Ms-Office Record Programs

Ms-Word

1. Designing a Visiting Card

Aim : To design a Visiting Card using Ms-Word.

Procedure:

Step 1: Click on page layout tab in the ribbon of ms word window.

Step 2: Click on size option in the page setup group.
Step 3: Select more paper size option and specify “width as 4 1/2 inches and height as 21/2
inches.
Step 4: In the document view enter company name and change color to water mark using
Enter phone no., fax no. and e-mail address with appropriate symbols by clicking on
symbol option of insert menu.
Step 6: Enter office address at bottom.
Step 7: Draw a vertical line using line tool of drawing tool bar.
Step 8: Enter residence address to the right side of line.
Step 9: Click on print preview tool of standard tool bar.
Step 10: Save the document by pressing Ctrl + S
2. Creating an Employee Salary Bill table

Aim : To create an Employee Salary Bill table in Ms-Word

Procedure:

Step 1: Click on insert table option in the table menu.

Step 2: Specify no. of rows as 11 and no. of columns as 6.

Step 3: Enter ECode, Ename, Bsalary, DA, HRA, Total salary in cells of first row.

Step 4: Enter data for all the columns except total salary for all the rows.

Step 5: Click on sort option in table menu and specify employee name as by with ascending

order.

Step 6: Click on formula option in table menu and enter = sum(LEFT) function to get total

salary in that column.

Step 7: Repeat the same step for all the rows of table.

Step 8: At the bottom of total salary column click on formula option in table menu and insert

= sum(ABOVE) function at bottom of total salary column.

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Step 9: Click on formula option in the table menu and enter = Max(ABOVE) function at bottom

of total salary column.

Step 10: Click on formula option in the table menu and enter = Min(ABOVE) function at bottom

of total salary column.

3. Preparing an advertisement for an interview

Aim : To Prepare an advertisement for an interview in Ms-Word.

Procedure:

Step 1: Click on borders and shading option in format menu.

Step 2: Click on page border tab in the dialog box displayed.

Step 3: Select required art to be set for the page border from arts list.

Step 4: Click on word art tool on drawing toolbar and enter required company name.

Step 5: Click on clip art tool on drawing toolbar and select required picture to be inserted.

Step 6: Enter company details and set bullets for them by clicking on bullets tool of formatting
toolbar.

Step 7: Set there columns as category, no. of vacancies, qualifications using tab stops and
enter data for them.

Step 8: Click on print preview on the standard toolbar to set preview of advertisement.

4. Creating Letter Head of a company

Aim : To create a Letter Head of Company in Ms-Word.

Procedure:

Step 1: Set the paper size as Letter.

Step 2: Enter company name at top of page and set big font size using font size tool of

formatting toolbar.

Step 3: Enter phone no. , fax no. , E-mail address with appropriate symbol option of insert

menu.

Step 3: Draw a horizontal line at bottom to separate head part and bottom part using line tool

of drawing toolbar.

Step 5: Enter main products manufactured by the company with description at bottom of line.

Step 6: Enter slogans of company in bold format at bottom of page.

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5. Creating Curricular Vitae

Aim : To create Curricular Vitae.

Procedure:

Step 1: Click on page setup option in the file menu and set required left and right margins.

Step 2: Click on header and footer option in the view menu.

Step 3: Enter your name in header section and set alignment to right.

Step 4: Click on switch between header/footer toolbar to move to footer section.

Step 5: Click on page no. tool in header and footer toolbar and set alignment to right.

Step 6: Click on column tool in the standard toolbar to divide half page into two columns.

Step 7: In one column enter information headings and in second column information.

Step 8: Click on table tool in standard toolbar to insert table showing qualifications with

Heading, S.no., Qualifications, Year of passing, Percentage of marks, etc.

Step 9: Enter data in table under appropriate headings.

Step 10: Adjust the total document to two pages and view the preview by clicking on print

preview tool in standard toolbar.

Ms - Excel

6. Converting a number from decimal to octal and hexadecimal to binary and vice versa
Aim: To convert number from decimal to octal and hexadecimal to binary and vice versa.
Procedure:
Step 1: Open a new excel sheet by using Microsoft excel application.
Step 2: Place the active cell box in excel.
Step 3: Type your decimal numbers in column A.
Step 4: Set the cell formats as number.
Step 5: you need to add some Add-Ins to the excel for conversion.
Step 6: To add Add-Ins select Add-In command in tools menu.
Step 7: Select ‘Analysis tool pack in Add-Ins dialogue box.
Step 8: Place active cell box in B2 select functions command in insert menu.
Step 9: Select Dec1Oct(.) function then type cell address. Copy the formula in entire B
column.
Step 10: Place the cursor in C2, select function Dec2Hex (A2) and copy into entire column.
Step 11: Like above step place Hex2.Bin (), Oct2Dec () and BinHex () and copy functions in D2,
E2, F2 respectively.
Step 12: Copy those functions the entire columns.
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Step 13: The conversions are completed.

7. Creating Employee Salary Sheet.
Aim: To create net pay of an employ with given conditions H.R.A.= 3% of BS, T.A. = 4%
of BS and D.A.= 5% of BS
Procedure:
Step 1: Enter the employee data such as EID, Ename, Bsal, HRA, TA, DA, Tsal from A1 to G1.
Step 2: Enter the required no. of rows for the columns EID, Ename, Bsal.
Step 3: Type C1 * 3/100, C1 * 4/100 and C1 * 5/100 in the columns D1, E1, F1 respectively.
Step 4: Type C1 + E1 + F1 – D1 in the column G1.
Step 5: Copy the above formula to the entire column.
Step 6: Now the HRA, DA, TA, Tsal values will be appeared on the sheet.

8. Creating a Student Marks List.

Aim: To create a Student Marks List in Ms-Excel.
Procedure:
Step 1: Enter the column names r.no, name, sub1, sub2, sub3, tot, avg and class from A1 to
H1 and enter the required data.
Step 2: To calculate total marks obtained by each student, enter the formula = C2 + D2 + E2 in
cell F2
Step 3: To calculate the percentage of marks obtained, enter formula = F2/3 in the cell G2.
Step 4: To find class secured by each student enter formula as
= if(OR(C2 < 35, D2 < 35, E2 < 35); “fail”, if(AND(G2 >= 35, G2 < 50); “III class”,
if(AND(G2 >= 50, G2 < 60); “II class”, if(AND(G2 >= 60, G2 < 70); “I class”;
if(G2 > 70); “Distinction”)
Step 6: Select C,D,E columns to set validation marks.
Step 7: Goto Data menu select validation. In validations dialog box select setting tab.
Step 8: In the set allow type as whole numbers data an between, minimum is ‘0’and maximum
value is 100.
Step 9: Select ‘input message tab and enter validation title and input message.
Step 10:Select ‘error alert tab. In this tab set error style as stop, enter title and error message in
your own style
S NO Name Sub1 Sub2 Sub3 Total Avg Class
1 A 70 75 80 225 75% I
2 B 70 60 80 210 70% II
3 C 70 75 80 225 75% I

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9. Creating a column chart.

Aim: To create a column chart for comparing the marks of different students.
Procedure:
Step 1: Open new excel work sheet
Step 2: Type the column names Sname and Tmarks in the cells A1 and B1 respectively.
Step 3: Enter the required data for the above columns.
Step 4: Goto insert menu and click on chart wizard option.
Step 5: Now select column in the type of the chart area and click next.
Step 6: Select the sub-type of the column chart and click next.
Step 7: Select the range of the data.
Step 8: Enter the chart title, x-axis name and y-axis name and click next.
Step 9: Select ‘as object’ option and click ok.
Step 10: Now the required chart will be displayed.
Step 11: Now format the chart object as per your requirement by changing colours and fonts.
MS-POWER POINT
10. Slide Presentation on Generations of Computer.
Aim: To create slide presentation on Generations of Computer.
Procedure:
Step 1: Select blank presentation, in that select text layout.
Step 2: Enter the title as ‘Generations of Computer’ and its meaning in the first slide.
Step 3: Enter the title as ‘I Generation’, Vacuum Tubes as electronic component and type its
features, advantages and disadvantages in second slide.
Step 4: Enter the title as ‘II Generation’, Transistors as electronic component and type its
features, advantages and disadvantages in third slide.
Step 5: Enter the title as ‘III Generation’, Integrated Circuits as electronic component and type
its features, advantages and disadvantages in forth slide.
Step 6: Enter the title as ‘IV Generation’, LSIC & VLSIC as electronic components and type its
features, advantages and disadvantages in fifth slide.
Step 7: Enter the title as ‘V Generation’, Artificial Intelligence as electronic component and type
its features, advantages and disadvantages in sixth slide.
Step 8: Type ‘Thank You’ in the last slide.
Step 9: Apply animation effects to all the objects and text of all the slides.
Step 10:Apply slide transition effects to all the slides and setup the slide show.

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11. Creating a presentation of an Action Plan to organize National Games

Aim: To create presentation of an Action Plan to organize National Games.
Procedure:
Step 1: Create a blank presentation and choose the “Title slide” Layout to specify the title.
Step 2: Insert new slide to welcome the people for the sports meet. Insert “welcome” by using
Word art option.
Step 3: Insert another slide to discuss about the plan of the national games.
Step 4: Insert new slide, type the missions of this event and apply bullets.
Step 5: Specify events and their schedule by using table.
Step 6: Venue and other information slides are used to represent on new slide with neat back-
grounds and pictures.
Step 7: Specify the details of an organization committee and members in different slides.
Step 8: Insert graph to denote the screen indicators.
Step 9: Type Good Bye in the last slide.
MS-ACCESS

12. Creating a Student Database

Aim: To create a student database table and enter data in it using design view option.
Procedure:
Step 1: Select New command in file menu, create dialog box will appear.
Step 2: Type database name as student and click on create button.
Step 3: Database window will appear on screen with ‘student’ database name.
Step 4: Select ‘Tables object in database window, double click on ‘create table in design view
option’.
Step 5: Table design window will appear on the screen in that window, type s.no, name,
fname, address, ph.no fields of the table on field name column.
Step 6: Set the required data type for each field based on the type you want to enter to that
field.
Step 7: Set auto number to sno., text to name & fname, memo to address and number to phno
Step 8: Set sno as the primary key field.
Step 9: Save the table and name it as sprofile.
Step 10: Double click on the sprofile icon in database window.
Step 11: Enter the required no. of records and save it.

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Ms-Office Record Programs

13. Creating an Employee Database

Aim: To create Employee table in Emp database and generate a report.
Procedure:
Step 1: Create an Emp table with the following field names and data types:
Ecode Auto Number (Primary key)
Edept Text
Ename Text
Esal Currency
Step 3: Save the table and name it as empdet.
Step 4: Enter the required no. of records and save it.
Step 5: Select Repots object in database window.
Step 6: Double click on ‘create report by using wizard’.
Step 7: Add the required fields of the empdet table.
Step 8: Click on next button and select the Report type.
Step 9: Click on Next button, and specify your fields order in report.
Step 10: Select the layout type and paper style then click on next button.
Step 11: Specify your Report style, and click on next button.
Step 12: Type your report name and choose finish button, Access generates a report

14. Designing a query to display all the students along with their address
Aim: To design a query to display all the students along with their address
Procedure:
Step 1: Open the previously designed student database table.
Step 2: Choose ‘queries’ object in database window.
Step 3: Double click on ‘create query by using wizard’.
Step 4: Select sprofile table and in that select sname and address fields and click next.
Step 5: Save the query with the name ‘saddr ‘.
Step 6: Click on Next button, then click on finish button.
Step 7: Now double click on the saddr icon in database window.
Step 8: Now a table will be displayed with all the student names and their addresses.

15. Designing a form for Employee database

Aim: To create a form for the Emp-det table in Employee database.
Procedure:
Step 1: open the Emp database table which was already designed.
Step 2: Select ‘forms’ object in the database window.
Step 3: Double click on ‘create form by using wizard’ option.
Step 4: Select empdet table and all the field to your form using ‘>>’ button.
Step 5: Click on Next button, select your form Layout.
Step 6: Then click on Next button, Select your form style, click on Next button.
Step 7: Type your form Name and choose ‘Finish’ button.
Step 8: Form will appear on the screen with data.
Step 9: Enter new records to table by usinsg (D*) button in the form window.
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Ms-Office Record Programs

What is a Function? Explain different types of functions?

The built-in formulas are called functions. The users have to provide the cell reference or
addresses only. The function performs the operation on the given values and returns the result
that is displayed in the same cell where the function was entered.

TYPES OF FUNCTIONS:

The functions in Ms Excel are classified as follows

(1). Date and time functions

(2). Mathematical functions

(3). Trigonometric functions

(4). Financial functions

(5). Text Functions

(6). Logical functions

(7). Statistical functions

Date and Time functions:

These functions relate to the dates, months, years and different timings. The following are the
different date and time functions.

1. Today (): Returns the current date in the format (mm / dd / yyyy).
= today() 12/31/2012
2. Now (): Returns the current date and time.
= now() 12/31/2012 21:43

3. Date (): Returns the number that represents the date.

Syn: = date(year, month, day)

Ex: = date(2012, 12, 31) 12/31/2012

4. Time(): Converts hours, minutes and seconds given as numbers formatted with a time
format.

Syn: = time(hour, minute, second)

Ex: = time (10, 50, 30) 10 : 50 A.M.

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5. Day (): Returns the day of a month, a number from 1 to 31.

Syn: = day(serial_number)

Ex: = day(“12/31/2012”) 31

6. Month (): Returns the month, a number from 1 (January) to 12 (December).

Syn: = month (serial_number)
Ex: = month (“12/31/2012”) 12
7. Year (): Returns the year of a date.
Syn: = year (serial_number)
Ex: = year (“12/31/2012”) 2012

8. Hour(():Returns an hour as a number from 0 (12:00 a.m.) to 23 (11:00 p.m.)

Syn: = hour (serial_number)
Ex: = hour (“10:50:30”) 10

9. Minute (): Returns the minute, a number from 0 to 59.

Syn: = minute (serial_number)
Ex: = minute (“10:50:30”) 50

10. Second (): Returns the second, a number from 0 to 59.

Syn: = second (serial_number)
Ex: = second (“10:50:30”) 30

Statistical Functions:

 Sum (): It calculates the sum of values in a given range.

 Average (): It calculates the average value of a given range.
 Median (): It gives the middle value of a given series.
 Mode (): It gives the most frequent value of a given series.
 Count (): It calculates the number of cells in a given range.
 Max (): It gives the maximum value of a given series.
 Minimum (): It gives the minimum value of a given series.
Mathematical functions:

 ABS (): It calculates the absolute value of a given number. Suppose if you give ABS (-10), it
gives 10 as absolute value.
 Int (): It rounds off the number to its nearest integer. Suppose you give int (80.7), it gives 80.

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 Mod (): It gives the remainder of given values. Suppose if you divide 2/6, it gives 0.33 as
remainder.
 Log (): It calculates the common logarithm of a given number.
 Round (): It rounds off a number to specified decimal places. The round (18.7892) gives
output as 18.79.
 Sqrt (): It calculates the square root of a given number.
Text Functions:

 Char (): It returns the character specified by the code number from the character set.
 Lower (): It converts all capital letters in a text string to lower case.
 Upper (): It converts all lower case letters in a text to upper case.
 Find (): It finds the required text that when want to find in a text.
 Left (): It gives the specified number of characters from the start of a text string.
 Right (): It gives the specified number of characters from the end of a text string.
 Replace (): It replaces part of a text string with a different text string.

Logical functions:

 AND: It checks whether all arguments are true or not and if they are true, it gives true.
 FALSE: It returns the logical value False.
 IF: It checks whether the given condition is correct or not.
 NOT: It changes False to True or true to false.
 OR: It checks whether the arrangements are true or not. It returns true, if it is true otherwise
it is false.
 TRUE: It returns the logical value true.
Financial Functions:

1. FV:

Returns the future value of an investment based on periodic, constant payments and a

constant interest rate.

Syntax: FV(rate, nper, pmt, pv, type)

Example

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  A B

1 Data Description

2 6% Annual interest rate

3 10 Number of payments

4 -200 Amount of the payment

5 -500 Present value

6 1 Payment is due at the beginning of the period (see

above)

Formula Description (Result)

=FV(A2/12, A3, A4, A5, Future value of an investment with the above terms
A6) (2581.40)
2. NPER:

Returns the number of periods for an investment based on periodic, constant

payments and a constant interest rate.

Syntax: NPER(rate, pmt, pv, fv, type)

  A B

1 Data Description

2 12% Annual interest rate

3 -100 Payment made each period

4 -1000 Present value

5 10000 Future value

6 1 Payment is due at the beginning of the period (see above)

Formula Description (Result)

=NPER(A2/12, A3, Periods for the investment with the above terms, except
A4, A5) payments are made at the beginning of the period (60)

3. PMT:

Calculates the payment for a loan based on constant payments and a constant interest

rate.

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Syntax: PMT(rate,nper,pv,fv,type)

Example

  A B

1 Data Description

2 8% Annual interest rate

3 10 Number of months of payments

4 10000 Amount of loan

Formula Description (Result)

=PMT(A2/12, A3, Monthly payment for a loan with the above terms (-
A4) 1,037.03)
4. RATE:

Returns the interest rate per period of an annuity. RATE is calculated by iteration and can have
zero or more solutions. If the successive results of RATE do not converge to within 0.0000001
after 20 iterations, RATE returns the #NUM! error value.

Syntax: RATE(nper, pmt, pv, fv, type, guess)

  A B

1 Data Description

2 4 Years of the loan

3 -200 Monthly payment

4 8000 Amount of the loan

Formula Description (Result)

=RATE(A2*12, A3, Monthly rate of the loan with the above terms (1%)
A4)

Engineering Functions:
1. BIN2DEC:

Converts a binary number to decimal.

Syntax: BIN2DEC(number)

Ex: =BIN2DEC(1111111111) Converts binary 1111111111 to decimal (-1)

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2. DEC2BIN:

Converts a decimal number to binary.

Syntax: DEC2BIN(number, places)

Ex: =DEC2BIN(9, 4) Converts decimal 9 to binary with 4 characters (1001)

3. DEC2HEX:

Converts a decimal number to hexadecimal.

Syntax: DEC2HEX(number,places)

Ex: =DEC2HEX(100, 4) Converts decimal 100 to hexadecimal with 4 characters (0064)

6. DEC2OCT:

Converts a decimal number to octal.

Syntax: DEC2OCT(number, places)

Ex: =DEC2OCT(58, 3) Converts decimal 58 to octal (072)

7. HEX2BIN:

Converts a hexadecimal number to binary.

Syntax: HEX2BIN(number,places)

Ex: =HEX2BIN("F", 8) Converts hexadecimal F to binary, with 8 characters (00001111)

11. OCT2DEC:

Converts an octal number to decimal.

Syntax: OCT2DEC(number)

Ex: =OCT2DEC(54) Converts octal 54 to decimal (44)

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