Psp Unit I Notes

8/12/2019 Psp Unit I Notes

1/73

NEC- 13CS101-Problem Solving and C Programming

NANDHA ENGINEERING COLLEGE

(Autonomous Institution)

Erode-638 052

LECTURE NOTES

13 CS101- PROBLEM SOLVING AND C PROGRAMMING

ISemester

B.E /B.TECH (COMMON TO ALL BRANCHES)

Department of Computer Science and Engineering

NANDHA ENGINEERING COLLEGE, ERODE-52


2/73


UNIT 1

INTRODUCTION TO COMPUTERS

Computer Basics - Applications of Computer - Computer organization -

Number systems - Computer Software- Types of software - Software

Development steps - Basic Internet terminologies- Introduction to Office

packages

INTRODUCTION:

The term Computer is derived from the Latin word computare which means to

compute or to calculate. So it is considered to be a calculating device.

Computer is the most powerful tool created by the man and it influences day to day

jobs in our life.

Today, computer technology has spread toe very sphere of existence of modern man

from Railway reservation to medical diagnosis, from TV programmes to satellite launching

everywhere we witness the elegance, sophistication and efficiency possible only with the help

of computers.

DEFINITIONS:

Computer is a fast operating electronic device which automatically accepts and storesinput data, processes them and produces results under the direction of a detailed step

by step program

A computer is an electronic device machine devised for performing calculations andcontrolling operations that can be expressed either in logical or numerical terms.

A computer is an electronic device that performs diverse operations with the help ofinstructions to process the information in order to achieve desire results.

A computer is an electronic device, operation under the control of instructions storedin its own memory unit, that can accepts data(input), process data arithmetically and


3/73


logically, produce information(output) from the processing and store the results for

future use.

DATA:

It is the facts about anything whatever we call them or it is the raw materials ofinformation.

Data refer to any form of raw facts on paper or in electronic form. In electronic form,data refers to data fields, records, files and databases, word processing documents,

images, etc.

INFORMATION:

The processed data is called the information and the data or information comes in

various shapes or sizes depending upon the application.

Computer can store process and retrieve such data or information as and when

required.

BASIC OPERATIONS OF A COMPUTER:

The computer has the following five basic operations to carry out any task.

1. Input:It is the process of capturing or acquiring the information, or it is the raw dataor information. By using this we can do any process.

2. Process: It is the transformation process to convert the input into output.3. Output:It is result, which comes from the transformation process or it is the outcome

of the process.

4. Storing:It is the process of saving the data or information or instructions, so that theycan be retained and retrieved whenever required.

5. Controlling:It is process of directing the manner and sequence in which all theoperations are to be performed.


4/73


COMPARISON OF COMPUTER WITH HUMAN BEING AND

CALCULATOR

Computer is an electronic device where we can store large amount ofinformation.

The information can be retrieved in any manner or in any form. It can be processed in any form to produce the result.

COMPUTER Vs HUMAN BEING

The computer can perform any arithmetic task with high speed which a mancannot perform.

The advantage of using computer is that it can execute tasks with moreaccuracy and speed than human being.

Human being is not restricted by any limits, but computer is restricted bylimited stepbystep instructions called program.

COMPUTER Vs CALCULATOR:

S. No Characteristics Calculator Computer

1. Speed Fast Much Faster

2. Performance

Simple Calculations

and numeric

processing

Complex problem

and nonnumeric

processing

3. Memory

Less internal memory

and no permanent

storage, temporary

storage only

Large internal

memory and large

permanent storage

available.

4. Machine Electronic device Electronic device

5. Operation ArithmeticArithmetic and

Logical


5/73


BASIC COMPUTER ORGANIZATION:

A computer is an information processing machine. It can be viewed as a system,which consists of number of interrelated components that work together with the

aim of converting data into information.

To attain information, data is entered through input devices. This data is processed using the central processing unit and then the processed

data is displayed to the users using various output devices.

All these parts (input devices, central processing unit and output devices) arereferred to as hardware of the computer.

The block diagram of the computer system have the following three units, eachfunctional unit corresponds to their basic operations performed as described in

detail

1. Input Unit2. Central Processing Unit3. Output Unit


6/73


INPUT DEVICES:

Input devices are electromechanical devices that allow the user to feedinformation into the computer for analysis, storage and to give commands to the

Central Processing Unit.

Data and instructions are entered into the memory of a computer through inputdevices.

It captures information and translates it into a form that can be processed by thecentral processing unit.

Computer accepts input in two ways, either manually or directly. In case of manual data entry, the user enters the data into the computer by hand.

For example, by using keyboard and mouse.

In case of direct entry, information is fed into the computer automatically from asource document (like barcode).

Some of the important input devices are: Keyboard, Mouse, Lightpen, Trackball,Joystick, etc.

CENTRAL PROCESSING UNIT:

The Central Processing Unit (CPU) referred to as the brain of a computersystem. It converts data (input) into meaningful information (output).

A CPU controls all internal and external devices, performs arithmetic and logicoperations and also it controls the usage of main memory to store data and

instructions and controls the sequence of operations.


7/73


The CPU is sub-divided into the following four sub system1. Control Unit2. Arithmetic and Logic Unit3.

Memory Unit

4. Secondary StorageCONTROL UNIT:

This unit checks the correctness of sequence of operations. It fetches program instruction from the primary storage unit, interprets them and

ensures correct execution of the program.

It also controls the input / output devices and directs the overall functioning of theother units of the computer.

ARITHMETIC / LOGIC UNIT (ALU):

The arithmetic / logic unit (ALU) contains the electronic circuitry that executes allarithmetic and logical operations on the data made available to it.

Arithmetic Unit:

This unit is responsible for performing the actual computing and carrying out thearithmetic calculations such as addition, subtraction, multiplication and division.

It can perform these operations at a very high speed.Logic Unit:

The logic unit enables the CPU to perform logical operations based on theinstructions provided to it.

The unit can compare numbers, letters or special characters and can then takeaction based on the result of the comparison.

Logical operations of logic unit can test for three conditions : (1) equal tocondition, (2) less than condition, (3) greater than condition.


8/73


MEMORY UNIT:

Computers require memory to process data and store output. Memory refers to theelectronic holding place for instructions and data.

We can classify memory into two broad categories:i) Primary memory (to handle the data)ii) Secondary memory (to store)

Primary Memory: (Volatile Memory)

Primary memory, also known as main memory stores data and instructions forprocessing.

This is generally used to hold the program being currently executed in thecomputer, the data being received from the input unit and the intermediate and

final results of the program.

The primary memory generally loses its contents when you switch off thecomputer.

Secondary Memory: (Non

Volatile Memory)

It may store several programs, documents, databases, etc Secondary memory, also known as auxiliary memory or external memory is used

for storing instructions and data.

It is the permanent storage. The data or information stored in this storage will notbe erased when the power is lost. It is a nonvolatile memory.

OUTPUT DEVICES:

Devices used to get the response or result of a process from the computer is calledoutput devices.

Output devices take the machine coded output results from the CPU and convertthem into a form that is easily readable(such as characters, graphical, or audio

visual) by human beings.

The outputs which can be easily understood and used by human beings are in theform of hard copy and soft copy.


9/73


The physical form of output is known as hard copy. The electronic version of an output, which usually resides in computer memory

and disk, is known as soft copy.

Commonly used output devices are: Visual Display Unit (VDU) or Monitor,Printers, Plotters, etc.

NUMBER SYSTEMS:

INTRODUCTION:

A number is required for counting or to express the amount of some quantity. It

consists of a group of symbols called digits, which are arranged in a definite manner.

The most widely adopted system is the decimal number system which has ten digits

(0, 1, 2 9), the octal system has eight digits (0, 1, 2, ..7), the hexadecimal system has

sixteen digits (0, 1 9, A, B, C, D, E, F) and the binary system has only two (0 & 1).

The number systems are basically of two types:

i) Non positional number systemii) Positional number system

Nonpositional number system:

The non positional number system with which all of us are familiar is the Romannumber system.

This number system is difficult to use as it has no symbol for zero.

Positional number system:

The most widely used number system is the positional number system. In this system the position of a digit indicates the significance to be attached to that

digit.

For e.g.: 39777 * 100-> Unit Position


10/73


7 * 101-> Tenth Position

9 * 102-> 100thPosition

3 * 103-> 1000thPosition

DECIMAL NUMBER SYSTEM:

The number system that is most commonly used is the decimal number system. In this number system the base or radix is 10 and there are altogether ten number i.e.

0,1,2,3,4,5,6,7,8,9.

In the decimal number system, the successive position to the left of the decimal pointrepresents units, tens, hundreds, thousands, etc.

Example:In decimal number system 258.34 10or 258.34 consists the digits

4 in the position (4 * 10-2)

3 in the position (3 * 10-1)

8 in the unit position (8 * 100)

5 in the tenth position (5 * 101)

2 in the hundred position (2 * 102)

and its values can be written as

2 * 102+ 5 * 101+ 8 * 100. 3 * 10-1 + 4 * 10-2

2 * 100 + 5 * 10 + 8 * 1 . 3 * 1 / 10 + 4 * 1 / 100

200 + 50 + 8 . 0.3 + 0.04

(258.34)10= 258.34

BINARY NUMBER SYSTEM:

Almost all digital computers are based on binary number system Binary means two, the binary system uses only two digits i.e. 0s and 1s. The base or radix of binary number system is (2) because it contains only two

numbers.

The weight assigned to bits in this system is power of 2.


11/73


2 2 2 2 2 . 2- 2- 2- 2-

OCTAL NUMBER SYSTEM:

The number system with base or radix (8) is known as octal number system. There are

only eight digits i.e. 0, 1,2,3,4,5,6,7.

8 8 8 8 8 . 8- 8- 8- 8-

HEXADECIMAL NUMBER SYSTEM:

It has a base of 16 and this requires 16 distinct symbols to represent the number. The base 16 suggests choices of 16 single character digits or symbols. The first 10 digits are digits of decimal system (0 to 9) and the remaining 6 digits are

denoted by (A to F) where A = 10, B = 11, C = 12, D = 13, E = 14 and F = 15.

Since numbers (0 to 9) and alphabets (A to F) are used to represent the digits inhexadecimal number system, it is also called the Alphanumeric Number System

The weight assigned to bits in this system is power of 16.16 16 16 16 16 . 16

- 16- 16- 16-


12/73



13/73



14/73



15/73



16/73



17/73



18/73



19/73



20/73



21/73



22/73



23/73



24/73



25/73


26/73


storage controllers, of IDE, SCSI or other type, that control hard disk , floppy disk,CD-ROM and other drives; the controllers sit directly on the motherboard (on-board)

or on expansion cards

graphics controller that produces the output for the monitor

the hard disk, floppy disk and other drives for mass storage interface controllers (parallel, serial, USB, Firewire) to connect the computer to

external peripheral devices such as printers or scanners

TYPES OF SOFTWARE

SYSTEM SOFTWARE

System software is responsible for controlling, integrating, and managing the individual

hardware components of a computer system. Generally, system software consists of an

operating system and some fundamental utilities such as disk formatters, file managers,

display managers, text editors, user authentication (login) and management tools, and

networking and device control software.

OPERATING SYSTEM SOFTWARE

The operating system software makes the computer perform its basic operational functions.

Disk operating system (DOS) is one of the earlier types of operating system software used to

power IBM-compatible computers. Commands are typed at a prompt to direct the computer

to carry out its functions.

Windows is the most common operating system today. It permits several programs to be

opened simultaneously and provides ease of movement between the open programs.Windows

NT is used for business networks. Once this operating system is downloaded and running,

other kinds of software are opened to perform the desired functions.The Macintosh Operating

System (Mac OS) is designed for use with Apple, Mac, and Power Mac computers

APPLICATION SOFTWARE

Application software allows performance of specific tasks, such as writing letters, computing

formulas, playing games, or carrying out desktop publishing tasks


27/73


Word-processing software: Writing tasks previously done on typewriters withconsiderable effort can now be easily completed with word-processing software.

Writing tasks such as keying in reports, letters, and tables, as well as merging

documents, can be performed easily. Documents can be easily edited and formatted.Revisions can be made by deleting (cutting), inserting, moving (cutting and pasting),

and copying data. Documents can be stored (saved) and opened again for revisions

and/or printing. Many styles and sizes of fonts are available to make the document

attractive.

Spreadsheet software: Spreadsheet software permits performance of an almostendless variety of quantitative tasks such as budgeting, keeping track of inventory,

preparing financial reports, or manipulating numbers in any fashion, such as

averaging each of ten departmental monthly sales over a six-month period. A

spreadsheet contains cells, the intersection of rows and columns. Each cell contains a

value keyed in by the user. Cells also contain formulas with many capabilities, such as

adding, multiplying, dividing, subtracting, averaging, or even counting. An

outstanding feature is a spreadsheet's ability to recalculate automatically. If one were

preparing a budget, for example, and wanted to change a variable such as an increase

in salary or a change in amount of car payments, the formulas would automatically

recalculate the affected items and the totals.

Database software:A database contains a list of information items that are similar informat and/or nature. An example is a phone book that lists a name, address, and

phone number for each entry. Once stored in a database, information can be retrieved

in several ways, using reports and queries. For example, all the names listed for a

given area code could be printed out and used for a commercial mailing to that area.

Desktop publishing software:This software permits the user to prepare documentsby using both word-processing devices and graphics. Desktop publishing software

uses word-processing software, with all its ease of entering and revising data, and

supplements it with sophisticated visual features that stem from graphics software.

For example, one can enhance a printed message with virtually any kind of

illustration, such as drawings, paintings, and photographs.

Presentation software:A speaker may use presentation software to organize a slideshow for an audience. Text, graphics, sound, and movies can easily be included in the

presentation. An added feature is that the slide show may be enhanced by inclusion of


28/73


handouts with two to six slides printed on a page. The page may be organized to

provide space for notes to be written in by the audience as the presentation ensues. An

example of this is Power Point. Preparation of the software is simplified by the use of

'wizards' that walk the user through the creation of the presentation.

COMMUNICATION SOFTWARE

Using telephone lines and working through the computer's modem, communications software

makes it possible to communicate to any location in the world using either fax or electronic

mail. A fax transmits whatever copy is on an original sheet of paper (text, graphics, or

handwriting) to another computer or fax machine. Electronic mail (e-mail) is a text message.

It remains in the receiver's computer until retrieved. The message can be stored in either the

sender's or the receiver's computer for later processing. Attachments or files can also be sent

via e-mail.

UTILITY SOFTWARE

Utility software is used to diagnose computer problems and repair them. A major type is a

virus (or "illness") checker. It checks for viruses the computer may have received from

downloading information received from the Internet, e-mail, or another disk. Although some

viruses may do little damage, others can cause serious damage to files and/or the computer

operating system. It is important for a computer owner to find a virus-check program, install

it, use it, and keep it continually updated. New viruses are found continually, and the only

way to be safe is to update. Some antivirus software allows easy updating by downloading

new files from the Internet.

SOFTWARE DEVELOPMENT STEPS:

Software development life cycle model is also called as waterfall model which is followed by

majority of systems. This software development life cycle process has the following seven

stages in it namely

1. System Requirements Analysis

2. Feasibility study

3. Systems Analysis and Design

4. Code Generation

5. Testing


29/73


6. Maintenance

7. Implementation

Let us discuss each of these to have an overview about teach of the following steps in

software development life cycle.

1. System Requirements Analysis:

The first essential or vital thing required for any software development is system. Also the

system requirement may vary based on the software product that is going to get developed.

So a careful analysis has to be made about the system requirement needed for the

development of the product. After the analysis and design of the system requirement phase

the system required for the development would be complete and the concentration can be on

the software development process.

2. Feasibility study:

In this phase development team has to make communication with customers and make

analysis of their requirement and analyze the system. By making analysis this way it would

be possible to make a report of identified area of problem. By making a detailed analysis on

this area a detailed document or report is prepared in this phase which has details like project

plan or schedule of the project, the cost estimated for developing and executing the system,

target dates for each phase of delivery of system developed and so on.

3. Systems Analysis and Design:

This is an important phase in system development .Here analysis is made on the design of the

system that is going to be developed. In other words database design, the design of the

architecture chosen, functional specification design, low level design documents, high level

design documents and so on takes place. Care must be taken to prepare these design

documents because the next phases namely the development phase is based on these design

documents. If a well structured and analyzed design document is prepared it would reduce the

time taken in the coming steps namely development and testing phases of the software

development life cycle.


30/73


4. Code Generation:

This is the phase where actual development of the system takes place. That is based on the

design documents prepared in the earlier phase code is written in the programming

technology chosen. After the code is developed generation of code also takes place in this

phase. In other words the code is converted into executables in this phase after code

generation.

5. Testing:

A software or system which is not tested would be of poor quality. This is because this is the

phase where system developed would be tested and reports are prepared about bugs or errors

in system. To do this testing phase there are different levels and methods of testing likeunit

testing,system test and so on. Based on the need the testing methods are chosen and reports

are prepared about bugs. After this process the system again goes to development phase for

correction of errors and again tested. This process continues until the system is found to be

error free. To ease thetesting process debuggers or testing tools are also available.

6. Mainanence:

After the testing phase is completely through and the system is found to be error free it is

delivered to the customer. But noreal system would be error free even then. This is because

when the system gets executed in real user system scenarios there would be possibilities of

lot of bugs and errors. This phase is called the maintenance phase and the errors in this are

recorded and changes has to be made in the system accordingly and again testing phase

comes into picture.

7. Implementation:

This is the final stage when the system gets into live.

The above software development process are all vital for a system to get developed with

quality and thus to achieve customer satisfaction which is the main objective of any software

development process.

BASIC INTERNET TERMINOLOGY:

Domain abbreviations (last three characters in URL or address)
http://void%280%29/http://void%280%29/http://void%280%29/http://void%280%29/http://void%280%29/http://void%280%29/http://void%280%29/http://void%280%29/


31/73


32/73


Search Engines- Software that allows you to search the Web by typing in a topic of interest.

Examples of search engines we use are Google, HotBot, and Northern Light. These search

engines find exact matches from what has been typed in the search screen to either

documents (files) or subjects of files on the WWW.

URL or Uniform Resource Locator- The address for a specific file on the web, as well as a

method for directing users to a specific file, at a specific site. To type in a different URL,

press command and L at the same time on a Macintosh computer, control and L on a PC, or

locate the address bar at the top of the screen, type in the URL, and then press return. The

URL for the Blaine School District Home page is: http://www.blaine.k12.wa.us.

Web Browser - To access the WWW, you need a Browser. A Web Browser is client

software that gets information from a server. It interprets the information, formats it, and

displays it on your computer screen. The most popular browser, and the one we use most

often in Blaine, is Internet Explorer.

WWW, World Wide Web or Web- Interactive collection of hypertext pages linked to one

another. They may include text, graphics and/or links to other spots in the Web. The Web is

interactive because a user can click on text or graphics to navigate (move) to more

information or other graphics, sounds and video that is of interest to them.

Components of the Internet

World Wide Web

The World Wide Web (abbreviated as the Web or WWW) is a system of Internet servers that

supports hypertext to access several Internet protocols on a single interface.The World Wide

Web consists of files, called pages or home pages, containing links to documents and

resources throughout the Internet.

E-mail

Electronic mail, or e-mail, allows computer users locally and worldwide to exchange

messages.

FTP

FTP stands for File Transfer Protocol. This is both a program and the method used to transfer

files between computers.


33/73


Chat & Instant Messaging

Chat programs allow users on the Internet to communicate with each other by typing in real

time.

OFFICE PACKAGES:

MS-WORD

INTRODUCTION

MS-WORD is a part of the bigger package called MS OFFICE, which can do

much more than word processing. In fact when we open up MS OFFICE we

will find four main components in it. They are MS-WORD (for word

processing), MS EXCEL (for spreadsheet), MS ACCESS (for database

management) and MS POWERPOINT (for presentation purposes).

Word Processor is a Software package that enables we to create, edit, print and

save documents for future retrieval and reference. Creating a document involves

typing by using a keyboard and saving it. Editing a document involves

correcting the spelling mistakes, if any, deleting or moving words sentences orparagraphs.

IMPORTANT FEATURES OF MS-WORD

Ms-Word not only supports word processing features but also DTP features.Some of the important features of Ms-Word are listed below:

i. Using word we can create the document and edit them later, as and whenrequired, by adding more text, modifying the existing text,deleting/moving some part of it.

ii. Changing the size of the margins can reformat complete document or partof text.

iii. Font size and type of fonts can also be changed. Page numbers andHeader and Footer can be included.

iv. Spelling can be checked and correction can be made automatically in theentire document. Word count and other statistics can be generated.

v. Text can be formatted in columnar style as we see in the newspaper. Text boxes canbe made.

vi. Tables can be made and included in the text.


34/73


vii. Word also allows the user to mix the graphical pictures with the text. Graphicalpictures can either be created in word itself or can be imported from outside like from

Clip Art Gallery.

viii. Word also provides the mail-merge facility.ix. Word also has the facility of macros. Macros can be either attached to some

function/special keys or to a tool bar or to a menu.

x. It also provides online help of any option.

GETTING STARTED WITH MS-WORD

While working in MS-WORD we have to work with a mouse. Also one canwork, to some extent, through the keyboard. The use of mouse is simpler as it is

fully menu driven. In MS-WORD every command is available in the form oficons.

We can go inside MS-WORD by the following way

1. Take the mouse pointer to START button on the task bar. Click the leftmouse button. The monitor will show like as follows:

2. Move the pointer to programs. We will notice another menu coming upto the right.

3.

In that menu identify where Microsoft word is placed. Move the cursorhorizontally to come out of programs.


35/73


4. Move into the rectangular area meant for Microsoft word. Click the leftmouse button there. The computer will start MS-WORD. We will find thescreen as follows.

Let us discuss the important components of the screen.

a. Title BarThe title bar displays the name of the currently active word document. Likeother WINDOWS applications, it can be used to alter the size and location ofthe word window.

b. Tool BarsWord has a number of tool bars that help we perform task faster and with greatease. Two of the most commonly tool bars are the formatting tool bar and the

standard tool bar. These two toolbars are displayed just below the title bar. At

any point of time any tool bar can be made ON or OFF through the tool baroption of View Menu.

(d) Status Bar


36/73


The Status Bar displays information about the currently active document. This

includes the page number that we are working, the column and line number ofthe cursor position and so on.

(e) Scroll Bar

The Scroll Bar helps we scroll the content or body of document. We can do so

by moving the elevator button along the scroll bar, or by click in on the buttonswith the arrow marked on them to move up and down and left and right of a

page.

(f) Workspace

The Workspace is the area in the document window where we enter/type the

text of document.

(g) Main Menu

The Word main menu is displayed at the top of the screen as shown in theFig.9.1. The main menu further displays a sub menu. Some of the options arehighlighted options and some of them appear as faded options. At any time,

only highlighted options can be executed, faded options are not applicable.

Infect if the option is faded we will not be able to choose it. We may not that

any option faded under present situation may become highlighted underdifferent situations.

Menus

When we begin to explore Word 2000, we will notice a significant change in the

menu structure if we are familiar with previous versions of Word. The menus inWord 2000 display only the commands we have recently used. To view all


37/73


options in each menu, we must click the double arrows at the bottom of the

menu. The images below show the Format menu collapsed (left) and expanded(right) after the double arrows at the bottom of the menu were clicked:

Follow the steps below to display menus similar to previous versions of Wordwith all the choices listed initially:

Select View|Toolbars|Customizefrom the menu bar. Click on the Optionstab. Uncheck the Menus show recently used commands firstcheck box.


38/73


Shortcut Menus

These features allow we to access various Word commands faster than using the

options on the menu bar. View shortcut menus by right-clicking with the mouse.

The options on this menu will vary depending on the element that was right-

clicked. For example, the shortcut menu below is produced by right-clicking ona bulleted list.

Actions such as "Decrease Indent" and "Increase Indent" are only applicable to

lists and therefore only appear on the list shortcut menu. The shortcut menus are

helpful because they only display the options that can be applied to the item that


39/73


was right-clicked and, therefore, prevent searching through the many menuoptions.

Toolbars

Many toolbars displaying shortcut buttons are also available to make editing and

formatting quicker and easier. Select View|Toolbarsfrom the menu bar to

select the toolbars. The toolbars that are already displayed on the screen arechecked. Add a toolbar simply by clicking on the name.

Customizing Toolbars

There may be certain actions on a toolbar that we do not use and there may also

be commands that we execute often but that are not located on any toolbar.Word toolbars can be customized so these commands can be added and deleted


40/73


Select View|Toolbars|Customizeand click the Commandstab.

By highlighting the command categories in the Categoriesbox, thechoices will change in the Commandsbox to the right.

Select the command we would like to add to the toolbar by selecting it inthe Commandsbox.

Drag the command with the mouse to the desired location on the toolbarand release the mouse button.

Remove a button from the toolbar by clicking and dragging the button offthe toolbar.

MS-EXCEL

Microsoft Excel is a spreadsheetapplication used to create and manage business

transactions that deal with accounting. To make this possible, it can assist wewith creating lists of transactions, then using those list to create charts and other

analysis tools..

To use Microsoft Excel, there are various ways we can start it:

As a regular Microsoft Windows application, to use Microsoft Excel, wecan click Start -> (All) Programs -> Microsoft Office -> Microsoft Office

Excel 2007

We can also create a shortcut on thedesktop,in Windows Explorer, or inMyComputer.To create a shortcut, we can click Start -> (All) Programs

-> Microsoft Office, right-click and hold right mouse on Microsoft OfficeExcel and drag (with the right mouse button) to the desktop. On the menu
http://www.functionx.com/excel/Lesson01.htmhttp://www.functionx.com/excel/Lesson01.htmhttp://www.functionx.com/excel/Lesson01.htmhttp://www.functionx.com/excel/Lesson01.htmhttp://www.functionx.com/excel/Lesson01.htmhttp://www.functionx.com/excel/Lesson01.htm


41/73


that appears, click Create Shortcut Here. Another technique we can use

consists of opening My Computer, expanding the drive, the Program Filesfolder, the Microsoft Office folder, the Office12 folder, right-clicking

Excel, clicking Create Shortcut, right-clicking the new shortcut and

clicking Cut, right-click wer desktop and click Paste. If we are using My Computer or Windows Explorer, we can open the

Program Files folder, then Microsoft Office, then Office, and double-

click Excel

We can create an empty document on wer desktop and use it to launchMicrosoft Excel. To do that, we would right-click an empty area on the

desktop, position the mouse on New -> Microsoft Office Excel

Worksheet, type a name for the document, such as Time Sheet, and pressEnter twice

If we see a file in My Computer, Windows Explorer, MyNetwork Places,Microsoft Outlook, or we receive a document by e-mail, we can launch

Microsoft Excel by double-clicking the file or the attachment.

Excel allows we to create spreadsheets much like paper ledgers that can perform

automatic calculations. Each Excel file is a workbookthat can hold many

worksheets. The worksheet is a grid of columns(designated by letters) and

rows(designated by numbers). The letters and numbers of the columns androws (called labels) are displayed in gray buttons across the top and left side ofthe worksheet. The intersection of a column and a row is called a cell. Each cell

on the spreadsheet has a cell addressthat is the column letter and the rownumber. Cells can contain text, numbers, or mathematical formulas.
http://www.functionx.com/excel/Lesson01.htmhttp://www.functionx.com/excel/Lesson01.htm


42/73


Microsoft Excel 2000 Screen

Elements

Adding and Renaming Worksheets

The worksheets in a workbook are accessible by clicking the worksheet tabs just

above the status bar. By default, three worksheets are included in each

workbook. To add a sheet, select Insert|Worksheetfrom the menu bar. Torename the worksheet tab, right-click on the tab with the mouse and select

Renamefrom the shortcut menu. Type the new name and press the ENTERkey.

The Standard Toolbar

This toolbar is located just below the menu bar at the top of the screen andallows we to quickly access basic Excel commands.


43/73


44/73


AutoContent Wizard

The AutoContent Wizard provides templates and ideas for a variety of

presentation types. Page through the wizard by clicking the Nextbutton on the

bottom of each page after making necessary choices.

Design Template

Power Point provides many templates with different backgrounds and text

formatting to begin power point presentation. Preview each design by


45/73


highlighting the template name on the list. Press OK.

v

Blank Presentation

Select Blank Presentation to build the presentation from scratch with no presetgraphics or formatting.

Open an Existing Presentation

Select this option to open a Power Point presentation that already exists. Selectthe folder the file is located in from the Look in:drop-down menu and highlightthe file on the list. Click Opento open the presentation.


46/73


AutoLayout

After selecting the presentation type, we will be prompted to choose the layout

of the new slide. These layouts include bulleted lists, graphs, and/or images.

Click on each thumbnail image and a description will be printed in the messagebox. Highlight the layout we want and click OK.


47/73


INTRODUCTION TO OFFICE AUTOMATION

In MS OFFICE we will find four main componentThey are

MS-WORD (for word processing)

MS EXCEL (for spreadsheet)

MS ACCESS (for database management)

MS POWERPOINT (for presentation purposes).

MS-WORD

Using word we can create the document and edit them later, as and whenrequired, by adding more text, modifying the existing text,

deleting/moving some part of it.

Changing the size of the margins can reformat complete document or partof text.

Font size and type of fonts can also be changed. Page numbers andHeader and Footer can be included.

Spelling can be checked and correction can be made automatically in theentire document.

Tables can be made and included in the text. Word also allows the user to mix the graphical pictures with the text. Word also provides the mail-merge facility.

Screen Layout

Menus

The menus in MS-WORD display only the commands you have recentlyused. To view all options in each menu, you must click the double arrows


48/73


at the bottom of the menu. The images below show the Format menu

collapsed (left) and expanded (right) after the double arrows at the bottomof the menu were clicked:

Toolbars

Many toolbars displaying shortcut buttons are also available to makeediting and formatting quicker and easier. Select View | Toolbarsfrom

the menu bar to select the toolbars. The toolbars that are already

displayed on the screen are checked. Add a toolbar simply by clicking on

the name


49/73


Creating and Opening Documents

Creating and Opening Documents

There are several ways to create new documents, open existingdocuments, and save documents in Word:

Create a New DocumentClick the New Document button on the menu bar.

Choose File | Newfrom the menu bar.

Open an Existing DocumentClick the Open File button on the menu bar.

Choose File | Openfrom the menu bar.

Save a DocumentClick the Save button on the menu bar.

Select File|Savefrom the menu bar.

Renaming DocumentsTo rename a Word document while using the program, select

File|Openand find the file you want to rename.

Right-click on the document name with the mouse and selectRenamefrom the shortcut menu.


50/73


Type the new name for the file and press the ENTERkey.

Close a DocumentClose the current document by selecting File|Closeor click the

Close icon if it's visible on the Standard Toolbar.

Formatting Text

The formatting toolbar is the easiest way to change many attributes of text. Ifthe toolbar as shown below isn't displayed on the screen, select View|Toolbars

and choose Formatting.

FONTS

The Fontdialog box allows you to choose from a larger selection of formattingoptions. Select Format | Fontfrom the menu bar to access the box


51/73


Formatting Paragraphs

Format a paragraph by placing the cursor within the paragraph andselecting Format | Paragraphfrom the menu bar.


52/73


Lists

Bulleted and Numbered ListsHighlight the entire list to change all the bullets or numbers, or Place the

cursor on one line within the list to change a single bullet.

Access the dialog box by selecting Format|Bullets and Numbering

from the menu bar or by right-clicking within the list and selecting Bullets andNumbering from the shortcut menu.


53/73


54/73


is positioned where you want it. Click and drag the open box handle to resize

the table. Change the column widths and row heights by clicking the celldividers and dragging them with the mouse.

Graphics

To add a clip art image from the Microsoft library to a document, followthese steps:

Select Insert|Picture|Clip Artfrom the menu bar.

Follow these steps to add a photo or graphic from an existing file: Select Insert|Picture|From Fileon the menu bar. Click the down arrow button on the right of the Look in:window to find

the image on your computer.

Highlight the file name from the list and click the Insertbutton.


55/73


Editing A Graphic

More picture effects can be changed using the Picture toolbar. The

Picture toolbarshould appear when you click on the image. Otherwise, selectView|Toolbars|Picturefrom the menu bar to activate it.

Insert Picturewill display the image selection window and allows you tochange the image.

Image Controlallows to to make the image grayscale, black and white, or a

watermark.

More/Less Contrastmodifies the contrast between the colors of the image.

More/Less Brightnesswill darken or brighten the image.

Click Cropand drag the handles on the activated image to delete outer portions


56/73


of the image.

Line Stylewill add a variety of borders to the graphic.

Text Wrappingwill modify the way the document text wraps around thegraphic.

Format Picturedisplays all the image properties in a separate window.

Reset Picturewill delete all the modifications made to the image.

Auto ShapesThe AutoShapes toolbar will allow you to draw many different geometrical

shapes, arrows, flow chart symbols, stars, and banners on the document.

Activate the AutoShapes toolbar by selecting Insert|Picture|AutoShapes or

View|Toolbars|AutoShapes from the menu bar

Spelling and Grammar Check To use the spelling and grammar checker, follow these steps:

Select Tools|Spelling and Grammarfrom the menu bar.

The Spelling and Grammardialog box will notify you of the firstmistake in the document and misspelled words will be highlightedin red.


57/73


58/73


Page Formatting The margins can also be changed using the Page Setupdialog box Select File|Page Setupand choose the Margins tabin the dialog box.


59/73


Page Size and Orientation Change the orientation page within the Page Setup dialog box. Select File|Page Setupand choose the Paper Sizetab.

Headers and Footers


60/73


61/73


Each Excel file is a workbookthat can hold many worksheets. The worksheet is a grid of columns(designated by letters) and rows

(designated by numbers).

The letters and numbers of the columns and rows (called labels) aredisplayed in gray buttons across the top and left side of the worksheet.

The intersection of a column and a row is called a cell. Each cell on the spreadsheet has a cell addressthat is the column letter

and the row number.

Cells can contain text, numbers, or mathematical formulas.

Microsoft Excel Screen Elements

Modifying A Worksheet

Moving Through CellsUse the mouse to select a cell you want to begin adding data to and

use the keyboard strokes listed in the table below to move through the cells of aworksheet.

Adding Worksheets, Rows, and Columns


62/73


Worksheets- Add a worksheet to a workbook by selecting

Insert|Worksheetfrom the menu bar.

Row- To add a row to a worksheet, select Insert|Rowsfrom themenu bar, or highlight the row by clicking on the row label, right-click with the

mouse, and choose Insert.

Column- Add a column by selecting Insert|Columnsfrom the

menu bar, or highlight the column by click on the column label, right-click with

the mouse, and choose Insert.

Formatting Cells

For a complete list of formatting options, right-click on the highlightedcells and choose Format Cellsfrom the shortcut menu or select

Format|Cellsfrom the menu bar.

Formulas and Functions

Formulas are entered in the worksheet cell and must begin with an equalsign "=". The formula then includes the addresses of the cells whose

values will be manipulated with appropriate operands placed in between.

After the formula is typed into the cell, the calculation executesimmediately and the formula itself is visible in the formula bar


63/73


Basic Functions Functions can be a more efficient way of performing mathematical

operations than formulas.

For example, if you wanted to add the values of cells D1 throughD10, you would type the formula

"=D1+D2+D3+D4+D5+D6+D7+D8+D9+D10".A shorter way would be to use the SUM function and simply

type"=SUM(D1:D10)".

FunctionExampleDescription SUM = SUM(A1:100) finds the sum of cells A1 through A100 AVERAGE = AVERAGE(B1:B10) finds the average of cells B1

through B10

MAX = MAX(C1:C100) returns the highest number from cellsC1 through C100

MIN = MIN(D1:D100) returns the lowest number from cells D1through D100

SQRT = SQRT(D10) finds the square root of the value in cell D10 TODAY = TODAY() returns the current date (leave the

parentheses empty)


64/73


Sorting

To execute a basic descending or ascending sort based on one column,highlight the cells that will be sorted and click the Sort Ascending(A-Z)

button or Sort Descending(Z-A) button on the standard toolbar. Complex Sorts

To sort by multiple columns, follow these steps:Highlight the cells, rows, or columns that will be sorted.

Select Data|Sortfrom the menu bar.

From the Sortdialog box, select the first column for sorting from

the Sort Bydrop-down menu and choose either ascending or descending.Select the second column and, if necessary, the third sort column

from the Then Bydrop-down menus.

CHARTS

Charts allow you to present data entered into the worksheet in a visualformat using a variety of graph types

Chart WizardThe Chart Wizard brings you through the process of creating a chart by

displaying a series of dialog boxes.

Enter the data into the worksheet and highlight all the cells that will beincluded in the chart including headers.


65/73


Click the Chart Wizard button on the standard toolbar to view the first

Chart Wizarddialog box.

Chart Type- Choose the Chart typeand the Chart subtypeif

necessary. Click Next.

Chart Source Data- Select the data range and click Next.

Chart Options- Enter the name of the chart and titles for the X- and Y-

axes. Other options for the axes, grid lines, legend, data labels, and data tablecan be changed by clicking on the tabs. Press Nextto move to the next set of

options.


66/73


Chart Location- Click As new sheetif the chart should be placed on a new,

blank worksheet or select As object in if the chart should be embedded in an

existing sheet and select the worksheet from the drop-down menu.

Click Finishto create the chart.


67/73


MS-POWER POINT

A user may use presentation software to organize a slide show for anaudience.

Text, graphics, sound, and movies can easily be included in thepresentation.

An added feature is that the slide show may be enhanced by inclusion ofhandouts with two to six slides printed on a page.

An example of this is Power Point.Getting Started

Open Power Point and you will be prompted by a dialog box with fourchoices. Each of these options are explained on this page. If Power Point

is already open or this box does not appear, select File|Newfrom the

menu bar


68/73


Design TemplatePower Point provides many templates with different backgrounds and text

formatting to begin your presentation. Preview each design by highlighting the

template name on the list. Press OKafter you have chosen the design


69/73


Blank Presentation Select Blank Presentation to build the presentation from scratch with no

preset graphics or formatting. Open an Existing Presentation Select this option to open a Power Point presentation that already exists.

Select the folder the file is located in from the Look in:drop-down menu

and highlight the file on the list. Click Opento open the presentation


70/73


AutoLayout After selecting the presentation type, you will be prompted to choose the

layout of the new slide. These layouts include bulleted lists, graphs,

and/or images. Click on each thumbnail image and a description will be

printed in the message box. Highlight the layout you want and click OK.

Screen Layout The Power Point screen layout in Normal View

Adding Content


71/73


Bulleted lists allow you to clearly display the main points of your presentation onslides. The text boxes on design templates already include bulleted lists. Click the

place holder on the slide to begin adding text and press the ENTERkey to return to

the next line and add a new bulleted item

Select a text box by clicking on it with the mouse. A border with nine handles will appeararound the text box. The four handles on the corners will resize the length and the width of

the box at once while the handles on the sides will resize only in one direction. Click one of

the handles and drag it with the mouse. Release the mouse button when it is the size you want

it to be

Working with Text If the slide layout includes text boxes, simply click on the text box to add

text. To add a text box to the slide, select Insert|Text Boxfrom the menubar and draw the text box with the mouse. Set text editing options by

selecting Tools|Optionsfrom the menu bar and clicking the Edittab.


72/73


73/73


section. The drop-down menu provides options for displaying the characters for

each bulleted item.

Slide TransitionsSelect Slide Show|Slide Transitionfrom the menu bar.

From the Effect section, choose a transition from the drop-down menu and

notice the preview after the transition is selected. Select a speed for the

transition as well.

Under Advance, check "On mouse click" for the slide transition to occur by

clicking the mouse or using keystrokes or check "Automatically after" and a

number of seconds if the transition should occur automatically.

Select a Soundif necessary and check the Loop until next soundif it shouldkeep repeating until the next sound is played.

Click Apply to All if the transition effects should be added to every slide or

Applyif the effects should be added only to the current slide.

Psp Unit I Notes

Documents

Transcript of Psp Unit I Notes