Ict Manual PDF

THIS MANUAL IS A PROPERTY OF MACHAKOS INSTITUTE OF
TECHNOLOGY
Contents
Definition of common terms ....................................................................................................................... 3
QUALITIES OF A COMPUTER. ...................................................................................................................... 3
INTRODUCTION TO COMPUTER .................................................................................................................. 3
ADVANTAGES OF COMPUTER. .................................................................................................................... 4
DISADVANTAGES OF COMPUTERS . ...................................................................................................... 4
THE COMPUTER SYSTEMS ........................................................................................................................... 4
STORAGE OF DATA IN COMPUTER .............................................................................................................. 9
Operating system- .................................................................................................................................... 13
APPLICATION OF SOFTWARE .................................................................................................................... 13
Computer virus ......................................................................................................................................... 13
Windows and its Components .................................................................................................................. 15
GENERAL STEPS FOR COMPUTER SETTING ............................................................................................... 16
User accounts ........................................................................................................................................... 17
Chapter Outline ........................................................................................................................................ 21
Word processors-...................................................................................................................................... 22
Typewriter image .................................................................................................................................. 22
Advantages of word processors over typewriter ...................................................................................... 22
More efficient and easier to use since most actions are automated ....................................................... 22
Superior text and page formatting features ........................................................................................... 22
Capability to save documents for future use/ retrieval .......................................................................... 22
Have two typing modes, type over or insert which can be used interchangeably .................................. 22
Incorporate graphics ............................................................................................................................. 22
Allows using templates to easily and fast come up with a document. ................................................... 22
Creating several copies of the same documents without re-typing the document again. ....................... 22
Mail merging features ........................................................................................................................... 22
Word processing- is the art of manipulating the textual document to come up with desired piece of
textual documents. ................................................................................................................................ 22
Starting M.S word (loading) .................................................................................................................. 23
Compiled by Kisilu Paul Cell: 0716769200 Email: kisilupaul26@gmail.com
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TECHNOLOGY
The Microsoft Office Button..................................................................................................................... 24

Create a New Document ........................................................................................................................... 25
Change Spacing between Paragraphs and Lines ....................................................................................... 31
New Presentation ..................................................................................................................................... 54
Add Slides ................................................................................................................................................. 55
Enter Text ................................................................................................................................................. 56
Change Font Typeface and Size ................................................................................................................ 57
Formatting Lists ........................................................................................................................................ 58
Editing Pictures and Clip Art ..................................................................................................................... 59
Prerequisites ............................................................................................................................................. 61
Types of dbase models ............................................................................................................................. 62
Benefits of access over physical files ........................................................................................................ 64
Common terms used in MS. Access .......................................................................................................... 65
Data types-................................................................................................................................................ 66
Field properties ......................................................................................................................................... 67
Forms, queries, and reports ........................................................................................................... 69
Data base components ............................................................................................................................. 70
How to create a Report ......................................................................................................................... 71
How to create a form............................................................................................................................. 72
Basic concepts .......................................................................................................................................... 74
COMMON TERMS USED IN INTERNET....................................................................................................... 74
E-MAIL ...................................................................................................................................................... 77
Advantages of internet ............................................................................................................................. 80
Disadvantages of internet ......................................................................................................................... 81
FACILITIES REQUIRED TO CONNECT TO INTERNET .................................................................................... 81
INTRODUCTION......................................................................................................................................... 83
ADOBE PAGEMAKER ................................................................................................................................. 84
The Publication Window... ........................................................................................................................ 85
Correcting Mistakes .................................................................................................................................. 90

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QUALITIES OF A COMPUTER.
INTRODUCTION
Common terms TO COMPUTER
1. Automatic-This means after the computer
has been commanded to perform its tasks it
requires minimal human intervention.
Definition of common terms
Computer –Is an electronic device/set of
2. Data processor-Computers have been
devices that works under control of installed
designed to receive raw facts and figures
programs. It accepts raw data, process it so
that may not be meaningful to the user and
as to give out information. This can be saved
then analyze it into information which the
for future use or retrieval.
user can understand.
Data- Any raw facts or figures that mat may
not make sense to the user. 3. Electronic-Computer can be equated to
Information- Processed data household appliances such as TV, Radio.
Hardware- physical components of the They have capacitors, transistors, chips
computer. 4. Accuracy-Since they are programmed

Software- intangible components of the devices .This implies an error committed
computer during programming or writing of
Storage devices- gadgets capable of instructions will repeatedly recur.
holding/storing information for future use
5. Efficiency-Compared to any other
If you use a desktop computer, you machine including the humans, the computer
might already know that there isn't will utilize time and effort to achieve high
any single part called the
results unlike human beings who get tired
"computer." A computer is really a
system of many parts working ,bored emotional and complainant
together. The physical
The computer parts, which
Diagram
you can see and touch, are 6. Secretive-With use of passwords (digital
collectively called hardware. codes) computers are used to protect, access
INPUT C.P.U OUTPUT
(Software,
DEVICES
on the other hand, refers
DEVICES to crucial information especially in banks
to the instructions, or programs, that
tell the hardware what to do.) 7. Versatile-Computers are multi-purpose
i.e. they are designed to be adaptable and
STORAGE
DEVICES

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compatible to accommodate and operate 1] Hardware (device)

devices of different technologies.
2] Software (programs)
3] orgware (users)
ADVANTAGES OF COMPUTER.
 Eases filing in the office
HARDWARE
 Speed-Fast retrieved of well-
They are the Physical or tangible
organized information
components of the computer, also referred to
 Enhances communication
as devices. When the computer is shut off,
 Enhances business through E-
the hardware would remain visible.
Commerce
Hardware is sub grouped in to four
 Source of information.
categories:
 Enhance education through E-
Learning. a. C.P.U
 Enhance entertainment b. Input devices
c. Output devices
DISADVANTAGES OF COMPUTERS . d. Other peripherals
 It is expensive
C.P.U (CENTRAL PROCESSING UNIT)
 It cuts down employment especially
where manual work existed.
 It has health hazard
 Volatile
 Sensitivity to dust Also referred to as the processor, is a small
 Addictive silicon chip housed inside the system unit of
a microcomputer, which analyses raw data
THE COMPUTER SYSTEMS in to information. It has been dubbed the
Computers systems comprise of all the parts “computer brain” for it co-ordinates all the
that makes the computer phenomenon. activities in the computer.
There are the three major parts of computer
The speed of the C.P.U is very important for
systems.
it determines the time to be taken and the

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amount of task to be carried out by the Control unit-Receives and analyses/

computer. There are various C.P.U interprets all instructions in to the computer.
manufacturers in the market but Intel have Control unit also delegates duties to all other
dominated the market which started with parts in the computer.
8086 to the current one core I versions Arithmetic and logic unit-It carries out
arithmetic calculations in the computer .it
All inputs, output and peripherals must be
also logically compares among the
attached to the C P U through the
operations in the computer.
motherboard at the rear of the system unit
Main memory unit-It’s the compartment
via various ports, e.g. usb, ps/2, vga, audio,
that holds current data and instructions. It’s
hdmi
referred to as primary storage within the
computer. Its sub divided into;
ROM-In this compartment once data has

been written can never be changed through
ordinary computers operation.
-It is stored permanently.
-It cannot be upgraded.
-Information is not volatile i.e. .it cannot be

Block diagram of a basic uniprocessor-CPU
lost in case or black out. for this reason most
computer. Black lines indicate data flow,
system files necessary for computers
whereas red lines indicate control flow; arrows
indicate flow directions.
booting and are stored here
RAM-Also referred to as write and read

It is sub divided into three smaller
parts/sections memory.Ram is virtual memory
.information is temporary stored and thus
o Control unit volatile i.e. it can easily be erased due to
o Arithmetic and logic unit black out if not saved. This memory is
o Main memory upgradeable or expandable thus increasing
speed of the computer.
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INPUT DEVICES -mouse
These are the devices /gadgets that enter -scanner

data and instruction into the computer for
-joystick
processing. The data could be audio,
graphical/picture or textual. -microphones
-keyboard -digital cameras
THE MOUSE Right mouse button (RMB)is a secondary
It is an input device that enters instructions button. The right mouse button is the
or retrieves commands out of the computer. inactive button for it is not often used. When
A mouse is a small device used to point to the right mouse button is used to retrieve
and select items on the computer screen. commands out of the computer.
Although mice come in many shapes, the ACTIONS OF THE

typical mouse does look a bit like an actual MOUSE/TECHNIQUES
mouse. It's small, oblong, and connected to Click-This is to briefly press and release a
the system unit by a long wire that mouse button so as to issue a command or
resembles a tail. Some newer mice are select an item.
wireless.
Double click- Is consecutively pressing the
L.M.B twice in order to issue command i.e.
to open an item or to highlight a word.
Triple click-This is giving three consecutive

taps to the LMB in order to issue a
An ordinary mouse has two buttons command i.e. highlight a paragraph or an
entire document.
Left mouse button (LMB)A primary button
The left mouse button is the active button Right click- This is briefly pressing the
for it is often used to issue commands out of RMB on an item or on an area in order to
the computer. retrieve commands for application.

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Click away-It is pointing and clicking the The keyboard of a computer consists of keys
active mouse button outside a selection or a similar to those of a type writer. It contains
displayed menu in order to deselect or to do the usual range of alphabetic characters (A-
away with it. Z), digits (0-9), and other symbols
Point/select- Is to move the mouse pointer frequently used to represent items. However,
on an item then click the LMB it has some command keys for giving
Drag/drop- This is to point, press and hold special instructions to the computer.
the LMB on an item to move it from a
PARTS/KEYS OF A KEYBOARD
position to another.
Function (Command) keys- These keys are
Highlight- Is to point and drag over text so
marked F1-F12 located along the top of
as to select the textual data for a particular
keyboard. They are used to issue commands
aspect.
into the computer. Each key is used to
Position cursor.-It is to point between
perform a specific either singly or
characters so as to type a character.
combination with other keys.
Resize objects- This is to point border
Note. Function keys are used differently in
handles of an object and drug so as to
different applications.
increase or decrease its size.
Move/position objects-This is to point and
drag the object from one position to
another.
THE KEYBOARD
The keyboard is a computer input device

used to type textual data and issue
instruction into the computer. It enables the
user to enter data and instructions into the
computer by pressing its keys.
KEYBOARD LAYOUT

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Alphanumeric keys- forces the text, the cursor to move to the

This section consist of;- beginning of the next line or paragraph.
Alphabets (A-Z
Space bar- creates a single character space
Numeral (0-9
between characters when typing
Punctuation marks e.g.comma, fullstop
The symbols – like %, &,#, @ Back space- Deletes characters and spaces
Mathematical operators- *, -, +,/ at LEFT of the curser i.e backwards. It also
Numeric keypad deletes selected text.
This is positioned at the extreme right of the
Delete key deletes characters and spaces at
keyboard. Consist of numerals,
the right of the cursor
mathematical operators and few special
keys. It is activated or deactivated by Tab key- Creates set intervals between
pressing the NUMLOCK KEY characters,word text etc
Function key-They include F1-F12 and are
Shift key- Normaly used with other other
positioned at the top part of the keyboard.
keys eg highlights texts (shift + arrow key)
There purpose is to shortcut command either
OUTPUT DEVICES
singly or as a combination. Example; f7-
spelling & grammar, f1 help notes, alt+f4 These are the devices that relay the
close program processed information out of the computers
Arrow keys so that the user can see, view, hear and read
Referred to as navigation keys and are four, etc. examples
arrow up, down, left & right. They facilitate
-monitor
left- right, up-down movement of the
working area -printer
Special keys
-speakers
They are keys meant to perform special
duties either singly or as a combination with -plotters
other keys. Examples
OTHER PHERIPHERALS
Enter key- When pressed at the end of a
text line or paragraph in a word processor , it

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It consists of both input and output devices -digital versatile disk (DVD)
and storage devices. There are those which
are central i.e. computer cannot function
without, keyboard, mouse and monitor and
other are not computer can function without
Memory card
though necessary at some point, printer,
scanner, joystick, speakers.
STORAGE DEVICES
These are devices/gadgets capable of Tapes drives-Resemble ordinary video tapes

holding/ storing processed information .commonly used to black up information
within the computer for future use or since they are highly durable.
retrieval. Categorized into;
Fixed storage devices- found within the

computer (internal hard disk)
Flash disk- An external memory stick which

can store huge amount of data. This is
becoming every ones mobile, briefcase if
not mobile office and thus rendering the
Removable storage devices- plug into the diskette useless.
computer save and unplug. Examples
-floppy disk (diskette) STORAGE OF DATA IN COMPUTER

Storage is measured in BYTES. Therefore
bytes are units which measures space
occupied by data information in the
computer and storage devices. One byte is
made of 8bits, one bit is made up of 2
-compact disk (CD) digitals i.e. 1 and 0 in textual data, and one
byte is equivalent to one character.
-Video compact disk (VCD)
1BIT =1 OR O
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8BITS =1BYTE Computers can be classified broadly in

three categories which have various sub
1024BYTE = B1KILOBYTE [KB]
classes. According to:
1024KB =1 MEGABYTE [MB]
FUNTIONALITY- Classified according to
1042MB =1 GIGABYTE [GB] nature of data they manipulate, in computing
data is either analog or digital.
1024GB =1 TERABYTE [TB]
Analogue computers- These deal with
DRIVES AND MEMORY LOCATIONS
analogue data. Analogue is that which is
Drives- Are devices that have the ability to
continuous and progressively changes values
store information. Examples are;-floppy
over time. They respond to natural
drive-hard drive
occurrences such as temperature speed and
-tape drive-zip drive jazz- Jazz drive
pressure. They may be used in
Memory location-They are compartment manufacturing industries to check financial
within the computer established to store conditions
information. Examples includes:-desk top,

Digital computer- these computers handle
my computer, my document, recycle din,
digital data, Digital means data that is
file folder
discrete not continuous. Data can be
THE SYSTEM UNIT- Is the metallic or represented as distinct values i.e. 1 or 0
plastic casing/box that houses or protects Hybrid computers-These kinds of

most of the major parts that control and computers are able to handle both analogue
define the computer. All these smaller parts and digital data
are attached to the main board referred to as
the motherboard or the system board. Some PURPOSE-classified according to number
of the parts found on inside the system unit of tasks they can be able to handle
are-:CPU (processor), RAM, Hard Disk, General purpose computers- These are
Drives, Memory chips, Buses etc. designed to perform a number of tasks. They
are installed with programs which will
THE TYPES OF COMPUTERS
enable them to handle a variety of duties for

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instant document processing, calculation  They are ideal in banks, airports

accounting according to where it is being government agencies and large
used. organizations
Special purpose computers- They are Mini computers

designed to perform only one and dedicated
 These are down scaled versions of
task, for instance robots in CAM’s, ATM to
the main frame computers
dispense money.
 They have less speed fewer
PHYSICAL SIZE peripherals, less powerful
Super computers- These are the biggest

in size. They are fast in terms of speed; they
are the most powerful i.e. in terms of tasks.
They can perform at a particular Micro computers-
nanosecond, are the most expensive, only a They consist of relatively small cheap and
few countries can afford them. They can be not so complicated computers which are also
used in complex computers in generating transferable. Possess a silicon chip that
and saving other smaller computers in analysis data. They are generally used in day
complex networks to day duties in homes, banks, hospitals and
schools.
Main frame computers- They are very
Micro computers are sub grouped into:
large, powerful and expensive but lower
Personal computers-operated by one person
than the super computers they are stationary
they are placed at the top of the desk hence
in control rooms. They have large storage
also known as desktop computers.
capacity and can support a number of
peripherals thus require number of people to
operate one
Laptop/notebooks-
 They perform complex mathematical
calculations Small and portable computers which are
quite expensive due to their convenient &
portability. Ideally used by the journalist,
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researchers and people whose work is very

Press the power button on the system
mobile.
unit and the monitor
Wait booting process
Click user account
Start operating the computer
Palm tops/PDA- They
are tiny pocket computers usually placed on COMPUTER SOFTWARE
the palm when operating. In most cases in-
Comprises of the Intangible components of a
cooperated as mobile phones and vice versa
computer, they can’t be seen but only their
(tablets, smart phones). They are ideal for
results
business executives
They are also known as programs.
COMPUTER GENERATIONS
Program- Is set or series of instructions
Steps to shut down a computer
written in electronic language to instruct the
Save and Close all running programs computer hardware on what to do and how
to do it from the first step to the last.
Click the start button It is categorized into two ways
Click the shutdown button SYSTEM SOFTWARE
They are programs which are concerned

Press on the power button of monitor
with effective performance of the computer
Switch off the UPS (if available) hardware, Aid the user to handle and operate
the computer. They act on the user
Switch off the main switch
requirements as he//she commands them.
Steps to start the computer Some control various programs in order to
achieve a certain duty
Ensure all cables are well connected
Switch on the socket
Switch on the UPS (if available)

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Operating system- Examples of operating system

This is a complex program which controls
execution of user application. It enables the
user to access the software and hardware Microsoft disk operating system. (DOS)
resources of computer system. They control,
Mac operating system
aid and coordinate most of the computer
operations, Ubuntu
Functions of operating system Android
Resource control Unix

Error handling
Input or output handling Linux
Memory management
Microsoft windows which have various
versions
Language translators- Is the software They are applied by the user to achieve a
electronically translate one language to certain duty
another thro; a mchine
Classes of application software
Utility or the service system software-
User application-Are programs designed
These special system files that lender service
from computer user according to his or her
to commonly applied task called the comp
specification/needs. Hence known as tailor
Communication software-Enhance made
communication or interaction between
Application packages
people or machines
Computer virus
APPLICATION OF SOFTWARE Its a software like any other or a programme
These are programs that enable the user to
that would interfere with the normal
perform and achieve results from daily
running of the system developed with malice
routine tasks

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(evil intentions). To disrupt the computer Scan all foreign disks and diskettes
processes thus categorised under malware.
Donts open any suspicious files ( that you
CHARACTERISTICS OF VIRUSES. dont now the source)
They are unique and automatic because they Scan any material before downloading
attach themselves without the user’s
Install the computer with the Antivirus
command and wait for a particular sign to
program
start damaging the computer. The user
notices the presence of the virus after their Up date the Antivirus program every now
manifestation symptoms. and then
PROBLEMS CAUSED BY VIRUSES. EXAMPLES OF ANTIVIRUSES

1. Deleting of important files from the SOFTWARE
system.  Avg
2. Modification of files.  Avast
3. Display of annoying messages and  Avila
graphics.  Macfee
4. Breakdown of the machine.  Norton
5. They are costly to clear.  Kasperskey
 BIT DEFENDER
HOW VIRUSES SPREAD TO FACTORS TO CONSIDER WHEN BUYING

COMPUTERS A COMPUTER
1. Through pirated softwares.
1.The processor speed
2. Through foreign disks and diskettes.
3. Through un-scanned disks and 2.The hard disk capacity
diskettes.
3.the memory size (RAM)
4. Over the networks or the internet.
4.The purpose of the computer
VIRUS PROTECTION
5.warranty
Avoid pirated software-buy genuine ones

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6.portability Windows and its Components

The main components of Windows when
7.Upgradeability and Compatibility.
you start your computer are the Desktop, My
8. Documentation(Operation Manual) Computer, Recycle Bin, Start Button,
Taskbar, and shortcutsto applications.
9. New or used.
After opening an application, you will also
10. The Cost. have a window with an active application
which will appear in your desktop and
MICROSOFT WINDOWS taskbar.
Desktop
This is multiuser, multi tasking type of an
operating system characterised by grahical The Desktop is the very first screen you see
user interface. (GUI). after Windows starts. There you find the
folders: My Documents, My Computer, the
GUI means between the user and the
Recycle Bin and any Shortcuts for
program it bears grapphics or pictorial
applications and files that you have created.
representation of items and commands
My ComputerWhen you double-click on
hence esier to use than ms DOS thus user
the My Computer icon on the desktop, it
fredlier.
will open a window similar to the one shown
Multi tasking- means its able to load and below, where you can navigate between the
run or working in two or more applications computer's drives and Control Panel tools.
at the same time. You can be more Start
productive by multitasking. For instance, MenuBy1
you can download files from the Internet clicking the
while managing your files or word Start
processing & listening background music on button, in
vlc media player. the very
bottom-left
Multi user- more than one user at a time
corner of the screen, a vertical window will
can be supported.
come up with the Start Menu.
DESKTOP WINDOWS.

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A typical working environment in the Items that can set/configured include the
microsoft windows operating systems where display (the monitor) mouse, task bar, date
by any programme it runs should be there. and time keyboard etc.
VARIOUS PARTS OF DESKTOP

WINDOWS. GENERAL STEPS FOR COMPUTER
SETTING
1.Windows- working or typing area.
 Click start button
2.Title bar- upper most strip of the desktop  Click control panel
windows. Contains title of the running  Select the item to configure
document and the resizing buttons.  Click file menu
 Click open
3.Menu bar/Ribbon- contains docket or
menu for command.  Do the necessary changes
 Click apply
4.Task bar- displays current activities of the
 Click ok
running programme.
SETTING SCREEN SAVER
5.Scroll bar- facilitate movement of pages.
This is a programmer which is set to run
They are two i.e. vertical(facilitate up and
automatically when a computer has been
down movement of working area) and
idle a specified duration.
horizontal(facilitate left and right movement
of the working area) IMPORTANCE OF SCREEN SAVER
6. Task bar- strip at the bottom of the  Security to information from intruders
desktop. Bears the start button or running  For advertisement
programmes, system calenders, clock.  Entertainment
COMPUTER SETTING STEPS TO SET SCREEN SAVER
This is a process of configuring the windows

Click start button
appearance in relation to the computer
Click control panel
hardware or software being applied.
Click display
Click file menu

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Click open STEPS TO SET TASK BAR.

Select screen saver
 Click start button
Apply necessary changes
 Click control panel
Click apply
 Click key board
Click OK
 Click file menu
METHOD 2  Click open
 Click apply
 Right click blank space on the
 Click ok
desktop
 Click personalize
 Clidck screen saver User accounts
User account is a facility that allows the
 Apply necessary changes
computer user personalize/ make private
 Click apply
some items and operations especially where
 Click OK
the computer is shared among several users
SETTING DATE AND TIME .there are two types of users. There are two
types of user accounts.
This involves changing the year month date
hour minutes e.t.c. Administrative account- which have all the
administrative privileges such as;
STEPS TO SET DATE AND TIME.
Install & uninstall program
o Click start button
o Click control panel Create & delete other user accounts
o Click date and time
View all files
o Click open
o Adjust accordingly All computer setting
o Click apply
Limited/ standard account- this have limited
SETTING THE TASK BAR privileges only to view files it have created,
its password and basic computer setting
It can be poisoned to the left, right, top,
bottom of the screen.

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File folders Select- This is to particularize item(s) from

a list of others for a particular task such as
They are memory locations set aprt in the
opening, copying, cutting, deleting.
computer to enable storage management and
organization of file & even other folders. Ways to select
The user is permitted to create, open, copy,
Single selection
delete and cut the folders. They can be
created in any other memory location M1 Point and click the item.
Step to create folders M2 Press tab key and arrow keys

Right click on a blank space
Selective selection
Click/point NEW
Click folder Press and hold down the CTRL KEY
Type the folders name
Point and click the needed items
Click away.
The user can create a folder within another Release the CTRL key
folder referred as sub-folder by opening the
Opening- this is accessing the item with the
main folder and following the above steps
intention to work on them. Double click on
File the item or right click then select open
option.
A file is a collection of related data that
initially had been created in Random Access Cut- this is duplication of items but the
memory and stored in a permanent memory original copy is not retained at its original
location. memory location, the same as moving.
Documents Right click on the item
This is data within the random access Select cut option

memory before it has been saved.
Open the new location
Tasks that can be performed on files
Right click on the new location
Actions performed to computer items
Click paste option
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Or Press delete key on the keyboard
Select the item(s) Pasting- this is gluing or sticking what have

been copied or cut so as to complete the
Ctrl + A (arrow keys, to select)
command.
Ctrl+ X (to cut)
Ctrl + C (to paste) Recycle bin- This is a memory

location in the computer meant to store
Copy- this is duplication of item only that
deleted items waiting permanent deletion or
the original copy is retained on its original
retrieval
memory location.
To retrieve a file you have deleted, double-
Right click on the item This is temporary storage for files that
click the Recycle Bin icon on your desktop.
have been deleted
Right-click the fileinyou
a file manager
want by and
to retrieve,
Select copy option then click Restore.
the user, but not yet permanently erased
Open the new location from the file system.
To permanently delete a file, press and hold
down SHIFT and drag it to the Recycle Bin.
Right click on the new location The item is permanently deleted and cannot
be retrieved from the
Click paste option To empty the Recycle Bin
Or
1. On the desktop, double-click
Select the item(s) Recycle Bin.
Ctrl + A (arrow keys, to select) 2. On the File menu, click Empty
Recycle Bin.
Ctrl+ X (to copy)
Seeking help from the computer
Ctrl + C (to paste)
When the user access the operation manual
Delete- to delete is to do away with items
(documentation) is actually retrieving the
from their original memory location to the
help notes. There are two approaches
recycle bin, either waiting retrieval or
permanent deletion. General tour- Accessing the help note of
the operating system.
Select the items to delete
Steps
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I. Click start button Or F1 ON the

keyboard
II. On the startup menu
III. Click help and support
IV. Type the topic of interest
V. Use the links appropriately
On- spot help- help accessed when the user

is already running a certain program and
gets stuck. The user just click the question
mark (?)of the menu bar or F1 when the
program is already running.

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When using a word processor you should be

aware that you can move an entire paragraph
or simply one word very easily in your
paper. You can also include a new
paragraph, a new sentence or just a new
word anyplace within your paper. This
ability to manipulate your text is the prime
WORD PROCESSING advantage and difference between using a

word processor and a typewriter. The word
processor also allows you to make
Chapter Outline
modifications relatively easily. Especially if
I. Word Processing Basics
you have followed the simple basics as
II. Terminology
outlined in Figure 1.
III. The word processor screen
The basics of word processing are guidelines
IV. Creating a document
to follow to make it easier to change and
V. Saving a file
modify your document. They all relate to
VI. Document formatting and editing
something called paragraph formatting
VII. Inserting objects
features. The 3 computer Basics are
VIII. Mail merging
common to all applications not just the word
IX. Printing
processor.
Word Processing Basics-
Figure 1. Anyone can sit down on a
Computers have made typing papers a
computer and type in a paper, but not
breeze for those of us who do not know how
everyone knows how to type in the paper
to type! We can make mistakes left and right
correctly. If you ever need to modify the
and be able to fix them on the computer
paper in some way it will be easier to do if
before we print the paper. We can save a
you have followed the basic guidelines.
paper as a file on a diskette and keep it for
future reference. We can modify papers in a
flash and we can even include pictures in Basics that apply to all
our papers. word processors.

1. Only hit the Enter Key at the end of the paragraph.
2. Use the Indent option to start paragraphs and when
appropriate. Page 21
3. Use the Spacing option to space your lines and
paragraphs.
4. Use the TAB key Once and set the tab stops.
TECHNOLOGY
Have two typing modes, type over or insert

which can be used interchangeably
Incorporate graphics
Word processors- Allows using templates to easily and fast

They are application software which enable come up with a document.
users one to create, save edit, format, and Creating several copies of the same
print textual documents. Involves editing documents without re-typing the document
and formatting (manipulation) the software again.
also allows one to insert and manipulate Mail merging features
objects such as pictures and tables Word processing- is the art of manipulating
The program replaced the old typewriter the textual document to come up with
which was used as the only means of desired piece of textual documents.
creating textual documents. Cursor / Insertion Point - The cursor, or
insertion point, is a flashing vertical bar on
the screen. This is where your text will
appear when you start to type. The mouse
pointer will be an I-beam on your document
window and can be used to move the
insertion point by clicking the left mouse
button.
Typewriter image
Word-wrap - When using a word processor
we want to take advantage of word-wrap.
Advantages of word processors When you reach the end of the line, the
over typewriter computer will automatically go to the next
More efficient and easier to use since most
line; this is called word-wrap. If you were
actions are automated
trained to use a typewriter, your most
Superior text and page formatting features
common mistake will be hitting the carriage
Capability to save documents for future use/
return key at the end of every line. In word
retrieval
processing, we only want to hit the return
(enter) key at the end of the paragraph.

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TECHNOLOGY
Insert mode/over type mode - In “insert Starting M.S word (loading)

mode”, when you type, the text will There are various ways in which one can
automatically be pushed forward. In “over load/ open M.S Word

type mode” you will type over the text, Method one
thereby deleting the text. This is also a Click start button

toggle and can be changed by pushing the Click all programs
Insert Key on the keyboard. To tell which Click Microsoft office

mode you are in, look at the status bar Click Microsoft word 2007
Purpose of word processors. Method two

Word processors are used to create , design Click start button
and produce textual documents such as Type RUN on the search area, PRESS
letters, reports, essays, memos, projects, ENTER
books, newsletters, curriculum vitae etc Type WINWOPRD
Examples of word processors in the market Click ok/press enter key
 Microsoft word METHOD THREE

 Open office writer Identify an existing m.s word file
 Word perfect Open it (using the ms word icon)
 Word pro
 Corel
 Word perfect
MICROSOFT WORD
The word processor screen
(application window)
It is an example of a word processor
software package that is used with MS
windows Operating System (O.S) available
in many versions e.g m.s word -97, 2000,
2003, x.p, 2007, 2010, 2010. It comes
incorporated in to an integrated package
known as MICROSOFT OFFICE.

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TECHNOLOGY
The Ribbon
The Ribbon is the panel at the top portion of

the document. It has seven tabs: Home,
Insert, Page Layout, References, Mailings,
Review, and View that contain many new
Menus
and existing features of Word. Each tab is
When you begin to explore Word 2007 you
divided into groups. The groups are logical
will notice a new look to the menu bar.
collections of features designed to perform
There are three features that you should
functions that you will utilize in developing
remember as you work within Word 2007:
or editing your Word document. Commonly
the Microsoft Office Button, the Quick
used features are displayed on the Ribbon, to
Access Toolbar, and the Ribbon. These three
view additional features within each group,
features contain many of the functions that
click on the arrow at the bottom right of
were in the menu of previous versions of
each group.
Word. The functions of these three features
Each of the tabs contains the following
will be more fully explored below.
tools:
Home: Clipboard, Fonts, Paragraph, Styles,
The Microsoft Office Button
and Editing.
The Microsoft Office button performs many
Insert: Pages, Tables, Illustrations, Links,
of the functions that were located in the File
Header & Footer, Text, and Symbols
menu of older versions of Word. This button
Page Layout: Themes, Page Setup, Page
allows you to create a new document, open
Background, Paragraph, Arrange
an existing document, save or save as, print,
References: Table of Contents, Footnote,
send (through email or fax), publish or
Citation & Bibliography, Captions, Index,
close.
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TECHNOLOGY
and Table of Authorities  Click the Microsoft Office Button

Mailings: Create, Start Mail Merge, Write
and Click Open, or
& Insert Fields, Preview Results, Finish
 Press CTRL+O (Depress the CTRL
Review: Proofing, Comments, Tracking,
key while pressing the “O”) on the
Changes, Compare, Protect
keyboard, or
View: Document Views, Show/Hide, Zoom,
 If you have recently used the
Window, Macros
document you can click the
Create a New Document Microsoft Office Button and click
There are several ways to create new the name of the document in the
documents, open existing documents, and Recent Documents section of the
save documents in Word: window Insert picture of recent docs
 Click the Microsoft Office Button Saving a Document
 Click the Microsoft Office Button

and Click New or
 Press CTRL+N (Depress the CTRL
and Click Save or Save As
key while pressing the “N”) on the
(remember, if you’re sending the
keyboard or
document to someone who does not
 New icon on the quick access
have Office 2007, you will need to
toolbar.
click the Office Button, click Save
You will notice that when you click on the
As, and Click Word 97-2003
Microsoft Office Button and Click New, you
Document), or
have many choices about the types of
 Press CTRL+S (Depress the CTRL
documents you can create. If you wish to
key while pressing the “S”) on the
start from a blank document, click Blank. If
keyboard, or
you wish to start from a template you can
 Click the File icon on the Quick
browse through your choices on the left, see
Access Toolbar
the choices on center screen, and preview
Renaming Documents
the selection on the right screen.
To rename a Word document while using
Opening an Existing Document
the program:

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TECHNOLOGY
 Web Layout: This is a view of the

 Click the Office Button and document as it would appear in a
find the file you want to rename. web browser.
 Right-click the document name with  Outline: This is an outline form of
the mouse and select Rename from the document in the form of bullets.
the shortcut menu.  Draft: This view does not display
 Type the new name for the file and pictures or layouts, just text.
press the ENTER key. To view a document in different forms, click
Working on Multiple Documents the document views shortcuts at the bottom
Several documents can be opened
of the screen or:
simultaneously if you are typing or editing
 Click the View Tab on the Ribbon
multiple documents at once. All open
 Click on the appropriate document
documents will be listed in the View Tab of
view.
the Ribbon when you click on Switch
Close a Document
Windows. The current document has a
To close a document:
checkmark beside the file name. Select
 Click the Office Button
another open document to view it.
 Click Close
Document Views
Searching for files
There are many ways to view a document in
In case the user cannot find files within the
Word.
computer immediately, the search command
 Print Layout: This is a view of the
can be utilized to avoid time wastage
document as it would appear when
moving from one memory location to the
printed. It includes all tables, text,
other.
graphics, and images.
Steps to search for files.
 Full Screen Reading: This is a full
view length view of a document.
Click start button
Good for viewing two pages at a
On the search area type the key words or
time.
suggestion

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TECHNOLOGY
Typing and inserting Text CTRL+A

To enter text, just start typing! The text will Portion Position cursor at the start
appear where the blinking cursor is located. of the selection
Move the cursor by using the arrow buttons Press and hold down shift
on the keyboard or positioning the mouse key
and clicking the left button. The keyboard Press arrow keys
shortcuts listed below are also helpful when appropriately
moving through the text of a document:
Highlighting N.B. Deselect the text by clicking anywhere
This is to particularize/select a portion of outside of the selection on the page or press
textual data for a given aspect e.g copying, an arrow key on the keyboard.
cutting, editing, formatting, etc Inserting Additional Text
Text can be inserted in a document at any
To change any attributes of text/ font it must point using any of the following methods:
be highlighted first.  Type Text: Put your cursor where
The following table contains shortcuts for you want to add the text and begin
selecting a portion of the text: typing
Selection Technique  Copy and Paste Text: Highlight the
Whole word double-click within the text you wish to copy and right click
word and click Copy, put your cursor
Whole paragraph triple-click within the where you want the text in the
paragraph document and right click and click
Several words or drag the mouse over the Paste.
lines words, or hold down  Cut and Paste Text: Highlight the
SHIFT while using the text you wish to copy and right click
arrow keys and click Cut, put your cursor where
Entire document choose Editing | Select | you want the text in the document
Select All from the and right click and click Paste.
Ribbon, or press  Drag Text: Highlight the text you

wish to move, click on it and drag it
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TECHNOLOGY
to the place where you want the text  Click Find on the Editing Group on
in the document. the Ribbon
You will notice that you can also use the  To find and replace a word or phrase
Clipboard group on the Ribbon. in the document, click Replace on
Rearranging Blocks of Text the Editing Group of the Ribbon.
To rearrange text within a document, you Undo Changes
can utilize the Clipboard Group on the to undo changes:
Home Tab of the Ribbon.  Click the Undo Button on the Quick
Insert picture of clipboard group labeled Access Toolbar
 Move text: Cut and Paste or Drag as Formatting Text
shown above Styles
 Copy Text: Copy and Paste as A style is a format enhancing tool that
above or use the Clipboard group on includes font typefaces, font size, effects
the Ribbon (bold, italics, underline, etc.), colors and
 Paste Text: Ctrl + V (hold down the more. You will notice that on the Home Tab
CTRL and the “V” key at the same of the Ribbon, that you have several areas
time) or use the Clipboard group to that will control the style of your document:
Paste, Paste Special, or Paste as Font, Paragraph, and Styles.
Hyperlink
Deleting Blocks of Text Change Font Typeface and Size
Use the BACKSPACE and DELETE keys To change the font typeface:
on the keyboard to delete text. Backspace  Click the arrow next to the font
will delete text to the left of the cursor and name and choose a font.
Delete will erase text to the right. To delete  Remember that you can preview how
a large selection of text, highlight it using the new font will look by
any of the methods outlined above and press highlighting the text, and hovering
the DELETE key. over the new font typeface.
Search and Replace Text
To find a particular word or phrase in a To change the font size:
document:

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TECHNOLOGY
 Click the arrow next to the font size  Click the Highlight Button on the
and choose the appropriate size, or Font Group of the Ribbon, or
 Click the increase or decrease font  Select the text and right click and
size buttons. select the highlight tool
Font Styles and Effects  To change the color of the
Font styles are predefined formatting highlighter click on down arrow next
options that are used to emphasize text. to the highlight button.
They include: Bold, Italic, and Underline.
To add these to text: Copy Formatting
 Select the text and click the Font If you have already formatted text the way
Styles included on the Font Group of you want it and would like another portion
the Ribbon, or of the document to have the same
 Select the text and right click to formatting, you can copy the formatting. To
display the font tools copy the formatting, do the following:
 Select the text with the formatting
Change Text Color you want to copy.
to change the text color:  Copy the format of the text selected
 Select the text and click the Colors by clicking the Format Painter
button included on the Font Group of button on the Clipboard Group of the
the Ribbon, or Home Tab
 Highlight the text and right click and  Apply the copied format by selecting
choose the colors tool. the text and clicking on it.
 Select the color by clicking the down Clear Formatting
arrow next to the font color button. To clear text formatting:
 Select the text you wish to clear the
Highlight Text formatting
highlighting text allows you to use  Click the Styles dialogue box on the
emphasize text as you would if you had a Styles Group on the Home Tab
marker. To highlight text:  Click Clear All
 Select the text

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TECHNOLOGY
FormattingParagraphs  First Line: Controls the left

boundary for the first line of a
Formatting paragraphs allows you to change
paragraph
the look of the overall document. You can
 Hanging: Controls the left boundary
access many of the tools of paragraph
of every line in a paragraph except
formatting by clicking the Page Layout Tab
the first one
of the Ribbon or the Paragraph Group on
 Left: Controls the left boundary for
the Home Tab of the Ribbon.
every line in a paragraph
 Right: Controls the right boundary
Change Paragraph Alignment
for every line in a paragraph
The paragraph alignment allows you to set
To indent paragraphs, you can do the
how you want text to appear. To change the
following:
alignment:
 Click the Indent buttons to control
 Click the Home Tab
the indent.
 Choose the appropriate button for
 Click the Indent button repeated
alignment on the Paragraph Group.
times to increase the size of the
o Align Left: the text is
indent.
aligned with your left margin
 Click the dialog box of the
o Center: The text is centered
Paragraph Group
within your margins
 Click the Indents and Spacing Tab
o Align Right: Aligns text
 Select your indents
with the right margin
o Justify: Aligns text to both
Add Borders and Shading
the left and right margins.
you can add borders and shading to
paragraphs and entire pages. To
Indent Paragraphs
create a border around a paragraph or
Indenting paragraphs allows you set text
paragraphs:
within a paragraph at different margins.
 Select the area of text where you
There are several options for indenting:
want the border or shading.

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TECHNOLOGY
 Click the Borders Button on the  On the Home Tab, Click the
Paragraph Group on the Home Tab Paragraph Dialog Box
 Choose the Border and Shading  Click the Indents and Spacing Tab
 Choose the appropriate options  In the Spacing section, adjust your
Apply Styles spacing accordingly
Styles are a present collection of
formatting that you can apply to text. Styles
To utilize Quick Styles:
 Select the text you wish to format. The use of Styles in Word will allow you to
 Click the dialog box next to the quickly format a document with a consistent
Styles Group on the Home Tab. and professional look. Styles can be saved
 Click the style you wish to apply. for use in many documents.
Apply Styles
Create Links there are many styles that are already in
Creating links in a word document allows Word ready for you to use. To view the
you to put in a URL that readers can click on available styles click the Styles dialog box
to visit a web page. To insert a link: on the Styles Group in the Home Tab. To
 Click the Hyperlink Button on the apply a style:
Links Group of the Insert Tab.  Select the text
 Type in the text in the “Text to  Click the Styles Dialog Box
Display” box and the web address in  Click the Style you choose
the “Address” box. Creating New Styles
You can create styles for formatting that you
Change Spacing between use regularly. There are two ways to do
this: New Styles or New Quick Styles.
Paragraphs and Lines
New Styles
you can change the space between lines and
To create a new style:
paragraphs by doing the following:
 Click the Styles Dialog Box
 Select the paragraph or paragraphs
 Click the New Style Button
you wish to change.

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TECHNOLOGY
 Complete the New Style dialog box. o Highlight the number of row
 At the bottom of that dialog box, you and columns
can choose to add this to the Quick o Click Insert Table and enter
Style List or to make it available the number of rows and
only in this document. columns
o Click the Draw Table, create
New Quick Style your table by clicking and
To create a style easily: entering the rows and
 Insert your cursor anywhere in the columns
chosen style o Click Quick Tables and
 Click the Styles dialog box choose a table
 Click Save Selection as New Quick Enter Data in a Table
Style Place the cursor in the cell where you wish
Style Inspector to enter the information. Begin typing.
To determine the style of a particular section Modify the Table Structure and Format a
of a document: Table
 Insert cursor anywhere in the text To modify the structure of a table:
that you want to explain the style  Click the table and notice that you
 Click the Styles Drop Down Menu have two new tabs on the Ribbon:
 Click the Style Inspector Button Design and Layout. These pertain
Tables are used to display data in a table to the table design and layout.
format. On the Design Tab, you can choose:
Create a Table  Table Style Options
To create a table:  Table Styles
 Place the cursor on the page where  Draw Borders
you want the new table To format a table, click the table and then
 Click the Insert Tab of the Ribbon click the Layout Tab on the Ribbon. This
 Click the Tables Button on the Layout tab allows you to:
Tables Group. You can create a  View Gridlines and Properties
table one of four ways: (from the Table Group)

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TECHNOLOGY
 Insert Rows and Columns (from mathematical equations. To access the

the Rows & Columns Group) mathematical equations tool:
 Delete the Table, Rows and/or  Place your cursor in the document
Columns (from the Rows & where you want the symbol
Columns Group)  Click the Insert Tab on the Ribbon
 Merge or Split Cells (from the  Click the Equation Button on the
Merge Group) Symbols Group
 Increase and Decrease cell size  Choose the appropriate equation and
(Cell Size Group) structure or click Insert New
 Align text within the cells and Equation
change text directions (Alignment  To edit the equation click the
Group) equation and the Design Tab will be
Graphics available in the Ribbon
Word 2007 allows you to insert special Illustrations, Pictures, and SmartArt
characters, symbols, pictures, illustrations, Word 2007 allows you to insert illustrations
and watermarks. and pictures into a document. To insert
Symbols and Special Characters illustrations:
Special characters are punctuation, spacing,  Place your cursor in the document
or typographical characters that are not where you want the
generally available on the standard illustration/picture
keyboard. To insert symbols and special  Click the Insert Tab on the Ribbon
characters:  Click the Clip Art Button
 Place your cursor in the document  The dialog box will open on the
where you want the symbol screen and you can search for clip
 Click the Insert Tab on the Ribbon art.
 Click the Symbol button on the  Choose the illustration you wish to
Symbols Group include
 Choose the appropriate symbol. To insert a picture:
Equations
Word 2007 also allows you to insert

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TECHNOLOGY
 Place your cursor in the document Watermarks

where you want the A watermark is a translucent image that
illustration/picture appears behind the primary text in a
 Click the Insert Tab on the Ribbon document. To insert a watermark:
 Click the Picture Button  Click the Page Layout Tab in the
 Browse to the picture you wish to Ribbon
include  Click the Watermark Button in the
 Click the Picture Page Background Group
 Click Insert  Click the Watermark you want for
the document or click Custom
Smart Art is a collection of graphics you Watermark and create your own
can utilize to organize information within watermark
your document. It includes timelines,  To remove a watermark, follow the
processes, or workflow. To insert SmartArt steps above, but click Remove
 Place your cursor in the document Watermark
where you want the Proofreading a
illustration/picture Document
 Click the Insert Tab on the Ribbon There are many features to help you
 Click the SmartArt button proofread your document. These include:
 Click the SmartArt you wish to Spelling and Grammar, Thesaurus,
include in your document AutoCorrect, Default Dictionary, and Word
 Click the arrow on the left side of the Count.
graphic to insert text or type the text Spelling and Grammar
in the graphic. To check the spelling and grammar of a
Resize Graphics document
All graphics can be resized by clicking the  Place the cursor at the beginning of
image and clicking one corner of the image the document or the beginning of the
and dragging the cursor to the size you want section that you want to check
the picture.  Click the Review Tab on the Ribbon

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TECHNOLOGY
 Click Spelling & Grammar on the  Click AutoCorrect Options button

Proofing Group.  On the AutoCorrect Tab, you can
 Any errors will display a dialog box specify words you want to replace as
that allows you to choose a more you type
appropriate spelling or phrasing. Create a New Default Dictionary
Often you will have business or educational
If you wish to check the spelling of an jargon that may not be recognized by the
individual word, you can right click any spelling and/or grammar check in Word.
word that has been underlined by Word and You can customize the dictionary to
choose a substitution. recognize these words.
Thesaurus  Click the Microsoft Office button
The Thesaurus allows you to view  Click the Word Options Button
synonyms. To use the thesaurus:  Click the Proofing tab
 Click the Review Tab of the Ribbon  Click the When Correcting
 Click the Thesaurus Button on the Spelling tab
Proofing Group.  Click Custom Dictionaries
 The thesaurus tool will appear on the  Click Edit Word List
right side of the screen and you can  Type in any words that you may use
view word options. that are not recognized by the current
dictionary.
You can also access the thesaurus by right- Check Word Count
clicking any word and choosing Synonyms To check the word count in Word 2007 look
on the menu. at the bottom left corner of the screen. It
Customize AutoCorrect will give you a total word count or if you
You can set up the AutoCorrect tool in have text highlighted it will tell you how
Word to retain certain text the way it is. To many words are highlighted out of the total.
customize AutoCorrect: Page Formatting
 Click the Microsoft Office button
 Click the Word Options Button Modify Page Margins and
 Click the Proofing tab Orientations

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TECHNOLOGY
The page margins can be modified through header (at the top of the page) or in the
the following steps: Footer (at the bottom of the page), then:
 Click the Page Layout Tab on the  Click the Insert Tab on the Ribbon
Ribbon  Click Header or Footer
 On the Page Setup Group, Click  Choose a style
Margins The Header/Footer Design Tab will display
 Click a Default Margin, or on the Ribbon
 Click Custom Margins and  Choose the information that you
complete the dialog box. would like to have in the header or
To change the Orientation, Size of the Page, footer (date, time, page numbers,
or Columns: etc.) or type in the information you
 Click the Page Layout Tab on the would like to have in the header or
Ribbon footer
 On the Page Setup Group, Click the Create a Page Break
Orientation, Size, or Columns drop To insert a page break:
down menus  Click the Page Layout Tab on the
 Click the appropriate choice Ribbon
Apply a Page Border and Color  On the Page Setup Group, click the
To apply a page border or color: Breaks Drop Down Menu
 Click the Page Layout Tab on the  Click Page Break
Ribbon
 On the Page Background Group, Insert a Cover Page
click the Page Colors or Page To insert a cover page:
Borders drop down menus  Click the Insert Tab on the Ribbon
 Click the Cover Page Button on the
Insert Common Header and Footer Pages Group
Information  Choose a style for the cover page
To insert Header and Footer information I
such as page numbers, date, or title, first, Insert a Blank Page
decide if you want the information in the To insert a blank page:

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TECHNOLOGY
 Click the Insert Tab on the Ribbon Formatting Lists

 Click the Blank Page Button on the The bullet image and numbering format can
Page Group be changed by using the Bullets or
LIST Numbering dialog box.
Lists allow you to format and organize text  Select the entire list to change all the
with numbers, bullets, or in an outline. bullets or numbers, or
Bulleted and Numbered Lists Place the cursor on one line within
Bulleted lists have bullet points, numbered the list to change a single bullet
lists have numbers, and outline lists combine  Right click
numbers and letters depending on the  Click the arrow next to the bulleted
organization of the list. or numbered list and choose a bullet
To add a list to existing text: or numbering style.
 Select the text you wish to make a MAIL MERGING
list This is a process of creating one document
 From the Paragraph Group on the intended to be sent to several recipients. A
Home Tab, Click the Bulleted or document called MAIN DOC, is created and
Numbered Lists button the DATA SOURCE which are joined
To create a new list: (merged) whereby the main document is
 Place your cursor where you want reproduces/ duplicated to suit the number of
the list in the document recipients on the data source. It saves time
 Click the Bulleted or Numbered of recreating the main document and their
Lists button addresses. Can be applied in sending vote of
 Begin typing thanks, wedding/ party invitation, memos,
Nested Lists letters etc.
A nested list is list with several levels of Envelopes, letters, labels and directory
indented text. To create a nested list: can also be merged.
 Create your list following the STEPS TO MAIL MERGE
directions above
Click mailings tab mail merge group,
 Click the Increase or Decrease
click Start mail merge button
Indent button

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Click step by step mail merge wizard. Printing is transferring of a piece of textual
On the mail merge do the following document from the computer to a paper
Select the document type through a printer. I.e. from hardcopy to soft
Click next copy.
Select the starting document Steps
Click next Open the document to print
Select recipients/ data source(either
existing list, you browse/ type a new list, Click MS office button
you create) Click print
Click next On the print dialog box do the following
Write the letter/main document Select the printer
(Insert the merged) Indicate the range of pages to be printed
Click next Indicate number of pages to print
Preview your letter/edit/ print individual Indicate whether collate or non collate
letters When satisfied click ok or press enter key.
Print preview
N.B
This ipris a window whereby a document
CTRL + P CAN ALSO BE USED TO LOAD
can be viewed to check any error associated
PRINT DIALOG BOX
with printing from margins, paragraph,
layout etc.
Steps
Click MS office button

Point print
Click print preview
Check and correct any errors
Close print preview/ print if satisfied
Printing the document

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subject to mathematical operations. There

are two types of spreadsheets
Manual spreadsheet- this involves large
sheets of paper spread on the desk hence the
name, which is manually divided into
column and rows using a pencil or pen, a
ruler and an eraser.
Electronic spreadsheet- computerized
programs that handle numerical data with
inbuilt formulae and functions.
Examples
Ms Excel
Lotus 1-2-3
Visicalc
Vp planner
Advantages of electronic over manual
spreadsheets
Large virtual storage of information within a

limited space
Security of the data
High chances of accuracy in calculations
Fast retrieval of well-organized information
Charting facility
They have inbuilt formulae known as
functions
Neat production and presentation of the
SPREADSHEETS information
MICROSOFT EXCELL
They are ledger meant to manipulate
This is an example of electronic spreadsheet,
numerical data which at some point is
an application package that is used to enter,
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TECHNOLOGY
manage, manipulate and present numerical

data in Mswindows environment
Application of Spreadsheets
Entry analysis and keeping of data figures

Manipulation of accounts records
Statistical analysis and research
Processing student score-sheet
Forecasting e.g in sales
Loading Ms Excel WORKBOOK
Click start button This is a single document created and saved
Click all programs individually in Ms excel for future
Click Msoffice retrieval/use. Composed of worksheets
Click ms excel 2007 Worksheet
Method 2 This is the actual working area within a
Click start button worksheet which is partitioned into rows and
Type run columns. A single worksheet would
Type Ms. excel compose of hundreds of pages.
Click enter/ok Rows
Method 3 These are horizontal subdivisions of the
Identify an existing Ms excel file and open worksheet. There are 65,536 rows in single
it. worksheet.
Closing the program Columns
These are vertical subdivisions of
Click close button (x) on the tittle bar
worksheet. there are 256 columns in single
or
worksheet. i.e from column A to column IV.
Click Msoffice button
CELLS
Click exit/ close
They are the boxes created after rows and
or
columns intersect. It’s within the cells where
Alt + f4
the data is entered or typed. (The active cell
FEATURES OF M.S EXCEL WINDOW

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TECHNOLOGY
Column headers-They are individual Create a Workbook

identifier of an individual column on the To create a new Workbook:
worksheet. They are placed at the top of the
M1
worksheet below the formula bar and
labeled A,B,C…….up to IV.
CTRL+N OR
Row header-These are identifiers of
individual raw within a worksheet. They are New icon on the quick access toolbar
placed at the left of the worksheet and
 Click the Microsoft Office Toolbar
labeled 1,2,3…..up to 65,536.
 Click New
Cell reference/cell address- This is the  Choose Blank Document
identifier of a particular cell or a range of
cells. Identified with the corresponding If you want to create a new document from a
column header+ corresponding row header. template, explore the templates and choose
E.g. cell A1 one that fits your needs.
Formulae bar- is a strip found above the Save a Workbook

column headers and below the ribbon where; When you save a workbook, you have two
choices: Save or Save As.
I. Formula, data and functions
To save a document:
can be viewed
II. Formula and function can be
typed manually
 Click Save
III. Function dialog box can be
loaded by clicking the fx You may need to use the Save As feature
button. when you need to save a workbook under a
IV. Formula and function can be different name or to save it for earlier
executed by clicking the versions of Excel. Remember that older
green tick. versions of Excel will not be able to open an
V. Formula and function can be Excel 2007 worksheet unless you save it as
cancelled by clicking the an Excel 97-2003 Format. To use the Save
red(x) As feature:
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TECHNOLOGY
 Click the Microsoft Office Button Press Shift + F11(press the Ctrl key while
 Click Save As pressing “F11”) on the keyboard.
 Type in the name for the Workbook Renaming Excel Sheets:
 In the Save as Type box, choose Right click the sheet on the sheet bar
Excel 97-2003 Workbook Select rename
Type the new name.
Open a Workbook
Enter, Edit, Analyze and Report the data:
To open an existing workbook:
Enter the Data: 1. The Excel sheets are
divided into grids called “cells” where you
 Click Open
can enter the Data. There are different ways
 Browse to the workbook
to enter data in Excel: in an active cell or in
 Click the title of the workbook
the formula bar.
 Click Open
To enter data in an active cell:
OR
 Click in the cell where you want the
b) Choose Open from then Tool bar.
data
 Begin typing
OR
To enter data into the formula bar

c) Press Ctrl+Oon the keyboard.
 Click the cell where you would like

the data
 Place the cursor in the Formula Bar
Working with multiple sheets: You can  Type in the data
work with multiple sheets by clicking on
Insert worksheet icon present at left side
bottom of the screen.
OR

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TECHNOLOGY
Whenever you select a particular cell its worksheet

location is displayed in Name box.
Data
Excel allows you to move, copy, and paste
cells and cell content through cutting and
NAVIGATING A WORKSHEET pasting and copying and pasting.
CONTROL KEY FUNCTION Select Data

Left,right,top,down moves the cell To select a cell or data to be copied or cut:
arrows pointer to the left,
right, up or down  Click the cell
Tab One cell right
 Click and drag the cursor to select
Enter Moves next cell
many cells in a range
down
Shift+tab Moves next cell left Select a Row or Column
Home Column A of the To select a row or column click on the row
active row or column header.
Ctrl+home First cell on the
sheet Copy and Paste
Ctrl+end Last edited cell To copy and paste data:
Page up Moves one screen up

 Select the cell(s) that you wish to
Page down Moves one screen
copy
down
 On the Clipboard group of the
Alt+page up Moves one screen
Home tab, click Copy
left
Alt+page down Moves one screen  Select the cell(s) where you would
right like to copy the data
Ctrl+page down Activates next  On the Clipboard group of the
worksheet Home tab, click Paste
Ctrl+ page up Activates previous

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TECHNOLOGY
Cut and Paste  Drag the Fill Handle to complete

To cut and paste data: the cells
 Select the cell(s) that you wish to Modifying a Worksheet

copy Insert Cells, Rows, and Columns
 On the Clipboard group of the To insert cells, rows, and columns in
Home tab, click Cut Excel:
Place the cursor in the row below
 Select the cell(s) where you would
where you want the new row, or in
like to copy the data
the column to the left of where you
 On the Clipboard group of the
want the new column
Home tab, click Paste
 Click the Insert button on the Cells

Undo and Redo
group of the Home tab
To undo or redo your most recent actions:
 Click the appropriate choice: Cell,
 On the Quick Access Toolbar Row, or Column
 Click Undo or Redo
Delete Cells, Rows and Columns
Auto Fill To delete cells, rows, and columns:
The Auto Fill feature fills cell data or series
 Place the cursor in the cell, row, or
of data in a worksheet into a selected range
column that you want to delete
of cells. If you want the same data copied
 Click the Delete button on the Cells
into the other cells, you only need to
group of the Home tab
complete one cell. If you want to have a
 Click the appropriate choice: Cell,
series of data (for example, days of the
Row, or Column
week) fill in the first two cells in the series
and then use the auto fill feature. To use the Find and Replace
Auto Fill feature: To find data or find and replace data:
 Click the Fill Handle  Click the Find & Select button on
the Editing group of the Home tab
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TECHNOLOGY
 Choose Find or Replace  Click the Sort & Filter button on the
 Complete the Find What text box Home tab
 Click on Options for more search  Click the Sort Ascending (A-Z)
options button or Sort Descending (Z-A)
button
Go To Command
The Go To command takes you to a specific Custom Sorts
cell either by cell reference (the Column To sort on the basis of more than one
Letter and the Row Number) or cell name. column:
 Click the Find & Select button on  Click the Sort & Filter button on the
the Editing group of the Home tab Home tab
 Click Go To  Choose which column you want to
sort by first
Spell Check
 Click Add Level
To check the spelling:
 Choose the next column you want to
sort
 On the Review tab click the Spelling
 Click OK
button
Filtering
Sort and Filter
Filtering allows you to display only data that
Sorting and Filtering allow you to meets certain criteria. To filter:
manipulate data in a worksheet based on

 Click the column or columns that
given set of criteria.
contain the data you wish to filter
Basic Sorts  On the Home tab, click on Sort &
To execute a basic descending or ascending Filter
sort based on one column:  Click Filter button

 Click the Arrow at the bottom of the
 Highlight the cells that will be sorted first cell
 Click the Text Filter

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TECHNOLOGY
 Click the Words you wish to Filter manually or through the use of styles. To
 To clear the filter click the Sort & add borders manually:
Filter button
 Click the Borders drop down menu
 Click Clear
on the Font group of the Home tab
Format Cells Dialog Box  Choose the appropriate border
In Excel, you can also apply specific
To apply colors manually:
formatting to a cell. To apply formatting to a
cell or group of cells:
 Click the Fill drop down menu on
the Font group of the Home tab
 Select the cell or cells that will have
 Choose the appropriate color
the formatting
 Click the Dialog Box arrow on the
To apply borders and colors using styles:
Alignment group of the Home tab
 Click Cell Styles on the Home tab
There are several tabs on this dialog box that
 Choose a style or click New Cell
allow you to modify properties of the cell or
Style
cells.
Change Column Width and Row Height
Number: Allows for the display of
To change the width of a column or the
different number types and decimal places
height of a row:
Alignment: Allows for the horizontal and
vertical alignment of text, wrap text, shrink  Click the Format button on the Cells
text, merge cells and the direction of the group of the Home tab
text.  Manually adjust the height and width
Font: Allows for control of font, font style, by clicking Row Height or Column
size, color, and additional features Width
Border: Border styles and colors  To use AutoFit click AutoFit Row
Fill: Cell fill colors and styles Height or AutoFit Column Width
Add Borders and Colors to Cells Hide or Unhide Rows or Columns

Borders and colors can be added to cells To hide or unhide rows or columns:
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 Select the row or column you wish to  Click the tab of the worksheet to be
hide or unhide copied
 Click the Format button on the Cells  Right click and choose Move or
group of the Home tab Copy
 Click Hide & Unhide  Choose the desired position of the
sheet
Reposition Worksheets in a Workbook
 Click the check box next to Create a
To move worksheets in a workbook:
Copy
 Click OK
 Open the workbook that contains the
sheets you want to rearrange
Add Comment: To add a comment select
 Click and hold the worksheet tab
the cell to which you want to add comment
that will be moved until an arrow
and click on the Review tab then click on
appears in the left corner of the sheet
New comment, you can enter the comment
 Drag the worksheet to the desired
in the box.
location
Insert and Delete Worksheets

To insert a worksheet
 Open the workbook

 Click the Insert button on the Cells
group of the Home tab Freeze/Unfreeze Worksheets:
 Click Insert Sheet
When working with large or complex
To delete a worksheet worksheets, scrolling can sometimes
 Open the workbook become a problem. Freezing panes allows
 Click the Delete button on the Cells you to keep row and column labels visible as
group of the Home tab you scroll. To freeze a pane you have to
 Click Delete Sheet click on the view tab first and then freeze
Copy and Paste Worksheets: panes. Now select required option.
To copy and paste a worksheet:
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TECHNOLOGY
Shrink to fit- changes the font size instead of

the row height or column width thus
reducing the size of the text to fit in the cell
FUNCTIONS
They are special in-built formulas within

spreadsheet program designed to work out a
specific return. Functions are categorized
TEXT CONTROLS depending on their area of application and
the user chooses the one he/she is
Merge Cells- To merge cells select the cells
conversant with e.g. statistical, logical, text,
you want to merge and click the Merge &
database, math & Trig e.t.c.
Center button on the Alignment group of
the Home tab. The four choices for merging
Components of a function
cells are:
EQUAL SIGN (=)
Merge & Center: Combines the
cells and centers the contents in the This initiates a formula letting the program
new, larger cell prepare for calculation. Lack of the equal
Merge Across: Combines the cells sign makes the formula statement remain as
across columns without centering any other data.
data
FUNCTION NAME
Merge Cells: Combines the cells in a
range without centering
This tells the user what kind of calculation
Unmerge Cells: Splits the cell that
the function will undergo, for instance SUM
has been merged
means addition of values will take place
Wrap text-This arranges a lengthy text in a

ARGUMENT/RANGE
cell in multiple lines so that the complete
text can be read. This is the cell reference with values to be to
be worked out. Could be single or multiple.

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TECHNOLOGY
Must be enclosed within brackets Steps to enter/insert a function

(parenthesis)
Select the cell for the return
SYNTAX/FORMAT
Click the fx on the formula bar/ formula tab
=FUNCTION NAME (ARGUMENT)
Select the function category
EXAMPLE
Select the function name
=SUM (A3:J3)
Click ok
APPLYING A FORMULA
Select the range/Argument
To apply a function /formula the user can
Fill any other details
enter or insert one from a list or type the
function direct on the formula bar but the
Click ok or press enter key or green tick on
cell for the return must be selected first.
the formula bar
Steps to type direct

Steps to cancel a function
Select the cell for the return

M1
Type Equals sign (=)

Cancel button if inserting
Type the function name

M2
Type opening brackets. (

Select the cell for return
Type the range/argument.

Press delete key
Type close brackets. )

M3
Press enter key or click the green tick on the

Select the cell with the return
formula bar

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TECHNOLOGY
Press ESC key or click the red x on the apply the same function/ formula to the rest
formula bar of the entries providing respective returns.
Constructing or writing a formula Steps
The user can design/ construct a formula Calculate the 1st return for the 1st entry
especially if the program does not provide a
Select the cell with the return
suitable function to attain the required.
Acquire auto-filling handle

Operands used
Press and holddownLMB

Equal sign= to initiate calculation
Drag to the desired direction.

Plus sign + for addition
Relative, Absolute and Mixed References

Minus sign- for subtraction
Calling cells by just their column and row

Asterisk * for multiplication
labels (such as "A1") is called relative
Forward slash / for division referencing. When a formula contains
relative referencing and it is copied from
Exponential/ caret ^ to raise to power
one cell to another, Excel does not create an
exact copy of the formula. It will change cell
Double quotes “ ” to enclose textual data
addresses relative to the row and column
Comma , to separate formula or function they are moved to. For example, if a simple
addition formula in cell C1 "=(A1+B1)" is
Parenthesis ( ) enclose the argument.
copied to cell C2, the formula would change
to "=(A2+B2)" to reflect the new row. To
prevent this change, cells must be called by
AUTO-FILLING SERIES absolute referencing and this is
accomplished by placing dollar signs "$"
This is done after getting the first result within the cell addresses in the formula.
within the cell for the first entry and so as to Continuing the previous example, the
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TECHNOLOGY
formula in cell C1 would read Enter data to confirm.

"=($A$1+$B$1)" if the value of cell C2
Precedents and dependents
should be the sum of cells A1 and B1. Both
the column and row of both cells are
This is a cmd used to trace precedents (range
absolute and will not change when copied.
or the cell used to acquire the return) and
Mixed referencing can also be used where
dependents (the return itself)
only the row OR column fixed. For
example, in the formula "=(A$1+$B2)", the Steps
row of cell A1 is fixed and the column of
Click formula tab
cell B2 is fixed.
On formula audit group

Data validation
Click trace dependents button or trace

This is a logical cmd that sets criteria on a
precedents to trace dependents and
particular cell or cells to control/ restrict the
precedents respectively.
data to be entered in the cell(s)
Logical functions
e.g if the user want to put upper or lower
limits
If function
Steps
This is a logical function that returns one
value if the condition specified evaluates to
Highlight the cell(s) to validate
true and another if it evaluates to false. i.e it
Click data tab compares two values (it true/ if false)
On data tool group, click data validation Syntax/ format

button
=if(logical test, “value if true”,value if
Indicate setting, input message, and error false”)
alert.
Explanation
Click ok

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Logical test  Select the cells that contain the data

you want to use in the chart
Charts  Click the Insert tab on the Ribbon
 Click the type of Chart you want to
Charts allow you to present information
create
contained in the worksheet in a graphic
format. Excel offers many types of charts Modify a Chart
including: Column, Line, Pie, Bar, Area, Once you have created a chart you can do
Scatter and more. To view the charts several things to modify the chart.
available click the Insert Tab on the Ribbon.
To move the chart:
Create a Chart
 Click the Chart and Drag it another
location on the same worksheet, or
 Click the Move Chart button on the
Design tab
 Choose the desired location (either a
new sheet or a current sheet in the
workbook)
To change the data included in the chart:
 Click the Chart

 Click the Select Data button on the
Design tab
To create a chart:
To reverse which data are displayed in the

rows and columns:
 Click the Chart

 Click the Switch Row/Column
button on the Design tab

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PRESENTATIONS
To modify the labels and titles:
 Click the Chart

Introduction
 On the Layout tab, click the Chart
Title or the Data Labels button
A presentation is a collection of data and
 Change the Title and click Enter
information that is to be delivered to a
specific audience. A PowerPoint
Chart Tools
The Chart Tools appear on the Ribbon when presentation is a collection of electronic
you click on the chart. The tools are located slides that can have text, pictures, graphics,
on three tabs: Design, Layout, and Format. tables, sound and video. This collection can
Within the Design tab you can control the run automatically or can be controlled by a
chart type, layout, styles, and location. presenter.

presentation tool-An application software
Within the Layout tab you can control which enables user to create notes in an
inserting pictures, shapes and text boxes, artistic manner intended for a given
labels, axes, background, and analysis. audience.
Within the Format tab you can modify Examples in the market
shape styles, word styles and size of the
chart. Ms. powerpoint
Corel presentation
Copy a Chart to Word
 Select the chart Freelance graphics etcs
 Click Copy on the Home tab

Presentation- a single document created and
 Go to the Word document where
saved individually on a presentation
you want the chart located
program
 Click Paste on the Home tab
Slide- Is the working area where the user
places data, equivalent to a single page in
ms word

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TECHNOLOGY
To create a new presentation from an

existing presentation:

 Click New
 Click New from Existing
 Browse to and click the presentation
Save a Presentation
When you save a presentation, you have two
choices: Save or Save As.
New Presentation
You can start a new presentation from a
blank slide, a template, existing
presentations, or a Word outline. To create
a new presentation from a blank slide:
 Click the Microsoft Office Button To save a document:

 Click New
 Click Blank Presentation
 Click the Microsoft Office
To create a new presentation from a Button
template:  Click Save

 Click New
 Click Installed Templates or
Browse through Microsoft Office
Online Templates
 Click the template you choose

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TECHNOLOGY
You may need to use the Save As feature Slides.

when you need to save a presentation under To create a new slide from Office Themes:
a different name or to save it for earlier
 Select the slide immediately
versions of PowerPoint. Remember that
BEFORE where you want the new
older versions of PowerPoint will not be
slide
able to open PowerPoint 2007 presentation
 Click the New Slide button on the
unless you save it as a PowerPoint 97-2003
Home tab
Format. To use the Save As feature:
 Click the slide choice that fits your
 Click the Microsoft Office Button material
 Click Save As
To create a slide as a duplicate of a slide in
 Type in the name for the
the presentation:
Presentation
 In the Save as Type box, choose
 Select the slide to duplicate
Excel 97-2003 Presentation
Home tab
Add Slides
 Click Duplicate Selected Slides
To create a new slide from another

presentation:
 Select the slide immediately

BEFORE where you want the new
slide
Home tab
 Click Reuse Slides
 Click Browse
there are several choices when you want to
 Click Browse File
add a new slide to the presentation: Office
 Locate the slide show and click on
Themes, Duplicate Selected Slide, or Reuse
the slide to import
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TECHNOLOGY
Themes  Click on the slide and drag the cursor

Themes are design templates that can be to expand the text box
applied to an entire presentation that allows  Type in the text
for consistency throughout the presentation.
Select Text
To add a theme to a presentation:
To select the text:
 Click the Design tab
 Highlight the text
 Choose one of the displayed Themes
or click the Galleries button
Copy and Paste
To copy and paste data:
To apply new colors to a theme:
 Select the item(s) that you wish to

 Click the Colors drop down arrow
copy
 Choose a color set or click Create
 On the Clipboard Group of the
New Theme Colors
Home Tab, click Copy
To change the background style of a theme  Select the item(s) where you would
like to copy the data
 Click the Background Styles button
 On the Clipboard Group of the
on the Design tab
Home Tab, click Paste
Enter Text Cut and Paste

To enter text: To cut and paste data:
 Select the slide where you want the  Select the item(s) that you wish to
text copy
 Click in a Textbox to add text  On the Clipboard Group of the
Home Tab, click Cut
To add a text box:
 Select the items(s) where you would
 Select the slide where you want to like to copy the data
place the text box  On the Clipboard Group of the
 On the Insert tab, click Text Box Home Tab, click Paste

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TECHNOLOGY
Undo and Redo options that are used to emphasize text.

To undo or redo your most recent actions: They include: Bold, Italic, and Underline.
To add these to text:
 On the Quick Access Toolbar
 Click Undo or Redo  Select the text and click the Font
Styles included on the Font group of
Spell Check
the Home tab or
To check the spelling in a presentation:
 Select the text and right click to
display the font tools
 Click the Review tab
 Click the Spelling button
Change Text Color
To change the text color:
Change Font Typeface and Size
To change the font typeface:  Select the text and click the Colors
button included on the Font Group of
 Click the arrow next to the font
the Ribbon, or
name and choose a font.
 Highlight the text and right click and
 Remember that you can preview how
choose the colors tool.
the new font will look by
 Select the color by clicking the down
highlighting the text, and hovering
arrow next to the font color button.
over the new font typeface.
WordArt
WordArtare styles that can be applied to text
To change the font size:
to create a visual effect. To apply Word Art:
 Click the arrow next to the font size

 Select the text
and choose the appropriate size, or
 Click the Insert tab
 Click the increase or decrease font
 Click the WordArt button
size buttons.
 Choose the WordArt
Font Styles and Effects

To modify the styles of WordArt
Font styles are predefined formatting

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TECHNOLOGY
 Select the WordArt  Select the text you wish to make a

 Click the Format tab for the Drawing list
Tools  Click the Bulleted or Numbered
 Click the WordArt Fill button, the Lists button
WordArt Outline button, or the
To create a new list:
Text Effects button
 Place your cursor where you want

 Click the Indent button repeated
the list in the document
times to increase the size of the
 Click the Bulleted or Numbered
indent.
Lists button
Text Direction  Begin typing
To change the text direction:
Formatting Lists
 Select the text The bullet image and numbering format can
 Click the Text Direction button on be changed by using the Bullets or
the Home tab Numbering dialog box.
 Click the selection
 Select the entire list to change all the
Resize a Textbox bullets or numbers, or
To resize a textbox: Place the cursor on one line within
the list to change a single bullet.
 Click on the textbox
 Click the arrow next to the bulleted
 Click the corner of the box and drag
or numbered list and choose a bullet
the cursor to the desired size
or numbering style.
Bulleted and Numbered Lists

Adding Video
Bulleted lists have bullet points, numbered
Video clips can be added to the
lists have numbers, and outline lists combine
presentation. To add a video clip:
numbers and letters depending on the
organization of the list.  Click the Movie button on the Insert
To add a list to existing text: tab
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TECHNOLOGY
 Choose Movie from File or Movie Adding Clip Art

from Clip Organizer To add Clip Art:
To edit the video options:  Click the Insert Tab

 Click the Clip Art Button
 Click the movie icon
 Search for the clip art using the
 Click the Format tab
search Clip Art dialog box
 Click the clip art
Adding Audio
 To move the graphic, click it and
Audio clips can be added to the
drag it to where you want it
presentation. To add an audio clip:
 Click the Audio button on the Insert Editing Pictures and Clip Art
tab When you add a graphic to the presentation,
 Choose Sound from File, Sound an additional Tab appears on the Ribbon.
from Clip Organizer, Play CD The Format Tab allows you to format the
Audio Track, or Record Sound pictures and graphics. This tab has four
groups:
To edit the audio options:
Adjust: Controls the picture brightness,
 Click the audio icon contrast, and colors
 Click the Format tab Picture Style: Allows you to place a frame
or border around the picture and add effects
Adding Picture
Arrange: Controls the alignment and
To add a picture:
rotation of the picture
 Click the Insert Tab Size: Cropping and size of graphic
 Click the Picture Button

Adding a Shape
 Browse to the picture from your files
To add Shapes:
 Click the name of the picture
 Click insert  Click the Insert Tab
 To move the graphic, click it and  Click the Shapes Button
drag it to where you want it
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 Click the shape you choose Adding a Photo Album

The photo album feature is new in
 Click the Slide
PowerPoint 2007 and allows you to easily
 Drag the cursor to expand the Shape
create a photo album to share pictures. To
create a photo album:
To format the shapes:
 Click the Photo Album button on the

 Click the Shape
Insert tab
 Click the Format tab
 Click New Photo Album
Adding SmartArt  Click File/Disk to add pictures to the
SmartArt is a feature in Office 2007 that photo album
allows you to choose from a variety of  Move the pictures up and down in
graphics, including flow charts, lists, cycles, the order of the album but clicking
and processes. To add SmartArt: the up/down arrows
 Click the Insert Tab Tables are used to display data in a table
 Click the SmartArt Button format.
 Click the SmartArt you choose
Create a Table
 Click the SmartArt To create a table:
 Drag it to the desired location in the
Place the cursor on the page where you want
slide
the new table
To format the SmartArt:
Click the Insert Tab of the Ribbon
 Click the SmartArt
Click the Tables Button on the Tables
 Click either the Design or the
Group. You can create a table one of four
Format tab
ways:
 Click the SmartArt to add text and
pictures.
Highlight the number of row and columns

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TECHNOLOGY
Click Insert Table and enter the number of

rows and columns
Click the Draw Table, create your table by

clicking and entering the rows and columns
o Click Excel Spreadsheet and

enter data DATABASE
Chapter objective
I. Define a database
II. Explain concepts of database
III. Explain data organization in dbase
IV. Create a dbase
V. Design and modify dbase
components
VI. Printing
Prerequisites
There are no prerequisites for these database
tutorials. You should be able to easily
understand and learn the basic concepts of
Access as you progress to the more
advanced topics.
Introduction
In day to day life people are often faced with
situations where they have to store records, the
conventional way of storing such records is through
opening physical files which have the following
demerits

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 Difficulty to keep consistency. Types of dbase models

 Data repetitiveness causing data A dbase model refers to the way a dbase is
redundancy. structured and organized. There are five
 A file can be hidden or misplaced dbase models.
through malicious intent Flat file/file management model
 Personal information security It was the first method used for data storage
hence no privacy and in a computerized dbase. Data is arranged
confidentiality sequentially in a given order. To access the
The above demerits led to the development stored information, serial access method is
of electronic dbase used. The first item and subsequent items
Database- This is a collection of well must be accessed before the required data is
organized, structured and related data held opened.
in a computer or storage device and whose Hierarchical model
access is controlled. In this model data are arranged in a tree
Database management software (DBMS)- format. The highest level (level 1) is called
This is a special program used for creation, the root. The subsequent levels are called
manipulation and organization of data in a nodes which branch to the lowest level
dbase. called leaf. A level 1 item is known as root
Functions of DBMS component. Serial access method is used.
 Define and allocate storage space in This model is used in storage of files in a
the memory for data held computer where the root directory is either
 Maintenance of data within dbase c:, A: or D:
 Provide interface for data entry PATH:
 Provide security to data and control C:/DESKTOP/ASIGNMENT/DOCUMENT
features to limit access
C:
 Data organization for easy retrieval
and manipulation DESKTOP
 Ensuring the integrity of the data.
ASIGNMENTS
MS. WORD PRACTICAL

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Object oriented model

In this model records are seen or appear as
Relational model
independent objects, which can relate with
This model organizes data in simple rows
other objects in the dbase. The technology of
and columns format called tables (relations).
this model is still under development.
Related data items are put in a table where
DATA INTEGRITY
each column contains fields and each row
This refers to completeness and correctness
individual records. The model is very
of data in a dbase. Usually checked and
common in minicomputers and micro
ensured to maintain the consistency of data
computers. Relations can be created between
within the dbase. Some of the integrity
the tables.
checked is:
Example: a college dbase with the following
Validity integrity- it checks if the record
tables.
entered within a field matches the field data
STUDENTS TABLE
type defined during design stage. Example
ADM NAME field CONTACT set to accept number data
NO type cannot allow any other data type like
1236 TOM text, currency.
4563 JANE Entity integrity- entity refer to a thing, an
7895 JUDITH object or a person whose details are kept
within the dbase, each containing attribute(s)
which make up a file. This integrity checks
field properties specified for every field is
met. COURSE TABLE
Referential CODE NAME
integrity- BSC0123 COMPUER
ensures that SCIENCE
the
BSC 0124 ECONOMICS
relationship
BED01222 EDUCATION

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established within a dbase is correct. Fox base

MICROSOFT ACCESS Paradox
Dbase
This is a dbase tool/ package or DBMS
which is used to prepare, organize and
maintain very huge and complex amount of
data.
Benefits of access over physical files

Large virtual memory for data
storage
Easy maintenance
Accurate updating
Fast retrieval of a well organized
information.
Application of access
Organization of customers details
in postal & telephone agencies
Organization and maintenance of
employee records in the place of
work
Preparation and organization of
books in the library
Organization & maintenance of
patients detail in hospital
Preparation of basic programming
Other DBMS in the market
Fox pro
Oracle

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Loading ms access view. On this table the user places the

M1 required fields, set criteria, expressions for
Click start button an inquest.
Click all programs Dynaset- they are filtered records or the
Click MS. Office results which are returned after the dbase
Click MS. Access 2007 has been questioned for specific records
M2 using a query.
Identify existing MS. Access file SQL. (STRUCTURED QUERY
Open it LANGUAGE)-This is a special language
with programmed query statement that the
Common terms used in MS. Access user can structure to inquest the Dbase for
Database- this is a single file in the program particular records.
which can be saved as a single unit of data.
It shall consist of all the components of MS. Database components/ objects- they are
Access and their respective data. small programs that handle specific data in
Database window- it is the window that the dbase though it is related.
appears when the user opens an access They include. Tables, Queries, Form,
Dbase displaying the shortcuts for creating Reports, Modules, Macros.
new database objects and modify existing
ones.
Design view- is a window that shows the

design of the dbase components e.g. Table,
Report, form. Forms allow you to both add data to tables
Design grid- is a grid/ table that is used to and view data that already exists. Reports
design and modify a query in Query design present data from tables and also from
Compiled by Kisilu Paul Cell: 0716769200 Email: kisilupaul26@gmail.com Page 65

TECHNOLOGY
queries which, in turn, search for and i. Labels alphabetical entries

analyze data within those same tables. e.g. peter, Nairobi, hospital
ii. Values numericalentriese.g.
9012, 45.45
Datasheet- this is the working area that
iii. Alpha-numeric combination
contains the actual data within the dbase
of alphabets and numerals
components, i.e. the table which is divided
e.g. P.O.Box 500 MKS,
into columns (fields) and rows (records)
MIT/FT/PAK/3456/2014
The field- it is the column within the table
This data type can allow or hold up to 255
with similar data about the entries, example
characters including spaces. In most
field name Adm number will contain all
instances, when no data type is chosen, Text
Adm numbers for the entries only.
is returned as a default data type in a field.
Records-this is a full collection of details
Memo- Determines alpha-numeric data i.e.
about an entry in a table always running in a
both values and labels that run into several
row e.g name adm number, contact gender
sentences. It can hold up to maximum of
e.t.c.
64,000 characters including spaces.
Primary key- this is a special field that is
Number- Determines numerical entries
established to check any duplication of
especially for only the
records & automatically create link/
mathematical/calculationand not monetary
relationship among tables or queries. A
values e.g. 13003, 60.564 etc
primary key is a unique identifier that
Currency- Determines data with monetary
uniquely identifies records in the dbase
values e.g. Kshs. 250, $300.00, etc
Date/time- Determines chronological
Data types- entries e.g. date, like 2/10/05; June 26,2005,
It’s an attribute given/attached to a field to
time; like 3pm, 1500 HOURS etc
as to check and determine the kind of data
Yes/no- This data type evaluates two
that should be contained in the field. Each
conditions that could result to true or false,
data type is again accompanied by a number
on or off. The field with data type shall be
of properties.
shown in check boxes. To choose a check
Examples of data types
box is clicked toshow a tick() inside. To
Text- It determines or allows:

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remove the tick click again and it Input mask- When chosen or set it
disappears. automatically truncates values and dates in a
Auto-number- It’s a numerical value MS specific format. Evident in the students
Access shall automatically increment each admission number,
time a new record is entered. It’s ideal when MIT/FT/PACK/2350/2015
entering serial numbers. Caption- this is more detailed information
OLE Object- OLE stands for object linking about a certain field, for instance stu- adm
and embedding. The data type is used to no;- student admission number.
determine inserted graphical data such as Default value- This is a value that is set or
charts, pictures, e.t.c within a field. programmed to automatically returned if the
user does not enter any value within a field.
Field properties Validation rule- It is a logical expression

These are additional attributes added to field which is set to specify which values are to
data types so as to restrict the data entered be entered into a field and also restrict other.
within the fields. Different fields at times Example >=0 &<=100 indicate that only
will go with different field properties. It is whole number between 0-100 can be
usually defined by the user when designing entered.
the tables. Validation text- This is the message that
Examples should be returned in-case the validation
Field size- This allows the user to set a limit rule is violated. For the example above the
to the number of characters that a field user can have the following. ”Please key in
should accommodate, e.g. text data type can whole numbers between 0-100” as the
allow 10, 15,60 characters and number data validation text.
type allows integer, byte, long integer. Required- This will determine whether the
Format- This property will determine how value must be entered within a certain field.
the information within a field will appear on This means the field cannot be left blank. If
screen or print out. Number data type may left blank during data entry, one cannot be
have currency, scientific, percentage. allowed to proceed.
Decimal places- For currency or number Steps to apply field properties
data type the user may choose a number of Open the table with the field
decimal places for the values. to apply properties.
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Click view menu. Click create button

Select design view You may create the table to be able
Select the field to set the to create other components
properties Opening an existing database
Apply appropriately from the Open Msaccess
display. Click MS Office button
Creating a new database Click open
Guidelines to design an ideal Database Indicate the location to find
a) Study the user’s requirement in order the database
to define all data inputs, outputs, and Select the name of the
relationships. database
b) Design a draft database on a paper to Click the database in the
determine the number of files or display
tables required Click open
c) Normalize the database. This is to Open an object or create a
separate the entire information into new one
fields records, and tables to allow Creating a new table
easy manipulation of the database. Points to note before creating a table
 Sketch and group up all the
d) Set a primary key on an appropriate
fields
field to uniquely identify each  Establish appropriate data
record. types, field properties, etc for
each field
e) Give priority to important fields
 Establish the descriptions for
especially those which should be each field
sorting, filtering, querying, etc
Steps to create a new database
Open MS access program Steps to create a new table
Click MS. Office button Open the database
Click blank database Click create tab
Type a file name for the database On the tables group click table button
Indicate the location to save the Switch to design view
database Type the table name
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Type the fields’ names *home- find records such as sweet Home,
Enter respective datatypes my Home\
Enter properties for each datatypes The question mark (?)
Enter details for description if any ?ion will find records such as, National,
Click ok Administration, and calculation
Click yes or no to primary key Sorting records
Close the table design window Sorting is arranging entries either in
Open the new table ascending or descending order. Label shall
Enter the records accordingly be sorted A-Z or Z-A while values is from
Forms, queries, and reports highest to lowest and vice versa.
Although tables store all of your data, the Steps to sort
other three objects offer you ways to work Position the cursor in the field to sort
with it. These objects are forms, queries, Click Home tab
and reports. Each of these objects interacts On the sort and filter group click the sort
with the records stored in your database's button
tables. Click either ascending or descending order.
FINDING RECORDS Filtering Records
The user may need to retrieve some records This is a command that goes into the dbase
from the dbase for viewing or analyzing. to retrieve some records after supplying
This process is referred to as finding. some criteria normally done to the table. It is
Finding records using wild cards important for it helps retrieve records first
Wild cards are characters or symbols that for reviewing at a glance but if the retrieval
are attached to word bits in order to find is often its then advisable to create a query.
records with the similar ending or Steps to filter records
beginning. Its speeds the search of such Open the table with the records to filter
records. Click home tab
Examples On the sort and filter group, click filter
The asterisk (*)- it can be placed before or button
after a word e.g. Type the criteria if any
Every*- finds records such as Everyone, Click filter
Everywhere, Everybody Click ok
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Data base components from single to married, from

QUERIES job group D to job group J,
It is one of the database components, which resident from Thika to
is an electronic questionnaire that delves Machakos
into the dbase to filter specific records if II. Append Query- To Append
they meet a certain criteria . A query can be means to add, and therefore
designed from a table or other existing this query will be used to add
queries. They can be used to produce report more records into the dbase
and forms as well as setting expressions and usually several and specific at
perform calculation on records within the a go. Important if similar
dbase. table exist independently and
Queries are a way of searching for and there is need to make them
compiling data from one or more tables.
one.
Running a query is like asking a detailed
question of your database. When you build a III. Make Table Query- This
query in Access, you are defining specific
type of query will be used to
search conditions to find exactly the data you
want. create a new table from
existing dbase (other existing
There are two different types of queries; Table). So a smaller table can
namely be extracted from a bigger
Select query- this type of don’t perform any one.
changes to the dbase, only to delve and IV. Delete Query-although it is
retrieve the requested information if it meets possible to delete a record
a certain specified criteria. after the other from the
Action Queries- This query go further than dbase, the user will be in a
retrieving the records and making changes to good position to delete a
the dbase. There are four types of action certain group of records at a
queries go using the delete query.
I. Update query- this query A query is a request for data results, for
can be used to make changes action on data, or for both. You can use a
(update) to a dbase. For query to answer a simple question, to
instance a field marital status perform calculations, to combine data from
TECHNOLOGY
different tables, or even to add, change, or

delete table data. Queries that you use to
retrieve data from a table or to make
calculations are called select queries.
Queries that add, change, or delete data are
called action queries
How to create a Report

There are many ways to create a report in
Access. You can use the Report Wizard to
generate a report using Microsoft's step-by-
step report wizard to create and format a
report automatically, which we are going to
Reports (output screens) use in this lecturer. This handles all of the
"heavy lifting" so that you don't have to drag
Reports offer you the ability to present and drop controls.
your data in print. If you've ever received a A second way to create a report is to re-save
computer printout of a class schedule or a an existing report and then make
printed invoice of a purchase, you've seen a customizations to the new report.
database report. Reports are useful because A third way is to create a report "from
they allow you to present components of scratch".
your database in an easy-to-read format. To create a report, select the Create tab in
You can even customize a report's the toolbar at the top of the screen. Then
appearance to make it visually appealing. click on the Report Design button in the
Access offers you the ability to create a Reports group.
report from any table or query.
Forms (input screen)

TECHNOLOGY
Forms are used for entering, modifying, A second way to create a form is to re-save
and viewing records. You likely have had to an existing form and then make
fill out forms on many occasions, like when customizations to the new form.
visiting a doctor's office, applying for a job, A third way is to create a form "from
or registering for school. The reason forms scratch".
are used so often is that they're an easy way To create a report, select the Create tab in
to guide people into entering data correctly. the toolbar at the top of the screen. Then
When you enter information into a form in click on the Report Design button in the
Access, that data goes exactly where the Form group
database designer wants it to go—in one or
more related tables.
.
Relationship
Sometimes the user may need to create a

query but the fields to make the query could
be in different tables or queries thus a
relationship required.
Relationship- this is a way of linking up

How to create a form tables and queries to enable the data among
There are many ways to create a form in them be easily and sensibly be shared and
Access. You can use the form Wizard to
also to avoid duplication of records.
generate a form using Microsoft's step-by-
step form wizard to create and format a form Join line- the links that connects two or
automatically, which we are going to use in more tables or queries.
this lecturer. This handles all of the "heavy There are three common types of
lifting" so that you don't have to drag and relationships
drop controls.

TECHNOLOGY
One to one- at least one field from table A is Data types such as memo, OLE, Hyperlink
related with at least a field in table b may hinder a query from being created
One to many- at least one field from table A In some instances Access automatically
is related with several fields in table B create join example if there are two tables
with fields, same data type and same name
Many to many- several fields in table A is
and if the joined fields is a primary key
related with several fields in table B
Steps to create relationship
Open the database
Click database tool tab
On show/ hide group click relationship

button
On the show table dialog box, select the

tables and or queries to join and close
Drag a field with primary key from table A

and drop on a field with a key on table B
Repeat the above step to join 3rd & more

tables.
Save and close the relationship window
Points to note when creating a relationship
The join field used must be of the same data

type

TECHNOLOGY
INTERNET &E-MAIL Intranet- It’s a network which is localized

within an organization or department using
server to interconnect several computers. It
Basic concepts is a private network where only authorized
Network- this is connection of two of more
staff has access.
computers such that they can communicate,
Extranet-A network that would link
share data securely and share both hardware
computers across geographical regions is
and software resources.
referred to as extranet. It is an intranet but
with some section accessed by authorized
outsiders like service providers.
Types of networks
The connection could be;
Local Area Network (LAN) -this is a small
Wired/guided/bounded- this is a network
network covering an office, home,
with a physical link between the two
department or a small building. It Spans a
communicating devices, usually a cable.
maximum of 3kms2.
There are three types of cables i.e. twisted
Metropolitan Area Network (MAN)- This
pair cable, coaxial cable and fiber optic
is a relatively big network compared to LAN
cables.
covering a town, city or big university.
Wireless/ unguided/unbounded- there is
Several LAN can be interconnected to form
no physical link between the communicating
MAN.
devices; it uses radio waves for
Wide Area Network- It is a big network
transmission. There are various technologies
covering the entire globe/world
used to facilitate this example, Bluetooth,
Purpose of internet, extranet, and intranet
infrared, wi-fi or satellite.
The entire purpose of any interconnection of
Internet - It is an interconnection of PCs
computers is to access and share information
and various types of computer network securely and scarce resources conveniently
throughout the world by use of ordinary irrespective of distance and location.
telecommunication lines, modems or All this is because the human beings want to
COMMON TERMS USED IN INTERNET
satellite signals. Other names associated save time and money yet enjoying the comfort
Webpage
with internet; Information superhighway, of accessing volumes and volumes of
information and resources.
Cyber space, the net
TECHNOLOGY
This is a single document/page within the It is usually an underlined text, a button or a

internet. It could be a text, picture, sound, or picture which; when clicked when opens the
a video. In the internet, the user gets the link-page.
required webpage and a number of Search engine
hyperlinks to link to other related webpages. These are organizations with powerful
Website software which can delve into the internet
This is a collection of related web pages, and retrieve the requested information. E.g.
well organized and maintained by an yahoo & Google. Commonly used when the
organization, an academic institution, or a user doesn’t know
government agency. An individual can also Uniform resource locator (URL)
create, organize and maintain his/her own It is a unique address assigned to each
website. webpage or website within the internet for
Home page identification. It could be easy to display any
It is usually the first welcoming page that webpage if you knew its URL, but in most
appears when you open the internet browser cases the URLs are complex and it’s hard to
or a website or even the first webpage of the master them off head e.g.
email account. Htpp://www.microsoft.com/isapi/redir.dll?p
The homepage is customized or set to meet rd=ie&pver=6&ar=msnhome
the user’s preferences. Parts of a URL
History Protocol name- Protocol name is a
Its comprises tracks of all web pages that language that enables a computer to speak to
have been viewed previously on connected one another if they are interconnected. It
computer e.g. today, yesterday, last week, involves a set of rules and standards that
last month, etc. it enables the user to go to enable computers to exchange information
specific information instead browsing smoothly.
afresh. Site location-It indicates where the site is in
Hyperlink the internet or elsewhere
This is a special address that connects two or Name of organization-This indicates the
more related webpages in a company or the organization whose server
Web-site. controls the website

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Extension/suffix- This indicates the nature and organize files and commonly visited
of the organization or the company: whether sites.
commercial, academic, educational,
military, governmental, etc. and some
extension will have country code to easy the
search
.com commercial
.mil military
.gov/.go Governmental
.Ac/Aca Academic institution
.co.ke Company in Kenya
Address bar- This is a space where the
.Edu Educational
URL/Site address is typed when accessing
.Org Non-governmental
the internet
.Uk Country code for
United kingdom Search button- this is a button that is
.Za Country code for south clicked after the keyword are typed on the
Africa search area to initiate a search.
.Ke Country code for
Go button- this button is clicked after the
Kenya
user have typed the URL to open a web-site.
Enter key on the keyboard can also be used.
HTTP://WWW.MACHAKOS INSTITUTE
Stop button- clicked to end a
OF TECHNOLOGY.AC.KE
search/browsing session, either have taken
HTTP-Hypertext Transfer Protocol
long time or wrong request had been made.
WWW- World wide Web
Refresh button- usually clicked to re-load/
Sections of a browser window
re-send a request that could have taken long
Favorites- this is a collection of commonly time than expected to load.
visited sites/ files. Is a provision within the

browser that allows the user to create folders

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Browsing- This is accessing the internet mail. One just requires an e-mail account to
collecting different information bit by bit. utilize the service.
Example when doing a research or
E-mail Account- This is an address given to
assignment.
an individual, organization, company after
Surfing- finding out what is new or what is registering as a member of the internet
out there on the internet. Example when through some host to be able to send e-mails
searching for a phone, laptop or a dress.
Section/parts of an e-mail address
Steps to browse/ surf the net
Identity (ID)-This is the name that
Turn on an internet connected identifies one to the internet. E.g. kamau,
computer mutheu, james also reffered to as the
Load the web browser e.g. Mozilla username.
Firefox Set-up (@)-It separates the ID and the host
Type the URL on the address bar or showing where the ID has been hosted.
key word on the search box Host- These are organization that maintains
Use the web pages/ links the servers acting as a link between the
appropriately internet and the members. It provides large
Download needed information/files memory where the mails are stored.
and save. Organization can have customized e-mail
Print the information only if accounts using their website as hosts.
necessary. Separator/period-This puts a distinction
Log out from any account between the host and the nature of the host.
Close the session and the browsing Extension/ suffix-Indicates the nature of the
session. host. Some will have also country codes.
Format
E-MAIL Identity@(set up)host.extension/suffix

E-mail stands for electronic mail. This is one
of the services enabled by internet and Examples
computer, which enables user communicate
jkamau@ gmail.com
over the internet, send, receive and reply

TECHNOLOGY
info@machakos institute of This is opening one’s e-mail account by

technology.ac.ke providing the username and the password.
Opening an e-mail Load the host site and click

sign in/log in link
The following are the common processes
involved after identifying the host. Type identity (username) and
the password.
Sign up
After signing in the account owner can be
This is getting registered as a new member able to check, read, reply, forward, delete
and compose and send an e-mail
in the internet through some host e.g. g-mail,
yahoo-mail. One can acquire as mane email
Folders in e-mail account home
as possible even with different host as long
as he/she can remember the password and The home page is the main web page in
username. It is always advisable to keep the someone’s e-mail address, since the purpose
e-mail accounts active, otherwise some host of this facility is to enhance exchange of
inactivate them. mails.
Steps There are several folders on the home page

namely:-
Switch on an internet
connected computer Inbox folder- This folder stores all the
incoming mails which according to the host
Load a browser
are genuine or worthy (doesn’t contain
Identify the host and open its malware)
URL.
Sent folder- It automatically keep copies of
Click SIGN UP LINK composed, sent and delivered mails.
Fill in the electronic Draft folder- In this folder the host keeps
registration form and submit copies of composed but not sent mails as
well as other selected mails for reference or
SIGN IN
re-use.

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Bulk folder- it contains mail which the host the recipients don’t see who else received
suspect are spam, contain malicious files the mail.
(virus attachment) or are unsolicited.
File attachment
Trash folder- all the deleted mails are kept These are details already created in their
in this folder. If the mails are user source program, already existing on the
completely does not need the user can empty computer or downloaded from the internet
the folder. which should accompany the mail example
curriculum vitae created in ms word,
Customized folder- This folder is set apart
birthday card downloaded from the internet
by the account holder to create and move
or accounts analysis created in ms excel.
specific mails for organization purpose. One
Steps to attach files
can create a folder for family, friends, work
Create the mail
related.
Click attach files button
Steps to compose a mail
Click browse button to identify the file.
Sign in to your account
Select the file to attach
Click compose/create button
Click open
Type the recipient address
Clicks attach files and wait for attachment
Click CC & or BCC if any
Click attach more files…..to attach extra
Type the subject for the mail files
Type, edit and format the mail When through click send button
Attach files if necessary Internet etiquette
Click send button or save to drafts to send Internet is designed and improved every day
later to save time and energy for the user hence
advisable to observe some etiquette while
Cc means a carbon copy where the two
on-line. Internet etiquette are good manners
recipients see who else received the same
mail and BCC is blind carbon copy where

TECHNOLOGY
by which the user is expected to conduct as live streaming making internet a good
himself while on-line. source of entertainment.
Sign out Software source
This is closing one’s e-mail account or Computer users can access, retrieve and
basically ending a browsing session. It’s download software from the internet even
prudent to always sign out to preserve using the smartphones referred to as
secrecy and integrity of the mails. APPSTORE. It’s advisable to scan the
software before downloading and installing
Click sign out wherever it may be found on
in the devices. This is because freeware and
the home page.
online programs are vulnerable to malware
attachment like virus.
Advantages of internet
Communication Social media
E-mail enables people around the world Its supports social media which enables
send, receive and reply mails over the internet user join discussion and chat groups
internet which is more convenient and who might be friends or strangers who pick
cheaper, as long as one has internet on a topic then privately or publicly discuss
connectivity. it.
Source of information Enhances business
The internet is a vast source of information This facility has enabled businesses to
since it contains information virtually on conduct their transaction on-line referred to
every topic is it political, religion, current as E- commerce/ business. It’s very
affairs, science etc. at a relatively reduced convenient since customers make order and
cost. pay at the comfort of their home or offices.
Examples OLX, AMAZON
Entertainment
Support Advertisement
People can watch movies, play games; listen
to radio stations online commonly referred

TECHNOLOGY
Due to the millions of people hooked on the millions of cash daily to fraudsters through
internet businesses find it ideal to market or internet.
advertise their goods and services.
Addiction
Enhances education
Game players, chatters, movie watchers
Education institution use internet to deliver waste crucial hours on the internet at the
education service to students, referred to as expense of their daily chores.
E- learning. This reduces congestions in
FACILITIES REQUIRED TO CONNECT TO
their physical facilities in return reducing
INTERNET
cost hence cheaper to the students and
Computer- One must have a personal
convenient.
computer with good processing speed, ram
E-banking memory, HDD capacity, good
monitor/screen.
With EFT (electronic Fund Transfer) and
other electronic facilities, financial Web browser- This is a software which
institutions have made it easy for their enables the user to access the internet.
clients to make transaction very Examples include Internet Explorer, Mozilla
conveniently. Firefox, opera Min.
Disadvantages of internet Modem- it is a gadget that translates

moral decay information from digital to analog and vice
versa. It is an acronym for two word,
As much as internet contains good
modulator and Demodulator.
information it as well contains negative
information which can lead to deterioration Internet service provider (ISP)- They are
of the moral of its users. Examples commercial organization which provide

pornography, information about drugs. internet connectivity to their clients. They
also provide support services and ensure
Fraud
security of their clients while online.
This is obtaining money by false pretense.
Examples in Kenya
Financial institution and individuals lose

TECHNOLOGY
 Telephony companies e.g. safaricom,

airtel, orange
 Kenya Data Network (KDN)
 Access Kenya
 Jamii telecom
 Wanachi online
 Swift Kenya
User name- this is registration name given

to the ISP before connection and registration Main frame/ minicomputer (server)
to be an ISP.
Password- It is a security coding that

ensures security to users accounts.
Web browser- This is a computer with

certain special software to enable answering
of requests for files from the internet. Where
Wireless connection
all web pages/ content is saved/stored.
Internet
Intranet secured with firewall

TECHNOLOGY
designs. They allow user to place text and

graphics. Examples ms publisher, frame
maker, adobe page maker, adobe in-design.
DESKTOP PUBLISHING (DTP)
Features of DTP software
INTRODUCTION Inbuilt fonts of various types and sizes
The art of producing books, newspaper, They capability to incorporate graphics.
magazines, brochures, certificates among Standard shapes such as lines used for
others constitute of the field of publishing. drawing
The usage of computer in publishing have Text formatting features
led the field of desktop publishing (DTP) Ability to import text and graphics from
DTP is a software that combines graphics other programs
software and word processing to create Inbuilt templates
publication on the computer for either a Superior page formatting features.
large or small scale publishing.
Publication is any document created on a Types of publication
DTP. Cards for example wedding, birthday or
EXAMPLE greeting cards.
Adobe photo shop, adobe page maker, corel Calendars- the design could incorporate
draw, ms publisher, ventura, adobe company advertisement, vision & mission
illustrator. By desktop it means that the Brochures- these are booklets that contain
production of the publication is done on th summarized details of a company products
desk using a personal computer. commonly used in advertising.
Types of DTP Books- these are publication with pages
Graphical based- they are developed to edit bound together
and format objects such as photos and Fliers and posters- a flier is a publication
pictures examples, adobe photoshop corel that is created with the intention of urging
draw making the image more attractive people to take, like events such as concerts,
hence more professional and superior. movies, and theatre performance. While are
Layout based- these are used to create pages also used for announcement.
of a publication based on different layout
TECHNOLOGY
Banners- a banner is a large poster or Click OK to use the default settings.

placard carried either by demonstrators or The Publication Window
put up on billboards. Publication
Newspaper/ magazines, pamphlets and Window which
newsletters. contains an empty page centered on the
pasteboard.
ADOBE PAGEMAKER Pasteboard is workspace that stores

Starting Adobe PageMaker items for
later use.
Windows 95 – Items on the pasteboard are visible from
Start menu, choose Programs, then choose any
Adobe page, but do not print.
PageMaker 6.5.
File Menu choose New. Publication
Document Setup dialogue box Page.
allows you to Horizontal Ruler and Vertical
specify publication page characteristics Ruler aid you in
including: aligning text and graphics on the page.
paper size, orientation, margins and printing Page Icons (bottom left corner of the
options. publication
window) indicate the master pages as well
as the
number of pages in the publication.
Toolbox represent the
tools that you
may use to create or edit objects and view a
publication.
Margins appear as dotted or pink lines.
Colors and Styles Palettes are used
to add,
delete, and edit colors and styles.
TECHNOLOGY
Control Palette lets you make Text Tool is used to type, select and edit
precise changes to text.
text and graphics. Cropping Tool is used to trim graphics.
Constrained-Line Tool is used to draw
The Publication Window... lines at

multiples of 45 degrees.
Zoom Tool is used to magnify or reduce
a
specific area of the publication page.
Using Frames
called Frame
Tools.
– A frame can hold content - either text or
The Toolbox Tools graphicsor
Pointer Tool is used to select, move and serve as a placeholder for content.
resize – Frames are used as placeholders for
text, objects and graphics. content in
Rotating Tool is used to select and structured documents such as newspapers
rotate text and
blocks and graphics. newsletters.
Line Tool is used to draw straight lines

in any
Frame Tools
direction.
Introducing Palettes
Rectangle Tool is used to draw squares.
Ellipse Tool is used to draw circles.
the purpose
Polygon Tool is used to draw basic
of helping you save time.
polygons.
– From the Window menu, choose the
Hand Tool is used to scroll the page.
appropriate
Show or Hide command.

TECHNOLOGY
Selecting an Object
pressing the Tab key. To hide all palettes Pointer Tool to select
excluding the Tools palette, press Shift + objects. You
Tab may select a single object, or multiple
keys. objects and
palette, drag it’s title bar to a modify them all at once.
convenient location on your desktop. Three Ways to Select Objects:
– To select a single object, choose the
Pointer
Tool from the toolbox and Click on the
object.
– To add objects to a selection, press the
Shift key
as you Click other objects.
– To select several objects at once, Click,
Hold
and Drag the Pointer Tool around multiple
objects.
Colors and Styles Palette – When an item is selected, a Bounding
Drawing Objects Box
To Draw an Object: (consisting of 8 Handles) surrounds the
– Select a Drawing Tool from the toolbox. item.
– On the publication page, Click, Hold and Moving, Resizing and Deleting Objects
Drag Moving an Object:
the Crossbar to draw the object. – Select the Pointer Tool from the toolbox.
– When finished, Release the mouse button. – Click on the object to select it.
– Click, Hold and Drag (inside the
Bounding Box)
the object to a new location.
Resizing an Object or Graphic:
– Select the Pointer Tool from the toolbox.
TECHNOLOGY
– Click on the object to select it. Rounded Corners with the Rectangle
– Click on one of the Bounding Box Tool:
Handles – Select the Rectangle Tool from the
surrounding the object. toolbox.
– Drag the Two Way Arrow in or out to – Draw a rectangle.
resize the – With the rectangle selected, go to the
object. Element
Deleting an Object: Menu and choose Rounded Corners.
– Click on the object to select it.
– Press the Backspace key or the Delete
key.
Drawing Unique Objects
Creating a Sunburst Using the
Polygon Tool: – Make the appropriate selection.
– Select the Polygon Tool from the toolbox. – Click OK.
– Draw a polygon.
– With the polygon selected, go to the Editing Objects
Element Changing an Objects Line Attribute:
Menu and choose Polygon Settings. – Select the Pointer Tool from the toolbox.
– Select the object.
– From the Element Menu choose Stroke.
– Select the appropriate option.
– You may change the Number of Sides

and Star
Inset options while viewing the Preview.
– When finished, Click OK.
Drawing Unique Objects...

TECHNOLOGY
– From theElement Menu choose Fill and

Stroke.
– Select the appropriate option.
Viewing Pages
Zoom Tool may be used to magnify
or reduce a
specific area of the publication page.
– Select the Zoom Tool from the toolbox.
– Position the magnifying glass in the center
of the
area to be magnified.
– Click to zoom.
Editing Objects... Ctrl key and Click to decrease
Giving an Object a Fill: the
– Select the Pointer Tool from the toolbox. magnification of an area.
– Select the object. Viewing the Pages with PageMaker’s
– From the Element Menu choose Fill. Preset Views:
– Select the appropriate option. – From the View Menu, select the
appropriate
Option.
To change the part of the page or pasteboard

that
displays at the current view or magnification
level, you
Changing the Color of Lines and Fill:
may also scroll within the window using the
Hand Tool
– Select the object.
or scroll bars.

TECHNOLOGY
Typing Text: – Select the Text Tool from the toolbox.

– Select the Zoom Tool from the toolbox. – To select a word, double click on the
– Zoom into an area of white space on the word.
Publication Page. – To select an entire paragraph, triple click
– Select the Text Tool from the toolbox. on the
– Click the I-beam where you would like to paragraph.
insert – To select a range of text, click, hold and
text. drag the
I-beam over the text that you would like to
page. select.
– Type: You’ve probably heard the – To select an entire text block, click in the
expression text
“life’s not a dress rehearsal.” Unfortunately, block, from the Edit Menu choose Select
many All.
of us unconsciously act as if it were. Like an – To deselect text, click an insertion point
actor or actress just going through the anywhere
motions in in the text or select any tool from the
order to conserve our creative energy and toolbox.
focus Placing Text and Graphics
for opening night, we hold back…None of graphics to place
us can on a page,
be expected to perform every minute of our PageMaker displays a loaded text/graphic
lives. icon. When
But a lot of us might tap into the power, you click the icon, text and graphics are
excitement, and glory of Real Life more placed onto
frequently the publication page.
if we cast ourselves as the leading role in – Text flows into a defined area that you
our own create on
lives. ~ Sarah Ban Breathnach a page.
Select Text with the Text Tool – Graphics may be resized, moved and
Selecting Text with the Text Tool: cropped.
TECHNOLOGY
Placing a Graphic: the Publication Window.

– From the File Menu choose Place.
– Specify the graphic file, that you would – From the Layout Menu choose Go to
like to Page and select a page number.
place onto the publication page, by double Deleting Pages
clicking on it. To Delete Pages from the Publication:
– After PageMaker imports the graphic file, – From the Layout Menu choose Remove
the Pages.
mouse pointer becomes a loaded graphic – Type the range of pages that you would
icon. like to remove.
– Position the cursor anywhere on the page – Click OK.
and
Click to place the graphic.
– You may resize, move and crop the
Correcting Mistakes
graphic To Undo Your last Editing Action:
on the publication page. – From the Edit Menu choose Undo.
Adding Pages to the Publication
Adding Pages to the Publication:
– Go to the place where you would like to
insert
pages.
– From the Layout Menu choose Insert
Pages.
– Type the number of pages that you would
like to
add.
– In this example we will Undo the deleted
– Click Insert.
pages.
Two Ways to Move from Page to
Page:
– Click a Page Icon along the bottom left
corner of

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THIS MANUAL IS A PROPERTY OF MACHAKOS INSTITUTE OF

The Microsoft Office Button..................................................................................................................... 24

Compiled by Kisilu Paul Cell: 0716769200 Email: kisilupaul26@gmail.com

Information- Processed data household appliances such as TV, Radio.

Hardware- physical components of the They have capacitors, transistors, chips

computer. 4. Accuracy-Since they are programmed

Compiled by Kisilu Paul Cell: 0716769200 Email: kisilupaul26@gmail.com

compatible to accommodate and operate 1] Hardware (device)

Compiled by Kisilu Paul Cell: 0716769200 Email: kisilupaul26@gmail.com

amount of task to be carried out by the Control unit-Receives and analyses/

ROM-In this compartment once data has

-It cannot be upgraded.

-Information is not volatile i.e. .it cannot be

RAM-Also referred to as write and read

INPUT DEVICES -mouse

These are the devices /gadgets that enter -scanner

-keyboard -digital cameras

THE MOUSE Right mouse button (RMB)is a secondary

Although mice come in many shapes, the ACTIONS OF THE

Triple click-This is giving three consecutive

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The keyboard is a computer input device

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Alphanumeric keys- forces the text, the cursor to move to the

Compiled by Kisilu Paul Cell: 0716769200 Email: kisilupaul26@gmail.com

These are devices/gadgets capable of Tapes drives-Resemble ordinary video tapes

Fixed storage devices- found within the

Flash disk- An external memory stick which

-floppy disk (diskette) STORAGE OF DATA IN COMPUTER

8BITS =1BYTE Computers can be classified broadly in

Memory location-They are compartment manufacturing industries to check financial

within the computer established to store conditions

information. Examples includes:-desk top,

THE SYSTEM UNIT- Is the metallic or represented as distinct values i.e. 1 or 0

plastic casing/box that houses or protects Hybrid computers-These kinds of

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instant document processing, calculation  They are ideal in banks, airports

Special purpose computers- They are Mini computers

Super computers- These are the biggest

researchers and people whose work is very

Click the start button It is categorized into two ways

Click the shutdown button SYSTEM SOFTWARE

They are programs which are concerned

Compiled by Kisilu Paul Cell: 0716769200 Email: kisilupaul26@gmail.com

Operating system- Examples of operating system

Functions of operating system Android

Resource control Unix

Compiled by Kisilu Paul Cell: 0716769200 Email: kisilupaul26@gmail.com

PROBLEMS CAUSED BY VIRUSES. EXAMPLES OF ANTIVIRUSES

HOW VIRUSES SPREAD TO FACTORS TO CONSIDER WHEN BUYING

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6.portability Windows and its Components

Compiled by Kisilu Paul Cell: 0716769200 Email: kisilupaul26@gmail.com

VARIOUS PARTS OF DESKTOP

COMPUTER SETTING STEPS TO SET SCREEN SAVER

This is a process of configuring the windows

Compiled by Kisilu Paul Cell: 0716769200 Email: kisilupaul26@gmail.com

Click open STEPS TO SET TASK BAR.

Compiled by Kisilu Paul Cell: 0716769200 Email: kisilupaul26@gmail.com

File folders Select- This is to particularize item(s) from

Step to create folders M2 Press tab key and arrow keys

Documents Right click on the item