Basics of computer applications

Date : 08.09.2013
Faculty : Prakash Lambha
E mail: prakashlambha@hotmail.com
Basics of Computer Applications

CONTENTS
• Overview
• Introduction to Computers
– Characteristics of Computers
– History/Evolution
– Generation Of Computers

Introduction To Computers
• Definition:
• Its an electronic Device that is used for information
Processing.
• Computer.. Latin word.. compute
• Calculation Machine
• A computer system includes a computer,
peripheral devices, and software

• Accepts input, processes data, stores data, and produces output
• Input refers to whatever is sent to a Computer system
• Data refers to the symbols that represent facts, objects, and ideas
• Processing is the way that a computer manipulates data
• A computer processes data in a device called the central
processing unit (CPU)

• Memory is an area of a computer that holds data that is waiting to
be processed, stored, or output
• Storage is the area where data can be left on a permanent basis
• Computer output is the result produced by the computer
• An output device displays, prints or transmits the results of
processing

Computer
Performs computations and makes logical decisions
Millions / billions times faster than human beings
Computer programs
Sets of instructions for which computer processes data
Hardware
Physical devices of computer system
Software
Programs that run on computers

• Definition:
• Introduction To Computer Software
• Operating system
• Problem solving Techniques
• Computer Prog ramming languages
• Computer Threats

• Capabilities of Computers
• Huge Data Storage
• Input and Output
• Processing

• Characteristics of Computers
• High Processing Speed
• Accuracy
• Reliability
• Versatility
• Diligence
• Storage
• Dumb Machine
• No Emotions

History Of Computers

• Before the 1500s, in Europe, calculations were
made with an abacus
Invented around 500BC, available in many
cultures (China, Mesopotamia, Japan, Greece,
Rome, etc.)
• In 1642, Blaise Pascal (French mathematician,
physicist, philosopher) invented a mechanical
calculator called the Pascaline
• In 1671, Gottfried von Leibniz (German
mathematician, philosopher) extended the
Pascaline to do multiplications, divisions, square
roots: the Stepped Reckoner
None of these machines had memory, and they
required human intervention at each step

• In 1822 Charles Babbage (English
mathematician, philosopher), sometimes called
the “father of computing” built the Difference
Engine
• Machine designed to automate the computation
(tabulation) of polynomial functions (which
are known to be good approximations of many
useful functions)
– Based on the “method of finite difference”
– Implements some storage
• In 1833 Babbage designed the Analytical
Engine, but he died before he could build it
– It was built after his death, powered by
steam

The Mark I Computer (1937-1944)
– Automatic Sequence Controlled Calculator
– First fully automatic calculating machine
– Professor Howard Aiken [Harvard University / IBM]

The atanasoff Computer (1935 - 1942)
– First electronic computer
– Dr. John Vincent Atanasoff

The ENIAC (1943 - 1946)
– The Electronic Numerical Integrator And
Calculator
– Moore School of Electrical Engineering,
University of Pennsylvania, USA

The EDSAC (1947 - 1949)
– Electronic Delay Storage Automatic Computer
– Cambridge University, UK

The UNIVAC I (1951)
– Universal Automatic Computer I
– Census Bureau, USA

Generations of Computers

• Generation of Computers
• First Generation (1946-59)
• Second Generation(1957-64)
• Third Generation(1965-70)
• Fourth Generation(1970-90)
• Fifth Generation(1990 till date)

Generation 0: Mechanical Calculators
Generation 1: Vacuum Tube Computers
Generation 2: Transistor Computers
Generation 3: Integrated Circuits
Generation 4: Microprocessors

First
Generation
Second
Gen.
Third
Gen.
Fourth Gen.
Technology Vacuum
Tubes
Transistors Integrated
Circuits
(multiple
transistors)
Microchips
(millions of
transistors)
Size Filled Whole
Buildings
Filled half a
room
Smaller Tiny - Palm
Pilot is as
powerful as
old building
sized
computer

Some Pictures…..

Generation 1 : ENIAC
The ENIAC (Electronic Numerical Integrator and Computer) was unveiled in 1946:
the first all-electronic, general-purpose digital computer

The use of binary
In the 30s Claude Shannon (the father of “information theory”) had
proposed that the use of binary arithmetic and boolean logic should
be used with electronic circuits
The Von-Neumann architecture
CPU Memory
I/O
System

Generation 3: Integrated Circuits
Seymour Cray created the Cray Research
Corporation
Cray-1: $8.8 million, 160 million
instructions per seconds and 8 Mbytes
of memory

Generation 4: VLSI Improvements to IC technology made it
possible to integrate more and more
transistors in a single chip
SSI (Small Scale Integration): 10-100
MSI (Medium Scale Integration): 100-
1,000
LSI (Large Scale Integration): 1,000-
10,000
VLSI (Very Large Scale Integration):
>10,000Microprocessors

Generation 5?
The term “Generation 5” is used sometimes to refer to all
more or less “sci fi” future developments
Voice recognition
Artificial intelligence
Quantum computing
Bio computing
Nano technology
Learning
Natural languages

Classification Of Computers
• In the past computers were classifieds as,
– microcomputers
– minicomputers
– mainframes and
– Supercomputers
• Today all computers used microprocessors as their CPU.
– Palms
– Laptop PCs
– Desktop PCs
– Workstations
• Based on interconnected computers we can classify them
– Distributed computers
– Parallel computers

Microcomputer
• First generation computers
• Very small memory
– 256 bytes to 1 Kb RAM

Supercomputer
• Fastest computers available at any given
time
• Used to solve problems, which require
intensive numerical computations.
– numerical weather prediction
– designing supersonic aircrafts
– design of drugs
• On an average 1016
calculations.

• Weight: 5000 pounds -20000 pounds
• Several million – billion $

Supercomputer
• RIKEN's MDGrape-3 is the first machine
to break the petaflop barrier -- that's 1
quadrillion calculations (floating-point
operations, to be specific) per second
• MDGrape-3 is designed for
pharmaceutical research, specifically
molecular dynamics simulation.

Supercomputer
• Consisting of 24 CPU
• Each chip has a maximum processing
speed of 230 gigaflops (one billion
operations per second)
• $9 million

Recent Classification
– Palmtops
– Laptops
– Desktops
– Workstations
• Based on the mode of use.

Palmtop / Simputer
• Can be held in the palm
• Accepts handwritten inputs using
electronic pen
• Touchscreen
• Small disk storage
• Can be connected to a network
• Used as phone, fax, email machine
• Operating systems like apple ios, windows
CE

Laptop
• Also known as notebook computers
• Weight around 2 kgs
• Keyboard, flat screen, Pentium processor,
color display
• Runs on different OS
• CDROM
• Hard disk from 40 GB to 1 TB
• RAM of 256 MB to 4GB
• Can be connected to a network

Applications of laptop
• Word processing
• Spreadsheet computing
• Pharmaceutical calculations & computing

Workstation
• More powerful providing processor speeds
about 10 times that of PCs.
• Larger RAM
• Larger hard disk
• Normally run on UNIX OS
• X Windows
• Can form a network of commuter

Applications of computers in
Pharmacy
• Right now computers and pharmacy go
hand in hand.
– Drug and patient database management;
– Order entry systems;
– Drug information;
– Billing;
– Purchasing;
– Automated dispensing units;

Applications of computers in
Pharmacy
• If you have a background in both health
care and computers/computer science you
will be a hot product.
• Today we can exchange health
information and provide services across
geographic, time and social boundaries.

Health informatics
• Combination of information science, computer
science, and health care.
– Deals with the resources, devices, and methods
required to optimize the acquisition (gaining), storage,
retrieval, and use of information in health and
biomedicine.
• Tools include
– computers
– clinical guidelines
– formal medical terminologies
– information and communication systems.

Health informatics
• Applied to the areas of
– Nursing
– clinical care
– Dentistry
– Pharmacy
– public health and
– (bio)medical research

Computer-aided design of drugs
• computer-aided design (CAD)
• Further refinement of new drug design and
production.
• With the availability of powerful computers
and sophisticated graphics software, it is
possible for the medicinal chemist to
design new molecules and evaluate their
effectiveness.

Presentations
• Field relies on complex definitions of
conditions and procedural techniques.
– use the computer to show your medical
students PowerPoint presentations
– simplify the large amounts of text often
needed in medical science.
– visual presentations.
– video data of medical policies or procedures
– slide shows of diseases or traumas and their
treatments.

Papers
• In medical research study,
– use the computer to write your findings
– format a paper for publication
– find relevant studies on the Internet
– print posters for medical conferences

Simulations
• involves hands-on work,
– need to practice procedures before they do
the procedure for real on a patient.
– Use computer programs that simulate
• surgery
• other procedures to meet this need

Informational Storage
• Computers can store massive amounts of
data.
• Use a computer or personal digital
assistant to take and store notes on any
patients you may see as you go on
supervised rounds.
• Easier to find the medical information you
need when discussing the patient
– reduces the physical amount of papers and
texts.

Testing and Self Evaluation
• To take tests on medical subjects or to
quiz yourself on medical data.
– you can get immediate feedback and do not
need to depend on your instructor

Drug Information Services
• Pharmaceutical companies provide
– updated, relevant information on the efficacy
of drug
– safety and quality of drug
• Drug information database system to
manage various information generated
during development of new products and
after launch of the products.
• Incorporated into an on-line network
system
– can be directly accessed by thousands of

INFORMATION SYSTEM IN
THE PHARMACEUTICAL
INDUSTRY
• An information system (IS)
– information technology
– people's activities using that technology
• To support operations, management, and decision-
making.
• Implementation of information
management technologies can
– greatly enhance their chances for success by
reducing their time-to-market
– enhancing efficiency in their production runs.

Computer Virus
• Software programs written by someone
that needs to get a life
• Can range from being a annoyance to
causing major destruction and recovery
time
• Software packages can be infected

Computer Virus
• A virus is a small piece of software that hide in another
programs that executes.
• 2 main characteristics of viruses
 It must execute itself.
 It must replicate itself.
• By this it can be placed
into main memory.

Types of Infection
• VIRUSES
• E-MAIL VIRUSES
• WORMS
• TROJAN HORSES

Viruses
• Virus attached to a program such as
spreadsheet.
• Each time the spreadsheet program runs,
the virus runs too and replicate itself.

E-mail Viruses
• Moves around in e-mail messages
• Usually replicate itself by automatically
mailing itself to dozens of people in the
victim’s email address book.
• Example “MELISSA VIRUS”
• Example “I LOVE YOU VIRUS”

WORMS
• Small piece of software that uses
computer networks and security holes to
replicate itself.
• Copy of the worm scans the network for
another machine that has a specific
security hole.
• Copy itself to the new machine using the
security hole and start replicating.
• Example “CODE RED”

Trojan Horses
• A simple computer program
• It claim to be a game
• Erase your hard disk
• No way to replicate itself.

Classification
– File infector virus
• Infect program files
– Boot sector virus
• Infect the system area of a disk
– Master boot record virus
• infect disks in the same manner as boot sector viruses. The
difference between these two virus types is where the viral code is
located.
– Multi-partite virus
• infect both boot records and program files
– Macro virus
• infect data files. Examples: Microsoft Office Word, Excel,
PowerPoint and Access files

Virus Languages
• ANSI COBOL
• C/C++
• Pascal
• VBA
• Unix Shell Scripts
• JavaScript
• Basically any language that works on the
system that is the target

Symptoms of Infection
• Programs take longer to load than normal.
• Computer’s hard drive constantly runs out
of free space.
• The floppy disk drive or hard drive runs
when you are not using it.
• New files keep appearing on the system
and you don’t know where it come frm.

Symptoms of Infection
• Strange sounds or beeping noises come
from the computer.
• Strange graphics are displayed on your
computer monitor.
• Unable to access the hard drive when
booting from the floppy drive.
• Program sizes keep changing.

Protection / Prevention
• You need to basically to do four steps to
keep your computer and your data secure:
1. Get the latest Anti-Virus Software.
2. Make sure you have the latest security
patches and hot fixes using Windows
Update.
3. Use a Host-Based Firewall.
4. BACKUP your Important Files.

Elimination / Removal
• Scanner software - “shield” software
– Scans all data coming into a computer system
– Looking for known or suspected viruses
– Known viruses are detected by some
recognizable “character string” in the virus
computer code.
– Detected whenever the virus program tries to
do something weird
• Typical packages: McAfee, Dr. Solomon,
etc

• Cleaner software - can try to restore
infected files back to a useable state.
• Requires booting from a clean, write
protected floppy disk May take a lot of
time.

• Detection software - detects the
presence of a virus on an infected disk
Typical Software: McAfee, Avast, Avira,
BitDefender etc.

Conclusion
• Be aware of the new infections out there.
• Take precaution measures.
• Always backup your data.
• Keep up-to-date on new Anti virus
software.
• Simply avoid programs from unknown
sources.

Operating System
• OS is a collection of programs that control
all hardware and other resources in the
computer system.
– Windows, UNIX, LINUX, MAC OS

Features
• File Management
• Basic Application programs
• Memory Management
• Device Management
• Process Management
• System Clock
– Time stamping
• Interface between user & computer
• Other Tools
– Control panel, disk defragment, backup utility

Evolution of OS:
Major
Phases
Technical
Innovations
Operating
Systems
Open Shop The idea of OS IBM 701 open shop
(1954)
Batch
Processing
Tape batching,
First-in, first-out
scheduling.
BKS system (1961)
Multi-
programming
Processor multiplexing,
Indivisible operations,
Demand paging,
Input/output spooling,
Priority scheduling,
Remote job entry
Atlas supervisor
(1961),
Exec II system (1966)

Evolution of OS (contd..):
Timesharing Simultaneous user
interaction,
On-line file systems
Multics file system
(1965),
Unix (1974)
Concurrent
Programming
Hierarchical systems,
Extensible kernels,
Parallel programming
concepts, Secure parallel
languages
RC 4000 system (1969),
13 Venus system
(1972),
14 Boss 2 system
(1975).
Personal
Computing
Graphic user interfaces OS 6 (1972)
Pilot system (1980)
Distributed
Systems
Remote servers WFS file server (1979)
Unix United RPC (1982)
24 Amoeba system
(1990)

Batch Processing
• Processing same type of jobs batch together and
execute at a time.
– (BATCH- a set of jobs with similar needs)
• Users submit jobs to a central place where these jobs
are collected into a batch
– subsequently placed on an input queue at the computer where
they will be run.

Batch Processing
• The user has no interaction with the job during its
processing.
– The computer’s response time is the turnaround time - the time
from submission of the job until execution is complete, and the
results are ready for return to the person who submitted the job.
• Common Input devices were card readers and tape
drives.

Multi Programming Processing
• Multiprogramming is a technique to
execute number of programs
simultaneously by a single processor.
• In Multiprogramming, number of
processes reside in main memory at a
time.
• The OS picks and begins to executes one
of the jobs in the main memory.

Multi Programming Processing
• If any I/O wait happened in a process,
then CPU switches from that job to
another job.
• Hence CPU in not idle at any time.
– Advantages:
– Efficient memory utilization
– Throughput increases
– CPU is never idle, so performance increases.

Time Sharing Processing
• Time sharing, or multitasking, is a logical
extension of multiprogramming.
• Multiple jobs are executed by switching
the CPU between them.
• In this, the CPU time is shared by different
processes, so it is called as “Time sharing
Systems”.

Time Sharing Processing
• Time slice is defined by the OS, for
sharing CPU time between processes.
– Examples: Multics, Unix, etc.,

Real Time Processing
• Designed to support execution of tasks
within specific wall clock time constraints.
• Use of RTOS is mostly limited to
dedicated applications
– industrial control systems, weapon systems
and online systems.
• RTOS is managing the resources so that
a particular operation executes in
precisely the same amount of time every
time it occurs.

Network OS
• The Software that enhances a basic
Operating System by adding Networking
Features.
– Novell Netware,
– WINDOWS NT
• A networked computing system is a collection of
physical interconnected computers.
• The OS contains provisions for handling
communication and transfer of program
and data among the other computers

Distributed OS
• Consists of a number of computers that
are connected and managed
• They automatically share the job
processing load among the constituent
computers.
• Looks to its users like an ordinarily centralized
operating system but runs on multiple
independent CPU’s.

Operating System
• The Operating System is the
System Software that makes
the Computer work.
• Operating System is
Software that acts as an
interface between user and
the hardware.
• Operating system is software
that will make your computer
boot up and run.
• Ex. Windows, Linux
Application Program
• Application software is the
software that you install onto
your Operating System.
• application software is
designed to perform a
specific task such as for
accounting work.
• Application software is a
program that will run on a
functional operating system.
• Ex. Tally, MS Word

Windows OS
• Converts the plain character – based user
interface provided by DOS into a graphical
user interface (GUI).
• Makes the use of computer easy as user
are not require to remember or type
commands.
– Instead, users can click the little picture (icon)
that represent commands to run programs.

Windows OS
• It provides multi – tasking capabilities to
pc.
– depends on the amount of RAM available in
your pc.
• Unlike DOS, windows can use different
fonts;
– i.e. different shape and size of characters can
be displayed and printed.

The Desktop
• The screen that you see on starting
windows is called the desktop.
• The desktop provides the interface
between you and applications you can run
on your PC or the documents you can
work with.
– Consist of one or more icons and a taskbar.
• An icon is a small graphical picture that
represents a document file, application,
folder (directory), device (e.g. printer), etc.
• Each icon has a text label.

The Desktop
• A long horizontal bar at the bottom of the
screen is called as task bar.
– Consist of a start button on the extreme left
and the current time in the extreme right.
• Though the taskbar display at the bottom
of the screen, you can even place it at the
top, left or right of the screen.

Windows Explorer
• Enables you to see the folder and files in
your computer in a hierarchical structure.
• Can also help you to copy or move
contents of one folder to another folder.
• Can also create new folder or delete
existing folder or files.

Recycle Bin
• Recycle bin holds the items you delete.
• After deleting item, if you realize that you
made mistake and want to get it back, you
can use Recycle bin.
• You can restore all items back to original
locations by clicking restore all.
• If you want to restore selected items,
select the require items and then choose
restore command from file menu or from
the right click menu.

Recycle Bin
• If you want to get detail about any item in
Recycle bin, select the item and Recycle
bin displays it in the window.
• For additional details, use file, properties
command or properties command from
right click menu.
• The number of items the Recycle bin hold
is limited by the hard disk space allocated
to it by windows.

My Documents
• Convenient location to store documents,
spreadsheets, presentations, databases,
and other commonly used files.
– Many programs use this location by default to
open and save files.
• Available on start menu
– you can also create short cut to it on desktop
for faster access.

Disk Defragmentation
• Process of consolidating fragmented files
on your computer’s hard disk.
• Fragmentation happens to hard disk over
time as you
– Save
– change or
– delete files.
• The changes that you save to a files are
stored at location on the hard disk that’s
different from the original file.

Disk Defragmentation
• Additional changes are saved even more
locations.
– Over a time, both the files and the hard disk it
self become fragmented, and your computer
slows down as it has to look in many different
places to open a file.
• Disk defragmenter is a tool that
rearranges the data on your hard disk and
reunites fragmented files so your
computer can run more efficiently.

MS Word
Word processing
• Refers to typing, editing and formatting of
any kind of document, which could be a
letter, memorandum, balance sheet or
something similar.
– Word processing simply processes words, i.e.
textual information.
• Different from conventional typing in many
ways.

MS Word
• The document is not printed while it is
being keyed in.
– However its image is displayed on the video
display unit.
• The user, who is typing the document, can
verify the correctness of document that is
displayed on the computer screen.

MS Word
• If user finds any mistake while typing or
later, he can easily correct mistake.
• The current word processors are very
powerful.

Features
• Adjustable page size and margin.
• Printing selected text in boldface, italic or
underline.
• Printing selected text in subscript and
superscript style.
• Changing font and style of letters of
selected text.
• Right justifying paragraphs.

Features
• Adjustable line and character spacing.
• Moving selected text to another location
within the document or another document.
• Facility to define headers and footers.
• Facility to create footnotes and endnotes.

Features
• Facility to create multiple column text.
• Index and table of contents generation.
• Spelling and grammar checking.
• Thesaurus.

Advantages
• It helps in printing error free documents in
desire format.
• Any number of copies of document can be
printed without retyping,
– all the printouts look like a first copy.
• It also provides checking and correcting
grammar. You can also use thesaurus.

Advantages
• It will provide special features like
– boldface,
– underline,
– different fonts and size of character,
– centring of text,
– adjustable margin and tabs.
• It allows moving a block of text, say a
paragraph, from first page to some
another page.

Components
• The first toolbar is called as standard
toolbar and next toolbar is called as
formatting toolbar.
• The standard toolbar contains tools to
– open,
– save,
– close and
– print documents.

Components
• The formatting toolbar contains buttons to
apply formatting attributes, such as
– bold,
– italics,
– underline etc.
• The line below the toolbar is called as
ruler bar. It shows the area available for
typing. The ruler also helps you to set and
clear tab stop positions.

Components
• The window below the ruler bar is called the
document window to type text.
• On the right side and bottom of the document
window, word shows scroll bars.
• The last line of the word window is called the
status bar.
– Word displays useful information, such as
• current page
• section number,
• the current position of cursor,
• time,
• status of insert/overtype mode

Find & Replace
• You can quickly search for every
occurrence of a specific word or phrase.
For that you have to follow following steps:
– On the Edit menu, click Find.
– In the find what text box, enter the text what
you want to search for.

Find & Replace
– Select any other options that you want.
– To select all instances of specific word or
phrase at once, select the highlight all items
found in check box, and select which portion
of the document you want to search in by
clicking highlight all items found in list.
– Click find next or find all. To cancel a search
in progress, press ESC.

Find & Replace
• You can automatically replace text – for
example, you can replace ‘Word’ with
‘Excel’ then perform following steps
– On Edit menu, click Replace.
– In the find what box, enter the text that you
want to search for.
– In replace with box, enter the replacement
text.
– Click find next, replace or replace all.

Find & Replace
• You can search for and replace or remove
character formatting.
– For example, find a specific word or phrase
and change the font colour, or find specific
formatting such as bold and remove or
change it.
• On the Edit menu, click Find.
• If you don't see the Format button, click
More.

Find & Replace
• In the Find what box, do one of the
following:
• To search for text without specific
formatting, enter the text.
• To search for text with specific formatting,
enter the text, click Format, and then
select the formats you want.

Find & Replace
• To search for specific formatting only, delete any
text, click Format, and then select the formats
you want.
• Select the Highlight all items found in check box
to find all instances of the word or phrase, and
then select which portion of the document you
want to search in by clicking in the Highlight all
items found in list.
• Click Find All. All instances of the word or
phrase are highlighted.

Templates
• In a business environment, most of the
correspondence is repetitive in nature.
E.g.
• Sales Letter
• Invoice
• Product Details

Templates
• A template can store predefine text , page
setup, auto text entries, style etc.
• New document based on template,
– automatically puts all text and other definitions
stored in the template in the new document.
• Then you can enter additional text in the
document and save it.

Template
• New document, it is always based on
some template.
• ^N uses new blank document template.
• We can select some templates to create
new document.
• Can also create our own template

Macro
• If you perform task repeatedly in word, you
can automate the task by using macro.
• Series of word commands and instructions
– grouped together as a single command to
accomplish a task automatically.
• Example

Macro
• To speed up routine editing and
formatting.
• To combine multiple commands
– inserting table with a specific size and
borders, and with a specific number of rows
and columns.
• To automate a complex series of task.

Macro
• Two ways for you to create a macro.
– the macro recorder
– the visual basic editor.
• If you give a new macro the same name
as existing built in command in word, the
new macro actions will replace the existing
actions.

Recording Macro
• The macro recorder.
– Word records a macro as a series of word
commands in visual basic for applications.
• While you are recording a macro,
– pause the recording
– stop the recording when you want.

Recording Macro
• Use the mouse to click the commands and
options,
– but the macro recorder doesn’t record mouse
movements in a document window.
• You must use keyboard to record the
actions.

Edit Macro
• Make corrections,
• Remove unnecessary steps
• Add any instruction in macro
– open macro in visual basic editor.
• To edit any macro you have to perform
following steps :

Edit Macro
• Open tool menu, point to Macro, and then
click macros.
• In the macro name box, click the name of
the macro you want to edit.
• Click edit button.

Delete Macro
• Open tool menu, point to Macro, and then
click macros.
• In the macro name box, click the name of
the macro you want to delete.
• Click delete button.

Bookmark
• A location or section of text that you name
and identify for future reference.
• Use bookmark to identify text that you
want to revise at a later time.
– Instead of scrolling through the document to
locate the text, you can go using bookmark
dialog box

Show Bookmark
• If you assigned to an item,
– the bookmarks appears in brackets[] on the
screen.
• If assign bookmark to a location,
– bookmark appears as an I – beam.

Comments
• User can comment on your document in
forms of balloons.
• To respond to a comment you need to
select it and type your response in the
balloon.

Protect Document
• Unwanted changes & comments
• Restrict they types of changes that
reviewers can make to document
– Formatting Restrictions
– Editing Restrictions
• Set password to restrict the use of
document

Formatting Restrictions
• Limit formatting to a selection of styles
• No other types of formatting in the
document will be allowed other than
selected formatting.

Editing Restrictions
• Allowed only the selected type of editing.
– Read Only
– Filling in forms
– Comments
– Track changes

Spreadsheets
• What’s a spreadsheet / worksheet?
– Spreadsheets are computer programs
designed to organize data and show
relationships between various pieces of
data.
– Businesses found them more useful than
word processing.

Spreadsheets
• How they work:
– They use cells to contain information (Data)
– Every cell has an address with a letter and a
number.
– Simple formulas can then be used to set up
relationships between the cells.

Advantages
• The result are accurate.
• The worksheet can be quite big in size
and any part of it can be viewed or edited.
• Data entered in the worksheet can be
formatted in several ways to give it
professional look.

Advantages
• Several mathematical, trigonometric,
financial and statistical functions are built
in.
• Data can also be viewed in the forms of
graph.
• The worksheet is saved in electronic file.
This file can be retrieved and modified
later. If required.

Advantages
• An existing worksheet or any part of it can
be merged with any existing or new
worksheet.
• Easily and quickly produce reports and get
answer to ‘what if’ questions.
• The information stored in a worksheet can
be transfer to another software programs.
Such as word, FoxPro etc.

MS EXCEL
• Excel is an integrated electronic
worksheet program developed by
Microsoft.
• It includes worksheet, graph and database
management.

Features
1. Date and time related function.
2. Manipulation of character data.
3. Database management.
4. Keyboard macros to automate task.
5. Drawing toolbar to create graphics.
6. Each worksheet can have multiple
sheets.

Components of Excel
• The next line of excel window is menu bar.
• There are two bars below menu bar is
called as toolbar.
• The next line below toolbar is formula bar.
– Excel uses the formula bar to display
information, such as address of active cell,
contents or the formula entered in the current
cell.
• The area below formula bar is called the
work space or worksheet area.

Components of Excel
• The workspace area is a grid of rows and
columns.
– It has a border on top and on the left. This
border is called the worksheet frame.
• The letters along the top border designate
columns and numbers along the side
border designate rows.
• At the bottom left of the worksheet frame,
you can find few tabs sheet1, sheet2 etc.
in fact workbook file contains a number of
sheets.

Rows & Columns
• A worksheet is made up of row and
column.
• It contains 256 columns and 65,536 rows.
• The excel worksheet is more then 7
meters wide and 400 meters long.

Rows & Columns
• It can store information equivalent to
approximately more then 32000 A-4 size
sheet in single worksheet.
• Row numbering in excel is straightforward
i.e. first row is called row1 and so on.
• The first 26 columns are called referred by
letters A to Z. the 27’th column is called
row AA, 28’th column AB and so on.

Cell & Cell Address
• The area formed by the intersection of row
and column is called as cell.
• The cell is the smallest unit in the
worksheet that is used to store the data.
• The cell is referred by its column –row
number.

Cell & Cell Address
• The cell in the top left corner of the
worksheet that is the active (current) cell is
referred by ‘A1’. Similarly cell below A1 is
called A2.
• Each cell in the worksheet has a unique
address.
• The cell address is very important in the worksheet
as it is used in formula to refer a particular cell.

Active Cell
• Thick border around one of the cells. This
cell is called as the active cell or current
cell.
• Any data that you type is stored in the
active cell.
– You can make any cell of the worksheet by
using keyboard or mouse.
• When you click mouse on the cell in the
worksheet, excel makes that cell active.

Active Cell
• Excel shows the border around active cell,
this border is also called as cell pointer.
• At a time only cell can be active.

Information in the worksheet
• After selecting cell, if you see the extreme
left of the status bar,
– it will display ‘Ready’.
• Excel uses these area to
– display status of operation in progress
– brief instruction of the selected command.
• ‘Ready’ indicates the excel is ready to
accept data for the active cell or to
execute a command.

Worksheet editing
• ‘Ready’ is called the mode indicator.
– Depending on the operation you are doing,
excel display mode as indicator.
• You can enter two types of data in the
worksheet – constant values and
formulas.
• A constant value is a fixed value that you
type directly in that cell.
– It can be number or text.

Editing in Worksheet
• When you enter formula in a cell
• excel calculates the result of that formula and displays
the result in the cell.
• A formula may be referred to one or more cells
in the worksheet
• Hence its results may changes if the values of those
cell changes.
• The maximum length of a text entry can be
32000 character.
• i.e. each cell of the worksheet can hold a maximum of
32000 character.

Editing in Worksheet
• There are three buttons in the middle part of
formula bar.
• The left button is called as cancel button
• The middle button is called as conform button.
• The right button is use to enter built in function in the
cell.
• After entering correct text you have to press
‘Enter’ key or press confirm button to ask excel
to accept the entered value or formula in cell.
• If you press ‘Esc’ key or click cancel button to cancel
the entry.

Editing Formula
 To enter formula in excel, you have to perform following
steps :
1. Select the cell in which you have to enter the formula.
2. Type the formula in formula bar. Remember that formula is
always start with ‘=‘.

Editing Formula
• For example, if you want to
• add the number which you have enter in B4 and B5
• Type ‘= B4 + B5’ and press Enter or click the
confirm button in the formula bar.
• Excel display the result in the B8 cell
immediately.

Advantage of Formula
• The facility of changing figure in the worksheet
and immediately viewing their effect on the
worksheet

Range
• In excel, a range is any rectangular area in the
worksheet.
• A range may include just single cell, a number of
consecutive cells in the rows and column.
• A range may include cell from multiple rows and
columns. However it must form a rectangle in
order to be valid.

• A range is specifying its first and last cell. E.g.
• Range from B5 to B12 then it can be specified
as B5:B12 , B5.B12 , B5..B12.
• when a range includes multiple rows and
columns, the opposite corner cells are used to
specify it. E.g.
• range from B5 to D17 then it can be specified as
B5:D17 , B5.D17 , D17:B5.

 The sum is a built in function that calculates the sum of a
range of number. E.g.
‘=sum(B5 : B8)’
 If you start your function with @ in the, it automatically
converts @ to =. E.g. if you enter ‘@sum(B5 : B8)’ then to
automatically convert it into ‘=sum(B5 : B8)’.
 While entering function, do not press spacebar otherwise
you may get an error message.

Conditional formatting :
 A format such as cell shading or font color, that excel
automatically applies to cells if a specified condition is true.
 To add conditional formatting on particular cell you have to
perform following steps :
1. Select the cell for which you want to add the conditional formatting.
2. On format menu, click conditional formatting. Excel opens
conditional formatting dialog box.

Functions :
1) Sum :-
 The sum function calculates the sum of values in a list.
You have already used the sum function in the following
format :
1. Sum(C8 : G8)
2. Sum(profit)
3. sum(10,20,30,40)
4. Sum(A1:G3,25,27)
5. Sum(A1:A3,B1:B3)
6. Sum(profit , sales)
7. Sum(profit , 12, 15)
8. Sum(profit, A1:C1, 10)

 The list used with sum can include up to 30 values or
ranges in any sequence.
2) Min :-
 It is used to find out the minimum value in the list of
values.
1. Min(10,20,30,40)
2. Min(A1:G3,25,27)
3. Min(A1:A3,B1:B3)
4. Min(profit , sales)
5. Min(profit , 12, 15)
6. Min(profit, A1:C1, 10)

 Similarly, if you want to find out maximum number from
range or multiple of range then you can use max function.
 And to find out average form single range or multiple of
range or constant value then you can use average
function.

Today :-
 If you want to enter current date in the cell. The functions to
enter the current date are TODAY.
 ‘=TODAY()’
 Excel displays the current date in the format dd/mm/yy in
cell A1.

Now :-
 The NOW function is used to display the current date, time
or both date and time in a cell.
 ‘=NOW()’.
 If you see ‘####’ in the cell, increase the column width.

DAYS360 :
• Returns the number of days between two dates based on a
360-day year (twelve 30-day months),
Syntax
• DAYS360(start date, end date, method)
• If start date occurs after end date, DAYS360 returns a
negative number.

UPPER :
 Converts text to uppercase.
Syntax :-
UPPER(text)
 Text is the text you want converted to uppercase. Text can
be a reference or text string.
LOWER :
 Converts all uppercase letters in a text string to lowercase.
Syntax
LOWER(text)
 Text is the text you want to convert to lowercase. LOWER
does not change characters in text that are not letters.

Round :
 The round function rounds off a number to the specified
number of decimal places.
 E.g. the cell A14 contains 1456.5863, ‘=ROUND(A14,0)’
entered in some other cell round off the value in cell A14 to
a whole number and displays 1457.
1. ROUND(A14,1) – 1456.6
2. ROUND(A14,2) – 1456.59
3. ROUND(A14,3) – 1456.586

You can also round off a number to tens, hundreds and so
on by using a negative number with decimal places. E.g.
1. ROUND(-56789,-2) – 56800
2. ROUND(56789,-3) – 57000
3. ROUND(A14,-3) – 1000
IF : -
We need to use flexible formulas several times in our day to
day life. E.g.
1)If the gross total value of items purchased by customer is
more then Rs. 500, he / she is entitle to 15% discount,
otherwise 10%.
2)If a guest stays in a hotel for three or more days, he/she is
entitled to a 10% discount, however there are no discount for
stay of less then 3 days.

Syntax :
IF(condition, true value, false value)
 This function checks for condition. If the condition is
evaluated as true, it returns true value, else when condition
is false, it returns false value. E.g.
=IF(B4>=4000,0.15,0.2)
 Excel check for the contents of cell B4. if it contains a value
that is more than or equal to 4000, it display the true value.
i.e. 0.15.
 Otherwise, excel displays the false value. i.e. 0.2.

 To display character text as a result, enclose it within
quotes. E.g.
=IF(B4>=4000,”equal to or more then 4000”,”less
then 4000”)
 To display a value or formula as result, do not use quotes.
E.g.
=IF(B4>=4000, B4*10, B4*100)
 This formula displays the result of ‘B4*10’ if condition is
true, otherwise it displays the result of ‘B4*100’.

SUMIF :
 Adds the cells specified by a given criteria.
 Syntax
SUMIF(range, criteria, sum range)
 Range is the range of cells that you want evaluated by
criteria. Cells in each range must be numbers or names,
arrays, or references that contain numbers. Blank and text
values are ignored.
 Criteria is the criteria in the form of a number, expression,
or text that defines which cells will be added. For example,
criteria can be expressed as 32, "32", ">32", or "apples".

 Sum range are the actual cells to add if their
corresponding cells in range match criteria. If sum range is
omitted, the cells in range are both evaluated by criteria
and added if they match criteria. E.g.
 =SUMIF(A2:A5,">160000",B2:B5) : Sum
of the commissions for property values
over 160,000 (63,000)
A B
1 Property Value Commission
2 100,000 7,000
3 200,000 14,000
4 300,000 21,000
5 400,000 28,000

 =SUMIF(A2:A5,">160000") : - Sum of the property values
over 160,000 (900,000).
 =SUMIF(A2:A5,"=300000",B2:B3) :- Sum of the
commissions for property values equal to 300,000
(21,000).
COUNTIF :
 Counts the number of cells within a range that meet the
given criteria.
Syntax :
COUNTIF(range, criteria)
 Range is one or more cells to count, including numbers or
names, arrays, or references that contain numbers. Blank
and text values are ignored.

 Criteria is the criteria in the form of a number, expression,
cell reference, or text that defines which cells will be
counted. For example, criteria can be expressed as 32,
"32", ">32", "apples", or B4.
 =COUNTIF(A2:A5,"apples") : - Number of cells with apples
in the first column above (2).
 =COUNTIF(A2:A5,A4) :- Number of cells with peaches in
the first column above (1)
A B
1 Data Data
2 Apples 32
3 Oranges 54
4 Peaches 75
5 apples 86

 =COUNTIF(A2:A5,A3)+COUNTIF(A2:A5,A2) :- Number of
cells with oranges and apples in the first column above (3)

 =COUNTIF(B2:B5,">55") :- Number of cells with a value
greater than 55 in the second column above (2)
 =COUNTIF(B2:B5,"<>"&B4) :- Number of cells with a
value not equal to 75 in the second column above (3)
 =COUNTIF(B2:B5,">=32") - COUNTIF(B2:B5,">85") :-
Number of cells with a value greater than or equal to 32
and less than or equal to 85 in the second column above
(3).

• LOG function
– Returns the logarithm of a number to the base
you specify.
• Syntax
=LOG(number, [base])
– Number Required. The positive real number for
which you want the logarithm.
– Base Optional. The base of the logarithm. If base
is omitted, it is assumed to be 10.

• =LOG(10)
• =LOG(10)
• =LOG(86, 2.7182818)

• SQRT function
– Returns a positive square root.
• Syntax
– SQRT(number)
• Number Required. The number for which you
want the square root.

• STDEV function
– Estimates standard deviation based on a
sample. The standard deviation is a measure
of how widely values are dispersed from the
average value (the mean).
• Syntax
– STDEV(number1,[number2],...)

STDEV uses the following
formula:
where x is the sample mean AVERAGE(number1,number2,…) and
n is the sample size.

• Syntax
– T.TEST(array1,array2,tails,type)
• Array1 Required. The first data set.
• Array2 Required. The second data set.
• Tails Required. Specifies the number of
distribution tails. If tails = 1, T.TEST uses the one-
tailed distribution. If tails = 2, T.TEST uses the two-
tailed distribution.
• Type Required. The kind of t-Test to perform.

• F.TEST function
– Returns the result of an F-test, the two-tailed
probability that the variances in array1 and
array2 are not significantly different.
– Use this function to determine whether two
samples have different variances.
• For example, given test scores from public and
private schools, you can test whether these
schools have different levels of test score diversity.

• Syntax
– F.TEST(array1,array2)
• Array1 Required. The first array or
range of data.
• Array2 Required. The second array or
range of data.

• The arguments must be either numbers or
names, arrays, or references that contain
numbers.
• If an array or reference argument contains text,
logical values, or empty cells, those values are
ignored; however, cells with the value zero are
included.
• If the number of data points in array1 or array2
is less than 2, or if the variance of array1 or
array2 is zero, F.TEST returns the #DIV/0! error
value.

• CHISQ.TEST function
– Returns the test for independence.
– CHISQ.TEST determines whether the
experimentally determined data fits the results
expected from theory or not.

• Syntax
– CHISQ.TEST(actual_range,expected_range)
– Actual_range Required. The range of data that
contains observations to test against expected values.
– Expected_range Required. The range of data that
contains the ratio of the product of row totals and
column totals to the grand total.

Example
• You give some medicine to a group of 400
people.
– Cured people: 290
– Not cured people: 110
• We expect a 3/4 : 1/4 ratio.
• We need to calculate the expected
numbers;

• This is done by multiplying the total cured
by the expected cured.
• This we expect
– 400 * 3/4 = 300 cured
– 400 * 1/4 = 100 non-cured.

• Thus, for cured, obs = 290 and exp = 300.
For non-cured, obs = 110 and exp = 100.
• Now it's just a matter of plugging into the
formula:
– CHISQ.TEST(actual_range,expected_range)
– CHISQ.TEST(A1:A2,B1:B2)

Analysis of Variance (Anova)
• We are often interested in determining whether the
means from more than two populations or groups are
equal or not.
• To test whether the difference in means is statistically
significant we can perform analysis of variance
(ANOVA).

• A researcher theorizes that first-born
children are more intelligent than other
children.
• A sample of 50 first-born children is found
to have an average IQ of 105.
• Based on this result, are firstborn children
significantly more intelligent than the
general population?

• To add the Anova Data Analysis function to Excel,
– opening Excel
– clicking on the Office button at the top left of the screen.
– At the bottom of the drop down menu, click on the’ Excel
Options’ button.
• The Excel Options window will open. In the column on
the left,
– click on the Add-Ins heading.
– On the right side of the window, scroll down to Inactive
Application Add-Ins and click on ‘Analysis ToolPak’ to select it.
– click the Go Button.

• An ‘Add-Ins’ window will open.
– Click in the checkbox next to ‘Analysis ToolPak’
– click the OK button.
Note: Another window may open that says Excel can’t run
the add-in until you install the feature. Click Yes.
• Click on the Data tab and the Anova Data Anaylsis
function will appear in the Anaylsis group on the right
side of the ribbon.

Graphs
• Better call them a chart.
• Excel supports many types of charts.
– Line Graph
– Histogram / Scatter
– Pie – Chart
– Etc
• To insert them, use insert menu.

Histogram
• Representation of a frequency distribution
by means of rectangles whose widths
represent class intervals and whose areas
are proportional to the corresponding
frequencies.

Chart Features
• Annotations

Chart Features
• Labelling of Axis

Security
Protecting a workbook with password :
 To prevent unauthorized access to your workbook
file, you can assign password to it.
 Excel supports two type of passwords – (a) A
password is required to open workbook file and (b) a
password is require to change the workbook.
 So you can use define either or both passwords for
any workbook file.

MS Power Point
What is power point ?
 Power point is presentation software that can
help you to quickly create effective ‘side based’
presentation.
 The presentation consist of slides. Each slide
can have text and graphics. The program can
help you to create the following type of
presentations.

Slides
1. Black and white transparencies for the
overhead projector.
2. Colour transparencies for the overhead
projector.
3. 35mm slides for the slide projector.
4. Video slides.
5. A self running slide show at a trade show
kiosk.
6. Printed hand-out.

Slides
7. Detailed speaker’s notes.
8. Printed outline of the presentation.

Starting PowerPoint and
Opening Presentations
• Presentation – a group of slides, usually related by
a theme, that contain text, charts, drawings or
graphic images
• Slide – an individual screen in a presentation or
slide show
• Slide show – a full-screen version of a
presentation

Starting PowerPoint and
Opening Presentations (cont’d)
• When you first start PowerPoint, you are prompted
to create a new presentation or open an existing
presentation
• The default presentation view is Normal view,
which combines three of PowerPoint’s views in
separate panes:
– Slide view
– Outline view
– Notes view

Exploring Toolbars and Menus
• Toolbars
– Contain buttons that represent shortcuts for
commonly used features
– By default, the Standard and Formatting
toolbars appear on the same row
– A floating toolbar is a toolbar that is not docked
to an edge of the application window

Exploring Toolbars and Menus
(cont’d)
• Menus
– Contain commands you execute to perform
tasks
– When you first display a menu, the default
commands display
– You can expand the menu to display additional
commands

Working with Slides in
Different Views
• The available views are:
– Normal view – displays a slide pane, outline
pane and notes pane
– Outline view – displays the presentation titles
and text in an outline format
– Slide view – displays a slide pane and an
outline pane
– Slide Sorter view – displays all slides in
miniature form in one window
– Slide Show – displays the current presentation
as a slide show

Closing Presentations and
Exiting PowerPoint
• To close a presentation, click on the close button
in the menu bar
• To exit PowerPoint, click on the close button in the
application title bar

Creating New Presentations
• You can use the New Slide dialog box to select an
AutoLayout or select a blank layout and create
your own design
• AutoLayout – a pre-designed slide layout that can
contain placeholders for text, charts, bullets and
graphics
• Placeholders – dotted outlines on a new slide that
reserve space for objects that can be placed on
the slide

Adding Text to Slides
• Most AutoLayouts contain placeholders for
entering text, such as:
– Titles
– Subtitles
– Other objects
• You can:
– Click in a placeholder to add text (or simply
begin typing if it is the first placeholder on the
slide)
– Double-click in a placeholder to add an object

Adding New Slides and
Changing Slide Layouts
• Slides you add will follow the currently selected
slide
• To add new slides to a presentation:
– Click on the New Slide button in the Standard
toolbar
– Select a slide layout
– Click on the OK button

Adding New Slides and
Changing Slide Layouts (cont’d)
• To change the layout of a slide:
– Click on the Slide Layout button in the Standard
toolbar (or click on Format, Slide Layout)
– Select a slide layout
– Click on the OK button

Selecting Text
• You must select text before you can modify it
• To select text, you can:
– Click and drag over text to select it
– Select a word by double-clicking on it
– Select an entire paragraph by triple-clicking
anywhere in the paragraph
– Click on the slide icon in the Outline pane to
select the entire slide

Inserting Text Boxes
• You can insert a text box to add text outside of an
AutoLayout placeholder
• To insert a text box:
– Click on the Text Box tool in the Drawing
toolbar
– In the Slide pane, click on the slide and start
typing
or
– Click and drag to draw the dimensions of the
text box, then start typing

Inserting Text Boxes (cont’d)
• When you select a text box, sizing handles display
around its border
– Sizing handles – small squares that appear at
the corners and along the sides of a selected
object
• You can resize a text box by dragging one of its
sizing handles
• You can move a text box by dragging its border to
a new position on the slide

Saving Presentations
• Use the Save As dialog box to:
– Specify where the presentation file will be
saved
– Give the presentation a name
– Change the name of an existing presentation
• Use the Save button in the Standard toolbar to
save an existing presentation

Modifying Slides
• You can modify existing presentations by:
– Adding new slides
• insert a new slide in the desired location
• PowerPoint will automatically renumber all
the slides following the new slide
– Rearranging slides
• Click and drag a slide (in Normal and Slide
Sorter views) to move it to another location
• Click and drag slide text (in Outline view) to
move it to another location

Modifying Slides (cont’d)
– Copying slides
• Press and hold CTRL
• Click and drag a slide to create a copy in
another location
• Release CTRL
– Deleting slides
• Select a slide
• Press DEL

Moving and Copying Text
• To copy text:
– Use the Clipboard – copy text to the Clipboard,
then paste the text from the Clipboard at the
location of the insertion point
• The Clipboard can store a maximum of 12
items at one time
• The Clipboard toolbar displays if two or more
items reside in the Clipboard
• If the Clipboard toolbar is full and you copy
another item to it, the first text item you
copied will be removed

Moving and Copying Text (cont’d)
• To copy text (cont’d):
– Use drag and drop - press and hold CTRL, drag
the selected text from one location and drop it
into another
• To move text:
– Use the Office Clipboard - cut text to the Office
Clipboard, then paste it to a new location
– Use Drag and Drop - drag the selected text from
one location and drop it into another

Deleting Text
• To delete text:
– Select the text you want to delete
– Press DEL

Finding and Replacing Text
• To find and replace text:
– Display the Replace dialog box
– Specify the text you want to replace
– Specify the replacement text
– Specify whether to match case and/or to replace whole
words only (both are optional)
– Click on the Find Next button to proceed to the next
occurrence of the search text
– Click on the Replace button to replace the current
occurrence of the search text
– Click on the Replace All button to replace all occurrences
of the search text

Modifying Bullets
• To change bullet characters:
– Display the Bulleted card of the Bullets and
Numbering dialog box
– Select the desired default bullet style, or
– Display the Bullet dialog box and assign a
character as a bullet style
• To use graphic bullets:
– Display the Picture Bullet dialog box
– Select the desired graphic bullet

Using Numbers in Slides
• You can automatically number items on slides:
– Arabic numerals
– Roman numerals
– Uppercase letters
– Lowercase letters
• To apply numbers to slide text:
– Display the Numbered card of the Bullets and Numbering
dialog box
– Select a built-in number style
• When you copy, move or delete numbered items, the
numbers automatically recalculate

Changing Text Attributes
• Attributes – features of text that you can modify,
such as font, font size, font style and color
– Font – a family of characters with a distinctive
and consistent design that gives the text in a
presentation a unique look
– Font Style – characteristic such as bold, italic
and underline that can be applied to text
– Font Size – the height of a character in a
specific font, measured in points (an inch
contains 72 points)

Changing Text Attributes (cont’d)
• To change attributes:
– Display the Font dialog box and specify the
desired attributes for the selected text
or
– Use buttons in the Formatting and Drawing
toolbars to apply the desired attributes to
selected text

Changing Text Attributes (cont’d)
• To replace fonts throughout a presentation:
– Display the Replace Font dialog box
– Specify the name of the font you want to
replace
– Specify the name of the replacement font
– Click on the Replace button
• Any other text attributes previously applied to text
will not be affected

Changing Text Alignment
• To change text alignment:
– Click anywhere within a text box
– Click on the Align Left button to align the text to
the left
– Click on the Align Right button to align the text
to the right
– Click on the Center button to center the text
– Click on Format, Alignment, Justify to justify
the text

Previewing Slides
• You can preview slides to see how they look
before you print in:
– Grayscale
or
– Black and White
• Black and White view – shows what a color
slide looks like when printed on a non-color
printer

Printing Slides and Changing
Slide Orientation
• You can print:
– All slides in a presentation
– Selected slides
– A range of slides
– The current slide
• You can specify:
– Landscape orientation – the slide is wider than
it is tall
– Portrait orientation – the slide is taller than it is
wide

Printing Handouts
• You can print handouts as sheets containing 2, 3,
4, 6 or 9 slides per page
• To print handouts:
– Display the Print dialog box
– Display the Print what drop-down list, then click
Handouts
– Specify the number of slides per page and a
horizontal or vertical order
– Click the OK button

Slide transition effect :
 After you have created and edited your slides, you can run
slide show. Slide show can show all or selected slide one
after another on computer screen.
 To give professional look to your slide show, you can use
various transition effects when the next slide replaces the
previous slide.
 The various transition effects supported by power point
include box in, box out, blinds, vertical, random, uncover,
wipe etc.

• You can select a different transition effect for any or all
slides of your presentation. To define any transition effect
for any slide perform following steps :
1) Select the slide sorter view.
2) Select the slide for which you have to define the transition
effect.
3) Click the transition button in the slide sorter toolbar and
power point displays the slide transition dialog box.
 To select transition effect, click the effect drop down arrow.
Then power point displays the various transition effects
supported by it.
 Click the desired transition effect and power point displays
it in the sample picture in the dialog box.

• Beside effect, you can also select the transition speed
through slow, medium and fast radio buttons.
• If you want power point automatically advance to the next
slide after a specified time, click the automatically after
check box and enter the required time in seconds box.
• If you want to produce sound effect during slide transition
choose it through the sound drop down box.
• To apply the defined transition effect to current slide, click
the apply button.
• If you want to apply the current transition to the entire
presentation, click the ‘apply to all’ button in the slide
transition dialog box.

Running a slide show :
 To run a slide show for the current presentation, click the slide
show button in the lower left corner of the window. Or you can
choose view, slide show command.
 By default, power point start the presentation starting from the
first slide. You can set up the slide show by using setup show
command from slide show menu.
 It displays a dialog box, you can select the range of slides that
you want to show as well as if you want to advance slide
manually or using automatic timing.
 When power point runs slide show. It uses entire screen to
display the slide.
 If you define slide timing then it displays next slide after
specified time. Otherwise click the mouse or press pgdn or N
to display next slide.

• If you want to display previous slide, press pgup or P.
• While slide is running, you can use mouse pointer as
pointer. You can convert this into electronic pen by using
pen command from shortcut menu. Then you can drag
mouse to highlight any area of the screen.
• To display shortcut menu while running slide show, right
click the mouse anywhere on the slide.
• The shortcut menu also includes other command to move
forward or backward, or jump to specific slide.
• If you want to automatically advance the slide after a
specified time, you can record slide advance timings.
• The rehearse timing command from slide show menu
enables you to record the slide timing.

• In this mode, you can run the slide show, and manually
advance to the next slide.
• Go through entire presentation and power point keeps on
recording the time you spent on each slide.
• At the end of the show, if you like, power point can record
these timing as slide advance timing.

Custom Animation
• With PowerPoint you can have items
on a slide enter and exit.
• This is achieved using custom
animation.

Noun Modifiers
A noun is sometimes used to describe
another noun. For example:
shopcoffeebookdonut
Noun
Modifier
• A noun modifier is never plural.
Noun
• The second noun is more general than the
first.
a roses garden

To make this kind of slide, first
insert your text boxes and images
onto the slide.
donut
book
coffee shop

Add the entrances and the exits.
donut
book
coffee shop
Go to custom animation.
On the right, you will see the
Custom Animation Box.

donut
book
coffee shop
Select the first text or image you want to
animate.
Click on Add Effect.
Choose the type of effect you
like.

donut
book
coffee shop
Do this for all of the items.
If you want two items to
appear at the same time,
select the second item and
Click Start With Previous.

donut
book
coffee shop
Notice the list of items in the
Custom Animation box.
The mouse means the effect starts
on the click of the mouse. The green
star means it’s an entrance.

donut
book
coffee shop
You can easily change, remove, or
reorder animations.

donut
book
coffee shop
For this lesson, we need to
add some exits. When book
enters, coffee must exit and
when donut enters, book
must exit.
(The orange star
means exit.)

Finally, put the items where you want them.

Database
Concepts:
• Data is a valuable resource to any business
• It can be names, addresses, phone numbers,
dates, SSN, etc.
• Organizing, Storing, Maintaining, Retrieving,
and Sorting - critical activities
• Data should be organized to facilitate the
above mentioned

MS Access
• Microsoft Program
• Part of the Microsoft Office suite
• Used to create relational database
management system (RDMS)
– consists of multiple tables, each storing
specific information
– relates information from one table to another
– One-to-many relationships are the power
behind a relational database
• Query the database to find information
• Enter information into forms
• Display results in reports

Basics of Access
• The key window in Access is known as
the ‘database window’.
• Seven objects can be launched from this
window:
– Tables
– Queries
– Forms
– Reports
– Pages
– Macros
– Modules
• These objects, in turn, become their own
windows.

Basics of Access
• The smallest piece of information in a
database is called a field
– customer name
• A group of related fields is called a record
– customer name, address, phone number
• A table is a collection of records about a
particular subject
– customers
• A relational database consists of a set of
related tables
– Customers and Orders and Products

Basics of Access
• Primary Key
– A field used to uniquely identify each record
– Every table in a database must have a
primary key defined
• Composite Key
– More than one field used in combination to
uniquely identify each record
• Foreign Key
– A field (in one table) that is related to a
primary key in another table within the same
database.

Basics of Access
• Queries
– A subset of table information
– Similar to filter or find operation within table
• searches for records according to specified criteria
and displays these records
– Also like a sort operation
• can change the order of records
– Differs from filter and sort in that a query can
be run against several tables

Basics of Access
• Forms
– Used to easily view, enter, and change data
directly in a table
– retrieves the data from one or more tables,
and displays it on the screen
– also display pictures and other objects
– can contain a button that prints, opens other
objects, or otherwise automates tasks
• Reports
– Used to analyze your data or present it a
certain way

Data Types
• Text
• Memo
• Numbers
– Byte
– Integer
– Long integer
– Single
– Double
• Date/time
• Currency
• AutoNumber
• Boolean
– Yes/no
– True/False
– 1/0
• OLE Objects
• Hyperlink
• Lookup Wizard

Create a Database in MS Access
2007 and up
• Click on the round Office button
• Choose New from the drop-down
menu
• In Create Blank Database window
specify the database name
• Click Create

Create Table
• Using Wizard
• Design View
– Specify field names
– Data types
– Properties
– Determine a primary key
– Save the table

Access Tables
• Design view
– Table structure is created and may be edited
• Datasheet view
– Display table content in spreadsheet-like grid,
– Used for entering, editing or deleting data
from tables

What is MS Paint

MS Paint is a tool used to simulate a
canvas and paintbrush on a home or
personal computer.

It can be used to paint different things
including scenery, self-portraits, and
police sketches.

It allows to an artist to create realistic
paintings without the chance of spilling
messy paint all over the place.

Easy to use for adults, children, and a few

What is MS Paint

MS Paint is a tool used to simulate a canvas
and paintbrush on a home or personal
computer.

It can be used to paint different things including
scenery, self-portraits, and police sketches.

It allows to an artist to create realistic paintings
without the chance of spilling messy paint all
over the place.

Easy to use for adults, children, and a few
species of professionally trained apes.

History of MS Paint

MS Paint was created entirely by Bill Gates when he was only
11 years old.

Bill was assigned a class project from his teacher which involved
painting a picture.

Having been recently unemployed, Bill's parents were unable to
afford the costly paints required for the project.

Bill saved up his allowance and bought an IBM PS2 computer
from a garage sale and wrote the very first version of MS Paint
for Windows 3.11

Basic MS Paint Tools

Pencil Tool – Used to draw one pixel at a time.
Simulates a #2 pencil (which most of you should
be familiar with as artists.)

Paint Brush – Used to fill in multiple pixels at a
time. Different patterns can be chosen. This tool
must become your best friend.

More Basic MS Paint Tools

Eraser – Erases part of the picture, usually due
to a mistake. Remember, a good artist never
makes a mistake, so you probably won't need
this very much.

Fill Bucket – This tool fills in an open space with
paint. Don't be afraid to use this tool a lot, the
computer's paint supply never runs out on
modern computers!

Advanced MS Paint Tools

Line Tool – This tool allows the artist to create a
straight line from one point to another.

Squiggly Line Tool – This makes a line just like the
Line Tool only more squiggly.

Circle – Creates several pixels, all equidistant from
one central point. Also used for ovals. Hint: heads are
made out of these shapes!

Square – Creates a square and/or rectangle. Which
one is up to you.

Additional MS Paint Features

MS Paint gives you the power to save and
load pictures from before.

You may 'print' your painting out on a
sheet of paper so that it looks exactly like
any other painting. Color mode supported.

The window can be minimized so that you
may do other tasks with your computer
while working on a piece of artwork.

Introduction
• Microsoft Outlook is a personal
information manager from Microsoft,
available as a part of the Microsoft Office
suite.
• Although often used mainly as an email
application, it also includes a calendar,
task manager, contact manager, note
taking, a journal and web browsing.

Technology and Tools
• Microsoft Outlook Basics to
Manage Your Days
– E-mail management
– Calendar management
– Task management

Create an
account
• An e-mail account must be
created before
sending/receiving e-mail.
• Follow these steps to
create an e-mail account:
– Select Tools.
– Select Account Settings.
– Press the New button to begin
the new account process.
– Check the box to manually
configure server information.

Create an account
• Creating an Internet account:
– Press the Internet E-mail account
button and press Next.
– Enter your name
and e-mail address then
choose an account type.
– Provide server and
logon information
and press Next.
– Press Next.
– Press Finish on the
Congratulations screen.

Create an e-mail message
• Follow these steps to create an e-mail
message:
– Ensure Mail is selected in the Navigation Pane.
– Press New on the Standard toolbar.
– Enter recipient addresses; separate multiple
addresses with semicolons.
– Enter a subject line.
– Type the body of your e-mail.
– Press Send to send the message.

Formatting an e-mail
message
Plain text is often the best
format for sending e-mail
When bold text, italics,
bullets, or other styles are
required, use the Office
ribbon’s Message tab (above)
or the Format Text tab.
If the Formatting selections
appear grayed out, change the
message format on the
Options tab.

Add an e-mail signature
Include contact information in each message.
Use e-mail signatures to avoid repetitively typing the
same copy.
Add a vCard to make it easy for a recipient to add you
as a contact.

Junk e-mail
• Use Outlook 2007’s Junk E-
mail filter to automatically
reduce unwanted messages.
• To enable Junk E-mail filters:
– Select Actions.
– Select Junk E-mail.
– Press Junk E-mail
Options.
– Select the appropriate
filtering option from the
resulting menu.

Junk e-mail
• Low sends the most obvious
junk messages directly to the
Junk E-mail folder.
• High increases the chance that
some valid messages
may be sent to the Junk E-mail
folder.
• Safe Lists Only offers the ability
to receive e-mail only from specified
parties.
• Additional checkboxes adjust Outlook
2007’s filters by automatically deleting
suspected junk messages and
deactivating active message links.

Junk e-mail
• Spam may still arrive in the
Inbox
– Right-click such
e-mails, select
Junk E-mail, and
select Add Sender
to Blocked Senders
List.
• Valid messages may
be marked spam
– Right-click such
e-mails, select Junk
E-mail, and select
Mark As Not Junk.

Automatic Download Settings
• Outlook 2007’s Automatic Picture Download
Settings specify how images appear in
messages.
• To adjust the default settings:
– Select Tools.
– Select Trust Center.
– Select Automatic Downloads

Automatic Download Settings
• You can also specify settings
directly from within an e-mail
message.
• Right-click the information box.
• Specify whether Outlook 2007
should:
– Download Pictures
– Change Automatic Download
Settings
– Add Sender To Safe Senders List
– Add Sender’s Domain To
Safe Senders List

Safe Senders List
• Displaying images makes
many e-mail messages
readable.
• Adding valid senders and
valid senders’ domains to
the Safe Senders List helps
ensure their messages
arrive properly in your
Inbox.

Safe Recipients
• View and edit safe recipients the same way
– Select Actions.
– Select Junk E-mail.
– Select Junk E-mail Options.
– Select the Safe Recipients tab.
• Safe Recipients is typically used for
discussion lists.

Rules and Alerts
Use Rules and Alerts to
compose automatic responses.
Create standard response
messages and save them as
Outlook 2007 templates.
Leverage Rules and Alerts
to further organize your e-

Managing Contacts
• Contacts is an
electronic address
book.
• Add a new contact by
selecting Contacts in
the Navigation Pane
and pressing New.
• Using Contacts helps
eliminate typing errors
when addressing e-
mail
messages.

Managing Calendars
• Calendar is an electronic
appointment book.
• Create a new
appointment by
selecting Calendar in
the Navigation Pane
and pressing New.

Managing Calendars
• Appointments you create are
automatically added to your Calendar.
• You may accept appointments from
others.
• Alternatively, you may reject an
appointment or tentatively accept it.

Managing Tasks
• Tasks provides an
electronic To Do list.
• To create a new Task:
– Highlight Tasks in the
Navigation Pane.
– Select New from the
Standard toolbar.
– Provide the relevant
information.
• Sort Tasks by right-clicking
any column heading and
selecting Arrange By and

What is a PDF file?
PDF (Portable Document Format) is a file format that has captured all the
elements of a printed document as an electronic image that you can view,
navigate, print, or forward to someone else.

PDF File
• PDFs are useful if you want to maintain
the graphic appearance of your document,
e.g. magazine articles, charts, or
brochures.
• A PDF file contains one or more page
images, where you can zoom in on or out
from. You can also move forward and
backward. It is almost like reading a book

Portable Document Format (.pdf)
• Portable Document Format (PDF) has
become the standard for electronic
document distribution worldwide.
• PDF is a universal file format that
preserves all the fonts, formatting,
graphics, and color of any source
document, regardless of the application
and platform used to create it.

Adobe Acrobat Reader
• Adobe Acrobat Reader is free software
that lets you view and print
Adobe Portable Document Format (PDF)
files on all major computer platforms.
• Anyone with internet access can go to
Adobe.com and download Acrobat Reader
in order to view and print out .pdf files

Adobe Acrobat Reader
• PDF file will look exactly as you intended
— with layout, fonts, links, and images
intact.

How Can I Look At a PDF File?
Double-click on the pdf file to open it in Adobe Acrobat Reader.
Here are some tasks you can accomplish:
Search for a specific word or phrase.
You can search in the current file or all
pdf files in a particular directory
Improve reading by zooming in and out.
Use the hand to move the file around.
Capture data from a PDF file.
Use Select to highlight text to paste into
another document or,
Take a snapshot to paste as an image
Print or Email your PDF file

Why PDF? (Advantages)
• Portability
• Preservation of visual formatting and
layout
• Ideal format for long documents intended
for printing
• Easy to produce compared to HTML
• Documents can be secured against
editing

Examples of PDF use
• Technical documents and manuals
• Reports, especially with complex layouts,
graphs, charts etc.
• Forms, meant for print or online delivery
• Scanners and other hardware that output
PDF
• Print and design industry
• Large and/or complex documents
published on web sites

Adobe Professional
• Adobe Acrobat is a set of application software
developed by Adobe Systems to view, create,
manipulate, print and manage files in Portable
Document Format (PDF).
• Adobe Acrobat Professional is designed for
individuals who need robust software to create
and publish PDF documents, often for business
or graphic design purposes.

Features of Adobe Pro
• Configuring Adobe Acrobat Distiller X
• Creating a PDF with Automatic Bookmarks
• Bookmarking PDF Files Manually
• Printing to a PDF
• Inserting Pages in a PDF Document
• Replacing Pages in a PDF Document
• Adding the Title and Product ID Number to the
Document Summary Tab
• Adding Security to a PDF File
• Saving a PDF File

Acrobat Professional have
a dedicated 'Combine Files'
menu option in the 'File'
menu. It's easy to use and
powerful, allowing you to
C reate pdf files.

Create a PDF from a blank
page
• With the PDF Editor feature, you can
create a PDF from a blank page rather
than beginning with a file.
• This process can be useful for creating
relatively small PDFS or blank pages for
insertion into an existing PDF file.

Creating new PDF
• Move or edit an Object
• Place Image
• Set Clip
• Delete Clip
• Flip Horizontal, Flip Vertical
• Edit Image, Edit Object
Once a pdf is created, it can be used
universally without editing permissions.

Introduction
• ChemDraw is a molecule editor developed
by the cheminformatics company
CambridgeSoft.
• ChemDraw is, along with Chem3D and
ChemFinder, part of the ChemOffice suite
of programs and is available for Macintosh
and Microsoft Windows.

Features
• Chemical structure to name conversion
• Chemical name to structure conversion
• NMR spectrum simulation (1H and 13C)
• Mass spectrum simulation
• Structure cleanup
• An extensive collection of templates, including
style templates for most major chemical
journals.
• Export to SVG
• Export to PDF

File Format
• The native file formats for ChemDraw are
the binary CDX and the preferred XML
based CDXML formats.
• ChemDraw also can import from, and
export to, MOL, SDF, and SKC chemical
file formats.

Basics of computer applications

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