Computer and Internet - Handbook for Doctors, 2nd edition

omputer and Internet HANDBOOK FOR DOCTORS !:� ��:,-�:;::i.1� - __ ---� llGEOf�� BANGLADESH COLLEGE OF PHYSICIANS A...

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omputer and Internet

HANDBOOK FOR DOCTORS

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BANGLADESH COLLEGE OF PHYSICIANS AND SURGEONS (BCPS)

CONTRIBUTORS

Professor Abul Kalam Azad Dr. Md. Mizanur Rahman Dr. Md. Sayedur Rahman Dr. Khondaker Bulbul Sarwar Ms Sabina Yeasmin

OVERALL SUPERVISION

Professor T.I.M. Abdullah-AI-Faruq Honorary Secretary Bangladesh College of Physicians and Surgeons

PUBLISHED BY

Bangladesh College of Physicians and Surgeons

PRICE

Tk.400.00

PRINTED BY

Asian Colour Printing, 130 DIT Extension Road Fakirerpool, Dhaka-lOOO Phone: 9357726, 8362258 E-mail: [email protected]

P R E FAC E A professional of the current age can not think of keeping himsel f or herself away from the computer and I nternet. The computer is perhaps the most intell igent machine that the h u m a n civi l ization has so far i nvented . Besides its usefu lness the most interesting thing about the computer is its fl exibility of operation. Thus it can be appl ied to all situations to ease and speed u p our work. Development of computer cu ltu re is so rapid and so inevitable that all of us are virtually compelled to use the computer. We are now at the digital age, and its use has expanded virtuaUy to all of our e lectronic gadgets. As we move towards futu re, person s without computer and I nternet l iteracy will find the going difficult. For a physician, skill i n the use of computer and I nternet is essentia l . If we harness the u nderstanding and skill of computer and I nternet, we would be able to quickly g rab the new knowledge of medicine to better fit ourselves in the global competitive fields. The Bangladesh College of P hysicians and S u rgeons strongly holds the philosophy to maintain the high standards of its fellows in all relevant fields which the cu rrent world demands from any physician with postgraduate degree. To respond to this p h i losoph ical bel ief, the College has launched the Training Course on Computer and I nternet. Our efforts will only be successfu l , if participants of the tra i n i n g p rogramme find this hand book u sefu l for their professional life.

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Professor T.I.M. Abdul lah-AI-Faruq Honorary Secretary

Bangladesh College of Physicians and Surgeons

N OTE F ROM T H E CONTR I B U TORS Computer and I nternet are the integral part of professional life of the physicians of this time. Medica l records are becoming computer based , diagnostic and monitoring devices work principally by applying computer technology and computer based decision su pport systems assist clin icians in their clin ical practice. Practical ly, computer appl ications have moved away from the administrative and personal use, and now are pervasive in the professional field. We have tried to prepare this handout focusing on the principles of computing and I nternet. As you use this handbook, you will learn simple principles and techn iques that will help you to accomplish your professional responsibilities more efficiently. This handbook and training might inspire you to make amazing creative leaps. You will find yourself more confident, updated and responsive; responding promptly, accurately and scientifically to the critical challenges related to med ical care, teaching and research. Please note that the contributors are not expert on computer or I nternet, essentially they have experience of using computer and Internet for their professional need . Consequently the handbook is principally written with the viewpoint of doctors, teachers and researchers and their professional requirements in mind, ignoring the detail technical explanation, which might create some barriers on understanding of the handbook. The contributors have taken care to ensure that the information provided in the handbook is in conformity to the most popular version of the application programs. However, participants/readers are advised to confirm that they are using the mentioned version of the software. Otherwise, it would be suitable for the readers to update their knowledge and skill by using Help menu of the newer version programs. You already know that BCPS is committed to train the postg raduate doctors, who will build the n ew frontiers in medical science in Bangladesh. This i s generally expected that the fellows of the college will carry Banglad esh into the 21 st century, advancing the health of our people, community and beyond. If you enjoy the challenge of a nswering the unanswered q uestion , want to acquire the skills n ecessary to be a first-rate p hysician i n the 2 1 st Centu ry, and seek an e nvironment where you will be able to learn , apply and d isseminate the recent advances in med icine, we encourage you to start using computer and information technology.

AKA MSR KBS SY

S O M E H EALTH TIPS Repetitive Strain Injurr (RSI) Constant use of the keyboard or mouse can cause RSI. Take regular breaks wh ile working with com puter. You may use soft pad to rest your arms on. Avoid straining your eyes from monitor Don't work for long in a single sitting. Adjust brightness of monitor screen to best suit your eyes. Try to use LCD mon itor if possible. Mai ntain healthy posture Sit straight. Better use a com puter chair specially designed for computer work. Keep the monitor at eye level. The wrist should be placed straight as far as possible. Try to use footrest. Pause frequently and walk a bit around before resuming work.

Contents Physical components of Computer Physical Components of Computer

01

Software

10

Know your Keyboard

11

Operating system M icrosoft Windows XP

15

Major Parts of the Windows XP screen

16

Windows XP Start menu

20

Use of Mouse

22

Exiting Windows and Turn i ng off Computer

26

I ntroduction to Microsoft Word XP I ntroduction to Microsoft Word XP

29

Microsoft Word XP

31

Components of M icrosoft Word screen

32

Editing Basic

34

Working with File Menu

35

Adjusting Document Margins

38

Print Preview

39

Working with Edit Menu

40

Working with View Menu

45

Working with I nsert Menu

.47

Working with Format Menu

53

Working with Tools Menu

64

Working with Table Menu

71

I ntroduction to M icrosoft PowerPoint Microsoft PowerPoint

79

Customizing Presentation

84

Setting up Slide S how

94

Tips for Advanced User

1 03

Contents I ntroduction to M icrosoft Excel M icrosoft Excel

1 07

Creating a N ew Excel Spreadsheet

1 09

Managing Workbooks

110

D ifferent Views of an Excel Spreadsheet

114

Entering Data

115

Mod ifying Workbooks

117

Format Row and Column

1 21

Inserting Rows and Col u m ns into Spreadsheet

1 23

Inserting/Deleting/Renaming Worksheets

1 27

Sorting Data

1 29

Creating Pivot Tables

1 33

Performing Simple Calcu lations

1 37

Creating Simple Charts

1 40

Creating Password Protected Excel Spreadsheet

1 44

Introduction to Internet Background

1 49

Getting Online

1 51

Visiting Websites

1 52

Web Browsers

1 53

Buttons

1 54

Email

1 56

Searching Websites

1 60

Tips for Advanced Web Search

1 62

Search Engi nes

1 65

Searchable Medical Webpages

1 68

I ntroduction to PubM ed

1 71

I ntroduction to H I NARI

1 74

G lossary Glossary

1 76

Physical

Components of Computer

Physical Components of Computer

T H E P HYSICAL C O M P O N ENT OF COM P U T E R The physical components o f computer are collectively called hardware. These can be divided in three units : 1 . I n put unit 2. Output u n it 3 . System u nit

Input unit . I nput u n it is comprised of those devices that are used to provide instructions to computer. Example: Mouse, Keyboard , Scanner, etc.

Keyboard

Mouse

Scanner

O utput unit Output u n it is comprised of those devices that are used to view the output as a result of input g iven to the com puter. Example: Mon itor, Pri nter, etc.

Monitor Computer and I nternet

Printers 03

Physical Components of Computer

System unit The parts of comp uter t h roug h which i n structio n s are p rocessed and resu lts a re generated . The skeleton of the system u n it is M other Board . I t is a p ri nted circuit board o n fi ber g lass. It has got many sockets o r points to fix d ifferent com ponents. The m a i n com ponents of syste m u n it a re : C entral P rocess i n g u n it ( C P U ) , Storage u nit a n d M e m o ry u n it. T h e components of system u n it a re e ncased in a m eta l l i c o r plastic box popula rly known a s cas i ng . CPU CPU stands for Central Processing U n it. Its other name is processor. It is considered as the brain of the computer because whole of the processing is done here . Th ree major man ufacturers do marketing of processors, viz. Inte l , AMD and Motorola. The cu rrent I ntel processors are Intel Celeron, Intel Dual Core, I ntel Core 2 Duo, etc. The cu rrent A M D processors are AMD Athlon 64, AMD 64 FX, AMD Athlon X2 Dual Core, etc. The Apple Machintosh computers use motorola processor. Storage unit The i nformation in a computer remains stored in storage unit. The information may be any data or program. Storage units include: •

•

•

•

•

•

•

04

Hard d isk d rive (HDD) Floppy disk d rive (FDD) Zip d rive Pen d rive Compact disk d rive (CD ROM) or C D Write d rive DVD ROM or DVD write drive Tape d rive Computer and Internet

Physical Components of Computer A d rive is a computer device where information is saved. Every d rive has fixed space or capacity to store i nformation. I nformation can be text, i mage, audio or video. As we put i nformation in the d rive, the storage capacity is gradually occu pied until the whole disk capacity is filled up. We can delete or in other word remove some or all i nformation to make empty space for new i nformation. I nformation can be transferred from one type to other type of d rive.

How do we calculate storage capacity? The storage capacity of computer is measured in bits or bytes. The bigger u n its a re kilobyte , megabyte , g igabyte , and terabytes. Computer represents everything by binary (two) d ig its: 0 and 1 . Each is called bit. 0 means off (there is no e lectricity in circuit) and 1 mean on (there is electricity in circuit). Each character which we type by key board is of 8 bits, where 0 and 1 can be in any combination and distribution. It means that there can be seven 0 and one 1 ; or seven 1 and one 0; or four 0 and four 1 ; or in other distribution to a total of eight. There arrangements can be in any combination. But, to represent a specific character say "A" the distribution and combination of 0 and 1 wil l be fixed and specific. 8 bits equals 1 byte. It means that any character occupies space of 1 byte. I n fact when we press a n y key from key board , say, paragraph key, space key, any character or number key, each key stroke will use 1 byte. To type a document, we use hundreds or thousands of key strokes. To ease measuring the space occupied in such situation , we use prefixes like kilo, mega, giga or tera just like we use while measuring weight or length. Here is the summary of the conversion system : = 1 byte

8 bits

=

1 KB (kilobyte)

1 024 KB

=

1 M B (megabyte)

1 024 M B

= =

1 GB (gigabyte)

1 024 byte

1 024 GB

1 TR (terabytes)

Why 1 024 in stead of 1 000? Conventionally we use kilo in metric system. Kilo means 1 000. This is decimal system where base is 1 0 and it uses multiples of 1 0 as 1 0n . Example: 1 03 is 1 000. Com puter uses binary systam (for binary d igits 0 and 1 ) . Here base is 2 and uses multiples of 2n. Example: 2 1 0 is 2x2x2x2x2x2x2x2x2x2 = 1 024.

Computer and Internet

05

Physical Components of Computer

Hard Disk Drive (HDD) Hard d isk is a large storage device assembled in system unit. Usually this is the place where the operating system , application prog rams, ga mes , databases, etc. are stored. Hard d isk is much faster than other storage devices. Hard disk also holds much more data than other storage devices. Storage capacity of hard disk drive varies between 20 GB to 400 GB. Floppy Disk Drive Floppy disk is portable and low cost storage device usually of size of 3 .5 inches. Its capacity is limited ( 1 .44 MB) but it is convenient to transfer small sized file, such as, resume, letter, articles, small g raphics,

7

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etc. To write on a floppy disk or read data on it, a com puter should have a floppy disk d rive. Just a few years back, one floppy disk drive was must for every computer. But, currently avai lability of cheaper high capacity memory sticks (pen d rive) is replacing the need for floppy disk drive .

Zip d rive Zip d rives are l ike floppy disk d rives. Capacity of zip d isk (1 20 MB) is about 1 00 times of floppy d isk. Before emergence of pen d rive, zip disks were the sol ution for transferri ng high volume data. But, wider availability of pen d rives no longer justifies that there should be zip disks or zip d rives. Pen d rive Pen d rives are memory sticks with clips like pen . This can be kept in pocket on used as locket. Capacity of pen can be many hu ndred times of zip d isk (256 M B to 4GB). This can be read or written through u niversal serial bus (USB) ports which are common i n all computers for connecting various devices. Compact disk d rive (CD ROM) or CD Write drive I DVD ROM or DVD write drive Most computers are now supplied with a CD (Compact D isk) d rive or a DVD d rive. These d rives are used to Read/Write data on CD or DVD. The CD/DVD d rive which can only read data from is cal led 'CD-R or DVD-R d rive. There are CD or DVD d rives which can both read and write data on CD. These are called 'CD-RW d rive' or 'DVD-RW drive'. 06

Computer and I nternet

Physical Components of Computer CD or DVD is a circu lar thi n plastic disk of 4 . 5 inches diameter with h u g e storage capacity. Storage capacity of CD is 750 MB. Its data life is claimed to be over 1 00 years if used with care. The DVD has at least 4 times storage capacity (2GB) than C D . The CD or DVD d iscs are only one time writable or re-writable. All DVD ROM/Write d rive can read both DVD and CD. There are some COMBO d rives. They can read both CD and DVD but can write only to CD.

Tape drive Tape drive is a device which al lows tape to insert in a computer. The tape is the storage device. The tapes are like video tapes and can store huge capacity of data.

Memory un its There are two types of memory units: ROM ( Read only memory) and RAM ( Random access memory). When we add a device to a computer, the information about the device is added with computer memory. The information about the device is written on the ch i p of the device itself from which the computer reads and adds to its list. U nless the computer components are changed , this information can not be changed . Thus, this informatioh is permanently written in the computer memory which can only be read. This memory is called RO M . The i nformation in ROM is stored in B I OS (basic input output system) of mother board. RAM is another type of memory. It is a virtual and tem porary storage device which carries i nformation between storage un it and CPU. During our work i n computer, the information i s temporarily stored in RAM a n d output is sh.own o n mon itor. When we save information, i t is saved in the permanent storage device, viz. , in hard disk or pen d rive. If we don't save and turn off the computer, the i nformation is erased and we can not retrieve it any more. The larger is the size of RAM , the faster is the processing power of computer. RAM is available in 64 MB or 1 28MB or 256 MB or 1 GB or 2GB module and can be fixed with the mother board . The minimum . req uirement of RAM to run Windows XP operating system in a computer is 1 28 M B . Computer and Internet

07

Physical Components of Computer

Mother board For a Pentium a processor, a latest or near latest Pentium mother board should be purchased which has plug and play (PnP) capabil ity. PnP means it will qu ickly recognize any new hardware fixed with the mother board . Mother boards have buses to hold RAM and certain Cards. Cards are also printed circuit boards fixed to mother board perpendicularly in the buses. Display cards (for viewing object on monitor) or internal modem card (for telephone commun ication) are exam ples of computer cards. The modern mother boards come with built in display and sound cards. However, add itional cards for display and sound en hance the display and sound q uality. Mother board fixes the key board controller, HOD, FDD, CD-ROM and their control lers, processor, d ifferent cards, registers, CMOS battery, etc. Buses are data com municating device . Also long flat data cables are used to communicate data between HOD, FDD, CD-ROM, etc. with mother board . Casing The mother board and all the components which are fixed with it are encased in a metal lic or plastic jacket or casing. The whole system is called system un it. The casing has a power supply u n it with many i nternal output cables which are used to supply power to all mother board components separately. The cu rrent casing model is based on ATX power supply system . The front of the casing has Power switch, Reset button (to restart computer without interru pti ng power supply), Disk activity light, USB ports, Audio jacks, etc. The rear panel has Power in and out sockets, Serial port for mouse (COM port), Mon itor port, Parallel port for printer (LPT), Key board port, USB ports, Fan housing, etc. The rear panel also has several screw-fixed small metallic bars. Any or all of them may be removed to make an opening in the rear panel so that an i nternal card may be connected with an out side cable. Such an opening is called slot. Fixing a computer A computer system typically has a system un it (put in casing), a monitor, a key board , a mouse , a set of speakers, a pri nter, etc. These un its need to be connected with cables. Fortunately each end of any cable is u n iq uely designed and matches with no more than only one port or socket. This allows any lay user to fix the cables with their right parts easily and without any mistake. Select a suitable location for the computer in your room and place all components comfortably. Try to connect the cables where they exactly fit. You wil l need to fix one end of each of the computer and pri nter power cables to wall outlet. When you will find no end of any cable u nfixed , you may safely assume that you r computer has been perfectly connected . 08

Computer and Internet

Physical Components of Computer

Cards Video Card or display card To enhance display qual ity of monitor, you can buy additional video card to fix to the bus of the mother board . Usually all mother boards come with in bu ilt video card with a port to attach mon itor cable with it. If you don't do any high end g raph ical or video works, you usually don't need to buy extra video card . Sound Card To enhance sound qual ity of mon itor, you can buy additional sound card to fix to the bus of the mother board . Usually all mother boards come with in built sound card with jacks to attach speaker and microphone. If you don't use high end audio files, you usually don't need to buy extra sound card . Printers Printer can vary from dot matrix to laser printer. For crisp and low cost printing a low cost laser pri nter would always be the best choice. For a extremely low cost pri nter for very infrequent printing job as home job, an i n kjet color printer would be ideal . But, its printing cost is high and ink dries u p on time. There are now smart photo pri nters which use inkj et or thermal printing technology. For low cost form printing, dot matrix printer can be an alternative choice. In a big office, color laser printer may be an option. In a network environment, one printer can serve all users if the printer is connected to the computer network. To save paper cost, one may choose automatic d u plex printer which can print on both sides of paper in the same printing session. Although most printers come with abi lity for manual d u plex pri nti ng, this is not convenient for the user. To print drawi ngs or banners on large paper or PVC sheet, an office can thi n k of buying a plotter.

Laser printer Computer and I nternet

Inkjet printer 09

Physical Components of Computer

SOFTWARE A com puter needs some knowledge to work properly. The knowledge is given in specific forms of data which are called Software or Programs. Software are nothing but some typing characters stored in ROM , hard d isk, CO, floppy disk, and temporarily i n RAM , etc. Software can be compared with information stored in brain or in an audio or video cassette. In these cases, the brain and the audio or video cassette may be regarded as hardware. Not all information or data stored in computer are software. For example, the data for this book in computer are simply information or data. Software or Programs are also information, but these are capable of doing some specific jobs in computer. For example, to type this book, we will need word processing software. Software or programs are of two types: Operating system and Application programs.

Operating system (05) It is a program or software which helps in running the co m puter and communicating data between its different parts. Without operating system , a computer or any appl ication program can not run . Examples of OS are Windows XP, Windows Vista, Windows 2003 Server, U N IX, L l N UX, etc. When you start your computer, the operating system is loaded automatically. Application program Application program helps to do some specific jobs with com puter. For exam ple, Microsoft Office 2007 which consists of a g roup of programs, such as, Word 2007 (for word processing), Excel 2007 (for spreadsheet), Access 2007 (for database), PowerPoint 2007 (for presentation), Outlook 2007 for personal diary and communication . SPSS is for data analysis in a research project. Internet Explorer is for browsing I nternet. Adobe Photoshop is for d rawi ng a nd image editing.

10

Computer

and Internet

Physical Components of Computer

KNOW YOUR KEYBOARD !

•

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The keyboard is a rectangular p iece of i nput device. It has many keys to press for inserting type characters or giving commands to computer.

The keys are organized in different sections Escape key: The top and most left key is <Esc> key. Function keys: I n the same row, there are 1 2 function keys (F1 -F1 2). Character keys: Behind the function keys, there is a big chunk of many keys. These are mainly keys or character keys and some special keys. Cursor movement keys: To the right side of character keys, are two sets of keys, used mainly for cu rsor movement. N umerical keys: To the extreme right of the key board is the n umeric key pad which is convenient to work with numerical data. Key board control keys: On the top of cursor movement and n u mber keys are , <Scroll lock> and keys.

Fu nctions of the specific keys First row <Esc>

To cancel previous com mand or to exit any appl ication.

Function of each key is program specific.

Copies image of the computer monitor in computer memory for further processing.

Locks n u meric keys.

Typing keys:

Mostly used for typing purpose, such as, alphabets, nu meric characters or stop signs. Alphabet keys give both lower and u pper case characters. To get u pper case, hold down the <shift> key and press the desired alphabet key. Then, release both . Alternately press and then the desired keys. Certa i n keys have 2 rows of characters. To get upper characters, hold down <shift> key and press that key. To get lower character, press only that key without pressing <sh ift key>

Computer and I nternet

11

Physical Components of Computer

Special keys

Moves cursor to specified distance.

Locks the alphabets to upper case.

<Shift>

Holding down <shift> key and pressing other key gives upper case or upper row characters.

Resu lts in specified fu n ction if p ressed in conj u n ction of other key for specified fu n ction.

Same as key.

Activates Start button of Windows.

<Space bar>

Gives space between words or characters.

<Enter>

Starts new paragraph in document. I ndicates OK or permission for executing any command.

Cursor movement keys < Home>

Moves cursor to beg i nning of line.

<End>

Moves cursor to end of l ine.

<Page Up>

Moves cursor one page up.

<Page down>

Moves cursor one page down.

M oves cursor by one character left or right or by one line up or down .

Deleti ng keys

Deletes characters towards left side of cursor.

Deletes characters towards right side of cu rsor.

< I nsert>

Types over the character where the cursor remains.

12

Computer and Internet

Operating System Microsoft

Windows XP

Operating System

M IC ROSOFT WIN DOWS XP Windows XP is an operating system. As the name suggests, it will help you to operate you r computer. It is very much user-friend ly, which works with easily understood g raph ical i nterface and animation. Windows, as the name suggests , al low multiple working areas (windows) on the same screen (computer mon itor). You will not need to remember technical scientific terms or commands. The com mands will be presented on the computer monitor i n g raphical image. You will just choose them to work with computer.

STARTING YOUR COM PUTER This lesson will tell you how to tu rn ON your computer. To l earn it, first ensure that your computer and monitor are connected . The power cables are connected to the wall power sou rce and the main power switch is tu rned on. 1.

Turn ON your monitor Find the Power switch of your monitor. Press this button to turn the Monitor ON. Note: The power switch may be already turn&d on. If so, the monitor will show a g reen light, if both computer and monitor remain tu rned on. If only mon itor is turned on, it will show brown light.

2.

Turn ON your computer Press the power switch of your computer. Windows XP will be automatically started.

3.

Log on procedure Press ++ to initiate the log on procedure. Afterwards, the Windows Log On d ialog box will appear.

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Enter your user n a m e a n d password a n d click o n OK or press <Enter>

Computer and Internet

15

Operating System

MAJ O R PARTS OF TH E WI N DOWS XP S C R E E N

Desktop The screen that appear on the mon itor after starting of the Windows. You can modify the theme of the Desktop and/or the Backg round by right clicking on the Desktop to look it differently. You can also add shortcuts to you r favorite programs, documents and printers, which will be d isplayed on the Desktop. Icons The icons are the designated pictures shown on the desktop screen . Each icon represents a separate option, site or prog ram , which can be opened d i rectly. They allow you to view and run various programs. My Documents My documents is a folder usually appear on the top of the screen, which provides a b u i lt-in and preferred p lace to store files and documents you create on your com puter. My Computer My computer provides you the opportun ity to see every d rives, files and folders. Double-click the My Computer icon on the d esktop will allow you to browse throughout you r all files and folders. My Network Places My N etwork Places icon wil l only appear on your desktop, when you are on a network. By dou ble-clicking on My Network Places icon, you can browse to other computers on the network. While you are connected with I nternet, the My Network Places icon will be on your desktop, since the I nternet is actually a network too. 16

Computer and Internet

Operating System

Recycle Bin The Recycle Bin keeps all the files you delete from your computer. You can retrieve files you have accidentally deleted by utilizing the Recycle Bin. You also can create additional disk space by empting the Recycle Bin.

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Taskbar General ly, the taskbar appears at the bottom of you r screen. It contains the Start button on the left that is used to start you r programs. While you open a program , document, o r window, a n icon for that program appears o n the taskbar. Fro m this, you will always remain aware about the programs, which are cu rrently run n ing. This also provides you scope to easily change between the m . Start Button This button gives you the scope to quickly open different programs and documents of your computer. The Start button can also be utilized to find files as well as to change the settings for Windows XP. Quick Launch Toolbar The Quick launch Toolbar provides you q u ick access to your most frequently used applications.

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My Computer Window All main aspects related to configuration and access to the computer resources, like the hard d isk, CD Drive, Removable Disk, Floppy Diskette , User Docu ments etc. are d isplayed with i n the My Computer icon. Double-click o n My Computer I con on the desktop, My Com puter will be opened and a new screen will appear o n the desktop, which is called 'My Computer Window'. Please note that My Computer I co n is also displayed on the Taskbar as every opened window is added to the taskbar.

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Computer and I nternet

17

Operating System

The Title Bar The Title Bar is displayed on the top of the windows of al most all program, folder and dialog box. The Bar provides information like the name of the appl ication/ folder and the document you a re looking on.

The Scroll Bars Whenever a window is opened two scroll bars may be displayed , of which one a long the bottom and the other on the right side of the window. The scroll bars al lows moving to any position within a document. 1.

To scroll u pwards in a window, click on the u pwards-poi nting arrow at the top or the vertical scroll bar.

2.

To move downwards in a wi ndow, click on the downwards-poi nti ng arrow at the bottom of the vertical scroll bar.

3.

To move to the right-hand side of a window, click on the right-hand arrow on the horizontal scroll bar.

4.

To move t o t h e left-hand side o f a window, click on t h e left-hand arrow on the horizontal scroll bar.

5.

Cl ick on the scroll box and d rag the small shaded box up and down the vertical scroll bar.

18

Computer and Internet

Operating System

Maximize, Minim ize, Restore and Close Buttons To m i n i m ize, maximize, restore or close a window, click the appropriate button i n t h e u pper-right corner o f t h e window:

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1 . C lick to minimize the window to a taskbar button . To restore the minimized window to its previous size, click its taskbar button 2.

Click

lifl

to maximize the window so it covers the fu l l screen.

3 . After maximizing a window click 4. Click

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to restore the window to its previous size.

to close the wi ndow.

Command Icons

Command icons appear on toolbars that are usually located along the top of the window in most appl ications. Command icons offer a shortcut to many commonly performed actions.

Windows XP Interface

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1 . Click the Start button 2.

If the Start menu kept open, the items in the Windows XP Start Menu are displayed.

Computer and I nternet

19

Operating System

WINDOWS XP START MENU Internet Explorer Opens the common I nternet browser to visit web sites. E-mail Opens you r e-mail software (Outlook or Eudora) to send or receive mails. Recently Used Programs Provides you quick access to the programs those you use frequently. If a program doesn't appear here you will have to look under All Programs.

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All P rograms: Provides you access to all the programs that are installed on your computer. You may have to pass through several submenus to find the program you are looking for.

My Documents Provides you a convenient location to save your files. My Recent Docu ments Open fi les you have recently worked on. My Pictures Provides a conven ient location to save photos and pictures My Music Provides a convenient location to save Music fi les.

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Computer and Internet

Operating System

My Computer Accesses the d rives, folders and fi les on your computer. My Computer is located on the Windows Desktop. My Network Place Accesses the drives, folders, and pri nters on the n etwork. I n p revious versions of Windows, My N etwork Places was located on the Windows Desktop. Control Panel Opens the Windows Control Panel to locate various programs needed to see and change your window setti ngs. Printers and Faxes Shows i nstal led pri nters and fax machi nes and options to add a new one. Help and Support P rovides help on how to use Windows. Search Finds a file or folder on your computer using keywords . Run Runs a program .

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Log Off You can log off from Windows so that another user can log on to you r com puter.

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Computer and I nternet

21

Operating System

USE OF MOUSE A mouse has normally two buttons, but newer one may have add itional scroll option at the center. The left mouse button is the main button, used for clicking and double-cl icking, and is used in most of the works with Windows. Right-click brings up a shortcut menu that lists everything you can do to the object.

Cl ick (or Left Cl ick) Pressing left mouse button once is called Left-Click or only Cl ick. The mouse makes a clicking noise whenever you press and release one of its buttons, hence the name cl icking . Double Click Pressing the left mouse button twice, instantaneously, is called Double C lick. Right Click Pressing right mouse button once is called Right-Click. Using the Mouse: Pointing, Clicking and Double Clicking 1.

Keep you r hand on the top of the mouse such that your index finger is on the left mouse button and middle fi nger on right mouse button. Move the mouse and look at the arrow (also cal led the cursor or pointer) moves across the screen. The arrow follows the mouse as you move it on the mouse pad. To point to something, simply place the mouse poi nter over it by moving the mouse. Point to the objects i n order to click or double-click them .

2.

Move the mouse poi nter t o place the t i p o f the pointer over the Start button. Leave the poi nter there for a few seconds. After some seconds, a message "Click here to begin" appears on the button .

3.

Move the pointer over the Start button and then click the left mouse button. The Windows XP menu pops-up.

4. To close the start men u , Move the poi nter anywhere outside the Windows XP Start menu and cl ick the left mouse button . Double-cl icking means pressing a n d releasing the mouse button twice i n rapid succession. You will usually open an object, such as a fi le, folder, or program by double-cl icking. 5 . Position your poi nter over the Recycle Bin icon and dou ble-click it with you r left mouse button. Note: A lot of people have problems the first time they try double-clicking. If your double-click doesn't seem to work, it's probably because you've either not holding the mouse steady while you are double-clicking fast enough .

6. 22

Close the Recycle Bin window by clicking its Close button. Computer a n d I nternet

Operating System

Click and Double Click Click when you want to

Double-click when you want to

Select something Open a menu

Open a fi le

P ress a Button

Open a folder Display the properties or setting for an object (in certain prog rams).

Drag and Drop Drag and Drop normally used to move icons on the d esktop or some short ways to perform some fu nctions. To Move an Icon on the Desktop

1.

Move the mouse pointer over the icon and click it.

2.

While keeping left mouse button pressed, move the mouse over the mouse pad . (Note that a copy of icon is moved with the pointer. )

3.

Release the left mouse button where you want to place the icon. (The icon will be moved to the new location where you released the mouse button . )

Computer and I nternet

23

Operating System

Using the Mouse: Dragging and Dropping 1.

Click the Start button

2.

Point to the word A l l Programs. (The Al l Programs menu pops out to the right)

3.

Point to the word Games. (Another men u, the Games menu, pops out)

4.

Click the word Solitaire. (The Solitaire program opens)

5.

A game of Solitaire helps to practice dragging and dropping the cards. Even if you do not know how to play Solitaire, you can still practice your dragging and dropping. Simply point to a card , click and hold down the mouse button and move the cards around the screen . Release the mouse button to drop the card .

6.

When you've finished playing, click the Close button located in the top right corner of the Solitaire program to exit the program.

Using the Mouse: Right-clicking If you are uncertain about what you can do with an object, point to it and click it with the right mouse button. A shortcut menu will appear with a list of commands related to the object or area you right-clicked.

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Practice 1 If you recogn ize that the clock displayed on the far right side of the taskbar is ten minutes faster, by right clicking the clock you can display the clock's properties. 1.

Move the pointer over the Clock, located on the right bottom of the Windows Taskbar, and click the right mouse button. (A shortcut menu appears, with commands related to the Windows clock.)

24

Computer and I nternet

Operating System Note: one of the commands listed on the shortcut menu is Adjust Date/Time. You can select this menu item if you want to adjust the date and/or time.

2.

Cl ick anywhere outside the Clock shortcut menu with the left mouse button to close the menu without selecting anything.

Practice 2 1.

Double-click the My Computer icon. (The My Computer window opens, displaying the contents of your computer.) If you want to see how much space is left on your computer's local disk, Right click the Local disk (C:) icon to get this information .

2.

Right-click the local disk (C:) icon . (A shortcut menu appears, with a l ist of commands related to the local disk.)

3.

Cl ick the Properties option on the shortcut menu with the Left mouse button. (A dialog box appears, showing a graph with how much space is left on your hard drive.)

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Computer and I nternet

25

Operating System

EXITING WINDOWS AND TURNING OFF YOUR COMPUTER When you have finished using your computer, you need to shut down Windows before you turn your computer off. Shutting down gives Windows a chance of tidy up after itself, saving information in the computer's memory, cleaning up temporary files, and verifying that you've saved any changes you made to any files you worked on.

Save all your work and exit all your programs. Saving any files you have been working on is the most im portant step of all when you shut down your computer. 1 . Cl ick the Start button (The Start menu appears) 2.

Cl ick the Turn Off Computer option from the Start menu (The Turn Off Computer dialog box appears.)

3.

Cl ick the Turn Off option (The computer's hard drive hums as Windows cleans up and shuts itself down .)

4.

Turn your computer and monitor off.

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Stand by Stand By is used if you are going to leave your computer on, but want to conserve as much energy as possible while you are away. After you retu rn , your computer is in its original running state; you will be able to pick up exactly where you left off. (Make sure you have saved everything you were working on , first.) Turn Off Use this option if you want to turn your computer off. It saves your Windows settings and saves any information stored in memory to the local disk. (i.e. hard disk). Restart Restart saves any Windows settings and restarts your computer. Use this option if Windows or your Windows-based programs start running improperly. You often have to restart your computer after installing new software. Log Off This option closes all your programs and windows desktop, preparing your computer to be used by someone else. 26

Computer and Internet

Introduction to Microsoft WORD XP

Introduction to Microsoft Word XP

I NTRO D U CTION TO M IC ROSOFT WORD XP

Microsoft Word XP, the most widely used application software that is used to create, edit and format text documents. Microsoft Word XP is being used everyday to create documents such as letters, reports, newsletters and many more. Microsoft Word XP, the word processing software has many formatting features to make documents look aesthetically good and professionally appropriate. You can change the font and size of head ings, change the color of characters' or organize text into columns. While printing, you need to have a color printer to get a color output of any color characters. Otherwise, characters will be printed as black or gray. M icrosoft Word XP g ives you the scope to incorporate g raphical images of many types into you r docu ment. You can improve a docu ment by adding a border along one o r more edges of a page o r a round a g raph i cal i mage. C l i p Art, the com monly used collection of g raph ical image, which is included with M icrosoft Word XP. Clip A rt collections can hold several thousand images, which can be categorized in diffe rent g ro u p . After i nserting any g raph ical image into a document, you can resize it, move it and adjust it's colors. Microsoft Word XP provides options to describe the size of paper on which to print, as well as the margins i n different sides of the paper. M icrosoft Word XP can routinely readjust the text to fit it within the new paper size. If you type text contin uously to extend beyond the right marg i n of the page, Microsoft Word XP automatically arrange the text at the beginning of the next line. This Word wrap option allows you to type words in a paragraph persistently without pressing the ENTER key at the end of each line. While you type text more than the d isplay area on the screen, the u pper part of the document moves u pward. Because of the size of screen, you can view only a portion of a document on the screen at a time. Scrolling is the process of moving d ifferent portions of tne document on the screen i nto view. The main advantage of M icrosoft Word XP is the opportun ity for you to easily change the text you a l ready have written . You can insert, delete or rearrange words, sentences, paragraphs or entire sections. You can use the Find or Search feature to locate all occurrences of a particular character, word , or p h rase. This feature has additional options l i ke replace, which al lows you to substitute existing characters or words with n ew ones. You can use this feature of Microsoft Word XP to locate the word 'vacation' and replace it with the word , 'holiday'. Computer and Internet

29

Introduction to Microsoft Word XP Microsoft Word XP has a feature AutoCorrect, which automatically corrects errors and makes word substitutions as you type text. To expand that list, you need to give entry of your preferred abbreviation and the phrase to replace in the AutoCorrect option. For example, if you type abbreviation 'BCPS', you like the Microsoft Word XP to replace this abbreviation with the phrase, 'Bangladesh College of Physicians & Surgeons.' To evaluate the spelling of ind ividual words, sections of a document or the entire document, you can use a spelling checker. The spelling checker compares the words in the document to an electronic dictionary. Therefore, you need to add names like companies, streets, cities and ind ividuals to that dictionary, so that the software can check the spelling of those words as well. Headers and footers can be inserted into a word processing document. Header is the text you like to see at the top of each page and footer is the text you like at the bottom of each page. Page numbers, as well as author's name, report titles or dates are examples of items freq uently used as headers and footers. In addition to these basic featu res, Microsoft Word XP provides numerous additional features. e.g. Auto Format, Grammar Checker, Tables, Templates, Thesaurus, Tracking Changes/Comments, Voice Recognition, Word Count etc.

30

Computer and I nternet

I ntroduction to Microsoft Word XP

M I C ROSOFT WORD XP 1.

Click the Start button on Windows Taskbar.

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2. Start menu will popup (Containing a list of programs . ) 3 . Move your mouse poi nter o n List t o All Programs. 4. Cl ick on Microsoft Word. (Microsoft Word program screen will appear. ) �....... .- ��. 0 __ _

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31

Introduction to Microsoft Word XP

COMPONENTS OF MICROSOFT WORD SCREEN

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Title Bar: The title bar appears at the top of all Windows programs. It displays the name of the program currently being used . i . e . , the name of the document you are working on and Microsoft Word . Menu Bar: Displays a list of menus, wh ich are used to give com mands to M icrosoft Word. Cl icking on a menu name displays a list of commands. For example, clicking the Tools menu will display d ifferent tools e.g. S pell-Check, Thesaurus etc. Standard tool bar: Contain shortcut buttons for com monly used com mands. The standard toolbar contains buttons for the Microsoft Word commands you use the most, such as savi ng, open ing, and printing documents. 32

Computer and I nternet

I ntroduction to Microsoft Word XP

Formatting tool bar: Displays left and right paragraph and document margins and tab stops. Ru ler: Displays ruler to measure width and height of the page. Task pane: Lists commands that are relevant to the tasks you are doing in M icrosoft Word . You can hide the task pane by closing the button in the upper right corner of the task pane. View buttons: Appear on the left-hand side of the horizontal scroll bar and are used to d isplay documents in several different views: normal, onl ine layout, print layout and outline. Scroll Bar: There are two scroll bars, vertical and horizontal. You can use them to view and move around you r document. The position of the scroll box indicates where you are in the document. For example, if the scroll box is near the top of the scroll bar you are at the beginning of a document. Status Bar: Displays various i mportant information, such as the total n u mber of pages in a document, which one you are currently working on, and the position of the insertion poi nt. Document wi ndow: The space where you type in the text and work on your docu ments. You can keep more than one document window open at a time, which al lows you to work simultaneously on several docu ments.

Computer and I nternet

33

Introduction to Microsoft Word XP

E D ITI N G BAS I C Insertion Point The blinking vertical l i ne i n the window is the i nsertion point. Any text typed will appear to the left of the insertion point. Whenever you move the mouse the poi nter moves on screen. The pointer can appear in several manners. Four of the most common are discussed here. •

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When the pointer moves over the page, it looks l i ke an I -beam . The insertion point will be placed to the l eft of the I-beam cursor when you click the mouse button. When the pointer moves over the Menu bar or the tool bars, it takes the shape of an arrow pointing up and to the left. If you click the mouse button once over a button or menu option, that option will be selected. When you keep the pointer over specific formatting areas of the tool bar, the following icons will appear u nder the cursor: align left, align right, center, left i ndent, left text wrap a nd right text wrap. Text will be formatted according to the corresponding icon . When the pointer is moved beyond the left marg i n of the text on the page, it takes the shape of an arrow pointing up and to the right. Cl icking the mouse button at this point will select that line of text. You can also double click to select the entire paragraph .

Typing Features At the beginning of you r work with any document, you should be aware about some functions i n Microsoft Word , which make writi ng easier. Word Wrap: M icrosoft Word wraps text at the end of each line and continues on the next line; you do not have to press the [Enter] o r [Return] keys. Delete Character: The [Backspace] key will move the cursor to the left one space at a time, eliminate text or space. The [Delete] key will move the cursor to the right one space at a time, eliminate text or space. Arrow Keys : The arrow keys move the cursor up or down one line at a time and left or right one space at a time. The arrow keys do not delete; they allow you to position the cursor exactly where you want it. This is especially helpful if you have to add someth ing to you r document. 34

Computer a nd I nternet

I ntroduction to Microsoft Word XP

WORKIN G WITH F I LE M E N U Saving a file Type the following paragraph. .....

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Computer and I nternet

35

Introduction to Microsoft Word XP ....'"

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I ntroduction to Microsoft Word XP

SAVI NG T H E F I LE ON D I F F E RENT LOCATION You may want to save an existing docu ment with a different name, because it is usually easier and more efficient to create a document by modifying one that already exists, i nstead of having to retype a lot of information .

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Cl ick the File in the Menu Bar. (A l ist of items will d rop down ).

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Move you r mouse pointer on List to Save As Option. (Look for Save As Option i n File Menu. A Dialog Box wil l appear).

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Computer a n d I nternet

37

Introduction to Microsoft Word XP

ADJUST ING DOCUMENT MARGINS Adjusting Document Margins: Dialog Box Option When adjusti ng the margins for entire document use the Page Setup d ialog box. BI.

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Computer and I nternet

Introduction to Microsoft Word XP

P R I N T PREVI EW The P rint P review feature is useful for viewing your document prior to printing. You can verify that the page breaks are okay and that there are not any extra pages in you r document. You can print d i rectly from the Print Preview screen. � YIOXX Microsoft Word ' Eie �� [risen �mat D New...

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From the File menu, select Print Preview. O R click Print Preview on the Standard tool bar.

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To return t o you r document, on t h e Print Preview tool bar, click Close Optional: To print from Print Preview, on the print P review toolbar, click P rint.

Computer and Internet

39

Introduction to Microsoft Word XP

WORKI NG WITH EDIT M E N U Copy and Paste To develop any text, you need to have cut, copy and paste features. While you cut or copy you r text it will be saved in a Clipboard . To paste any of the cut or copied text, you m ust use the paste option or select the text from the Clipboard . Copied text is not removed from its original position ; a dupl icate copy of the selected text is placed on the Clipboard . Up to 24 items can be copied and saved onto the Clipboard. VIOXX

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To copy the text, from the Edit menu, select Copy. OR From the Standard tool bar, click Copy button. OR Press [Ctrl]+[C] . (A copy of the selected text wi l l be placed on the Cli pboard).

3.

U s e t h e mouse or arrow keys t o place the cursor where you would like to insert the copied text.

4.

To paste the text, from the Edit men u , select Paste. OR From the Standard toolbar, click the Paste button OR P ress [Ctrl] + [V]. OR From the Clipboard task pane, click the item you want to paste.

40

Computer and Internet

I ntroduction to Microsoft Word XP

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From the Edit m e n u , select Cut.

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OR Press [Ctrl)+[X). (The text will be removed from your document and temporarily stored on the clipboard). 3.

Use the mouse or arrow keys to place the cursor in the location where you would like to move the text.

Computer and I nternet

41

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U ndo and Redo You may make m istakes using word . You m ight accidentally cut someth ing you didn't really mean to cut or replace. Word has a brilliant feature named U ndo, which just u ndoes any mistakes and actions. I n add ition, U ndo and Redo allows you to experiment with your documents by making changes, and then undoing them if you d ecide you do not like the changes. Undo u ndoes the changes while Redo cancels the undo and bri ngs back what before using Undo. 1 . From the Edit menu, select U ndo. 2. The Undo menu option will read Undo Typing or Undo Formatting, or U ndo X (Where X represents your last action). 3 . From the Edit menu, select Redo. OR From the Standard toolbar, Click the arrow next t o the Redo button . I f text was accidentally deleted or if there was some type o f editing m istake , you may be able to reverse the last action using the U ndo command . If you r last action cannot be reversed , the option will read Cannot Undo.

Find and Replace Find and replace al lows you search for any string of text (a letter, several letter, a word or a phrase) and replace chosen instances or all of instances of that string with another string . EJle

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Introduction to Microsoft Word XP 1 . From the Edit menu, click on Replace option. (A Replace dialog box will appear). Find and Replace FlI1lI

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In the Find What box, enter the text to find.

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I n the Replace With box, enter the text you want to replace the found text with.

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Start the Replace operation by clicking the Replace button. The first time you click the Replace button, it will find the next instance of the text in the Find What box with the contents of the Replace With box and then find the next instance of the Find What text.

5.

The Replace All button will replace all instances of the text in the Find What box with the text in the Replace With box.

6.

When you have finished your Replace operation , Cl ick the Cancel button.

7.

A Message Box appears showing how much replacements are made.

44

Computer and I nternet

Introduction to Microsoft Word XP

WORKI NG WITH VIEW M E N U Changing The View � � .... l�_�_J � ,,,,.. � ttoII> :::: a: IiiiJ 0 u.-ol ,.,.. . ! t;_ . ll . ., l v . :f-.."-.. c, . ". .--, . '" . . ....,. . . •-:. . -,. . ..,.. , �Ol, 2OOoij l234S

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Cl ick the View Menu on the Menu bar. (A l ist of items will pop down).

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Move your mouse pointer on List to Print Layout. (Look for Print Layout).

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Click on Print Layout. (Microsoft Work screen will be changed to a page look.)

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Cl ick View on the menu bar. (A l ist of items will pop down).

5.

Move your mouse pointer in List to Zoom.

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Cl ick on Zoom. (Zoom Dialog Box screen will appear).

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Cl ick on Page Width and then Cl ick OK.

Using Headers and Footers Headers and footers are a good way to identify your document. You can add information such as the title of the document, author, date printed , chapter/section title, or page n umbers. Headers appear at the top of the page, and footers appear at the bottom of the page. When you are working with headers and footers, you will see the Header and Footer tool bar. 1 . From the view menu, select Header and Footer (The Header and Footer toolbar will appear). !g FyR Screen z.oom. . .

Computer and I nternet

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I f necessary, switch between the header and footer.

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Type the desired text and click the icons to add the date, time and page number.

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When you are ready to return to the document, click close. (The Header and Footer tool bar will disappear).

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�Iose 46

Computer and Internet

Introduction to Microsoft Word XP

WORKIN G WITH I N S E RT M E N U Inserting Page Break Microsoft Word XP has two types of page breaks. One is natural page break, which occur when the information has filled an entire page and needs to flow on to the next. Natural pages breaks will appear as a dotted line. The other one is forced page breaks occur when the user inserts a hard page break. These are indicated by a dotted l ine with the words Page Break in the middle of the li ne. 1.

Place your insertion point where you want the new page to begin.

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Select Page break.

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Click OK.

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Place your insertion point where you want the new page to begin.

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Press [Ctrl]+[Enter]

Computer and Internet

47

I ntroduction to Microsoft Word XP

Inserting Symbols Use the Symbol dialog box to locate symbols, characters from the other languages, arrows, and other characters . Symbols inserted into documents can then be formatted like letters or numbers .

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Select the Symbols tab

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Select the appropriate symbol.

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Click Insert. (The symbol appears in your document and the Cancel button changes to the Close button.

5.

To close the Symbol dialog box, click Close

48

Computer and I nternet

I ntroduction to Microsoft Word XP

In serting Picture A picture is worth a thousand words. However, sometimes when you are developing documents you do not have the time to create custom graphics or pictures. This is when Clip Art comes in handy. This collection of drawings, pictures, and graphics includes pieces of Clip Art for any creation . After you choose the source of your Clip Art, find ing the appropriate piece is easy. The Clip Art Gallery can be searched using keywords or you can browse through Clip Art grouped into categories (e.g. Animals, Building, Food). BCP S Computer a Internet literacy Manual Microsoft Word

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1 . From the Insert menu, select Picture and from sub-menu, select Clip Art. (The I nsert Clip Art task pane appears). 2.

In the Search text box, type keywords related to the Clip Art you desire.

3. Click Search

Inserting Clip Art: File Option 1. 2.

From the I nsert menu, select Picture and from sub-men u, select from file (The Insert picture dialog box appears.) In the Insert Picture dialog box, using the Look in pull-down menu, navigate to the appropriate drive and/or folder.

3.

Select the image to be inserted.

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Click Insert. (The image is inserted).

Computer and I nternet

49

I ntroduction to Microsoft Word XP

Insert a footnote or an endnote Microsoft Word automatically numbers footnotes and endnotes, depending on the type of number format you select. When you add, delete, or move notes that are automatical ly n u m bered , Word ren u m bers the footnote and endnote reference marks. 1 . In Print layout view, click where you want to insert the note reference mark . •

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3. Click Footnotes or Endnotes. By default, Microsoft Word places footnotes at the end of each page and endnotes at the end of the document. You can change the placement of footnotes and endnotes by making a selection in the Footnotes or Endnotes box. , aolnole dnd I "dnole

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Click Insert. Microsoft Word i nserts the note n u mber and places the insertion poi nt next to the note number.

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Type the note text.

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Scroll to you r place in the document a n d continue typing.

50

Computer and I nternet

I ntroduction to Microsoft Word XP

I nserting Word Art You can use Word Art to make display text more eyes catch ing. Word Art can be resized, moved and edited to fit your needs. Beps Computer 8:

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I n the Text box, type your text.

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51

I ntroduction to M icrosoft Word XP

Resizing WordArt Be careful when resizing text so that you do not distort the letters excessively, making them u n readable. Using side handles does not resize proportionally. To resize proportionally, hold down [Shift] while movi ng a corner handle or open box. 1 . Select the WordArt. (Sizing handles appear on the text box area.) 2. Place the pointer over one of the square handles.

(When the poi nter changes to a two-directional arrow, you can move the poi nter in any d i rection).

3 . Click and drag the border marker to the desired size. (A dotted outl ine appears i ndicating the new size). 4 . Release the mouse.

Moving WordArt If the WordArt you have created is n the wrong place, the i mage can be easily moved . 1 . Select the WordArt. 2. From the WordArt toolbar, click Text Wrapping and then select In Front of Text.

3. Place your pointer over a letter of your WordArt. 4. W h e n t h e poi n t e r t u rn s i n to a fou r- d i rection a l arrow, click a n d d ra g the WordArt to the desired location. 5 . Release the mouse.

Editing WordArt To change the spelling or word i ng of the WordArt you have created , use the WordArt toolbar. 1 . Select the appropriate piece of WordArt by clicking it once. (The WordArt toolbar appears) .

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Click Edit Text. (The Edit WordArt text d ialog box appears) .

3 . M ake t h e desired changes. 4. 52

Click OK. Computer and I nternet

Introduction to M icrosoft Word XP

ORKING WITH FORMAT M E N U Formatting Text Some rules to remember when formatting your text include the following: If you know what formatting options you want, you can enable them before you type. After you finish typing the section you can d isable them . 2.

W h e n formatti ng text that is already typed into the document, the fi rst step is to select it. Only selected text will take on the format that you are applying.

3.

Once the text is formatted, deselect the text by clicking away from the text or pressing an arrow key. Selected text is vul nerable and may be deleted or changed unintentionally.

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53

Introduction to Microsoft Word XP

Changing Color of your Text 1 . Select your text 2.

Click on Font Color option i n the Formatting Bar, t o change your text color.

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Computer and I nternet

Introduction to Microsoft Word XP

Changing Font and Font Size Microsoft Word allows you to change the font or font size through the use of the Formatting toolbar or Font dialog box. The dialog box gives you more options for modifying your text and allows you to preview your text through the Preview box. 1 . Select the text you want to alter.

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I n the Font text box, type the font name. OR From t h e Font scroll box, select the desired font. I n t h e Size text box, type t h e desired size. OR From the size scroll box, select the desired size. In the Effects section, click to mark any desired additional font effects (e.g . , small caps, s uperscript, subscript). When finished, click OK.

Computer and I nternet

55

I ntroduction to Microsoft Word XP

Adjusting Paragraph Alignment Word paragraphs can be aligned with the left or right margin, centered between the two margins, or j ustified. Paragraph Dialog Box 1 . Select the paragraph(s) you want to adjust. : I

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From the Format menu, select Paragraph. (The Paragraph dialog box appears).

Paragraph Indents and Spacin9

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Select t h e I ndents a n d Spacing tab. 4. In the General section, from the Alignment pull-down list, select the desi red option. 5. Click OK.

Formatting Toolbar cile

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t:!elp

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1 . Select the paragraph (s) you want to adjust. Click the appropriate alignment b utton.

2.

56

Computer and I nternet

Introduction to Microsoft Word XP

Adjusting Line Spacing 1.

Place you r insertion point i n the paragraph.

2.

From the Format menu, select Paragraph (The Paragraph dialog box appears.)

3.

Select the Indents and Spaci ng tab.

Paragraph

i,ndents and Spacing

[1Jl8J

l une and e..!Il,Ie Breaks I

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v.-3

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4.

I n t h e Spacing section, from t h e L i n e spacing pull-down list, make t h e desired selection.

Adjusting Paragraph Spacing Place your i nsertion point in the parag raph . 2.

From the Format menu, select Paragraph. (The paragraph dialog box appears.)

3. Select the I ndents and Spacing tab.

Spacing

!l.efore: Aft!l!:

r

10 pt 16 pt

::i:l

:fl

Line spacing:

I

Single

At:

3 II

Don't add space between paragraphs of the same style

:fl

I n the Spacing section, in the Before text box, type the amount of space (in points) that you want to appear before the paragraph . 5 . I n the After text box, type the amount of space (in points) that you want to appear after the paragraph . Computer a n d I nternet

57

I ntroduction to Microsoft Word XP

Working with I ndents: Paragraph Dialog Box Place you r insertion poi nt i n the paragraph you want to adjust. HINT: If you a re adj u sting more than one paragraph, select all the paragraphs you want.

1.

2.

From the Format men u , select Paragraph. (The paragraph dialog box appears).

3.

Select the I ndents and Spacing tab. Indentation left:

Bight:

10" 10"

::i:l ::B

;apecial: I(none) 3

B�:

II

::B

4.

I n the Indentation section , type t h e desired measurements (in i nches) i n the Left and Right text boxes.

5.

I f you want a different i ndent for the fi rst line, from the Special pull-down list, select First line or Hanging.

6.

If you selected a fi rst l i ne or hanging i ndent, in the By text box, type the amount of space for the indent (The amount of space is measured in inches).

7.

Click OK.

Using Bulleted Lists and Numbered Lists With Microsoft Word , you can make bulleted lists, n u mbered lists, or outlines. Adding Bullets: Formatting Toolbar When you are ready to add bulleted text to your docu ment, use the following steps: 1.

Place the insertion point where you want the bullets to begin .

2.

From the Formatting toolbar, click Bullets . NOTE: M icrosoft Word will i nsert you r first bullet and move the cursor a q uarter of a n inch t o t h e right, where you can begin typing text. If t h e text wraps, Word maintains the q uarter-inch indent. When you press [Enter], a nother bullet a p pears.

3. Type the text.

58

Computer and I nternet

Introduction to Microsoft Word XP

Add ing Bullets: Bullets & Numbering Dialog Box The Bullets and N u mbering dialog box can be used to add or remove bul lets and numbers, just as the Formatting toolbar can. However, the dialog box gives you many more options in modifyi ng the n umbers, bullets, and the spacing around the numbers and bul lets. Also, the Bul lets and N um bering dialog box gives you the option to customize your bullets or n umbers. :Ie

,at

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1.

Place the insertion point where you want the bul lets to begin.

2.

From the Format men u , select Bullets and N u mbering. (The Bullets and N umbering dialog box appears.)

Bullels dud Numbcrlne �ed

! t:l.umbered !

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Select the Bulleted tab.

4.

Select the bul let style you want.

5. Cl ick OK. 6, Type the text. 7. To end the list, after typing your last l ist item , press [Enter] twice. Compute r and I nternet

59

Introduction to Microsoft Word XP

Adding Numbering: Bullets and Numbering Dialog Box 1.

Place the insertion poi nt where you want the n u mbers to begin.

2.

From the Format men u , select Bullets a n d Numbering. (The bullets and n u mbering dialog box appears).

3.

Select the Numbered tab.

4.

Select the n u mbering style you want.

5.

Click OK.

6.

Enter the text.

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Creating Outline Numbered Lists with Dialog Box Option 1.

I n the Outline view, place the cursor where you want text to begin.

2.

Under the Format menu, select Bullets a n d Numbering. (The Bullets and N u m bering d ialog box appears).

3.

Select the O utline Numbered tab.

4.

Select the appropriate option.

5.

When you are satisfied with your outline option, click O K.

6.

Begin typing t h e appropriate text.

7 . T o move to t h e next level, press [Tab] M ake sure your cursor is next to or with in text to be moved.

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8 . To return to a previous leve l , press [Shift]+[Tab]. (Make sure your cursor is next to or with in text to be moved).

60

Computer

and I nternet

Introduction to Microsoft Word XP

Adding Borders Borders are one way that you can enhance the appearance of your table or text. Shading cells can help emphasize the. i nformation contai ned in it or differentiate headings from content.

Adding Borders: Tool bar Option I n order to use the toolbar option, the Tables and Borders toolbar must be displayed . To d isplay the Tables and Border tool bar From the View men u , select Toolbars and from sub menu, select Tables and Borders. (The Tables and Borders toolbar appears). To add a border by drawing 1 . O n the Tables and Borders toolbar, from the Line Style pull-down list, select a line style. (Your pointer changes to a penci l). 2.

From the Line Weight pull-down l ist, select a l i ne weight. I n your table, click individual cell borders or drag along borders to apply the new style. (The border will be applied).

To add a border using the BORDER button 1 . Click within or select the cel ls or select the text that you want to apply the border to. 2. On the Tables and Borders tool bar, from the Line Style pull-down list, select a

line style. (Your cursor changes to a pencil) . 3. From the Line Weight pull-down list, select a l i ne weight. 4 . Click the symbol of outside border. 5.

From the choices that appear, select the appropriate border placement. (The border wi ll be applied).

Computer and I nternet

61

,

I ntroduction to Microsoft Word XP

Add ing Borders: Dialog Box Option The Borders and Shading tabs in the Borders and Shading dialog box allow you to add borders ad shading to an i ndividual cell or the whole table or to text or to whole document.

To add borders 1.

Click within table or select the cells or select the text that you want to apply the border to. BCPS Computer

a Internet literacy Manua(

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From the Format m e n u , select Borders a n d Shading. (The Borders and Shading d ialog box appears).

Borders and Shading �orders Setting:

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Select the Borders tab. I n the Setting, Style, Color a n d Width sections, select the desired options. Click OK. Computer and I nternet

I ntroduction to Microsoft Word XP

Adding Page Borders The page Borders tabs in the Borders and Shading dialog box al low you to add simple and artistic borders to the whole document.

To add borders 1.

From the Format menu, select Borders and Shading.

2.

Select the Page borders tab.

Borders a nd Shading �ders

E.age Border

St:tle:

Setting:

� m � � �

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3.

I n the Setting, Style, Color and Width sections, select the desired options.

4.

To give an artistic look to docu ment, select the desired style from Art option.

5.

Click OK.

Computer and Internet

63

I ntroduction to Microsoft Word XP

WO RKI N G WITH TOO LS M E N U Worki ng with Spell Check M icrosoft word XP al lows you to modify Spell Check by adding or deleting words from the d ictionary. Adding or deleting words from the d ictionary can help Spell Check recogn ize or ignore words that would otherwise be noted as m isspelled. G rammar can be checked simultaneously with spell i ng by activating automatic spell check.

Activating Automatic Spell Check By default, Spell Check is automatically O N whenever M icrosoft Word is open. Spell Check may be turned off by setting the preferences. When this feature is off, Spell Check will not check through your document while you type. You can easily turn this feature on through the P references dialog box. You can also spell check a document after you are finished typing. Elle

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1.

From the Tools men u , select Spelling & G rammar tab.

2.

U nder Spel ling, select Check spelling a s you type.

3.

Click OK. (Misspelled words will appear with a red underline) . .

Correcting M isspelled Text When the dictionary recogn izes a word as misspelled , it wil l u nderline the word with a red wavy line. Microsoft Word allows you to correct you r misspelled text though the Quick menu or through a dialog box. Correcting Misspel led word(s) q uickly. Right click the m isspelled word and from the pop-up menu, select the appropriate Q uick menu option. 64

Computer and I nternet

Introduction to Microsoft Word XP

Quick Menu Option

Action

Spelling Suggestions (e.g.,UWEC, Use, Owe, Ewe, Awe)

the misspelled word

Ignore All

Tells Spell Check to ignore that word and every other

G ives word choices as spelling suggestions to correct

instance of that word.

Add to Dictionary AutoCorrect

Adds the words into the dictionary Shows a submenu that provides word choices to set the automatic correction of the misspelled word .

Language

Allows the misspelled word to be corrected according to the selected language .

Spelling

Opens the Spelling dialog box where you can make changes to the m isspelled word.

Correcting Misspelled Text: Dialog Box Option Using the d ialog box is a little m o re time cons u m i n g , but can give you more options for chang ing the misspelled word.

1 . From the Tools menu, select Spelling and Grammar

OR Click the

Spelling and G rammar

button

OR P ress

[F7]

(The Spelling and G rammar dialog box appears . )

2. Make t h e desire d selecti o n .

NOTE:

T h e optio n s f o r t h e dialog b o x include all the options for the

Quick

menu p l us the options described i n the fol lowi ng tab l e .

Computer a n d I nternet

65

Introduction to Microsoft Word XP 3. When it is finished, a dialog box appears. Click OK. Change

Changes the word to the selected suggestion.

Change All

Changes all identical m isspel lings to the selected suggestion

AutoCorrect

Changes the word in the current document and conti nues to make corrections in subsequent documents as you type them

Working with Grammar Check G rammar Check is a feature that checks for mistakes i n the grammar of a document. This is usefu l in preventing embarrassing mistakes. However, you should be aware that Grammar Check is not always correct. Spell ing can be checked simultaneously with grammar.

Activating Automatic Grammar Check G rammar check can work simultaneously to check for errors i n a document or it can be completed once you are fin ished with a document. 1 . Form the Tools menu, select Options (The options dialog box appears.) Options

Sea.rity User Information

IfIeW

I

SpeIing &. Granmar

General

I

I

CompatNty Ed�

I

I

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-------

r lab characters r �es r

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2.

3. 4.

66

01(

C...:eI

Select the Spelling & Grammar tab. Under G rammar, select Check g rammar as you type. Click OK Computer and Internet

I ntroduction to Microsoft Word XP

Correcting G rammar When G rammar C heck finds a s e ntence which appears to have i m proper grammar, it will u nderl ine the error with a green wavy l i n e . M icrosoft Word allows you to mod ify your error through the Quick menu or through a dialog box. If it is an error that does not have a clear solutio n , M icrosoft Word w i l l d isplay the grammatical rule which is being violated

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Spelling and Grammar: English (U.S.) Not in Dictionary�

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Cancel

Correcting G rammar: Quick Menu Option 1.

R i g ht c l i c k the g ra m m atical e rror a n d from the s u b m e n u , select the appropriate solution o r Ignore once.

Correcting G rammar: Dialog Box Option For more extensive editin g , it may be easier to use the d ialog box.

1.

From the

Tools

men u , select

Spelling and G rammar...

(The Spel l i ng a n d G rammar d i alog box appears. )

The options function identically t o those of the Qu ick m e n u with t h e addition of the

Ignore R u le

butto n , which i g n o res a l l the e rrors d u e to the cu rrent

gram matical rule displayed .

2.

Make des i red selection . (When G rammar Check is finished, a dialog box appears. )

3.

C l ick

OK.

Computer and I nternet

67

Introduction to Microsoft Word XP

Using the Thesaurus The Thesaurus can replace a word in your document with a more suitable word. 1.

Click on the word you want to replace with another word.

2.

Click on Tools. (The Tools menu wilf appear)

3.

Click on Languages. Cl ick on Thesaurus. (The Thesaurus dialog box appears.)

4. 5.

Click on the most appropriate meaning of the word in the area that displays words that share the mean ing you selected.

6.

Click on Replace to change the word in you r document with the word you selected.

7.

I n case, you do not want t o use a n y o f the words displayed in the Thesaurus dialog box, cl ick on Cancel to close the dialog box (The word you selected replaces the word in your document.)

About Word Count If you need to know how many words are in your docu ment, Microsoft Word can count them for you. Word can also tell you how many pages, paragraphs, and lines are in your docu ment, as well as the number of characters, either i ncluding or not including spaces. Use the Word Count Toolbar As you add or delete content, you don't have to click Word Count on the Tools menu each time you want a recou nt. I n stead, show the Word Count Toolbar, and click Recount to update the count any time you want. Count Footnotes and Endnotes You can include footnotes and endnotes in the count. If you want to count part of a document rather that the whole, M icrosoft Word can count the footnotes or endnotes that refer to the selected text. You can also select multiple sections of text to count at a time, and the sections do not have to be next to each other.

Count words Some of the content in this topic may not be applicable to some languages. 1.

On the Tools men u , click Word Count. (The results of everything Microsoft Word Counts are displayed in the Word Count dialog box.)

68

Computer and I nternet

I ntroduction to M icrosoft Word XP

11J[8J

Word Co u nt Statistics:

--------

Pages Words Characters (no spaces) Characters (with spaces) Paragraphs Lines

73

485

557 5

14

r Include [ootnotes and endnotes :ihow Toolbar

2.

Click Show Tool bar i f you want to recount a s you make revisions without reopening the dialog box.

3.

If you want to i nclude footnotes and endnotes in the count, select the Include footnotes and endnotes check box. •

•

If you count part of a document rather than the whole, Microsoft Word counts the footnotes or endnotes that refer to the selected text. M icrosoft Word recounts when you select or clear the check box. Notes:

•

If you display the Word

time, or press ALT+C.

Count

Toolbar, you can click

Recount

at any

You can also view the number of words and lines in a document by clicking Properties on the File men u , and then cl icking the Statistics tab.

AutoCorrect: Corrections & Replacements Selections made on the AutoCorrect tab designate corrections which wil l be made as you type. Use the options in this section of the AutoCorrect dialog box to set up automatic correction of capitalization errors and commonly misspel led words. You can also create special characters. Several options are preset with word, but you can delete and modify existi ng entries. This document discusses the options available and how to make changes.

Computer and I nternet

69

I ntroduction to Microsoft Word XP

Creating a Replacement Text Entry: Unformatted Text: If you frequently type the same phrase in many of your Word documents, you can create a replacement text entry for it and save keystrokes. From the Tools menu, select Autocorrect options.

1.

AuloCorrecl: English (U.S . , AutoText AutoCorrect

P

I

I

AutoFormat

I

? X

I I

Smart Tags

AutoFormat As You Type

S!!ow AutoCorrect Options buttons

P CQ.rrect TWo INitial CApitals P Capitalize first tetter of �enten(es

I

Exceptions, , .

P Capitalize First letter of table £,elts r Correct �yboard setting P Capitalize names of days P Correct accidental usage of cAPS �OCK key -P -Replace text as you type Replace:

Ibcps

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r Formatted text

IBangaldesh College of Physicians & Surgeonsl ·1

back because because because

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I

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Cancel

I

2.

Select the AutoCorrect tab

3.

I n t h e Replace text box, the keystrokes which w i l l b e replaced b y t h e text. Example: Type "UWEC."

4.

In the with text box, type the word(s) you want to use as replacement text. Example: Type "Un iversity of Wisconsin - Eau Claire."

5.

Click Add.

6.

Click O K.

70

Computer and I nternet

I ntroduction to Microsoft Word XP

WORKI N G WITH TAB L E M E N U Basics A table is composed of columns (vertical) and rows (horizontal). When a column and row meet, a cell is formed. For example, if you want to create a table to show course assignments and their due dates, information such as the course names might go in the top row. The information in the cells would represent the specific assignments (e.g. a research paper) due for a particular class on a particular date. Creating a Table When creati ng a table, some preliminary plan ning reduces the amount of time needed later to make the table look right. Sometimes even a simple sketch of one or two lines of the table can save a lot of time. Once you have an idea of what you want the finished table to look l i ke , you can begin creating it by using the Table Menu, the Toolbar, Existing Text, or the Drawing Button. Creating a Table with the Menu Place the insertion point where you want the table to appear . .

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1.

From the Table menu, select I nsert and from the sub men u , select Table. (The I nsert Table dialog box appears.)

2.

I n the Insert Table dialog box, type t h e nu mber o f columns and rows that you want for your table .

Optional : T o change the col u m n width: a. Select Fixed column width and type a val ue for the width b. To let the table expand as you type, select AutoFit to contents. c. To let the table expand or shrink along with the size of the window, select AutoFit to wi ndow. 3.

To create the table, click OK. (An empty table appears on your screen and you are ready to begin adding information to the table.)

NOTE: Your table will appear with boarders. Computer and Internet

71

I ntroduction to Microsoft Word XP

Creating a Table with the Toolbar 1.

Place the cursor where you want the table to appear.

2.

From the Standard tool bar, click Insert Table

3.

To indicate the s ize of you r table, select the appropriate d imensions. H INT: Drag across to select columns; drug down to select rows.

4.

When the correct size is selected, release the mouse button. NOTE: Your table will appear with borders.

Adding Information to the Table You can enter i nformation i nto the cells i n you r table by typing, just l i ke you add text to your docu ments. H owever, you will need to be able to move from cell to cell in your table i n order to place your i nformation appropriately. When you want to move to another cell in a table, use one of the following methods: a.

Press the Tab key

b.

Press an arrow key

c.

Use the mouse to click in the appropriate cel l .

ReSizing Table Elements As you create your table, M icrosoft Word may assign default dimensions to rows, col umns and cells, which may not suit your purposes. This document explains you how to resize various table elements. Adding and Deleting Rows and Col umns It is common to add or delete rows and columns to your table, especially if you do not know exactly what information you need , or if you want to add to the table once you get the basics downs. Adding Rows To add a row at the end of a table 1.

Place your cursor i n the last cell (last row, last col umn).

2.

Press Tab.

To add a row withi n the table 1 . Place your insertion point in a cell above or below where you want to add a row 2.

72

From the Table menu select Insert a n d then from the sub-men u, select Rows Above or Rows Below.

Computer and I nternet

I ntroduction to Microsoft Word XP

Deleting Rows 1 . Place your i nsertion point in the row to be deleted. 2.

From the Table menu, select Delete and then from the sub-menu, select Rows. (The row and all of its contents are deleted .)

Adding Columns To add a column at the end of the table 1 . Place your i nsertion point i n the last column 2.

From the Table menu, select Insert and from the sub-menu, select Columns

to the Right. To add a column within the table 1 . Place your i nsertion point to either side of where you want to i nsert a column 2.

From the Table menu, select Insert and from sub-men u , select Columns to the Left or Columns to the Right.

Deleting Columns 1 . Place your i nsertion point in the col umn to be deleted. 2.

From the Table men u , select Delete and from the sub-menu, select Columns

Adjusting Column and Row Sizes When a table is i n itially created, a l l col u mn s h ave equal col u m n widths. Depending on what you are doing, this may or may not be appropriate. If you do need to adjust col umn widths you may do so using the ruler or the Table P roperties dialog box avai lable from the Table menu.

Adjusting Column and Row Size: Ru ler Option To display the ruler • From the View menu, select Ruler. To adjust column width 1. Place the insertion poi nt withi n the column you want to adjust. :I. .

Computer and I nternet

73

I ntroduction to M icrosoft Word XP

Move Table Column Click and hold the table border that i s between the columns you want to adjust.

2.

OR Click the Move Table Column icon on the horizontal ruler (Your pOinter will turn i nto a double arrow) . 3.

Drag t h e table border or the Move Table Colu m n icon t o t h e desired location .

4.

Release the mouse.

To adjust row height When adjust row height with the ruler, only the row border you move will change size. You m ust be in P ri nt Layout view to adjust the row height from the ruler li ne. To access this view, from the View menu select Print Layout. 1.

P lace the insertion point with i n the table.

2.

Click and hold the table border that is between the appropriate rows.

3.

Drag the table border or the Adjust Table Row icon to the desired location.

4.

Release the mouse.

Adjust column and Row Size: Menu Option To adjust col umn width 1 . P lace the cursor within the colu m n you want to adjust. 2.

From t h e Table men u , select Table Properties.

3.

Select the Column tab.

4.

Select the Preferred width box and type the desired column width.

5 . Click OK

To adjust row height 1.

Place the i nsertion point with in the row that you want to change.

2.

From the Table men u , select Table Properties

3.

Select Row tab

4.

Select Specify height and type the desired row height

5.

From the Row height is pull-down l ist, select At least or Exactly.

6.

Click OK.

74

Computer and Internet

I ntroduction to Microsoft Word XP

Using the Sort Feature Sorting tables is a feature designed for sequenci ng lists (e .g.) experi ment sited, number grades, or a bibliography) . You can sort a table by up to three colu m ns, in either ascending or descending order. For example, you can sort a table of comm ittee members by last name then, with that sort, by first name. You can also sort numbers or dates. Sorting a Table Sorting elements of your table is useful for organizing your data, whether it is text numbers, or dates. You can also perform subsequent sorts on the data, i nitially sorting by one criterion then sorting by a second criterion within that sort. 1 . Select the rows you want to include i n the sort. 2 . From the Table men u , select Sort (The Sort dialog box appears.) Sorti ng List The Sort command can also be used in lists which are not in a formatted table. The same sorting options are provided. 1. 2.

Select the list you want to sort Follow steps as i n sorting a table.

3.

From the Sort by pul l-down list, select the first column you want to sort by.

NOTE: If your table has headings which you do not want to i nclude in the sort, in the My list has section, select Header row. 4.

From the Type pull-down l ist, select Text, Number, or Date.

5.

Select either Ascending o r Descending order.

Optional : To sort additional columns, from the Then by pull-down list, select the features you want.

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75

Introduction to Microsoft PowerPo i nt

I ntroduction to Microsoft PowerPoint

M I C ROSOFT POWE RPOINT Microsoft PowerPoint is a useful software prog ra m for q u ickly preparing presentation sl ides and giving on-line presentation through computer and multimedia projector. It eliminates need for preparing transpare ncy sheets or buying OPH pens to d raw on the transparency sheets. Presentation becomes colorful and attractive which can be given cinematic effect with animated texts, sound , pictures and videos. Even last min ute change is easily possible without any extra tension . Exact images of the slides made by PowerPoint can also be printed directly on transparency sheets to show by overhead projector. Alternately 35 mm sl ides can be prepared from PowerPoint slides.

Start PowerPoint From the Wi ndows XP desktop, click on Start button . The n , click on All Programs. Find the Microsoft Office from the l ist of Start Menu and click on it. Find M icrosoft PowerPoint and click on it.

Knowing the Microsoft PowerPoint window Look at the pictu re below. This is the first window of M icrosoft PowerPoint. Like the other Windows progra m , it has the sim ilar features, such as, Title bar, Menu, Tools bar and Status bar. On the center, you will see a blank slide to begin your slide making instantly. To the left of the blank slide, there is a pan called left pan showing a min iature of the main slide. It has two display options, viz. Outl ine and Slides. We will know more about these options later. On the right, there is a right pan to make available help options, to open an older presentation file or to create a new presentation file. Computer and Internet

79

I ntroduction to Microsoft PowerPoint Click on each of the menus, one by one, and see the command list u nder each menu. Below the Menu bar is the Tool bar. Move the mouse pointer across lower border of each of the tools, one by one, and see their functions, which will be displayed as temporary texts. Above the Status bar, there are view tools (Normal view, Slide Sorter view and Slide Show view) and Drawing tools. Use the mouse pointer similarly across lower border of each of the tools, one by one, and see their functions visible temporarily.

Start making slides 1 . The first blank sl ide that appears after opening the Microsoft PowerPoint is the Title slide. It shows to boxes. The upper one is the title box which shows "Click to add title". The lower box is the subtitle box, which shows "Click to add subtitle". 2.

Cl ick in the upper box and type title of you r presentation .

3.

Click in the lower box and type other information, such as, your name, affiliation, etc.

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Adding or Inserting a new slide 1.

Now you wil l want to add new slides. To add a new slide, click on the tool cal led "New Slide." A new blank slide will appear with layout different from Title slide. This layout is cal led text layout. You can change the layout of the slide, by clicking on any of the text layouts shown on the right pan.

2.

After choosing the text layout slide which is right for you , click in the title box and type the title of the slide. Then, click on the Text box which appears below the Title box and type the text for first paragraph. H it on the Enter key to go to the next paragraph and type the text for next paragraph. Each paragraph will appear as a bulleted list.

3 . Type texts for more paragraphs on the slide. 4.

When done, add another new slide by clicki ng on the New Slide tool and choosing the appropriate layout. Complete the new slide by inserting texts.

5.

Repeat the proced ure t o add and com plete more slides.

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Saving PowerPoint slides Cl ick on the Save button and save your slides following the same technique as in other Windows XP programs. Deleting a slide If you want to delete any slide, bring the slide in Normal view and click on Edit Menu and then on Delete slide. Computer and I nternet

81

Introduction to Microsoft PowerPoint

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Make a habit to frequently save PowerPoint fi le! It is recommended to frequently click on the Save button so that power fai l ure or other types of errors from computer or software do not trouble you from losing whole or part of your work.

Slide show 1.

Click on the Slide Show menu and then View Show. The presentation will turn to slide show mode. This is the view which you will present in front of your viewers. You can beg i n slide show mode by clicking on the "Slide show from the cu rrent slide" button at the lower left corner of the PowerPoint window. Pressing F5 button also begins slide show.

2.

To g o to the n ext slide, cl ick the left mouse button once . Repeat the process to go to the next slide and so on.

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Introduction to Microsoft PowerPoint 3.

Alternatively pressing the arrow keys of the key board gives better control o n sl ide navigation . Press the down arrow key ( l ) or right arrow key ( ) t o g o to next slide. Press the u p arrow key ( T ) o r left a rrow key (�) to go to previous slide. �

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When mouse is the only option for slide navigation, then clicking the right mouse button, provides some more controls that are occasionally needed . Click the right mouse button . A command l ist will appear. Click on the Next o r Previous to navigate t o next or previous slide. Click on Go to get t h e l ist o f all slides and to choose the desired slide.

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Ending the slide show and returning to Normal view 1.

D u ring the slide show, press the Escape key from key board to return to Normal view.

2.

Alternately right click t h e mouse button a n d click on E n d Show.

Closing the PowerPoint slides, reopening again and movi ng to the desired slide 1.

PowerPoint slides remain stacked in a PowerPoint file. Close and Exit the PowerPoint file as in other Windows XP file.

2.

Reopen t h e PowerPoi nt file as in other Windows XP file.

3.

U se the navigation procedure to move to the desired slide.

C omputer and I nternet

83

Introduction to Microsoft PowerPoint

C U STOM IZI N G PRESENTATION There are many ways in PowerPoint program to customize the presentation. These i nclude applying a design template; layout; changing font type , color, size and style; using background color; shading the text boxes with color; inserting shapes, word arts, 3-D effects or free rotation; changing size of text box and aligning text i n it; using text animation , slide transition , picture, sound or video clip, slide n u mber, date and time, footer, etc. The effects can be used on only one slide or on more than one slide. To apply the above effects, always work i n Normal view.

Applying design template 1 . Keeping any of the sl ides i n view, click on Format, then on Slide Design. 2. Slide templates will be viewed . 3. Choose one of the designs from templates 4 . Desig n will b e applied o n a l l slides '" Mlcrosofl POW{'rPolnt [prescntatJon11

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Applying slide layout 1.

Keeping the slide "on which you want to apply layout" in view, click on Format, then on Slide Layout.

2.

Slide layouts will b e viewed (Picture-7).

3.

C hoose the l ayout you want from p review of layouts

84

Computer and

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I ntroduction to Microsoft PowerPoint

Changing font type, color, size and style 1 . Cl ick on the text box to select it or select the text. 2. For changing the font type, choose the font type from the font selection tool. 3 . For chang ing the font color, choose the color from color palette.

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4 . For changing font size, choose the increase or decrease font size tool from the tool bar. 5. For changing font style, choose bold, italic, u nderline, shadow, strikethroug h , align ment, etc. tool from the tool bar. 6.

If these tools are not visible on tool bar or if you want to apply these changes from a single dialogue box, then click on Format, then on Font.

7. The Font dialogue box wil l be viewed . 8.

Make the change in the font dialogue box and click on OK.

Using background color 1 . Bring the slide in Normal view. 2. Click on Format. 3 . Click on Background. 4 . The Background Fill dialogue box will appear. Cl ick on the arrow on the right of the select color box.

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Computer and Internet

I 85

I ntroduction to Microsoft PowerPoint 5.

Cl ick on More Colors or o n F i l l Effects.

6.

Choose the Color or Fill Effect.

7.

C lick on OK .

8 . To apply the background color only on the slide . in view, click on Apply. To apply the background color on all slides, click on Apply to All.

Shading the text boxes with color 1 . Bring the slide i n Normal view. 2. Select the text box. 3.

Cl ick on the Fill Color tool to apply the color to the text box. To apply different color or color effect, click on arrow next to Fill Color Tool.

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Choose the Color or Fill Effect.

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Inserti ng shapes 1.

Bring the slide in Normal view.

2.

Select the shape from Shape tool palette.

3 . Position the mouse pointer on the slide where you want to begin the shape to d raw. 4. D rag towards the d i rection to which you want the shape enlarge. Release the mouse button.

86

Computer and I nternet

Introduction to Microsoft PowerPoint

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You may relocate, reshape or resize the shape using the Windows XP tech nique.

6 . You may apply Fill Color or Fill Effect on the shape. 7 . YOiJ may use multiple shapes, position one shape on another and play with colors to show your creativity.

Applyi ng 3-D effects or free rotation on shape 1 . Bring the slide in Normal view. 2. Select the shape. 3. Click on the 3-D style tool and choose the appropriate 3-D style .

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For free rotation of the shape or text box, select the shape or text box, click on the tool named Draw, click on Rotate or on Flip. Then click on Free Rotate. The shape will show handles for applying the rotation . Click on any handle and drag towards the direction for desired rotation. Release mouse button when done.

Computer and I nternet

87

I ntroduction to Microsoft PowerPoint

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Inserting Word Art 1.

Bring the slide i n Normal view.

2.

Click on Word Art tool.

3.

Select the Word Art style from the Word Art Gallery.

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Relocate and resize Word Art on the slide. Computer and Internet

I ntroduction to Microsoft PowerPoint

Changing size of text box and aligning text in it 1.

Select the text box.

2.

Find the handles (small empty circles on the outl ines of the text box).

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3 . Decide which handle to use to manipulate for resizing the text box. Move the mouse pointer over the handle u ntil it takes a double arrow ( " ) shape. 4.

Drag the handle towards the desired location .

5. To relocate the text box, move the mouse pointer over the outl i ne of the text box in between two successive handles u ntil it takes a plus (+) shape. 6.

Drag the text box to the desired location.

7.

For aligning texts within a text box, select the text box or position mouse cu rsor somewhere within the text. Click on the desired alignment tool .

Using text animation 1 . Bring the slide i n Normal view. 2 . Select the text box or shape. Or position the cursor anywhere i n t h e text box. 3.

Right click and choose Custom Animation. Or click on Slide Show menu and then on Custom Ani mation.

4 . Click on Add Effect. 5.

Choose any of the options like Entrance, Emphasis, Exit or Motion Path . These options determine the behavior of the texts of the slide on slide show. For applying motion path you will have to d raw outlines in the slide along which the text box will scroll in the slide d uring slide show. Try each option and see effect by clicking on Play button .

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89

Introduction to Microsoft PowerPoint .. +

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You can specify how to start text ani mation, direction and speed in the dialogue box for Add effect. You can further specify ani mation behavior by calling more effect options first by selecting the text box name in the dialogue box and then right cl icking and choosing the option.

Using slide transition 1.

B ring the slide i n Normal view.

2.

Click o n Slide Show men u .

3.

Click on Slide Transition.

4.

Choose the one you like from the Slide Transition library.

5. Click on Apply to All Slides if you want to apply similar transition to all slides .

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90

Computer and I nternet

I ntroduction to Microsoft PowerPoint

Inserting picture, sound clip or movies 1 . Bring the slide i n Normal view. 2 . Click on I nsert menu. 3 . C lick on Picture or on Movies and Sounds. � Eie � '!jeW � �_ Ioot; '3 tlffi _ """" D fEj: III a � t*Fbef

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Inserting diagram 1 . Bring the slide in Normal view. 2. Cl ick on Insert menu. 3 . Cl ick on Diagram . 4 . Choose a Diagram type and click on OK. 5. Edit the d iagram. ![] D

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I ntroduction to Microsoft PowerPoint

Inserting table 1 . B ring the slide in Normal view. 2 . Cl ick o n Insert men u . 3 . Cl ick o n Table. 4. Choose the n u mber of col umns and rows and click on OK. 5. Edit the table. @

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Inserting chart 1 . B ring the slide in Normal view. 2.

Cl ick on Insert menu.

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A chart will be displayed on the slide with a data table i n front of it. Replace the field names and data in the data table to display you r own field names and data in the chart. Click on the Chart Menu and choose different options to further customize your chart. Close the data table after fi nishing the chart.

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I nserting Slide number, Date and ti me, Footer in the slide 1.

Bring a slide i n Normal view.

2.

Cl ick o n Insert menu. Click o n Slide Number o r o n Date and Ti me.

3.

A "Header and Footer" dialogue box will appear.

4.

Check on the Date and Time check box. Choose either U pdate Automatically or Fixed . Type the Date and Time manually if you choose Fixed .

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Remember! Don't apply too many co lors, styles, a n i mations, transitions or effects. These will not make you smarter than others. Using those in excess causes d istraction of audience from the main theme. The standard is using plain background (may be white) and contrast color text. Limit an i mations to absol ute need . Emphasize where it is needed .

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I ntroduction to Microsoft PowerPoint

S ETTI N G U P S L I D E S H OW View show Bring the slide in Normal view. Click on Slide Show menu and then on View Show. The slides will be shown in Slide Show view. Use the navigation tools (mentioned earl ier) to navigate the slides.

Set Up Show B ring the slide i n Normal view. Click on Slide Show menu and then on Set U p Show. A d ialogue box will appear. The d ialogue box has several option s , viz. S how type, Show slides, Show options, Advance slides, M ultiple monitors, Pen color, Performance, etc. 1EI !'Io '"' Yi<W .- "'..... lI"'" iii<-;>;;"' t_ D ra; fi,1 Ii dll · "' · D � � i«""_..

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Try with d ifferent options and see by clicking on Slide ShowaView Show. "Show type" describes whether the slides will be presented by a speaker, or by an individual or at a kiosk. I n speaker mode, on Slide Show, the slides will be displayed in full screen with navigation to be controlled by speaker manually or automatical ly. I n individual mode, sl ides will be displayed in PowerPoint window mode with menus and scroll bar with navigation to be control led manually. In kiosk mode, presentation will run unattended in a booth or kiosk at a trade show or convention. Most controls can be made unavailable so that users can't make changes to the presentation. A self-running presentation can restart when it's finished . "Show slides" describe whether you want to show all slides or some selected slides in the presentation.

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Introduction to Microsoft PowerPoint "Show options" control looping of content and behavior of sound or a ni mation i n sl ides. If "Loop contin uously until Esc" is selected, the animated or sound content of slide will loop once a turn is fi nished u ntil the speaker presses the Esc key or navigate to next slide. If the sl ides contain sou nd or animation , the speaker may decide to omit playing sound or animation by selecting "Show without narration" or "Show without animation" option. "Advance slides" option applies control over slide navigation, either manually or each slide automatically after certain time. "Mu ltiple monitors" option allows using single or multiple mon itor(s) d uring a slide show. "Pen color" allows choosing color of pen which will be available d uring slide show to assist speaker for pointing specific content in the slide. "Performance" option enables applying control through hardware acceleration.

Rehearse Ti mings This com mand is used for practicing the speech with the help of PowerPoint presentation. Bring the Title slide in Normal view. Click on the Slide Show menu. Click on Rehearse Ti mings.

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Start dummy speech as you like to deliver it in the actual presentation. When one slide is completed, move on to next slide. Continue until end of all slides. At the end, PowerPoi nt will automatically show you the total time required for the presentation. You will be asked to opt for keeping the new slide timings. If you choose Yes, PowerPoint will show a Slide Sorter view displaying all slides in min iature view with time req uired for each of the slides. "Rehearse Timi ngs" helps to re-design the presentation beforehand to suit for the actual presentation time.

Computer and I nternet

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I ntroduction to Microsoft PowerPoint

Record Narration Record Narration allows you to adjust sound quality of the sound clip used in the slide. Bring the slide in Normal view. Click on Slide Show menu and then on Record Narration. A dialogue box will appear. Choose the different options in the dialogue box to use appropriate effect of sound in the slide. �

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Computer and I nternet

Introduction to Microsoft PowerPoint

Animation schemes This is a handy way to apply animations to slide (s ) in several or all sl ides quickly. Bring the slide in Normal view. Click on Slide Show menu and then on Animation Schemes. A list of animation schemes will appear on the right pan. Quickly navigate through the slides and select the animation type to apply effect on. Alternately, you may select on an animation scheme and click on Apply to All Sl ides.

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Slide transition Bring the slide in Normal view. Click on Slide Show menu and then on Slide Transition. See "using text animation" under Customizing Presentation for further help . .. � • +

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Hide slide I n some of your presentations, it may need to keep some slides h idden from the Slide Show. Then, during discussion, if need for further explanation arises, the speaker may call up the h idden slides. To hide a slide, bring the slide in Normal view and click on Slide Show and then on Hide slide. To un hide a hidden slide, do the same thing on the hidden slide, i.e. bring the slide in Normal view and then click on Sl ide Show and then on Hide slide. !fi!reft

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Custom Shows You may have hundreds of slides under one PowerPoint fi le. But, duration, audience, theme of the presentation may not be exactly same. Therefore, you may need to select only few sl ides for the specific presentation . Customs Shows al low this custom ization. Bring the sl ide in Normal view. Click on Slide Show, then on Custom Shows. In the dialpgue box, click on New. Give a name of the Custom Show. Select the slides for custom show. Order the selected slides. Click on OK when done. €I Colo �dit 't- ..-t �_ look sa,;\II � )'!ndooo t:iftI . � Md D t»: 5a Ci 1itJdl9. "<1 , IO Cl ffii 37"4 -�. tf \.x

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Outline view for quick editing of the slides Look at the left pan of the PowerPoint window. It has two Tabs. One is Outl ine and other is Slides. Click on the Outline Tab. The left pan will show all the slides in a top down series with only the texts of each slide. You can quickly edit the texts in outline view even by only keyboard and without using the mouse. fID tiII

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Computer and I nternet

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I ntroduction to Microsoft PowerPoint

Organizing slides in Slide Sorter view You may want to reorder your slides in different chronology. To do so, click on the Slide Sorter tool or click on View Menu and then on Slide Sorter. All the slides will be displayed in miniature forms. To reorder or relocate a slide, select a slide and drag to the desired location. You may also apply other menu commands of Slide Sorter view.

Printing PowerPoi nt slides You may want to print PowerPoint slides for your own reference or for distributing among your audience. To print the slides, first be sure that your printer is connected with computer and power line and setup. Then click on File menu and then on Print. Select the different print options, such as, Print range (all slides, current slide or a range of slides), Print what (slide, handout-how many slides per page, note pages or outline view), Color (Black & white, color or grayscale); No. of copies, Collate, Scale to fit paper, frame, etc. ' Pnnt N«ne:

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Further customizing printing with help of Page Set Up You may further customize your . printing by selecting desired Page Setup under File Menu and choosing different options in the Page Set Up dialogue box.

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Preparing for presentation Copy the PowerPoint file in a pen drive or in a CD using the regular Windows technique. Alternatively you can produce a smart CD by Clicking on File and then on Package for CD. Don't forget to rehearse several times before actual presentation .

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Carefully look into the slide designs, texts, and vocabulary to match your audience. Don't mess your slides with too many paragraphs, pictures, colors, animations or sound clips.

Showing slides before your audience It is always a good idea to preview the slides in actual environment. Take a copy (more is better) of your PowerPoint file in a pen drive or CD and reach to the presentation hall well ahead . Set up all items, viz. Com puter, projection equipment, screen , etc. Adjust lighting. Copy your PowerPoint file from your disk to the computer's hard disk. Run PowerPoint and open your file. Start Slide Show. Adjust light. View all slides. Make qu ick decision for any need for change and do it qu ickly before the program begins. Relax.

1 02

Computer and I nternet

I ntroduction to Microsoft PowerPoint

TIPS ADVA N C E D U S E R Rome was not built i n a day. But Rome was built beautifu lly day by day. I f you continue your effort you will be one of the PowerPoint gurus one day. One of the ways of mastering PowerPoint is to experiment with each of the Menus and each of the Commands under all Menus. If you use the sl ide designs which come pre-designed right from the PowerPoint software, people wi ll not think that you are smart enough. So, you can make your own slide design . It is a good idea to use as far as possible consistent designs in all slides of your presentation . The text layouts should also be consistent. To make your own slide design , make a little plan before start of making sl ide. Think of your audience and function. Imagine a right theme. Take help of a paper sheet to sketch your design and layout. Open PowerPoint with the Title slide i n front of you. Click o n View Menu and then o n Master. Choose Slide Master. Insert a new Title Master and a new Sl ide Master. Design each of those using your plan and imagination. Click on "Close Master View" when done to return to Normal view and prepare each slide. You can also custom design your handouts. Cl ick on View Menu, then on Master and then Handout.

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M IC ROSOFT EXC EL

I ntroduction Excel is a spreadsheet program that organizes and keeps track of data, which can be used to create charts, worksheets, and databases. Excel is frequently used for its abil ity to perform mathematical calculations with large volumes of data. It also produces graphs and charts at ease. This manual aims to help people of any experience level become fam iliar with working in Excel and to provide d i rection in employi ng some of Excel's more soph isticated features.

Getting started with Microsoft Excel a ) To open Excel from the BCPS computer l abs, click on the Start button in the lower-left corner of the screen and select PROG RAMS > MS O F F I C E > M I C ROSOFT EXC EL. You should see a screen that looks sim ilar to any of these:

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C REATIN G A N EW EXC E L S PREADS H E ET To create a n ew Excel Spreadsheet, go to < File > - < New> and u nder the < General > Tab, click on the <Workbook> icon. You wi ll then be faced with another spreadsheet alongside your existing one. The new spreadsheet will open u p in a new window to allow you to work alongside your old one.

Open an Existi ng Excel Spreadsheet To open an existing Excel spreadsheet, go to < File-Open > . Find the di rectory where your Excel spreadsheet has been stored. Click on it and click on Open. This will open your spreadsheet. The Excel Environment At the top of the window is a blue bar called the title bar. The title bar contains the name of the appl ication, Microsoft Excel , and the name of the workbook you are working in, which Excel automatically calls Book1 until you name it otherwise. A workbook is the file in which you work and store your data. The title bar also contains the mini mize button, the maximize/restore button , and the close button. The l argest portion of the screen is taken u p by a view of the worksheet area. Worksheets are used to list and analyze data. At the bottom left of the screen a re worksheet tabs that i ndicate the active worksheet. By default, new workbooks contai n three worksheets. At the bottom and right of the screen are scroll bars, which can be used to view parts of the worksheet that are off screen . Along the l eft and top of the worksheet area are row headings and column headings. Rows are denoted by numbers and columns are denoted by letters. The thick black rectangle ind icates the selected cell. A cell is the intersection of a row and a column. The selected cell's reference, A 1 , appears in the name box. The cell reference is composed of the colu m n letter fol lowed by the row number. To the right of the name box is the formula bar, which is where text and formulas are entered and edited for each cell. Below the title bar is the menu bar, containing lists of commands you us� to give Excel i nstructions. The standard tool bar resides below the menu bar, and contains buttons with images that correspond to some frequently-used menu commands. The formatting tool bar is usually located below or next to the standard toolbar.* It contains buttons that correspond to several commands for formatting cells. Computer and I nternet

1 09

Introduction to Microsoft Excel

MANAG I N G WORKBOOKS The most effective menu for managing your workbooks is the F I LE menu , u nder which you will find the following useful com mands: NEW - asks what type of new workbook you want to create OPEN - brings up a dialog box so you can select an already-existing workbook to work with C LOSE - closes the workbook you are cu rrently working in SAVE - saves cu rrent workbook u nder the name it has already been given** SAVE AS - brings u p a dialog box so you can enter a � Microsoft E xcel name and location for the workbook

PAG E S ET U P - allows you to adjust page settings, margins, the header and footer, titles, and other print options P R I NT AREA - sets the selected cells as the only area to be pri nted P R I NT PREVIEW - displays the workbook as it will appear on paper

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Saving an Excel Spreadsheet To save your Excel Spreadsheet, l i kewise MS Office XP, go to File - Save As . Find the di rectory where you want to save your Excel fi le. Name your file e.g. Budgets . Ensure that the Save as Type reads "Microsoft Excel Workbook (*.xls) . Press Save.

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Printing an Excel Spreadsheet To print your Excel Spreadsheet, go to File - Print. You can specify the print range "All" or from certain pages. You can also ask to print a selection, active sheet or the entire spreadsheet, which may be composed of multiple worksheets. By default, it will show "Active Sheet". Before pri nting, it is always advisable to check the print preview to ensure that you are printing correctly. Checking Print Preview prior to Printing

I n order to check the layout of print preview, go to File - Page Setup. You will see a screen as per the one shown below: 110

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I ntroduction to Microsoft Excel Print

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Introduction to M icrosoft Excel

Page Tab: •

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Header/Footer Tab: Specify ready made headers/footers Or Create you r own custom header/footer by clicking on Custom H eader or C ustom Footer. Screens shown below:

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I ntroduction to Microsoft Excel

D I F F E RE N T VIEWS O F AN EXCE L S PR EADSH E ET You can view an Excel Spreadsheet in one of 3 ways: Normal View � o:il> t"" :;..- «-t � t� £lIt.- � IitIl' �"'of" o � " !J a ra :", J. ttI, @ . <1 �-, . '&. x; · t; ll O�,00'10 . � _ · ·A - . • H'}>. 11 / (J ... ,. r,ij III % . �""." "'� _ . '!Io

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Page Break View - this is where you can specify your page breaks by clicking on the blue lines and d ragging them.

Full Screen View !l f� (oj!: � Pif' ...J1

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I ntroduction to Microsoft Excel

ENTERI N G DATA Cells can contain text, numerical values, formulas, or fu nctions. To enter data i nto a cell, select the cell by clicking on it, and begin typing. The text will appear i n the formula bar. When the entry is complete, press Enter. If the text does not fit i n the cel l , it will overlap if the adjacent cells are empty. If the adjacent cells are not empty, part of the entry remains covered, and the complete entry m ust be viewed from the formula bar. This can be resolved by resizing the col umn width. Text is automatically left aligned, whereas n umerical val ues are right aligned. (j !;ihl

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Few Basic Rules for Data Entry: • • •

You must select the cell where you want to make the data entry before you can make the entry in that cell. Any entry you make in a cell that already contains data replaces the original entry, Every data entry that you make in any cell must be completed with either pressing the enter key or clicking your mouse on another cell.

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115

I ntroduction to Microsoft Excel The <Edit> menu contains commands that you may find helpful when changing information in cells.

- reverses your last command or deletes typing - repeats you r last command, if possible - removes selected text and temporarily saves it on the clipboard

"idil »ew !nsert ltil.' t,... -- t:BPeat

F�rmat rrl

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cut.

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Ctrl+C

fii,

e.aste

Ctrl+V

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Ctrl+X

Office ClipQ.oard• • •

Paste speda!. • .

- ------

Qelete. . .

Move or Copy Sheet • . . �. . .

R!Pace . . .

§p To. . .

<Paste> - i nserts contents of cli p board at i nsertion point <Paste Special> - pastes the contents of clipboard in format you specify - see AutoFill, below - removes the specified data without placing it on the clipboard - removes selected data

Delete sheet

ft

- places a copy of selected text on the clipboard

Ctrl+F Ctrl+H Ctrl+G

- removes entire spreadsheet from the workbook <Move or Copy Sheet - moves/copies a n entire spreadsheet within a workbook - searches for text/formatting you specify

- fi nds and rep laces specified text/formatting AutoFi II: Excel can use i n itial values in a few cells to create a logical list of entries, like numbers followi ng a pattern, words (such as the days of the week), or alpha-numeric entries. For example, if you wanted to create a list of even n u mbers, enter "2" in one cell, "4" in the next cell, then select both cells. Click on the lower right-hand corner of the selection rectangle. The pointer will become a black cross. Drag for as long as you want your list. Excel wi ll fill i n the data it assumes you want. Another feature that may be helpful when working with data is Sort. Cells can have their values specifically sorted by selecting the group of cells to sort then choosing DATA > SORT. This feature can be used to put lists into alphabetical, chronological, or numerical order. 116

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Introduction to Microsoft Excel

M O D I FYI N G WORKBOOKS Excel allows you to alter the sizes and locations of rows, columns, and cells in a spreadsheet. You can also add, remove, and reorganize worksheets in your workbook to create an accommodating workbook.

Formatting Cell Values in a Spreadsheet You can format your cell val ues in many d ifferent ways of which the 3 options shown below are most commonly used: •

Format Cells Option

•

Format - Auto format option

•

Format Row & Col umn Height, Width, Auto fit, H ide, U n hide

a) Format Cells Option Go to Format - Cells on the top menu bar and you will see a d ialogue box which looks like this or select cell and click right button mouse and see the following: There are six d ifferent tabs, which can be used: •

N u m ber

•

Alignment

•

Border

•

•

•

db Cut � �opy

Font

.�

Patterns Protection

Fotmat Cells

ffl��'§�EJ 1

Alignment

�ategory:

!:aste Paste 2Pecial . . . Insert . . .

I

\lumber

:urrency o-ccounting )ate

Timp.:

ra

Font

I

(;�: Border

mPle

I

Patterns

J

..1..L�j

Protection

Clear C oo.tents

t:a Insert Comment

�

General format cells have no spedfic number format.

:;Iercentage =raction ;clentlflc Text 5pecial ::ustom

I;l..

OK

Computer and I nternet

Q.elete . . .

I

Eorm .:st Cells . . . Pier From List . . . Add �atch

th,·perlink. . .

Cancel

117

I ntroduction to Microsoft Excel

Number There are 1 2 different ways to format your number values, ranging from general to custom. By clicking on each section, it will give you the different formatting ways that are available under that option. An explanation of each section is given at the bottom of the d ialogue box. orrrat Cel l s

Number

I AITgnment J

(;;ategory: GEneral

�

font

I

=

Border

Patterns

I

r on

P�(entage f acti Scentlfic

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numbers:

Text

1234. 10

Spec;aI

(1234.10) ( 1234. 10)

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12

r b!se 1000 Separator C)

Tine

Protection

r Sample-----

Q.ecimal places:

Aa:ounting !Rte CLrrenC1

t

? x

L:J .:..I

Number [s used for general display of numbers. Cunency and Accounting ofFer' specialized formatting for monetary value . OK

Cancel

Alignment Specify the text align ment either horizontal or vertica l . You can also wrap the text ( used when the text is too big for the cell to handle), Shrink to fit or M erge cel ls (used when the text is spread across m ultiple cells).

Number

L�i�.6.�.�.�,U I

ment -

Text align

iorizontal�

font

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1 Border 1 Patterns J

!Gener.�l

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i,erticaf:

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e-Orientation ---

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� Qegrees

-

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118

Cancel

Computer and Internet

I ntroduction to Microsoft Excel

Font You can specify the font, font style, size and any other features of your cells using the font option . Format (ells

NUl1ber l

Alignment

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IRegular ,;.olor:

!Jnderline:

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Border

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Patterns

Sup�rscrlpt

Protection

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Automatic

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I

Size:

:::oJ rv f'!ormal font

AaBbCcYyZz

Sut!.script

This is a TrueType font, The same font will be used on both your printer anc your screen, OK

(ancel

Border You can create borders around your cells. Specify the line, the border you want to create and the colour of the border you would like. Format Cells Number Presets

Border

I

Alignment

I

iffJtft:!" Font

Border

I Patterns I

Protection

J

------- rLine'----...,.., rione

n Ol

Qutline

IT] CO

�tyle:

None

lr

------

Text

/

,;.olor:

ll7 a__3

The selected border style can be applied by cncrjng the presets, preview diagram 'or the buttons ,bove, OK

Computer and Internet

Cancel

119

I ntroduction to Microsoft Excel

Patterns You can specify colours to shade your cells in. Select the colour that you want the cell val ue to be i n .

Number

I

Afignment

CeU shading kolor:

I Font I

Border

Patterns

I Protection I

--_----� ------

No Color

• • • • • • ••• • • ••• Jji li D O •• 1i1D 0 0 0

•• •• •• •C 0

•• 00•••0 • • C• • • • •

OK

Cancel

Protection This option comes into effect when a password is applied to the spreadsheet. Fo�mat Cells ---Number

J

P backed r Hidden

Afignment

I

�

Font

�:..,

I

Border

1

Patterns

[��9.�'�'�.�.�.6J t

Locking cells or hiding forrtulas has no effect unless the worksheet is protected. Te protect the worksheet, choose

Protection from the Tools nenuJ and then choose Protect Sheet. A password is opticnal,

OK

1 20

Cancel

Computer and Internet

I ntroduction to Microsoft Excel

FORMAT ROW & COLU M N This option i s used when you want to format your row/column height, width or hide and un hide your row/columns. Choose from the Format Menu either of the following:

Row height :

Formatting Rows Height -

Autofit -

I

OK

specify your row height. Default is at 1 2.75

Cancel 1

Excel will autofit your row in line with your text that is there.

Hide -

Excel will hide the row in Excel . Click on the row to hide and go to Format Row Hide

Unhide - Excel will unhide the row i n Excel . Click on the row to unhide and go to Format - Row Un hide

Formatting Col umns Width/Standard Width -

specify you r width of your colu m n . Standard width

:Standard WIdth

=

8 .43

:;:, . �

�olumn width :

1

Cancel

_K _ · _.... C_ a_ 1 ---I _ nc _ e_ Io.-._O _

To find all cells that have conditional formatting (conditional format: A format, such as cell shading or font color, that Excel automatically applies to cells if a specified condition is true.), cl ick any cel l. To find cells that have conditional formatting settings identical to the settings of a specific cel l , click the specific cel l . Click Conditional formats. (ond.tronal Formatting Condltfm l

.:--3 lbetwee� Pr_of format to US!! when CIYlditlon is true:

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121

I ntroduction to Microsoft Excel

Format - Autoformat Option This option is used when you want to create a table format for your data in Excel. M any d ifferent layouts are avai lable to choose from.

East

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17

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Accounting 2

Jan Feb Mar Total - -- -- -7

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otal Jan_ F�fJ M.Jt T 7 6

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21 $ 60

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East $

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Computer

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I ntroduction to Microsoft Excel

I NS ERTI N G ROWS AN D C O L U M N S I NTO A S P READS H E ET _ _ _ oo . _ � ________ __ ��_ _ _ � _ m _ ' __ . __ e _ _ a,. � � _ _ �� _ .� _ v. � _ ____ __ __�

Inserting Rows into a Spreadsheet To insert a row i nto you r spreadsheet, highlight the row where you want you r new row to appear as per the diagram below: � Q';:. Yi'¢»J. t!*' �1'Cf n¥ � x. · ?i f� · l'l ,f3 1'>"',< - IJJ . .. ii-ll ID n 7" I ;4 1 ' iJiJt ... ¥ !)' · A.- .

Go to the I nsert Menu and click on the one you specified .

Computer and Internet

II ROWSIl .

A new row has been i nserted above

1 23

I ntroduction to Microsoft Excel

I N S E RTING COLU M N S I N TO A S P READS H E ET To i nsert a colu m n into your spreadsheet, highlight the col umn where you want your new column to appear as per the diagram below: � � it-t �- I'Xfs Qot � � \jofp �HlF O � W Itl . [l e·' � 1.b I! . <1 <'l . c-. • .. , · tl U �' C !Oh • 111 · 11 ·( v • • W . on , AZ .. ' �� •

��

.
I

.;.v.� f "' 'Sbedl.J.'fb#Zl�i �� _ ...

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Go to the I nsert Menu and click on "Columns". A new row has been inserted next to the one you specified. ,.x � r-< � IooII � � t!ot> �IV CI "" IiJ >J . Il e> ;; lQ I!I . v � . . . 'to ' · Ii il ;) i\ ,- . � . • .:a- . A. ' . . 10 • I J TI . m • � I "A ., • '.'If ':.J'

@ .:,.to

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1 24

Computer and I nternet

Introduction to Microsoft Excel

I nserting Pictures i nto a spreadsheet You can also add pictures to your spreadsheet th rough various mediums, which i nclude: •

Clip Art (fi nd clip art and click on insert)

•

From File

•

Auto shapes

•

Organisation C hart

To insert pictu res into your spreadsheet, go to the I nsert Menu and then choose any one of the options above. Example of Clip Art in a spreadsheet i!!) 1J!> tilt � � f'}llWt look �� '!':.""*"" � �!'[.flJ "" iol '!l l!t tl lS" .P!.\ III; - <'f ,, _ . , " - 11 11 » .0 "'" - 1'1J _ - 10 . D J U • • • m ,

III %

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J� thlt! �5 roUf x r..c

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Computer and I nternet

1 25

I ntroduction to Microsoft Excel

Inserting Comments in a spreadsheet The Comments option is normally used when you want to enter comments about a particular cell. To insert a comment into a cel l : a)

Go to the cell where you want the comment to appear

b)

Click on the I nsert Menu and click on Comment. A pop up box will appear as shown in the screen below. Enter your comment information in the box.

rw ) � �dIt ""'" ........, ,�_ 1"'" \.'Ill ' � l"" �,�� _ \01 \ ':' t .. .., • �i . '* � . � �. • � V I!l" 1'f

i

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To view your comment, point your mouse over the cell, which has the com ment. A little red triangle on the top right hand side of the cell indicates that the cell has a comment attached to it.

c)

ttl ,,*, � t'>W ""'" _ �,,,, """ . _ � � � O lll \Ot tJ ai).::· i lb l1 · -.;· ··.,· , � I - !l n .. (.l .e '''''' ' ' l� 11 .1 tl -.: • • m II " j \f .1 ·(Ii' ;; 0"

•

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The comments normally remain h idden u nless you however your mouse over the cell that contains the comment. 1 26

Computer and Internet

I ntroduction to Microsoft Excel

INSERTING/DELETING/RENAMING WORKSHEETS IN EXCEL Each spreadsheet in Excel is made u p of worksheets, which enables you to hold data i n different ways/formats . A standard spreadsheet i s m ade up of 3 worksheets. You can add/delete worksheets as appropri ate. They are also labelled as "Sheet 1 , Sheet 2 , Sheet 3", but you can also rename them. i It:. {... rwo �....,.! f!l'.... :0:_ �. �_ t iiUJ 'U 6 (1 !" J 'Q r. . -: .. . . • " �j!;- If I II .m l' "'Fl .;

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standard worksheet n u m bers

a) � .. !

To insert a new worksheet, go to the I nsert Menu and choose the worksheet option. A n ew worksheet will appear as per the screen below: 1loJ'.

'ii- I_ � l oo;il �. ":!i_ !)o� ..• . ' " t _ �I �j j\�IOO'" . t]) . .;�. � .m 1I 'Jf. . '.4 l':! ;;J ;J' . ... . 4, . .

O � g; !j ilf

"''''

j

Computer and Internet

1 27

Introduction to Microsoft Excel New worksheet b)

To delete a worksheet: go to Edit Menu and choose Delete Sheet. Your new sheet will be deleted.

c) To rename a worksheet: right click on the sheet name and choose the option to rename e.g. rename sheet 1 to a nalysis. It wi ll be h ighlighted and you can now change the name. Press Enter once you have changed the name: i� I:'f!t l(.e ....... jt"lWOt '?� � to�� . � ,,*boltl' n .. 1iI "l . G. " l � e · <, · � . - Id' t)
1 28

Computer and Internet

Introduction to Microsoft Excel

SORTI N G DATA The Data Sort option is used i n Excel , when you want to sort a group of data whether it be text or numbers. Example of unsorted table given below:

To sort for example by course title: a) Click on the Data Menu and Select Sort b) It will high light the columns in the spreadsheet that you want to sort automatically. c) You have a choice of sorting 3 ways in either an ascending or descending order. d) Excel has recog n ized that you h ave header rows ( i . e . titles in you r spreadsheet) and therefore uses that automatically to carry out the sorting. If you r data did not have titles, then it would use the "No header Row" and use the Column names i.e. Colu m n A, Col umn B to sort the data. e) To sort out course title in ascending order, select course title in you r fi rst sort and then press OK and see the following

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Computer and Internet

1 29

Introduction to Microsoft Excel � ,.. I""''' /IQ'_ I.... � !fP'.iM 1:1'1> �iV D 'il IiiI � . ll ::>' i � O ' -;� ., � , � F · tl. �: i) � lC1)'J1, ' .;f,I • . .. . fil/ lt " • • m • " # :4(j itt !;C _ . � . A. ' .

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The sorted data wil l look like the screen sh.own below:

1 30

Computer and I nternet

I ntroduction to Microsoft Excel

Filteri ng your Data in an Excel Spreadsheet The Filtering Data option in Excel is used when you want to work with a certain set of data. The best feature to use for filtering your data is called "Auto filter" which is available u nder Data -> Filter -> Auto Filter. Select the area that you want to fi lter and then use the Auto Filter option. When you have done this, you wil l see that Excel creates l ittle d rop down sections on each of your col u m ns as per the screen below: ! 'f} /!'

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At the top of the filter menu you will see 3 options: a) All - this displays all records with an entry in that field b)

Top 10 this displays only the records with the top 1 0 val ues or in the top 1 0 percent. Only to be used with colu m ns which have n umerical entries:

c)

Custom

-

this will open up the custom autofilter box where you can specify m u ltiple criteria for filte ri ng the l ist by e ither using the "AN D" or "OR" condition as well as the criteria using logical operators such as "is g reater than", "is less than" etc. -

Computer and I nternet

1 31

I ntroduction to M icrosoft Excel � ell "" � � � V:6 \IJC- � � �rd Ih' loI tl llt i'4 " ' 'l' l!1 . ' � f . �l il � ..h", · ta · liJ f iJ ' � !! 4! IJJ' Si 1i j ;6

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Along with this, you can also view information o n an i ndividual basis i n the screen shown below, we have chosen records, which have the no. of students is g reater than or equal to 1 3. :J � � t- � .� 1"" �!lUo :t:r- t'*' "",*-I'U" ." f . tl II tt'" ,,,. . 'II . " '" Ii' '" Iii � " " � !l- . ' '- . i " If i ii fll � '" 'J ., lI! 'l! � " - .:\. " !

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1 32

Computer and I nternet

I ntroduction to Microsoft Excel

C REATIN G P IVOT TAB LES Pivot Tables are used when you want to summarize your data in a specific format by using a variety of summary functions e.g. sum, count, average etc.

Step 1: Highlight the data that you want to create your pivot table for. !l �"

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Step 2: Go to the Data Menu and choose "Pivot Table and Pivot Chart" Report. This will open up the wizard menu as shown below: ��

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It will give you information on what data you want to analyze and ask you which type of pivot table you want to create - either a simple Pivot table or a Pivot Chart with a Pivot Table. Click on Next to continue to the next step: Computer and Internet

1 33

Introduction to Microsoft Excel Pivot Table and PivotChart Wizard - Step° 2'Of 3 Where is the data that you �vant to use? Bange:

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It will specify the range of data that you have highlighted automatically u nless you change it. Click on Next to continue. � �� "'... }"o< _, _ f_ 1» • � .. .w.. _,,, ".I . Oi#g�.� .l 1O.� ' ·" .. h Ii Ij) ..;s,,- . .. m • Jr<- � � : I) . ... . &I. • •

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Step 3: asks you where you want to put your pivot table - e ither in a new worksheet (recommended) or within the existing worksheet (for which you will need to specify a range) Cl ick on Layout to construct your Pivot Table: for example if we want to count the number of students, we have, drag the No. of students button to the area which says "DATA" and then depending on which view you would like, again drag the "Course name" section into either the Row or Column area as per the diagram below: Construct your Pf..otrable report by dfaggn.] the fil'!kI buttons on the right

.

x

to the diagram on the left.

� ROW

1 34

(OWNN

Isum of No. of 5tod� QATA

Computer and Internet

Introduction to Microsoft Excel

Ccmstruct '"lOlJr PlvoI:Tabie report by drawing the field i>.Jttoru ",the r")ht to the diagram on the left.

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pj·lOtTable field " ''''.:. Source fjeld:

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=um of �Jo of .:,tudent

Cancel

Summarize by:

t:!ide

Count i Average

�umber . . .

I Max 'Min IProduct

Qptions

»

(ount Nums

Excel will automatically default the pivot table wizard to summarise by count, but you can change it if you wish. Once you have set up your layout, click on OK. The Options menu in Step 3 has further options - formatting and data options: ..!l29

�_iE!' Format options: -:-:�--"""""""' -:--:: -:---;;:=::::;,:=;::==;--� PagE layout: loown,_ Then Over 3 f;1 �and totals for columns tiame:

P' Grand totals for rows P B,utoFotTOat table

r SUbtotal bidden page items

r Merge labels

W f.reserv6 forJreltting

Etelm per cokJmn;

r

rv

For error :tal.ues� show:

For empty �eUsJ show:

{i7 Repeat Item labels Qf1 each printed

r :-et print titles

Oata SOtJ(ce options;

Exte1"\al data options!

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P Mar1.: j or�5 ""'1, � Oa ts options .-.;.___ �.�_ � _ _ � _ _ =� "-_ .-.,._,,-�_ -,,� 17 SQve datil w.1th table layout

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r ::.a"'i" p.:")<: �rij r e�fCj�'I)und Q>

r 0!'·>tlinlZe rn:e>fIOt"Y OK

Cancel

1 35

Introduction to M icrosoft Excel Leave the options val ues as they are, u nless you would like to change them . Click on Finish to reveal the results of your Pivot Table: "'i JeIo (dt � � F-w""" i� � �..- ttol> �K:fI n ti'l � 'U . a. , .l � e · �-I ''') ' - 1 . « t · fl �i Il .it :cm;, o ij) . J lf / !l * . ,. m . � j ' .0. ' .

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See below the formatted table ii'J fIo- Edt :lew � � kW � � � �PC2f

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Computer and Internet

Introduction to Microsoft Excel

P E RFORM I N G S I M P L E CALCU LATIONS You can perform a variety of mathematical functions i n Excel ranging from simple calculations using the fu nctions of "sum, minimum, maxi m u m , average" to more complex functions e.g. "concatenate, vlookup) . There are 2 ways to perform simple calculations in Excel : a)

Either use the equals sign in front of the cell val ues and add the cell val ues u p i ndividual ly by highlighting them individually (e.g. =C4+C5)

b) Or use the "Sum/Average/M inimum/Maximum/Median functions. Example of Data, which needs Calculations: � ,. � O \o:il' W 'U

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We want to find the sum, average, minimum, maximum and median of the data.

Sum Fu nction "=sum(highlight the rows that you want to add together) and close brackets as per the screen below. ' . /iiI

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1 37

Introduction to Microsoft Excel

Average Function "=average (cell values) - highlight the cells that you want an average for as per the screen below and close brackets and press Enter to reveal your val ue. (,dr � lM«t 1w _ looio W:<* �' � M�rv 'il. 1;: . �� H . � .) . " II'l ' fJi (i} � J, iq. i'l': :¥' 0") . ;�' II' I � _ _ 11 I ll: O: \"K��IE � X " � �_�<;{ d2J

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M i nimum Function "=min (cell values) - high light the cells that you want an average for as per the screen below and close brackets and press E nter to reveal your value.

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1 38

Computer and I nternet

Introduction to M icrosoft Excel

Maxim u m Function "=max (cell valu es) - highlight the cells that you want an average for as per the screen below and close brackets and press Enter to reveal your val ue. �) Ele tll "",", � '(r\'MI 1Iff. 1,;<)I:4 � t'!>t> ;.;J«.",PU' '>1& :r • • �� .. � UJt; '-1 ".. � !>' � � t,\ . , "

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Median Function " = median (cell values) - h ighlight the cells that you want an average for as per the screen below and close brackets and press Enter to reveal your value. � tit � I .. /iii

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1 39

Introduction to Microsoft Excel

C REAT I N G S I M PLE C HARTS Charts are a good visual to use when you want tb present your data in a g raphic format for you r audience. This will be the data we wil l be using to create the chart. � f'" tdt � 1 .-t � 1"'* 0.&1::. � � AG7 � ;(f Q ... 1iI � !il lll :> t '" III · " � . . .. " . �j II U "" , .... . (j) . • lO • .$ J Uc • • • W ttl " I :J /:I �1J! ..... . {tIo . A,. - .

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Many different chart types are available ranging from columns to pyramid charts. To create a chart for your data:

Step 1 : Highlight the data that you want to create your chart for. Go to the Insert Menu and choose the "Chart" option . � tt- t.'" _ __ __ ...... .... .- '"' _ ...... ' � . fll.l fi '- · 1fJ . O " .Q t1 .�::- .t llll Cl · '::' ¢>, ">'I . � · 00 ' 11 t"- I' .!'!! II' iiI . )10 . )t " . ';.r:!JI! _", ' '\0 . 4, ' ,

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1 40

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Computer and I nternet

I ntroduction to Microsoft Excel You will see from step 1 of the wizard box, which opens up that you will get a range of charts to choose from. For the purpose of this chart, we will choose a clustered column chart. Click Next To continue.

Step 2: You will get a ready-made chart as per the one shown below. The data range option shows the chart it has created from the data you have specified. You can view the chart in either a columns series or a rows series. Click Next to continue; Columns Series View � too t..a • iii

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I ntroduction to Microsoft Excel

Step 3 - this is where you enter the title of your chart, the title of the chart, your X axis title (horizontal bar) and Y axis title (vertical bar).

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You can also choose to show the Gridlines or hide them using the "Gridlines" Tab. ::'� Q "tl

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1 42

Computer and I nternet

I ntroduction to Microsoft Excel

You can choose whether you want to choose the legend to appear on the chart (this is the colour coded labels created by Excel) for your data and decide where you want to place the information. The Data Labels and Data Table options are optional. Clicking the tick boxes will show the data values on your chart. Press Next to conti nue.

Step 4: The Wizard will ask you where you want to place your chart - either in a new worksheet or in the existing sheet. O � g � Q I} :" ."

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Click on the Finish button once you have specified where you want the chart to appear. ! "",""� tl tlo tl\ ".... � __ 1""' too. _ ..", C ;,;i' Ii! \1 . !l ':" 1 !ft>6 · (1 o") · ,· It. � · tl fi "..l ""'" - riJ. · ,. · . ' U .. . . rn . " . :l t! � 1t · � -a· . A

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Withi n the chart itself, when you click on any of the values, you can change it or use the C hart wizard, which appears automatically when the chart has been inserted to help you change any values. Computer and Internet

1 43

Introduction to Microsoft Excel

Creating Password Protected Excel Spreadsheets There may be a time when you n eed to password protect you r excel spreadsheets to allow only certain individuals to access. When you come to save your workbook, you can assign a password to protect your spreadsheet. Go to tools- > options- > Secu rity

View

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file encryption s.ttlngs flX this _!
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Macro security ---�----..,....-�--�-�Adjust the security level for tles that might coota\') macro v�uses Macro 2ecur�y. . . and specify name, of trusted macro deve!q,ers. .

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OK

1 44

Cancel

Computer and Internet

Introduction to Microsoft Excel Click on Ok once you have confirmed you r password. Now when you try to open your excel spreadsheet, it will ask you to enter you r password:

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Remember: Once you lose or forget your password , it cannot be recovered . It is advisable to keep a l ist of passwords in a safe place�

Computer and Internet

1 45

Introduction to Internet

I ntroduction to I nternet

BAC KG ROU N D

Early days of Computer The computers were initially individual machines; people were looki ng for the opportun ity to connect them. Every computer was alone and did not have the ability to communicate with other computers. I nformation stored in one, need to be carried physically from one computer to another. Networking of Computers I n early 1 960s, Defense M i nistry of the U nited States of America was worried about a n uclear war. They were anticipating that a n uclear attack would destroy important computers. Logically, they were looki ng for an alternative for their military to continue to control their m issiles and planes when vital computers would be blown. The scientists started experi menting with ways to con nect computers. By developing network between the computers, the mil itary scientists could ensure that no single computer was vital . They assured that if few computers were destroyed , others wou ld continue to work. In the early stage, only couple of computers was conn ected by using telephone lines. H owever, the benefits of netwo rking comp uters were soon real ized . The universities, scientists and libraries also started developing networks. With in few days, different networks were i nterl i n ked , c reati ng networks withi n n etworks. The b i rth of I nternet happened.

I nformation Overflow I n itially, the use of I nternet was pretty difficult. After some time, an interface was created that made it easy for anyone to use the I nternet. Common people found that they could use the 'Net' to get information about anyth ing or on any topics. I n addition, they revealed that anyone with I nternet access could place i nformation onto the Net for others to share. That was the beginning of a new e ra of commu nication. The Opportunities of I nternet The I nternet is only a network of computers. I n itiated with ten or twenty con nected computers, this has grown to about fifty mi llion computers - and it's still g rowi ng. Whenever you are working in any computer connected with I nternet that means, you are becoming part of that network of million computers. Day by d ay , the Computer and I nternet

1 49

I ntroduction to I nternet I nternet is g radually becoming the e ndless source of information. As a doctor, you always need lots of updated i nformation, for which you can easily rely on I nternet. Actually, the utility of I nternet is increasing like, you can: •

write to friends, colleagues and researchers

•

access information from a wide range of sources

•

search information in the known databases

•

appear online examinations

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su bscribe to online journals submit articles in the scientific j ournals register online in scientific seminars and workshops provide telemedicine or online consultation

•

teleconference with other professionals

•

do your banking

•

download books, manuals, mod u les etc.

•

watch movie trailers

•

go shopping

•

listen to music and much more

Whether Internet is really needed Any person can perhaps survive without the I nternet. B ut if anybody asks himself the following questions: Do you really need the telephone? Do you really need a car? Do you really need a television? The answer is equivocal, however the telephone helps you communicate, the car helps you get around and the television provides you with entertainment and information. Similarly, though you don't need(?) the I nternet, it can turn your professional life updated, easier, satisfactory and more enjoyable. After you start using I nternet for few days, you may wonder how you had lived earlier without it!

1 50

Computer and I nternet

Introduction to Internet

G ETTI N G O N L I N E You are online, whenever you r compute r i s connected to the I nternet. At that time, you are working in an atmosphere where you can 'shop onl ine' or 'pay you r bills online'. 'Getting onl ine' means sitti ng in front of computer and using I nternet to execute certain tasks.

How does it work? You r computer is connected with I nternet through cable or phone. Actually, your computer 'dials u p' the Internet on the phone, j ust as you would dial up a friend. H owever, you need a few components to get con nected and to work with I nternet: • •

• •

•

computer broadband connection through cable or a phone l i ne modem an Internet Service Provider (ISP) some software programs

Internet Service Provider To access the I nternet you need an I nternet Service Provider (ISP). I SPs connect people to the I nternet and charge for the access. You have to pay your I nternet bill in the same way as you pay your phone bill. There are lots of ISPs and they offer differently, which are of following types: • •

pay a fixed rate per month, with unlimited access to the I nternet pay only for those hours you spend on the I nternet

You can select one, which would be a ppropriate for your use pattern. Your I S P will provide you a special tel ephone number (hunting n u mber). The Modem in your computer utilizing the phone line, con nect the I S P, which is again connected to the I nternet by the I S P modem. Tech nology is always changing and there are now lots of ways to get online. In Broadband connectivity, cable (sometimes without cable) provides a very fast connection and is becoming more com mon in Metropolitan cities as well as district towns, however still most of the U pazillas are not con nected : It may su persede the phone line in coming days. Some mobile phones also allow I nternet access.

Computer and I nternet

1 51

Introduction to Internet

VISITI N G WEBSITES A U RL for a website is l ike a phone number for a telephone. Every home/person has its own unique phone nu mber. When you dial any phone n u mber, you are definite that you would be con nected to that specific person, si nce he or she has a n individually unique n umber. As we know, there are a few ways that a person can call another person over the phone; similarly there are a few ways to visit the website of your choice.

Ways to Call with the Telephone 1.

Dial the phone number

2.

Press speed d i a l button

3.

Call d irectory assistance

Ways to Visit a Website 1 . Enter the U R L (web add ress) 2 . Press a "Favorite" icon 3. Visit an I nternet "Search Engi ne"

Method 1 : As you need the phone number for a telephone to dial, you need to enter the web address into the "location bar" of your b rowser to go to the website you wish to visit. Move the mouse cursor so the tip of the arrow is in the bar, click once, press [delete] or [backspace], the address bar will be cleared. Then type the new U RL that you would like to visit. Method 2: Li ke speed-dial option of a phone, the web b rowser can keep the address of certain websites of frequent use in its' memory. You can add websites to you r list using the " Favorites" button on the toolbar. While you are visiting any website, you can simply click ADD button on Favorites. Method 3 A search engine, such as www.google .com al lows visitors to enter keywords to tell Google what they wish to find online. 1 52

Computer and I nternet

I ntroduction to Internet

WEB B ROWS E R S Your modem should b e switched on, a n d pl ugged i nto your computer a n d phone line. N ext, you m ust 'launch' or open your web browser progra m . There are several web browsers available. Your computer will probably already have one of following web b rowsers:

Windows Internet Explorer Wi ndows I nternet Explore r (formerly Microsoft Internet Explorer) , commonly abbreviated to IE, is a series of graphical web browsers developed by Microsoft and included as part of the M icrosoft Windows line of operating systems.

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1 53

I ntroduction to Internet

B UTTON S Look to the top of you r screen , and you'll find that you are looking a t something that looks exactly l ike, or similar, to the image displayed below. This is called your browser's "toolbar" . It is used for easy navigation of the I nternet.

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Back - Forward - Stop - Refresh - Home - Search - Favorites - History Mail - Print - Word BACK Return to previous web page. This button wi l l allow you to click it as many times as you wish, and it will keep following back your "trail" of where you 've been, u ntil you reach the first page you viewed when you first sat down . FORWARD Exact opposite of BACK button. Click this button to go "forward" along the "trail" of where you have been . If you never clicked the BACK button, you cannot click this button, and it wil l appear "grayed out", as it does in the above i mage, because it cannot tell the future. STOP This stops the browser from doing whatever it may be doing at the time you cl ick. If it is taki ng a long time to load the page, you can STOP it, and go somewhere else. REFRES H This wil l re-Ioad t h e cu rrent page. This makes sure you are viewing the most recent version of the page; useful while on a news website, l i ke www.cnn .com

HOME This is l i ke "speed-dial" for the telephone. When you click this button , it will take you to a predetermined website. Most library computers of BCPS are set to take you to the www.bcpsbd .org

1 54

Computer and Internet

Introduction to I nternet

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SEARCH This will open a bar on the left side of the screen where you can search the I nternet using Google Search Engine, FAVORITES This will open a bar on the left side of the screen where you can tel l the computer, using the ADD button , to remember the website you are cu rrently viewing. This is useful if you aren't able to write down the address or remember yourself. It gives q uick access to your "favorite" places. HISTORY This will open a bar on the left side of the screen where you can see all the websites that you visited in the past. It gives a " h istory" of your b rowsing activities. MAIL This will allow email checking or sending through opening the mai ling software. PRINT This will print the cu rrently d isplayed page di rectly. WOR D This w i l l allow editing the displayed page with the help o f Microsoft Word. ADDRESS (URL) BAR This is where you enter the web address (U RL) of a website that you want to visit.

Computer and Internet

1 55

Introduction to I nternet

E MAI L E-Mail is the same thing as regular mail except it runs over computers . It is more reli able, u n iversally accessible, usually free, and is received within seconds of being sent. It is electronic messages that are sent from computer to computer. If you do not already have an email account, sign up for a free email address by clicking on the hotmail address . If you type in the address bar, www.hotmail .com . this will redirect you to the following page:

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Once you're at this page, please click on the words "Sign U p" and fill out the form , and follow the i nstructions carefully. Each time you intend to enter your email address, just visit, http://www.hotmail.com and sign in with your name and passwo rd. Remember thou g h , if you a l ready h ave email, and it's not a n " @ hotmail .com" address, you do not n eed to visit www.hotmail .com. In addition to hotmail, Yahoo, Gmail also offer web-based emails services and also most of the ISPs offer such facilities. If your I S P is not supporting web based email or you are not using web-based email, than you need mailing software like Outlook Express or Eudora or anything else.

1 56

Computer and I nternet

I ntroduction to Internet

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I ntroduction to I nternet

To: Please type the email address of the person you would like to send the message to. You can also send to multi-addresses by typing all the addresses you wish to receive this message in the To: field and separate each one with a comma (,). Cc: Please type the address where you would l ike a "carbon copy" to be sent. The carbon copy will look the same as the message the person in the To: field receives. Bcc: Please type the address for where you would like a "blind carbon copy" to be sent. This is the same as a carbon copy, except the people in this field cannot tell who else you sent the message to. Subject: Please type the subject of the message. It can be anything you like; it can even be left blank. This wi ll give the person on the receiving end a chance to see exactly what the email message is about before h e or she reads it. Text of the email: After the header is filled in, please write the emai l message itself in the very l arge blank white space u nderneath it. After you have completed the message, look for a button labeled "send"; press it. Attachments: An attach ment is a file (a picture, a letter, a document etc.) that is sent along with the email; it is "attached" to it. The attach ment is not part of the email itself, but is just along for the ride. The person on the receiving end of the message will see that there is something attached to it and will have the option to open the attachment or let it sit, u nopened . To send an attach ment, start composing a regular email and please look for a n attach ment button, or look for a button with a paperclip on it. O nce you f i n d the button , click it, an insert window will appear. Then you look for the file you want to attach in your computer, by exploring the folders and sub-folders. Click on the file, press Attach, and that should be it! The file is attached! Insert Attachment

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Computer and I nternet

I ntroduction to Internet

Receiving Mail After you click the Send/Recv button on the toolbar, you can read messages . 1 . Click the I nbox icon on either the Outlook bar or the folder list. 2.

To view the message in the preview pane, click the message in the message list.

3. To view the message in separate window, double click the message i n the message list. 4. To save the message in your file system , click Save as and then select a format and location . If you were Web-based email user, it wou ld be very easy to receive m ai l . Simply go to the " I nbox" and see if there are any messages displayed that you have not read before.

To read the mail If you are a Hotmail, or other web-based email user. click on the name of who the email is from; if you use a program, such as Outlook, Eudora, or Outlook Express, than dou ble click on the email to read it.

Spam/Junk Mail Spam is one of the unavoidable a nnoyances of email. Spamming is when you receive unwanted advertising. It's the email equivalent of junk mail. Most email providers now offer some protection from spamming, but no matter what you do, some advertisements will creep i nto you r i n box. The S PAM problem is most often felt by web-based email users, like Hotmail, Yahoo! Mail, GMail, and others. Tips to avoid and stop j u n k mail, are provided by Hotmai l . H ow can you possi bly keep your email account tidy when you're being flooded with emails? The solution is to delete u nwanted emails, and to organize your i mportant emails into folders.

Computer and Internet

1 59

I ntroduction to Internet

S EARC H I N G WEBSITES Finding what you want on the I nternet is kind of like searching for a needle i n a haystack. H owever, please do get discouraged . J ust think that you have a friend, named Saifuddin Ahmed, and you can't remember his phone number. If you look for "Saifuddin" in the p hone book, you would be faced with an overwhelming number. However, you can narrow the search by using his last name and anything special like Dr. or Prof or ENT. The same is true for the seemi ngly hopeless I nternet search. To help you find what you are looking for on the World Wide Web, please follow the instructions below.

FIRST - U se known "search engines" . These search engi nes provide a service, free of charge, to anyone who wishes to use them . A good one is Google. Addi'MS

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SECOND - I nput the word(s) or phrase(s) that you wish Google to find for you . It will take those words or phrases and search as many websites as it can, and tel l you which s ites contained the words or phrases you typed i n . S o , i f you type i n Bangladesh College o f Physicians & Surgeons, i t w i l l return 1 4, 1 00 or s o sites that have all the words l i ke, Bangladesh College of Physicians & Surgeons somewhere on the page.

1 60

Computer and Internet

Introduction to I nternet

Refining You r Search If you were paying close attention in the above steps, you would have noticed that "Bangladesh College of Physicians & Surgeons" returns h uge amount of search results. The tips to red ucing those results, and therefore being presented with only relevant information, are all in the words that you choose. Google, in effect, does a "word search" of the I nternet when you type in words or phrases to look for. If your word , Bangladesh College of P hysicians & Surgeons for example, turns up anywhere on any page, Goog le will present that page to you as a result. So, BE SPECIFIC ! ! !

Follow this three-step approach: 1 . Prepare your search before you sit down. If you know exactly what it is that you would like to find online, then you will know exactly what words wi l l work best. Use quote (" " ) to search exact phrase: While you are looking for for the Bangladesh College of Physicians & Surgeons, you should type into Google "Bangladesh College of Physicians & Surgeons", not Bang ladesh College of P hysicians & Surgeons. This step wil l reduce more than 1 4 thousands search results from t h e list.

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If a t first you don't succeed, try and try again . I t i s very like ly that the first search you attempt will not give you the results you are looking for. It is important to look at what it is you want, what you typed in, and what came up as results. You should immediately try to change you r words to be more effective.

3 . U s e more advanced search technique, after you become experienced. Computer and I nternet

1 61

Introduction to Internet

TI PS FOR ADVA N C ED W EB S EARCH T o fully understand why those dozens o f searches you kept on trying d id n't work, you must fi rst understand what is going on through the "computer's eyes". When words of phrases are typed into the search box, the engine will scavenge the I nternet and find websites that contain the words you type in. So, it is extremely i mportant to be as specific as possible in choosing which words to type i nto the search engine. BOOLEAN codi ng consists of three main commands that you can give a search engine (Google accepts all codes mentioned here, but please know beforehand, which search engines accept which BOOLEAN command ) .

This is how BOOLEAN is entered into a search engine! The first command is AND:

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1 62

Computer and I nternet

I ntroduction to Internet

This second command is OR:

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Introduction to I nternet This command, as shown by the illustration above, will elimin ate whatever word follows the " N OT" command. If we are doing a search that brings up results that we do not want, we can tell the search engi nes to eliminate a word from its search. If we fou n d that while searching for pove rty i nformation the word "poverty" came up quite a bit, and we did not want that, we can type " NOT crime" and it wi ll eliminate that word from our search. The search resulted in 1 4.8 m i l lion.

Advanced Search Option Most of the Search Engines offer advanced search option , where you wi ll be al lowed to fix additional logical restrictions on the search item like where to search, whether exact phrase or not, u nwanted words (if any), type of file to be searched, preferred language etc. KEEP TRY I N G - Only PRACTICE makes perfect!!

Search Service Types with Examples A Web search engine is a search engine designed to search for information on the World Wide Web. I nformation may consist of web pages, images and other types of files. Some search engines also store data available in newsgroups, databases, or open d i rectories. Search engi nes operate algorith mically and therefore we need to understand the logical frame of the search engine that we are using. The following is a list of search engines; although not com prehensive, it will give you an idea about the search engines used. Most of these search engi nes are hybrids, meaning that they do various searches. For example, a meta-search engine can search for Web sites in its directories instead of the whole World Wide Web or it can search meta-tags retu rned from other search engine results. All search engines function differently and following lists are given in general for general purposes only.

1 64

Computer and I nternet

I ntroduction to I nternet

S EARCH E N G I N ES Google (http://www.google.com . bd) Google is now widely recogn ized as the world's largest search engine -- an easy to-use free service that usually returns relevant results in a fraction of a second. Google's mission is to organ ize the world's i nformation and make it u niversally accessible and useful.

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M icrosoft Network (http://www.msn .com) MSN is the all-in-one I nternet portal , the home of Hotmai l , MSN Messenger, M S N BC N ews, Fox Sports, Slate Magazine and more information whichewver you care about.

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Introduction to Internet

Yahoo ( http ://www.yahoo.com) This is a search Engine, but also provides d i rectory service. Address

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Internet

Computer and Internet

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MetaCrawler (http ://www.metacrawler.com ) Search service that rel ies on the databases of other search engines. Address

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Google Scholar (http ://scholar.google.com) Google Scholar provides a simple way to search for scholarly literature. You can search across many d isciplines and sources: peer-reviewed papers , theses, books, abstracts and articles, from academic publishers, professional societies, p reprint repositories, u n iversities and other scholarly o rgan izations. Google Scholar helps you to recognize the i mportance of a particular research by calculating the number of citations in scholarly articles. Address

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1 67

I ntroduction to I nternet

S EARC HAB L E M E D ICAL WEBPAG ES Pubmed (http://www.ncbi.nlm.nih.gov/sites/entrez) PubMed, the most dependable and authoritative resou rce of medical journals, available via the NCBI Entrez retrieval system , was developed by the National Center for Biotechnology I nformation (NCBI) at the N ational Library of Medicine (NLM), located at the U . S. National I nstitutes of Health ( N I H) . PubMed provides access to bibliographic i nformation that is i ncluded in M E D L I N E . A servr.eoftheU_S Na\ioM! UmpyofMedicme ud the N!lb�IM! Instil1!!tl of Health

Pubmed to locate other Resources To search Clinical Trials being carried out throughout the world, please click on Clin icalTrials. gov link at the bottom left of the H omepage of PubMed. M,c"--� 2. 3.

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PubMed is a service of the U S National!ibea ty of Medicine that includes over 17 million citations from MEDLlNE and ollier life science jouma.ls for biomedical articles back to the 19505. PubMed includes links to full text articles and other related resources.

1 68

Computer and I nternet

Introduction to Internet

Clinical Trials (http://www.clin icaltrials. gov) This includes clin ical trials currently being conducted in 1 54 countries of the world with a total of 54,000.

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ClinicalTri als.goY i s a registry of federalty and privatety supported clinical trials conducted in the United States and around the world . Clini calTrials .gov gives you infonnation about a trial's purpose. who may participate. locations. and phone numbers for more details. This infonnation should be used in conjuncti on with advce from health care professionals. Read more ...

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Cochrane Collaboration (http://www.cochrane .org) The most reliable source of evidence in health care. The Collaboration provides a link to an excellent Search Engine of medical review, Cochrane Library.

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1 69

Introduction to Internet

Cochrane Library (www.cochrane.org) As a clinician, you are under constant pressure to have high-quality, up-to-date evidence at your fingertips. In practice, this can be extremely difficult: demands on your time are high and the rate of publication of biomedical research articles is estimated to be around 5000 per day ! ! ! The Cochrane Library provides fast access to the most reliable evidence on which to base your practice and/or research . , �

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I NT RO D U CTION TO PubMed About Medline and PubMed MEDLINE is the NLM's premier bibliographic database that contains references to journal articles in the life sciences with a concentration on biomedicine. The database contains citations from 1 950 to the present, with some older material. PubMed provides access to bibliographic information that includes MEDLINE. Entrez is the text-based search and retrieval system for d ifferent services offered by PubMed. PubMed provides access to citations from biomedical literature as well as access to full-text articles at journal Web sites and other related Web resources. If the Web address of PubMed is not known, then you can find that by conducting a search using the word pubmed in Google.

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Then clicking on the PubMed Home, you can open the Homepage of PubMed. Please save this as the favorite, because you will need this service frequently.

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1 71

I ntroduction to I nternet

Using PubMed as Search Engine For exam ple, we are trying to work with a research q uestion on use of chloroquine in cerebral malari a patients. When we enter a common disease name, like malaria, we get many as these search results! More than 50,000.

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I ntroduction to Internet And then , we decide to add "chloroq uine" to that search. Now the results are a m uch better off, only 1 82. We may similarly add more search words to improve the number of results.

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Limiting Search Result by Li mits Option PubMed provides number of features to improve search results.and to make that appropriate to your research area. By clicking on Limits, you can l im it your search by using different options like, particular author, particular journal, date of publication, human or animal, gender, age, type of article, langu age etc. A 5erviceoftheUS NAliaMiLjbwyofM,.djcjne and the lio,jioMlir!2lj!!rt"ofHeAlth

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1 73

Introduction to Internet

I NTRODUCTION TO H INARI Health InterNetwork Access to Research I nitiative (H INARI) www. who.i nt/h i nari/about/en The H I NARI prog ram , set up by World H ealth Organization (WHO) together with major publ ishers, enables developing countries to gain access to one of the world's largest collections of biomedical and health literature. Over 3750 journal titles are now available to health i nstitutions in 1 1 3 countries.

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HINARIAfc.RU toB"uarchInitiatiye About HINARI

The Health InterNetwork Access to Research Initiative (HINARI) provides free or very low cost online "cress to the major journals in biomedical and related social sciences to local, not·for-profrt institutions in developing countries,

HtNARI was launched in January 2002, with some 1500 joumals from 6 major publishers: Blackwell, Elsevier Science, the Harcourt Worldwide Group, Wolters Kluwer International Health &. Science, SprinQsr Verlag and John wiley, followinlil the principles in a Statement of Intent sioned in July 2001. Twenty-two additional publishers joined in May 2002, brinoing the total number of journals to over 2000. Since that time, the numbers of participatinQ publishers and of journals and other fun-text resources has Qrown continuously. Today more thM 10 publishers are offerinQ their content in HINARI and others will soon be joininQ the proQramme. An evaluation is in proQress which will determine the lonQ term future of HINARI.

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To get the benefits of improved access through H I NA R I , you need to login and therefore you req u ire a User name and a Password.

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Searching Pu bMed through HINARI PubMed can also be searched through H I NARI . In that case, the server will recognize you automatically and therefore after finding the article, in PubMed, you can have access through H I NARI spontaneously. For that purpose, Please click on the " Search H INARI journal articles through PubMed (Medline)" option . M6-tfl

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Introduction to Internet

Opening the Homepage of the desired Journal Journal titles of the desired d iscipline ( I nternal Medicine) appeared as list. ''' jLmoI ''' "'jod....,""'_,"", _"""� ;l Go ....,,' 1i:l .....,t_......riJ"""''"' """"' '' ......riJ-omO/>ino,:.;irj i ! j\ Sea
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Activate the email alert service from the Homepage of the Journal Cl ick on the l ink for "Sign up for e-alert" or e-toc service completing a brief form on the Homepage of that journal.

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Email alert containing Table of Contents Please note that, in case of some journals, you will receive the alert even a day before the journal released. New England Journal of Medicine, the Table of Content for 1 2 February 2009 issue was received on 1 2 February 2009. Now, you can click on the title of the article that attracts you to see the full text (if the access is not restricted). Your Mailbox will be converted to the launching pad for you to gather information according to your requirement and interest. Computer and Internet

1 77

G lossa ry

Glossary

G LOSSARY Application An appl ication is computer software designed to perform a particular task such as a word processor, which is used for creating and editing documents. In many cases, applications are like online forms. Attachment An attach ment is a file, which is attached and sent as part of an email message. Bookmark/Favorite For websites or web pages that you want to visit again, most browsers allow you to make a bookmark (also called a favorite). When you want to go back to a site or page again , you can use the bookmark i nstead of having to remember the website address. Browser A browser is a program you use to view web pages and 'browse' websites. I nternet Explorer, Mozilla and Opera are the commonly used b rowsers. Bug A bug is an e rror in a software program, which may cause it to behave in an un intended or undesirable way. A bug is not the same thing as a virus. Button A button is a hyperlink that appears as an image or graphic. Buttons are used to move around a site and to activate processes or transactions in an application. Byte Bytes, kilobytes (KB) , megabytes (MB) and gigabytes (G B) are used to measure amounts of computer data. One byte is roughly the same as one character (letter). One KB is approximately 1 ,000 bytes. One MB is approximately 1 ,000 KB, and one GB is approximately 1 ,000 MB. Computer files are usually measured in KB and computer memory in MB or GB. Cache You r browser uses a cache to store web pages and parts of web pages you've seen already. When you go back to those pages they'll be presented more q uickly because they don't need to be downloaded over the I nternet again. CC When you're sending an email message you can send a courtesy copy of the message to someone else by entering their add ress in the CC field.

Computer and Internet

1 81

Glossary

CD-ROM A CD-ROM disc looks just like a music C D but can hold software applications, data, text, p ictures, sound and video. A C D- ROM d isc drive is generally a standard feature of modern computers. Most software is now supplied on CD ROM and installed (copied to the hard disk) from the disc onto your computer. Chat Chat is a real time typed conversation between two or more people using their computers. There are two kinds of chat - I nternet Relay Chat ( I RC) or web chat. Client When your computer communicates with a network in some way (such as logging on to the I nternet) it becomes the 'client' of the 'server' computer that looks after the fi les on that network. Compressed Computer files can be compressed so they take up less memory. This makes them faster to send over the Internet. There are many different file compression file formats including G I F and JPEG. Cookie A cookie is used by some web sites to record information about your visit to their site. The cookie is stored on your computer and holds information about your preferences. The next time you visit the site, selections you previously made, for example weather information, can be recalled d u ring your current visit. Cursor A symbol on the computer screen that shows you where you are and where the next character you type wi ll appear. The cursor moves automatically as you type and may be moved around the screen using the mouse or keyboard. Download Download is the term used to describe getting a file from another computer. You download when you get something - like a software program - from the I nternet. Downloading can involve the transmission of lots of data and the speed of your modem (or other connection) will determine how long you have to wait for the file to arrive. E-Business A broad term coveri ng transactions and other busi ness operations that use the web as a basic communication tool. A company can practice e-business without undertaking e-commerce

1 82

Computer and I nternet

Glossary

E-Commerce This is the buying and selling of products and services over the I nternet by consumers and businesses. Email Email is a contraction of the words 'electronic-mail ' . It's a software program that allows messages to be created and sent from one person to other people. Messages are received i n the recipient's mailbox and can only be opened and read by that person. A mailbox is accessed by enteri ng a username and password . Email messages can also contain file attachments containing computer files such as documents or photos. Encryption Encryption is when information is encoded before it is sent over the I nternet so that it can't be intercepted and read by other people. Error message A message from your computer when something has gone wrong. It will often include some type of explanation or error code. Favorite See Bookmark. FAQ Frequently Asked Question. File A col lection of digital i nformation stored on a disk. Different types of files i nclude 'appl ication files' containing instructions that make up a software program, and 'data files' l i ke docu ments and spreadsheets. File extension Some files have a file extension, which is the group of letters added after a full stop at the end of the file name. The extension generally indicates what type of file it is. For example, a filename ending in .doc is a M icrosoft Word document. Firewall A firewall is a computer program that manages the connections between a company's internal computer network and its Internet connection. A firewall only allows specific types of data through and so protects the computer network from unwelcome visitors, hackers and vi ruses. Flash Flash is an animation format used on the I nternet. To play a Flash file you will need the Flash plug-in . Computer and Internet

1 83

Glossary

Folder I directory A folder is a file where a computer stores other files and i nformation. It's used to organize and group related items, like files that relate to a specific topic. Footer At the bbttom of every page of bcpsbd.org, you will see a h orizontal grouping of links. This grouping, combined with the visual design elements (eg. logos) , is com monly known as the "footer". Frame Frames allow several different pages to be displayed in one window at the same time. You may not notice that a website is using frames as it often looks like a single page. Frames have some disadvantages. They make pages more difficult to print and more d ifficult to bookmark because the browser may print or bookmark a frame you can see but not the one with the information you want. Freeware Freeware is a term used to describe software programs that are available for free. GIF A GIF is a type of i mage file. It is the most common way to compress and store images for transfer over the Internet. Header The header is the top section of a web page. It usually i ncludes a group of links and i mages that make up the design of the page. On bcpsbd.org the header, combined with the links at the bottom of every page, provides access to all the major sections of bcpsbd.org. Hyperlink or link A hyperlink, or link, refers to a part of a document that you can click on to navigate to some other information . A link can take you to another part of the same web page, another web page in the same website, or a page on a different website somewhere else on the I nternet. Lin ks can be text (usually shown as u nderl ined), icons and pictures. Your cursor changes to a hand when passing over a link to show you that it can be clicked . History This is a function that lets you view the addresses of websites you have visited over a period of time. The history function is useful if you want to return to a page you visited recently when you can't remember the address and you haven't made a bookmark.

1 84

Computer and I nternet

Glossary

Home page The home page usually refers to the front page of a website. It can also mean the home page in you r browser. If you choose a home page in your browser, it is the one that the browser will go to whenever you click the browser's H ome button. HTML HTML stands for hyper text mark-up language. It is a type of coding used to create content on q web page. I nstall Applications have to be installed on your computer before you can use them. When you download a program from the Internet, you generally have to install it too. Icon An icon is a small picture. Icons are often used as hyperlinks on web pages. I nternet The I nternet consists of millions of computers (and the data stored on them) around the world connected together by telephone li nes, cables or satellites. These computers and the d ata stored on them can be accessed via other computers that are also linked to the I nternet. I nternet address Every resou rce on the I nternet, i ncluding every web page, has a unique address. I nternet addresses , or U R Ls (Uniform Resource Locators) as they are also known, help web browsers seek out and find web pages and other resou rces on the I nternet. ISP An ISP is an I nternet Service Provider - a company that provides I nternet connection to its customers. To connect to the I nternet with an ISP you need a modem (or other connection type) and a phone line. You then dial-up the ISP and they give you access via their computers, which are permanently connected to the I nternet.

Java A cross platform programming language developed by Sun Microsystems. Used widely for I nternet and intranet appl ications. JPG A JPG or JPEG is a standard type of image file - a picture for example. It is a common way to compress and store images for transfer over the Internet. Computer and Internet

1 85

Glossary

Link A link is a part of a web page or document that you can click on to navigate to some other information. Menu bar A menu bar is a group of links. Modem You r modem can be i nside or outside you r computer. It allows your computer to send and receive data using your telephone line. M Hz MHz stands for megahertz - a measurement of a computer's speed . The more MHz, the faster the computer. Navigate To navigate is to move around or between websites. Different sites have different styles of navigation . Navigation bar A navigation bar is a fixed g roup of links. N avigation bars tend to appear only in horizontal or vertical forms on www. bcpsbd .org. Online You are online when you are connected to the I nternet. Offli ne You are offline when you are not connected to the I nternet. Password A password is the electronic version of a key. When you enter your username, to log on to email for example, you will usually also have to enter you r password. This password protection prevents other people from accessing you r email or running up online charges on your account. PIN Personal Identification Number. Plug-in A plug-in is a mini program that adds extra functions to a program that is al ready installed on your computer. In the case of a web browser, plug-ins enable certain kinds of downloads, or give you extra features such as the abil ity to play sounds or view videos. 1 86

Computer and I nternet

Glossary

Portal A portal is a site that may direct you to further information. It may also give you features l i ke searching, and general i nformation l i ke news and weather. bcpsbd .org is a portal for Bangladesh College of Physicians & Surgeons. Program A list of instructions a computer uses when it has to do something. A program is also referred to as software , or an appl ication . Search engine A search engine enables you to find information on the I nternet. It's an online database of Internet resources. Search engines often work by sending out 'spiders', which are I nternet programs that trawl the web looking for sites not yet included in the database. They send back information to the database about each site they visit. Search string A search string is generally one or more related words that you type into a search engine to help it locate the information you're searching for. Server A server is a computer that holds data to be shared over a network. SMS SMS stands for Short Message Service. They are text messages that can be sent and received on mobile phones. Software Software can refer to computer i nstructions, also called programs or applications, or data that is stored electronically. Spam S pam is u nsol icited email sent to many people at once , usually i nvolving advertising or offering services. URL URL stands for U niform Resou rce Locator. It's what we also cal l a web or an I nternet address. The U R L for Bangladesh College of Physicians & Surgeons is www. bcpsbd.org. Typing a U R L in the address bar of your browser is the simplest way to go to a website.

Computer and Internet

1 87

Glossary

Username Your username is the series of letters and/or n u m bers you put into you r computer, I nternet accou nt o r other computer network service to tell i t who you are. Usually you have to enter a password to authenticate you r identity. Often your username is also the name or nickname at the beginning of your email address. User guide I nstructions for users to help them to complete a task. Virus A virus is software that is designed to reproduce itself and cause havoc on your computer. Web or WWW The web or World Wide Web is a system of pages consisting of graphics, sound, words and user input that are linked together via the I nternet. It is part of, but by no means the only part of, the I nternet. Web page Web pages are the basic building blocks of websites. They can contain information, words, images or sound, or a com bination of all of these. Website A website is a collection of web pages arranged together to provide information, entertainment or advice. A website can consist of text, graph ics, sound, video or a combination of these . You find websites by using a search engine, following links or typing in a website address. WAP WAP stands for Wireless Appl ication Protocol . Some mobile phones use WAP to receive selected content from the I nternet such as email messages, share prices and news bulletins. WTM Web to mobile (phone) communications.

1 88

Computer and Internet

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