THE

IC AL
PRACT
G UTIOD E

INTRO
COMPUTER
PRACTICE
Microsoft Windows 7
Microsoft Office 2007
Word & Excel

CHRISTINE DU TOIT &

SUZIE VAN DER MERWE
Copyright © 2012 Christine du Toit and Suzie van der Merwe

All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or
transmitted, in any form, or by any means, electronic, mechanical, photocopying, recording or
otherwise, without the prior written permission from the publisher or the authors.

First Edition (Windows® 7, Microsoft® Office 2007) 2012

Published in the Republic of South Africa, Cape Town.

ISBN 978-1-77581-052-0

Published by Future Managers (Pty) Ltd

160 Sir Lowry Road, Buchanan Square, The Armoury, Woodstock, 7925
Tel (021) 462 3572
Fax (021) 462 3681
E-mail: [email protected]
Website: www.futuremanagers.net
 CONTENTS

PAGE
MODULE 1
Introduction to computers 1-7
1. Define the concept computer 2
2. How a computer functions 2
3. Different kinds of computer 2
4. Some fields of application for computers 3
5. Components of a computer system 4
6. The concept computer system and the input, processing and output cycle 5
7. Reasons for using computers 6

MODULE 2
Keyboard skills 8-19
Standard Windows QWERTY keyboard layout 9
Keyboard skills: touch typing 11
Typing exercises 13

MODULE 3
Micro computer: hardware and software 20-28
Hardware 21
1. The Central Processing Unit 21
2. Peripherals 22
Software 26
Copyright and software piracy 27
Computer viruses 27

MODULE 4
Storage media and files 29-35
Magnetic storage media 30
Different kinds of magnetic storage media 30
Storage capacity measurements: binary numbering system 31
Files and file names 32
General rules for the naming of files 32
Types of files 33

MODULE 5
Computer terminology 35-37

MODULE 6
System software: Windows 7 38-52
What is an operating system? 39
The electronic mouse 39
Starting the computer (Cold boot/Hot boot) 40
The desktop 41
The Start menu 41
Working with windows 42

i Contents
Viewing the computer's basic information 45
To check or change the system's date and time 46
Check disks by using disk properties 46
Managing your files using Computer 48
Viewing files 48
Selecting and copying files 49
To change an active drive 50
Deleting files and using the Recycle Bin 51

MODULE 7
Text manipulation/Word processing: Microsoft Word 2007 53-100
List of manuscript signs 54

Chapter 1: Using the application 55

The concepts word processing and text manipulation 55
Open Microsoft Word 55
Moving temporarily to the desktop; return to the Word program 56
Close (exit) Microsoft Word; Switching off the computer 56
Word 2010 window and screen elements 57
Navigating the ribbon user interface 58

Chapter 2: Working with documents 62

Create a new document based on the default template 62
Enter text into a document 62
Mouse shapes in Word 63
Clearing the screen without saving the document 64
Saving documents 65
Close a document 66
Open/retrieve an existing document 67
Insert symbols or special characters 68
Non-breaking spaces 69
Quick movement keys 71
Use available Help functions 72
Hyphens 73

Chapter 3: Check and print 75

Spell check 75
Quick method to print a document 76
Preview a document before printing 77
To print the document 78

Chapter 4: Editing functions 79

Select/highlight text 79
Edit text; UNDO and REDO command; To create (split) or merge paragraphs 80
Formatting text (character formatting): Bold and underline 81
Centring headings or text 81
Apply case changes to text 82

Chapter 5: Page layout 89

Page breaks; Page combine 89
Changing the left and right margins 89
Page numbering: Quick method to number all pages at the top or the bottom 90
To cancel page numbers 91

Contents ii
Chapter 6: Paragraph formatting 93
Line spacing 93
Alignment of paragraphs 93
Tab key using default tab stops 94
Indent paragraphs: 96
To increase or decrease indent within a paragraph that is aligned to the left 96
To indent the first line of a paragraph 96
Quick method to number paragraphs 97
Copying formatting 98

MODULE 8
Spreadsheet manipulation: Microsoft Excel 2007 101-147
Chapter 1: Working with spreadsheets 102
What is Excel and what is a spreadsheet? 102
When is a spreadsheet used? 102
Open Microsoft Excel 102
Close Microsoft Excel; switching off the computer 102
Excel window and screen elements 103
Using the ribbons and menus 105
Mouse shapes in Excel 106
Managing workbooks and worksheets 107
Moving around between worksheets 107
Inserting a new worksheet 107
Deleting, renaming a worksheet 108
Moving around in a spreadsheet 108
Selecting cells 108
Entering data 109
Data types 110
Placing data in a cell (alignment/orientation) 111
Correcting mistakes: edit cell content, modify existing cell content 112
Use the undo and redo command 112
Clearing the screen without saving the workbook; to open a new workbook 113
The Help function 114

Chapter 2: Basic workbook and worksheet skills 116

Create a new workbook based on the default template 116
Saving and closing of workbooks 116
To close a workbook and create a new workbook 118
Opening/loading an existing workbook or workbooks 118
Resize rows and columns 119
Making row heights wider or narrower 119
Inserting and deleting columns and rows 119
Copy cell contents 120
Add horizontal lines to a cell or cell range 121
Formatting text 121

Chapter 3: Formulas and functions 123

Arithmetic formulas 123
Methods of entering arithmetic formulas 124
Cell ranges and cell references in formulas 124
Using AutoSum to add numbers 125

iii Contents
Functions: SUM 125
Methods of entering functions in formulas 125
Trouble shooting 126
Displaying formulas on the screen instead of the result 128
Formatting numbers 128

Chapter 4: Printing a worksheet 130

Quick method to print a small worksheet 130
Changing the Page Setup 130

Chapter 6: Practical tasks 133

Tasks 133

Contents iv
MODULE 1

Introduction to
Computers
 MODULE 1: Introduction to Computers

Introduction to computers
1. Define the concept computer
A computer can be defined as an electronic machine that:

 Receives data from an input device.

 Carries out arithmetic and logical processing according to a previously compiled set of instructions
(computer program)
 Stores the processed data.
 Sends the processed data to an output device:
 For further processing;
OR
 To print the processed data, for example business documents, schedules and management control
reports.

Schematically, a computer can be represented as follows:

2. How a computer functions

The steps in data processing on a microcomputer can be represented as follows:

The main advantage of computers is the high speed at which these steps are carried out.

Three types of data, namely numeric, graphic and character, can be processed. Scientific and technical
applications deal with the processing of numeric and graphic data; business applications can use all three; in
word processing both text (character type) and graphics are used.

The computer can process only the data that is entered; if incorrect data is entered, incorrect
information will be output. The well-known GIGO rule applies here: "Garbage in, garbage
out".

3. Different kinds of computer

Mainframe computers

These are the larger commercial computers. They are able to process an enormous amount of data at a very high
speed. Mainframe computers are used by Governments, insurance companies, banks, building societies and
hotel management.

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 MODULE 1: Introduction to Computers

Personal computers (desktop)

The microcomputer's popularity is still increasing because of its compactness,

flexibility and power. The desktop computer fits on a desk.

Desktop computers are used by businesses, by educational institutions for the

purposes of computer-based learning and by individuals for personal use.

Laptop (notebook) computers

Laptop and notebook computers are portable, lightweight microcomputers. These

computers can run on batteries as well as mains power. They are small enough to fit
into an average sized briefcase. These types of computers are popular with professionals
and people who need to work both at home and the office or who travel extensively.

Tablet (PC)

It is a mobile computer, equipped with a touchscreen or graphics tablet which allows the
user to input data by touching the screen with a stylus or using the stylus to write directly
onto the screen. The main feature of a tablet PC is portability and it is used for out-of-
office work. The Apple iPad3 and Microsoft Surface are examples of tablets.

Common handheld portable digital devices

A handheld portable digital device is a pocket-sized computing device, typically having a display screen with
touch input or a miniature keyboard.

Personal digital assistants (PDAs) are special-purpose palmtops that keep phone directories, electronic diaries,
calendars and provide calculator abilities. Most handhelds can be used to send and receive faxes by e-mail
using an Internet fax service.

They have wireless capability to connect to the Internet, send e-mail, connect to
office/home computer systems and use application software, such as word processing.
PDAs can be divided into those that accept handwriting as input and those with small
keyboards. The input and output are combined into a touch-screen interface.

Mobile phone

A mobile phone is a communication device, commonly referred to as a cellular phone or cellphone. Mobile
phones connect to a wireless communications network through radio wave or satellite transmissions. Mobile
phones use batteries and chargers for their power needs.

Smartphone
A smartphone, such as Apple's new iPhone 3G, is a mobile phone offering advanced capabilities beyond a
typical mobile phone. Any mobile phone that combines voice services with PDA functions, such as e-mail, fax
and Internet access is called a smartphone. A smartphone can send and receive text messages and can handle e-
mail. Using 3G and Wi-Fi support, smartphones can access the Internet.

4. Some fields of application for computers

Word processing
Word processing includes the design, creation, editing, manipulation, storage and printing of text with the aid of
a program that can be executed by a microcomputer.
Examples of word processing programs: Microsoft Word 2007 and Microsoft Word 2010.

Spreadsheet
Eletronic spreadsheets can be used to create tables in which calculations can be done automatically by using
formulas and functions.
Examples of spreadsheet programs: Microsoft Excel 2007, Microsoft Excel 2010 and Lotus for Windows.

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 MODULE 1: Introduction to Computers

Design and drawing

Special programs are used by architects and engineers, for example for designing buildings. Example: CAD
(Computer Aided Design).

Desktop Publishing (DTP)

Special programs are available to be used in the printing industry for professional printing. Examples of DTP
programs: Ventura, Aldus Pagemaker, Corel Draw.

Accountancy
Accounting programs can be used to do the bookkeeping of a company. Financial statements can be printed
when needed. Example of a bookkeeping program: Pastel Accounting.

Electronic mail
Electronic mail software allows users to send messages to and receive message from other computer users.
Each e-mail user has a mailbox and an address to which the mail can be sent.
Example of an electronic mail program: MS Outlook 2007 and 2010.

5. The components of a computer system

The following are the hardware components of a personal computer:

Central Processing Unit The CPU is the "brain" of the computer:

 data and instructions are stored here;
 the functioning of the computer and
sequence of processing are controlled
here.

Memory Computer memory consists of ROM

(Read-only Memory) and RAM (Random
Access Memory). RAM memory is
temporary and any unsaved information
in this memory will be lost should you
have a power failure or interruptions.
Information should be saved to disk for
permanent storage.

A monitor Data entered via the keyboard, is

(output device) displayed on-screen. The monitor looks
like a television screen to provide you
with visual information.

A keyboard The keyboard is the input peripheral

(input device) through which one normally
communicates with the computer. You
use the keyboard to enter data into the
computer. The computer reacts to this by
displaying the data on-screen.

A mouse The mouse is a device that fits into your

(input device) hand; it is rolled on the surface next to
the computer. It is a pointing device that
can be used instead of the keyboard to
move the cursor, activate icons and
applications and to choose and select
commands.

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Disk drives and disks Enables you to store computer files in the

(storage media) same way that you store your office files
in folders in filing cabinets. There are
three types of drives:

 Hard disk drives are generally not

removed from the computer and can
store large amounts of information.
 

 USB flash drives/disks are inserted

into the USB port; they are 
removable and rewriteable storage
media. 

 CD- and DVD drives are used to save

files to CD or DVD. 

Printers The printer produces paper copies of the

(output device) information (these are called hard copies).

6. The concept computer system and the input, processing and output cycle
Normally, a computer consists of at least one processing unit (CPU) and some form of memory. RAM
(Random Access Memory) is the main working memory used by the computer:

 data and instructions are stored here; and

 the functioning of the computer and sequence of processing are controlled here.

The CPU is composed of the control unit and the arithmetic logic unit (ALU).

The control unit

The control unit controls

 the input and output devices,
 the loading and storage of data to and from the memory and
 the flow of information between the main memory and the arithmetic logic unit.

Arithmetic logic unit (ALU)

Arithmetic calculations, i.e. addition, subtraction, multiplication and division are done here. Certain logical
calculations, for example comparing two numbers to determine which is the greater, are also carried out here.

A computer's hardware and software performs a cycle of four basic activities:

To use a computer effectively we need to be able to communicate with it. First the computer has
Input to be supplied with data and instructions to work on. Input consists of entering data into the
computer system by means of the keyboard and the mouse or other input devices.

Process The computer then processes the data (CPU, memory).

When the computer has completed the processing it has to submit the results and this is done by
Output means of output devices such as the printer or the monitor. The computer outputs the results,
either on-screen or to the printer.

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 MODULE 1: Introduction to Computers

While information is being processed, it is held in the temporary memory (RAM) until it is stored
Storage:
onto a disk or disk drive. Any information stored on a disk or disk drive can be retrieved again.

Software

Software is the set of instructions (also called a program) that guides the hardware to function. Application
software turns the computer into a tool for a specific use, for example to do word processing or spreadsheets.
Programs are normally stored on the computer's hard disk. A program is activated and loaded into the
computer's RAM (Random Access Memory) and can then be used for a specific task.

Software is a set of instructions (also called a program) that enable your personal computer to perform specific
tasks.

There are two types of software:

Operating system software, such as Windows 7, is essential to run your computer. Consider this type of
software as the "engine" of your computer. Briefly, one can say that the hardware cannot be used without an
operating system.

Application software (or programs) turns the computer into a tool for a specific use, for example to do word
processing or spreadsheets. These are programs designed to meet specific needs.
Examples: Microsoft Word 2010 is a word processing program.
Microsoft Excel 2010 is a spreadsheet program.

7. Reasons for using computers

Computers have affected every aspect of our day-to-day life, in terms of education, office work, accounting,
business, communication, shopping, and data storage amongst others.

The advantages of computers

Professional documents: productivity and editing

A computer allows the user to create documents, edit, print, and store them to be retrieved later. Typing is
much faster than writing on a paper. Documents can be enhanced by adding graphics, using various fonts and
font sizes, adding lines, etc. Thus, professional printouts are obtained. Sentences or paragraphs can be
reorganised by copying and moving them to the new location in the document.

Spelling and grammar check

Software programs include built-in spelling and grammar checker, thesaurus and dictionary tools. Therefore, it
takes less time to proofread a written document and there is no need to open a dictionary book to look for
meanings of words.

Communication: electronic mail (e-mail)

Electronic mail, e-mail is a method of communication used globally, between friends, colleagues and business
partners. The electronic mail is provided with a system of creating, storing, and forwarding mails.

Electronic banking
Electronic banking can be accomplished by sitting within the comfort zone of your home. With this, one no
longer needs to stand in the line to do payments or other transactions.

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 MODULE 1: Introduction to Computers

Governments
Governments use computers to keep census record of the citizens, to process vehicle registration, income tax
returns and for electronic voting. In South Africa you can use e-filing to submit your tax return; you have to
register on the SARS Web site using a username and password.

E-learning
Computers have proved to be excellent teachers. E-learning is a type of education where online computer
technology is used as the medium of instruction; blogs and virtual classrooms can, for example, be used. E-
learning can mean distance learning and flexible learning, but can also be face-to-face teaching.

Practical everyday uses

In addition, one can read current news, check weather conditions, plan vacations, and make hotel and travel
reservations, find out about diseases and treatment methods, learn about specific countries and their cultures,
seek jobs and many more, over the Internet.

Disadvantages of computers
Staff training
Software changes continuously and staff must be trained to use the latest versions of programs. Training is
expensive.

Expensive equipment
Computer equipment is expensive and must be upgraded regularly.

Fallibility
The computer is fallible and data can be lost, for example:
 when a hard disk become unusable (damaged), and
 when power failures occur.

Outdated
Computer hardware and programs become outdated very quickly and must be updated regularly to keep up with
the latest technology.

MODULE 1: TASK 1
Computer concepts

1. Define the concept computer system.

2. Name six main components of a computer system.
3. Name the main difference between a personal computer (desktop) and a laptop (notebook).
4. Name the four steps on how a computer functions.
5. Name one input and two output devices.
6. Name three fields of application for computers.
7. Give four situations where you might encounter computer-based systems in your everyday life.
8. What is meant by the term 'hardware'? Give some examples of items of hardware.
9. The computer can process only data that is entered, if incorrect data is entered, incorrect information will
be output. What rule applies here: ROM, RAM, ALU or GIGO.
10. Name and discuss four advantages of computers.

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