BASIC IT TRAINING

PSU – COLLEGE OF TECHNOLOGY 1

BASIC COMPUTER OPERATION
Course Overview
THE BASIC IT TRAINING course is designed to introduce basic computer concepts to
the working class, especially to those without or less computer knowledge. This course is intended
to train the individuals, who will be attending this program, to use the computer efficiently in their
everyday work tasks.

The objective of this training is to give computer knowledge to different individuals, in order for
them to work efficiently. This also aims to train the attendees to access information in a more
reliable, efficient and immediate way. The training seeks to introduce the attendees to basic
computer concepts and basic computer skills, as well as make them appreciate the use of
computers by teaching them to use it themselves. The course will also introduce the trainees to
the Windows Environment and train them to use Microsoft Office in an efficient manner.

Below are the topics offered on this course and the individual objectives of those topics:

TOPICS OBJECTIVES

Introduction to Computers
The topic aims to introduce the attendees of the course to the concept of
Basic Computer
a computer, which will lead them to the appreciation of computers. This
Concepts also aims to acquaint them to the Windows Environment.

The Internet
Basic Concepts on the Internet will be Introduced in this topic. This will
The Internet and the also train attendees to search the net for information, initiate information
World Wide Web exchange between and the Net and among themselves.

Office Productivity Programs

The objective of this topic is to train the attendees to use Microsoft Word
Microsoft Word as their primary Word Processing Software. It aims to teach them to use
MS Word in making their everyday documents.
The topic aims to train the attendees to work with worksheets, organize
their numerical data and formulate simple mathematical algorithms.
Microsoft Excel
Besides this, they will be trained to use MS Excel as a tool in working with
numerical data with a lower percentage of error.
In this topic the attendees will be train to work with MS PowerPoint as
Microsoft PowerPoint their primary presentation maker. It will also teach them to customize
the animation on their presentation.

PSU – COLLEGE OF TECHNOLOGY 2

BASIC COMPUTER OPERATION
As we start this course let us first know what are the types of computer and the different
components that make up a computer so that we will be able to have an appreciation of the
computer we use now a day.

Let us start by knowing the types of computer by trying to categories them. Basically, we can
group them into three, according to their construction, purpose and capability. But before we
start discussing them let us have a concrete general definition of what a computer is.

PSU – COLLEGE OF TECHNOLOGY 3

BASIC COMPUTER OPERATION
PSU – COLLEGE OF TECHNOLOGY 4
BASIC COMPUTER OPERATION
INTRODUCTION TO COMPUTERS

A Computer is an electronic device that you can use to store and process information.
Computers help you perform a variety of tasks such as receiving and sending messages to family
and friends, making presentations, and maintaining records. Computers are also used in
education, research, broadcasting news, making weather forecasts, and for various other business
and recreational activities. You can save time, effort, and money by using computers.

Software and Hardware

If you use a player piano as an analogy, the piano can be thought of as the
hardware and the roll of music as the software.

The software a series of very simple computer instructions carefully organized

to complete complex tasks. These instructions are written in programming
languages (like BASIC, PASCAL, C...) to help simplify the development of
applications.

The hardware is what sits on your desk and executes the software instructions.
The player piano is useless unless the roll of music has been written correctly.

Hardware Components
Input Devices -- "How to tell it what to do"

• A keyboard and mouse are the standard way to interact with the computer. Other devices
include joysticks and game pads used primarly for games.

Output Devices-- "How it shows you what it is doing"

• The monitor (the screen) is how the computer sends information back to you, whether it
be surfing the web or writing a memo. A printer is also an output device.

Storage Devices-- “How it saves data and programs"

• Hard disk drives are an internal, higher capacity drive which also stores the operating system
which runs when you power on the computer.

o Portable disk or flash disk drives allow you to save work on small disks and take the
data with you.

PSU – COLLEGE OF TECHNOLOGY 5

BASIC COMPUTER OPERATION
Memory -- "How the processor stores and uses immediate data"

• When you use a program, the computer loads a portion of the program from the hard drive
to the much faster memory (RAM). When you "save" your work or quit the program, the
data gets written back to the hard drive.

Microprocessors -- "The brain of the computer"

Hardware Accessories

CD-ROM Drives

• A CD-ROM drive is a high capacity storage device which lets you read data from the disk, but
not writes data back. The speed of the drive (how fast the CD platter spins) is measured
in multiples from the first generation drives. New drives are up to 24X (or 24 times the
first drives), but while the CD spins faster, it is not really 24 times faster in actual output.

Printers

• There are different types of printers (laser, ink jet, dot matrix) with differing quality of output.
They are measured in dpi (dots per inch) and ppm (pages per minute), the higher the
better.

Scanners

• Scanners "digitize" printed material (like photos and graphics) and save it to a graphic file
format (like .GIF or .JPG) for display on the computer.

Operating System Software

Operating system software provides a "user interface" for users to manage files, start programs,
customize computer settings, and other tasks. The operating system also provides the
fundamental core computer functionality for programmers.

PSU – COLLEGE OF TECHNOLOGY 6

BASIC COMPUTER OPERATION
Software Applications
Application software uses the operating system software and provides the real
functionality of a computer. Applications include:

• Word Processing (MS Word, WordPerfect, Ami...)

• Spreadsheets (Lotus 123, MS Excel...)
• Database (DBase, Fox Pro, Oracle...).
• Presentation (MS PowerPoint, Persuasion…)
• Internet Browsers (Mozilla Firefox, MS Internet Explorer)
• Games

INTERNET AND WORLD WIDE WEB CONCEPTS

What is internet?

The Internet is a collection of computers interconnected to form one massive web. The main
purpose of the Inter- net was to share information over long distances encompassing
geographical boundaries. The Internet is one large library containing every bit of information that
you can think of. Over the years, it has evolved into something much more than a library of
information, but has become into a multimedia treasure throve filled with sounds & images which
later on merged into what we now called edutainment (education-entertainment).

PSU – COLLEGE OF TECHNOLOGY 7

BASIC COMPUTER OPERATION
Uses of the Internet

Imagine a scenario where you want to communicate by using a computer on your network with a
computer on another network. For this, both the networks need to be connected. The Internet is
a collection of networks that are connected together for exchange of information. When the
computer is connected to the Internet, it is said to be online.

This illustration describes the various uses of the Internet.

Uses of the Internet

1. You can use the Internet to communicate with people all around the world
instantaneously. The messages you send over the Internet can reach any part of the world
in just a few seconds.
2. The Internet also helps you get the latest information on current events. Many leading
news channels use the Internet as the medium to provide updated news.
3. You can use the Internet to search for information on any specific topic, such as history of
computers.
4. You can take any course of your choice and register for online certification exams over
the Internet.
5. The Internet can also be used as a source of entertainment. You can listen to music, play
games, watch movies, or share pictures.
6. You can buy and sell products, such as books and electronic goods, over the Internet. You
can also pay for these goods online by specifying your credit card details.
7. You can use the Internet to perform banking transactions, such as viewing details of your
bank account and transferring money from one account to another.

PSU – COLLEGE OF TECHNOLOGY 8

BASIC COMPUTER OPERATION
WWW Basics

Browsers

A browser is an application which provides windows to the Web. All browsers are designed to
display the pages of information located at Web sites around the world. The most popular
browsers on the market today include Microsoft’s Internet Explorer and Mozilla Firefox.

Web Sites

Information on the Web is displayed in pages. These pages are written in a standard language
called HTML (HyperText Markup Language) which describes how the information should be
displayed regardless of the browser used or the type of computer. Pages also include hypertext
links which allow users to jump to other related information. Hypertext is usually underlined and
in a different color and can include individual words, sentences, or even graphics. A Website is a
collection of related Web pages with a common Web address.

PSU – COLLEGE OF TECHNOLOGY 9

BASIC COMPUTER OPERATION
Web Addresses

Web sites and the pages they contain each have a unique worldwide address. This address (or
Uniform Resource Locator, URL, in Internet jargon).The address for Microsoft is
www.microsoft.com. For most sites, this is all you need to specify and it defaults to the main page
(or homepage) for the site.

Note: The extension .com after microsoft. There are six of extensions that help to divide
computers on the Internet into understandable groups or domains. These six domains include:
.com = commercial, .gov = government, .edu = education, .org = organizations, .net = networks,
.mil = military. There are also extensions for sites outside of the U.S. including: .Jp =Japan,.uk =
United Kingdom, .fr = France, and so on

PSU – COLLEGE OF TECHNOLOGY 10

BASIC COMPUTER OPERATION
 Lesson Content
Microsoft Office Word
Microsoft Office Excel

Microsoft Office PowerPoint

PSU – COLLEGE OF TECHNOLOGY 11

BASIC COMPUTER OPERATION
 Microsoft Word application software allows the user to create a document by simply typing, edit and
format the document the user created, and print it. In short, Microsoft Word is a Word Processing Software.
But, it is not just word processing software alone, it also has graphic facilities. This means you can add
pictures and images on your document. Microsoft Word also allows you to create Tables and import other
files in your document making it very versatile word processing software.

Now let’s start by knowing Microsoft Office Word Environment (see illustration 2.1)

Caption
Buttons
Title Bar

MenuBar

Toolbars

Vertical Horizontal
Cursor(Insertion point
) Ruler
Ruler

Task Pane
Work Area
Select
Object
Browse
View Button
Buttons
Scroll Bars

Toolbars

Status Bar

Illustration 2.1 The Microsoft Office Word

Environment

Now let us discuss each part of the Microsoft Word Integrated Development Environment or what we
call the MS Word Environment.

Title Bar – displays the “Microsoft Word” and the name of your document.

Menu Bar – displays the sets of Menu that will perform tasks in doing your document. (e.g. File, Edit, etc.)

Tool Bar – displays button with pictures (icons) of the tasks that you can use while doing your document.

Vertical Ruler – a bar located on the left-hand side of your MS Word window that will tell
you how long your paper is and will guide you on your top and bottom margins.

View Buttons – allows you to change your view of the paper. The buttons are as follows; Normal View,
Web Layout View, Print Lay- out View and Outline View. The default is that the Print Layout view is

PSU – COLLEGE OF TECHNOLOGY 12

BASIC COMPUTER OPERATION
selected because that is the way we usually view our paper and with that we can maximize the use of MS
Word.

Status Bar – displays the information about the document displayed on your screen. It tells you what page
are you working on and how many page are there in your document. It also tells us the position of the insertion
point.

Cursor - blinking vertical bar that guides you as you type. It shows where the characters
will placed once you type them.

Horizontal Ruler – a bar located on top of your MS Word window, which tells you how long is your paper and
guides you on your left and right margins. On this ruler you may also adjust your margins and may insert tab
stop points per line.

Paper – displays the paper where you can write letters.

Task Pane – located at the right hand side of the paper, it allows you to quickly start different tasks by providing
links to serve as short- cuts.

Scroll Bars – located on the right-hand side of your MS Word window and allows you to see the upper and
lower part of your document when slide it (Click and Drag).

Caption Buttons – located on the upper right hand part of you MS Word window. It is composed of three
buttons the minimize (the one that look likes a line), the maximize/restore button (the one that looks like a box
or two boxes) and the close button (the one that looks like an X).

Select Browse Object Button – This will allow you to change the orientation of your browsing. The default
setting is that you browse by page. You may also choose to browse by pictures, tables, etc.

Once you start Microsoft Word the MS Word Environment appears, and you’ll be able to see the objects we
have just discussed. As soon as the paper appears, you may start creating your document by typing it.

Look at the Menu Bar, the one right below the title bar. If you can notice it is composed of the following
words; File, Edit, View, Insert, Format, Tools, Table, Window and Help. You may access them by clicking
on them. Once you click them a pull-down menu will appear (well, it is called a pull down menu because
once you click the Words on the menu bar it scrolls down). Now let us discuss the most common items on
the pull down menu of each menu title.

The File Menu

The File Menu allows you to work with different file operations like creating a new file, closing an open file,
opening a file and exiting the MS Word. Let us discuss the common component under the file menu.

New – allows you to create a new document. You may create by clicking File and then click New, or click the
New Button on the Standard toolbar (the one under the Menu bar), or by pressing Ctrl + N (this means you
press Ctrl and press N without releasing the Ctrl button, once both button is pressed you may released them).

Open – allows you to retrieve a previously saved file on your computer or on your removable media (e.g.
diskettes, CDs, etc.). You may open a file by clicking File and click on Open, or Click the Open Button on the
standard toolbar, or by pressing Ctrl + O.

Close – allows you to close the current document.

PSU – COLLEGE OF TECHNOLOGY 13

BASIC COMPUTER OPERATION
Save – allows you to store the document you are working with on your computer, usually under the My
Documents folder. You may save your document by clicking save under the file menu or clicking the Save
button, or pressing Ctrl + S.

Save As – allows you to store the document you are working with and change its filename if it is already been
saved before. You may also choose a destination, where you will save the document you are working with.

Page Setup – allows you to adjust the margins of your document, the paper size and the orientation (Portrait
or Landscape). You may also format borders under the page setup dialog box.

Print Preview – allows you to see the whole document you want to print. You may also view the print preview
by clicking the Print Pre- view button on the standard toolbar.

Print – allows you to print your document/s. You may simply click on the Print button on the standard toolbar.

Exit – allows you to Close MS Word.

The Edit Menu

The Edit Menu allows you to work with text editing operators among them are the following:

Undo – allows you to cancel the last task you have done. You may also click the undo button.

Repeat – allows you to cancel your Undo. You may also click the Redo button.

Cut – allows you to copy selected text and object and erase them after copying. You may also click the Cut
button or press Ctrl + X in the keyboard after highlighting the text.

Copy - allows you to copy selected text and object and retain them after copying. You may also click the Copy
button or press Ctrl+ C in the keyboard after highlighting the text.

Paste – allows you to insert the text you copied or cut in the position of the cursor and place the object you
copied or cut on the paper. You may click the Paste button or press Ctrl + V.

Select All – allows you to highlight everything on your document. You may also press Ctrl + A to do this.

View Menu – allows you to change the view of your document. It also allows you to view the other toolbars.

Insert Menu– allows you to insert page numbers, date and time, pictures, symbols, etc. by clicking the
corresponding names of the objects and/or text under it that you want to insert.

Format Menu – allows you to change the font and bullet style columns and the case of the letters.

Tools Menu – allows you to access the different Word Processing tools that will help you in making your
documents.

Table Menu – allows you to insert and edit word document tables.

Window Menu – allows you to shift from one window to the other.

Help Menu – shows the Office Assistant and other articles that will answer your questions about MS Word.

PSU – COLLEGE OF TECHNOLOGY 14

BASIC COMPUTER OPERATION
CREATING AND EDITING YOUR DOCUMENTS
Now let us start making your document. First, notice the Formatting toolbar, it is where we are going to change
font and font size (Fonts are the way the letters look like). We change the font and font size by setting them
before we start typing. In cases, that we need to edit our document we highlight the text that we want to
change and set the font and/or font size while it is highlighted.

Bullets and Increase /

Numbering Decrease Indent

Style Font Font Bold, Italics,

Border,
size Underline Paragraph Line Highlighter,
alignment Spacing Font Color

Illustration 2.2 The Microsoft Office Word Formatting Toolbar

PSU – COLLEGE OF TECHNOLOGY 15

BASIC COMPUTER OPERATION
THE FONTS

To change the fonts simply click on the arrow head on the right of the font name, the same
applies for the font color and font sizes. After clicking the arrowhead a drop down menu
will appear and you may choose the font names, sizes and color.
TIPS and TRICKS!

We highlight a letter, a word or group

of words by clicking on the beginning
of the word and dragging the mouse
next to the last letter of the last word
and release the mouse button.

If your hand is a bit shaky, you may

also click on the beginning of the word
and hold the Shift key and move the
cursor using the arrow keys. When
you press the right or left arrow you
move one letter at a time. If you are
Click on these arrow heads to choose selecting group of words, you may
hold the Ctrl key together with the
Illustrat ion2.3 Choosing Fonts, Font Sizes and Font Color Shift key while moving the cursor with
the use of the arrow keys, this time
you move word per word.

Clicking Techniques:
Double click a word to select it. Triple
click a word to select the line where it
belongs.

PARAGRAPH ALIGNMENT

To change paragraph alignment just click the corresponding paragraph alignment button. Refer to the Table
2.1 for details.

Aligns text on the Left Margin. Every time you press enter the cursor goes
Left Align on the next line, in line with the left margin.

Aligns text on the Center of the Paper. Every time you press enter the
Center cursor goes on the center of the next line. (The reference of the center of
Align the paper is the margins.)
Aligns text on the Right Margin. Every time you press enter the cursor goes
Right on the next line, in line with the right margin.
Align
Aligns text on both the Left and Right Margins. Every time you press enter
the cursor goes on the next line, in line with the left margin. Every time
the line wraps (automatically moves the word, you are typing, on the next
Justify
line when it will not fit the line in which you are typing it) it adjusts the
spacing between words and letters so as to align it to the right margin.

Table 2.1 Paragraph Alignment Buttons

PSU – COLLEGE OF TECHNOLOGY 16

BASIC COMPUTER OPERATION
 Let us try typing a document on Microsoft Word. The document that we are going to type is on the
next page. Before we start, take note the following:

1. Just go on typing even if you reach the end of the line. The words will automatically move on the next line
if it will not fit within the margins of the previous line.
2. To start a new paragraph, simply press the Enter Key to move on the next line.
3. If you want to move one line up just put the cursor at the beginning of the line and press the Backspace key.
4. If you made a mistake, there is always the undo button for you to click.
You may format the text as you type or you may type the text first and edit or format it later.

Now, we are ready to start, turn to the next page and start working on the document. Copy it the way you see
it. (Copy everything including the title “Microsoft Word Exercise 1”)

Microsoft Word Exercise Number 1

The poem below is written by the ever famous English poet, Edgar Allan Poe. He was the son of
Eliza Poe and David Poe Jr. He was known for his poems, short tales and his literary criticisms. The
psychological thrillers he wrote were able to leave an influence to the writers worldwide.

PSU – COLLEGE OF TECHNOLOGY 17

BASIC COMPUTER OPERATION
Now that you have made your first document in Microsoft Word, let us know the different shortcuts in working
with MS word so that you may work in a faster way and you’ll have more options in implementing your
formatting styles.

TASK SHORTCUT KEYS

FORMATTING
Bold Ctrl + B
Italic Ctrl + I
Underline Ctrl + U
Left Align Ctrl + L
Right Align Ctrl + R
Center Align Ctrl + E
Justify Ctrl + J
Double Space Ctrl + 2
Single Space Ctrl + 1
1.5 Space Ctrl + 5

STANDARD
Save Ctrl + S
Open Ctrl + O
New Ctrl + N
Print Ctrl +P

EDITING
Copy Ctrl + C
Cut Ctrl + X
Paste Ctrl + V
Undo Ctrl + Z
Redo Ctrl + Y

HELP F1

Table 2.2 Shortcut Keys

PSU – COLLEGE OF TECHNOLOGY 18

BASIC COMPUTER OPERATION
 In the next exercise you need to copy the text on the next page the way they appear. The guide
below will tell you what font face, size and color to use. It is up to you to determine if it will be in bold face or
italics.

Title: Poe, Edgar Allan {poh} Arial, 16

st
1 Paragraph Tahoma, 12, Dark Blue
nd
2 Paragraph Bradley Hand, 14, Dark Red
rd
3 Paragraph OCR A Extended, 14, Yellow, Dark Blue Highlight

Microsoft Word Exercise Number 2

PSU – COLLEGE OF TECHNOLOGY 19

BASIC COMPUTER OPERATION
 WORKING WITH MULTIPLE DOCUMENTS

This time let us try to merge the two documents - the output is on the next page. Take note you
don’t need to retype the whole thing, we will be using the editing tools for us to be able to work faster. We will
copy and paste portions of the 2nd Document to a new document and insert some text and the First Document.
In merging we make sure that the first two documents will not be changed.

What we are going to do is to use the copy and paste method. Here is the step by step guide to do that.

Step 1: Highlight the text that we want to copy

Step 2: Click on the copy button , or press Ctrl + C, to copy the highlighted text.

Step 3: Click on the 3rd Document on the taskbar.

Step 4: Make sure that the cursor is there on your paper, blinking, and then click on the paste button

or press Ctrl + V.

Step 5: That’s it!

Take note that the copy and paste method applies not just to MS Word but to most applications running under
Windows.

Now let us refer on the next page for the 3rd Exercise.

PSU – COLLEGE OF TECHNOLOGY 20

BASIC COMPUTER OPERATION
Microsoft Word Exercise Number 3

Poe, Edgar Allan {poh}

Best known for his poems and short fiction, Edgar Allan Poe, born in Boston, Jan. 19, 1809, died
Oct. 7, 1849 in Baltimore, deserves more credit than any other writer for the transformation of
the short story from anecdote to art. He virtually created the detective story and perfected the
psychological thriller. He also produced some of the most influential literary criticism of his time
-- important theoretical statements on poetry and the short story -- and has had a worldwide
influence on literature.

Here is a Sample of His Work

Early Life and Work

Poe's parents, David Poe Jr. and Elizabeth Arnold Hopkins, were touring actors; both died before he was
3 years old, and he was taken into the home of John Allan, a prosperous merchant in Richmond, Va.,
and baptized Edgar Allan Poe.
His childhood was uneventful, although he studied (1815-20) for 5 years in England. In 1826 he entered
the Univer- sity of Virginia but stayed for only a year. Although a good student, he ran up large
gambling debts that Allan re- fused to pay. Allan prevented his return to the university and broke off
Poe's engagement to Sarah Elmira Royster, his Richmond sweetheart. Lacking any means of support,
Poe enlisted in the army. He had, however, already written and printed (at his own expense) his first
book,Tamerlane and Other Poems (1827), verses written in the manner of Byron.

Temporarily reconciled, Allan secured Poe's release from the army and his ap- pointment to West
Point but refused to provide financial support. After 6 months Poe apparently contrived to be
dismissed from West Point for disobedience of or- ders. His fellow cadets, however, contributed

PSU – COLLEGE OF TECHNOLOGY 21

BASIC COMPUTER OPERATION
the funds for the publication of Poems by Edgar A. Poe ... Second Edition (1831), actually a third
edition -- af- ter Tamerlane and Al Aaraf, Tamerlane, and Minor Poems
(1829). This volume con- tained the famous To Helen and Israfel, poems that show the restraint
and the calculated musical effects of language that were to characterize his poetry.

INSERTING AND FORMATTING PICTURES TABLES AND OTHER OBJECTS

We said that Microsoft Word is not just word processing software, it also has graphics capabilities. This is the
reason why we can also insert objects in Microsoft Word and some of these objects are pictures, images and
tables.

Let’s start with Tables.

Inserting Tables

To insert tables simply click on the insert table button and then choose the number of columns and
rows you need. Refer to illustration 2.4, in that example we are creating a table with 3 Rows and 4 columns,
in short a 3x4 Table. To create the table, click on the cell in the intersection of the third row and fourth
column.

Illustration 2.4 Inserting a Table

After which, you may start filling up the table by clicking and typing in its cells. To go from a cell (a box in the
table) to another use the arrow keys. Once you press the Enter Key, the cell height will resize – the cell will
accommodate an additional line for text input.

Now let’s try it by creating the Document on the Next page.

PSU – COLLEGE OF TECHNOLOGY 22

BASIC COMPUTER OPERATION
Microsoft Word Exercise Number 4
Snapshot: Person Data 1 Data 2
Total Population 42,865 base
Population/square mile 14,330.7

Male 23,922 56%

Female 18,943 44%
Average Age 36.6

White 10,890 25%

Black or African American 29,915 70%
American Indian & Alaska Native 77 0%
Asian 1,228 3%
Native Hawaiian & Other Pacific 0 0%
Islander
Other race 130 0%

Hispanic or Latino (any race) 592 1%

Persons living in households 33,320 78%

Persons in group quarters 9,545 22%

Persons 15 years or older by Marital Status 37,291 base

Not presently married 24,932 67%
Now married 12,359 33%

Persons 3 years or older by school attendance 41,905 base

In preprimary, elementary or high school 6,191 15%
In college (undergraduate, graduate or 4,809 11%
professional school)
Not enrolled in school 30,905 74%
Public school 8,284 20%
Private school 2,716 6%
Persons 25 years and over by educational 29,965 base
attainment
Less than complete high school 10,438 35%
High school graduate (includes equivalency) 6,656 22%

Some college, no degree 12,871 43%

PSU – COLLEGE OF TECHNOLOGY 23

BASIC COMPUTER OPERATION
 Population 16 yrs and over By Employment 36,979 base
Status
In Armed Forces 43 0%
Employed 13,348 36%
Unemployed 2,187 6%

Civilian participation rate 42.1%

Male civilian participation rate 37.0%
Female civilian participation rate 48.6%
Unemployment rate 14.1%
Male unemployment rate 14.1%
Female unemployment rate 14.1%

Inserting Pictures

In inserting pictures, we need to know that there are two types of pictures that MS Word handles. First are
the Clip-Arts. These are the pictures that go with the deployment of MS Word. These are ready made
pictures for the use of MS Word users. Second are the file pictures. These are the pictures that are stored
in storage media (such as hard disks, diskettes and CDs). Usually, these are the pictures that the user
downloaded in the net, captured through a digital device or created using graphic software.

To insert Clip Arts we simply click on the insert picture button in the drawing toolbox then input a keyword
on the “Search for:” textbox and click Go or press Enter on the Clip-art task pane (refer to illustration 2.5).
After which, searches corresponding to the keyword will be displayed and you may choose from the following
pictures. To insert your desired picture/s simply click on them and they will be inserted. Once inserted, you
may resize them to fit in your project.

PSU – COLLEGE OF TECHNOLOGY 24

BASIC COMPUTER OPERATION
 Illustration 2.5 The Drawing Toolbar and the Clip-Art Task Pane

You may also insert Clip-Arts by clicking on the “Clip Art…” in Insert Menu>Pictures.
To insert a picture from file, click on “From file…” in Insert Menu>Pictures and choose the file
you want to add in the Insert Picture Dialog Box.

Illustration 2.6 The Insert Picture Dialog Box

PSU – COLLEGE OF TECHNOLOGY 25

BASIC COMPUTER OPERATION
Inserting Other Objects

Besides Inserting Tables, Images and Clip Arts, there are still other objects that we can also insert Textboxes,
Word Arts and Auto- Shapes in Microsoft Word.

To insert text and place it anywhere we want, we use textboxes and Word Arts. To insert other objects such
as rectangle, arrow, call- outs, stars, basic shapes, etc., we use AutoShapes. To insert them simply click on
them on the drawing toolbar and then click and drag the mouse diagonally on the screen depending on your
desired size.

Formatting Pictures, Textboxes and AutoShapes

To format, simply right click on the Object and click on properties. When the properties dialog box appear,
you may change the color, size and layout of the object by clicking on the corresponding tabs and boxes.
(Refer to Illustration 2.7)

Illustration 2.7 The Format Picture Dialog Box

Now let’s try to do the exercise on the next page. You are to copy the layout of the objects the
way they appear.

PSU – COLLEGE OF TECHNOLOGY 26

BASIC COMPUTER OPERATION
Microsoft Word Exercise Number 5

PSU – COLLEGE OF TECHNOLOGY 27

BASIC COMPUTER OPERATION
The Office Assistant

Every time you forget how to do something or when you don’t know what to do, there is always a way to know
it. Microsoft Office pro- vides you with a friendly animated character that will answer your questions – The
Office Assistant.
The Office Assistant is the animated character that appears on your screen each time you click on the help

button. The Office Assistant answers all your questions about Microsoft Office. Once it appear just type
in keywords that is connected to topic you want to know - example, if you want to know how to print, you may
type the whole question or just input the word “Print”. Once you press Enter, the Office Assistant will show
you some matches to your query, just click on the nearest match and then the Office Assistant will show you
the answer to your questions. You may also choose an animated assistant by right clicking on the office
assistant and selecting “Choose AssistantP”

Illustration 2.8 Clippit- The Microsoft Office Assistant

Microsoft Excel is a spreadsheet program with graphic facilities. It is an environment that can make
number manipulation easy and somewhat painless.

A spreadsheet is the computer equivalent of a paper ledger sheet. It consists of a grid made from columns
and rows and their intersections called cell.

Column A

Cell

Row 6

Paper Ledger Computer Ledger

PSU – COLLEGE OF TECHNOLOGY 28

BASIC COMPUTER OPERATION
Illustration 3.1 The Paper Ledger vs. electronic spreadsheet

Each cell may contain the following data type:

• Labels - (text with no numerical value)
• Constants - (just a number -- constant value)
• Formulas- (a mathematical equation used to calculate)

MICROSOFT OFFICE EXCEL ENVIRONMENT

Formula Bar
The formula bar is used to enter or edit values or formulas in cells or charts. It displays the constant value or
formula used in the active
cell.

Formula Bar

Illustration 3.3The Formula Bar

Worksheets

Worksheets are pages within a workbook. The default number of worksheets can be chosen from Tools >
Options > General Tab in the Options dialog box. The default name of a worksheet is Sheet. The worksheet
area is divided into vertical columns and horizontal rows. It consists of 65,536 rows and 256 columns.

PSU – COLLEGE OF TECHNOLOGY 29

BASIC COMPUTER OPERATION
ENTERING DATA ON A CELL
In a new worksheet, the cell at the intersection of column A and row 1 is highlighted indicating that the cell A1
is the active cell. As you type, the data appears in the active cell and in the formula bar. Data is entered into
the cell when you press ENTER or TAB key. Press TAB key to enter data and make the next cell (horizontally)
the current cell; and Press Enter key to enter data and make the next cell (vertically) the current cell.

Text Entry
Type “My” in cell A1. Notice that the data appears in the Formula bar and in cell A1. Press Enter or Tab key.

Numeric Entry
Type “15” in cell C1. Then Press Enter or Tab key. Notice that number entered in cell is right aligned. This is
the default alignment for numbers.

Overwriting an Entry
There are two ways of overwriting an entry. You can use the mouse or keyboard. If you would like to replace
“My” as “Myself”, there are 2 ways of overwriting the cell entry: Double-click on cell A1 and you will see a
blinking cursor appears at the end of the entry. > Type “self”. Then Press Enter or Tab key to confirm the
entry, or; Click on cell A1. >Click on the Formula Bar. Notice the cursor changes into an I-beam Then Type
“self”.

ENTERING FORMULA
Formulas calculate the values in other cells of the worksheet. In order to notify Excel that you are trying to
input a formula you must start it with an equal sign or any operator. Once you enter a formula, you can change
the values in the referenced cells, and Excel automatically recalculates its value based on the cell changes.

You can include any cells in your formula. The cells do not have to be next to each other. Also, you can
combine mathematical operations – for example, C3 + C4 – D5. Before typing a formula, you must always
start with an equal sign (=).

Mathematical Operators:

Mathematical Operators for Formulas

Exponentiation ^ caret =C3^3 (multiply 3 times of the number in C3)

Multiplication * asterisk =C3*C4 (multiply the number in C3 and C4 together)

Division / slash =C3/2 (divide the number in C3 by 2)

Addition + plus sign =C3+C4 (add the numbers together in C3 and C4)

Subtraction - minus sign =C3-C4

(hyphen) (subtract the number in C4 from the number in C3)

Function Sum, Average, and Count

The SUM function is the most frequently used in all worksheet functions. With it, you can transform a complex
formula such as =A2+A3+A4+A5+A6 into the more concise form like this “=SUM (A2:A6)”. Likewise, if you
want to get an average value of cell A2 to A6 you can only type “=AVERAGE (A2:A6)” to the formula bar.

If the same formula applies for a series of cells, simply enter the formula on a cell copy it and paste it on the
cells where the same formula applies.

PSU – COLLEGE OF TECHNOLOGY 30

BASIC COMPUTER OPERATION
Erasing/Deleting Data Entry
To remove the content of a data entry, simply click on the cell where you want to delete the cell content and
press the DELETE key.

Copying Data Entry

Copying Data or Cell Entry allows you to duplicate the content of the cell to another location. Select the cell
range you want to copy. Then Click the Copy button on the Standard toolbar. A dashed “marquee” will appear
on the cell you have selected. Then Click on the destination cell where you want to place the copied cells.
Then Click Paste button on the Standard toolbar.

Formatting Worksheet
In Excel, the font format encompasses several aspects of the character. Typeface, such as Times New Roman,
Arial, and Courier. Size measured in points Bold and/or italic Color Underline Special effects – strikethrough,
superscript, and subscript.

Click Format > Cells then Format Cells Dialog box appears. Select the Font tab to display the dialog box.
Select the font properties you want to apply and click OK.

To apply borders, simply click on the borders button and choose from the available borders that you
can apply.

Illustration 3.4 The Borders Buttons

Sort Ascending Sort Descending

Illustration 3.5 The Sort Buttons

PSU – COLLEGE OF TECHNOLOGY 31

BASIC COMPUTER OPERATION
Graphs

Even though it is a very organize manner to present data using tables, we need to accept the fact that
presenting numerical data to a certain person or to a group of people is not that easy because people tend to
get scared with numbers. In this reason, we should pre- sent our data in a way that is more pleasing to the
majority. Let us use charts and graphs.

Make sure you have your table before creating a graph or chart. After which, select the whole table and click

on the Charts and Graphs button .The Chart Wizard dialog box will appear after clicking the button.
You may choose your desired charts/graphs in the dialog box.

Illustration 3.5 The Chart Wizard

Saving a Workbook
When saving a workbook for the first time, you assign a file name and indicate where you want to store the
file on your computer’s hard disk or in another location.

Click on the File menu then choose Save or Save As. The Save As dialog box appears. Click on the Save in
pull down arrow to indicate the location you want to store your file. Type “Excel Exercise” as name of the
worksheet in the File Name text box. Click the Save but- ton. Each time you subsequently save the workbook,
Excel updates the workbook file with your latest changes

Printing
Setting a Print Area Choose the File > Page Setup command, then the Sheet tab. Click on the Print Area text
box. Select a range of cells using the mouse (or type in a cell range reference). Click OK.

PSU – COLLEGE OF TECHNOLOGY 32

BASIC COMPUTER OPERATION
Printing Worksheets
The File > Print command displays a dialog box which offers options for printing selected cells, specific sheets
or pages, or an entire workbook.
Now that we have discussed the basic of Microsoft Excel let us try to work with the Activity on Appendix A.
Microsoft PowerPoint is a complete presentation graphics package. It gives you everything you need
to produce a professional-looking presentation. PowerPoint offers word processing, outlining, drawing,
graphing, and presentation management tools- all designed to be easy to use and learn.

STARTING A NEW PRESENTATION

The first thing you’ll see upon opening your Microsoft PowerPoint is its Integrated Development Environment
(IDE). At the start of the program a new presentation is already prepared for you to work on. If you intend to
start a new presentation, aside from the one prepared for you just click the “New” button or press Ctrl+N. If
you notice, the commands in MS Office are all uniform; it is made that way so that it will be easy for the user
to use one office application after another.

Task
Pane

Slide
Sorter

Slide

Slide View

Notes

Illustrion3. TheMicrosoft PowerPoint

at 6 IDE

PSU – COLLEGE OF TECHNOLOGY 33

BASIC COMPUTER OPERATION
ATTACHING OR INSERTING OBJECTS TO YOUR PRESENTATION
We work in Microsoft PowerPoint by Inserting Objects to your Slide. You cannot type directly to your slide;
you need textboxes to type into. To Attach Objects, simply do the same thing you in Microsoft Word. You
may use the notes area to put in remarks.

ADDING OR INSERTING A NEW SLIDE TO YOUR PRESENTATION

Once you finish designing your first slide you may add a slide by clicking Insert> New Slide or by pressing
Ctrl + M. Notice that another slide will be added to the slide sorter. To choose a design template every time
you add a new slide just click on your desired template on the task pane.

CUSTOMIZING ANIMATION
There two types of animation in Microsoft PowerPoint. First is the slide transition animation and second is
the object animation. The slide transition animation defines how you shift from one slide to the next during
your slide show. The Object animation, on the other hand, defines how each object appears on your slide
during the slide show.

To customize slide transition, simply right click on your desired slide on the slide sorter and click on Slide
Transition. You may apply slide transition effects by choosing an effect on the task pane on the right side of
your screen. Notice that the task pane changes every time you change task, basically that is why it is called
a task pane.

To customize object animation, simply right click on your desired object on your slide and click on custom
animation. Choose an animation from task pane to apply on that object.

VIEWING AND PRINTING YOUR SLIDE SHOW

To view your slide presentation, press F5. To print it in separate slides simple click on the print button or click
Print from the File Menu to access other printing options.

Now, that you already know your way around MS PowerPoint, try doing the exercises on Appendix B.

PSU – COLLEGE OF TECHNOLOGY 34

BASIC COMPUTER OPERATION
PSU – COLLEGE OF TECHNOLOGY 35
BASIC COMPUTER OPERATION
EXERCISES ON MICROSOFT EXCEL
Excel Exercise 1

Financial Report
Unrestricted Total
Temporarily- Permanently- Budget
REVENUE: Restricted Restricted
Contributions 3050 1150 4000

Fundraising Activities 620 450

Contributed Services:

Faculty Advisor 8000

Audit 1000

Dues and Initiation Fees 4230

Initiation Dinners 3740

Regional Meeting Reimbursements 4990

Professional Programs 1850

National Council Scholarship 1000

Fraternal Activities 2760

Interest Income 340

Net Assets released from restrictions:

Satisfaction of national meeting restrictions 800 -800

Satisfaction scholarship restrictions of 450 -450

regional meeting restrictions
Satisfaction of National Council 1000 -1000

500 -500
Satisfaction of equipment requirements

TOTAL REVENUE

EXPENSES:

Program:

Regional Meeting 6880

National Meeting
3470

Initiation Dinners 7520

Fraternal Activities
7210

Scholarships 1500

PSU – COLLEGE OF TECHNOLOGY 36

BASIC COMPUTER OPERATION
 Total Program Expenses

Supportive:

General and Administrative 6650

Fundraising Activities 110

Total Supportive Expenses

TOTAL EXPENSES
Change in Net Assets

Net Assets at Beginning of Year 7980 2300 2000

Net Assets at Year End

EXERCISES ON MICROSOFT EXCEL

Excel Exercise 2

Financial Report
Unrestricted Temporaril Permane Total
y- ntly- Budget
REVENUE: Restricted Restrict
ed
Contributions 3050.00 1150.00 4000.00 8200.00
Fundraising Activities 620.00 450.00 1070.00
Contributed Services: 0.00
Faculty Advisor 8000.00 8000.00
Audit 1000.00 1000.00
Dues and Initiation Fees 4230.00 4230.00
Initiation Dinners 3740.00 3740.00
Regional Meeting Reimbursements 4990.00 4990.00
Professional Programs 1850.00 1850.00
National Council Scholarship 1000.00 1000.00
Fraternal Activities 2760.00 2760.00
Interest Income 340.00 340.00
Net Assets released from restrictions: 0.00
Satisfaction of national meeting 800.00 (800.00) 0.00
restrictions
Satisfaction scholarship restrictions of 450.00 (450.00) 0.00
regional meeting restrictions 0.00
Satisfaction of National Council 1000.00 (1000.00) 0.00
Satisfaction of equipment requirements 500.00 (500.00) 0.00

PSU – COLLEGE OF TECHNOLOGY 37

BASIC COMPUTER OPERATION
 TOTAL REVENUE 33330.00 (150.00) 4000.00 37180.00
EXPENSES:
Program:
6880.00 6880
Regional Meeting .00
3470.00 3470
National Meeting .00
7520.00 7520
Initiation Dinners .00
7210.00 7210
Fraternal Activities .00
1500.00 1500
Scholarships .00
Total Program Expenses 26580.00 26580.00
Supportive:
6650.00 6650
General and Administrative .00
110.00 110.
Fundraising Activities 00
6760.00 6760
Total Supportive Expenses .00
TOTAL EXPENSES 33340.00 33340.00
Change in Net Assets (10.00) (150.00) 4000.00 3840.00
Net Assets at Beginning of Year 7980.00 2300.00 2000.00 12280.00
Net Assets at Year End 7970.00 2150.00 6000.00 16120.00

PSU – COLLEGE OF TECHNOLOGY 38

BASIC COMPUTER OPERATION
EXERCISES ON MICROSOFT POWERPOINT

PSU – COLLEGE OF TECHNOLOGY 39

BASIC COMPUTER OPERATION