TABLE OF CONTENTS

Subject 1 : Introduction to Computers(1 Class)

Subject 2 : MS Paint (3 Class)

Subject 3 : Microsoft Windows 10 (6 Class)

Subject 4 : Microsoft Office Word 2016 (9 Class)

Subject 5 : Microsoft Office Powerpoint 2016 (2 Class)

Subject 6 : Microsoft Office Excel 2016 (9 Class)

Subject 7 : Multimedia & Video Editing (2 Class)

Subject 8 : Microsoft Office Access 2016(4 Class)

Version-2027

Prepared By– GULZAR JALIL

Dated:-30/10/2026

RULES & REGULATIONS

A) General Rules for Students

Students must attend their respective classes on time.

B) Exams and Certificates

Exams will be conducted after finishing the subjects, 100 Marks each.
Students can attend exams at times other than their regular class hours (by taking a time table in advance from the instructor).
Attending the exam is the student’s responsibility.
The marks obtained in the exam will be mentioned on the certificate.

C) Grading System

Grades will be awarded based on the percentage of marks obtained:

Percentage Range	Grade
90% – 100%	A++
80% – 89.99%	A+
60% – 79.99%	A
45% – 59.99%	B
30% – 44.99%	C
25% – 30.99%	D
Below 25%	Fail

General Guidelines

Read the book regularly at home (1 to 2 hours daily).
Be on time for class and try not to miss any classes. Missed classes will not be repeated.
If you do not understand something, ask the instructor again.
It is good if you can arrange a computer at home for practice.
With the instructor’s permission, you can also practice at the training center when computers are free. Take your exams regularly.
Your own effort will teach you; the instructor will only guide and help you

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Class No.1

Subject 1:-Fundamentals

1. Importance of Computer Education

In today’s modern age, the use of computers is essential in almost every field. The main reasons and benefits of computer education are given below:

1. Career and Employment Opportunities

Basic computer knowledge is essential for getting jobs in both government and private sectors and for running a business.
Computer-skilled people can find job opportunities in various fields such as data entry, office management, programming and graphic designing.

2. Skill and Thinking Development

Problem-Solving Ability: Computer education teaches us to solve difficult problems in an easy and logical way.
Creativity and Innovation: It helps us develop new ideas and create new things.
Improves Concentration: It develops the habit of working carefully and accurately.

3. Technology and Self-Reliance

Technical Knowledge: It helps us understand and use modern smart devices, the internet, online services and social media.
Entrepreneurship and Leadership: Computer knowledge encourages us to start our own business, do freelancing or work on online projects and become self-reliant.

2. Uses of Computer

In today’s age of Information Technology, computers play an important role in almost every part of our daily lives. Some of the major uses of computers are discussed below:

1. Communication and Information

We can communicate with people around the world instantly through e-mail, messaging and social media.
We can easily find information about almost anything through the internet.

2. Education and Research

Students can study through online classes, digital books and educational videos.
Teachers use computers for classroom teaching, preparing mark sheets and question papers.

3. Office and Business

Computers are used to prepare office documents, maintain accounts (using Tally and Excel) and store files.
Data entry and many other tasks can be completed quickly through automation.

4. Healthcare and Hospitals

Computers are used for medical examinations, scanning (CT Scan and MRI) and diagnosing diseases.
They are essential for maintaining patient records and medicine details in hospitals.

5. Banking and Finance

– Computers are used for online money transactions, ATM services and managing bank accounts.

6. Entertainment

– Computers are used for listening to music, watching movies and videos, playing games and drawing pictures.

3. Hardware and Software

Hardware: The physical parts of a computer that we can see and touch are called hardware.

Examples: Keyboard, Mouse, Monitor, CPU, etc.

Software: A collection of instructions or programs that tells the computer hardware what to do is called software. Software cannot be touched.

Examples: Windows, Linux, MS Word, Paint, etc.

4. Input and Output Devices

Input Device: Devices that are used to enter data or instructions into a computer are called input devices.

Examples: Keyboard, Mouse, Scanner, Microphone, etc.

Output Device: Devices that display or produce the results after the computer processes the data are called output devices.

Examples: Monitor, Speaker, Printer, etc.

5. Important Internal Components

CPU (Central Processing Unit): It is called the brain of the computer. It controls and manages all the operations of a computer.

RAM (Random Access Memory): It is the temporary memory of a computer. It stores the data and programs that are currently being used by the computer.

SMPS (Switch Mode Power Supply): It is a device that supplies the required electrical power to different parts of a desktop computer.

6. Storage Devices

HDD (Hard Disk Drive): It is a permanent storage device where we can save our data, music, pictures and documents.

SSD (Solid State Drive): It is a modern storage device that is much faster than an HDD. It can read and write data at high speed. Modern computers use either HDDs or SSDs for storage.

7. Types of Computers

1. Personal Computer (PC)

A personal computer is designed for use by a single person.

Desktop Computer: A computer that is placed on a desk or at a fixed location. It is not easily portable.
Laptop Computer: A portable computer that runs on a battery and can be carried easily. It is useful for students and business people.
Netbooks and Tablets: These are smaller and lighter than laptops. They are mainly used for e-mail, web browsing and social media.

2. Mobile Devices

These are small computing devices that can be carried in a pocket or worn on the body.

Smartphones: These devices combine phone calls, cameras, web browsing, gaming and various applications.
Wearable Computers: Devices such as smartwatches and fitness trackers are called wearable computers. They can be used to monitor health and control smart devices.

3. Servers and Supercomputers

These are high-performance computer systems.

Server: A server stores large amounts of data and provides information and applications to other computers (clients) connected to a network.
Supercomputer: It is one of the most powerful and fastest types of computers. It is used for weather forecasting, scientific research and complex calculations.

8. What is Computer Storage?

All information in a computer, such as letters, words, pictures and audio, is stored in the form of binary numbers (0 and 1).

Bit: A bit is the smallest unit of computer memory. It can have only two values: ON (1) and OFF (0).
ASCII Code: ASCII (American Standard Code for Information Interchange) is a character-encoding standard used to represent letters, numbers and symbols in computers.

Memory Units Chart

The following units are used to measure computer data and memory:

Unit	Equivalent
1 Bit	0 or 1 (Smallest unit)
1 Byte	8 Bits
1 Kilobyte (KB)	1024 Bytes
1 Megabyte (MB)	1024 KB
1 Gigabyte (GB)	1024 MB
1 Terabyte (TB)	1024 GB
1 Petabyte (PB)	1024 TB
1 Exabyte (EB)	1024 PB
1 Zettabyte (ZB)	1024 EB
1 Yottabyte (YB)	1024 ZB

9. Types of Storage Devices

The devices or media used by a computer to store data such as text, pictures, music and videos are called storage devices. They are mainly divided into two categories:

1. Internal Storage Devices

These are the main memory components located inside the computer system unit. They are of two types:

RAM (Random Access Memory):

It is a temporary (volatile) memory.
It works while the computer is running. All the data stored in RAM is lost when the computer is switched off.

ROM (Read Only Memory):

It is a non-volatile memory.
It stores important instructions required to start and operate the computer. Its contents are not normally changed during regular use.

2. External Storage Devices

These are storage devices that can be connected externally or carried from one place to another to store data.

Hard Disk Drive (HDD / SSD):

These are the main permanent storage devices of a computer.
They have large storage capacities, such as 500 GB, 1 TB or more.

CD and DVD:

These are circular optical discs.
A CD can store approximately 700 MB of data, while a DVD can store approximately 4.7 GB.

Pen Drive:

It is a small and portable USB storage device.
It is used to transfer data from one computer to another.

Memory Card:

– It is a small storage card used to store data in mobile phones, digital cameras and other devices.

10. Starting and Shutting Down the Computer

A. To Start a Computer

Make sure that all the computer components are properly connected.
Connect the computer to the power supply.
Press the Power button to start the computer.

B. To Shut Down a Computer

First, close all the running programs.
Click on the Start button.
Click on Power at the bottom of the Start Menu.
Click on Shut down.
\

11. What is a Computer Mouse?

A mouse is an important input device of a computer. It is used to control the cursor on the computer screen, open files and programs, and select different items by clicking.

A standard mouse has three main parts:

Left Button: It is mainly used for selecting items and clicking.
Right Button: It is used to open options or shortcut menus.
Scroll Wheel: It is the small wheel between the left and right buttons. It is used to scroll a page up and down.

Operations of Mouse

A mouse is generally used to perform the following five operations:

Point: Moving the mouse to place the cursor over a particular item or icon on the screen.
Click (Single Click): Pressing and releasing the left mouse button once. It is used to select an item or icon.
Double Click: Pressing the left mouse button twice quickly. It is used to open a file, folder or program.
Right-Click: Clicking the right mouse button once to display a shortcut menu or list of options.
Drag: Holding down the left mouse button and moving an item from one place to another. This operation is also called Drag and Drop.

12. What is a Computer Keyboard?

A keyboard is one of the main input devices of a computer. It is used to enter letters, numbers, symbols and commands into a computer.

A keyboard contains different groups of keys for performing different tasks. The main types of keys are discussed below:

Main Types of Keyboard Keys

1. Typing / Alphanumeric Keys:

These include English letters (A to Z), numbers (0 to 9) and various symbols.
They are mainly used for typing words, sentences and data.

2. Control Keys:

These keys are used along with other keys to perform special operations and keyboard shortcuts.
Examples: Ctrl, Alt, Windows Logo Key and Esc (Escape).

3. Function Keys:

There are 12 function keys, from F1 to F12, on the top row of the keyboard.
Each function key performs a specific task in a computer program.

4. Navigation Keys:

These keys are used to move the cursor up, down, left or right, or to the beginning or end of a page.
Examples: Arrow Keys (Up, Down, Left, Right), Home, End, Page Up, Page Down, Delete and Insert.

5. Numeric Keypad:

It is a separate group of number keys located on the right side of a standard keyboard.
It is mainly used for entering numbers quickly.

Uses of Some Important Keyboard Keys

Press This	To Do This
Arrow Keys (↑ ↓ ← →)	To move the cursor up, down, left or right.
Caps Lock	To type in capital or small letters.
Shift (⇧)	To type capital letters while holding it down and to type the upper symbols of keys having two characters.
Spacebar	To insert a blank space between two words.
Tab (⇥)	To insert a larger space or move to the next tab position.
Backspace (←)	To delete the character to the left of the cursor.
Delete	To delete the character to the right of the cursor or a selected item.
Enter (↵)	To move to a new paragraph or confirm a command.
Home	To move the cursor to the beginning of the current line.
End	To move the cursor to the end of the current line.
Ctrl + Home	To move the cursor to the beginning of the document.
Ctrl + End	To move the cursor to the end of the document.
Page Up	To move one screen or page upward.
Page Down	To move one screen or page downward.

13. Selecting Text

Text can be selected using either a mouse or a keyboard.

A. Selecting Text with a Mouse

To Select	What to Do
Any text	Drag the mouse over the required text.
A word	Double-click anywhere within the word.
A line	Move the pointer to the left of the line and click once.
A sentence	Hold down the Ctrl key and click anywhere within the sentence (in MS Word).
A paragraph	Triple-click anywhere within the paragraph (in supported versions of MS Word).

B. Selecting Text with a Keyboard

To Select	What to Do
One character to the right	Hold Shift and press Right Arrow (→).
One character to the left	Hold Shift and press Left Arrow (←).
From the beginning to the end of a word	Place the cursor at the beginning of the word and press Ctrl + Shift + Right Arrow (→).
From the end to the beginning of a word	Place the cursor at the end of the word and press Ctrl + Shift + Left Arrow (←).
From the beginning to the end of a line	Press Home, then hold Shift and press End.
From the end to the beginning of a line	Press End, then hold Shift and press Home.
From the current position to the next line	Hold Shift and press Down Arrow (↓).
From the current position to the previous line	Hold Shift and press Up Arrow (↑).
From the beginning to the end of a paragraph	Place the cursor at the beginning of the paragraph and press Ctrl + Shift + Down Arrow (↓).
From the end to the beginning of a paragraph	Place the cursor at the end of the paragraph and press Ctrl + Shift + Up Arrow (↑).
From the end to the beginning of a document	Place the cursor at the end of the document and press Ctrl + Shift + Home.
From the beginning to the end of a document	Place the cursor at the beginning of the document and press Ctrl + Shift + End.
Entire document	Press Ctrl + A.

Note: The above keyboard shortcuts are mainly based on Microsoft Word on Windows. Some shortcuts may work differently in other applications or versions.

Now It is the time for typing practice. Type the following paragraphs-

Computers are machines that perform tasks or calculations according to a set of instructions, or programs. The first fully electronic computers, introduced in the 1940s, were huge machines that required teams of people to operate. Compared to those early machines, today’s computers are amazing. Not only are they thousands of times faster, they can fit on your desk, on your lap, or even in your pocket.

Computers work through an interaction of hardware and software. Hardware refers to the parts of a computer that you can see and touch, including the case and everything inside it. The most important piece of hardware is a tiny rectangular chip inside your computer called the central processing unit (CPU), or microprocessor. It’s the “brain” of your computer-the part that translates instructions and performs calculations. Hardware items such as your monitor, keyboard, mouse, printer, and other components are often called hardware devices, or devices.

Software refers to the instructions, or programs, that tell the hardware what to do. A word-processing program that you can use to write letters on your computer is a type of software. The operating system (OS) is software that manages your computer and the devices connected to it. Windows is a well-known operating system.

N.B:- To learn typing faster you may use the following websites-

1) Jmbtypingzone.com 2) Typingtest.com 3) Typingclub.com Etc.

CLASS No-2

Subject 2: MS Paint

MS Paint (Microsoft Paint) is a basic drawing program available in the Windows operating system. It is used to draw different types of pictures and edit existing images.

Home Tab

The Home Tab contains different groups of tools used for drawing, colouring and editing pictures. The main groups are:

Clipboard
Image
Tools
Brushes
Shapes
Size
Colors

1. Tools Group

Pencil: It is used to draw freehand pictures or lines, just like a pencil.
Fill With Color: It is used to fill colour in an enclosed or closed area of a picture.
Text: It is used to insert letters or words (text) into a picture.
Eraser: It is used to erase unwanted parts of a picture.
Color Picker: It is used to pick a particular colour from an existing picture and use it in another part. Clicking on a specific colour selects it as Color 1 or Color 2.
Magnifier: It is used to zoom in or zoom out a picture.
Left Click: Zoom In (to view the picture larger).
Right Click: Zoom Out (to view the picture smaller).

2. Brushes Group

This group is used to colour pictures in different styles using various types of brushes, such as Oil Brush, Watercolor and Crayon.

3. Shapes Group

This group is used to draw regular shapes easily, such as Ovals/Circles, Rectangles, Straight Lines, Stars, etc.

4. Colors Group

This group is used to select different colours for drawing and colouring pictures.

Color 1 (Foreground Color): It is the main colour used for the Pencil, Brushes and outlines of Shapes.
Color 2 (Background Color): It is used as the background colour and also appears when using the Eraser.
Edit Colors: If the desired colour is not available in the existing colour boxes, we can use the ‘Edit Colors’ dialog box to create a new colour of our choice.

CLASS NO-3

5. Image Group

The Image Group contains different tools used to select, crop, resize, skew and rotate pictures.

A. Select Tool

The Select Tool is used to select a particular part or the whole picture.

Rectangular Selection: It is used to select a rectangular portion of a picture.
Free-form Selection: It is used to select any part of a picture by drawing a freehand shape around it.
Select All: It is used to select the entire picture at once. (Shortcut: Ctrl + A)
Invert Selection: It is used to select the remaining part of the picture instead of the currently selected area.
Delete: It is used to delete the selected portion of a picture.
Transparent Selection: It is used to make the background of a selected area transparent.

B. Crop

It is used to keep only the selected portion of a picture and remove the remaining parts.

C. Resize and Skew

These options are used to change the size or tilt a picture.

Resize: It is used to increase or decrease the width and height of a picture using Percentage or Pixels. When Maintain Aspect Ratio is checked, the width and height change proportionally.
Skew: It is used to tilt a picture horizontally or vertically by entering a specific degree value.

D. Rotate Menu

The Rotate Menu is used to rotate or flip a picture in different directions.

Rotate 90° Clockwise: To rotate the picture 90 degrees to the right.
Rotate 90° Counter-clockwise: To rotate the picture 90 degrees to the left.
Rotate 180°: To rotate the picture by 180 degrees.
Flip Vertical: To flip the picture vertically (top to bottom).
Flip Horizontal: To flip the picture horizontally (left to right).

6. Clipboard Group

The Clipboard Group is used to cut, copy and paste a selected part of a picture.

Cut: It is used to remove the selected portion from the original picture and move it to the Clipboard. (Shortcut: Ctrl + X)
Copy: It is used to make a duplicate of the selected portion and store it in the Clipboard without removing it from the original picture. (Shortcut: Ctrl + C)
Paste: It is used to insert the picture or copied portion stored in the Clipboard into the drawing canvas. (Shortcut: Ctrl + V)

7. View Tab

The View Tab is used to control how the drawing canvas is displayed on the screen.

Zoom In: It is used to enlarge the drawing canvas for a closer view. (Shortcut: Ctrl + Page Up)
Zoom Out: It is used to reduce the viewing size of the drawing canvas.
100%: It is used to view the picture at its original size. (Shortcut: Ctrl + Page Down)
Rulers: It is used to show or hide rulers to measure the drawing accurately. (Shortcut: Ctrl + R)
Gridlines: It is used to show or hide gridlines on the picture. (Shortcut: Ctrl + G)
Status Bar: It displays information such as picture size and pixel details at the bottom of the Paint window.
Full Screen: It is used to display the picture in full-screen mode, covering the entire monitor screen.

8. Paint Keyboard Shortcuts

Keyboard Shortcut	Function
Alt + F4	To close the picture and the Paint window.
Ctrl + Y	To redo the last undone change.
Right Arrow (→)	To move the selected portion one pixel to the right.
Left Arrow (←)	To move the selected portion one pixel to the left.
Down Arrow (↓)	To move the selected portion one pixel down.
Up Arrow (↑)	To move the selected portion one pixel up.
Esc	To cancel the current selection.
Delete	To delete the selected portion.
Ctrl + B	To make the selected text bold.
Ctrl + +	To increase the width of a brush, shape or line by one pixel.
Ctrl + –	To decrease the width of a brush, shape or line by one pixel.
Ctrl + I	To make the selected text italic.
Ctrl + U	To underline the selected text.
Ctrl + E	To open the Properties dialog box.
Ctrl + W	To open the Resize and Skew dialog box.
F11	To view the picture in full-screen mode.
F10 or Alt	To display KeyTips on the screen.
Shift + F10	To display the shortcut menu.
F1	To open the Help window.

Note: Some tools and keyboard shortcuts may vary depending on the version of MS Paint and Windows being used.

CLASS NO-4

9. Saving and Using Your Picture

A. Save a Picture

To save your drawing on the computer, follow these steps:

Click on the Paint Button (or File Menu).
Click on the Save option.
Type a name for the file in the File Name box and click on Save. (Shortcut: Ctrl + S)

– Save As: It is used to save an already saved picture with a different name or in another file format. (Shortcut: F12)

B. Create a New Picture

To create a new picture on a fresh page:

– Click on the Paint Button (or File Menu) and select the New option. (Shortcut: Ctrl + N)

C. Open a Picture

To open an already saved picture in Paint for further editing:

Click on the Paint Button (or File Menu) and select Open. (Shortcut: Ctrl + O)
Select the required picture and click on the Open button.

10. Printing Pictures

To print a picture on paper, click on the Paint Button and go to the Print option.

Print Preview: It is used to see how the picture will look on paper before printing. To exit the preview screen, click on the Close Print Preview button.
Page Setup: It is used to set the Paper Size, Orientation (Portrait or Landscape) and Margins (blank spaces around the page).
Print: It is used to print the picture using a printer. (Shortcut: Ctrl + P)

11. Other Important Options

From Scanner or Camera: It is used to import a picture directly into Paint from a scanner or camera.
Send in E-mail: It is used to send the drawing to others through e-mail.
Set as Desktop Background: It is used to set the picture as the desktop wallpaper of the computer.
Properties: It is used to view the picture’s size, resolution and file dimensions.
About Paint: It provides information about the version and licence of the Paint program.
Exit: It is used to close or exit the MS Paint program.

Paint Tips

1.To change the width of shape outline , eraser and pencil-

Press Ctrl++ or Ctrl+-.

2. Press Ctrl+PageUp or Ctrl+PageDown to Zoom in or Out.

3. Chane Font Size-

a) Select the Text Then

i) To increase font size press- Shift+Ctrl+>

ii) To decrease font size press- Shift+Ctrl+<

4.To Make multicolouroutine. –

a) Draw a shape .

b) Click on eraser tool.

c) Click on colour2.

d) Select a colour.

e) Righth click and drag over the outine.

f) Rpeate steps (d) and (e) to make it multicolour.

N.B.:- These steps can be applied to create multicoured text.

5.To Make a Brush-

a)Select an object.

b)Set Transparent selection on

c) Shift + Drag the selected object to use as a brush .

N.B.:- This tip can also be used to create 3D text.

6.Filling Text With Image –

a) Insert an image into drawing area using Pastefrom Command.

b) Type Outside the Image .

c) Set Color 2 to same color as Color 1

d) Set Transparent Selection on.

d) Select and drag the Text inside the image.

Now see the effect.

7. Creating text Shadow–

a) Type Your name in large size and set its color to black.

b) Type Your name again in the same size and set its color to Green.

c) Set Transparent Selection on.

d) Select the second text and drag over the first one a little offset.

Your text have shadow now.

8. To draw Shapes using straight lines-

a) Click Pencil tool

b) To draw pess Shift + Arrow on the page.

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CLASS NO-5

Subject 3: Windows 10

1. What is an Operating System?

An Operating System (OS) is the main software that manages a computer’s hardware and other programs. It helps the user communicate with the computer.

Examples: Microsoft Windows, macOS, Linux, Android and iOS.

Example: Windows lets you open Paint, save a document, use a printer and manage files.

2. Desktop and its main parts

Desktop: The main screen shown after you sign in.

Icons: Small pictures representing apps, files, folders or shortcuts.

Taskbar: Usually the bar at the bottom. It contains Start, pinned/open apps and the notification area.

Start button: Opens the Start menu.

Notification area: Shows items such as Wi-Fi, sound, battery and date/time.

Recycle Bin: Keeps most deleted local files temporarily so they can be restored.

This PC: Opens drives and connected storage devices. If it is not on the desktop, search for This PC in Start.

3. Desktop right-click menu

View: Change icon size or show/hide desktop icons.

Sort by: Arrange desktop icons by name, size, item type or date modified.

Refresh: Refreshes the desktop display; it does not normally make the computer faster.

New > Folder: Creates a new folder.

Display settings / Personalize: Change screen settings, wallpaper, colours and themes.

4. Create a folder

Right-click an empty area of the desktop or inside File Explorer.
Choose New > Folder.
Type a name, for example Class Notes, and press Enter.

Example: Create a folder named “CCA Notes” to keep your course files together.

5. Personalize Windows

Right-click the desktop and choose Personalize. You can change the background, colours, themes and lock-screen settings.

Note: Menu names may differ slightly depending on the Windows 10 update.

CLASS NO. 6

Taskbar and Start Menu

1. Taskbar

The taskbar helps you open apps and switch between apps that are already running.

Start: Opens the Start menu.

Search: Finds apps, files and settings.

Pinned apps: Apps kept on the taskbar for quick access.

Notification area: Includes network, sound, battery (on laptops), date and time.

Show desktop: Click the thin area at the far-right end of the taskbar to minimise open windows.

2. Useful taskbar actions

Pin an app: Search for the app in Start, right-click it and choose Pin to taskbar (if available).

Unpin an app: Right-click its taskbar icon and choose Unpin from taskbar.

Taskbar settings: Right-click an empty part of the taskbar and choose Taskbar settings.

Task Manager: Right-click Start or press Ctrl + Shift + Esc to view running apps and processes.

3. Start menu

Click Start or press the Windows key to open the Start menu. It provides access to apps, settings, power options and search.

All apps: Shows installed apps.

Pinned tiles/apps: Provides quick access to selected apps; the layout varies by Windows 10 version.

Power: Lets you Shut down, Restart or put the PC to Sleep.

4. Search and shortcuts

Click Search or open Start and type an app or setting name.

Example: Type “Calculator” and press Enter to open Calculator.

To create a desktop shortcut, search for the app and use the available Open file location / Send to desktop shortcut option if provided. The method differs between app types.

Windows Settings and Control Panel

1. What are Windows Settings?

Windows Settings is a built-in tool in Windows 10 used to change computer settings and customize the system according to our needs.

How to open Settings:

Click Start → Settings.
Or press Windows + I on the keyboard.

2. Main Categories of Settings

Category	Uses
System	Change display, sound, notifications and power settings.
Devices	Manage printers, mouse and other connected devices.
Network & Internet	Connect to Wi-Fi and check network settings.
Personalization	Change background, colours and Lock screen.
Apps	View, uninstall or manage installed applications.
Accounts	Manage user accounts and sign-in options.
Time & Language	Change date, time, region and language settings.
Ease of Access	Adjust accessibility features such as text size and Magnifier.
Update & Security	Check Windows Update, Windows Security and recovery options.

Note: The available categories may differ according to the Windows version and system configuration.

3. Practical Uses of Windows Settings

Example 1: Changing the Desktop Background

Open Settings.
Click Personalization.
Select Background.
Choose a picture or a solid colour.

Example 2: Changing the Display Resolution

Open Settings → System → Display.
Find Display resolution.
Select a suitable resolution.
Confirm the change if prompted.

Example 3: Changing Date and Time

Open Settings → Time & Language → Date & time.
Check the date, time and time zone.
Change the required options.

4. What is Control Panel?

Control Panel is a traditional Windows tool used to view and change many system settings, such as installed programs, hardware devices, user accounts and network options.

How to open Control Panel:

Click the Start button.
Type Control Panel in the Search box.
Click Control Panel in the results.

5. Important Options in Control Panel

Option	Use
Programs and Features	Uninstall many installed desktop programs.
Devices and Printers	View and manage printers and connected devices.
Network and Sharing Center	View or manage certain network settings.
User Accounts	Manage certain user account settings.
Hardware and Sound	Access sound, device and hardware-related options.
System and Security	Access system, security and maintenance tools.
Clock and Region	Change date, time and regional formats.
File Explorer Options	Change certain file and folder viewing options.

Note: Some options may open Windows Settings or may vary between computers.

6. Difference Between Settings and Control Panel

Windows Settings	Control Panel
Modern settings application.	Traditional Windows configuration tool.
Opened using Windows + I.	Opened by searching for Control Panel.
Contains options for display, personalization, accounts and more.	Contains many traditional system, program and hardware options.
Used for many common daily tasks.	Still useful for certain advanced or older configuration tasks.

Remember: Both tools are used to manage Windows, but some options are available in only one place or may open the other tool.

7. Safety Tips

Change settings only when you understand their purpose.
Do not uninstall an unfamiliar program without checking it first.
Do not disable Windows Security just to solve a problem.
Ask your teacher or administrator before changing important system settings on a shared computer.

CLASS NO. 7

Accessibility and File Explorer

1. Accessibility tools

Windows 10 includes tools that make the computer easier to use.

Magnifier: Makes items on the screen larger. Shortcut: Windows + Plus (+).

Narrator: Reads screen text aloud.

Shortcut: Windows + Ctrl + Enter.

On-Screen Keyboard: Shows a keyboard on the screen.

Shortcut: Windows + Ctrl + O.

High Contrast / contrast themes: Makes screen content easier for some users to see. Find these in Settings > Ease of Access.

Captions: Displays text for supported speech/video content; availability depends on the app and Windows version.

2. File Explorer

File Explorer is used to open, organise, copy, move, rename and delete files and folders. Shortcut: Windows + E.

Navigation pane: Helps move between folders, This PC and drives.

Address bar: Shows the current folder path.

Search box: Finds files within the selected location.

File list: Shows the files and folders in the current location.

3. Change file view and sort files

In File Explorer, select View to choose icons, List, Details and other layouts. Choose Sort by to arrange items by Name, Date modified, Type or Size.

Example: Use Details view and sort by Date modified to find a document you edited recently.

4. Find a file and check its size

Use the Search box in File Explorer and type part of the file name, for example “homework”.

To check size and other details, right-click a file or folder and choose Properties.

5. Show file extensions and hidden items

In File Explorer, open View. Turn on File name extensions to see endings such as .docx, .jpg or .pdf. Turn on Hidden items only when needed.

Example: report.docx is a Word document; photo.jpg is an image.

Caution: Do not delete or change hidden system files unless you know what they do.

Internet and Network Settings

1. What is a Network?

A computer network is a group of two or more computers or devices connected to share information, files, printers and an internet connection.

Example: Computers in a computer laboratory connected to the same network.

2. What is the Internet?

The Internet is a worldwide network of connected computers and devices. It allows us to browse websites, send emails, attend online classes and communicate with others.

Example: Using Google to search for information or watching an educational video online.

3. What is the Difference Between the Internet and a Network?

Network	Internet
Connects computers and other devices.	Connects networks around the world.
Can work without an internet connection.	Provides access to worldwide online services.
Example: Computers connected in a school laboratory.	Example: Visiting www.google.com.

4. How to Open Network Settings in Windows 10

Click Start → Settings.
Select Network & Internet.
Choose the required option, such as Status, Wi-Fi, Ethernet or VPN.

Shortcut: Press Windows + I, then click Network & Internet.

5. Connecting to Wi-Fi

Wi-Fi is a wireless technology that allows devices to connect to a network without using a network cable.

Steps to connect:

Click the network icon on the taskbar.
Turn on Wi-Fi if it is off.
Select the required Wi-Fi network.
Click Connect.
Enter the password if required.
Wait until the connection is established.

6. Ethernet Connection

Ethernet is a technology used to connect a computer to a network through a network cable.

Steps:

Connect one end of the Ethernet cable to the computer.
Connect the other end to a router or network switch.
Wait for Windows to detect the connection.
Open a browser and check whether the internet is working.

Example: A desktop computer connected to a router using a LAN cable.

7. Checking Internet Connectivity

Follow these steps when you want to check whether the internet is working:

Open a web browser, such as Microsoft Edge or Google Chrome.
Enter a website address, such as www.google.com.
Press Enter.
If the website opens, the internet connection is working for that request.

If the website does not open, check the network connection and try another website.

8. Understanding IP Address

An IP address (Internet Protocol address) is a numerical address used to identify a device on an IP network.

Example: 192.168.1.10

This is an example of a private IPv4 address. The actual address of a computer depends on the network.

To view network details:

Open Command Prompt.
Type ipconfig.
Press Enter.
Look for the IPv4 Address under the relevant network adapter.

CLASS NO. 8

Windows, Accessories and File Management

1. Working with windows

Title bar: Shows the app or document name.

Minimize: Hides the window on the taskbar without closing the app.

Maximize: Makes the window fill the screen.

Restore Down: Returns a maximised window to a smaller size.

Close: Closes the window or app.

Scroll bar: Moves through content that does not fit on the screen.

You can drag a window by its title bar. Drag an edge or corner to resize it.

2. Common dialog controls

Text box: Type information, such as a file name.

Check box: Turn an option on or off; more than one may be selected.

Radio button: Choose one option from a group.

Drop-down list: Choose an item from a list.

Buttons: For example, Open, Save, OK and Cancel.

3. Useful built-in tools

Calculator: Performs calculations. Search for Calculator in Start.

Snipping Tool: Captures all or part of the screen. Search for Snipping Tool. (Shortcut: Windows + Shift + S)

Sticky Notes: Keeps short reminders on the desktop. Search for Sticky Notes.

Character Map: Finds special symbols and characters. Search for Character Map.

Voice Recorder / Sound Recorder: Records audio where the app is available; availability may vary.

4. Copy, move and paste files

Select a file or folder, then use these shortcuts:

Copy: Ctrl + C

Cut (move): Ctrl + X

Paste: Ctrl + V

Rename: Select the item and press F2.

Delete: Press Delete to move most files to Recycle Bin.

Restore: Open Recycle Bin, right-click the file and choose Restore.

Example: To copy a photo from a pen drive to Documents,

open the pen drive, select the photo, press Ctrl + C, open Documents and press Ctrl + V.

Always use Safely Remove Hardware / Eject before unplugging a USB drive when Windows recommends it.

Connecting External Devices

1. What are External Devices?

External devices are hardware devices connected to a computer to perform additional tasks, such as entering data, displaying information, printing documents or storing files.

Examples: Keyboard, mouse, printer, scanner, pen drive, webcam, speakers and headphones.

2. Types of External Devices

Device	Use
Keyboard	Enters text, numbers and commands.
Mouse	Controls the pointer and selects items.
Printer	Prints documents and pictures on paper.
Scanner	Converts paper documents or photographs into digital files.
Pen Drive	Stores and transfers files.
External Hard Drive	Stores large amounts of data.
Webcam	Captures images and videos.
Speakers	Produce sound from the computer.
Headphones	Allow users to listen to sound privately.
Projector	Displays the computer screen on a large surface.

3. Common Ports Used to Connect Devices

A port is a connection point used to connect an external device to a computer.

Port	Use
USB	Connects pen drives, keyboards, mice, printers and many other devices.
HDMI	Transfers digital video and audio to a monitor, TV or projector.
Ethernet (LAN)	Connects a computer to a wired network.
Audio Jack	Connects compatible headphones, speakers or microphones.
USB-C	Supports data transfer and, depending on the device, charging and video output.

4. Connecting a Pen Drive

Follow these steps to connect a pen drive:

Insert the pen drive into a suitable USB port.
Wait for Windows to detect it.
Open File Explorer by pressing Windows + E.
Click This PC.
Double-click the pen drive to view its files.

Safely Removing a Pen Drive

Close any files opened from the pen drive.
Make sure copying or transferring has finished.
Click the Safely Remove Hardware icon in the notification area, if available.
Select the pen drive and wait for permission to remove it.
Disconnect the pen drive.

If the safe-removal icon is unavailable, use the available eject option in File Explorer, where supported. Never remove a drive while files are being written to it.

5. Connecting a Printer

A printer may be connected through USB, Wi-Fi or a network.

Steps for a USB printer:

Switch on the printer.
Connect the printer to the computer using a USB cable.
Allow Windows to detect and configure it.
If necessary, open Settings → Devices → Printers & scanners.
Select the printer and follow the available instructions.

Example: Connect a printer and print a one-page document.

Note: Some printers require manufacturer-provided software or drivers.

6. Connecting Bluetooth Devices

Bluetooth is a wireless technology used to connect compatible devices over short distances.

Steps:

Turn on Bluetooth on the computer, if supported.
Put the Bluetooth device into pairing mode.
Open Settings → Devices → Bluetooth & other devices.
Click Add Bluetooth or other device.
Select Bluetooth.
Choose the required device and follow the instructions.

7. Connecting Speakers and Headphones

Connect wired speakers or headphones to the correct audio port, or connect a compatible USB device.
For Bluetooth headphones, complete the pairing process.
Play an audio file to test the connection.
If there is no sound, check the volume and select the correct output device.

CLASS NO. 9

Maintenance, Security and System Information

1. Free up storage space

Windows may use temporary files. To remove unnecessary files, open Settings > System > Storage, or search for Disk Cleanup.

Review the items before deleting them. Do not select Downloads or Recycle Bin contents unless you are sure you no longer need them.

2. Temporary files

Press Windows + R, type %temp% and press Enter. You may delete files you recognise as temporary, but some files may be in use and cannot be deleted. Skip those files.

3. Optimise drives

Search for Defragment and Optimize Drives. Windows can optimise drives automatically. Traditional hard drives (HDDs) may be defragmented; SSDs are handled differently. Do not repeatedly defragment an SSD manually.

4. Security

Windows Security: Helps protect the computer using tools such as Microsoft Defender Antivirus and Firewall.

Firewall: Helps control network connections to and from the computer.

Virus/malware scan: Open Windows Security > Virus & threat protection and choose a scan option.

Keep Windows and security definitions updated. Do not turn off the firewall or antivirus to solve an unknown problem.

5. System information

Settings > System > About: Shows Windows edition, processor and installed RAM.

Windows + R, type msinfo32 and press Enter: Opens System Information.

The BIOS date indicates firmware-related date used to assume age of the computer.

6. Install and uninstall apps safely

Install apps from Microsoft Store or the official website of the software publisher. Avoid unknown installers and suspicious pop-ups.

To uninstall an app, open Settings > Apps > Apps & features, select the app and choose Uninstall. Do not remove apps or drivers you do not recognise.

Printing and Print to PDF

1. What is Printing?

Printing is the process of producing a paper copy of a document, photograph or other digital information using a printer.

2. What is a Printer?

A printer is an output device that produces text and images on paper.

Types of Printers

Type	Description
Inkjet Printer	Uses ink to print text and pictures.
Laser Printer	Uses toner powder and laser technology to print.
Dot Matrix Printer	Uses small pins and an ink ribbon to print.

3. How to Print a Document

Follow these steps to print a document from an application such as Microsoft Word:

Open the document.
Press Ctrl + P on the keyboard.
Select the required printer.
Set the number of copies.
Choose the required pages.
Select the paper size and orientation, if needed.
Click Print.

4. Important Print Settings

Setting	Use
Printer	Selects the printer to use.
Copies	Sets the number of copies to print.
Pages	Selects which pages to print.
Paper Size	Selects the paper size, such as A4 or Letter.
Orientation	Selects Portrait or Landscape.
Colour	Selects colour or black-and-white printing, if supported.
Double-sided	Prints on both sides of the paper, if supported.
Print Preview	Shows how the document may look when printed.

5. Printing Selected Pages

Sometimes we do not need to print the entire document.

Example: A document contains 10 pages, but we need only pages 2 to 5.

Steps:

Open the document.
Press Ctrl + P.
Find the Pages or Page Range box.
Enter 2-5.
Check the print preview.
Click Print.

You can often enter individual page numbers separated by commas, such as 1, 4, 7.

6. What is Print to PDF?

Print to PDF is a feature that creates a PDF file from a document instead of printing it on paper.

PDF stands for Portable Document Format.

It is useful for sharing, storing and viewing documents while generally preserving their layout.

Example: You can save an examination question paper as a PDF and send it to students by email.

7. How to Save a Document as PDF in Windows 10

Windows 10 includes a virtual printer called Microsoft Print to PDF on many installations.

Follow these steps:

Open the document, image or webpage you want to save.
Press Ctrl + P.
Select Microsoft Print to PDF from the printer list.
Click Print.
Choose the folder where you want to save the file.
Enter a file name, such as Computer_Notes.pdf.
Click Save.

The document will be saved as a PDF file instead of being printed on paper.

8. Understanding the Print Queue

The print queue displays documents waiting to be printed.

It helps users check the progress of printing and manage pending print jobs.

To view the queue in Windows 10:

Open Settings → Devices → Printers & scanners.
Select the printer.
Click Open queue, if available.
View the pending documents.

CLASS NO. 10

Compressing and Extracting Files

1. What is File Compression?

File compression is the process of reducing the size of files or combining multiple files into a single archive to make storage and sharing easier.

2. What is a ZIP File?

A ZIP file is an archive file that can contain one or more files and folders. It may also reduce their total size.

3. How to Compress Files in Windows 10

Windows 10 includes a built-in option for creating ZIP files.

Steps:

Open File Explorer by pressing Windows + E.
Find the file or folder you want to compress.
Select the required file or folder.
Right-click the selection.
Choose Send to → Compressed (zipped) folder.
Enter a name for the ZIP file and press Enter.

4. How to Extract a ZIP File

Extracting means taking files out of a compressed archive so that they can be used normally.

Steps:

Locate the ZIP file in File Explorer.
Right-click the ZIP file.
Select Extract All.
Choose the destination folder if required.
Click Extract.

5. Other Archive Formats

Format	Description
ZIP	A widely used archive format supported by Windows 10.
RAR	A common archive format that may require additional software to create or extract.
7Z	An archive format commonly used with 7-Zip software.

Windows 10 has built-in support for ZIP files. Additional software may be required for other archive formats.

Basic Command Prompt

1. What is Command Prompt?

Command Prompt (CMD) is a command-line tool in Windows that allows users to interact with the computer by typing commands instead of using only the mouse and graphical interface.

2. How to Open Command Prompt

Method 1: Using Search

Click the Start button. à Type cmd in the Search box. à Click Command Prompt.

Method 2: Using the Run Dialog Box

Press Windows + R. à Type cmd. à Press Enter.

A black or dark command window will appear, depending on the system settings.

3. Understanding the Command Prompt Window

When Command Prompt opens, you may see a line similar to:

C:\Users\Student>

This is called the command prompt. It shows the current location and waits for the user to type a command.

C: represents the drive.
\Users\Student represents the current folder path in this example.
> indicates where you can type a command.

Your computer may display a different path.

4. Basic CMD Commands

Command	Use	Example
dir	Displays files and folders.	dir
cd	Changes the current directory.	cd Documents
cd ..	Moves to the parent directory.	cd ..
cls	Clears the Command Prompt screen.	cls
md	Creates a new directory (folder).	md Practice
rd	Removes an empty directory.	rd Practice
ver	Displays the Windows version information.	ver
date	Displays or prompts to change the date.	date /t
time	Displays or prompts to change the time.	time /t
ipconfig	Displays basic network configuration information.	ipconfig
exit	Closes Command Prompt.	exit

Important Windows 10 Keyboard Shortcuts

Shortcut	Function
Windows	Open/close Start menu
Windows + E	Open File Explorer
Windows + I	Open Settings
Windows + R	Open Run
Windows + L	Lock the computer
Ctrl + Shift + Esc	Open Task Manager
Alt + Tab	Switch between open apps
Alt + F4	Close the active app/window
Windows + D	Show or hide the desktop
Windows + Left/Right Arrow	Snap a window to the left/right side
Ctrl + Z	Undo the last action in supported apps
Ctrl + A	Select all items/text
F2	Rename selected file or folder
Ctrl + Shift + N	Create a new folder in File Explorer
Delete	Move selected file to Recycle Bin in most cases
Shift + Delete	Delete without using Recycle Bin; use carefully
Windows + Shift + S	Capture a selected area of the screen
Windows + Plus (+)	Open/enlarge Magnifier
Windows + Ctrl + O	Open On-Screen Keyboard
Esc	Cancel or close a menu/dialog where supported

Note: Windows 10 menus can vary by update, device and edition.

***********

CLASS NO-11

Subject 4: Microsoft Office Word 2007

Lesson: Home Tab and Basic Formatting

1. Introduction to MS Word 2007

Microsoft Word 2007 is a word-processing program used to create, edit, format, save, and print documents.

Uses of MS Word:

Writing letters and applications.
Preparing school notes and question papers.
Creating reports, resumes, and notices.
Inserting tables, pictures, and shapes.
Designing professional documents.

2. Important Parts of the Word Window

Office Button: Opens commands such as New, Open, Save, Print, and Close.
Quick Access Toolbar: Provides quick access to Save, Undo, and Redo.
Title Bar: Displays the document name.
Ribbon: Contains tabs and groups of commands.
Document Area: The area where we type text.
Status Bar: Displays page number, word count, and other information.
Zoom Slider: Increases or decreases the document’s viewing size.

Important Tips

Double-click a Ribbon tab to minimize or restore the Ribbon.
Click the arrow on the Quick Access Toolbar to add frequently used commands.
Type =rand(3) and press Enter to generate three sample paragraphs in Word 2007.

3. The Home Tab

The Home Tab contains five main groups:

Clipboard
Font
Paragraph
Styles
Editing

4. Clipboard Group

This group is used to cut, copy, and paste text or objects.

Command	Shortcut	Use
Cut	Ctrl + X	Removes selected content and places it on the Clipboard.
Copy	Ctrl + C	Copies selected content.
Paste	Ctrl + V	Inserts cut or copied content.
Format Painter	No standard default shortcut	Copies formatting from one part to another.

Format Painter: Select formatted text à click Format Painter àselect the text where you want the same formatting.

Clipboard: Stores copied or cut items temporarily.

5. Font Group

The Font Group changes the appearance of letters and words.

Command	Shortcut	Use
Font	Ctrl + Shift + F	Changes the font style, such as Arial.
Font Size	Ctrl + Shift + P	Changes the size of text.
Bold	Ctrl + B	Makes text bold.
Italic	Ctrl + I	Makes text slanting.
Underline	Ctrl + U	Draws a line under text.
Strikethrough	No standard default shortcut	Draws a line through text.
Subscript	Ctrl + =	Places text slightly below the normal line.
Superscript	Ctrl + Shift + =	Places text slightly above the normal line.
Change Case	No standard default shortcut	Changes uppercase and lowercase.
Grow Font	Ctrl + Shift + >	Increases font size.
Shrink Font	Ctrl + Shift + <	Decreases font size.
Font Color	No standard default shortcut	Changes text colour.
Text Highlight Color	No standard default shortcut	Highlights text.
Clear Formatting	No standard default shortcut	Removes direct formatting.

Note:

1) Select the text first and then apply the required formatting.

2) Ctrl + Shift + > and Ctrl + Shift + < are shortcuts to increase and reduce Font Size.

Font Dialog Box

Click the small arrow in the Font Group to open the Font Dialog Box. It provides additional options for font style, size, colour, underline, and effects.

6. Paragraph Group

The Paragraph Group controls paragraph alignment, spacing, indentation, and lists.

Command	Shortcut	Use
Bullets	No standard default shortcut	Creates a bulleted list.
Numbering	No standard default shortcut	Creates a numbered list.
Multilevel List	No standard default shortcut	Creates lists with different levels.
Decrease Indent	No standard default shortcut	Moves a paragraph to the left.
Increase Indent	No standard default shortcut	Moves a paragraph to the right.
Sort	No standard default shortcut	Sorts text alphabetically or numerically.
Show/Hide ¶	Ctrl + Shift + 8	Displays or hides paragraph marks and other formatting marks.
Align Left	Ctrl + L	Aligns text to the left.
Center	Ctrl + E	Centres text.
Align Right	Ctrl + R	Aligns text to the right.
Justify	Ctrl + J	Aligns text evenly along both margins.

Other Paragraph Commands

Line Spacing: Changes the space between lines.
Shading: Adds background colour to a paragraph or selected area.
Borders: Adds borders around paragraphs or selected areas.

7. Styles Group

Styles are ready-made formatting combinations used to make documents consistent.

Common styles include:

Normal
No Spacing
Heading 1
Heading 2
Title
Subtitle

8. Editing Group

The Editing Group helps find, replace, and select text.

Command	Shortcut	Use
Find	Ctrl + F	Searches for specific text.
Replace	Ctrl + H	Replaces one word or phrase with another.
Go To	Ctrl + G	Jumps to a particular page or other document location.
Select All	Ctrl + A	Selects the entire document.

CLASS NO-12

Lesson: Insert Tab and Table Tools

1. The Insert Tab

The Insert Tab is used to insert pages, tables, pictures, shapes, page numbers, and other objects into a document.

A. Pages Group

1. Cover Page:- Inserts a ready-made cover page at the beginning of a document.

Steps: Insert → Cover Page → Select a design → Edit the details.

2. Blank Page:- Inserts a new blank page at the cursor position.

3. Page Break:- Moves the text after the cursor to the beginning of the next page.

Shortcut: Ctrl + Enter

B. Tables Group

Tables arrange information in rows and columns.

Row: A horizontal line of cells.
Column: A vertical line of cells.
Cell: The box formed where a row and column meet.

A. Insert Table

Steps: Insert → Table → Move the mouse over the grid → Select the required rows and columns.

Example: Create a table with 3 columns and 4 rows.

B. Insert Table Dialog Box

Click Insert → Table → Insert Table. Enter the number of columns and rows, then click OK.

Example: Columns = 3; Rows = 6.

C. Draw Table

Allows you to draw a table and its cells manually using a pencil tool.

Use: Creating tables with irregular cell sizes.

D. Convert Text to Table

Converts properly separated text into a table.

Example:

Select the following text:

Roll No. Name Marks

1 Rina 85

Then choose Insert → Table → Convert Text to Table. Select the correct separator, such as Tabs, and click OK.

E. Excel Spreadsheet

Inserts an Excel worksheet into a Word document.

Use: Performing calculations and preparing tables that need spreadsheet features.

F. Quick Tables

Inserts ready-made table designs, such as calendars and other predefined layouts.

Use: Saving time when creating commonly used table formats.

4. Table Design Tab

In Word 2007, the Design Tab under Table Tools appears when the cursor is inside a table or the table is selected. It is used to change the table’s appearance.

A. Table Style Options

Option	Use
Header Row	Applies special formatting to the first row.
Total Row	Applies special formatting to the last row.
First Column	Highlights the first column.
Last Column	Highlights the last column.
Banded Rows	Applies alternating formatting to rows.
Banded Columns	Applies alternating formatting to columns.

B. Table Styles

Applies a ready-made design to the entire table, including colours, borders, and shading.

C. Shading

Adds background colour to selected cells.

D. Borders

Changes the borders of a table or selected cells.

You can change:

Border style
Border colour
Border thickness
Which borders appear

E. Draw Borders

Allows you to choose the pen style, thickness, and colour before drawing table borders.

5. Table Layout Tab

The Layout Tab under Table Tools is used to insert or delete rows and columns, merge cells, change cell sizes, and align text.

A. Select Group

Select Cell: Selects the current cell.
Select Row: Selects the current row.
Select Column: Selects the current column.
Select Table: Selects the entire table.

B. Properties

Opens Table Properties, where you can change:

Table alignment: Left, Centre, or Right.
Table width and text wrapping.
Row height and column width.
Cell alignment and other table settings.

C. Draw Group

Draw Table: Draws new table lines or creates a table manually.

Eraser: Removes selected table borders or cell divisions.

D. Rows and Columns Group

Insert Commands

Command	Use
Insert Above	Adds a row above the selected row.
Insert Below	Adds a row below the selected row.
Insert Left	Adds a column to the left.
Insert Right	Adds a column to the right.

Delete Commands

Command	Use
Delete Cells	Deletes selected cells and shifts other cells as specified.
Delete Rows	Deletes selected rows.
Delete Columns	Deletes selected columns.
Delete Table	Deletes the entire table.

E. Merge Group

1. Merge Cells

Combines two or more selected cells into one cell.

2. Split Cells

Divides one cell into multiple rows or columns.

3. Split Table

Divides one table into two tables at the selected row.

F. Cell Size Group

1. AutoFit

AutoFit Contents: Adjusts column width to fit the contents.
AutoFit Window: Adjusts the table width to fit between the page margins.
Fixed Column Width: Keeps the column width fixed instead of automatically adjusting it to the contents.

2. Height and Width

Changes the height of rows and the width of columns.

3. Distribute Rows

Makes the selected rows equal in height.

4. Distribute Columns

Makes the selected columns equal in width.

G. Alignment Group

Controls the position of text inside table cells.

1. Cell Alignment

Positions text at the top, centre, or bottom, with left, centre, or right alignment options.

2. Text Direction

Changes the direction of text inside a cell.

3. Cell Margins

Changes the space between text and the cell borders.

H. Data Group

These additional commands are important in Word 2007.

Sort: Arranges table data alphabetically or numerically.
Repeat Header Rows: Repeats the heading row on subsequent pages when a table continues onto another page.
Convert to Text: Converts a table into text separated by tabs or other characters.
Formula: Performs calculations inside table cells.

Formula Example: To add the marks in cells B2 to B6, enter =SUM(ABOVE) in a suitable cell below those marks.

6. Practical Exercise: Create a Student Marksheet

Create the following table in MS Word 2007.

Sl. No.	Name of Student	Subjects
Sl. No.	Name of Student	Assamese	English	Maths	Science	Social Studies	Hindi
1	Kharasing Engti	45	66	52	62	75	63
2	Nelson Mendela	54	62	53	55	48	62
3	Sonam Wangchu	75	52	62	52	63	66
4	Elon Mask	56	52	63	42	62	53
5	Bill Gates	65	62	53	52	62	42

Additional Practice

Sort students by name.
Change the heading-row colour.
Add a new student using Insert Below.
Delete a row using Delete Rows.
Use Repeat Header Rows if the table continues onto another page.
Calculate the total marks for each student using a formula.

CLASS NO-13

Lesson: Insert Tab (Continued)

1. Illustrations Group

The Illustrations Group is used to insert pictures, shapes, diagrams, charts, and screenshots into a document.

A. Picture:-Inserts a picture saved on the computer.

Steps: Insert → Picture → Select the picture → Insert.

B. Shapes:-Inserts ready-made shapes such as lines, arrows, rectangles, circles, and flowchart symbols.

C. SmartArt:-Creates diagrams to present information visually, such as lists, processes, cycles, and hierarchies.

Example: Create an organisation chart showing the principal, teachers, and students.

D. Chart :-Creates charts to compare or present numerical data.

Common chart types:

Column Chart
Bar Chart
Line Chart
Pie Chart

Example: Use a column chart to compare students’ marks in different subjects.

2. Picture Tools – Format Tab

When you select a picture, the Picture Tools – Format tab appears. It provides commands to edit the picture’s appearance, position, and size.

A. Adjust Group

Command	Use
Brightness	Adjusts brightness.
Contrast	Adjusting contrast means increasing or decreasing the difference between the light and dark areas of a picture to make it clearer or less distinct.
Recolor	Changes the colours of a picture to give it a different colour effect.
Compress Pictures	Reduces picture size to save document space.
Change Picture	Replaces a picture with another picture.
Reset Picture	Restores the picture’s original appearance by removing applied picture adjustments and formatting.

B. Picture Styles Group

1. Picture Styles :- Applies ready-made borders, frames, and effects to a picture.

2. Picture Border :-Changes the colour, thickness, and style of the picture’s border.

3. Picture Effects:-Applies effects such as shadows, reflections, glow, and 3-D effects.

C. Arrange Group

Command	Use
Position	Places a picture at a particular position on the page.
Wrap Text	Controls how text appears around a picture.
Bring to Front	Moves an object in front of other objects.
Send to Back	Moves an object behind other objects.
Align	Aligns objects with each other or the page.
Group	Combines selected objects so they can be moved together.
Rotate	Rotates or flips an object.

Important Text Wrapping Options

In Line with Text: Treats the picture like a text character.
Square: Wraps text around the rectangular boundary of the picture.
Tight: Wraps text closely around the picture’s shape.
Behind Text: Places the picture behind the text.
In Front of Text: Places the picture over the text.

These options help control the relationship between pictures and text.

D. Size Group

1. Crop:- Removes unwanted outer portions of a picture without changing the original image file.

Example: Crop the extra background around a person’s face.

2. Height :- Changes the height of the picture.

3. Width :-Changes the width of the picture.

CLASS NO-14

Insert Tab (Continued)

1. Links Group

Used to connect text or places within a document.

– Hyperlink: Creates a link to a webpage, file, email address or another place in the document.

Example: Select www.google.com, press Ctrl + K, enter the web address and click OK.

– Bookmark: Marks a specific place in a document so that you can link to it easily.

Example: Mark the beginning of Chapter 1 as a bookmark.

– Cross-reference: Creates a reference to another part of the same document, such as a heading, figure or page number.

Example: “See Chapter 2” or “Refer to Figure 1.”

2. Header & Footer Group

– Header: Inserts text or objects at the top of each page.

Example: Institution name or document title.

– Footer: Inserts text or objects at the bottom of each page.

Example: Address or copyright information.

– Page Number: Inserts page numbers into the document.

Example: Page 1, Page 2, Page 3.

3. Text Group

– Text Box: Inserts a box in which you can type and position text independently.

Example: A box containing “Important Notice.”

– Quick Parts: Inserts reusable content, such as AutoText, document properties and fields.

Example: Insert a previously saved paragraph.

– AutoText: Saves frequently used text for reuse.

Example: Save “Central Processing Unit” with the name cpu. Type cpu in the document and press F3 to insert the saved text.

– Document Property: Inserts document information such as title, author or subject.

Example: Insert the document’s author name.

– Field: Inserts information that Word can automatically display or update.

Example: Page number, date or document title.

– Building Blocks Organizer: Displays available building blocks, including AutoText, headers, footers and cover pages. You can insert or delete building blocks from here.

– Save Selection to Quick Part Gallery: Saves selected text or content for reuse in other places.

– WordArt: Creates decorative text with special styles and effects.

Example: A colourful heading for a certificate.

– Drop Cap: Makes the first letter of a paragraph large and decorative.

Example: The first letter of a story appears larger than the other letters.

– Signature Line: Inserts a line where a person can sign a document.

Example: A teacher’s signature line on a certificate.

– Date & Time: Inserts the current date and time in a selected format.

Example: 27 October 2026.

– Object: Inserts an embedded object from another application or file.

Example: Insert an Excel worksheet into a Word document.

– Text from File: Inserts the contents of another text or Word file at the cursor position.

Example: Insert another document’s contents into the current document.

5. Symbols Group

– Equation: Inserts mathematical equations and formulas into a document.

Example: (a²+b²=c²)

– Symbol: Inserts special characters that may not be available directly on the keyboard.

Example: ©, ®, €, ±, Ω.

Path: Insert → Symbol → choose a symbol.

CLASS NO-15

Page Layout Tab

The Page Layout Tab is used to change the page setup, document formatting, paragraph spacing, page background and object arrangement.

1. Themes Group (Document Formatting)

– Themes: Applies a ready-made design to the document, including colours, fonts and effects.

– Colors: Changes the theme colours used in the document.

– Fonts: Changes the theme font combination for headings and body text.

– Effects: Changes the visual effects applied to theme objects, such as shapes and SmartArt.

– Set as Default: Saves the current theme and related default formatting settings for new documents.

2. Page Setup Group

– Margins: Sets the blank space around the edges of a page.

– Orientation: Changes the page direction.

Portrait: Vertical page.
Landscape: Horizontal page.

– Size: Changes the paper size.

– Columns: Divides text into two or more vertical columns.

– Breaks: Inserts page breaks, column breaks or section breaks.

– Line Numbers: Displays line numbers beside the text.

– Hyphenation: Divides words at the ends of lines using hyphens when necessary.

3. Page Background Group

– Watermark: Places faint text or a picture behind the document text.

– Page Color: Changes the background colour of the page.

– Page Borders: Adds borders around the page.

4. Paragraph Group

This group controls paragraph indentation and spacing.

Indent: Changes the distance between a paragraph and the page margins.

Left: Moves the paragraph away from the left margin.
Right: Moves the paragraph away from the right margin.

Example: Set a left indent of 0.5 inch to move a paragraph inward.

Spacing: Controls the blank space before or after a paragraph.

Before: Adds space above the paragraph.
After: Adds space below the paragraph.

5. Arrange Group

The Arrange group controls the position of pictures, shapes, WordArt and other objects.

– Position: Places an object at a selected position on the page.

– Bring to Front: Places an object in front of other objects.

– Send to Back: Places an object behind other objects.

– Text Wrapping: Controls how text appears around an object.

– Align: Aligns objects with each other or with the page.

– Group: Combines multiple objects so they can be moved or resized together.

– Rotate: Rotates or flips an object.

CLASS NO-16

References Tab

1. Table of Contents Group

– Table of Contents: Creates a list of headings and their page numbers automatically.

– Add Text: Assigns a selected paragraph a heading level so that it can appear in the Table of Contents.

– Update Table: Updates the Table of Contents when headings or page numbers change.

Important: Apply Heading styles from the Home tab before creating an automatic Table of Contents.

2. Footnotes Group

– Insert Footnote: Adds an explanatory note at the bottom of the current page.

Example: Explain the meaning of a difficult word at the bottom of the page.

– Insert Endnote: Adds a note at the end of the document or section.

Example: List additional information at the end of a chapter.

– Next Footnote: Moves to the next footnote or endnote.

– Show Notes: Displays the footnote or endnote area for viewing or editing notes.

3. Citations & Bibliography Group

– Insert Citation: Inserts a reference to the source of information used in a document.

Example: Cite a book written by R. K. Sharma.

– Manage Sources: Adds, edits, deletes or manages the sources used in the document.

– Style: Selects the citation format, such as APA, MLA or Chicago, from the available styles.

– Bibliography: Creates a list of sources cited in the document.

Example: List the books and websites used to prepare a project.

Important: Add your sources using Manage Sources before inserting citations and a bibliography.

4. Captions Group

– Insert Caption: Adds a number and title to a picture, table or other object.

Example: Figure 1: Parts of a Computer.

– Insert Table of Figures: Creates a list of figures or tables with their page numbers.

– Update Table: Updates the Table of Figures when captions or page numbers change.

– Cross-reference: Inserts a reference to another item in the document, such as a heading, figure, table or page number.

Example: “See Figure 2 on page 8.”

5. Index Group

An Index is an alphabetical list of important topics and the pages where they appear.

– Mark Entry: Marks a selected word or topic to include it in the index.

– Insert Index: Creates an index from the marked entries.

– Update Index: Updates the index after changes to the document.

6. Table of Authorities Group

A Table of Authorities lists references to legal cases, laws or other authorities and the pages where they appear. It is mainly used in legal documents.

– Mark Citation: Marks a legal reference to include in the table.

– Insert Table of Authorities: Creates a table of marked legal references with page numbers.

– Update Table: Updates the table after changes to the document.

– Category: Groups references into categories, such as Cases, Statutes or other custom categories.

Example: A legal document may contain references to several cases. Mark each case, then insert a Table of Authorities to list the cases and their page numbers.

CLASS NO-17

Mailings Tab

The Mailings Tab is used to create letters, certificates, mark sheets, envelopes and labels for many people at once using Mail Merge.

What is Mail Merge?

Mail Merge combines two documents to create personalized copies for different recipients.

It requires two main files:

Main Document: Contains common text and merge fields.
Recipient List (Data Source): Contains individual details such as name, roll number and course.

Example: Prepare one certificate format and generate separate certificates for 100 students.

1. Create Group

– Envelopes: Creates and prints envelopes with recipient and sender addresses.

Example: Print an envelope addressed to Saiful, Juria, Nagaon.

– Labels: Creates and prints labels containing names and addresses.

2. Start Mail Merge Group

– Start Mail Merge: Selects the type of document to create, such as letters, email messages, envelopes, labels or a directory.

– Select Recipients: Selects or creates the recipient list.

Options include:

Type a New List
Use an Existing List
Select from Outlook Contacts

– Edit Recipient List: Edits the recipient details, sorts or filters records, and selects which recipients will receive the merged documents.

Example: Select only students enrolled in DTP.

3. Write & Insert Fields Group

– Highlight Merge Fields: Highlights merge fields in the document for easy identification.

– Address Block: Inserts the recipient’s address in a standard format.

– Greeting Line: Inserts a greeting such as “Dear Saiful,”.

– Insert Merge Field: Inserts a specific field from the recipient list into the document.

Example: Name, Roll No or Course.

– Rules: Applies conditions to control how information is inserted.

Example: Use an If…Then…Else rule to display different messages for different recipients.

– Match Fields: Matches your column names with Word’s standard address fields.

Example: Match Student Name with the standard First Name field.

– Update Labels: Copies the label layout and merge fields to the other labels on the page.

4. Preview Results Group

– Preview Results: Shows the actual recipient information in place of merge fields.

– Go to Record: Moves to a particular recipient’s record.

– Find Recipient: Searches for a particular recipient in the list.

– Auto Check for Errors: Checks for possible errors in the mail merge before completing it.

5. Finish Group

– Finish & Merge: Completes the mail merge.

Main options:

Edit Individual Documents: Creates a new document containing the merged copies.
Print Documents: Prints the merged documents.
Send E-mail Messages: Sends personalized emails to recipients.

Practical: Create Student Letters Using Mail Merge

Objective: Create separate letters for four students using one letter format and a recipient list.

Step 1: Create the Main Document

Open a blank Word document, type the following text and save it as Letter.docx.

Name:

Roll No:

Course:

Dear Student,

Congratulations! You are enrolled in our computer education course.

Yours truly,

Mr. XYZ

Step 2: Create the Recipient List

Open a new Word document and create this table. Save it as Data.docx.

Roll No	Name	Course
1	Saiful	DTP
2	Jatin	DCA
3	Amena	Tally
4	Nirmali	ADCA

Save and close the data document.

Step 3: Connect the Recipient List

Open Letter.docx.
Go to Mailings → Start Mail Merge → Letters.
Click Select Recipients → Use Existing List.
Select Data.docx and click Open.
If prompted, select the table containing the student details and confirm that the first row contains column headings.

Step 4: Insert Merge Fields

Place the cursor after each field label and use Mailings → Insert Merge Field.

The document should look like:

Name: «Name»

Roll No: «Roll No»

Course: «Course»

Dear «Name»,

Congratulations! You are enrolled in our computer education course.

Yours truly,

Mr. XYZ

The symbols « » represent merge fields inserted through Word.

Step 5: Preview the Letters

Click Preview Results.
Use the next-record arrow to view Saiful, Jatin, Amena and Nirmali.
Check the names, roll numbers and courses.

Step 6: Finish the Mail Merge

Click Finish & Merge.
Select Edit Individual Documents.
Choose All records and click OK.

Word creates a new document containing four personalized letters, one for each student.

You can then save the merged document or print it.

CLASS NO-18

Review Tab and View Tab

PART A: REVIEW TAB

1. Proofing Group

Spelling & Grammar: Checks spelling and grammar mistakes in a document.

Example: It may identify “Computar” as a spelling mistake and suggest “Computer”.

Thesaurus: Finds synonyms (words with similar meanings) for a selected word.

Example: Synonyms of “Happy” include “Glad” and “Joyful”.

Word Count: Displays the number of pages, words, characters, paragraphs, and lines in a document.

Example: We can use Word Count to check whether an essay contains 500 words.

2. Language Group

Translate: Translates selected text or a document into another language using the available translation service.

Example: English text can be translated into French.

Language: Sets the proofing language for checking spelling and grammar.

Example: Select English (U.K.) to check spelling according to British English.

3. Comments Group

Comments are used to add suggestions or notes without changing the original text.

New Comment: Adds a comment to selected text.
Delete: Deletes the selected comment.
Previous: Moves to the previous comment.
Next: Moves to the next comment.
Show Comments: Displays comments in the document.

Example: A teacher can add a comment saying “Correct this sentence” beside a student’s answer.

4. Tracking Group

Track Changes: Records changes made to a document, such as inserted text, deleted text, and formatting changes.

Example: A teacher can track corrections made to a student’s essay.

Display for Review: Controls how tracked changes are displayed.

Final Showing Markup: Shows the document with tracked changes.
Final: Shows the document as it would appear after accepting all changes.
Original Showing Markup: Shows the original document with changes marked.
Original: Shows the document before the tracked changes.

Show Markup: Selects which types of changes or comments to display.

Reviewing Pane: Displays a summary or list of revisions made to the document.

5. Changes Group

This group is used to manage tracked changes.

Accept: Keeps a suggested change in the document.
Reject: Rejects a suggested change.
Previous: Moves to the previous tracked change.
Next: Moves to the next tracked change.

Example: Accept a spelling correction to keep it, or reject it to restore the original spelling.

6. Compare Group

Compare: Compares two versions of a document and identifies their differences.

Combine: Combines revisions from different copies of a document into one document.

Example: A teacher can compare the original question paper with its corrected version.

7. Protect Group

Protect Document: Helps restrict unwanted changes and control how a document can be edited.

Example: A document can be restricted so that others can only add comments or make tracked changes.

PART B: VIEW TAB

The View Tab controls how a document appears on the screen.

1. Document Views Group

Print Layout: Displays the document as it will generally appear when printed. It is the default view in Word 2007.

Full Screen Reading: Displays the document in a reading-friendly format with more screen space for reading.

Web Layout: Displays the document as a web page.

Outline: Displays the document according to its heading levels, making it easier to organize large documents.

Draft: Displays a simplified view for quick text editing.

Example: Use Print Layout to check page margins and Draft view to edit text quickly.

2. Show/Hide Group

Ruler: Displays rulers to help set margins, indents, and tab stops.

Gridlines: Displays guide lines to help align objects on the page.

Document Map: Displays a navigation panel for moving between headings in a long document.

Thumbnails: Displays small previews of document pages for quick navigation.

Message Bar: Displays the message bar when Word needs to show certain notifications or security warnings.

3. Zoom Group

Zoom: Opens the Zoom dialog box to set the magnification level.

100%: Displays the document at its normal zoom level.

One Page: Adjusts the zoom to display one complete page.

Two Pages: Adjusts the zoom to display two pages together.

Page Width: Adjusts the zoom so that the page width fits the window.

Example: Use 100% for normal viewing and Two Pages to view facing pages together.

4. Window Group

New Window: Opens another window showing the same document.

Arrange All: Arranges open document windows so they can be viewed together.

Split: Divides the document window into two panes to view different parts of the same document.

View Side by Side: Displays two documents next to each other for comparison.

Synchronous Scrolling: Scrolls two side-by-side documents together.

Reset Window Position: Restores the side-by-side windows to their original arrangement.

Switch Windows: Switches between open document windows.

Example: Use View Side by Side to compare two versions of a question paper.

5. Macros Group

Macro: A macro is a recorded or programmed set of commands that can perform repetitive tasks automatically.

Important commands:

View Macros: Displays available macros and allows you to run or manage them.
Record Macro: Records a sequence of actions for later use.
Stop Recording: Stops recording the macro.

Example: Creating a simple formatting macro

Open the View tab.
Click Macros → Record Macro.
Enter a name, such as FormatText.
Perform some formatting, such as making text bold and changing its size.
Click Macros → Stop Recording.
Select another piece of text and run the saved macro to repeat the recorded actions.

CLASS NO-19

Office Button

The Office Button is located at the top-left corner of the MS Word 2007 window.

1. New :- Creates a new blank document or a document from a template.

2. Open :-Opens a previously saved document. (Shortcut: Ctrl+O)

3. Save :-Saves changes made to the current document.

Example: After typing a letter, click Save to store it.

Shortcut: Ctrl + S

4. Save As

Saves a document with a new name, location, or file format.

Example: Save Letter.docx as Application.docx without replacing the original file.

5. Print

Opens the printing options for printing a document.

Important options:

Print: Selects the printer, number of copies, and other settings before printing.
Quick Print: Prints directly using the default printer settings.
Print Preview: Shows how the document will look when printed.

Important print settings:

Copies: Sets the number of copies to print.
Printer: Selects the printer.
Pages: Selects specific pages, such as pages 1–3.
Collated: Prints complete sets of pages in order.
Orientation: Selects Portrait (vertical) or Landscape (horizontal).
Paper Size: Selects paper size, such as A4.
Margins: Sets the blank space around the page.
Pages per Sheet: Prints multiple document pages on one sheet of paper.

6. Prepare

Contains commands for checking and protecting a document before sharing it.

Properties: Displays document information, such as title, author, and file size.

Inspect Document: Checks for hidden information and personal details that may need to be removed before sharing.

Encrypt Document: Protects a document with a password.

Restrict Permission: Limits how others can use or access a document, where supported.

Add a Digital Signature: Adds a digital signature to help verify the document’s authenticity.

Mark as Final: Marks the document as final to discourage further editing. It does not provide strong security protection.

Check Compatibility: Checks whether the document contains features that may not work in earlier versions of Word.

7. Send

Provides options for sending a document to others, depending on the installed software and available services.

8. Publish

Provides options for publishing or sharing a document through supported services, such as a document management server or a blog.

Note: Some publishing options require additional software or account configuration.

9. Close

Closes the currently open document without necessarily closing the entire MS Word application.

Example: Click Close after finishing work on a question paper

10. Recent Documents

Displays a list of recently opened documents so that they can be opened quickly.

Pin: Keeps an important document in the recent documents list, even when other documents are opened.

11. Word Options

Opens the settings used to customize MS Word 2007.

Important settings include:

Popular: Changes common settings, such as the colour scheme and user name.
Display: Changes document display and printing-related settings.
Proofing: Controls spelling and grammar checking.
Save: Sets the default file format and AutoRecover options.
Advanced: Contains additional Word settings.
Customize: Adds or removes commands from the Quick Access Toolbar.
Add-Ins: Manages additional features installed in Word.
Trust Center: Manages security and privacy-related settings.

12. Exit Word

Closes the MS Word application completely.

Shortcut: Alt + F4

Important Differences

Command	Use
Save	Saves changes to the current file.
Save As	Saves a copy with a different name, location, or format.
Close	Closes the current document.
Exit Word	Closes the entire Word application.
Print Preview	Shows how a document will look when printed.
Mark as Final	Indicates that a document is final; it does not securely lock it.
Encrypt Document	Protects the document with a password.

Word Tips

1. Change Line Spacing–

a) Click inside a paragraph .

b) Press- Ctrl+1, Ctrl+2 or Ctrl+5.

2. Create Lines–

a) Type —(Dash) and press Enter

The line above will appear.

b) Type _ _ _ (Underscore) and press Enter.

A bold line like above will appear.

c) Type === (equal) and press Enter.

A double line like above will appear.

d) Type *** (Asterisk) and press Enter.

A dash line like above will appear.

e) Type ### (Hash) and press Enter.

A Triple line like above will appear.

f) Type ~~~ (Tidle) and press Enter.

A zig-zag line like above will appear.

3. Change Font Size-

a) Select the Text Then

i) To increase font size press- Shift+Ctrl+>

ii) To decrease font size press- Shift+Ctrl+<

4. Zoom In and Out –

Press Ctrl+Mouse Scroll

5. Vertical Select-

a) Press Alt and Drag to draw a rectangle.

b) Text within the rectangle is selected.

Now you can change its color etc.

6. Change Case (small/Capital Letters)-

a) Select the text.

b) Press Shift+F3

Toggle between ALL CAPS, small case , Sentence case.

7. Create a Table-

a) Type

+<Tab key>+<Tab key>+<Tab key>+<Tab key>+

Repeat many times as needed . Each <tab kay> is equal to 1 column.

b) Now Press Enter. A table with single row appears.

c) Go to the last cell. Press tab to increase Rows.

8. Random Text-

a) Type-

=Rand(no. of paragraph, lines per paragraph)

Example-

= Rand(3,8)

You will get three paragraph each having 8 lines .

9. Create Arrows and Imoji’s-

Type	Converted to
–>	à
<–	ß
==>	è
<==	ç
<=>	ó
🙁	L
🙂	J
😐	K

10. Word Calculations-

a) Press Ctrl+F9 , curly brackets will appear.

b) Write any formula and press F9. Result will appear

Examle-

{=4+5+6}

Result=15

You can also use Excel functions here.

11. Show/hide ribbon-

Press Ctrl+F1

12. Remove Text Formattings-

a) Select the formatted text.

b) Press Ctrl+Spacebar.

Formattings will be removed.

13. Delete one Word at a time-

a) Ctrl+Backspace.

14. Get list of All Shortcuts

a) Press Alt+F8. Macros dialog box will appear.

b) From Macros in box select Word commands.

c) In Macro name box type List and select Listcommands from the list below.

d) Click on.Run .

e) Click Ok .

List of All shortcuts will appear.

Typing Symbols using Code

তলৰ Code বোৰ লিখি Alt+Xটিপিলে Symbol লৈ পৰিবৰ্তন হ’ব –

Code	Symbol	Code	Symbol
2713	✓	261B	☛
2717	✗	261E	☞
2610	☐	2605	★
2611	☑	2606	☆
2612	☒	26E4	⛤
MATHEMATICAL
1d465	𝑥	00B1	±
1d466	𝑦	2213	∓
1d467	𝑧	2211	∑
221A	√	00D7	×
221B	∛	2212	−
221C	∜	2215	∕
2265	≥	00f7	÷
2264	≤	2220	∠
2260	≠	27C2	⟂
2243	≃	221F	∟
03B8	θ	25B3	△
03BC	μ	03C0	π
20B9	₹	03BB	λ
FOOD AND DRINK
26FE	⛾(Resturant)	1F34F	🍏 (Apple)
1F345	🍅(Tomato)	1F368	🍨(ice cream)
1F36D	🍭(lollipop)	1F377	🍷 (Wine Glass)
1F353	🍓(Strawberry)
HEALTH AND SAFETY
2620	☠	26A0	⚠
26A1	⚡	1F48A	💊
OTHERS
1F44D	👍	2702	✂
1F44E	👎	26BD	⚽
U+231A	⌚	U+2665	♥
U+2740	❀	U+1F603	😃
U+1F6B2	🚲	U+1F6F5	🛵
U+1F3CD	🏍	U+1F695	🚕
U+1F695	🚕	U+1F681	🚁
U+1F6E7	🛧	U+1F4F1	📱
U+260E	☎	U+260E	☎
U+1F4BB	💻	U+1F5AE	🖮
U+9CE	ৎ

CLASS NO-20

Subject 5: Microsoft Office PowerPoint 2007

1. Introduction to PowerPoint

Microsoft PowerPoint 2007 is presentation software used to present information through slides containing text, pictures, tables, charts, audio, and video.

Examples of its uses:

Teaching lessons in a classroom.
Presenting business reports.
Showing project work.
Displaying information with pictures and charts.

Important Terms

Presentation: A collection of slides arranged in sequence.
Slide: A single page of a presentation.
Placeholder: A box used to insert text or other content into a slide.
Slide Layout: The arrangement of placeholders on a slide.
Slide Show: A full-screen display of slides for an audience.
Theme: A ready-made design containing colours, fonts, and effects.

2. Creating a New Presentation

To create a new presentation:

Click the Office Button.
Select New.
Choose Blank Presentation or a suitable template.
Click Create.

The first slide is usually a Title Slide, containing placeholders for the presentation title and subtitle.

Example: Create a presentation titled Computer Fundamentals and enter your name as the subtitle.

3. Working with Slides

Slide Layouts

A layout determines the position of text and other objects on a slide.

Common layouts include:

Title Slide: Title and subtitle.
Title and Content: A title and a content placeholder.
Section Header: Introduces a section.
Two Content: Displays two content areas side by side.
Comparison: Compares two sets of information.
Blank: Creates a slide without placeholders.

Important Slide Commands

These commands are available in the Home Tab → Slides Group.

New Slide: Adds a new slide.
Layout: Changes the layout of the selected slide.
Reset: Restores the selected slide’s placeholders to their layout positions and formatting.
Delete Slide: Removes the selected slide.

Example: Use the Title and Content layout to show a heading and a list of computer parts.

Other Useful Slide Operations

Select a slide: Click its thumbnail in the left pane.
Change slide order: Drag a slide thumbnail to another position.
Duplicate a slide: Right-click a slide thumbnail and select Duplicate Slide.
Hide Slide: Hides a slide during the slide show without deleting it.

4. Inserting Content into Slides

The Insert Tab is used to add different types of content to a presentation.

Table: Arranges information in rows and columns.
Picture: Inserts a picture saved on the computer.
Clip Art: Inserts available illustrations and clip-art images.
Shapes: Adds shapes such as arrows, circles, and rectangles.
SmartArt: Creates visual diagrams such as processes and hierarchies.
Chart: Displays numerical information graphically.
Text Box: Adds text anywhere on a slide.
WordArt: Creates decorative text.
Hyperlink: Links text or an object to another slide, file, or web page.
Movie: Inserts a video file.
Sound: Inserts an audio file or recorded sound.

Example: Create a slide about computer hardware and insert pictures of a keyboard, mouse, and monitor.

5. Home Tab

The Home Tab contains commands for editing and formatting slide content.

Clipboard Group

Cut: Removes selected content and places it on the Clipboard.
Copy: Copies selected content.
Paste: Inserts copied or cut content.
Format Painter: Copies formatting from one object or text to another.

Font Group

Font: Changes the typeface.
Font Size: Changes the size of text.
Bold, Italic, Underline: Changes the appearance of text.
Font Color: Changes the text colour.

Paragraph Group

Bullets and Numbering: Creates lists.
Alignment: Aligns text left, centre, right, or justified where supported.
Line Spacing: Changes the space between lines.
Text Direction: Changes the direction of text.
Align Text: Positions text within a placeholder.

Drawing Group

Shapes: Inserts drawing objects.
Arrange: Changes object order, alignment, and rotation.
Shape Styles: Applies ready-made styles to shapes.
Shape Fill: Changes the inside colour of a shape.
Shape Outline: Changes the border of a shape.
Shape Effects: Adds effects such as shadows and reflections.

Example: Use bullets to list the parts of a computer and bold to highlight important words.

6. Design Tab

The Design Tab is used to change the overall appearance of slides.

Themes Group

Themes: Applies a ready-made combination of colours, fonts, and effects to slides.

Example: Apply a professional theme to all slides in a business presentation.

Page Setup Group

Page Setup: Sets the slide dimensions and orientation.

Slide Orientation: Sets slides to Portrait or Landscape where required.

Background Group

Background Styles: Applies different background styles.

Hide Background Graphics: Hides theme background graphics on the selected slide when appropriate.

Format Background: Changes the slide background colour or fill.

7. Animations Tab

A. Slide Transition

A transition is an effect displayed when moving from one slide to another.

Important commands:

Transition to This Slide: Selects a transition effect.
Transition Sound: Adds a sound to the transition.
Transition Speed: Sets the transition speed.
Apply to All: Applies the selected transition settings to all slides.
Advance Slide: Determines whether to advance by mouse click or automatically after a specified time.
Preview: Shows the transition effect.

Practice Slides:–

CLASS NO-21

B. Custom Animation

An animation is an effect applied to an object, such as text, a picture, or a shape, on a slide.

Common animation types include:

Entrance: Makes an object appear.
Emphasis: Highlights an object already on the slide.
Exit: Makes an object disappear.
Motion Paths: Moves an object along a selected path.

Custom Animation Pane

The Custom Animation pane helps manage animations on the selected slide.

Add Effect: Adds an animation to an object.
Start: Sets when the animation begins.
Direction: Changes the direction of a supported effect.
Speed: Sets how quickly an effect occurs.
Reorder: Moves an animation earlier or later in the sequence.
Remove: Removes an animation effect.

Animation Start Options

On Click: Starts when the mouse is clicked.
With Previous: Starts at the same time as the previous effect.
After Previous: Starts when the previous effect finishes.

8. Slide Show Tab

The Slide Show Tab contains commands for presenting slides to an audience.

Start Slide Show Group

From Beginning: Starts the presentation from the first slide.
From Current Slide: Starts from the selected slide.
Custom Slide Show: Displays a selected group of slides in a chosen order.

Set Up Group

Set Up Slide Show: Sets options for how the presentation runs.
Hide Slide: Prevents a selected slide from appearing during the slide show.
Rehearse Timings: Practises the presentation and records the time spent on each slide.
Record Narration: Records spoken explanations to accompany slides.

Important Keyboard Shortcuts During a Slide Show

F5: Starts the slide show from the beginning.
Shift + F5: Starts from the current slide.
Esc: Ends the slide show.
Right Arrow: Moves to the next slide.
Left Arrow: Moves to the previous slide.

9. View Tab

The View Tab provides different ways to work with and organize a presentation.

Presentation Views Group

Normal: Displays the current slide, slide thumbnails, and notes area for editing.
Slide Sorter: Displays all slides as thumbnails so they can be rearranged easily.
Notes Page: Displays a slide with its speaker notes.
Slide Show: Displays the presentation in full-screen mode.

Master Views Group

Slide Master: Changes the common design and layout elements used by slides.
Handout Master: Controls the appearance of printed handouts.
Notes Master: Controls the appearance of printed notes pages.

Show/Hide Group

Ruler: Displays rulers to help position objects.
Gridlines: Displays guide lines for aligning objects.
Guides: Displays alignment guides to help position objects accurately.

Zoom Group

Zoom: Changes the magnification of the slide.
Fit to Window: Adjusts the slide to fit the available editing window.

10. Notes and Handouts

Speaker Notes: Additional information written for the presenter. They help the presenter remember important points and are not normally shown to the audience during the slide show.

Handouts: Printed copies containing one or more slides per page, distributed to the audience.

*******

CLASS NO-22

Subject 6: Microsoft Office Excel 2007

1. Introduction to Microsoft Excel

Microsoft Excel is a spreadsheet program used to enter, organize, calculate, and analyze data. It is also used to prepare tables, marksheets, bills, and reports.

A spreadsheet arranges data in rows and columns. Excel can perform calculations automatically using formulas and functions.

2. Basic Terms Used in Excel

These terms are important for understanding an Excel worksheet.

1. Workbook: An Excel file is called a workbook. It can contain multiple worksheets.

2. Worksheet: A worksheet is a spreadsheet made up of rows and columns. A new Excel 2007 workbook usually contains three worksheets.

3. Row: A horizontal line of cells is called a row. Rows are numbered from 1 to 1,048,576.

4. Column: A vertical line of cells is called a column. Columns are labelled A, B, C, …, Z, AA, AB, and so on. Excel 2007 has 16,384 columns.

5. Cell: The box formed by the intersection of a row and a column is called a cell.

Example: The cell at the intersection of column B and row 3 is called B3.

6. Active Cell: The currently selected cell is called the active cell. Data can be entered into this cell.

7. Cell Address: The address of a cell consists of its column letter and row number. Examples: A1, B3, C5.

8. Label: Text entered into a cell, such as a student’s name or a heading, is called a label.

9. Value: A number, date, or other numerical data entered into a cell is called a value.

10. Formula Bar: The bar above the worksheet that displays or allows editing of the contents of the active cell.

3. Entering and Editing Data

Entering data: Select a cell, type the required data, and press Enter.
Editing data: Select the cell and press F2, or double-click the cell.
Deleting data: Select the cell and press the Delete key.
Moving between cells: Use the arrow keys or click the required cell.

Example:

Cell	Data
A1	Name
B1	Marks
A2	Rahim
B2	85

4. Resizing Rows and Columns

Sometimes the contents of a cell do not fit within its row or column. We can resize them.

Change column width: Drag the boundary between two column headings.
Change row height: Drag the boundary between two row headings.
AutoFit: Double-click the boundary of a row or column heading to adjust it automatically to fit the contents.

5. Home Tab (Ribbon)

The Home Tab contains commands for editing, formatting, aligning, and organizing worksheet data.

A. Font Group

1. Font: Changes the style of text.

2. Font Size: Changes the size of text.

3. Bold (B): Makes text darker and thicker.

4. Italic (I): Makes text slant to the right.

5. Underline (U): Draws a line under text.

6. Borders: Adds borders around selected cells.

7. Fill Color: Changes the background colour of cells.

8. Font Color: Changes the colour of text.

B. Alignment Group

1. Align Left: Aligns data to the left.

2. Center: Aligns data to the centre.

3. Align Right: Aligns data to the right.

4. Top, Middle and Bottom Align: Positions data vertically within a cell.

5. Orientation: Displays text at an angle or vertically.

6. Decrease Indent: Moves cell contents towards the left.

7. Increase Indent: Moves cell contents towards the right.

8. Wrap Text: Displays long text on multiple lines within a cell.

9. Merge & Center: Combines selected cells into one cell and centres the contents.

C. Number Group

1. Number Format: Changes how data is displayed, such as General, Number, Date, Currency, or Percentage.

2. Accounting Number Format: Displays numbers with currency symbols and accounting-style alignment.

3. Percent Style (%): Displays a number as a percentage.

4. Comma Style (,): Displays thousands separators in numbers.

5. Increase Decimal: Displays more digits after the decimal point.

6. Decrease Decimal: Displays fewer digits after the decimal point.

D. Clipboard Group

1. Paste: Inserts copied or cut data.

2. Cut: Removes selected data and prepares it to be moved.

3. Copy: Copies selected data.

4. Format Painter: Copies formatting from one cell to another.

E. Styles Group

1. Conditional Formatting: Applies formatting automatically when specified conditions are met.

2. Format as Table: Formats selected data as a table with predefined styles.

3. Cell Styles: Applies ready-made formatting styles to cells.

F. Cells Group

1. Insert:Inserts cells, rows, columns, or worksheets.

2. Delete: Deletes selected cells, rows, columns, or worksheets.

3. Format: Changes row height, column width, worksheet visibility, and other cell-related settings.

G. Editing Group

1. AutoSum (Σ): Quickly inserts a SUM formula to calculate a total.

2. Fill: Copies data or formulas into adjacent cells.

3. Clear: Removes contents, formatting, or other selected cell elements.

4. Sort & Filter: Arranges data in order and displays selected records.

5. Find & Select: Finds specific data and selects cells or objects.

6. Practical Exercise

Create the following worksheet and apply the Home Tab formatting tools.

Name	English	Maths	Total
Rahim	70	80	150
Karim	65	75	140
Mina	85	90	175

Tasks:

Make the headings bold and centre-aligned.
Apply borders to the entire table.
Change the heading background colour.
Adjust the column widths using AutoFit.
Use AutoSum to calculate the totals.
Apply Conditional Formatting to highlight totals greater than 150.

CLASS NO-23

AutoFill Feature

AutoFill is used to fill cells automatically with a series of numbers, dates, days, or months without typing each item separately.

Steps to use AutoFill:

Enter the first two numbers in two adjacent cells, e.g., 1 and 2.
Select both cells.
Move the mouse pointer to the bottom-right corner of the selection. The pointer changes to a small plus sign (+), called the Fill Handle.
Drag the Fill Handle over the required cells and release the mouse button.

Excel automatically continues the series.

Examples:

Type	Initial values	AutoFill result
Numbers	1, 2	3, 4, 5, 6
Days	Monday	Tuesday, Wednesday, Thursday
Months	January	February, March, April
Dates	01-01-2026	02-01-2026, 03-01-2026

Note: To create a number series such as 2, 4, 6, 8, enter the first two numbers (2 and 4) before dragging the Fill Handle.

2. Format Cells Dialog Box

The Format Cells dialog box is used to change the appearance and alignment of cell contents. To open it, select the required cells, right-click, and choose Format Cells.

The Alignment tab contains the following options:

A. Text Alignment

Horizontal: Aligns text horizontally, such as Left, Center, or Right.
Vertical: Aligns text vertically, such as Top, Center, or Bottom.

B. Orientation

Changes the direction or angle of text inside a cell.

Example: Display a heading vertically or diagonally.

C. Text Control

Wrap Text: Displays long text on multiple lines within a cell.
Shrink to Fit: Reduces the text size so that it fits inside the cell.
Merge Cells: Combines selected cells into one cell.

Example: Merge cells A1 to C1 to create a single heading across three columns.

3. Inserting Worksheets

A workbook can contain multiple worksheets. To insert a new worksheet in Excel 2007:

Click the Insert Worksheet button beside the sheet tabs, or
Right-click a sheet tab and select Insert.
Select Worksheet and click OK, if the Insert dialog box appears.

4. Deleting Worksheets

To delete an unwanted worksheet:

Right-click the required sheet tab.
Select Delete.
Confirm the deletion if prompted.

5. Moving Worksheets

To change the order of worksheets:

Click and hold the required sheet tab.
Drag it to the desired position.
Release the mouse button.

6. Renaming Worksheets

To change a worksheet’s name:

Double-click the sheet tab, such as Sheet1.
Type the new name.
Press Enter.

7. Copying Worksheets

To create a copy of an existing worksheet:

Right-click the sheet tab.
Select Move or Copy.
Choose the destination workbook and position.
Tick Create a copy.
Click OK.

Practical Exercise

Create a worksheet named Student Marks and perform the following tasks:

Use AutoFill to enter numbers from 1 to 10.
Use AutoFill to enter the days of the week.
Merge cells A1 to C1 and type STUDENT MARKS.
Apply Wrap Text to a long heading.
Insert a new worksheet and rename it Class VII.
Copy the Class VII worksheet.
Move the copied worksheet to the end of the sheet tabs.
Delete any unwanted worksheet.
Create the table given below-

CLASS NO-24

Insert Tab

A. Tables Group

1. PivotTable

A PivotTable is used to summarize, organize, and analyze large amounts of data.

2. Recommended PivotTables

Suggests suitable PivotTable layouts based on the selected data.

3. Table

Converts selected data into an Excel table with headings, formatting, and filter buttons. It makes sorting, filtering, and managing data easier.

B. Charts Group

A chart is a graphical representation of data. It helps us compare values and understand information easily.

Excel 2007 provides different types of charts:

1. Column Chart : Uses vertical bars to compare values.

Example: Compare marks obtained by different students.

2. Bar Chart : Uses horizontal bars to compare values.

Example: Compare the sales of different products.

3. Line Chart: Shows changes or trends over time.

Example: Display monthly sales throughout a year.

4. Pie Chart : Shows how different parts contribute to a whole.

Example: Display the percentage of a family’s monthly expenses.

Steps to Insert a Chart

Select the data, including its headings.
Click the Insert tab.
Choose a chart type from the Charts group.
Select the required chart style.

Example: Select students’ names and marks, then insert a Column Chart to compare their marks.

Page Layout Tab

The Page Layout Tab is used to adjust the worksheet’s appearance and prepare it for printing.

A. Page Setup Group

1. Margins: Sets the blank space around the printed page.

2. Orientation: Changes the page direction.

Portrait: Vertical page layout.
Landscape: Horizontal page layout.

3. Size: Selects the paper size, such as A4 or Letter.

4. Print Area: Specifies the cells to be printed.

5. Breaks: Controls where a new printed page begins.

6. Background: Adds a background picture to the worksheet display. The background image does not print.

7. Print Titles: Repeats selected rows or columns on every printed page.

Example: Repeat the first row containing column headings on every page of a long marksheet.

B. Scale to Fit Group

This group adjusts worksheet content to fit within the required number of printed pages.

Width: Sets the number of pages across.
Height: Sets the number of pages down.
Scale: Enlarges or reduces the print size by percentage.

Example: Set Width to 1 page to print all columns on one page.

C. Sheet Options Group

This group controls the display and printing of gridlines and headings.

1. Gridlines

View: Shows or hides the worksheet’s cell gridlines on the screen.
Print: Includes or excludes gridlines on printed pages.

2. Headings

View: Shows or hides row numbers and column letters.
Print: Includes or excludes row and column headings in printouts.

Practical Exercise 1

Create a worksheet containing the following data:

Product	January	February	March
Pen	100	120	150
Pencil	80	90	110
Notebook	150	180	200

Perform these tasks:

Convert the data into a Table.
Insert a Column Chart to compare monthly sales.
Set the page orientation to Landscape.
Set the paper size to A4.
Set the print area to include the complete table and chart.
Adjust the width to fit the worksheet on one printed page.
Enable Print Gridlines and preview the worksheet before printing.

Practical Exercise 2

1. create a table with the following column labels/ headings-

Sl No, Name of Student, Father’s Name, Mother’s Name, Village, Post Office, District, Pin Code, Phone no, Adhar No, Date of Birth, Remarks.

2. Set Sl no from 1 to 100.

3. Apply border to entire table.

5. Make necessary setting from PageLayout tab for the following-

a) All the columns should appear in the same page.

b) labels/headings should appear at the top of every printed page.

c) Every page should contain only 25 students.

d) Page number should appear at the top of every page and “Signature of Director” should be written on bottom right of every page.

CLASS NO-25

Formulas and Functions

1. Using Formulas

A formula is an expression used to perform calculations in Excel. Every formula begins with an equal sign (=).

Examples:

Formula	Result	Operation
=10+5	15	Addition
=10-5	5	Subtraction
=10*5	50	Multiplication
=10/5	2	Division
=2^3	8	Power
=10%	10%	Percentage

You can also use cell addresses in formulas. For example, =A1+B1 adds the values in cells A1 and B1.

Types of Operators

1. Arithmetic Operators: Perform mathematical calculations, such as +, -, *, /, ^ and %.

2. Comparison Operators: Compare two values and return TRUE or FALSE.

Operator	Meaning
=	Equal to
>	Greater than
<	Less than
>=	Greater than or equal to
<=	Less than or equal to
<>	Not equal to

Example: =A1>B1 returns TRUE if A1 contains a larger value than B1.

3. Text Operator: The ampersand (&) joins text values.

Example: =”Dreamland”&” Computer” returns Dreamland Computer.

2. Using Functions

A function is a predefined formula that performs a specific calculation.

General syntax:

=FUNCTION_NAME(argument1, argument2, …)

An argument is the number, cell reference, or range supplied to a function.

Examples:

=SUM(10,20,30) returns 60.
=SUM(A1:A5) adds the values in cells A1 to A5.
=PRODUCT(2,3,4) returns 24.

Rules for using functions:

Start with =.
Type the function name.
Place arguments inside parentheses ().
Separate multiple arguments with commas.
Press Enter to display the result.

3. Cell References and Ranges

A cell reference identifies a cell using its column letter and row number, such as B3.

Relative reference: Changes when a formula is copied. Example: A1.
Absolute reference: Remains fixed when copied. Example: $A$1.
Mixed reference: Fixes either the column or the row. Examples: $A1 and A$1.

Tip: In Excel 2007, press F4 while editing a cell reference in a formula to cycle through relative, absolute, and mixed references.

A range is a group of cells. For example, A1:A5 refers to cells A1 through A5.

Example: =SUM(A1:A5) adds all values in that range.

4. Naming a Cell Range

A named range is a group of cells given a meaningful name.

Steps:

Select the required range, e.g., A1:A5.
Click the Formulas tab and select Define Name.
Type a name, such as Marks, and click OK.

Example: =SUM(Marks) adds all the values in the named range.

5. Types of Functions in Excel 2007

Excel 2007 provides different categories of functions for different purposes.

Function type	Purpose	Example
Mathematical	Performs mathematical calculations	=SUM(A1:A5)
Statistical	Calculates averages, maximums, etc.	=AVERAGE(A1:A5)
Logical	Tests conditions	=IF(A1>=30,”Pass”,”Fail”)
Text	Joins or changes text	=UPPER(A1)
Date & Time	Works with dates and times	=TODAY()
Financial	Calculates loans, interest, etc.	=PMT(…)
Lookup & Reference	Finds data in a table	=VLOOKUP(…)
Database	Calculates results from database-like lists	=DSUM(…)
Information	Checks information about cells or values	=ISNUMBER(A1)
Engineering	Performs engineering calculations	=CONVERT(…)

Note: The examples containing … require additional arguments.

6. Important Mathematical Functions

These functions are commonly used for calculations in Excel 2007.

Function	Purpose	Example	Result
SUM	Adds numbers	=SUM(10,20,30)	60
PRODUCT	Multiplies numbers	=PRODUCT(2,3,4)	24
ABS	Returns the absolute value	=ABS(-15)	15
SQRT	Calculates the square root	=SQRT(25)	5
POWER	Calculates a power	=POWER(2,3)	8
MOD	Returns the remainder	=MOD(10,3)	1
ROUND	Rounds a number	=ROUND(12.567,2)	12.57
FACT	Calculates factorial	=FACT(5)	120
EVEN	Rounds a number away from zero to an even integer	=EVEN(3)	4
ODD	Rounds a number away from zero to an odd integer	=ODD(4)	5
RAND	Generates a random number from 0 up to, but not including, 1	=RAND()	Varies
RANDBETWEEN	Generates a random integer within a specified range	=RANDBETWEEN(1,10)	1–10

Other useful mathematical functions

– SUMIF(range, criteria, sum_range) — adds values that meet a condition.

Example: =SUMIF(A1:A5,”Pen”,B1:B5) adds the corresponding values in B1:B5 where A1:A5 contains “Pen”.

– LCM(number1, number2, …) — finds the least common multiple.

Example: =LCM(4,6) returns 12.

– RADIANS(number) — converts degrees to radians.

Example: =RADIANS(180) returns approximately 3.14159.

– DEGREES(number) — converts radians to degrees.

Example: =DEGREES(PI()) returns 180.

– SIN(number), COS(number), and TAN(number) — calculate trigonometric values using an angle expressed in radians.

– ROMAN(number) — converts a number to Roman numerals.

Example: =ROMAN(15) returns XV.

CLASS NO-26

Statistical Functions and Date & Time Functions

1. Statistical Functions

Assume that cells A1:A10 contain numbers and some blank cells.

Sl. No.	Function	Use and Example
1	=AVERAGE(A1:A10)	Calculates the average of the numbers.
2	=MAX(A1:A10)	Finds the largest number.
3	=MIN(A1:A10)	Finds the smallest number.
4	=LARGE(A1:A10,3)	Finds the 3rd largest number.
5	=SMALL(A1:A10,3)	Finds the 3rd smallest number.
6	=COUNT(A1:A10)	Counts cells containing numbers.
7	=COUNTA(A1:A10)	Counts non-empty cells.
8	=COUNTBLANK(A1:A10)	Counts blank cells.
9	=COUNTIF(A1:A10,52)	Counts cells containing 52.
10	=COUNTIF(A1:A10,”>50″)	Counts cells containing numbers greater than 50.
11	=COUNTIFS(A2:A10,”>50″,A2:A10,”<100″)	Counts numbers greater than 50 and less than 100.

Example

Suppose the marks in cells A1:A5 are 75, 60, 85, 40 and 20.

Formula	Result
=AVERAGE(A1:A5)	56
=MAX(A1:A5)	85
=MIN(A1:A5)	20
=LARGE(A1:A5,2)	75
=SMALL(A1:A5,2)	40
=COUNT(A1:A5)	5
=COUNTIF(A1:A5,”>=30″)	4

2. Date and Time Functions

Excel 2007 stores dates as serial numbers and times as fractions of a day. These functions help us calculate and display dates and times.

A. Date Functions

Sl. No.	Function	Use and Example
1	=TODAY()	Displays today’s date.
2	=TODAY()-1	Displays yesterday’s date.
3	=TODAY()+1	Displays tomorrow’s date.
4	=DATE(2026,10,29)	Creates the date 29 October 2026.
5	=DATEVALUE(“29-Oct-2026”)	Converts a date written as text into an Excel date value.
6	=DAY(A1)	Returns the day of the month from the date in A1.
7	=MONTH(A1)	Returns the month number (1–12).
8	=YEAR(A1)	Returns the year.
9	=WEEKDAY(A1)	Returns the weekday number. By default, Sunday = 1.
10	=DATEDIF(A1,B1,”d”)	Calculates the number of days between two dates.

DATEDIF function: It calculates the difference between two dates in years, months or days.

Unit	Meaning
“y”	Complete years
“m”	Complete months
“d”	Total days
“ym”	Remaining months, ignoring years
“md”	Remaining days, ignoring months and years
“yd”	Remaining days, ignoring years

Example: If A1 contains 01-Jan-2020 and B1 contains 01-Jan-2023:

=DATEDIF(A1,B1,”y”) → 3
=DATEDIF(A1,B1,”m”) → 36
=DATEDIF(A1,B1,”d”) → 1096

B. Time Functions

Sl. No.	Function	Use and Example
1	=NOW()	Displays the current date and time.
2	=TIME(14,30,0)	Creates the time 2:30 PM.
3	=TIMEVALUE(“2:30 PM”)	Converts a time written as text into an Excel time value.
4	=HOUR(A1)	Returns the hour from the time in A1.
5	=MINUTE(A1)	Returns the minutes from the time in A1.
6	=SECOND(A1)	Returns the seconds from the time in A1.

Example: If cell A1 contains 2:30:45 PM:

=HOUR(A1) → 14
=MINUTE(A1) → 30
=SECOND(A1) → 45

Note: Excel may display the hour as 2 or 14 depending on the time value and formatting. HOUR returns a value from 0 to 23.

3. Practical Exercise

Create the following table in Excel 2007.

Student Name	Marks
Rahim	75
Karim	60
Mina	85
Rina	40
Jatin	20

Assume the marks are in cells B2:B6. Practise the following formulas:

Find the average marks.
Find the highest and lowest marks.
Find the second-highest marks.
Count the number of students with marks.
Count students who scored 30 or more.
Display today’s date and current date and time.
Enter two dates and calculate the difference in days.

Remember: Every Excel formula begins with an equal sign (=). Use a colon (:) to specify a range of cells, such as B2:B6.

CLASS NO-27

Logical Functions and Text Functions

1. Logical Functions

Logical functions are used to test conditions and return results such as TRUE, FALSE, or specified values.

A. Important Logical Functions

Sl. No.	Function	Use and Example
1	IF	Checks a condition and returns one value if true and another if false.
2	AND	Returns TRUE if all conditions are true.
3	OR	Returns TRUE if at least one condition is true.
4	NOT	Reverses a logical result: TRUE becomes FALSE and FALSE becomes TRUE.
5	IFERROR	Displays a specified value if a formula produces an error.

B. Examples

1. IF Function

Syntax: =IF(condition,value_if_true,value_if_false)

Example: If B3 contains marks, enter this formula in C3:

=IF(B3>=35,”Passed”,”Failed”)

If B3 = 50, result = Passed
If B3 = 25, result = Failed

2. AND Function

Returns TRUE only when all conditions are true.

Example: =AND(B3>=35,C3>=35)

Result: TRUE if both B3 and C3 contain 35 or more; otherwise FALSE.

3. OR Function

Returns TRUE when at least one condition is true.

Example: =OR(B3>=35,C3>=35)

Result: TRUE if either B3 or C3 contains 35 or more; otherwise FALSE.

4. NOT Function

Reverses a logical result.

Example: =NOT(B3>=35)

If B3 = 25, the result is TRUE because the condition B3>=35 is false.

5. IFERROR Function

Displays a chosen value when a formula produces an error.

Example: =IFERROR(A1/B1,”Cannot Divide”)

If B1 is zero, the result is Cannot Divide instead of an error message.

2. Text Functions

Text functions are used to join, compare, extract, count and change text in Excel cells.

A. Important Text Functions

Sl. No.	Function	Use and Example	Result
1	CODE	=CODE(“A”)	65
2	CHAR	=CHAR(65)	A
3	CONCATENATE	=CONCATENATE(“Dream”,”land”)	Dreamland
4	EXACT	=EXACT(“Excel”,”Excel”)	TRUE
5	LEFT	=LEFT(“COMPUTER”,3)	COM
6	RIGHT	=RIGHT(“COMPUTER”,3)	TER
7	MID	=MID(“COMPUTER”,2,3)	OMP
8	LEN	=LEN(“COMPUTER”)	8
9	LOWER	=LOWER(“DREAMLAND”)	dreamland
10	UPPER	=UPPER(“Dreamland”)	DREAMLAND
11	PROPER	=PROPER(“dreamland computer”)	Dreamland Computer
12	REPLACE	=REPLACE(“COMPUTER”,1,3,”ABC”)	ABCPUTER
13	REPT	=REPT(“Hi “,3)	Hi Hi Hi
14	TRIM	=TRIM(” Hello World “)	Hello World
15	FIND	=FIND(“P”,”COMPUTER”)	4
16	SEARCH	=SEARCH(“p”,”COMPUTER”)	4
17	SUBSTITUTE	=SUBSTITUTE(“Red Ball”,”Red”,”Blue”)	Blue Ball
18	TEXT	=TEXT(1250,”0.00″)	1250.00

B. Simple Explanations

CODE: Returns the numeric code of the first character.
CHAR: Returns the character represented by a numeric code.
CONCATENATE: Joins two or more text strings.
EXACT: Compares two text strings, including their letter case.
LEFT / RIGHT: Extracts characters from the beginning or end of text.
MID: Extracts characters from the middle of text.
LEN: Counts the number of characters, including spaces.
LOWER / UPPER / PROPER: Changes the letter case.
REPLACE: Replaces characters at a specified position.
REPT: Repeats text a specified number of times.
TRIM: Removes extra spaces, leaving one space between words.
FIND / SEARCH: Finds the position of text within another text string. FIND is case-sensitive; SEARCH is not.
SUBSTITUTE: Replaces matching text with new text.
TEXT: Converts a number into text using a specified format.

3. Practical Exercise

Create the following table in Excel 2007.

Student Name	Marks	Result
Rahim	75
Karim	25
Mina	60
Rina	30
Jatin	90

Assume the student names are in A2:A6 and marks are in B2:B6.

In C2, use =IF(B2>=35,”Passed”,”Failed”) to display the result.
Use =MAX(B2:B6) to find the highest marks.
Use =AND(B2>=35,C2=”Passed”) to check two conditions.
Use =OR(B2>=35,B2=30) to test whether at least one condition is true.
Use =UPPER(A2) to display a student’s name in capital letters.
Use =LEN(A2) to count the characters in a student’s name.
Use =LEFT(A2,3) to extract the first three characters of a name.
Use =CONCATENATE(A2,” – “,C2) to combine the student’s name and result.

Remember: In Excel 2007, text values inside formulas are usually enclosed in double quotation marks, for example “Passed”. Every formula starts with =.

CLASS NO-28

Lookup & Reference Functions

Lookup & Reference functions are used to search for information in a table and return a value from a particular row, column or position.

1. LOOKUP Function

Syntax: =LOOKUP(lookup_value,lookup_vector,[result_vector])

The LOOKUP function searches for a value and returns the corresponding value from another range. It normally requires the lookup values to be sorted in ascending order.

Example: Create the following table in Excel.

Income	Tax
500	10
1000	15
2000	20
5000	30

If A7 contains 500, use:

=LOOKUP(A7,A2:A5,B2:B5)

Result: 10

If A7 contains 1500, the result is 15, because LOOKUP finds the largest income value that does not exceed 1500.

Note: LOOKUP can work with vertical or horizontal data. For beginners, the three-argument form above is easier to understand.

2. VLOOKUP Function

VLOOKUP searches for a value in the first column of a table and returns a value from another column in the same row.

Syntax:

=VLOOKUP(lookup_value,table_array,col_index_num,range_lookup)

lookup_value – the value to search for.
table_array – the complete table range.
col_index_num – the column number from which to return the result.
range_lookup – use 0 or FALSE for an exact match; use 1 or TRUE for an approximate match.

Example

Code	Brand	Product
101	Dell	Computer
102	HP	Printer
103	Logitech	Keyboard
104	Lenovo	Laptop

Suppose the table is in D2:F5 and cell A2 contains 103.

Formula:

=VLOOKUP(A2,$D$2:$F$5,3,FALSE)

Result: Keyboard

If the column number is changed from 3 to 2, the result will be Logitech.

Important: For an exact match, use FALSE or 0. For an approximate match, the first column must be sorted in ascending order.

3. HLOOKUP Function

HLOOKUP searches for a value in the first row of a table and returns a value from a specified row in the same column.

Syntax:

=HLOOKUP(lookup_value,table_array,row_index_num,range_lookup)

Example table:

	B	C	D
Row 1	Dell	HP	Logitech
Row 2	Computer	Printer	Keyboard
Row 3	30000	15000	1000

Formula:

=HLOOKUP(“Logitech”,B1:D3,2,FALSE)

Result: Keyboard

Here, 2 means the second row of the selected table range.

4. INDEX Function

The INDEX function returns a value from a specified row and column in a range.

Syntax:

=INDEX(array,row_num,column_num)

Using the table in Section 3:

=INDEX(B1:D3,2,3)

Result: Keyboard

The formula returns the value at the second row and third column of the selected range.

5. MATCH Function

The MATCH function returns the position of a value within a range, not the value itself.

Syntax:

=MATCH(lookup_value,lookup_array,match_type)

0 – finds an exact match.
1 – finds the largest value less than or equal to the lookup value; the range must be sorted in ascending order.
-1 – finds the smallest value greater than or equal to the lookup value; the range must be sorted in descending order.

Example: Suppose B2:B5 contains 20, 30, 40, 50.

Formula:

=MATCH(40,B2:B5,0)

Result: 3

The value 40 is in the third position of the selected range.

6. CHOOSE Function

The CHOOSE function returns a value from a list based on the specified position number.

Syntax:

=CHOOSE(index_num,value1,value2,…)

Examples:

Formula	Result
=CHOOSE(2,”Red”,”Blue”,”Green”)	Blue
=CHOOSE(3,10,20,30,40)	30
=CHOOSE(1,”Computer”,”Printer”,”Scanner”)	Computer

Here, index_num specifies which item to return. For example, 2 returns the second item.

7. Other Important Lookup & Reference Functions

These functions are also available in Excel 2007.

Function	Use	Example
ROW	Returns the row number of a cell reference.	=ROW(B5) → 5
COLUMN	Returns the column number of a cell reference.	=COLUMN(C3) → 3
ROWS	Counts the number of rows in a range.	=ROWS(A1:A5) → 5
COLUMNS	Counts the number of columns in a range.	=COLUMNS(A1:C1) → 3
ADDRESS	Returns a cell address as text.	=ADDRESS(2,3) → $C$2
TRANSPOSE	Changes rows into columns or columns into rows.	=TRANSPOSE(A1:A3)

Note: In Excel 2007, TRANSPOSE is an array formula. Select the destination range first, type the formula, and press Ctrl+Shift+Enter.

8. INDEX and MATCH Together

INDEX and MATCH can be combined to search a table flexibly.

Example:

Code	Product
101	Computer
102	Printer
103	Keyboard

If cell E2 contains 102, use:

=INDEX(B2:B4,MATCH(E2,A2:A4,0))

Result: Printer

How it works:

MATCH(E2,A2:A4,0) finds the position of code 102.
INDEX(B2:B4,2) returns the product in the second position.

9. Practical Exercise

Create a table containing Product Code, Brand and Product Name. Practise the following:

Find a product name using VLOOKUP.
Find a brand using VLOOKUP.
Find a product using HLOOKUP with a horizontal table.
Find the position of a product code using MATCH.
Return a value using INDEX.
Combine INDEX and MATCH to find a product by its code.
Use CHOOSE to display a selected item from a list.

Remember: VLOOKUP searches vertically, HLOOKUP searches horizontally, INDEX returns a value from a position, and MATCH returns the position of a value.

CLASS NO-29

Data Tab

The Data Tab is used to manage, arrange, check, and organize data in an Excel worksheet. It helps us sort, filter, combine, and control data easily.

1. Sort & Filter Group

Sort: Sorting means arranging data in a particular order.

Sort A to Z: Arranges text alphabetically (A to Z), numbers smallest to largest, and dates oldest to newest.
Sort Z to A: Arranges text in reverse order (Z to A), numbers largest to smallest, and dates newest to oldest.
Custom Sort: Sorts data using one or more columns. For example, first sort by Class and then by Name.

Filter: Filter is used to display only the required data and temporarily hide the remaining data.

Example: In a student list, apply Filter to display only students of Class IX.

Clear: Removes the applied filters and displays all records again.

Reapply: Applies the previous filter or sorting again after the data has been changed.

2. Data Tools Group

1. Text to Columns: This command divides data from one column into multiple columns.

Example: If a cell contains Gulzar Jalil, we can separate it into two columns: First Name (Gulzar) and Last Name (Jalil).

There are two methods:

Delimited: Separates data using a comma, space, tab, etc.
Fixed Width: Separates data at a specified position.

2. Flash Fill (Ctrl + E): Automatically fills data by following a pattern given by the user.

Example: If the Name column contains Shahid Ali, type Sha in the next column. Select the next cell and press Ctrl + E. Excel fills the first three letters of the remaining names.

Note: Sometimes, we need to enter two or three examples before Flash Fill can recognize the pattern correctly.

3. Remove Duplicates: Removes repeated records from a selected range or table.

Example: If the name Rahim appears three times in a student list, Remove Duplicates can remove the repeated entries.

Note: Excel keeps one copy of the duplicate record and removes the others.

4. Data Validation: Controls what type of data can be entered into a cell. It helps prevent incorrect entries.

Important options:

Whole Number: Allows only whole numbers within a specified range.
Decimal: Allows decimal numbers.
List: Creates a drop-down list of items.
Date: Allows dates within a specified range.
Time: Allows time within a specified range.
Text Length: Controls the number of characters.
Input Message: Displays a message when a cell is selected.
Error Alert: Displays a warning when invalid data is entered.

Example: To allow students to select only Arts, Science or Commerce:

Select the required cells.
Click Data Validation.
Select Allow → List.
Type Arts,Science,Commerce in the Source box.
Click OK.

A drop-down list will appear in the selected cells.

5. Circle Invalid Data: Marks cells containing data that do not follow the Data Validation rules by drawing a circle around them.

6. Clear Validation Circles: Removes the circles drawn around invalid data.

7. Consolidate: Combines data from different worksheets or ranges into one worksheet by using functions like Sum, Average, Count, etc.

Example: Suppose four worksheets contain the sales records of four branches. Consolidate can combine their sales figures into one worksheet.

Steps:

Create four worksheets containing the sales data with the same headings.
Open a blank worksheet and click Data → Consolidate.
Select Sum in the Function box.
Click the Reference box and select the data range from the first worksheet.
Click Add.
Repeat the same process for the remaining three worksheets.
Select Top Row and Left Column.
Select Create links to source data if you want linked results.
Click OK.

The combined result will appear in the new worksheet.

Note: When Create links to source data is selected, the consolidated result can update when the source data changes, subject to the source ranges and links remaining valid.

3. Outline Group

The Outline Group is used to organize large amounts of data by grouping rows or columns and displaying subtotals.

1. Group: Combines selected rows or columns into a group that can be collapsed or expanded.

Example: Group the monthly sales rows to hide or display them when required.

2. Ungroup: Removes the grouping applied to rows or columns.

3. Subtotal: Automatically calculates subtotals for groups of data.

Example: Calculate the total sales of each department in a sales table.

4. Show Detail (+): Expands a group to display the hidden rows or columns.

5. Hide Detail (−): Collapses a group to hide its details.

Data Tab – Outline Group

The Outline Group is used to organize large amounts of data by grouping rows or columns. It helps us hide or display details whenever required and calculate subtotals easily.

The Outline Group contains the following commands:

1. Group

The Group command is used to combine selected rows or columns into a group. We can temporarily hide or display the grouped data using the plus (+) and minus (−) buttons.

Example: Suppose a worksheet contains monthly sales records from January to December. We can group January to March to hide or display these three months together.

Year	Quarter	Month	Package Volume
2006	1	January	5,213,292.00
2006	1	February	2,038,516.00
2006	1	March	2,489,631.00
2006	2	April	9,051,231.00
2006	2	May	5,225,156.00
2006	2	June	3,266,644.00
2006	3	July	2,078,794.00
2006	3	August	1,591,434.00
2006	3	September	8,518,985.00
2006	4	October	1,973,050.00
2006	4	November	7,599,195.00
2006	4	December	3,757,876.00
2006 Total			52,803,804.00
2007	1	January	5,304,039.00
2007	1	February	5,465,096.00
2007	1	March	1,007,799.00
2007	2	April	4,010,297.00
2007	2	May	4,817,070.00
2007	2	June	8,155,717.00
2007	3	July	6,552,970.00
2007	3	August	2,295,635.00
2007	3	September	7,115,033.00
2007	4	October	1,362,757.00
2007	4	November	8,935,448.00
2007	4	December	5,537,077.00
2007 Total			60,558,938.00

Steps to Group Rows:

Select the rows you want to group.
Go to Data Tab → Outline Group.
Click Group.
Select Rows and click OK, if the dialog box appears.
A minus (−) button will appear beside the selected rows.
Click the minus (−) button to hide the grouped rows.
Click the plus (+) button to display them again.

To Group Columns: Select the required columns and follow the same steps.

2. Ungroup

The Ungroup command is used to remove grouping from selected rows or columns.

Example: If January to March sales records are grouped, we can use Ungroup to remove that grouping.

Steps:

Select the grouped rows or columns.
Go to Data Tab → Outline Group.
Click Ungroup.
Select Rows or Columns and click OK.

The grouping will be removed, but the data will remain unchanged.

3. Subtotal

The Subtotal command is used to calculate subtotals and grand totals for different groups of data automatically.

It is useful for calculating the total sales, expenses, marks, quantities, etc., category-wise.

Example: Suppose we have the following sales records:

Department	Sales
Computer	5000
Computer	3000
Hardware	4000
Hardware	2000
Software	6000
Software	3000

We want to calculate the total sales of each department.

Steps to Apply Subtotal:

First, sort the data by Department (A to Z).
Select any cell within the data range.
Go to Data Tab → Outline Group.
Click Subtotal.
The Subtotal dialog box will appear.
Set the following options:

At each change in: Select Department.
Use function: Select Sum.
Add subtotal to: Select Sales.
Keep Summary below data checked.

7. Click OK.

Result:

Department	Sales
Computer	5000
Computer	3000
Computer Total	8000
Hardware	4000
Hardware	2000
Hardware Total	6000
Software	6000
Software	3000
Software Total	9000
Grand Total	23000

Important options of Subtotal Dialog Box:

At each change in: Selects the column on which the groups will be created.
Use function: Selects the calculation function, such as Sum, Count, Average, Max, Min, etc.
Add subtotal to: Selects the column or columns where the calculation will be performed.
Replace current subtotals: Replaces previously applied subtotals with new ones.
Page break between groups: Inserts a page break after each group.
Summary below data: Displays the subtotal below each group.

Remove Subtotal: To remove all applied subtotals, click Data → Subtotal → Remove All.

4. Show Detail and Hide Detail

These commands are used to display or hide the details of grouped data.

Show Detail: Expands a group and displays its hidden rows or columns.
Hide Detail: Collapses a group and hides its rows or columns.

Example: If January, February and March sales records are grouped, Hide Detail hides these records, while Show Detail displays them again.

5. Outline Levels (1, 2, 3)

When data is grouped or subtotals are applied, Excel displays outline level buttons (1, 2, 3) on the left side of the worksheet.

These buttons help us control how much detail is displayed.

Level 1: Displays only the Grand Total.
Level 2: Displays subtotals of each group and the Grand Total.
Level 3: Displays all individual records along with subtotals and the Grand Total.

Note: The number of outline levels may vary depending on the grouping structure.

Difference between Group and Subtotal

Group	Subtotal
Groups selected rows or columns.	Calculates totals for groups of data.
Used to hide or display details.	Used to calculate Sum, Average, Count, etc.
Does not calculate any result.	Automatically inserts subtotal and grand total rows.

Practice Work

Create the following worksheet in MS Excel 2007:

Department	Employee	Salary
Accounts	Rahim	12000
Accounts	Karim	15000
Accounts	Salma	14000
Computer	Shahid	18000
Computer	Javed	16000
Computer	Rina	20000
Sales	Amir	10000
Sales	Mina	13000

Perform the following tasks:

Sort the records by Department.
Apply Subtotal to calculate the total salary of each department.
Display only the departmental totals using Outline Level 2.
Display all employee records using Outline Level 3.
Remove the subtotals.
Group the employee records department-wise.
Hide and show the grouped records using the Outline buttons.

Remember: The Outline Group makes large worksheets easier to read, manage and analyze by organizing data into groups and calculating subtotals automatically.

CLASS NO-30

View Tab

The View Tab is used to change how a worksheet or workbook appears on the screen.

1. Workbook Views Group

This group provides different ways to view a worksheet.

1. Normal: Displays the worksheet in the standard working view. It is the default view used for entering and editing data.

2. Page Layout: Displays the worksheet as it will appear on printed pages. It shows page margins, headers, footers and rulers.

3. Page Break Preview: Shows how the worksheet will be divided into pages when printed. Blue lines indicate page boundaries.

4. Custom Views: Saves the current display and print settings so that they can be applied again whenever required.

Note: Custom Views may not be available when the workbook contains Excel Tables.

2. Show/Hide Group

This group is used to show or hide different worksheet screen elements.

1. Ruler: Displays the horizontal and vertical rulers in Page Layout view.

2. Formula Bar: Shows the contents or formula of the active cell. Uncheck it to hide the Formula Bar.

3. Gridlines: Shows or hides the light lines separating worksheet cells.

4. Headings: Shows or hides column letters (A, B, C…) and row numbers (1, 2, 3…).

5. Message Bar: Shows or hides the Message Bar, which displays security or other important messages when available.

3. Zoom Group

This group is used to increase or decrease the worksheet’s display size.

1. Zoom: Opens the Zoom dialog box to select a suitable magnification, such as 50%, 75%, 100% or 200%.

2. 100%: Displays the worksheet at its normal size.

3. Zoom to Selection: Automatically adjusts the zoom level so that the selected cells fill the visible working area.

Example: Select cells A1 to D15 and click Zoom to Selection to display that area clearly.

Note: Zoom changes only the screen display size. It does not change the actual size of the data or printed output.

4. Window Group

This group is used to manage multiple workbook windows and control the visibility of rows and columns while working with large worksheets.

1. New Window: Opens another window of the same workbook. Both windows display the same workbook, but you can view different worksheets or different areas.

Example: Open two windows of a workbook to compare Sheet1 and Sheet2.

2. Arrange All: Arranges all open workbook windows on the screen so that you can view them together.

It provides different arrangements:

Tiled
Horizontal
Vertical
Cascade

3. Freeze Panes: Keeps selected rows and columns visible while scrolling through the worksheet.

It contains three options:

– Freeze Panes: Keeps the rows above and columns to the left of the selected cell visible.

Example: Select cell B2 and click Freeze Panes. The first row and first column will remain visible while scrolling.

– Freeze Top Row: Keeps the first row visible while scrolling vertically.

Example: Useful when a table has headings such as Name, Roll No. and Marks in the first row.

– Freeze First Column: Keeps the first column visible while scrolling horizontally.

Example: Useful when the first column contains students’ names.

To Unfreeze Panes: Click View → Freeze Panes → Unfreeze Panes.

4. Split: Divides the worksheet window into separate sections called panes. Each pane can be scrolled independently.

Example: Split a large worksheet into four sections to view different parts of the same worksheet at the same time.

To remove the split, click View → Split again.

5. Hide: Hides the active workbook window without closing the workbook.

6. Unhide: Displays a previously hidden workbook window.

Example: If you hide a workbook using Hide, click Unhide to display it again.

Useful Excel Tips and Tricks

These are some useful techniques that make working in MS Excel 2007 easier and faster.

1. Create a Chart Quickly

Select the data table.
Press Alt + F1.
Excel creates a chart in the same worksheet.

2. Display Workbook File Location

Select an empty cell.
Type the formula:

=CELL(“filename”,A1)

3. Press Enter.

It displays the file location, workbook name and worksheet name.

Note: The workbook must be saved first.

3. Select All Cells Containing Formulas

Select the required range.
Press F5.
Click Special.
Select Formulas.
Click OK.

All cells containing formulas will be selected.

4. Convert Horizontal Data into Vertical Data (Transpose)

Select and copy the table using Ctrl + C.
Select an empty destination cell.
Press Ctrl + Alt + V to open Paste Special.
Select Transpose.
Click OK.

The rows will become columns and columns will become rows.

7. Add Units to Numbers Without Changing Their Values

Suppose you have the following data:

Item	Quantity
Rice	1522
Dal	1600
Sugar	475

You want to display KG after each number.

Select the quantity cells.
Press Ctrl + 1.
Select Number → Custom.
In the Type box, enter:

0 “KG”

5. Click OK.

The numbers will appear as 1522 KG, 1600 KG and 475 KG, but their actual values will remain unchanged.

7. Automatically Adjust Column Width

Select the required columns.
Double-click the right boundary of any selected column heading.

Excel automatically adjusts the column width according to the longest cell entry.

8. Copy Formula Downward

Enter a formula in the first cell.
Select that cell and the cells below it.
Press Ctrl + D.

The formula will be copied downward.

9. Display Formula Arguments

1. Type a function name followed by an opening bracket.

Example: =SUM(

2. Press Ctrl + Shift + A.

Excel displays the function’s argument names.

10. Delete Blank Rows

Select the required data range.
Press F5 → Special.
Select Blanks and click OK.
Press Ctrl + – (minus).
Select Entire Row.
Click OK.

The blank rows will be deleted.

Important Excel Keyboard Shortcuts

Sl.	Shortcut	Action
1	Shift + F11	Insert a new worksheet.
2	Ctrl + 5	Apply or remove Strikethrough.
3	Esc	Cancel the current cell entry.
4	Ctrl + Shift + L	Apply or remove Filter.
5	Ctrl + 1	Open Format Cells dialog box.
6	F2	Edit the active cell.
7	Ctrl + F1	Show or hide the Ribbon.
8	Alt + Enter	Start a new line within a cell.
9	Ctrl + Space	Select the entire column.
10	Shift + Space	Select the entire row.
11	Ctrl + Shift + +	Insert cells, rows or columns.
12	Ctrl + –	Delete selected cells, rows or columns.
13	Ctrl + 0	Hide the selected column.
14	Ctrl + 9	Hide the selected row.
15	Ctrl + D	Fill Down.
16	Ctrl + R	Fill Right.
17	Ctrl + `	Show or hide formulas.
18	Ctrl + Page Up	Move to the previous worksheet.
19	Ctrl + Page Down	Move to the next worksheet.
20	Alt + F1	Create a chart in the current worksheet.
21	F5	Open Go To dialog box.
22	Ctrl + Home	Move to the beginning of the worksheet (A1).
23	Ctrl + End	Move to the last used cell.
24	Ctrl + ;	Insert the current date.
25	Ctrl + Shift + ;	Insert the current time.

CLASS NO-31

Subject 7: MULTIMEDIA

Getting Started with Windows Media Player in Windows 10

1. What is Windows Media Player?

Windows Media Player is a multimedia application in Windows 10 used to play audio and video files.

2. How to Open Windows Media Player

Click the Start button.
Type Windows Media Player in the Search Box.
Click Windows Media Player from the search results.

3. Main Views of Windows Media Player

Windows Media Player mainly provides two views:

A. Player Library:-The Player Library displays and organizes your music, videos and pictures.

B. Now Playing:-The Now Playing view displays the currently playing music or video.

5. Playback Controls

The playback controls help you control music and video.

Control	Use
Play	Starts playing a file.
Pause	Temporarily stops playback.
Stop	Stops playback.
Previous	Plays the previous file.
Next	Plays the next file.
Volume	Increases or decreases sound.
Mute	Turns off the sound.
Shuffle	Plays files in random order.
Repeat	Plays the same file or playlist repeatedly.
Seek Bar	Moves forward or backward in a file.
Full Screen	Displays the video on the full screen.

4. Supported Media File Formats

Windows Media Player supports several common media formats. Support may depend on the installed codecs and Windows version.

Type	Common Formats
Audio	MP3, WMA, WAV
Video	WMV, AVI, MPEG

N.B: – Other players needed to be downloaded and used. We can also enjoy online media files through different websites.

CLASS NO-32

Video Editing Using Movavi Video Editor

1. What is Video Editing?

Video Editing is the process of modifying and arranging video clips, pictures, audio and text to create an attractive and meaningful video.

Video editing helps us remove unwanted parts, add music, insert titles, apply transitions and effects, and improve the overall quality of a video.

Examples of video editing:

Creating birthday and wedding videos.
Making educational videos.
Preparing advertisements.
Creating YouTube videos.
Making photo slideshows.

2. Starting Movavi Video Editor

Install Movavi Video Editor on your computer.
Double-click its desktop icon to open it.
Select New Project to start a new video project.
The editing window will appear.

3. Main Parts of the Editing Window

The Movavi editing window generally contains the following parts:

Part	Function
Import / Media Bin	Stores imported videos, images and audio files.
Preview Window	Displays the video during editing.
Timeline	Used to arrange video, audio and other elements.
Toolbar	Provides editing tools and commands.
Export	Saves the completed video as a video file.

Note: The appearance and names of these parts may differ slightly between Movavi versions.

4. Importing Media Files

Before editing, we need to import the required video clips, pictures and audio files.

Steps:

Open a new project.
Click Import Files or Add Files.

5. Cutting, Trimming and Splitting Videos

These tools are used to remove unwanted portions of a video.

A. Trimming: Trimming means shortening a video by removing unwanted portions from its beginning or end.

B. Splitting :-Splitting means dividing a video clip into two or more separate parts at a selected position.

C. Cutting / Deleting : After splitting a clip, we can select an unwanted part and delete it from the Timeline.

6. Adding Text and Titles

Titles are used to display headings, names, captions and messages in a video.

7. Adding Transitions

A Transition is a visual effect used to change from one video clip or image to another smoothly.

8. Adding Background Music and Audio

Background music makes a video more interesting and attractive.

9. Adding Filters and Effects

Filters and Effects are used to improve the appearance of a video.

Select an effect and apply it to the required clip. Available effects depend on the Movavi version.

1. Exporting the Final Video

Exporting means saving the edited project as a finished video file that can be played or shared.

14. Important Video Editing Terms

Term	Meaning
Clip	A small part of a video or audio recording.
Timeline	Area used to arrange media files.
Playhead	Indicator showing the current playback position.
Trim	Shorten a clip by removing unwanted portions.
Split	Divide a clip into separate parts.
Transition	Effect used between two clips.
Filter	Effect used to change the appearance of a video.
Resolution	Number of pixels used to display a video.
Frame Rate	Number of video frames displayed per second (FPS).
Export	Save the edited project as a finished video.

CLASS NO-33

Subject8 : Microsoft Office Access 2007

Subject 8: Microsoft Office Access

1. What is Microsoft Access?

Microsoft Access is a Database Management System (DBMS) used to store, organize, manage and retrieve large amounts of data.

A collection of related and organized data is called a Database.

Example: A school database may contain students’ names, roll numbers, addresses, marks and course details.

2. Access vs Excel

MS Excel	MS Access
It is a Spreadsheet program.	It is a Database Management System.
Suitable for calculations and small data lists.	Suitable for managing large amounts of related data.
Data is stored in worksheets.	Data is stored in related tables.
Mainly uses formulas and functions.	Uses Tables, Queries, Forms and Reports.
Suitable for calculations and data analysis.	Suitable for managing records and creating reports.

3. Important Terms Used in Access

Some commonly used terms in MS Access are:

1. Table: A Table is the basic object used to store data in a database. It contains Rows and Columns.

2. Record: A Record is a single row in a table. It contains complete information about one person or item.

3. Field: A Field is a column in a table. It stores one particular type of information.

4. Data Type: Data Type defines what kind of information can be stored in a Field.

Some common Data Types are:

Data Type	Uses	Example
Short Text	Stores letters and numbers as text.	Rahman, A123
Number	Stores numerical values.	25, 500
Date/Time	Stores dates and times.	31-10-2026
Currency	Stores money values.	₹3000
AutoNumber	Automatically generates a unique number.	1, 2, 3
Yes/No	Stores Yes or No values.	Yes, No

5. Relational Database: A Relational Database contains two or more related tables. These tables are connected through common fields.

6. Query: A Query is used to search, filter or retrieve specific information from a database.

7. Form: A Form provides an easy way to enter, view and edit data in a table.

8. Report: A Report is used to display and print database information in an organized format.

4. Creating a New Access Database

Follow these steps to create a new database:

Open Microsoft Access.
Click on Blank Desktop Database.
Type a name in the File Name box. Example: School Database.
Click the Browse (Location) button to select a folder, if required.
Click the Create button.

A new database will be created with a default table named Table1.

5. Creating a Student Table

A Table can be created using two views:

Design View: Used to create or modify Fields and set their Data Types.
Datasheet View: Used to enter, edit and delete Records.

Step 1: Open Design View

Click the View button on the Home Tab.
Select Design View.
Type the Table Name as Student.
Click OK.

Step 2: Create Fields

Enter the following Field Names and Data Types:

Table Name: Student

Field Name	Data Type
Student ID	AutoNumber
First Name	Text
Last Name	Text
Village	Text
District	Text

Step 3: Save the Table

Click the Save button or press Ctrl + S. Save the table with the name Student.

Step 4: Enter Records

Click the View button.
Select Datasheet View.
Enter the following student details.

Table Name: Student

Student ID	First Name	Last Name	Village	District
1	Muklesur	Rahman	Barunguri	Nagaon
2	Sneha	Bhuyan	Chamdhara	Nagaon
3	Tapan	Gogoi	Morangaon	Nagaon
4	Afsa	Sultana	Kolonijalah	Nagaon
5	Sania	Mirza	Khatowal	Nagaon
6	Mehjebin	Sultana	Kaliadinga	Nagaon
7	Fayez	Uddin	Dagaon	Nagaon
8	Shamima	Sultana	Kalanijalah	Nagaon
9	Farhana	Rahman	Kaliadinga	Nagaon
10	Baharul	Islam	Khatowal	Nagaon

Note: Student ID is an AutoNumber Field. Access generates its values automatically when new records are entered.

6. Creating More Tables

We can create multiple tables in the same database to store different types of information.

A. Creating the Grade Table

Follow these steps:

Click the Create Tab.
Click Table Design.
Enter the following Field Names and Data Types.

Table Name: Grade

Field Name	Data Type
Student ID	Number
Course ID	Number
Final Grade	Text

Save the table as Grade.

Now switch to Datasheet View and enter the following records:

Student ID	Course ID	Final Grade
1	5	A++
2	4	A+
3	5	A+
4	4	A++
5	4	A+
6	2	A
7	4	A+
8	1	A++
9	1	B
10	6	A+

B. Creating the Course Table

Click the Create Tab.
Select Table Design.
Enter the following Fields and Data Types.

Table Name: Course

Field Name	Data Type
Course ID	AutoNumber
Course Name	Text
Class Time	Text

Save the table as Course.

Switch to Datasheet View and enter the following records:

Course ID	Course Name	Class Time
1	CCA	7 AM
2	DTP	9 AM
3	DCA	11 AM
4	ADCA	1 PM
5	PGDCA	3 PM
6	DCHE	5 PM

7. Understanding the Relationship Between Tables

In our database, we have created three tables:

STUDENT TABLE

Student ID | First Name | Last Name | Village | District

GRADE TABLE

Student ID | Course ID | Final Grade

COURSE TABLE

Course ID | Course Name | Class Time

Student ID connects the Student Table with the Grade Table.
Course ID connects the Grade Table with the Course Table.

By using these common fields, we can find a student’s name, course name and final grade together.

Important: To create proper relationships, Student ID in the Student Table and Course ID in the Course Table should be Primary Keys. The corresponding fields in the Grade Table should be Number (Long Integer) and act as Foreign Keys. Use the Relationships option under the Database Tools Tab to connect the tables.

CLASS NO-34

1. Setting Primary Key

A Primary Key is a Field that uniquely identifies each Record in a Table. It does not allow duplicate or empty values.

Example: In a Student Table, every student has a unique Student ID. Therefore, Student ID can be used as the Primary Key.

Steps to Set a Primary Key:

Open the Table in Design View.
Select the Field that you want to make the Primary Key.
Click the Primary Key button on the Design Tab.
A small key symbol will appear beside the Field Name.

Note: To remove a Primary Key, select the Field and click the Primary Key button again.

2. Adding and Deleting Fields

We can add new Fields or delete existing Fields in a Table using Design View.

To Add a Field:

Open the Table in Design View.
Select the row where you want to add a new Field.
Click Insert Rows on the Design Tab.
Type the Field Name and select its Data Type.

To Delete a Field:

Open the Table in Design View.
Select the Field you want to delete.
Click Delete Rows on the Design Tab.

Example: We can add a new Field named Mobile No to the Student Table or delete an unnecessary Field.

3. Navigating Records

Navigation means moving from one Record to another in a Table.

In Datasheet View, we can use the Record Navigation Bar at the bottom of the window.

The Navigation Bar provides the following options:

Button	Uses
First Record	Moves to the first Record.
Previous Record	Moves to the previous Record.
Next Record	Moves to the next Record.
Last Record	Moves to the last Record.
New Record	Creates a new Record.

We can also type a Record Number in the Navigation Box to go directly to that Record.

4. Sorting and Finding Records

Sorting and Finding are two important operations in MS Access.

A. Sorting Records

Sorting means arranging Records in a particular order, such as A to Z or Z to A.

Steps:

Open the Table in Datasheet View.
Select the Field you want to sort.
Go to the Home Tab.
Click Ascending or Descending.

Ascending: Arranges data from A to Z or smallest to largest.
Descending: Arranges data from Z to A or largest to smallest.

Example: Sorting the First Name Field in Ascending order arranges students’ names alphabetically.

B. Finding Records

Finding means searching for a particular Record in a Table.

Steps:

Open the Table in Datasheet View.
Go to the Home Tab and click Find.
Type the name, ID or other information in the Find What box.
Click Find Next.

Access will find the Record containing the given information.

Example: To find a student named Muklesur, type Muklesur in the Find What box and click Find Next.

5. Table Relationships

A Table Relationship connects two or more tables through common Fields.

It helps us use related information from different tables without entering the same information repeatedly.

Example: In our Student Database, we have three tables:

Student Table – Contains students’ personal details.
Grade Table – Contains students’ Course IDs and Grades.
Course Table – Contains course names and class times.

These tables can be connected using Student ID and Course ID.

Steps to Create Table Relationships:

Open the Database.
Go to the Database Tools Tab.
Click Relationships.
Click Show Table on the Design Tab.
Select the required tables and click Add.
Click Close after adding all the tables.
Drag the common Field of one Table and drop it onto the matching Field of another Table.
An Edit Relationships dialog box will appear.
Click Create.

A line will appear between the two tables, showing their Relationship.

Important: The Field on the Primary Key side must match the Data Type and field size of the related Foreign Key. For example, an AutoNumber Primary Key is normally connected to a Number Foreign Key.

6. Creating Queries

A Query is used to search, filter and retrieve specific information from one or more Tables in a Database.

It helps us find records according to given conditions.

Examples:

Find all students enrolled in CCA.
Find students belonging to Nagaon district.
Find students who obtained A+ grades.

Steps to Create a Query:

Go to the Create Tab.
Click Query Design.
The Show Table dialog box will appear.
Select the required Table or Tables and click Add.
Click Close.
Double-click the Fields you want to display in the Query.
To set a condition, type it in the Criteria row.
Click the Run (!) button on the Design Tab to see the result.

Example: Finding CCA Students

Suppose we want to find all students enrolled in CCA.

Select the Student, Grade and Course tables.
Add the required Fields to the Query.
In the Course Name Field, type CCA in the Criteria row.
Click Run (!).

Access will display only the Records of students enrolled in CCA.

Some Common Query Criteria:

Criteria	Meaning
“CCA”	Finds records containing CCA.
“Nagaon”	Finds records containing Nagaon.
>500	Finds values greater than 500.
<100	Finds values less than 100.
Between 100 And 500	Finds values between 100 and 500.

Note: A Query is not a separate copy of the original data. It displays matching records from the existing tables. When the original data changes, the Query results reflect those changes when the Query is run again.

7. Importing Excel Data into Access

We can import data from an MS Excel Worksheet into an MS Access Database.

Before Importing:

The first row should contain Column Headings, such as Sl No, Name and Village.
There should be no completely blank rows or columns within the data.
Each column should contain the same type of information.

Steps to Import Excel Data:

Open an existing Access Database or create a new one.
Go to the External Data Tab.
Click New Data Source or the Excel import option (depending on the Access version).
Select From File → Excel.
Click Browse and select the Excel file.
Choose the option to import the data into a new table.
Follow the Import Spreadsheet Wizard.
Select the required options and click Next.
Click Finish.

The Excel data will be imported into a new Table in the Access Database.

Practical Exercises for Students

Set Student ID as the Primary Key in the Student Table.
Add a Mobile No Field to the Student Table.
Sort students’ names in Ascending order.
Find a student named Sneha.
Create Relationships between Student, Grade and Course tables.
Create a Query to find all students enrolled in DCA.
Import a student list from MS Excel into Access.

CLASS NO-35

1. What is a Form?

A Form is a database object in MS Access used to enter, view, edit and delete records easily.

Instead of entering data directly into a Table, we can use a Form to enter information in an organized way.

Example: A Student Admission Form can be used to enter a student’s ID, Name, Village, District and Mobile Number into the Student Table.

2. Types of Forms

In MS Access, Forms can be created in different ways. Two commonly used methods are:

Form Button: Automatically creates a Form using the selected Table or Query.
Form Design: Allows us to create and design a Form manually.

3. Creating a Form Using the Form Button

This is the easiest method to create a Form.

Steps:

Open the Database.
Select the Table for which you want to create a Form. Example: Student.
Go to the Create Tab.
Click the Form button.
Access will automatically create a Form containing the Fields of the selected Table.
Press Ctrl + S and save the Form with a suitable name, such as Student Form.

Using the Form:

Enter student details in the Form.
Use the Navigation Bar to move between Records.
Click the New Record button to enter another student’s details.
Changes made through the Form are saved in the connected Table.

4. Creating a Form Using Form Design

Form Design allows us to create a Form manually according to our requirements.

Steps:

Open the Database.
Go to the Create Tab.
Click Form Design.
A blank Form Design window will appear.
Click Add Existing Fields on the Design Tab.
A Field List will appear.
Drag the required Fields from the Field List into the Form.
Arrange the Fields properly and customize the design.
Save the Form with a suitable name.

5. Important Tools in Form Design

The Design Tab provides different tools to create and customize Forms.

A. Add Existing Fields

This option displays the Fields available in the selected Table or Query.

Drag the required Field into the Form.
Arrange the Fields according to your needs.
Change their size and position.

B. Controls Group

Controls are the objects used to display information or perform specific tasks in a Form.

Some important Controls are:

Control	Uses
Label	Displays text or headings.
Text Box	Displays or enters data.
Button	Performs an action when clicked.
Image	Displays a picture or logo.
Check Box	Selects or clears an option.
Combo Box	Selects an item from a drop-down list.
List Box	Displays a list of selectable items.
Line	Draws a line in the Form.
Rectangle	Draws a rectangular shape.

C. Formatting a Form

We can make a Form attractive by changing:

Font Style and Font Size.
Font Colour and Background Colour.
Control Size and Position.
Form Title and Logo.
Borders and Shapes.

Example: We can add the title “Dreamland Computer Education – Student Admission Form” at the top of the Form and insert the institution’s logo.

6. Working with Different Form Views

MS Access provides different views to work with Forms.

View	Uses
Form View	Used to enter, view and edit Records.
Layout View	Used to change the appearance of a Form while viewing its data.
Design View	Used to create and customize a Form in detail.

To change the View:

Open the Form.
Click the View button.
Select the required View.

7. Form Navigation and Record Entry

A Form provides a Navigation Bar at the bottom to move between Records.

Option	Uses
First Record	Displays the first Record.
Previous Record	Displays the previous Record.
Next Record	Displays the next Record.
Last Record	Displays the last Record.
New Record	Opens a blank Form for new data entry.

Important: When a new Record is entered through a Form, Access stores it in the connected Table. Similarly, editing or deleting a Record through the Form affects the original Table.

Try to make the form below-

1. What is a Report?

A Report is a database object in MS Access used to display, organize, summarize and print information from Tables or Queries in a clear and professional format.

Example: A school can prepare a Student Report containing students’ names, roll numbers, classes and marks.

Illustrative student report layout (sample data).

2. Uses of Reports

To display database information in an organized format.

To prepare student lists, marksheets, fee statements and attendance summaries.

To group records according to a particular Field.

To calculate totals, averages and other summaries.

To print database information for official use.

3. Methods of Creating Reports

Method	Purpose
Report Button	Creates a Report automatically using the selected Table or Query.
Report Wizard	Creates a Report step by step and lets us choose Fields, grouping and sorting.
Report Design	Allows us to design a Report manually.

4. Creating a Report Using the Report Button

Open the MS Access Database.

In the Navigation Pane, select the Table or Query (for example, Student).

Go to the Create Tab and click Report.

Access automatically creates a Report using the selected data.

Press Ctrl + S and save it with a suitable name, such as Student Report.

The Report Button is the quickest method. It generally includes the available Fields from the selected Table or Query.

5. Creating a Report Using Report Wizard

Go to the Create Tab and click Report Wizard.

Choose the required Table or Query from the Tables/Queries list.

Select the Fields to include. Use > to add one Field or >> to add all Fields.

Click Next. Choose a grouping level if required.

Choose a sorting order if required.

Select a layout, such as Tabular or Stepped, and choose Portrait or Landscape orientation.

Enter a Report Title and click Finish.

Example: To prepare a simple Student List, select Student ID, First Name, Last Name, Village and District. Sort by First Name in Ascending order.

The wizard screens and available options may look slightly different in different versions of Access.

6. Creating a Report Using Report Design

Go to the Create Tab and click Report Design.

A blank Report Design window opens.

On the Design Tab, click Add Existing Fields to display the Field List.

Drag the required Fields from the Field List into the Report.

Arrange the Fields and add headings or other controls as needed.

Save the Report with a suitable name.

7. Important Sections and Controls in a Report

A Report may contain different sections. Their exact appearance depends on the Report design.

Section	Use
Report Header	Appears at the beginning of the Report; commonly contains the main title or logo.
Page Header	Appears at the top of each page; often contains column headings.
Detail	Displays the records from the Table or Query.
Page Footer	Appears at the bottom of each page; may contain page numbers.
Report Footer	Appears at the end of the Report; may contain grand totals or a closing note.

Common controls include Label (displays a heading or text), Text Box (displays data or calculated values), Image (inserts a logo or picture), Line and Rectangle (organize the layout).

8. Formatting a Report

Formatting makes a Report clear and attractive. We can use the Format Tab and Design Tab to:

Change Font Style, Font Size and Font Colour.

Apply Bold or Italic formatting to headings.

Change background colours and borders.

Adjust the size and position of Fields and Controls.

Add a suitable title and institution logo.

Adjust column widths so that information is not cut off.

Example: Add the title “Dreamland Computer Education – Student List” at the top of the Report and make it bold.

9. Grouping and Sorting Records

A. Grouping

Grouping arranges records into sections based on a common Field. Example: Group student records by District so that students from the same district appear together.

B. Sorting

Sorting arranges records in a particular order. Example: Sort student names from A to Z.

To set grouping or sorting, open the Report in Layout View or Design View, open the Group & Sort pane from the Design Tab, select Add a Group or Add a Sort, and choose the required Field and order.

10. Common Report Views

View	Use
Report View	Displays the Report with its data.
Layout View	Allows layout changes while the data is visible.
Design View	Allows detailed changes to the Report structure.
Print Preview	Shows how the Report will look when printed.

11. Printing a Report

Open the required Report.

Choose Print Preview from the View menu or use the available Print Preview command.

Check the page layout, margins, column widths and page breaks.

Press Ctrl + P or choose Print.

Select a printer and set the number of copies and page range.

Check paper size and Portrait or Landscape orientation.

Click Print.

Tip: Always check Print Preview before printing. If the Report is too wide, try Landscape orientation or adjust the column widths.

12. Difference Between Form and Report

Form	Report
Used mainly to enter, view and edit records.	Used mainly to present, summarize and print data.
Provides an interactive data-entry interface.	Provides an organized presentation of information.
Example: Student Admission Form.	Example: Student List Report.

13. Practical Exercises

Create a Student Report using the Report Button.

Create another Student Report using Report Wizard. Include Student ID, First Name, Last Name, Village and District.

Sort the records by First Name in Ascending order.

Add the title “Dreamland Computer Education – Student List”.

Format the title and adjust the column widths.

Open the Report in Print Preview and check the pages.

Print the Report or save it as a PDF if a PDF printer is available.

Create a separate Report using the Course Table.

14. Quick Revision

Question	Answer
What is a Report?	An Access object used to organize, display and print data.
Which Tab is used to create a Report?	Create Tab.
Which button creates a Report automatically?	Report Button.
Which tool creates a Report step by step?	Report Wizard.
Which option is used to design a Report manually?	Report Design.
What is Grouping?	Arranging records into groups using a common Field.
What is Sorting?	Arranging records in a particular order.
Which View shows the printed appearance?	Print Preview.
Can a Report be created from a Query?	Yes.

Remember

Database Object	Main Purpose
Table	Stores data.
Query	Searches and filters data.
Form	Enters and edits data.
Report	Presents and prints data.

CLASS NO-36

REPORTS IN MS ACCESS

1. What is a Report?

A Report is a database object in MS Access used to display, organize, summarize and print information from Tables or Queries in a clear and professional format.

Example: A school can prepare a Student Report containing students’ names, roll numbers, classes and marks.

2. Uses of Reports

To display database information in an organized format.
To prepare student lists, marksheets, fee statements and attendance summaries.
To group records according to a particular Field.
To calculate totals, averages and other summaries.
To print database information for official use.

3. Methods of Creating Reports

Method	Purpose
Report Button	Creates a Report automatically using the selected Table or Query.
Report Wizard	Creates a Report step by step and lets us choose Fields, grouping and sorting.
Report Design	Allows us to design a Report manually.

4. Creating a Report Using the Report Button

Open the MS Access Database.

In the Navigation Pane, select the Table or Query (for example, Student).

Go to the Create Tab and click Report.

Access automatically creates a Report using the selected data.

Press Ctrl + S and save it with a suitable name, such as Student Report.

5. Creating a Report Using Report Wizard

Go to the Create Tab and click Report Wizard.

Choose the required Table or Query from the Tables/Queries list.

Select the Fields to include. Use > to add one Field or >> to add all Fields.

Click Next. Choose a grouping level if required.

Choose a sorting order if required.

Select a layout, such as Tabular or Stepped, and choose Portrait or Landscape orientation.

Enter a Report Title and click Finish.

6. Creating a Report Using Report Design

Go to the Create Tab and click Report Design.

A blank Report Design window opens.

On the Design Tab, click Add Existing Fields to display the Field List.

Drag the required Fields from the Field List into the Report.

Arrange the Fields and add headings or other controls as needed.

Save the Report with a suitable name.

7. Important Sections and Controls in a Report

A Report may contain different sections. Their exact appearance depends on the Report design.

Section	Use
Report Header	Appears at the beginning of the Report; commonly contains the main title or logo.
Page Header	Appears at the top of each page; often contains column headings.
Detail	Displays the records from the Table or Query.
Page Footer	Appears at the bottom of each page; may contain page numbers.
Report Footer	Appears at the end of the Report; may contain grand totals or a closing note.

8. Formatting a Report

Formatting makes a Report clear and attractive. We can use the Format Tab and Design Tab to:

Change Font Style, Font Size and Font Colour.

Apply Bold or Italic formatting to headings.

Change background colours and borders.

Adjust the size and position of Fields and Controls.

Add a suitable title and institution logo.

Adjust column widths so that information is not cut off.

10. Common Report Views

View	Use
Report View	Displays the Report with its data.
Layout View	Allows layout changes while the data is visible.
Design View	Allows detailed changes to the Report structure.
Print Preview	Shows how the Report will look when printed.

14. Quick Revision

Question	Answer
What is a Report?	An Access object used to organize, display and print data.
Which Tab is used to create a Report?	Create Tab.
Which button creates a Report automatically?	Report Button.
Which tool creates a Report step by step?	Report Wizard.
Which option is used to design a Report manually?	Report Design.
What is Grouping?	Arranging records into groups using a common Field.
What is Sorting?	Arranging records in a particular order.
Which View shows the printed appearance?	Print Preview.
Can a Report be created from a Query?	Yes.

Remember

Database Object	Main Purpose
Table	Stores data.
Query	Searches and filters data.
Form	Enters and edits data.
Report	Presents and prints data.

CCA NOTES(ENGLISH)

Class No.1

Subject 1:-Fundamentals

Subject 2: MS Paint

Subject 3: Windows 10

Subject 4: Microsoft Office Word 2007

Subject 5: Microsoft Office PowerPoint 2007

Subject 6: Microsoft Office Excel 2007

Subject 7: MULTIMEDIA

Subject8 : Microsoft Office Access 2007

END OF CCA PART