UNIT-1 COMPUTER APPLICATIONS IN BUSINESS(MS-WORD & MS-EXCEL)

1.What do you mean by word processing?

To perform word processing, you need a computer, a special program called a word processor, and a printer. A word processor enables you to create a document, store it electronically on a disk, display it on a screen, modify it by entering commands and characters from the keyboard, and print it on a printer.

2. Describe the procedure to create word processing?

1. Click on the Start button.
2. In the menu that appears select All Programs→Microsoft Office→Microsoft Office Word 2007. In few seconds you will see Word screen on the monitor.
3. You can also start your MS Word program by double clicking on Microsoft Word icon, which lies on the Microsoft Office Shortcut Bar (MOSB). 

3.Describe the features of word processor:

1.insert text:Allows you to insert text anywhere in the document

2.delete text: Allows you to erase characters, words, lines, or pages as easily as you can cross them out on paper.

3.cut and paste : Allows you to remove (cut) a section of text from one place in a document and insert (paste) it somewhere else.

4. copy::Allows you to duplicate a section of text.

5.page size and margins :Allows you to define various page sizes and margins, and the word processor will automatically readjust the text so that it fits.
6. search and replace : Allows you to direct the word processor to search for a particular word or phrase. You can also direct the word processor to replace one group of characters with another everywhere that the first group appears.

7.word wrap:The word processor automatically moves to the next line when you have filled one line with text, and it will readjust text if you change the margins.

8.print: Allows you to send a document to a printer to get hard copy.

9.file management :Many word processors contain file management capabilities that allow you to create, delete, move, and search for files.

10. font specifications: Allows you to change fonts within a document. For example, you can specify bold, italics, and underlining. Most word processors also let you change the font size and even the typeface.

11.footnotes and cross-references: Automates the numbering and placement of footnotes and enables you to easily cross-reference other sections of the document 

12.graphics :Allows you to embed illustrations and graphs into a document. Some word processors let you create the illustrations within the word processor; others let you insert an illustration produced by a different program .

13.headers, footers , and page numbering:Allows you to specify customized headers and footers that the word processor will put at the top and bottom of every page. The word processor automatically keeps track of page numbers so that the correct number appears on each page.

14.spell check : A utility that allows you to check the spelling of words. It will highlight any words that it does not recognize.

15. thesaurus:A built-in thesaurus that allows you to search for synonyms without leaving the word processor.

4.What do you mean by auto correct:
Definition: Auto-correct is a type of software program that identifies misspelled words, uses algorithms to identify the words most likely to have been intended, and edits the text accordingly. Auto-correct is commonly a feature included in word processors and messaging platforms of various types. Apple, Google and Microsoft products all have their own versions of auto-correct programs.

5.Write down the steps to perform auto correct.

To turn on the Auto Correct feature, follow these steps:

Start Works Word Processor.

On the Tools menu, click Auto Correct.

Click to select the Turn Auto Correct on to replace text as you type check box, and then click OK.

To add your own entries to the list of built-in Auto Correct entries, follow these steps:

Start Works Word Processor.

Create a document containing examples of entries that you want to include in the list of built-in Auto Correct entries.

TIP: You can create any entry that you want up to 255 characters. The entry can be a special symbol, an image or other object like a company logo, or an entire paragraph.

Select the text or graphic that you want to store as an Auto Correct entry.

TIP: To store paragraph formatting with the entry, include the paragraph mark in the selection (to see the paragraph marks, click All Characters on the View menu).

On the Tools menu, click Auto Correct.

In the Replace box, type a name for the Auto Correct entry (that is, the abbreviation or word that you type to prompt Works to insert the entry that you selected in step 3).

To ensure that the entry matches the formatting of the rest of your document, click to select the Plain text check box.

NOTE: If you are storing a picture or you want to save the entry with its original formatting, click to select formatted text.

Click Add, and then click OK.NOTE: To use the entry that you just created, type the entry name that you chose in step 5, followed by a space or punctuation.

To remove an entry from the Auto Correct built-in list, follow these steps:

On the Tools Menu, click Auto Correct.

On the Auto Correct tab, select the built-in entry that you want to delete.

Click Delete, and then click OK.

6.What do you mean by spell and grammar check.
A software program or program feature designed to locate misspelled words and notify the user of the misspellings. 


7.Write down the procedure to perform spell and grammar check.

There are two different ways:

1. Alt + F7- shortcut key will take you to the first mistake in the sentence where the insertion point is currently located or, if nothing is tagged in the current sentence, to the next error. It will open the spelling and grammar shortcut menu .It will open the spelling and grammar shortcut menu. If you do not wish to make any alterations, position the mouse in the next sentence and then use the shortcut key to take you to the next error.
2. Is to double click on the spelling and grammar button on the status bar. It is located on the bottom-most portion of the window and looks like an open book. It will take you through the errors, opening up the shortcut menu at each instance.  You do not have to make a selection or click elsewhere before you can move to the next error. Simply double click the button again.

8.What do you mean by thesaurus?

• A thesaurus is a dictionary of synonyms, words and phrases that mean the same thing as a particular word or phrase.
• Microsoft Word, and in more recent versions of Microsoft Office, other programs in the Office suite, come equipped with a thesaurus feature that enables you to look up both synonyms and antonyms.
• Using Word's thesaurus feature can help you add more variety to your writing and suggest words and phrases that your readers can better understand than the words you're uncertain of.

9. Write down the procedure  for Thesaurus?

By using interface menu:

1. Access the thesaurus: The location of the thesaurus feature depends on which version of Word you're using. Word 2003 uses the older menu and toolbar interface, while Word 2007 and 2010 each use the newer menu ribbon interface.

In Word 2003, select "Research" from the "Tools" menu, then select "Thesaurus" from the "Search for" list.

In Word 2007 and 2010, select "Thesaurus" from the "Proofing" group on the "Review" menu ribbon

2. Select the word you want to find a synonym for. Press the "ALT" key and click on the word. A list of synonyms will appear in the "Research" task pane.

3. Replace the selected word with the synonym or antonym of your choice. Point to the replacement word or phrase, click the down arrow to its right, and click "Insert" or "Copy" from the popup menu that appears.

If you don't see the word or phrase you want, you can find additional synonyms by clicking any word in the results list. To return to a previous list of words, click the "Back" button above the results list.

By using pop menu:

Right-click the word you want to find a synonym for. This will display a popup menu.

Choose "Synonyms" from the popup menu. A list of synonyms will appear.

Select the replacement word or phrase from the menu of synonyms. If you don't find the word or phrase you want, select "Thesaurus" from the "Synonyms" popup menu. This will open the "Research" task pane, showing all the synonyms previously displayed. You can click on any of these words to find more synonyms.

10.How to insert header and footer in your word document?

Insert a predefined header or footer:

1.       On the Insert tab, in the Header & Footer group, click Header or Footer.

2.       Click the header or footer design that you want.- The header or footer is inserted on every page of the document.

Insert a custom header or footer:

1.      On the Insert tab, in the Header & Footer group, click Header or Footer.

2.      Click Edit Header or Edit Footer.

3.      Type text or insert graphics and other content by using the options in the Insert group on the Design tab, under the Header & Footer Tools tab.

Make the first page header or footer different from the rest of the pages

1.      On the first page of the document, double click the header or footer area.

2.      Under Header & Footer Tools, on the Design tab, in the Options group, select the Different First Page check box.

3.      Create a header or footer, or make changes to the existing header or footer, on the first page.

Use no header or footer on the first page

1.      On the first page of the document, double click the header or footer area.

2.      Under Header & Footer Tools, on the Design tab, in the Options group, select the Different First Page check box.

3.      In the First Page Header or First Page Footer area, delete the contents of the header or footer.

Make the header or footer different for odd and even pages

1.      Click an odd-numbered page, such as the first page of your document.

2.      On the Insert tab, in the Header & Footer group, click Header or Footer.

3.      In the gallery of headers or footers, click a design labeled (Odd Page), such as Austere (Odd Page).

4.      Under Header & Footer Tools, on the Design tab, in the Options group, select the Different Odd & Even Pages check box.

5.      Under Header & Footer Tools, on the Design tab, in the Navigation group, click Next Section  to  advance the cursor to the header or footer for even-numbered pages.

6.      Under Header & Footer Tools, on the Design tab, in the Header & Footer group, click Header or Footer.

7.      In the gallery of headers or footers, click a design labeled (Even Page), such as Austere (Even Page).

Insert a page number

1.       Double-click the header or footer area.

2.       Position the cursor where you want to insert the page number.

3.       On the Insert tab, in the Header & Footer group, click Page Number.

4.       Click Current Position.

5.       Choose a page number design from the gallery of designs.

Insert the current date

1.       Place the cursor where you want to insert the date in the header or footer.

2.      Under Header & Footer Tools, on the Design tab, in the Insert group, click Date & Time.

3.      In the Available formats list, click the format in which you want the date (and time, if you want) to appear.

Remove the header or footer:

1.      Click anywhere in the document.

2.      On the Insert tab, in the Header & Footer group, click Header or Footer.

3.      Click Remove Header or Remove Footer.

The headers or footers are removed from the entire document.

11. Layout of MS-Word& components of MS-Word window:

Components of MS-Word: Component Functionality or Purpose of the Component Menu Bar Contains File, Edit, View, Insert, Format, Tools, Table, Window and Help menus Standard Toolbar Contains icons for shortcuts to menu commands. Formatting Tool Bar Contains pop-up menus for style, font, and font size; icons for boldface, italic, and underline; alignment icons; number and bullet list icons; indention icons, the border icon, highlight, and font color icons. Ruler Ruler on which you can set tabs, paragraph alignment, and other formats. Insertion Point Blinking vertical bar that indicates where text you type will be inserted. Don't confuse the insertion point with the mouse I-beam. To move the insertion point, just click the mouse where you want the point moved. End-of-File Marker Non-printing symbol that marks the end of the file. You cannot insert text after this mark. Selection Bar (Gutter) Invisible narrow strip along the left edge of the window. Your mouse pointer changes to a right-pointing arrow when it is in this area. It is used to select a line, a paragraph, or the entire document. Split Handle Double-click to split the window in two (to view different portions of the same file). Double-click to return to one window Status Bar Displays page number, section number, and total number of pages, pointer position on page and time of day. Task Pane Displays and groups commonly used features for convenience. Office Assistant An animated character that can provide help and suggestions. There are multiple characters to choose from, and it is possible to turn the Office Assistant off.

12. What is a template in word?

• A template is a document type that creates a copy of itself when you open it.
• A template is a plan or tool that enables the user to set the required formatting features.
• This template can be used every time a workbook or worksheet needs to be created with those settings.
• In Microsoft Office Word 2007, we can create a template saving a document as a. dotx file, .dot file, or a .dotm file
• For example, a business plan is a common document that is written in Word. Instead of creating the structure of the business plan from scratch, you can use a template with predefined page layout, fonts, margins, and styles. All you have to do is open a template and fill in the text and the information that is specific to your document. When you save the document as a .docx or .docm file, you save your document separately from the template on which it is based.

13. What is the importance of having Autotext feature in MS-Word?.

• AutoText Speeds up Work-By using Microsoft Word’s AutoText,  productivity will go through the roof, because we are able to produce the same amount of work product with less keystroke and less hassle.(effort)
• Microsoft Word provides a number of built-in AutoText entries, and we can create our own AutoText entries as well.
• For example, if often we use the same lengthy clause in different agreements and don’t want to retype it every time, we can create an AutoText “entry” for that clause.  This makes AutoText compelling.

Advantages of using AutoText in your Word documents:
• Less Typing
• Store frequently used text and images
• Reference AutoText using Microsoft Word’s field AutoText field code
• AutoText can be document-type specific
• AutoText can be used as a library of clauses for document creation.
• Share AutoText throughout your firm using templates
• AutoText can be shared throughout the enterprise

14. What are the applications of MS_WORD?
      1.Invitations –

• With the Word Art feature, we can choose a compelling design that can match the theme.
• Besides the Word Art feature, we can also modify the visual look of our text the way we want to.

      2.Sending Letters –

• We can be able to write the letter according to our requests.
• It might be a job application letter, a legal document, or a business letter.
• We can manage to produce a neatly done and uniformly looking letter.
• With this, we can also make the recipient of our letter feel respected.

      3.News Articles –

• Reading news has become a habit for some of us, and we even have a cup of coffee while doing it.
• Writing news and press release is very essential, so that readers will know the five W’s and the story behind the happenings.

      4.Scholarly Documents –

• Students have to defend their thesis or dissertation in front of the intelligent panel before they acquire a degree.
• Therefore, students have to research and collect the information related to their proposed topic while citing related studies as well.

     5. Envelopes –

•  the application has features that let anyone create accordingly-formatted envelope templates.

     6. Blog Posts –

• The Internet has thousands of meaningful blog posts, ranging from different topics and branches each day.
• Some blog posts might be promotional, or like a one that a girl writes on her diary.

      7.Homework and Assignments –

• Your assignment might be a reaction paper, a book report, an essay, or follow-up questions regarding your discussion.

     8. Publishing of Books –

•  Authors need to make sure that every page they are to publish is free from grammar errors.
• To guide their readers, they would also need the foreword and the table of contents.
• Word has a feature that has different table of contents templates.

     9.Compelling Documents –

• With this application, one can just go beyond writing a letter through the traditional typewriter.
• One can also create presentable documents besides the usual default format.

    10.Resumes and Portfolio –

• You cannot just be hired for a job without presenting something.
• How would you give the HR and the employer the necessary information in order to gauge your skills? How can you say that your speaking ability says more than what is on the paper?
• A uniformly-formatted resume proves a lot. 

15.List out any two application tools in MS-Word?

• Spelling and Grammar - Choose either sub-menu and the same window opens. Questioned spelling is in red , grammar in green .
• Language/Thesaurus -  Highlight the word, select Thesaurus and get suggestions like similar and analogous.
• Word Count - Need to know how many words are in your document? Select Word Count and find out how many pages, words, characters, paragraphs, and lines.
• Auto Summarize - Exactly what it sounds like, Word summarizes the document, reducing the length of the document, keeping the meaning.
• Auto Correct - Word will automatically correct some things. If this feature is irritating to you, come here to change what is corrected.
• Customize- Opens the same window that you get by going to the View menu and selecting Toolbar/Customize.
• Options - Modify Word settings here. Modify print, editing, spelling and other options from this sub-menu.

16. State the uses of Auto correct ?
AutoCorrect feature  is used to correct typos and misspelled words, as well as to insert symbols and other pieces of text.
AutoCorrect is set up by default with a list of typical misspellings and symbols, but can modify the list that AutoCorrect uses.

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MS_EXCEL:

1 .Layout of MS-Excel and components of MS-Excel:

There are 5 important areas in the screen.

1. Quick Access Toolbar: This is a place where all the important tools can be placed. When you start Excel for the very first time, it has only 3 icons (Save, Undo, Redo). But you can add any feature of Excel to  Quick Access Toolbar so that you can easily access it from anywhere .

2. Ribbon: Ribbon is like an expanded menu. It depicts all the features of Excel in easy to understand form.  The most important ribbons are – Home, Insert, Formulas, Page Layout & Data.

3. Formula Bar: This is where any calculations or formulas you write will appear

4. Spreadsheet Grid: This is where all your numbers, data, charts & drawings will go. Each Excel file can contain several sheets. But the spreadsheet grid shows few rows & columns of active spreadsheet. To see more rows or columns you can use the scroll bars to the left or at bottom. If you want to access other sheets, just click on the sheet name (or use the shortcut CTRL+Page Up or CTRL+Page Down).

5. Status bar: This tells us what is going on with Excel at any time. You can tell if Excel is busy calculating a formula, creating a pivot report or recording a macro by just looking at the status bar. The status bar also shows quick summaries of selected cells (count, sum, average, minimum or maximum values). You can change this by right clicking on it and choosing which summaries to show.

2 .What do you mean by work book?

A workbook is another word for your Excel file. Excel automatically creates a blank workbook when you open it.

3. What do you mean by worksheet?

• A worksheet is a collection of cells where you keep and manipulate the data. By default, each Excel workbook contains three worksheets.
• When you open Excel, Excel automatically selects Sheet1 for you. The name of the worksheet appears on its sheet tab at the bottom of the document window.
• To select one of the other two worksheets, simply click on the sheet tab of Sheet2 or Sheet3.

4. How will you rename a work sheet?

By default, the worksheets are named Sheet1, Sheet2 and Sheet3. To give a worksheet a more specific name, execute the following steps.

1. Right click on the sheet tab of Sheet1.

2. Choose Rename.

5. How will you insert a work sheet?

We can insert as many worksheets as you want. To quickly insert a new worksheet, click the Insert Worksheet tab at the bottom of the document window.

6. How will you move a work sheet?

To move a worksheet, click on the sheet tab of the worksheet you want to move and drag it into the new position.

7. How will you delete a worksheet?

To delete a worksheet, right click on a sheet tab and choose Delete.

8. How to Copy a worksheet?

1. Right click on the sheet tab of Sales 2010(example).

2. Choose Move or Copy...

The 'Move or Copy' dialog box appears.

3. Select (move to end) and check Create a copy.

4. Click OK.

9. Write short notes on formatting cells?

When we format cells in Excel, we change the appearance of a number without changing the number itself. We can apply a number format (0.8, $0.80, 80%, etc) or other formatting (alignment, font, border, etc).

Ex:

1. Enter the value 0.8 into cell B2.

By default, Excel uses the General format (no specific number format) for numbers. To apply a number format, use the 'Format Cells' dialog box.

2. Select cell B2.

3. Right click, and then click Format Cells (or press CTRL + 1).

The 'Format Cells' dialog box appears.

4. For example, on the Number tab, select Currency.

5. Click OK.

Cell B2 still contains the number 0.8. We only changed the appearance of this number, not the number itself. The most frequently used formatting commands are available on the Home tab.

6. On the Home tab, in the Number group, click the Percentage symbol to apply a Percentage format.

Now the cell contains the number along with the percentage symbol.

7. On the Home tab, in the Alignment group, center, right  ,left alignment is available for the number.

8. On the Home tab, in the Font group, we can change the Font color.

9. On the Home tab, in the Font group, we can add borders.

10. What is a work book in Excel?

• A workbook is an Excel file that contains one or more worksheets.
• By default, a new Excel workbook will contain three worksheets.
• Each of the worksheets are in separate tabs on the bottom of the Excel window.
• we can switch between worksheets by clicking on the worksheets tab on the bottom of the Excel window.
• In Excel 2010 the number of worksheets in a workbooks is limited only by  computers available memory.

11. what is a cell?

• A cell is a box in which you can enter a single piece of data.
• The data is usually text, a numeric value, or a formula.
• The entire spreadsheet is composed of rows and columns of cells.
• Individual cells are usually identified by a column letter and a row number. 
• For example, D12specifies the cell in column D and row 12.

12. What do you mean by indexing?

• An index helps Microsoft Access find and sort records faster. 
• Microsoft Access uses indexes in a table to find data, it looks up the location of the data in the index.
• We can create indexes based on a single field or on multiple fields.
• Multiple-field indexes enable to distinguish between records in which the first field may have the same value.
• Indexes can slow down some action queries such as append queries, when the indexes for many fields need to be updated while performing these operations.

13.What are the various data types available in Access?

• Text
• Memo
• Number
• Date/Time
• Currency
• AutoNumber
• Yes/No
• OLE Object
• Hyperlink

14.What is relative addressing?

• Excel uses two types of cell references to create formulas they are  Relative & Absolute Cell References
• This is the most widely used type of cell reference in formulas. 
• Relative cell references are basic cell references that adjust and change when copied or when using AutoFill.
• Example:

=SUM(B5:B8) changes to =SUM(C5:C8) when copied across to the next cell.  

 15. What is absolute addressing?      

• Excel uses two types of cell references to create formulas they are  Relative & Absolute Cell References
• Situations arise in which the cell reference must remain the same when copied or when using AutoFill.
• Dollar signs are used to hold a column and/or row reference constant. 
• Example:

when calculating commissions for sales staff, you would not want cell B10 to change when copying the formula down.
You want both the column and the row to remain the same to refer to that exact cell.
By using $B$10 in the formula, neither changes when copied.      
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