BBA-I_CAB_MS-WORD

Microsoft Office Word allows you to create and edit personal and business documents, such as letters, reports, invoices, emails and books.

By default, documents saved in Word 2010 are saved with the .docx extension. Microsoft Word can be used for the following purposes:

• 1.To create business documents having various graphics including pictures, charts, and diagrams.
• 2.To store and reuse ready-made content and formatted elements such as cover pages and sidebars.
• 3.To create letters and letterheads for personal and business purpose.
• 4.To design different documents such as resumes or invitation cards etc.
• 5.To create a range of correspondence from a simple office memo to legal copies and reference documents.

Following is the basic window which you get when you start word application. Let us understand various important parts of this window.

File Tab:

The File tab replaces the Office button from Word 2007. You can click it to check Backstage view, which is the place to come when you need to open or save files, create new documents, print a document, and do other file-related operations.

Quick Access Toolbar:

This you will find just above the File tab and its purpose is to provide a convenient resting place for the Word most frequently used commands. You can customize this toolbar based on your comfort.

Ribbon contains commands organized in three components:

• Tabs: They appear across the top of the Ribbon and contain groups of related commands. Home, Insert, Page Layout are example of ribbon tabs.
• Groups: They organize related commands; each group name appears below the group on the Ribbon. For example group of commands related to fonts or or group of commands related to alignment etc.
• Commands: Commands appear within each group as mentioned above.

Title bar:

This lies in the middle and at the top or the window. Title bar shows the program and document titles.

Rulers:

Word has two rulers - a horizontal ruler and a vertical ruler. The horizontal ruler appears just beneath the Ribbon and is used to set margins and tab stops. The vertical ruler appears on the left edge of the Word window and is used to gauge the vertical position of elements on the page.

Help:

The Help Icon can be used to get word related help anytime you like. This provides nice tutorial on various subjects related to word.

Zoom Control:

Zoom control lets you zoom in for a closer look at your text. The zoom control consists of a slider that you can slide left or right to zoom in or out, . and + buttons you can click to increase or decrease the zoom factor.

View Buttons:

The group of five buttons located to the left of the Zoom control, near the bottom of the screen, lets you switch among Word's various document views.

• Print Layout view: This displays pages exactly as they will appear when printed.
• Full Screen Reading view: This gives a full screen look of the document.
• Web Layout view: This shows how a document appears when viewed by a Web browser, such as Internet Explorer.
• Outline view: This lets you work with outlines established using Word.s standard heading styles.
• Draft view: This formats text as it appears on the printed page with a few exceptions. For example, headers and footers aren't shown. Most people prefer this mode.

Document Area:

The area where you type. The flashing vertical bar is called the insertion point and it represents the location where text will appear when you type.

Status Bar:

This displays document information as well as the insertion point location. From left to right, this bar contains the total number of pages and words in the document, language etc.

You can configure the status bar by right-clicking anywhere on it and by selecting or deselecting options from the provided list.

Dialog Box Launcher:

This appears as very small arrow in the lower-right corner of many groups on the Ribbon. Clicking this button opens a dialog box or task pane that provides more options about the group.

Document Information:

When you click Info option available in the first column, it displays the following information in the second column of the backstage view:

• Compatibility Mode: If the document is not a native Word 2007/2010 document, a Convert button appears here, enabling you to easily update its format. Otherwise, this category does not appear.
• Permissions: You can use this option to protect your word document. You can set a password so that nobody can open your document, or you can lock the document so that nobody can edit your document.
• Prepare for Sharing: This section highlights important information you should know about your document before you send it to others, such as a record of the edits you made as you developed the document.

Document Properties:

When you click Info option available in the first column, it displays various properties in the third column of the backstage view. These properties include document size, number of pages in the document, total number of words in the document author etc.

You can also edit various properties. Just try to click on the property value and if property is editable then it will display a text box where you can add your text like title, tags, comments, Author.

Moving with Keyboard:

The following keyboard commands, used for moving around your document, also move the insertion point:

You can move word by word or paragraph by paragraph. You would have to hold down the Ctrl key while pressing an arrow key, which moves the insertion point as described here:

Saving New Document:

Once you are done with typing in your new word document, it is time to save your document to avoid losing work you have done on a Word document. Following are the steps to save an edited word document:

Step (1): Click the File tab and select Save As option.

Step (2): Select a folder where you would like to save the document, Enter file name which you want to give to your document and Select a Save as type, by default it is .docx format.

Step (3): Finally, click on Save button and your document will be saved with the entered name in the selected folder.

Saving New Changes:

There may be a situation when you open an existing document and edit it partially or completely, or even you would like to save the changes in between editing of the document. If you want to save this document with the same name then you can use either of the following simple options:

• Just press Ctrl + S keys to save the changes.
• Optionally you can click on the floppy icon available at the top left corner and just above the File tab. This option will also save the changes.
• You can also use third method to save the changes, which is Saveoption available just above the Save As option as shown in the above screen capture.

If your document is new and it was never saved so far, then with either of the three options, word would display you a dialogue box to let you select a folder, and enter document name as explained in case of saving new document.

Opening New Document:

A new, blank document always opens when you start Microsoft Word. But suppose that you want start another new document while you are working on another document, or you closed already opened document and want to start a new document. Here are the steps to open a new document:

Step (1): Click the File tab and select New option.

Step (2): When you select New option from the first column, it will display a list of templates in second column. Just double click on Blank document, which is very first option in the template list.

Context Sensitive Help:

This is the easiest way of getting help about any of the options available at word screen. You just need to bring your mouse pointer over an option and wait for 2 seconds, MS Word will pop-up a small balloon help giving you detail about the operation. If word has additional help for that option then it gives option Press F1 for more help as shown below when you bring your mouse pointer over colour fill option. You can press F1 key to get further help on this option.

Using the keyboard:

Keyboard provides very good support when you want to select various components of the document as described in the following table:

Using Backspace & Delete Keys:

The most basic deletion technique is to delete characters one at a time by pressing either backspace or delete keys. Following table describes how you can delete single character or whole word by using either of these two keys:

Copy & Paste Operation:

Copy operation will just copy the content from its original place and create a duplicate copy of the content at the desired location without deleting the text from it's the original location. Following is the procedure to copy the content in word:

Step (1): Select a portion of the text using any of the text selection methods.

Step (2): At second step, you have various options available to copy the selected text in clipboard. Just use any one of them which you like most:

• Using Mouse Right Click: If right click on the selected text, it will display copy option, just click this option to copy the selected content in clipboard.
• Using Ribbon Copy Button: After selecting a text, you can use copy button available at the ribbon to copy the selected content in clipboard.
• Using Ctrl + c Keys: After selecting a text, just press Ctrl + c keys to copy the selected content in clipboard.

Step (3): Finally click at the place where you want to copy selected text and use either of these two simple options:

• Using Ribbon Paste Button: Just click paste button available at the ribbon to paste the copied content at the desired location.
• Using Ctrl + v Keys: This is simplest way of pasting the content. Just press Ctrl + v keys to paste the content at the new location.

Cut & Paste Operation:

Cut operation will cut the content from its original place and move the content from its original location to a new desired location. Following is the procedure to move the content in word:

Step (1): Select a portion of the text using any of the text selection methods.

Step (2): At second step, you have various options available to cut the selected text and put it in clipboard. Just use any one of them which you like most:

• Using Mouse Right Click: If right click on the selected text, it will display cut option, just click this option to cut the selected content and keep it in clipboard.
• Using Ribbon Cut Button: After selecting a text, you can use cut button available at the ribbon to cut the selected content and keep it in clipboard.
• Using Ctrl + x Keys: After selecting a text, just press Ctrl + x keys to cut the selected content and keep it in clipboard.

Step (3): Finally click at the place where you want to move the selected text and use either of these two simple options:

• Using Ribbon Paste Button: Just click paste button available at the ribbon to paste the content at the new location.
• Using Ctrl + v Keys: This is simplest way of pasting the content. Just press Ctrl + v keys to paste the content at the new location.

Copy, Cut & Paste in different documents:

You can use the same procedure what we have discussed above to copy and paste or cut and paste content form one document to another document. Procedure is very simple, just copy or cut the desired content from one document and go into another document where you want to paste the content and use mentioned step to paste the content.

You can use Alt + Tab keys to switch through the different documents and select the desired destination document.

Find & Replace Operation:

Hope you are expert in searching a word or phrase in a word document as explained above. Now this section will teach you how you can replace existing word in your document. Following are the simple steps:

Step (1): Click the Replace option in the Editing group on the Home tab or press Ctrl + H to launch the Find and Replace dialog box.

Step (2): Type a word which you want to search and a word which would like to replace with in the Find and Replace dialog box as follows:

Step (3): Click Replace button available on Find and Replace dialog box and you will see first occurrence of the searched word would be replaced with the replace with word. Clicking again on Replace button would replace next occurrence of the searched word. If you will click Replace All button then it would replace all the found words in one go. You can also use Find Next button just to search the next occurrence and later you can use Replace button to replace the found word.

Microsoft Word shortcut keys

Below is a listing of the more commonly used shortcut keys in Microsoft Word.

You can also utilize the mouse to perform some common actions. The following section contains examples of mouse shortcuts.

BBA-I: Computer Applications for Business: Computer Network Types

Computer Network Types

Local Area Network

A computer network spanned inside a building and operated under single administrative system is generally termed as Local Area Network (LAN). Usually,LAN covers an organization’ offices, schools, colleges or universities. Number of systems connected in LAN may vary from as least as two to as much as 16 million.

LAN provides a useful way of sharing the resources between end users.The resources such as printers, file servers, scanners, and internet are easily sharable among computers.

Fig: Local Area Network (LAN)

LANs are composed of inexpensive networking and routing equipment. It may contains local servers serving file storage and other locally shared applications. It mostly operates on private IP addresses and does not involve heavy routing. LAN works under its own local domain and controlled centrally.

LAN uses either Ethernet or Token-ring technology. Ethernet is most widely employed LAN technology and uses Star topology, while Token-ring is rarely seen.

Metropolitan Area Network

The Metropolitan Area Network (MAN) generally expands throughout a city such as cable TV network. It can be in the form of Ethernet,Token-ring etc.

Metro Ethernet is a service which is provided by ISPs. This service enables its users to expand their Local Area Networks. For example, MAN can help an organization to connect all of its offices in a city.

Fig: Metropolitan Area Network (MAN)

Backbone of MAN is high-capacity and high-speed fiber optics. MAN works in between Local Area Network and Wide Area Network. MAN provides uplink for LANs to WANs or internet.

Wide Area Network

As the name suggests,the Wide Area Network (WAN) covers a wide area which may span across provinces and even a whole country. Generally, telecommunication networks are Wide Area Network. These networks provide connectivity to MANs and LANs. Since they are equipped with very high speed backbone, WANs use very expensive network equipment.

Fig: Wide Area Network (WAN)

WAN networks connect computers together over large physical distances, remotely connecting them over one huge network and allowing them to communicate even when far apart. The Internet is a WAN, and connects computers all around the world together.

BBA-I: Computer Applications for Business: Computer Network Topology

Computer Network Topology

A Network Topology is the arrangement with which computer systems or network devices are connected to each other. Topologies may define both physical and logical aspect of the network. Both logical and physical topologies could be same or different in a same network.

Network Topology is the schematic description of a network arrangement, connecting various nodes(sender and receiver) through lines of connection.

Types of Network Topology:

Bus Topology:

Fig: Bus Topology

In case of Bus topology, all devices share single communication line or cable.Bus topology may have problem while multiple hosts sending data at the same time.

It is one of the simple forms of networking where a failure of a device does not affect the other devices. But failure of the shared communication line can make all other devices stop functioning.

Both ends of the shared channel have line terminator. The data is sent in only one direction and as soon as it reaches the extreme end, the terminator removes the data from the line.

Advantages of Bus Topology

1. It is cost effective.
2. Cable required is least compared to other network topology.
3. Used in small networks.
4. It is easy to understand.
5. Easy to expand joining two cables together.

Disadvantages of Bus Topology

1. Cables fails then whole network fails.
2. If network traffic is heavy or nodes are more the performance of the network decreases.
3. Cable has a limited length.
4. It is slower than the ring topology.

Star Topology

All hosts in Star topology are connected to a central device, known as hub device, using a point-to-point connection. That is, there exists a point to point connection between hosts and hub.

Fig: Star Topology

As in Bus topology, hub acts as single point of failure. If hub fails, connectivity of all hosts to all other hosts fails. Every communication between hosts, takes place through only the hub.Star topology is not expensive as to connect one more host, only one cable is required and configuration is simple.

Advantages of Star Topology

1. Fast performance with few nodes and low network traffic.
2. Hub can be upgraded easily.
3. Easy to troubleshoot.
4. Easy to setup and modify.
5. Only that node is affected which has failed, rest of the nodes can work smoothly.

Disadvantages of Star Topology

1. Cost of installation is high.
2. Expensive to use.
3. If the hub fails then the whole network is stopped because all the nodes depend on the hub.
4. Performance is based on the hub that is it depends on its capacity.

Ring Topology

In ring topology, each host machine connects to exactly two other machines, creating a circular network structure. When one host tries to communicate or send message to a host which is not adjacent to it, the data travels through all intermediate hosts. To connect one more host in the existing structure, the administrator may need only one more extra cable.

Failure of any host results in failure of the whole ring.Thus, every connection in the ring is a point of failure. There are methods which employ one more backup ring.

Advantages of Ring Topology

1. Transmitting network is not affected by high traffic or by adding more nodes, as only the nodes having tokens can transmit data.
2. Cheap to install and expand

Disadvantages of Ring Topology

1. Troubleshooting is difficult in ring topology.
2. Adding or deleting the computers disturbs the network activity.
3. Failure of one computer disturbs the whole network.

Mesh Topology

In this type of topology, a host is connected to one or multiple hosts.This topology has hosts in point-to-point connection with every other host or may also have hosts which are in point-to-point connection to few hosts only.

Fig: Mesh Topology

Advantages of Mesh Topology

1. Each connection can carry its own data load.
2. It is robust.
3. Fault is diagnosed easily.
4. Provides security and privacy.

Disadvantages of Mesh Topology

1. Installation and configuration is difficult.
2. Cabling cost is more.
3. Bulk wiring is required.

BBA-I: Computer Applications for Business: Computer Networking

What is a Computer Network?

A computer network is a system in which multiple computers are connected to each other to share information and resources.

A computer network is a set of computers connected together for the purpose of sharing resources. The most common resource shared today is connection to the Internet. Other shared resources can include a printer or a file server. The Internet itself can be considered as a computer network.

A computer network is a set of connected computers. Computers on a network are called nodes. The connection between computers can be done via cabling, most commonly the Ethernet cable, or wireless through radio waves. Connected computers can share resources, like access to the Internet, printers, file servers, and others. A network is a multipurpose connection, which allows a single computer to do more.

Fig: A Computer Network

Characteristics of a computer network

·        Share Resources from one computer to another

·        Create files and store them in one computer, access those files from the other computer(s) connected over the network

·        Connect a printer, scanner, or a fax machine to one computer within the network and let other computers of the network use the machines available over network.

Following is the list of hardware's required to setup a computer network/Components/Tools for Networking:-

• Network Cables
• Distributors
• Routers
• Internal Network Cards
• External Network Cards

Network Cables

Network cables are used to connect computers. The most commonly used cable is Category 5 cable RJ-45.

Distributors

A computer can be connected to another one via a serial port but if we need to connect many computers to produce a network, this serial connection will not work. The solution is to use a central body to which other computers, printers, scanners etc. can be connected and then this body will manage or distribute network traffic.

Router

A router is a type of device which acts as the central point among computers and other devices that are part of a network. A router is equipped with holes called ports and computers and other devices are connected to a router using network cables. Now-a-days router comes in wireless modes using which computers can be connected without any physical cable.

Network Card

Network card is a necessary component of a computer without which a computer cannot be connected over a network. It is also known as network adapter or Network Interface Card (NIC). Most branded computers have network card pre-installed. Network cards are of two types : Internal and External Network Cards.

INTERNAL NETWORK CARDS

Motherboard has a slot for internal network card where it is to be inserted. Internal network cards are of two types in which first type uses Peripheral Component Interconnect (PCI) connection while the second type uses Industry Standard Architecture (ISA). Network cables are required to provide network access.

EXTERNAL NETWORK CARDS

External network cards come in two variants : Wireless and USB based. Wireless network card need to be inserted into the motherboard but no network cable is required to connect to network.