Notes of MS office

MS - Window 

• MS-Windows is a GUI based operating system. In Windows Operating system multiple applications can be simultaneously run in different windows.
• In MS-Windows, the screen upon which icons, windows, too are displayed is known as desktop.
• An icon is a graphic symbol that represents a window element like, file, folder, or shortcut.
• Loading up of operating system files into the computer’s memory in called booting up.
• The taskbar is a bar, which is usually located at the bottom of the screen.
• My computer is helpful for viewing the contents of a single folder or drive.
• Windows Explorer is another way of seeing what is on your computer. Windows Explorer shows the computer’s contents as a hierarchy.
• File: A program or document stored on a disk.
• Toolbar: A set of button you click to perform common tasks.
• A folder is a location in which you can store files and other folders.
• To create a new folder, File—New—Folder commands are clicked in My Computer windows.
• To find files or folders, Start---Find---Files or Folder commands are clicked.
• To create a shortcut to a file, firstly select the file or folder, whose shortcut is to be created. Then drag the file icon through right mouse button to desired location where shortcut to be placed, and then select create shortcut(s).
• To shut down the computer, Start—Shut Down commands are clicked. 

MS-Word

• A word processor is a package that processes textual matter and creates organized and flawless documents.
• The world processor offers very useful features like speed, powerful editing and formatting features, permanent storage, Graphics, object linking and embedding, spell check and mail merge etc.
• The word processor automatically fits the typed text within the specified left and right margins. This feature is called word wrapping.
• Margins can be four type viz. left, right, top and bottom.
• The distance between text boundaries and page margins is called indent. The indent can be positive, negative or hanging indent.
• The text layout In Word, paragraphs can be formatted through Paragraph option of Format menu and the borders can be applied through Borders and shading option of Format menu.
• The page formatting in Word can be controlled through Page Setup … option of File menu. The header and footer can be created and formatted using Header and Footer option of the view menu.
• In word, the document can either be printed through print button of standard toolbar or through the Print option of File menu. The help is available in Word through the Help menu.
• In word, spelling and grammar can be checked either through the spelling and Grammar option of tool menu
• The Autocorrect feature of Word converts shorthand into longer strings. You can create your own Autocorrect entries by clicking to Autocorrect command to Tools menu.
• Tables can be inserted in a Word document through Table button of Standard toolbar and can be manipulated through the table drop menu.
• In MS-Word, the mail merge involves two files – Main document and data source file to produce the merged document. The main document and data source can handled through Mail Merge option of Tools menu. 

MS-EXCEL

• A spreadsheet is a software tool that lets one enter, calculate, manipulate and analyze set of numbers.
• A Worksheet is a grid of cells made up of horizontal rows and vertical columns.
• A workbook is a group of worksheets.
• Three types of data can be entered in a worksheet (i) number (ii) Text (iii) Formulas.
• Cell can be referenced in three ways (i) relative (ii) absolute (iii) mixed
• A cell can be edited either by overwriting or by partially modifying the cell contents.
• A range can selected using mouse or keyboard.
• A range can be either through copy and paste operations or by dragging the fill handle.
• A range can be moved either through cut and paste operations or by dragging the range border.
• A range can be cleared through Edit--Clear command.
• To erase everything from a worksheet ,select all the cells in the worksheet and then use Edit—Clear—All.
• To save a workbook use File- Save command.
• To open a workbook use File—Open command.
• To insert cells, rows or columns in worksheet, use Insert---Cells----, Insert-----Rows or Insert-----Column command respectively.
• General arrangement of data is known as formatting.
• Formatting does not affect the actual cell value only the appearance change.
• Formatting is performed in MS-Excel through options available in Format menu.
• Charts are the pictorial representation of worksheet data.
• Various chart types in MS- Excel are area chart, column chart, bar chart, line chart, pie chart, XY(Scatter) chart.
• Chart in MS-Excel saved in two ways : (i) embedded chart (ii) chart sheet
• Embedded chart is a chart object that is placed on a worksheet and saved with that work sheet.
• Chart sheet is a sheet in workbook that contains only a chart.
• Charts are created using chart wizard. 

Powerpoint

• The application software that can create professional looking visual aids is called Presentation Graphics Software.
• MS-PowerPoint can be started by clicking at Start—Program---Microsoft PowerPoint.
• A slide can contain one or more of these components: Titles, Graphs, Drawing objects, ClipArt and Pictures.
• The slide components that are used for reference are: Handouts, Notes ,Outlines.
• A new presentation can be created through one of these methods:(i) Auto content Wizard (ii) Design Templates (iii) Sample Presentation and (iv) Blank Presentation
• A new side can be added by either clicking at Common Tasks options of Formatting toolbar and then selecting New Slide option, by clicking at Insert menu’s New Slide option.
• A presentation in PowerPoint can viewed in any of these views: Normal, Outline, Slide, Slide Sorter, Slide Show and Notes Page View.
• To apply new design to slides, click either at Apply Design Template option of Common Tasks options of Formatting toolbar, or at Format
• menu’s Apply Design Template option or ever from the shortcut menu.
• A color scheme is a combination of various colors used for text and other presentation elements.
• A color scheme can be changed by clicking at Slide Color Scheme option of Format menu.
• Background color can be changed by clicking at Format----Background command or even through slide’s shortcut menu.
• You can change text font and style by using Format---Font command.
• Header and Footer information can be viewed and changed by clicking at View---Header and Footer option.
• The slide ---shorter view in useful for viewing the slides in miniature forms and for rearranging them.
• Movies (Vedio) & Sound can be inserted by using Insert—Movies & Sounds command.
• While creating slide shows you can add transitions to slides by using Slide Show --- Slide Transition command.
• To add animation, you can use Slide Show-----Custom Animation commands. 

Computer Viruses

A virus is a parasitic program that infects another legitimate program, which is sometimes called the host. To infect the host program, the virus modifies the host so that it contains a copy of the virus. 

Boot sector viruses: A boot sector virus infects the boot record of a hard disk. The virus allows the actual boot sector data to be read as through a normal start-up were occurring.

Cluster viruses: If any program is run from the infected disk, the program causes the virus also to run . This technique creates the illusion that the virus has infected every program on the disk.

Worms: A worm is a program whose purpose is to duplicate itself.

Bombs: This type of virus hides on the user’s disk and waits for a specific event to occur before running.

Trojan Horses: A Trojan Horses is a malicious program that appears to be friendly. Because Trojan Horses do not make duplicates of themselves on the victim’s disk. They are not technically viruses.

Stealth Viruses: These viruses take up residence in the computer’s memory, making them hard to detect.

Micro Viruses: A macro virus is designed to infect a specific type of document file, such as Microsoft Word or Microsoft Excel files. These types of documents can include macros, which are small programs that execute commands. 

IMPORTANT COMPUTER TERMS

Dear readers here I am presenting all the important glossary part of computer awareness that will make you aware of all the computer terms.   

• Abort: To stop a program or function before it has finished.
• Algorithm: A set of instructions that provides a solution to a given problem.
• Animation: A simulation of movement created by displaying a series of pictures, or frames. For example, cartoons on television.
• ANSI: American National Standards Institute, a powerful industry association of USA, promoting Programming language standards.
• Antivirus: Program A utility that searches a hard disk for viruses and removes any, that is found.
• Architecture: A design. It can refer to either hardware or software or to a combination of
• Hardware and software. The architecture of a system defines its broad outlines.
• ASCII: American Standard Code for Information Inter change. This is a seven/eight bit code widely used in computers for the transfer of data.
• Bandwidth: The amount of data that can be transmitted in a fixed amount of time. It is usually expressed in bits per second (bps) or bytes per second.
• Bit: The smallest unit of information in computer system. Bit is short for binary digit; either a "1” or a "0".
• Boot: The process of getting the computer started.
• Byte: A byte is made up of 8 bits. The amount of memory it takes to store a single character.
• Cache: A separate area of Primary Memory (RAM) where the computer stores a copy of frequently used information for quick access. This is meant to speed up the operation of the hard disk.
• CD-ROM: Compact Disk-Read Only Memory. This is a permanent storage device used to store large quantities of information that need not be changed.
• CGA: Color Graphics Adapter. Low-resolution screen
• (640x200 pixels) with color capability.
• Character: A number, letter, symbol, or punctuation mark.
• Chip: A small piece of silicon containing thousands or millions of electrical elements. Also called an Integrated Circuit (IC).
• Compatible: The ability of one device or program to work with another device or program. For example, a printer and a computer are said to be compatible if they can be connected to each other.
• Conventional Memory: The first 640K of electronic Memory (RAM) in a computer used to run OS and applications.
• Debug: In computer related systems, fixing software related problem is known as debugging.
• Digitize To scan a piece of artwork in very fine detail and store it in a form that computer understands.
• DOS: It stands for Disk Operating System. It is a single user operating system.
• DVD: Digital Versatile Disc or Digital Video Disc
• Dynamic: Refers to actions that take place at the moment they are needed rather than in advance.
• EDP: Electronic Data Processing.
• E-Mail: Electronic Mail.  A facility to send electronic messages to another person on a computer network.
• End-User: The end user is the individual who uses the product after it has been fully developed and marketed.
• EPROM: Erasable Programmable Read Only Memory.  A type of ROM that can be programmed or reprogrammed usually  by exposing a normally covered sector to UV-Light.
• Extended Memory: Memory in addition to conventional memory used to run and manage
• applications; together with expanded memory, it helps PCs to address increased amounts of data in memory.
• Fax/Facsimile: A way of transmitting copies of documents over telephone lines. Fax is short for Facsimile.
• Gigabyte: Abbreviated as GB, is equal to 1024 MB. GUI Graphical User Interface. A user interface that works visually and is based on the selection of actions using a mouse or a similar pointing device to click on icons or to pick options from menus; see also icon.
• Hacking: Gaining unauthorized access to data in the computer
• Hertz: A unit of frequency that means Cycles per Second.
• High Density: The amount of information a disk can hold. High Density disks hold more information than Double Density disks.
• Hypertext: A method of presenting information so the user can view it in a non-sequential way, regardless of how the topics were originally arranged. It has now evolved as a flexible software technology to create electronic books provides fast and flexible access to search criteria and provides quick access to information in large documents.
• HTML: Hyper Text Markup Language. A markup or structuring language used to describe Web and Intranet documents. It is used to define structure, appearance and placement of HTML elements including, fonts, graphics, text, hypertext links to other sites and many more details.
• IBM: International Business Machines, a USA based multinational Company.
• Icon: A graphical screen element that executes one or more commands when selected with a mouse or other pointing device
• IDE: Integrated Device Electronics, a standard used for connecting hard drive to a computer. IDE hard drives are very common and relatively inexpensive.
• Intel: The manufacturer of the most popular microprocessors or CPUs.
• Intelligent: Printer Printer combining laser, computer and photocopying technology.
• Internet: The world's largest computer network that links many of the scientific, research and educational computers as well as commercial networks. The internet uses TCP/IP protocols, and computers on Internet can run on any operating system, like, several variations of UNIX, Windows NT, and VMS etc.
• Intranet: In the most general sense, a private corporate network that uses Internet technology based software and TCP/IP protocol standards. Many companies use intranets for tasks as simple as distributing a company letter and for tasks as complex as posting and updating technical support bulletins to service personnel worldwide. An intranet does not always include permanent connection to Internet.
• Kilobyte ( KB) Approximately one thousand characters; actually 1024bytes.
• LAN An acronym for local area network. A system of PCs that are located relatively near to each other and connected by wire so that individual users can cooperatively process information and share resources; see also WAN.
• Laptop Computer: A portable computer, small enough to be held on a lap,but slightly larger than a notebook computer.
• LED: Light Emitting Diode. An electronic device that lights up when electricity is passed through it.
• Light Pen: An input device that allows a user to write on or point to a special pad or the screen of a pen-based computer, such as a PDA.
• Macintosh: A PC based on a Motorola microprocessor employing GUI. Apple Macintosh has been in use since late eighties.
• Macro: A symbol, name, or key that represents a list of commands, actions or keystrokes. 
• Math co-processor: Part of the microprocessor; a companion chip designed to perform complex calculations.
• Malware: Software which is specifically designed to disrupt or damage a computer system.
• Megabyte (M, MB): Approximately one million characters; actually 1,048,576 bytes. A measure of memory or storage.
• Megahertz (MHz): A measure of processing speed. The higher the value, the faster a computer can work.
• Microprocessor: A single chip containing all the elements of a computer's CPU.
• MIPS: Million Instructions Per Seconds, a unit for measuring the speed of a computer.
• Mother Board: The main circuit board of a computer, which carries electrical signals to and from various parts of the computer.
• Multimedia: A computer system that combines text, graphics, animation, music, voice and video media; may include stereo speakers as an output device.
• Multiprocessing: It refers to a computer system’s ability to support more than one process at the same time. It is also called multitasking.
• Nibble: Half a byte i.e. 4bits.
• Non-Volatile Memory: This is data storage that does not lose its contents on power off; for example, ROM.
• Notebook Computer: A portable computer, approximately 8½ by 11 inches, that fits inside a briefcase.
• Numeric keypad: The part of a keyboard that looks like an adding machine, with 10 digits and mathematical operators; usually located on the right side of the keyboard.
• Office-Automation: The use of computer systems to execute a variety of office operations, such as word processing, accounting and Email.
• Parallel Port: An outlet on a computer used to attach a device, such as a printer. A parallel port sends data (bits) down the wire side by side (parallel to each other).
• Pentium: The fifth generation of microprocessors. The Pentium is 2 to 3 times faster than the 80486, the fourth generation of microprocessors.
• Peripheral: Any piece of hardware attached to the outside of a computer. Examples are printers and modems.
• Phishing: fraudulent practice of sending emails purporting to be from reputed companies in order to induce people to reveal their personal information and passwords
• Pixel: Short for "Picture Element". A Pixel is the smallest dot the computer can control on the screen.
• Portable computer: A small computer that usually runs on batteries. In the categories of portable computers are laptop, notebook, sub-notebook and palmtop.
• Protocol: In networking and communications, the formal specification that defines the procedures to follow when transmitting and receiving data. Protocol defines the format, timing, sequence and error checking used on the network.
• Resolution: The size and quantity of dots that make up a printed page, screen or scanned image.
• Runtime: Error An error that occurs during the execution of a program.
• Scanner: An input device used to copy a printed document into a computer’s memory in digital form, without requiring manual keying.
• SCSI: Small Computer System Interface. A standard for connecting a hard drive to a computer.
• Serial Port: An outlet on a computer used to attach a device, such as a modem. A serial port sends data (bits) down the wire one at a time (in a series).
• Service Pack: It is an update to a software version that fixes an existing problem, such as a bug or provides enhancement to the product that will appear in the next version of the product.
• Spam: Irrelevant messages sent over internet for large number of users for he purpose of phishing or malware
• TCP/IP: Transmission Control Protocol / Internet Protocol is a set of communication protocols that encompass media access, packet transport, session communications, file transfer, e-mail, and terminal emulation. TCP/IP is supported by a large number of H/W and S/W vendors and is available on many computer systems, from PCs to mainframes.
• Troubleshoot: To isolate the source of a problem and fix it. In case of computer systems, troubleshoot is usually used when the problem is hardware related.
• UNIX: A multi user operating system.
• Upgrade: A new version of a software or hardware product designed to replace an older version of the same product.
• UPS: Uninterruptible Power Supply. It is a power supply that includes a battery to maintain power in the event of a power cut for several minutes to some hours.
• Utility: A program that performs a very specific task, usually related to managing system resources.