide Show -> View Show, Setup Show, Timing, Action Buttons, Action
Setting, Custo
At the end of Term-II the Cadet will be able to

Objectives
1 MS Word
2 MS Excel

3 MS PowerPoint
Term III - 15 Periods SCT PCs APSP (SUBJECT- Basics of Computer )

Intranet
1 Introduction of A.P. Police Intranet Applications,
Applications
2 A.P. Police Messaging System 1
System
2
System
3 A.P. Police eMailing System 3 A.P. Police eMailing System
4 A.P. Police eMailing System
4 Personal Information System 5 Personal Information System

Other releated links provided in Home Page.
MS Office Practicals With
5 6
MS Office (MS Word, MS Excel and MS PowerPoint) Typing Tutor
7
Typing Tutor


8
Typing Tutor
9
Typing Tutor
10
Typing Tutor

1 Understand the Internet Concepts, Create mail accounts, email
IDs etc
Applications
END

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SCTPC’S COURSE METERIAL 2008-2009 1

1 Introduction to computer 1–5

7 MICROSOFT WORD 15-45

10 INTRODUCTION TO INTRANET 107

SUGGESTIVE TIME TABLE

12 TIMETABLE FOR CIVIL 129-133

A computer is a machine that can be programmed to manipulate symbols. Its principal

• It responds to a specific set of instructions in a well-defined manner.

POLICE COMPUTER SERVICES, AP HYDERABAD.

• It can quickly store and retrieve large amounts of data.

The Modern Desktop Computer

Charles Babbage (The first Computer –Difference Engine)

IBM-360 The first computer with Valves

ENIAC-The first Digital Computer

Litton General Precision 1950 with Vacuum tubes , Memory drums

The Dark Ages (500 BC – 1890 AD)

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 CPU (Central Processing Unit)

GENERATIONS & TYPES OF COMPUTERS :

Reliability of Computer = (Serviceable Time) / (Serviceable Time + Down Time), where

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 Provides greater computing capacity, greater storage

Areas of Application: To solve multi-variable mathematical problems occurring in Aero-

 Word length between 48 to 64 bits

Areas of Application: Banking sectors, Airline & Railway Reservations, Insurance

Example: IBM-4300, IBM-308, IBM-3090/HP-9000 / VAX 8842

 Word length of 32bit

Areas of Application: Payroll preparation, Scientific Computations and Engineering

Micro Computer /Personal Computer

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 Word length of 16 to 32bit

Areas of Application: Home / Small Office applications.

Laptop/ Notebook Computer

 Can be used while traveling

Manufacturers: IBM-Notebook, DELL, Compaq etc.

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HARDWARE PERIPHERALS AND USAGE :

Keyboard port SMPS

Front panel of the computer Rear panel of Computer

The motherboard consists of the following components:

IDE / SCSI controller, BIOS, Chipset, Processor, Serial

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RANDOM ACCESS MEMORY (RAM) :

READ ONLY MEMORY:

CD-ROM (COMPACT DISK READ ONLY MEDIA) :

DVD-ROM (DIGITAL VERSATILE DISK READ ONLY MEDIA) :

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POLICE COMPUTER SERVICES, AP HYDERABAD.

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Desk Jet Printer :

CONNECTIVITY OF PERIPHERALS, DEVICES ETC.

Hubs, Switches, Routers and NICs.

SWITCH: It is an advanced version over a Hub.

ROUTER: Router is a device connects two different networks.

Network Interface Card :

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OPERATING SYSTEMS AND ACCESSORIES :

INTRODUCTION TO OPERATING SYSTEMS-SINGLE USER & MULTI USER:

ACCESSORIES (Paint, Calculator, Word Pad, Notepad, Media Player) :

APPLICATION SOFTWARE AND USAGE :

INTRODUCTION TO APPLICATION SOFTWARE (M.S. OFFICE) :

M.S. WORD & ITS USE :