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Project Report on Computer Application to Business

SUBMITTED IN PARTIAL FULFILLMENT OF M.BA (1st Sem)

SUBMITTED BY Preety M.BA (1st Sem)

Computer
A computer is a general purpose device which can be programmed to carry out a finite set of arithmetic or logical operations. Since a sequence of operations can be readily changed, the computer can solve more than one kind of problem. The essential point of a computer is to implement an idea, the terms of which are satisfied by Alan Turing's Universal Turing machine. Conventionally, a computer consists of at least one processing element and some form of memory. The processing element carries out arithmetic and logic operations, and a sequencing and control unit that can change the order of operations based on stored information. Peripheral devices allow information to be retrieved from an external source, and the result of operations saved. A computer's processing unit executes a series of instructions that make it read, manipulate and then store data. Conditional instructions change the sequence of instructions as a function of the current state of the machine or its environment. In order to interact with such a machine, programmers and engineers developed the concept of a user interface in order to accept input from humans and return results for human consumption. The first electronic digital computers were developed between 1940 and 1945 in the United Kingdom and United States. Originally, they were the size of a large room, consuming as much power as several hundred modern personal computers (PCs)

Components

A general purpose computer has four main components: the arithmetic logic unit (ALU), the control unit, the memory, and the input and output devices (collectively termed I/O). These parts are interconnected by busses, often made of groups of wires. Inside each of these parts are thousands to trillions of small electrical circuits which can be turned off or on by means of an electronic switch. Each circuit represents a bit (binary digit) of information so that when the circuit is on it represents a "1", and when off it represents a "0" (in positive logic representation). The circuits are arranged in logic gates so that one or more of the circuits may control the state of one or more of the other circuits. The control unit, ALU, registers, and basic I/O (and often other hardware closely linked with these) are collectively known as a central processing unit (CPU). Early CPUs were composed of many separate components but since the mid-1970s CPUs have typically been constructed on a single integrated circuit called a microprocessor.

Control unit
The control unit (often called a control system or central controller) manages the computer's various components; it reads and interprets (decodes) the program instructions, transforming them into a series of control signals which activate other parts of the computer. Control systems in advanced computers may change the order of some instructions so as to improve performance.

Arithmetic logic unit (ALU)


The ALU is capable of performing two classes of operations: arithmetic and logic. The set of arithmetic operations that a particular ALU supports may be limited to addition and subtraction, or might include multiplication, division, trigonometry functions such as sine, cosine, etc., and square roots. Some can only operate on whole numbers (integers) whilst others use floating point to represent real numbers, albeit with limited precision. However, any computer that is capable of performing just the simplest operations can be programmed to break down the

more complex operations into simple steps that it can perform. Therefore, any computer can be programmed to perform any arithmetic operationalthough it will take more time to do so if its ALU does not directly support the operation. An ALU may also compare numbers and return boolean truth values (true or false) depending on whether one is equal to, greater than or less than the other ("is 64 greater than 65?"). Logic operations involve Boolean logic: AND, OR, XOR and NOT. These can be useful for creating complicated conditional statementsand processing boolean logic.

Memory
Computer main memory comes in two principal varieties: random-access memory or RAM and read-only memory or ROM. RAM can be read and written to anytime the CPU commands it, but ROM is pre-loaded with data and software that never changes, therefore the CPU can only read from it. ROM is typically used to store the computer's initial start-up instructions. In general, the contents of RAM are erased when the power to the computer is turned off, but ROM retains its data indefinitely. In a PC, the ROM contains a specialized program called the BIOS that orchestrates loading the computer's operating system from the hard disk drive into RAM whenever the computer is turned on or reset. In embedded computers, which frequently do not have disk drives, all of the required software may be stored in ROM. Software stored in ROM is often called firmware, because it is notionally more like hardware than software. Flash memory blurs the distinction between ROM and RAM, as it retains its data when turned off but is also rewritable. It is typically much slower than conventional ROM and RAM however, so its use is restricted to applications where high speed is unnecessary

Input/output (I/O)

I/O is the means by which a computer exchanges information with the outside world.]Devices that provide input or output to the computer are called peripherals.

Input Devices
These are the devices help us in input data in our computer. On a typical personal computer, peripherals include input devices like the keyboard and mouse.

Output Devices
output devices such as the display and printer. Hard disk drives, floppy disk drives andoptical disc drives serve as both input and output devices.

MS Word

It is software to support word processing. Soword processing is nothing but that enables you to create, edit, print and save documents for future retrieval and reference. Creating a document involves typing by using a keyboard andsaving it. Editing a document involves correcting the spelling mistakes, if any, deleting or moving words sentences or paragraphs

IMPORTANT FEATURES OF MS-WORD

1. Using word you can create the document and edit them later, as and when required. 2. Font size and type of fonts can also be changed. Page numbers and Header and Footer can be included. 3. Spelling can be checked and correction can be made automatically in the entire document.Word count and other statistics can be generated. 4. Text can be formatted in columnar style as we see in the newspaper. 5. Tables can be made and included in the text. 6. Word also allows the user to mix the graphical pictures with the text. 7. Word also provides the mail-merge facility (It allows to send same latter to different address). Starting MS-WORD
1. Take the mouse pointer to START button on the task bar. Click the left mouse button2. 2. Move the pointer to programs. Click the left mouse button. 3. In that menu identify where Microsoft Office is placed. Click the left mouse button. 4. A list will appear in that select Microsoft word.

The File title Click on this and a box with different sections will appear. This is your file organiser and you use the first section:

To start a new document (click on new) You can use the block with a folder on it on the toolbar to do this more quickly. Use your mouse to click on it.) To open an old document (click on open) and then click on the name of the document you want to open To close a document. The computer will ask you if you want to save it before you close it and then you click on Yes or No.

The next section is to do with saving documents. If you press save, the document will be saved under its heading in the general folder called My Documents. You can do this with the block on the toolbar showing stiffy disk. Click on it with your mouse. Save As allows you to save a document under a new name in the folder of your choice. When you click on Save as, a new box will open on screen. First go to the Save In square. It should say My Documents. In the block below yellow folders will appear if you have made them. (See Step 2 in Using MSWORD as an Office) Click on the folder you want to save the document in. Click on Open. Then check that you like the name of the document. If you like it press save. If you dont like it delete the file name and type a new name. Then click save. If your document is an update of an old document but you want to save it as a new version click on Version in the Save box under file. Type in your comments and click Save. (I dont use this much as I just give the document a new date and use Save As to save it under a new name.) The next section is to do with how the document looks (Page Set Up) and Print Preview and to print documents. Page set up allows you to change the margins of the page so that you can get more (or less) typing on a page. If you click on Paper Size it allows you to change the page into Portrait (normal A4) or Landscape (sideways A4) Print preview allows you to see what the document will look like on a printed page. You can also to this by using the block on the toolbar with a page and magnifying glass on it.

Print allows you to print the document if your computer is connected to a printer. You can also print quickly by using the block with a printer on your toolbar. The next section allows you to Send your document either to another computer via email or to a fax machine. Your computer has to be set up for this. You can also email your document by using the block on the bottom toolbar with an envelope on it. Properties allows you to store information about your document. The next section is a list of the last four documents you worked on. Clicking on the right file name is a quick way of opening the any of these documents. The last section says Exit. If you click on this the MSWORD programme will shut down and you can return to Windows. If you have forgotten to save any documents the computer will ask you if you want to Save. Click on Yes or No. You can also exit or close down MSWORD by clicking on the X in the last square on the top right hand side of the screen. The Edit title This section allows you to change or edit your work. The most useful tools in the list are Cut, Copy and Paste. Cut: this allows you to delete a section but not to throw it away completely in case you need it later. Use your mouse and drag it over the section you want to delete. Then go to Edit. Click Cut. If you want to use it again you can add it in later or move it to another section. You use the Paste command to move the section to a new place. Take your cursor to where you want to place the section. Click on Edit. Click Paste and the cut section will be pasted or put in this new place. We call this Cutting and Pasting. You can also Copy a section of your work and use it again. Highlight the section with your mouse. Click on edit. Click on Copy. Then take your cursor to the new place you want to put it. Click on Edit. Click Paste and the section will be repeated.

If you want to do it quickly, you can use the scissors symbol on your toolbar to cut, the two pages next to it to copy and the clipboard next to that, to paste. WARNING: Your computer will only keep the last section that you cut or copied. As soon as you cut or copy another section, the first one will be deleted. The View title When you type a document the view on screen is in Normal mode or as it appears on the screen. You can look at it in Layout (as it would appear) printed or in other ways. A quick way of looking at your page layout is to use the toolbar and click on the blank page with a magnifying glass on it. You can also change your Toolbar using View. Just click next to the tools you want displayed on the screen. Do not open too many since the part of your screen that you type on will become very small. It is best to leave this until you know your computer well, as it is not really necessary! If you have poor eyesight you can change the size of the letters you see on screen. Use the Zoom command at the bottom of View and set your view to 100% or more just click next to 100% if that is big enough or go down to the box at the bottom and type in 110%. The Insert title This is useful for inserting Page Breaks (that is, beginning a new page), page numbers, footnotes, pictures and so on. You can also use this box to insert page numbers. Click on Page Numbers and then click on OK. If you want to copy documents on both sides of a page, it is best to put your page number in the middle of the page at the bottom. To do this click on the box called Alignment and then click on Centered. Play with this box on a practice document to see what you can do with it. The Format title This is useful for layout or making your document look attractive. There are various headings.

Font: This is the type of print or shape of print you are using. Your MSWORD programme comes with a few options like Arial, New Times Roman, Century Gothic and so on. You can set the font type and the size of letters for a document before you start working. The format also appears in the second white block on the toolbar below the titles, with an arrow next to it and followed by a block with a number in it and another arrow. You use these to quickly change the font and the size of the font. So you can write big or small and in different styles. For normal typing is best to use a font size of 11 or 12. For headings you can use a bigger size or make the headings in bold. Just highlight the heading and then click on the B at the top of your screen. Fonts are fun to play with. Paragraph: The paragraph section allows you to change the margins of a paragraph. It also allows you to change your line spacing to single, or bigger. You can also make the gaps between paragraphs a bit bigger just click on Paragraph and then on Spacing Before change the 0 to 0.6. Bullets and Numbers: Bullets allow you to mark points in different ways, using dots, or arrows or blocks and so on. Highlight the section you want to bullet and then click on Format, then on Bullets and Numbering and then on the type of bullets you like. A new bullet will appear wherever you pressed enter to make a new paragraph. Numbers allow you to number your sentences or paragraphs in different styles (a, b, c, 1, 2, 3 and so on.) The quick way to do this is by clicking on the little blocks with numbers or the little block with dots (bullets) on your toolbar. Borders and shading: allows you to put a border around your whole document or to put a box or border around a paragraph. Highlight the piece you want to border. Go to Format. Go to Borders and click on the kind of border you want. You can also put in a background shade. Play with this until you find the style you like best. The quick way to place a border around a section is to highlight it and then to click on the square on the top toolbar near the right end. Columns: allow you to arrange your whole document into columns. Normally it is in one column, but you may want to make it look like a newspaper and have different columns. I think it is easiest

to do this before you begin typing, but you can do it afterwards. Decide on how many columns you want. Go to Format. Click on Columns. Click on the style you like and then type. Change case: Sometimes one types in capitals by mistake. Rather than retyping the whole section you can highlight it. Go to Format. Go to Change case. Click on Sentence case and it will correct it for you. The Tools title This has a helpful button to check the spelling in your whole document. Miss-spelt words are underlined in red as you make the error. It is quicker to correct all the errors at the end, rather than do them one by one. You do this by going to Tools. Click on Spelling. The spell-check will give you options click on the correct spelling and the click on Change. If the word is correctly spelt, but not in their dictionary click on Ignore or Add. You can also highlight a word you are not sure of and the click on the ABC symbol on your toolbar. The Table title Often we want to arrange information in tables. Decide whether you need a table. Decide how many columns you want. Then go to Table before you type the information you want in the table. Insert Table allows you to make a new table. Click on the number of lines and columns you need. You can change the numbers by clicking on the little black arrows next to the number. Then click on OK. The computer will put in a table for you. You can change the size of the columns by using your mouse to drag the downward lines closer or further apart. Then type in your information in the columns you want. If you want lines and borders to appear on the table when it is printed click on the borders box on the toolbar. A new toolbar will open. Go to the border box on that toolbar and click on the arrow next to it and then on the box with gridlines on it.

The Window title I never use this but it allows you to work on two documents at once. The Help title. Play with this. It will tell you how to do things. The contents are arranged alphabetically and you find out more about what you want your MSWORD to do. The toolbar Look at your toolbar. On the top left it will show the font and size in white boxes. You can change your font and its size by clicking on the arrows next to each and selecting what you want. These are a quick way for you to make some words or headings Bold (B), to type some words in italics (I) or to underline them (U). Then there are 4 blocks with lines in them. These can align your typing in different ways. Get to know them by typing a paragraph and highlighting it. Then try what each looks by clicking each of the 4 blocks. The first one is the normal way your text will be aligned. The second one centres your typing in the middle of the page. It is most useful to make headings if you want them in the centre of the page. The third one is not used often since it aligns the right side of page and the left side is uneven. The fourth one is used to align both sides this makes your document look nice, but it sometimes stretches out the spaces between words and can make a line look strange Then there are the numbers and bullets tools. Highlight the section you want numbered or bulleted and click on the right tool. If you do not like the type of bullets or numbers you will have to go to format and change the bullet type and then click on Reset [if you want to use this type for bullets in your whole document] and OK. The next two tools have stripes and an arrow. The are useful for indenting a paragraph. Highlight the paragraph and the click on the first one to move it to the left and the second one to move it to the right.

A square box is the next tool. This can help you arrange your borders quickly. Click the mouse button on the arrow next to it and it will give you the options. Choose the one you like and click on it. If you go to any other tool on the third line with your mouse, it will light up and tell you what it is for. We covered most of them already. A very useful tool is the curved blue arrow. This is called the undo button and it reverses an action you have taken that you dont like. So if you deleted something and want to put it back click undo immediately.

*shortcut keys in Microsoft Word.


Ctrl+ A - Select all contents of the page. Ctrl+ B - Boldhighlighted selection. Ctrl+C- Copyselected text. Ctrl+ U- Underline highlighted selection. Ctrl+V- Paste. Ctrl+ X- Cut selected text. Ctrl+ Y- Redo the last action performed Ctrl+ Z - Undo last action.

MS EXCEL Microsoft Excel is a spreadsheet program that is used to store, sort and efficiently crunchnumbers. Accountants use Excel to keep track of transactions for their company. Students mightuse Excel to help draw conclusions from the data they gathered on a science project. AndMicrosoft Excel is a general-purpose electronic spreadsheet used to organize, calculate, andanalyze data. * It is used: To Preparing a simple family budget,To preparing a purchase order,To create 3-D chart, or managing a complex accounting ledger for a medium size business.

* Some steps for working with excel


1. Entering Labels and Values: Move to desired cell with the mouse or arrow key.

Type letters or numbers into cell. 2. Editing Cells: a. Select the cell to edit and press delete to remove contents. b. Select the cell to edit and type over to change the contents. c. Select the cell to edit and make changes by clicking in the edit area 3 Inserting Columns or Rows: Place the cursor where you want to insert the row or column. Choose Insert, Column or Row.

.4. Changing Column Width: Click and drag the column boundary on the right side of the column heading until you get required width you want.

*Shortcut keys in Microsoft Excel Ctrl+ A - Select all contents of the worksheet. Ctrl+ B- Bold highlighted selection. Ctrl+ I Italic highlighted selection. Ctrl+ U - Underline highlighted selection. Ctrl+ Space- Select entire column. Shift+ Space - Select entire row Ctrl+ Z - Undo last action.

Microsoft PowerPoint

PowerPoint is a program to help create and present presentations. This handout introduces the basic features of Microsoft PowerPoint and covers the basics of creating simple presentations and editing and formatting the PowerPoint slides.

Starting A Presentation Start PowerPoint by either of two methods: 1. Go to the Start menu. Choose Programs and then click on Microsoft PowerPoint. 2. Double-click the icon of any PowerPoint document. When you double-click a PowerPoint document, PowerPoint opens with the document already loaded. 3. A PowerPoint presentation consists of slides that can contain text, graphics, charts, and other data types. When you start PowerPoint, you can start with a blank presentation, or you can begin from a template or use the AutoContent Wizard
4. The AutoContent Wizard is series of step-by-step instructions designed to assist you. The

Template button accesses slide templates to help create a consistent, professional look for your slide presentation. 5. Choose Blank Presentation if you want to start with a clean slate. This method is recommended because it provides the most flexibility and lets you focus on content first rather than appearance. 6. After you choose Blank Presentation, select the layout of your slides from the New Slide dialog box. Choose from slides with titles and bullets, titles only, titles and clip art, and other options. For example, choose the Title Slide and click OK.

Save a PowerPoint Presentation Changes you make to a document are not saved to disk until you issue a Save command. Saving is quick and easy, and you should save often to minimize the loss of your work. PowerPoint has two save commands, Save and Save As, that work similarly. Both commands are on the File menu. Save When you save a new presentation for the first time, PowerPoint displays a dialog box similar to the Open dialog box. Select the disk in which to save the presentation and specify a name for the file. When you save an existing document that you have been editing, the newly saved version replaces the older version. Save As This command displays a dialog box where you can choose a document name and destination folder or disk. Use the Save As command whenever you want to save a copy of the current document with a different name or in a different folder or disk. The newly saved copy becomes the active document A presentation is normally saved as name.ppt file type. However, PowerPoint Show with the extension of name.pps is also a useful file type so that your file is able to run regardless of OS. You can also create your own template and save it as pot file. Explore the PowerPoint Interface

Besides the usual window components, the PowerPoint window has several unique elements, identified in the figure below.

Standard Toolbar The Standard toolbar, located beneath the menu bar, has buttons for commonly performed tasks like printing, saving, inserting clip art, and other operations. You can customize the toolbar or even display multiple toolbars at the same time.

Formatting toolbar The Formatting toolbar, located beneath the Standard toolbar bar, or possible to the side of it, has buttons for various formatting operations like changing text size or style, changing alignment, formatting bullets, and animation.

Drawing Toolbar The Drawing toolbar on the bottom of the PowerPoint window contains drawing and text tools for creating graphics.

PowerPoint Views PowerPoint has three different views. Normal View provides a comprehensive view for each slide with notes and outline. Slide Sorter View displays multiple slides and lets you quickly change their order in the presentation. Finally, the Slide Show view is also called preview. It is used to run the whole presentation. Use the three buttons at the bottom left of the window to change slide views. For example, you can switch from Normal view to Slide Sorter view by clicking one of these buttons. Edit and Format a Slide Enter and Edit Text in Outline View PowerPoint's Outline Area lets you focus on the content of your presentation, by typing up the outline prior to laying the presentation out. After you type an outline, you can concentrate on how your presentation looks. The boundary of the Outline Area can be resized by dragging the vertical seperation to the right. This will make it easier to enter your outline.

Entering Slide Titles and Bullets Typing in PowerPoint's Outline view is similar to using a word processor. Type your slide title or bullet point and press Return to start a new slide or bullet. To force a line break within a slide title or bullet, press Shift-Enter (Shift-Return on the Mac). This starts a new line for the same title or bullet. Promote and Demote Text In Outline view, text is either a slide title, bullet point or sub bullet. To change a bullet to a slide title, select the text and click the Promote button (a green left-pointing arrow) on the Outlining toolbar. The Demote button (a green right-pointing arrow)will change a title to a bullet point or sub bullet under the previous item.

Copy and Move Data Use the Copy and Paste commands to copy selected text and graphics from one slide to another. If you want to move data instead, use the Cut and Paste commands. To do this:

Select the text you want to cut or copy by highlighting it. Go to the Standard Toolbar to choose the Cut or Copy short cut icon. Move and click your mouse to the place where you want the text to go. Note the cursor is blinking. Go to the Standard Toolbar to choose the Paste short cut icon.

Move Slides in the Outline Area It's easy to change the order of your slides and bullets in the Outline Area. Press the mouse button on the item you want to move and drag it to the desired location. You can also select the item you want to move and click on the Move Up or Move Down buttons. Delete Slides or Bullets While working in the Outline Area, you can delete a slide by clicking on the slide icon next to the title and pressing the Delete key. Delete bullets and sub bullets similarly. Undo Mistakes If you make a terrible mistake (accidentally deleting a slide title or bullet point, for example), use the Undo command on the Edit menu or the Undo tool. You can undo multiple mistakes with the Undo tool. If you are unsure what action you will be undoing, the Edit menu will display the action it will undo.

Slide Setup and Printing

Before you print your slide presentation, make sure the slide size and orientation is correct. Also, decide whether you want to print in color or black and white. Slide Setup The Slide Setup dialog box has controls for slide size and orientation. Choose the appropriate slide size and orientation before you do significant formatting in your presentation. Changing slide orientation from portrait to landscape or vice versa may require editing and reformatting slides.

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