Submitted To : Ms.

Shweta Mam

Submitted By: Piyush Gakhar BBA-II C R.NO-1694

Acknowledgment
I have taken efforts in this project. However, it would not have been possible without the kind support and help of many individuals. I would like to extend my sincere thanks to all of them. I am highly indebted to Miss SHWETA MAM for her guidance and constant supervision as well as for providing necessary information regarding the project & also for her support in completing the project. I would like to express my gratitude towards my parents and my friends for their kind co-operation and encouragement which help me in completion of this project.

INDEX
TOPIC SIGNATURE REMARKS

MS DOS

WINDOWS

MS WORD

DBMS

MS EXCEL

MS DOS

INTRODUCTION
DOS is an Operating System. It works as an interpreter between user and computer. We give English like commands and it converts it into machine language and after the computer has processed the information, returns the results to you in English. Ms. Dos consist of four essential programs and a set of additional utilities.

Components of MS-DOS
MS-DOS consists of four essentials utilities. Four main programs are programs and a set of additional

Boot Record IO.SYS

MSDOS.SYST COMMAND.COM

FEATURES OF MS-DOS
It is a single user operating system and is a command user interface (CUI). It interprets commands typed on the DOS mode. Standardization and openness of MS-DOS architecture has greatly benefited software and hardware developers. Very good file, client and Print server options. It has a scandisk utility that helps to detect, diagnose and repair disk errors. It has the ability to bypass some startup commands when the user switches on the computer. The tree command helps to show a graphical representation of all files and directories present in the system or a particular directory or sub-directory. It has a facility of memory management. We can manage the memory requirement using the memmaker command. User can create, remove and change from one directory to another using md, rd and cd commands respectively. The systems settings can be changed by making appropriate changes in CONFIG.SYS file. Using date and time commands the user can modify the systems date and time as per his requirements. It gives full information of files, directories and sub directories in the selected files using the command like dir. With the help of DIR and TYPE command it can display the computed information of all the directories, subdirectories and files respectively.

MS-DOS provides HELP facility which provides references about any MSDOS commands. To check the help for any particular command we have to type the Command Name. The BACKUP command helps to back up the data by restoring the data which has been stored by this command. When the computer starts, the systems memory is automatically tested by HIMEM extended memory management facility.

INTERNAL COMMAND
There are also called memory-resident commands. These commands are automatically loaded into the computers memory during the booting process. They actually included in the Command.com file. So these commands are executable immediately after getting the dos prompt. A few internal commands are

01. VER 02. VOL 03 DATE 04. TIME 05. CLS 06. DIR 07. MD 08. CD 09. PATH 10. RD 11. COPY CON 12. TYPE 13. COPY

Some commonly used internal commands are:

MD
This command is introduced in version 2.0. It is also known as MKDIR command. The purpose of this command is to create a new directory or sub-directory i.e. subordinate to the currently logged directory. Syntax: C :\> MD\ DIRECTORY NAME C :\> MD\ SUB-DIRECTORY NAME

CD This command is also called CHDIR command and it was introduced in 2.0 versions. The purpose of this command is to change from one directory or sub-directory to another directory or sub-directory. Syntax: C :\> CD PARENT DIRECTORY C :\> CD SUB -DIRECTORY C :\> CD..

Example: C:\Documents and settings\Guest>md Anuj

C:\Documents and settings\Guest>cd Anuj In the above example, MD command is used to make directory i.e. ANUJ. In next step, the CD command is used to change the directory to ANUJ. By using the CD.. command the user can move to the parent directory.

RD This is also called as RMDIR command. It was introduced in 2.0 versions. The purpose of this command is to remove directory or subdirectory. Syntax: C :\> RD ROOT DIRECTORY C :\> RD SUB-DIRECTORY

COPY CON The purpose of this command is to create a file. File created by the command cannot be modified. If user will try to modify the contents of the file using copy con, it will display a message File already exists. Overwrite it (Y/N)? File name should not be greater than 11 characters, out of which 8 characters are for file name and 3 characters for the extension.

DEL The purpose of this command is to delete a single file. Also, a user can delete multiple files by using this command with wildcards. Syntax: C :\> DEL Filename.exe C :\> DEL *.* C :\> DEL *.txt Example:

In this example, XYZ is the main directory and PQR is its subdirectory which contains the file ANUJ. The file is created using the command COPY CON. To remove the directory, it is important to delete all the files of the subdirectory (which is done b using the DEL command). After deleting the files from PQR, user should go to the sub directory and then remove the subdirectory. By typing CD.. the user goes to the main directory and by typing the RD command, the main directory XYZ is removed.

DATE The purpose of this command is to display the current date of the system as already fed in the computer system. Syntax: C :\> DATE

VER It displays the version of DOS being used currently. Syntax: C :\> VER

VOL The purpose of this command is to display the volume label or name of the volume given by the user to the specified disk. The VOL command is used to check the name of the volume which user has entered either by an external command LABEL or FORMAT. Syntax: C :\> VOL drive name

TIME
The purpose of this command is to display the current time of the system as already feed in the system. Syntax: C :\> TIME

Example:

By using the DATE command, the current date can be seen and also it can be changed if needed. The VER command displays the version of DOS that is currently being used. The VOL command is used to display the Volume name of the drive specified. As the drive has no label, therefore the label can be inserted by using the external command LABLE.

REN
The purpose of this command is to rename an old file name with a new file name. Syntax: C :\> REN old file name new file name Example: C:\raj>cd.. C:\>ren raj ritu C:\>cd ritu C:\ritu> In the above example, file RAJ is renamed as RITU. And by applying the CD command the user can work in the file RITU.

CLS The purpose of this command is to clear the display screen and redisplay the DOS prompt at the upper left corner of the screen. The application of CLS command is to remove unwanted clutter from the display screen or to start DOS command prompt at the top of the screen. Syntax: C :\> CLS Example: Microsoft Windows [Version 6.1.7601] Copyright (c) 2009 Microsoft Corporation. All rights reserved. C:\Users\Admin>CD.. C:\Users>CD.. C:\>CLS After typing the CLS command when the enter button is pressed to execute the command then all the information on the screen is cleared and the DOS prompt is displayed as follows: C:\>

DIR It stands for directory listing. It is used to display all the files and sub directories stored in the directory along with their size in bytes, the date and time when they were created. Syntax: C :\> DIR[drive:][path][filename]/switches /P /W /A Attributes S H R A S Pauses after each screen of information Uses wide list format Displays files with specified attributes D Directories

System files Hidden files Read-only fil Files ready for archiving Displays files in specified directory and all subdirectories

Example: C:\>DIR Volume in drive C has no label. Volume Serial Number is 5859-3816 Directory of C:\ 14-02-2012 09:44 13-02-2012 22:09 05-06-2011 14:23 18-05-2010 04:51 19-08-2009 04:47 18-05-2010 04:55 05-06-2011 14:29 13-02-2012 22:18 <DIR> <DIR> <DIR> abc amit hp_P1000_P1500_Full_Solution

187 Installer_Setup.log <DIR> Intel

304,780 lv.log 88,413 M1005.log <DIR> mantu

02-12-2006 09:07 18-05-2010 04:45 14-07-2009 08:50 27-10-2011 18:34 10-02-2012 21:51 19-08-2009 05:54 13-02-2012 22:11 11-01-2012 14:45 13-02-2012 22:19 02-08-2011 12:37 12-02-2012 18:34 08-05-2010 22:37 13-01-2012 14:13 17-05-2010 20:11 10-02-2012 21:52 9 File(s)

904,704 msdia80.dll <DIR> <DIR> <DIR> <DIR> Nobu_Icon PerfLogs Program Files Program Files (x86)

2,849 RHDSetup.log <DIR> ritu

15,569 SAF_LOGs.7z <DIR> <DIR> sarita Tally 9.0

735,812 test.xml 60,020,836 u9iavi2861fa.bin 1,492 user.js <DIR> <DIR> Users Windows

62,074,642 bytes

14 Dir(s) 38,597,177,344 bytes free C:\> TYPE This command is used to display the contents of a file on the screen and optionally on printer too. The contents of long files move up so rapidly that it is difficult to read them. Then we use filter command more with it. Wild cards characters are not allowed in the filename.

Syntax: C :\> type filename. extension Example: C:\>cd ritu

C:\ritu>cd abhishek C:\ritu\abhishek>copy con Palak Hi! My name is Palak I am a student ^Z 1 file(s) copied.

C:\ritu\abhishek>type Palak Hi! My name is Palak I am a student C:\ritu\abhishek>

EXTERNAL COMMAND These are also called Disk-Resident Commands. These commands are meant for special purpose. These are found in separate files on Hard Disk or Floppy Disk, So that they dont typically consume valuable memory space. They are loaded into memory only when called. Some External Command are: 1. Xcopy 2. Move 3. FC 4. Doskey 5. Mem 6. FILTER a.. More b.. Sort c.. Find 7 Attrib 8. Deltree

9 Edit 10 Tree

EXTERNAL COMMANDS

a) ATTRIB
The purpose of this command is used to change the attribute of a file in it. User can evalue/user ATTRIB to make file read only which prevents the file from the change of contents. User can also hide or dehide a file.

The ATTRIB attributes used with ATTRIB command areas:-

+ R A S H

sets an attribute Clears an attribute read only file attribute archive file attribute system file attribute hidden file attribute

Eg: C:\univ>attrib bba +r

b) DOSKEY Files require to execute the command is DOSKEY.COM and can be stored in 5,681 bytes of storage media. DOSKEY command is the key to display the history of dos commands typed by the user using the keyboard. Eg: C:\>doskey c) MOVE

The purpose of this command is used to move files or directories to a new location. By using move command one can avoid the time consuming

process,in which firstly files are copied and then deleted from the source place. Eg: C:\university\sd>move canteen cafe 1 file(s) moved. d) FIND The Find command is used to find files stored on the disk or a specific word in the contents of a file. It can search 4 specific files also or text in d specific files. Eg: C:\univ>find "praveen" bba ---------- Bba praveen e) BACKUP The purpose of this command is used to restore the various files that are stored on the hard disk to that of a floppy disk to protect it from crashes and damages that occur due to various reasons. It is stored in BACKUP.EXE. The files stored with the command can be retrieved in copied on to hard disk using restore command whish is also uswed in internal command in dos. Syntax: C:\>BACKUP [Source:\Path\Filename] [Target:] [/s] [/m] [/a] [/d:date] [/t:time] [/f:size] [L:LogDrive:\Path\Log] Eg: C:\>backup C:\TC A:/S f) CHKDSK The command CHKDISK returns the configuration status of the selected disk. It returns the information about the volume serial number,total disk space,space in hidden files etc. is stored in CHKDSK.EXE.It scans the disk in a specified drive for error.If there is any error,it specifies that in the status report. Syntax: CHKDSK [drive:] [[path]filename] [/F] [/V] Eg: C:\> chkdsk C:

g) DELTREE The command is used to delete files and directories same as by the DEL and RD commands. This command is non useful than DEL and RD commands if oone wants to delete directory which further has various files and subdirectories. It is stored in DELTREE.EXE

Syntax: doskey/options Eg: C:\>doskey/history h) EDIT This command is used to edit the contents of an already existing file. is stored in EDIT.COM. Incase the command doesnt work,give external pathC:\>path=C:\Windows\system32 Eg: C:\univ>edit bca 'edit' is not recognized as an internal or external command, operable program or batch file. C:\univ>path=C:\windows\system32 C:\univ>edit bba i) FORMAT Format command is used to make a disk usable for operating system by dividing the disk into magnetic tracks and sectors. Format command erases all data from target disk but the data lost after using the format command can be recovered using UNFORMAT command. It is stored in FORMAT.COM. Syntax: format drivename:/switches Eg: C:\>format A: j) XCOPY This command is faster than Copy Command and allows you to copy entire directories/disk including all the sub directories and files to destination. Syntax: XCOPY Source [ Target][/Y][-Y] [/P][/E] SWITCHES : /-Y : Prompts before copying over existing files. /y : Overwrites existing files without prompting. /p : Ask before copying each file. /e : Copying empty directory also. /s : Copying subfolders. EXAMPLE: XCOPY C:\SAMS D:\SAMS /S/E

WINDOWS

Some of the well-known versions of Windows have included: Windows is a personal computer operating system from Microsoft that, together with some commonly used business applications such as Microsoft Word and Excel, has become a de facto "standard" for individual users in most corporations as well as in most homes. The original 1985 version of Windows introduced to home and business PC users many of the graphical user interface (GUI) ideas that were developed at an experimental lab at Xerox and introduced commercially by Apple's Lisa and Macintosh computers.

Windows CE for use in small mobile computers Windows Me Windows XP Windows Vista

START BUTTON
The "Start" button is probably the most used part of the Windows Desktop. The start button is where you access all the programs on the computer. When you click on the"Start" button you will be shown a menu of the major computer headings. These headings provide access to the major programs on your computer.

The Start Button or Apple menu starts programs, opens documents, and access most parts of the system. Windows Program and Apple Dock menus can be customized as needed.

Program or Dock displays a list of the programs that are installed through Windows and available to use

Documents displays a list of the last 15 documents used allowing the user to open them directly from this menu Settings displays system components, such as printers, control panel and taskbar Find/Search has search abilities to find files, folders and phrases in documents on your computer

DESKTOP:

Desktop refers to the main background area (in our example the white area). You can customise your desktop in various ways, including adding a background picture, changing the background colour, and changing the size of the icons on the desktop. The Desktop offers many features that make using your computer easier. You can easily start programs or applications, copy and move files from one place to another and drag and drop files and program where you want them on the computer or even on to a program's icon to open a file. Open and Save menus are streamlined to allow all applications to have the same basic features plus program specific features.

Minimise button
Figure 1. Minimise window button
If you are still working in a window but do not need to look at it while you work in another window you can click on the 'minimise button' and the window will then appear as button in the task bar at the bottom of the screen. When you want to work in the window again you can click on the relevant button in the task bar to restore the window.

Restore button
Figure 2. Restore window at a reduced size button Figure 3. Restore window at full size button
When you are working in a window at full size (see figure. 1) you may decide to reduce the size so you can work in another window at the same time. You can reduce the size by clicking on the 'restore button' this will reduce the size of the window (see figure. 2). If you require the window any smaller you can place the mouse cursor at the edge of the screen when it changes from a white arrow to a double headed black arrow you can drag the edges of the window to the size you require. When you want to return the window to full screen size click on the 'restore button' .

Close button
Figure 3. Close window button
If you have finished using a window for your current session you can click on the 'close button' and the window will close completely. This button is easy to click on by mistake (when you meant to use the minimise button) and can ultimately result in you losing any unsaved changes in that window and if it is the main window exit you from the program. Thankfully many software packages will ask if you want to save your latest changes to a file before it will close the window

MS WORD

INTRODUCTION
There are many software packages to do the job of word processing. Some of them work in DOS environment. Example are WordStar, Word Perfect and Professional Write. But in these days working in WINDOWS is becoming more and more popular. So let us consider software for word processing which works in WINDOWS. Our choice is MS-WORD because it is the most popular software in these days. MS-WORD is a part of the bigger package called MS OFFICE, which can do much more than word processing. In fact when you open up MS OFFICE you will find four main components in it. They are MS-WORD (for word processing), MS EXCEL (for spreadsheet), MS ACCESS (for database management) and MS POWERPOINT (for presentation purposes). However, we will limit ourselves to MS-WORD only in this lesson.

WHAT IS WORD-PROCESSING?
Word Processor is a Software package that enables you to create, edit, print and save documents for future retrieval and reference. Creating a document involves typing by using a keyboard and saving it. Editing a document involves correcting the spelling mistakes, if any, deleting or moving words sentences or paragraphs.

IMPORTANT FEATURES OF MS-WORD

Ms-Word not only supports word processing features but also DTP features. Some of the important features of Ms-Word are listed below:

i.

Using word you can create the document and edit them later, as and when required, by adding more text, modifying the existing text, deleting/moving some part of it. Changing the size of the margins can reformat complete document or part of text. Font size and type of fonts can also be changed. Page numbers and Header and Footer can be included. Spelling can be checked and correction can be made automatically in the entire document. Word count and other statistics can be generated. Text can be formatted in columnar style as we see in the newspaper. Text boxes can be made. Tables can be made and included in the text. Word also allows the user to mix the graphical pictures with the text. Graphical pictures can either be created in word itself or can be imported from outside like from Clip Art Gallery. Word also provides the mail-merge facility. Word also has the facility of macros. Macros can be either attached to some function/special keys or to a tool bar or to a menu. It also provides online help of any option.

ii. iii. iv. v. vi. vii.

viii. ix. x.

OPENING A FILE:
To open a file in document in MS WORD,follow the various steps:
From the File menu, click Open:

The Open dialogue box appears, and looks like the image below:

The Open dialogue box looks very similar to the Save As dialogue box. "Save in", "File name", and "Files of type" work in exactly the same way as the Save As dialogue box. Notice, though that the File name text box is blank, and the Open button is not available. It has been greyed out. The reason that the Open button is greyed out, and therefore not available, is that text box is empty. Once you select a file, the Open button will be ready for us.

But the text box is empty because no file has been selected. A file is selected from the larger white area in the middle. Clicking on the file once with the left hand mouse button will select a file. In the previous image, there was only one file available for selection - a document called "rrKeyCaps.doc". That is not the one we want. To locate the file we want, we need to open the folder called "My WP Projects". Because that's where we saved it. You can see from the image that this folder is in the list of folders, just below the folder called My Pictures:

You can see also that we are in the folder called My Documents. To open up the folder we want, simply double click it. This will take us inside the My WP Projects:

The whole Open dialogue box now looks like this:

The file we want, Library Letter, has been clicked on. As a result, the Open button is no longer greyed out. We can go ahead and click it. When we do, our letter will open in Microsoft Word.

2)CLOSING THE DOCUMENT

When you finish working with a document, you would like to close it. Closing a document removes it from your computer screen and if you had other documents open, Word displays the last document you used otherwise, you see a blank Word window. Here are simple steps to close an opened document:

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

Step (2): When you select Close option and if document is not saved before closing,
it will display following Warning box asking whether the document should be saved of not.

Step (3): Now its upto you if you want to save the changes, then click Save,
otherwise clickDon't Save button. To go back to the document click Cancel button.

3)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: 1. Just press Ctrl + S keys to save the changes. 2. 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. 3. You can also use third method to save the changes, which is Save option 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.

MAIL MERGE

Mail merge
Many businesses and organizations communicate with their clients through letters, commercial notes that are sent to all the clients through a distribution list. For example, SystemPlus could send a letter to all the members of their distribution list in order to advertise their new educational services. Word offers us the possibility to create group letters that have the standard body of message and different personal information for each recipient. This function is named Mail Merge. The Mail Merge function uses the following two elements: The Main Document, which is consisted of all the text and all the other objects that we want to be repeated in every letter or document in order to be created. The Data Source, which contains all the recipients personal information, meaning the elements that will be changing in every letter or label. For example, the name, address, the post code and etc. All the information that considers a certain recipient is named a Data Record. In every record, isolated information in the data source, for example the name or surname are named field.

The steps that we should follow in order to create collective letters with the Mail Merge function are the following: To create or open the Main Document.

To create or open the Data Source file. To select the fields that will be contained in the letters. To merge the data source file with the contents of the letter, in order to create the unique letter for each recipient. Creating the Main Document As mentioned above, in order to start the Mail Merge Function, we should create a New Blank Document. We create the blank document and then we type in the content of the main document leaving five empty lines in the beginning of the document.

June 29th, 2011 IT Consulting SystemPlus is a Gold Certified Partner of Microsoft and is responsible for installation, customization and maintenance of computerized equipment and networks as well as the automation of processes using technology. Since we have typed our text, we choose the Mailings Tab and from the area of the ribbon named Start Mail Merge we select the command Start Mail Merge and from the drop down menu we select the command Step by Step Mail Merge Wizard.

Once selected the Mail Merge task pane appears at the right of our screen. We select the sort of main document we are going to use, which in our case is Letters. At the bottom of the task pane we notice that we are at the First Step of the wizard which is name Select Document Type.

From the moment that we have selected what sort of document we are going to use we select the to move on to the second step of the Wizard which is named Next: Starting Document as we can see in the image below.

Now, that we are at the Second Step of the Wizard, we have to define which document we are going to use as our Main Document.

Since we have already typed our document, we make sure that the check box is on at the left of the command Use Current Document. If we hadnt opened our document, but we had created it before and saved it on our computer, we would have to select the check box next to the command Start From Existing Document, and then from the Open window we would had to navigate in order to find the appropriate document. One way or the other, once we have the Main Document opened, we should move on to the Third Step of the Wizard which is named Next: Select Recipients. Typing A New List Once we have the Main Document ready, the next step is to create our Data Source File. In a few words, to create all the elements that will be shown in our letter. The Data Source can either be saved in an Access database, a Word document, or even an Excel file. The data that considers a certain recipient of a data source is one source record.

The first line is named Heading Line, and the different information for each recipient is namedfield. This is an example of a data source consisting three records.

Surna me

Name Address1

City

State E-mail

Mobile

Rouvas Sakis Vissi Anna

sakis@systemplus 69411111 Axarnon 13 Athens Attiki .gr 1 Metamorfos anna@systemplus 63411111 eos 35 Athens Attiki .gr 1

Hatzimi michael@systemp 69555555 xalis Michael Pentelis 25 Athens Attiki lus.gr 5

The steps that we have to follow in order to create our data source are the following: In the third step of the wizard, in the area Select Recipients we activate the check box next to the command Type A New List. A new command appears in the area of the wizard which is namedCreate and is found in the area Type A New List, as we can see in the image below.

By selecting the Create command, the New Address List window appears as shown below.

If we want, we could adjust the Heading Lines that we want to appear in our list. For example, we could define that we dont want the field Title to appear. In order to do that we must select the command Customize Columns, where the Customize Address List window appears as we can see below.

We then select the name of the field that we want to remove and we press the Deletebutton. We could also rename a field by selecting the appropriate button.

Whatever changes we do to this data source affects only the current file. Meaning that the next time we create a new data source all the fields will be available. In our example, we delete the fields Title, Company, Address2, ZIP Code, Home Phone. One by one, we select the fields and press the Delete button. Once we have finished we press the OK button, in order to type in all the information in the appropriate fields. We type in the following information:

To move in between the different fields, we just type in the surname Rouvas in the first field and then we press the Tab button, in order to move to the Name field and type in the name Sakis. We follow the same procedure until we have typed in all the information that is needed. Once we have finished typing in all the information, the moment we press the OK button theSave Address List window appears, where we must type in the file name we want to use and save it in the suggested folder which is named My Data Sources. The Data Source file can be saved in any folder that we want. Once we have save the Data Source file, the Mail Merge Recipients window appears as shown in the image below.

In the Mail Merge Recipients window, all the information that is included in our Data Sourcefile appears. The tick mark at the left informs us that these records will be included in the Mail Merge. In order to exclude a record we just deactivate the tick mark by clicking on it. With the links that we find at the bottom of the window we can Sort, Filter, Find Duplicates, to find a recipient and to validate the address. If we want to edit the Data Source file or to add a new record, we must select the Data Source file at the left of the window, and once selected the Edit command will be activated. Using An Existing List If we already had a file that has data, that we could use as a Data Source file for the Mail Merge the steps that we would had to follow would be the same as described above. Meaning to create our Main Document, and when we reached the Third Step of the Wizard we should activate the Use An Existing List button and then to select the Browse button in order to navigate and find the file that contains the data and open it.

Adding Recipient Information

Once we have created the Main Document, we have created the Data Source file, we should now let Word now in which part of our document we want to add the Merge Fields. The fields that contain the personal information for each recipient. This can be done the following way: When we create the Data Source file, we were in the Third Step of the wizard, and now we must select to move on to the Fourth Step of the wizard which is name Next: Write Your Letter, as shown in the image below.

We put our insertion point in the part of the document that we want to insert the first Merge Field at the left of our document. Then from the task pane Wizard we select the commandMore Items. The Insert Merge Field window appears where we select the field that we want, in our example Name and we press the Insert button.

The name of the Merge Fields appears in our document in between quotation marks. With the same way we insert all the other fields and once finished we press the Close button. In order to add empty space or paragraphs between the Merge Fields, we must close the Insert Merge Field window every time in order to return to the document. We add all the Merge Fields in order to look as shown below. June 29th, 2011 Name Last Name Address1 City, State IT Consulting SystemPlus is a Gold Certified Partner of Microsoft and is responsible for installation, customization and maintenance of computerized equipment and networks as well as the automation of processes using technology. Once we have inserted all the Merge Fields in our document, from the task pane Wizard, we select the command Next: Preview Your Letters to move on to the fifth step of the wizard, where we can preview in our document the recipients that we had selected. We can also exclude a recipient by selecting the appropriate button. By pressing the double arrowed buttons, we move on to the next recipients in order to see all the information. Once we have previewed our document, we press the Next: Complete The Merge button to move on to the last step of the Wizard.

Once we have done all the steps for the Mail Merge, we have edited our recipients we are ready to complete the Mail Merge. By Mail Merge, we merge our Main Document with the Data Source file in order to create one letter for each recipient. After we complete the procedure we would be able to see our new merged document or to send it for printing straight away.

In order to see the results of the merging into a new document, we must select the Edit Individual Letters command. Once pressed the Merge To New Document window appears, where we can choose to merge all the records from the Data Source file, only the Current record, or to specify which records we want.

By pressing the OK button, Word creates a new document with the name Letter1. In our example our document will be consisted of 10 pages, on for each recipient. Every page that will be created will have different information in the merged fields, but the rest of the document will be exactly the same for all the recipients. In this point we can edit or modify some parts of the new document for some recipients and then print it or save it. If we wanted to send the results of the merging to the printer, we would have pressed thePrint button. With this way, we would have printed the results of the merging to the printer. In this case the Merge To Printer window would appear.

Here we can choose to print all the records from the Data Source file, only the Current record, or to specify which records we want.

DBMS

An Intrduction to Database Management Systems

A database is a collection of related files that are usually integrated, linked or crossreferenced to one another. The advantage of a database is that data and records contained in different files can be easily organized and retrieved using specialized database management software called a database management system (DBMS) or database manager. A collection of programs that enables you to store, modify, and extract information from a database. There are many different types of DBMSs, ranging from small systems that run on personal computers to huge systems that run on mainframes. The re examples of database applications following a: computerized library systems flight reservation system

The Advantages of a DBMS Improved availability: One of the principle advantages of a DBMS is that the
same information can be made available to different users.

Minimized redundancy: The data in a DBMS is more concise because, as a

general rule, the information in it appears just once. This reduces data redundancy, or in other words, the need to repeat the same data over and over again.

Accuracy: Accurate, consistent, and up-to-date data is a sign of data integrity.

DBMSs foster data integrity because updates and changes to the data only have to be made in one place.

Program and file consistency: Using a database management system, file

formats and system programs are standardized. This makes the data files easier to maintain because the same rules and guidelines apply across all types of data. The level of consistency across files and programs also makes it easier to manage data when multiple programmers are involved.

User-friendly: Data is easier to access and manipulate with a DBMS than without
it. In most cases, DBMSs also reduce the reliance of individual users on computer specialists to meet their data needs.

Improved security: As stated earlier, DBMSs allow multiple users to access the
same data resources. This capability is generally viewed as a benefit, but there are potential risks for the organization. Some sources of information should be protected or secured and only viewed by select individuals. Through the use of passwords, database management systems can be used to restrict data access to only those who should see it.

The Disadvantages of a DBMS

There are basically two major downsides to using DBMSs. One of these is cost, and the other the threat to data security.

Cost: Implementing a DBMS system can be expensive and time-consuming,

especially in large organizations. Training requirements alone can be quite costly.

Security: Even with safeguards in place, it may be possible for some unauthorized
users to access the database. In general, database access is an all or nothing proposition. Once an unauthorized user gets into the database, they have access to all the files, not just a few. Depending on the nature of the data involved, these breaches in security can also pose a threat to individual privacy. Steps should also be taken to regularly make backup copies of the database files and store them because of the possibility of fires and earthquakes that might destroy the system.

MS EXCEL

INTRODUCTION TO SPREADSHEET
A spreadsheet is simply a grid of boxes, or cells, set up in rows and columns. Every cell has a unique address, corresponding to its row and column location. For example, the cell in the first column and first row is A1. The cell in the third column and four row would be C4. The computer can find its way around the spreadsheet by using those addresses, and perform functions on the numbers you enter in those cells. It sounds complicated, but it's not. Here is a typical blank spreadsheet grid:

Basically, we can use this grid to add, subtract, multiply and divide numbers. We can do percentages. Columns or rows can be sorted alphabetically, or numerically. That makes a spreadsheet a powerful tool that will make your life easier whenever you must deal with large blocks of information or numbers.

Entering data
To keep things simple, we're going to look at a spreadsheet with just a few columns and rows. With Excel Version 7, you actually have 16,000 rows and columns to play with. To enter a number or other information, just click in a cell with your left mouse. Let's start in cell A3 with some data from the Roseland municipal budget:

As you can see, the cell is not large enough to fit the words. But we can make the columns larger by moving the mouse to the line between columns. You then click and hold on the line and drag it out to make it larger :

Now go to cell B3 and enter numbers the same way. Don't worry about putting in commas, percent signs or currency signs. We can format the whole column after we're finished:

Formatting Data

To format the column, click on the column header, which in this case is the grey square with a B at the top. Click in the square with your left mouse button and the entire column will be highlighted. Then go to the top of the tool bar and click on Format, then click on Cells in the submenu, and click on Number to format the numbers in the cells. Here, we will click on Currency within the numbers submenu to put dollar signs and commas in the appropriate places:

Once we do that, however, you see something has happened to the cells: You get a #### in some of the cells. That's the program's way of telling you the

column isn't wide enough. To fix it, click and drag on the | between B and C like we did earlier, and widen the column again.

Now let's add another column of numbers, again by simply clicking in the cell and working down. We already have the 1997 budget figures. Let's enter the 1996 numbers as a comparison:

Calculating Changes
Here's where we put the program to work. If you wanted to, you could take a calculator and add up those columns yourself. You could then subtract the difference between the two years of figures in each column, and get an idea of where expenses are heading.

With Excel, the program will do it for you. Start by adding up each column. Click in cell B9. What we want to do is tell the program what numbers to add up. In Excel, we tell the computer we are about to enter a formula by starting with an = sign. Remember, every cell has a unique address. We want to add up cells B3, B4, and all the way to B8. We could do that by entering the formula=B3+B4+B5+B6+B7+B8. That will work, but it means entering a lot of numbers and the whole point of this program is to save us work. So we can tell the program to simply add up the column by entering =SUM(B3:B8) Another shortcut, and we love shortcuts, is to click on the bottom of the column and then click on the Sigma, or Summation sign in the top toolbar. That will enter the formula for you. Just make sure there isn't a data at the top of the column, or the date will be added to your total.

A spreadsheet example: