Generic - End User Computing

END USER COMPUTING
Module Guide
Copyright © 2022
MANCOSA
All rights reserved; no part of this book may be reproduced in any form or by any means, including photocopying machines,
without the written permission of the publisher. Please report all errors and omissions to the following email address:
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This Module Guide
End User Computing (NQF level 5)
module guide will be used across the following programmes:
 Higher Certificate in Social Media and Communication

 Higher Certificate in Business Management
 Higher Certificate in Information Technology
 Higher Certificate in Public Management
 Higher Certificate in Tax Administration
 Higher Certificate in Tourism Management
 Bachelor of Business Administration
 Bachelor of Public Administration
 Bachelor of Commerce in Accounting
 Bachelor of Commerce in International Business
 Bachelor of Commerce in Human Resource Management
 Bachelor of Commerce in Marketing Management
 Bachelor of Commerce in Project Management
 Bachelor of Commerce in Supply Chain Management
 Bachelor of Commerce in Corporate Communication
 Bachelor of Commerce in Tourism and Hospitality Management
End User Computing
END USER COMPUTING
Preface .................................................................................................................................................... 1
Unit 1: Concepts of Information and Communication Technology .......................................................................... 6
Unit 2: Using the Computer and Managing files .................................................................................................... 34
Unit 3: MS Word 2016 ........................................................................................................................................... 48
Unit 4: MS Excel 2016........................................................................................................................................... 70
Unit 5: MS Access 2016 ........................................................................................................................................ 94
Unit 6: MS PowerPoint ........................................................................................................................................ 103
Unit 7: Internet and Email.................................................................................................................................... 115
Unit 8: ICT in Everyday Life ................................................................................................................................ 124
Bibliography ........................................................................................................................................................ 134
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Preface
A. Welcome
Dear Student
It is a great pleasure to welcome you to End User Computing (EUC5). To make sure that you share our passion
about this area of study, we encourage you to read this overview thoroughly. Refer to it as often as you need to
since it will certainly make studying this module a lot easier. The intention of this module is to develop both your
confidence and proficiency in this module.
The field of End User Computing is extremely dynamic and challenging. The learning content, activities and self-
study questions contained in this guide will therefore provide you with opportunities to explore the latest
developments in this field and help you to discover the field of End User Computing as it is practiced today.
This is a distance-learning module. Since you do not have a tutor standing next to you while you study, you need
to apply self-discipline. You will have the opportunity to collaborate with each other via social media tools. Your
study skills will include self-direction and responsibility. However, you will gain a lot from the experience! These
study skills will contribute to your life skills, which will help you to succeed in all areas of life.
We hope you enjoy the module.
MANCOSA does not own or purport to own, unless explicitly stated otherwise, any intellectual property rights in or
to multimedia used or provided in this module guide. Such multimedia is copyrighted by the respective creators
thereto and used by MANCOSA for educational purposes only. Should you wish to use copyrighted material from
this guide for purposes of your own that extend beyond fair dealing/use, you must obtain permission from the
copyright owner.
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B. Module Overview
End User Computing is an essential skill in any business today and is required in order for businesses to meet
local and global economic challenges and requirements of a digital world.
Additionally, End User Computing is foundational and generic, which allows for maximum mobility between
qualifications. Apart from the workplace needs End User Computing will address, it is also designed as an entry-
level qualification into most further education and training fields.
This module guide will be used for the following module namely: -
 End User Computing (NQF level 5) – covers the basic understanding of ICT and progresses to the
foundational knowledge of using the following applications: MS Word, MS Excel, MS PowerPoint, MS
Outlook and MS Access
C. Learning Outcomes and Associated Assessment Criteria of the Module
LEARNING OUTCOMES OF THE MODULE ASSOCIATED ASSESSMENT CRITERIA OF THE MODULE
 Demonstrate the understanding of ICT  ICT is explored to discover all the concepts that are
concepts associated with end-user associated with it
computing
 Apply word processing skills in a GUI-  Microsoft Office suite of applications is explored to equip
based application students with word processing skills
 Apply presentation skills in a GUI-based  Microsoft Office suite of applications is explored to equip
application students with presentation skills
 Apply spreadsheet skills in a GUI-based  Microsoft Office suite of applications is explored to equip
application students with spreadsheet skills
 Ability to apply electronic mail (email)  Microsoft Office suite of applications is explored to equip
skills in a GUI-based application students with skills for e-mail communication
 Apply Web Browser skills in a GUI-based  Web browsers are explored to equip the student with the
application necessary navigation skills
 Understanding of impact of ICT and its  ICT is further explored to understand its impact in different
use in an organisation sectors and in the student’s daily life
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D. Learning Outcomes of the Units
You will find the Unit Learning Outcomes and the Associated Assessment Criteria on the introductory pages of
each Unit in the Module Guide. The Unit Learning Outcomes and Associated Assessment Criteria lists an overview
of the areas you must demonstrate knowledge in and the practical skills you must be able to achieve at the end of
each Unit lesson in the Module Guide.
E. How to Use this Module
This Module Guide was compiled to help you work through your units and textbook for this module, by breaking
your studies into manageable parts. The Module Guide gives you extra theory and explanations where necessary,
and so enables you to get the most from your module.
The purpose of the Module Guide is to allow you the opportunity to integrate the theoretical concepts from the
prescribed textbook and recommended readings. We suggest that you briefly skim read through the entire guide
to get an overview of its contents.
At the beginning of each Unit, you will find a list of Learning Outcomes and Assessment Standards. This outlines
the main points that you should understand when you have completed the Unit/s. Do not attempt to read and study
everything at once. Each study session should be 90 minutes without a break
This module should be studied using the recommended textbook/s and the relevant sections of this Module Guide.
You must read about the topic that you intend to study in the appropriate section before you start reading the
textbook in detail. Ensure that you make your own notes as you work through both the textbook and this module.
In the event that you do not have the prescribed textbook, you must make use of any other source that deals with
the sections in this module. If you want to do further reading, and want to obtain publications that were used as
source documents when we wrote this guide, you should look at the reference list and the bibliography at the end
of the Module Guide. In addition, at the end of each Unit there is a link to the PowerPoint presentation and other
useful reading.
F. Study Material
The study material for this module includes tutorial letters, programme handbook, this Module Guide, prescribed
textbook which is supplemented by recommended readings. The Module Guide is written based on a prescribed
textbook which is supplemented by recommended readings.
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G. Prescribed and Recommended Textbook/Readings
There is at least one prescribed and recommended textbooks/readings allocated for the module.
The prescribed and recommended readings/textbooks presents a tremendous amount of material in a simple,
easy-to-learn format. You should read ahead during your course. Make a point of it to re-read the learning content
in your module textbook. This will increase your retention of important concepts and skills. You may wish to read
more widely than just the Module Guide and the prescribed and recommended textbooks/readings, the
Bibliography and Reference list provides you with additional reading.
The prescribed and recommended textbooks/readings for this module is:
 Laudon C.K, Laudon J.P, 2017, Management Information Systems, Managing the Digital Firm Vol. 1. no.
5, Pearson
 Microsoft Office 365, Office 2016 Introductory, 2016
Recommended Readings
In addition to the prescribed textbook, the following should be considered for recommended books/readings:
 Bezanson J., Edelman A., Karpinski S., Shah V.B., 2017, Julia: A fresh approach to numerical computing,
SIAM Review Vol. 1, no.1
 Satyanarayanan M, 2017, The emergence of edge computing, Computer, vol.1, no.4
 Yi S., Li C., Li Q., 2015, Fog Computing: Focusing on mobile users at the edge, Proceedings of the 2015
workshop on mobile big data, vol.1, no. 4
H. Special Features
In the Module Guide, you will find the following icons together with a description. These are designed to help you
study. It is imperative that you work through them as they also provide guidelines for examination purposes.
Special Feature Icon Explanation
LEARNING The Learning Outcomes indicate aspects of the particular Unit you have
OUTCOMES to master.
The Associated Assessment Criteria is the evaluation of the students’

ASSOCIATED
understanding which are aligned to the outcomes. The Associated
ASSESSMENT
Assessment Criteria sets the standard for the successful demonstration
CRITERIA
of the understanding of a concept or skill.
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A Think Point asks you to stop and think about an issue. Sometimes
THINK POINT you are asked to apply a concept to your own experience or to think of
an example.
You may come across Activities that ask you to carry out specific tasks.
In most cases, there are no right or wrong answers to these activities.
ACTIVITY
The purpose of the activities is to give you an opportunity to apply what
you have learned.
At this point, you should read the references supplied. If you are unable
READINGS to acquire the suggested readings, then you are welcome to consult
any current source that deals with the subject.
PRACTICAL
Practical Application or Examples will be discussed to enhance
APPLICATION
understanding of this module.
OR EXAMPLES
You may come across Knowledge Check Questions at the end of each
KNOWLEDGE
Unit in the form of Knowledge Check Questions (KCQ’s) that will test
CHECK
your knowledge. You should refer to the Module Guide or your
QUESTIONS
textbook(s) for the answers.
You may come across Revision Questions that test your understanding
REVISION
of what you have learned so far. These may be attempted with the aid
QUESTIONS
of your textbooks, journal articles and Module Guide.
Case Studies are included in different sections in this Module Guide.

CASE STUDY This activity provides students with the opportunity to apply theory to
practice.
You may come across links to Videos Activities as well as instructions

VIDEO ACTIVITY
on activities to attend to after watching the video.
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Unit
1: Concepts of Information and
Communication Technology
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Unit Learning Outcomes
CONTENT LIST LEARNING OUTCOMES OF THIS UNIT:
1.1. What is information  Define the purpose of information
1.2. Computer  Define the purpose of the computer
1.3. Functionalities of a computer  Discuss the functionalities of a computer
1.4. Computer Types  Describe different types of computers
1.5. Functional Units  Understand functional units
1.6. Hardware and Software  Describe hardware and software
1.7. PC Components  Understand the main parts of the computer system
1.8. System Unit Devices and  Examine system unit devices and peripherals
Peripherals
1.9. System Unit Devices  Identify system unit devices
1.10. System Software  Understand system software
1.11. Application software  Describe application software
1.12. Area Network (LAN)  Understand area network
1.13. Metropolitan Area Network(MAN)  Understand metropolitan area network
1.14. Wide Area Network (WAN)  Describe wide area network
1.15. Personal Area Network (PAN)  Describe personal area network
1.16. 3D Printing  Describe 3D printing
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Prescribed and Recommended Textbooks/Readings
Prescribed Textbook:
 Laudon C.K, Laudon J.P, 2017, Management Information Systems,

Managing the Digital Firm Vol. 1. no. 5, Pearson
Recommended Reading:
 Bezanson J., Edelman A., Karpinski S., Shah V.B., 2017, Julia: A fresh
approach to numerical computing, SIAM Review Vol. 1, no.1
 Satyanarayanan M, 2017, The emergence of edge computing,
Computer, vol.1, no.4
 Yi S., Li C., Li Q., 2015, Fog Computing : Focusing on mobile users at
the edge, Proceedings of the 2015 workshop on mobile big data, vol.1,
no. 4
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SECTION 1: BASIC CONCEPTS
1.1 What is Information? “

Information is data processed for some purpose. Information can only be considered:
 to be 'real Info’ if it meets certain criteria i.e. it must be communicated to the recipient
 to be in a language that is understood
 to be in a suitable form
 to be relevant for achieving some purpose
1.2 Computer
A computer is an electronic device, operating under the control of instructions stored in its own memory that can
accept data (input), process the data according to specified rules, produce information (output), and store the
information for future use.
1.3 Functionalities of a computer

Any digital computer carries out five functions in gross terms:
 Takes data as input
 Stores the data/instructions in its memory and use them when required
 Processes the data and converts it into useful information
 Generates the output
 Controls all the above four steps”
1.4 Computer Types “

A computer can be defined as a fast electronic calculating machine that accepts the (data) digitised input
information process it as per the list of internally stored instructions and produces the resulting information. List of
instructions are called programs & internal storage is called computer memory.
The different types of computers are:

1. Personal computers: - This is the most common type found in homes, schools, business offices etc., It is the
most common type of desk top computers with processing and storage units along with various input and
output devices.
i. Note book computers: - These are compact and portable versions of PC
ii. Work stations: - These have high resolution input/output (I/O) graphics capability, but with same
dimensions as that of desktop computer. These are used in engineering applications of interactive
design work.
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2. Minicomputers: - A minicomputer is a type of computer that possesses most of the features and capabilities
of a large computer but is smaller in physical size. Example mobile devices, PDAs.
A minicomputer fills the space between the mainframe and microcomputer, and is smaller than the former but
larger than the latter. Minicomputers are mainly used as small or mid-range servers operating business and
scientific applications. However, the use of the term minicomputer has diminished and has merged with
servers. A minicomputer may also be called a mid-range computer.
3. Super computers: - These are used for large scale numerical calculations required in the applications like
weather forecasting etc.”
1.5 Functional Units

A computer consists of five functionally independent main parts input, memory, arithmetic logic unit (ALU), output
and control unit.”
“Source: Kasamatsu (2018)
Input device accepts the coded information as source program i.e. high level language. This is either stored in the
memory or immediately used by the processor to perform the desired operations. The program stored in the
memory determines the processing steps. Basically the computer converts one source program to an object
program. i.e3. into machine language.
Finally, the results are sent to the outside world through output device. All of these actions are coordinated by the
control unit.”
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Input unit: - The source program/high level language program/coded information or data is fed to a computer
through input devices of which the keyboard is a most common type. Whenever a key is pressed, one
corresponding word or number is translated into its equivalent binary code over a cable and fed either to memory
or processor. Joysticks, trackballs, mouse, scanners etc. are other input devices.
Memory unit: - Its function is to store programs and data. It is basically divided into two types:
 Primary memory
 Secondary memory
1.Primary memory: - Is the one exclusively associated with the processor and programs must be stored in this
memory while they are being executed. The memory contains a large number of semiconductor storage cells.
Each is capable of storing one bit of information. These are processed in a group of fixed size called word.
To provide easy access to a word in memory, a distinct address is associated with each word location. Addresses
are numbers that identify memory location. Number of bits in each word is called word length of the computer.
Programs must reside in the memory during execution. Instructions and data can be written into the memory or
read out under the control of processor.
Memory in which any location can be reached in a short and fixed amount of time after specifying its address is
called random-access memory (RAM). The time required to access one word is called memory access time.
Memory which is only readable by the user and contents of which can’t be altered is called read only memory
(ROM) and it is part of the operating system.
Caches are the small fast RAM units, which are coupled with the processor and are often contained on the same
integrated circuit (IC) chip to achieve high performance. Although primary storage is essential, it tends to be
expensive.
2. Secondary memory: - Is used where large amounts of data and programs have to be stored,
particularly information that is accessed infrequently. Examples of secondary memory include,
magnetic disks and tapes, optical disks (i.e. CD-ROM’s), floppies etc.
Central Processing Unit

A central processing unit (CPU) is the electronic circuitry within a computer that carries out the instructions of a
computer program by performing the basic arithmetic, logic, controlling and input/output (I/O) operations specified
by the instructions.
Arithmetic logic unit (ALU): - Most of the computer operations are executed in the ALU of the processor like
addition, subtraction, division, multiplication, etc. the operands are brought into the ALU from memory and stored
in high speed storage elements called registers. Then according to the instructions the operation is performed in
the required sequence.
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The control unit and the ALU are many times faster than other devices connected to a computer system. This
enables a single processor to control a number of external devices such as keyboards, displays, magnetic and
optical disks, sensors and other mechanical controllers.””
Output unit: - These actually are the counterparts of the input unit. Its basic function is to send the processed
results to the outside world. Examples: - Printer, speakers, monitor etc.
Control unit: - It effectively is the nerve centre that sends signals to other units and senses their states. The actual
timing signals that govern the transfer of data between input unit, processor, memory and output unit are generated
by the control unit.
1.6 Hardware and Software

A computer system is made up of a combination of hardware and software.
Hardware:
All of the electronic and mechanical equipment in a computer is called the hardware. Examples include:”
Source: Urbach, (2018)
 Hardware
 Hard disk
 RAM
 Power supply
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 Processor
 Case
 Monitor
 Keyboard
 Mouse
“
Software:
The term software is used to describe computer programs that perform a task or tasks on a computer system.
Software can be grouped as follows:
System software:
These are the programs that control the operation of the computer system. Operating systems (OS) and utility
programs are the most common. The Operating System starts the computer, provides a user interface, manages
the computer memory, manages storage, manages security and provides networking and internet facilities to
mention a few of its capabilities. There are many OS’s on the market including Microsoft Windows XP, Microsoft
Windows Vista, Apple OS X, UNIX and Linux. Windows is by far the most commonly used OS in the world, but
Linux in particular, is making inroads into this dominance.”
Source: Murugadoss, (2012)
Utility programs perform maintenance tasks on the computer system. This includes file management programs,
uninstall programs, disk scanners and defragmenters, backup utilities, antivirus etc. These can be included in the
OS or purchased separately”
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Source: Murugadoss, (2012)
Device drivers are programs that control particular hardware devices. They are supplied with new hardware and
must be run so the hardware can communicate with the OS. They are supplied with printers, graphics cards,
scanners etc.
Application Software: “
This software is used to do non-system based tasks. Categories include business software, engineering software,
medical software, games etc.”
1.7 PC Components “Source: Kim, (2017)

A computer system is a collection of electronic and mechanical devices operating as a unit. These devices can be
sorted according to the role they play in the computer system. The main device categories are:
Input devices These devices are used to get data into the computer system
Processing devices These manipulate the data using a set of instructions called a program
Output devices These are used to get data out of a computer system
Storage devices Utilised to store the data for use at a later stage
Communications devices These can send the data to another computer system
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The main parts of a computer system are:”
Source: Kobres and Rogers, (2018)
1 System Unit The container for the motherboard, disk drives etc.
2 Monitor The main output device for the system.
3 Keyboard The main input device for the system
4 Mouse An input device allowing interaction with the system using pointing and clicking
5 Speakers Used to output sounds and music from the system
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1.8 System Unit Devices and Peripherals “

The system unit is the main container for system devices. It protects the delicate electronic and mechanical devices
from damage. Typical system unit devices include:
 Motherboard
 CPU (Processor)
 Memory
 Disk drives
 Expansion cards - sound card, graphics card, network card etc.
 Ports - USB etc.
 Power supply”
Peripherals are devices that connect to the system unit using cables or wireless technologies. Typical peripherals
include:
 Monitor
 Keyboard
 Mouse
 Speakers
 Printer
 Plotter
 Scanner
Source: R Becker & Ossig, (2018)
1.9 System Unit Devices

The Processor (CPU) “
A processor is an integrated circuit (IC) supplied on a single silicon chip. All of the components and pathways
necessary for the movement of data around the processor are etched on this single chip.”
Source: Inoue, (2018)
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The processor’s function is to control the activities of the computer system. A computer program is made up of
instructions and when the program is run, the processor is responsible for carrying out these instructions in an
orderly fashion. The type of instructions the processor can execute includes:
 Arithmetic instructions - It carries out all the addition, subtraction, multiplication and division requested by
computer programs
 Logical instructions - It can make decisions by comparing data and acting in a particular way depending on
the result
 Move operations - It can move data from place to place within the computer system. This could be from
memory to the processor for addition or from memory to a printer or disk drive etc
The speed of a processor is measured in megahertz (MHz) or Gigahertz (GHz). This is the speed of the system
clock (clock speed) within the processor and it controls how fast instructions can be executed:
 1 MHz - One million clock ticks every second
 1 GHz - One billion clock ticks every second
This means that if one instruction was executed every clock tick, a 3GHz processor could execute three billion
instructions every second.
The two main computer processor manufacturers are Intel and Advanced Micro Devices (AMD). These two
companies produce almost all of the processors used in desktop and notebook computers.
 Intel produces the Pentium and Centrino ranges of processors
 AMD produces the Athlon and Turion ranges of processors
The performance of these chips relative to each other is forever changing and it would be difficult to claim one is
better than the other in the long term.”
“
Source: Krilic, (2018)
The latest trend in processor manufacture is to essentially put more than one processor on a silicon chip. These
multi-core processors can have two, three or four processor cores on a single chip. This obviously vastly increases
the performance of the computer system as long as the programs run on the systems can take advantage of the
multi-cores.””
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Random Access Memory (RAM)

Known as primary storage, it is the main working memory of the computer system. Data and programs currently
in use are held in RAM. It is called random access because data can be accessed in any order. If you are working
on a drawing in the Paint program, the Paint program and the drawing under construction are both held in RAM.
RAM is volatile which means that when the computer is turned off, the contents of RAM are lost. This is why it is
essential to save your work on a regular basis. Because of the volatility of RAM, most software programs have an
autosave feature to prevent the total loss of your work.
RAM is made in the form of integrated circuits (IC’s) in the same manner as a processor. These IC’s are placed
on a circuit board to produce a memory module. The most common RAM technology is dynamic random access
memory (DRAM).”
In this technology, a transistor and a capacitor are paired to store one Bit (binary digit) of data. In essence, if the
capacitor is charged, a binary 1 is stored and if it is discharged, a binary 0 is stored. The transistor acts as a switch
to allow the capacitor’s state to be changed as required.”
”
Ports
Computer ports are interfaces between peripheral devices and the computer system. They are hardware devices
built into the motherboard or on expansion cards. They are often built into the front of the computer chassis for
easy access but will be cabled back to the motherboard.”
Pictures of Ports at the rear of the computer
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Ports at the front of the computer
Source: Ilchyshyn & Vasylevych, (2018))
Serial port
Although more or less obsolete, they are still included in new systems. The serial port is a 9-pin port. Windows
call them Com ports - Com1, Com2 etc. Mice and external modems were connected to these ports. They are
turquoise in colour.”
Source: Ilchyshyn &Vasylevych, (2018)

Parallel port “
This 25-pin port is used to connect printers, scanners, external hard disks, zip drives etc. to the computer. It is
burgundy in colour and windows refers to them as LPT ports - LPT1, LPT2 etc. The original port only supported
single direction communication but the modern parallel ports can support bi-directional communications. This is
essential for reporting ink levels etc. in printers.”
Source: Ilchyshyn & Vasylevych, (2018)
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USB port “
The universal serial bus was intended to replace Serial, Parallel and PS/2 ports with a single standard. 127 devices
can be connected to a single USB port and computers are often supplied with six to ten ports. USB is hot
swappable which means that devices can be connected and disconnected without turning off the computer system,
something that should never be attempted with parallel or serial devices.”
Source: Ilchyshyn &Vasylevych, (2018)

There are different USB standards in use: “
 USB 1: This is the original standard and can transfer data at 1.5MBps. This is too slow for external hard
disks with capacities of 500GB or more
 USB 2: This is forty times faster than USB1 and has a data transfer rate of 60MBps. This is the current
standard
 USB3: this is tem times faster than USB2 and 400 times faster than the original USB1. it has a data
transfer rate of 600MBps and will be common on new computer systems in 2009
SECTION 2: HARDWARE “
Computer hardware is the collection of physical parts of a computer system. This includes the computer case,
monitor, keyboard, and mouse. It also includes all the parts inside the computer case, such as the hard disk drive,
motherboard, video card, and many others. Computer hardware is what you can physically touch.”
Source: Strogatz, (2018)

Motherboard - The motherboard is the main circuit board of a microcomputer. It is also known as the motherboard
or system board.
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CPU - The CPU is the central electronic chip that determines the processing power of the computer.
Memory - Memory is a part of the computer that temporarily stores applications, documents, and some operating
information.
Bus - A bus is an electronic line that allows 1s and 0s to move from one place to another.
Expansion Slots - Expansion slots appear on the motherboard. They are sockets into which adapters are
connected.
Ports and Connectors - A port is a connector located on the motherboard or on a separate adapter.
Bays - A bay is a space inside the computer case where a hard drive, floppy drive or CD-ROM drive sits
Power Supply - A power supply changes normal household electricity into electricity that a computer can use.
Sound Components - A sound card lets a computer play and record high quality sound.
How computers work:

A general purpose computer has four main sections: the arithmetic and logic unit (ALU), the control unit, the
memory, and the input and output devices (collectively termed I/O). These parts are interconnected by busses,
often made of groups of wires.
Control Unit
The control unit (often called a control system or central controller) directs the various components of a computer.
It reads and interprets (decodes) instructions in the program one by one. The control system decodes each
instruction and turns it into a series of control signals that operate the other parts of the computer.
Arithmetic/logic unit (ALU):

The ALU is capable of performing two classes of operations: arithmetic and logic. The set of arithmetic operations
that a particular ALU supports may be limited to adding and subtracting or might include multiplying or dividing,
trigonometry functions (sine, cosine etc) and square roots.
Logic operations involve Boolean logic: AND, OR, XOR and NOT. These can be useful both for creating
complicated conditional statements and processing Boolean logic.
Memory:
A computer's memory can be viewed as a list of cells into which numbers can be placed or read. Each cell has a
numbered "address" and can store a single number. The computer can be instructed to "put the number 123 into
the cell numbered 1357" or to "add the number that is in cell 1357 to the number that is in cell 2468 and put the
answer into cell 1595". The information stored in memory may represent practically anything. Letters, numbers,
even computer instructions can be placed into memory with equal ease. Since the CPU does not differentiate
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between different types of information, it is up to the software to give significance to what the memory sees as a
series of numbers.
Computer main memory comes in two principal varieties: random access memory or RAM and read-only memory
or ROM. RAM can be read and written anytime the CPU commands it. But ROM is pre-loaded with data and
software that never changes, so the CPU can only read from it. ROM is typically used to store the computer's initial
start-up instructions.”
Source: Strogatz, (2018)
Input and output devices: “

Input
The input hardware allows the entry of data into the computer. The primary devices used are the keyboard and
mouse.
Keyboard - The keyboard looks like the typewriter. A numeric keypad is located to the right of the keyboard.
Numeric keys have the same placement as a 10-key calculator, which allow the operator to enter data rapidly.”
Source: Campbell-Kelly, (2018)

“
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Mouse - The mouse is a device that helps control the movement of the insertion point on the screen.
Central Processing Unit (C PU)
The central processing unit or (CPU) is the "brain" of the computer. It contains the electronic circuits that cause
the computer to follow instructions from ROM (read only memory) or from a program in RAM (random access
memory).”
Source: Source: Strogatz, (2018)

Output
Output devices such as a monitor or printer make information given as input available for use or to view.”
Source: Monmonier, (2018)

Computer Storage Devices “
Different kinds of computer storage devices are available for data storage. Storing data in such storage devices
helps in avoiding use of too much space on the computer's hard drive. They can also help to keep the computer's
hard drive from crashing, along with keeping it running at top speed.
The most common storage devices are:
 Floppy Disks
 Zip Disks
 Compact Discs (CD) + RW
 CD + R
 Digital Video Disc (DVD) + RW
 DVD + R
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 Flash/ Pen drive

CD + RW Disc (Compact Disc Rewriteable) - This disc looks like a regular CD. The only difference is that we can
write data on this disc and erase it as many times as we want. It works just like a floppy disk or a zip disk. A CD +
RW disc holds about 650 MB.”CD + R Disc (Compact Disc Recordable) - This one is a CD that can be used to
record data. It’s mostly used to record audio. Once it's been written on, it is not possible to rewrite or erase anything
off it. This compact disc comes in different sizes, but they are usually silver in colour. (Some CDs are black in
colour and they actually don't get as many scratches on them as the silver ones do. They are also a lot less fragile).”
“
A DVD – R Disc (Digital Video Disc - Recordable) – These discs hold the space of about 4.7 GB and are used to
record movies.
A DVD + RW Disc (Digital Video Disc Rewriteable) - The primary advantage of DVD-RW over DVD-R is the ability
to erase and rewrite to a DVD-RW disc. According to Pioneer, DVD-RW discs may be written to about 1,000 times
before needing replacement. DVD-RW discs are commonly used for volatile data, such as backups or collections
of files. They are also increasingly used for home DVD video recorders. One benefit of using a rewritable disc is,
if there are writing errors when recording data, the disc is not ruined and can still store data by erasing the faulty
data.”
“Source: Monmonier, (2018)
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Flash Drive - This a storage device that comes in many colours and has a stick shape to it. They are very small in
size, but they can hold anywhere between 256 MB and 8 GB of material on them.”
Source: Akenine-Moller, (2018)
The other storage devices are: “

 Removable Hard Drive
 Internet Hard Drive
 Flash
 PC Cards
 Smart Cards
 Storage Tapes
 Memory Sticks
 Smart Media”
Removable Hard Drive “
This is a disk drive in which a plastic or metal case surrounds the hard drive. It can be inserted and removed just
like a floppy disk.
PC Card - This is a thin credit card size device that fits into a PC card slot, usually on a notebook computer. This
card simply adds storage to most notebooks.”
Source: Smith, (2018)
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Smart Cards - These are the size of an ATM card. When inserted into a smart card reader, they can read and
update data.
SECTION 3 SOFTWARE “
Software is a set of programs, which is designed to perform a well-defined function. A program is a sequence of
instructions written to solve a particular problem.
There are two types of software −
 System Software
 Application Software
1.10 System Software

The system software is a collection of programs designed to operate, control, and extend the processing
capabilities of the computer itself. System software is generally prepared by the computer manufacturers. These
software products comprise of programs written in low-level languages, which interact with the hardware at a very
basic level. System software serves as the interface between the hardware and the end users.
Some examples of system software are Operating System, Compilers, Interpreter, Assemblers, etc.”
Source: Sengers, (2018)

Here is a list of some of the most prominent features of a system software: “
 Close to the system
 Fast in speed
 Difficult to design
 Difficult to understand
 Less interactive
 Smaller in size
 Difficult to manipulate
 Generally written in low-level language
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1.11 Application Software

Application software products are designed to satisfy a particular need of a particular environment. All software
applications prepared in the computer lab can come under the category of Application software.
Application software may consist of a single program, such as Microsoft's notepad for writing and editing a simple
text. It may also consist of a collection of programs, often called a software package, which work together to
accomplish a task, such as a spreadsheet package.
Examples of Application software are the following −

 Payroll Software
 Student Record Software
 Inventory Management Software
 Income Tax Software
 Railways Reservation Software
 Microsoft Office Suite Software
 Microsoft Word
 Microsoft Excel
 Microsoft PowerPoint”
Source: Sengers (2018)

Features of application software are as follows −
 Close to the user
 Easy to design
 More interactive
 Slow in speed
 Generally written in high-level language
 Easy to understand
 Easy to manipulate and use
 Bigger in size and requires large storage space”
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SECTION 4. INFORMATION NETWORKS “

A network consists of two or more computers that are linked in order to share resources (such as printers and
CDs), exchange files, or allow electronic communications.
Different Types of Networks

Depending upon the geographical area covered by a network, it is classified as:
– Local Area Network (LAN)
– Metropolitan Area Network (MAN)
– Wide Area Network (WAN)
– Personal Area Network (PAN)
1.12 Area Network (LAN)

A LAN is a network that is used for communicating among computer devices, usually within an office building or
home.
 LAN’s enable the sharing of resources such as files or hardware devices that may be needed by multiple
users
 Is limited in size, typically spanning a few hundred meters, and no more than a mile
 Is fast, with speeds from 10 Mbps to 10 Gbps
 Requires little wiring, typically a single cable connecting to each device
 Has lower cost compared to MAN’s or WAN’s
LAN’s can be either wired or wireless. Twisted pair, coax or fibre optic cable can be used in wired LAN’s.
 Every LAN uses a protocol –a set of rules that governs how packets are configured and
transmitted
 Nodes in a LAN are linked together with a certain topology. These topologies include: – Bus –
Ring – Star
 LANs are capable of very high transmission rates (100s Mb/s to G b/s)
Advantages of LAN
 Speed
 Cost
 Security
 E-mail
 Resource Sharing
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Disadvantages of LAN
 Expensive to Install
 Requires Administrative Time
 File Server May Fail
 Cables May Break”
Source: Lan & Tinckam, (2018)

1.13 Metropolitan Area Network (MAN) “
 A metropolitan area network (MAN) is a large computer network that usually spans a city or a large campus
 A MAN is optimised for a larger geographical area than a LAN, ranging from several blocks of buildings to
entire cities
 MAN might be owned and operated by a single organisation, but it usually will be used by many individuals
and organisations
 A MAN often acts as a high speed network to allow sharing of regional resources
 A MAN typically covers an area of between 5 and 50 km diameter
 Examples of MAN: Telephone company network that provides a high speed Digital Subscriber Line
(DSL) to customers and cable TV network.”
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1.14. Wide Area Network (WAN) “

 WAN covers a large geographic area such as country, continent or even whole of the world
 A WAN is two or more LANs connected together. The LANs can be many miles apart
 To cover great distances, WANs may transmit data over leased high-speed phone lines or wireless links
such as satellites
 Multiple LANs can be connected together using devices such as bridges, routers, or gateways, which
enable them to share data
 The world's most popular WAN is the Internet

1.15 Personal Area Network (PAN) “
A PAN is a network that is used for communicating among computers and computer devices (including
telephones) in close proximity of around a few meters within a room. It can be used for communicating between
the devices themselves, or for connecting to a larger network such as the internet.
 PAN’s can be wired or wireless”
Source: Lan &Tinckam, (2018)
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1.16 3D Printing
In 3D printing, it all starts with the creation of a 3D model in your computer. This digital design is for instance a
CAD (Computer Aided Design) file. A 3D model is either created from the ground up with 3D modelling software
or based on data generated with a 3D scanner.
3D Scanners
Currently, prices of 3D scanners range from expensive industrial grade 3D scanners to DIY scanners anyone can
make at home. With a 3D scanner you’re able to create a digital copy of an object.
3D Modelling Software
3D modelling software come in many forms. There’s industrial grade software that costs thousands a year per
license, but also free open source software, like Blender, for instance.
3D modelling software are often made to suit the functions of the user’s industry. This has resulted in the rise of
software suited to specific niches. As a result, there are software applications on the market that cater to
aerospace or transportation, furniture design or fabrics and fashion among many others.
For this reason, when you are starting out, the amount of choices can be a bit overwhelming, we recommend
starting with Tinkercad. Tinkercad is available for free and it works in browsers that support WebGL, for instance
Google Chrome. They offer beginner lessons and has a built in option to get your object printed via various 3D
print services.
Now that you have a 3D model, the next step is to prepare it in order to make it 3D printable.
Slicing: From 3D Model to 3D Printer

You will have to slice a 3D model in order to make it 3D printable. Slicing is dividing a 3D model into hundreds or
thousands of horizontal layers and is done with slicing software.
Sometimes it’s possible to slice a 3D file within a 3D modelling software or in the 3D printer itself. It is also
possible that you are forced to use a certain slicing tool for a certain 3D printer.
When your 3D model is sliced, you are ready to feed it to your 3D printer. This can be done via USB, SD or Wi-
Fi. It really depends on what 3D printer brand you work with. When a file is uploaded in a 3D printer, the object is
ready to be 3D printed layer by layer.\
Learn How to 3D Print – Where to Start?

Getting started with 3D printing means asking yourself what you would like to learn first. Are you interested in the
hardware, or do you want to focus on the end result – creating objects? Answering this question could lead you
to the decision if whether you should buy a pre-assembled 3D Printer or a DIY 3D Printer kit.
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When a manufacturer uses high quality parts (motors, frame, electronics), this will affect the price of the end
product. When the parts are of high quality it doesn’t automatically mean the prints will turn out great – there are
too many other factors that play a role as well.
When a manufacturer decides to go cheap on parts it can market the product for a good price. On the other hand,
it doesn’t automatically mean that a cheap 3D printer will give you bad print results. But you’ll probably have to put
in more time and effort to get to the same level.
Secondly there’s Research and Development. It can take years of groundwork and engineering before the final
product is a stable, high quality 3D printer. Manpower can become costly overtime which of course needs to be
earned back.
The next element that influences the price of a 3D printer is: assembly. In general it’s cheaper and more efficient
to ship just the parts compared to a fully assembled 3D printer. This can be in the form of a DIY kit or a semi-
assembled 3D printer. This doesn’t necessarily mean that all DIY kits or semi-assembled 3d printers are cheap.
Cause some DIY kits contain such high quality parts that even though you have to assemble it yourself it’s still
pretty expensive. Additionally, some brands that market do-it-yourself kits put a lot of time and effort in making
educational tutorials and focus on customer service – which also doesn’t come cheap.
And this brings us to the last point that determines the 3D printer price: customer service and warranty.
There’s a good chance you’ll run into problems when you buy a 3D printer. In case you’ve chosen a 3D printer
from an established brand you’ll pay more but you will have the reassurance that there’s always support to back
you up. Also, when for instance something breaks during shipping, you’ll be glad you chose a product with warranty
Revision Questions
1. Which of the following is not a specification of a CPU?

A. 2.8GHz Clock speed
B. 2MB Cache memory
C. 4.2ms Rotation latency
D. 32-bit word size
2. Which of the following is not open source software?

A. Internet Explorer
B. Apache HTTP Server
C. Fedora Linux
D. Open Office
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3. When compared with normal PCs, which of the following statements about
Personal Digital Assistants (PDA) is correct?
A. Only small files can be stored.
B. The operating system requires less system memory to operate.
C. The operating system should be re-installed when the system crashes.
D. Data must be stored in an external flash memory card.
4. Which of the following actions should not be carried out when constructing a web
page?
A. Insert more than one hyperlink.
B. Compile the HTML file.
C. Insert multimedia elements but not photos.
D. Use .htm as the filename extension.
5. Jimmy wants to include some multimedia elements in a presentation file. Instead of

copying the multimedia elements into the file, he uses hyperlinks. Which of the
following descriptions is correct?
A. The presentation can include more multimedia elements.
B. The presentation can be more interactive.
C. The presentation can play video files immediately.
D. The presentation file is smaller.
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Unit
2: Using the Computer
and Managing files
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2.1 Getting started  Apply main features of the operating systems
2.2 Desktop  Understand the purpose of a computer desktop
2.3 Information and settings  Understand the concepts of file management
2.4 Software installations  Using utility software

 Demonstrate ability to use simple text editing

 Laudon C.K, Laudon J.P, 2017, Management Information
Systems, Managing the Digital Firm Vol. 1. no. 5, Pearson
no. 4
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2.1 Getting Started

2.1.1 Icons
Icons are small pictures (pictograms) on a computer screen and they all represent programs, folders, files and
shortcuts.
 A double-click on a program icon will start the appropriate program
 A double-click on the folder icon will open a window that shows files and folders contained in that folder
 A double-click on the file icon will start the appropriate program and open that file in the appropriate
program
Shortcuts are files that point to other programs, program files or folders found somewhere on the computer. A
double-click on the shortcut icon will start either the appropriate program, or the appropriate file and corresponding
program, or appropriate folder.
2.1.2 Working With Files

A file is a set of digital data. Each file has a name, an icon (assigned by the operating system) and an extension.
Files are placed within folders (for easier reference). To browse computers for files and folders we use Windows
Explorer. It displays a hierarchical view of folders and files.
Activity 1:
Run Windows Explorer
 position the cursor over the Start button, press the right mouse button and select the command Open
Windows Explorer, or
 from the Start menu select All programs, in the folder Accessories, search and click Windows Explorer,
or
 in the search box (within the Start menu) type "Windows Explorer" and click on it when it appears in the
results, or
 click on in the Taskbar, or
 click on the Windows Explorer shortcut on the desktop
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There are four types of libraries:

 The Documents library – this library is used for organising and saving documents (text files,
workbooks, presentations etc.)
 The Pictures library – it is used for organising and saving pictures
 The Music library – it is used for organising and saving music
 The Videos library – it is used for organising and saving video materials
 Each file and folder has its path – an address of its location
Activity 2:
Create a new folder in the Music library
 open Windows Explorer

 open the Music library
 press the New Folder button on the toolbar
 enter a name for this folder
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Storage devices and hierarchical display of files and folders.

Each device has an icon, name and letter in the parentheses (A, B, C, D, E,...)
There can be one or more Hard Disk Drives (HDD) on the computer, or there can be one HDD divided into
partitions.
When the hard disk is not divided into partitions and the DVD-ROM is connected When the hard disk is not divided
into partitions and the DVD-ROM and CD-RW are connected When the hard disk is divided into two partitions and
the DVDROM and CD-RW are connected
Hard Disk Drive (first partition): D DVD-ROM D DVD-ROM D

Hard Disk Drive (second partition): E CD-RW E DVD-ROM F CD-RW
2.2 Desktop
A desktop can be contained in a window that is part of the total display area or can be a full screen, taking up the
total display area. Users can have multiple desktops for different projects or work environments they have and can
switch between them.
2.2.1 The history of desktops

It is tempting to think of the desktop as being synonymous with the Windows graphical user interface (GUI), but
the concept of a desktop has existed for longer than the Windows operating system.
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Tandy released a text-based desktop called DeskMate in 1984. Like modern desktops, users could work with
DeskMate to open applications and documents and to browse disk contents. Microsoft released Windows 1.0 near
the end of 1985.
Windows has included a graphical desktop ever since the release of Windows 1.0. Although Windows 10 still bears
some similarities to Microsoft's early desktops, the Windows desktop has evolved considerably over the years. As
Windows matured, for example, the desktop included higher video resolution and color depth.
One of the more significant changes Microsoft made to the Windows desktop was the introduction of Active
Desktop. The company introduced Active Desktop along with Internet Explorer 4.0 in 1997. It was first intended for
use on Windows 95, but was eventually supported by Windows 98 and Vista before the company eventually
discontinued it. The Active Desktop feature displayed HTML content directly on the Windows desktop.
In Windows 8, Microsoft broke away from using the traditional desktop layout. The release eliminated the Start
menu and introduced a new interface called Metro, which Microsoft designed to compete with mobile operating
systems, such as Apple iOS.
Although Windows 8 included a desktop layout, it forced users to toggle back and forth between the desktop
interface and the Metro interface depending on which application they were using. The hallmark of the Metro
interface was live tiles, which were tiles that could display application data, such as weather information or stock
market reports, as opposed to acting as static desktop icons.
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In Windows 10, Microsoft brought back the Start menu, and it merged Metro and the legacy Windows desktop into
a single, blended desktop interface.
2.2.2 Other GUI desktops

Although Microsoft is largely credited with the introduction and evolution of the GUI desktop, nearly all modern
desktop operating systems include a GUI desktop. This is true of Windows, Apple macOS and Linux.
2.2.3 Virtual desktops

A virtual desktop refers to a desktop operating system, such as Windows 10, that runs on top of an enterprise
hypervisor. End users access virtual desktops through thin clients. A remote desktop protocol transmits screen
images and keyboard and mouse inputs between the user's device and the server on which the virtual desktop
runs.
How consumer desktops differ from enterprise desktops

From a functional standpoint, there is no difference between a consumer desktop and an enterprise desktop. Even
so, enterprise desktops tend to be more tightly controlled. Enterprise desktops are commonly branded with a
wallpaper containing the organisation's logo, and they typically include a set of icons that the IT department has
approved.
2.3 Information and Settings

Windows 10's Settings menu will look familiar to Windows 8.1 users -- it's a more robust, more Control Panel-like
version of the Settings charm. In the new Settings menu, you'll find some familiar prompts: System, Devices,
Network & Internet, Personalisation, Accounts, Time & language, Ease of Access, Privacy, and Update & security.
At the top of the main window, you can search the Settings menu for a specific setting; anything you type here will
prompt a drop-down menu of suggestions.
Let's take a look at the System tab, which is where you will find most of your computer's general settings and setup
utilities.
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Generally, the first thing to look for in a System tab is the actual system info, which you can find by clicking About.
Here you will see your computer's basic specs, including processor, memory, and operating system info, as well
as what edition of Windows you're currently running.
From this screen, you can quickly rename your computer by clicking Rename PC and following the prompts to
rename your computer for network identification purposes. (For a more detailed guide on how to rename your
computer, check out How to change your computer's name in Windows 10.)
Under Related settings, you will see a list of settings you may have been looking for when you initially clicked on
About: Additional administrative tools, Bitlocker settings, Device manager, and System info. These links take you
to Control Panel windows -- Microsoft hasn't completely scrapped the Control Panel.
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To check how much hard-drive space your computer has, click Storage. This screen shows the different drives
(including partitions, external hard drives, and attached media) currently connected to your PC, and also lets you
choose default save locations for different file types (apps, documents, music, pictures and videos). To choose a
default save location for a file type, pick the location from the drop-down menu and click Apply.
In Related settings, you'll see a link to Change where you store offline maps. This takes you to the Offline maps
section (which is also located directly under the Storage link).
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Storage only shows you how much space apps and other files are taking up on your computer -- if you need to
free up space, click Apps & features to see a list of installed apps sorted by name (you can also sort them by size
and date). Click on a non-native app and you will see two options: Modify and Uninstall. Modify lets you modify
how the app is installed on your computer (including moving it to a different partition or drive), while uninstall lets
you uninstall it.
The Related settings features a link to the Control Panel window Programs and Features, where you can uninstall
and change any programs that don't appear in the Apps & features section.
2.4 Software Installations

You can install software that you download from the Web or from a CD or DVD for use on the Windows 10 desktop.
(Windows 10 apps must be installed through the Microsoft Store.)
From the internet

You should download and install programs only from trusted publishers and retail websites.
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Activity 3 : Antivirus
In your web browser, select the link to the program.

Select Save or Save as to download the program. Most antivirus programs like Windows
Defender will scan the program for viruses during download.
If you select Save, the program file is saved in your Downloads folder.
Or, if you select Save as, you can choose where to save it, like your desktop
Activity 4: From Microsoft Store
There are two ways to get apps from Microsoft Store

On the Start menu, select the Microsoft Store tile.
On the taskbar, select the Microsoft Store icon
Revision Questions
Question 1
Which of the following is the safest and most efficient way to react to a nonresponding
program?
A. Turn off the computer by flipping the CPU's on/off switch.
B. Unplug the CPU at the electrical source.
C. Press Ctrl+Alt+Del, and choose Restart from the Shut Down menu.
D. Click the Start button on the taskbar and choose Turn Off Computer.
Answer C is correct. This particular keystroke combination will restart your computer and clear
the internal error that's causing the problem. Answers A and B are incorrect and could result
in serious harm to your data and any open software applications. Answer D is incorrect
because you won't be able to access the Start button.
Question 2
Which of the following removable storage media must you prepare by formatting before you
can use them?
A. CD-ROM
B. Floppy diskette
C. Internal hard drive
D. Zip disk
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Answers B and D are correct. You must format a floppy or Zip disk before you can store data
on them. Answers A and C are wrong. A CD-ROM needs no preparation and you should
probably never format your internal hard drive yourself. Hard drives must be formatted initially
but after that, you don't need to format it again. Occasionally when things go wrong,
reformatting a hard drive is necessary, but it's best to leave that task to the experts.
Question 3
Which of the following are legitimate window operations?
A. Moving it
B. Opening it
C. Resizing it
D. Deleting it
E. Closing it
Answers A, B, C, and E are correct. You can manipulate a window by opening, closing,
resizing, or moving it. Answer D is incorrect because you can't actually delete a window
although you can close it when you're done.
Question 4
Which of the following are legitimate elements in a window?
A. Title bar
B. Status bar
C. Toolbar
D. Shortcut icon
E. File
Answers A, B, and C are all correct. Neither a shortcut icon nor a file is a window element.
Question 5
Match the following extensions to their corresponding file types:
A. .doc
B. .xls
C. .tmp
D. .bmp
E. .mdb
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1. A spreadsheet file
2. A special temporary file created by the system
3. A word processing file
4. A database file
5. An image file
The correct matches are A to 3, B to 1, C to 2, D to 5, and E to 4.
Question 6
Why might you want to create a copy, known as a backup, of your work?
A. In case the computer's hard drive is corrupted or the system is incapacitated by theft,
damage, or virus
B. In case the original file is accidentally deleted
C. To protect your system from a virus
D. For reverse-engineering purposes
E. To audit your work for the purposes of quality control
Answers A and B are correct. Backups are created to protect your work in case of equipment
or file failure. C is incorrect because creating a backup will not protect your system from a
virus, although having a non-infected backup would be helpful in the event of attack. Answers
D and E have nothing to do with creating a backup.
Question 7
Which sequence of events would you use to add a folder to your hard drive?
A. Open the Control Panel window and select Add New Folder.
B. Launch the Windows Explorer, choose New from the File menu, and then select the
location for the new subfolder.
C. Launch the Windows Explorer, locate the file to which you want to add the new
subfolder, and choose New from the File menu.
D. Launch the Windows Explorer, locate the drive and folder to which you're adding the
new subfolder, and then choose New from the File menu.
Answer D is correct. Answer A is incorrect because no such command exists in the Control
Panel window. Answer B is incorrect because you must select the folder to which you're adding
the subfolder before executing the New command. Answer C is incorrect because you can't
add a folder or subfolder to a file.
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Question 8
Where will you find the Windows Help and Support feature?
A. In the Control Panel window
B. On any menu
C. On the desktop
D. On the Start menu
Answers A and D are correct. Although many menus sport a Help menu, it is application-
specific and isn't connected with the Windows Help feature. Although you could add a
shortcut icon to the desktop that launches the Help and Support, there isn't one by default.
Question 9
Which sequence of events would successfully add a shortcut icon to the desktop?
A. In the Windows Explorer, choose File, Create New Shortcut.
B. Right-click the Explorer window and choose Create New Shortcut.
C. In the Windows Explorer, right-click the file to which you want to create a shortcut.
Then, right-click the new shortcut file in the same folder, select Send to, and then
choose Desktop (Create Shortcut).
D. In the Windows Explorer, select the file you want to create a shortcut to and then
click the Shortcut icon on the toolbar.
Answer C is correct. Answer A is incorrect because you must select the file you're creating
the shortcut for first. Answer B is incorrect for the same reason. Answer D is incorrect
because there is no Shortcut icon on the Explorer toolbar.
Question 10
Why might you compress a folder or file?
A. To save space on the storage medium
B. To improve overall performance
C. To repair the folder or file
D. To reduce the size of the file or folder
Answers A, B, and D are correct. Answer C is incorrect because the compression process
will not repair any corruption problems the file might have.
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Unit
3: MS Word 2016
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3.1 Using the application  Demonstrate how documents are created and shared
3.2 Document creation  Create and edit small sized word processing documents
3.3 Formatting  Describe formatting of documents using the different tools

provided

no. 4
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3.1 Using the Application

Word, you can choose to start from a blank document or let a template do much of the work for you. From then on,
the basic steps in creating and sharing documents are the same. And Word's powerful editing and reviewing tools
can help you work with others to make your document great.
The Ribbon
To use the Ribbon, first click a tab. Then locate the command you need by scanning the group names, and then
hunting down the button. Click the button to activate the command or to display a menu from which you can choose
a command.
Some items on the Ribbon let you input text or values, or make other settings.
Galleries on the Ribbon display a smattering of tiles. To see them all, click the Show Gallery button in the lower-
right corner of the gallery, as illustrated.
Use the dialog box launcher icon in the lower-right corner of a group to open a dialog box relevant to the group’s
function. Not every group features a dialog box launcher.
The amazingly frustrating thing about the Ribbon is that it can change. Some tabs may appear and disappear,
depending on what you’re doing in Word.
Clicking the File tab replaces the contents of the Word window with a screen full of commands and other
information. To return to the Word window, click the Back button or press the Esc key.
3.2 Document Creation

It’s often easier to create a new document using a template instead of starting with a blank page. Word templates
come ready-to-use with pre-set themes and styles. All you need to do is add your content.
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Each time you start Word, you can choose a template from the gallery, click a category to see more templates, or
search for more templates online.
For a closer look at any template, click it to open a large preview.
If you’d rather not use a template, click Blank document.
3.2.1 Open a document

Every time you start Word, you’ll see a list of your most recently used documents in the left column. If the document
you’re looking for isn’t there, click Open Other Documents.
If you’re already in Word, click File > Open and then browse to the file’s location.
When you open a document that was created in earlier versions of Word, you see Compatibility Mode in the title
bar of the document window. You can work in compatibility more or you can upgrade the document to use Word
2016.
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3.2.2 Save a document

1. To save a document for the first time, do the following:
2. On the File tab, click Save As.
3. Browse to the location where you’d like to save your document.
Activity 1:
Saving a document
Note: To save the document on your computer, choose a folder under This PC or click Browse. To save your
document online, choose an online location under Save As or click Add a Place. When your files are online, you
can share, give feedback and work together on them in real time.
4. Click Save.
Think Point
Note: Word automatically saves files in the .docx file format. To save your
document in a format other than .docx, click the Save as type list, and then
select the file format that you want
To save your document as you continue to work on it, click Save in the Quick Access Toolbar.
3.2.3 Objects
A table is made up of rows and columns. The intersection of a row and column is called a cell. Tables are often
used to organise and present information, but they have a variety of uses as well. You can use tables to align
numbers and create interesting page layouts.
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Creating a Table
1) Click the Insert tab on the Ribbon
2) Click on Table
3) Highlight the number of columns and rows you’d like
OR
4) Click Insert Table
5) Click the arrows to select the desired number of columns

6) Click the arrows to select the desired number of rows
7) Click OK
Table Formatting
After you create a table, you can format the entire table by using Table Styles. By resting your pointer over each
of the preformatted table styles, you can preview what the table will look like.
 Click in the table that you want to format
 Under Table Tools, click the Design tab
 In the Table Styles group, rest the pointer over each table style until you find a style that you want to use.
Note: To see more styles, click the More arrow .
 Click the style to apply it to the table

 In the Table Style Options group, select or clear the check box next to each the table element to apply or
remove the selected style
Add or remove borders

You can add or remove borders to format a table the way that you want.
Add table borders
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Under Table Tools, click the Layout tab.

In the Table group, click Select, and then click Select Table.
Under Table Tools, click the Design tab.
In the Table Styles group, click Borders, and then do one of the following:
 Click one of the predefined border sets
 Click Borders and Shading, click the Borders tab, and then choose the options that you want
Remove table borders from the whole table

Under Table Tools, click the Layout tab.
In the Table group, click Select, and then click Select Table.
In the Table Styles group, click Borders, and then click No Border.
Add table borders to specified cells only
On the Home tab, in the Paragraph group, click Show/Hide.
Select the cells that you want, including their end-of-cell marks.

In the Table Styles group, click Borders, and then click the border that you want to add.
Remove table borders from specified cells only
On the Home tab, in the Paragraph group, click Show/Hide.
Select the cells that you want, including their end-of-cell marks.

In the Table Styles group, click Borders, and then click No Border.
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Mail Merge
A mail merge in Word will combine a pre-prepared letter with a mailing list, so that bulk mail is personalised before
it is sent out. For example, you might be part of an organisation that has a list of members and you want to let them
know about an upcoming Annual General Meeting. Your mailing list would be the list of members’ names and
addresses, and the pre-prepared letter would be a letter informing them of the AGM. Each letter produced will be
identical, apart from the personalised portions.
The three files involved in the mail merge process are:

1. your main document
2. your mailing list
3. the merged document
The Main Document

You should prepare your document before you start the mail merge, so type that out and save it now. Once it’s
ready, you will then tell Word the type of mail merge you are about to start: go to the Mailings tab and click Start
Mail Merge > Letters.
Now we will link the letter to your mailing list.
The Mailing List

Your mailing list can be stored in a variety of different locations, such as an Excel spreadsheet, an Access
database, a directory of Outlook contacts, or an Office address list. It contains the personalised details that will be
combined with the document.
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If you don’t have a mailing list when you begin the mail merge, you can get Word 2016 to create one during the
merge. We recommend that you create the mailing list before you commence the merge though, so for this example
we’ll assume you have an Excel spreadsheet that contains names and address that you want to mail the letter to.
Link The Mailing List to The Document

Go to the Mailings tab and click Select Recipients in the Start Mail Merge Group. We’re going to assume you have
a mailing list ready to use, although you can create one on the fly. Select Use an Existing List.
In our example, we have an Excel Spreadsheet, so navigate to where that is and select it. Select the sheet that
contains your data and click OK. If the first row in your spreadsheet is a header row, make sure that you check the
box to say so.
Now that you have established the link between your document and mailing list, save the document.
We’re going to assume that you want to send your letter to everyone on your list, but if you want to, you can select
only certain entries from the list.
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Insert Merge Fields

We now need to tell Word what personal details to add to the letter and where. To do this, we will insert merge
fields in the main document. We’re going to keep things very simple and we’re just going to insert the most basic
information. In our example we will insert member names and addresses.
First of all, position the cursor where you want the address to appear on your letter. Then, on the Mailings tab, in
the Write & Insert Fields group, choose Address Block.
In the window that opens, you get the chance to review and amend the format of the address that will be inserted
when the merge is actually run.
Make any changes you need and click OK. You will ten see the <<AddressBlock>> placeholder appear where you
inserted it.
Let’s add a greeting line: position the cursor where you want the greeting and in the Write & Insert Fields group,
click Greeting Line. Again, you get the chance to review and amend the greeting, so make your changes and click
OK. You will see the <<GreetingLine>> placeholder where you inserted it.
The address and greeting are standard items, that most people will want to use in their mail merges, so they get
their own special buttons in the ribbon. What if you want to insert data that is not in the Write & Insert Fields group?
You will need the Insert Merge Fields button for that.
In our example we have an email address column in the spreadsheet. We’ll add that now: click Insert Merge Fields
> email.
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Word gets all the column headings in the spreadsheet and lists them for you to select from. An <<email>>
placeholder is inserted.
All the <<>> placeholders inserted will get populated with real data from your spreadsheet when the merge is run.
Run the Mail Merge

The preparation is complete! All that is left to do is preview what the merged letter will look like, and then run it.
Click Preview Results, and then choose the Next record button or Previous record button to make sure the names
and addresses in the body of your letter look right.
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Make any changes you feel are necessary, and then, once happy, click Finish & Merge > Print Documents to run
the merge and print.
Don’t forget to save your document
Preparing Outputs
Page orientation
Word offers two-page orientation options: landscape and portrait. Compare our example below to see how
orientation can affect the appearance and spacing of text and images.
 Landscape means the page is oriented horizontally
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 Portrait means the page is oriented vertically
Activity 2:
Page orientation
To change page orientation:

1. Select the Layout tab.
2. Click the Orientation command in the Page Setup group.
3. A drop-down menu will appear. Click either Portrait or Landscape to change the page orientation.
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4. The page orientation of the document will be changed.
Page size
By default, the page size of a new document is 8.5 inches by 11 inches. Depending on your project, you may need
to adjust your document's page size. It's important to note that before modifying the default page size, you should
check to see which page sizes your printer can accommodate.
To change the page size:

Word has a variety of predefined page sizes to choose from.
1. Select the Layout tab, then click the Size command.
2. A drop-down menu will appear. The current page size is highlighted. Click the desired predefined page
size.
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3. The page size of the document will be changed.

To use a custom page size:
Word also allows you to customise the page size in the Page Setup dialog box.
1. From the Layout tab, click Size. Select More Paper Sizes from the drop-down menu.
2. The Page Setup dialog box will appear.
3. Adjust the values for Width and Height, then click OK.
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4.The page size of the document will be changed.
Page Margin
A margin is the space between the text and the edge of your document. By default, a new document's margins are
set to Normal, which means it has a one-inch space between the text and each edge. Depending on your needs,
Word allows you to change your document's margin size.
To format page margins:
Activity 3:
To format page margins
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Word has a variety of predefined margin sizes to choose from.

1. Select the Layout tab, then click the Margins command.
2. A drop-down menu will appear. Click the predefined margin size you want.
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3. The margins of the document will be changed.
Activity 4:
To use custom margins
Word also allows you to customise the size of your margins in the Page Setup dialog box.
1. From the Layout tab, click Margins. Select Custom Margins from the drop-down menu.
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2. The Page Setup dialog box will appear.
3. Adjust the values for each margin, then click OK.
4. The margins of the document will be changed.
3.3 Formatting
Open your document in Read Mode to hide most of the buttons and tools so you can get absorbed in your reading
without distractions.
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Activity 5:
Read Mode
1. Open the document you want to read.

Note: Some documents open in Read Mode automatically, such as protected documents or attachments.
2. Click View > Read Mode.
3. To move from page to page in a document, do one of the following:
 Click the arrows on the left and right sides of the pages
 Press page down and page up or the spacebar and backspace on the keyboard. You can
also use the arrow keys or the scroll wheel on your mouse
 If you’re on a touch device, swipe left or right with your finger
Tip: Click View > Edit Document to edit the document again.
3.3.1 Track changes

When you’re working on a document with other people or editing a document yourself, turn on Track Changes to
see every change. Word marks all additions, deletions, moves, and formatting changes.
Activity 6:
Tracking Changes
1. Open the document to be reviewed.

2. Click Review and then on the Track Changes button, select Track Changes.
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3.3.2 Print your document

All in one place, you can see how your document will look when printed, set your print options, and print the file.
Activity 7:
Printing
1. On the File tab, click Print.
2. Do the following
 Under Print, in the Copies box, enter the number of copies you want
 Under Printer, make sure the printer you want is selected
 Under Settings, the default print settings for your printer are selected for you. If you want to change
a setting, just click the setting you want to change and then select a new setting
3. When you’re satisfied with the settings, click Print.
Revision Questions
1. Which part of Word Window lets you access common commands?
A. Home Tab
B. Dialog Box Launcher
C. Quick Access Toolbar
D. Format Tab
2. Question 2
It has multiple tabs, each with several groups of commands.
A. Quick Access Toolbar
B. Ribbon
C. Tags:
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3. To access the Backstage View, click on the _________ tab.

A. Home
B. File
C. Design
D. Format
4. The keyboard key used to move the insertion point to the beginning of the
current line.
A. Start
B. Home
5. Keyboard Key to move the insertion point down one screen.
A. End
B. Page Down
6. It is a set of printable or displayable text characters in a specific style and
size.
A. Text
B. Font
7. Default font of MS Word 2016.
A. Calibri
B. Arial
8. When you are editing an existing document and you want to save the
changes.
A. Save
B. Save As
9. A template is a
A. Predesigned Document
B. Saved Document
10. To quickly move right from word to word in a document use
A. CTRL + Right Arrow
B. CTRL + R
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Unit
4: MS Excel 2016
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4.1 Using the application  Develop spreadsheets taking advantage of the

program’s features
4.2 Cells  Understand the basics of cells and cell content to

calculate, analyse, and organise data in Excel
4.3 Managing Worksheets  Develop and format charts
4.4 Formulae and Functions  Create mathematical and logical formulas
no. 4
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4.1 Using the application

Excel is a spreadsheet program that allows you to store, organise, and analyse information. While you may
believe Excel is only used by certain people to process complicated data, anyone can learn how to take advantage
of the program's powerful features. Whether you're keeping a budget, organising a training log, or creating an
invoice, Excel makes it easy to work with different types of data.
4.1.1 The Excel interface

When you open Excel 2016 for the first time, the Excel Start Screen will appear. From here, you'll be able to
create a new workbook, choose a template, and access your recently edited workbooks.
Activity 1:
Excel Interface
 From the Excel Start Screen, locate and select Blank workbook to access the Excel interface
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4.1.2 Working with the Excel environment

The Ribbon and Quick Access Toolbar are where you will find the commands to perform common tasks in Excel.
The Backstage view gives you various options for saving, opening a file, printing, and sharing your document.
The Ribbon
Excel 2016 uses a tabbed Ribbon system instead of traditional menus. The Ribbon contains multiple tabs,
each with several groups of commands. You will use these tabs to perform the most common tasks in Excel.
 Each tab will have one or more groups
 Some groups will have an arrow you can click for more options
Activity 2:
Ribbon displays
 Click a tab to see more commands
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 You can adjust how the Ribbon is displayed with the Ribbon Display Options
To change the Ribbon Display Options:

The Ribbon is designed to respond to your current task, but you can choose to minimise it if you find that it takes
up too much screen space. Click the Ribbon Display Options arrow in the upper-right corner of the Ribbon to
display the drop-down menu.
There are three modes in the Ribbon Display Options menu:
 Auto-hide Ribbon: Auto-hide displays your workbook in full-screen mode and completely hides the
Ribbon. To show the Ribbon, click the Expand Ribbon command at the top of screen
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 Show Tabs: This option hides all command groups when they're not in use, but tabs will remain visible.
To show the Ribbon, simply click a tab
 Show Tabs and Commands: This option maximises the Ribbon. All of the tabs and commands will be
visible. This option is selected by default when you open Excel for the first time
4.2 Cells
Whenever you work with Excel, you'll enter information—or content—into cells. Cells are the basic building
blocks of a worksheet. You'll need to learn the basics of cells and cell content to calculate, analyse, and
organise data in Excel.
Every worksheet is made up of thousands of rectangles, which are called cells. A cell is the intersection of
a row and a column—in other words, where a row and column meet.
Columns are identified by letters (A, B, C), while rows are identified by numbers (1, 2, 3). Each cell has its
own name—or cell address—based on its column and row. In the example below, the selected cell intersects
column C and row 5, so the cell address is C5, this is called cell referencing
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Note that the cell address also appears in the Name box in the top-left corner, and that a cell's column and row
headings are highlighted when the cell is selected.
You can also select multiple cells at the same time. A group of cells is known as a cell range. Rather than a
single cell address, you will refer to a cell range using the cell addresses of the first and last cells in the cell range,
separated by a colon. For example, a cell range that included cells A1, A2, A3, A4, and A5 would be written as
A1:A5. Take a look at the different cell ranges below:
 Cell range A1:A8
 Cell range A1:F1
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Activity 3:
Working with Cells
To select a cell:
To input or edit cell content, you'll first need to select the cell.
1. Click a cell to select it. In our example, we'll select cell D9.
2. A border will appear around the selected cell, and the column heading and row heading will be
highlighted. The cell will remain selected until you click another cell in the worksheet.
To select a cell range:

Sometimes you may want to select a larger group of cells, or a cell range.
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Activity 4:
Cells
1. Click and drag the mouse until all of the adjoining cells you want to select are highlighted. In
our example, we'll select the cell range B5:C18.
2. Release the mouse to select the desired cell range. The cells will remain selected until you click
another cell in the worksheet.
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4.3 Managing worksheets

To insert a new worksheet:
1. Locate and select the New sheet button near the bottom-right corner of the Excel window.
2. A new blank worksheet will appear.
To copy a worksheet:
If you need to duplicate the content of one worksheet to another, Excel allows you to copy an existing worksheet.
1. Right-click the worksheet you want to copy, then select Move or Copy from the worksheet menu.
2. The Move or Copy dialog box will appear. Choose where the sheet will appear in the Before sheet: field. In
our example, we'll choose (move to end) to place the worksheet to the right of the existing worksheet.
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3. Check the box next to Create a copy, then click OK.
4. The worksheet will be copied. It will have the same title as the original worksheet, as well as a version
number. In our example, we copied the November worksheet, so our new worksheet is named November
(2). All content from the November worksheet has also been copied to the new worksheet.
To rename a worksheet:
1. Right-click the worksheet you want to rename, then select Rename from the worksheet menu.
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2. Type the desired name for the worksheet.
3. Click anywhere outside the worksheet tab, or press Enter on your keyboard. The worksheet will be
renamed.
To move a worksheet:
1. Click and drag the worksheet you want to move until a small black arrow appears above the desired
location.
2. Release the mouse. The worksheet will be moved.
To delete a worksheet:
1. Right-click the worksheet you want to delete, then select Delete from the worksheet menu.
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2. The worksheet will be deleted from your workbook.
Switching between worksheets

If you want to view a different worksheet, you can simply click the tab to switch to that worksheet. However, with
larger workbooks this can sometimes become tedious, as it may require scrolling through all of the tabs to find
the one you want. Instead, you can simply right-click the scroll arrows in the lower-left corner, as shown below.
A dialog box will appear with a list of all of the sheets in your workbook. You can then double-click the sheet
you want to jump to.
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4.4 Formulae and Functions

A formula is an expression which calculates the value of a cell. Functions are predefined formulas and are already
available in Excel.
For example, cell A3 below contains a formula which adds the value of cell A2 to the value of cell A1.
For example, cell A3 below contains the SUM function which calculates the sum of the range A1:A2.
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Enter a Formula
To enter a formula, execute the following steps.
Activity 5:
Enter a formula
1. Select a cell.
2. To let Excel know that you want to enter a formula, type an equal sign (=).
3. For example, type the formula A1+A2.
Tip: instead of typing A1 and A2, simply select cell A1 and cell A2.
4. Change the value of cell A1 to 3.
Excel automatically recalculates the value of cell A3. This is one of Excel's most powerful features!
Edit a Formula
When you select a cell, Excel shows the value or formula of the cell in the formula bar.
1. To edit a formula, click in the formula bar and change the formula.
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2. Press Enter
Operator Precedence
Excel uses a default order in which calculations occur. If a part of the formula is in parentheses, that
part will be calculated first. It then performs multiplication or division calculations. Once this is complete,
Excel will add and subtract the remainder of your formula. See the example below.
First, Excel performs multiplication (A1 * A2). Next, Excel adds the value of cell A3 to this result.
Another example,
First, Excel calculates the part in parentheses (A2+A3). Next, it multiplies this result by the value of cell A1.
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Copy/Paste a Formula
When you copy a formula, Excel automatically adjusts the cell references for each new cell the formula is copied
to. To understand this, execute the following steps.
1. Enter the formula shown below into cell A4.
2a. Select cell A4, right click, and then click Copy (or press CTRL + c),
next select cell B4, right click, and then click Paste under 'Paste Options:' (or press CTRL + v).
2b. You can also drag the formula to cell B4. Select cell A4, click on the lower right corner of cell A4 and drag it
across to cell B4. This is much easier and gives the exact same result!
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Result. The formula in cell B4 references the values in column B.
Insert a Function
Every function has the same structure. For example, SUM (A1:A4). The name of this function is SUM. The part
between the brackets (arguments) means we give Excel the range A1:A4 as input. This function adds the values
in cells A1, A2, A3 and A4. It's not easy to remember which function and which arguments to use for each task.
Fortunately, the Insert Function feature in Excel helps you with this.
To insert a function, execute the following steps.

1. Select a cell.
2. Click the Insert Function button.
The 'Insert Function' dialog box appears.
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3. Search for a function or select a function from a category. For example, choose COUNTIF from the Statistical
category.
4. Click OK.
The 'Function Arguments' dialog box appears.
5. Click in the Range box and select the range A1:C2.
6. Click in the Criteria box and type >5.
7. Click OK.
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Result. The COUNTIF function counts the number of cells that are greater than 5.
Note: instead of using the Insert Function feature, simply type =COUNTIF (A1:C2,">5"). When you arrive at:
=COUNTIF (instead of typing A1:C2, simply select the range A1:C2.
Revision Questions
1) Study the highlighted cells in the image below and identify which of the following
represents the correct cell address for these cells:
a) The cell reference for the selected cells is B:21, C:28, D:22, E:26 and F:25.
b) The cell reference for the selected cells is row 15, column F
c) The cell reference for the selected cells is F4:F5
d) The cell reference for the selected cells is B15:F15
2) What is the purpose of the Quick Access Toolbar (circled in orange in the image
below)?
a) It provides shortcuts to functions you may use frequently as well as functions that
may not be on the Ribbon.
b) You can only use it to save, redo and undo, create new documents, open
documents and print.
c) It displays functions you have recently used as well as frequently used functions.
d) None of the above options are correct.
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3) Which of the following functions are you likely to find under the Insert tab on the
Ribbon?
a) Insert a page break.
b) Insert a formula.
c) Insert a table.
d) Insert track changes.
4) Study the orange circled area of the worksheet in the image below. Which of the
following best describes the function of this area?
a) The Name Box displays a name given to a cell or set of cells.
b) The Name Box reflects the contents of the first cell that is selected in a range.
c) The Name Box gives you options for duplicating the selected cells.
d) All of the above options are correct.
5) The Formula Bar is the block located above the grid in a worksheet and preceded
by the letters fx. Which of the following comments about the Formula Bar is NOT
correct:
a) The Formula Bar is only used to create formulas by pressing the fx located to the
left of the box.
b) The Formula Bar contains the contents of the cell you have selected.
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c) You can type numbers or text directly into the formula bar.
d) You can edit words or numbers contained in selected cells in the Formula Bar.
6) What happens when you press the icon circled in orange in the image below?
a) It moves the worksheet up and hides rows.
b) It minimises the Ribbon.
c) It opens another part of the Ribbon.
d) It detaches the Ribbon from the worksheet and allow you to move it around.
7) Study the image below this question. What is the purpose of the two words
circled in orange?
a) These represent the names of the individual workbooks you have saved. If you
click on the "Sales 2" tab it will open this workbook.
b) These reflect a selected range of cells in the worksheet. If you click on "Sales 2" it
will take you to the selected cell.
c) These represent worksheets that have been created in the workbook. If you click
on them they will take you to the different sheets.
d) This is the Name Box and represents named ranges in the worksheet. If you click
on "Sales 2", you can rename the range.
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8) Study the section of a worksheet in the image below. What is the cell address of
the cell containing the word "Qtr3"?
a) The cell address is D1
b) The cell address is D:E
c) The cell address is E:5
d) The cell address is D:5
9) Which of the following functions is NOT associated with the Review Tab on the
Ribbon?
a) The spelling checker.
b) The sort data function.
c) The comment function.
d) The track changes function.
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10) Study the image below this question. The Quick Access Toolbar is appearing
below the Ribbon (circled in orange). How would you go about moving it back to its
position above the Ribbon?
a) This is a default setting with some versions of Excel. You need to reinstall Excel
to fix this issue.
b) You can move the toolbar back up to its position by holding down the left mouse
button and dragging it into position.
c) If you close the workbook and reopen it again, the toolbar will move back to its
original position.
d) If you right click on it and select "Show Quick Access Toolbar above the Ribbon" it
will move back.
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Unit
5: MS Access 2016
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5.1 I Database Theory  Understand what is a database
5.2 Ms Access – RDBMS  Create a database
5.3 Data Definition  Create a table
5.4 Data Manipulation  Sort and filter a table or form
5.5 Data Control
5.6 Ms Access – Objects
5.7 Table
5.8 Query
5.9 Form
5.10 Report

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5.1 Database Theory

Microsoft Access is a Database Management System (DBMS) from Microsoft that combines the relational
Microsoft Jet Database Engine with a graphical user interface and software development tools. It is a member of
the Microsoft Office suite of applications, included in the professional and higher editions.
 Microsoft Access is just one part of Microsoft’s overall data management product strategy
 It stores data in its own format based on the Access Jet Database Engine
 Like relational databases, Microsoft Access also allows you to link related information easily. For
example, customer and order data. However, Access 2013 also complements other database products
because it has several powerful connectivity features
 It can also import or link directly to data stored in other applications and databases
 As its name implies, Access can work directly with data from other sources, including many popular PC
database programs, with many SQL (Structured Query Language) databases on the desktop, on
servers, on minicomputers, or on mainframes, and with data stored on Internet or Intranet web servers
 Access can also understand and use a wide variety of other data formats, including many other database
file structures
 You can export data to and import data from word processing files, spreadsheets, or database files
directly
 Access can work with most popular databases that support the Open Database Connectivity (ODBC)
standard, including SQL Server, Oracle, and DB2
 Software developers can use Microsoft Access to develop application software
Microsoft Access stores information which is called a database. To use MS Access, you will need to follow these
four steps −
 Database Creation − Create your Microsoft Access database and specify what kind of data you will be
storing
 Data Input − After your database is created, the data of every business day can be entered into the
Access database
 Query − This is a fancy term to basically describe the process of retrieving information from the database.
 Report (optional) − Information from the database is organised in a nice presentation that can be printed
in an Access Report
Architecture
 Access calls anything that can have a name an object. Within an Access desktop database, the main
objects are tables, queries, forms, reports, macros, data macros, and modules
 If you have worked with other database systems on desktop computers, you might have seen the term
database used to refer to only those files in which you store data
 But, in Access, a desktop database (.accdb) also includes all the major objects related to the stored data,
including objects you define to automate the use of your data
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5.2 Ms Access - RDBMS

Microsoft Access has the look and feel of other Microsoft Office products as far as its layout and navigational
aspects are concerned, but MS Access is a database and, more specifically, a relational database.
 Before MS Access 2007, the file extension was *.mdb, but in MS Access 2007 the extension has been
changed to *.accdb extension
 Early versions of Access cannot read accdb extensions but MS Access 2007 and later versions can read
and change earlier versions of Access
 An Access desktop database (.accdb or .mdb) is a fully functional Relational Database Management
System (RDBMS)
 It provides all the data definition, data manipulation, and data control features that you need to manage
large volumes of data
 You can use an Access desktop database (.accdb or .mdb) either as a standalone RDBMS on a single
workstation or in a shared client/server mode across a network
 A desktop database can also act as the data source for data displayed on webpages on your company
intranet
 When you build an application with an Access desktop database, Access is the RDBMS
5.3 Data Definition

Let us now understand what Data Definition is −
 In a document or a spreadsheet, you generally have complete freedom to define the contents of the
document or each cell in the spreadsheet
 In a document, you can include paragraphs of text, a table, a chart, or multiple columns of data displayed
with multiple fonts
 In spreadsheet, you can have text data at the top to define a column header for printing or display, and
you might have various numeric formats within the same column, depending on the function of the row
 A RDBMS allows you to define the kind of data you have and how the data should be stored
 You can also usually define rules that the RDBMS can use to ensure the integrity of your data
 For example, a validation rule might ensure that the user can’t accidentally store alphabetic characters
in a field that should contain a number
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5.4 Data Manipulation

Working with data in RDBMS is very different from working with data in a word processing or spreadsheet
program.
 In a word processing document, you can include tabular data and perform a limited set of functions on
the data in the document
 You can also search for text strings in the original document and, with ActiveX controls, include tables,
charts, or pictures from other applications
 In a spreadsheet, some cells contain functions that determine the result you want, and in other cells, you
enter the data that provides the source information for the functions
An RDBMS provides you many ways to work with your data. For example,
- You can search a single table for information or request a complex search across several related
tables
- You can update a single field or many records with a single command
- You can write programs that use RDBMS commands to fetch data that you want to display and
allow the user to update the data
Access uses the powerful SQL database language to process data in your tables. Using SQL, you can define the
set of information that you need to solve a particular problem, including data from perhaps many tables.
5.5 Data Control

Spreadsheets and word processing documents are great for solving single-user problems, but they are difficult to
use when more than one person needs to share the data.
 When you need to share your information with others, RDBMS gives you the flexibility to allow multiple
users to read or update your data
 An RDBMS that is designed to allow data sharing also provides features to ensure that no two people
can change the same data at the same time
 The best systems also allow you to group changes (which is also known as transaction) so that either all
the changes or none of the changes appear in your data
 You might also want to be sure that no one else can view any part of the order until you have entered all
of it
 Because you can share your Access data with other users, you might need to set some restrictions on
what various users are allowed to see or update
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5.6 Ms Access - Objects

MS Access uses “objects" to help the user list and organise information, as well as prepare specially designed
reports. When you create a database, Access offers you Tables, Queries, Forms, Reports, Macros, and Modules.
Databases in Access are composed of many objects but the following are the major objects −
 Tables
 Queries
 Forms
 Reports
Together, these objects allow you to enter, store, analyse, and compile your data. Here is a summary of the major
objects in an Access database;
5.7 Table
Table is an object that is used to define and store data. When you create a new table, Access asks you to define
fields which is also known as column headings.
 Each field must have a unique name, and data type
 Tables contain fields or columns that store different kinds of data, such as a name or an address, and
records or rows that collect all the information about a particular instance of the subject, such as all the
information about a customer or employee etc
 You can define a primary key, one or more fields that have a unique value for each record, and one or
more indexes on each table to help retrieve your data more quickly
5.8 Query
An object that provides a custom view of data from one or more tables. Queries are a way of searching for and
compiling data from one or more tables.
 Running a query is like asking a detailed question of your database
 When you build a query in Access, you are defining specific search conditions to find exactly the data
you want
 In Access, you can use the graphical query by example facility or you can write Structured Query
Language (SQL) statements to create your queries
 You can define queries to Select, Update, Insert, or Delete data
 You can also define queries that create new tables from data in one or more existing tables
5.9 Form
Form is an object in a desktop database designed primarily for data input or display or for control of application
execution. You use forms to customise the presentation of data that your application extracts from queries or
tables.
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 Forms are used for entering, modifying, and viewing records

 The reason forms are used so often is that they are an easy way to guide people toward entering data
correctly
 When you enter information into a form in Access, the data goes exactly where the database designer
wants it to go in one or more related tables
5.10 Report
Report is an object in desktop databases designed for formatting, calculating, printing, and summarising selected
data.
 You can view a report on your screen before you print it
 If forms are for input purposes, then reports are for output
 Anything you plan to print deserves a report, whether it is a list of names and addresses, a financial
summary for a period, or a set of mailing labels
 Reports are useful because they allow you to present components of your database in an easy-to-read
format
 You can even customise a report's appearance to make it visually appealing
 Access offers you the ability to create a report from any table or query
Other MS Access Objects

Let us now take a look at other MS Access objects.
Macro
This object is a structured definition of one or more actions that you want Access to perform in response to a
defined event. An Access Macro is a script for doing some job. For example, to create a button which opens a
report, you could use a macro which will fire OpenReport action.
 You can include simple conditions in macros to specify when one or more actions in the macro should
be performed or skipped
 You can use macros to open and execute queries, to open tables, or to print or view reports
 You can also run other macros or Visual Basic procedures from within a macro
 Data macros can be attached directly to table events such as inserting new records, editing existing
records, or deleting records
 Data macros in web apps can also be stand-alone objects that can be called from other data macros or
macro objects
Module
Module is an object in desktop databases containing custom procedures that you code using Visual Basic.
Modules provide a more discrete flow of actions and allow you to trap errors.
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 Everything that can be done in a macro can also be done in a module, but you don't get the macro
interface that prompts you what is needed for each action
 Modules are far more powerful, and are essential if you plan to write code for a multi-user environment,
because macros cannot include error handling
 Modules can be standalone objects containing functions that can be called from anywhere in your
application, or they can be directly associated with a form or a report to respond to events on the
associated form or report
Revision Questions
1. Which field type will you select if you need to enter long text in that field?
A. Text
B. Memo
C. Currency
D. Hyperlink
2. The expression builder is an access tool that controls an expression___ for

entering an expression
A. Table
B. Box
C. Cell
D. Palette
3. Which of the following is not a type of MS Access database object?

A. Table
B. Form
C. Worksheets
D. Modules
4. In which method we don't need to specify the field type and size while creating a
new Table?
A. Design View
B. While using Wizard
C. Create Table by Entering Data
D. All of Above
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5. The size of yes/no field is always ________

A. 1 Bit
B. 1 Byte
C. 1 Character
D. 1 KB
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Unit
6: MS PowerPoint
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6.1 Using the application  Understand and work with presentations
6.2 Developing a presentation  Understand different presentation views

 Create ,enter, edit and format text in presentations
6.3 Adding Text  Create and format charts to communicate information

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6.1 Using the Application

When you open PowerPoint for the first time, the Start Screen will appear. From here, you'll be able to create a
new presentation, choose a template, and access your recently edited presentations. From the Start
Screen, locate and select Blank Presentation to access the PowerPoint interface.
The Ribbon and Quick Access Toolbar are where you will find the commands to perform common tasks in
PowerPoint. Backstage view gives you various options for saving, opening a file, printing, and sharing your
document.
The Ribbon
PowerPoint uses a tabbed Ribbon system instead of traditional menus. The Ribbon contains multiple tabs,
each with several groups of commands. For example, the Font group on the Home tab contains commands for
formatting text in your document.
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Some groups also have a small arrow in the bottom-right corner that you can click for even more options.
Showing and hiding the Ribbon

The Ribbon is designed to respond to your current task, but you can choose to minimise it if you find that it
takes up too much screen space. Click the Ribbon Display Options arrow in the upper-right corner of the
Ribbon to display the drop-down menu.
 Auto-hide Ribbon: Auto-hide displays your workbook in full-screen mode and completely hides
the Ribbon. To show the Ribbon, click the Expand Ribbon command at the top of screen
 Show Tabs: This option hides all command groups when they're not in use, but tabs will remain
visible. To show the Ribbon, simply click a tab
 Show Tabs and Commands: This option maximises the Ribbon. All of the tabs and commands
will be visible. This option is selected by default when you open PowerPoint for the first time
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Using the Tell me feature

If you're having trouble finding command you want, the Tell Me feature can help. It works just like a regular
search bar: Type what you're looking for, and a list of options will appear. You can then use the command
directly from the menu without having to find it on the Ribbon.
The Quick Access Toolbar

Located just above the Ribbon, the Quick Access Toolbar lets you access common commands no matter which
tab is selected. By default, it includes the Save, Undo, Redo, and Start From Beginning commands. You can
add other commands depending on your preference.
The Ruler, guides, and gridlines

PowerPoint includes several tools to help organise and arrange content on your slides, including the Ruler,
guides, and gridlines. These tools make it easier to align objects on your slides. Simply click the check boxes
in the Show group on the View tab to show and hide these tools.
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6.2 Developing a presentation

PowerPoint files are called presentations. Whenever you start a new project in PowerPoint, you'll need to
create a new presentation, which can either be blank or from a template. You'll also need to know how to
open an existing presentation.
To create a new presentation:
When beginning a new project in PowerPoint, you'll often want to start with a new blank presentation.
Activity 1:
Opening an existing presentation
1. Select the File tab to go to Backstage view.
2. Select New on the left side of the window, then click Blank Presentation.
3. A new presentation will appear.
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To create a new presentation from a template:

A template is a predesigned presentation you can use to create a new slide show quickly. Templates often
include custom formatting and designs, so they can save you a lot of time and effort when starting a new project.
Activity 2:
Creating a new presentation
1. Click the File tab to access Backstage view, then select New.
2. You can click a suggested search to find templates or use the search bar to find something
more specific. In our example, we'll search for the keyword chalkboard.
3. Select a template to review it.
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4. A preview of the template will appear, along with additional information on how the
template can be used.
5. Click Create to use the selected template.
6. A new presentation will appear with the selected template.
6.3 Adding Text

Before you can move or arrange text, you'll need to select it.
 Click next to the text you want to select, drag the mouse over the text, then release your
mouse. The text will be selected
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Copying and moving text

PowerPoint allows you to copy text that is already on a slide and paste it elsewhere, which can save you time. If
you want to move text, you can cut and paste or drag and drop the text.
Activity 3:
Copying and moving text
To copy and paste text:

1. Select the text you want to copy, then click the Copy command on the Home tab.
2. Place the insertion point where you want the text to appear.
3. Click the Paste command on the Home tab.
3. The copied text will appear.
Activity 4:
To cut and paste text
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To cut and paste text:

1. Select the text you want to move, then click the Cut command.
2. Place the insertion point where you want the text to appear, then click the Paste command.
3. The text will appear in the new location.
Revision Questions
1. Which file format can be added to a PowerPoint show?

a. .jpg
b. .giv
c. .wav
d. All of the above
Correct Answer: d
2. In Microsoft PowerPoint two kind of sound effects files that can be added to the
presentation are
a. .wav files and .mid files
b. .wav files and .gif files
c. .wav files and .jpg files
d. .jpg files and .gif files
Correct Answer: a
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3. Material consisting of text and numbers is best presented as

a. A table slide
b. A bullet slide
c. A title slide
d. All of the above
Correct Answer: a
4. What is a motion path?

a. A type of animation entrance effect
b. A method of advancing slides
c. A method of moving items on a slide
d. All of the above
Correct Answer: c
5. What is a slide-title master pair?

a. The title area and text area of a specific slide
b. a slide master and title master merged into a single slide
c. A slide master and title master for a specific design template
d. All of above
Correct Answer: c
6. Which of the following should you use if you want all the slide in the presentation to
have the same “look”?
a. the slide layout option
b. add a slide option
c. outline view
d. a presentation design template
Correct Answer: d
7. in the context of animations, what is a trigger?

a. An action button that advances to the next slide
b. An item on the slide that performs an action when clicked
c. The name of a motion path
d. All of above
Correct Answer: b
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8. If you have a PowerPoint show you created and want to send using email to another
teacher you can add the show to your email message as a (an)
a. Inclusion
b. Attachment
c. Reply
d. Forward
Correct Answer: b
9. In order to edit a chart, you can

a. Triple click the chart object
b. Click and drag the chart object
c. Double click the chart object
d. Click the chart object
Correct Answer: c
10. to exit the PowerPoint

a. click the application minimise button
b. click the document close button
c. double click the applications control menu icon
d. double click the document control menu icon
Correct Answer: c
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Unit
7: Internet and Email
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7.1 Web Browsing  Accomplish everyday wed browsing tasks
 Complete and submit web based forms
7.2 Starting Microsoft Internet  Understand what the internet is and common terms associated with it
Explorer
 Understand the concept email

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7.1 Web Browsing

The way Internet has evolved over the years, makes it difficult for us to believe that it was created to allow data
transfer and communications in case of a nuclear attack on US or a big disaster. Internet has come a long way
from a restricted-use network created for such a special purpose. People today communicate with friends, family
and business contacts, participate in community activities developed around their interest areas, shop, bank,
study, entertain themselves, and research using the Internet. It is therefore becoming essential for people to
learn how to use Internet and email.
Before we begin learning how to use the Internet and email, we must get familiar with some of the fundamental
concepts. Internet is a huge network of computers. People connect their computers to local networks, which in
turn are connected to regional networks and these regional networks are connected to a central structure called
backbone.
7.1.1 TCP/IP
Just like two people can communicate easily if they talk in the same language and its rules. Similarly, all computers
connected to Internet follow same rules and procedures, also called protocols, to communicate with each other.
These protocols, or the common language, of the Internet are known as Transmission Control Protocol/Internet
Protocol or TCP/IP.
Every computer on the Internet has a unique address. This is a four-part numeric address called Internet Protocol
Address or IP address, and it contains information that identifies the location of this computer. Some examples of
IP addresses are 255.230.54.1, or 10.11.0.220. Therefore, we can see that each part of IP address is a number
ranging between 0 and 255.
7.1.2 DNS
Most computers also have an address called a Domain Name System address or DNS address. A DNS address
has two parts: a host name which stands for the name the computer; a domain name that identifies the type of
organisation from which the computer is connected. Some of the most used domain names today are .com which
is used by commercial organisations; .edu used by educational institutions; .net used by network service providers;
.org used by non-profit organisations; and .gov used by government departments and organisations.
7.1.3 World Wide Web

When we mention Internet, we are actually referring to the World Wide Web (WWW or the web). The web was
developed as a method for incorporating footnotes, figures, and cross-references into online hypertext documents,
also called web pages. These web pages are files encoded by using the hypertext markup language or HTML, and
this language allows developers to insert hypertext links in the documents. It is through this facility that the web
has become so useful for all of us. The web users can click any link on a web page to access more information
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about these links. A collection of related web pages is called a website. The first page of a website is called its
home page. On the home page, links to various webpages of the website are listed.
7.1.4 Web Browsers

You need a web browser to access web pages on the web. A web browser is a software application specially
designed to look up and open web pages on the user's computer. The two most popular web browsers are Microsoft
Internet Explorer, and Netscape Navigator. For the purpose of this tutorial we will refer to the Microsoft Internet
Explorer 5.0 which is used by a vast majority of web users.
7.1.5 URL
The World Wide Web is built on a set of rules called the Hypertext transfer protocol (HTTP). This protocol requires
the Internet addresses in a special format, called URL or Uniform Resource Locator. A typical example of a URL
is as follows:
http://www.enablingdimensions.com/home/home.html
Let us see what the various parts of a URL stand for:

a. http:// : stands for a server that uses the hypertext transfer protocol
b. www : means the website is on the World Wide Web
c. enablingdimensions: part of the Internet stands for the name of the
service/company/organisation
d. home: whose website you are accessing refers to a web folder belonging to the website of
enabling dimensions
e. home.html refers to the specific web page in the web folder named home.
Sometimes the name of the web page is not displayed in the URL. However, each web page on the web has a
unique URL. To access a website, you must know its URL and that URL should be typed in the Address bar of
the web browser used by you.
7.1.6. Emails
To send and receive mails in electronic format, an email account and an Internet connection are required. There
are email programs available to help you manage your emails on your computer. Some of the most commonly
used email programs are Microsoft Outlook Express and Netscape Messenger. However, it is not essential to have
an email program to be able to send and receive emails. There are several free email service providers on the
web, including Hotmail, Yahoo!, Rediffmail and Indiatimes. You need to register with them and open an account
with them to start sending and receiving emails.
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After you drop your letter in the post box, the post-man collects and takes it to the central post office. From here,
it is dispatched to the recipient's city. Similarly, after an email is sent from a computer, it is sent to the nearest mail
server. Here, depending on the recipient's domain and top-level domain name, the mail is forwarded to the mail
servers closest to the recipient.
To deliver a letter, a postman collects the recipient's mail from the central post office and delivers it to the recipient's
home. Similarly, whenever the recipient connects to his mail server, the email program retrieves the mail from there
and presents it to the recipient.
Irrespective of what time of the day you send a mail, and no matter how far your recipient is, the whole process of
sending and receiving mails takes a few seconds.
7.1.7. Email Address

Just like every letter should have an address where it can be delivered, there are addresses for sending and
receiving emails also. Every email user has a unique email address.
A typical example of an Email address is as follows:
sam@internet.com
Email addresses have three parts:

i. User name - 'sam' in the example. The user name refers to the mailbox of the recipient.
ii. Domain name - 'internet' in the example. The domain name refers to the mail server - a type of computer
- where the recipient has an electronic mailbox. It is usually the name of a company or an Internet service
provider. A domain name and user name are always separated by the axiom symbol '@'.
iii. Top-level domain - '.com' in the example. The top-level domain is always preceded by a dot and refers to
the country or type of organisation where the recipient's domain mail server is located. Some of the
commonly used top-level domains are
1. .com - A commercial enterprise or an online service
2. .edu - An educational institution or university
3. .org - A non-profit organisation
4. .net - A network
To be able to use Internet and email, you need to set up a connection with an Internet Service Provider (ISP).
Internet connections are available over the telephone line through dial-up modems or DSL; over cable through
Cable T. V. wires; and through wireless. The most common way of connecting to the Internet is over telephone
line using a dial-up modem. However, lately Internet over cable is also becoming quite popular. There are also a
large number of cyber cafes in the country offering Internet Access facility on hourly rental basis.
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Before you begin, ensure that you have an Internet connection on your PC. If you are accessing from home, you
need to connect to the net using the software provided by your service provider. This software can be launched
from the Program sub-menu in Start Menu or from Desktop, if there is a shortcut on the desktop.
7.2 Starting Microsoft Internet Explorer

To access websites on the web, we need to launch a web browser. Here we will learn to access websites using
the web browser from Microsoft - the Microsoft Internet Explorer 5.0. To launch Internet Explorer, follow the
instructions given below:
Activity 1:
1. Press the start button to open the start menu. Go to Programs and open the programs sub-menu.
2. Now use the down arrow direction key to reach the option labelled Internet Explorer, and press Enter.
3. Alternatively, you can use the shortcut icon for Internet Explorer on the desktop.
7.2.1. Components of Microsoft Internet Explorer

The components of Microsoft Internet Explorer 5.0 are quite similar to the Windows Explorer. It consists of the
following parts:
1. Title Bar - It is the topmost part of the web browser, and is a thin rectangular strip. The left hand corner of Title
bar displays, the icon of Internet Explorer, name of the web site, and name of the program i.e. Internet Explorer.
On the right hand corner the three buttons - Minimise, Maximise and Close are displayed.
2. Menu Bar - This consists of a horizontal row of command options. These are File, Edit, View, Favourites,
Tools, and Help.
3. Standard Tool Bar - It displays shortcut icons of some of the most frequently used commands on the browser.
4. Short cut links bar - This may or may not be present. It displays shortcuts to a few most preferred links by the
user.
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5. Address Bar - It displays the URL of the website being accessed by the user.
6. Contents Pane - The contents of the web page will be displayed here.
7. Status Bar - It displays the status of download, connectivity and the URL of the link being downloaded.
7.2.2. Accessing websites

To access websites, follow the instructions given below:
1. Ensure that you are connected to the Internet. Launch the Internet Explorer from the start menu, programs
sub-menu.
2. Go to file menu option of the Internet Explorer by pressing the Alt key. Open the file menu drop down by using
the down arrow direction key. In this drop down, use the down arrow direction key to go to the option labelled
'open'. This will open the 'Open' dialog box. Alternatively, you can press Control key and O key. The cursor will be
in an edit text box. Here type the URL of the website you want to visit. We will take the example of Enabling
Dimensions website. So, type www.enablingdimensions.com in the open edit text box, and press Enter.
3. The browser will then look for the Enabling Dimensions website on the web. The status bar will display "searching
www.enablingdimensions.com". When it finds the website, the status bar will display 'website found'. After this a
process of displaying the website on your computer will begin, this process is called downloading. The page that
appears after downloading is complete is called the home page of the website.
7.2.4. Using Search Engines:

The web has become a huge repository of information on a variety of topics. This makes it a preferred mode to
research on a large number of topics. However, the volume of information is so large, that it makes the access to
right information difficult and slow. This is the reason for the popularity of Search Engines. Search Engines help
web-users to find information quickly. Some of the most popular search engines are Google, Altavista, and Hotbot.
Usually search engines have a text box, where the users have to enter the information they want to search on the
web. On pressing Enter, the search engine looks for a match to the words entered in the text box. After a few
moments, a list of search results is displayed on the screen. This list usually consists of a listing of links to various
websites containing and a brief description of each link. These results are arranged according to their accuracy,
i.e. the closer the match with the text entered by the user, the higher up the list it is placed. The user, then has to
browse through this list to find which results are relevant and open the links by pressing Enter key on them.
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Activity 2:
We will learn to conduct search on Google.
1. Open Internet Explorer.
2. Press control key + O key to open the 'Open' dialog box, type www.google.com
and press enter key.
3. In a few moments the home page of the Google website will be opened. The
cursor will be placed in the search text box; press enter key to put on the forms
mode. Now, type the text you want to search on the web in this box and press enter
key.
4. In a few seconds, the search results will be listed on your computer.
5. Use Tab to browse the links. Or if you already know the link, press Insert key + F7
key to open the links listing dialog box. Now, use the arrow direction keys to reach
the link you want to access, and press enter key.
Revision Questions
1. Which company designed a network that apparently became Internet?
o A. US Department of Defence
o B. Microsoft Corporation
o C. Macintosh Corporation
o D. Internet Technologies Limited
2. What is a server?
o A. A computer that is very big
o B. A computer that provides/manages shared services
o C. A system of connecting computers
o D. A computer that is connected in a LAN
3. The acronym GUI means Graphical User _______________
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4. A system for transferring web documents, defines how messages are formatted
and transmitted over internet is
o A. Hypertext Transfer Protocol
o B. World Wide Web
o C. Uniform Resource Locator
o D. Hyper Transformed Text Publisher
5. Say True or False: A modem is a device that converts outgoing data only, from
computers to a format that can be transferred via telephone lines.
o A. True
o B. False
6. From a web page, you cannot save pictures to your hard disk.
o A. True
o B. False
7. A small file put in your hard disk that contains information like user id by your web
browser is called a ____________________
o A. Certificate
o B. Personal Data File
o C. Secured Sockets Layer
o D. Cookie
8. Say true or false: Firewalls can't protect against viruses.
o A. True
o B. False
9. Mozilla Firefox, Google Chrome, Netscape Navigator and Opera are examples of
___________________
o A. Operating Systems
o B. Web Sites
o C. Web Browsers
o D. Search Engines
10. Wikipedia is a _____________________
o A. Knowledge Repository Site
o B. Search Engine
o C. Web Browser
o D. Personal Web Page
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Unit
8: ICT in Everyday Life
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8.1 ICT in everyday life  Understand ICT in everyday life
8.2 Health  Determine the role ICT play in improving health care for individuals and
communities
8.3 Security  Understand security threats and measures in computers
8.4 Copyright and Law  Describe the copyright process and its laws

no. 4
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8.1 ICT in everyday life

Education
In education, teachers, students, researchers and school administrator’s benefits from the usage of ICT.
Computers offer interactive experiences, enhanced learning, cognitif development & better management.
Teachers:
~ use computers to search for teaching materials, participate in online forums and online conferences as well as
to aid their teaching.
Students:
~ use the computers as a reference tool. They use computers to browse the internet to look for information.
Researchers:
~ use computers to collect and process data.
School Administrators:
~ use computers for administrative purposes to make sure that the entire operation runs smoothly. BANKING
In the banking, customers, businessman & bank administrator benefits from the usage of ICT. Customers:
~ can make any transactions at the 24-hour service centres or via online. These services allow them to do
transaction at anytime they want.
Businessman:
~ can save their time by using the online services offered by banks. They can access company accounts for loan
applications, business transactions and update on their cash flow at any time.
Bank Administrator:
~ can oversee the entire banking activities such as reconciliations, inter-branch transactions (IBT), telegraphic
transfer and others by referring to the banking system.
Industry
Computers are used to facilitate production planning and control systems, to support chain management and to
help in product design in the industrial sector. In the industrial sector, workers, researchers and administrator
benefits from the usage of ICT.
Workers:
~ use machines that are connected to computers to operate. In some productions, robots are used to take over
jobs that are dangerous to the workers.
Researchers:
~ use computers to analyse and collect research data for future reference.
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Administrators:
~ use computers to oversee the entire operations in the plant or factory to detect specific errors or defects that
occurred in the process.
E-Commerce
E-commerce helps in boosting the economy. It makes buying and selling activities easier, more efficient and faster.
For this application, computers, Internet and shared software are needed. In the e-commerce sector, customers,
suppliers and employees benefits from the usage of ICT. Customers:
~ use computers to be connected online with suppliers to purchase products. This method can save time and cost
as they do not have to go to any outlets.
Suppliers:
~ use computers to keep track of their transactions. All products are bar coded and can be read by the computer
scanner to help in determining prices and managing inventory.
Employees:
~ use computers and telephones to communicate with their customers for any enquiries. The system helps
employees to get the latest updates on inventory to be informed to the customers.
Other Sectors:
Among other sectors that benefit from the usage of ICT are architecture, arts, career, government, healthcare,
home, law enforcement, transportation and travel
8.2 Health
Information and communications technologies (ICTs) can play a critical role in improving health care for individuals
and communities. By providing new and more efficient ways of accessing, communicating, and storing information,
ICTs can help bridge the information divides that have emerged in the health sector in developing countries—
between health professionals and the communities they serve and between the producers of health research and
the practitioners who need it. Through the development of databases and other applications, ICTs also provide the
capacity to improve health system efficiencies and prevent medical errors.
 A physician in a remote rural hospital is initially unable to diagnose a patient with a complex array of
symptoms. However, using his MEDLINE search training and the hospital’s Internet connection, he is
able to diagnose and successfully treat the patient for a tropical disease the patient picked up while
traveling abroad
 Another physician looks at her hospital’s prescription trends using the newly created electronic health
record system and finds that other physicians are not using the post-surgical antibiotic that is shown to
be most effective according to the current international guidelines. She speaks to the administration about
advocating a switch in antibiotics that will improve patient recovery outcomes and thereby save the
hospital money
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 A neonatologist, who transmits CT-scans and other medical images by e-mail to his network of personal
contacts around the world to help in diagnosing and treating premature new-borns, estimates that
teleconsultations have helped him to save numerous lives during the past year
 A young woman, too embarrassed to ask her physician about reproductive health issues and the risks of
sexually transmitted infections, anonymously contacts physicians at a woman’s health clinic, where
they’ve set up e-mail accounts for staff in order to support these types of physician-patient interactions
Each of these examples demonstrates how information and communications technologies (ICTs) can play a critical
role in improving health care for individuals and communities. By providing new and more efficient ways of
accessing, communicating, and storing information, ICTs can help bridge the information divides that have
emerged in the health sector in developing countries—between health professionals and the communities they
serve and between the producers of health research and the practitioners who need it. Through the development
of databases and other applications, ICTs also provide the capacity to improve health system efficiencies and
prevent medical errors.
ICT for health (or e-health) programs are often considered to be expensive, time-consuming, risky, and otherwise
distracting from the primary focus and intent of health sector programs. In some cases, these criticisms may be
valid. There are, however, a wide range of low-cost and sustainable ICT for health program components that can
augment capacity and improve the overall effectiveness of health development programs. These are the types of
programs that HealthConnect International is specialised to help deliver.
8.3 Security
The meaning of the term computer security has evolved in recent years. Before the problem of data security
became widely publicised in the media, most people’s idea of computer security focused on the physical machine.
Traditionally, computer facilities have been physically protected for three reasons:
 To prevent theft of or damage to the hardware
 To prevent theft of or damage to the information
 To prevent disruption of service
Computer security is security applied to computing devices such as computers and smartphones, as well as
computer networks such as private and public networks, including the whole Internet. The field covers all the
processes and mechanisms by which digital equipment, information and services are protected from unintended
or unauthorised access, change or destruction, and are of growing importance in line with the increasing reliance
on computer systems of most societies worldwide. It includes physical security to prevent theft of equipment, and
information security to protect the data on that equipment. It is sometimes referred to as "cyber security" or "IT
security", though these terms generally do not refer to physical security (locks and such). Some important terms
used in computer security are:
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Vulnerability is a weakness which allows an attacker to reduce a system's information assurance. Vulnerability is
the intersection of three elements: a system susceptibility or flaw, attacker access to the flaw, and attacker
capability to exploit the flaw. To exploit vulnerability, an attacker must have at least one applicable tool or technique
that can connect to a system weakness. In this frame, vulnerability is also known as the attack surface. Vulnerability
management is the cyclical practice of identifying, classifying, remediating, and mitigating vulnerabilities. This
practice generally refers to software vulnerabilities in computing systems. Backdoors A backdoor in a computer
system, is a method of bypassing normal authentication, securing remote access to a computer, obtaining access
to plaintext, and so on, while attempting to remain undetected.
The backdoor may take the form of an installed program (e.g., Back Orifice), or could be a modification to an
existing program or hardware device. It may also fake information about disk and memory usage. Denial-of-service
attack Unlike other exploits, denials of service attacks are not used to gain unauthorised access or control of a
system. They are instead designed to render it unusable. Attackers can deny service to individual victims, such as
by deliberately entering a wrong password enough consecutive times to cause the victim account to be locked, or
they may overload the capabilities of a machine or network and block all users at once. These types of attack are,
in practice, very hard to prevent, because the behaviour of whole networks needs to be analysed, not only the
behaviour of small pieces of code. Distributed denial of service (DDoS) attacks are common, where a large number
of compromised hosts (commonly referred to as "zombie computers", used as part of a botnet with, for example;
a worm, Trojan horse, or backdoor exploit to control them) are used to flood a target system with network requests,
thus attempting to render it unusable through resource exhaustion. Direct-access attacks an unauthorised user
gaining physical access to a computer (or part thereof) can perform many functions, install different types of devices
to compromise security, including operating system modifications, software worms, key loggers, and covert
listening devices. The attacker can also easily download large quantities of data onto backup media, for instance
CD-R/DVD-R, tape; or portable devices such as key drives, digital cameras or digital audio players. Another
common technique is to boot an operating system contained on a CD-ROM or other bootable media and read the
data from the hard drive(s) this way. The only way to defeat this is to encrypt the storage media and store the key
separate from the system. Direct-access attacks are the only type of threat to Standalone computers (never
connect to internet), in most cases. Eavesdropping Eaves dropping is the act of surreptitiously listening to a private
conversation, typically between hosts on a network. For instance, programs such as Carnivore and NarusInsight
have been used by the FBI and NSA to eavesdrop on the systems of internet service providers. Spoofing of user
identity describes a situation in which one person or program successfully masquerades as another by falsifying
data and thereby gaining an illegitimate advantage. Tampering describes an intentional modification of products in
a way that would make them harmful to the consumer. Repudiation describes a situation where the authenticity of
a signature is being challenged.
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Information disclosure Information Disclosure (Privacy breach or Data leak) describes a situation where
information, thought as secure, is released in an untrusted environment. Elevation of privilege Elevation of Privilege
describes a situation where a person or a program want to gain elevated privileges or access to resources that are
normally restricted to him/it. An exploit is a piece of software, a chunk of data, or sequence of commands that takes
advantage of a software "bug" or "glitch" in order to cause unintended or unanticipated behaviour to occur on
computer software, hardware, or something electronic (usually computerised). This frequently includes such things
as gaining control of a computer system or allowing privilege escalation or a denial of service attack. The term
"exploit" generally refers to small programs designed to take advantage of a software flaw that has been
discovered, either remote or local. The code from the exploit program is frequently reused in Trojan horses and
computer viruses.
Indirect attacks
An indirect attack is an attack launched by a third-party computer. By using someone else's computer to launch an
attack, it becomes far more difficult to track down the actual attacker. There have also been cases where attackers
took advantage of public anonymising systems, such as the tor onion router system. Computer crime: Computer
crime refers to any crime that involves a computer and a network.
Security
1. Use Strong Passwords Use different user ID / password combinations for different accounts and avoid writing
them down. Make the passwords more complicated by combining letters, numbers, special characters
(minimum 10 characters in total) and change them on a regular basis.
2. Secure your computer o Activate your firewall Firewalls are the first line of cyber defence; they block
connections to unknown or bogus sites and will keep out some types of viruses and hackers. o Use anti-
virus/malware software Prevent viruses from infecting your computer by installing and regularly updating anti-
virus software. o Block spyware attacks Prevent spyware from infiltrating your computer by installing and
updating anti-spyware software.
3. Be Social-Media Savvy Make sure your social networking profiles (e.g. Facebook, Twitter, YouTube, MSN,
etc.) are set to private. Check your security settings. Be careful what information you post online. Once it is
on the Internet, it is there forever!
4. Secure your Mobile Devices Be aware that your mobile device is vulnerable to viruses and hackers.
Download applications from trusted sources.
5. Install the latest operating system updates Keep your applications and operating system (e.g. Windows, Mac,
Linux) current with the latest system updates. Turn on automatic updates to prevent potential attacks on older
software.
6. Protect your data Use encryption for your most sensitive files such as tax returns or financial records, make
regular back-ups of all your important data, and store it in another location.
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7. Secure your wireless network Wi-Fi (wireless) networks at home are vulnerable to intrusion if they are not
properly secured. Review and modify default settings. Public Wi-Fi, a.k.a. “Hot Spots”, are also vulnerable.
Avoid conducting financial or corporate transactions on these networks.
8. Protect your e-identity Be cautious when giving out personal information such as your name, address, phone
number or financial information on the Internet. Make sure that websites are secure (e.g. when making online
purchases) or that you’ve enabled privacy settings (e.g. when accessing/using social networking sites).
9. Avoid being scammed Always think before you click on a link or file of unknown origin. Don’t feel pressured
by any emails. Check the source of the message. When in doubt, verify the source. Never reply to emails
that ask you to verify your information or confirm your user ID or password.
10. Call the right person for help Don’t panic! If you are a victim, if you encounter illegal Internet content (e.g.
child exploitation) or if you suspect a computer crime, identity theft or a commercial scam, report this to your
local police. If you need help with maintenance or software installation on your computer, consult with your
service provider or a certified computer technician.
8.4 Copyright and Law

Copyright is the right to prevent others from copying all or substantially all of a "work" in which copyright subsists.
The Copyright Act defines copyright as:
"the sole right to produce or reproduce the work or any substantial part thereof in any material form whatever".
Generally speaking, the copyright in a work protects its specific form, rather than the ideas suggested by or
underlying the work. Originally intended to protect creative works of art and literature, copyright is one of the easiest
and best ways to protect computer software.
Copyright protects the form or selection of information, but not the information itself. The ideas expressed in a
copyrighted work can be taken and re-used, so long as the form or selection of information is not substantially
duplicated.
Copyright also includes the sole right to record a literary, dramatic or musical work where the record may be
mechanically performed or delivered, and to communicate a work to the public by telecommunication.
How to get Copyright

Copyright is automatic: subject to residency or citizenship requirements for the author or authors, once a "work" is
created, copyright subsists in it. Copyright is a creature of statute; there is no "common law" copyright. Registration
of copyright is not a prerequisite to copyright protection.
Originality & creativity

The prerequisite for all works is that they be "original". The work must have been created by the author and not
copied. As the name suggests, "work" (referred to in the case law as "effort") must be expended by the author to
create the "work" in which copyright subsists.
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But what kind of "work" is required: creative effort, or slim effort? Some cases say that there must be creativity. In
the United States, some degree of creativity must be present; the arrangement of names, addresses and phone
numbers in a telephone directory was a non-original form which did not protect the phone book by copyright.
"Original" does not mean "novel". Different programmers can write similar programs and have copyright in each,
so long as they do not copy from one another.
Combinations of old things in an original way can be protected as artistic works (e.g. a collage of photographs).
Dramatic works need not have a high degree of originality. The variation of an existing work causing significant
changes can result in an original work.
Authorship
The Copyright Act does not define the term "author", and there have been no amendments to the Act to cover
problems related to authorship which are peculiar to computer programs. Thus questions of authorship which arise
when the specifications for a computer program are created by one person, or persons, and the code is created
by another person or persons, are left for the Courts to decide. Similarly, questions relating to authorship of
computer-generated programs will have to be considered by the Courts without reference to specific provisions of
the Act.
Revision Questions
1. Which one of the following types of computer is most likely to be used by

a travelling salesman?
a) A desktop computer.
b) A tablet PC.
c) A server.
d) A laptop.
2 Which one of the following is a term for systems used to store, retrieve,
process and transmit data?
a) Internet & Communication Technology.
b) Internet & Information Technology.
c) Information & Communication Technology.
d) Information & Computer Technology.
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3 Which one of the following measures the speed of the CPU?
a) Gigahertz (GHz).
b) Bits per second (Bps).
c) Gigabytes (GB).
d) Megabytes (MB).
4 Which one of the following is a term for an audio or video recording
posted on a web site that can be downloaded and played later?
a) Podcast.
b) Blog.
c) VoIP.
d) RSS Feed.
5 Which one of the following describes a computer operating system?
a) Software that can retrieve information from a database.
b) Hardware that can scan and convert photographs into

digital files.
c) Software that controls the allocation and usage of

hardware.
d) Hardware that can record and send images across the

Internet.
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END USER COMPUTING

 Higher Certificate in Social Media and Communication

END USER COMPUTING

Unit 1: Concepts of Information and Communication Technology .......................................................................... 6

Unit 2: Using the Computer and Managing files .................................................................................................... 34

Unit 3: MS Word 2016 ........................................................................................................................................... 48

Unit 4: MS Excel 2016........................................................................................................................................... 70

Unit 5: MS Access 2016 ........................................................................................................................................ 94

Unit 6: MS PowerPoint ........................................................................................................................................ 103

Unit 7: Internet and Email.................................................................................................................................... 115

Unit 8: ICT in Everyday Life ................................................................................................................................ 124

Bibliography ........................................................................................................................................................ 134

We hope you enjoy the module.

C. Learning Outcomes and Associated Assessment Criteria of the Module

LEARNING OUTCOMES OF THE MODULE ASSOCIATED ASSESSMENT CRITERIA OF THE MODULE

D. Learning Outcomes of the Units

E. How to Use this Module

G. Prescribed and Recommended Textbook/Readings

The prescribed and recommended textbooks/readings for this module is:

Special Feature Icon Explanation

The Associated Assessment Criteria is the evaluation of the students’

Case Studies are included in different sections in this Module Guide.

You may come across links to Videos Activities as well as instructions

Unit Learning Outcomes

CONTENT LIST LEARNING OUTCOMES OF THIS UNIT:

1.1. What is information  Define the purpose of information

1.2. Computer  Define the purpose of the computer

1.3. Functionalities of a computer  Discuss the functionalities of a computer

1.4. Computer Types  Describe different types of computers

1.5. Functional Units  Understand functional units

1.6. Hardware and Software  Describe hardware and software

1.7. PC Components  Understand the main parts of the computer system

1.9. System Unit Devices  Identify system unit devices

1.10. System Software  Understand system software

1.11. Application software  Describe application software

1.12. Area Network (LAN)  Understand area network

1.13. Metropolitan Area Network(MAN)  Understand metropolitan area network

1.14. Wide Area Network (WAN)  Describe wide area network

1.15. Personal Area Network (PAN)  Describe personal area network

1.16. 3D Printing  Describe 3D printing

Prescribed and Recommended Textbooks/Readings

 Laudon C.K, Laudon J.P, 2017, Management Information Systems,

SECTION 1: BASIC CONCEPTS

1.1 What is Information? “

1.3 Functionalities of a computer

1.4 Computer Types “

The different types of computers are:

1.5 Functional Units

“Source: Kasamatsu (2018)

Central Processing Unit

1.6 Hardware and Software

Source: Urbach, (2018)

Source: Murugadoss, (2012)

Source: Murugadoss, (2012)

1.7 PC Components “Source: Kim, (2017)

The main parts of a computer system are:”

Source: Kobres and Rogers, (2018)

2 Monitor The main output device for the system.

3 Keyboard The main input device for the system

5 Speakers Used to output sounds and music from the system

1.8 System Unit Devices and Peripherals “

Source: R Becker & Ossig, (2018)

1.9 System Unit Devices