THE INSTITUTE OF CHARTERED ACCOUNTANTS OF INDIA

(DECENTRALIZED OFFICE)
D.NO:9-36-22/2, PITHAPURAM COLONY,
VISAKHAPATNAM-530003

A PROJECT SUBMITTED
By
NAME: JAGAPATHI PALLELA
(SRO0760075)
BATCH NO: 48, ROLL NO: 25
Submitted in part of fulfilment of the requirements
For information technology training department ITT
THE INSTITUTE OF CHARTERED ACCOUNTANTS OF INDIA
VISAKHAPATNAM
THE INSTITUTE OF CHARTERED ACCOUNTANTS OF INDIA
(DECENTRALIZED OFFICE)
D.NO:9-36-22/2, PITHAPURAM COLONY,
VISAKHAPATNAM-530003

DEPARTMENT OF INFORMATION TECHNOLOGY

TRAINING
BONAFIDE CERTIFICATE
This is to certify that the project work is comfortably carried out
by:
NAME: JAGAPATHI PALLELA
(SRO0760075)
BATCH NO: 48, ROLL NO: 25
Under my supervision and guidance during ITT Course
Department of ITT
 Acknowledgement

At the outset, I would like to thank the INSTITUTE OF

CHARTERED ACCOUNTANTS OF INDIA for organizing this
course which served as a vibrant platform for learning the dynamic
areas of computers relevant to us as future chartered accountants.
I would record my gratitude and respect to the chairman and course
coordinator of this chapter for their guidance throughout the
training session.
I would also acknowledge my gratitude to my faculty for their
lectures and guidance throughout the course and their valuable
advice in my practical sessions.
Also I would record my gratitude to my parents, friends and fellow
trainees who are with me during all successes and failures.
NAME: JAGAPATHI PALLELA
(SRO0760075)
BATCH NO: 48, ROLL NO: 25
 INTRODUCTION TO COMPUTER

It was invented by CHARLES BABBAGE in the year 1822.

Computer is an electronic device –A flexible machine that can manipulate the data.

It takes the input, processes the data and gives output.

A computer is programmable that is it depends totally on the programmers, which

the computer is using.

DATA:

Data is a raw material. Computers transform data into information .Data is the
input that needs to be processed in order to get output.
INFORMATION:

Information is the processed data that output. It helps people

to make decisions. It must be relevant, accurate, concise,
timely, and complete in order to be useful

CHARACTERSTICS OF COPMTERU:

 Computer is fast
 Many of today’s computers can perform hundreds of millions of processing
in one second.
 Computers are reliable, accurate and can store massive amount of
information.

ADVANTAGES OF COMPUTER:
1. Computers can store massive amount of data.

2. Computers are accurate and their physical processing circuits rarely make
errors.

3. Computers are fast thus they can perform hundreds of millions of processing
operations in fraction of seconds.

4. Computers are reliable and they may run day to day out.

DISADVANTAGES OF COMPUTER:

1. Viruses

2. Malware

3. Hacking

4. Loss of Data

5. Cyber attacks
MAIN PARTS OF COMPUTER:

 Key Board

 CPU

 Mouse

 Monitor

INPUT DEVICES:

 Keyboard: It consists of type writer –like keys that enable us to enter

data into computer.

 The keys are often classified as follow :

 Alphanumeric keys

 Function keys

 Special keys

 Mouse

 It is a device that controls that controls the movement of the cursor or a

pointer on display screen

 Mechanical

 Optus mechanical

 Optical

OUTPUT DEVICES:

 MONITOR:

It is a term for a display screen .It usually refers to the entire box, whereas
displays screen can mean just the screen.
Types of monitors:
 Digital monitor

 Ana log monitor

 PRINTERS:

It is a device that prints text or illustrations on paper and in many casa on

transparencies and other media.

Categories of printer:

 Daisy wheel printer

 Dot matrix printer

 Ink jet printer

 Laser printer

 Wad and led printer

 Line printer

 Thermal printer

CENTRAL PROCESSING UNIT (CPU):

The CPU carries out through the instructions and tells the rest of the computer
“what to do”.

PARTS OF CPU:

 Control unit

 Arithmetical logical unit

 Memory unit
FUNCTIONS OF CPU:

CPU carries out instructions and tells the rest of the computer system “what to do”.
This is done by the control unit of CPU which sends command signals to the other
components of the computer.

It also performs arithmetic calculations and data manipulations, e.g.; Comparisons,

sorting, combining etc.

This is performed by a part of the CPU known as the arithmetic logic unit.

It holds data and instructions which are in current use.

These are kept in the main store or memory.

MEMORY UNIT:

The memory unit is the part of the computer that holds data and instructions for
processing, although it is closely associated with the CPU, but in actual fact, it is
separate.

Memory associated with the CPU is also called primary storage, primary memory,
main storage, internal storage and main memory.

There are different types of electronic memory encounter in daily life. The integral
parts are: RAM, ROM, Cache, Dynamic RAM, Static RAM, Flash memory,
memory sticks, volatile memory, virtual memory, video memory, BIOS.

MEMORY BYTES:

 4 Bits =1 nibble

 8 Bits = 1 byte

 1024 bytes = 1 kilobyte

 1024 kilobytes = 1 megabyte

 1024 megabytes =1 gigabyte

 Primary memory is again classified into two types:
 Random Access Memory

 Read Only Memory

RAM:

It is a place where the program software we lodgers store

RAM is the best form of computer memory.

ROM:

The CPU can only fetch or read instructions from read only memory. ROM comes
with instructions permanently.

Examples:
 Floppy disk

 Zip disk

 Hard disk

 Winchester disk

HARDWARE:

Every physical and tangible part of computer is called hardware.

SOFTWARE:

It is the set of instructions that guides the hardware through its job.

Types of software:

 System software

 Operating software

SYSTEM SOFTWARE:
Computer needs system software to function. System software integrates the
computer ‘s hardware components and provides tools for day to day maintenance
tasks such as displaying a list of files contained on a disk.

OPERATING SOFTWARE:

It is software consisting of an integrated set of programs that controls computer

resources and provide common services for efficient execution of various
application software with an interface or virtual machine that is more convenient to
use.

TYPES OF COMPUTERS:

1. Super computers

2. Main frame computers

3. Mini computers

4. Work stations

5. Portable computers

6. Embedded computers

SUPER COMPUTERS:

These are the largest and fastest computers.

MAIN FRAME COMPUTERS:

For input and output intensive operations main frame computers are much more
suitable than super computers.

MINI COMPUTERS:

Major difference between main frame and mini computers is in scale. Mini
computers can perform the same type of main frames but computers are little
slower.
WORK STATIONS:

This is a powerful desktop designed to meet the computing needs of engineers,

architects and other professional who need detailed graphic display.

MICRO COMPUTERS:

The boundary between workstations and personal computers had become less
distant. Most microcomputers enable the user to switch between tasks this
capability is known as microcomputers.

GENERATION OF COMPUTERS:

1. First generation of computers

2. Second generation of computers

3. Third generation of computers

4. Fourth generation of computers

5. Fifth generation of computers

FIRST GENERATION OF COMPUTERS:

 Time period :1951-1959

 These computers are very large in size.

 They use vacuum tubes.

 They don’t have any keyboard.

 There is no erasable option.

 They use binary language and punching machine.

 Now used in transformers and factors.

SECOND GENERATION COMPUTERS:

 Time period: 1959-1963.

 Erasable option to a smaller size.

 Keyboard also introduced.

 Now as floppy disks for storage.

 It contains of transistors.

THIRD GENERATION COMPUTERS:

 Computers run through integrated circuits and technology is responsible for

the computer industry’s technical progress.

 Time period: 1963-1975

 Memory is stored in the form of chips in the computer.

FOURTH GENERATION COMPUTERS:

All these computers are used in present world .The significance of the
microprocessor cannot be overstated that is it changed the world.

If there is a fifth generation, it’s slow in coming after the entire last one begins in
1975.The human drive to learn requires innovations in equipment’s.

The fifth generation computer systems project was an initiative by Japan’s ministry
of international trade in 1982, to create a computer using massively
processing .Till today this is used in the world for better updating facilities in and
around the day to day life
 MS WORD:

 MS WORD is used to present the text in graphically with the help of

illustrations group in insert tab.
 Create all types of official documents.
 Helps to create resumes, notes and assignments through various test
formatting options such as paragraph, fonts, styles etc.
 Writing text in MS WORD is very easier.
 We can use different color back grounds, images etc. to fonts and even
for the back ground.
HOME TAB:

 To create a new document

Click file new

(Or) press ctrl+N
 To save a document
Click on save in the office/ file bar (or) press curls
 To close the document
Press ctrl+W
 To open an existing word document:
Press ctrl +p (or)
 Click files print

How to insert a new page in word?

To insert a new page in word just press ENTER at the end of the end
page (or) go to quick access tool bar and create a new page.

TITTLE BAR:

Title bar which displays the title of the document.

It contains of various details such as minimize, maximize, close and such otter opt
ions as mentioned in the above picture.

Scroll bar:
Scrollbar is a vertical or horizontal bar commonly located on far right or bottom of
a window .It allows user to move the window viewing area up, down, left, right. It
is used with the help of mouse, touchpad or keyboard.

RIBBON:
Ribbon is designed to help user to
quickly find the commands that user
need to accomplish the task .It is
located below the tabs.

TABS:

There are eight tabs in a work.

1. Home tab

It consists of all those options regularly and consistently required by the

user, such as font size, colour, styles etc.

2. Insert tab

It consists of all designs, tables and symbols related to data.

3.
P

age layout

It consists of the basic themes and background to arrange the data in appropriate
way.

4. References

5. Mailings

6. Review

CLIP BOARB: It consists of following group

 Cut  Paste

 Copy  Format painter

FONT GROUP:
 1. This group helps in adjusting the size of the letter.

2. Underlining the sentences.

3. To apply colours for both letters and background.

The group has following options:

 Insert table

 Draw table

 Convert text to table

 Excel spreadsheets

 Quick tables

MAILINGS TAB:

It contains the following groups:

 Create Finish

 Start mail merge

 Write and insert fields

 Preview results

In order to perform the mailing steps the following are to be followed:

1. Write the body of the letter format.

2. Select recipientstype a new list

3. It shows new address list dialog box.

 4. To customize(add or delete or name the particular file or the one
saved)columns click on customize the columnsselect field
deleteyes

5. Repeat the same process to delete the unwanted files or modify the
fields as required for the purpose by using tab key or new address
options as given.

6. Save the address details.

7. Click on insert merge files.

8. Select fields and click on the insert all fields.

9. Click on finish and merge

Edit individual documents

Allok

PAGE LAYOUT:

Page setup group Margins Breaks

Size Hyphenation

Page background group:

 Watermark Indent left/right

 Page color Spacing left/right

 Paragraph group

VIEW TAB:

The following are the groups available in views tab:

1. Document views groups

 Print layout view reading

 Full screen reading

 Web layout

 Outline view screen

 Draft view screen

2. Show/Hide group

 Rule

 Document map

 Thumbnails

 Gridlines

 Ruler

 Message bar

3. Zoom group

 Zoom

 One page

 Two pages

 Page width

4. Window group
  New window

 Arrange all

 Split

 View side by side

 Synchronous scrolling

 Reset window position

 Switch windows

5. Macros

 Macros

How to insert a table in a word ?

 Go to the insert tab select table in a tables group.

 We can select the number of rows and columns that we want for
requirements of our data.

How to insert an image from desktop?

The following steps are to be followed:

1. Click on picture under illustrations group

2. Sub goes to the insert tab

3. Dialog box will appear

4. Select the file from the desktop

ILLUSTRATIONS GROUP:

It contains the following parts

 Picture

 Clip art

 Smart art

 Chart

This group also helps us to insert clipart, shapes, etc.

REFERENCE TAB:

It contains the following groups:

 Table of contents
  Foot note

 Citations bibliography

 Captions

 Index

 Table if authorities

MAILING TAB:

It contains the following groups:

 Create

 Start mail merge

 Write and insert fields

 Preview results

 Finish

REVIEW TAB:

It contains the following groups:

 Proofing

 Comments

 Tracking

 Changes

 Compare

 Project

How to publish a blog post?

Steps to be followed:
1. Launch office , select file tab and click new.

2. Click on blog post and then click create as shown below

3. Type the new blog title and body, the press publish.

4. A new window dialog box pops up click register now as shown.

5. New blog account window pops up. We shall choose our blog provider from
dropdown menu and then click next.

6. If our blog provider is not listed, then select other.

7. Insert now the log in details that we use to access to our blog dashboard and then
click ok.

8. Thus, our blog post is now published.

SOME OF THE

SHORTCUT KEYS USED IN THE MS-WORD:

 Ctrl +N
 This key is used to create a new/document.

 Ctrl +O

To open a new file

 Ctrl+S

To save a file

 Ctrl+}

To increase the size of font.

 ALT+F4

To exit the document

 Ctrl+K

To create a hyperlink

 Ctrl+SHIFT+ENTER

Enter the next page

 WINDOWS +D

To open desktop from another tab

MICROSOFT OFFICE BUTTON:

Microsoft office button is located on the top left corner of the window. It is a new
user interface that replaced the traditional ‘file’ menu.

When you click on the button it offers you a list of commands such as:

 Save

 Save as

 Open
  Close

 New

 Print

 Save and Send

 Help options and

QUICK ACCESS TOOLBAR:

Quick access toolbar lies next to the

Microsoft button. It is a
customizable toolbar. It gives quick
access to commonly used commands such as save, undo, redo etc.

One can also remove commands and adjust new commands in the options from
quick access toolbar.

RULER:

We can use the vertical and horizontal rulers to align text, graphics, tables and
other elements in our document.

If ruler is not visible, we shall either follow these steps:

 Click the view tab to choose it

 Click the check box next to the ruler in the show group. The ruler appears
below the ribbon.

THE TEXT AREA:

Text area is a larger area just below the ruler where the desired content can be
inserted.

RIBBON AND TABS:

The ribbon is located below the quick access toolbar and title bar .It comprises of
seven tabs:

 Home tab

 Insert tab

 Page layout

 References

 Mailing

 Review

 View
 MS-EXCEL:

A spreadsheet is a computer application that stimulates a paper worksheet. It

displays multiple cells that together make o a grid consisting of rows and columns,
each cell containing either alphanumeric text or numeric values. A spreadsheet cell
may alternatively contain a formula that defines how the each time ant cell is
uopdated. Spreadsheets are frequently used in the financial information because
their ability to recalculate the entire sheet automatically.

Microsoft excel consists of a proprietary spreadsheet application written and

distributed by Microsoft excel needs windows vista or window 7 operating system
to be run through.

It has around 10, 48,576and16, 384 columns. Each intersection of rows and
column the user can store the data.

Spreadsheets are developed your automate the tasks such as technical calculations,
inferential statistics, analyzing data and also characteristics are as follow: -

 Moving around an electronic spreadsheet

 Entering data on an electronic spread sheet

  Changing the content of the cell

 Editing the electronic spreadsheet

DETAILS OF SPREADSHEET: -

 Row number: -

It identifies a horizontal row in the worksheet. It appears on the left border of the
worksheet.

 Column number: -

It identifies the vertical column in the worksheet. It appears on the top of the
worksheet. Columns are the letter A-Z, then AA-AZ, then BA-BZ, and so on to16,
384columns.

 Formula bar: -

Located above the worksheet, this area displays the constant value or formula used
in the active cell. It can also use for entering or editing data and formulas.

 Active cell: -

In an excel worksheet, the active cell can be identified with the black outline.
Data is always entered into the active cell.

 Name cell: -

Located at the left of the formula bar, the name box displays the cell reference or
the name of the active cell.

 Sheet tab: -

It displays the name of the worksheets. Switching between worksheets is done by

clicking on the sheet tab at the bottom of the screen.

 Quick access toolbar: -

The customizable toolbar allows the user toad frequently used commands. Click on
the down arrow at the toolbar to display the toolbar’s options.

 Ribbon: -

The ribbon is the strip of buttons and located above the work area in excel . In the
ribbon, the commands are organized in logical groups, which are shown under the
tab. We can hide the ribbon by double clicking the active tab.

 Cell reference: -

A cell reference is the name of some cell in a spreadsheet. Most cell references
indicate another cell in the same spread sheet.

A typical cell reference consists of two or more case insensitive letters to identify
the column followed by a row number. Either part can be relative. A cell on the
same “sheet “is usually addressed as: =A1

 Formula: -

A formula identifies the calculation needed to place the result in the cell it is
contained within. A cell containing a formula therefore had two display
components: -

The formula itself and the resulting value.

The formula is normally shown when the cell is selected by clicking the mouse
over.
 cells ribbon

formula
tabs Title bar

Groups

Features of MS-EXCEL: -

The following are the features of MS-EXCEL: -

 Work sheet and graphics

 Data lists and database

 Data exchange with other applications

 Results-oriented user interface

 Optimized memory consumption

 Access spreadsheets from virtually anywhere

  Connect and share when working together

Extensions of certain applications in the computer for easier access are as follows:

Note pad -txt

Word pad -.rtf

Paint -.bmp

MS Excel -.xlsx

HOW TO CREATE A NEW WORKBOOK IN EXCEL:

Work book is an excel file where data is stored. A work book consists of many
work sheets. A work sheet is a page in workbook where data can be stored. The
current sheet is always highlighted in the sheet tad.

Sheets belonging to a particular application can be stored in same workbook. When

the workbook is opened, all workbook contained in that workbook are
automatically opened. Since each workbook contains many sheets, user can
organize various types of related information in a single file. To move from one
sheet to another sheet, click on the sheet tab.

Following are the steps to create a new workbook: -

 Click the file tab, and then click new.

 Under the available templates, double click blank workbook.

  To create a new, one based on existing workbook.

HOW TO OPEN A WORKBOOK IN EXCEL: -

The following steps are to be followed to open an existing workbook: -

 Click on the file tab and click open.

 In the open dialog box, browse to the

location where the workbook is saved in
and find it.

 After finding the required workbook, select

it.

 Click open.
  Thus, the work book is opened.

HOW TO SAVE A WORKBOOK: -

 Click on the fie tab, then click save as (or)

Press ctrl+s or f1 key on the keyboard.

 In the save as dialog box, browse to the location where the workbook is to
be saved.

 In the save as type box, give the type of file user requires.

 Click save.

SHORT CUT KEYS: -

 Show a short cut menu: - SHIFT +F10

 Select the next or previous: - down arrow (or) Command on office button

 Select the menu to the left or right switch between main menu and sub
menu: -left arrow or the right arrow menu at the same time

 Close the visible menu and sub menu at: -ALT the same time.

 The visible menu or the sub menu only: -Esc

FUNCTIONS USED IN MS- EXCEL:-

PRESS ENTER FOR EVERY FUNTION APPLICATION
ARITHMETIC FUNCTION OPERATION
CALCULATIO
N:

SUM =SUM(CRX:CRY) ADDITION

AVERAGE =AVERAGE(CRL:CRY PERCENTAGE

)

MIN =MIN(CRX:CRY) MINIMUM

VALUE

MAX =MAX(CRX:CRY) MAXIMUM

VALUE

QUOTIENT =QUOTIENT(CRX:CR QUOTIENT

Y)

MOD =MOD(CRX:CRY) REMAINDER

PRODUCT =PRODUCT(CRX:CRY MULTIPLY

)

COUNT =COUNT(CRX:CRY) COUNTING

NUMERICAL
DATA

COUNTA =COUNT(CRX:CRY) NUMERICAL

 Rank:
=rank(g2,g:g) press enter
=large(b3:d3,3) selected wise largest value present
=small(b3:d3,3)selected wise smallest value present
=d2-c2
=b2*c2
=b3+c3
=b3/c3
=(b3+c3)-(d3+c3)
=b3^d3
=b3<d3
=b3>d3
=b3<=d3
=b3>=d3
Count:
=count (b3:d3) for the purpose of numerical counting
=count a (b3:d3) numerical and alp counting
=count blank (b3:d3) blank cells counting
Power
=power (b3:d3)
=power (number, power number)
=product (b3:d3)
Grade:
=if(g2>=90,”A”,if(g2>=70,”B”,if(g2>=50,”C”,”Fail”)))
=if(g2>=50,000,5%, if(g2>=40,000,4%,if(g2>=30,000,3%,0%)))*g2
Result:
=if (b3=”a”,c3 ,”-“)
=if (b3>=10,000 , 2%,0%)*b3
=if (b3>=250,”pass”,””fail”)
=if (and (b3>=35, c3>=35, d3>=35),”pass”, ”fail”)
=if (or (b3>=35, c3>=35, d3>=35),”pass”, ”fail”)
=if (d3=”fail”,”-“ , rank (d3,d:d,0)

PIVOT TABLE:
1. Date
2. Names
3. Places
4. Categories
5. Items
6. Price

STEPS: - For Pivot Table

1. Select the above data, then go to insert tab 
2. pivot table
3. pivot table
4. then click on ok
5. then it shows pivot table details with pivot table area in a new spreadsheet
6. in that select the field from pivot table fields list like select date field then
drag it to the column’s fields, and gain select categories and items fields and it
to the row field, now again select the prices field then drag it to the value
7. it shows the pivot table with grand totals in columns and row wise we can
consider columns wise total

To display pivot table automatically add in tools: options and design tab
DEFINED NAMES GROUP:
1. DEFINED NAME: - used to define the name for the selected cells. Later we
can use that in a formula, without specifying the cell reference
2. FORMULA AUDITING: - by using this group option we can audit the created
data
3. SHOW FORMULAS: - after creating the data, if we want to view the all
formulas which the sheet contains, then click on show formulas option of
formula auditing group
4. Evaluate formula: - this is used view the step-by-step process of the formula
5. WATCH WINDOW: - this is used to add some particulars formulas of the
sheet in a separate window to view those in later
6. ADVANCED FILTER: - to filter the selected data by using a criteria

MS-EXCEL RIBBON:

CREATE A NEW WORKBOOK:

A workbook is an excel file where data can be stored. A workbook consists of
many worksheets. A worksheet is a page where data can be entered.
ENTERING DATA:
There are three kinds of data that user can enter into an excel worksheet: a text (a
label), a number (a value), or a formula.
ENTERING A LABEL OR A VALUE:

ADDING DATE IN EXCEL:

ENTERING SERIES- AUTO FILL:

To fill the same number or text value over and over, instead of entering the data
several times, the user can enter the data once, then select the fill handle of the
selected cell and drag the mouse. All cells in between will be filled with the same
original value.
EDITING DATA:
The cell contents can also be rearranged apart from being changed or edited.
Rearranging involves copying, moving, clearing cells, inserting and deleting rows.
To copy a range of data, select range and press Ctrl + C or click the copy button in
the Clipboard from Home tab. Click the destination cell and click the paste button.

SAVING A WORKBOOK:
Saving is one of the most important parts of spreadsheet creation. The first time a
workbook is saved, the user must decide on three things:
 File location
 File name
 File type
 Click the office button<< Save as<< or save icon or Ctrl + S or F12

CLOSE A WORKBOOK:
Click the office button<< Close. Do not click Exit unless the user wants to close,
not just the workbook but Excel too.
CELL REFERENCING:
The intersection of a column and a row is called a cell. Each cell on the
spreadsheet has a cell address that is column letter and row number. A reference
identifies a cell or range or cells on a worksheet and tells Microsoft Excel where to
look for the vales or data the user wants to use in a formula.
1. Relative cell references
2. Absolute cell references
3. Mixed cell references

RANGES:
A range is a rectangular group of cells. The smallest range is a single cell and the
largest range includes all the cells in the worksheet.

FORMULAE:
When using a formula in the spreadsheet, the sum will automatically change as
other values referenced in the formula change. A formula always begins with an
equal sign (=) followed by some combination of numbers, text, cell references, and
operators. If a formula is entered wrong, an ERROR IN FORMULA message will
appear.
LOGICAL OPERATORS ARITHMETIC OPERATORS
Equal = + Addition
- Subtraction
> Greater than / Division
< Less than * Multiplication
>= Greater than equal to % Percentage
<= Less than equal to
<> Not equal to ^ Exponentiation
USING EXCEL’S FINANCIAL FUNCTIONS :
Excel has more than fifty built-in financial functions and the user need not be an
accountant to find ways to use them. The financial functions use a variety of
arguments, but these are the most common:
1) Future Value (FV)
2) Number of periods Per
3) Payment (Pmt)
4) Present value (Pv)
5) Rate

MATHEMATICAL FUNCTIONS:
Some of the most common mathematical functions used in Excel are:
1) ABS: It returns the absolute value of a number. The absolute value of a
number is the number without its sign. Syntax: ABS(number)
2) COUNTIF: It counts the number of cells within a range that meet the given
criteria. Syntax: COUNTIF (range, criteria) Range is the range of cells
which the user wants discount cells. A criterion is the criteria in the form of
a number, expression, or text that defines which cells will be counted.
3) INT: It rounds a number down to the nearest integer. Number is the real
number the user can round down to an integer.
Syntax: INT (number)
4) LCM: It returns the least common multiple of integers. The least common
multiple is the smallest positive integer that is a multiple of all the integer
arguments. Syntax: LCM(number 1, number 2)
5) LN: It returns the natural check of a number. Natural are based on the
constant e(2.718281)
6) MROUND: It returns a number rounded to the desired multiple. Syntax:
MROUND(number, multiple)
7) POWER: It returns the result of a number raised to a power. Syntax:
POWER(number, power)
8) PRODUCT: It multiplies all the numbers given as arguments and returns
the product. Syntax: PRODUCT(number1, number2)
 9) SUMIF: It adds the cells specified by a given criteria. Syntax:
SUMIF( range, criteria, sum range)
10) SQRT: IT returns a positive square root.

STATISTICAL FUNCTION:
Some of the statistical functions are as follows:
A) AVEDEV: Returns the average of the absolute deviations of data points
from their mean. Syntax: AVEDEV( number1, number2)
B) AVERAGE: Returns the average of the arguments. Syntax:
AVERAGE( number1, number2)
C) COUNT: Counts the number of cells that contain numbers and also numbers
within the list if arguments.
D) MAX: Returns the largest value within the set of values
E) MIN: Returns the smallest value within the set of values
F) PROB: Returns the probability that values in a range are between two
limits.
G) STDEVA: Estimates the standard deviation based on a sample

FORMULA AUDITING:
The process of examining a worksheet for errors in formula is referred to as
auditing.
ERROR CODES DESCRIPTION
##### The column isn’t wide enough to
display the value
VALUE The formula has the wrong type of
 argument
#NAME? The formula contains text that Excel
doesn’t recognise
#REF! The formula refers to a cell that
doesn’t exist
#DIV/0! The formula attempts to divide by zero

RESTRUCTURING WORKSHEETS:
The worksheet in MS Excel can be restructured by freezing panes, splitting panes
to help user to navigate in the large worksheets.
FREEZING PANES:
 Click the label of the row below the row that should remain frozen at the top
of the worksheet
 Select Window<< Freeze panes from the view tab.
 To remove the frozen panes, select Window<< Unfreeze panes from view
tab.

Splitting panes: Splitting panes is another feature that can help handle a large
worksheet. By using splitting pane feature located under ‘Window’ in the view tab,
different areas of the worksheet can be viewed simultaneously.

FORMATTING WORKSHEET:
MS- Excel provides several features to format the text data and numeric data for
better representation of the worksheet data.
 Format text and individual characters
 Add borders, colours, and patterns
1) Using the format cells dialog box
2) Formatting fonts
 3) Formatting numbers
4) Widening columns in Excel 2007
5) Changing row height
6) Inserting and deleting rows and columns
7) Alignment
8) Border and fill pattern.

CHARTS:
Charts are graphical representations of worksheet data. User can use charts to
present complicated data to people who want to interpret the data quickly.
1) Column charts

2) Line charts
3) Pie charts

4) Bar charts

5) Area charts

6) XY (scatter) charts
 7) Stock charts
8) Surface charts
9) Doughnut charts
10) Bubble charts
11) Radar charts

CREATING CHARTS:
Keyboard: Top left of the column charts table<< Hold down the shift key on the
keyboard<<Use the arrow keys to select the data to be included in the column chart
Selecting column chart type: Insert tab<< Click on chart category<< Click on chart
type to select it.
CHART ITEMS:
 Chart title
 Plot area
 Gridlines
 Legend
 Category axis
 Chart area

BASIC DATABASE CONCEPTS:

A database is a list with a specific structure, defined by its fields; the categories of
information it contains. Data forms provide an easy way to enter or search for data.
User can change the contents of a field by editing the text box next to the field
name.

EXCEL TABELS:
A table is a series of rows and columns that contains related data that is managed
independently from the data in other rows and columns on the worksheet. User can
use the following features to manage table data:
1) Sorting and filtering
2) Formatting table data

Sorting data is an integral part of data analysis. Sorting data helps user quickly
visualize and understand data better, organize and find data that user wants, and
ultimately make more effective decisions.
1) Sort text
2) Sort numbers
3) Sort by colour, font colour, or icon

FILTERING A DATABASE :
Filter is used to select records that meet a specific criterion and temporarily hide all
the other records. User can enter criteria to set the filter.

CREATING
SUBTOTALS:
: The user can create subtotals based on any field in the database. A subtotal is not
necessarily a sum, it can be an average, count, minimum, maximum, or other
statistical calculation based on a group of records.

IMPORTING EXTERNAL DATA:

: Data in excel workbook can come from two different locations. The data may be
stored directly in the workbook, or it may be stored in an external data source, such
as a text file, a database, or an outline analytical processing (OLAP) cube. The
external data source is connected to the workbook through a data connection,
which is a set of information which describes how to locate, log in, query and
access the external data source.

 To create a student table and create a criteria table

 Example criteria list

NAME SUB 3 MARKS SUB 4 MARKS SUM

>=200
 Select list range 
  Data tab
 Advanced filter
 Check the reference of the list range 
 Place the cursor at criteria range 
 Select condition range from the sheet
 Select copy to another location 
 Place the cursor at text box 
 Select range where you want the result/ data.

Steps: -
1. Type the text in single cell 
2. Select data tab
3. Select text to column
4. Select delimited
5. Select next click 
6. Select tab space or click comma 
7. Select next click 
8. Click on finish

Consolidate: -
By using this we can calculate the details together
 SELECT TEXT

SAMPLE CHART IN PRESENTATION

DATA ENCLOSED BY BLUR LINES IN

EXCEL

EMBEDDED OBJECTS EDITING

LINKING OBJECTS
LAUNCHING OTHER SLIDESHOWS, APPLICATIONS AND WEBSITES

ACTION SETTING DIALOG BOX

SELECT RUN PROGRAM

POWERPOINT VIEWS
THE SLIDE MASTER
ADDING AND EDITING CONTENTS
ADDING TEXT TO THE PRESENTATION

FORMATTING TEXT

Ij9
ADDING TEXT USING TEXT GROUP
FONT DIALOG BOX

FORMATTING TEXT USING FONT SETTING

FORMATTING TEXT USING PARAGRAPH GROUP

ADDING BULLETS TO THE TEXT

FORMULAS TAB:
INSERT FUNCTION: this is used to insert
A B C
DATE PRODUCT PRICE
3-9-12 rice 38
4-9-12 sugar 20
4-9-12 wheat 35
5-9-12 rice 20
5-9-12 dal 10
5-9-12 rice 15
Select the above data, then go to insert tab>pivot table> pivot table>then click on
ok. Then it shows pivot table details with pivot table area in a new spread sheet. In
that select the field from pivot table fields list, like select ’date’ field then drag it to
the row field, and again select ‘product’ field and drag it to the column field, now
again select the ‘qty’ field then drag it to the values.
It shows the pivot table with grand totals in column and row wise, we can consider
column wise total, to view the particular price of the given product, enter the
details as follows,
PRODUCT PRICE
.rice 38
Wheat 35
Sugar 48
Oil 84
Now, we can apply the following formula in d3 cell as follows;
=v lookup (look up – value, table- array, col- index, range – look up) (enter)
e.g., v lookup (c3, a2: b6, 2, false) (enter)
After applying this formula, it shows ‘N\A’, when we type any product name in C3
cell and press Enter key, now it shows the product price in d3.

PAGE LAYOUT TAB:

This tab options are used to specify the page specifications like theme, orientation,
margins, paper size etc.
This option is used to set the print area and to clear the settled print area. For this
first create the data, then select it then go to page layout tab> print area> set print
area.
Again, you want to set another place we can select that data go to page layout>
print area> add to print area.
To view this, go to office button> print > print preview.
After that, to remove the stetted print area go to page layout> print area> clear
print area.
PAGE BREAKS; to specify the page breaks we can just go to page layout> breaks>
page breaks, it will set the page break to the current sheet.
BACKGROUND; is used to specify any texture or picture as background of the
spread sheet.
For this go to page layout> background> select any picture or texture then click on
ok. To remove the back ground, we have to click on same option which is having
delete background.

SHEET OPTIONS GROUP:

GRID LINES; this is used to view grid lines or not, and also to take the print of the
grid lines, we have to check on view and print options.
HEADINGS; in this also we can click on view and print options if we need.
DATA TABLE; - it allows you to see the results of many different possible inputs
at the same time.

FORMULAS TAB;
INSERT FUNCTION: this is used to insert the particular function in the particular
cell for this place the cursor then goes to formulas tab> insert function> it shows
different functions which we recently used, we can select any one of the function
or select the category> choose the function and enter data > ok.

DEFINED NAMES GROUP;

DEFINE NAME: this is used to define the name for the selected cells. Later, we
can use that in a formula, without specifying the cell reference.
FORMULA AUDITING:- by using this group options we can audit the created
data for this first create the student or employee data then select the formula
applied cell then go to formula tab> formula auditing> trace precedents. Like this
select another cell and click on trace precedents. After applying the options, it we
want to remove the arrows which it shows then click on remove arrows option.
SHOW FORMULA; after creating a data, if we want to view the all formulas
which the sheet contains, then click on show formulas option of formula auditing
group.

DATA TAB;
Advanced filter; to filter the selected data by using condition.
1. First type the condition anywhere within the sheet.
2. Select list range> data tab > advanced filter> check the reference of the list
range> place the cursor at criteria range> select condition range from the sheet >
select copy to another location > place the cursor at copy to text book > select
range where you want to display the answer> ok.

DATA VALIDATION: To prevent invalid data being entered into the cell.
It displays data validation dialogue box. In this there are 3 tabs (settings, what
input, manage and error alert). after using this tab click on ok.
WHAT IF ANALYSIS:

SCENARIO MANAGER: - to change no. of values at a time from the selected

text.
Steps; - select texts> data tab> what if analysis > scenario manager > add > enter a
name> ok> enter values > ok > show.
Goal seeks: - it will find the right impact when know the result you want.
Steps; - select cell> data tab> what if analysis> goal seek > enter value > select set
cell > ok > ok.

MS POWERPOINT
INTRODUCTION TO MS-POWERPOINT:
 It can be used to prepare professional- looking presentation made up of a
series of slides that can contain charts, diagrams, SmartArt diagram,
bulleted lists, eye catching text, multimedia, video, and sound clips, and
more.
 Power point gives the ability to add and edit video in presentation, edit
presentation, edit pictures on slides, enhance animations, choose from
among improved transitions, add great narration, compare and merge
presentation, and much more.
 The collaborative features in power point enable us to easily work on
presentation with a team, communicate in real time with co-workers, and
access files anywhere- using browser window or smart phones.
 The power point window gives us a simple, intuitive interface that
provides all the tools need for building effective, professional
presentations.
 The power points ribbon offers tabs that include tools specific to each of
nine different task: file, home, insert, design, transitions, animations, slide
show, review, and view.
 The power point work window, along with a segment for notes and a
panel that will show all the slides we create in the presentation
 Power point presentations have the special extension.pptx added to the
end of their filenames.
 For example, ITTraining.pptx is valid power point filename

FEATURES OF MS POWER POINT:

 To broadcast the slide show over internet using web browser.
 Another feature covers the video editing and conversion features that gives
professional style to a video in the presentation and convert them into
video file that can be uploaded on the web.
 Besides these important features, MS Power Point includes the following
features to slide presentation
 Slide layout
  Background
 Themes
 Slide masters
 Title and body text
 Text boxes
 Shapes
 Illustration
 Charts and diagrams
 Media clips

PARTS OF POWER POINT WINDOW:

 The ribbon
 The quick access toolbar
 The file tab
 Slides tab and outline tab
 Notes pane
 Task pane
 Status bar
 Zoom control

THE RIBBON:

The ribbon is located near the top of the power point window, just below the quick
access tool bar. The ribbon consists the features of menus and tool bars
THE QUICK ACCESS TOOL BAR:
This is a customize toolbar that contains commands frequently in use. it can be
displayed above and below the ribbon. By default, save, undo, and redo appear on
the quick access tool bar as shown in figure.

THE FILE TAB:

The first tab on the ribbon is called the file tabby clicking it, PowerPoint switches
the program into special mode called backstage view, which provides access to
various functions such as opening and saving files, creating new presentations,
printing, and other similar choices.

SLIDES TAB AND OUTLINE TAB:

To the left of the slide is an area that has two tabs, labelled outline and slides. The
slides tab shows thumbnail icons of slides, and the outline tab shows presentations
arranged as an outline. We can switch between the two tabs by clicking the we
want to view.
NOTES PANE:
Beneath the slide is a small area called the notes pane, which we can use to add
notes to our slides.
TASK PANE:
To the right of the slide is an area called the task pane. the task pane is user to
complete common tasks quickly.
STATUS BAR:
At the very bottom of the screen is the status bar, which tells about the slide that is
currently displayed.
ZOOM CONTROL:
PowerPoint automatically adjusts its zoom factor so that slide view displays each
slide in its entirety’s can change the size of the slide.
STARTING NEW PRESENTATIONS:

 BLANK PRESENTATIONS
 RECENT TEMPLATES
 SAMPLE TEMPLATES
 SAMPLE THEMES
 MY TEMPLATES
 NEW FROM EXISTING
SAVE A PRESENTATION:

OPEN A PRESENTATION:

ADDING SLIDES TO A PRESENTATION:

 Creating a new slide from office themes

 To switch a slide to a different layout

 Add shapes to a slide

 View a slide show

 Print a presentation
CUSTOMIZATION OF A POWERPOINT:
 Changing colours

CREATE NEW THEME COLOURS

BACK GROUND

MODIFY BACK GROUND STYLES

 MODIFY BACKGROUND COLOR

MASTER PAGES/MASTER SLIDES

1) Go to the master views group under the view tab and click on the side master
command on master view groups
2) The presentations will switch to the slide master view, and the slide master tab
will be selected on the ribbon
3) In the left navigation pane, scroll up and select the first slide. This is the slide master
4) Use the desired tabs on the ribbon to make changes to the slide master

Insert a picture
5.move resize, or delete other slide objects as needed.

Move or resize image

6.Now click on close master view command on the slide master tab

Close master view

TEMPLATES

TO USE SAMPLE TEMPLATES

ENCHANCHING TEXT AND OBJECTS

FORMAT PAINTER:
1.select the text, shape, or picture with the formatting that you want to copy
2.on the home tab, in the clip board group, click format painter

FORMAT PAINTER
3.The pointer changes to a paint brush icon
4.Select the text, shape, or picture that you to format

DRAW A SHAPE
CHANGE LINE COLOR OPTION
FILLS AND SHADOWS

CHANGE SHAPE COLOR

SHAPE EFFECTS
 GRID LINES

WORKING WITH OTHER APPLICATIONS

WORD OUTLINES

OPEN DIALOG BIOX

 TALLY.ERP9

INTODUCTION:
Tally.ERP9 is accounting software. It is a system that automatically carries out
“Mechanical activities” in accounting process. Accounting being the backbone of
any business, accounting software becomes the most important part of office
automation activities. The founder of tally was BHARATH GOENKA.
In 1983, initially it was called as PATRONIX PVT LTD. Late on; he invented
TALLY 4.5 in the year 1988 which includes only accounts in DOS. Later on, he
came up with TALLY5.4 which facilitates accounts with inventory along with
DOS. After that, he found TALLY6.3 with the same features as included in
tally5.4. However DOS was outdated at that time and WINDOWS came into
existence. Later, he found TALLY7.2 with an additional facility of internet and
taxes. Lateran, he came up with TALLY8.1 which was completely failed. It
included all regional languages as well as FBT. The next version was TALLY9
which included excise duty as well as payroll. At last, finally, in the year 2009, the
latest version of tally found is TALLY.ERP9.
ADVANTAGES OF TALLY:
The major advantages of accounting software are:
1) Arithmetical accuracy
2) Time saving
3) Multiple reports on timely basis
4) User-friendly

DISADVANTAGES OF TALLY:
1) Data stored can be easily lost
2) Tampering
3) Fabrication of data
CREATION OF A COMPANY:

Creating a Company involves providing basic information about the company

whose books of accounts are to be maintained in Tally. ERP 9.

Go to Gateway of Tally > (Alt+F3) Company Info. > Create Company

The Company Creation screen appears as shown:

DIRECTORY:
The data path where you want the company to be created is specified in the
Directory field.
NAME:
Enter the name of the company whose books are being opened. If you are a
professional accountant and are maintaining the books of your clients, give the
Client Company's name.
ENABLE AUTOBACKUP FEATURE:

Set this to Yes, if you want to enable the automatic backup of Tally.ERP 9 data
(per company). Else, set this to No. The data backup is stored in the data folder of
the respective company. The auto backup data can be restored by pressing Ctrl
+Alt +K from Company Info menu or Gateway of Tally.

BOOKS BEGINNING FROM:

Tally.ERP 9 presumes that you wish to maintain books from the beginning of the
financial year. Hence, Tally.ERP 9 displays the date given in Financial Year from
field automatically.
GATEWAY OF TALLY:

Gateway of Tally is the screen that appears on selecting a company. The Gateway
of Tally menu differs based on the type of company selected. An Accounts Only
Company has a different Gateway of Tally menu from that of an Accounts-with-
Inventory Company.

1) Gateway of tally (accounts only)

2) Gateway of tally (accounts with inventory)
LEDGER CREATION:

By default, Tally. ERP 9 contains two Ledger accounts namely, Cash (Under Cash-
in- Hand) and Profit and Loss Account (direct Primary Account). You need to
create all other accounts heads. There are no restrictions in Ledger creation except
that you cannot create another Profit & Loss A/c. Any number of Cash Accounts
may be created in any other name for ex: Petty Cash.

Go to Gateway of Tally > Accounts Info > Ledgers > Create

PURCHASE ENTRY:

Purchase voucher is used to record the Purchase transactions of the company. The
entry can be passed using the Voucher mode or the Invoice mode where the
calculations can be automated and the user can experience the ease of feeding the
transactions into the system.

When a company buys goods on credit or cash, Purchase voucher is used to

record all the Purchase transactions of the company.

To pass a Purchase Voucher:

Go to Gateway of Tally > Accounting Vouchers

1) Click on F9: Purchase on the Button Bar or press F9.

For example, if you are purchasing goods from Supplier A for a value of Rs.
10000/-

a) Debit Purchase Account

b) Credit Party Account

SALE ENTRY:

When a sales transaction is made, a document detailing the transaction (item name,
tax, etc) has to be given to the buyer or debtor as proof of purchase by him. This
document is called Invoice or Bill or Cash Memo. Tally.ERP 9 provides the
option of creating Invoices.

Invoice mode is of two types.  It may be:

1. An Account Invoice
2. An Item Invoice
REPORTS:
RATIO ANALYSIS:

Ratio analysis is a powerful tool for financial analysis. A meaningful analysis of a

financial statement is made possible by the use of ratios.

To view the Ratio Analysis

Go to Gateway of Tally> Ratio Analysis

The Ratio Analysis screen is displayed as shown.

PROFIT AND LOSS STATEMENT:

Profit and Loss Account or Income Statement is a periodic statement, which shows
the net result of business operations for a specified period. All the expenses
incurred and incomes earned during the reporting period are recorded in the Profit
and Loss account or Income and Expenditure account.
The profit and loss account in Tally.ERP 9 displays the information based on the
default primary groups. It is updated instantly with every transaction/ voucher that
is entered and saved. No special processing is required to produce a profit and loss
account in Tally.ERP 9.

To view the Profit & Loss Account of ABC Company,

Go to Gateway of Tally > Profit & Loss A/c

 Click F1: Detailed, to view the Profit & Loss Account in detailed format.

The Profit

& Loss Account is displayed as shown:

ACCOUNTS WITH INVENTORY:

Tally. ERP 9 displays a drop down for the Type of Company with two options
Accounts only and Accounts with Inventory

Select Accounts only if you do not have any inventory transactions (suitable for
professionals and corporate offices).

However, at a later date (if required) you can choose to alter the information as
Accounts-with-Inventory. Select Accounts-with-Inventory, to maintain both
financial accounts and inventory
CREATION OF LEDGERS:

The creation of a Ledger depends on the features you have selected under F11:
Features of your company and F12: Configure. You can create a single ledger
account with the default options enabled.

Go to Gateway of Tally > Accounts Info > Ledgers > Single Ledger > Create
CREATING A STOCK ITEM:
Stock items are goods that you manufacture or trade (sell and purchase). It is
the primary inventory entity. Stock Items in the Inventory transactions are similar
to ledgers being used in accounting transactions.

TWO MODES OF STOCK ITEM CREATION:

1. Normal Mode
2. Advance Configuration Mode.

CREATION OF STOCK ITEM IN NORMAL MODE:

To create a Stock Item,

Go to Gateway of Tally > Inventory Info > Stock Item > Single Create (under
Single Stock Item)

Stock Item creation is displayed as shown:

PURCHASE ENTRY:

Purchase voucher is used to record the Purchase transactions of the company. The
entry can be passed using the Voucher mode or the Invoice mode where the
calculations can be automated and the user can experience the ease of feeding the
transactions into the system.

ITEM INVOICE:
Invoicing is generally used for sale of stock where the details of the items sold are
listed. Selecting the Item Invoice allows you to select the stock items that need to
be invoiced. Trading and manufacturing organizations commonly use this format.

On the Sales invoice screen, click on the button Item Invoice, which is displayed
on the Button Bar on the right side of the screen and the Sales Item Invoice appears
as shown below:

TRACK SUMMARY BASED ON GODOWN TYPES:

The Stock Summary report can be viewed based on the godown Types in
Tally.ERP 9, as follows:

 Our Stock with us: This will display the stock after excluding your stock
lying with third parties and the third party stock with you.
 Our Stock with Third Party: This will display your stock lying with the
third parties, such as, Job workers, consignment agents, bonded warehouse,
etc.
 Our Stock with Us and Third Party: This is the default Stock Summary
report which will display the stock after including your stock lying with
third parties, which is also considered for the final accounts.
 Third Party Stock with us: This will display the third party stock lying
with you.
 Our Stock and Third Party Stock us: This will display the stock including
the third party stock lying with you, after excluding your stock with the third
parties.
  All Types: This option displays the stock after including your stock lying
with third parties and third parties stock lying with you.

GODOWNS & TRANSFER OF MATERIAL:

Locations/Godowns are places where Stock Items are stored. You can monitor the
location-wise movement of stock by creating multiple Godowns.

Example: Suppose you have three Godowns, where you store the Goods. In
Chennai, you have two Godowns and in Bangalore, one Godown.

You can create Godowns as shown below:

Godown Under
Godown Chennai
A
Godown Chennai
B
Godown Bangalore
C

First you have to Create Chennai and Bangalore locations and then you have to
create Godowns under the respective location.

Tally. ERP 9 has a default Godown named Main Location. You can alter Tally's
default godown and create a new one. Tally. ERP 9 permits the creation of any
number of godowns, under groups and subgroups to match the structure you need.
You can create Locations/Godowns only if Maintain Multiple Godowns is
enabled in F11: Features > F2: Inventory Features.

Select the Godown from the List of Godowns.

QUANTITY, RATE AND AMOUNT:

Enter the quantity and rate. The Amount will be calculated automatically.
Per: By default, the specified Unit of measure will be displayed here. The Rate is
computed on the basis of Unit you specify here.

VIEWING STOCK QUERY REPORT:

The Stock query report provides complete information about the selected stock
item for e.g. Stock position of a selected stock item at any point of time, latest
purchase and sales, godown where such stock is available etc.

To view the Stock Query Report

From Gateway of Tally > Display > Statements of Inventory > Stock Query>
Select the Item from List of Items.

The Stock Query report appears as shown:

INTER-GODOWN TRANSFER:

This is useful to transfer the goods from one location to another. The quantity of
Stock remains the same, but the Location changes.

Additional Cost/Expenses involved in the Transfer of goods.

You can also account the additional cost incurred in connection of transfer of
materials from one location to another.

Accounting for Wastage of stock or shortage of stock

There may be a shortage or wastage of stock items, the quantity may have got
changes. In such cases, you have to enter a stock journal to account for the increase
or decrease in the Stock Item.

Go to Gateway of Tally > Inventory Vouchers

1. Press the buttons Alt + F7 or Select the button F7: Stock journal from the
Button Bar

For example, the company transfers Item B from the warehouse to the shop.

BANK RECONCILIATION STATEMENT:

The Bank Reconciliation option in the Banking menu allows the user to perform
the following operations:
  Reconcile Bank accounts.
 Create vouchers from the Bank Reconciliation screen itself.
 The user can also provide opening BRS for UN reconciled transactions.
 Alter the voucher by selecting the required transaction from the Bank
Reconciliation screen.
 Filter the report to display transactions based on Amount, Bank Date,
Instrument No, Instrument Date, Party ledger, etc.

To access Bank Reconciliation screen,

 Go to Gateway of Tally > Banking > Bank Reconciliation

 The Select Bank screen displaying the List of Bank appears as shown:

 Select the required Bank account from the List of Bank and press Enter.

MS ACCESS

DATABASE MANAGEMENT SYSTEM:

A DBMS is a computer-based system to manage a database, or a collection of
database or files. It is a general-purpose software system that facilities the process
of defining, constructing, manipulating and sharing database among various users
and applications.
DEFINING it is a process to specify the data types, structures and the constraints
for the data stored.
CONSRTUCTING: it is the process of physical storing the data on a storage
medium and the respective mapping to the DBMS software.
MANIPULATING: it is a DBMS includes functions as querying, updating and
generating reports from the data.
SHARING: it is the data in a DBMS allows multiple users and programs to access
the data stored into it concurrently.

ADVANTAGES OF A DBMS:
Using a DBMS to manage data has many advantages:
DATA INDEPENDENCE: application programs should be as independent as
possible from details of data representation and storage. The DBMS can provide an
abstract view of the data to insulate application code from such details.
EFFICIENT DATA ACCESS: a DBMS utilises a variety of sophisticated
techniques to store and retrieve data efficiently, this feature is especially important
if the data is stored on external storage devices.
DATA INTEGRITY AND SECURITY: if data is always accessed through the,
the DBMS can enforce integrity constraints
DATA ADMINISTRATION: when several users share the data , centralizing the
administration of data can offer significant improvements. Experienced
professionals, who understand the nature of the data being managed and how
different groups of users use it, can be responsible for organising the data
representations to minimize redundancy and for fine-tuning the storage of the data
to make retrieval efficient.
CONCURRENT ACCESS AND CRASH RECOVERY: a DBMS schedules
concurrent accesses to the data in such a manner that users can think of the data as
being accessed by only one user at a time. Further, the DBMS protects users from
the effects of system failures.
REDUCE APPLICATION DEVELOPMENT TIME: clear the DBMS supports
many important functions that are common to many applications accessing data
stored in the DBMS. This, in conjunction with the high-level interface to the data,
facilitates quick development of applications. Such applications are also likely to
be more robust than applications developed from scratch because many important
tasks are handled by the DBMS instead of being implemented by the application.
PARTS OF DBMS:
A database system comprises of five major parts, namely,
1. Data
2. Hardware
3. Software
4. People
5. Procedures

DATA:
Data are raw facts (raw means, the facts that have not yet been processed to reveal
their meaning). The word “data” covers the collection of facts stored in the
database. Because, data are the raw materials from which information is generated,
the determination of which data are to be entered into the database into the
database and how such data are to be organized is a vital part of the database
designer’s job.

HARDWARE:
The physical components of computer systems are referred to as the Hardware.
The hardware comprises of:
Computer – a microcomputer (personal computer) , alumni-computer or a main
frame computer
Computer peripherals- physical devices that control input and output such as
keyboards, mice, modems, printers, any electronic devices that are used to connect
two or data bases that are likely to be remotely accessed, for example, automatic
teller machine.
Software:
Software means the collection of programs, instructions that make the hardware
work. The following types of software make the database system fully functional.
They are: software to run on the computers. The operating system software mainly
used by: microcomputers- DOS, OS/2 and windows2000 etc
People:
People would include all users of the databases system. They can be classified into
five types on the basis of their job functions, namely systems administrators,
database administrators, database designers, systems analysts programmers and
end users.
Procedures:
Procedure is instructions and rules that govern the design and use of the database
system. Procedures are critical components of the system. They play an important
role in a company with customers.
DATA MODEL:
A data model is a collection of high-level data description constructs that hide
many low-level storage details. A DBMS allows a user to define the data to be
stored in terms of a data model. While the data model of the DBMS hides many
details. It is nonetheless closer to how the DBMS stores data than to how a user
thinks about the underlying enterprise.

ENTITY-RELATIONSHIP MODEL:
The semantic data model or the entity-relationship model is a conceptual level
model is a more abstract, high level data model that makes it easier for a user to
come up with a good initial description of the data in the enterprise.
This model captures meanings of:
1) Entities: are real-world objects about which we collect data
2) Attributes: describe the entities.
3) Relationships: are associations among entities.
4) Entity set: set of entities of the same type
5) Relationship set: set of relationships of same type.

ENTITY:
An entity is any object, place, person and physical object such as a house or a car,
an event such as a house sale or a car service or a concept such as a customer
transactions or order about which an enterprise records data. It is an object, which
can have instances or occurrences. Each entity has certain properties or attributes
associated with it and operations applicable to it.
 Category Examples
Physical object Employee, machine, book, client, student, item
Abstract object Account, department
Event Application, reservation ,invoice, contract
Location Building, city, state

ATTRIBUTES:
Attributes are data elements that describe an entity. If the attributes of an entity
have more attributes that describe it, then it is not an attribute of that entity, but
another entity. Attributes can either be listed next to the entities or placed in circles
and attached to the entities.
Entity Attribute
Customer Name, address, customer – city
Branch Branch- name, branch-city, branch-region
Employee Employee-name, employee number. Gross
pay
Order Order number, order date, order placed by
Book ISBN, title, author, price

ENTITY EMPLOYEE ATTRIBUTES

RELATIONSHIP:
A relationship is an association among two or more entities. For example, we may
have the relationship that Mr. Amit works in the accounts department. A
relationship is an association between several entities. For an entity we collect a set
of similar relationships into a relationship set. This is an association between
entities. It is represented by a diamond in the ER Diagram.
For example, consider the two entity sets Customer and Account; here the
relationship cutback denotes the association between customers and their accounts.
This is a binary relationship. The role of an entity is the function it plays in a
relationship. A relationship may also have descriptive attributes.

CUSTACCT-RELATIONSHIP

CUSTOMER CUSTAC ACCOUNT

STRUCTURED QUERY LANGUAGE:

A computer language designed to organize and simplify the process of getting
information out of a database in a usable form and also used to reorganize data
within databases. SQL is most often used on larger databases on mini computers,
mainframes and corporate servers.
Structured Query Language is the most widely accepted query language for almost
all RDBMS. SQL is considered to be a 4GL is a procedural language. That is, its
users merely command what is to be done without having to worry about how it’s
to be done.
Also, ANSI does prescribe an SQL standard, thus making it easier to move
between RDBMSs that share this standard.
SQL is considered to as an ideal database language it must be able to:
1) Create database and table structures. SQL has data definition components
that give us the ability to meet this requirement.
2) Manage the data component of the database. SQL gives us a set of
commands to add, update and delete data within the database tables.
3) Provide detailed data query capability.”Standard” SQL uses a set of
approximately thirty commands that allow us to retrieve data and to convert
the raw data into useful information.

The three basic data functions provided by SQL are as follows:

1) Data definition language (DDL): consists of commands to create the objects,
such as tables, view, indexes etc...
 2) Data manipulation language (DML): used for query, insertion, deletion and
sudation of information stored in the database.
3) Data control language (DCL)/data administration (DA): used for controlling
data and access to the database.

INTRODUCTION TO MICROSOFT ACCESS

Microsoft access for windows is a database management system or DBMS, which
helps us, manage data stored in a computer database. A database is a tool for
collecting and organizing information. Databases can store information about
people, products, orders or anything else. A computerized database is a container
of objects. One database can contain more than one table.
An Access database stores its tables in a single file, along with other objects, such
as forms, reports, macros and modules. Databases created in the Access format
have the file extension .access and databases created in earlier access formats have
the extension .mdb

Using access, we can do the following:

1) Add new data to a database, such as a new item in an inventory
2) Edit existing data in the database, such as changing the current location of an
item.
3) Delete information, perhaps if an item is sold or discarded,
4) Organize and view the data in different ways,
5) Share the data with others via reports, e-mails messages, an intranet or the
internet.

Microsoft Access can be started in Windows 95 or later versions of windows

operating system in the following way:
1) Click on the start button on the windows taskbar and then choose
program>>Microsoft access .
2) After a short delay, the Microsoft access main window displays a dialogue
box offering the user a choice of creating a new database or opening one of
the existing databases.
THE PARTS OF AN ACCESS DATABASE:
The following are short descriptions of the parts of a typical access database.
1) Tables
2) Forms
3) Reports
4) Queries
5) Macros
6) Modules

TABLES:
A database table is similar in appearance to a spreadsheet, in that data is stored in
rows and columns. As a result, it is usually quite easy to import a spreadsheet into
a database table. The main difference between storing data in a spreadsheet and
storing it in a database is in how the data is organized.
Each row in a table is referred to as a Record. Records are where the individual
pieces of information are stored. Each record consists of one or more fields. Fields
correspond to the columns in the table.
FORMS:
FORMS are sometimes referred to as “Data entry Screens”, which are the
interfaces we use to work with our data and they often contain command buttons
that perform various commands. We can create a database without using forms by
simply editing our data in the table datasheets. However, most database users
prefer to use forms for viewing, entering and editing data in the tables.
Forms also allow us to control how other users interact with the data in the
database. For example, we can create a form that shows only certain fields and
allows only certain operations to be performed. This helps protect data and to
ensure that the data is entered properly.
REPORTS:
Reports are what we use to summarize and present data in the tables. A report
usually answers a specific question, such as “how much money did we receive
from customer this year?” or “what cities are our customers located in?” each
report can be formatted to present the information in the most readable way
possible.
QUERIES:
Queries are the real workhorses in a database and can perform many different
functions. Their most common function is to retrieve specific data from the tables.
The data we want to see is usually spread across several tables and queries allow us
to view it in a single datasheet. Also, since we usually don’t want to see all the
records at once, queries let us add criteria to “filter” the data down to just the
records we want. Queries often serve as the record source for forms and reports.

MACROS:
MACROS in access can be thought of as a simplified programming language
which we can use to add functionality to our database. For example, we can attach
a macro to a command button on a form so that the macro runs whenever the
button is clicked. Macros contain actions that perform tasks, such as opening a
report, running a query or closing the database. Most database operations that we
do manually can be automated by using macros, so they can be great time –saving
devices.
MODULES:
A module is a collection of declarations, statements and procedures that are stored
together as a unit. A module can be either a class module or a standard module.
Class modules are attached to forms or reports and usually contain general
procedures that are specific to the form or report they’re attached to. Standard
modules contain general procedures that aren’t associated with any other object.
Standard modules are listed under modules in the navigation pane, whereas class
modules are not.
CREATING A DATABASE WITHOUT USING A TEMPLATE:
If we are not interested in using a template, we can create a database by building
our own tables, forms, reports and other database objects. In most cases, this
usually involves one or both of the following:
Entering, pasting or importing data into the table that is created when we create a
new database and then repeating the process with new tables that we create by
using the table command on the create tab.
Importing data from other sources and creating new tables in the process.
DATA TYPES:
Every field has to be assigned a data type which indicates the kind of data that
the field stores, such as large amounts of text or attached files. A data type is a
field property, but it differs from other field properties.
The data type property can be set only in the upper portion of table design view.
The data types and their explanation is highlighted as shown:

SETTING TYPE OF DATA SIZE

Text Text or combinations of text and Up to 255 characters or
numbers the length set by the
field size property,
whichever is less
Memo Lengthy text or combinations of Up to 63999 characters
text and numbers
Number Numeric data used in 1,2,4,8 bytes
mathematical calculations
 Date/time Date and time values for the 8 bytes
years 100-9999
Currency Currency values and numeric 8 bytes
data used in mathematical
calculations involving data with
one t four decimal places
Auto number A unique sequential number or 4 bytes(16 bytes if the
random number assigned field size property is set
whenever a new record is added to replication ID)
to a table
Yes/no Yes and no values and fields 1 bit
that contain only one of two
values
OLE object An object linked to an Up to 1 gigabyte
embedded in a Microsoft access
table
Hyperlink Text or combinations of text and Each part of the three
numbers stored as text and used parts of a hyperlink data
as a hyperlink address. A type can contain up to
hyperlink address can have up to 2048 characters.
three parts.
Attachment Any supported type of file To attach images,
spread files, documents,
charts and other types
of supported files to the
records.
Lookup Creates a field that allows user. The same as the
wizard temporary

TABLE RELATIONSHIPS:
Although each table stores data about a different subjects, tables in a database
usually stores data about subjects that are related to each other.
 For example, a database might contain the following:
1) A customers table that lists our company’s customers and their addresses
2) A products table that lists the products that we sell, including prices and
pictures for each item
3) An order table that tracks customer orders

KEYS: fields that are part of a table relationship are called keys. A key usually
consists of one field but may consist of more than one field. There are two
kinds of keys:
1) Primary key: a table can have only one primary key which consists of one
or more fields that uniquely identify each record that is stored in the table.
Often, there is a unique identification number, such as an ID number or a
code, that serves as a primary key.
2) Foreign key: a foreign key contains values that correspond to values in the
primary key of another table. A table can also have one or more foreign
keys.

SWITCH TO DESIGN VIEW:

To switch to design view, do any of the following:
1) Right click the document tab and then click design view
2) Right –click the table name in the navigation pane and then click design
view.
3) Click design view in the access status bar.

To change or remove the primary key or to set the primary key for a table that
doesn’t already have one, we must use design view.
Set or change the primary key:
When a new table is created without setting a primary key, access prompts the
user to create one. If we choose yes, access creates an ID field that uses the
auto number data type to provide a unique value for each record. If the table
already includes a auto number field, access uses it as the primary key.
1) Open the table in design view.
2) Select the field or fields we want to use as the primary key. To select one
field, click the row selector for the field we want. To select more than
 one field, hold down the CTRL key and then click the row selector for
each field.
3) On Design tab, in the tools group, click primary key. A key indicator is
added to the left of the field or fields that we specify as the primary key.

REMOVE THE PRIMARY KEY:

1) Open the table in design view
2) Click the row selector for the current primary key. If the primary key
consists of a single field, click the row selector for that field.
3) On the design tab, in the tools group, click primary key.

DELETING A TABLE:
If we have a table we don’t need any more, we can remove it from our database.
Because we cannot delete a table if it is opened, we must first close it. To remove a
table from our database, do any of the following
1) In the navigation pane, right click the table and click delete.
2) In the navigation pane, click the table to select it. Then , on the Ribbon, click
home. In the records group, click delete.
3) In the navigation pane, click the table to select it and press delete.

RENAMING A TABLE:
If for some reason, the name of the table is to be changed, it can be done by right-
clicking the table in the navigation pane and clicking rename.

CREATE A FORM USING FORM WIZARD:

Form wizard may be used by a user to automatically create a simple form.
Although , the form wizard provides less control in creating a form but the user has
the option to customize using form design view.
STEPS:
1) On the Create tab, in the Forms group, click More Forms and choose Form
Wizard as shown:

2) Now, specify the table or query for which the user wants to create the
form as shown below:

After choosing the table or query, the user will see a screen similar to
the figure shown below:
After selecting the desired field(s) from the table or query, the following
screen will appear as shown:

Here the user needs to specify the form layouts which are as follows:
Columnar: by default, the form layout as shown above
Tabular: as shown in the figure below.

Datasheet: as shown below:

 Justified: as shown below.

3) The user’s may then specify the title of the form and may further specify
whether they want to open the newly created form in form view to carry out
from related activities like addition of records, editing existing records, etc
or to modify the form in form design view for further customization as
shown below:
 After making the choice, the user can click Finish.

CREATING SELECT QUERY USING QUERY WIZARD

Query wizard may be used by a user to automatically create a simple query.
Although, the query wizard provides less control in handling a query but surely,
query once created using query wizard can always be modified using design view.
Before, running a query wizard, the user must ensure that all relationships are
created before hand in case the query is created using two or more tables.
STEPS:
On the create tab, in the queries group, click Query Wizard, as shown:

In the New Query dialog box, click Simple Query Wizard and then click OK, as
shown:
STEPS:
On the create tab, in the queries group, click Query Wizard, as shown:
 In the New Query dialog box, click Simple Query Wizard and then click OK, as
shown:

We will see a screen similar to figure as shown below:

After selecting the desired field(S) from the table, the result is shown as
below:

The user can add up to 255 fields from as many as 32 tables or queries.
For each field, the user depending upon the requirement may perform the
following 2 steps:
1) Under Tables/Queries, click the table or query that contains the
field
2) Under Available fields, double click the field to add it to the
selected fields lists

When the user has added all the desired fields, he/ she may click next and may
see as shown below:
 The user may click Finish to complete the query wizard and may see the results of
the query.
CREATING A REPORT WITH REPORT WIZARDS:
Report wizard helps the user to create the report in a easy and efficient manner.
Report wizards give the user a basic layout for the report. The report can further be
customized as per requirements. Report wizards simplify the layout process of the
controls that are meant to be used in the report. It helps the user to create a report
by asking a series of questions about the type of reports that the user wants to
create an then automatically creates the report for the user.
1) Select the Report Wizard button in the Reports group of the Create ribbon tab as
shown :

2) Select a query or a table for the report as shown:

3) Next, specify the fields that should be included in the table.

4) Now, the user is prompted through a dialog box which enables the user to
specify the fields(s) for grouping data in the report.

5) Further, the user is prompted to specify the sorting order as ascending or

descending as shown. The user can select fields that they have not already
chosen to group and can use them as sorting fields. The fields selected in the
sorting dialog box does not affect grouping.
6) The user may use the Summary Option button which opens up a dialog box
which provides additional display options for numeric fields
7) Further, the user is prompted to specify the layout of the report. This dialog
box enables the user to determine the basic layout of the data.
8) The user is further prompted to specify the title of the report as shown.

9) The user is then provided with the option of either to preview the report or to
modify the report in report design view as shown: