PERSONAL COMPUTER APPLICATION SHORT NOTE

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Categories of Computer Software

tware

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Office productivity applications

• Office Productivity Application is a programs that help users produce things su
as documents, databases, graphs, worksheets and presentations.
– OpenOffice
– Microsoft Office
– Zoho
– Quickoffice

Types of office productivity tools

• Word processing
– Microsoft word, Google docs, Pages(Apple), AbiWord
• Spread Sheet
– MS Excel, Calc (openoffice), Number(Apple), Sheets(Google docs)
• Presentation
– MS PowerPoint, Prezi, keynote(Apple), Impress (Open office)
• Database Management
– MS Access, SQL server, Oracal, My SQL

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List of Office Productivity Tools

• Free:
– Libre office
– Open Office
• Paid:
– MS Office
– King soft
– Word Perfect Office

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What is Word Processing?

• The most commonly used application
It is the method by which documents are created,
edited, formatted and printed

What is Word Processor

Advantages of Word Processor

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• Word processor enables you to make changes

to a document without retyping the entire
document.
• Quick and easy
• Stored electronically

Application areas of word processing :

• Business - Legal Copies, Letterheads, Letters,

Memos, Circulars etc.
• Education - To develop word processing skills
from the very beginning
• Home - Dealing with assignments being
completed at home, or occasionally recreational
ex. Maintaining diary

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Document Cycle

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Document Views

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Alignment

Bullets and Numbering

Indenting and Spacing

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Shading
• Change the color behind the selected
text, paragraph or table cell.

Style

Comment

WordArt

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Drop Cap

Links

• Hyperlink
• Create a link in your document for quick access
to webpages and files.
• Bookmark
• Bookmarks work with hyperlinks to let you
jump to a specific place in your document.
• Cross-reference
• Refer to specific places in your document, such
as headings, figures, and tables.

Review Tab Proofing tools

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• Spelling checker
– Check both spelling and grammar.
Thesaurus
– A word – finding program that suggests
synonyms, antonyms and related and
contrasting words.

Templates

• A template is a pre-designed document that you can

use to create new documents with the same
formatting.
• To Insert a Template:
– Click the Microsoft Office Button.
– Select New. The New Document dialog box
appears.
– Select Installed Templates to choose a template
on your computer

Mail merge
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• Mail merge is a useful tool that will allow you to

easily produce multiple letters, labels, envelopes
,email messages ,directory and send it to a group of
people.
• You can personalize the letter that each person
receives.

Mail merge

• To Use Mail Merge:

– Select the Mailings on the Ribbon.
– Select the Start Mail Merge command.
– Select Step by Step Mail Merge Wizard.
– adsheet.

Macros
Macros are advanced features that can speed up editing
or formatting you may perform often in a Word
document. They record sequences of menu selections

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that you choose so that a series of actions can be

completed in one step
Charts
Components of a Chart

• Chart Title is simply the charts name

• Legend tells what each color or symbol in the charts
data series represents
• Data Series is a range of values in a worksheet
• Notes are brief descriptors or explanations of the
data in the chart
• Data Labels are names that appear along the vertical
and horizontal axes to describe the data in the chart

What is spreadsheet

• A spreadsheet is simply a table or matrix of rows and

columns, very similar to an accounting journal.
– Flexible

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– Speed
– accuracy

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Worksheet formulas & functions

• Relative Cell Addressing

– When the formula is copied to a different
location, cell address in that formula
changes relative to the movement of the
formula.

Absolute Cell Addressing

• When the formula is copied these cell address

do not change
• $A$1 Both row and column are absolute

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Formula
• Always start with equal (=)
• Can use either relative or absolute cell address
• Operators +,*,/,^,%
• Functions sum(A1..A10), average(range) …. So
on
• Separate argument with comma
=sum(A3..A5,B3)
• Argument can be constant
=sum(100,B3)

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Operators
• Arithmetic Operators
– You can enter numbers and mathematical
formulas into cells. When a number is
entered into a cell you can perform
mathematical calculations such as addition,
subtraction, multiplication, and division.
– + Addition
– - Subtraction
– * Multiplication
– / Division
– ^ Exponential

Comparison Operators
= Equal
> Greater Than
< Less than
>= Greater than or equal
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<= less than or equal

<> Not equal to

Text Operator

• & (Ampersand)
– Connects , or concatenates, two values to
produce one continuous text value.
– Ex: “ ATI” & “,” &“Galle” produce “ ATI
,Galle”

Reference operators

➢ : (colon) for range

➢ , (Comma) for union

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What formula error value mean

– #Div/0! Is trying to divide by zero
– #N/A Refers to a value that is not available
– # Name? Uses a name that Excel dose not recognize
– #Null! Specifies an invalid intersection of two areas.
– #Num! Use a number incorrectly
– #Ref! Refers to a cell that is not valid
– #Value! Uses an incorrect argument or operand
– ##### Produces a result that is too long to fit in the cell.
This is not actually an error value.

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SUM: Adds a range of cells together

=Average(number1,number2,….)

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Averagea(value1,value2,…)

Average(B4:D4)
=(49+66)/3
=38.333
Average(B2:D2)
=(67+67+45)/3
=59.66

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Count Function
=COUNTA(A1:A6)=5
=COUNT(A1:A6)=3

MAX(range)

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=IF(logical_test, value_if_true, value_if_false)

Two If syntax
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= IF (Cond 1, IF(Cond 2, X2, Y2)Y1)

Three If syntax
=IF(Cond1, IF(Cond2,IF(Cond3,X3,Y3),Y2),Y1)

AND function

• Syntax
=AND(logical1, [logical2], ...)

OR function

Syntax
=OR(logical1, [logical2], ...)

Conditional formatting
• Conditional formatting in Excel enables you to highlight cells with a certain
color, depending on the cell's value.
Highlight Cells Rules
• To highlight cells that are greater than a value, execute the following steps.
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• 1. Select the range A1:A10.
PERSONAL COMPUTER APPLICATION SHORT NOTE

• Syntax:
=SUMIFS(sum_range, criteria_range1, criteria1,
[criteria_range2, criteria2], ...)

=Countif (range,criteria)

Syntax
=COUNTIFS(criteria_range1, criteria1,
[criteria_range2, criteria2]…

Syntax
=AVERAGEIF(range, criteria, [average_range])
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Syntax
=AVERAGEIFS(average_range, criteria_range1,
criteria1, [criteria_range2, criteria2,………………..)

Syntax
=PRODUCT(number1,number2, ...)

=Sumproduct(array 1,array,....)

Text Function

• CLEAN, TRIM
• CONCATENATE, LEFT, RIGHT, MID
• LOWER, PROPER, UPPER
• LEN, FIND, SEARCH, EXACT

• CLEAN, TRIM
Removes all nonprintable characters from text
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The syntax :
=TRIM( text )

CONCATENATE function
Use CONCATENATE function to join two or more
text strings into one string.
• Syntax:
=CONCATENATE(text1, [text2], ...)

=LEFT(text, [num_chars])

=RIGHT(text,[num_chars])

=MID(text, start_num, num_chars)

Syntax
=LOWER(text)

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Syntax
=PROPER(text)

Syntax
=UPPER(text)

=LEN(text)

=FIND(find_text, within_text, [start_num])

Syntax
=SEARCH(find_text,within_text,[start_num])

What is a presentation
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• A presentation is a visual aid to a speaker/presenter

who is explaining some matter to a large audience
interactively. There are several equipment's and
several forms of materials, which are used when
doing a presentation.

What is a presentation

• Paper based presentations

• Transparencies and Overhead Projector
• Color Slides.
• Computer and Multimedia Projector

Computer Based Presentation Tools

• Microsoft Power Point

• Harvard Graphics
• Showcase
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• Aldus presentation

Advantages of computer Based Presentation

• Easy preparation of slides

It is very easy and fast to create slides on the computer
screen rather than transparencies and markers. Adding, deleting, Changing the
order of the slide is easier.
• Easy to maintain a standard format
In PowerPoint you can select from many stylish layouts
with common color schemes and consistent font styles and sizes to all the slides
of the presentation. It helps to make the presentation more professional.
• Animation
Text, Graphics can be added to the slides easily. It is
possible to add animations to both text and graphics.

• Multimedia features can be embedded

• Multimedia features(Sound, video, voice, music) can be embedded to
the slides and it makes the presentation more live.
• Presentation to publish on the World Wide Web quickly
• PowerPoint takes care of the details of converting your slide shows
to HTML and it automatically adds navigation buttons and homepage
that has links to each of your slides.
• Facility to add additional notes

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• There is an opportunity to add additional notes to a slide in MS

PowerPoint. It is useful for the speaker

• Easy navigation
– MS Power Point facilitates to define links among the slide and any
other files or to URL(universal resource locator)

Describe guideline to design an effective

Presentation

• Outlines
• Slide Structure
• Fonts
• Colour
• Background
• Graphs
• Spelling and Grammar
• Conclusions
• Questions

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MS PowerPoint……

• Outline pane
• To organize and develop the content of
presentation. Can type all of the text of
presentation and rearrange bullet points,
paragraphs.
• Slide pane

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• Can see how your text looks on each slide.

You can see graphics, movies and sounds,
create hyperlinks, and add animations to
individual slides.
• Notes pane
• Lets add speaker notes or information want
to share with the audience. It is only the
presenter’s use.

Presentation views

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Different views

1. Normal view-can work on one slide at a time or

organize the structure of all the slides.
2. Outline view-Use to enter your text ideas in an
outline form
3. Slide sorter view – This view lets you see
several slides at once, and allows you select,
reorganize, or change attributes of multiple
slides.

4. Slide show view – Use to play the slide show

and press “Ese” to stop the play
5. Notes Page - See how your presentation will
look when printed out with notes. Each page
will contain one slide and its speaker notes,
which you can edit in this view.
6. Reading view - Play your slide show in the
PowerPoint window to see animations and

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transitions without switching to a full-screen

slide show.
What is Microsoft Access?

• Microsoft Access is a relational database

management system (RDBMS).
• It is a software “engine” that provides an
interface between physical data and user
application queries.
• Other examples of DBMS applications include:
• Oracle
• mySQL
• SQL Server (Microsoft)
• DB2 (IBM)
• Informix

Why choose MS-Access over SPSS / Excel?

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• MS Access is best used for long-term data

storage and/or data sharing.
• MS Excel is best used for minor data collection,
manipulation, and especially visualization.
• SPSS is best used for minor data collection and
especially data analysis.

Why choose MS-Access over other DBMS systems?

• Cheap and available

• Easy to use (no use of database server
management)
• Includes front-end tools for rapid application
development (RAD)
• MS-Access can handle a large number of
records.
Multiple users may use the database
simultaneously
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Database file
This is the main file that encompasses the entire
database.
Table
A table is a collection of data about specific topic.
Field
Fields are the different categories within a Table.
Tables usually contain multiple fields.
Data types:
Data types are the properties of each field. A field
only has 1 data type.

Object types of MS Access

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Tables – A table is a collection of data about a

specific topic.
Queries – Queries are used to view, change and
analyze data in different ways.
Forms – Forms enables you to display and enter
data in a convenient format.
Report – A report is an effective way to present
your data in a printed format.
Macro – A macro is a set of instructions that
automates a task you need to do often.
Modules – In the rare cases where programming is
necessary, you can write modules.

Data Types of Microsoft Access

1.Text :This field stores text and numbers and any

combination of characters. It can contain up to 255
characters.
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The FieldSize property controls the maximum

number of characters that can be entered.
2. Memo
– Use for lengthy text and numbers, such as
notes or descriptions.
– Stores up to 65,536 characters.
3. Number
– Use for data to be included in mathematical
calculations, except calculations involving
money (use Currency type).
– Stores 1, 2, 4, or 8 bytes; stores 16 bytes for
Replication ID (GUID). The FieldSize
property defines the specific Number type.
4. Date/Time
– Use for dates and times.
– Stores 8 bytes.
5. Currency
– Use for currency values and to prevent
rounding off during calculations.
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– Stores 8 bytes.
6. AutoNumber
– Use for unique sequential (incrementing by
1) or random numbers that are
automatically inserted when a record is
added.
– Stores 4 bytes; stores 16 bytes for
Replication ID (GUID).

7. Yes/No
– Use for data that can be only one of two
possible values, such as Yes/No,
True/False, On/Off. Null values are not allowed.
– Stores 1 bit.
8. OLE Object
– Use for OLE objects (such as Microsoft
Word documents, Microsoft Excel
spreadsheets, pictures, sounds, or other

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binary data) that were created in other

programs using the OLE protocol.
– Stores up to 1 gigabyte (limited by disk
space).\\
9 Hyperlink
A hyperlink can be a URL.
– Stores up to 64,000 characters.

Input mark property

It makes data entry easier and to control the values
users can
Enter in a text box control.

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Shortcut Keys

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