f2 Ict Notes
f2 Ict Notes
f2 Ict Notes
Introduction
There has always been a need to come up with better writing tool to improve on efficiency and
legibility of the written work. These tools include manually type writers, electronic type writers.
WORD PROCESSOR
1) Microsoft word
2) Microsoft works
3) Apple work
4) Open office writer
5) Lotus word pro,
6) Corel word perfect.
A word processor is the type of software. Word processing is what you do with a word
processor.
So Microsoft word processor, typing a letter in Microsoft word is word processing.
Alternative 2
Using keyboard
1.Pres window logo key.
2.Select all programs for double click on microsoft word 2003-2010
NOTE
If you select all programs follow procedure 3 and 4 above other wise
3.The window will appear.
Most word processors have common features. Each task appears in a rectangular are called
Application window.
TITTLE bar
A title bar indicates the tasks which are currently running on its right. There are; minimize,
restore and close button
Menu bar
The menu bar provides the user with a group of commands. Each command has a drop down
list, when clicked, used to create and manipulate documents
Tool bar
Tool bar consist of buttons of command (icons) that provide shortcuts to command available in
the menu bar. The two default tool bars are the standard and formatting tool bar.
DOCUMENT WINDOW
This is the work area where you create documents. It is resembled on an ordinary piece of paper.
STATUS BAR
The status bar is the communication channel between the user and application program. It
displays the current page, section line and activities such as file saving process.
Search and replace: Allows you to direct the word processor to search for a particular word or
phrase.
Print feature : Allows you to send a document to a printer to get hard copy
File management: Many word processors contain file management capabilities that allow you
to create, move and search for files.
Font specification: Allows you to change font within a document.
Mail merges: This is particularly useful for generating many files that have the same format
but different data. Generating mailing labels is the classic. Example of using merges.
Spell checker: A features that allows you to check the spelling of words
Table of contents and indexes: Allows you to automatically create a table of content and index
based on special codes that you insert in document.
WYSIWYG (What you see is what you get): With WYSIWYG, a document appears on the
display screen exactly as it will look when printed.
DOCUMENT VIEWS
Draft view
Web layout
Print layout
Reading layout
Outline view
1. Easier to use due to automated features such as word- wrap, auto correct and auto
complete.
2. They have superior editing tools such as spelling checker etc. hence making editing
easier.
3. Can store documents for future retrieval
4. They have superior formatting feature that make a document more appealing to the
reader
The user can produce multiple copies more easily
Copy and move (cut) operating making it easier to manipulate documents.
Microsoft word, commonly referred to as word, is the most common word processor. The five
commonly used versions of word are word 97, 2000, 2002(XP), 2003 and 2007.
While word 97-2003 look alike and are compatible, word 2007 radically divorces from these
version in the look and manually out, there is no file menu and once text is highlighted a floating
formatting tool bar is displayed above the selected text. More over document saved in 2007
format cannot be opened in previous version unless you save the file in compatibility mode for
consistency; we shall use word processing software called Microsoft word 2003.
Typing text
When typing, once the cursor reaches the end of the current line it automatically jumps to the
next line. If one word does not fit in current line it automatically wraps at the beginning of next
line. This is referred to as word wrap
Saving file
EDITING A DOCUMENT
Making changes or modifying an existing document is called editing, some editing operations
includes:
Deleting text
Spelling and grammar checker automatically locates misspelled words and grammatical
mistakes.
Thesaurus
The thesaurus allows the user to automatically find words or phrases with similar meaning
(synonyms) or opposite meaning (antonyms) to the one selected.
Highlight text
On tools menu, point language then click thesaurus.
Auto correct and auto text are used to automatically correct a commonly misspelled word and
insert a predefined text when creating a document.
On the insert menu, point to Auto text, and then click auto text command.
Click the autocorrect or auto text tab and type the autocorrect or auto text.
Click to apply and close the dialog box.
Undo reverses the most recently command while redo reverts back to the cancelled action.
Click on the edit menu, click undo or redo. Alternatively, press ctrl + Z to undo or
ctrl + y to redo.
FORMATING A DOCUMENT
Formatting refers to enhancing the appearance of a document. You format text, paragraphs,
pages, or the entire document.
Text formatting
We format text by applying different font types, style, size, color and another attributes.
Text font
- In the font dialog box , select the font , style , size and color
Note: A faster way of applying font formats is by using the formatting tool bar.
Case
The cases applied to text are: lower case, upper case, Sentence case, title case and toggle case.
The use of case in these sentences is deliberate
To change case
- Highlight characters
Paragraph of formatting
A paragraph is a separate block of text dealing with a single theme and starting on a new line or
what. Some of the formatting features you can apply into a paragraph Include alignment , setting
tabs and indents , drop cap, bullets and numbering , line , spacing , inserting column and page
breaks.
Alignment is the arrangement of text relative to the left margin, centre of the page or the right
margin. The five major alignment options available are the left, center, right, justified and force
justified.
To align text
Note: You can apply alignment by simply clicking any of the five alignment buttons on the
formatting toolbar.
Line spacing
You can set the space between line, paragraphs or blocks of text
To space line
- In the paragraph dialog box, select the line spacing option from the line spacing list box
then click the Ok button
Setting tabs and indents
Tab refers to definite cursor stop when the tab key is pressed. Indenting is moving a sentences or
block of text away from the margin using the tab key.
- In the tab dialog box , set the tab stop, alignment and leading then click Ok
- Press the tab key to increase or the space bar to decrease the indent. Alternatively click
the Increase/Decrease indent buttons on the formatting tool bar.
A drop cap is a large character in a paragraph that occupies more than one line down.
INSERTING COLUMNS
To set columns
Page, section and column breaks are used to force the cursor to move to a new page section or
Column even before the end of the current.
To insert a break.
1. Position the insertion pointer where you back want to create a break
2. On the Insert menu, click Break
3. In the Break dialog box ,set the break type the Ok
Page setup
Page setup options let you define the paper size, margins and operations.
To set up a page
PAGE NUMBERING
Page numbers are used to organize a large document for case of reference.
Note: click on the format button to specify other page number options such as numbering type
and font.
Header are lines of text that appear at the top margin every page or selected pages while footer
appear at the bottom margin
Footnotes and endnotes are used in large documents to explain, comment or provide reference
for text in a document. Footnotes appear at the bottom of the page while endnotes appear at the
end of a section or a document.
1. On the insert menu, point to reference and then click Footnote. A dialog box is
displayed.
2. In the location section , click footnotes or endnotes and specify the location of the
footnote or endnote
3. In the format section, specify the number type start and continuity.
4. Click Insert.
A table is made up of rows and column of cells. It is used to organize and present information in
rows and columns
Creating a table
To create a table
1. Click the insertion pointer where you want to insert the rows/column
2. On the table menu , point to Insert then click Rows/ column
To merge cells
1. Highlight the cells
2. On the table menu, click Merge cells.
To split cells
To calculate numerical values in a table, use cell references. A cell is a cross- section of rows
and column. Column is represented by letter, A, B, C. While rows are represented by 1, 2,
3…… as shown below:
1. Place the insertion pointer to where you want the result to be displayed
2. On the table menu, click formula
3. Type a formula in the formula box e.g. = SUM (A1 . E1)
4. Click Ok
Note: You can select a formula from past function list and use ABOVE and LEFT instead of
typing a formula and using cell references respectively
PRINTING A DOCUMENT
Word processing is not complete without producing a hard copy. To print a document
Lack of two- way communication due to pear installation of the printer software
(drives) if the printer is off or not connected
Paper jams due to use of poor quality of paper or paper folds
Poor quality print due to poor quality ink or toner used.
Read the manual that comes with the printer to resolve printing problems\
DUPLEX PRINTING
PROCEDURES
Click ok
Using advanced Features of a word processor
You can insert a graphical object such as a picture a clip art or drawing onto your document.
To insert an object
Click Art
From file
From scanner or camera
Organization chart , Auto shape , WordArt or chart
Using styles
A style is a predefined set of formats that can be applied to a block of text together at once.
To create a style
Note: You can apply an existing style e.g. Headline1, to highlighted text
A table of contents (TOC) is a list of topics in a document and the pages they appear. It is placed
in the first pages of the document. On the other hand, an index is a list of term used in the
document and the pages they appear. It is placed at the back pages.
In order to generate a TOC, you must first mark entries by defining style
SORTING ORDER
a) Ascending order
- Is the process of arranging data / item from the lowest to the highest.
b) Descending order
- Is the process of sorting data / items from the highest to the lowest.
1) In print layout view (Print layout views a view of a document / other object as it will appear
when you print it. For example: Items such as header, foot roles, columns and text boxes appear
in their actual positions). Move the pointer over the table until the table move handle appear
2) Click the table move handle to select the table that you want to sort
3) Under table tools. On the layout tab , in the data group click sort
4) In t the sort dialog box select the option that you want
MS – WORD CHART
TYPES OF CHART
i) Bar chart
v) Area chart
STEPS / PROCEDURES
v) Then click OK
To generate an index you mark the index entries by providing the name of the main entry and the
cross – reference in your document.
To generate an index
1. Mark the index entries in your document a special XE tag is add to the text.
2. Turn to the page you want to insert the index
3. On insert menu , point to reference then click Index and Tables
4. Click the Index tab
5. Set the index properties then click Ok
To create a password.
1. On the tools menu, click options and then click the security tab
2. Type in a password in the password to open box or the password to modify box
3. Set other security options then click Ok.
Generating merged documents
Mail merging is the process of generating personalized letters, labels or envelopes by merging
two files, a main document e.g. Letter envelopes or mailing label with a data sources or
addressing book. The three main steps of creating a merged document are:
1. On the Tools menu , point to letters and mailings then click Mail merge Wizard
2. From the mail merge panel displayed , select the type of document to work on e.g.
letters
3. Click Next at the bottom of the panel to proceed
4. The will take you through the six steps of creating a merged document
Note: To create a merged document using another revision of word, read it’s on line help.
Spreadsheet allows the operator to enter and to store data in a computer, in a grid format.
Calculations are made according to the formulate entered. The programme makes changes easily
and quickly.
Any entry can be changed and the effect of the change calculated automatically. Entries can be
numbers for calculation. Entries can be words to form headings or formulae.
i. Column: Line of cells down the worksheet. Each is identified by a letter. The identification
letters starts with A, B, C.... They go through AA, AB, AC,.....,BA,BB,BC,..... and so on up to
IV. This gives 256 columns.
ii. Row: Horizontal lines cross the worksheet. These are identified by numbers from 1 on wards
up to 65536.
iii. Row: Horizontal lines cross each other they form a cell. Each cell is identified by a column
letter followed by a row number. For example the first cell is A1. On the worksheet information
is fed in cells. Moving about the on the spreadsheet is shown by a cell printer. Current cell is
indicated highlighted rectangle. There are 256 x 65536 cell in a worksheet.
iv. Label: Text entries on the worksheet are called labels. These should be kept to minimum.
They are normally limited to columns and rows headings only.
v. Status area: The area on the screen display which gives information about the current
worksheet. The information includes content of the current cell, name of the worksheet formula
and graphical actions.
vi. Cell address: The sell which is currently on use. The combination of row and column
coordinates make up a cell address. Sometimes is known as active cell or selected cell.
vii Range: is the assortment of cells. Referring to all cells between and including the reference.
It consists of two cell addresses separated by a colon. Eg. For A1:A3 this includes cells A1, A2
and A3.
Viii.Union: A union reference includes two or more references. It includes two or more cell addresses
separated by a comma. E.g. A7, B8, C9 this refers to cells A7, B8 and C9
ix. Status area: the area on the screen display which gives information about the current
worksheet. The information includes the content of the current cell, name of the worksheet
formula and graphical actions
i. Spreadsheet is used in decision making. This is because it presents the convenient method
of quick investigation of data.
ii. Spreadsheet is also used for records keeping. Eg. Student’s records
1. Click start
2. Go to all programs
3. Go to Microsoft office
4. Click Microsoft excel
Close spreadsheet
Go to the right corner of the bar click close
4. Entering data
Data is entered into the worksheet by moving the cursor to the appropriate position on the screen,
clicking the left mouse button to select that cell, and then typing the information required. The
characters you type will appear in the active cell and on the formula bar.
When you have finished typing data into a cell you should signal the end of that data in one of
the following ways:
Press the Enter key (the cell below becomes the active cell)
Press one of the arrow keys (the active cell move one place in the direction of the arrow
Click on the Enter box (marked by a green tick) on the formula bar (the original cell is still the
active cell).
The are two basic types of information that can be entered into a worksheet: Constants and
formulae.
The constants are of three types: numeric values, text values, and date and time value. Two
special types of constants, called logical values and error values, are also recognized by Excel
but are not discussed in this document.
Numeric value include only the digits 0-9 and some special characters such as + - E e () . , % /
A numeric cell entry can maintain precision up to 15 digits. If you enter a number that is too
long, Excel converts it to scientific notation. For example, if you type 12345678901234567, it
will be stored as 12345678901234500, and displayed as 1.23457E16. sometimes, although the
number is stored correctly in the cell, the cell is not wide enough to display it properly. In those
cases, Excel might show a rounded number or even a string of # signs –just increase the width of
the column
A text entry can contain up to 32,767 characters (only 1024 will display in the cell but all will
shown on the formula bar). If the text you enter will not fit in the particular width of your cell,
Excel lets it overlap the adjacent cell unless that cell already contains an entry, in which case the
extra text can be thought of as being tucked behind the adjacent cell.
Instructions are given for creating the worksheet shown below. The first stage is to get the
correct values in the cells. Later you can make the worksheet more attractive by the use of bold
text, different alignment and color.
5.1. Entering the data
ID NO.
6. Press the down-arrow key and then complete column B as shown above.
7. Enter the data in columns D, E, F and G (but not H and I)
If you are in the process of entering data in a cell and you notice that you have made a mistake, it
is easy to correct it. Press the Backspace ( ) key to delete a character to the left of the cursor or
the Delete key to delete a character to the right of the cursor.
If you want to edit the contents of a cell you dealt with earlier, you should double-click in that
cell and make the alternations either in the cell itself or on the formula bar.
If you want to clear a cell of its contents (formula and data), formats, comments or all three you
can selects that cell with a single click of the left mouse button, select clear from the Edit menu
and then click on contents F formats, Co comments, or All.
There are a couple of quick ways of clearing the contents of a cell. The first is to use the right
mouse button to click in the cell and then select clear contents from the menu that appears. The
second is to select the cell by clicking the left mouse button and the press the Delete key on the
keyboard.
Do not confuse using the Delete key with selecting Delete from the Edit menu. That command
carries out the more drastic action of removing the entire cell from the worksheet and shifting the
surrounding cell to fill in the resulting space.
5.3. Ranges
In Excel, any rectangular area of cells is known as a range. The range is defined by the top-left
and bottom –right corner cell references separated by a colon(:).
The text in cell E5:E8 ( in other words E5, E6 and E8) is the same as in the range B5:B8 so you
can copy that.
In addition, there is a smart tag(the Past Options one) near the bottom right-hand corner of the
pasted data.
Ignored –it will disappear when you carry out some other action
Removed –by pressing the Esc key
Used – point to it and click on the down arrow to display several options; select one and press
the Enter key
For now, just ignore the Paste Options smart tag and finish the process of entering the data.
If you need to select cell that are not contiguous, (ie, ranges that are not necessarily next to each
other), proceed as follows.
If the Twiga secondary school text is too wide for columns B try widening those column.
1. Move the cursor to the division between the areas containing the column names. Note how the
shape of the cursor has changed to a vertical black line with arrows pointing right and left.
2. Double –click the left mouse button.
If you wish to have control over the sizing of the column, it can be done manually.
1. Move the cursor to the division between the areas containing the column names
2. Hold down the left-hand mouse button and drag that column divider the required distance to
the right
3. Release the mouse button.
4. Repeat the process if you want to make fine adjustments.
If you have column containing amounts of money. You do not have to type the ₤ sign, instead
you can enter the numbers and format the cells as currency later.
1. Highlight the cells ie F5 to F7 (Point to F5, press the mouse button; while keeping the button
held down, drag the pointer to F7; release the button.)
2. Point to the highlighted area and click the right mouse button.
3. Choose Format Cells window, click on the Number tab (unless it is already selected.)
4. In the Format cells window, click on the Number tab (unless it already selected).
5. In the category: box select Currency by clicking on it.
6. Make sure that Decimal places: is set to 2; symbol: show ₤ and that the first option in the
Negative numbers: box is highlighted. Sample: shows you what the result of the formatting will
be (₤0.50).
7. Click on Ok.
Alternatively, you could have formatted the cell first and then entered the values.
If you begin a numerical entry with a ₤ sign, Excel assigns currency format to that cell.
Similarly. If you end a numerical entry with a % sign, Excel assigns Percentage format to that
cell.
1. Click in F4
2. Click on the Bold and Align Right buttons. The cell will not look any different until you
enter a value
3. Type
Costs
You have entered all the data you need but you might like to make the worksheet easier to read
by formatting some of the text.
1. Click in B4.
2. Click on the Bold button on the toolbar.
Next apply a bold font to Adult in C4 and child in D4 and center the text in the cells as follows:
Next apply a bold italic font to Adult in C4 and Child in D4 and center the text in the cells as
follows
The charity Barbecue heading of this worksheet can be made more interesting by changing its
size and colour.
1. Click in B2.
2. Click on the down-arrow of the Font Size button
3. Select another size, for example, 12.
It is possible to colour the background of cells and to centre a heading across a range of cells.
The information on sheet 1 might refer to Twiga Secondary School to be held in Term II. It
would make sense to name the sheet accordingly.
Term II
Adding a border
Sometimes a worksheet can be made more attractive by adding borders around cells.
1. Select the rectangle of cells starting with B2 in the top left-hand corner across to F7 in the
bottom right-hand corner.
2. Click on the down-arrow to the right of the Borders button on the toolbar
3. Click on the second example in the third row (All Borders). This shows borders around all the
cells.
4. Click on a cell not currently selected (to remove the highlighting).
Another way of adding borders is to select Cells from the Format menu and click on the Border
tab. First select a style for a line, then apply it by clicking the presets, preview diagram or
buttons on that Border tab in the Format cells window. This approach gives you more options.
If you would prefer to draw the border around cells yourself, click on the down-arrow to the right
of the Borders button on the toolbar and select Draw Borders. On the Borders toolbar that
appears, select a colour and style for the line, and choose to draw either a grid or just a border.
Then, just draw on your
Extra rows and columns can be inserted whenever you wish. As an example, insert a row
between rows 4 and 5.
To delete a row or column, right-click on its name and select Delete from the menu which
appears.
Spell-checking
Excel allows to check the spelling of your work. You have probably already used this technique
in word.
If a spelling mistake is found (or something that Excel thinks is a mistake but isn’t), you will be
given the opportunity to correct or ignore it.
Excel will object to Twiga Secondary School. If you wish, change it to Twiga Secondary
School by editing the text in the Not in Dictionary: box and clicking on the change All button.
When the end of the sheets is reached, the checking can be continued from the beginning of the
sheet down to the cell you selected.
Your workbook can now be stored in a file on a floppy disk (the A: drive)flash, CD or on the
Networked PC service (the J: drive).
1. In the file name: box, type a suitable name (such as Twiga Secondary School) for your file.Later,
Excel will add the .xis extension automatically.
Excel file names can have up to 218 characters including alphanumeric characters, spaces and
the special characters except for ⁄, \ , > ,< ,* , ? ," ,│, ; and : Remember that Excel does not
distinguish between upper and lower case letters.
If you are using the Networked PC service, Excel will offer to save your file one your J: drive
1. Click on the down arrow to the right of the Save in: box.
2. Select the drive of your choice Flash disk (F)
Note: On the Networked PC service, a quicker way of selecting the A: drive is to click the Flash
Disk icon at the left –hand edge of the Save As window.
On your own PC, you can click on the History button (at the left-hand edge of the Save As
window) to see documents and folders you have worked with recently.
It is possible to save the file in a different file format by changing the setting in the Save as type:
box.
Finally
After you save the file, the workbook window remains open and Excel displays the new name in
the title bar.
Note: Once a file has been saved for the first time, subsequent changes can be saved by selecting
Save from the File menu, or by clicking the Save button on the standard toolbar.
If you have made any changes to the workbook since it was last saved, you will be asked
whether you wish to save those changes.
2. Click Yes to keep the changes or No to discard them (and leave the workbook as it was when
you last saved it).
Note: To open the workbook later, select Open from the File menu, navigate to the location of
the file, select it and click OK. You can have several workbooks open at the same time.
Calculations
You can now try doing some simple calculations using a worksheet that was prepared earlier.
If you are not using the ITS Networked PC service, you may like to get a copy of this file from
the ITS Web pages before working through the rest of the document.
The file is called Twiga Secondary School.xls and can be found in the information /Guides
section of the ITS website.
http://www.dur.ac.uk./its/info/guides/files/excell/).
Opening a worksheet
Entering formulae
All formulae begin with an equals (=) sign. If you forget to type the =, the rest of the line could
be entered into the cell as a piece of text. Formula can contain values, cell addresses,
mathematical operators and functions.
They are listed here in decreasing order of priority starting with Percent, which has the highest
priority (done first), and ending with comparison, which has the lowest (done last). If a formula
contains operators with the same priority, they are evaluated form left to right.
If you want to alter the order of evaluation, use parentheses (brackets) to group expressions. Any
parts of a formula that are in parentheses are done first. For example:
1. Click in G5
2. Type = C5 + D5 + E5 + F5 or = SUM (C5:F5)
Note that you have entered the cell references in the formula, not the values in the cells since
those particular values might be changed later.
Have a critical look at the value now displayed in G5. Make sure that it is correct. If it isn’t click
in G5 and look at the formula displayed on the formula bar. If you find an error in your typing,
correct it.
Next copy the formula to cells G6-G13,This will display the total marks for each student of form
1 in Tanga secondary for the four (4) subjects
Entering a formula for Average now calculate the average marks for each student in form
1 for the four subject
1. Click in H5
2. Type = (C5 + D5 + E5)/4 or type = G5/4 or
A formula can be copied to another cell in the same way as text or numbers.In this case from h5-
h13
Sorting
If you have a rectangular block of data surrounded by blank cells, then Excel recognizes this as a
list. Data in a list can be sorted alphabetically numerically or chronologically. Excel rearranges
the rows according to the contents of one or more columns.
If you select a single cell in the list, Excel will automatically select the whole list for you. If there
are labels in the first now, excel excludes them from the sort. Alternatively, you can select the
area of data that is to be sorted. Be careful though, sorting data selected by you does not move
any non selected data in adjacent columns or rows.
On the summer worksheet of the Charity_Barbecue workbook, you have a list in cells
B13:E19. (If you added extra people, the range will be different) it can easily be sorted by
surname.
1. Click on the summer tab.
2. Click on any name in the Party column
3. Click the sort Ascending button on the toolbar.
4. Immediately click the Undo button if you want to restore the list to its original order.
The sort Descending button can be used to sort a list in descending order.
If you wish to sort by more than one column, select Sort from the Data menu.
For further information about lists, including sorting, see Guide 36: Lists and data management
in Microsoft Excel 2003.
Printing
Page Setup
By changing the options in the Page Setup window, you can control the appearance of your
printed sheets. This includes choice of margins, headers/footers, page orientation
(portrait/landscape), scaling, and precisely what will be printed (grid lines for example).
Print preview
1. From the File menu, select Print Preview (or click on the Print Preview button on the toolbar)
In this mode you can, if you wish, view the next/previous page, zoom, use a magnifying glass,
adjust margins, and change the page breaks.
Dotted lines will now be displayed on your worksheet indicating page boundaries.
You can specify what is to be printed, which pages are to be printed and (To print your work,
click on OK)
Includes:-
1) PAGE SETUP
It may include
Procedures
From the menu bar, click file then select page set up.
i. Page tab
On the page tab you may choose either portrait or landscape for the page layout.
Select the page size as A4
ii. Header/footer
PAGE PREVIEW.
Note: Your page may default to two pages while the document is for one page only.
Procedures:
EXERCISE
Note =, the number of opening brackets must be the same as closing brackets
Example, a student whose average is equal, or greater than 80, is placed in A grade, average
equal or greater than 70 is grade B, average equal or greater than 50 is in C grade, otherwise F
grade.
FORMULA
=IF(F2>=80,”A”,IF(F2>=60,”B”,IF(F2>=50,”C”,”F”)))
EXERCISE
Banda Enterprises had the following data.
FORMULA:
Discount=Basic price * Discount
Basic Price
VAT=Sale Price* VAT
Selling price*VAT
Selling Price = Sale Price + VAT
Question
1.Present your information in Chart form (column chart)
2.Cut the graph and copy it on the separate worksheet and rename worksheet as chart
3.Create header and footer
4."Excel test"as header (left section)
5."You name,Data and time as footer(left section)
6.Save the work in your name and put it in the folder "on the desktop (My work)
1CHART
Answer 2
Practical work:
Manipulation:
This includes
I. Mathematical operation (+, -, x, and ÷)
II. Sum
III.Average
IV.Count
V. Minimum
VI.Maximum
VIII.Logical formulae etc
SUM
In this function:
=SUM (A1:A5)
AVERAGE
Min(Minimum)
You can use Min function to find the lowest number in a series of numbers
Max (Maximum)
You can use Min function to find the highest number in a series of numbers
Count
The count function is used to get the number of entries in a number field that’s in a range.
If (logical functions)
This is conditional formula in a logical manner (true or false). You can use “if” function to group
or grade the marks/scores/data in a series of numbers.
Example 1
Example 1
The following are the form three students score in monthly test.
a) Column –chart
b) Line chart
c) Pie chart
Column chart
Line chart
Pie-chart
TOPIC 3: COMPUTER NETWORKS AND
COMMUNICATIONS
A network:
Is a group of two or more devices or people connected to each other so that they can exchange
information, such as e - mail messages or documents or share resources such disk storage or
printers.
Computer network:
Refers to collections of computing devices that are connected in various ways in order to
communicate and share resources, usually the connections between computers in a network are
made using physical wires or cables. However, some connections are wireless using radio waves
or infrared signals.Networks are systems that are formed by links.The computers may be linked
or connected to each other in the same building or different buildings. In most cases this
connection is made via electrical cables that carry the information in the form of electrical
signals. The cables transmitting the information are commonly known as transmission Medias
or Networking media.Networking media is the means by which signals or data are sent from
one computer to another. The transmissions media are unshared Twisted Pair (UTP), coaxial
cable and fiber optic cable. Whereas Wireless transmission media include radio waves, in folded
and Bluetooth.When a computer is turned on and can be visible by all other computers then the
computer is said to be online. If a computer is not turned on and it is not visible by other
networked computers, it is then said to be offline.
Sharing information
Allow users to share information in several different ways. The most common way of sharing
information is to share individual files. For example two or more people can work together on a
word processing document
Sharing resources
Certain computer resources such as printers or hard drives can be set up so that network users
can share them .sharing these resources can result in significant cost savings.
For example: it is cheaper to buy a single high – speed printer with advanced features that can
be shared by an entire work group than to buy separate printers for each user in the group.
Sharing applications:
Several users can work together on a single business application. For example an accounting
department may have accounting software that can be used from several computers at the same
time (Database services)
2. High reliability - All data can be copied on two or three machines so if one of them is
unavailable then the other two copies could be used
3. Speed – Network provides a very rapid method for sharing and transferring files. Without a
network files are shared by coping them to flop disks, then carrying or sending the disk from one
computer to another.
4. Reduced cost: Net workable versions of many popular software programs are available at
considerable savings when compared to buying
individual licensed copies. Bodies monetary saving, sharing a program on a network allows for easier
upgrading of the program.
5. Sending messages such electronic mail (E- mail). The presence of a network provides the hardware
necessary to install an E- mail
system. E- Mail aids in personal and professional communication for all school personnel, and it
facilitates the dissemination of general
information to the entire school staff. Electronic mail on a LAN can enable students to communicate
with teachers and peers at their own
school. If the LAN is connected to the internet, students can communicate with others throughout the
world.
6. Flexible access: School network for example: allows students to access their files from computer
throughout the school. Students can
begin an assignment in their classroom, save part of it on a public access area of the network, and
then go to the media center after school to
finish their work. Students can also work cooperating through the network.
7. Communication : A computer network can provide a powerful communication medium a long widely
separated employees or individual (increase communication capabilities)
1. Expensive to install: Although a network will generally save money, our time , the initial cost of
installation can be prohibitive ; cable , network cards and software are expensive and the
installation may require the services of a technician.
2. Requires administrative time. Proper maintained of a network requires considerable time and
expertise. Many schools have installed a network, only to find that they did not budget for the
necessary administrative support.
3. File server may fail: Although a file server is no more susceptible to failure than any other
computer, when the files server “goes down” the entire network may come more to a halt.
When this happens , the entire school or company may lose access to necessary programs and
file
4. Cables may break: Some of the configurations are designed to minimize the inconvenience of a
Brocken cable, with other configurations; one Brocken cable can stop the entire network.
A network interface card (NIC) is a device that plugs into a mother board and provides ports
for the network media connections.
It is the component that interface with the local – area network (LAN)
1) Switch
2) Bridge
3) Server
5) Hub
6) Router
7) Twisted cable
8) Coaxial cable
9) Repeater
IMPORTANCE OF NETWORK
Network enable
2) Sharing of information
3) Easy communication
4) Online shopping
5) Sim banking
TYPES OF NETWORK
1) LAN
2) WAN
3) MAN
4) INTERNET
5) INTRANET
HOME WORK
Mention and explain network device according to their respective types of network
i) Switch is a computer networking device that links network to the respective type of network
used is LAN
ii) Bridge is a network device that connects multiple network devices (LAN).
iii) Fiber optic cable is a cable containing one or more optic fibers to their respective network
(internet).
v) Hub is a device for connecting multiple Ethernet devices together and making them acts as a
single network segment + (LAN).
vi) Router is a device that is connected to two or more data for different network. (WAN)
vii) Twisted cable: is a type of wiring in which two conductors of a single circuit are together
(LAN, MAN, WAN internet , intranet)
viii) Coaxial cable is a type of cable that has an inner conductor surrounding by a tubular
insulating layer, network. (LAN, WAN, MAN, Internet, Intranet)
ix) Repeater is a network device to regenerate or replicated a signal network used as (LAN,
WAN, MAN, Internet, Intranet)
NETWORK TOPOLOGY
TYPES
1) Logical
2) Physical
Sharing of data
Sharing of hardware e.g.; printer
Easy transferring of data
Easy communication
Enable e- learning
Enables e- commerce
Exchange of information
DISADVANTAGES OF NETWORKING
Security of data
Cost of installing nodes is very high
If server fails all the nodes will be affected
Virus attack
TYPES OF NETWORK
Intranet
Internet
A LAN connects network device over a relatively short distance. A network office building,
school, or home usually contains a few small LANS (perhaps one per room) and occasionally a
LAN will span a group of nearly building. TCP/ IP net working LAN is often but not always
implemented as a single IP sub-net.
A large computer network which extends to a city or to large university campus is termed as
metropolitan area network or MAN.
The purpose of MAN is to provide the link to the internet in the long run. A MAN usually in
corporate a number of LANS to form a network. This large MANS backbone comprises of an
optical fiber set up.
What is WAN?
As the name symbolizes Wide Area Network is a broad network whose communication is wider
than the LAN, MAN, and CAN.
The application of WAN (Wide Area Network) is not limited to a room, building of specific
vicinity. The basic purpose of WAN is to maintain a number of LAN network in order to
increase the efficiency of the network.
Different LAN network are connected to establish a network which will enable the user of one
location to communicate with the users present in the other location. Internet service provides
usually help and guide to establish WAN (Wide Area Network) networks. However many large
organizations develop their own private WANs
INTRANET
Is the internal network of an organization which allows access to specific authorized users
ADVANTAGES
2) Easier updating
DISADVANTAGE
EXTRANET
Is a private network that extended to users outside the company usually via internet.
ADVANTAGES
DISADVANTAGES
1) Expensive to implement
INTERNET
ADVANTAGES
1) Sharing of information
DISADVANTAGE
1) Security of data
2) Virus attack
THE NETWORK TOPOLOGY
NODES: are the network devices e.g.: Computer, switch, hub, server or router
PHYSICAL TOPOLOGY
Refers to the actual physical layout of the device in a network or the way in which in nodes are
connected physically.
LOGICAL TOPOLOGY
Refers to the paths that signal from one point to the network to another.
BUS TOPOLOGY
STAR TOPOLOGY
RING TOPOLOGY
HYBRID TOPOLOGY
BUS TOPOLOGY
Commonly referred to as linear bus all the device on a bus topology is connected by one single
cable which from one computer to the next.
This topology is rarely used and would only be suitable for a home office or small business with
few hosts.
ADVANTAGES
- It uses less cable compared to other physical topologies like star or extended star
DISADVANTAGES
- It results in slower access to the network and less bandwidth due to the sharing of the
some cable by all devices.
- A break at any point in the bus can disable the entire bus network
- It needs termination.
STAR TOPOLOGY
ADVANTAGES
- This topology makes diagnosing problem relatively easy since the problem is localized to
one computer or device.
- This topology allows for more throughout than any other topology.
DISADVANTAGES
- It requires a lot of cable to connect computer since a cable is required between each
device and the central location.
- It is more expensive to build because of the additional cost of cables and devices like hubs
and switches that one needed to run
between.
RING TOPOLOGY
Nodes are connected in a circle where by all device have equal importance.
A frame called token, travels around the ring and stops at each node.
If a node wants to transmit data , it adds that data and the addressing information to the
frame.
The frame continues around the ring until it finds the destination node which takes the data
out of the frame.
The entire device on the network shares a single cable, and the data travels in one direction only.
DISADVANTAGES
MESH TOPOLOGY
The mesh topology connects all devices (nodes) to each other for redundancy and fault
tolerance.
It used in WANs to interconnected LANs and critical Networks.
The mesh topology is expensive and difficult to implement.
ADVANTAGES
Redundancy
Fault tolerance
DISADVANTAGES
ADVANTAGES
Redundancy
Fault tolerance
Efficient
High speed.
DISADVANTAGE
Internet is a wide world connection of computer which enables sharing of resources like files and folders, pictures
and music, teaching materials like notes/ tutorials and computers.
Communication between networks is called inter networking. Therefore, internet comes from the word inter
networking meaning a connection of data communication. The communication in which the end instruments are
computers.
The internet is a worldwide public networks that interconnect thousands of smaller networks to form one large
“web” of communication. Many private networks, some with thousands of users of their own connect to the internet
by using the services of internet services providers (ISPs)
In simple words internet is a huge number of computers that are connected to each other throughout the world.
These computers are situated in many different countries and are connected through telephone lines, cables in the
ground and even satellite in spaces.
DEVELOPMENT OF INTERNET
Internet involved from US Department of defense project called ARPANET (Advanced Research Project Agency
Network) in 1969. The main reason was to exchange information between researchers in this project
Browses and World Wide Web (WWW) were introduced in early 1990’s.
The web is like a huge encyclopedia of information, in some ways it’s even better. The volume of information you
will find on the web is amazing. For every topic that you’ve wondered about it. The web offers many different
perspectives on a single topic
It put information into your hand s that you might otherwise have to pay for or find out by less convenient means.
Email offers a cheap and easy alternative to traditional methods of correspondence. Its faster and easier than writing
snail mail and cheaper than using telephone.
To meet People:
People love getting e-mail from strangers and friendship are quick to from casual correspondence. Many people
have even found love on the Net, and have gone on to marry their cyber-partner.
To Discus:
To have fun:
There’s plenty to keep you occupied on a rainy day.
To learn:
Online distance education courses can give you an opportunity to gain a qualification over the internet.
People all over the world access news through internet. For example a Tanzania who is living in London can be able
to read Tanzania news paper on the paper on internet and be updated with Tanzania every day.
To find Software:
The internet contains a wealth of useful downloadable shareware. Some pieces of shareware are limited versions of
the full piece of software, other are limited trial (you should pay once the time limit is up).Other share ware is free
for educational institutions or non-commercial purpose.
To buy things:
The securities online shopping is still questionable, but as well as you are dealing with a reputable company or web
sites the risks are minimal.
Electronic mail (e-mail or email) is a store and forward method of composing, sending, storing and receiving
messages over electronic communication systems.
(ii)Its speed and broadcasting ability is fundamentally different from paper-based communication. This is because
turnaround time can be so fast-mail is is more conversational than traditional paper-based media.
- Telnet or remote log in to log onto another computer and use it as if you were there
- File Transfer Protocol (FTP) to rapidly download complex files intact from a remote computer to local computer
or upload from local computer to remote computer
- Web
- Online shaping
- Search
- Video conferencing
- Games
Web browser: Software that enables user to retrieve and view HTML documents
HTML (Hyper Text Markup Language): Computer language used to make web pages.
URL (Uniform Resources Locator): This is the address of website in the internet
PARTS OF URL
1) Protocol
2) Web
3) Host
4) Domain
http://www.sirpatrick.com
1 2 3 4
IP-Internet Protocol
PROTOCAL: Is a set of predetermined rules used to facilitate communication over data networks.
IMPORTANCE
i) Used to allow device to communicate successfully.
ii) Provide structure and format of the message
iii) To set up and terminate the data transfer session
SEARCH ENGINE
Is the website that helps user to find information/material on internet E.g. Google,Yahoo!, Go,Mamma,Meta
crawler,Lycos etc.
TYPES
1.INDIVIDUAL
2.META
E-MAIL ADDRESS:
E-mail address is string that identifies a user so that a user can receive Internet e-mail.
-User ID
-The Symbol@
-Domain name
The domain:
Root Domain:
Examples of e-mailaddressare:
Country: tz
Advantages of E-mail
(i)Convenience: there are no trips to the post office, no needs to search for stationary and stamps. A message can be
formal or informal. It makes very easily to publish and discuss.
(iii)In expensive: Once you are online the cost of sending a message is small
(iv)Printable: the hard copy is easily to obtain you may save on natural resources for your own records
(v)Reliable: although messages occasionally lost, these are rare. Many mail systems will notify the sender if an
email message was undelivered.
(vi)Generality: it is not limited to texts; it allows the transfer of of graphics, programs and even sounds.
E – Learning can occur in or out of the classroom. E – Learning is suited to distance learning
and flexible learning. But it can also be used in conjunction of face to face teaching.
Advantages of e- learning
- Self – paced learning models allows learners to work on their own paces
- Class work can be schedule around personal and professional work, resulting in flexibility
learning.
Disadvantages of e – learning
E – Commerce
The buying and selling of products and services by businessmen and consumers through an
electronic medium without using any paper documents.
E – Commerce is widely considered the buying and selling of products over the internet, but any
transaction that is completed solely through electronic measures can be consider e – commerce
Advantages of e- commerce
- Buying / selling
- Customers can easily select products from different providers without moving around
physically
Disadvantages
-Perishable goods:Goods bought and sold via the internet tend to be durable and non perishable.
-Lack of personal service:Although some human interaction can be facilitated via web e-
commerce cannot provide the richness of interaction provided by personal service.
-Security:Security of data moved across some mobile and wireless network participants.
TYPES
-Business-to-Consumer (B2C)
-Consumer-to-Consumer(C2C)
-Business-to-Business (B2B)
Religious
In some religion rituals and symbols are serious matter to temper with.The information that
involve those symbols or rituals must be careful treated to avoid disharmony in the concerned
audience. Other religions,their important consideration in disseminating information are dressing
code and place of worship.But internet do not take care about the effect of audience.
Political
Politics issues can affect information from the internet is political affiliation can affect proper
dissemination of information as the information being biased to favor certain political views.
Social
When information is corrupted from predators (internet),they mislead and bring confusion to the
audience e.g. in a children social network,the appropriate information to the particular age is
useful.Also other societies have certain agreed code of conduct which have a certain agreed code
of conduct which have a particular information expectation so the internet information is
advised to be highly important to ensure expected ethical code of conduct by the audience
observation.