Computer Applications

INTRODUCTION TO COMPUTER APPLICATIONS
Table of Contents
Introduction to Computers .................................................................................................. 1

Microsoft Word ................................................................................................................. 11
Microsoft PowerPoint ....................................................................................................... 32
Microsoft Excel ................................................................................................................. 40
Microsoft Access .............................................................................................................. 59
The Internet Technology ................................................................................................... 67
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Introduction to Computers
What is a computer?
A computer is an electronic device that operates under the control of a set of instructions that is
stored in its memory unit. A computer accepts data from an input device and processes it into
useful information, which it displays on its output device. Actually, a computer is a collection of
hardware and software components that help you accomplish many different tasks. Hardware
consists of the computer itself, and any equipment connected to it. Software is the set of
instructions that the computer follows in performing a task.
Some Basic Terms
Hardware: The physical parts of the Computer.

Software: The programs (instructions) that tell the computer what to do
Data: What the user inputs into the computer through the input devices.
Information: Data, which has been processed i.e. meaningful data
Default: Settings built-in by the manufacturer to make sure their programs work properly, and
can be changed by the user.
Soft copy; An electronic copy of a document, as opposed to a hard copy
Hardcopy: A term often used to denote any document produced on paper
A file: Is a collection of letters, numbers and special characters: it may be a program, a database,
a dissertation, a reading list, a simple letter etc. A file has a name attached to it.
A folder: In graphical user interfaces such as in Windows a folder is an object that can contain
multiple documents. Folders are used to organize information.
What makes a computer powerful?

Speed: A computer can do billions of actions per second
Reliability: Failures are usually due to human error, one way or another.
Storage: Capability of storing enormous amounts of data that must be located and retrieved very
quickly.
Accuracy: Humans, not computers, cause Errors
In addition to the above, computers are programmable as well as productivite.
Types of Computers
Today's computers are of three main types: mainframes, supercomputers, and microcomputers.
They differ in size, speed of operation, amount of data that can be stored, and the number of
simultaneous users.
Mainframes allow many simultaneous users, handle typically huge databases, and can perform
complex mathematical operations. We find them mainly in industry, research, and university
computing centers.
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The microcomputer is essentially a personal or desktop computer. These desktop PCs, which
dwarf the capabilities of the huge early computers, are used extensively in the home
(entertainment, communication, personal databases, and spreadsheets) and in all types of
businesses (word processing, accounting, inventory control, research)
Supercomputers: They are the most powerful, the most expensive, and the fastest. They are
capable of processing trillions of instructions per second. Examples of users of these computers
are governmental agencies, the National Weather Service, and the National Defense Agency.
Also, they are used in the making of movies, space exploration, and the design of many other
machines. These are used for jobs that take massive amounts of calculating, like weather
forecasting, engineering design and testing, economic forecasting, etc
Computer Components
A computer system has two basic parts: Hardware and Software. The equipment associated with
a computer system is the hardware. Computer hardware is responsible for performing four basic
functions: input, processing, output, and storage. Let’s go back to the basic definition of a
computer. A computer is an electronic device that is programmed to accept data (input), process
it into useful information (output), and store it for future use (storage). The processing function is
under the control of a set of instructions (software)
The four primary components of a computer system are:
Input: Input devices send data and instructions to the central processing unit.
Processing: Central processing unit executes computer instructions. Memory (RAM) holds data
and programs temporarily
Output: Output devices make processed data available to the user.
Secondary Storage: Secondary storage devices store data and programs permanently
In order to function properly, a computer system must have all four types of hardware: input,
processing, output, and storage.
Input Devices accept data in a form that the computer can utilize. Also, the input devices send
the data or instructions to the processing unit to be processed into useful information. There are
many examples of input devices, but the most commonly used input devices are; the mouse and
keyboard. Others include, touch pads, joystick, scanners
Output Devices include Monitor, speakers, printers etc
Storage Devices: Permanent storage of information is also referred to as Secondary storage or

auxiliary storage. This storage is done on the following media: Hard disk drive, floppy disks,
CDs, DVDs, Flash disks, Tapes etc
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The Processor: The CPU (Central Processing System) is the brain of the computer. It consists of
electronic circuits that interpret and execute instructions; it communicates with the input, output,
and storage devices. The CPU, with the help of memory, executes instructions in the repetition of
machine cycles. A machine cycle consists of four steps:
1. The control unit fetches an instruction and data associated with it from memory.
2. The control unit decodes the instruction.
3. The arithmetic/logic unit executes the instruction.
4. The arithmetic/logic unit stores the result in memory.
Computer Memory
Memory, or primary storage, works with the CPU to hold instructions and data in order to be
processed. Memory keeps the instructions and data for whatever programs you happen to be
using at the moment. Memory is the first place data and instructions are placed after being input;
processed information is placed in memory to be returned to an output device. It is very
important to know that memory can hold data only temporarily because it requires a continuous
flow of electrical current. If current is interrupted, data is lost. Memory is in the form of a
semiconductor or silicon chip and is contained inside the computer.
There are two types of memory: ROM and RAM. ROM is read only memory. It contains
programs and data that are permanently recorded when the computer is manufactured. It is read
and used by the processor, but cannot be altered by the user. RAM is random access memory.
The user can access data in RAM memory randomly. RAM can be erased or written over at will
by the computer program or the computer user. The amount of RAM has increased dramatically
in recent years.
Memory is measured in bytes. A byte is usually made up of 8 bits and represents one
character—a letter, digit, or symbol. The number of bytes that can be held is a measure of the
memory and storage capacity. Bytes are usually measured in groups of kilobytes, megabytes,
gigabytes, and terabytes. The following chart defines each term.
Kilobyte KB Roughly 1,000 bytes
Megabyte MB Roughly 1,000,000 bytes
Gigabyte GB Roughly 1,000,000,000 bytes
Terabyte TB Roughly 1,000,000,000 bytes
System unit: Protects the internal parts from physical damage and electromagnetic interferences.
Motherboard: Is the main circuit board of a microcomputer. It is also known as the main board
or system board.
Bus - A bus is an electronic line that allows 1s and 0s to move from one place to another.
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Expansion Slots - Expansions slots appear on the motherboard. They are sockets into which
adapters are connected.
Ports and Connectors - A port is a connector located on the motherboard or on a separate
adapter.
Bays - A bay is a space inside the computer case where a hard drive, floppy drive or CD-ROM
drive sits.
Power Supply - A power supply changes normal household electricity into electricity that a
computer can use.
Sound Components - A sound card lets a computer play and record high quality sound.
CMOS battery: Used to retain the date, time and configuration information when the power is
off (Internal settings of the computer).
Peripherals: A peripheral is a type of computer hardware that is added to a computer in order to
expand its abilities. More specifically the term is used to describe those devices that are optional
in nature, as opposed to hardware that is either demanded, or always required in principle. E.g.
printers, scanners, and digital cameras.
Software Components
As important as hardware devices may be, they are useless without the instructions that control
them. These instructions used to control hardware and accomplish tasks are called software.
Software falls into two broad categories— applications and systems software.
Applications software allows you to perform a particular task or solve a specific problem. A
word processor is the most widely used example of applications software; it can be used to create
a letter, memo, or anything else you need to type. Other examples include games, spreadsheets,
tax preparation programs, typing tutor, etc. Applications software can be purchased in stores and
is called packaged or commercial software. In other words, it is prewritten. However, there may
be situations that require a specific type of software that is not available. It would then be
necessary to design and write a program; this software is called custom software. Most often,
personal computers utilize packaged software.
When packaged software is purchased, it will come with written instructions for installation and
use. These instructions are documentation. Packaged software can be purchased, or in some
cases, it is available for no cost. Freeware is software considered to be in the public domain, and
it may be used or altered without fee or restriction. Another form of somewhat free software is
shareware. The author of shareware hopes you will make a voluntary contribution for using the
product.
Microsoft Office is the most popular office suite for the personal computer today. The most
important applications software categories included in office suites are described in the table
below:
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Software Category Function
Word Processor Provides the tools for entering and

revising text, adding graphical
elements, formatting and printing
documents.
Spreadsheets Provides the tools for working with

numbers and allows you to create and
edit electronic spreadsheets in
managing and analyzing information.
Database Management Provides the tools for management of a

collection of interrelated facts. Data can
be stored, updated, manipulated,
retrieved, and reported in a variety of
ways.
Presentation Graphics Provides the tools for creating graphics

that represent data in a visual, easily
understood format.
Communication Software Provides the tools for connecting one

computer with another to enable
sending and receiving information and
sharing files and resources.
Internet Browser Provides access to the Internet through

a service provider by using a graphical
interface.
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As important as applications software may be, it is not able to directly communicate with
hardware devices. Another type of software is required operating systems software. Operating
Systems software is the set of programs that lies between applications software and the hardware
devices.
An Operating System, or OS, is a software program that enables the computer hardware to
communicate and operate with the computer software. Without a computer Operating System, a
computer would be useless.
Functions of Operating system
Provides a GUI through which the user enters commands.

Process Management: How processes are to be executed by the processor
Resource Management: Maximum utilization of resources mainly the processor
Memory Management: Allocation and de-allocation of memory
File management: Keeps track of files, filenames and their locations
I/o Management: Keeps track of which devices are connected to the system
Error Detection: Displays error messages to the user incase of a problem
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Introduction to windows
To use the computer, the first thing you should find is the power switch that is used to put the
unit on. Pushing it would start the computer. Therefore, before using a computer, you must first
turn it on. The computer works by receiving and giving instructions. For example, when you
press the power button, you give the instruction to the electricity to "wake" up the computer.
This instruction causes the computer to start giving its own instructions to internal parts. One of
the instructions is called BIOS. The BIOS instruction starts checking "everybody", asking "Are
you OK?", "Are you OK?", "What about you?” If a certain part that is important doesn't respond
(for example if a certain important object such as the keyboard or mouse is not connected, which
means it will not respond when the BIOS asks, "Are you OK?"), then the BIOS may interrupt
everything, or it may continue checking. If the BIOS come to a conclusion that this computer is
not worth using, it would display an error and may not let you do anything significant. If the
BIOS "think" that everything is alright and that the computer can be used, then it gets the
hardware parts ready. – Booting. Depending on the computer, you are using, when it comes up, it
may directly display the desktop or it may ask you to log in
POST: Power on Self-Test

When your computer first starts, you will see the keyboard lights flash, see the floppy and/or
CDROM lights turn on, and hear the floppy and hard drives spin. Then your computer will beep
(possibly a few times). This process is called the POST: power on self-test.
Logging in: After the booting process, the login window will be displayed.
•Type in the user name and Password and click OK.
Introduction to the Desktop
After logging in successfully, the area you are looking at is called the desktop. The desktop is
usually different from one computer to another. This is because some items get added as new
programs are installed on a computer, and other items get deleted at will. The Microsoft
Windows desktop is made of various parts. From the upper left to the lower left side of the
screen, there are small pictures or images called icons. Each one is used to make the computer do
something. Some of the most regular icons are:
My Computer: Shows the disk drives and the hardware connected to the computer
Recycle bin: Stores all deleted jobs.
Internet Explorer: Finds and locates information on the Internet
My Documents: Contains various documents such as letters, reports etc
MyNetworkplaces: Shortcut to network computers
There are three main parts to your screen: Desktop, Windows and Icons.
Desktop: This is similar to the top of your desk at home/work; it is the overall area for you to
work in. You can retrieve or put away items (like placing a file or calculator on your desk), and
move items around.
Windows: When you wish to perform a task, you select it with your keyboard or mouse and a
window opens. This is like opening/closing a file folder. When Windows starts, the Program
Manager Window is displayed. (Notice that the title of the window is in the title bar). The
Program Manager is the base window for the Windows program.
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Icons: The items within the window are called icons, because they are picture representations of
something else. They represent programs and documents that are not currently open. Icons will
vary depending on what they are intended to represent.
Task bar: The task bar is the bar at the bottom of your screen that displays the start menu,
perhaps a few icons next to the start menu on what is called the Quick Launch Toolbar.It
sometimes displays the time.
Files and folders

File: A collection of related information, for example, about a specific client or destination. Each
file must have a name. Two files of the same name cannot be stored on the same location.
Files have file extension representing the application in which they were created e.g. .doc
meaning an Ms Word document, xls meaning Excel
Folders: In graphical user interfaces such as Windows a folder is an object that can contain
multiple documents. Folders are used to organize information
Creating a folder e.g on a Desktop:

Right click on the desktop. From the popup menu choose new and then click on folder. A new
folder will be created with a default name such as “New folder”. Type the name of your choice
and press the enter key.
Renaming a file/Folder
Right click on the file/folder you wish to rename and choose rename. Type the new name and
press the enter key.
Opening a file/Folder
Double click the file/folder to be opened or right click the file/folder and choose open from the
popup menu.
Deleting a file or folder
Click on the file/folder to be deleted which highlights it and then press the delete key on your
keyboard. You will be prompted to confirm the action. Choose OK to confirm. Alternatively,
right click on the file or folder and choose delete from the popup.
Restoring deleted files and folders.

Deleted items are sent to the recycle bin. To restore deleted jobs, Open the recycle bin, right
click on the file/folder you wish to restore and choose restore from the popup. Alternatively,
Click on the file/folder to be restored, then on the file menu and choose restore. You can also
restore the deleted item by double clicking the file/folder, which opens a window, and choose
restore. Clicking on the item, then file menu and choosing restore performs the same action.
Note: When jobs are restored, they return to their original locations before being deleted
Moving a file to a folder

Dragging: Click on the file to be moved, press down the left mouse button and drag until the file
is positioned on top of the destination folder and release the button.
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Cutting and Pasting: Right click the file to be copied and choose cut. Then right click on the
destination folder and choose paste.
Window Properties
Title Bar: The name of the window, application or document appears here. It also indicates the
active window. You can have many windows on your desktop at one time, but only one can be
worked with at any given time (hence the active window). By clicking the mouse on a window, it
becomes the active window.
Minimize and Maximize and close Buttons

Minimize: The window becomes an Icon at the bottom of the screen (Task bar)
Maximize: The window encompasses the entire desktop. Once maximized the maximize button
becomes a restore box.
Close: This exits/ closes the open window. This will terminate the program you are using or
close a document depending on the type of window your in.
Scroll Items: These are located along the bottom and right hand edge of your window. They
allow you to navigate through a window whose contents are too large to fit on the screen. You
can move up, down, left and right.
Menu Bar: One of the nicest things about working with windows is the menu bar. Applications
that are written for the Windows program all have menu bars and they all have almost the same
labels and the menus that appear under the labels have similar functions. When you click on a
menu item on the menu bar, an menu opens up, with a series of options. For example, the File
menu bar item has a menu associated with it that allows you to save, open, and print items along
with quitting the application.
The Standard toolbar: Contains buttons for the standard (most often used) commands.
Microsoft uses many of these same buttons in other applications. Other software programs use
very similar buttons for the same types of commands. Most of these commands are easy to
understand and use.
Formatting tool Bar
One of the greatest advantages of computer word processing is the ability to change the format
of your text and document at any time. The Formatting Bar contains buttons and drop lists for
the things people change the most about the look of their text, like its color, size, and font. There
are so many choices!
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Using the Mouse
The standard PC mouse has two buttons (Left and Right). When moving the mouse, should
notice that the black arrow on the screen moves in the same direction that you move the mouse.
This black arrow is called a cursor, or mouse pointer.
There are three ways to use the mouse button to perform a task: single clicking, double clicking,
and dragging. Each has a specific use, and all are independent of one another.
Single Clicking: Single clicking is used to select an item, or to tell the computer the item you
want to work with. Items that you would normally single click on are the menu bar, any type of
button, and icons.
Double Clicking: Double clicking is s technique used to perform many tasks. While single
clicking only tells the computer that the item clicked on is the one we want to use, double
clicking tells the computer that this is the item we want to use, and tells it to perform a task.
Double clicking is simply clicking the left mouse button twice in a row, without moving the
mouse. You can think of this like a heartbeat, where two beats occur in succession
Triple clicking: This is achieved by clicking the left mouse button thrice. Triple clicking
highlights an entire line or paragraph.
Dragging: Dragging is a technique used to move windows and icons to different locations, and
to reshape windows. In order to perform a drag, you need simply to place to cursor on the item
you want to move or resize, then hold down the left mouse button, and while keeping the mouse
button depressed, move the cursor (and the item will automatically follow) to the desired
location. Let's use this dragging technique to move the entire Program Manager window around
the screen:
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Microsoft Word
Microsoft Word is a popular word-processing program used for creating documents such as
letters, brochures, learning activities, tests, quizzes and students' homework assignments. There
are many powerful features available in Microsoft Word to make it easier to learn for students.
To begin, open Microsoft Word from start ->programs->Microsoft Word. Your screen will look
like the one shown here.
The Title Bar
The Title bar is located at the very top of the screen. On the Title bar, Microsoft Word displays
the name of the document on which you are currently working. At the top of your screen, you
should see "Microsoft Word - Document1" or a similar name.
The Menu Bar
The Menu bar is generally found directly below the Title bar. The Menu bar displays the menu.
The Menu bar begins with the word File and continues with Edit, View, Insert, Format, Tools,
Table, Window, and Help. You use the menus to give instructions to the software. Point with
your mouse to a menu option and click the left mouse button to open a drop-down menu. You
can now use the left and right arrow keys on your keyboard to move left and right across the
Menu bar options. You can use the up and down arrow keys to move up and down the drop-
down menu.
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The most frequently used menu options appear on the menu list. A chevron appears at the bottom
of the list. Click the chevron to display additional menu options.
To select an option, click the option or use the arrow keys to move to the option on the drop-
down menu and press Enter. An ellipse or a right arrow after a menu item signifies additional
options; if you select that menu item, a dialog box appears. Items in gray are not available.
Toolbars
The Standard Toolbar
The Formatting Toolbar
Toolbars provide shortcuts to menu commands. Toolbars are generally located just below the
Menu bar. Always make sure the toolbars you will use such as standard and formatting -- are
available. Follow these steps to add them.
1. Click View on the Menu bar.

2. Highlight Toolbars.
3. Standard and formatting should have check marks next to them. If both Standard and
Formatting have heck marks next to them, press Esc three times to close the menu.
4. If they do not both have check marks, click Customize.
5. Click the Toolbars tab.
6. Point to the box next to the unchecked option and click the left mouse button to make a check
mark appear.
Note: You turn the check mark on and off by clicking the left mouse button.
7. Click Close to close the dialog box.

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The Ruler
The ruler is generally found below the main toolbars. The ruler is used to change the format of
your document quickly. To display the ruler:
1. Click View on the Menu bar.

2. The option Ruler should have a check mark next to it. If it has a check mark next to it, press
Esc to close the menu. If it does not have a check mark next to it, continue to the next step.
3. Click Ruler. The ruler now appears below the toolbars.
Document View: In Word, you can display your document in one of five views: Normal, Web
Layout, Print Layout, Reading Layout, or Online Layout.
Normal View: Normal view is the most often used and shows formatting such as line spacing,
font, point size, and italics. Word displays multiple-column text in one continuous column.
Web Layout: Web layout view enables you to view your document, as it would appear in a
browser such as Internet Explorer.
Print Layout: The Print Layout view shows the document, as it will look when it is printed.
Reading Layout: Reading Layout view formats your screen to make reading your document
more comfortable.
Outline view: Outline view displays the document in outline form. Headings can be displayed
without the text. If you move a heading, the accompanying text moves with it.
Text Area
Just below the ruler is a large area called the "text area." You type your document in the text
area. The blinking vertical line in the upper left corner of the text area is the cursor. It marks the
insertion point. As you type, your work shows at the cursor location. The horizontal line next to
the cursor marks the end of the document.
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Horizontal and Vertical Scroll Bars
The Horizontal and Vertical scroll bars, if turned on, enable you to move up and down or across
the window simply by pressing the icons located on the scroll bars. The Horizontal scroll bar is
located above the Status bar. The Vertical scroll bar is located along the right side of the screen.
To move up and down your document, click and drag the Vertical scroll bar up and down. To
move back and forth across your document, click and drag the Horizontal scroll bar.
Status bar
At the very bottom of the Word window is the status bar. This feature of the window provides
important information about the cursor’s position in the document, in addition to offering
functionality. The left-most side of the status bar shows the page number, section number, and
the vertical and horizontal position of the cursor, among other things.
Task bar
The taskbar is a desktop toolbar application that lets you perform tasks such as switching
between open windows and starting new applications. The taskbar is usually associated with the
Microsoft Windows interface.
Highlighting Text
To make any changes in the text appearance, you must first highlight the text by clicking and
dragging the mouse over it. To highlight text., you can use either of the following methods:
Highlighting by Using the Arrow Keys
1. Place the cursor before or after the text you wish to highlight and click the left mouse button.
2. Press the appropriate arrow key (left arrow to move to the left or right arrow to move to the
right) until the text is highlighted. You can use the up or down arrow key to highlight one
line at a time. Press Esc to remove the anchor.
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Highlighting by Using the Mouse
1. Place the cursor before or after the text you wish to highlight.
2. Hold down the left mouse button.
3. Move the mouse left, right, up, or down until the text is highlighted.
Selecting Text
1. To select a word, double click on it with the mouse.
2. To select a sentence, press Ctrl on the keyboard and hold it down while you click the mouse
anywhere within the sentence. Tripple clicking in the sentence also highlights it.
3. To select a paragraph move the mouse anywhere over the paragraph you want to select and
then quickly press the left mouse button three times (triple clicking).
Placing the Cursor
You will often be asked to place the cursor at a specific location on the screen. You place the
cursor by moving the cursor to the specified location and pressing the left mouse button or by
using the arrow keys to move to the specified location.
Starting a New Paragraph
When you type in Microsoft Word, you do not need to press a key to move to a new line as you
do when typing with a typewriter. To start a new paragraph, press the Enter key.
Exiting Word
Typically, you would save your work before exiting. To exit Word:
1. Click File.
2. Click Exit, which can be found at the bottom of the drop-down menu.
3. If you have entered text, you will be prompted: "Do you want to save changes to
Document1?" To save your changes, click Yes. Otherwise, click No.
4. Specify the correct folder in the Save In box.
5. Name your file by typing the name of your choice in the File Name field.
6. Click Save.
Typing and Using the Backspace Key
To enter text, simply type just as you would if you were using a typewriter. To capitalize, hold
down the Shift key while typing the letter. Use the Backspace key to delete text. You do not need
to press Enter to start a new line -- Microsoft Word automatically wraps at the end of the line.
Press Enter to start a new paragraph.
The Delete Key: You can also delete text by using the Delete key. First, highlight the text you
wish to delete; then press the Delete key.
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Bold, Underline, and Italicize
You can bold, underline, or italicize when using Word. You also can combine these features -- in
other words, you can bold, underline, and italicize a single piece of text.
Bold - Using the Menu
1. Highlight the text you wish to bold, place the cursor before the letter "B" on the formatting
bar. OR
2. Choose Format > Font from the menu. The Font Dialog box opens.
3. Click Bold in the Font Style box.
4. Click OK to close the dialog box.
5. Click anywhere in the text area to remove the highlighting. You have bolded the word bold.
N.B .If text is highlighted, pressing the Ctrl +B bolds the text.
Underling text.
6. Highlight the text you wish to underline, place the cursor before the letter "U" on the
formatting bar. OR
7. Choose Format > Font from the menu. The Font Dialog box opens.
8. Click Underline in the Font Style box.
9. Click OK to close the dialog box.
10. Click anywhere in the text area to remove the highlighting. You have underlined the word
bold. N.B .If text is highlighted, pressing the Ctrl +U bolds the text. All the above formats
(Bold, Underline, Italics can be removed following the same procedure)
Cut and Paste
In Microsoft Word, you can cut (delete) text from one area of a document and save that text so it
can be pasted elsewhere in the document. When you cut text, it is stored on the Clipboard. You
can also copy text. When you copy text, it is also stored on the Clipboard. Information stored on
the Clipboard stays there until new information is either cut or copied. Each time you execute
Cut or Copy, you replace the old information on the Clipboard with whatever you just cut or
copied. You can paste Clipboard information as often as you like.
Cut - Using the Menu
1. Highlight the text you wish to cut.

2. Choose Edit > Cut from the menu.
Pasting the cut text - Using the Menu
1. Place the cursor where you wish to paste the text.

2. Choose Edit > Paste from the menu. The cut item will be pasted.
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Cut by Using the Icon
1. Highlight the text you wish to cut
2. Click the Cut icon .
Pasting the cut text by using the Icon
1. Place the cursor where you wish to paste.
2. Click the Paste icon .

3. The text will be pasted.
Cut by Using Keys
1. Highlight the text you wish to cut

2. Press Ctrl-x
Paste by Using Keys

2. Press Ctrl-v.
Copy and Paste
In Microsoft Word, you can copy text from one area of the document and place that text
elsewhere in the document. As with cut data, copied data is stored on the Clipboard.
Copy - Using the Menu
1. Highlight what you wish to copy.

2. Choose Edit > Copy from the menu.
Paste - Using the Menu

2. Choose Edit > Paste from the menu.
Copy by Using the Icon
1. Highlight the text you wish to copy.
2. Click the Copy icon .

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Paste by Using the Icon
2. Click the Paste icon .
Copy by Using Keys
1. Highlight the text you wish to copy.

2. Press Ctrl-c.
Paste by Using Keys
1. Place the cursor the cursor where you wish to paste.

2. Press Ctrl-v.
Spell Check
Word checks your spelling and grammar as you type. Spelling errors display with a red wavy
line under the word. If you want to spell check your entire document, press F7 and click the
spelling icon , or choose Tools > Spelling and Grammar from the menu. If you want to spell
check part of your document, highlight the area you want to spell check. Then press F7 and click
the spelling icon , or choose Tools > Spelling and Grammar from the menu.
Find and Replace
If you need to find a particular word or piece of text, you can use the Find command. If you want
to search the entire document, simply execute the Find command. If you want to limit your
search to a selected area, highlight that area and then execute the Find command. After you have
found the word or piece of text you are searching for, you can replace it with new text by
executing the Replace command.
Procedure:
1. Choose Edit > Find from the menu.

2. Type the word you wish to find in the Find What field.
3. Click Find Next.
Note that wherever that word appears, it is highlighted.
4. Click Find Next. The following message should appear: "Word has finished searching the
selection. Do you want to search the remainder of the document?"
5. Click No. Click Cancel.
Find by Using Keys

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1. Press Ctrl-F.
2. Click next until the following message is displayed,"Word has finished searching the
selection”.
Replace - Using the Menu
1. Choose Edit > Replace from the menu.

2. Type the text to find in the Find What box.
3. Click Find Next.
4. In the Replace With box, type the word you wish to replace the existing with..
5. Click Replace.
6. The following message will appear: "Word has finished searching the selection. Do you want
to search the remainder of the document?"
7. Click No.
8. Click Close.
Replace by Using Keys
1. Press Ctrl-H.
2. Follow the steps above
Font Size
In Microsoft Word, you can change the size of your font (text).
Change Font Size - Using the Menu
1. Highlight the text whose font you wish to change.

2. Choose Format > Font from the menu.
3. Choose the Font tab.
4. Type in the Size field a size of your choice such as 8 in the box below the Size field.
5. Click OK.
Change Font Size by Using the Toolbar
1. Highlight the text whose size you wish to change.

2. Press Ctrl-spacebar to set the formatting back to the default.
3. In the Font Size box on the toolbar, type 8.

4. Press Enter.
Fonts
In Microsoft Word, you can change the font (the "family" of type you use for your text).
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Change the Font - Using the Menu

2. Choose Format > Font from the menu.
3. Choose the Font tab.
4. In the box below the Font field, click and choose the font of your choice e.g"Arial."
5. Click OK.
Change the Font by Using the Formatting Toolbar

2. Press Ctrl-spacebar. Ctrl-spacebar sets the formatting back to the default.
3. Click to open the Font pull-down menu on the Formatting toolbar.

4. Click on the font of your choice.
Changing Font Color
1. Highlight desired text.
2. At the right end of the Formatting Toolbar click the down arrow beside the letter A
and select the desired font color.
Working with Paragraphs
There are various ways to format a paragraph. When you are formatting a paragraph, you do not
need to highlight the entire paragraph. Placing the cursor anywhere in the paragraph enables you
to format it. After you set a paragraph format, subsequent paragraphs will have the same format
unless you change their format.
Line Spacing
Line Spacing sets the amount of space between lines within a paragraph. Single spacing is the
default. The spacing for each line is set to accommodate the largest font on that line. If there are
smaller fonts on the line, there will appear to be extra space between lines where the smaller
fonts are located. At 1.5 lines, the Line Spacing is set to one-and-a-half times the single-space
amount. For double-spaced lines, the line spacing is set to two times the single-space amount.
Procedure
1. Highlight the paragraph you wish to change the spacing.

2. Choose Format > Paragraph from the menu.
3. Choose the Indents and Spacing tab.
4. Click to open the drop-down menu on the Line Spacing field.
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5. Click 1.5 Lines.

6. Click OK. Your line spacing for the paragraph is now 1.5.
Indenting Paragraphs
1. On the left top ruler line are symbols that let you indent the left edge of a paragraph.
Indent all lines

2. Highlight the paragraph you wish to indent.
3. Click the indent symbol and drag it to the desire position. A line will show you the new
indent position.
4. Release the mouse button and Word will indent the paragraph you selected.
There are two buttons on the Formatting Toolbar to help you quickly indent a paragraph.
Decrease Indent and Increase Indent buttons.
Add Shading
1. Highlight the area you want shaded.
2. Click the Tables and Borders button on the Standard Toolbar beside the Globes.
3. To select a shaded color, click the last button in the dialog box.
4. The shading will appear.
Alignment
Microsoft Word gives you a choice of several types of alignment. Left-justified text is aligned on
the left side. It is the default setting.
Text alignment Procedure
Right-Justify
1. Highlight the paragraph.

2. Choose Format > Paragraph from the menu.
3. Choose the Indents and Spacing tab.
4. Click to open the Alignment pull-down menu.
5. Click right to align right, left to align left, center or justify.
6. Click OK.
Alignment by Using Keys
1. Highlight the text.

2. Press Ctrl-R for right alignment, Ctrl-L for left alignment, Ctrl-E for center alignment and
Ctrl-J for justify.
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Alignment using icons
Right-Justify by Using the Icon

2. Click the Align Right icon . The paragraph is now right aligned.
Left-Justify by Using the Icon

2. Click the Align Left icon . The paragraph is now left aligned.
Justify and Center by Using the Icon

2. Click the Center icon . The text is now centered.
3. Click the Justify icon . The text is now justified.
Bullets and Numbering
In Microsoft Word, you can easily create bulleted or numbered lists of items. Several bulleting
and numbering styles are available, as shown in the examples. You select the one you wish to
use.
Examples -- Numbering
Examples -- Bulleting
Bulleting and numbering procedure
1. Highlight the words you wish to bullet/number.

2. Choose Format > Bullets and Numbering from the menu.
3. Choose the Numbered or bulleted tab.
4. Several styles are available to you. Click the style you want to use.
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5. Click OK. Your list is now numbered or bulleted
To remove the numbering:
1. Highlight the words.

2. Choose Format > Bullets and Numbering from the menu.
3. Click None.
4. Click OK. Your list is no longer numbered or bulleted.
Alternate Method -- Numbering by Using the Icon.
1. Highlight the list you typed.
2. Click the Numbering icon on the Formatting toolbar. Your list is now numbered.
Bulleting by Using the Icon
1. Highlight the list you typed.
2. Click the Bullets icon on the Formatting toolbar. Your list is now bulleted.
To remove the bulleting:
1. Highlight the list again.
2. Click the Bullets icon again. Your list is no longer bulleted.
Headers and Footers
Headers and Footers are text (and/or graphics), which appear at the top (for a header) or bottom
(for a footer) of every page of your document. They are used for a variety of purposes, such as
page numbering, document titles, copyright notices, company names and so on.
Adding Page Numbers

1. Display your document in the Page Layout view by clicking View, Page Layout.
2. Click Insert, Page Numbers.
3. In the dialog box, select the location of the page number, the alignment, and check to show the
number on the first page.
Adding Headers and Footers

1. Display your document in the Page Layout view by clicking View, Page Layout.
2. Click View, Header and Footer.
3. Type the header in the text box and format as you would any other text.
4. To create footer, click the Switch Between Header and Footer button in the Header and Footer
toolbar.
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Inserting A Page Break
1. Click the mouse where you want to start a new page.
2. Click Insert, Break
3. In the Break dialog box, click OK.
You can also insert a section break using the same procedure. In the Break dialog box choose
one of the following options: Next page-Creates a new section on a new page.
Continuous-Creates a new section on the current page.
Inserting Symbols
1. Click the mouse where you want the symbol inserted in your document.
2. Click Insert, Symbol.
3. In the Symbol dialog box select Font: Symbol.
4. Click the symbol you wish to insert and then click, Insert.
5. Click Close.
Inserting Shapes
1. Click the Drawing button on the Standard toolbar.

2. At the bottom of your screen a Drawing toolbar will appear. Click Auto Shapes and select
the shape you desire.
3. Click the mouse inside your document where you wish to add the shape. The shape can then
be resized, moved, or formatted. It can also be filled with a color.
Inserting Clipart, Graphics, or Pictures

In the document, click the mouse where you want to add a graphic.
Click Insert at the top of the screen.
Click Picture. Then choose from Clip Art… or From File…
If you are using a Clip Art picture follow these directions:
Select the clip art image you desire and click Insert. The image can then be resized, formatted,
or moved on the screen.
If you are using a picture From File click the location of the image and then its name. Click
Insert to place the image into the document. The image can then be resized, formatted, or moved
on the screen. To delete an image, click on it with the mouse and press the delete key on the
keyboard.
Formatting an Image
1. Right click the mouse on the image.

2. Choose Format Picture.
3. Click the Wrap tab.
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4. Click the desired text wrap effect and then click OK.
Word Art
1. Display the drawing toolbar by clicking the drawing button on the Standard toolbar.
2. On the drawing toolbar at the bottom of your screen, click the Insert Word Art button.
3. Select the word art effect you desire and click.
4. Click OK.
5. The Word Art can then be moved, recolored, resized, or formatted.
Working with Tables
Using tables in Word can be a very convenient way to easily display and organize information in
a document.
Microsoft Word offers a number of ways to make a table. The best way depends on how you like
to work, and on how simple or complex the table needs to be.
Use the Insert Table Command
Use this procedure to make choices about the table dimensions and format before the table is
inserted into a document.
1. Click where you want to create a table.

2. From the Table menu choose Insert, and slide right to Table.
3. Under Table size, select the number of columns and rows.
4. Optional: Under AutoFit behavior, choose options to adjust table size.
5. Optional: To use a built-in table format, click AutoFormat.
6. Select the options you want.
7. Click OK.
Use the Insert Table toolbar button
Use this procedure to make choices about the table dimensions ONLY before the table is inserted
into a document.
1. Position the cursor where you want to create a table.

2. On the Standard toolbar, click and hold on the Insert Table button.
o A grid appears below the button.
3. Drag over the grid until you've selected the number of rows and columns you want.
4. Release the mouse button.
You can draw a complex table — for example, one that contains cells of different heights or a
varying number of columns per row.
1. Click where you want to create the table.

2. From the Table menu, choose Draw Table.
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o The Tables and Borders toolbar appears.

o The pointer changes to a pencil.
3. Click, hold, and drag to define the outer table boundaries.
o You would want to draw a rectangle.
4. Draw the column and row lines inside the rectangle.
5. When you finish creating the table, click a cell and start typing or insert a graphic.
Note: Hold down CTRL to automatically apply text wrapping while you draw the table.
To erase a line or block of lines:
1. Click Eraser on the Tables and Borders toolbar.

2. Click the line you want to erase.
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Creating a table of contents in Microsoft Word
Creating a table of contents in a Microsoft Word document is a two-step process.

First, identify the text that you want to appear in the Table of Contents. Second, tell Word to
insert the Table of Contents. Having created your Table of Contents, you can then customize it in
several ways, to suit your needs.
Step 1: Identify the text that you want to appear in the Table of Contents
In your document, click within the first major heading that you want to appear in the Table of
Contents. Apply the Heading 1 style to that paragraph. The easiest way to apply the Heading 1
style is to click the Style box on the Formatting toolbar and choose Heading 1.
In the same way, apply the Heading 1 style to other major headings in your document. Apply the
Heading 2 style to sub-headings, Heading 3 style to sub-sub-headings etc.
Step 2: Create the Table of Contents
Click where you want your Table of Contents to appear.

In Microsoft Word 2002 and 2003, choose Insert > Reference > Index and Tables. Click on the
Table of Contents tab.
In earlier versions of Word, choose Insert > Index and Tables. Click on the Table of Contents
tab. Click OK.
Updating the table of contents
In case of changes made to your document, there is need to update the table of contents.
Right click in the table of contents, from the popup menu choose update field and then choose
update entire table and click OK.
Creating Columns
Columns can be set up for an entire document, or they can be used in only one section. In other
words, if you are typing a document, which has ‘normal’ formatting at the beginning and end and
columns in the middle, you can set up multiple columns formatting for just the center section.
To set up columns, go to the Format menu and choose Columns or click on the Columns icon.
You should see the dialog box below.
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Here you can set your document to have the number of columns you want. Be careful with too
many columns as the space between columns can eat up a lot of space on the page.
If you shrink the spacing between columns, you should add a line between columns to enhance
readability as shown in the graphic.
Also note that here is where you choose to apply the column formatting to one particular section,
or to the Whole document. In the graphic we have chosen to format the Whole document
If you want to format only one section, you need to explicitly create separate sections. This is
done in a Word document by adding section breaks.
Go to the Insert menu and choose Break… You’ll notice that there are many types of Section
breaks to choose from. The most common is continuous. This means that no visible break is seen
in the finished document. The other types of section breaks force the text onto the next page, the
next even page, or the next odd page. Once you have more than one section, you can format each
with whatever column formatting you like.
Mail Merging in Ms Word
1. Launch Word and open a new blank document.

29
2. Go to the Tools Menu and select "MailMerge".

3. Under the heading, "Main Document", click on the "Create" button.
4. In this dropdown list, you will see four choices: Form Letters, Mailing Labels, Envelopes,
and Catalogs...for this tutorial, select "Form Letters".
5. You will see a box, which asks you if you want to use the active window or a new main
document...since you have a blank document on your screen, you will select "active
window".
6. Now, your Mail Merge Helper window has two more buttons available to you. Under the
heading, "Data Source", click on the button that says "Get Data".
7. In this dropdown list, you will see four choices again: Create Data Source, Open Data
Source, Use Address Book, and Header Options. (If you already have a database of
addresses that you created previously in Word, Excel, or Access, you would choose "Open
Data Source" and browse to find that file.
8. This box will show you a list of fields that will be used by default. You can add or remove
fields. To remove fields, simply highlight them in the list on the right and click on the
"Remove field name" button on the left. To add your own field names. Then click on the
button below it that says "Add field name". Now the new field name e.g a Amount will be
added to the list and you know how to both add and remove fields in your list.
9. Click on OK and you will see the Save As dialog box. Name your address database file with
a name you will remember and recognize and save it in a location where you can find it when
you want to use it again in the future for another mail merge. Click on "Save".
10. Now, you see a new box asking if you want to edit your data source or your main document.
(If you were using a data source that was already complete, you would choose "Edit main
document".) Otherwise you will click on the button that says "Edit Data Source".
11. Now, you see the Data Form box. Fill in the information for the first person you want to add
to your database. Once you have all the info filled in for the first person, click on the "Add
New" button. (Note: DO NOT click on the OK button as this will tell Word that you are
finished creating your database and it will close this box. After you click on the "Add New"
button, your fields will be empty and you can add the second person. Continue adding
people, clicking "Add New" after each one, until you have all of the people in your database.
When you are done, click on "OK".
12. Now, you are returned to your blank document and you will notice a new toolbar at the top of
your screen, which includes a button that says "Insert Merge Field".
13. Put your flashing cursor where you wish to insert the field and click on the button that says
"Insert Merge Field". From this dropdown list, click on the field you want e.g Title. Notice
that this inserts the field into your document (It looks like <<Title>>) and your mouse
pointer is blinking just to the right of this field.
14. Now, go back to the "Insert Merge Field" button and select the FirstName field, hit your
space bar again, then go back and insert the LastName field. You should now have a line in
your document, which looks like this: <<Title>> <<FirstName>> <<LastName>>.
15. If the letter was already typed, now, go back up to your Mail Merge toolbar and click on the
button that says, "Merge".
16. When the Merge box comes up, leave the settings as they are and click on the button that
says, "Merge".
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17. Now you will see a new document with the information filled in for the first person in your
database. Use your scrollbar and scroll down and you will see an individual letter for each
person in your database with individual information filled in wherever you put fields.
18. Your mail merge is now complete and all you need to do is print it.
19. When you are finished printing it, you can close all of these files and save the ones you
want. You probably will not want to save the individual letters with the personalized info in
them, but you SHOULD save the letter with the merge fields in it, in case you want to send
this same letter to another group of people in the future, and you MUST save your database
of addresses if you ever want to use this database with a different form letter or envelopes or
mailing labels.
Microsoft Word short-cut keys

Below are some of the most commonly used short cut keys.
Select all contents of selected text to the right

Ctrl + A
the page. of the screen.
Bold highlighted Ctrl + M Indent the paragraph.
Ctrl + B
selection.
Ctrl +
Change the font.
Ctrl + C Copy selected text. Shift + F
Ctrl + X Cut selected text. Increase selected font
Ctrl + +1pts up to 12pt and
Ctrl + P Open the print window. Shift + > then increases font
Ctrl + F Open find box. +2pts.
Italic highlighted Increase selected font

Ctrl + I Ctrl + ]
selection. +1pts.
Ctrl + K Insert link. Decrease selected font -

Ctrl + 1pts if 12pt or lower, if
Underline highlighted Shift + < above 12 decreases font
Ctrl + U
selection. by +2pt.
Ctrl + V Paste. Decrease selected font -
Ctrl + [
Redo the last action 1pts.
Ctrl + Y
performed. Ctrl + View or hide non
Ctrl + Z Undo last action. Shift + * printing characters.
Aligns the line or Ctrl +

Moves one word to the
Ctrl + L selected text to the left <left
left.
of the screen. arrow>
Aligns the line or Ctrl +

Moves one word to the
Ctrl + E selected text to the <right
right.
center of the screen. arrow>
Ctrl + R Aligns the line or Ctrl + <up Moves to the beginning

31
arrow> of the line or Microsoft Word from

paragraph. upper to lower case or a
capital letter at the
Ctrl + beginning of every
Moves to the end of the
<down word.
paragraph.
arrow>
Shift +
Deletes word to right of Paste.
Ctrl + Del Insert
cursor.
Repeat the last action
Ctrl + Deletes word to left of F4 performed (Word
Backspace cursor. 2000+)
Moves the cursor to the Open the find, replace,
Ctrl + End
end of the document. F5 and go to window in
Moves the cursor to the Microsoft Word.
Ctrl +
beginning of the Opens to another open
Home Ctrl +
document. Microsoft Word
Shift + F6
Ctrl + Reset highlighted text document.
Spacebar to the default font. Spell and grammar
Ctrl + 1 Single-space lines. F7 check selected text
and/or document.
Ctrl + 2 Double-space lines.
Runs a Thesaurus
Ctrl + 5 1.5-line spacing. Shift + F7 check on the word
Ctrl + Alt Changes text to highlighted.
+1 heading 1. F12 Save as.
Ctrl + Alt Changes text to Shift +
+2 heading 2. Save.
F12
Ctrl + Alt Changes text to Ctrl +
+3 heading 3. Shift + Prints the document.
Ctrl + F1 Open the Task Pane. F12
F1 Open Help. Alt +

Insert the current date.
Shift + D
Alt + Ctrl
Open new document. Alt +
+ F2 Insert the current time.
Shift + T
Display the print
Ctrl + F2
preview.
Shift + F3 Change the text in
32
MICROSOFT POWERPOINT
Microsoft PowerPoint is a powerful tool to create professional looking presentations and slide
shows. PowerPoint allows you to construct presentations from scratch or by using the easy to use
wizard.
Starting Microsoft PowerPoint
Click on Start --> Programs --> Microsoft PowerPoint
Creating & Opening a Presentation

After you open up Microsoft PowerPoint, a screen pops up asking if you would like to create a
New Presentation or Open an Existing Presentation.
AutoContent Wizard: Creates a new presentation by prompting you for information about
content, purpose, style, handouts, and output. The new presentation contains sample text that you
can replace with your own information. Simply follow the directions and prompts that are given
by Microsoft PowerPoint e.g. designing a certificate.
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Design Template: Creates a new presentation based on one of the PowerPoint design
templates supplied by Microsoft. Use what Microsoft PowerPoint already supplies and
change the information to your own.
Blank Presentation: Creates a new, blank presentation using the default settings for text and
colors
Opening an Existing Presentation
1. Select Open An Existing Presentation from the picture above

2. Click on your presentation in the white box below step 1
3. If you do not see your presentation in the white box, select More Files and hit OK.
4. Locate you existing Presentation and hit the Open button
Create a Blank Presentation

After you select Blank Presentation a window pops up asking you to select the layout of the
first slide
NOTE: If you already know what you want in your next slide, it is a very good idea to
choose one of the pre-designed layouts from above. However if you do not, then you can still
insert what you want in throughout your Presentation anytime you desire. Just choose Blank
Slide and insert items as you see fit.
Slide Manipulation
Inserting a New Slide
• Click Insert at top of screen (Menu bar)
• Select New Slide or press
• CTRL+M on your keyboard.
Formatting a Slide Background
You can format your slide to make it look whatever you would like, whether it is a
background color, picture, or a design template built into Microsoft PowerPoint. The next
step will show you how to apply a Design Template, but the other items mentioned above
can be accomplished the same way.
34
• Click Format at the top of the screen, Select Apply Design Template or Background.
• Select Design you wish to apply
• Click Apply Button
Inserting Clipart & Pictures
• Display the slide you want to add a picture to.

• Click Insert at the top of the screen
• Select Picture
• Select Clip Art
• Click the category you want
• Click the picture you want
• Click Insert Clip on the shortcut menu
• When you are finished using the Clip Gallery, click the Close button on the Clip Gallery title
bar
Inserting a video file
Assuming you have a video file that PowerPoint will accept, here is how to insert it:
1. Copy your chosen video file(s) into the same folder as your PowerPoint presentation. (Not
strictly necessary, but you’ll thank yourself later because this makes it a lot easier to move or
copy your presentation).
2. Go to >Insert - Movies and Sounds - Movie from File, and locate your clip (which should now
be in the same folder as your slideshow). Click Insert. Choose automatically if you want your
movie to play as soon as you open that slide. Choose when clicked if you want time to speak
before you play it.
3. Your movie will now play in your slideshow! After it starts (either automatically or when
clicked, depending on which option you chose), you can click on it to make it pause, and click it
again to restart it. If you leave it alone, it will play until it ends, or until you go to the next slide.
Adding Transitions to a Slide Show
You can add customized transitions to your slide show that will make it come alive and become
appealing to your audience. Follow these steps when adding Slide Transitions.
In slide or slide sorter view, select the slide or slides you want to add a transition to.
35
1. On the Slide Show menu at the top of the screen, click Slide Transition
2. In the Effect box, click the transition you want, and then select any other options you want
3. To apply the transition to the selected slide, click Apply.
4. To apply the transition to all the slides, click Apply to All.
5. Repeat the process for each slide you want to add a transition to.
6. To view the transitions, on the Slide Show menu, click Animation Preview.
Custom Animations
Rather than having the entire contents of a slide appear all at once, with custom animation you
have a great deal of fine control over the manner, sound, order and timing of the appearance of
each object on a slide. You can individually animate the various slide objects (the slide title, the
bulleted points, tables, charts, and graphics). This allows you to skillfully direct your audience’s
attention while adding interest to your presentation.
How do I create custom animations?
To assign custom animations to a slide, follow these steps:
1) Go to the slide that you want to animate.
2) Pull down the Slide Show menu and select Custom Animation.
The following dialog box will appear:
3) In the Check to animate slide objects box, you will see listed all of the objects in the slide.
(In the example above, there is a slide title, a text box, and a chart.) Check the items you wish to
36
animate. (Any un-checked items will be shown on the slide when it first appears.)
You will use the Custom Animation dialog to set all aspects of your custom animations. The
next four pages will give an overview of each of the tabs:
• Order & Timing — order & timing of all animations
• Effects — animation effects for text and graphic objects
• Chart Effects — animation effects for chart and graph objects
• Multimedia Effects — animation effects for sound and video clip objects
How do I set animation effects for text and graphics?
To specify the type of motion and sound animation effects you wish to use for your text and
graphic objects, click the Effects tab:
To specify the type of motion and sound animation effects you wish to use for your text and
graphic objects, click the Effects tab:
Select each object one at a time in the Check to animate slide objects box and do the following:
1) Set the motion. Pull down the Motion menu and select the desired motion:
How can I preview all of my animations?
When you are done setting up your animations for a slide, you can click the Preview button to
see a small-scale demonstration in the Custom Animation dialog box of what your slide will
look like. Make any necessary changes. When you are satisfied, click OK.
Creating speaker notes
When you give your presentation, you may need to refer to notes to elaborate on a slide's
material, or to remind you to mention some detail. In PowerPoint, you can write your speaker's
notes while you work on your slides. Simply go to Note Page View and write your notes for the
37
slide in the text box provided. Once you've written these notes, they can only be seen in Note
Page View. They will not be displayed during the Slide Show.
To view the speaker notes, during the presentation, right click in your slide and choose speaker
notes.
Viewing the Slide Show
You can view your slide show by any of the following ways:
• Click Slide Show at the lower left of the PowerPoint window.

• On the Slide Show menu, click View Show.
• On the View menu, click Slide Show or Press F5 on the keyboard
Introducing a Pen Pointer In a presentation
PowerPoint offers a little known pen tool, which can be used to write over existing PowerPoint
slides or on a blank (black) screen. By choosing a contrasting color you can suspend mouse
functions of the PC and use the pen to draw and write on the screen. Having a pen tablet as you
present your PowerPoint is a vast improvement on PowerPoint alone and allows for interactive
presentations. To choose the pen and arrow pointer options, right click in the slide ->Pointer
Options->Pen. To choose the pen color, right click->Pointer Options->Pen Color. To erase the
drawings, right click->screen>Erase Pen.
Navigating While In Your Slide Show
Forward Navigation: Simply click on the left Mouse Button or hit the Enter Button on your
keyboard
Reverse Navigation: Hit the Backspace on the keyboard
Exiting the show: Hit the Esc Button on the keyboard

38
Hiding slides in PowerPoint.
Sometimes when you create a PowerPoint presentation you might not want to show all slides to
all of the audiences. To hide a slide:
• Click on the View menu in the toolbar.

• Click on Slide Sorter.
• Click on the slide that you want to hide.
• Then click on Slide Show in the toolbar
• Click on Hide Slide.
Showing a hidden slide during a PowerPoint presentation.
If you hid a slide in your PowerPoint presentation, you can display it to an audience by:
Clicking on the large asterisk that appears in the lower right hand corner of the slide when there
is a hidden one after it. You may have to move the mouse to see the asterisk
Using AutoContent Wizard in PowerPoint
PowerPoint has an AutoContent Wizard that can help you create your presentation. After you
choose the type of presentation you want to crate, the wizard uses the information you provide to
help you create a presentation. You willl replace the text with your own words.
Presentations created with the AutoContent Wizard include suggestions on where to put different
kinds of information and how to organize it into an effective presentation format.
Use AutoContent Wizard
1. Open PowerPoint.
2. Click on from AutoContent Wizard in the Task Pane.
o if the Task Pane is not visible, click on View from the menu bar and then click on
Task Pane.
3. Follow the instructions in the wizard and make your choices or provide information when
asked.
4. When the wizard is completed - finish the presentation by filling in the slides with text and
images.
Printing Slides
39
To print your presentation slides, do the following:
Set the slide size for printing: On the File menu, click Page Setup.
In the Slides sized for list, click the size of paper to which you will be printing. If you click
Custom, type or select the measurements you want in the Width and Height boxes.
To set the page orientation for the slides, click Landscape or Portrait.
All slides in a presentation must be set to one orientation, but you can choose a different
orientation for notes pages, handouts, and the outline.
When you change the orientation of slides to print in a different page orientation, you might want
to change the shape or placement of text placeholders (placeholders: Boxes with dotted or hatch-
marked borders that are part of most slide layouts. These boxes hold title and body text or objects
such as charts, tables, and pictures.) or other items on the slide master (slide master: The slide
that stores information about the design template applied, including font styles, placeholder sizes
and positions, background design, and color schemes.) so that they are better suited for the new
orientation.
To see what your slides will look like when they print, on the File menu, click
Print Preview.
To change how the slides will look when printed, on the Print Preview toolbar, click
Options, and then make the changes.
For example, if a particular shape or object doesn't look good in grayscale mode, try changing
it to just black and white by pointing to Color/Grayscale on the Options menu and then
clicking Pure Black and White.
On the Print Preview toolbar, in the Print What box, click Slides.
On the Print Preview toolbar, click Print .
Saving a Presentation
To save a presentation,
1. Open the File menu and select save.

OR
Click the Save button on the toolbar.
2. Navigate to the directory in which you want to save your presentation.
3. Type a name for your presentation in the File name field.
4. Click Save.
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Microsoft Excel
Microsoft Excel is a spreadsheet application used to perform financial calculations, statistical

analysis, and other related operations.
Starting Microsoft Excel
To start Microsoft Excel, from the Taskbar, click

Start -> (All) Programs -> Microsoft Office -> Microsoft Office Excel
On the
left side of the title bar, there is a small picture called the application icon or the system icon.
This icon allows you to minimize, maximize, restore, resize, move, and close Microsoft Excel.
To perform any of these actions, you would click the icon and this would display a menu:
On the right side of the application icon, the name of the program, in this case, Microsoft Excel,
displays. The application's name is followed by the file name; in this case Book1.
Microsoft Excel identifies each one of its documents with a name that starts with Book.
Microsoft Excel is a Multiple Document Interface (MDI), which means you can open more that
one document inside the application. Therefore, if you create or initialize more than one
document in Microsoft Excel, subsequent documents would be called Book2, Book3, BookX.
The main menu of Microsoft Excel allows you to request various tasks. The File menu allows
you to create either a new empty document or a document based on one of the templates that ship
41
with the application. You can also use the File menu to save the current document, to close the
current file, or to configure or initialize printing.
Under the menu bar, the Standard toolbar provides some of the most regularly used actions
performed on the main menu. A toolbar provides the same actions you would perform from the
main menu, only faster, so that instead of going through the menu to save a document, you can
just use the Save button.
Since there are various buttons and sometimes they are unpredictable, to know what a particular
button is used for, you can position your mouse on it. A small yellowish box would appear to let
you know what that particular button is used for; that small box is called a tool tip: You can also
use context sensitive help in some cases to get information about an item.
On the right side of the Standard toolbar, there is another toolbar called the Formatting toolbar.
This second toolbar offers some formatting features that we will use as we move on. Its buttons
also provide tool tips. Besides other buttons, the Formatting toolbar is equipped with combo
boxes, and each combo box can display an appropriate tool tip.
Under the toolbars, there is a white box displaying a name like A1 (it may not display A1...), that
small box is called the Name Box
On the right side of the Name box, there is a gray box with an fx button. That fx button is called
the Edit Formula button.
On the right side of the Edit Formula button is a long empty white box or section called the
Formula Bar. Under the Name Box and the Formula bar, you see the columns. The columns are
labeled A, B, C, etc:
There are 255 of columns.

On the left side of the main window, there are gray boxes called rows. Each row is labeled
with a number, starting at 1 on top, then 2, and so on:
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The main area of Microsoft Excel is made of cells. A cell is the intersection of a column and a
row:
A cell is identified by its name and every cell has a name. By default, Microsoft Excel appends
the name of a row to the name of a column to identify a cell. Therefore, the top-left cell is
named A1. You can check the name of the cell in the Name Box. To see different cells names,
find the cell that intersects a column and a row.
On the right side of the cells area, there is a vertical scroll bar that allows you to scroll up and
down in case your document cannot display everything at a time:
On the lower right section of the main window, there is a horizontal scroll bar that allows you
to scroll left and right if your worksheet has more items than can be displayed all at once:
Sometimes the horizontal scroll bar will appear too long or too narrow for you. If you want,
you can narrow or enlarge it. To do this, click and drag the button on the left side of the
horizontal scroll bar:
On the left side of the horizontal scrollbar, there are the worksheet tabs:
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By default, Microsoft Excel provides three worksheets to start with. You can work with any of
them and switch to another at any time by clicking its tab.On the left side of the worksheet
tabs, there are four navigation buttons:
If you happen to use a lot of worksheets or the worksheet names are using a lot of space, which
will result in some worksheets hidden under the horizontal scroll bar, you can use the navigation
buttons to move from one worksheet to another.
Under the navigation buttons and the worksheet tabs, the Status Bar provides a lot of information
about the job that is going on.
Inserting Worksheets
There are a number of ways to insert a worksheet into an Excel workbook,
but the fastest is to go through the menu, Insert->Worksheet. This will
insert a worksheet in front of the current worksheet.
You can also insert a new worksheet by right clicking on the worksheet
name and choosing Insert.... This will give you a pop up window asking
what you want to insert. You can choose Worksheet and then click OK.
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Moving and Copying Worksheets

Worksheets can be moved using Window's Click and Drag Feature. That is you can click on the
sheet you want to move, don't let go, and drag the new worksheet left or right to the new
location. When you are holding on to a sheet, two things happen, one your mouse cursor is
carrying a sheet of paper, and two a little black arrow will appear above the sheets, this black
triangle/arrow will show you where the new sheet is going to be placed.
If you hold down the control (Ctrl) key while moving the worksheet,
you can create a duplicate worksheet. (Remember to let go of the
mouse before letting go of the keyboard).
As with Inserting Worksheets you can right click on the sheet name to
move your sheet. There are more options when using Move or
Copy... from the short-cut list. You can also find this option under
Edit->Move or Copy Worksheet....
The window that comes up will allow you to choose which workbook you would like to move
this sheet to, including an option to create a (new book).
This window also allows you to move the worksheet before any of the current sheets or to the
end.
To create a copy of the worksheet, instead of moving it, click the check box at the bottom of this
window.
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Deleting Worksheets
The fastest way to completely remove a worksheet from your workbook is to right click on the
name of the worksheet and choose Delete from the worksheet menu; or you can choose Delete
Sheet from the Edit menu. Either way, you will get a warning message:
Click OK to delete the worksheet.

46
Renaming Worksheets
The fastest way to rename a worksheet is to double click on the name of that worksheet. The
text will turn black, indicating that it is highlighted. Type the new name for your worksheet and
press enter to accept it.
You can also choose Rename from the right click menu and from Format->Sheet->Rename.
These methods will behave exactly as double clicking does, it will highlight the name of the
worksheet to allow you to write in the new name. Don't forget; press enter to accept your new
value.
Selecting Multiple Worksheets

The shift and control keys on the keyboard allow you to work with multiple selections
throughout windows, no matter if you are working with file names, cells of a worksheet or even
the entire worksheets themselves.
To select specific worksheets use the control key.

- Click on the first worksheet you would like
- Hold down the control key on the keyboard, and click on the second worksheet
- Keeping the control key pressed, click on each worksheet you would like to select
If I click on 1st Qtr and control-click on 3rd Qtr, I will have just those two sheets selected.
To select a range of worksheets use the shift key.

- Click on the first worksheet you would like
- Hold down the shift key on the keyboard, and click on the last worksheet
If I click on 1st Qtr and shift-click on 3rd Qtr, I will have all three sheets selected.
When you have multiple worksheets selected, anything you type on the current worksheet will
appear on every worksheet that is selected. This is a great way to ensure a consistency of
formats between your worksheets, especially for the Page Setup options.
To drop the selection, click on a worksheet and then Shift-Click on the same worksheet again.
Linking Worksheets
Linking worksheets is much easier than you might imagine. Click in the cell where you want the
result to be, press the equal sign (=) on the keyboard and then use your mouse to click on the
worksheet (or workbook!) that has the original data, click one time on the correct cell and press
Enter on the keyboard to accept it.
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Entering and Editing Data
Cell data - Things that can be entered into a cell:
• Numbers
• Words
• Equations, formulas or functions
• Fill color
• Images (although they are actually on top of a cell, not in it)
Entering data - Move to the cell where you want to enter data and enter words or numbers. If
data is already in the cell it will be replaced without you having to cut or delete the previous data.
Format data - Once information has been entered into a cell, you might want to change something
about the way the information is displayed. To do that, make sure the cell you want to format is
selected and go to the Format menu. Select Cells... The number I entered repeats infinitely, but I
only need 2 decimal places.
You can bring up the Format Cells dialog box by right clicking on the cell you want to format.
From the following pop-up box select Format Cells...
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Using formatting buttons - There are several toolbar buttons, which allow one-click
formatting. To illustrate I entered the same number in four cells, with the formatting I
plan to use for each cell.
With cell A1 selected I clicked once on the Currency button
In cell B1 I selected the Percent button
I selected the Increase Decimal button for cell C1
The Decrease Decimal button was used to format cell D1
These four actions produced the following result:
As you can see, the Percent button simply multiples by 100 and attaches the %
sign. Care must be exercised in using this button properly.
Other formatting options - The Format toolbar includes several formatting

options, which can be applied to information entered into a cell.
Editing entered data - If incorrect information has been entered into a cell, one
easy way to edit that is to click on the cell and enter the correct information. You
do not need to highlight or delete. Typing replaces whatever is in the cell.
If you do not want to replace the data, but simply need to correct some part of it,
move your cursor into the Formula bar
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When your cursor turns into an I-Beam, click and edit within the formula bar.
Freeze Panes
Freeze Panes helps to keep row and column labels visible as you scroll on the worksheet
1) To keep row and column labels or other data visible as you scroll through a sheet, you
can "freeze" the top rows and/or left columns. The frozen rows and columns don't scroll
but remain visible as you move through the rest of the worksheet.
2) To freeze the top horizontal pane, select the row below where you want the split to
appear.
3) Go to the Window menu, select Freeze Panes
To freeze the left vertical pane, select the column to the right of where you want the split
to appear.
a) First we must unfreeze the previous freezing of the panes by going to the Windows menu
and selecting Unfreeze Panes
b) Go to Windows and Freeze Panes
4) To freeze both the upper and left panes, click the cell below and to the right of where
you want the split to appear.
a) First unfreeze the previous freezing of the panes
b) When you are done experimenting with Freeze Panes go to the Windows Menu and select
Unfreeze Panes.
Split Screen
Split a worksheet to view two parts of a sheet at the same. To view and scroll independently
in different parts of a worksheet, you can split a worksheet horizontally and vertically into
separate panes.
Splitting a worksheet into panes allows you to view different parts of the same worksheet
side by side and is useful, for example, when you want to paste data between different areas
of a large worksheet.
To restore a window split into two scrollable areas, double-click any part of the split bar that
divides the panes.
Hide Columns and Rows

50
When you hide parts of a workbook, the data is removed from view but is not deleted from the
workbook. If you save and close the workbook, the hidden data remains hidden the next time the
workbook is opened. If you print the workbook, Microsoft Excel does not print the hidden parts.
You can hide workbooks and sheets to reduce the number of windows and sheets on the screen
and to prevent unwanted changes. For example, you can hide sheets that contain sensitive data.
You can also hide selected rows and columns of data that you aren't using or that you don't want
others to see. To prevent others from displaying hidden sheets, rows, or columns, you can protect
the workbook or sheet with a password.
You can hide most window elements in order to use as much of your screen as possible to
display worksheet data. These window elements include the Windows taskbar and the Excel title
bar, toolbars, formula bar, and status bar. These elements remain hidden only as long as the
workbook is open; they are redisplayed when you close the workbook and open it again.
To hide a row or column-
1) To hide a worksheet you will select the worksheet you want to hide
i) Go to the Format menu then down to Sheet then Hide
ii) If you select multiple sheets you can hide them all at one time
b) To hide a row or a column
i) On the Format menu, point to either Row or Column, and then click Hide
c) To unhide the hidden rows or columns
i) Select the rows or columns on either side of the hidden rows and columns the go to the
Format menu and unhide them
Filtering
Filtering is a quick and easy way to find and work with a subset of data in a list. A filtered list
displays only the rows that meet the criteria you specify for a column.
Microsoft Excel has a number of features that make it easy to manage and analyze data in a list.
To take advantage of these features, enter data in a list according to the following guidelines.
• Put similar items in one column. Design the list so that all rows have similar items in the
same column.
• Keep the list separate. Leave at least one blank column and one blank row between the list
and other data on the worksheet. Excel can then more easily detect and select the list when
you sort, filter, or insert automatic subtotals.
• Show rows and columns. Make sure any hidden rows or columns are displayed before
making changes to the list. When rows and columns in a list are not showing, data can be
deleted inadvertently.
• Use formatted column labels. Create column labels in the first row of the list. Excel uses
the labels to create reports and to find and organize data. Use a font, alignment, format,
pattern, border, or capitalization style for column labels that is different from the format
51
you assign to the data in the list. Format the cells as text before you type the column
labels.
• Use cell borders. When you want to separate labels from data, use cell borders not blank
rows or dashed lines to insert lines below the labels. Use the Border shortcut to create
borders. It is on the formatting toolbar and looks like this-
• Avoid blank rows and columns. Avoid putting blank rows and columns in the list so that
Excel can more easily detect and select the list.
• Don't type leading or trailing spaces. Extra spaces at the beginning or end of a cell affect
sorting and searching. Instead of typing spaces, indent the text within the cell.
Microsoft Excel provides two commands for filtering lists:
• AutoFilter, which includes filter by selection, for simple criteria
• Advanced Filter, for more complex criteria
Unlike sorting, filtering does not rearrange a list. Filtering temporarily hides rows you do not
want displayed. When Excel filters rows, you can edit, format, chart, and print your list
subset without rearranging or moving it.
Auto Filter
Go to Data on the menu bar then down to Filter then select Auto Filter
When you use the AutoFilter command, AutoFilter arrows appear to the right of the
column labels in the filtered list.
Clicking an AutoFilter arrow displays a list of all unique, visible items in the column,
including blanks (all spaces) and nonblank. By selecting an item from a list for a specific
column, you can instantly hide all rows that don't contain the selected value.
If you are filtering a list of numbers, you can quickly view the largest values in the list by
clicking the Top 10 item in the AutoFilter list. To resume viewing everything in the
column, click All.
Custom AutoFilter
1) To find specific values in rows in a list by using one or two comparison criteria for
the same column, point to Filter on the Data menu, click AutoFilter, click the arrow in
the column that contains the data you want to compare, and then click Custom.
2) To match one criterion, click the comparison operator you want to use in the first box
under Show rows where, and then enter the value you want to match in the box
immediately to the right of the comparison operator.
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3) To display rows that meet two conditions, enter the comparison operator and value
you want, and then click the And button. In the second comparison operator and value
boxes, enter the operator and value you want.
4) To display rows that meet either one condition or another condition, enter the
comparison operator and value you want, and then click the Or button. In the second
comparison operator and value boxes, enter the operator and value you want.
Using Custom AutoFilter

1) Select the drop down arrow to the right of the column header e.g. Monetary Amount
2) Go down to Custom
3) The Custom Filter dialog box pops up
4) Click on the drop down arrow to the right of the word equal (default)
5) Select a condition e.g. “Is greater than”
6) In the box to the left enter any figure of your choice such as 1000
7) Click OK
8) You should now see only the records that had a value of more than 1000.
The Fill Command

Rather than using copy and paste, you can use the Fill command to repeat information to
contiguous cells. If the first cell contains a formula, the formula will be repeated in the
additional cells. If the first cell contains text, the text will be repeated in the additional
cells.
NOTE: If Excel recognizes a pattern in the information you entered, the additional cells
will contain the next item in the pattern. For example, if the first cell contains the day
Sunday, Excel will fill the following cells with Monday, Tuesday, etc. Other examples
include filling for the months of the year and hours of the day.
Filling Cells: Menu Option
This option copies (repeats) the information from one cell to another.
1. Type the information (cell contents or formula) in the first cell of the group
2. Starting with the cell containing the contents to be copied, select the group of cells to
be filled
3. From the Edit menu, select Fill » Down or Right
Filling Cells: Mouse Option

53
Using this option will extend the data in the series to the selected cells.
1. Type the information (cell contents or formula) in the first cell of the group
2. In this cell, moves your pointer over the fill corner so your pointer changes into
crosshairs
NOTE: Before filling, verify that the pointer changes into crosshairs.
3. When your pointer changes into crosshairs, click and hold the crosshairs
4. Drag the crosshairs in the direction you want the information to be copied
5. Release the mouse button
Performing Calculations in Your Workbook

Excel performs its calculations through formulas and functions (a function is a pre-
written formula), which are shortcuts for working with your document. For example,
rather than writing a formula to add numbers, count them, and divide to find the average,
you can just use the Average function. It tells the computer what it needs to do to find the
average of the numbers, so you do not need to type in all of the commands to find an
average. This document has been designed to examine the usage of formulas as well as
provide some existing formulas to make working with your workbook and worksheets
faster.
How Excel Calculates

One of the fundamental things that you must know about Formulas and Functions is the
method in which Excel performs calculations. The main function of Excel is obviously
the number crunching side of things and a good spreadsheet is one that returns accurate
results 100% of the time. So whilst we may have a spreadsheet that looks very pretty and
is formatted to make it look a million dollars, it is the guts of the spreadsheet, or the nuts
and bolts, that make it either a workable spreadsheet or an unworkable spreadsheet, not
the visual appeal.
Calculation operators in formulas

Operators specify the type of calculation that you want to perform on the elements of a
formula. Microsoft Excel includes four different types of calculation operators:
arithmetic, comparison, text, and reference.
Arithmetic operators
To perform basic mathematical operations such as addition, subtraction, or
multiplication; combine numbers; and produce numeric results, use the following
arithmetic operators.
Arithmetic operator Meaning Example
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+ (plus sign) Addition 3+3

– (minus sign) SubtractionNegation 3–1–1
* (asterisk) Multiplication 3*3
/ (forward slash) Division 3/3
% (percent sign) Percent 20%
^ (caret) Exponentiation 3^2 (the same as
3*3)
Comparison operators
You can compare two values with the following operators. When using these operators
compares two values, the result is a logical value, either TRUE or FALSE.
Comparison Meaning Example
operator
= (equal sign) Equal to A1=B1
(greater than sign) Greater than A1>B1
< (less than sign) Less than A1<B1
>= (greater than or Greater than or A1>=B1
equal to sign) equal to
<= (less than or equal Less than or equal A1<=B1
to sign) to
<> (not equal to sign) Not equal to A1<>B1
Text concatenation operator

Use the ampersand (&) to join, or concatenate, one or more text strings to produce a
single piece of text.
Reference operators
Text
Reference Meaning
Meaning Example Example
operator
operator
:&(colon) Connects,
Range or concatenates,
operator, which producestwoone"North"
reference &to all"wind" produce
the B5:B15
(ampersand) values to produce one continuous "Northwind"
cells between two references, including the two references
text value
, (comma) Union operator, which combines multiple references into SUM
one reference (B5:B15,
D5:D15)
55
Combine ranges of cells for calculations with the following operators.

When Excel performs a calculation it does so in the following order:
Exponentiation
Multiplication and Division
Subtraction and Addition
If a formula contained both a multiplication and a division operator Excel would calculate
them from left to right. The same would apply for subtraction and addition. We can change the
order in which Excel does its calculations by closing the relative function in parenthesis. Let's
say we had the formula =10-10*10 the result would be -90 (negative 90). If we then used =(10-
10)*10 the result would be 0 (zero). In other words we have forced Excel to change its natural
order of calculation. Excel is quite happy to do this.
Some examples of this would be:
=5+5*5+5+5 would result in 40
=(5+5)*5+5+5 would result in 60
=(5+5)*(5+5)+5 would result in 105
So as you can see, we can manipulate any formula to calculate in the order we want, simply by
placing the parenthesis in the appropriate places.
Excel Worksheet Protection
How to protect a Worksheet

Click on Tools-Protection-Protect Sheet – enter password (optional)
By default this will:
Protect all cell contents from changes or overwriting
Prevent addition and deletion of columns and rows
Prevent sorting, cutting and pasting of cell contents
It will not prevent:

Copying data from the worksheet to another worksheet program
Deletion or renaming of the protected sheet
Unprotect worksheets
Follow the same procedure as above (protecting a worksheet) the “protect sheet” submenu will
have changed into “unprotect sheet”.
Making Charts in Microsoft Excel
Charts are visually appealing and make it easy for users to see comparisons, patterns, and trends
in data. For instance, rather than having to analyze several columns of worksheet numbers, you
can see at a glance whether sales are falling or rising over quarterly periods, or how the actual
sales compare to the projected sales.
You can create a chart on its own sheet or as an embedded object on a worksheet. You can also
publish a chart on a Web page. To create a chart, you must first enter the data for the chart on the
worksheet. Then select that data and use the Chart Wizard to step through the process of
56
choosing the chart type and the various chart options, or use the Chart toolbar to create a basic
chart that you can format later.
A chart is linked to the worksheet data it's created from and is updated automatically when you
change the worksheet data.
57
Printing Excel Sheets
Printing Excel spreadsheets can be a haphazard process in that what you see on your screen in
not necessarily what you will get (or want) when you hit the Print command. The trick to nicely
formatted Excel spreadsheets is to use the Page Setup command in combination with Print
Preview to explore all your options before you print.
The Page Setup command is in the File menu in Excel. There are four tabs in the page setup
dialogue box: Page, Margin, Header/Footer, and Sheets. Each of the pages these tabs lead to
has a Print Preview button near the upper right corner. After you view the Print Preview, there
is a Page Setup button in the print preview that allows you to return directly to the Page Setup
dialogue box. You can then go back and forth between Print Preview and Page Setup,
manipulating elements until you get the desired result. Think of it as a dialogue between the
two.
Page Tab: The page tab has the standard options found in most page setup dialogue boxes:
paper size, print quality, and orientation (portrait vs. landscape). One of the more useful
features, however, is Scaling. The Adjust To option allows you to scale down the spreadsheet
as a percentage of its normal size. This is useful if you are trying to scale up or scale down a
spreadsheet to fit on one page. Even more useful, however, is the Fit To option. You simply tell
Excel how many pages wide you’d like your spreadsheet to be, and how many pages long, and
Excel will scale your spreadsheet up or down to fit your needs. The percentage of scaling it used
will appear in the Adjust To percentage box, for future reference. Use the Print Preview button
to preview you scaled spreadsheet before printing.
Margin tab: Most of the options here are pretty standard as well, allowing you to set Left,
Right, Top, and Bottom margins. You can also set the margins between the Header and Footer
and the body of your text here. At the bottom of the dialogue box is a very useful set of
checkboxes allowing you to center your spreadsheet either Horizontally and/or Vertically on
the page.
Header/Footer tab: There is a pulldown menu for both the header and the footer that features
pre-formatted headers and footers based on page number, date and time, title of the spreadsheet
and more. More useful are the Custom Header and Custom Footer buttons, which allow you
to customize you headers and footers. The customize option divides the header/footer into three
section boxes (left, center and right), allowing you to choose a component for each (or leave it
blank). There are buttons to help you place page numbers, date, time, filename, or sheet name on
the document. You can also type in your own text by pacing your insertion point directly into
the left, center, or right section box and typing the text yo would like to appear.
Sheet tab: There are lots of useful options available on the Sheet tab. At the top you can choose
your Print Area, either by typing in the range of cells you’d like to print or by minimizing the
dialogue box by hitting the minimize button (just to the right of the Print
58
Area box: Then left-click and drag to choose you Print area and maximize the dialogue box
(again, just to the right of the now minimized Print Area box) to continue. Just below are two
boxes that allow you to choose Rows Repeated At Top (such as column headings) and/or
Columns Repeated At Left (such as row titles) across all your pages. Use the minimize button
(right side of the box), pick your row or column, and then maximize (again, right side of the
box). Just below are four checkboxes that allow you to Print Gridlines, print in only Black and
White, print Draft Quality, and print Row and Column Headings (the letters identifying
columns and the numbers identifying rows). The is also a drop down menu that allows you to
print comments you’ve imbedded into the spreadsheet, either where they occur or listed at the
end of the sheet. You must choose “Show Comment” on cells that have comments imbedded
before this feature will work (right-click on the cell and choose Show Comment). Finally, at the
bottom of the sheet, you can choose how your printed pages are ordered, Down, Then Over or
Over, then Down.
Again, each of the pages these tabs lead to has a Print Preview button near the upper right
corner, and there is a Page Setup button in the print preview that allows you to return directly to
the Page Setup dialogue box. You can then go back and forth between Print Preview and Page
Setup, manipulating elements until you get the desired result. Be aware that not all the options in
the Sheet tab are available while you are in Print Preview mode; you will need to return to
worksheet view (by closing Print Preview) to set print areas or rows and columns to repeat.
How To Add Borders:
1. Select the cell or range of cells you want to apply a border.

2. Click on the Borders drop-down arrow on formatting toolbar.
o Observe the borders palette.
3. Select the type of border you want to apply. Deselect the cell or range.
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Microsoft Access
Microsoft Access is a computer application used to create and manage computer-based

databases. Microsoft Access can be used for personal information management (PIM), in a small
business to organize and manage all data.
A database is a collection of data, which is organized in a manner that can be easily retrieved.
Database File: This is the main file that encompasses the entire database. It may be saved to the
hard-drive or floppy disk. E.g. StudentDatabase.mdb
Table: A table is a collection of data about a specific thing (entity) such as students or contacts.
There can be multiple tables in a database.
Field: Fields are the different categories within a Table. Tables usually contain multiple fields.
E.g. Student Last Name, Gender, Class etc.
Data types: Data types are the properties of each field. A field only has 1 data type. E.g.
Fieldname Last Name is of data type Text.
A record is one complete set of fields (your entry in the telephone book is a record)
Entity: Something whose information is being stored in a database.
Cell: Where one row and one column intersect on a table.
Record: A collection of all fields relating to one person, place, or thing (e.g. Students details). A
record occupies a single row of a table.
Object: Components that make up a database (i.e., tables, forms, queries, reports, macros, &
modules).
Query: A Database object that asks specific questions about the data in the database.
Forms: A method of entering, displaying, and searching data.
Reports: Summarizes and formats data in the "look" that you want for either table or query data.
Primary Key :One or more fields (columns) whose value or values uniquely identify each
record in a table. A primary key does not allow Null values and must always have a unique
value. A primary key is used to relate a table to foreign keys in other tables.
A foreign key is a field (or fields) that points to the primary key of another table. The purpose of
the foreign key is to ensure referential integrity of the data. In other words, only values that are
supposed to appear in the database are permitted
Starting Microsoft Access

Click on Start --> Programs --> Microsoft Access
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Creating New, and Opening Existing Databases
The above picture gives you the option to:
• Create a New Database from scratch

• Use the wizard to create a New Database
• Open an existing database
• The white box gives you the most recent databases you have used. If you do not see the
one you had created, choose the More Files option and hit OK. Otherwise choose the
database you had previously used and click OK.
Create a new database
1. When Microsoft Access first starts up, a dialog box is automatically displayed with options
to create a new database or open an existing one. If this dialog box is displayed, click Blank
Access Database, and then click OK.
If you have already opened a database or closed the dialog box that displays when Microsoft
Access starts up, click New Database on the toolbar, and then double-click the Blank
Database icon on the General tab.
2. Specify a name and location for the database and click Create. (Below is the screen that
shows up following this step)
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Tables
A table is a collection of data about a specific topic, such as students or contacts. Using a
separate table for each topic means that you store that data only once, which makes your
database more efficient, and reduces data-entry errors. Tables organize data into columns
(called fields) and rows (called records).
Create a Table from scratch in Design view

1. If you haven't already done so, switch to the Database Window You can press F11 to
switch to the Database window from any other window.
2. Double-Click on "Create table in Design view". (Design View)

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3. Define each of the fields in your table

4. Under the Field Name column, enter the categories of your table.
5. Under Data Type column, enter the type you want for you categories.
6. The attribute of a variable or field that determines what kind of data it can hold. For
example, in a Microsoft Access database, the Text and Memo field data types allow
the field to store either text or numbers, but the Number data type will allow the field
to store numbers only. Number data type fields store numerical data that will be used
in mathematical calculations. Use the Currency data type to display or calculate
currency values. Other data types are Date/Time, Yes/No, Auto Number, and OLE
object (Picture).
1. Under the Description column, enter the text that describes what you field is. (This
field is optional).
2. Consider the example below:
Primary Key: One or more fields (columns) whose value or values uniquely identify
each record in a table. A primary key does not allow Null values and must always have a
unique value. A primary key is used to relate a table to foreign keys in other tables.
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NOTE: If you don't define a primary key, Microsoft Access asks you if you would like to create
one when you save the table. To do this, simply select the field e.g. index Number field and
select the primary key button after you do this, Save the table .The primary key can also be
got from edit menu.
Switching Views
To switch views form the datasheet (spreadsheet view) and the design view, simply click the
button in the top-left hand corner of the Access program.
Datasheet View Design View
Displays the view, which allows you to Displays the view, which allows you to enter fields,
enter raw data into your database table. data-types, and descriptions into your database table.
Manipulating Data
Adding a new row: Simply drop down to a new line and enter the information
Updating a record: Simply select the record and field you want to update, and change its data
with what you want
Deleting a record: Simply select the entire row and hit the Delete Key on the keyboard
Relationships
After you've set up multiple tables in your Microsoft Access database, you need a way of telling
Access how to bring that information back together again. The first step in this process is to
define relationships between your tables. After you've done that, you can create queries, forms,
and reports to display information from several tables at once.
A relationship works by matching data in key fields - usually a field with the same name in both
tables. In most cases, these matching fields are the primary key from one table, which provides a
unique identifier for each record, and a foreign key in the other table. For example, teachers can
be associated with the students they're responsible for by creating a relationship between the
teacher's table and the student's table using the TeacherID fields.
Having met the criteria above, follow these steps for creating relationships between tables.
1. In the database window view, at the top, click on Tools ---> Relationships
2. Select the Tables you want to link together, by clicking on them and selecting the Add Button
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3. Drag the primary key of the Parent table (Teacher in this case), and drop it into the same field
in the Child table (Student in this case.)
4. Select Enforce Referential Integrity
5. When the Cascade Update Related Fields check box is set, changing a primary key value in
the primary table automatically updates the matching value in all related records.
6. When the Cascade Delete Related Records check box is set, deleting a record in the primary
table deletes any related records in the related table
7. Click Create and Save the Relationship
Forms
A form is nothing more than a graphical representation of a table. You can add, update, and
delete records in your table by using a form. NOTE: Although a form can be named different
from a table, they both still manipulate the same information and the same exact data. Hence, if
you change a record in a form, it will be changed in the table also
A form is very good to use when you have numerous fields in a table. This way you can see all
the fields in one screen, whereas if you were in the table view (datasheet) you would have to
keep scrolling to get the field you desire.
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Create a Form using the Wizard
It is a very good idea to create a form using the wizard, unless you are an advanced user and
know what you are doing. Microsoft Access does a very good job of creating a form using the
wizard. The following steps are needed to create a basic form:
1. Switch to the Database Window. You can do this by pressing F11 on the keyboard.
2. Click on the Forms button under Objects on the left side of screen
3. Double click on Create Form Using Wizard
4. On the next screen select the fields you want to view on your form. Most of the time you
would select all of them.
5. Click Next
6. Select the layout you wish
7. Click Next
8. Select the style you desire...
9. Click Next
10. Give you form a name, and select Open the Form and enter information
11. Select Finish
12. You should see your form. To adjust the design of your form, simply hit the design button
(same as with the tables), and adjust your form accordingly
Reports
A report is an effective way to present your data in a printed format. Because you have control
over the size and appearance of everything on a report, you can display the information the way
you want to see it.
Create a Report using the Wizard
As with the Form, it is a very good idea to create a report using the wizard, unless you are an
advanced user. Microsoft Access does a very good job using the wizard to create reports.
1. Switch to the Database Window. You can do this by pressing F11 on the keyboard.
2. Click on the Reports button under Objects on the left side of screen
3. Double click on Create Report Using Wizard
4. On the next screen select the fields you want to view on your form. Most of the time you
would select all of them.
5. Click Next
6. Select if you would like to group your files. Keep repeating this step for as many groupings
as you would like.
7. Click Next
8. Select the layout and the paper orientation you desire
9. Click Next
10. Select the style you desire... Click Next
11. Give you report a name, and select Preview the Report
12. Select Finish
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13. You should see your report. To adjust the design of your report, simply hit the design button
(same as with the tables), and adjust your report accordingly
Queries
In MS Access you can use queries to extract information (data) from one (or more) tables (or
from other queries). The information you retrieve can be limited by the definition of your query.
In access queries are database objects that can be used to retrieve a subset of data. Unlike filters
queries can be saved and used as a data source for other ms access objects such reports, forms or
data access pages. For example you can write a query that returns all students that have a GPA
that is less than 3.0 (so you can send them a worming email). Queries are powerful tool because
they can be used to retrieve information from multiple tables by joining these tables using
common fields
Creating Queries in MS Design View
When selecting the Query object you can double click on the Create Query in Design View to
open the query design grid. You need to select one or more tables from the Show Table dialog
box before you can start working with the design view as shown in the figure below. Once tables
are selected you can grap fields from the tables field list and drop it into the grid area and that
field will be part of the query. You can also drag the wild Character * and drop it into the design
grid area to include all fields from that table into the query. In the Design grid you can specify
conditions in the criteria area, you can connect these conditions using the or / and operators. For
example you can select all students with GPA <3.0 and Credit hours > 50.
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The Internet Technology
What is the Internet?

The Internet is a network of networks, linking computers to computers sharing with the aim of
enabling the computers share information. The Internet is the transport vehicle for the
information stored in files or documents on another computer.
It is a "network of networks" that consists of millions of smaller domestic, academic, business,
and government networks, which together carry various information and services, such as
electronic mail, online chat, file transfer, and the interlinked Web pages and other documents of
the World Wide Web.
Basic Terms
Computer Network: A computer network is two or more computers connected together using a
telecommunication system for the purpose of communicating and sharing resources
World Wide Web (WWW): The "World Wide Web" is a collection of online documents stored
on servers around the world that are connected to the Internet. It is a part of the Internet designed
to allow easier navigation of the network through the use of graphical user interfaces and
hypertext links between different addresses.
Web Browser: A software application that allows for the browsing of the World Wide Web i.e a
program used to access the Internet services and resources available through the World Wide
Web. e.g. Internet Explorer, Netscape. Opera, Firebird. Safari, Mozilla (fire fox)
Web Page: An HTML document on the Web, usually one of many together that make up a Web
site.
Website: The entire collection of web pages and other information (such as images, sound, and
video files, etc.) that are made available through what appears to users as a single web server
Uniform Resource Locator: The Uniform Resource Locator is the address of a resource
available on the Internet i.e an address that specifies the location of a file on the Internet
Home Page: The page designated as the main point of entry of a Web site (or main page) or the
starting point when a browser first connects to the Internet
Http: The Hypertext Transfer Protocol is the set of rules for exchanging files (text, graphic
images, sound, video, and other multimedia files) on the World Wide Web.
Search Engines: Websites that enable users to search for information on the Internet based on
the keywords that they provide. Search engines locate and search websites found on the Internet.
Some examples of search engines are Yahoo, Google, Alltheweb and Answers.
Internet Services offered by the Internet include; Communication, Education, Entertainment,
Research, Electronic Commerce
Using the search Engine

Search engines are very different from subject directories. While humans organize and catalog
subject directories, search engines rely on computer programs called spiders or robots to crawl
the Web and log the words on each page. With a search engine, keywords related to a topic are
typed into a search "box." The search engine scans its database and returns a file with links to
websites containing the word or words specified. Because these databases are very large, search
engines often return thousands of results.
To use search engines effectively, it is essential to apply techniques that narrow results and push
the most relevant pages to the top of the results list.
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How to open an email account at Yahoo.com

1. Go the home page of Yahoo at www.yahoo.com.
2. At the top of the web page, click on the email icon
You will see a new page that looks like this:
3. Click on the Sign up now hyperlink.

5. Fill out the form. Ensure that the ID is unique; the password should be at least 6 characters
and cannot be part of your name.
6. Follow the instructions and click on the appropriate buttons.
Using your e-mail account

Sending an message
After successfully logging in, simply click the "Compose" button and you will be presented with
the "Compose Message" page. Simply enter an e-mail address in the "To:" field and type the
message into the "Message:" field. After composing the message, click the "Send" button and the
message will be sent. You will then see a confirmation that the message has been sent
successfully
The "Save Draft" button is used when you wish to save a copy of your message so you can go
over and edits it again later. The "Load Draft" button is for retrieving messages saved by using
the "Save Draft" button.
On the "Compose Message" page, check the box "Save Outgoing Message" before you send the
e-mail message.
Sending a message to an email address in the address book.

To send a message to somebody directly from the Address Book, just click on his or her e-mail
address, under the "Mail To" column. You will then be taken to the "Compose Message" page,
where you can type and send your message.
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How do I send a message to more than one recipient?

When you click on "To:" "Cc:" or "Bcc:" on the "Compose Message" screen, a pop-up window
containing your Address Book will appear. Type in all their addresses manually in either the
"Cc:" or the "Bcc:" fields.
"Cc" stands for Carbon Copy. Anyone who is addressed in the "CC" field will also receive a
copy of the message being sent out. All the recipients of the message will be able to identify all
the others that have received the message.
"Bcc" stands for Blind Carbon Copy. Anyone who is addressed in the "Bcc" field will also
receive a copy of the message being sent out. None of the other recipients of the message will be
able to detect that the message was sent to another person.
How do I reply to a message I received?

After reading the incoming message, click the "Reply" button and the "Compose Message" page
will appear with the reply address automatically filled in. A copy of the original text will also by
default appear in the "Message:" field.
"Reply" feature except that the "To:" field will include not only the address of the person who
sent the original message but also all the others who the message was originally sent to.
How do I forward a message?

To forward a message, click on "Forward" on the message page, type in a short message to
describe the forwarded message, and then click on "Send."
How do I add an attachment to my message?

To add an attachment to your message, click on the "Attach Files" button while composing the
message. A pop-up window will appear and you will be asked to select the attachment. To select
an attachment, click on "Browse.” This will display a list of files. Click on the file you wish to
attach and click open. Click on the Attach files again and wait for the file to be attached. When
the process is completed, you will receive a message that the file has been attached. Click on
continue to message. This will take you to the compose window. Do the necessary changes and
click send.
Receiving E-Mail
How do I view my e-mail messages?
To view your e-mail messages, click on check mail, this will list the folders one of which is
inbox. Click on inbox and all the messages will be displayed.
How do I read my e-mail messages?

To read your e-mail messages, click on the subject line of the message you wish to read. From
there, you can reply to the message, forward the message along to other friends or just delete the
message using the menu bar on top of the page.
How do I view attachments?

To view attachments, click on the attachment name on the message page. This will display
another window with a message “download attachment”. Click on this button and choose “save
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to disk”. Choose where to save the downloaded attachment e.g. on desktop, give it a name or
save it with the default name and click save. You can now go and open the saved attachment.

Computer Applications

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Computer Applications

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INTRODUCTION TO COMPUTER APPLICATIONS

Introduction to Computers .................................................................................................. 1

Some Basic Terms

Hardware: The physical parts of the Computer.

What makes a computer powerful?

The four primary components of a computer system are:

Output: Output devices make processed data available to the user.

Output Devices include Monitor, speakers, printers etc

Storage Devices: Permanent storage of information is also referred to as Secondary storage or

Kilobyte KB Roughly 1,000 bytes

Megabyte MB Roughly 1,000,000 bytes

Gigabyte GB Roughly 1,000,000,000 bytes

Terabyte TB Roughly 1,000,000,000 bytes

Software Category Function

Word Processor Provides the tools for entering and

Spreadsheets Provides the tools for working with

Database Management Provides the tools for management of a

Presentation Graphics Provides the tools for creating graphics

Communication Software Provides the tools for connecting one

Internet Browser Provides access to the Internet through

Functions of Operating system

Provides a GUI through which the user enters commands.

POST: Power on Self-Test

Files and folders

Creating a folder e.g on a Desktop:

Restoring deleted files and folders.

Moving a file to a folder

Minimize and Maximize and close Buttons

Formatting tool Bar

Using the Mouse

The Title Bar

The Menu Bar

The Standard Toolbar

The Formatting Toolbar

1. Click View on the Menu bar.

7. Click Close to close the dialog box.

1. Click View on the Menu bar.

Horizontal and Vertical Scroll Bars

Highlighting by Using the Arrow Keys

Highlighting by Using the Mouse

Placing the Cursor

Starting a New Paragraph

Typing and Using the Backspace Key

Bold, Underline, and Italicize

Bold - Using the Menu

Cut and Paste

Cut - Using the Menu

1. Highlight the text you wish to cut.

Pasting the cut text - Using the Menu

1. Place the cursor where you wish to paste the text.

Cut by Using the Icon

1. Highlight the text you wish to cut

2. Click the Cut icon .

Pasting the cut text by using the Icon

1. Place the cursor where you wish to paste.

2. Click the Paste icon .

Cut by Using Keys

1. Highlight the text you wish to cut

Paste by Using Keys

1. Place the cursor where you wish to paste.

Copy and Paste

Copy - Using the Menu

1. Highlight what you wish to copy.