ISLAMIC TEACHERS TRAINING COLLEGE

BASICS COMPUTER STUDIES

BASICS

 INTRODUCTION TO COMPUTERS

 OPERATING SYSTEM

 MS. WORD

 MS. ACCESS

 MS. EXCEL

 POWERPOINT

 INTERNET&EMAIL
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INTRODUCTION TO COMPUTERS

Definition of Computers

A Computer is an electronic device or machine that is controlled by a set of programs. This

automatically accepts data and instructions, stores and processes them into information. This can
be seen by use of a flow chart.

Advantages of using Computers

 Computers operates at high speeds as compared to other data processing machines
 Computers are accurate
 They are also reliable
 They can work continuously without getting tired.
 Computers are suitable for large volumes of work
 They can be used in risk environments where a human being can’t
 Computers offer a source of employment.
Disadvantages of using a Computer.
 -The cost of Computers is very high.
 -Computer and related facilities can become outdated very fast hence posing a risk of
capital loss.
 -Reduction of manpower in the company
CLASSES OF COMPUTERS
There are four types of Computers:
1. Super Computers
2. Mainframe Computers
3. Mini Computers
4. Micro Computers.
Super Computers
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A Super computer is the very most powerful Computer system. I t supports a very large number
of people (users) at a time. It is designed for complex and voluminous operations. In most cases
it is used in Military bases, Airfields or space fields like N.A.S.A. It is a very expensive
Computer system.
Mainframe Computers
A mainframe Computer is very large and powerful Computer system. It is a general-purpose
Computer with several input and output devices. In most cases it is used in Hospitals,
Government corporations, International organizations. It is also a very expensive Computer
system.
Mini Computers.
A mini frame Computer is a medium size type of Computer. It supports several users at a time,
its storage capacity is high, and the processing speed is very fast. These types are mostly found
in medium scale business environments.
Micro Computers
A micro Computer is a small chipped general –purpose Computer. It designed for one user at a
time. The storage capacity is favorably small, it is less costly, and the processing speed is slightly
low. This type of computers includes personal computers, laptops and notebooks. They are
mostly found in offices, homes and small business premises.
ATTRIBUTES OF A COMPUTER
The attributes that make computer useful to us are:-
1. Speed processing
2. Accuracy and reliability
3. Compact storage i.e. the ability to store a lot of information in a small space.
COMPUTERS IN PRESENT SOCIETY
Computers are a vital part of everyday life. They are used in:
1. ATMs
2. Communications
3. Air traffic control
4. Traffic lights
5. Robotics
6. Space flight
7. Sea navigation
COMPUTERS IN THE NEAR FUTURE.
In the near future, we will have computers to talk to, Computer screens worn on contact lenses,
interactive T.V, Videophones and wireless networks.

A COMPUTER SYSTEM
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.A computer system is referred to as a system because it is made up of several independent parts
that work together to process data into information. The pars include the following:
1. Hardware
2. Software
3. Peripherals

HARDWARE
Definition:
These are the physical / tangible components of a computer system, these are
Input Devices:
Input devices used to communicate with a computer. They offer an interface between the user
and the computer. The devices used for inputting data or instructions include:
1. -Keyboard
2. -Mouse
3. -Joystick
4. -Scanner
5. -Bar code reader

Output Devices
An output device lets a computer communicate with you. These devices display the results of all
the information that have been processed. They include:
-Monitors (or screen or Visual display units- VDU)
-Printers- it produces a (hard copy) paper copy of the information displayed on the screen.
-Speakers
Central Processing Unit (CPU)
This is the main area where all the processing of data / information is done. It is housed in the
computer casing.
This area is divided into three major parts:
1. Control Unit –This place carries out all the instructions from the input devices.
2. Arithmetic and Logic Unit – this is where arithmetic and logic operations are done.
3. Main memory – this is the area that holds current data or instructions.
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BACKING STORAGE DEVICES OR MEDIA

These devices are used for storage of data. They are sometimes referred to as media / medium.
They supplement the internal memory of the computer.
In the computer the main memory is referred to as primary storage, which resides in the Hard
disk; this is the permanent resident storage medium.
The secondary storage media are cheap compared to the main memory, they are for mass storage
of data, they store data on permanent basis and they are portable.
The secondary storage media includes
Floppy diskettes, magnetic tapes, memory cards, flash disks, compact disks (CD) DVDs e.t.c.
N\B DVDs are Digital Versatile Disks capable of storing large volumes of information e.g.
music. The average capacity of a DVD ranges from 4.7 to 8 GB
Storage space in computer
Storage space in computer is measured in form of units called BYTES.
1 byte=1 character (1 or a &)
1000 bytes=1 kilo byte (KB)
1 Million bytes=1 megabyte (MB)
1 Billion bytes=1 Giga bytes (GB)

SOFTWARE
SYSTEM SOFTWARE
The first kind of software in a computer system.
They are programs that control, maintains and co-ordinates the computer hardware, application
software and the peripherals. Examples are:
1. Windows operating system (3.11, 95, 98, 2000, Millennium edition,
NTXP, Vista, Windows 6, 7)
2. MS-DOS operating system
3. Novell operating system
4. UNIX operating system
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APPLICATION SOFTWARE
-Application software are programs written to solve specific tasks easily.
These programs can be divided into two classes:
1. User application programs – these are custom programs written to meet a users specific
needs e.g. COBOL. In-house programmers under contract do this.
2. Application packages – these are ready made programs purchased by a user e.g. Word, Ms-
Access.
Application software can further be divided as follows:-

WORD PROCESSORS
-MS Word
A word processor is an application that enables us use textual data and performs tasks of a typing
nature.
Features of a Word Processor

(a) You can create tables, add colors and borders to enhance the appearance of a table.
(b) You can create documents such as letters, reports manual newsletters e.t.c.
(c) You can use mail merge to personalize letters, envelopes, labels and mass mail
documents.

2 SPREADSHEETS
A spreadsheet application lets you enter predominantly numerical data.
Suitable for accounts oriented work since has inbuilt formulas that enable users to perform
complex calculations. Example: EXCEL
Features of spreadsheets
Used to perform calculations, analyze data, present information.

1. DATABASES
--MS Access,

Used to store and for retrieval of large volumes of data in a compact and well-organized manner.
Features of Database
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a) Used to keep large collections of information organized and upto-date.
b) Database records can be used to create reports and representations.
c) You can quickly locate specific information in a database.

4. GRAPHICS SOFTWARE
EXAMPLE-Corel Draw
A graphic package is designed to help the user to produce artists presentations e.g. logos,
business cards, letterheads.
Features of Graphics Program
Text can be entered directly into a graphic document
a) Text can also be entered into a word processor
b) You can scan images such as photos, drawings
c) It gives you control over graphics in a document i.e. movie.
5. PRESENTATION TOOLS
1. PowerPoint
2. Harvard Graphics
3. Freelance graphics
Let’s you design slides to be used in presentations.
Features of a presentation program
a) you can create slides for use in a slide show
b) You can incorporate clip Art pictures in a slide.
c) You can draw diagrams using the drawing tools
PERIPHERALS
Computer peripherals are other hardware that are connected to the system.
These are:
Scanners
Printers
Speakers
COMPUTER SECURITY
Computer security involves the safeguarding, controlling access to information and protecting
computer-based system against hazards to which computer system are exposed. The security
system should ensure processing is done completely and access to data in the computer system.
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Hazards and threats to computer security involves:-
1. Computer Virus:-this is a computer program which can be passed from one computer to
another to perform an illicit function.
2. Fire: - Is one of the most obvious problems of computer installation. To extinguish fire is a
problem because water can damage the magnetic fields on storage media or in the hardware.
3. Natural disaster: - many computers have been destroyed or damaged by floods, cyclone,
lightning and earthquakes. Protection against natural disasters should be considered when the
location for the computer is being chosen.
4. Environment problems: this include power failures, brownouts (temporary surges or drop in
power and external radiation)
5 Sabotage:-it represents the greatest physical risk to computer installations. Sabotage can
damage to computer centers with little risk of fear. Examples magnets can be used to mess up
code on tapes.

OPERATING SYSTEMS
Definition.
An Operating system is a set of programs that is used to manage the basic hardware
resources of a computer.
This is the main program that controls the execution of user applications, and enables the
user
to access the hardware & software resources of the computer.
When the computer is switched on, the OS programs run & check to ensure that all parts of the
computer are functioning properly.
Operating system’s platform.
In a data processing environment, the user sees a computer as a group of application programs
that enable him/her to accomplish specific tasks.
However, application programs do not use the hardware devices directly. They send messages
through the operating system which has the capability to give instructions to the hardware to
perform a particular task.
The user communicates his/her intentions to the OS through the use of a special instruction set
known as Commands.
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User
(Runs Application programs)
Application software
(Send users requests to the OS)
Operating system
(Receives & controls execution of
Application programs)
Hardware
(Receives & executes OS commands)
As in this diagram, the OS is a layer of software on top of the bare hardware, and is used to
manage all parts of computer hardware & also act as an interface between the user & the
computer.
The OS monitors & controls computer operations so that the user can do useful work on the
computer, and it also enables Application programs use the hardware in a proper, orderly and
efficient way.
An OS consists of a special program called a Supervisor (Kernel/ Executive), which is stored in
ROM of the Main Memory. The Supervisor/Kernel contains the most necessary commands and
procedures & controls the running of all other programs, each performing a particular service.
NB. The programs that make up the Operating system are too large to fit in main memory at one
time. These programs are usually installed on a direct access backing storage device, such as the
hard disk.
When the Supervisor needs a particular program, it is read from the disk & loaded into the RAM
memory, where it can be executed.
Reasons why an Operating system is needed in a computer (why operating systems
were developed).
i). Modern computer systems are so complex & fast such that they need internal control.
ii). To ensure that the full system software facilities are readily available.
iii). Due to the complexity of systems, jobs need to be controlled in what they are allowed to do
for security.
iv). To increase the throughput, i.e., to increase the amount of data that can be processed
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through the system in a given period of time.
v). Improve communication between the user & the computer.
vi). To make complex tasks very simple for the user to carry out.
vii). It helps the computer to correct any problem that might occur.
When an error occurs that can cause the computer to stop functioning, a diagnostic
message is displayed. The meaning of the message is then checked in the computer
operations manual.
viii). Reduces job setup time.
When one job is running, other programs can be read onto the job queue. The Input/Output
devices can also be made ready without delay.
ix). Most computers allow many programs to be run & also many users to use the system at the
same time.
Devices/resources under the control of an Operating System.
A computer is composed of a set of software-controlled resources that enable movement, storage
and processing of data & information.
As a resource manager, the OS manages the following basic resources/ devices: -
1. Processor.
2. Main memory (RAM).
3. Secondary storage devices.
4. Input/Output devices and their Ports.
5. Communication devices and their Ports.
6. Files.
FUNCTIONS OF AN OPERATING SYSTEM.
The OS creates a working environment in which the user can run programs. The general
functions of the operating system are:
1. Processor management.
The processor is a scarce resource. It executes tasks called processes.
A Multi-tasking computer system can run several applications simultaneously. At times,
several tasks may require processing, hence creating competition. However, the CPU can
only execute one program at any one time.
Therefore, access to the CPU must be carefully controlled & monitored. The OS must
decide, which program will be allowed into the system, and for how long.
To do this, the OS arranges the tasks according to priority and has the ability to stop a
particular task to allow the processor to service another task.
2. Memory allocation & loading of programs.
Programs must be loaded into memory before they can be executed, and moved out of
memory when they are no longer required. Therefore, before processing starts, the OS
ensures that the programs are transferred into the available memory location in the Main
memory from the backing store, e.g. a disk.
Computer software
At any one given time, a number of tasks may require the memory so that they can be
accessed & processed by the computer. The computer memory is a scarce resource, and
therefore, the OS must determine which task will remain in memory awaiting for
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execution and which one will be sent back to secondary storage to wait.
The OS keeps track of what parts of memory are in use and by which program, and what
parts are free.
The OS also handles the data files used by the programs that are being executed by the
CPU.
In addition, the OS ensures that storage space is provided for data generated by programs
& during data transfer operations such as, disk copying or printing.
3. Input/Output devices & ports management.
Every computer has many Input & Output (I/O) devices. The OS controls the input from
& output to the various devices. It also tries to monitor the state of each I/O device and
signals any faults detected.
During the course of their execution, programs will request the use of an Input or Output
device. In a multi-user system, conflicts are likely to occur when one program requests a
device that is being used by another program. Therefore, the OS will control allocation
of I/O devices and attempt to resolve any conflicts that arise.
Because most input/output devices are slower than the processor, the OS has to control
the flow of data from the time of input to the time the user receives it as information. It
ensures that the right data reaches the processor at the right time.
The OS also defines the various input/output ports found on the computer, e.g., printer
port.
4. Management of secondary storage devices.
The OS manages the storage & retrieval of data on secondary storage devices. It also utilizes
the free space on hard disks to enhance the performance of the computer by temporarily
holding tasks on it that were in RAM ready for processing but have to wait for sometime.
5. Management of communication devices & ports.
Communication refers to how the various devices and programs in & out of the computer
system send & receive messages from one another and from the processor.
The OS controls the communication process between the various tasks & the computer.
To achieve external communication, an external device is usually connected to a
communication port using cables or wireless communication media.
6. File management.
The OS is concerned with the logical organization of the information (the File System) and
provides a means through which files can be sorted, retrieved & shared.
It also provides a means of protecting data files & programs against unauthorized access and
corruption.
7. Job scheduling.
The OS arranges & loads programs in order to provide a continuous sequence of processing
& also provide the appropriate responses to events.
The processor can handle only one task at a time. Therefore, in a situation where more than
one application program is occupying the main storage, the OS has to determine which task
will be processed first and ensures that the one that is currently being processed is closely
monitored to avoid wasting time in the processor.
The jobs are allocated priorities so as to ensure that there is continuous processing until all
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the jobs within the memory are executed. This ensures that the CPU does not remain idle at
any given instance.
Some of the job scheduling functions include:
Controlling the loading & running of programs.
Communicating directly with users and/or the operator.
Dealing with user commands to organize files and run programs.
NB: A Job is a group of tasks taken as a unit of work for a computer, e.g., one or more
computer programs, files, & instructions, to the operating system.
8. Job sequencing.
The OS keeps a list of jobs/tasks currently being run and monitors them as they move in &
out of the processor. It also arranges them in a particular order to make it easy for the
processor to execute them and to know how & when to fetch instructions & data for each
task.
9. Resource control and allocation.
The OS controls the selection & operation of hardware devices used for input, output and
storage.
The OS determines which task uses a particular resource and at what time. To do this, it
gives each resource a unique identification number called an Interrupt number so that, when
two tasks request to use a resource at the same time, the one with higher priority interrupt is
granted control.
This prevents an undesirable situation called deadlock that occurs when a particular task
holds a needed resource & refuses to release it for use by other tasks.
10. Error reporting & correction routines.
The OS has many ways of reporting to the user of any errors that occur during program
execution. It does this by monitoring the status of the computer system & performing error
checks on both hardware and software.
When the user makes an error, the OS through the Kernel determines the cause of the error,
and prints diagnostic messages on the screen suggesting appropriate routines of how the error
can be corrected.
In case of a fatal error that cannot be corrected, the program will be suspended permanently.
E.g., the user program will prematurely terminate when it encounters an illegal operation,
such as, dividing a no. by 0 or if it attempts to read a data file that had not been opened.
11. Interrupt handling.
An Interrupt is a break from the normal sequential processing of instructions in a program.
Each hardware device communicates to the processor using a special number called the
Interrupt Request number (IRQ). Therefore, when an interrupt occurs, control is passed to
the Kernel, which determines the cause of the interrupt. The processor stops executing the
current program to wait for the corrective response of the user. Control is returned to the
program that was interrupted once corrective action has been taken.
Some causes of Interrupt.
i). An Interrupt caused by Power failure.
The Kernel saves vital information using the dying power supply so that it can be
restarted when power is returned.
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ii). Arithmetic or logic errors.
When the ALU detects that an error has occurred, (e.g., the output may be requested to
a non-existent device) it generates a signal that causes an interrupt. Control is
transferred to the Kernel, which indicates the appropriate error correction routines.
iii). Hardware malfunction, e.g. parity errors.
The I/O control for each device & its associated hardware normally takes care of parity
checking. If a parity error is detected, the Kernel is notified by an interrupt.
Device driver - a software that the OS uses to control a specific piece of hardware.
12. Interfaces the user to the system’s hardware.
The OS provides quick means of communication between the computer user & its programs.
The user requests the services of the OS by use of commands & the OS communicates the
messages regarding the processing to the user through, either the screen or printer. Thus, a
form of ‘conversation’ is established between the OS & the computer user.
13. Logging & accounting.
The OS keeps records (internal logs) on how the computer’s resources, e.g., CPU time,
memory usage, & the peripherals are being used. It also keeps a complete record of all that
happens during processing (usually in the form of a printed log).
14. The OS protects hardware, software & data from improper use. They ensure that application
programs use the hardware in an efficient way.
Examples of operating systems:
DOS (Disk Operating System).
Windows operating system.
MacOS (Macintosh).
Unix.
Linux.
Characteristics of an operating system.
An OS should have the following characteristics:
a). Reliable.
The OS should be at least as reliable as the hardware on which it runs. If a software or
hardware error occurs, the system should be able to detect the error and either try to correct
the problem or try to minimize the damage to the users of the system from the error.
b). Protected.
A user doesn’t want other users to interfere with him. Therefore, the system should protect
users from being affected both by errors of other users and by malicious attempts at
tampering.
c). Efficient.
The OS is usually a complex program that uses a large part of the hardware resources for its
own functions. The resources consumed by the OS are not available for users.
Therefore, the system itself should be very efficient, & should manage user’s resources to
minimize their idle time.
d). Convenient.
Systems should be designed keeping users in mind.
Therefore, an OS should be flexible & convenient to use. In addition, in order to allow the
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sharing of resources, the OS must be in complete control of the allocation of the computer
resources.
e). Predictable.
User demands on the system are generally unpredictable. At the same time, users prefer to
get service that does not vary widely over extended periods of time. An estimate as to
when the user will get his input should be given.
Revision Questions
1. Name two major reasons why it became necessary to use an Operating system.
2. (a). Identify FOUR resources that the Operating system should manage.
(b). What function should the Operating system perform to manage each of the resources
above?
3. List and explain any five general functions of an operating system.
4. What is meant by the term Job in computer studies?
5. Name four examples of operating systems.
CLASSIFICATION OF OPERATING SYSTEMS.
The OS determines determine the type of processing that a computer system is able to perform,
since it controls the allocation & use of the computer resources.
Operating systems can be classified according to:
1. Number of tasks that the system can perform concurrently.
Single-tasking (program) operating system.
Multi-tasking operating system.
2. Number of users the system can support at the same time.
Single-user operating systems.
Multi-user operating systems.
3. Human Computer interface (i.e., how the user & the computer interact).
Command line.
Menu driven interface.
Graphical user interface (GUI).
Classification according to tasks handled concurrently.
Single-tasking OS.
Single-tasking OS allows only one user-program in the main memory to be processed at a
particular time.
This means that, the user can only run one interactive program at a time. The user must then exit
from the program before loading & running another program.
Example of a single user OS;
MS-DOS.
Multi-tasking (Multiprogramming) OS.
A Multi-tasking OS allows a single CPU to execute/process more than one program, all of which
are in memory, at the same time.
Each program is allocated a time-slice. In this case, the programs take turns at short intervals of
processing time. The CPU switches its attention between programs as it receives requests for
processing, executing statements from one program, and then from another.
The programs to be run are loaded into the memory and the CPU begins execution of the first
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one. When the request is satisfied, the second program is brought into memory and execution
starts on the second program, and so on.
Note. In multi-programming, the computer is able to work on several programs at the same time.
It works on the programs on sequence, one after the other, and that at any given instant it
executes instructions from one program only. However, the computer works so quickly that it
appears to be executing the programs simultaneously.
Classification according to number of users.
Single-user OS.
A single-user OS is designed to be used by only one person. It allow only one user/person to
operate the machine at a time in an interactive, conversational mode, and runs only one user
program at a time, e.g. MS-DOS.
Multi-user (or multi access) OS.
A multi-user OS allows more than one user ( many people) to interactively use/access the
computer at the same time.
Examples;
UNIX,
Novell Netware,
Ms-Windows 2000,
Ms-Windows NT,
Linux, etc
Factors to consider when choosing an operating system.
The following factors should be considered when choosing an operating system for a computer;
1. Hardware configuration of the computer, e.g., RAM memory size, hard disk capacity, type of
processor, etc.
2. Basic design of the computer, - i.e., is it an IBM or IBM compatible, or an Apple computer?
3. Hardware compatibility.
4. User needs (requirements), i.e., the applications intended for the computer.
5. User friendliness or Human computer interface, i.e., is it Command line based, Menu-driven
or a Graphical user interface?
6. Availability in the market, e.g. Microsoft Windows based OS are very common.
7. Portability.
8. Cost – how expensive the OS is.
9. Reliability, i.e., can it run without crashing or hanging (stop responding to commands)
WINDOWS OPERATING SYSTEMS.
Windows operating system was developed as a Graphical User Interface (GUI) for PCs
running on MS-DOS.
It provides a friendly interface that allows the users to enter commands by pointing and clicking
at objects that appear on the screen using a pointing device, e.g., a Mouse or a trackball. These
graphical capabilities make a program easier to use.
Microsoft Windows takes its name from the on-screen “Window” that it uses to display
information.
Advantages of Windows Operating Systems.
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i). It is easy to open programs, find documents, and switch between programs.
ii). Windows provide facilities such as the Windows Explorer, which enable one to browse
through & manage you files, folders, and drives easily.
iii). Windows can support long file names, making it easier to find and organize files.
iv). Windows has improved Video, CD & sound capabilities, and can fully support MS-DOS-
based games.
v). Windows makes it easier to install new hardware devices onto the system. It is able to
recognize and sets up a certain Plug-and-Play hardware whose card has been inserted in the
computer automatically.
vi). Windows allows true Multitasking, i.e. it allows the user to run more than one (several)
program at the same time, each in its own window.
vii). Windows is user-friendly, i.e., it is menu driven, hence easy to operate, because the options
used in particular programs are usually displayed on the screen in form icons.
viii). Windows supports a wide choice of networks & transmission protocols. It also has
facilities for sharing files & devices.
ix). Windows has facilities that allow people to work with all types of electronic
communications, e.g., it allows people to send text messages, transfer files, and also hold
digital live face-to-face conversations with family friends & business associates around the
world.
x). Windows includes My Briefcase, a file synchronization tool & a utility for transferring
files over a direct cable link or dial-up networking.
xi). All Windows applications share a common set of commands. E.g., Open, Save, Print, etc
& therefore, there is no need to learn a different set of commands for each application.
xii). Windows allows movement of text or items from one program to another. i.e., it is easy to
exchange information between Windows applications.

MICROSOFT WORD (MS WORD)

A word processing application to create and edit letters, articles, newsletters, flyers, and any
other text-based document.
Basic word processing

Word processing – the use of a program (software application) running on a computer that
allows users to create, edit, format, and store documents.

Create a Document Steps to create a new word processing

document (Word, Office 365):

1. Start Microsoft Word.
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2. Click the File tab.
3. Click the New tab.
4. Click Blank document. (A new blank
document appears.)
5. Type your text. The text you type will be
inserted into the document.
Edit a Document
Editing a document – making revisions to a
document, focusing on correcting errors,
improving the accuracy of language,
rearranging, making words and sentences
clearer and more effective, etc.
Editing in word processing may include the
following tasks:
 Adding text (terms, phrases, paragraphs,
etc.)
 Deleting a part of a text
 Copying text
 Moving text
 Pasting text
 Checking for grammar and spelling
 Formatting text
Select Text
Before editing text, you’ll need to select it.
This is also sometimes called “highlighting
text.”
1. Click File Explorer icon.  point, press the Delete key on the keyboard.
2. Go to the location where stores your file or
folder (hard drive, USB, etc.).
3. Open the document you wish to edit.
4. Move the I-beam pointer  to where you
wish to select text.
1. To select a word: double-click the word.
2. To select an entire line of text: move the I-
beam to the left of the line until it turns into
a right-pointing arrow , then click.
3. To select a paragraph: triple-click the
paragraph.
4. To select any amount of text: click and drag
the I-beam over the text to highlight it.
5. To select an entire document: move the I-
beam to the left of any text until it turns into
a right-pointing arrow  , then triple-
click. Or click the Home tab, under Editing,
click Select, and then click Select All.
Delete (or remove) text
Method 1
1. Select the text you wish to delete.
2. Press the Delete key (on the keyboard).
Method 2
1. Move the I-beam pointer to the text you
want to delete. Click to set the insertion
point there (a blinking vertical line).
2. To delete text to the left of the insertion
point, press the Backspace key on the
keyboard. (On a Mac keyboard, press
the Delete key.)
To delete text to the right of the insertion
(On a Mac keyboard, press the fn key plus
the Delete key.)
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Copy and Paste
Copy vs. cut
 Copy – duplicates the selected item (text,
symbol, table, image, etc.).
 Cut – removes the selected item from its
original position.
Copy and paste vs. cut and paste
 Copy and paste – duplicates the selected
item. The selected item can be found in both
original and the new, pasted location(s).
 Cut and paste – duplicates the selected item
then deletes the original. The selected data
can be found only at the new, pasted
location (the item has moved from one
location to another).
Steps to copy / cut and paste
Method 1
1. Open the document you wish to edit.
2. Select the item you wish to Copy or Cut.
3. Right-click the highlighted item and
click Copy or Cut.
4. Position the insertion point where you wish
to insert the item.
5. Right-click and click the Paste   icon.
Method 2
1. Open the document you wish to edit.
2. Select the item you wish to copy or cut.
3. Click the Home tab at the top (on the
ribbon). Click the Copy button.
4. Position the insertion point where you wish
to insert the item.
5. Under the Home tab at the top, click
the Paste button.
Check Spelling and Grammar
Method 1
1. Open the document you wish to edit.
2. Right-click a word that is underlined with a
wavy line (that indicates a misspelled word).
3. Select the correct spelling from the
suggestion list to correct the spelling error.
For each error, Word will offer one or more
suggestions.
Method 2
1. Open the document you wish to edit.
2. Click the Review tab.
3. Click the Editor button (it may also say,
“Spelling and Grammar”). If the program
finds spelling errors, the Spelling &
Grammar pane will appear.
4. Click one of the options from
the suggestion list to change the spelling
error. The program will move to the next
misspelled word.
Save and Retrieve Documents
1. Click the File tab.
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2. Click the Save As command.
3. Choose a location on your computer (the
drive and folder) to save your file.
4. Type a name for your document in the File
Name box.
5. Click the Save button.
Save an existing file in its current location
1. Click the File tab.
2. Click the Save command.
3. Or click the Save button icon.
Print a Document
Printer – a device that is usually connected
to a computer in order to transfer the text
and graphic information to paper.
How to print a document in Microsoft Word:
1. Load paper in the paper tray if needed.
2. Press the Power button to turn the printer on.
3. Choose the location on the computer that
stores your file (the drive and folder).
4. Open the file you wish to print.
5. Click the File tab.
6. Click the Print command.
7. Select the print options. Here, you can
select:
o How many copies you would like
o Which pages you want to be printed. You
can choose to print all pages, select pages
(for example, page 3 to 6), or just the current
page (meaning the page that is open on the
screen).
o If the printer should print on one side of the
page or both sides.
8. Click Print to start the printing process.
Margin and alignment
Formatting – the appearance of a document.
It is the shape, size, form, style, typeface,
general arrangement, etc. of a document.
Page layout – the arrangement of text,
graphics, pictures, and other elements on a
page. It describes how each page of a
document will appear when it is printed.
Basic page layout properties include
 Document margins
 Word / character spacing
 Line spacing
 Size and position of figures / images
 The number of columns
 How headers and footers appear
Document Margins
1. Open the document you wish to set margins.
2. Click the Layout tab in the Ribbon.
3. Click the Margins button (in the Page Setup
group).
4. Choose predefined margin settings (Normal)
from the drop-down menu. (Or choose
the Custom Margins command and set the
margins that you want.)
Change the page margins for part of a
document
1. Select the part of the document for which
you wish to change margins.
2. Click the Layout tab in the Ribbon.
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3. Click the Margins button (in the Page Setup
group).
4. Click the Custom Margins command and
set the margins that you want.
Align the text left
1. Select the text that you wish to align.
2. Click the Align Left icon on the Home tab
(or press Ctrl + L 
3. Left align (the standard layout – we read
from left to right) is the default alignment
for text in a Word document.
Align the text right
1. Select the text that you wish to align.
2. Click the Align Right icon (or
press Ctrl + R  3. Click Bold icon on the Home tab (or
3. Right align is often used when formatting
tables of data, attributions to authors of
quotes, etc.
Center text
1. Select the text that you wish to align.
2. Click the Center Align icon (or
press Ctrl + E 
3. Center-justified text is commonly used on
title pages, chapter titles, headings, etc.
Justify text
1. Select the text that you wish to align.
2. Click the Justify icon (or press Ctrl + J  (or press Ctrl + U).
3. Justification gives text a cleaner, more
formal look. Justified text is often used in
some newspapers, magazines, books, etc.
Bold, Italic, and Underline
 Bold – a typeface that makes a character
thicker than the regular one. Boldfacing is
often used for emphasis, headings, subheads,
highlight keywords, etc.
 Italics – a type style with characters that
slope to the right. Italic is often used to
emphasize a particular word, sentence, or
particular part of a document.
 Underline – add a line underneath the text,
in order to show its importance and draw
attention to the text.
Make text bold
1. Open the document you wish to format.
2. Select the text for which you wish to bold.
press Ctrl + B).
Make text italic
1. Open the document you wish to format.
2. Select the text for which you wish to
make italics.
3. Click on italic or press Ctrl +I
Underline text
1. Open the document you wish to format.
2. Select the text for which you wish
to underline.
3. Click the Underline icon on the Home tab
Line Spacing
Line spacing – the space between lines of
text in a paragraph.
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 Most users use either single-spaced lines
(one-line height) or double-spaced lines.
 Line spacing can make a document look
cleaner and easy to read.
Set line spacing
“Paragraph” group). Or right-click anywhere
in the document and then click Paragraph.
3. Click the Indents and Spacing tab.
4. Choose a desired Line Spacing option.
5. Click OK.

Method 1 Header or footer

Header will appear at the beginning/top of
1. Open the document you wish to edit. every page in a document while footer will
2. Select the text you wish to change the line appear at the bottom of every page in a
spacing. document

3. Click the Line Spacing icon   on the Steps to create a header
Home tab in the Paragraph group.  Open the document
4. Choose a line-spacing value from the drop-  On the tool bar click on insert
down list.  Click on header
 Choose where you want your header
Method 2 (left,centre or right )
 Type the header text
1. Select the text you wish to change the line  Edit header text
spacing.  Close the header
2. Click the Paragraph dialog box launcher Follow the same steps for a footer
button (in the lower right corner of the

TO RESTORE DELETED TEXT

Restore means reverse the last action that was done. To do this, you use the undo command as
shown:  On the quick launch toolbar click on the undo ( ) command or press Ctrl+Z on
the keyboard
FIND AND REPLACE COMMANDS THE FIND COMMAND
The find command is used to search for words or phrases in a group of text.
To use the find command:
 Click the home tab
 on the far right of the toolbars ribbon displayed click find
 on the dialog box displayed, type the text to be found on the ‘Find what:’ text box then
click the’ Find Next’ button.
Note// all words found will be highlighted.
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THE REPLACE COMMAND
The replace command is used to search for words and phrases in a group of text and replaces
them with others.
To replace a word/phrase:
 Click the home tab
 on the far right of the toolbars ribbon displayed click replace
 on the dialog box displayed, type the text to be found on the ‘Find what:’ text box then
type the text to replace with in the replace with text box
 The click the replace button to replace a word or replace all to replace all the words
available in the document.
Note// all words found will be highlighted.

MICROSOFT ACCESS.
Ms-Access is a Window-based program used to manage information, which is in form of
databases.
It helps in storing information about different subjects in separate tables.
It also enables the user to add and edit records, sort, query and also print records.
Note. Ms-Access can be installed as a stand-alone program, but it is mainly found within the
Microsoft Office suite. It is very useful for routine and simple database management tasks.
Starting Microsoft Access.
1. Click Start, point to Programs, then click Microsoft Access.
-OR-
Click on the Microsoft Access icon on the Microsoft Office Shortcut Bar, if it is displayed
on the desktop.
Features (Parts) of the Microsoft Access Window.
(1).Menu bar.
It appears horizontally at the top of the window. It is used to issue Ms-Access commands.
(i). Toolbars.
They appear after the Menu bar. They contain icons (buttons).
The toolbars provide many of the tools you need to find, edit, and print records. You can
use the buttons in the toolbars to:
Add or delete records.
Preview and Print data.
Check spellings.
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Cut, copy, or paste selected text, fields, whole records, or the entire datasheet.
Sort records.
Find or replace values, and also Filter records.
(ii). Scroll bars.
They enable the user to see data not visible on the screen.
(iii). Status bar.
It is a horizontal bar at the bottom of the screen that displays information about commands,
toolbar buttons, and other properties.
COMPONENTS OF A DATABASE (Database Terminologies).
(1).Data.
The material (stuff) that a database program stores, organizes and manages for you.
(2).Table.
A collection of related data organized in rows and columns.
A collection of data about a specific topic.
A collection of records that describe a similar data.
(3).Field.
An element of a table that contains a specific item of information.
A single unit of information within a table.
The place where data is placed within a database.
A collection of related characters.
A group of characters that form a unit of information such as Age, Telephone number, or
a Job classification.

In a datasheet, each column represents a Field.

One field holds one piece of data. E.g., in a Student record, the possible fields are Name,
Admission number, and Age.
All the fields for one student constitute a Record.
(a). Field Name:
This is the name that indicates each column (field).
It is the column title/ heading or a label for a field.
(b). Field Type:
It is the type of data stored in a field.
(4).Record.
A group of logically related fields treated as a unit. It can be a collection of data about a
person, a place, an event, or some other item.
A set of all the fields for one row in a table.
Each record contains fields for storing your information. For example,
(Name ,Age, Origin ,Sex, gender, date of birth )
In a database table, each row represents a Record.
TO CREATE A TABLE USING THE DATASHEET VIEW.
Datasheet view - A window that displays data from a Table, Form, or Query, in a row-and-
column format. In Datasheet view, you can edit fields, add and delete data, and search for data.
1. Click New on the File menu or on the Standard toolbar (or press CTRL+N).
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2. Under New, click Blank Database, then click the OK button.
3. In the File New Database dialog box, specify a name & location for the database file, then
click on the Create button to display the Database window.
4. Under Objects, click Tables, then click New on the Database window toolbar.
5. Double-click Datasheet view (or click on Datasheet view, then choose the OK button).
A blank Datasheet with rows and columns is displayed.
6. Enter the Field names.
To rename each field/column.
Double-click the column name.
-OR-
Click in the column, then choose Rename Column on the Format menu. Type the Field
name, then press the ENTER key.
7. Click in the cells and enter your data. Press the TAB key to go to the next field or record.
8. After adding data to all the columns you want to use, save the Datasheet table.
9. If you do not set a Primary key before saving the newly created table, Ms-Access will ask if
you want it to create a primary key for you. If you answer Yes, Ms-Access will create an
AutoNumber primary key.
After saving the table, Ms-Access will assign data types to each field based on the kind of
data you have entered.
Note. Any columns you leave empty will be deleted when you save the Datasheet.
NO ORDER CUSTOMER COMPANY`S CITY REQUIRED
NUMBER ID NAME DATE
1 111
2 112
3 113

To add or edit data in a datasheet.

1. To change data within a field, click in the field you want to edit, then type the data.
To replace the entire value, move the pointer to the leftmost part of the field until it changes
into the plus pointer, then click to select. Type the data.

CREATING A DATABASE

If none of the templates fit your needs, you might start with a blank desktop database.

1. From Access, click New > Blank desktop database.

2. Type a name for your database in the File Name box.
3. You can either use the default location that Access shows below the File Name box or click
the folder icon to pick one.
4. Click Create.
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Add a table

In a database, your information is stored in multiple related tables. To create a table:

1. When you open your database for the first time, you’ll see a blank table in Datasheet view
where you can add data. To add another table, click the Create tab > Table. You can either
start entering data in the empty field (cell) or paste data from another source like an Excel
workbook.
2. To rename a column (field), double-click the column heading, and then type the new name.

1. Click File > Save.

 To add more fields, type in the Click to Add column.

 To move a column, select it by clicking its column heading, and then drag it to where you
want it. You can also select contiguous columns and drag them all to a new location.

Copy and paste data

You can copy and paste data from another program like Excel or Word into an Access table. This
works best if the data is separated into columns. If the data is in a word processing program, such
as Word, either use tags to separate the columns or convert into a table format before copying.

1. If the data needs editing, such as separating full names into first and last names, do that first
in the source program.
2. Open the source and copy (Ctrl + C) the data.
3. Open the Access table where you want to add the data in Datasheet view and paste it (Ctrl +
V).
4. Double-click each column heading and type a meaningful name.
5. Click File > Save and give your new table a name.

Importing from Excel (.xls)

1. Save then close the .xls file.
2. Next, go to "New" on the "Tables" tab.
3. Click on "import table."
4. Change the "files of type" to Microsoft Excel.
5. Navigate to the "Excel" file that you would like to import.
6. Select the worksheet or named ranges you would like to import.
7. In the bottom half of the "Import Spreadsheet Wizard" dialog box, you will see the
information that will be imported.
8. Click "Next."
9. Click "Next."
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10. Type the name of your table into the "Import to Table:" field. If you do not want to
overwrite an existing table, choose a name that is not currently being used.
11. Click "Finish."
12. Once you have successfully imported the file, a dialog box will display that reads: "Finished
importing file [filepath] to table [table name]."

MICROSOFT EXCEL
This is a Spreadsheet program that enables users to create electronic worksheets that can be used
to perform simple & complex calculations using a computer.
Ms-Excel has inbuilt functions that are used as shortcuts for performing mathematical, financial
and statistical calculations.
Starting Microsoft Excel.
1. Click Start, point to Programs, then click Microsoft Excel.
-OR-
Click the Microsoft Excel icon, if it is displayed on the desktop.

THE WORKSHEET:
a. This is the primary document in a Spreadsheet program that is used to store & work with
data.
b. A Worksheet is a tool that is used for maintaining numeric data in a tabular form,
simplifying numerous calculations and presenting numerical data graphically.
A worksheet is basically a page stored in a workbook, and acts as the working area.
A Worksheet consists of cells that are organized into columns & rows in which data entries
are made.
Columns: – These are fields that make up the worksheet of a Spreadsheet. A Column is a
vertical arrangement of cells.
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Rows: – These are records that form a worksheet. A Row is usually a horizontal
arrangement of cells.
Cell:
A box formed when a row & a column intersect in a worksheet or a table, where the data
is entered.
A cell is referred to or identified by use of the column letter heading & the row number
heading (e.g., A1 refers to the first cell).
A Worksheet can be used in:
(a).A Company Sales Report to show the sales for each item over the year.
(b).An Employees’ Payroll to calculate the employee’s salaries for each month.
(c). A Students Progress record to store information on student’s marks and monitor their
progress.
(d).Personal Expenses to maintain a budget of your monthly expenses.
(e). Mortgage Repayment Calculations to calculate the monthly repayment amount on a
mortgage loan.
TYPES OF DATA IN SPREADSHHETS.
(1).Labels (Text).
Labels are texts consisting of alphanumeric characters that can be entered into a cell.
E.g., Item codes such as Salary, Names such as John.
Labels are made up of alphanumeric character strings.
In Excel, Text is any combination of numbers, spaces, & nonnumeric characters.
E.g., 10A19, 27AXY, 12-976, 208 4675.
(2).Values (Numbers).
Values consist of numerals & mathematical formulas entered into a cell.
In Excel, a number can contain only the following characters: digits 0 to 9 + - ( ) / $ %.
(3).Formulas.
A Formula is a sequence of values, cell references, functions & arithmetic operators
whose calculation results to a numeric value.
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It is an equation that performs operations on worksheet data.
Formulas can perform mathematical operations such as addition, subtraction, division and
multiplication.
A Formula is used to tell Ms-Excel how you want a particular value to be computed.
(4).Functions.
It is a special command, which you can type into your formula to perform arithmetic
operations.
It is an inbuilt equation that is used for calculations.
A Function is a short predefined (inbuilt) formula used to perform a given specific task.
Functions can be used to perform both simple and complex calculations.
EDITING CELL CONTENTS.
1. Double-click on the cell that contains the data you want to edit.
-Or-
Click in the cell, then press F2.
2. Edit (make changes to) the cell contents.
E.g., if you had left out a character, use the Left or Right Arrow key to move the insertion
point to the position of the correction, then type the character. If you had typed wrong
characters, use the Backspace or Delete to erase them.
3. To enter your changes to the active cell, press ENTER, then use the Arrow keys to move to
another cell.
SAVING WORKBOOKS.
Purpose.
√ In order to use the worksheet at a later time.
√ If the saving is done periodically, say every 1 minute, it helps prevent data loss in case of
power failure.
When you save a workbook for the first time, you assign a file name and indicate where you
want to store the file on your computer’s hard disk or in another location. Each time you
subsequently save the workbook, Ms-Excel updates the workbook file with your latest changes.
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To save a new, unnamed workbook.
1. Click the Save button on the Standard toolbar.
-OR-
On the File menu, choose Save (or press CTRL+S) to display the Save As dialog box.
2. In the File name box, enter a name for the worksheet.
3. In the Save in list, select the drive and/or folder where you want the worksheet to be saved.
4. Click the Save button.
SELECTING DATA IN CELLS, ROWS then use the Arrow keys to extend the
OR COLUMNS. selection.
To select All cells on a worksheet
Do this: Press CTRL+A (or on the Edit menu, click
Select All).
A single cell
Nonadjacent cells or cell ranges
Click the cell, or press the Arrow keys to
move to the cell. Select the first cell or range of cells, hold
down CTRL &
Text in a cell
select the other cells or ranges.
Double-click in the cell (or click in the cell,
press F2 to An entire row or column
display the Insertion point), then select the Click the row or column heading.
text in the cell.
Adjacent rows or columns
A range of cells
Drag across the row or column headings.
1. Click the first cell of the range, hold down
the left mouse -OR-

button, then drag to the last cell in the range.
-OR-
Click the first cell in the range, hold down
SHIFT key,
Select the first row or column, hold down
SHIFT key, then
select the last row or column.
Nonadjacent rows or columns

then click the last cell in the range. Select the first row or column, hold down
CTRL & select
-OR-
the other rows or columns.
Click the first cell in the range, hold down
SHIFT key, Note. To cancel a selection of cells, click
any cell on the worksheet.
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A Range is any group of cells in a worksheet. The cells in a range can be adjacent or
nonadjacent.
Clearing cell contents.
Clearing cells removes the cell contents (formulas and data), or formats (such as number
formats, and borders), but leaves the blank cells on the worksheet.
1. Select the cells, rows, or columns you want to clear.
2. On the Edit menu, point to Clear, then click Formats or Contents.
Clicking All, will clear formats and contents, and also remove any cell comments and data
validation.
Note. If you click a cell and then press the DELETE key, Ms-Excel will remove the cell
contents but does not remove comments or cell formats.
Inserting blank cells, rows, or columns.
Purpose.
√ You can insert a row or column, to make room for additional information in the worksheet.
This may be necessary when some extra information, which was not expected earlier, needs
to be included.

To Insert new blank cells.

1. Select a range of existing cells where you want to insert the new blank cells. Select the same
number of cells as you want to insert.
2. On the Insert menu, click Cells.
3. In the Insert dialog box, click Shift cells right, Shift cells down, Entire row, or Entire
column.
To Insert Rows.
1. To insert a single row, select a row (or click a cell in the row) immediately below where you
want the new row to appear.
For example, to insert a new row above row 5, click a cell in row 5. To insert multiple rows,
select the same no. of rows as you want to insert.
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2. On the Insert menu, click Rows.
To Insert Columns.
1. To insert a single column, select a column (or click a cell in the column) immediately to the
right of where you want the new column to appear.
For example, to insert a new column to the left of column B, click a cell in column B. To
insert multiple columns, select the same no. of columns as you want to insert.
2. On the Insert menu, click Columns.
Deleting cells, rows, or columns
Deleting removes the cells from the worksheet and shifts the surrounding cells to fill the space.
1. Select the cells, rows, or columns you want to delete.
2. On the Edit menu, click Delete.
3. If you are deleting cells, the Delete Cells dialog box appears. Click Shift cells left, Shift
cells up, Entire row, or Entire column.
Enter your data

1. Click an empty cell.

For example, cell A1 on a new sheet. Cells are referenced by their location in the row and
column on the sheet, so cell A1 is in the first row of column A.

2. Type text or a number in the cell.

3. Press Enter or Tab to move to the next cell.

Apply cell borders

1. Select the cell or range of cells that you want to add a border to.
2. On the Home tab, in the Font group, click the arrow next to Borders, and then click the
border style that you want.

Apply cell shading/Fill color

1. Select the cell or range of cells that you want to apply cell shading to.
2. On the Home tab, in the Font group, choose the arrow next to Fill Color  , and then
under Theme Colors or Standard Colors, select the color that you want.
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Use AutoSum to add your data

When you’ve entered numbers in your sheet, you might want to add them up. A fast way to do
that is by using AutoSum.

1. Select the cell to the right or below the numbers you want to add.
2. Click the Home tab, and then click AutoSum in the Editing group.

AutoSum adds up the numbers and shows the result in the cell you selected.

Create a simple formula

Adding numbers is just one of the things you can do, but Excel can do other math as well. Try
some simple formulas to add, subtract, multiply, or divide your numbers.

1. Pick a cell, and then type an equal sign (=).

That tells Excel that this cell will contain a formula.

2. Type a combination of numbers and calculation operators, like the plus sign (+) for addition,
the minus sign (-) for subtraction, the asterisk (*) for multiplication, or the forward slash (/)
for division.

For example, enter =2+4, =4-2, =2*4, or =4/2.

3. Press Enter.

This runs the calculation.

You can also press Ctrl+Enter if you want the cursor to stay on the active cell.

To Merge cells
1. Click the first cell and press Shift while you click the last cell in the range you want to merge.
Important: Make sure only one of the cells in the range has data.
2. Click Home > Merge & Center.
Create a chart
1. Select the data for which you want to create a chart.
2. Click INSERT > Recommended Charts.
3. On the Recommended Charts tab, scroll through the list of charts that Excel recommends for
your data, and click any chart to see how your data will look. ...
4. When you find the chart you like, click it > OK.
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SORT AND FILTER DATA

To quickly sort your data

1. Select a range of data, such as A1:L5 (multiple rows and columns) or C1:C80 (a single
column). The range can include titles that you created to identify columns or rows.

2. Select a single cell in the column on which you want to sort.

3. Click   to perform an ascending sort (A to Z or smallest number to largest).

4. Click   to perform a descending sort (Z to A or largest number to smallest).

To sort by specific criteria

1. Select a single cell anywhere in the range that you want to sort.

2. On the Data tab, in the Sort & Filter group, choose Sort.

3. The Sort dialog box appears.

4. In the Sort by list, select the first column on which you want to sort.

5. In the Sort On list, select either Values, Cell Color, Font Color, or Cell Icon.

6. In the Order list, select the order that you want to apply to the sort operation —
alphabetically or numerically ascending or descending (that is, A to Z or Z to A for text or
lower to higher or higher to lower for numbers).
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MICROSOFT POWERPOINT
Microsoft PowerPoint is a graphics presentation program. It can be used for designing
presentations quickly.
PRESENTATIONS.
PowerPoint is most useful for creating formal presentations. PowerPoint can help you produce
professional looking presentations that can be printed on OHP transparencies, viewed on a
computer display or produced as a slide, together with printed notes for your audience to take
away for reference.
WHAT YOU CAN CREATE WITH POWERPOINT.
On-screen Presentations.
You can create a slide for an electronic presentation that contains text, Charts, as well as
ClipArt pictures. You can make changes to your presentation; use Slide transitions, Timings
and Animation to control its pacing, and then run a stand-alone presentation on your
computer screen or you can also run the presentation over a network on multiple computers.
Paper printouts.
You can design your presentation so that it looks great on the screen and print it out using a
Printer.
35 mm Slides.
You can design slides that have the correct height and width of 35mm or use a service
Bureau to transform your electronic slides into 35mm slides.
In order to design slides that have the correct height and width of 35mm;
1. Click Page Setup on the File menu, then choose 35mm in the Slides Sized for box.
Overhead Transparencies.
You can create a presentation that uses overhead transparencies by printing your slides as
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Black-and-White or color transparencies.
Notes, Handouts and Outlines.
To support your presentation, you can give your audience Handouts (smaller versions of
your slides that are printed 2, 3 or 6 to a page). You can also print your Speaker notes for
the audience.
Still, while working on a presentation, you can print your Outline, including Slide titles and
Main points.
1. On the File menu, choose Print.
2. In the Print What box, click Notes Page, Handouts or Outline view.
World Wide Web documents.
You can design a presentation specifically for the World Wide Web, and then save it in a
Web compatible format, such as HTML.
Presentations can be used in certain situations to convey information more effectively. Examples
of such situations include;
1. Marketing or internal company presentations.
2. To deliver company results to a shareholder meeting.
3. To report sales figures.
4. To launch a new product into the market.5. To introduce/induct new employees into a
company operations.
6. Advertising in the media, trade fairs or exhibitions.
With PowerPoint, you can create overhead slides, Speakers notes, audience handouts, and an
outline all in one single presentation file. PowerPoint has powerful wizards to help you create
and organize your presentation systematically.
Microsoft PowerPoint is also useful as an aid to Desktop Publishing.
Starting Microsoft PowerPoint.
Purpose.
√ You can start PowerPoint whenever you want to create or run a presentation.
1. Click Start, point to Programs, then select Microsoft PowerPoint from the resulting pop-up
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menu.
2. The PowerPoint Startup dialog box appears giving you four (4) options from which you
must choose one in order to proceed with any other PowerPoint features or functions.
The AutoContent Wizard:
This option starts the AutoContent Wizard, which is a sequence of screens offering you with
alternations.
The wizard allows you to select the type of presentation that you would like to create, and
then prompts you for a title for your presentation as well as information about the topic that
you have chosen.
PowerPoint then provides a basic outline to guide you in organizing your content into a
professional presentation.
Design Template:
This option gives you a list of presentation designs; presentations and other templates that
have predefined slide colors and text styles.
Blank Presentation:
This option brings up the New Slide dialog box, which has 24 blank slide layouts. The
slides are pre-designed.
After choosing a layout, the user fills in the rest of the content.
Open an Existing Presentation:
Use this option to choose an existing PowerPoint presentation that had already been saved in
the computer.
Creating a PowerPoint Presentation.
A PowerPoint presentation consists of Slides, which are usually shown on the screen in sequence
when your presentation is displayed. A slide may include text, picture or other elements as well
as a background with solid colour or patterns.
Slide Show:
Slide Show view displays slides on the entire screen the way the audience will view the final
presentation.
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Applying a Different Design to a Presentation.
Purpose.
√ When you want to use or apply a different design to the slides in a presentation.
1. Open the presentation you want to apply a different design to.
2. On the Format menu, select Apply Design Template.
-Or
On the Common Tasks toolbar, click Apply Design Template.
3. Select the design you want to use, then click Apply. You can also select any presentation
whose design you want to use, and click Apply.
Saving a Presentation.
Purpose.
√ The work done is currently stored only in the computer memory; to save your work for
further use you must save the presentation.
You can save the presentation you are working on. You can also save a copy of it with a
different name or in a different location.
You can save any presentation in a Web format, such as HTML so that it can be viewed and used
on the Internet.
You can also save a presentation so that whenever you open it, it always starts as a slide show.
Saving a New presentation.
1. On the Standard toolbar, click the Save button (or click Save on the File menu).
The Save As dialog box appears.
2. Select the folder and/or drive where you would like to store the presentation.
3. In the File name box, type in the name for the presentation.
4. Click on the Save button.
Saving a presentation so that it automatically opens as a slide show.
1. Open the presentation you want to save as a Slide show.
2. On the File menu, click Save As.
3. In the Save As type list, click PowerPoint Show.
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4. Click on the Save button.
Inserting a Chart.
Purpose.
√ A chart allows you graphically display data that is contained in a table or spreadsheet.
√ Charts help in summarizing information in graphical form, and thereby make the information
easier to understand.
Adding charts to a presentation can add impact to your presentation.
1. Open or create a presentation if necessary.
2. Click the New Slide button on the toolbar.
3. From the New Slide dialog box, choose a chart layout, and click OK.
A blank new slide appears.
Note. You can also insert a chart by clicking on the Insert Chart button on the toolbar or by
choosing Insert Chart from the Insert menu.
4. Type in a title for the slide, and then double-click the Chart placeholder.

Choose a theme

When you open PowerPoint, you’ll see some built-in themes and templates. A theme is a slide
design that contains matching colors, fonts, and special effects like shadows, reflections, and
more.

1. On the File tab of the Ribbon, select New, and then choose a theme.

PowerPoint shows you a preview of the theme, with four color variations to choose from on
the right side.

2. Click Create, or pick a color variation and then click Create.

Insert a new slide

 On the Home tab, click the bottom half of New Slide, and pick a slide layout.
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Save your presentation

1. On the File tab, choose Save.
2. Pick or browse to a folder.
3. In the File name box, type a name for your presentation, and then choose Save.

Add text

Select a text placeholder, and begin typing.

You can add text to the title or subtitle(within the slide)

Format your text

1. Select the text.

2. Under Drawing Tools, choose Format.
3. Do one of the following:
 To change the color of your text, choose Text Fill, and then choose a color.
 To change the outline color of your text, choose Text Outline, and then choose a color.
 To apply a shadow, reflection, glow, bevel, 3-D rotation, a transform, choose Text
Effects, and then choose the effect you want.

Add pictures

On the Insert tab, do one of the following:

 To insert a picture that is saved on your local drive or an internal server, choose Pictures,
browse for the picture, and then choose Insert.
 To insert a picture from the web, choose Online Pictures, and use the search box to find a
picture.

Choose a picture, and then click Insert.

Add shapes

You can add shapes to illustrate your slide. 

1. On the Insert tab, select Shapes, and then select a shape from the menu that appears.
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2. In the slide area, click and drag to draw the shape.
3. Select the Format or Shape Format tab on the ribbon. Open the Shape Styles gallery to
quickly add a color and style (including shading) to the selected shape.

Give your presentation

On the Slide Show tab, do one of the following:

 To start the presentation at the first slide, in the Start Slide Show group, click From
Beginning.
 If you’re not at the first slide and want to start from where you are, click From Current
Slide.

INTERNET/NETWORKING/EMAILING
A Network is a group of computers connected together to enable the sharing of information and
equipment (resources)
Why Networks?
 Cost reduction because there is sharing of resources and information among the staff.
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 Reduces delays in transmitting and processing data.
 Better local control and service i.e. even distribution of work
 Improved communication facilities and system which allows computers to send and
receive programs, data and messages over cables.

Network structures (Topologies)

These are network structures. It is the arrangement of networked computers. The main computer
in which Network software is installed is refereed to as – a server. It can be placed anywhere
within the structure.

This is the mostly used structure:-

TYPES OF COMPUTER NETWORKS

1. Local Area Networks (L.A.N):

-Is a network that connects computers and other communication devices within a small
geographical area, such as building or a number of buildings? This geographical area is limited
to a diameter of upto 3 Kms.
LANs are cheaper than other types.
2. Metropolitan Area Network.
Also known as L.H.N (Long Haul Networks)
-Refers to networks used to interconnect computers across a large geographical area.
3. Wide Area Network
Wide Area Network connects computer and other communication devices globally at high
speeds. An example is the Internet

THE INTERNET

It is the interconnection of computers around the world at high speeds and this enables them to
share information and other resources easily.

USES OF THE INTERNET

1. Communication through Electronic Mails commonly known as E-mail

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2. Information: A lot of information is available over the Internet to the people that may
need it.
3. Entertainment: The Internet has several sites that provide entertainment facilities like
movies, games and music.
4. Programs can be downloaded from the Internet.
5. You can buy and sell goods and services over the Internet.
6. You can join chat groups or rooms where you meet people with similar interests.
7. You can also join news groups where you learn from people who have gone ahead of
you academically

REQUIREMENTS FOR CONNECTING TO THE INTERNET

1. A Computer
2. Web – browser – system application software used to retrieve web pages from the net to the
pc.
3. Modern (modulator and demodulator)
4. ISP – Internet service provider commercial organization that provide net connections and
services at a fee e.g. Africa online, swift Kenya, Kenya web etc.

THE WORLD WIDE WEB

It is also known as the web, www. It is apart of the net that is a collection of hyper linked web
pages published on the net. This huge collection of information stored computers called hosts
around the earth. These documents may contain pictures, text sound and small programs.
THE WEB PAGES
These are documents published by organizations and individuals interested in putting
themselves on the web.
WEB SITE
This is a collection of web pages belonging to an organization or individual.
WEB BROWSER
A web browser is a program that allows to surf through information on the web. The
information is instructed on pages.
BROWSING / SURFING THE WEB
This is the moving around and in between web pages
HYPER LINKS
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This is the connection between web pages linking one to another.
Search Engines / Search Services.
A Search engine is software that helps in locating information in the Web.  Search engine is a
tool that searches the Web for information that you want to find.
Electronic Mail (E-Mail).
Electronic mail (also known as e-mail) is one of the common services provided by the Internet.
E-Mail is a worldwide system for sending & receiving electronic messages from one computer to
another.
E-Mail (Electronic mail) refers to electronic messages sent over the Internet or a network. Email
can contain both text & files.
With e-mail, users can create and send messages to one user, several users, or all the users on a
distribution list.
Most e-mail software enable users to send text messages. In addition, users can attach files from
Word processors, Spreadsheets, Reports, production data, etc, and then send them by e-mail.
Most E-mail packages allow you to do the same things you do with regular paper mail. You can
file messages in electronic file cabinets, forward copies of messages to other users, send “carbon
copies” of messages, and so on.
The E-mail packages also allow you to filter or organize messages by priority. E.g., all messages
from a particular user (e.g., your boss) could be given top priority, so that they always appear at
the top of your list of messages.
However, E-mail is a much faster, economical & convenient way of sending messages to family,
friends and colleagues than the paper mail (usually called “Snail mail”). Messages can be sent or
received 24- hrs a day. With “Snail mail” a message or a letter is sent to the recipient through the
Post office and takes days or weeks before reaching the destination.
Components required.
For one to be able to communicate using e-mail, the following components are needed:
1). A Computer - where you will send or receive the e-mail messages.
2). An E-mail program. Your computer must be installed with an e-mail program that lets you
send, receive and manage your e-mail messages.
3) internet/network connection
.