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SRI KAILASH WOMEN’S COLLEGE, THALAIVASAL

DEPARTMENT OF
INFORMATION TECHNOLOGY

OFFICE AUTOMATION

HINTS AND KEYWORDS

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UNIT I HINTS

Meaning of a Computer:

 A computer is a machine that solves problems by accepting data, performing operations,

and presenting results based on step-by-step instructions (programs).
 The word "computer" comes from "compute," meaning calculate.

Definition of a Computer:

 A computer is an electronic device that performs calculations and controls operations,

either logical or numerical, and stores and processes data in binary form.
 It combines hardware (physical components) and software (instructions for performing
tasks).

Main Operations of a Computer:

1. Input: Accepting data and instructions.

2. Processing: Performing operations on the data.
3. Output: Presenting the results.

Characteristics of a Computer:

1. Speed: Computers process data rapidly, enabling timely decision-making.

2. Accuracy: Computers provide error-free results.
3. Reliability: Output is dependable, given correct input.
4. Storage Capacity: Can store large amounts of data and recall it instantly.
5. Versatility: Performs various tasks like input, processing, and output.
6. Automation: Works automatically based on given instructions.
7. Diligence: Computers perform tasks tirelessly, with consistent speed and accuracy.
8. Recreation: Used for entertainment (games, animation, multimedia).
9. Networking: Can be connected to other computers, leading to networking.
10. Compactness: Modern computers are smaller, like laptops and notebooks.

Elements of a Computer:

 Hardware: Physical components like the mouse, monitor, and printer.

 Software: Programs and instructions that enable the computer to perform tasks.
 Memory: Stores data and instructions temporarily or permanently.

Central Processing Unit (CPU):

 The CPU is the brain of the computer, performing data processing and coordinating
operations.
 It consists of three parts:
1. Memory/Storage Unit: Stores data, instructions, and intermediate results.
2. Control Unit: Directs operations by interpreting and executing instructions.
3. Arithmetic Logic Unit (ALU): Performs arithmetic and logical operations.
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Memory:

1. Primary Memory: Temporary storage used by the CPU, includes:

o RAM (Random Access Memory): Volatile memory used for temporary storage.
o ROM (Read-Only Memory): Non-volatile memory with fixed instructions.
2. Secondary Memory: Non-volatile storage for long-term data storage (e.g., hard drives,
optical disks).

Types of Primary Memory:

1. RAM: Volatile, stores data temporarily while being processed.

2. ROM: Non-volatile, contains permanent instructions.
3. Cache Memory: High-speed memory used for frequently accessed data.
4. Registers: Small, high-speed storage within the CPU.

Secondary Memory:

 Includes devices like magnetic disks, magnetic tapes, and optical disks for storing large
amounts of data.
 It's slower than primary memory but offers higher storage capacity.

Magnetic Disk

A magnetic disk is a platter (metallic or Mylar) used for storing electronic data. Unlike magnetic
tapes, data can be read randomly. The disk has a magnetic coating, and data is recorded as tiny
spots on it. It typically consists of stacked metal platters mounted on a central spindle.

Optical Technology

Optical technology uses concentrated laser beams for data storage. Common forms include Optical
Laser Disks, such as CD-ROM (Compact Disc Read-Only Memory), which store data for easy
retrieval, especially for static data.

Input and Output Devices

Input Devices:

 Manual: Requires human interaction (e.g., mouse, keyboard, scanner).

 Automatic: Inputs data automatically after setup (e.g., MICR, OMR, barcode readers).

Output Devices:

 Hard Copy: Printed output (e.g., printers).

 Soft Copy: Displayed on a screen (e.g., monitor).

Keyboard
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A standard keyboard includes typing keys (letters and digits), numeric keypad, function keys,
control keys, and special-purpose keys (e.g., Enter, Shift). It has a controller that sends data to the
computer when keys are pressed.

Mouse

A pointing device with one to three buttons used to control the cursor and make selections. It is fast
and easy to use.

Scanners

Scanners translate physical images into machine-readable formats. Types include:

 OMR (Optical Mark Recognition): Used for recognizing marks (e.g., multiple-choice
exams).
 OCR (Optical Character Recognition): Recognizes characters like a human eye.
 MICR: Reads magnetized characters used in banking (e.g., cheques).

Monitor

The primary output device, typically using CRT (Cathode Ray Tube) or non-CRT technologies like
LCD (Liquid Crystal Display) and Plasma Display Panels (PDP). LCDs use light reflection, while PDPs
use ionized gas to display images.

Printer

Printers produce hard copy outputs. Types include:

 Impact Printers: Uses mechanical impact (e.g., dot matrix, daisy wheel).
 Non-impact Printers: Does not strike paper (e.g., inkjet, laser printer).

Operating System (OS)

An OS manages computer hardware and software resources. Key functions include:

 Memory Management: Allocates and deallocates memory.

 Processor Management: Schedules CPU usage.
 Device Management: Controls devices with drivers.
 File Management: Manages file resources and permissions.
 Storage Management: Manages storage devices and data integrity.

MS-DOS

MS-DOS (Microsoft Disk Operating System) was the main OS for IBM PC-compatible computers in
the 1980s. It was later replaced by graphical user interfaces like Windows.
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Features of DOS:

 No GUI: MS-DOS is text-based, requiring commands to be typed at the command line.

 File Management: It allows file and folder management, and resource allocation for
hardware like disk and memory.
 File System: Uses FAT16 for file storage and management.
 Single-user: MS-DOS supports only a single user at a time.
 Lightweight: Its limited features make it less secure and simple, without multi-user
support or user roles.

UNIX Operating System:

 Multitasking: Supports running multiple tasks simultaneously, managing foreground and

background processes.
 Multi-user: Multiple users can access resources concurrently.
 Portability: Can run on various machines and platforms.
 Security: Strong file protection and security features.
 Open Source: UNIX is freely available and developed by the community.
 Command Structure: UNIX commands are case-sensitive and simple to use.
 Accounting: Tracks CPU and disk usage for job performance.

Introduction to Linux:

 Linux Kernel: Open-source, Unix-like system initially released by Linus Torvalds in 1991.
 Popular Distributions: Examples include Ubuntu, Fedora, Debian, and Red Hat.
 Uses: Predominantly used in web servers (96% market share), desktops, mobile devices
(Android), film production, and by various governments.

What is a Programming Language?

 Definition: A programming language allows communication with computers through a set

of instructions for tasks like developing applications.
 Need: Essential for creating software packages for desktop, web, and mobile applications.

Types of Programming Languages:

1. Low-level programming language:

o Machine Language: Binary or hexadecimal code directly understood by computers,
fast execution.
o Assembly Language: Symbolic representation of machine instructions, requiring
an assembler for conversion.
2. High-level programming language:
o Easier to read, write, and maintain, requiring a compiler/interpreter to convert to
machine code.
o Examples: Python, Java, C++, JavaScript.

Subcategories of High-Level Languages:

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o Procedural Programming: Divides the program into procedures or functions (e.g.,

C).
o Object-Oriented Programming (OOP): Organizes code around objects and classes,
promoting reusability and modularity.

KEYWORDS

1. Computer 27. Magnetic Disk

2. Data 28. Optical Technology
3. Input 29. Optical Laser Disks
4. Output 30. CD-ROM
5. Processing 31. Input Devices
6. Speed 32. Output Devices
7. Accuracy 33. Manual Input
8. Reliability 34. Automatic Input
9. Storage Capacity 35. Hard Copy
10. Versatility 36. Soft Copy
11. Automation 37. Keyboard
12. Diligence 38. Mouse
13. Recreation 39. Scanner
14. Networking 40. OMR
15. Compactness 41. OCR
16. Hardware 42. MICR
17. Software 43. Monitor
18. Memory 44. Printer
19. CPU 45. Operating System (OS)
20. Control Unit 46. MS-DOS
21. Arithmetic Logic Unit 47. UNIX
(ALU) 48. Linux
22. RAM 49. Programming Language
23. ROM 50. Object-Oriented
24. Cache Memory Programming (OOP)
25. Registers
26. Secondary Memory

UNIT II HINTS

 Word Processor: A software for creating, editing, and formatting text documents.
Examples: MS Word, WordPerfect, WordStar.

Key Features in MS Word:

o File Management: Creating, opening, saving, and closing documents.

o Editing Tools: Find, copy, delete, or move multiple documents simultaneously.
o Print Options: Preview and print documents.

File Operations Overview

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 Start MS Word:
1. From MS-DOS, type win and press Enter.
2. Click the MS Word icon in the Program Manager.
 Creating a Document:

o Automatically opens a new blank document.

o Use File > New or the toolbar for templates.
Opening a Document:
o Use File > Open.
o Shortcut: Recently accessed files appear in the File menu.
Saving a Document:
o File > Save or Save As for new files.
o Shortcut: Use the toolbar icon.
Closing Documents:
o File > Close or click the control menu box.
Quitting Word:
o File > Exit or double-click the Word control menu box.

Text Editing Tools

1. Adding Text: Place the cursor and type.

2. Replacing Text: Select text and type over it.
3. Formatting:
o Change font, size, color, and alignment via the toolbar.
o Use the Format Painter to copy formatting styles.

Advanced Features

1. Track Changes: Review edits and suggestions collaboratively.

2. Hyperlinks: Insert, edit, or remove clickable links.
3. Tables: Add, merge cells, and customize tables.
4. Search Documents: Locate files using keywords or metadata.
5. Bullets & Numbering:
o Format lists with custom styles and alignments.
o Use Bullets and Numbering in the toolbar or Paragraph menu.

Hands-on Practice

 Practice Steps:
1. Start MS Word.
2. Create a document using a default template.
3. Save as Bou.doc.
4. Close and exit Word.

Change the Bullet Character

1. Go to Control Panel or Paragraph panel, select Bullets and Numbering.

2. In the dialog box, choose Bullets from List Type.
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3. Pick a new bullet character and click OK.

Add a Bullet Character

1. Open Bullets and Numbering, select Bullets, and click Add.

2. Select a glyph as the bullet character.
3. Check Remember Font with Bullet if needed.
4. Click Add.

Remove a Bullet Character

1. Open Bullets and Numbering, select Bullets.

2. Select the bullet to remove and click Delete (the first bullet can't be deleted).

Change Numbered List Options

1. Open Bullets and Numbering.

2. Under Numbering Style, choose a format.
3. Customize the Number Expression and select style options.
4. Choose Continue From Previous Number or Start At, then click OK.

Spell Checker

1. Use Editor from the Home tab.

2. Adjust grammar settings in the Editor Settings under Grammar & Refinements.
3. Enable or disable checks as needed and click OK.

Document Formatting

Create a Document

1. Open Word and select File > New.

2. Search for templates or choose a category.
3. Select a template and click Create.

Add Text and Format

1. Click on the blank page, type text.

2. Use formatting options on the Home tab like Bold, Italic, etc.

Insert Elements

 Go to Insert tab for tables, images, shapes, icons, charts, or SmartArt.

Paragraph Alignment

 Align text using Left, Right, Center, or Justify buttons.

 Alignment controls text flow on the page.
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Indentation

1. Use Tab for basic indentation.

2. For advanced settings, open the Paragraph Dialog Box.

Headers and Footers

1. Double-click top/bottom margins to edit.

2. Add text or use preset headers/footers from the Insert tab.
3. To include date/time, click Date & Time from the Design tab.

Printing

1. Go to File > Print.

2. Preview pages and adjust settings.
3. Select copies and click Print.

Merge Documents

1. Select Insert > Object > Text from File.

2. Choose files to merge (use Ctrl for multiple files).

KEYWORDS

1. Word Processor 24. Customize Tables 47. Footers

2. MS Word 25. Search Documents 48. Date & Time
3. File Management 26. Keywords 49. Print Document
4. Editing Tools 27. Metadata 50. Merge Documents
5. Print Options 28. Bullets
6. Start MS Word 29. Numbering
7. Creating Document 30. List Type
8. Opening Document 31. Bullet Character
9. Saving Document 32. Glyph
10. Closing Document 33. Remember Font
11. Quitting Word 34. Numbered List
12. Adding Text 35. Number Expression
13. Replacing Text 36. Continue Numbering
14. Formatting 37. Start At
15. Font 38. Spell Checker
16. Size 39. Grammar Settings
17. Color 40. Document Formatting
18. Alignment 41. Templates
19. Format Painter 42. Bold
20. Track Changes 43. Italic
21. Hyperlinks 44. Paragraph Alignment
22. Tables 45. Indentation
23. Merge Cells 46. Headers
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UNIT III HINTS

What is an Excel Worksheet?

 An Excel worksheet is a grid of rows and columns used for storing and organizing data.
 It supports data analysis using mathematical and statistical functions.

2. How to Create an Excel Worksheet?

 Open Excel, select File > New > Blank Workbook.

3. Managing Worksheets

 Insert a Worksheet: Right-click the sheet tab, choose Insert > New Worksheet.
 Rename a Worksheet: Right-click the sheet tab, select Rename, and type a new name.
 Delete a Worksheet: Right-click the sheet tab, choose Delete.

4. Hide/Unhide Worksheets

 Hide: Right-click the sheet tab, select Hide.

 Unhide: Right-click any visible sheet tab, choose Unhide, and select the hidden sheet.

5. Move or Copy a Worksheet

 Right-click the sheet tab, choose Move or Copy, select the workbook, and check Create a
copy if needed.

6. Excel Opening & Saving

 Open a Workbook: Select File > Open, browse, and select the file.
 Save a Workbook: Use File > Save As, choose a location, enter a name, and click Save.

7. Using Templates

 Go to File > New, choose a template, and click Create to start with predefined settings.

8. Data Entry and Editing

 Enter Data: Click a cell, type data, and press Enter.

 Edit Data: Double-click a cell or use the formula bar.
 Delete Data: Select a cell, press Delete, or right-click and choose Clear Contents.

9. Compatibility Mode and Conversion

 To access newer features, convert old files using File > Convert.
 Be cautious as conversion may change file formatting.
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1. Undo and Redo Features:

 Undo: Reverses the last action.

o Click the Undo button or press Ctrl+Z.
o Click the arrow next to Undo to reverse multiple actions.

 Redo: Restores the last undone action.

o Click the Redo button or press Ctrl+Y.
o Click the arrow next to Redo for multiple actions.

2. Selecting Cells:

 Single Cell: Click the cell.

 Range of Cells: Drag from the first to the last cell.
 Entire Row/Column: Click the row/column header.
 Entire Worksheet: Click the top-left corner.

3. Data Formatting:

 Number Formatting: Adjusts how numbers are displayed.

o Examples: General, Number, Currency, Accounting, Date, Time, Percentage.

 Cell Formatting: Customizes appearance (font, color, borders, background).

o Found under the Home tab.

4. Excel Formulas:

 Simple Formula: =A1+B1 (Add values in A1 and B1).

 Cell References: Use cell addresses in formulas for automatic updates.
 Defined Names: Create names for cell ranges for clarity (=SUM(Sales)).

5. Using Functions:

 Use the Insert Function Wizard or type directly.

 Common Functions: =SUM(), =AVERAGE(), =IF(), =VLOOKUP().

6. Moving and Copying Data:

 Cut and Paste: Moves data (Ctrl+X, Ctrl+V).

 Copy and Paste: Duplicates data (Ctrl+C, Ctrl+V).

KEYWORDS

1. Excel 5. Columns
2. Worksheet 6. Grid
3. Workbook 7. Data
4. Rows 8. Analysis
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9. Functions 30. Number Format

10. File 31. Currency
11. New 32. Date
12. Insert 33. Percentage
13. Rename 34. Font
14. Delete 35. Borders
15. Hide 36. Background
16. Unhide 37. Simple Formula
17. Move 38. Cell Reference
18. Copy 39. Defined Names
19. Save 40. SUM
20. Open 41. AVERAGE
21. Templates 42. IF
22. Create 43. VLOOKUP
23. Data Entry 44. Cut
24. Editing 45. Paste
25. Formula Bar 46. Copy
26. Clear Contents 47. Undo
27. Compatibility 48. Redo
28. Convert 49. Select
29. Formatting 50. Range

UNIT IV HINTS

Creating Charts

 Chart Elements: Parts of a chart (Title, Axis, Legend, Data Labels).

 Insert Chart: Select data > Insert Tab > Choose Chart Type.
 Format Chart: Right-click chart element > Format options.

Chart Types Overview

 Column/Bar: Compare values.

 Line: Show trends.
 Pie/Doughnut: Show proportions.
 Scatter/Bubble: Compare data pairs.
 Area: Show cumulative data.
 Surface: Find optimal data combinations.

Printing Options

 Orientation: Page Layout Tab > Orientation.

 Paper Size: Page Setup > Paper Size.
 Printer Selection: File Tab > Print > Choose Printer.
 Print Area: Select Range > Page Layout Tab > Print Area.
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 Print Titles: Page Layout Tab > Print Titles > Set Rows/Columns.
 Page Order: Page Setup > Sheet Tab > Set Order.
 Print Comments: Page Setup > Sheet Tab > Print Comments.

Excel Printing Tips:

 Fit to Page: Page Setup > Scaling > Fit to

 Custom Header/Footer: Page Setup > Header/Footer
 Center on Page: Page Setup > Margins > Center on Page
 Custom Margins: File > Print > Show Margins
 Error Values Replacement: Page Setup > Sheet > Cell errors as
 Custom Page Number Start: Page Setup > First page number

Analyze Data Tips:

 Format data as a table: Ctrl + T

 Use unique headers, avoid merged cells, save as .xlsx.

Financial Statements Overview:

 Balance Sheet: Assets = Liabilities + Shareholders' Equity

 Income Statement: Tracks revenue, expenses, and profit.
 Cash Flow Statement: Tracks cash from operations, investments, and financing.

DBMS Overview

 DBMS Definition: Software to manage, organize, and retrieve structured data.

 Key Features: Data modeling, storage, retrieval, security, backup, and recovery.
 Types:
o RDBMS: Uses tables with rows, columns, primary & foreign keys.
o NoSQL: Uses key-value pairs, documents, graphs, or column-based storage.

Database Components

 Field: Smallest data unit; attribute of an entity.

 Record: Collection of related fields describing an entity.
 File: Group of related records.

Data Organization

 Sorting: Rearranges data in specific order.

 Indexing: Creates index files for faster data retrieval.

Queries

 Definition: Search and retrieve data using specific conditions.

 Designing Queries: Use Query Design View for data extraction from multiple tables.
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 One-Table Query Example: Find customers based on city or ZIP code criteria.

Reports & Linking

 Create Reports: Use Create tab > Report for data summaries.
 Data Linking: Connect Access to external databases using unique IDs.

DBMS Environment Components

1. Hardware: Physical devices like servers and storage.

2. Software: DBMS applications like MySQL, Oracle, and SQL Server.
3. Data: Raw facts organized as structured, semi-structured, or unstructured data.
4. Procedures: Guidelines for DBMS operation, backup, and management.
5. Access Language: SQL for creating, querying, and modifying data.
6. People: Database Administrators (DBAs), developers, and end-users.

Developing a Menu-Driven Application in MS Access

1. Design Tables & Relationships.

2. Create Forms: For data entry and navigation.
3. Use VBA Code: Automate tasks with event-driven programming.
4. Build Queries & Reports: For data analysis and reporting.
5. Test & Deploy: Ensure functionality, performance, and usability.

KEYWORDS

1. Chart Elements 22. Page Order

2. Title 23. Print Comments
3. Axis 24. Fit to Page
4. Legend 25. Custom Header
5. Data Labels 26. Custom Footer
6. Insert Chart 27. Center on Page
7. Format Chart 28. Custom Margins
8. Column Chart 29. Error Values Replacement
9. Bar Chart 30. Page Number Start
10. Line Chart 31. Table Format
11. Pie Chart 32. Unique Headers
12. Doughnut Chart 33. Merged Cells
13. Scatter Chart 34. Save as .xlsx
14. Bubble Chart 35. Balance Sheet
15. Area Chart 36. Assets
16. Surface Chart 37. Liabilities
38. Equity
17. Orientation 39. Income Statement
18. Paper Size 40. Revenue
19. Printer Selection 41. Expenses
20. Print Area 42. Profit
21. Print Titles 43. Cash Flow Statement
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44. DBMS Definition 48. Backup

45. Data Modeling 49. Recovery
46. Data Retrieval 50. SQL Queries
47. Security

UNIT V HINTS

 PowerPoint Overview: PowerPoint allows the creation of presentations with slides that
can contain text, graphics, and multimedia elements. Slides can be animated for effect.
 Features: PowerPoint includes tools for organizing content, creating diagrams, inserting
multiple pictures, and supporting audio/video. It also has customizable backgrounds,
transitions, and animations.
 Advantages: PowerPoint helps create engaging presentations with ease, and the slides can
be printed or shared with others. It also provides templates and allows automatic slideshow
running.
 Parts of PowerPoint Window: Key parts include the standard toolbar, home menu, insert
menu, design, animation, slide show, and review options.
 Creating Presentations: You can create a presentation from a template or manually. Save
your work and use the slide show view to display it.
 Inserting and Editing Slides: Insert slides via the "New Slide" button, and edit them by
changing layouts, adding text, or applying themes.
 Slide Transitions & Animation: Apply transitions between slides and animate objects for
more dynamic presentations.
 Slide Layout Types: Different slide layouts include Title Slide, Title and Content, Section
Header, Two Content, Comparison, and Blank.
 Saving and Opening: Save your presentation to avoid data loss. To open PowerPoint,
navigate through the start menu or desktop icon.
 Object Insertion: Insert images, charts, tables, or media clips into slides to enhance
content. You can also add time and date elements.
 Slide Transitions: Apply effects between slides, set transition speeds, and add sounds.
Transitions can occur automatically or on mouse click.
 Animations: Animate objects on slides for added visual interest. Adjust the timing and
effects to create smooth transitions.

Effect Options:

 Change animation direction via "Effect Options" in the Animation group.

Remove Animation:

 Select the number next to the object to remove its animation.

Multiple Animations:

 Use "Add Animation" to add more effects without replacing the current one.

Copy Animations:
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 Use the "Animation Painter" to copy effects from one object to another.

Preview Animations:

 Click "Preview" in the Animations tab to view effects without the full slideshow.

Animation Pane:

 Open it to manage effects, reorder, or rename objects.

Reorder Effects:

 Drag effects up or down in the Animation Pane.

Change Effect Start Options:

 Set to "Start with Previous" or "Start After Previous" for simultaneous or sequential effects.

Timers:

 Use PowerPoint add-ins like PP Timer, EasyTimer, or Breaktime for countdown timers.
 Customize your own timer with bar or clock shapes, animation, and timing.

KEYWORDS

1. PowerPoint 22. Edit Slides 43. Preview

2. Presentation 23. Title Slide 44. Animation Pane
3. Slides 24. Content Layout 45. Reorder Effects
4. Text 25. Section Header 46. Start Options
5. Graphics 26. Comparison Layout 47. Start with Previous
6. Multimedia 27. Blank Slide 48. Start After Previous
7. Animations 28. Insert Objects 49. Timers
8. Transitions 29. Charts 50. Countdown Timer
9. Templates 30. Tables
10. Audio 31. Media Clips
11. Video 32. Time and Date
12. Backgrounds 33. Slide Transitions
13. Insert Menu 34. Transition Effects
14. Design 35. Transition Speed
15. Animation Group 36. Mouse Click
16. Slide Show 37. Animation Effects
17. Review Options 38. Effect Options
18. Creating Presentations 39. Animation Direction
19. Save 40. Remove Animation
20. Slide Layout 41. Add Animation
21. New Slide 42. Animation Painter