TOPIC ONE

Computer is an advanced electronic device that takes raw data as input from
the user and processes it under the control of set of instructions (called
program), gives the result (output), and saves it for the future use.

Functionalities of a computer
Any digital computer carries out five functions in gross terms:

Takes data as input.

Stores the data/instructions in its memory and use them when required.

Processes the data and converts it into useful information.

Generates the output in a required format.

Controls all the above four steps.

Advantage of computer

High Speed

Computer is a very fast device.

It is capable of performing calculation of very large amount of data.

The computer has units of speed in microsecond, nanosecond, and even the
picosecond.

It can perform millions of calculations in a few seconds as compared to man who

will spend many months for doing the same task.

Accuracy

In addition to being very fast, computers are very accurate.

Computers perform all jobs with 100% accuracy provided that correct input has
been given.

Storage Capability

Memory is a very important characteristic of computers.

A computer has much more storage capacity than human beings.

It can store large amount of data.

It can store any type of data such as images, videos, text, audio and many
others.

Diligence

It can work continuously without any error and boredom.

It can do repeated work with same speed and accuracy.

Versatility

A computer is a very versatile machine.

This machine can be used to solve the problems related to various fields.

Reliability

A computer is a reliable machine.

Computers are designed to make maintenance easy.

Automation

Automation means ability to perform the given task automatically.

Reduction in Paper Work

The use of computers for data processing in an organization leads to reduction

in paper work and results in speeding up a process.

Reduction in Cost

Though the initial investment for installing a computer is high but it substantially
reduces the cost of each of its transaction.

Following list demonstrates various applications of computers in

today's arena.
Business
A computer has high speed of calculation, diligence, accuracy, reliability, or
versatility which made it an integrated part in all business organizations.
Computer is used in business organizations for:

Payroll calculations

Budgeting

Sales analysis

Financial forecasting

Managing employees database

Maintenance of stocks etc.

Banking
Today banking is almost totally dependent on computer.
Banks provide following facilities:

Banks provide online accounting facility, which includes current balances,

deposits, overdr

afts, interest charges, shares, and trustee records.

ATM machines are making it even easier for customers to deal with banks.

Insurance
Insurance companies are keeping all records up-to-date with the help of
computers. The insurance companies, finance houses and stock broking
firms are widely using computers for their concerns.
Insurance companies are maintaining a database of all clients with
information showing

procedure to continue with policies

starting date of the policies

next due installment of a policy

maturity date

interests due

survival benefits

bonus

Education
The computer has provided a lot of facilities in the education system.

The computer provides a tool in the education system known as CBE (Computer
Based Education).

CBE involves control, delivery, and evaluation of learning.

The computer education is rapidly increasing the graph of number of computer

students.

There are number of methods in which educational institutions can use computer
to educate the students.

It is used to prepare a database about performance of a student and analysis is

carried out on this basis.

Marketing
In marketing, uses of computer are following:

Advertising

- With

computers,

advertising

professionals

create

art

and

graphics, write and revise copy, and print and disseminate ads with the goal of
selling more products.

At Home Shopping - Home shopping has been made possible through use of
computerized catalogues that provide access to product information and permit
direct entry of orders to be filled by the customers.

Health Care
Computers have become important part in hospitals, labs, and dispensaries.
The computers are being used in hospitals to keep the record of patients
and medicines. It is also used in scanning and diagnosing different diseases.
ECG, EEG, Ultrasounds and CT Scans etc., are also done by computerized
machines.
Some major fields of health care in which computers are used are:

Diagnostic System - Computers are used to collect data and identify cause of
illness.

Lab-diagnostic System - All tests can be done and reports are prepared by
computer.

Patient Monitoring System - These are used to check patient's signs for
abnormality such as in Cardiac Arrest, ECG etc.

Pharma Information System - Computer checks Drug-Labels, Expiry dates,

harmful drugs side effects etc.

Surgery: Nowadays, computers are also used in performing surgery.

Engineering Design
Computers are widely used in engineering purpose.
One of major areas is CAD (Computer aided design). That provides creation
and modification of images. Some fields are:

Structural Engineering - Requires stress and strain analysis for design of

Ships, Buildings, Budgets, and Airplanes etc.

Industrial Engineering - Computers deal with design, implementation and

improvement of integrated systems of people, materials and equipment.

Architectural Engineering - Computers help in planning towns, designing

buildings, determining a range of buildings on a site using both 2D and 3D
drawings.

Military
Computers are largely used in defense. Modern tanks, missiles, weapons
etc. Military also employs computerized control systems. Some military
areas where a computer has been used are:

Missile Control

Military Communication

Military Operation and Planning

Smart Weapons

Communication
Communication means to convey a message, an idea, a picture or speech
that is received and understood clearly and correctly by the person for
whom it is meant for. Some main areas in this category are:

E-mail

Chatting

Usenet

FTP

Telnet

Video-conferencing

Government
Computers play an important role in government. Some major fields in this
category are:

Budgets

Sales tax department

Income tax department

Male/Female ratio

Computerization of voters lists

Computerization of driving licensing system

Computerization of PAN card

Weather forecasting

Computer - Types
Computers can be broadly classified by their speed and computing power.
Sr.No.

Type

Specifications

PC (Personal
Computer)

It is a single user computer system

having moderately powerful
microprocessor

WorkStation

It is also a single user computer system

which is similar to personal computer
but have more powerful microprocessor.

Mini Computer

It is a multi-user computer system

which is capable of supporting hundreds
of users simultaneously.

Main Frame

It is a multi-user computer system

which is capable of supporting hundreds
of users simultaneously. Software

technology is different from

minicomputer.

Supercomputer

It is an extremely fast computer which

can execute hundreds of millions of
instructions per second.

PC (Personal Computer)
A PC can be defined as a small, relatively inexpensive computer designed for an
individual user. PCs are based on the microprocessor technology that enables
manufacturers to put an entire CPU on one chip. Businesses use personal
computers for word processing, accounting, desktop publishing, and for running
spreadsheet and database management applications. At home, the most
popular use for personal computers is playing games and surfing Internet.

Workstation
is a computer used for engineering applications (CAD/CAM), desktop
publishing, software development, and other such types of applications
which require a moderate amount of computing power and relatively high
quality graphics capabilities.
Workstations generally come with a large, high-resolution graphics screen,
large amount of RAM, inbuilt network support, and a graphical user
interface. Most workstations also have a mass storage device such as a disk
drive, but a special type of workstation.
Minicomputer
It is a midsize multi-processing system capable of supporting up to 250
users simultaneously.
Mainframe computer.

Mainframe is very large in size and is an expensive computer capable of

supporting hundreds or even thousands of users simultaneously. Mainframe
executes many programs concurrently and supports many simultaneous
execution of programs

A mainframe computer is a much larger computer that typically fills a room

and may cost many hundreds or thousands of times as much as a personal
computer. They are designed to perform large numbers of calculations for
governments and large enterprises.

Supercomputer
A supercomputer is superficially similar to a mainframe, but is instead
intended for extremely demanding computational tasks.
The term supercomputer does not refer to a specific technology. Rather it
indicates the fastest computations available at any given time. Super
computers are fast but extremely costly so they are generally used by large
organizations to execute computationally demanding tasks involving large
data sets. Super computers typically run military and scientific applications.
Although they cost millions of dollars, they are also being used for
commercial applications where huge amounts of data must be analyzed. For
example, large banks employ supercomputers to calculate the risks and
returns of various investment strategies, and healthcare organizations use
them to analyze giant databases of patient data to determine optimal
treatments for various diseases and problems incurring to the country.

Hardware represents the physical and tangible components of a computer

i.e. the components that can be seen and touched.//
Computer hardware is the physical parts or components of a computer,
such
as
the monitor, keyboard, computer
data
storage, hard
disk
drive (HDD), graphic cards, sound cards, memory (RAM), motherboard, and
so on, all of which are tangible physical objects
A computer system consists of two major elements: hardware and
software. Computer hardware is the collection of all the parts you can
physically touch.
Before looking at the various components, it is useful to distinguish between
two different types of computers: desktop computers and laptop computers.
A desktop computer (PC) consists of a computer case and a separate
monitor, keyboard, and mouse. As the name suggests, this type of computer
is typically placed on a desk and is not very portable.

Computer - Components
All types of computers follow a same basic logical structure and perform the
following five basic operations for converting raw input data into information
useful to their users.
Sr.No.

Operation

Description

Take Input

The process of entering data and

instructions into the computer system

Store Data

Saving data and instructions so that they

are available for processing as and when
required.

Processing
Data

Performing arithmetic, and logical

operations on data in order to convert
them into useful information.

Output
Information

The process of producing useful

information or results for the user, such as
a printed report or visual display.

Control the
workflow

Directs the manner and sequence in which

all of the above operations are performed.

Input Unit
This unit contains devices with the help of which we enter data into
computer. This unit makes link between user and computer. The input
devices translate the information into the form understandable by computer.

CPU (Central Processing Unit)

CPU is considered as the brain of the computer. CPU performs all types of
data processing operations. It stores data, intermediate results and
instructions (program). It controls the operation of all parts of computer.
CPU itself has following three components

ALU(Arithmetic Logic Unit)

Memory Unit

Control Unit

Output Unit
Output unit consists of devices with the help of which we get the
information from computer. This unit is a link between computer and users.
Output devices translate the computer's output into the form
understandable by users.

Computer CPU
is a component of a computer's central processing unit (CPU) that directs operation of the
processor. It tells the computer's memory, arithmetic/logic unit and input and output devices
how to respond to a program's instructions.

CPU consists of the following features:

CPU is considered as the brain of the computer.

CPU performs all types of data processing operations.

It stores data, intermediate results and instructions (program).

It controls the operation of all parts of computer.

CPU itself has following three components.

Memory or Storage Unit

Control Unit

ALU(Arithmetic Logic Unit)

Memory or Storage Unit

This unit can store instructions, data and intermediate results. This unit
supplies information to the other units of the computer when needed. It is

also known as internal storage unit or main memory or primary storage or

Random access memory (RAM).
Its size affects speed, power and capability. Primary memory and secondary
memory are two types of memories in the computer. Functions of memory
unit are:

It stores all the data and the instructions required for processing.

It stores intermediate results of processing.

It stores final results of processing before these results are released to an

output device.

All inputs and outputs are transmitted through main memory.

Control Unit
This unit controls the operations of all parts of computer but does not carry
out any actual data processing operations.
Functions of this unit are:

It is responsible for controlling the transfer of data and instructions among other
units of a computer.

It manages and coordinates all the units of the computer.

It obtains the instructions from the memory, interprets them, and directs the
operation of the computer.

It communicates with Input/output devices for transfer of data or results from

storage.

It does not process or store data.

ALU (Arithmetic Logic Unit)

This unit consists of two subsections namely

Arithmetic section

Logic Section

Arithmetic Section
Function of arithmetic section is to perform arithmetic operations like
addition, subtraction, multiplication and division. All complex operations are
done by making repetitive use of above operations.

Logic Section
Function of logic section is to perform logic operations such as comparing,
selecting, matching and merging of data.

Computer - Input Devices

Following are few of the important input devices which are used in a
computer:

Keyboard

Mouse

Joy Stick

Light pen

Track Ball

Scanner

Graphic Tablet

Microphone

Magnetic Ink Card Reader(MICR)

Optical Character Reader(OCR)

Bar Code Reader

Optical Mark Reader(OMR)

Keyboard
Keyboard is the most common and very popular input device which helps in
inputting data to the computer. The layout of the keyboard is like that of
traditional typewriter, although there are some additional keys provided for
performing additional functions.

Mouse
Mouse is most popular pointing device. It is a very famous cursor-control
device having a small palm size box with a round ball at its base which
senses the movement of mouse and sends corresponding signals to CPU
when the mouse buttons are pressed.
Generally it has two buttons called left and right button and a wheel is
present between the buttons. Mouse can be used to control the position of
cursor on screen, but it cannot be used to enter text into the computer.

Advantages

Easy to use

Not very expensive

Moves the cursor faster than the arrow keys of keyboard.

Joystick
Joystick is also a pointing device which is used to move cursor position on a
monitor screen. It is a stick having a spherical ball at its both lower and

upper ends. The lower spherical ball moves in a socket. The joystick can be
moved in all four directions.
The function of joystick is similar to that of a mouse. It is mainly used in
Computer Aided Designing (CAD) and playing computer games.

Light Pen
Light pen is a pointing device which is similar to a pen. It is used to select a
displayed menu item or draw pictures on the monitor screen. It consists of
a photocell and an optical system placed in a small tube. When the tip of a
light pen is moved over the monitor screen and pen button is pressed, its
photocell sensing element detects the screen location and sends the
corresponding signal to the CPU.

Track Ball
Track ball is an input device that is mostly used in notebook or laptop
computer, instead of a mouse. This is a ball which is half inserted and by

moving fingers on ball, pointer can be moved. Since the whole device is not
moved, a track ball requires less space than a mouse. A track ball comes in
various shapes like a ball, a button and a square.

Scanner
Scanner is an input device which works more like a photocopy machine. It
is used when some information is available on a paper and it is to be
transferred to the hard disc of the computer for further manipulation.
Scanner captures images from the source which are then converted into the
digital form that can be stored on the disc. These images can be edited
before they are printed.

Digitizer
Digitizer is an input device which converts analog information into digital
form. Digitizer can convert a signal from the television or camera into a
series of numbers that could be stored in a computer. They can be used by
the computer to create a picture of whatever the camera had been pointed
at. Digitizer is also known as Tablet or Graphics Tablet because it converts
graphics and pictorial data into binary inputs. A graphic tablet as digitizer is
used for doing fine works of drawing and image manipulation applications.

Microphone

Microphone is an input device to input sound that is then stored in digital

form. The microphone is used for various applications like adding sound to a
multimedia presentation or for mixing music.

Magnetic Ink Card Reader (MICR)

MICR input device is generally used in banks because of a large number of
cheques to be processed every day. The bank's code number and cheque
number are printed on the cheques with a special type of ink that contains
particles of magnetic material that are machine readable. This reading
process is called Magnetic Ink Character Recognition (MICR). The main
advantages of MICR is that it is fast and less error prone.

Optical Character Reader (OCR)

OCR is an input device used to read a printed text. OCR scans text optically
character by character, converts them into a machine readable code and
stores the text on the system memory.

Bar Code Readers

Bar Code Reader is a device used for reading bar coded data (data in form
of light and dark lines). Bar coded data is generally used in labelling goods,
numbering the books etc. It may be a hand held scanner or may be
embedded in a stationary scanner. Bar Code Reader scans a bar code
image, converts it into an alphanumeric value which is then fed to the
computer to which bar code reader is connected.

Optical Mark Reader (OMR)

OMR is a special type of optical scanner used to recognize the type of mark
made by pen or pencil. It is used where one out of a few alternatives is to
be selected and marked. It is specially used for checking the answer sheets
of examinations having multiple choice questions.

Computer - Output Devices

Following are few of the important output devices which are used in a
computer.

Monitors

Graphic Plotter

Printer

Monitors

Monitors, commonly called as Visual Display Unit (VDU), are the main
output device of a computer. It forms images from tiny dots, called pixels
that are arranged in a rectangular form. The sharpness of the image
depends upon the number of pixels.

Cathode-Ray Tube (CRT) Monitor

The CRT display is made up of small picture elements called pixels. The
smaller the pixels, the better the image clarity, or resolution. It takes more
than one illuminated pixel to form whole character, such as the letter e in
the word help.
A finite number of characters can be displayed on a screen at once. The
screen can be divided into a series of character boxes - fixed location on the
screen where a standard character can be placed. Most screens are capable
of displaying 80 characters of data horizontally and 25 lines vertically. There
are some disadvantages of CRT:

Large in Size

High power consumption

Flat-Panel Display Monitor

The flat-panel display refers to a class of video devices that have reduced
volume, weight and power requirement in comparison to the CRT. You can
hang them on walls or wear them on your wrists. Current uses of flat-panel

displays include calculators, video games, monitors, laptop computer,

graphics display.

Printers
Printer is an output device, which is used to print information on paper.

Computer - Memory
A memory is just like a human brain. It is used to store data and
instructions. Computer memory is the storage space in computer where
data is to be processed and instructions required for processing are stored.
The memory is divided into large number of small parts called cells. Memory
is primarily of three types

Cache Memory

Primary Memory/Main Memory

Secondary Memory

Cache Memory
Cache memory is a very high speed semiconductor memory which can
speed up CPU. It acts as a buffer between the CPU and main memory. It is
used to hold those parts of data and program which are most frequently
used by CPU. The parts of data and programs are transferred from disk to
cache memory by operating system, from where CPU can access them.

Advantages
The advantages of cache memory are as follows:

Cache memory is faster than main memory.

It consumes less access time as compared to main memory.

It stores the program that can be executed within a short period of time.

It stores data for temporary use.

Disadvantages
The disadvantages of cache memory are as follows:

Cache memory has limited capacity.

It is very expensive.

Primary Memory (Main Memory)

Primary memory holds only those data and instructions on which computer
is currently working. It has limited capacity and data is lost when power is
switched off. It is generally made up of semiconductor device. These
memories are not as fast as registers. The data and instruction required to
be processed reside in main memory. It is divided into two subcategories
RAM and ROM.

Characteristics of Main Memory

These are semiconductor memories

It is known as main memory.

Usually volatile memory.

Data is lost in case power is switched off.

It is working memory of the computer.

Faster than secondary memories.

A computer cannot run without primary memory.

Secondary Memory
This type of memory is also known as external memory or non-volatile. It is
slower than main memory. These are used for storing data/Information
permanently. CPU directly does not access these memories instead they are
accessed via input-output routines. Contents of secondary memories are
first transferred to main memory, and then CPU can access it. For example :
disk, CD-ROM, DVD etc.

Characteristic of Secondary Memory

These are magnetic and optical memories

It is known as backup memory.

It is non-volatile memory.

Data is permanently stored even if power is switched off.

It is used for storage of data in a computer.

Computer may run without secondary memory.

Slower than primary memories.

Computer - Random Access Memory

RAM (Random Access Memory) is the internal memory of the CPU for
storing data, program and program result. It is read/write memory which
stores data until the machine is working. As soon as the machine is
switched off, data is erased.
Access time in RAM is independent of the address that is, each storage
location inside the memory is as easy to reach as other locations and takes
the same amount of time. Data in the RAM can be accessed randomly but it
is very expensive.
RAM is volatile, i.e. data stored in it is lost when we switch off the computer
or if there is a power failure. Hence a backup uninterruptible power system
(UPS) is often used with computers. RAM is small, both in terms of its
physical size and in the amount of data it can hold.

Computer - Read Only Memory

ROM stands for Read Only Memory. The memory from which we can only
read but cannot write on it. This type of memory is non-volatile. The
information is stored permanently in such memories during manufacture. A
ROM, stores such instructions that are required to start a computer. This
operation is referred to as bootstrap. ROM chips are not only used in the
computer but also in other electronic items like washing machine and
microwave oven.

Advantages of ROM
The advantages of ROM are as follows:

Non-volatile in nature

These cannot be accidentally changed

Cheaper than RAMs

Easy to test

More reliable than RAMs

These are static and do not require refreshing

Its contents are always known and can be verified

Computer - Motherboard
The motherboard serves as a single platform to connect all of the parts of a
computer together. A motherboard connects CPU, memory, hard drives,
optical drives, video card, sound card, and other ports and expansion cards
directly or via cables. It can be considered as the backbone of a computer.

Features of Motherboard
A motherboard comes with following features:

Motherboard varies greatly in supporting various types of components.

Normally a motherboard supports a single type of CPU and few types of

memories.

Video Cards, Hard disks, Sound Cards have to be compatible with motherboard
to function properly

Motherboards, cases and power supplies must be compatible to work properly

together.

Description of Motherboard

The motherboard is mounted inside the case and is securely attached

via small screws through pre-drilled holes. Motherboard contains ports

to connect all of the internal components. It provides a single socket

for CPU whereas for memory, normally one or more slots are
available. Motherboards provide ports to attach floppy drive, hard
drive, and optical drives via ribbon cables. Motherboard carries fans
and a special port designed for power supply.

There is a peripheral card slot in front of the motherboard using which

video cards, sound cards and other expansion cards can be connected
to motherboard.

On the left side, motherboards carry a number of ports to connect

monitor, printer, mouse, keyboard, speaker, and network cables.
Motherboards also provide USB ports which allow compatible devices
to be connected in plug-in/plug-out fashion for example, pen drive,
digital cameras etc.

Examples of Hardware (Basic computer components) are following:

Input devices -- keyboard, mouse, image scanner, microphone, pointing
device, graphic tablet, joystick, light pen, pointing stick, touchpad,
touchscreen,
Output devices -- printer, monitor, Monitor, speaker, plotter
Secondary storage devices -- Hard disk, CD, DVD,.
Internal components -- CPU, motherboard, RAM network interface controller, power
supply, sound card video card etc
Removable data storage-- Optical disc drive, USB flash drive, Memory

card.
Data portEthernet, parallel port, Serial port, USB.
Case
Computer case
The computer case is a plastic or metal enclosure that houses most of the
components. Those found on desktop computers are usually small enough to
fit under a desk;
Power supply
Power supply unit

A power supply unit (PSU) converts alternating current (AC) electric power
to low-voltage DC power for the internal components of the computer.
Laptops are capable of running from a built-in battery, normally for a period
of hours.
Mainboard

Motherboard

The motherboard is the main component of a computer. It is a board with

integrated circuitry that connects the other parts of the computer including
the CPU, the RAM, the disk drives (CD, DVD, hard disk, or any others) as
well as any peripherals connected via the ports or thee expansion slots.
Components directly attached to or to part of the motherboard
include:
The CPU (Central Processing Unit), which performs most of the calculations
which enable a computer to function, and is sometimes referred to as the
brain of the computer. It is usually cooled by a heatsink and fan, or watercooling system. Most new CPUs include an on-die Graphics Processing Unit
(GPU). The clock speed of CPUs governs how fast it executes instructions,
and is measured in GHz; typical values lie between 1 GHz and 5 GHz.

The chipset, which includes the north bridge, mediates communication

between the CPU and the other components of the system, including main
memory.

Random-Access Memory (RAM), which stores the code and data

that are being actively accessed by the CPU. RAM usually comes
on DIMMs in the sizes 2GB, 4GB, and 8GB, but can be much larger.

Read-Only Memory (ROM), which stores the BIOS that runs when
the computer is powered on or otherwise begins execution, a process
known as Bootstrapping, or "boot Case" or "booting up". The BIOS (Basic
Input Output System) includes boot firmware and power management
firmware.

Buses that connect the CPU to various internal components and to

expand cards for graphics and sound.

The CMOS battery, which powers the memory for date and time in the
BIOS chip. This battery is generally a watch battery.

The video card (also known as the graphics card), which processes
computer graphics. More powerful graphics cards are better suited to
handle strenuous tasks, such as playing intensive video games.

Expansion cards
An expansion card in computing is a printed circuit board that can be
inserted into an expansion slot of a computer motherboard or backplane to
add functionality to a computer system via the expansion bus. Expansions
cards can be used to obtain or expand on features not offered by the
motherboard.
STORAGE DEVICES
Computer data storage
A storage device is any computing hardware that is used for storing, porting
and extracting data files and objects. It can hold and store information both
temporarily and permanently, and can be internal or external to a computer,
server or any similar computing device. It refers to computer components
and recording media that retain digital data. Data storage is a core function
and fundamental component of computers.
Fixed media
Data is stored by a computer using a variety of media. Hard disk drives are
found in virtually all older computers, due to their high capacity and low
cost, but solid-state drives are faster and more power efficient, although
currently more expensive than hard drives, so are often found in more
expensive computers. Some systems may use a disk array controller for
greater performance or reliability.
Removable media
To transfer data between computers, a USB flash drive or optical disc may be
used. Their usefulness depends on being readable by other systems; the
majority of machines have an optical disk drive, and virtually all have
a USB port.
A memory is just like a human brain. It is used to store data and
instructions. Computer memory is the storage space in computer where
data is to be processed and instructions required for processing are stored.
Memory is primarily of three types

Cache Memory

Primary Memory/Main Memory

Secondary Memory

Cache Memory
Cache memory is a very high speed semiconductor memory which can
speed up CPU. It acts as a buffer between the CPU and main memory. It is
used to hold those parts of data and program which are most frequently
used by CPU. The parts of data and programs are transferred from disk to
cache memory by operating system, from where CPU can access them.

Advantages
The advantages of cache memory are as follows:

Cache memory is faster than main memory.

It consumes less access time as compared to main memory.

It stores the program that can be executed within a short period of time.

It stores data for temporary use.

Disadvantages
The disadvantages of cache memory are as follows:

Cache memory has limited capacity.

It is very expensive.

Primary Memory (Main Memory)

Primary memory holds only those data and instructions on which computer
is currently working. It has limited capacity and data is lost when power is
switched off. It is generally made up of semiconductor device. These
memories are not as fast as registers. The data and instruction required to
be processed reside in main memory. It is divided into two subcategories
RAM and ROM.

Characteristics of Main Memory

These are semiconductor memories

It is known as main memory.

Usually volatile memory.

Data is lost in case power is switched off.

It is working memory of the computer.

Faster than secondary memories.

A computer cannot run without primary memory.

Secondary Memory
This type of memory is also known as external memory or non-volatile. It is
slower than main memory. These are used for storing data/Information
permanently. CPU directly does not access these memories instead they are
accessed via input-output routines. Contents of secondary memories are
first transferred to main memory, and then CPU can access it. For example:
disk, CD-ROM, DVD etc.

Characteristic of Secondary Memory

These are magnetic and optical memories

It is known as backup memory.

It is non-volatile memory.

Data is permanently stored even if power is switched off.

It is used for storage of data in a computer.

Computer may run without secondary memory.

Slower than primary memories.

Computer - Random Access Memory

RAM (Random Access Memory) is the internal memory of the CPU for
storing data, program and program result. It is read/write memory which
stores data until the machine is working. As soon as the machine is
switched off, data is erased.
Access time in RAM is independent of the address that is, each storage
location inside the memory is as easy to reach as other locations and takes
the same amount of time. Data in the RAM can be accessed randomly but it
is very expensive.
RAM is volatile, i.e. data stored in it is lost when we switch off the computer
or if there is a power failure. Hence a backup uninterruptible power system
(UPS) is often used with computers. RAM is small, both in terms of its
physical size and in the amount of data it can hold.

Computer - Read Only Memory

ROM stands for Read Only Memory. The memory from which we can only
read but cannot write on it. This type of memory is non-volatile. The
information is stored permanently in such memories during manufacture. A
ROM, stores such instructions that are required to start a computer. This
operation is referred to as bootstrap. ROM chips are not only used in the
computer but also in other electronic items like washing machine and
microwave oven.

Advantages of ROM
The advantages of ROM are as follows:

Non-volatile in nature

These cannot be accidentally changed

Cheaper than RAMs

Easy to test

More reliable than RAMs

These are static and do not require refreshing

Its contents are always known and can be verified

Computer - Motherboard
The motherboard serves as a single platform to connect all of the parts of a
computer together. A motherboard connects CPU, memory, hard drives,
optical drives, video card, sound card, and other ports and expansion cards
directly or via cables. It can be considered as the backbone of a computer.

Features of Motherboard
A motherboard comes with following features:

Motherboard varies greatly in supporting various types of components.

Normally a motherboard supports a single type of CPU and few types of

memories.

Video Cards, Hard disks, Sound Cards have to be compatible with motherboard
to function properly

Motherboards, cases and power supplies must be compatible to work properly

together.

Description of Motherboard
The motherboard is mounted inside the case and is securely attached via
small screws through pre-drilled holes. Motherboard contains ports to

connect all of the internal components. It provides a single socket for CPU
whereas for memory, normally one or more slots are available.
Motherboards provide ports to attach floppy drive, hard drive, and optical
drives via ribbon cables. Motherboard carries fans and a special port
designed for power supply.
There is a peripheral card slot in front of the motherboard using which video
cards, sound cards and other expansion cards can be connected to
motherboard.
On the left side, motherboards carry a number of ports to connect monitor,
printer, mouse, keyboard, speaker, and network cables. Motherboards also
provide USB ports which allow compatible devices to be connected in plugin/plug-out fashion for example, pen drive, digital cameras etc.

Input and output peripherals

Peripheral
Input and output devices are typically housed externally to the main
computer chassis. The following are either standard or very common to
many computer systems.
Input
Input devices allow the user to enter information into the system, or control
its operation. Most personal computers have a mouse and keyboard, but
laptop systems typically use a touchpad instead of a mouse. Other input
devices include webcams, microphones, joysticks, and image scanners.
Output device
Output devices display information in a human readable form. Such devices
could include printers, speakers, and monitors.
Computer storage is made up of primary and secondary storage. Primary
storage typically refers to random access memory (RAM) placed near the
computers CPU to reduce the amount of time it takes to move data between
the storage and CPU.
Secondary storage (sometimes referred to as secondary memory) is at the
lower level of the storage hierarchy. It commonly refers to hard disk drives
(HDDs), solid-state drive (SSD) storage (flash) or other types of storage
devices.

Secondary storage, sometimes called auxiliary storage or external storage,

is non-volatile storage that is not under the direct control of a computer's
central processing unit (CPU) or does not directly interact with an
application.
Secondary storage is used to back up primary storage through replication or
other data protection methods, which involves holding a secondary copy of
the data.
Computers use primary and secondary storage for a number of reasons:
RAM-based storage is volatile. This means RAM contents are not kept when
the power is turned off. In contrast, non-volatile storage devices such as
HDDs and SSDs retain their contents even without power.
RAM is far more expensive than non-volatile storage on a cost-per-gigabyte
basis. The tradeoff is that primary storage (RAM) is much faster than
secondary storage. A combination of primary and secondary data allows the
computer to take advantage of high-speed, low-capacity, volatile storage and
high-capacity, relatively low-speed, non-volatile storage.

Primary storage

Primary storage, also known as main storage or memory, is the area in a

computer in which data is stored for quick access by the
computer's processor. The terms random access memory (RAM)
and memory are often as synonyms for primary or main storage.
Primary storage is volatile
Relationship between Hardware and Software

Hardware and software are mutually dependent on each other. Both of them
must work together to make a computer produce a useful output.

Software cannot be utilized without supporting hardware.

Hardware without set of programs to operate upon cannot be utilized and is

useless.

To get a particular job done on the computer, relevant software should be loaded
into the hardware

Hardware is a one-time expense.

Software development is very expensive and is a continuing expense.

Different software applications can be loaded on a hardware to run different

jobs.

A software acts as an interface between the user and the hardware.

If hardware is the 'heart' of a computer system, then software is its 'soul'. Both
are complimentary to each other.
COMPUTER SOFTWARE

Software is a set of programs, which is designed to perform a well-defined

function. A program is a sequence of instructions written to solve a
particular problem.
There are two types of software

System Software

Application Software

System Software
The system software is collection of programs designed to operate,
control, and extend the processing capabilities of the computer itself.
System software is a term referring to any computer software which
manages and controls the hardware so that application software can
perform a task.

System software includes:

Operating systems, which are essential collections of software that manage

resources and provides common services for other software that runs "on top" of

them. Supervisory programs, boot loaders, shells and window systems are core parts of
operating systems. In practice, an operating system comes bundled with additional software
(including application software) so that a user can potentially do some work with a computer
that only has an operating system.

Device drivers, which operate or control a particular type of device that is attached
to a computer. Each device needs at least one corresponding device driver; because a
computer typically has at minimum at least one input device and at least one output device,
a computer typically needs more than one device driver.

Utilities, which are computer programs designed to assist users in the maintenance
and care of their computers.

Malicious software or malware, which is software that is developed to harm and disrupt
computers. As such, malware is undesirable. Malware is closely associated with computerrelated crimes, though some malicious programs may have been designed as practical jokes.

Some examples of system software are Operating System, Compilers,

Interpreter, and Assemblers etc.
Compiler: A compiler is a program that reads a program in one language
the source language and translates into an equivalent program in another
language the target language.
Loader: A loader is the part of an operating system that is responsible for
loading programs into memory, preparing them for execution and then
executing them.
The loader is usually a part of the operating system's kernel and usually is
loaded at system boot time and stays in memory until the system is
rebooted, shut down, or powered off.
Interpreter: An interpreter is a computer program that translates and
executes instructions written in a computer programming language lineby-line, unit by unit etc.,
An interpreter needs to be able to analyze, or parse, instructions written
in the source language.

What is an operating system (OS) Operating System is a software,

which makes a computer to actually work.

 It is the software the enables all the programs we use.

The OS organizes and controls the hardware.
OS acts as an interface between the application programs and the
machine hardware.

Operating system Operating System is the main software of the computer as

everything will run on it in one form or other.

There are primarily three choices: Windows, Linux, Unix ,Mac OS and Apple
OS X.

Linux is free but people generally do not use it for home purpose.

Apple OS X works only on Apple Desktops.

Windows 7 is very popular among desktop users.

Windows 8 is recently introduced and is available in market.

Windows 7 and Windows 8 come in multiple versions from starter, home

basic, home premium, professional, ultimate and enterprise editions.

What is Windows?

A personal computer operating system from Microsoft.

Objectives of Operating System

To make a computer system convenient to use in an efficient manner

To hide the details of the hardware resources from the users

To provide users a convenient interface to use the computer system

To act as an intermediary between the hardware and its users and making it
easier for the users to access and use other resources

To manage the resources of a computer system

To keep track of who is using which resource, granting resource requests,

according for resource using and mediating conflicting requests from different
programs and users

To provide efficient and fair sharing of resources among users and programs

Characteristics of Operating System

Memory Management -- keeps tracks of primary memory i.e. what part of it is

in use by whom, what part is not in use etc. and allocates the memory when a
process or program requests it.

Processor Management -- allocates the processor (CPU) to a process and

deallocates processor when it is no longer required.

Device Management -- keeps track of all devices. This is also called I/O
controller that decides which process gets the device, when, and for how much
time.

File Management -- allocates and de-allocates the resources and decides who
gets the resources.

Security -- prevents unauthorized access to programs and data by means of

passwords and similar other techniques.

Job accounting -- keeps track of time and resources used by various jobs
and/or users.

Control over system performance -- records delays between request for a

service and from the system.

Interaction with the operators -- The interaction may take place via the
console of the computer in the form of instructions. Operating System
acknowledges the same, does the corresponding action and informs the
operation by a display screen.

Error-detecting aids -- Production of dumps, traces, error messages and other

debugging and error-detecting methods.

Coordination between other software and users -- Coordination and

assignment of compilers, interpreters, assemblers and other software to the
various users of the computer systems.

Application software

Are the computer programs for performing user tasks such as word
processing and web browsers It may also consist of a collection of
programs, often called a software package, which work together to
accomplish a task, such as a spreadsheet package.//
Application software products are designed to satisfy a particular need of a
particular environment
Examples of Application software are following:

Payroll Software

Student Record Software

Database management system

Income Tax Software

Railways Reservation Software

Microsoft Office Suite Software

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Word Processors:
Word processing is a tool that helps user in creating, editing, and
printing documents. Word processors will normally have the following
capabilities built into them:
Spell checking
Standard layouts for
normal documents
Have some characters
appear in bold print,
italics, or underlined
Center lines, make text
line up on the left side of
the paper, or the right
side of the paper
Save the document so it
can be used again
print the document.
Examples: WordPerfect and Microsoft Word
Spreadsheets: The spreadsheet packages are designed to use numbers
and formulas to do calculations with ease. Examples of spreadsheets
include:
Budgets
Payrolls
Grade Calculations
Address Lists
The most commonly used spreadsheet programs are Microsoft Excel and
Lotus 123.

Graphic Presentations: The presentation programs can make giving

presentations and using overheads easier. Other uses include:
Slide Shows
Repeating Computer
Presentations on a
computer monitor
Using Sound and
animation in slide shows
The most recognized graphic presentation programs are Microsoft
PowerPoint and Harvard Graphics.
Database Management System (DBMS):
A DBMS is a software tool that allows multiple users to store,
access, and process data into useful information.
Database programs are designed for these types of applications:
Membership lists
Student lists
Grade reports
Instructor schedules
All of these have to be maintained so you can find what you need quickly
and accurately.

Example: Microsoft Access, dBase, Oracle

A computer virus is a program or piece of code that is loaded onto your

computer without your knowledge and runs against your wishes. Viruses can
also replicate themselves. All computer viruses are man-made. A simple
virus that can make a copy of itself over and over again is relatively easy to
produce

How viruses spread from one computer to another

1. Email attachments. The world became familiar with the phenomena
of email attachments carrying viruses thanks to Microsofts Outlook
Express automatically opening every attachment to every email you
received a few years back. Now that email clients no longer do this, the
infection rate from email attachments is significantly lower, but it can
still be a common problem. The golden rule is that if you dont know
what an attachment is, dont open it. To this day, many email users
never open attachments, no matter what. You dont have to take such
drastic steps to protect yourself, however; simply use common sense
when opening attachments in your email.

2. Rogue Websites. It is depressing to know that you may become

infected with spyware or a virus by doing nothing more than simply
visiting a website, but it is true. Many adult websites, gambling
websites and other less than trustworthy websites will attempt to
automatically access your computer when you visit them. They often
install adware bugs that will cause a flurry of pop ups to appear on
your screen. This adware will often allow for other programs with even
more nefarious purposes to be installed and before you know it, your
computer will be swamped. To stop these rogue websites, adjust the
settings on your antivirus software and firewall so that no outside
connections can be made and no programs can be installed without
your express permission.
3. Networks. If your computer is connected to a home network or if
your work computer is part of a larger network, you may find yourself
with an infection through no fault of your own. Someone else on the
network downloaded a bug by accident, and within minutes, the entire
network could be infected. There isnt much you can do to stop these
kinds of infections, short of having your network administrator ensure
that everyones antivirus software is up to date so that the invading
bug can be removed as quickly as possible.
4. Infected Boot disks. Now that hard drives are obscenely large, the
overwhelming percentage of us dont bother to use boot disks
anymore, but a virus can still be spread if an infected disk is in your
hard drive and you attempt to restart. When you start your computer,
your machine will always check your drives to see if a disk with boot
information is present. If one is, your computer will likely automatically
attempt to boot from the disk and not from your drive. If a virus is
present, it will often be activated and you will become infected. Always
know the origin of any disk you put into your drive.
5. Phishing Schemes. Learning how computer viruses spread is
important to keep yourself, and your personal information, safe online.
Phishing schemes are one of the chief ways in which people end up
with their identity stolen and a computer fill of viruses. A phishing
scheme starts when you receive an email from a website claiming to
be your bank or Credit Card Company. You are asked to click a link and
log in, but the truth is that youve just given away all of your personal
information. Often times, when you visit these sites, spyware, adware
and viruses are automatically installed on your computer (see Rogue
Websites, above). Your lender or credit card will often send out a real
notice that lets you know that a phishing scheme is going around. The
smartest thing you can do is to simply call your bank or credit card
company if you receive an email saying there is a problem with your
account instead of blindly following links in your email.
6. Infected Software. One of the great things about the Internet is

how many free games and programs there are out there, but these free
programs often come at a price. Too many rogue websites intentionally
infect their freeware (like Kazaa) with trojan viruses so that you
unknowingly infect your computer every time you download a free
game or piece of software. The key here is to only download freeware
or shareware from a trusted source like CNet that always ensures your
safety.
7. Hackers. The Internet today is a much more law abiding place than
it was ten years ago. Not only did most people not have antivirus
protection and firewalls that could stop incoming attacks, most people
didnt even know what they were. Today, people understand the value
of good online protection, but hackers can still pose a problem if you
allow your protection software to lapse. The best way to beat hackers
is to ensure that you have a firewall and up to date antivirus software.
8. Instant Messaging. It is difficult to find a computer in this day and
age that doesnt have at least one instant messaging service installed
on it. Unfortunately, these programs are often targets of hackers who
see an easy way to trick people into clicking links that lead them to
rogue websites. Common sense can keep you out of trouble, however.
Only chat with people you know and never follow links to sites that you
dont recognize. You should easily be able to keep Internet worms,
viruses and other bugs at bay.
9. Fake Anti Virus Software. This is one of the most frustrating ways to
become infected with a virus or worm. There are dozens of anti virus
and anti spyware programs you can download for free on the Internet
and a surprising number of them actually do exactly the opposite of
what they claim. The product websites make outrageous claims that
their product can protect you from a whole range of threats, when, in
reality, their product will only make things a thousand times worse.
Only download antivirus programs from trusted sites or from websites
that you know are completely legit.
10. From Mobile Devices. A recent story in the newspaper should serve
as a wake up call for anyone who is getting ready to plug in a mobile
device into their computer for the first time. A family purchased a
digital picture frame from a local store and when they attempted to
install the software that came with it, they inadvertently infected their
computer with a virus. There really is no way to stop such an infection
from happening, since we all buy peripherals that work with our
computer, but we can ensure that we have the tools ready to go if an
infection should happen. Keep your anti-virus software up to date at all
times and you should be able to wrestle control back from any Internet
bug.

1. Internet
2 CD DVD
3 PenDrive
4 Bluetooth
5 Infrared
6 Floppy
7 E-mail attachments
8 Memory Cards
9 Data cable

How to prevent computer viruses

1.
2.
3.
4.
5.
6.
7.

Install Anti-Virus/Malware Software. ...

Keep Your Anti-Virus Software Up to Date. ...
Run Regularly Scheduled Scans with Your Anti-Virus Software. ...
Keep Your Operating System Current. ...
Secure Your Network. ...
Keep your person information safe
Dont use open wi-fi((Wireless Fidelity)is a technology that allows electronic devices to
connect to a wireless LAN (WLAN) network)

8.
9.

Backup your file

Use strong password

What is data?
Data can be defined as a representation of facts, concepts or instructions in
a formalized manner which should be suitable for communication,
interpretation, or processing by human or electronic machine.
Data is represented with the help of characters like alphabets (A-Z, a-z), digits
(0-9) or special characters (+,-, /,*, <,>, = etc.).

What is Information?
Information is organized or classified data which has some meaningful
values for the receiver.

Information is the processed data on which decisions and actions are based.
For the decision to be meaningful, the processed data must qualify for the
following characteristics:

Timely - Information should be available when required.

Accuracy - Information should be accurate.

Completeness - Information should be complete.

Data Processing Cycle

Data processing is the re-structuring or re-ordering of data by people or
machine to increase their usefulness and add values for particular purpose.
Data processing consists of basic steps input, processing and output. These
three steps constitute the data processing cycle.

Input - In this step the input data is prepared in some convenient form for
processing. The form will depend on the processing machine. For example, when
electronic computers are used, the input data could be recorded on any one of
several types of input medium, such as magnetic disks, tapes and so on.

Processing - In this step input data is changed to produce data in a more

useful form. For example, pay-checks may be calculated from the time cards, or
a summary of sales for the month may be calculated from the sales orders.

Output - Here the result of the proceeding processing step are collected. The
particular form of the output data depends on the use of the data. For example,
output data may be pay-checks for employees.

HARDWARE CONTIN..

The computer case

The computer case contains the most important components of the

computer: the motherboard, the processor, random access memory
modules, the hard drive etc. It may not be possible to exchange the
components in a laptop computer, but in a desktop computer you have
much more influence on the parts inside the case.

The motherboard
The motherboard is the part of the computer where such things as the
processor, memory modules, expansion cards and external devices are
attached. This means that the motherboard controls the functions of
different components. The number of connection slots for peripheral devices
and the number and type of memory slots are important properties of the
motherboard.
In addition to the various connections, the motherboard also has a small
battery ensuring that settings made on the board are retained even when
the computer is switched off.

The processor

The processor can be considered to be the engine of the computer because

it executes the lions share of the information processing; the processor
fetches commands and necessary information from the RAM, carries out the
tasks specified by the commands, and returns the processed information to
the RAM.
The speed of a computer depends largely on the speed of the processor. The
processors speed, in turn, is affected by various factors, such as the socalled clock frequency (usually expressed as gigahertz, GHz), the amount of
cores and of the so-called cache memory inside the processor

Random access memory

The RAM (Random Access Memory) is a memory storage that functions
during computer use and is especially utilized by the processor. In modern
computers, the amount of RAM is around 4 16 GB depending on the type
and purpose of the computer (please see data measurement units for more
information). The RAM consists of one or more memory modules (see image
above).
When the computer is started, the operating system is loaded into the RAM
(an operating system is a program that controls the devices and programs in
a computer please see operating for more information). The computer also
loads the files being processed music, assignments, videos etc to the
RAM.
If there is enough RAM, the computer executes requested tasks quickly. This
is why it is a good idea to add to the memory by buying more memory
modules as the need arises.
Hard drive
The hard drive is the permanent memory of the computer where saved files
remain even when the computer is turned off. This is why the hard drive is
used for saving files.

The capacity of hard drives varies; currently the typical capacity is 500-1000
GB, but hard drives of over 1500 GB, i.e. 1, 5 terabit, are also available.
However, the capacity of the internal hard drives in laptop computers is often
less than that. You can add to the capacity of your computer by attaching an
additional hard drive, either internally or externally. More information
about storage Re sizes can be found here.
The hard disk is used for the storage of the computers operating system and
all important files. It is therefore packed in a fixed protective housing. The
disks may become damaged in spite of this protection, so you should
absolutely make backup copies of files on the hard drive from time to time
(please see backup copies for more information)!

Keyboard
A standard keyboard has 102 keys. The keys are divided into alphabetical (a-z), numerical
(1-0) and special (Function, Ctrl, Alt etc keys).
In addition to the usual alphabetical and numerical keys, you should know at least the
following special keys that are located among the alphabetical ones.
Below are shown some typical keys on a PC keyboard. The keyboard mapping on Mac
computers is almost identical to PC keyboards, but the special keys Ctrl and Alt work
slightly differently. In addition, the Mac keyboard has Fn and Cmd keys instead of the
Windows key.
Ctrl: (Control) is used in combination with other keys for different
actions. The combination Ctrl+C, for example, copies the chosen
data to the memory.
Alt: (Alternative) is used like the Ctrl key. Sometimes both these
keys are used in combination: Ctrl+Alt+Del, for example, brings
up the task manager(in Windows XP).
Alt Gr: (Alternative Graphics) produces the third character of the
keys, e.g. @, $, and }. With this key, you can also create the ~
character (important for the internet). Create the ~ character as
follows: press ALT-GR and the ~ key at the same time, and finish

with the space bar.

You can make so-called ascii characters with combinations of the Alt
key and numerals, e.g. Alt+0176 makes the character for
temperature . You can choose to either add special characters in
this way or through an application. Most text processing programs
have their own menu for special characters.
Shift: capitalizes letters and the special characters on the
numerical keys, among others.
Caps Lock: locks the capitalization of letters. This function is
connected with an A or Caps lock pilot light on the keyboard. It
turns on the light when the function is in use.
Tab: the tabulator is mainly used in word processing: each time you
press the tab button, the cursor moves to the next tab stop on the
same row. The key can also be used for alternating between
window displays.
Backspace: removes the characters to the left of the cursor, i.e.
what you just wrote. This key can also be used to remove a larger
portion of text.
Enter: by pressing this key you can change paragraphs or e.g.
accept a function.

Pointing devices
Traditionally, most programs have been designed to be used with a mouse.
The mouse cursor seen on the screen of the computer moves along with the
mouse. The cursor can be used to select menu commands and areas, as
well as activating different objects by clicking the mouse keys.

Mouse
You can attach a traditional mouse with or without a cord to any computer.
Cordless mice use radio waves to relay movement from the mouse to the
computer (for this mouse, a small radio receiver is attached to the
computer).
Touchpad
Almost all laptop computers have a touchpad which is used to move the
cursor. Some models also have a so-called pointing stick. In addition,
portable computers have keys with the clicking function of mousse.
The touchpad is a pad where you can control the cursor by moving your
finger along the pad. Tapping the pad serves the same function as clicking a
mouse.
Pointing stick
The pointing stick is a nub located in the middle of the keyboard, and
controls the cursor. The pointing stick can be clicked by tapping the stick or
using the separate buttons in the keyboard. In the right-hand image above,
you can see a portable computer with both a pointing stick (blue) and a
touchpad (the large, dark grey area in front of the keyboard).
Touchscreen
Devices that are smaller than a laptop, such as phones and tablets, usually
do not have a separate keyboard or pointer device. In these devices, the
entire screen of the device works as an input device. A touchscreen is used
like the track pad on a laptop, and when typing is required, a keyboard
appears on the screen.
There is one major difference between a ROM and a RAM chip. A ROM chip
is non-volatile storage and does not require a constant source of power to
retain information stored on it. When power is lost or turned off, a ROM chip
will keep the information stored on it. In contrast, a RAM chip is volatile and
requires a constant source of power to retain information. When power is
lost or turned off, a RAM chip will lose the information stored on it.
Other differences between a ROM and a RAM chip include:

A ROM chip is used primarily in the startup process of a computer, whereas a

RAM chip is used in the normal operations of a computer after starting up
and loading the operating system.

Writing data to a ROM chip is a slow process, whereas writing data to a RAM
chip is a faster process.
A RAM chip can store multiple gigabytes (GB) of data, up to 16 GB or more
per chip. A ROM chip typically stores only several megabytes (MB) of data,
up to 4 MB or more per chip.
Computer ROM
A good example of ROM in the computer is the computer BIOS, a PROM chip
that stores the programming needed to begin the initial computer start up
process. Using a non-volatile storage is the only way to begin the startup
process for computers and other devices that use a similar start up process.
ROM chips are also used in gaming system cartridges, like the original
Nintendo, Gameboy, Sega Genesis, and a number of others. The game
cartridge stores the game programming on a ROM chip that is read by the
game console when the cartridge is inserted into the console.
Computer RAM
Alternatively referred to as main memory, primary memory, or system
memory, Random Access Memory (RAM) is a hardware device that allows
information to be stored and retrieved on a computer.
RAM chips are also used in computers, as well as other devices, to store
information and run programs on the computer because RAM is one of the
fastest types of memory in your computer. For example, the Internet
browser you are using to read this page has been loaded into memory and is
running from memory. However, as mentioned earlier, any information
stored in the RAM chip is lost if the computer is turned off or loses power.
Basic operations of a computer
1
Inputting
- The process of entering the data and instruction in the computer system.2.
Processing
- Performing arithmetic operations or logical on data to convert them into
useful information3.
Outputting
- The process of producing the useful information or result for the user such
as a printed report or visual display4.

Storing
- Storing data and instruction to make them readily available for initial
or additional processing whenever required.5.
Controlling
- Directing the manner or sequence in which all of the above operation
are performed.

Computer - How to Buy?

This chapter gives the following information:

In this guide, we'll help you to buy a desktop on component by component

basis.

As desktops are highly customizable, so it is better to learn about main parts

and then go to manufacturer or retailer shop or site instead of looking at some
specific model directly.

Popular desktop brands are Dell, Lenovo, HP and Apple.

Compare the desktops based on their specifications and base price.

Monitor

Size - It is the diagonal size of the LCD screen. Larger the area, bigger the
picture screen. A bigger picture is preferable for movie watching and gaming. It
will increase productivity as well.

Resolution - This is the number of pixels on the screen. For example, 24-inch
display is 1920x1200 (width by length) and 22-inch display which is 1680x1050.
High resolution provides better picture quality and a nice gaming experience.

Inputs - Now-a-days monitors can accept inputs from cable as well apart from
computer. They also can have USB ports.

Stand - Some monitors come with adjustable stands while some may not.

Recommended - 24 Inch LCD.

Optical Drive (CD / DVD / Blu-ray)

Optical drive is the drive on a computer which is responsible for using CD, DVD
and Blu-ray discs.

Now-a-days, DVD burners are industry standards.

DVD Burner can burn CD, DVD and play them.

DVD Burner is cheaper than Blu-ray drives.

Blu-ray drives can play HD movies but are costlier component.

Recommended - DVD Burner.

Memory

RAM is considered as Computer Memory as performance of a computer is

directly proportional to its memory and processor.

Today's software and operating system require high memory.

Today commonly used RAM is DDR3 which operates at 1066Mhz

As per Windows 7, 1 GB is the minimum RAM required to function properly.

Recommended - 4 GB.

Hard Drive

Hard disk is used for storage purpose. Higher the capacity, more data you can
save in it.

Now-a-days computers are equipped with 500GB hard drive which can be
extended to 2TB.

Most hard drives in desktop operate at the standard performance speed of

7200RPM.

Recommended - 500GB.

CPU

Frequency (GHz) - This determines speed of the processor. More the speed,
better the CPU.

Cores - Now-a-days CPUs come with more than one core, which is like having
more than one CPU in the computer. Programs which can take advantage of
multi-core environment will run faster on such machines.

Brand - Intel or AMD. Both are equivalent. Intel is in lead.

Cache - Higher the L1, L2 cache, better the CPU performance

Recommended - Intel Core i3 i3-3225 3.30 GHz Processor.

TOPIC TWO

Microsoft Office Word 2010 allows you to create and edit personal and
business documents, such as letters, reports, invoices, emails and books.
By default, documents saved in Word 2010 are saved with the .docx
extension. Microsoft Word can be used for the following purposes:

To create business documents having various graphics including pictures, charts,

and diagrams.

To store and reuse ready-made content and formatted elements such as cover
pages and sidebars.

To create letters and letterheads for personal and business purpose.

To design different documents such as resumes or invitation cards etc.

To create a range of correspondence from a simple office memo to legal copies

and reference documents.

Following is the basic window which you get when you start word
application. Let us understand various important parts of this window.

File Tab:
The File tab replaces the Office button from Word 2007. You can click it to
check Backstage view, which is the place to come when you need to open
or save files, create new documents, print a document, and do other filerelated operations.

Quick Access Toolbar:

This you will find just above the File tab and its purpose is to provide a
convenient resting place for the Word most frequently used commands. You
can customize this toolbar based on your comfort.

Ribbon:

Ribbon contains commands organized in three components:

Tabs: They appear across the top of the Ribbon and contain groups of related
commands. Home, Insert, Page Layout are example of ribbon tabs.

Groups: They organize related commands; each group name appears below the
group on the Ribbon. For example group of commands related to fonts or or
group of commands related to alignment etc.

Commands: Commands appear within each group as mentioned above.

Title bar:
This lies in the middle and at the top or the window. Title bar shows the
program and document titles.

Rulers:
Word has two rulers - a horizontal ruler and a vertical ruler. The horizontal
ruler appears just beneath the Ribbon and is used to set margins and tab
stops. The vertical ruler appears on the left edge of the Word window and is
used to gauge the vertical position of elements on the page.

Help:
The Help Icon can be used to get word related help anytime you like. This
provides nice tutorial on various subjects related to word.

Zoom Control:

Zoom control lets you zoom in for a closer look at your text. The zoom
control consists of a slider that you can slide left or right to zoom in or out, .
and + buttons you can click to increase or decrease the zoom factor.

View Buttons:
The group of five buttons located to the left of the Zoom control, near the
bottom of the screen, lets you switch among Word's various document
views.

Print Layout view: This displays pages exactly as they will appear when
printed.

Full Screen Reading view: This gives a full screen look of the document.

Web Layout view: This shows how a document appears when viewed by a Web
browser, such as Internet Explorer.

Outline view: This lets you work with outlines established using Word.s
standard heading styles.

Draft view: This formats text as it appears on the printed page with a few
exceptions. For example, headers and footers aren't shown. Most people prefer
this mode.

Document Area:
The area where you type. The flashing vertical bar is called the insertion
pointand it represents the location where text will appear when you type.

Status Bar:
This displays document information as well as the insertion point location.
From left to right, this bar contains the total number of pages and words in
the document, language etc.
You can configure the status bar by right-clicking anywhere on it and by
selecting or deselecting options from the provided list.

Dialog Box Launcher:

This appears as very small arrow in the lower-right corner of many groups
on the Ribbon. Clicking this button opens a dialog box or task pane that
provides more options about the group.
Getting to the Backstage View is easy: Just click the File tab, located in the
upper-left corner of the Word Ribbon. If you already do not have any
opened document then you will see a window listing down all the recently
opened documents as follows:

If you already have an opened document then it will display a window

showing detail about the opened document as shown below. Backstage view
shows three columns when you select most of the available options in the
first column.

First column of the backstage view will have following options:

Option

Description

Save

If an existing document is opened, it would be saved as is,

otherwise it will display a dialogue box asking for document name.

Save As

A dialogue box will be displayed asking for document name and

document type, by default it will save in word 2010 format with
extension .docx

Open

This option will be used to open an existing word document.

Close

This option will be used to close an opened document.

Info

This option will display information about the opened document.

Recent

This option will list down all the recently opened documents

New

This option will be used to open a new document.

Print

This option will be used to print an opened document.

Save &
Send

This option will save an opened document and will display options to
send the document using email etc.

Help

You can use this option to get required help about word 2010.

Options

Use this option to set various option related to word 2010.

Exit

Use this option to close the document and exit.

Document Information:
When you click Info option available in the first column, it displays the
following information in the second column of the backstage view:

Compatibility Mode: If the document is not a native Word 2007/2010

document, a Convert button appears here, enabling you to easily update its
format. Otherwise, this category does not appear.

Permissions: You can use this option to protect your word document. You can
set a password so that nobody can open your document, or you can lock the
document so that nobody can edit your document.

Prepare for Sharing: This section highlights important information you should
know about your document before you send it to others, such as a record of the
edits you made as you developed the document.

Versions: If the document has been saved several times, you may be able to
access previous versions of it from this section.

Document Properties:

When you click Info option available in the first column, it displays various
properties in the third column of the backstage view. These properties
include document size, number of pages in the document, total number of
words in the document author etc.
You can also edit various properties. Just try to click on the property value
and if property is editable then it will display a text box where you can add
your text like title, tags, comments, Author.

Exit Backstage View:

It is simple to exit from Backstage View. Either click on File tab or press
Esc button on the keyboard to go back in word working mode.
Document area is the area where where you type your text. The flashing
vertical bar is called the insertion point and it represents the location where
text will appear when you type.
So just keep your mouse cursor at the text insertion point and start typing
whatever text you would like to type. I typed only two word "Hello Word" as
shown below. The text appears to the left of the insertion point as you type:

There are following two important points which would help you while typing:

You do not need to press Enter to start a new line, as the insertion point reaches
the end of the line, Word automatically starts a new one. You would need to
press enter if you want to have a new paragraph.

When you want to add more than one space between words, use the Tab key
instead of the spacebar. This way you can properly align text when you use
proportional fonts.

Moving with Mouse:

You can easily move the insertion point by clicking in your text anywhere on
the screen. Sometime if document is big then you can not see a place

where you want to move. In such situation you would have to use the scroll
bars, as shown in the following screen shot:

You can scroll your document by rolling your mouse wheel, which is
equivalent to clicking the up-arrow or down-arrow buttons in the scroll bar.

Moving with Scroll Bars:

As shown in the above screen capture, there are two scroll bars: one for
moving vertically within the document, and one for moving horizontally.
Using the vertical scroll bar, you may:

Move upward by one line by clicking the upward-pointing scroll arrow.

Move downward by one line by clicking the downward-pointing scroll arrow.

Move one next page, using next page button (footnote).

Move one previous page, using previous page button (footnote).

Use Browse Object button to move through the document, going from one
chosen object to the next.

Moving with Keyboard:

The following keyboard commands, used for moving around your document,
also move the insertion point:
Keystroke

Where the Insertion Point Moves

Forward one character

Back one character

Up one line

Down one line

PageUp

To the previous screen

PageDown

To the next screen

Home

To the beginning of the current line

End

To the end of the current line

You can move word by word or paragraph by paragraph. You would have to
hold down the Ctrl key while pressing an arrow key, which moves the
insertion point as described here:
Key Combination

Where the Insertion Point Moves

Ctrl +

To the next word

Ctrl +

To the previous word

Ctrl +

Ctrl +

To the start of the previous paragraph

To the start of the next paragraph

Ctrl + PageUp

To the previous browse object

Ctrl + PageDown

To the next browse object

Ctrl + Home

To the beginning of the document

Ctrl + End

To the end of the document

Shift + F5

To the last place you changed in your document.

Saving New Document:

Once you are done with typing in your new word document, it is time to
save your document to avoid losing work you have done on a Word
document. Following are the steps to save an edited word document:
Step (1): Click the File tab and select Save As option.

Step (2): Select a folder where you would like to save the document, Enter
file name which you want to give to your document and Select a Save as
type, by default it is .docx format.

Step (3): Finally, click on Save button and your document will be saved
with the entered name in the selected folder.

Saving New Changes:

There may be a situation when you open an existing document and edit it
partially or completely, or even you would like to save the changes in
between editing of the document. If you want to save this document with
the same name then you can use either of the following simple options:

Just press Ctrl + S keys to save the changes.

Optionally you can click on the floppy icon available at the top left corner and
just above the File tab. This option will also save the changes.

You can also use third method to save the changes, which is Saveoption
available just above the Save As option as shown in the above screen capture.

If your document is new and it was never saved so far, then with either of
the three options, word would display you a dialogue box to let you select a
folder, and enter document name as explained in case of saving new
document.

Using the keyboard:

Keyboard provides very good support when you want to select various
components of the document as described in the following table:
SN

Key & Selection Method Selecting Text

Ctrl + A
Press Ctrl + A keys to select the entire document.

Shift

Keep pressing Sift key and use any of the arrow keys to select the text.
3

F8
Press F8 and then use any of the arrows keys to select the text.

Ctrl + Shift + F8
Press Ctrl + Shift + F8 and then use any of the arrows keys to select
column of the text.

Using Backspace & Delete Keys:

The most basic deletion technique is to delete characters one at a time by
pressing either backspace or delete keys. Following table describes how you
can delete single character or whole word by using either of these two keys:
SN

Keys & Deletion Methods

Backspace
Keep the insertion point just after the character you want to delete and
press backspace key. Word deletes the character immediately to the left of
the insertion point.

Ctrl + Backspace
Keep the insertion point just after the word you want to delete and
pressCtrl + Backspace key. Word deletes the whole word immediately to
the left of the insertion point.

Delete
Keep the insertion point just before the character you want to delete and
press delete key. Word deletes the character immediately to the right of the

insertion point.
4

Ctrl + Delete
Keep the insertion point just before the word you want to delete and
press Ctrl + Delete key. Word deletes the word immediately to the right of
the insertion point.

Using Selection Method:

You have learnt how to select various parts of a word document. You can
make use of that learning to delete those selected parts as described in the
following table:
SN

Component Selection & Delete Methods

Deleting text between two points

Click at the start of the block of text, hold down Shift, and click at the end
of

the

block

to

select

the

text

and

finally

press

either backspace ordelete key.

2

Deleting a single word

Simply double click anywhere on the word you want to delete and finally
press either backspace or delete key.

Deleting a paragraph
Simply triple click anywhere on the paragraph you want to delete and finally
press either backspace or delete key.

Deleting a sentence

Hold down Ctrl key and click anywhere in the sentence you want to delete
and finally press either backspace or delete key.
5

Deleting a column of text

Hold down Alt, click and hold the mouse button, and drag over the column
you want to delete and finally press either backspace or deletekey.

Deleting a line
Bring your mouse in selection bar area and click in front of the line you want
to delete and finally press either backspace or delete key.

Deleting entire document content

Press Ctrl + A keys to delete the entire document and finally press
either backspace or delete key.

Step (2): At second step, you have various options available to copy the
selected text in clipboard. Just use any one of them which you like most:

Using Mouse Right Click: If right click on the selected text, it will
display copy option, just click this option to copy the selected content in
clipboard.

Using Ribbon Copy Button: After selecting a text, you can use copy button
available at the ribbon to copy the selected content in clipboard.

Using Ctrl + c Keys: After selecting a text, just press Ctrl + c keys to copy the
selected content in clipboard.

Step (3): Finally click at the place where you want to copy selected text
and use either of these two simple options:

Using Ribbon Paste Button: Just click paste button available at the ribbon to
paste the copied content at the desired location.

Using Ctrl + v Keys: This is simplest way of pasting the content. Just
press Ctrl + v keys to paste the content at the new location.

Note: You can repeat paste operation as many times as you like to paste
the same content.

Cut & Paste Operation:

Cut operation will cut the content from its original place and move the
content from its original location to a new desired location. Following is the
procedure to move the content in word:
Step (1): Select a portion of the text using any of the text selection
methods.

Step (2): At second step, you have various options available to cut the
selected text and put it in clipboard. Just use any one of them which you
like most:

Using Mouse Right Click: If right click on the selected text, it will
display cut option, just click this option to cut the selected content and keep it
in clipboard.

Using Ribbon Cut Button: After selecting a text, you can use cut button
available at the ribbon to cut the selected content and keep it in clipboard.

Using Ctrl + x Keys: After selecting a text, just press Ctrl + x keys to cut the
selected content and keep it in clipboard.

Step (3): Finally click at the place where you want to move the selected
text and use either of these two simple options:

Using Ribbon Paste Button: Just click paste button available at the ribbon to
paste the content at the new location.

Using Ctrl + v Keys: This is simplest way of pasting the content. Just
press Ctrl + v keys to paste the content at the new location.

Note: You can repeat paste operation as many times as you like to paste
the same content.

Copy, Cut & Paste in different documents:

You can use the same procedure what we have discussed above to copy and
paste or cut and paste content form one document to another document.
Procedure is very simple, just copy or cut the desired content from one
document and go into another document where you want to paste the
content and use mentioned step to paste the content.
You can use Alt + Tab keys to switch through the different documents and
select the desired destination document.

nsert Special Symbols:

Here is the simple procedure to apply zoom-in or zoom-out operation using
view tab:

Step (1): To insert a special symbol, bring your cursor at the place where
you want to insert the symbol. Click the Insert tab. You will find two
options under symbol button (a) Equation and (b) Symbols. Click either
of these two options based on your requirement. You would use equations
while preparing mathematical or scientific or any similar document. For now
I'm going to clickSymbol button which is shown below.

Step (2): When you click Symbol button, a small list of symbols will
appear as shown below.

Step (3): Now click on any of the available symbols in the box to insert
that in your document at the selected location. If you do not find desired
symbol in this small box then you can click at More Symbols option to
have a wide range of symbols as shown below in the symbol dialog box. You
can select any of the symbol and then click Insert button to insert the
selected symbol.

Assign Shortcut Key:

You can assign a keyboard shortcut to type any of the available symbol.
Following are the steps to assign Ctrl + Q key to insert symbol which is
one of the available symbol in the special symbols list:
Step (1): Assume you already have following symbol dialog box opened.

Step (2): Click the symbol for which you like to assign shortcut key. Next
clickShortcut Key button which will display following Customize
Keyboard dialog box.

Step (3): Now type the selected shortcut key in the shortcut key box. You
press Ctrl + Q and then click Assign button to assign the shortcut key. You
will see that chosen key will be added in the list of assigned keys. Finally
use Closebutton to close the dialog box.
Step (4): Now try to type Ctrl + Q using keyboard directly and you will
find that you are able to type symbol without going into symbol dialog
box.

icrosoft word provides two important features called Undo, which is used to
undo the previous action and second one is Repeat or Redo, which is used
to repeat the previous action.
For example, If you mistakenly delete text, you can use the Undo feature
to recover it, similar way if delete a character and you want to delete more
characters then you can use Repeat operation.

How to use Undo & Repeat operations:

You can access the Undo and Repeat buttons from the Quick Access toolbar.
You should make a note that Repeat button also called Redo button and
both operations have same meaning.

Here is the simple procedure to apply undo or repeat (redo) operations:

Step (1): Let us type some text in a blank document as I have typed
above. Now click Repeat (Redo) button and you will see that word would
repeat the same operation for you.

Step (2): Now to examine undo operation, let us delete last

word operationcharacter by character so that you have following text
remaining in the line.

Step (3): Let us try to click Undo button one by one. You will see that
work would recover all the deleted characters one by one after performing
few undo operations.

Shortcuts to use Undo & Repeat operations:

Though you can access the Undo and Repeat commands from the Quick
Access toolbar, but because these commands are the most frequently used
commands, so I would recommend to memorize their keyboard shortcuts
which are as follows:
Shortcuts

Operation

Ctrl + Z

Undoes the previous action.

Ctrl + Y

Repeats the previous action.

Note that if the previous action was Undo, Ctrl+Y redoes the undone action.
icrosoft word allows you to use different fonts with different size. You can
change your document's appearance by changing the fonts and their size.
Usually you use different fonts for paragraphs and headings. So it is

important to learn how to use different fonts. This chapter will teach you
how to change a font and its size using simple steps.

Change the Font Type & Size:

Let me give a brief idea about font buttons which we are going to use in this
tutorial. Here is a screen capture to show you few font related buttons.

Step (1): Select the text that you want to change to a different font and
clickHome tab. Now click Font Type button to list down all the fonts
available as shown below.

Step (2): Try to move mouse pointer over different fonts listed. You will see
that text font changes when you move mouse pointer over different fonts.
You can use Font Scroll Bar to display more fonts available. Finally select a
desired font by clicking over the font name in the list. I selected MV Boli for
my sample text.

Step (3): Similar way, to change the font size, click over the Font
Size button which will display a font size list. You will use same procedure
to select a desired font size what you have used while selecting a font type.

Use Shrink and Grow Buttons:

You can use a quick way to reduce or enlarge the font size. As shown in first
screen capture, Shrink Font button can be used to reduce the font size
whereas Grow Font button can be used to enlarge font size.

Try to click either of these two buttons and you will see the effect. You can
click a single button multiple times to apply the effect. Each time you click
either of the buttons, it will enlarge or reduce the font size by 1 point.

Clear Formatting Options:

All of the setting can be reset to the plain text, or the default formatting. To
reset text to default settings:
Step (1): Select the text that you want to reset.
Step (2): Click Clear Formatting button in the Home tab Font group, or
simply use Ctrl + SPACEBAR.

This chapter will teach you how to decorate your text in Microsoft word
2010. When I'm saying decorate, it means decorate by making it in italic
shape, underlining the text or making it bold to look more fancy. Finally we
will see how we can strikethrough a text.

Making text bold:

A bold text appears with heavy weight and dark ink and we use bold text to
give more emphasis on the sentence. This is very simple to change selected
text into bold font by following two simple steps:
Step (1): Select the text that you want to change to a bold font. You can
use any of the text selection method to select the text.
Step (2): Click Font Bold [ B ] button in the Home tab Font group, or
simply use Ctrl + B keys to make selected text bold.

Making text Italic:

An italic text appears with a small inclination and we use italicized text to
differentiate to differentiate it from other text. This is very simple to change
selected text into italic font by following two simple steps:
Step (1): Select the text that you want to change to a bold font. You can
use any of the text selection method to select the text.
Step (2): Click Font Italic [ I ] button in the Home tab Font group, or
simply use Ctrl + I keys to convert text in italic font.

Underline the Text:

An underlined text appears with an underline and we use underlined text to
make it more distinguished from other text. This is very simple to change
selected text into underlined font by following two simple steps:
Step (1): Select the text that you want to change to a bold font. You can
use any of the text selection method to select the text.
Step (2): Click Font Underline [ U ] button in the Home tab Font group,
or simply use Ctrl + U keys to put an underline under the text.

Strikethrough the Text:

Strikethrough text will look like a line has been drawn through its middle. A
strikethrough text indicates that it has been deleted and not any more
required. This is very simple to change selected text into strikethrough font
by following two simple steps:
Step (1): Select the text that you want to change to a bold font. You can
use any of the text selection method to select the text.
Step (2): Click Font Strikethrough [ abc ] button in the Home tab Font
group to put a line in the middle of the text which is called strikethrough the
text.

hange Text to Sentence Case:

A sentence case is the case where first character of every sentence is
capitalized. This is very simple to change selected text into sentence case
by following two simple steps:
Step (1): Select the text that you want to change to a bold font. You can
use any of the text selection method to select the text.
Step (2): Click the Change Case button and then select Sentence
Caseoption to capitalize the first character of every selected sentence.

Change Text to Lowercase:

A lowercase: is the case where every word of a sentence is in lowercase.
This is very simple to change selected text into lowercase by following two
simple steps:
Step (1): Select the text that you want to change to a bold font. You can
use any of the text selection method to select the text.
Step
(2): Click
the Change
Case button
and
select Lowercase option to display all selected words in lowercase.

then

Change Text to Uppercase:

An uppercase is the case where every word of a sentence is in uppercase.
This is very simple to change selected text into uppercase by following two
simple steps:
Step (1): Select the text that you want to change to a bold font. You can
use any of the text selection method to select the text.
Step
(2): Click
the Change
Case button
and
then
select UPPERCASE option to display all selected words in all caps. All
characters of every selected word will be capitalized.

Change Text to Capitalize:

A capitalize case is the case where every first character of every selected
word is in capital. This is very simple to change selected text into capitalize
by following two simple steps:
Step (1): Select the text that you want to change to a bold font. You can
use any of the text selection method to select the text.
Step (2): Click the Change Case button and then select Capitalize Each
Word option to put a leading cap on each selected word.

Toggle the Text:

Toggle operation will change the case of every character in reverse way. A
capital character will become lower case and lower case characteter will
become upper case. This is very simple to toggle case of the text by
following two simple steps:
Step (1): Select the text that you want to change to a bold font. You can
use any of the text selection method to select the text.
Step (2): Click the Change Case button and then select tOGGLE
cASE option to change all lowercase words into uppercase and uppercase
words into lowercase.

his chapter will teach you how to change text colors and how to mark text
which should look like it was marked with a highlighter pen. Finally we will
learn how to apply different effects on a text.

Change Font Colors:

By default any typed text comes in black color, but you can change your
font color to any of the color which can imagine. This is very simple to
change text color by following two simple steps:
Step (1): Select the text that you want to change to a bold font. You can
use any of the text selection method to select the text.
Step (2): Click the Font Color button triangle to display a list of colors. Try
to move your mouse pointer over different colors and you will see text color
will change automatically. You can select any of the colors available by
simply clicking over it.

If you click at the left portion of the Font Color button, then already
selected color will be applied to the text, so you would have to click over
small triangle to display a list of colors.

If you do not find a color of your choice, you can use More Colors option to
display color pallet box which allows you to select a color from range of
millions of colors.

Highlight Text with Colors:

You can highlight a selected text using any color and it will look like it was
marked with a highlighter pen. Usually we highlight a text using yellow
color. This is very simple to highlight a text with a color by following two
simple steps
Step (1): Select the text that you want to change to a bold font. You can
use any of the text selection method to select the text.
Step (2): Click the Text Highlight Color button triangle to display a list of
colors. Try to move your mouse pointer over different colors and you will

see text color will change automatically. You can select any of the colors
available by simply clicking over it.
If you click at the left portion of the Text Highlight Color button, then
already selected color will be applied to the text, so you would have to click
over small triangle to display a list of colors.

Apply Text Effects:

Microsoft word provides a list of text effect which will beautify the
document, specially cover page or headings of the document. This is very
simple to apply various text effects by following two simple steps:
Step (1): Select the text that you want to change to a bold font. You can
use any of the text selection method to select the text.
Step (2): Click the Text Effect button to display a list of effects including
shadow, outline, glow, reflection etc. Try to move your mouse pointer over
different effects and you will see text effect will change automatically. You
can select any of the text effect available by simply clicking over it.

ere are four types of paragraph alignment are available in Microsoft Word
left-aligned, centered, right-aligned, and justified.

Left Aligned Text:

A paragraph's text will be said left aligned if it is aligned with left margin.
Here is a simple procedure to make a paragraph text left aligned.
Step (1): Click anywhere on the paragraph you want to align and
click Align Text Left button available on Home tab or simply press Ctrl +
L keys.

Center Aligned Text:

A paragraph's text will be said center aligned if it is in the center of the left
and right margins. Here is a simple procedure to make a paragraph text
center aligned.

Step (1): Click anywhere on the paragraph you want to align and
click Centerbutton available on Home tab or simply press Ctrl + E keys.

Right Aligned Text:

A paragraph's text will be said right aligned if it is aligned with right margin.
Here is a simple procedure to make a paragraph text right aligned.
Step (1): Click anywhere on the paragraph you want to align and
click Align Text Right button available on Home tab or simply press Ctrl
+ R keys.

Justify Aligned Text:

A paragraph's text will be said justify aligned if it is aligned with both left
and right margins. Here is a simple procedure to make a paragraph text
justify aligned.
Step (1): Click anywhere on the paragraph you want to align and
click Justifybutton available on Home tab or simply press Ctrl + J keys.

When you click Justify button, it displays four options, justify, justify low,
justify high and justify medium. You need to select only justify option.
Difference between these options is that low justify creates little space
between two words, medium creates a bit more space and high creates
maximum space between two words to justify the text.
ere are four types of paragraph alignment are available in Microsoft Word
left-aligned, centered, right-aligned, and justified.

Left Aligned Text:

A paragraph's text will be said left aligned if it is aligned with left margin.
Here is a simple procedure to make a paragraph text left aligned.
Step (1): Click anywhere on the paragraph you want to align and
click Align Text Left button available on Home tab or simply press Ctrl +
L keys.

Center Aligned Text:

A paragraph's text will be said center aligned if it is in the center of the left
and right margins. Here is a simple procedure to make a paragraph text
center aligned.
Step (1): Click anywhere on the paragraph you want to align and
click Centerbutton available on Home tab or simply press Ctrl + E keys.

Right Aligned Text:

A paragraph's text will be said right aligned if it is aligned with right margin.
Here is a simple procedure to make a paragraph text right aligned.
Step (1): Click anywhere on the paragraph you want to align and
click Align Text Right button available on Home tab or simply press Ctrl
+ R keys.

Justify Aligned Text:

A paragraph's text will be said justify aligned if it is aligned with both left
and right margins. Here is a simple procedure to make a paragraph text
justify aligned.
Step (1): Click anywhere on the paragraph you want to align and
click Justifybutton available on Home tab or simply press Ctrl + J keys.
As you know margin settings determine the blank space that appears on
each side of a paragraph. You can indent paragraphs in your document from
the left margin, the right margin, or both margins. This chapter will teach
you how to indent your paragraphs with or without first line of the
paragraphs.

Left Indentation:

Left indentation means to move the left edge of the paragraph inward
towards the center of the paragraph. Let us use the following steps to
create left indentation.
Step (1): Click anywhere on the paragraph you want to indent left and
clickIncrease Indent button available on Home tab or simply press Ctrl +
Mkeys. You can click multiple times to create deeper indentation.

Step (2): You can remove left indentation by clicking Decrease

Indent button available on Home tab or simply press Ctrl + Shift+
M keys. You can click multiple times remove deeper indentation.
You can also use to Paragraph Dialog Box to set left and right
indentations. We will see this dialog box in last section of this chapter.

Right Indentation:
Right indentation means to move the right edge of the paragraph inward
towards the center of the paragraph. Let us use the following steps to
create right indentation.

Step (1): Click anywhere on the paragraph you want to indent right and
clickIncrease Right Indent spinner available on Page Layout tab. You
can click multiple the spinner times to create deeper indentation. You can
use Left Indent spinners as well to set left indentation from the same
place.

Step (2): You can remove right indentation by clicking the Decrease
Right Indent spinner in opposite direction.
You can also use to Paragraph Dialog Box to set left and right
indentations. We will see this dialog box in the next section.

First Line Indentation:

You can move the left side of the first line of a paragraph inward toward the
center. Let us see the procedure to perform first line indentation.

Step (1): Click anywhere on the paragraph you want to indent right and
click the Paragraph Dialog Box Launcher available on Home tab.
Step (2): Click Before Text spinner to set left indentation and select First
Line Option to move the left side of the first line of a paragraph inward
toward the center. You can control the movement by setting Indentation
Unit. A preview box will give idea no the indentation status.

Hanging Indentation:
You can move the left side of the first line of a paragraph leftward, away
from the center which is called hanging indentation. Let us see the
procedure to perform hanging indentation.
Step (1): Click anywhere on the paragraph you want to indent right and
click the Paragraph Dialog Box Launcher available on Home tab.

Step (2): Click Before Text spinner to set left indentation and
select Hanging Option to move the left side of the first line of a paragraph
leftward, away from the center. You can control the movement by
setting Indentation Unit. A preview box will give idea no the indentation
status.

You can use After Text spinner to set the right indentation. You can try it
yourself.
Microsoft word provides bullets and numbers to put a list of items in a nice
order. This chapter will teach you simple steps to create either of the
bulleted or numbered lists in simple steps.

Create a List from Existing Text:

This is very simple to convert a list of lines into a bulleted or numbered list.
Following are the simple steps to create either bulleted list or numbered list.
Step (1): Select a list of text to which you want to assign bullets or
numbers. You can use any of the text selection method to select the text.
Step (2): Click the Bullet Button triangle to display a list of bullets you
want to assign to the list. You can select any of the bullet style available by
simply clicking over it.

Step (3): If you are willing to create a list with numbers then click
theNumbering Button triangle instead of bullet button to display a list of
numbers you want to assign to the list. You can select any of the numbering
style available by simply clicking over it.

Create a List as You Type:

You can create a bulleted list as you type. Word will automatically format it
according to your text. Following are the simple steps to create bulleted list
as you type.
Step (1): Type *, and then either press the SPACEBAR or press TAB key,
and then type the rest of what you want in the first item of the bulleted list.
Step (2): When you are done with typing, press Enter to add the item in
the list automatically and go to add next item in the list.
Step (3): Repeat Step 2 for each list item.

You can create a numbered list as you type. Word will automatically format
it according to your text. Following are the simple steps to create numbered
list as you type.
Step (1): Type 1, and then either press the SPACEBAR or press TAB key,
and then type the rest of what you want in the first item of the numbered
list.
Step (2): When you are done with typing, press Enter to add the item in
the list automatically and go to add next item in the list.
Step (3): Repeat Step 2 for each list item.

You can create sub-lists which are called multi-lists. This is simple to create
sub-lists, just press Tab key to put items in sub-list. You can try it yourself.
A line spacing is the distance between two lines in a Microsoft Word
document. You can increase or decrease this distance as per your
requirement by following few simple steps. This chapter will explain how to
set distance between two lines as well as how to set distance between two
paragraphs.

Spacing between Lines:

Following are the simple steps to adjust spacing between two lines of the
document.
Step (1): Select the paragraph or paragraphs for which you want to define
spacing. You can use any of the text selection method to select the
paragraph(s).

Step (2): Click the Line and Paragraph Spacing Button triangle to
display a list of options to adjust space between the lines. You can select
any of the option available by simply clicking over it.

Spacing between Paragraphs:

You can also set distance between two paragraphs. Following are the simple
steps to set this distance.
Step (1): Select the paragraph or paragraphs for which you want to define
spacing and click the Paragraph Dialog Box Launcher available on Home
tab.
Step (2): Click Before spinner to increase or decrease the space before
the selected paragraph. Similar way click After spinner to increase or
decrease the space after the selected paragraph. Finally click OK button to
apply the changes.

You can use Line Spacing option available at the dialog box to set line
spacing as we have seen in previous example. You can try it yourself.
Microsoft Word allows you to place a border on any or all of the four sides of
selected text, paragraphs, and pages. You can also add many type of
shading to the space occupied by selected text, paragraphs, and pages. This
chapter will teach you how to add any of the borders ( left, right, top or
bottom) around a text or paragraph or a page and how to add different
shadows to them.

Add Borders To Text:

Following are the simple steps to add border to any text or paragraph.

Step (1): Select the text or paragraph to which you want to add border.
You can use any of the text selection method to select the paragraph(s).
Step (2): Click the Border Button to display a list of options to put a
border around the selected text or paragraph. You can select any of the
option available by simply clicking over it.

Step (3): Try to add different borders like left, right top or bottom by
selecting different options from the border options.

Step (4): To delete the existing border, simply select No Border option
from the border options.
Note: You can add a horizontal line by selecting Horizontal Line option
from the border options. Otherwise yype --- (three hyphens) and press
ENTER. A single, light horizontal line will be created between the left and
right margins.

Add Borders To Page:

You can add borders of your choice to word pages by following the simple
steps given below.
Step (1): Click the Border Button to display a list of options to put a
border. Select Border and Shading option available at the bottom of list of
the options as shown in above screen capture. This will display a Border
and Shadingdialog box. This dialog box can be used to set borders and
shading around a selected text or page borders.

Step (2): Click Page Border tab which will display a list of border settings,
styles and options whether this border should be applied to the whole
document or just one page or first page.
Step (3): You can use Preview section to disable or enable left, right , top
or bottom borders of the page. Follow the given instruction in preview
section itself.
Step (4): You can customize your border by setting its color, width by using
different art available under style section.

You can have similar or even better borders as given below.

Add Shades To Text:

Following are the similar steps to add shades on a selected text or a
paragraph(s).
Step (1): Click the Border Button to display a list of options to put a
border. Select Border and Shading option available at the bottom of list of
the options as shown in above screen capture. This will display a Border
and Shadingdialog box. This dialog box can be used to set borders and
shading around a selected text or page borders.

Step (2): Click Shading tab which will display options to select fill,
color andstyle and whether this border should be applied to Paragraph or
Text.
Step (3): You can use Preview section to have an idea about the expected
result. Once you are done, click OK button to apply the result.

Microsoft Word tabs help in setting up information properly within a column.

Word enables you to set left, center, right, decimal, or bar tabs to line up
columnar information. By default, Word places tabs every .5 inch across the
page between the left and right margins.
Tab

Description

Left

Left-aligns text at tab stop and this is the default tab.

Center

Centers text over tab stop.

Right

Right-aligns text at tab stop.

Decimal

Aligns numbers at decimal point over tab stop.

Bar

Creates a bar to separate the text.

Setting a Tab:
Following are the simple steps to set center and right tabs in a word
document. You can use similar steps but different tabs to setup decimal and
bar tabs.
Step (1): Type some text that you want to line up with tab stops. Press
theTab key only once between each column of information you to want to
line up. I typed following three lines

Step (2): Select a tab type using Tab Button, let's say center tab and
finally select the paragraph or paragraphs whose tabs you want to set. Next
click the ruler where you want the tab to appear, a tab will appear at the
ruler where you just clicked and selected text will be adjusted in the center.

Step (3): Now select right tab using Tab Button and click the ruler at the
right side where you want to align text at right side. A right tab will appear
at the ruler where you just clicked and selected text will be right aligned.

Moving a Tab:

You can move an already set tab at a particular location by following the
simple steps.
Step (1): Click just before the line for which you want to change the tab
setting. Drag the tab sign available at the ruler to the left or right.

Step (2): A vertical line marks its position as you drag and when you click
and drag a tab, the text moves with the tab.

Margins are the space between the edge of the paper and the text. You can
adjust the right, left, top, and bottom margins of your document. By
default, Word sets all margins left, right, top, and bottom to 1 inch.
Below, I have shown top, left and right margins, if you will type complete
page, word will leave 1 inch bottom margin as well.

Adjust Margins:
Following are the simple steps which will be used to set margins for an
opened document.
Step (1): Open the document whose margins you want to set. If you want
the margins to apply only to a selected part of a document, select that part
now.
Step (2): Click the Page Layout tab, and click Margins button in the
Page Setup group. This will display a list of options to be selected but you
have to click Custom Margins option available at the bottom.
You can also select any of the predefined margins from the list, but using
custom margins option you will have more control on all the settings.

Step (3): You will have to display a Page Dialog Box as shown below
where you can set top, left, right and bottom margins under
the Margins tab. SelectApply to: option to apply the margin on selected
text or complete document.

Step (4): If you are going to bind the document and want to add an extra
amount of space on one edge for the binding, enter that amount in
the Guttertext box, and select the side the gutter is on with the Gutter
Position drop-down list. After setting all the desired values for all the
margins, click OK button to apply the margins.
Headers and footers are parts of a document that contain special
information such as page numbers and the total number of pages, the
document title, company logo, any photo etc. The header appears at the top
of every page, and the footer appears at the bottom of every page.

Add Header and Footer:

Following are the simple steps to add header and footer in a word
document.

Step (1): Click the Insert tab, and click either Header button or Footer
button whatever you want to add first. Assume you are going to add
Header, so when you click Header button it will display a list of built-in
Headers from where you can choose any of the headers by simply clicking
on it.

Step (2): Once you select any of the headers, it will be applied to the
document in editable mode and the text in your document will appear
dimmed,Header and Footer buttons appear on the Ribbon and a Close
Header and Footer button will also appear at the top-right corner.

Step (3): Finally you can type your information whatever you want to have
in your document header and once you are done, click Close Header and
Footerto come out of header insertion mode. You will see final result as
follows.

You can follow a similar procedure to add footer in your document.

Edit Header and Footer:

Follow the following simple steps in case you want to edit existing header or
footer of your document.
Step (1): Click the Insert tab, and click either Header button or Footer
button whatever you want to edit. Assume you are going to edit Header, so
when you click Header button it will display a list of options including Edit
Header option.

Step (2): Just click on it and word will display editable header for you as
shown below.

Step (3): Now you can edit your document header and once you are done,
click Close Header and Footer to come out of header edit mode.
You can follow a similar procedure to edit footer in your document.

Microsoft Word automatically starts a new page when the current page
becomes filled with text but you can insert a page break to force Word to
start text on a new page. You can insert a page break using either the
mouse or the keyboard.

Insert Page Breaks:

Following are the simple steps to insert page breaks in a word document.
Step (1): Bring your insertion point immediately before the text that you
want to appear on a new page.
Step (2): Click the Insert tab, and click Page Break button available in
the Pages group.

Word inserts a page break and moves all text after the page break onto a
new page. You can also use Ctrl + Enter keys to create a page break at the
pointed location.

Delete a Page Break

Just put insertion point on previous page of the page break you want to
delete. Press Delete key multiple times until both the pages get merged.
There may be a situation when you would like to insert a blank pages in
between your text pages. A blank page is a page which does not have any
text or any other content over it. This chapter will teach you how to insert
as well as how to delete a blank page from your Microsoft Word document.

Insert Blank Pages:

Following are the simple steps to insert blank page in a word document.
Step (1): Bring your insertion point immediately before the text that you
want to insert a blank page.

Step (2): Click the Insert tab, and click Blank Page button available in
the Pages group.

Word inserts a new blank page and moves all text after the page break onto
a new page.

Delete Blank Pages:

Following are the simple steps to delete blank page from a word document.
Step (1): Click the Home tab, and click Show/Hide paragraph marks
button available in the Paragraph group or simply press Ctrl + Shift +
* keys. This will display all the page breaks as shown below:

Step (2): Bring your cursor immediately before the Page Break mark
available on the blank page and press Delete Key. This will delete the
blank page and again you can click Show/Hide paragraph marks button
to hide all the paragraph marks.
Almost all the good documents and books have an attractive first page that
includes the document title, its subject, author and publisher name etc. This
first page is usually called Cover Page and Microsoft Word provides an
easy way to add a cover page.

Add Cover Pages:

Following are the simple steps to add a cover page in a word document.

Step (1): Click the Insert tab, and click Cover Page button available in
the Pages group. This will display a list of Built-in Cover Pages as shown
below.

Step (2): Just click the cover page from the gallery that you want to add to
your document. Selected cover page will be added as the first page of your
document which can you modify as per your need. If you want to place
cover page elsewhere except first page, right-click the cover page in the
gallery and select the location you want from the menu that appears.

Delete Cover Pages:

Following are the simple steps to delete an existing cover page from a word
document.
Step (1): Click the Insert tab, and click Cover Page button available in
the Pages group. This will display a list of Built-in Cover Pages as shown
below. There you will find an Remove Current Cover Page option
available at the bottom of cover page gallery.

Step (2): Just click Remove Current Cover Page option and your cover
page will be deleted form your document.
A table is a structure of vertical columns and horizontal rows with a cell at
every intersection. Each cell can contain text or graphics, and you can
format the table in any way you want. Usually top row in the table is kept
as a table header and can be used to put some informative instruction.

Create a Table:
Following are the simple steps to create a table in a word document.
Step (1): Click the Insert tab, and click Table button. This will display a
simple grid shown below. When you move your mouse over the grid cells, it
makes a table in the table which appears in the document. You can make
your table having desired number of rows and columns.

Step (2): Click the square representing the lower-right corner of your
table, which will create a actual table in your document and word goes in
table design mode giving lots of options to work with table as shown below.

Step (3): This is the optional step if you want to have fancy table.
Click Table Styles button to display a gallery of table styles. When you
move your mouse over any of the styles, it shows real time preview of your
actual table.

Step (4): To select any of the styles, just click over the built-in table style
and you will see that selected style has been applied on your table.

Delete a Table:
Following are the simple steps to delete an existing table from a word
document.
Step (1): Click anywhere in the table you want to delete.
Step (2): Click the Layout tab, and click Delete Table option under
theDelete Table Button to delete complete table from the document along
with its content.

When you click Justify button, it displays four options, justify, justify low,
justify high and justify medium. You need to select only justify option.
Difference between these options is that low justify creates little space
between two words, medium creates a bit more space and high creates
maximum space between two words to justify the text.

There are four types of paragraph alignment are available in Microsoft Word
left-aligned, centered, right-aligned, and justified.

Left Aligned Text:

A paragraph's text will be said left aligned if it is aligned with left margin.
Here is a simple procedure to make a paragraph text left aligned.
Step (1): Click anywhere on the paragraph you want to align and
click Align Text Left button available on Home tab or simply press Ctrl +
L keys.

Center Aligned Text:

A paragraph's text will be said center aligned if it is in the center of the left
and right margins. Here is a simple procedure to make a paragraph text
center aligned.
Step (1): Click anywhere on the paragraph you want to align and
click Centerbutton available on Home tab or simply press Ctrl + E keys.

Right Aligned Text:

A paragraph's text will be said right aligned if it is aligned with right margin.
Here is a simple procedure to make a paragraph text right aligned.
Step (1): Click anywhere on the paragraph you want to align and
click Align Text Right button available on Home tab or simply press Ctrl
+ R keys.

Justify Aligned Text:

A paragraph's text will be said justify aligned if it is aligned with both left
and right margins. Here is a simple procedure to make a paragraph text
justify aligned.
Step (1): Click anywhere on the paragraph you want to align and
click Justifybutton available on Home tab or simply press Ctrl + J keys.

When you click Justify button, it displays four options, justify, justify low,
justify high and justify medium. You need to select only justify option.
Difference between these options is that low justify creates little space
between two words, medium creates a bit more space and high creates
maximum space between two words to justify the text.
As you know margin settings determine the blank space that appears on
each side of a paragraph. You can indent paragraphs in your document from
the left margin, the right margin, or both margins. This chapter will teach
you how to indent your paragraphs with or without first line of the
paragraphs.

Left Indentation:
Left indentation means to move the left edge of the paragraph inward
towards the center of the paragraph. Let us use the following steps to
create left indentation.

Step (1): Click anywhere on the paragraph you want to indent left and
clickIncrease Indent button available on Home tab or simply press Ctrl +
Mkeys. You can click multiple times to create deeper indentation.

Step (2): You can remove left indentation by clicking Decrease

Indent button available on Home tab or simply press Ctrl + Shift+
M keys. You can click multiple times remove deeper indentation.
You can also use to Paragraph Dialog Box to set left and right
indentations. We will see this dialog box in last section of this chapter.

Right Indentation:
Right indentation means to move the right edge of the paragraph inward
towards the center of the paragraph. Let us use the following steps to
create right indentation.
Step (1): Click anywhere on the paragraph you want to indent right and
clickIncrease Right Indent spinner available on Page Layout tab. You
can click multiple the spinner times to create deeper indentation. You can

use Left Indent spinners as well to set left indentation from the same
place.

Step (2): You can remove right indentation by clicking the Decrease
Right Indent spinner in opposite direction.
You can also use to Paragraph Dialog Box to set left and right
indentations. We will see this dialog box in the next section.

First Line Indentation:

You can move the left side of the first line of a paragraph inward toward the
center. Let us see the procedure to perform first line indentation.
Step (1): Click anywhere on the paragraph you want to indent right and
click the Paragraph Dialog Box Launcher available on Home tab.
Step (2): Click Before Text spinner to set left indentation and select First
Line Option to move the left side of the first line of a paragraph inward

toward the center. You can control the movement by setting Indentation
Unit. A preview box will give idea no the indentation status.

Hanging Indentation:
You can move the left side of the first line of a paragraph leftward, away
from the center which is called hanging indentation. Let us see the
procedure to perform hanging indentation.
Step (1): Click anywhere on the paragraph you want to indent right and
click the Paragraph Dialog Box Launcher available on Home tab.
Step (2): Click Before Text spinner to set left indentation and
select Hanging Option to move the left side of the first line of a paragraph
leftward, away from the center. You can control the movement by

setting Indentation Unit. A preview box will give idea no the indentation
status.

You can use After Text spinner to set the right indentation. You can try it
yourself.
Microsoft word provides bullets and numbers to put a list of items in a nice
order. This chapter will teach you simple steps to create either of the
bulleted or numbered lists in simple steps.

Create a List from Existing Text:

This is very simple to convert a list of lines into a bulleted or numbered list.
Following are the simple steps to create either bulleted list or numbered list.

Step (1): Select a list of text to which you want to assign bullets or
numbers. You can use any of the text selection method to select the text.
Step (2): Click the Bullet Button triangle to display a list of bullets you
want to assign to the list. You can select any of the bullet style available by
simply clicking over it.

Step (3): If you are willing to create a list with numbers then click
theNumbering Button triangle instead of bullet button to display a list of
numbers you want to assign to the list. You can select any of the numbering
style available by simply clicking over it.

Create a List as You Type:

You can create a bulleted list as you type. Word will automatically format it
according to your text. Following are the simple steps to create bulleted list
as you type.
Step (1): Type *, and then either press the SPACEBAR or press TAB key,
and then type the rest of what you want in the first item of the bulleted list.
Step (2): When you are done with typing, press Enter to add the item in
the list automatically and go to add next item in the list.
Step (3): Repeat Step 2 for each list item.

You can create a numbered list as you type. Word will automatically format
it according to your text. Following are the simple steps to create numbered
list as you type.
Step (1): Type 1, and then either press the SPACEBAR or press TAB key,
and then type the rest of what you want in the first item of the numbered
list.
Step (2): When you are done with typing, press Enter to add the item in
the list automatically and go to add next item in the list.
Step (3): Repeat Step 2 for each list item.

You can create sub-lists which are called multi-lists. This is simple to create
sub-lists, just press Tab key to put items in sub-list. You can try it yourself.
A line spacing is the distance between two lines in a Microsoft Word
document. You can increase or decrease this distance as per your
requirement by following few simple steps. This chapter will explain how to
set distance between two lines as well as how to set distance between two
paragraphs.

Spacing between Lines:

Following are the simple steps to adjust spacing between two lines of the
document.
Step (1): Select the paragraph or paragraphs for which you want to define
spacing. You can use any of the text selection method to select the
paragraph(s).

Step (2): Click the Line and Paragraph Spacing Button triangle to
display a list of options to adjust space between the lines. You can select
any of the option available by simply clicking over it.

Spacing between Paragraphs:

You can also set distance between two paragraphs. Following are the simple
steps to set this distance.
Step (1): Select the paragraph or paragraphs for which you want to define
spacing and click the Paragraph Dialog Box Launcher available on Home
tab.
Step (2): Click Before spinner to increase or decrease the space before
the selected paragraph. Similar way click After spinner to increase or
decrease the space after the selected paragraph. Finally click OK button to
apply the changes.

You can use Line Spacing option available at the dialog box to set line
spacing as we have seen in previous example. You can try it yourself.
Microsoft Word allows you to place a border on any or all of the four sides of
selected text, paragraphs, and pages. You can also add many type of
shading to the space occupied by selected text, paragraphs, and pages. This
chapter will teach you how to add any of the borders ( left, right, top or
bottom) around a text or paragraph or a page and how to add different
shadows to them.

Add Borders To Text:

Following are the simple steps to add border to any text or paragraph.

Step (1): Select the text or paragraph to which you want to add border.
You can use any of the text selection method to select the paragraph(s).
Step (2): Click the Border Button to display a list of options to put a
border around the selected text or paragraph. You can select any of the
option available by simply clicking over it.

Step (3): Try to add different borders like left, right top or bottom by
selecting different options from the border options.

Step (4): To delete the existing border, simply select No Border option
from the border options.
Note: You can add a horizontal line by selecting Horizontal Line option
from the border options. Otherwise yype --- (three hyphens) and press
ENTER. A single, light horizontal line will be created between the left and
right margins.

Add Borders To Page:

You can add borders of your choice to word pages by following the simple
steps given below.
Step (1): Click the Border Button to display a list of options to put a
border. Select Border and Shading option available at the bottom of list of
the options as shown in above screen capture. This will display a Border
and Shadingdialog box. This dialog box can be used to set borders and
shading around a selected text or page borders.

Step (2): Click Page Border tab which will display a list of border settings,
styles and options whether this border should be applied to the whole
document or just one page or first page.
Step (3): You can use Preview section to disable or enable left, right , top
or bottom borders of the page. Follow the given instruction in preview
section itself.
Step (4): You can customize your border by setting its color, width by using
different art available under style section.

You can have similar or even better borders as given below.

Add Shades To Text:

Following are the similar steps to add shades on a selected text or a
paragraph(s).
Step (1): Click the Border Button to display a list of options to put a
border. Select Border and Shading option available at the bottom of list of
the options as shown in above screen capture. This will display a Border
and Shadingdialog box. This dialog box can be used to set borders and
shading around a selected text or page borders.

Step (2): Click Shading tab which will display options to select fill,
color andstyle and whether this border should be applied to Paragraph or
Text.
Step (3): You can use Preview section to have an idea about the expected
result. Once you are done, click OK button to apply the result.

Microsoft Word tabs help in setting up information properly within a column.

Word enables you to set left, center, right, decimal, or bar tabs to line up
columnar information. By default, Word places tabs every .5 inch across the
page between the left and right margins.
Tab

Description

Left

Left-aligns text at tab stop and this is the default tab.

Center

Centers text over tab stop.

Right

Right-aligns text at tab stop.

Decimal

Aligns numbers at decimal point over tab stop.

Bar

Creates a bar to separate the text.

Setting a Tab:
Following are the simple steps to set center and right tabs in a word
document. You can use similar steps but different tabs to setup decimal and
bar tabs.
Step (1): Type some text that you want to line up with tab stops. Press
theTab key only once between each column of information you to want to
line up. I typed following three lines

Step (2): Select a tab type using Tab Button, let's say center tab and
finally select the paragraph or paragraphs whose tabs you want to set. Next
click the ruler where you want the tab to appear, a tab will appear at the
ruler where you just clicked and selected text will be adjusted in the center.

Step (3): Now select right tab using Tab Button and click the ruler at the
right side where you want to align text at right side. A right tab will appear
at the ruler where you just clicked and selected text will be right aligned.

Moving a Tab:

You can move an already set tab at a particular location by following the
simple steps.
Step (1): Click just before the line for which you want to change the tab
setting. Drag the tab sign available at the ruler to the left or right.

Step (2): A vertical line marks its position as you drag and when you click
and drag a tab, the text moves with the tab.

Margins are the space between the edge of the paper and the text. You can
adjust the right, left, top, and bottom margins of your document. By
default, Word sets all margins left, right, top, and bottom to 1 inch.
Below, I have shown top, left and right margins, if you will type complete
page, word will leave 1 inch bottom margin as well.

Adjust Margins:
Following are the simple steps which will be used to set margins for an
opened document.
Step (1): Open the document whose margins you want to set. If you want
the margins to apply only to a selected part of a document, select that part
now.
Step (2): Click the Page Layout tab, and click Margins button in the
Page Setup group. This will display a list of options to be selected but you
have to click Custom Margins option available at the bottom.
You can also select any of the predefined margins from the list, but using
custom margins option you will have more control on all the settings.

Step (3): You will have to display a Page Dialog Box as shown below
where you can set top, left, right and bottom margins under
the Margins tab. SelectApply to: option to apply the margin on selected
text or complete document.

Step (4): If you are going to bind the document and want to add an extra
amount of space on one edge for the binding, enter that amount in
the Guttertext box, and select the side the gutter is on with the Gutter
Position drop-down list. After setting all the desired values for all the
margins, click OK button to apply the margins.
Headers and footers are parts of a document that contain special
information such as page numbers and the total number of pages, the
document title, company logo, any photo etc. The header appears at the top
of every page, and the footer appears at the bottom of every page.

Add Header and Footer:

Following are the simple steps to add header and footer in a word
document.

Step (1): Click the Insert tab, and click either Header button or Footer
button whatever you want to add first. Assume you are going to add
Header, so when you click Header button it will display a list of built-in
Headers from where you can choose any of the headers by simply clicking
on it.

Step (2): Once you select any of the headers, it will be applied to the
document in editable mode and the text in your document will appear
dimmed,Header and Footer buttons appear on the Ribbon and a Close
Header and Footer button will also appear at the top-right corner.

Step (3): Finally you can type your information whatever you want to have
in your document header and once you are done, click Close Header and
Footerto come out of header insertion mode. You will see final result as
follows.

You can follow a similar procedure to add footer in your document.

Edit Header and Footer:

Follow the following simple steps in case you want to edit existing header or
footer of your document.
Step (1): Click the Insert tab, and click either Header button or Footer
button whatever you want to edit. Assume you are going to edit Header, so
when you click Header button it will display a list of options including Edit
Header option.

Step (2): Just click on it and word will display editable header for you as
shown below.

Step (3): Now you can edit your document header and once you are done,
click Close Header and Footer to come out of header edit mode.
You can follow a similar procedure to edit footer in your document.
Microsoft Word automatically assign page numbers on the pages of your
document. Typically, page numbers are printed either in header or footer
but you have option also can display the page number in the left or right
margins at the top or the bottom of a page.

Add Page Numbers:

Following are the simple steps to add page numbers in a word document.
Step (1): Click the Insert tab, and click Page Number button available in
header and footer section. This will display a list of options to display page
number at the top, bottom, current position etc.

Step (2): When you move your mouse pointer over the available options, it
displays further styles of page numbers to be displayed. For example when
I take mouse pointer at Bottom of Page option it displays following list of
styles.

Step (3): Finally select of the page number styles which you like most. I
selected Accent Bar 1 style by clicking over it. After this step you will enter
in Page Footer modification mode, so you would have to click Close Header
and Footer button to come out of footer edit mode.
You can format your page numbers using Format Page Numbers option
available under the listed options.

Remove Page Numbers:

Following are the simple steps to remove page numbering from a word
document.
Step (1): Click the Insert tab, and click Page Number button available in
header and footer section. This will display a list of options to display page
number at the top, bottom, current position etc and at the bottom you will
haveRemove Page Numbers option. Just click this option and it will delete
your all the page numbers set in your document.

Microsoft Word automatically starts a new page when the current page
becomes filled with text but you can insert a page break to force Word to
start text on a new page. You can insert a page break using either the
mouse or the keyboard.

Insert Page Breaks:

Following are the simple steps to insert page breaks in a word document.
Step (1): Bring your insertion point immediately before the text that you
want to appear on a new page.
Step (2): Click the Insert tab, and click Page Break button available in
the Pages group.

Word inserts a page break and moves all text after the page break onto a
new page. You can also use Ctrl + Enter keys to create a page break at the
pointed location.

Delete a Page Break

Just put insertion point on previous page of the page break you want to
delete. Press Delete key multiple times until both the pages get merged.
There may be a situation when you would like to insert a blank pages in
between your text pages. A blank page is a page which does not have any
text or any other content over it. This chapter will teach you how to insert
as well as how to delete a blank page from your Microsoft Word document.

Insert Blank Pages:

Following are the simple steps to insert blank page in a word document.
Step (1): Bring your insertion point immediately before the text that you
want to insert a blank page.

Step (2): Click the Insert tab, and click Blank Page button available in
the Pages group.

Word inserts a new blank page and moves all text after the page break onto
a new page.

Delete Blank Pages:

Following are the simple steps to delete blank page from a word document.
Step (1): Click the Home tab, and click Show/Hide paragraph marks
button available in the Paragraph group or simply press Ctrl + Shift +
* keys. This will display all the page breaks as shown below:

Step (2): Bring your cursor immediately before the Page Break mark
available on the blank page and press Delete Key. This will delete the
blank page and again you can click Show/Hide paragraph marks button
to hide all the paragraph marks.
Almost all the good documents and books have an attractive first page that
includes the document title, its subject, author and publisher name etc. This
first page is usually called Cover Page and Microsoft Word provides an
easy way to add a cover page.

Add Cover Pages:

Following are the simple steps to add a cover page in a word document.

Step (1): Click the Insert tab, and click Cover Page button available in
the Pages group. This will display a list of Built-in Cover Pages as shown
below.

Step (2): Just click the cover page from the gallery that you want to add to
your document. Selected cover page will be added as the first page of your
document which can you modify as per your need. If you want to place
cover page elsewhere except first page, right-click the cover page in the
gallery and select the location you want from the menu that appears.

Delete Cover Pages:

Following are the simple steps to delete an existing cover page from a word
document.
Step (1): Click the Insert tab, and click Cover Page button available in
the Pages group. This will display a list of Built-in Cover Pages as shown
below. There you will find an Remove Current Cover Page option
available at the bottom of cover page gallery.

Step (2): Just click Remove Current Cover Page option and your cover
page will be deleted form your document.

Split a Table:
Following are the simple steps to split a table into two tables in a word
document.
Step (1): Bring your mouse pointer position anywhere in the row that
should appear as the first row of the new table.

Step (2): Now click the Layout tab and then click Split Table
Button which will split the table into two tables and selected row will
become the first row of the lower table.

After splitting the table into two tables, you can further divide it into two
parts and you can continue dividing word tables as long as a table has more
than one number of rows.

Microsoft Word allows you to place a border on any or all of the four sides of
a table very similar to text, paragraphs, and pages. You can also add many
type of shading to table rows and columns. This chapter will teach you how
to add any of the borders ( left, right, top or bottom) around a table and
how to add different shadows to various rows and columns of the table.

Add Borders To Table:

Following are the simple steps to add borders in a table cell available in
word document.
Step (1): Select the table to which you want to add border. To select a
table, click over the table anywhere which will make Cross Icon visible at
the top-left corner of the table. Just click this cross icon to select the table.

Step (2): Click the Border Button to display a list of options to put a
border around the selected table. You can select any of the option available
by simply clicking over it.

Step (3): Try to add and remove different borders like left, right top or
bottom by selecting different options from the border options.

Step (4): You can apply border to any of the selected row or column. You
can try it yourself.
Step (5): To delete the existing border, simply select No Border option
from the border options.

Using Border Options:

You can add borders of your choice to word table by following the simple
steps given below.
Step (1): Click the Border Button to display a list of options to put a
border. Select Border and Shading option available at the bottom of list of
the options as shown in above screen capture. This will display a Border
and Shadingdialog box. This dialog box can be used to set borders and
shading around a selected table.

Step (2): Click Border tab which will display a list of border settings,
styles and options whether this border should be applied to the table or text
or paragraph.
Step (3): You can use Preview section to disable or enable left, right , top
or bottom borders of the selected table or row or column. Follow the given
instruction in preview section itself to design the border you like.
Step (4): You can customize your border by setting its color, width by using
different width thickness available under style section.

Add Shades To Table:

Following are the similar steps to add shades on a selected table or its rows
or columns.
Step (1): Select a row or column where you want to apply shade of your
choice.

Step (2): Click the Border Button to display a list of options to put a
border. Select Border and Shading option available at the bottom of list of
the options. This will display a Border and Shading dialog box. This dialog
box can be used to set borders and shading around selected row(s) or
column(s).

Step (2): Click Shading tab which will display options to select fill,
color andstyle and whether this border should be applied to cell or table or
selected text.
Step (3): You can use Preview section to have an idea about the expected
result. Once you are done, click OK button to apply the result.

Microsoft Word provides a gallery of Quick Styles that you can apply to
headings, titles, text, and lists. Quick styles gives you with sets of canned
formatting choices, such as font, boldface, and color which we will see in
this chapter.

Apply Quick Styles:

Following are the simple steps to apply quick styles on selected text.
Step (1): Select a text on which you want to apply a style. Using style you
can make selected text as a heading or subheading or title of the document.
You can try using different styles on your text based on your requirement.
Step (2): Click the Home tab and then move your mouse pointer over the
available styles in Style Gallery and you will see your selected text will
change its style based on the selected style. You can display more available
styles by clicking over More Style button.

Step (3): Finally to apply a selected style, just click over the style and you
will find that it is has been applied on your selected text.

You can bring a text to its normal appearance by selecting Normal style
available in Style Gallery.

Change Styles:
Change Style would allow to change the default font, color, paragraph
spacing and style set for a document. Following are the simple steps to
change the default style.
Step (1): Open the document for which you would like to change the style.
Click the Home tab and then click Change Styles button which will show
you all the options to be changed. You can change Style, Font, Color and
Spacing of the paragraph.

Step (2): Now let's say you want to change style set, Click the Style
Setoption, this will display a sub-menu to select any of the available setyle
set. When you move your mouse over different style sets, it will give you
real time text preview to give an idea about the final result.

Step (3): Finally to apply a selected style set, just click over the style set
and you will find that it is has been applied on your document.

Similar way you can try applying Font, Color and Paragraph Spacing.
You can try these options yourself.

Consider you are done with previewing and proofing your document and
ready for the final printing. This chapter will teach you how to print a part
or complete Microsoft Word document.

Printing Documents:
Following are the simple steps to print your Microsoft Word Document.
Step (1): Open the document for which you want to see the preview. Next
click the File tab and then Print option which will display a preview of the
document in the right column. You can scroll up or scroll down your
document to walk through the document using given Scrollbar. Middle
column gives various options to be set before your send your document to
the printer.

Step (2): You can set various other printing options available. Select from
among the following options, depending on your preferences.

SN

Option and Description

Copies
Set the number of copies to be printed, by default you will have one copy of
the document.

Print Custom Range

This option will be used to print a particular page of the document just type
that number in Pages option, if you want to print all the pages from 7 till 10
then you would have to specify this option as 7-10 and word will print only
7th, 8th, 9th and 10th pages.

Print One Sided

By default you print page one side of the page, but there is one more option
where you would turn up your page manually in case you want to print your
page on both sides of the page.
4

Collated
By default multiple copies will print Collated, but if you are printing multiple
copies and you want the copies uncollated, select theUncollated option.

Orientation
By default page orientation is set to Portrait, but if you are willing to print
your in landscape mode then select Landscape mode.

A4
By default page size is A4, but you can select other page sizes available in
the drop down list.

Custom Margin
Click the Custom Margins drop-down list to choose the document margins
you want to use. For instance, if you want to print fewer pages, you can
create narrower margins; to print with more white space, create wider
margins.

1 Page Per Sheet

By default number of pages per sheet is 1 but you can print multiple pages
on a single sheet. Select any option you like from the given drop down list
by clicking over 1 Page Per Sheet option.

Step (3): Once you are done with your setting, click on Print button which
will send your document to the printer for final printing.

TOPIC 3
Microsoft Excel is a commercial spreadsheet application, written and
distributed by Microsoft for Microsoft Windows and Mac OS X. At the time of
writing this tutorial the Microsoft excel version was 2010 for Microsoft
Windows and 2011 for Mac OS X.
Microsoft Excel is a spreadsheet tool capable of performing calculations,
analyzing data and integrating information from different programs.

This chapter teaches you how to start an excel 2010 application in simple
steps. Assuming you have Microsoft Office 2010 installed in your PC, start
the excel application following the below mentioned steps in your PC.
Step 1 Click on the Start button.

Step 2 Click on All Programs option from the menu.

Step 3 Search for Microsoft Office from the sub menu and click it.

Step 4 Search for Microsoft Excel 2010 from the submenu and click it.

This will launch the Microsoft Excel 2010 application and you will see the
following excel window.

The following basic window appears when you start the excel application.
Let us now understand the various important parts of this window.

File Tab
The File tab replaces the Office button from Excel 2007. You can click it to
check the Backstage view, where you come when you need to open or
save files, create new sheets, print a sheet, and do other file-related
operations.

Quick Access Toolbar

You will find this toolbar just above the File tab and its purpose is to
provide a convenient resting place for the Excel's most frequently used
commands. You can customize this toolbar based on your comfort.

Ribbon

Ribbon contains commands organized in three components

Tabs They appear across the top of the Ribbon and contain groups of related
commands. Home, Insert, Page Layout are the examples of ribbon tabs.

Groups They organize related commands; each group name appears below
the group on the Ribbon. For example, group of commands related to fonts or
group of commands related to alignment etc.

Commands Commands appear within each group as mentioned above.

Title Bar
This lies in the middle and at the top of the window. Title bar shows the
program and the sheet titles.

Help
The Help Icon can be used to get excel related help anytime you like. This
provides nice tutorial on various subjects related to excel.

Zoom Control
Zoom control lets you zoom in for a closer look at your text. The zoom
control consists of a slider that you can slide left or right to zoom in or out.
The + buttons can be clicked to increase or decrease the zoom factor.

View Buttons
The group of three buttons located to the left of the Zoom control, near the
bottom of the screen, lets you switch among excel's various sheet views.

Normal Layout view This displays the page in normal view.

Page Layout view This displays pages exactly as they will appear when
printed. This gives a full screen look of the document.

Page Break view This shows a preview of where pages will break when
printed.

Sheet Area
The area where you enter data. The flashing vertical bar is called
the insertion point and it represents the location where text will appear
when you type.

Row Bar
Rows are numbered from 1 onwards and keeps on increasing as you keep
entering data. Maximum limit is 1,048,576 rows.

Column Bar
Columns are numbered from A onwards and keeps on increasing as you
keep entering data. After Z, it will start the series of AA, AB and so on.
Maximum limit is 16,384 columns.

Status Bar
This displays the sheet information as well as the insertion point location.
From left to right, this bar can contain the total number of pages and words
in the document, language etc.
You can configure the status bar by right-clicking anywhere on it and by
selecting or deselecting options from the provided list.

Dialog Box Launcher

This appears as a very small arrow in the lower-right corner of many groups
on the Ribbon. Clicking this button opens a dialog box or task pane that
provides more options about the group.
he Backstage view has been introduced in Excel 2010 and acts as the
central place for managing your sheets. The backstage view helps in
creating new sheets, saving and opening sheets, printing and sharing
sheets, and so on.

Getting to the Backstage View is easy. Just click the File tab located in the
upper-left corner of the Excel Ribbon. If you already do not have any
opened sheet then you will see a window listing down all the recently
opened sheets as follows

If you already have an opened sheet then it will display a window showing
the details about the opened sheet as shown below. Backstage view shows
three columns when you select most of the available options in the first
column.

First column of the backstage view will have the following options
S.No.

Option & Description

Save
If an existing sheet is opened, it would be saved as is, otherwise it will
display a dialogue box asking for the sheet name.

Save As
A dialogue box will be displayed asking for sheet name and sheet type.
By default, it will save in sheet 2010 format with extension .xlsx.

Open
This option is used to open an existing excel sheet.

Close
This option is used to close an opened sheet.

Info
This option displays the information about the opened sheet.

Recent
This option lists down all the recently opened sheets.

New
This option is used to open a new sheet.

Print
This option is used to print an opened sheet.

Save & Send

This option saves an opened sheet and displays options to send the sheet
using email etc.

10

Help
You can use this option to get the required help about excel 2010.

11

Options
Use this option to set various option related to excel 2010.

12

Exit

Use this option to close the sheet and exit.

Sheet Information
When you click Info option available in the first column, it displays the
following information in the second column of the backstage view

Compatibility Mode If the sheet is not a native excel 2007/2010 sheet, a

Convert button appears here, enabling you to easily update its format.
Otherwise, this category does not appear.

Permissions You can use this option to protect the excel sheet. You can set a
password so that nobody can open your sheet, or you can lock the sheet so that
nobody can edit your sheet.

Prepare for Sharing This section highlights important information you

should know about your sheet before you send it to others, such as a record of
the edits you made as you developed the sheet.

Versions If the sheet has been saved several times, you may be able to
access previous versions of it from this section.

Sheet Properties
When you click Info option available in the first column, it displays various
properties in the third column of the backstage view. These properties
include sheet size, title, tags, categories etc.
You can also edit various properties. Just try to click on the property value
and if property is editable, then it will display a text box where you can add
your text like title, tags, comments, Author.

Exit Backstage View

It is simple to exit from the Backstage View. Either click on the File tab or
press the Esc button on the keyboard to go back to excel working mode.

Entering values in excel sheet is a childs play and this chapter shows how
to enter values in an excel sheet. A new sheet is displayed by default when
you open an excel sheet as shown in the below screen shot.

Sheet area is the place where you type your text. The flashing vertical bar
is called the insertion point and it represents the location where text will
appear when you type. When you click on a box then the box is highlighted.
When you double click the box, the flashing vertical bar appears and you
can start entering your data.
So, just keep your mouse cursor at the text insertion point and start typing
whatever text you would like to type. We have typed only two words "Hello
Excel" as shown below. The text appears to the left of the insertion point as
you type.

There are following three important points, which would help you while
typing

Press Tab to go to next column.

Press Enter to go to next row.

Press Alt + Enter to enter a new line in the same column.

Excel provides a number of ways to move around a sheet using the mouse
and the keyboard.
First of all, let us create some sample text before we proceed. Open a new
excel sheet and type any data. We've shown a sample data in the
screenshot.
OrderDate

Region

Rep

Item

Units

Unit Cost

Total

1/6/2010

East

Jones

Pencil

95

1.99

189.05

1/23/2010

Central

Kivell

Binder

50

19.99

999.5

2/9/2010

Central

Jardine

Pencil

36

4.99

179.64

2/26/2010

Central

Gill

Pen

27

19.99

539.73

3/15/2010

West

Sorvino

Pencil

56

2.99

167.44

4/1/2010

East

Jones

Binder

60

4.99

299.4

4/18/2010

Central

Andrews

Pencil

75

1.99

149.25

5/5/2010

Central

Jardine

Pencil

90

4.99

449.1

5/22/2010

West

Thompson

Pencil

32

1.99

63.68

6/8/2010

East

Jones

Binder

60

8.99

539.4

6/25/2010

Central

Morgan

Pencil

90

4.99

449.1

7/12/2010

East

Howard

Binder

29

1.99

57.71

7/29/2010

East

Parent

Binder

81

19.99

1,619.19

8/15/2010

East

Jones

Pencil

35

4.99

174.65

Moving with Mouse

You can easily move the insertion point by clicking in your text anywhere on
the screen. Sometime if the sheet is big then you cannot see a place where
you want to move. In such situations, you would have to use the scroll bars,
as shown in the following screen shot

You can scroll your sheet by rolling your mouse wheel, which is equivalent
to clicking the up-arrow or down-arrow buttons in the scroll bar.

Moving with Scroll Bars

As shown in the above screen capture, there are two scroll bars: one for
moving vertically within the sheet, and one for moving horizontally. Using
the vertical scroll bar, you may

Move upward by one line by clicking the upward-pointing scroll arrow.

Move downward by one line by clicking the downward-pointing scroll arrow.

Move one next page, using next page button (footnote).

Move one previous page, using previous page button (footnote).

Use Browse Object button to move through the sheet, going from one chosen
object to the next.

Moving with Keyboard

The following keyboard commands, used for moving around your sheet,
also move the insertion point
Keystroke

Where the Insertion Point Moves

Forward one box

Back one box

Up one box

Down one box

PageUp

To the previous screen

PageDown

To the next screen

Home

To the beginning of the current screen

End

To the end of the current screen

You can move box by box or sheet by sheet. Now click in any box containing
data in the sheet. You would have to hold down the Ctrl key while pressing
an arrow key, which moves the insertion point as described here
Key Combination

Where the Insertion Point Moves

Ctrl +

To the last box containing data of the current row.

Ctrl +

To the first box containing data of the current row.

Ctrl +

Ctrl +

To the first box containing data of the current column.

To the last box containing data of the current column.

Ctrl + PageUp

To the sheet in the left of the current sheet.

Ctrl + PageDown

To the sheet in the right of the current sheet.

Ctrl + Home

To the beginning of the sheet.

Ctrl + End

To the end of the sheet.

Moving with Go To Command

Press F5 key to use Go To command, which will display a dialogue box
where you will find various options to reach to a particular box.
Normally, we use row and column number, for example K5 and finally
press Go To button.

Saving New Sheet

Once you are done with typing in your new excel sheet, it is time to save
your sheet/workbook to avoid losing work you have done on an Excel sheet.
Following are the steps to save an edited excel sheet
Step 1 Click the File tab and select Save As option.

Step 2 Select a folder where you would like to save the sheet, Enter file
name, which you want to give to your sheet and Select a Save as type, by
default it is .docx format.

Step 3 Finally, click on Save button and your sheet will be saved with the
entered name in the selected folder.

Saving New Changes

There may be a situation when you open an existing sheet and edit it
partially or completely, or even you would like to save the changes in
between editing of the sheet. If you want to save this sheet with the same
name, then you can use either of the following simple options

Just press Ctrl + S keys to save the changes.

Optionally, you can click on the floppy icon available at the top left corner and
just above the File tab. This option will also save the changes.

You can also use third method to save the changes, which is the Saveoption
available just above the Save As option as shown in the above screen capture.

If your sheet is new and it was never saved so far, then with either of the
three options, word would display you a dialogue box to let you select a
folder, and enter sheet name as explained in case of saving new sheet.

Creating New Worksheet

Three new blank sheets always open when you start Microsoft Excel. Below
steps explain you how to create a new worksheet if you want to start
another new worksheet while you are working on a worksheet, or you
closed an already opened worksheet and want to start a new worksheet.
Step 1 Right Click the Sheet Name and select Insert option.

Step 2 Now you'll see the Insert dialog with select Worksheet option as
selected from the general tab. Click the Ok button.

Now you should have your blank sheet as shown below ready to start typing
your text.

You can use a short cut to create a blank sheet anytime. Try using
theShift+F11 keys and you will see a new blank sheet similar to the above
sheet is opened.

Copy Worksheet
First of all, let us create some sample text before we proceed. Open a new
excel sheet and type any data. We've shown a sample data in the
screenshot.
OrderDate

Region

Rep

Item

Units

Unit Cost

Total

1/6/2010

East

Jones

Pencil

95

1.99

189.05

1/23/2010

Central

Kivell

Binder

50

19.99

999.5

2/9/2010

Central

Jardine

Pencil

36

4.99

179.64

2/26/2010

Central

Gill

Pen

27

19.99

539.73

3/15/2010

West

Sorvino

Pencil

56

2.99

167.44

4/1/2010

East

Jones

Binder

60

4.99

299.4

4/18/2010

Central

Andrews

Pencil

75

1.99

149.25

5/5/2010

Central

Jardine

Pencil

90

4.99

449.1

5/22/2010

West

Thompson

Pencil

32

1.99

63.68

6/8/2010

East

Jones

Binder

60

8.99

539.4

6/25/2010

Central

Morgan

Pencil

90

4.99

449.1

7/12/2010

East

Howard

Binder

29

1.99

57.71

7/29/2010

East

Parent

Binder

81

19.99

1,619.19

8/15/2010

East

Jones

Pencil

35

4.99

174.65

Here are the steps to copy an entire worksheet.

Step 1 Right
Copy option.

Click

the Sheet

Name and

select

the Move

or

Step 2 Now you'll see the

select Worksheetoption as selected
the Ok button.

Move
from

or
the

Copy dialog
general tab.

with
Click

Select Create a Copy Checkbox to create a copy of the current sheet and
Before sheet option as (move to end) so that new sheet gets created at
the end.
Press the Ok Button.
Now you should have your copied sheet as shown below.

You can rename the sheet by double clicking on it. On double click, the
sheet name becomes editable. Enter any name say Sheet5 and press Tab or
Enter Key.

Hiding Worksheet
Here is the step to hide a worksheet.
Step Right Click the Sheet Name and select the Hide option. Sheet will
get hidden.

Unhiding Worksheet
Here are the steps to unhide a worksheet.
Step 1 Right Click on any Sheet Name and select the Unhide... option.

Step 2 Select Sheet Name to unhide in Unhide dialog to unhide the

sheet.
Press the Ok Button.
Now you will have your hidden sheet back.

Close Workbook
Here are the steps to close a workbook.
Step 1 Click the Close Button as shown below.

You'll see a confirmation message to save the workbook.

Step 2 Press the Save Button to save the workbook as we did in MS

Excel - Save Workbook chapter.
Now your worksheet will get closed.

In MS Excel, there are 1048576*16384 cells. MS Excel cell can

have Text, Numeric value or formulas. An MS Excel cell can have
maximum of 32000 characters.

Inserting Data
For inserting data in MS Excel, just activate the cell type text or number
and press enter or Navigation keys.

Inserting Formula
For inserting formula in MS Excel go to the formula bar, enter the formula
and then press enter or navigation key. See the screen-shot below to
understand it.

Modifying Cell Content

For modifying the cell content just activate the cell, enter a new value and
then press enter or navigation key to see the changes. See the screen-shot
below to understand it.

MS Excel provides various ways of deleting data in the sheet. Let us see
those ways.

Delete with Mouse

Select the data you want to delete. Right Click on the sheet. Select
the delete option, to delete the data.

Delete with Delete Key

Select the data you want to delete. Press on the Delete Button from the
keyboard, it will delete the data.

Selective Delete for Rows

Select the rows, which you want to delete with Mouse click + Control
Key.Then right click to show the various options. Select the Delete
option to delete the selected rows.

Let us see how we can Move Data with MS Excel.

Step 1 Select the data you want to Move. Right Click and Select the cut
option.

Step 2 Select the first cell where you want to move the data. Right
click on it and paste the data. You can see the data is moved now.

Row and Column Basics

MS Excel is in tabular format consisting of rows and columns.

Row runs horizontally while Column runs vertically.

Each row is identified by row number, which runs vertically at the left side of the
sheet.

Each column is identified by column header, which runs horizontally at the top of
the sheet.

For MS Excel 2010, Row

total1048576 rows,
and
total 16384 columns.

numbers
Columns

ranges from 1 to 104857; in

ranges
from A
to
XFD; in

Navigation with Rows and Columns

Let us see how to move to the last row or the last column.

You can go to the last row by clicking Control + Down Navigation arrow.

You can go to the last column by clicking Control + Right Navigation arrow.

Cell Introduction
The intersection of rows and columns is called cell.
Cell is identified with Combination of column header and row number.
For example A1, A2.

MS Excel provides copy paste option in different ways. The simplest

method of copy paste is as below.

Copy Paste

To copy and paste, just select the cells you want to copy. Choose copy
option after right click or press Control + C.

Select the cell where you need to paste this copied content. Right click and
select paste option or press Control + V.

In this case, MS Excel will copy everything such as values, formulas,

Formats, Comments and validation. MS Excel will overwrite the content with
paste. If you want to undo this, press Control + Z from the keyboard.

Copy Paste using Office Clipboard

When you copy data in MS Excel, it puts the copied content in Windows and
Office Clipboard. You can view the clipboard content by Home
Clipboard. View the clipboard content. Select the cell where you need to
paste. Click on paste, to paste the content.

Copy Paste in Special way

You may not want to copy everything in some cases. For example, you want
to copy only Values or you want to copy only the formatting of cells. Select
the paste special option as shown below.

Below are the various options available in paste special.

All Pastes the cells contents, formats, and data validation from the Windows
Clipboard.

Formulas Pastes formulas, but not formatting.

Values Pastes only values not the formulas.

Formats Pastes only the formatting of the source range.

Comments Pastes the comments with the respective cells.

Validation Pastes validation applied in the cells.

All using source theme Pastes formulas, and all formatting.

All except borders Pastes everything except borders that appear in the
source range.

Column Width Pastes formulas, and also duplicates the column width of the
copied cells.

Formulas & Number Formats Pastes formulas and number formatting only.

Values & Number Formats Pastes the results of formulas, plus the number.

Merge Conditional Formatting This icon is displayed only when the copied
cells contain conditional formatting. When clicked, it merges the copied
conditional formatting with any conditional formatting in the destination range.

Transpose Changes the orientation of the copied range. Rows become

columns, and columns become rows. Any formulas in the copied range are
adjusted so that they work properly when transposed.

MS Excel provides Find & Replace option for finding text within the sheet.

Find and Replace Dialogue

Let us see how to access the Find & Replace Dialogue.

To access the Find & Replace, Choose Home Find & Select Find or
pressControl + F Key. See the image below.

You can see the Find and Replace dialogue as below.

You can replace the found text with the new text in the Replace tab.

Exploring Options
Now, let us see the various options available under the Find dialogue.

Within Specifying the search should be in Sheet or workbook.

Search By Specifying the internal search method by rows or by columns.

Look In If you want to find text in formula as well, then select this option.

Match Case If you want to match the case like lower case or upper case of
words, then check this option.

Match Entire Cell Content If you want the exact match of the word with
cell, then check this option.

Zoom Slider
By default, everything on screen is displayed at 100% in MS Excel. You can
change the zoom percentage from 10% (tiny) to 400% (huge). Zooming
doesnt change the font size, so it has no effect on the printed output.
You can view the zoom slider at the right bottom of the workbook as shown
below.

Zoom In
You can zoom in the workbook by moving the slider to the right. It will
change the only view of the workbook. You can have maximum of 400%
zoom in. See the below screen-shot.

Zoom Out
You can zoom out the workbook by moving the slider to the left. It will
change the only view of the workbook. You can have maximum of 10%
zoom in. See the below screen-shot.

If you want to insert some symbols or special characters that are not found
on the keyboard in that case you need to use the Symbols option.

Using Symbols
Go to Insert Symbols Symbol to view available symbols. You can see
many symbols available there like Pi, alpha, beta, etc.
Select the symbol you want to add and click insert to use the symbol.

Using Special Characters

Go to Insert Symbols Special Characters to view the available
special characters. You can see many special characters available there like
Copyright, Registered etc.
Select the special character you want to add and click insert, to use the
special character.

Adding Comment to Cell

Adding comment to cell helps in understanding the purpose of cell, what
input it should have, etc. It helps in proper documentation.
To add comment to a cell, select the cell and perform any of the actions
mentioned below.

Choose Review Comments New Comment.

Right-click the cell and choose Insert Comment from available options.

Press Shift+F2.

Initially, a comment consists of Computer's user name. You have to modify

it with text for the cell comment.

Modifying Comment
You can modify the comment you have entered before as mentioned below.

Select the cell on which the comment appears.

Right-click the cell and choose the Edit Comment from the available options.

Modify the comment.

Formatting Comment
Various formatting options are available for comments. For formatting a
comment, Right click on cell Edit comment Select comment
Right click on it Format comment. With formatting of comment you
can change the color, font, size, etc of the comment.
Various formatting options are available for comments. For formatting a
comment, Right click on cell Edit comment Select comment
Right click on it Format comment. With formatting of comment you
can change the color, font, size, etc of the comment.

Text Boxes

Text boxes are special graphic objects that combine the text with a
rectangular graphic object. Text boxes and cell comments are similar in
displaying the text in rectangular box. But text boxes are always visible,
while cell comments become visible after selecting the cell.

Adding Text Boxes

To add a text box, perform the below actions.

Choose Insert Text Box choose text box or draw it.

Initially, the comment consists of Computer's user name. You have to

modify it with text for the cell comment.

Formatting Text Box

After you have added the text box, you can format it by changing the font,
font size, font style, and alignment, etc. Let us see some of the important
options of formatting a text box.

Fill Specifies the filling of text box like No fill, solid fill. Also specifying the
transparency of text box fill.

Line Colour Specifies the line colour and transparency of the line.

Line Style Specifies the line style and width.

Size Specifies the size of the text box.

Properties Specifies some properties of the text box.

Text Box Specifies text box layout, Auto-fit option and internal margins.

Formatting Text Box

After you have added the text box, you can format it by changing the font,
font size, font style, and alignment, etc. Let us see some of the important
options of formatting a text box.

Fill Specifies the filling of text box like No fill, solid fill. Also specifying the
transparency of text box fill.

Line Colour Specifies the line colour and transparency of the line.

Line Style Specifies the line style and width.

Size Specifies the size of the text box.

Properties Specifies some properties of the text box.

Text Box Specifies text box layout, Auto-fit option and internal margins.

Undo Changes
You can reverse almost every action in Excel by using the Undo command.
We can undo changes in following two ways.

From the Quick access tool-bar Click Undo.

Press Control + Z.

You can reverse the effects of the past 100 actions that you performed by
executing Undo more than once. If you click the arrow on the right side of
the Undo button, you see a list of the actions that you can reverse. Click an
item in that list to undo that action and all the subsequent actions you
performed.

Redo Changes
You can again reverse back the action done with undo in Excel by using the
Redo command. We can redo changes in following two ways.

From the Quick access tool-bar Click Redo.

Press Control + Y.

Text Decoration
Various options are available in Home tab of the ribbon as mentioned below.

Bold It makes the text in bold by choosing Home Font Group Click B or
Press Control + B.

Italic It makes the text italic by choosing Home Font Group Click I or
Press Control + I.

Underline It makes the text to be underlined by choosing Home Font

Group Click U or Press Control + U.

Double Underline It makes the text highlighted as double underlined by

choose Home Font Group Click arrow near U Select Double
Underline.

Change Alignment from Format Cells

Right click on the cell and choose format cell. In format cells dialogue,
choose Alignment Tab. Select the available options from the Vertical
alignment and Horizontal alignment options.

Exploring Alignment Options

1. Horizontal Alignment You can set horizontal alignment to Left,
Centre, Right, etc.

Left Aligns the cell contents to the left side of the cell.

Center Centers the cell contents in the cell.

Right Aligns the cell contents to the right side of the cell.

Fill Repeats the contents of the cell until the cells width is filled.

Justify Justifies the text to the left and right of the cell. This option is
applicable only if the cell is formatted as wrapped text and uses more than one
line.

2. Vertical Alignment You can set Vertical alignment to top, Middle,

bottom, etc.

Top Aligns the cell contents to the top of the cell.

Center Centers the cell contents vertically in the cell.

Bottom Aligns the cell contents to the bottom of the cell.

Justify Justifies the text vertically in the cell; this option is applicable only if the
cell is formatted as wrapped text and uses more than one line.

Merge Cells
MS Excel enables you to merge two or more cells. When you merge cells,
you dont combine the contents of the cells. Rather, you combine a group of
cells into a single cell that occupies the same space.
You can merge cells by various ways as mentioned below.

Choose Merge & Center control on the Ribbon, which is simpler. To merge
cells, select the cells that you want to merge and then click the Merge & Center
button.

Choose Alignment tab of the Format Cells dialogue box to merge the cells.

Additional Options
The Home Alignment group Merge & Center control contains a
drop-down list with these additional options

Merge Across When a multi-row range is selected, this command creates

multiple merged cells one for each row.

Merge Cells Merges the selected cells without applying the Center attribute.

Unmerge Cells Unmerges the selected cells.

Wrap Text and Shrink to Fit

If the text is too wide to fit the column width but dont want that text to
spill over into adjacent cells, you can use either the Wrap Text option or the
Shrink to Fit option to accommodate that text.

Apply Borders
MS Excel enables you to apply borders to the cells. For applying border,
select the range of cells Right Click Format cells Border Tab
Select the Border Style.

Then you can apply border by Home Tab Font group Apply Borders.

Apply Shading
You can add shading to the cell from the Home tab Font Group
Select the Color.

Margins
Margins are the unprinted areas along the sides, top, and bottom of a
printed page. All printed pages in MS Excel have the same margins. You
cant specify different margins for different pages.
You can set margins by various ways as explained below.

Choose Page Layout Page Setup Margins drop-down list, you can select
Normal, Wide, Narrow, or the custom Setting.

These options are also available when you choose File Print.

If none of these settings does the job, choose Custom Margins to display
the Margins tab of the Page Setup dialog box, as shown below.

Center on Page
By default, Excel aligns the printed page at the top and left margins. If you
want the output to be centered vertically or horizontally, select the
appropriate check box in the Center on Page section of the Margins tab as
shown in the above screenshot.

Elements of Formulas
A formula can consist of any of these elements

Mathematical

operators,

such

as

+(for

multiplication)
Example
o

=A1+A2 Adds the values in cells A1 and A2.

Values or text
Example

addition)

and

*(for

=200*0.5 Multiplies 200 times 0.15. This formula uses only values, and it
always returns the same result as 100.

Cell references (including named cells and ranges)

Example
o

=A1=C12 Compares cell A1 with cell C12. If the cells are identical, the
formula returns TRUE; otherwise, it returns FALSE.

Worksheet functions (such as SUMor AVERAGE)

Example
o

=SUM(A1:A12) Adds the values in the range A1:A12.

Creating Formula
For creating a formula you need to type in the Formula Bar. Formula begins
with '=' sign. When building formulas manually, you can either type in the
cell addresses or you can point to them in the worksheet. Using
the Pointing method to supply the cell addresses for formulas is often
easier and more powerful method of formula building. When you are using
built-in functions, you click the cell or drag through the cell range that you
want to use when defining the functions arguments in the Function
Arguments dialog box. See the below screen shot.

As soon as you complete a formula entry, Excel calculates the result, which
is then displayed inside the cell within the worksheet (the contents of the
formula, however, continue to be visible on the Formula bar anytime the cell
is active). If you make an error in the formula that prevents Excel from
being able to calculate the formula at all, Excel displays an Alert dialog box
suggesting how to fix the problem.
Let us see this with the help of example. Suppose we want the sum of all
the rows at last, then we will write a formula for first column i.e. B. We
want sum of the rows from 3 to 8 in the 9th row.

After writing formula in the 9th row, we can drag it to remaining columns
and the formula gets copied. After dragging we can see the formula in the
remaining columns as below.

column C : =SUM(C3:C8)

column D : =SUM(D3:D8)

column E : =SUM(E3:E8)

column F : =SUM(F3:F8)

column G : =SUM(G3:G8)

Using Functions
When you type = sign and then type any alphabet you will see the searched
functions as below.

Suppose you need to determine the largest value in a range. A formula

cant tell you the answer without using a function. We will use formula that
uses the MAX function to return the largest value in the range B3:B8
as =MAX(A1:D100).

Another example of functions. Suppose you want to find if the cell of month
is greater than 1900 then we can give Bonus to Sales representative. The
we
can
achieve
it
with
writing
formula
with
IF
functions
as =IF(B9>1900,"Yes","No")

Function Arguments
In the above examples, you may have noticed that all the functions used
parentheses. The information inside the parentheses is the list of
arguments.
Functions vary in how they use arguments. Depending on what it has to do,
a function may use.

FORMULAR

Statistical functions these functions calculate averages, minima,

maxima, and so on. The required syntax is: =min (range) =max
(range) =average (range) =count (range) =counta(range)
For example, cell A3 below contains the SUM function which calculates the sum of
the range A1:A2.

Enter a Formula
To enter a formula, execute the following steps.
1. Select a cell.
2. To let Excel know that you want to enter a formula, type an equal sign (=).
3. For example, type the formula A1+A2.

Operator Precedence
Excel uses a default order in which calculations occur. If a part of the formula is in
parentheses, that part will be calculated first. It then performs multiplication or
division calculations. Once this is complete, Excel will add and subtract the
remainder of your formula. See the example below.

First, Excel performs multiplication (A1 * A2). Next, Excel adds the value of cell A3 to
this result.
Another example,

Result. Excel counts the number of cells that are higher than 5.

Note: instead of using the Insert Function feature, simply type

=COUNTIF(A1:C2,">5"). When you arrive at: =COUNTIF( instead of typing A1:C2,
simply select the range A1:C2.

The COUNTIF function in Excel counts the number of cells in a range that match the
supplied criteria
Non-numeric criteria needs to be enclosed in double quotes but numeric criteria does
not:
=COUNTIF(A1:A10,100) // count cells equal to 100
=COUNTIF(A1:A10,">32") // count cells greater than 32
=COUNTIF(A1:A10,"jim") // count cells equal to "jim"
=COUNTIF(A1:A10,"<"&B1) // count cells less than value in B1

Excel Average Formula Using The + and / Operators

A

1
= ( 5 + 10 + 15 ) / 3
2
3
The simplest Excel Average Formula for a set of values consists of the = sign,
followed a the sum of the values, all divided by the number of values in the
group.

A simple Excel average formula, that calculates the average of the three
values 5, 10 and 15, is shown in cell A1 of the spreadsheet on the right.
Note that the expression 5 + 10 + 15 is encased in brackets. This is
necessary to ensure that the sum of the three values (not just the last value)
is divided by the value 3.

Using the Excel Average Function

Instead of using the + and / operators, as shown above, Excel provides a
built-in Average Function, that can be used to calculate an average in Excel.
The Excel Average function has the following format:
=AVERAGE( number1, [number2], ... )
where number1, [number2], etc. are one or more numbers (or references to
cells containing numbers) that you want to calculate the average of.
A
B
1
=AVERAGE( B1, B2, B3 )
5
2
10
3
15
An example of the Excel Average function is shown in cell A1 of
thespreadsheet on the right.
In this example, the Excel Average function is used to calculate the average
of the three values in cells B1, B2 and B3.
Once again, the average of the three numbers is calculated to be 10.
Supplying a Range of Cells to the Average Function
You can also supply a range of cells to the Excel Average function (instead of
listing the individual numbers or cells).
For example, in the spreadsheet used above, in order to find the average of
the values in cells B1 - B3, you could simply type the formula:
=AVERAGE( B1:B3 )
HOW TO CALCULATE MINIMUM AND MAXIMUM

1. Home
2. Around The Home
3. Productivity
4. How To Calculate Range In Excel

How to Calculate Range in Excel

By C. Taylor

STEP 1
Use the MIN function to locate the lowest value in a range of cells. This function follows
the format =MIN (range) with "range" being a range of cells, such as "=MIN(A1:D5)," or
a series of numbers separated by commas, such as "=MIN(1,2,3,4,5)."
Use the MAX function to find the highest value using the format =MAX(range). Replace "range"
with the same range of cells or series of numbers that you entered in the MIN function. As an
example, you might enter "=MAX(A1:D5)" or "=MAX(1,2,3,4,5)."