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CONTENTS -
Topics Page No
(5) VIRUS 25 - 25
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Course Methodology
This course will follow multimedia caching technique with emphasis on
practical training. The focus is on sharpening the skills of users. To achieve
this “Learning by Practice” technique will be adapted.
Added to hands on training on computers, teaching aids like OHPs will be part
of training.
To end, the success of this training programme will largely depend on the user
enthusiasm and participation.
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Earlier in CTIL-CBG, having different legacy ERP system as per their need,
which was not similar in contrast to software and technologies, let us have
brief of systems were existing in different plants –
1. Century Cement - Oracle 9i & Developer 6i
2. Maihar Cement - Oracle 9i & Visual Basic 6
3. Manikgarh Cement - Oracle 10g & Developer 6i
For standarisation of systems of all plants it has been decided to put all the
system in one platform hence the Century Textiles & Industries’ Cement
Business group have implemented SAP ECC 6 with big bang implementation.
Our Sap implementation project is named “Sanjeevani”. It started on
23/02/2009 and within 6 months we achieved the goal as per our schedule
the work has been completed uptill 22/09/2009 and data migration work was
started and finally went for go-live on 05/10/2009.
Following modules have been implemented –
1. MM – Material Management
2. FI-CO - Finance & Control
3. SD - Sales & Distribution
4. HR-PY - Human Resource & Payroll
5. PP-QM - Production Planning & Quality Management
6. PM-PS - Plant Maintenance & Project System
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Introduction to Computer
For performing any task, certain process has to be followed. Let’s prepare a
cup of tea for understanding it. At the very beginning we have to collect all
ingredients required i.e. Stove, Kettle, Tea leaf, Sugar, Water and milk. Then
flame the stove burner and put kettle with water and tea leaf on it and boil it.
Then add sugar and milk as desired, now tea is prepared. Have a sip and
enjoy it. If you are observing above process carefully, then you can easily
conclude the activities which can be grouped into three steps –
Though there are so many advantages of computer but still few drawbacks are
there -
1. It does nothing without user instruction. Does not have decision making
ability.
2. It can not dictate person , it only accept order from user and perform the
task If it can understand the command given by user irrespective the out
put of task.
History
At 2000 BC a computer was invented in China named ABACUS, which was
used to perform simple arithmetic operations. This is nothing but colours of
pebbles strung on series of wires.
First mechanically operated device developed by Mr. Blaise Pascal was named
Pascaline machine. Then first break through come when the Analytical engine
was developed by famous mathematician Charls Babbage, who is known as
father of computer. His assistant Lady Augusta Ada Lovelace who wrote
programs for his computer is known as mother of programming.
Anatomy of Computer
CO M PU TER
Architecture of Computer
CU
MU
Memory Concepts
Computers memory is classified into 2 categories -
1. Internal Memory
2. External Memory
Primary Memory
Also known as Internal or Main memory and it is same as brain is of human
being.
RAM - Random Access Memory is volatile memory used to store data
temporarily but it is main memory of computer, switching off the
computer will cause to lose of data from memory.
ROM -Read Only Memory is non volatile memory provided by manufacturers.
From it memory can be read but can’t be written into it. Now a days we
use PROM (Programmable Read Only Memory) in which program can be
done but prewritten things can’t be erased. One more ROM named
EPROM (Erasable Programmable Read Only Memory) are also used in
which read, write and erase of program can be done.
Secondary Memory
Information are stored in secondary storage or auxiliary storage for further
reference, and as per requirement data can be read, written and erased from
it. These devices are used as backup devices and are used to store software
and utilities to work. Generally we use 2 types of storage media –
1. Magnetic Tap - Is known as sequential (serial) access storage device
like audio or video cassettes. Data is stored sequentially in it
and reading process also done sequentially. It is slow
storage media but large volume of storage capacity and
lower price makes it ideal for backup of data.
2. Magnetic Disk - Is very popular and frequently used media for backing
up data and storing application software, known as direct
access storage device, consisting of 2 types -
1. Hard Disk
2. Floppy Disk
Hard Disk - Fixed storage media to store data and application software
which are used frequently this can not be transported frequently.
Because of high storage capacity, high operational speed and
security this is considered as ideal for large operations. Hard disk
comes in various capacities from 20 MB to 80 GB.
HARD DISK
Heads
Platters
Floppy Disk - These are the most widely used storage media for backup. It
is popular because of its transportability and privacy, it provides.
Floppies comes in different storage capacities as follows -
360 KB 5¼“ Double Sided Double Density
1.2 MB 5¼“ Double Sided High Density
720 KB 3½“ Double Sided Double Density
1.44 MB 3½“ Double Sided High Density
F lo p p y D isk (S ize 5 ¼ ”)
L ab el
C en tu ry C em en t
W rite P rotec t
N otch
H ub
In dex H ole
D isk
R ead / W rite
A re a
P ro tecto r Jacket
Data Measurement
Data take place in computer in binary digits (0s & 1s) only. Stored data in
memory or storage media is measured in following units -
1 BIT = 0 or 1
1 NIBBLE = 4 Bits
1 BYTE = 2 Nibbles / 8 Bits / 1 Character
1 KILO BYTE = (2)10 Bytes / 1024 Bytes
1 MEGA BYTE = (2)10 KB (Kilo Bytes) / 1024 KB
1 GIGA BYTE = (2)10 MB (Mega Bytes) / 1024 MB
1 TERA BYTE = (2)10 GB (Giga Bytes) / 1024 GB
1 PETA BYTE = (2)10 TB (Tera Bytes) / 1024 TB
1 EXA BYTE = (2)10 PB (Peta Bytes) / 1024 PB
1 ZETTA BYTE = (2)10 EB (Exa Bytes) / 1024 EB
1 YOTTA BYTE = (2)10 ZB (Zetta Bytes) / 1024 ZB
Input Devices
1. Keyboard - Similar as typewriter machine with alpha and numeric keys,
with some special keys for particular functions. This is commonly
used input device.
This screen display the Power button of CPU. By pressing this button we can
switch on our system.
This screen shows the button which is meant for making CD drive operative.
This screen shows the button which is meant for operation of Floppy drive.
Apart from these switches in the front there are some USB(Universal Serial
Bus) port meant for connecting external devices like Pen Drive, Projector,
Cameras and Printers in the front cabinet of the CPU. This screen shows those
USB connection port.
USB Port
This screen shows the switches and ports available at the back of the cabinet
of CPU. There are port for connecting CPU to Printer (Serial Port Printer, eg.
Dotmatrix Priter), Monitor, Mouse, Sound Box, Network Card and off course
power code point. The size of these port appropriately meant for each device
and its not possible to make any error while connecting these device as it will
get fit into other device port.
Power Port
Mouse Port Sound box Port Printer port Keyboard Port Monitor Port
Monitor –
Monitor are of two type , first is General CRT (Cathode Ray Tube) Colour
Monitor and Other is LCD( Liquid Crystal Display ) Monitor. The quality of the
resolution of picture in LCD monitor is far better than CRT monitor.
This screen display a CRT Colour monitor having following switches. We need
to press the power button in monitor to make it online and there is other
small button is there to adjust its display .
Mouse –
Nowadays all the software are graphical based and for easy operation all
operating system is provided the facility so that by double clicking at the
icons, we will be able to run any program. To click at any program we have
mouse. By sliding mouse over any suitable platform we are able to move a
pointer to any location in monitor. And to click run a program we need to
bring the pointer to the icon or program point and then click left trigger in the
mouse to run that program. To see the properties of any particular selected
thing we can right click at mouse after first locating that thing and then
pressing once only at that item.
Left Button
Scroll Button
Right Button
Keyboard –
We have keyboard as an interface to send some command to CPU to execute
a program or to write anything for us in word processing tools or to make
program. Common feature of a keyboard are as defined below.
There are numeric and alphabetic key in keyboard which is meant for typing
these particular characters . Other keyboard function details are as follows :-
Esc :- To escape from any program.
F1 :- To Help the User
F2 :- To see screen layout of current programe.
F3 :- Find or Search any word or File
F4 :- To know the properties of current selected item.
F5 :- To Refresh the System
F12 :- To Save any Document
Tab :- To create paragraph a fixed size in Document
Caps Lock :- To enable capital letter writing .
Shift :- By pressing shift key we can type upper sign defined in
Key.
Ctrl :- If we have any problem in system then we can press
Ctrl+Alt+Del together to switch the system.
To copy any item we can select and the by pressing
CTRL+C we can copy that item and by pressing
CTRL+V we can paste that item.
Left ← Key :- To move to left.
UP ↑ Key :- To move to up .
Right → Key :- To move to right.
Down ↓ Key :- To move to down.
Num Lock :- Enable o/s to right something.
Print Scrn :- To take current screen printout.
Page Up :- To go page up in any documents.
Delete :- To delete selected items.
End :- To got to end of a line
Page Down :- To go page down in a documents.
Space Bar :- To move to right without typing anything.
Printer –
Generally we are using 3 kind of printers in Century Cement , one is DOT
MATRIX and INK JET and LASER PRINTER . Now we will see the operation of
various printers.
Paper Tray Pitch Setting Key Online Key Paper Tear Key Load Paper Key
Power Switch of Ink jet Printer Paper Tray of Ink Jet Printer
User request the task to Operating System and Operating System dictate task
and allocate resource to Application Program to complete the task.
(2) If system is not getting booted then we have to check whether there is
any problem in battery of the system. If it is found to be ok then it suppose to
consider that there is any problem in ROM(Read only memory ) of mother
board. In this case there can be nothing done but to replace system
motherboard.
(3) If system is successfully passing the boot stage but is not able to do
anything after that mean there is error in reading hard disk then it is to be
consider that hard disk is performing.
(4) If System is reading hard disk but unable to load operating system then its
due to problem in operating system rather than problem in hardware.
(5) If system is not getting the network access then we have to check
whether light is glowing in network code point or not if it is glowing then there
is problem in software else if it is not glowing then we must consider that
there is problem in network card.
Software
Command - Instruction to the computer.
Program - Set of Commands put together to perform an operation.
Software - Set of Programs put together to perform a task.
Package - Set of individual software put together to perform various tasks.
Software
System Software
This is preliminary software for the computer. When you start and make your
computer ready for work, you require an operating system otherwise system
will not function. Memory management, data backups, disk management, data
recovery and job controls are done by the system software.
Application Software
This is end user software. User directly interacts with application software to
perform their tasks. When any special application is performed by the
software, it comes in single purpose application software i.e. Financial
Accounting, Inventory control and Payroll etc. The software which is used by
every type of users and perform general tasks such as letter writing, making
analysis table, keeping records in an organised way, comes under general
purpose application software.
Programming Languages
These are development tools to develop software.
1. Machine Language -
Only 0s and 1s are used in programming, to put any instruction it has to be
converted into machine readable format. This is first generation language.
2. Assembly language -
Very similar to machine language, only difference is mnemonic codes, which
are used in this language. Mnemonic codes are prewritten codes for specific
operation. It is directly not interpretable by computer, to make it machine
readable format, it has to be assembled through assembler. This language
comes under second generation.
3. High Level language -
Very near to english language, because commands are of these languages are
in plain english language, so programmer can easily and efficiently write and
understand the programming sequences. These are categorised under third
generation language. E.g. BASIC, COBOL, Pascal, FORTRAN, C etc.
4. 4GLs -
Language Translators
Writing program using any language must be converted into machine readable
format, then only it works.
1. Interpreter -
It converts high level language instructions into machine readable format in a
sequence. In case of any error in any line of program it halts there. It won’t
generate any object code for machine. E.g. Basic language interpreter.
2. Compiler -
Same as interpreter but it converts high language instructions into machine
readable format at once and generates an object code. Execution is faster
than interpreter. E.g. COBOL, C, Pascal compilers.
-5-
VIRUS
As well as you find any of the above or any other virus symptoms occurring,
immediately arrange to cure the machine’s data through latest virus scanner
disk, because new versions of viruses comes frequently.
How to cure virus infected machines -
1. Boot machine through fresh and virus cleaned bootable floppy disk.
2. Scan and clean viruses through original and latest virus scanner.
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DOs and DON’Ts in Computers and Peripherals
-7-
Operating System
Without operating system you can not think to switch on your computer. It is
preliminary interface between user and computer. Earlier text based operating
systems were used, today is GUI (Graphical User Interface) age, so we use
GUI based operating system such as Apple Mac, Linux and Windows XP etc.
These are the main works which are taken care by an operating system -
1. File Management
2. Disk Management
3. Memory Management
4. Job Controls
Internally file retrieval, updation, writing into disk and its log is controlled by
an operating system, simultaneously it updates FAT (File Allocation Unit)
where addresses of all files are stored, through which files can be accessed.
An operating system manages disk cache and fragments and manipulates
memory space whenever any application functions. In case of multitasking
and multiprogramming system it maintains individual job sessions and its
control.
Booting Process
Booting means getting ready for the work, while booting it checks computer
components entirely.
PO ST
B IO S
IO .SY S
M SD O S.SY S
C O N FIG .SY S
C O M M A N D .C O M
A U TO EX EC .B A T
Figure 2
PURCHASE . DOC
Figure 3
E.g.
In MS-DOS mode Primary File Name should not have more than 8 characters,
but atleast 1 character, in case of Secondary File Name (Extension) it should
not have more than 3 characters. File names can not contain any blank spaces
or any other special characters such as +, -, *, /, [, ], {, }, |, \, @, #, %, ^,
&, = etc.
In Windows XP file name can be given upto 255 characters, blank spaces and
other special characters are possible here.
Directory Tree
C:\ (Century) Root Directory
Sales
Purchase
Sub Directories
Finance
Civil
Figure 4
Windows XP
Windows XP is multitasking and multiprocessing operating system. Various
tasks can be processed simultaneously. It can be made a client of Windows NT
networking operating system. So many utility software come with Windows XP
for certain purposes such as Note Pad, Word Pad, Paint, Calendar, Calculator
etc.
delicate also, machine should not be switched off directly when Windows XP is
loaded into memory, otherwise system may be crashed. So system should be
properly shutdown then switched off. One arrow pointer symbol is displayed
on the screen which is called mouse pointer, through which any object or
option on the screen is selected. Windows XP is event driven operating
system, according to function and process mouse pointer, screen layout and
other options changes. There are generally three buttons on mouse, mostly
left and right buttons of mouse are used. Left button for option selection or
activation and right button for shortcut menu or options.
To shutdown the system click the mouse pointer on Start button of Windows
XP, which is called gateway button of Windows XP. Then start menu appear on
the screen like given picture below after next paragraph.
Select shutdown option through mouse and click left button then again you
see the following screen, select First option of radio buttons and click on Yes
button. The Windows XP will get shutdown after a movement. Now you can
switch off the machine.
Terminologies of GUI
Icon - A tiny pictorial element option for certain process.
Status Bar - Mostly appear at the bottom of the screen with start button
and displays the status of programs executed or opened currently.
Desk Top - Preliminary screen of Windows XP or the folder where basic
Windows XP elements are stored.
OLE - Object Linking & Embedding is a utility through which
objects of an application can be linked or embedded into another
application.
Clipboard - A utility program which holds the recent operated object
from any of the application. This is the only object container
through cut and paste of objects possible.
Tool Buttons - Miniature iconic buttons for fast manipulation of document
items of any application.
Spinner - For selection of natural numbers from a series, user also can
type the number as required. Numbers can be increased and
decreased by operating up and down triangular buttons on it.
If you wish to work on any of the windows based applications such as MS-
Word, MS-Excel, MS-PowerPoint or any other windows based application. If
icon is available on desktop of Windows-XP , select appropriate icon and
double click left mouse button, remember there should not be long time
distance between double clicks. If icon is not available then trace it from
Program menu. Select “Start” button from the status bar and get Start Menu,
select “Program” option,, here names of folders and applications are listed.
Select appropriate application and click left mouse button, application will get
open.
Paint : Using This bitmap pictures are drawn and pre created pictures can be
altered.
DOS Commands
DOS commands are also used in Windows XP but in DOS Prompt mode , few
useful commands are given below -
Command : DIR
Function : Lists either all the files / sub directory in the directory those for
specific files.
Syntax : DIR <drive:\><path\><filename> /P /W
Command : COPY
Function : Copies one or more files to the specified destination.
Syntax : COPY <source file> <destination file>
Command : REN
Function : Changes the name of the specified files.
Syntax : REN <old file name> <new file name>
Command : DEL
Function : Erases specified file.
Syntax : DEL <file>
Alert : To be used at most care.
Command : MD
Function : Creates sub-directory on the disk.
Syntax : MD \ <sub-directory name>
Command : CD
Function : Changes the current directory to the desired directory.
Syntax : CD \ <sub-directory name>
Command : RD
Function : Removes specified directory but directory must be empty.
Syntax : RD \ <sub-directory name>
Command : CLS
Function : Clears the screen.
Syntax : CLS
Command : DATE
Function : Displays system date and asks for new date.
Syntax : DATE
Command : TIME
Function : Displays system time and asks for current time.
Syntax : TIME
-8-
Networking Concept
Interconnectivity of computers and its resources is called networking. There
are so many advantages behind computer networking -
1. Remote data accessing.
2. Resource sharing.
3. Easy data migration.
4. Time and cost saving in information exchange.
LAN Topologies
The architectural layout is called LAN topology; following types of LAN
topologies are there –
1. Bus Topology
In this topology all computers are connected in serial, hence there is a start
node and there is a end node, hence both ends there must me terminator,
here if one node is fail then entire network will be failed.
2. Ring Topology
It’s forms a ring while connecting nodes, hence there is no start and no end.
3. Star Topology
In star topology, there is a central controller and all nodes are connected with
it, the biggest advantage of this is, if any node stocked then rest network will
be ready to use.
4. Tree Topology
Its basically combination of star topology, when there are many central
controller of different star topology, which are connected with each other
forms tree. Eg. Our Century, Maihar and Manikgarh LAN is based on tree
topology only.
4. Mesh Topology
When all nodes are connected with each other forms mesh topology, the best
example is our telephone network.
-9-
WORD PROCESSOR (Microsoft Word)
Basically the Word Processor does same things what typewriter does, only
difference is, it does all things electronically, further editing and printing is
easy.
Selection of Printer
First you decide the printer name (printer media) using which you are going to
take print out, because page size, alignments and character objects formation
are different in various print media, suppose you have set up dot matrix
printer and done the text alignment according to it, and you wish to get print
out in ink jet printer, it will not come in proper manner, you have to realign it
according to new printer. So before typing texts, you should define the printer
name or media which you are going to use.
Page Set Up
Select “Page Set Up” option from “File” menu and get page set up dialogue
box. First set the paper size in which output will be taken. For dot matrix
printer and continuous stationary, we use generally Fanfold 8.5” * 12” and
for ink jet printer we use A4 size paper to get printout. According to
requirement set top, bottom, left and right margins, if header / footer is given
set header and footer margins as per need.
Editing Document
When you move mouse pointer around document area, pointer changes into I-
beamshape which indicates only text editing is possible. Start typing from
insertion point (cursor | ), when one line is over, text automatically flows into
next line, which is called word wrapping. Line length is set according to paper
size and left / right margin you have used earlier. Pressing Enter key indicates
the end of paragraph. Left and right margin can be set temporarily using left
and right indent tabs locating on the left and right corner of ruler line. Left
triangle symbol is used for paragraph indent (hanging indent). Drawing
objects such as lines, rectangle, circles and other pictures and shapes can also
be embedded into document, but in “Layout View” only which can be selected
from “View” menu. There are two main views of a document –
Text Selection
Selecting text is essential, if you want to perform any operation on it, such as
changing fonts, size, alignments, cut, copy etc. Put insertion point before the
text, which you want to select and hold on the shift key and press right arrow
keys or other arrow keys to select direction. Up or down arrow keys for line
wise selection. Through mouse also text can be selected, put I-beam pointer
before text, which you want to select and hold on left mouse button and drag
according to select direction, releasing shift key or left mouse button will be
end of selection.
“Paste” option from “Edit” menu. Now you see the text which was cut,
appearing in the desired location, some times you need to copy particular text
from one location to another location, above same process will be performed
but in place of “Cut” option “Copy” to be selected.
When you cut or copy text or any drawing object, Immediately takes place in
Clipboard Viewer which is already elaborated in Windows XP session. The text
which is there in Clipboard can be embedded in any of the application file or
in same file as per need.
Changing fonts
Alphabets and numerals can be written in various styles known as font. If
available you can use Hindi, Tamil, Telugu, Urdu and any other fonts also. Few
fonts generally available with MS-Word such as Times New Roman, Algerian,
Script, Arial and San Sarif etc.
If you wish to change fonts of text, select the text and click on font popup
from format tool bar and select font name as you desire then click on font size
popup to change the size and width of letters. As per requirement make it
bold, italic or underlined, through selecting appropriate tool buttons. Same
operation can be performed through selecting “Font” option of “Format” menu.
Some more features are also there in Format - Font menu option like
changing underline styles, changing character styles such as superscripts (e.g.
10th), subscripts (e.g. H2SO4). Even text colours can also be changed.
Paragraph Alignment
By default paragraphs are left aligned. There are 4 types of paragraph
alignments -
• Left
• Center
• Right
• Justified
To align the text, text has to be selected first and select appropriate alignment
button from format tool bar and click the left mouse button, then entire
selected text will be aligned according to button selected. Same can be done
through “Paragraph” option of “Format” menu, here you can specify line
spacing and paragraph spacing also.
Spell Check
Before checking spelling of text, you should assure the language in which
spelling should be checked because spelling of a word can be different in
various english languages such as UK english, US english, Australian english
etc. So you select the appropriate language from “Language” option of “Tools”
menu in which spelling would be checked. Then put the insertion point at the
place from where spelling will be checked and select “Spelling” option from
“Tools” menu and get the right suggestions of misspelled texts, as per your
wish select the appropriate option or ignore it.
Inserting Picture
If you wish to insert a ready made picture in between the text, choose
“Picture” option from “Insert” menu, and get Insert Picture dialogue box,
where the series of WMF (Windows Meta File) pictures will be listed from
clipart directory. This directory can be changed and user made pictures can
also be inserted by selecting the picture name. The picture can not be moved
until inserted in a frame. Frame can be inserted using “Frame” option of
“Insert” menu, then insert a picture inside it.
Table Handling
Some times as per requirement you wish to split the text into rows and
columns, this time table feature is used and works are done accordingly.
Choose “Insert Table” option from “Table” menu and specify number of rows
and columns required then a blank table will be inserted with dotted gridlines
which will not be printed while printing. This gridlines can be hidden through
removing check mark (a) from “Gridlines” option of “Table” menu. Mouse
pointer or tab key is used to move from one cell to another cell in table. Rows,
columns or cells can be removed or added as per requirements through the
option of “Table” menu.
Mail Merge
Mail merge is the great feature of Microsoft Word using it different addresses
can be merged with a main document file. If you wish to send invitation to
your hundreds of friends, names and addresses of friends are different and
invitation matter is same for all. In this case no need to make hundreds of
files for individual friends. Create two files, one of matter and another of
addresses. And use the mail merge feature -
1. Create one document file using table feature to put addresses of your
friends and save it giving appropriate file name.
2. Create another document file and type the invitation matter and save it.
3. Select “Mail Merge” option from “Tools” menu and get a mail merge
dialogue box.
4. Select first option “Main Document” and click on “Create” button then
select “Form Letter” from popup list, and specify name of the document
file, which you treat as matter file.
5. Select second option “Data Source” and click on “Get Data” button and
select “Open Data Source”. If address file is already created, otherwise you
can select “Create Data Source” option. After selecting “Open Data
Source”, specify the name of file which is already created as address file in
tabular format.
6. Come out to main matter document file from mail merge dialogue box.
7. Now you will see few more tool buttons appeared on the tool buttons
palette, which are mail merge tool buttons.
8. Put insertion point (cursor) in appropriate location of document and click on
“Insert Merge Fields” tool buttons and select desired fields and place in
certain location of the main document.
9. If you wish to have a look of document with merged data click on “View
Merged Data” (<<abc>>) button and through record number buttons see
the different addresses with main document file.
1. Then as per requirement click on “Mail Merge” button and select either
option “Merge to New Document” or “Merge to printer”.
Printing
Select “Print” option from “File” menu and specify the printer name through
which you wish to print the document, page numbers can also be selected for
specific page printing and click on “Ok” button to start printing the file.
- 10 -
SPREADSHEET (Microsoft Excel)
What is Spreadsheet
Any grid or array of numbers and/or text in rows and columns is called a
spreadsheet. This array or grid is a place to write down numbers and calculate
them easily.
❁ It is not a hard and fast rule that Microsoft Excel should be present in
Microsoft Office group. It may be present directly under Program group or
any other group.
Components of Spreadsheet
Fill Handler
If a series of numbers, weekdays or months names require to list on sheet, no
need to type it all, Fill Handler feature is used for it.
1. Type first two consecutive numbers in a series in any of two cells across or
in vertical manner.
2. Click on small rectangle of selected pointer (Fill Handler) and drag it
vertical or accross as you need to generate the numbers.
3. Now you see numbers are automatically generated over the sheet.
4. Same operation you can perform for weekdays and months also.
Cell Format
Value of cell can be displayed in various format such as numbers into date,
time, currency or in decimal places etc.
Type values in cells and select it, then choose “Cells” option from “Format”
menu, you will see a dialogue box with various tab headings such as Number,
Alignment, Font, Border etc.. As per requirement select appropriate tab and
perform the operation.
Let us take Number tab and select “date” option and date style as you require
and click on “Ok”. Selected value format will be changed. Same can be done
in Borders, fonts and Alignments tab as per need.
Pivot Table
Pivot table is tool to prepare a meaningful report with the help of excel or any
other database, with drag and drop facility, it automatically changes when
data changes in database.
Select Data option from main menu and select Pivot Table wizard option, then
you will get following dialogue box, here you select Microsoft office Excel list
or database radio button, then click on next button. It will ask the range for
which you want to create pivot table, here you give the range.
After this it will ask for location, where the report has to be plotted, here you
specify the location.
Here you select finish button then the screen will look like this –
Here as per requirement, you just drag and drop the fields required in column
and row manner as per below screen.
Formulae
If formulae is written using values such as (10+20+30), result will always be
60, if all these values are written in different cells such as cells A1, A2, A3 and
formulae is written =A1+A2+A3 in A4 cell, the value will be 60, if any values
are being changed in above cells the result of formula will automatically
changed. Before typing formulae an equals to sign (=) has to put as prefix
with it.
In Built Functions
Few ready made functions in Excel is elaborated here which are commonly
used.
1. =SUM(cell range)
Is used to add all the numbers given in cell range.
E.g. =SUM(A1:A5)
7. =ROUND(exp1,exp2)
Returns rounded value of exp1 up to exp2 decimal place.
E.g. =ROUND(100.567,2) Result is 100.57
8. =STD(range)
Returns standard deviation of given range.
E.g. =STD(A1:A5)
9. =VAR(range)
Returns variance value of given range.
E.g. =VAR(A1:A5)
10. =SLN(cost, salvage, life)
Calculates depreciation using straight line method according to specified
parameters.
=SLN(10000,1000,10)
11. =DDB(cost, salvage, life, period)
Vlookup Formulae
This is used, when a database is there in excel and other details of same
database is given in different sheet with key field. Eg. Series of roll numbers
are given with marks obtained by students in English, Hindi and same roll
numbers are given in different sheet with marks obtained by student in
Mathematics, Science and you wish to create a mark-sheet with marks of all
the subjects, then here you have to user VLOOKUP as per following screen.
Here in this dialogue box four columns are asked, first Looking value in our
case the roll number, then table array, in our case the range of roll numbers
with mathematics and science marks, then column index number, in our case
second column after roll number i.e. mathematics and thirds column for
science subject. Once the value is copied then copy the same formulae for all
cell where related marks are required as per roll number.
Chart (Graph)
Creating chart is a great feature of Microsoft Excel. According to data various
types of chart can be plotted, such as line, bar, pie, doughnut, radar etc.
Chart creating procedure -
1. Select data area for which you wish to draw chart.
2. Select “Chart” option from “Insert” menu.
3. Select “On This Sheet”, if you wish to plot chart in same sheet, where data
is located, otherwise select “As New Sheet”.
4. Then you will get data range dialogue box, where you can alter data range.
5. In second dialogue box, you have to select chart type.
6. Then chart style dialogue box will come and this will be related to previous
chart type selection dialogue box.
7. In next you will get a preview of chart, here you can select data orientation
either row type or column type.
8. In next dialogue box, chart title, X axis and Y or Z axis title and legend can
be specified.
Spell Check
Same as Microsoft Word, select the cells of which spelling has to be checked
and select “Spelling” option of “Tools” menu.
Printing
First set the page selecting “Page Set Up” option from “File” menu and set the
page size according to printer selected then select “Print” option of “File”
menu and put parameters according to print requirement.
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Presentation Graphics (Microsoft PowerPoint)
A presentation is actually a type of communication where you put your
thoughts, ideas and feelings across to an individual or to a group so that they
are accepted by the entire group. Presentation Graphics are application
software available to design the matter impeccably readable and attractive
format. The package allows the user to -
• Design charts
• Arrange the matter in a impeccably readable format
• Add pictures in the charts to make them more meaningful and attractive.
• Change the appearance of the alphabets on the charts and
• Print these charts
The charts thus created can be printed on transparent sheets of plastic called
transparencies. These transparencies can be seen by a large groups of people
if used with an overhead projector or an OHP. The computer can be attached
to a device called a display adapter or a data show, which in turn is attached
to an OHP. This allows the charts or transparencies to be displayed to a large
group of audience without printing them, straight from the computer, such
presentations are called online presentation.
Loading PowerPoint
1. Click on the “Start” button (which shows a symbol of Microsoft Windows)
2. Point on “Program” group icon.
3. In the corresponding list, point on “Microsoft Office” group icon.
4. And within it click on “Microsoft PowerPoint”.
Then a screen appears like Figure 30.
Fonts
Setting fonts is same as Microsoft Word/Excel. Select the text and click on
“Format” menu and choose “Font” option , then you will get “Font Dialogue
Box” and from there font type, style, size can be selected as per wish.
Spell Check
Select the text and opt “Spelling” option from ‘Tools” menu. It will check the
misspelled words and give correct suggestions.
Views
There are 5 views of presentations -
Slide View : Where edit is done in slide.
Outline View : In this view, only text can be seen and edited, pictures and
drawing objects will not be displayed.
Slide Sorter View : You can create so many slides in a single file. All slides or
any number of slides you wish to see to align the sequence
or putting transition effects over them, are done in this
view.
Notes Pages View : Here you can write notes for oration for individual slides.
Slide Show View : Here a slide is displayed on screen as a whole with
transition effects.
Printing
Before taking print out of PowerPoint slides, first make the slide set up using
“Slide Set Up” option from “File” menu, then select “Print” option of “File”
menu and set the parameters as needed and get printout.
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Using Internet
Nowadays internet is one of the best and cost effective medium for corporate
or personnel communication . There are several benefits of Internet and some
of them which can be useful to our kind of industry is given below :-
(a) Internet Mail for communication :- For the communication with other
corporate bodies we can always use internet mail. This is the most effective
and efficient tools for communication.
(c) Inter Office Memo :- All though for sending Inter Office Memo does not
required any dial up connection but it will require internet tool like outlook
express to generate such memo. Benefit of these memo that as long as any
one log in to his system all memo send in his id will be displayed automatically
and department who has sent that memo will get confirmation as soon as
person see that memo. So it will save lot of manpower utilized in sending
these documents.
Before using internet first we have to finish dialup connection then only we
can go for using internet facility.
To make dial up connection we have click at this icon and then we have to
specify password The screen is displayed below :-
(b) After getting dialup connection then the next pre-requisite to have an
internet account in any mailing sites to make use of internet mail facility
To create an account in any mail sites we have to follow following steps which
are given below. We are taking example of Yahoo Mail Sites.
Then next screen will appear for getting registration of a user account , we
have to fill the mandatory details marked with red star and then press I agree
button .
After getting an user account we can log in to the yahoo mail by specifying
user name and password in the following screen
Then next screen will appear which will be having following features such as
Inbox,Compose,Draft etc. By clicking at Inbox we can see all the mail received
in our mail box and unread mails are marked as bold letter. By clicking at
inbox we can see the mails also.
By clicking at reply we can reply to the mail , here we will not have to specify
mail id of the person or organization we need to sent. If we want to attach
some file in mail then we have to press at attach file option and then following
screen will appear. There we have to specify the name and path of file
selecting it from browser. Then we have to press attach file option there in
this screen.
After files are being attached we will get confirmation as in the following
screen .
Then in the main screen we have to specify send option to send that mail. Like
that we can compose a mail , in composing a mail we need to specify mail id
and subject is not mandatory , then we have to specify mail contents and we
can attach any file as specified in above section.
Then next screen will as below. There we need to click at account information.
Next screen will appear as below there we need to specify password again to
enter into password change screen.
After specifying password we will move into next screen , there we need to
click at change password option .
Next screen will appear and there we will have to first specify current
password and then twice we have to specify new password then we need to
confirm it by pressing save. It will change our loging password.