PROJECT FILE

On

“IT SKILLS LAB – 1”

Submitted in partial fulfilment of the requirements

for the award of the degree of

MASTER OF BUSINESS ADMINISTRATION

TO

DR. A.P.J. ABDUL KALAM TECHNICAL UNIVERSITY LUCKNOW

SUBMITTED TO: SUBMITTED BY:

DR. ASHUTOSH GAUR ARVINDER SINGH NAGPAL
(ASSISTANT PROFESSOR) MBA ++ 1ST SEM

MANGALMAY INSTITUTE OF MANAGEMENT & TECHNOLOGY

GREATER NOIDA (U.P.)
Dr. A.P.J. ABDUL KALAM TECHNICAL UNIVERSITY, LUCKNOW
 CONTENTS
I. ASSIGNMENT 1..........................................................................................................1
i. GENERATION OF COMPUTERS...................................................2
ii. BASIC COMPUTER ORGANIZATION..........................................4
iii. LIMITATIONS OF COMPUTERS.................................................10
iv. CHARACTERISTICS OF COMPUTERS......................................11
v. INPUT AND OUTPUT DEVICES...................................................13
II. ASSIGNMENT 2........................................................................................................18
i. WINDOWS OPERATING SYSTEM...............................................19
ii. CHARACTERISTICS OF WOS......................................................19
iii. MY COMPUTER, RECYCLE BIN.................................................20
iv. STEPS TO MAKE A FOLDER........................................................20
v. STEPS TO RENAME THE FOLDER.............................................21
vi. STEPS TO SET TIME AND DATE IN THE SYSTEM................21
vii. NOTEPAD..........................................................................................22
III. ASSIGNMENT 3........................................................................................................23
i. MICROSOFT WORD.......................................................................24
ii. COMMANDS.....................................................................................31
iii. HOW TO SAVE DOCUMENTS......................................................34
iv. HOW TO OPEN NEW DOCUMENT.............................................35
IV. ASSIGNMENT 4.......................................................................................................37
i. MICROSOFT EXCEL......................................................38
ii. FUNCTIONS......................................................................39
iii. ENTER DATA INTO MS EXCEL..................................40
iv. ADD IN MS EXCEL..........................................................41
V. ASSIGNMENT 5........................................................................................................43
i. MICROSOFT POWERPOINT........................................................44
ii. FUNCTIONS......................................................................................45
iii. COMMANDS.....................................................................................46
iv. STEPS TO CREATE PRESENTATION.........................................52
 I. ASSIGNMENT 1 INDEX FOR FIGURE
FIG. 1 Basic computer organization...................................................................................4
FIG. 2 characteristics of computer...................................................................................13
II. ASSIGNMENT 2
FIG.3 windows operating system......................................................................................19
FIG.4 saving folder.............................................................................................................20
FIG.5 Renaming the Folder...............................................................................................21
FIG 6 Date and Time.........................................................................................................22
FIG. 7 Notepad...................................................................................................................22
III. ASSIGNMENT 3
FIG.8 MS Word..................................................................................................................24
FIG.9 File Property Window.............................................................................................25
FIG.10 Quick Access Toolbar...........................................................................................25
FIG 11 Ribbon....................................................................................................................26
FIG. 12 Title Bar................................................................................................................26
FIG.13 Rulers.....................................................................................................................27
FIG.14 Help.........................................................................................................................27
FIG.15 Zoom Control.........................................................................................................28
FIG 16 View Button...........................................................................................................28
FIG. 17 Print Layout View Button...................................................................................29
FIG.18 Full Screen Reading View....................................................................................29
FIG.19 Web Layout View..................................................................................................30
FIG.20 Outline View..........................................................................................................30
FIG 21 Draft View..............................................................................................................31
FIG 22 Save Tab.................................................................................................................34
FIG.23 Save Tab.................................................................................................................35
IV. ASSIGNMENT 4
FIG.24 MS Excel................................................................................................................38
FIG 25 Excel Spreadsheet..................................................................................................40
V. ASSIGNMENT 5
FIG.26 File Tab..................................................................................................................46
FIG.27 Title Bar.................................................................................................................46
FIG 28 Slide Area...............................................................................................................47
FIG. 29 Zoom Options.......................................................................................................47
FIG.30 Slide View...............................................................................................................48
FIG.31 Normal Layout View.............................................................................................48
FIG.32 Slide Sorter View...................................................................................................49
FIG 33 Reading View.........................................................................................................49
FIG. 34 Note Section..........................................................................................................50
FIG.35 Quick Access Toolbar...........................................................................................50
FIG.36 Slide Tab................................................................................................................51
FIG.37 Adding a Slide........................................................................................................53
FIG 38 Deleting a Slide......................................................................................................54
 I. ASSIGNMENT 3 INDEX FOR TABLE
TABLE NO. 1 MS Word...................................................................................................33
TABLE NO. 2 Word Key Strokes.....................................................................................33
TABLE NO. 3 Key Strokes................................................................................................34
II. ASSIGNMENT 5
TABLE NO. 4 MS PowerPoint.........................................................................................52
ASSIGNMENT 1

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  GENERATION OF COMPUTERS:

A computer is an electronic device that manipulates information or data. It has the ability to
store, retrieve,and process data. Nowadays, a computer can be used to type documents, send
email, play games, and browsethe Web. It can also be used to edit or create Spreadsheets,
presentations, and even videos. But the evolutionof this complex system started around 1946
with the first Generation of Computer and evolving ever since. Even more so the generation
who have grown from infancy within the global desktop and laptop revolutionsince the
1980s.

The history of the computer goes back several decades however and there are five definable
generations of computers. Each generation is defined by a significant technological
development that changes fundamentally how computers operate – leading to more compact,
less expensive, but more powerful, efficient and robust machines.

THERE ARE FIVE GENERATIONS OF COMPUTERS:

I. 1940 – 1956: FIRST GENERATION – VACUUM TUBES
These early computers used vacuum tubes as circuitry and magnetic drums for memory. As a
result, they were enormous, literally taking up entire rooms and costing a fortune to run.
These were inefficient materials which generated a lot of heat, sucked huge electricity and
subsequently generated a lot of heat which causedongoing breakdowns.
These first-generation computers relied on ‘machine language’ (which is the most basic
programming language that can be understood by Computers). These computers were limited
to solving one problem at a time. Input was based on punched cards and paper tape. Output
came out on print-outs. The two notable machines of this era were the UNIVAC and ENIAC
machines – the UNIVAC is the first every commercialcomputer which was purchased in
1951 by a business – the US Census Bureau.
II. 1956 – 1963: SECOND GENERATION – TRANSISTORS
The replacement of vacuum tubes by transistors saw the advent of the second generation of
computing. Although first invented in 1947, transistors weren’t used significantly in
computers until the end of the 1950s.they were a big improvement over the vacuum tube,
despite still subjecting computers to damaging levels ofheat. However, they were hugely
superior to the vacuum tubes, making computers smaller, faster, cheaperand less heavy on
electricity use. They still relied on punched card for input/printouts.
The language evolved from cryptic binary language to symbolic (‘Assembly’) languages.
These meant programmers could create instructions in words. About the same time high level
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 programming languages were being developed (early versions of COBOL and FORTRAN).
Transistor driven machines were the first computers to store instructions into their memories
– moving from magnetic drum to magnetic core ‘technology’. The early versions of these
machines were developed for the atomic energy industry.
III. 1964 – 1971: THIRD GENERATION – INTEGRATED CIRCUITS
By this phase, transistors were now being miniaturized and put on silicon chips (called
semiconductors). Thisled to a massive increase in speed and efficiency of these machines.
These were the first computers where users interacted using keyboards and monitors which
interfaced with an operating system, a significant leap up from the punch cards and printouts.
This enabled these machines to run several applications at once usinga central program which
functioned to monitor memory. As a result of these advances which again made machines
cheaper and smaller, a new mass market of users emerged during the ‘60s.
IV. 1972 – 2010: FOURTH GENERATION – MICROPROCESSORS
This revolution can be summed in one word: Intel. The chip-maker developed the Intel 4004
chip in 1971, which positioned all computer components (CPU, memory, input/output
controls) onto a single chip. What filled a room in the 1940s now fit in the palm of the hand.
The Intel chip housed thousands of integrated circuits. The year 1981 saw the first ever
computer (IBM) specifically designed for home use and 1984 saw the MacIntosh introduced
by Apple. Microprocessors even moved beyond the realm of computers and into an
increasing number of everyday products. The increased power of these small computers
meant they couldbe linked, creating networks. This ultimately led to the development, birth
and rapid evolution of the Internet.Other major advances during this period have been the
Graphical user interface (GUI), the mouse and morerecently the astounding advances in lap-
top capability and hand-held devices.
V. 2010: FIFTH GENERATION – ARTIFICIAL INTELLIGENCE
Computer devices with artificial intelligence are still in development, but some of these
technologies are beginning to emerge and be used such as voice recognition.
AI is a reality made possible by using parallel processing and superconductors. Leaning to
the future, computers will be radically Transformed again by quantum computation,
molecular and nano Technology. The essence of fifth generation will be using these
technologies to ultimately create machines which can process and respond to natural
language, and have capability to learn and organize themselves.

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  BASIC COMPUTER ORGANIZATION

FIG. 1
BASIC COMPUTER ORGANIZATION
I. CPU OPERATION
The fundamental operation of most CPUs to execute a sequence of stored instructions
called a program. Theprogram is represented by a series of numbers that are kept in some
kind of computer memory. There are foursteps that nearly all CPUs use in their operation:
fetch, decode, execute, and write back.
1. FETCH
 Retrieving an instruction from program memory.
 The location in program memory is determined by a program counter (PC)

 After an instruction is fetched, the PC is incremented by the length of the instruction

word in terms ofmemory units.

2. DECODE

 The instruction is broken up into parts that have significance to other portions of the
CPU.

 The way in which the numerical instruction value is interpreted is defined by the
CPU’s instruction setarchitecture (ISA).
 Opcode, indicates which operation to perform.

 The remaining parts of the number usually provide information required for that
instruction, such as operands for an addition operation.
 Such operands may be given as a constant value or as a place to locate a value: a

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 register or a memoryaddress, as determined by some addressing mode.

3. EXECUTE

 During this step, various portions of the CPU are connected so they can perform the
desired operation.

 If, for instance, an addition operation was requested, an arithmetic logic unit (ALU)
will be connected to aset of inputs and a set of outputs.
 The inputs provide the numbers to be added, and the outputs will contain the final sum.

 If the addition operation produces a result too large for the CPU to handle, an
arithmetic overflow flag in aflags register may also be set.

4. WRITE BACK

 Simply “writes back” the results of the execute step to some form of memory.

 Very often the results are written to some internal CPU register for quick access by
subsequent instructions.In other cases, results may be written to slower, but cheaper
and larger, main memory.
II. INPUT DEVICES
An input device is a hardware or peripheral device used to send data to a computer. An
input device allows users to communicate and feed instructions and data to computers for
processing, display, storage and/or transmission.
Input device enables the user to send data, information, or control signals to a
computer. The Central Processing Unit (CPU) of a computer receives the input and
processes it to produce the output.
Some of the popular input devices are:
 KEYBOARD
 MOUSE
 SCANNER
 JOYSTICK
 LIGHTPEN
 DIGITIZER
 MICROPHONE
 MAGNETIC INK CHARACTER RECOGNITION (MICR)
 OPTICAL CHARACTER READER (OCR)

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A. KEYBOARD
The keyboard is a basic input device that is used to enter data into a computer or any other
electronic device by pressing keys. It has different sets of keys for letters, numbers,
characters, and functions. Keyboards are connected to a computer through USB or a
Bluetooth device for wireless communication.
B. MOUSE
The mouse is a hand-held input device which is used to move cursor or pointer across the
screen. It is designedto be used on a flat surface and generally has left and right button and
a scroll wheel between them. Laptop computers come with a touchpad that works as a
mouse. It lets you control the movement of cursor or pointerby moving your finger over
the touchpad. Some mouse comes with integrated features such as extra buttons to
perform different buttons. The mouse was invented by Douglas C. Engelbart in 1963.
Early mouse had a roller ball Integrated as a movement sensor underneath the device.
Modern mouse devices come with optical technology that controls cursor movements by a
visible or invisible light beam.
C. SCANNER
The scanner uses the pictures and pages of text as input. It scans the picture or a
document. The scanned pictureor document then converted into a digital format or file and
is displayed on the screen as an output. It uses optical character recognition techniques to
convert images into digital ones.
D. JOYSTICK
A joystick is also a pointing input device like a mouse. It is made up of a stick with a
spherical base. The baseis fitted in a socket that allows free movement of the stick. The
movement of stick controls the cursor or pointer on the screen. The first joystick was
invented by C. B. Mirick at the U.S. Naval Research Laboratory.A joystick can be of
different types such as displacement joysticks, finger-operated joysticks, hand operated,
isometric joystick, and more. In joystick, the cursor keeps moving in the direction of the
joystick unless it is upright, whereas, in mouse, the cursor moves only when the mouse
moves.
E. LIGHTPEN
A light pen is a computer input device that looks like a pen. The tip of the light pen
contains a light-sensitivedetector that enables the user to point to or select objects on the
display screen.
Its light sensitive tip detects the object location and sends the corresponding signals to the

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CPU. It is not compatible with LCD screens, so it is not in use today. It also helps you
draw on the screen if needed. Thefirst light pen was invented around 1955 as a part of the
Whirlwind project at the Massachusetts Institute of Technology (MIT).
F. DIGITIZER
Digitizer is a computer input device that has a flat surface and usually comes with a stylus.
It enables the userto draw images and graphics using the stylus as we draw on paper with
a pencil. The images or graphics drawnon the digitizer appear on the computer monitor or
display screen. The software converts the touch inputs into lines and can also convert
handwritten text to typewritten words.
It can be used to capture handwritten signatures and data or images from taped papers.
Furthermore, it is alsoused to receive information in the form of drawings and send output
to a CAD (Computer-aided design) application and software like AutoCAD. Thus, it
allows you to convert hand-drawn images into a format suitable for computer processing.
G. MICROPHONE
The microphone is a computer input device that is used to input the sound. It receives the
sound vibrations andconverts them into audio signals or sends to a recording medium. The
audio signals are converted into digitaldata and stored in the computer. The microphone
also enables the user to telecommunicate with others. It is also used to add sound to
presentations and with webcams for video conferencing.
H. MAGNETIC INK CHARACTER RECOGNITION (MICR)
MICR computer input device is designed to read the text printed with magnetic ink. MICR
is a character recognition technology that makes use of special magnetized ink which is
Sensitive to magnetic fields. It is widely used in banks to process the cheques and other
organizations where security is a major concern. It can process three hundred cheques in a
minute with hundred-percent accuracy. The details on the bottom of the cheque (MICR
No.) are written with magnetic ink. A laser printer with MICR toner can be used to print
the magnetic ink. The device reads the details and sends to a computer for processing. A
document printed inmagnetic ink is required to pass through a machine which magnetizes
the ink, and the magnetic information is then translated into characters.
I. OPTICAL CHARACTER READER (OCR)
OCR computer input device is designed to convert the scanned images of handwritten,
typed or printed text into digital text. It is widely used in offices and libraries to convert
documents and books into electronic files.It processes and copies the physical form of a
document using a scanner. After copying the documents, the OCR software converts the

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documents into a

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 two-color (black and white), version called bitmap. Then it is analyzed for light and dark
areas, where the dark areas are selected as characters, and the light area is identifiedas
background. It is widely used to convert hard copy legal or historic documents into PDFs.
The converted documents can be edited if required like we edit documents created in ms
word.
III. OUTPUT DEVICES
An output device is any device used to send data from a computer to another device or user.
Most computer data output that is meant for humans is in the form of audio or video. Thus,
most output devices used by humans are in these categories. Examples include monitors,
projectors, speakers, headphones and printers.
Following are some of the important output devices used in a computer:
 Monitors
 Speakers
 Printer
A. MONITORS
Monitors, commonly called as Visual Display Unit (VDU), are the main output device of
a computer. It formsimages from tiny dots, called pixels that are arranged in a rectangular
form. The sharpness of the image depends upon the number of pixels.

B. SPEAKERS

Speakers are output devices that allow you to hear sound from your computer.
Computer speakers are just likestereo speakers. There are usually two of them and
they come in various sizes.

C. PRINTER

Printer is an output device, which is used to print information on paper. There are
two types of printers –

 Impact Printers
 Non-Impact Printers
IV. MEMORY OR PRIMARY STORAGE

 PURPOSE OF STORAGE

The fundamental components of a general-purpose computer are arithmetic and logic unit,
control circuitry,storage space, and input/output devices. If storage was removed, the device

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we had would be a simplecalculator instead of a computer. The ability to store instructions
that form a computer program, and theinformation that the instructions manipulate is what
makes stored program architecture computers versatile.

 PRIMARY STORAGE
Primary storage is directly connected to the central processing unit of the computer. It
must be present for theCPU to function correctly, just as in a biological analogy the
lungs must be present (for oxygen storage) for the heart to function (to pump and
oxygenate the blood). As shown in the diagram, primary storage typically consists of
three kinds of storage:
 PROCESSORS REGISTER

It is the internal to the central processing unit. Registers contain information that the
arithmetic and logic unitneed to carry out the current instruction. They are technically
the fastest of all forms of computer storage.
 MAIN MEMORY

It contains the programs that are currently being run and the data the programs are
operating on. The arithmeticand logic unit can very quickly transfer information
between a processor register and locations in main storage,also known as a “memory
addresses”. In modern computers, electronic solid-state random-access memory is
used for main storage, and is directly connected to the CPU via a “memory bus” and a
“Data bus”.

 CACHE MEMORY

It is a special type of internal memory used by many central processing units to

increase their performance or“throughput”. Some of the information in the main
memory is duplicated in the cache memory, which is slightly slower but of much
greater capacity than the processor registers, and faster but much smaller than main
memory.
 MEMORY

Memory is often used as a shorter synonym for Random Access Memory (RAM). This
kind of memory is located on one or more microchips that are physically close to the
microprocessor in your computer. Most desktop and notebook computers sold today
include at least 512 megabytes of RAM (which is really the minimum to be able to
install an operating system).They are upgradeable, so you can add more when your
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computer

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 runs really slowly.

 STORAGE DEVICES
The purpose of storage in a computer is to hold data or information and get that data
to the CPU as quickly as possible when it is needed. Computers use disks for storage:
hard disks that are located inside the computer, and floppy or compact disks that are
used externally.
 Computers Method of storing data & information for long term basis i.e., even after
PC is switched off.
 It is non – volatile

 Can be easily removed and moved & attached to some other device
 Memory capacity can be extended to a greater extent Cheaper than primary
memory. Storage involves two processes:
A. Writing Data.
B. Reading Data
FLOPPY DISKS.
The floppy disk drive (FDD) was invented at IBM by Alan Shugart in 1967. The first floppy
drives used an8-inch disk (later called a “diskette” as it got smaller), which evolved into the
5.25-inch disk that was used on the first IBM Personal Computer in August 1981. The 5.25-
inch disk held 360 kilobytes compared to the 1.44-megabyte capacity of today’s 3.5-inch
diskette. The 5.25inchdisks were dubbed “floppy” because the diskette packaging was a very
flexible plastic envelope, unlike the rigid case used to hold today’s 3.5-inch diskettes.
HARD DISKS.
Your computer uses two types of memory: primary memory which is stored on chips located
in the motherboard, and secondary memory that is stored in the hard drive. Primary memory
holds all of the essentialmemory that tells your computer how to be a computer. Secondary
memory holds the information that you store in the computer.
 LIMITATIONS OF COMPUTERS
Limitations are the drawbacks of the computer system in which humans outperform them.

I. LACK OF COMMON-SENSE

This is one of the major limitations of computer systems. No matter how efficient, fast and
reliable computersystems might be but yet do not have any common sense because no
full- proof algorithm has been designed to programmed logic into them. As computers
function
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 based on the stored programmed(s), they simply lack common sense.

II. ZERO IQ

Another of the limitations of computer systems is that they have zero Intelligence
Quotient (IQ). They are unable to see and think the actions to perform in a particular
situation unless that situation is already programmed into them. Computers are
programmable to complete each and every task, however small it maybe.

III. LACK OF DECISION-MAKING

Decision-making is a complicated process involving information, knowledge, intelligence,

wisdom, and ability to judge. The computer system does not have the ability to make
decisions on their own because they do not possess all the essentials of decision-making.
They can be programmed to take such decisions, which are purely procedure-oriented. If a
computer has not been programmed for a particular decision situation, it will not take a
decision due to lack of wisdom and evaluation faculties. Human beings, on the other hand,
possess this great power of decision-making.

IV. COMPUTERS CAN’T DECIDE

Computers are incapable of decision making as they do not possess the essential elements
necessary to take adecision i.e., knowledge, information, wisdom, intelligence and the
ability to judge.
V. COMPUTERS CAN’T EXPRESS THEIR IDEAS

In any type of research ideas plays a vital role. In this context, computers can’t express their
ideas.
VI. COMPUTERS CAN’T IMPLEMENT

Though computers are helpful in storage of data and can contain the contents of
encyclopedias even, but onlyhumans can decide and implement the policies.

 CHARACTERISTICS OF COMPUTERS
I. SPEED

Speed means the duration computer system requires in fulfilling a task or completing an
activity. It is well known that computers need very little time than humans in completing a
task. Generally, humans take into account a second or minute as a unit of time.
Nevertheless, computer systems have such fast operation capacity that the unit of time is

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 in fractions of a second. Today, computers are capable of doing 100 million calculations
per second and that is why the industry has developed Million Instructions per Second
(MIPS) asthe criterion to classify different computers according to speed.
II. ACCURACY

Accuracy means the level of precision with which calculations are made and tasks are
performed. One may invest years of his life in detecting errors in computer calculations or
updating a wrong record. A large part ofmistakes in Computer Based Information System
(CBIS) occurs due to bad programming, erroneous data, anddeviation from rules. Humans
cause these mistakes. Errors attributable to hardware are generally distinguished and
corrected by thecomputer system itself. The computers rarely commit errors and do all
types of tasks precisely.
III. DILIGENCE

A computer can perform millions of tasks or calculations with the same consistency and
accuracy. It doesn’tfeel any fatigue or lack of concentration. Its memory also makes it
superior that of human beings.
IV. VERSATILITY

Versatility refers to the capability of a computer to perform different kinds of work with same
accuracy andefficiency.

V. RELIABILITY
Reliability is the quality due to which the user can stay dependable on the computer.
Computers systems are well-adjusted to do repetitive tasks. They never get tired, bored or
fatigued. Hence, they are a lot reliable thanhumans. Still, there can be failures of a
computer system due to internal and external reasons. Any failure of the computer in a
highly automated industry is disastrous. Hence, the industry in such situations has a
backupfacility to take over tasks without losing much of the time.
VI. MEMORY

Storage is the ability of the computer to store data in itself for accessing it again in future.
Nowadays, apart from having instantaneous access to data, computers have a huge ability
to store data in a little physical space.A general computer system has a capacity of storing
and providing online millions of characters and thousandsof pictures. It is obvious from
the above discussion that computer capabilities outperform the human capabilities.
Therefore, a computer, when used rightfully, will tenfold the effectiveness of an

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 organization.

VII. ADAPTABILITY

Adaptability of computer system means the quality of it to complete a different type of

tasks: simple as well as complex. Computers are normally versatile unless designed for a
specific operation. Overall, a daily purposecomputer is used in any area of application:
business, industry, scientific, statistical, technological and so on A general purpose
computer, when introduced in a company, can replace the jobs of multiple specialists due
to its flexibility. A computer system can replace the functions of all these specialists
because of being very versatile.

FIG.2

CHARACTERISTICS OF COMPUTER.
 INPUT AND OUTPUT DEVICES OF COMPUTER
INPUT DEVICES
An input device is a hardware or peripheral device used to send data to a computer. An input
device allows users to communicate and feed instructions and data to computers for
processing, display, storage and/or transmission.
Input device enables the user to send data, information, or control signals to a computer.
The Central Processing Unit (CPU) of a computer receives the input and processes it to
produce the output.

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Some of the popular input devices are:
 KEYBOARD
 MOUSE
 SCANNER
 JOYSTICK
 LIGHTPEN
 DIGITIZER
 MICROPHONE
 MAGNETIC INK CHARACTER RECOGNITION (MICR)
 OPTICAL CHARACTER READER (OCR)
1) KEYBOARD
The keyboard is a basic input device that is used to enter data into a computer or any other
electronic device by pressing keys. It has different sets of keys for letters, numbers,
characters, and functions. Keyboards are connected to a computer through USB or a
Bluetooth device for wireless communication.

2) MOUSE
The mouse is a hand-held input device which is used to move cursor or pointer across the
screen. It is designedto be used on a flat surface and generally has left and right button and
a scroll wheel between them. Laptop computers come with a touchpad that works as a
mouse. It lets you control the movement of cursor or pointerby moving your finger over
the touchpad. Some mouse comes with integrated features such as extra buttons to
perform different buttons. The mouse was invented by Douglas C. Engelbart in 1963.
Early mouse had a roller ball Integrated as a movement sensor underneath the device.
Modern mouse devices come with optical technology that controls cursor movements by a
visible or invisible light beam.
3) SCANNER
The scanner uses the pictures and pages of text as input. It scans the picture or a
document. The scanned pictureor document then converted into a digital format or file and
is displayed on the screen as an output. It uses optical character recognition techniques to
convert images into digital ones.
4) JOYSTICK
A joystick is also a pointing input device like a mouse. It is made up of a stick with a
spherical base. The baseis fitted in a socket that allows free movement of the stick. The

- 14
movement of stick controls the cursor or pointer on the screen. The first joystick was
invented by C. B. Mirick at the U.S. Naval Research Laboratory.A joystick can be of
different types such as displacement joysticks, finger-operated joysticks, hand operated,
isometric joystick, and more. In joystick, the cursor keeps moving in the direction of the
joystick unless it is upright, whereas, in mouse, the cursor moves only when the mouse
moves.
5) LIGHTPEN
A light pen is a computer input device that looks like a pen. The tip of the light pen
contains a light-sensitivedetector that enables the user to point to or select objects on the
display screen.
Its light sensitive tip detects the object location and sends the corresponding signals to the
CPU. It is not compatible with LCD screens, so it is not in use today. It also helps you
draw on the screen if needed. Thefirst light pen was invented around 1955 as a part of the
Whirlwind project at the Massachusetts Institute of Technology (MIT).
6) DIGITIZER
Digitizer is a computer input device that has a flat surface and usually comes with a stylus.
It enables the userto draw images and graphics using the stylus as we draw on paper with
a pencil. The images or graphics drawnon the digitizer appear on the computer monitor or
display screen. The software converts the touch inputs into lines and can also convert
handwritten text to typewritten words.
It can be used to capture handwritten signatures and data or images from taped papers.
Furthermore, it is alsoused to receive information in the form of drawings and send output
to a CAD (Computer-aided design) application and software like AutoCAD. Thus, it
allows you to convert hand-drawn images into a format suitable for computer processing.
7) MICROPHONE
The microphone is a computer input device that is used to input the sound. It receives the
sound vibrations andconverts them into audio signals or sends to a recording medium. The
audio signals are converted into digitaldata and stored in the computer. The microphone
also enables the user to telecommunicate with others. It is also used to add sound to
presentations and with webcams for video conferencing.
8) MAGNETIC INK CHARACTER RECOGNITION (MICR)
MICR computer input device is designed to read the text printed with magnetic ink. MICR
is a character recognition technology that makes use of special magnetized ink which is
Sensitive to magnetic fields. It is widely used in banks to process the cheques and other

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organizations where security is a major concern. It can process three hundred cheques in a
minute with hundred-percent accuracy. The details on the bottom of the cheque (MICR
No.) are written with magnetic ink. A laser printer with MICR toner can be used to print
the magnetic ink. The device reads the details and sends to a computer for processing. A
document printed inmagnetic ink is required to pass through a machine which magnetizes
the ink, and the magnetic information is then translated into characters.
9) OPTICAL CHARACTER READER (OCR)
OCR computer input device is designed to convert the scanned images of handwritten,
typed or printed text into digital text. It is widely used in offices and libraries to convert
documents and books into electronic files.It processes and copies the physical form of a
document using a scanner. After copying the documents, the OCR software converts the
documents into a two-color (black and white), version called bitmap. Then it is analyzed
for light and dark areas, where the dark areas are selected as characters, and the light area
is identifiedas background. It is widely used to convert hard copy legal or historic
documents into PDFs. The converted documents can be edited if required like we edit
documents created in ms word.
OUTPUT DEVICES
An output device is any device used to send data from a computer to another device or user.
Most computer data output that is meant for humans is in the form of audio or video. Thus,
most output devices used by humans are in these categories. Examples include monitors,
projectors, speakers, headphones and printers.
Following are some of the important output devices used in a computer:
 Monitors
 Speakers
 Printer
 Projectors
 Headphones
1) MONITORS
The monitor is the main output device that displays all the data related to icons, text, images,
etc. on its screen.When we enter the command to the computer to execute an action, then the
outcome of that action is displayedon the screen of the monitor. Different types of monitors
have been developed over time like CRT (Cathode Ray Tube) monitors, Flat-Panel display
monitors, etc. Monitors, commonly called as Visual Display Unit (VDU), are the main output
device of a computer. It formsimages from tiny dots, called pixels that are arranged in a

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rectangular form.

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The sharpness of the image depends upon the number of pixels.

2) SPEAKERS

A Speaker is an output device that converts electrical instructions into a sound signal. It
helps you to listen tosound signals as an outcome of what you enter data into a computer.
It is a hardware device that may or may not be attached to the computer system. Now,
speakers are becoming wireless devices and can be linked withsystems with the help of
Bluetooth or else. Speakers are output devices that allow you to hear sound from your
computer. Computer speakers are just likestereo speakers. There are usually two of them
and they come in various sizes.

3) PRINTER

Printer is an output device, which is used to print information on paper. There are two
types of printers –

 Impact Printers
 Non-Impact Printers
4) PROJECTOR
A Projector is the output and optical device that presents visual contents like moving or
stationary images onthe screen. These projecting devices are generally applied in auditoriums
and cinema theatres for screening videos and lighting effects. Once a projector is linked to a
computer system then the content displayed on theprojection screen will be the same as
displayed on the Monitor screen. The difference here is that projector displays contents on the
bigger screens.
5) HEADPHONES
The headphones operate on the same principles as a speaker operates. The only difference
between headphonesand speaker is the frequency of sound. With the help of speakers, the
released sound can cover a larger area while with the help of headphones, the released sound
can cover only a smaller area to make it audible only to a person who is wearing these
headphones. These are also called earphones or headsets.

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ASSIGNMENT 2

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 WINDOWS OPERATING SYSTEM

Operating system (O.S.) is a set of inter related programs (software package) that control how
the computer works, link its components, control the basic operations of the computer,
manage the execution of the programs, and facilitate the communication between the user and
the computer machine. Examples of O.S.: DOS system, Windows system, Macintosh system,
Unix system, etc. The operating systems developed during periods of time due to the
evolution of computers (generations of the computer). DOS system (Disk Operating System)
was the first widely-installed operating system for personal computers. DOS was (and still is)
a non- graphical line- oriented command- or menu-driven operating system, with a relatively
simple interface but not overly "friendly" user interface. Its prompt to enter a command.

FIG. 3

WINDOWS OPERATING SYSTEM

 CHARACTERISTICS OF WINDOW OPERATING SYSTEM

 MEMORY MANAGEMENT

It keeps tracks of primary memory i.e., what part of it are in use by whom, whatpart are
not in use etc. Allocates the memory when the process or programs request it.
 PROCESSOR MANAGEMENT
Allocate the processor (CPU) to a process. Deallocate processor when processoris no
longer required.
 DEVICE MANAGEMENT
Keep tracks of all devices. This is also called I/O controller. Decides which processgets the
device when and for how much time.

-
 FILE MANAGEMENT
Allocates the resources. De-allocates the resource. Decides who gets the resources.

 SECURITY

By means of passwords & similar other techniques, preventing unauthorized access

toprograms & data.
 ERROR-DETECTING AIDS
Production of dumps, traces, error messages and other debugging anderror detecting
methods.
 MY COMPUTER, RECYCLE BIN ICON:
 MY COMPUTER

Allows the user to explore the contents of their computer drives (hard drives, flash drives,
CDs) as well as manage their computer files.
 RECYCLE BIN
Contains files and folders that deleted. The deleted files are not gone until you empty the
Recycle bin.
 STEPS TO MAKE A FOLDER:

FOLLOWING ARE THE STEPS:

STEP 1- Navigate to the location where you want to create the folder.

STEP 2- Right-click on a blank space in the folder location.

STEP 3- Select New then select Folder from the contextual menu.

STEP 4- Enter your desired folder name to replace “new folder” and Hit Enter.

FIG.4
SAVING FOLDER
-
 STEPS TO RENAME THE FOLDER:
FOLLOWING ARE THE STEPS:
STEP 1- To rename files and folders in Windows 11 using File Explorer.

STEP 2- Select the file or folder to rename within the File Explorer window.

STEP 3- Then click the “Rename” button in the Ribbon at the top of the window. Type the
name of your folder

STEP 4- Press Enter.

FIG.5
RENAMING THE FOLDER

 STEPS TO SET TIME AND DATE OF THE SYSTEM:

FOLLOWING ARE THE STEPS:
STEP 1- Right-click on the time in the bottom-right of the screen and select Adjust Date/Time.

STEP 2- A window will open. On the left side of the window select the Date & time tab.

STEP 3- Enter the time and press Change.

STEP 4- The system time has been updated.

STEP 5- To set your time and time zone in Windows 10, go to Start > Settings > Time &
language > Date & time.

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 FIG.6
DATE AND TIME

 NOTEPAD IN WINDOWS
Microsoft Notepad is a word processing tool included with Windows. You can use it to
create a log-type file that adds the current date and time each time the Notepad file is
opened. Here's how to create a log file in Notepad: Select Start, enter Notepad, and select
it from the results.

FIG.7
NOTEPAD

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ASSIGNMENT 3

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 MICROSOFT WORD (MS WORD)
Microsoft Word is a word processing program that allows for the creation of both simple
and complex documents. With Office 365, you are able to download the application to
your hard drive and will also have access to the online version. The online version gives
you the capability to share and collaborate with others on your files in real-time.
FILE TAB
A File tab may refer to any of the following:

In Microsoft Word and other Microsoft Office products, the File tab is a section on the
Office Ribbon that gives you access to file functions. For example, from the File tab,
you can access the Open, Save, Close, Properties, and Recent file options. The image
below is of Microsoft Word 2010. The File tab is the blue button in the upper-left
corner.

When viewing the properties of a computer file, the top of the window contains one or
more tabs called filetabs. Some software applications may integrate into the properties
window, adding additional file tabs and information or functionality. Each file tab
provides specific details about the file, including the information listed below,

FIG. 8
MS WORD

File tab file details -Type of file (e.g., text file, Word file, HTML file, etc.).

 File name.

 Size of the file (in KB, MB or GB).

 When the file was created and last modified.

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 Where the file is located.

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 Any security on the file (access restrictions). An example of the file properties window shown
below; the red arrows point to file tabs.

FIG.9
FILE PROPERTY WINDOW

QUICK ACCESS TOOLBAR

The Quick Access Toolbar is a collection of shortcuts to the features, options, commands, or
option groupsthat you use frequently. By default, the toolbar is hidden below the ribbon in
Microsoft 365 apps, but you can choose to show it and move it to display above the ribbon
instead. By default, the “Quick Access” toolbar has three buttons: “Save,” “Undo” and
“Redo”. By clicking on thedownward pointing arrow next to the toolbar, we can add more
commands. The most commonly used commands appear in a drop-down list. If you want to
add a command to the “Quick Access” toolbar, thenclick the command in the list. You will
see that this is now checked. If you want to remove a command from the “Quick Access”
Toolbar,click again to remove from the list. Or right-click the command in the toolbar, and
select “Remove from Quick Access Toolbar.”

FIG. 10
QUICK ACCESS TOOLBAR

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RIBBON

The ribbon is a user interface element created by Microsoft, which was introduced with
Microsoft Office 2007. It is part of the "Microsoft Office Fluent" interface and combines
the menu bar and toolbar into a single floating pane. By default, the ribbon is located at the
top of the screen in Office applications, such as Access, Excel, PowerPoint, Word, and
Outlook.

FIG.11

RIBBON

TITLE BAR

The title bar is a horizontal bar located at the top of a window in a GUI. It displays the title of
the software, name of the current document or file, or other text identifying the contents of
that window.

FIG. 12

TITLE BAR

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RULERS

The ruler is a measurement tool found with some software programs that allow the program's
user to align graphics, text, tables, or other elements on a page. When enabled, the horizontal
ruler appears at the top of the document, and the vertical ruler on the left.

FIG. 13

RULERS

HELP

Help is an available option or menu in most software programs that allow users to search and
find answers to questions they may have about that program. Most Microsoft Windows
programs can access help using the F1 function key on the keyboard.

FIG.14

HELP

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ZOOM CONTROL

You can zoom in to get a close-up view of your file or zoom out to see more of the page at a
reduced size. You can also save a particular zoom setting. On the status bar of your Office
app, click the zoom slider. Slide to the percentage zoom setting that you want. Click - or + to
zoom in gradual increments.

FIG. 15

ZOOM CONTROL

VIEW BUTTON

In Microsoft Office programs, such as Excel, PowerPoint, and Word, the view buttons are a
feature that lets you change how the presentation or document appears.

FIG. 16

VIEW BUTTONS

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PRINT LAYOUT VIEW BUTTON

The print layout allows you to view all pages with margins and text positions. It is necessary
to use this tool before printing your documents since you can see if it is in optimal conditions.
You can also combine this option with the zoom and have a much more guaranteed result.

FIG.17

PRINT LAYOUT VIEW BUTTON

FULL SCREEN READING VIEW

While you're viewing a document in the normal mode and you want to make it full-screen,
simply press the Alt + V keys at the same time on your keyboard. Then immediately press the
U button on your keyboard and your document takes up your entire screen.

FIG. 18

FULL SCREEN READING VIEW

-
WEB LAYOUT VIEW

Web Layout view is designed to show you what your document would like if you intend to
publish it as a webpage. It also serves to display a compact version of your document without
margins and page breaks so you can view more content on the screen at one time.

FIG.19

WEB LAYOUT VIEW

OUTLINE VIEW

In Microsoft Word, to get into Outline view, click View at the top of the window and then
click the Outline icon. If you want to get out of Outline view, click any of the other available
views, like Print Layout.

FIG. 20

OUTLINE VIEW

-
 DRAFT VIEW

Draft view can be considered a "pared down" version of the Print Layout view. It allows you
to generally see how your text will appear on paper. This means you can see what each line
will look like, how the text appears, and where the lines will break. You can also see where
each page will break.

FIG.21
DRAFT VIEW

OPTION DESCRIPTION

SAVE  Click FILE

 Save, pick or browse to a folder, type a name for your document
in the Filename box
 And click Save.

SAVE AS Tap File > Save a Copy.

 Choose where you want to save the file.

 Enter a file name and then tap Save a Copy.WW

OPEN  Click the File tab.

 Click Open.
 Choose Office button → Open (Alt+F, O)

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 CLOSE  Click the File tab, and then click Close.
 Press CTRL + W.

INFO  Click the File tab. Click Info.

Word maintains a wide variety of information in relation to a document.

Most of this informationyou can see by clicking on the Properties

option from the File menu. Word also provides many different fields

that

allow you to insert this "maintained information" in your document.

RECENT  Click the File tab. Click Recent.
 Select the check box to Quickly access this number ofrecent documents:
and choose how many files you want to see.

NEW  To choose your advanced Word options, select File > Options,
 and on the left pane, selectAdvanced.
PRINT  Select File > Print.

 To preview each page, select the forward and backward arrows at the
bottom of the page. If thetext is too small to read, use the zoom slider at the
bottom of the page to enlarge it.

 Choose the number of copies, and any other you want, and select the Print
button.
SAVE & SEND  Click File.
 Click Save & Send.
 Select Send Using E-mail, and then choose one of the following options:
 Send as Attachment Opens an email message with a copy of the file in
 its original file format attached.

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HELP  You can also access Help from the File menu.
 In any Office app, click File and in the top right corner, click the familiar?
button. Or use the F1 function key anytime to open the Help Viewer window for
the Office app you are working on.

EXIT  Click the File tab.

 Click the Close.

TABLE NO. 1
MS WORD COMMAND’S

KEY STROKES DESCRIPTION

Move the cursor to the right to one character
→
Move the cursor to the left to one character
←
Top arrow is used to move the cursor upward.
↑
Down arrow is used to move the arrow downward.
↓
PAGE UP Moves your cursor up one page of information.

PAGE DOWN Moves your cursor down one page of information.

HOME Moves your cursor to the beginning of the current line of typed
characters.

END Moves your cursor to the end of the current line of typed characters.

TABLE NO. 2
WORD KEY STROKES

KEY STROKES DESCRIPTION

Ctrl + Right Arrow" is used to move the cursor one word right at a time.
CTRL →
"Ctrl + Left Arrow" is used to move the cursor one word left at a time.
CTRL ←

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 CTRL Enabling other keys on the keyboard to perform secondary functions.

SHIFT + F5 Reload the current page, ignoring cached content.

CTRL + HOME Move the cursor to the beginning of the document.

CTRL + END Move the cursor to the end of the document

TABLE NO.3
KEY STROKES

 HOW TO SAVE DOCUMENTS?

I. Start a new document in Word and type your text.

II. Click File in the top left-hand corner of the screen.
III. From the menu, choose Save.

IV. A ‘Save’ dialogue box will come up. At the top and at the left-hand side in the list
of folder options,it will show the folder where you’ll be saving the document. If you
wish to change this folder, navigate through the folders on the left-hand side of the
dialogue box to choose the one where you want to save your document.

FIG. 22
SAVE TAB

V. Word will automatically give your document a name, based on the first few words
of your text. If you don’t like the one given, once you have chosen the destination
folder, type a name for your document inthe ‘File name’ box. Come up with a name
that is concise but will allow you to find the document easily again. Don’t worry
about changing what’s in the box underneath, labelled ‘Save as type’. This seldom
needsto be changed. It allows you to choose the type of format that all documents

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created with

- 35
 these settings will have.

VI. Once you have typed in the name of your document, click Save

FIG. 23

SAVE TAB

VII. Your document will now have a name, which will be shown at the very top of your
document screen.If you make changes to your document and then save them after it
has been saved originally, the dialogue box will not come up again. It will just save
your changes without any visual notification being shown.

VIII. The ‘Save As’ menu – the link to which is on the left-hand side of the ‘File’ dialogue
box, beneath ‘Save’ – is used to save an existing document under another name. This
is helpful if you’ve made changes toyour document and then want to save the
changes, but also keep the original document in its original format and under its
original name.
 HOW TO OPEN NEW DOCUMENT
A new, blank document always opens when you start Microsoft Word. Suppose you want to
start another newdocument while you are working on another document, or you closed an
already opened document and want to start a new document. Here are the steps to open a new
document.

STEPS TO BE FOLLOWED:

 Click the File tab and select the new option.

 When you select the new option from the first column, it will display a list of
templates in the second column. Double-click on the Blank document; this is the

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 first option in the template list. We willdiscuss the other templates available in the
list in the following chapters.

 You should have your blank document as shown below. The document is now ready
for you to start typingyour text.
 You can use a shortcut to open a blank document anytime. Try using the Ctrl + N
keys and you will see a new blank document similar to the one in the above
screenshot.

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ASSIGNMENT 4

- 38
 MICROSOFT EXCEL MEANING
Microsoft Excel is a spreadsheet program used to record and analyse numerical and
statistical data. Microsoft Excel provides multiple features to perform various operations like
calculations, pivot tables, graph tools, macro programming, etc. It is compatible with multiple
OS like Windows, macOS, Android and iOS.
An Excel spreadsheet can be understood as a collection of columns and rows that form a
table. Alphabetical letters are usually assigned to columns, and numbers are usually assigned
to rows. The point where a column and a row meet are called a cell. The address of a cell is
given by the letter representing the column and the number representing a row.

FIG. 24

MS EXCEL

MS Excel consists of a number of functions to perform various operations on the available

data. It consists of mathematical, statistical, text, financial, logical, and data and time Excel
functions.

SOME OF THE MOST POPULAR FUNCTIONS USED IN EXCEL ARE

MENTIONED BELOW:

 MATHEMATICAL FUNCTIONS-

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 ➢ SUM: Allows you to add all the values in the given range
➢ ROUND: Helps you round a number to a defined number of digits

 STATISTICAL FUNCTIONS-

➢ COUNT: Counts the list of values in a given range

➢ AVERAGE: Calculates the average value from the value range
➢ MAX: Helps in locating the maximum value in the range
➢ MIN: Helps to locate the minimum value in the range
➢ RANK: Returns the position or the rank of value within the value range

 TEXT FUNCTIONS-

➢ LEN: Returns the length of the cell content in terms of the number of characters
➢ REPT: Repeats the character a defined number of times
➢ TRIM: Removes unnecessary spaces from the cell
➢ LEFT: Extracts the defined number of characters from the cell’s beginning
➢ RIGHT: Extracts the defined number of characters from the cell’s end
➢ REPLACE: Replaced the existing cell characters with different ones

 FINANCIAL FUNCTIONS-

➢ PMT: Helps to calculate the loan repayments with respect to the constant payments
and a constant interest rate
➢ RATE: Returns the rate of interest for the period of a loan or an investment

 LOGICAL FUNCTIONS-

➢ AND: You can test up to 30 logical AND conditions

➢ OR: You can test up to 30 logical OR conditions
➢ IF: Tests the condition and takes the necessary action based on the result

 DATE AND TIME FUNCTIONS-

➢ TODAY: Returns the present date

➢ NOW: Returns the present date along with the time

-
  HOW CAN WE ENTER DATA INTO MICROSOFT EXCEL,
PLEASE? WITH REFERENCE.

I. Select a cell with a single click where you want to enter data; cell B3 is selected in the
image given below. Then double click in the cell to enter data.
II. You can enter text, numbers and formulas in the cell.
III. After entering data, you can press Tab key to move to next column and can press
Enter key to move to next row. You can press arrow keys for more options to move to
other cells.

FIG. 25

EXCEL SPREADSHEET

 Click the cell where you want to insert the reference.

 Type = to start building the reference.

 Select the worksheet that contains the cell you want to reference.

 Select the cell you want to reference.

 Click or press Enter.

 DESCRIBE HOW TO ADD IN MICROSOFT EXCEL? WITH
REFERENCE
I. USING THE SUM FUNCTION:

 Select the cell where you want the sum to appear.

-
  Type the formula =SUM (followed by the range of cells you want to add,
separated by commas. Forexample, =SUM (A1:A5) would add the values in
cells A1 through A5. Press Enter to complete theFormula.
II. USING THE AUTOSUM BUTTON:
 Select the cells that you want to add.

 Click on the "AutoSum" button located on the home tab in the "Editing" group.

 Press Enter to complete the formula.

III. USING THE FORMULA BAR:
 Select the cell where you want the sum to appear.

 Type an equal sign (=) in the formula bar, followed by the cell references of the
cells you want to add,separated by a plus sign (+). For example,
=A1+A2+A3+A4+A5
 Press Enter to complete the formula.

Note: You can also use SUM function to add numbers from multiple sheets in a workbook
by referencing thesheet name before the cell range like =SUM (Sheet1:A1: A5).

Additionally, you can also use the SUMIF, SUMIF and SUMPRODUCT function to
add numbers based on certain criteria.

In order to use these functions, you need to understand the basic syntax and the
parameters of these functions.You can find more information on these functions in
Excel's help menu or by searching online for tutorials and examples.

 HOW DO WE UTILIZE THE ADD IF FUNCTION IN MICROSOFT

EXCEL? WITH REFERENCE

The SUMIF function in Microsoft Excel allows you to add up the values in a range of
cells based on specifiedcriteria. The basic syntax for the SUMIF function is:
=SUMIF (range, criteria, [sum range]) Where:
 "range" is the range of cells that you want to evaluate for the specified criteria.
 "criteria" is the value or expression that you want to use as the criteria for the sum.
 "Sum range" is the range of cells that you want to add up (if it's omitted, Excel will use
the same rangeas "range" by default).
For example, if you have a list of sales data in columns A and B, and you want to add
up the sales in columnB for all items that have "Apples" in column A, you would use
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the formula:
=SUMIF (A1:A10, "Apples", B1:B10).
This would add up the values in the B1:B10 range where the corresponding values in the
A1:A10 range are“Apples”.
Additionally, you can also use SUMIFS function in excl that allows you to sum the values
in a range of cells based on multiple criteria. The basic syntax for the SUMIFS function
is:
=SUMIFS(sum range, angel, criteria1, [range2], [criteria2],) Where:
 "Sum range" is the range of cells that you want to add up.
 "range1" is the first range of cells that you want to evaluate for the specified criteria1
 "criteria1" is the first value or expression that you want to use as the criteria for the sum.
 "range2" is the second range of cells that you want to evaluate for the specified criteria2.
 "criteria2" is the second value or expression that you want to use as the criteria for the
sum.
For more information on the SUMIF and SUMIFS functions, you can refer to Microsoft
Excel's Help menu orby searching online for tutorials and examples.

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ASSIGNMENT 5

- 43
 MICROSOFT POWERPOINT

Microsoft PowerPoint is a presentation software developed by Microsoft. It is used to

create visual aids forpresentations, such as slide shows, which can include text,
graphics, and multimedia elements. PowerPointcan be used for a wide range of
presentations, from simple school projects to professional business presentations.
Microsoft PowerPoint is not restricted only to creating amazing short presentations but is also
capable of building multimedia formats applications such as creating video presentations,
creating magazine cover and template, etc.

Microsoft PowerPoint is capable of creating the best presentations because it works on the
model of slides decoration. If you open MS PowerPoint for the first time, you will see a blank
horizontal page. This blank horizontal page is called a slide. A slide can be treated as the
whiteboard where all of our creativity is going to get unleashed. A slide is a platform where
we can insert objects such as design templates, text, videos, images, and literally everything.

A slideshow is a process to display all the slides on the full screen of the desktop. The slides
will come one by one with every mouse click. We can add clip arts that are small illustrative
pictures that portray some specific actions. We can add numerous graphs with different
varieties and colours to make our content in the slide more presentable and organized. We
can add tables to add similar objects under the same column and rows and different objects in
the different columns and rows. We can add Charts as well in MS PowerPoint to use a little
structural and strategic method to present statistical information that requires some facts and
details. We can create 2-D animations as well in MS PowerPoint by the use of some special
preloaded animations and marque transitions.

 FUNCTIONS OF POWERPOINT

Microsoft PowerPoint is used in every 3 out of 5 computers in the world. So, there should be
some things worthy in this application because of which people use it. In this paragraph, we
will see some of the highlighting features of MS PowerPoint.

 SLIDE LAYOUT: – This functionality of MS PowerPoint helps to provide the creator

freedom of choice to whatever layout he can choose. The content that anyone wants can
differ from one platform to the other. Some platforms require a horizontal page whereas

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 some content requires the vertical representation of animations and graphics. You will
find the slide layout option inside the home menu at the left of the menu bar.

 SLIDE DESIGN: – This functionality of MS PowerPoint helps us to add the colour and
flavour of glamor to our presentations. The slide design feature of MS PowerPoint has
approximately 30-40 exciting templates with the additional option to modify the
background picture of that template and also add some textures to it.

These 30-40 templates are available for the free members, but if you want to try more iconic
templates then you’ll have to buy from the website.

 SLIDE DESIGN: – The Animation section of MS PowerPoint is what makes it unique

from other Microsoft distributions. This functionality is the reason why PowerPoint is
capable enough to provide its user with great creative freedom and to add versatility to
their slides and video animations.

 TRANSITIONS: – Slide Transitions show their relevance during the time of the
slideshow. Slide transition is the type of entrance and exit effects that are allocated to
every slide in the presentation. When you play the slideshow, each and every slide will
come in with the entrance transition and move out with the exit transition.

Some of the commonly applied transitions in the PowerPoint slides are Reveal, Cut,
Diamond, Wipe, Uncover, fade in and Fade Out.

 SLIDE DESIGN: – MS PowerPoint allows the user to add and upload multiple images at
the same time to use on the slides. This feature means that you can overlap two or more
pictures together in one position. It is not only limited to the merging of images but
shapes, smart art graphics, word art text, and everything.

 MORPH TRANSITION: – This transition sets this application on top of beginner tools
used for animators and VFX engineers across the globe. The seamless smooth transition
between one slide to the other is what Morph is.

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 DECRIBE FOLLOWING

FILE TAB

At one end of the ribbon is the File tab, which you use for the behind-the-scenes stuff you
do with a file, such as opening, saving, sharing, exporting, printing and managing your
presentation. Click the File tab to open a new view called the Backstage.

FIG.26

FILE TAB

TITLE BAR

Title bar indicates the software, the name of the presentation that is open, minimize,
maximize, and close buttons. Tabs contain commands that are piled into related tasks called
groups.

FIG. 27
TITLE BAR

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SLIDE AREA

The Slide area comprises everything within the region highlighted in red, this is where you
work the most, typically though adding and editing slide objects.

FIG. 28

SLIDE AREA

ZOOM OPTIONS

Microsoft PowerPoint Zoom features three (3) different zoom options: Zoom Summary,
Zoom Section, and Zoom Slides. These options allow you to embed multiple slide contents
into a single slide, navigating through your presentation in a dynamic, interactive way.

FIG. 29

ZOOM OPTIONS

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SLIDE VIEW

You can get to Slideshow view from the task bar. at the bottom of the slide window. Use
Slide Show view to deliver your presentation to your audience. Slide Show view occupies
the full computer screen, exactly the way your presentation will look on a big screen when
your audience sees it.

FIG. 30

SLIDE VIEW

NORMAL LAYOUT VIEW

In Microsoft PowerPoint and OpenOffice Impress, the normal view is the standard view
used for creating and viewing presentation slides. This view is also known as Slide View and
offers a full-size view of a slide, making it easier to create and edit slides. The picture is an

example of normal view selected in the Microsoft PowerPoint Ribbon.

FIG. 31

NORMAL LAYOUT VIEW

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SLIDE SORTER VIEW

Slide Sorter view in PowerPoint lets you view and sort the presentation slides. To switch to
Slide Sorter view, click the “Slide Sorter” button in the presentation view buttons in the
Status Bar. Alternatively, click the “Slide Sorter” button in the “Presentation Views” button
group on the “View” tab of the Ribbon.

FIG. 32

SLIDE SORTER VIEW

READING VIEW

Reading View is a view in PowerPoint that runs your PowerPoint Slide Show in the
PowerPoint window instead of full screen. You can resize the window to be as big or small
as you want. It runs all animations and transitions, links work, and slides show exactly as they
would in full screen slide show mode.

FIG. 33

READING VIEW

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NOTE SECTION

Notes, or what some people refer to as trainer notes, are a way for you to add key points to
a presentation that only you can see. You can give yourself reminders to jog your memory
during a presentation, and notes can also help you stay on topic and keep you from straying
too far away from your subject.

FIG. 34

NOTE SECTION

QUICK ACCESS TOOLBAR

Located just above the Ribbon, the Quick Access Toolbar lets you access common
commands no matter which tab is selected. By default, it includes the Save, Undo, Redo,
and Start from Beginning commands. You can add other commands depending on your
preference.

FIG.35
QUICK ACCESS TOOLBAR

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 SLIDE TAB

Slide tab displays the slides of your presentation as small images. This view allows easy
navigation through slides. Slide pane contains the current slide in your presentation. You can
use the vertical scroll bar to view other slides in the presentation.

FIG. 36

SLIDE TAB

OPTION DESCRIPTION

SAVE  The Save command allows you to save the current presentation to your
computer or network drive.

SAVE AS  The Save As command allows you to save a copy of the current presentation
with a new nameor in a different location.

 Open: The Open command

OPEN
 The Open command allows you to open an existing presentation from your
computer or networkdrive.

CLOSE  The Close command allows you to close the current presentation.

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 INFO  The Info command allows you to view information about the current
presentation, such as the author,the date it was last modified, and the file
size.

RECENT
 The Recent command allows you to view a list of recently opened
presentations, and you caneasily open them by clicking on the presentation
name.

NEW
 The New command allows you to create a new presentation from scratch.

PRINT
 The Print command allows you to print the current presentation or a
selection of slides.

SAVE & SEND  The Save & Send command allows you to save the presentation in a different
file format orto share it with others via email or on a website.

OPTIONS
 The Options command allows you to change the settings and preferences of
PowerPoint, such as the colour scheme, the default font, and the saving
options.

HELP  The Help command provides you with access to the PowerPoint Help
feature, which can provide you with information on how to use the
software,
troubleshoot problems, and find additional resources.
EXIT
 The Exit command allows you to close PowerPoint and exit the program.

TABLE NO. 4

MS POWERPOINT COMMANDS

 EXPLAIN STEPS TO CREATE PRESENTATION. ALSO

EXPLAIN STEPS FOR ADDING AND DELETING THESLIDE-
Steps to create a new presentation in PowerPoint:

1. Open PowerPoint: Open the PowerPoint application on your computer by double-

clicking on thePowerPoint icon on your desktop or by searching for it in the Start
menu.

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 2. Click on "New": On the PowerPoint start page, click on the "New" button to create a
new presentation.

3. Choose a design template: Choose a design template that you like, or you can choose
the Blank Presentationtemplate to create your own design.

4. Add slides: Once you have chosen a template, you can start adding slides to your
presentation. You can dothis by clicking on the "New Slide" button in the home tab, or
by using the keyboard shortcut "Ctrl + M".

5. Add content: Add content to your slides by clicking on the text box and typing in your
text. You can alsoadd images, videos, audio, and other multimedia elements to your
slides.

6. Customize the design: Customize the design of your slides by using the commands
on the home tab, suchas changing the font, colour, and layout of the text.

7. Preview and Save: Preview your presentation by clicking on the "Slide Show"
button in the "Slide" tab.After that, you can save your presentation by clicking on
the "Save" button in the File tab.
STEPS FOR ADDING A SLIDE:

1. Open the PowerPoint presentation that you want to add a slide to.
2. Click on the "Home" tab in the ribbon.
3. Click on the "New Slide" button in the "Slides" group.

FIG. 37
ADDING A SLIDE

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Deleting a slide is just as easy. In the Slide Preview pane, right-click the slide you want to
delete and then click “Delete Slide.” Alternatively, you could select the desired slide to be
deleted and press “delete” on your keyboard.

FIG. 38
DELETING A SLIDE

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