CIT 705: COMPUTER APPLICATION IN BUSINESS

NATIONAL OPEN UNIVERSITY OF NIGERIA

FACULTY OF SCIENCE

COURSE CODE: CIT 705

COURSE TITLE: COMPUTER APPLICATION IN

BUSINESS
 COURSE
GUIDE

CIT 705

COMPUTER APPLICATION IN BUSINESS

Course Writer: Inegbedion, Juliet O.

School of Education
National Open University of Nigeria
CIT705 COURSE GUIDE

NATIONAL OPEN UNIVERSITY OF NIGERIA

National Open University of

Nigeria Headquarters
14/16 Ahmadu Bello
Way Victoria Island
Lagos

Abuja Office
No. 5 Dar es
Salaam Street Off
Aminu Kano
Crescent Wuse II,
Abuja

e-mail:
[email protected]
URL: www.nou.edu.ng

Published By:
National Open University of

Nigeria First Printed 2012

ISBN: 978-058-851-5

All Rights Reserved

Course Guide
Introduction
CIT705 – Computer Application in Business is a 2 credit unit course designed to train you
for the use of personal computer in the world of business. The knowledge gained in this
course would lead to proficiency in electronic business management. As a business
educator in training, it is advised that you study each unit carefully to ensure you gain the
desired skills required in electronic business management.

Course Competencies
In this course you will be exposed to the introductory aspect of computers and its
application in business, the use of Microsoft Word in business, Microsoft Excel in business
and other computer applications in business.

Course Objectives
At the end of this course, you should be able to:

 Identify various business documents maximally,

 Create electronic business documents with minimal errors,
 Manage business data effectively, and
 Manage business data efficiently.

Working through this Course

To gain the maximum proficiency required in this course, you must work through all the
study units. Starting from module 1, unit 1 to module 4, unit 4. Ensure you master a unit of
study before proceeding to the next unit. Where references are made to previous taught
courses or elsewhere, you should Endeavour to visit reference sources.

Study Units
This course material contains four modules and sixteen study units as follows:
Module 1 Introduction to Computers and Business
Unit 1: History and Generations of Computers
Unit 2: Basic Concepts of Computers
Unit 3: Importance and Application of Computers in Business

Module 2 Microsoft Word in Business

Unit 1: Document Production
Unit 2: Data Security
Unit 3: File Management
Unit 4: Document Presentation,

Module 3 Microsoft Excel in Business

Unit 1: Solving and Making Decision with Microsoft Excel
Unit 2: Managing Large Worksheet
Unit 3: Presentation of Data with Charts

Module 4 Other Applications in Business

Unit 1: Graphics
Unit 2: Database
Unit 3: Microsoft Office Outlook
Unit 4: Desktop Tools/Data Communication/Creating Website

References and Further Readings Comment [D1]: Improved on the

references and further readings.
Buttle, F. (2015). Customer Relationship Management. London: Taylor and Francis. Expunged the very old references and
incorporated recent references and
General introduction to Computing, The Department of Computer Science and books for further readings.
This was done here and within the main
Mathematics, Babcock University, Ilisan Remo, Ogun State, Nigeria content for each unit.

Hartley, P., & Bruckmann, C. (2015). Business Communication. London: Taylor and
Francis.
Introduction to Business Communications | Boundless Business. (2020). Retrieved 11
August 2020, from https://courses.lumenlearning.com/boundless-
business/chapter/introduction-to-business-communications/
Kumar, V., & Reinartz, W. (2012). Customer Relationship Management (3rd ed.). Berlin:
Springer Berlin.
Parameswaran, R. (2010). Computer Application in Business. Ram Nagar, New Delhi: S
Chand & Co Ltd.
Reed, D. (2011). A balanced introduction to computer science (3rd ed.). Pearson.
2013 Microsoft Office

Bott, E., Siechert, C., & Stinson, C. (2016). Windows 10 inside out: Includes current book
service. Redmond, WA: Microsoft.

FrontPage: Microsoft Office. (2005). Barcelona: Ed. ENI.

Gross D., Akaiwa F., Nordquist K. & Evans J. (2008). Business Computing Using Excel and
FrontPage. U.S.A. Thomson Course Technology.

Lambert, J., & Cox, J. (2013). Microsoft Outlook 2013: Step by Step. Redmond, WA:
Microsoft.

Matthews, M. S. (1996). Web publishing with Microsoft FrontPage. Berkeley, CA: Osborne
McGraw-Hill.

McFedries, P. (2015). Windows 10 simplified. Indianapolis, IN: John Wiley & Sons.
Murray, K. (2013). Microsoft Office Professional 2013: Plain & Simple. Sebastopol,
California :: OReilly Media.

Pazmandy, G. (2013). Business computing: Using Microsoft® Office 2013. Rose Bay,
NSW: Tekniks Publications.

Price, M. (2013). Office 2013: In easy steps. Leamington Spa, Warwickshire, U.K.: In Easy
Steps.

Rathbone, A. (2018). Windows 10 for dummies. Milano: Hoepli.

Weverka, P. (2013). Office 2013 all-in-one for dummies. Hoboken, NJ: John Wiley & Sons.

Presentation Schedule
The Presentation Schedule included in your course material gives you important dates for
the completion of Tutor Marked Assignments and tutorial attendance. Remember, you are
required to submit all your assignments by the due date. You should guard against falling
behind in your work.

Assessment
Your assessment will be based on Tutor Marked Assignments (TMAs) and final
examination which you will write at the end of the course.

How to get the Most from the Course

In distance learning, the study units replace the university lectures. This is one of the great
advantages of distance learning; you can read and work through specially designed study
materials at your own pace, and at a time and place that suits you best. Think of it as
reading the lecture instead of listening to the lecturer. In the same way a lecturer might
give you some reading to do, the study units tell you when to read, and which are your text
materials or set books. You are provided exercises to do at appropriate points, just as a
lecturer might give you an in-class exercise.

Each of the study units follows a common format. The first item is an introduction to the
subject matter of the unit, and how a particular unit is integrated with the other units and the
course as a whole. Next to this is a set of learning objectives. These objectives let you
know what you should be able to do by the time you have completed the unit. These
learning objectives are meant to guide your study. The moment a unit is finished, you must
go back and check whether you have achieved the objectives. If you make this a habit, then
you will significantly improve your chances of passing the course. The main body of the
unit guides you through the required reading from other sources. This will usually be either
from your set books or from a reading section. The following is a practical strategy for
working through this course. If you run into any trouble, telephone your tutor. Remember
that your tutor‘s job is to help you. When you need assistance, do not hesitate to call and ask
your tutor to provide it.
In addition, do the following:

1. Read this Course Guide thoroughly, it is your first assignment.

2. Organise a Study Schedule. Design a ―Course Overview‖ to guide you through the
Course. Note the time you are expected to spend on each unit and how the assignments
relate to the units. Important information, e.g. details of your tutorials, and the date of the
first day of the semester is available from the study centre. You need to gather all the
information into one place, such as your diary or a wall calendar. Decide on a method and
write in your own dates and schedule of work for each unit.

3. Once you have created your own study schedule, do everything to stay faithful to
it. The major reason students fail is that they get behind with their course work. If you get
into difficulty with your schedule, please, let your tutor know before it is tool late for help.

4. Turn to Unit 1, and read the introduction and the objectives for the unit.

5. Assemble the study materials. You will need your set books and the unit you are
studying at any point in time.

6. Work through the unit. As you work through it, you will know what sources to
consult for further information.

7. Keep in touch with your study centre as up-to-date course information will be
continuously available there.

8. Well before the relevant due dates (about 4 weeks before due dates), keep in mind
that you will learn a lot by doing the assignments carefully. They have been designed to
help you meet the objectives of the course and therefore will help you pass the examination.
Submit all assignments not later than the due date.

9. Review the objectives for each study unit to confirm that you have achieved them. If
you fee unsure about any of the objectives, review the study materials or consult your tutor.

10. When you are confident that you have achieved a unit‘s objectives, you can start on
the next unit. Proceed unit by unit through the course and try to pace your study so that you
keep yourself on schedule.

11. When you have submitted an assignment to your tutor for marking, do not wait for
its return before starting on the next unit. Keep to your schedule. When the assignment is
returned, pay particular attention to your tutor‘s comments, both on the tutor-marked
assignment form and on the ordinary assignments.
12. After completing the last unit, review the course and prepare yourself for the final
examination. Check that you have achieved the unit objectives (listed at the beginning of
each unit) and the course objectives (listed in the Course Guide).

13. Finally, ensure that you practice on the personal computer as prescribed to gain the
maximum proficiency required.

Facilitation
The dates, times and locations of these Tutorials will be made available to you, together
with the name, telephone number and address of your Tutor. Each assignment will be
marked by your tutor. Pay close attention to the comments your tutor might make on your
assignments as these will help in your progress. Make sure that assignments reach your tutor
on or before the due date.

Your tutorials are important; therefore try not to skip any. It is an opportunity to meet your
tutor and your fellow students. It is also an opportunity to get the help of your tutor and
discuss any difficulties you might encounter when reading.
 Course Information
Course Code: CIT 705
Course Title: COMPUTER APPLICATION IN BUSINESS
Credit Unit: 2 units
Course Status:
Course Blurb: This course covers computers and its various applications to business. The
basic concepts of computers, history and generations of computers are discussed within the
context of this course. The applications of computers in business are also presented. In this
course content, the use of Microsoft Word, Excel, Access, Outlook, etc are extensively
presented.
Semester:
Course Duration:
Required Hours for Study

Course Team
Course Developer: ACETEL
Course Writer: Inegbedion, Juliet O.
School of Education
National Open University of Nigeria

Content Editor: Professor Oludele Awodele

Department of Computer Science
Babcock University, Ilishan-Remo
Ogun State

Instructional Designer:
Learning Technologists:
Copy Editor

Ice Breaker
Describe yourself in three words
If you could solve one of the world‘s greatest problems, which one would you choose?
Where do you want to live after you finish school? Why?
 Comment [D2]: Modules and units
were designed and rearranged
according to the guide given. Icons and
listings were placed accordingly.
References and further reading were
Module 1: INTRODUCTION TO COMPUTERS AND BUSINESS updated, old references and textbooks
were expunged while new ones were
incorporated.
Case studies were included were
necessary for further explanations and
Module Introduction discussions.
In this module a brief history and overview of computers will be presented. The importance of
computers to business and the application areas of computers in business are discussed in this
module. This module is divided into three units. They are:
Unit 1: History and Generations of Computers
Unit 2: Basic Concepts of Computers
Unit 3: Importance and Application of Computers in Business Comment [D3]: Expunged the old
module 1 and its unit and Introduced a
new module and units to improve on
the course note
Unit 1: HISTORY AND GENERATIONS OF COMPUTERS

Contents
1.0 Introduction
2.0 Intended Learning Outcomes (ILOs)
3.0 Main Content
3.1 Early Counting Devices
3.1.1 Limitations of the Early Counting Devices
3.2 Mechanical Counting and Calculating Devices
3.2.1 The Abacus
3.2.2 Napier‘s Bone
3.2.3 Slide Rule
3.3 Electro-Mechanical Counting Devices
3.3.1 Blaise Pascal Machine
3.3.2 Gottfried Leibniz Machine
3.3.3 Joseph Jacquard Loom
3.3.4 Charles Babbage Analytical machine
3.4 Electronic Counting Devices and Modern Computer
3.4.1 Herman Hollerith Punch Cards
3.4.2 John Von Neumann Machine
3.4.3 Modern machines
4.0 Self-Assessment Exercise(s)
5.0 Conclusion
6.0 Summary
7.0 Further Readings
 1.0 Introduction
Computers truly came into their own as great inventions in the last two decades of the 20th century.
But their history stretches back more than 2500 years to the abacus: a simple calculator made from
beads and wires, which is still used in some parts of the world today. The difference between an
ancient abacus and a modern computer seems vast, but the principle—making repeated calculations
more quickly than the human brain—is exactly the same. This unit presents the history of
computers from the early counting devices to modern devices.

2.0 Intended Learning Outcomes (ILOs)

At the end of this unit you should be able to:

 identify the various early counting devices,

 identify the various mechanical and electromechanical counting devices,
 identify the various electronic counting devices,
 explain the modern computer

3.0 Main Content

3.1 Early Counting Devices
Early counting devices are devices that were used in the early days to perform arithmetic operations
such as addition of numbers, subtraction and multiplication. Examples of early counting devices are
fingers, toes, stones, sticks, pebbles, cowries among others. The history and development of
computers can be traced back to the studies of Mathematics which started with counting. The
history of Mathematics is the history of civilization. These has led to various computing inventions
in search for a tool that could enable man meet his computational and data processing needs until
we have the computer today. It was in the process of finding solutions to the problem of counting
that early counting devices emerged. Examples of fingers and toes method of calculation are seen
below;

Fig 1: Finger method of calculation

As time went on, fingers and toes method became ineffective, especially for large numbers, hence,
the emergence of stones and sticks for counting and solving basic arithmetic problems.

Fig 2: Other early method of calculation

3.1.1 Limitations of the Early Counting Devices

The problems posed by these early counting and data processing method were enormous. The
following are limitations to the early counting devices:
1. They could not be used for counting large numbers efficiently and effectively.
2. It was stressful to use
3. It required man power
4. It was time consuming
5. It required more of that device to perform a large number of counting

3.2 Mechanical Counting and Calculating Devices

As a result of the disadvantages of the early counting devices, more advanced mechanical counting
and calculating devices were invented. Some of these devices are;
1. Abacus (Chinese)
2. Napier‘s Bone (John Napier)
3. Slide Rule (William Oughtred)

3.2.1 The Abacus

The abacus was one of the first adding machines. The abacus is made out of beads strung by several
wires. The position of a bead determines its value. Thus a few beads are required to represent large
numbers.
The abacus (plural abaci or abacuses), also called a counting frame, is a calculating tool that was
in use in the ancient Near East, Europe, China, and Russia. The exact origin of the abacus is still
unknown. The Abacus is made up of beads threaded on iron rods. The iron rods are fixed to a
rectangular wooden frame. It is used for addition and subtraction only. It could not carry out
complex mathematics.
For any particular abacus design, there are usually numerous different methods to perform a certain
type of calculation, which may include basic operations like addition and multiplication, or even
more complex ones, such as calculating square roots. Some of these methods may work with non-
natural numbers (numbers such as 1.5 and 3⁄4).

Fig 3: The Abacus

3.2.2 Napier’s Bone

After the Abacus, the next significant development was the Napier‘s Bone made by John Napier in
the year 1617. John Napier was a mathematician, physicist, and astronomer from Scotland. His
most important achievement was the discoverery of logarithms. He also made the use of the decimal
point in arithmetic and mathematics common. Napier‘s bone is a manually-operated calculating
device for calculation of products and quotients of numbers.
The method was based on lattice multiplication, and was also called Rabdology. Using the
multiplication tables embedded in the rods, multiplication can be reduced to addition operations and
division to subtractions. A more advanced use of the rods was for square roots operations. Napier's
bones are not the same as logarithms, with which Napier's name is also associated.
The complete device usually includes a base board with a rim; the user places Napier's rods inside
the rim to conduct multiplication or division. The board's left edge is divided into 9 squares, holding
the numbers 1 to 9. The Napier's rods consist of strips of wood, metal or heavy cardboard. Napier's
bones are three-dimensional, square in cross section, with four different rods engraved on each one.
A set of such bones might be enclosed in a convenient carrying case.
A rod's surface comprises 9 squares, and each square, except for the top one, comprises two halves
divided by a diagonal line. The first square of each rod holds a single digit, and the other squares
hold this number's double, triple, quadruple, quintuple, and so on until the last square contains nine
times the number in the top square. The digits of each product are written one to each side of the
diagonal; numbers less than 10 occupy the lower triangle.
Fig 4: The Napier Bone

3.2.3 Slide Rule

The slide Rule which is also called the slip-stick was invented in1622 shortly after John Napier‘s
publication of the concept of logarithms. It is a mechanical analogue computer. The slide rule is
used mostly for multiplication, division, and also for functions as roots, algorithms and
trigonometry, but is not normally used for addition or subtraction.
Slide rules come in different range of styles and generally appear in a straight or circular form with
a standardized set of markings (scales) essential to performing mathematical operations. It was used
widely for calculations up until the 1970s when the scientific calculator was invented, creating a
much easier and more convenient way to calculate.

Fig 5: The Slide Rule

3.3 Electro-Mechanical Counting Devices

3.3.1 Blaise Pascal Machine
In 1642 Blaise Pascal invented the first calculating machine when he was 19 years old. This
machine was developed to assist his father‘s work as a government auditor of accounts. The
machine consists of clogged wheels, gears, and dials. Each wheel was divided into ten sections,
representing numbers (0-9), and the mechanism allowed a carry from one wheel to the next. This
principle is still in use today. Odometers in cars use Pascal‘s wheel principle to keep track of the
number of kilometers traveled. The machine had input, processing and output devices. Basically,
the Pascal machine was only capable of addition.

Fig 6: Blaise Pascal Machine

3.3.2 Gottfried Leibniz Machine

A famous German mathematician, Gottfried Von Leibniz made the most significant contribution to
the mechanical calculator in 1671 when he invented the Leibniz calculating machine. The machine
can perform 4 arithmetic operations. The machine also used a wheel with teeth on them, termed
―steeped wheel‖, which allowed long multiplication and division to be done. The process of
multiplication involved repeated addition. Unfortunately, Leibniz‘s machine was unreliable, as were
most of the early calculators. Because of this problem, mechanical calculators were not popular for
many years, and it was not until the late nineteenth century that they became widely used in
business.

Fig 7: Gottfried Leibniz Machine

3.3.3 Joseph Jacquard Loom
The Jacquard loom is a mechanical loom, invented by Joseph Marie Jacquard in 1800. The loom
simplifies the process of manufacturing textiles with complex patterns such as brocade, damask, and
matelasse. In 1725, French weaver, Basile Bouchon constructed a weaving loom that could be
controlled by holes in a roll of paper. The holes allowed some needles in the loom to be engaged,
while others were held back.
The loom was, therefore ―programmed‖ by the placement of the holes in the roll of paper to
produce a particular pattern. However, in Bouchon‘s loom, someone had to be employed to control
the needles and decide which would be used for each line of weave in the fabric.
But Joseph-Marie Jacquard improved upon Bouchon‘s design by developing a loom which used a
punched card to control each line of the weave. Over 1000 needles could be controlled at one time,
and very intricate designs were easily created.

Fig 8: Joseph Jacquard Loom

3.3.4 Charles Babbage Analytical machine

Charles Babbage was a mathematics professor at Trinity College in Cambridge, England. After
several unsuccessful attempts at building a mechanical calculating machine, Babbage developed the
analytical engine in 1834. Babbage‘s designs were similar to the general design of modern-day
computers, including a central arithmetic unit for calculating, called a mill, an area for retaining
numbers, called a store, and sophisticated methods for input and output.
While working on his analytical engine, Babbage began a lengthy correspondence with poet Lord
Byron‘s daughter, Ada Augusta, Countess of Lovelace. Lady Lovelace became fascinated with
Babbage‘s ideas, and in her analysis of his analytical engine, she developed the essential ideas of
programming, such as ―branching‖ to perform decisions and repetitions. Because of her work in this
area, she is considered to be the first computer programmer. The programming language ―Ada‖ is
named after her.
Fig 9: Charles Babbage Analytical machine

3.4 Electronic Counting Devices and Modern Computer

3.4.1 Herman Hollerith Punch Cards
The rest of the nineteenth century witnessed the design of more complicated mechanical devices.
By 1890, an American called Dr. Herman Hollerith made the most outstanding and important
invention called punch cards. The machine was used to process information obtained in the census
of the population carried out in the United States in 1890. With this machine, he was able to achieve
in three years what will take seven years to do manually.
Hollerith used Jacquard‘s punched-card idea to feed personal statistics into his machine. Holes in
the punched cards stood for a person‘s age, sex, state, and other similar information. There was one
card for each person. As each card was fed into the machine, a set of metal pins were brought down
on the card. The pins passed through any holes punched in the card, which completed an electrical
circuit which turned a counter dial.
To sell the machine, Hollerith formed his own company in 1896, then later merged with several
other companies to form the Computing Tabulating Recording Company (CTR) in 1911. CTR later
became the International Business Machines or IBM.

Fig 10: Herman Hollerith Punch Cards

3.4.2 John Von Neumann Machine

In 1945, the Hungarian born American mathematician, John von Neumann undertook a study of
computation. In this study, he demonstrated that a computer could have a simple, fixed structure,
yet be able to execute any kind of computation if given properly programmed control, and without
the need for hardware modification.
Von Neumann contributed a new understanding of how practical fast computers should be
organized and built; these ideas, often referred to as the stored-program technique, became
fundamental for future generations of high-speed digital computers and were universally adopted.
The principal feature of a von Neumann machine is that the program and any data are both stored
together, usually in a slow-to-access storage medium such as a hard disk, and transferred as required
to a faster, and more volatile storage medium (RAM) for execution or processing by a central
processing unit (CPU).
Since this is practically how all present-day computers work, Neumann is termed the father of the
modern computer.
The term ―von Neumann architecture‖ is rarely used now, but it was a common parlance in the
computing profession through to the early 1970s.

Fig 11: Von Neumann‘s Architecture

Prior to Neumann‘s idea, programs were viewed as essentially part of the machine, and hence
different from the data the machine operated on. A common approach was to input the program by
some physical means, such as wiring a plugboard, and then feeding in the data for the program to
act upon.
As a result of Neumann‘s discovery, computing and programming became faster, more flexible,
and more efficient, with the instructions in subroutines performing far more computational work.
In 1945, von Neumann proposed the stored program concept in his report on the EDVAC. He did it
together with computer pioneers, J. Presper Eckert, John Mauchly, Arthur Burks, and Hermann
Goldstine, who was working on plans for the EDVAC.
According to the original papers proposing the new architecture, a von Neumann computer has five
parts: an arithmetic-logic unit, a control unit, a memory, some form of input/output,
and a bus that provides a data path between these parts. Such a computer operates by performing
the following sequence of steps:
1. Fetch the next instruction from memory at the address in the program counter.
2. Add the length of the instruction to the program counter.
3. Decode the instruction using the control unit.
 4. Go back to step 1.
Von Neumann computers have some drawbacks. In particular, they carry out instructions one after
another, in a single linear sequence, and they spend a lot of time moving data to and from the
memory. This slows the computer. This problem is called the von Neumann bottleneck.

3.4.3 Modern machines

The EDVAC computer, when it was finally constructed in 1952, followed von Neumann‘s design.
But the first von Neumann computer to be constructed and operated as the Manchester Mark I.
Manchester Mark 1
This machine was designed and built at Manchester University in England. It ran its first program in
1948. The computer had a 96-word memory and executed an instruction in 1.2 milliseconds. Today,
the computer you are using is born out of von Neumann‘s idea.

4.0 Self-Assessment Exercise(s)

Answer the following questions:
1. List the early counting devices and state their limitations
2. Explain the working principle of the Napier bone, Blaise Pascal and Charles Babbage
machine
3. Explain the stored program concept by John Von Neumann

5.0 Conclusion
The history of computers goes way back more than 2500 years to the early counting devices to
abacus to Blaise Pascal machine to the Charles Babbage machine to Von Neumann‘s machine and
to the modern day computer. Each of these were stepping stones to the modern computer we have
today.

6.0 Summary
In this unit, you have learnt about the history of computers from the early counting devices to the
modern computer of today. You have also learnt about the pioneers/individuals who put in effort
and developed these machines and how the machines were used
.

7.0 Further Readings

Buttle, F. (2015). Customer Relationship Management. London: Taylor and Francis.

General introduction to Computing, The Department of Computer Science and Mathematics,
 Babcock University, Ilisan Remo, Ogun State, Nigeria
Hartley, P., & Bruckmann, C. (2015). Business Communication. London: Taylor and Francis.
Introduction to Business Communications | Boundless Business. (2020). Retrieved 11 August 2020,
from https://courses.lumenlearning.com/boundless-business/chapter/introduction-to-business-
communications/
Kumar, V., & Reinartz, W. (2012). Customer Relationship Management (3rd ed.). Berlin: Springer
Berlin.
Parameswaran, R. (2010). Computer Application in Business. Ram Nagar, New Delhi: S Chand &
Co Ltd.
Reed, D. (2011). A balanced introduction to computer science (3rd ed.). Pearson.

Unit 2: BASIC CONCEPTS OF COMPUTERS

Contents
1.0 Introduction
2.0 Intended Learning Outcomes (ILOs)
3.0 Main Content
3.1 Primary Units of a Computer
3.1.1 The Input Unit
3.1.2 The Output Unit
3.1.3 The Processing Unit
3.2 Classification of Computers
3.2.1 Classification of Computers based on Data Representation
3.2.2 Classification of Computers Based on Size and Processing Power
3.3 Computer Configuration
3.3.1 The Hardware Component
3.3.1.1 The component of the system unit
3.3.1.2 Peripherals
3.3.2 Computer System Software
3.3.2.1 Systems software
3.3.2.2 Applications Software
4.0 Self-Assessment Exercise(s)
5.0 Conclusion
6.0 Summary
7.0 Further Readings
 1.0 Introduction
A computer is an electronic device that can accept data, store data and manipulate the data to
produce information or a result. This unit presents the basic concepts of computers such as the units
of computers, the configuration (hardware and software) of computers.

2.0 Intended Learning Outcomes (ILOs)

At the end of this unit you should be able to:

 identify the various units of the computer,

 differentiate between RAM and ROM,
 classify computers according to data representation and size,
 identify various hardware and software components of the computer

3.0 Main Content

3.1 Primary Units of a Computer
There are three classical units, they are tagged as IPO:
(1) Input unit,
(2) Processing unit,
(3) Output unit.

Fig 11: A diagram showing the three basic units (left-right arrows indicate communication flow)

3.1.1 The Input Unit:

This is the unit that accepts data, instructions and programs into the computer. It is the avenue
whereby users ―talk‖ to or communicate with the computer system. Examples of input devices are
keyboard (basic input device for entering characters, numbers etc. into the system), scanner (turning
hardcopy material like pictures into electronic or softcopy formats), mouse (a pointing device that
helps in selecting objects on the screen), touch screen, light pen, joystick, disk, and other computers
through network connection.

3.1.2 The Output Unit:

This is the unit that makes the information (processed data or the result) available to users. Devices
in this category may display information on the screen, send output to other computers, display or
print error messages, send requests or even save information for use. Examples are monitor
commonly called the screen (Cathode Ray Tube (CRT), Liquid Crystal Display (LCD)), printer (to
get an output printed on paper (hardcopy))

3.1.3 The Processing Unit:

This is the unit where the processing of data is done, where data is manipulated. It is divided into
three main parts namely:
a) The control unit
b) The Arithmetic and Logic Unit (ALU)
c) The main memory
• The Control Unit/Processor Unit: Directs and coordinates the flow of instructions and
activities within the computer system. There is nothing that happens that does not involve
this unit such as input activity, calculation done by ALU, storage of files onto secondary
memory, release of output, etc.
• The Arithmetic and Logic Unit: Here, the arithmetic sub-unit performs arithmetic
operations like addition, subtraction, multiplication, while the logic sub-unit performs
comparison operations resulting in true or false outcome.
• The Main Storage: Here, we have the ROM and the RAM and they are referred to as the
internal memory.
• ROM (Read Only Memory). This is where some instructions that are responsible for the
booting or starting up of the computer system are permanently stored. From the name ―read
only‖, it means the control unit fetches the first set of already coded instructions from there,
and uses it to put the computer system in a ready state at every instance when the user
switches the system. ROM chips are installed by the computer manufacturer and the
instructions cannot be altered by the user.
• RAM (Random Access Memory). This is the part of memory where every instruction
resides during execution or processing. All processing take place with the RAM. The RAM
is volatile; loses its contents on switching the system off. It is random access memory, the
data on it wherever located can be accessed in equal amount of time. The size and access
time of the RAM have a great impact on the overall processing speed of a computer system.
Auxiliary storage is a secondary memory that is non-volatile, usually larger and cheaper than the
main memory, even though slower.

3.2 Classification of Computers

3.2.1 Classification of Computers based on Data Representation
There are three basic types of computers with respect to how data are represented:
1. Digital Computers
The word ‗digital‘ as used means whole numbers (discrete); for example the channel selector on the
television set is a digital device because it restricts you to discrete set channels; (you cannot select
channel 3.141).
These computers process data in form of discrete or separate values that is 0,1,2,3 etc by operating
on it in steps. They cannot work with values in intermediate intervals such as 1 1/2, 1/3 etc. Digital
computers are more accurate and more flexible than analog computers because they use the digital
form of electricity signals. However, it must be noted that input and output information in digital
compatible computers must be converted to analog form before processing can take place.
Examples are the IBM and compatible machines, and Mackintoshes.

Fig 12: Data representation for digital computer

2. Analog Computers
In contrast to digital devices, analog devices have continuous values. An example is the volume
control of a television that allows continuous adjustment of the volume in one smooth action.
These computers process data in form of variables, that is, quality that changes every time or
continuous signals. They are like measuring instruments such as thermometers and voltmeter. They
are mainly used in scientific and industrial control applications. They are devices that can measure
the numerically defined variables of an abstract system in terms of some physical quality; examples
are speedometer of a car and odometer of a pressure gauge.

Fig 13: Data representation for digital computer

3. Hybrid Computers
These computers process data both in digital and analog forms. Hybrid computer is a digital
computer that accepts analog signals, converts them to digital and processes them in digital form.
For example, setting (programming) on a modern day television involves both digital and analog.
They are special purpose computers that have found much application in control and feedback
processes. An example is a robot used in an industrial environment. First, it allows the process to
get to a particular temperature (analog); it then does some other processes, which could be digital
and /or analog.

3.2.2 Classification of Computers Based on Size and Processing Power

The following are the computer systems available according to their sizes and processing power;
small, or microcomputers, medium-sized or minicomputers, large or mainframe computers and
super-large or super computers
1. MICRO COMPUTERS
A microcomputer is a computer whose central processing unit (CPU) is based on a microprocessor.
They use silicon chips and memory chips like ROM and RAM. These are the smallest and
inexpensive computers. They are also known as micro or PCs (Personal Computers). Micro
computers can be classified into three units which are desktop, portables (laptops, notebooks) and
hand-held units.
• Desktop Unit
This is the computer unit that can fit on top of a desk. It is the type that is found in homes, offices
and schools. Examples of this are, IBM PC; IBM PA/1, IBM PS/2, Apple II, IIc, and IIe. Desktop
unit is divided into two, namely: the single user unit or multi-user unit.
Single User Unit: This is a computer unit that can only be used by one person at a time.
Multi-user Unit: It is a computer unit that many people can use simultaneously, with two or more
access points.
• Portable/Laptop Units
These are computer units that can fit unto the lap or small enough to be carried in a briefcase. They
have liquid crystal display (LCD) screen and compact arrangement of keys on the keyboard. They
are as powerful as the desktop units but more expensive. For their mobility, some are also known as
notebook computers.
• Hand-held or Palm top Units
These are smaller computer units that are usually used to keep track of events, anniversaries,
translation of words into foreign languages, providing synonyms and antonyms for words and so on.
They can fit into a pocket; they look like calculators and are operated on top of the palm, (e.g.
organizers).

2. Mini Computers
These are computer systems that fall between microcomputers and mainframe computers. They are
sometimes called minis. They are more expensive than the microcomputers and are used by medium
sized companies whose volume of work needed computer systems with a higher processing power
than the microcomputers. Examples are MIR 9300, DEL, HEWLET PACKARD 3000, IBM system
38 and MU 400 (data general). They are multi-user systems and are usually found in factories and
warehouses where they are used for managing production and inventory operations.
 3. Mainframe Computers
These are large computer systems that are used by big organisations for processing their business
transactions like payroll, salary, inventory and routine paperwork. They can operate 24 hours a day
serving hundred of users (e.g. IBM 360/370 system, NCRV-8800 systems).

4. Super Computers
These are the fastest largest and most expensive computer system. They are used usually in
scientific and research laboratories. They are also used for crunching of data needed in sending
astronauts into the outer space, for weather forecasting and in computer generated movies and
commercials (e.g. CRAY, X-Map and CRAY 2).

3.3 Computer Configuration

There are two basic components of a computer system: Hardware and Software.
• The Hardware are the various physical components of a computer system. Any part that can
be held or felt or touched is hardware.
• The Software consists of the non-tangible elements. It includes instructions and other
commands that control the operation of the computer system.

Fig 14: Configuration of a Desktop Computer

3.3.1 The Hardware Component

The hardware consists of the system unit and peripherals.
3.3.1.1 The component of the system unit
The system units consist of the CPU (e.g. microprocessor), main memory, internal secondary
memory and other internal components held and made to function together by the mother-board.
• The microprocessor: this is the integrated circuit built on a small piece of silicon. This is
commonly referred to as the brain of the computer system (e.g. Intel family, Motorola etc).
• The motherboard: It is a large board containing a number of tiny electronic circuits and
other components. The internal components sit on the board and are linked together by the
board. Examples of such components are microprocessor, RAM, and ROM.
• Secondary memory: this is also referred to as the auxiliary storage or the backing storage.
Since RAM is volatile and may not be able to hold large volume of data or programs, the
secondary memory provides the necessary support. Anytime a program is needed to run, the
system moves it from its resting state in the secondary to the primary storage (RAM). We
can describe this occurrence as reading of files into main storage in manageable form. When
data is saved on the secondary memory it is kept permanently until it is no longer needed
and is deliberately erased. Such files can be lost if and only if the disk in damaged or the
user unconsciously deletes them. Examples of secondary memory includes; hard disk drive
(fixed disk), floppy disk (diskette), flash drive, zip disk and so on. Only the internally
attached secondary storage qualifies as part of the system unit.

3.3.1.2 Peripherals
Peripheral devices are the hardware components of a computer system that are either attached or
connected externally to the system unit through a wired or wireless media. The common ones are
input, output, and storage devices.
• Input Devices: Used by computer system user to input data and instructions. Examples are:
– Keyboard: used for entering characters like numeric alphabetic and special
characters/symbols.
– Mouse: used as a pointing device to select objects on the screen, place the cursor
wherever the user wants and so on.
– Scanner: reads images, converts hard copy material into its electronic form
– Others are light pen, joystick, digitizing pen, voice recorder etc.
• The Output Devices: These are means of outputting computer system‘s processing results.
Examples are:
• Monitor: Also called Visual Display Unit (VDU) or the screen It gives an instant feedback
and /or output while working on the system. We have the monochrome type i.e the black
and white and the colour type i.e. the ones that displays colour and graphics eg. Super Video
Graphic, Adaptive (SVGA), Video Graphic Adaptor (VGA), Enhanced Graphic Adaptor
(EGA), etc.
• Printer: Used to produce computer systems output on paper.
 • External Storage: refers to storage/memory like flash disk, hard disk, magnetic tape,
cassette tape and so on; that are either attached or connected to the system unit mentioned
earlier. They are secondary storage.

3.3.2 Computer System Software

Software is the intangible part of a computer system. It is a set of instructions written by a computer
expert or a programmer that represents the logical steps the computer follows to solve a particular
problem or do a specific task, and the accessory data.
Classification of Computer Software
The different types of computer software available in the global computer market consist of the
following two main types: (i) Systems Software (ii) Applications Software

3.3.2.1 Systems software

System software is a program or collection of programs which links other software like the
application software with the system hardware. It acts like the intermediary between them. These
are designed or written by software manufacturers and other computer software experts.
The major system software is the operating systems. Other includes translators and utilities.

Operating Systems: a software designed by system developers to control and manage the resources
of a computer system. Examples of such resources are the hardware resources such as (memory,
other peripherals), and the software resources like application programs. Management of resource
by the operating system includes memory management, sharing of resources, error handling,
running of other programs, interrupt handling etc. or graphics application.
The operating system acts as an interface, or link, between the user and the computer hardware.

Fig 15: The operating system acts as interface between the computer hardware and the user

Utility Software: Utility software performs the basic operations necessary for the fundamental
performance of the computer system such as creating, copying, saving, deleting, merging and
sorting files.

Language Translators: Language translators convert programmers-made instructions into

machine-language instructions (object code). Types of language translators are:
i. Assemblers
 ii. Interpreters
iii. Compilers
(i) Compiler: Compiler is a language translator which is used to convert programs written in High-
Level Language all at once to low-level language. It translates the entire program and also reports
the errors in source program encountered during the translation.
(ii) Interpreter: Interpreter is a language translator which is used to convert programs in high-level
language to low-level language. Interpreter translates the program line by line and reports the error
once it encountered during the translation process.
(iii) Assemblers: Assembler is a language translator which is used to translate a program written in
Assembly language to machine language code.

3.3.2.2 Applications Software

There are two main types of Application software: Off the shelf/General purpose and In-
house/User Defined.
• General Purpose/Off the Shelf Application Software
As the name implies, these are the programs designed by computer experts to be applied or used in
solving a particular type of problem. They are usually general purpose software which may be
useful to many organisations at the same time. The designer and developers consider the need of the
general public in a particular problem area and produce a program that will meet the general needs.
Examples are: word processing packages (e.g MS word), spreadsheet packages (e.g MS Excel),
communication software (e.g Internet explorer), analytical/statistical packages (e.g SPSS)

• User-defined/In-house Application Software:

This refers to the custom-built program or software written by a programmer or group(s) of
them (employed to do so) to meet the need of a particular user or customer. Program developers or
software experts would have to visit the individual in need of this, ask for his
requirement/specification, do appropriate feasibility study, do analysis, put up a design and finally
come up with a program that meets these very needs. Because it is not a generalised software like
the general purpose application software (e.g. MS Word), the program tends to cater for all that the
customer wants. A good example of this kind of software is the University Result Processing
Software that caters for the students‘ record and their Cumulative Grade Point Average (CGPA).

The following list describes different kinds of software applications that would be suitable for
different tasks:
• Word Processing software - Use this kind of tool to create worksheets, type letters, type
papers, etc. MS Word, WordPerfect, MS Works, AppleWorks, ....
• Desktop Publishing software - Use this software to make signs, banners, greeting cards,
illustrative worksheets, newsletters, etc. Adobe PageMaker, MS Word, MS Publisher,
AppleWorks, MS Works, Quark Express,..
 • Spreadsheet software - Use this kind of tool to compute number-intensive problems such
as budgeting, forecasting, etc. A spreadsheet will plot nice graphs very easily. MS Excel,
Quattro Pro, Lotus 1-2-3, ....
• Database software - Use this software to store data such as address, membership and other
text information. A database can be used to easily sort and organize records. MS Access,
Filemaker Pro, ...
• Presentation software - Use this software to create multimedia stacks of cards/screens that
can effectively present a lesson or a sales pitch. The user often clicks on buttons to advance
to the next screen in a sequence.MS PowerPoint, AppleWorks (slideshows), HyperStudio,
Flash, Director, HyperCard, Digital Chisel, SuperCard, Corel Envoy,...
• Internet Browsers - This software allows one to surf the Web. Often they can read email
and create Web pages too. Netscape Navigator (or Netscape Communicator), MS Internet
Explorer, Mozilla Firefox, Opera….
• Email programs - These programs send and receive email. Netscape Messenger (part of
Netscape Communicator), MS Outlook Express, MS Outlook, Eudora, AOL browser (has
email built in)....
• Graphics Programs (pixel-based) - This software allows one to touch up photographs and
create graphics from scratch. Adobe Photoshop, Paint Shop Pro, MS Paint (comes free on
Windows PC's), Adobe Illustrator, Corel Draw, Painter, ....
• Communications software - This software allows two computers with modems to
communicate through audio, video, and/or chat-based means.MS NetMeeting, AOL Instant
Messenger, IRC, ICQ, CU-See Me, ...

4.0 Self-Assessment Exercise(s)

Answer the following questions:
1. List and explain the primary units of a computer
2. Classify computers according to data representation and size,
3. identify various hardware and software components of the computer
4. Differentiate between General purpose and User defined application software

5.0 Conclusion
A computer is an electronic device that can accept data, store data and manipulate the data to
produce information or a result. The computer is divided into three main units which are the (i)
Input Unit (ii) Processing Unit (iii) Output Unit. Computers can also be classified based on the
type if data represented and the size and processing power of the system. There are two main
configurations that make up the computer system: (i) hardware components (ii) software
components.
 6.0 Summary
In this unit, you have learnt about the following:
 The three (3) primary units of the computer system,
 Classification of computers according to data representation and size,
 Hardware and software components of the computer

7.0 Further Readings

Buttle, F. (2015). Customer Relationship Management. London: Taylor and Francis.
General introduction to Computing, The Department of Computer Science and Mathematics,
Babcock University, Ilisan Remo, Ogun State, Nigeria
Hartley, P., & Bruckmann, C. (2015). Business Communication. London: Taylor and Francis.
Introduction to Business Communications | Boundless Business. (2020). Retrieved 11 August 2020,
from https://courses.lumenlearning.com/boundless-business/chapter/introduction-to-business-
communications/
Kumar, V., & Reinartz, W. (2012). Customer Relationship Management (3rd ed.). Berlin: Springer
Berlin.
Parameswaran, R. (2010). Computer Application in Business. Ram Nagar, New Delhi: S Chand &
Co Ltd.
Reed, D. (2011). A balanced introduction to computer science (3rd ed.). Pearson.
Unit 3: IMPORTANCE AND APPLICATION OF COMPUTERS IN BUSINESS

Contents
1.0 Introduction
2.0 Intended Learning Outcomes (ILOs)
3.0 Main Content
3.1 Importance of Computers in Business
3.2 Application Areas of Computers in Business
3.2.1 Business Communication
3.2.2 Inventory Management
3.2.3 Customer Relationship Management (CRM)
3.2.4 Payroll
3.2.5 Advertisement
3.2.6 Data Management and Analysis
3.2.7 Management Information System
3.2.8 Human Resource Management
4.0 Self-Assessment Exercise(s)
5.0 Conclusion
6.0 Summary
7.0 Further Readings

1.0 Introduction
Over the years, computers have become of great importance and applied in virtually every aspect
such as aviation, education, business, finance, etc. In this unit the focus will be on business, that is,
the importance and application of computers in business.

2.0 Intended Learning Outcomes (ILOs)

At the end of this unit you should be able to:

 identify the importance of computers in business,

 identify and explain various application areas of computers in business,

3.0 Main Content

3.1 Importance of Computers in Business
The following are the importance of computers in business
  A computer is important to use in business to automate the manufacturing, marketing and,
distribution process. It is the 1st and main tool in business that generates and manages
profits.
 Computers help in research, production, distribution, marketing, banking, team
management, business automation, data storage, employees management and very helpful to
increase the productivity in lower cost, less time with high quality.
 Computer help business to manage, calculate, arrange, and visualize customer data and
information by us computer applications such as Microsoft word, excel, lower power point
and tally etc..
 A computer helps to communicate faster with the customer by using the internet, online
communication tools and internet phone system. It‘s really important for the administration
of the big or small organization and each field that manage resources and opportunities.
 Computer help creates marketing and advertising materials by using adobe Photoshop, Corel
draw, online designing tools. Also to create websites for the business
 The computer is important in business to automate business transactions by using online
banking, payment Gateway.

3.2 Application Areas of Computers in Business

The following are some of the application areas of computers in business: (i) Business
Communication (ii) Inventory Management (iii) Customer Relationship Management (iv) Payroll
(v) Advertisement (vi) Data Management and Analysis (vii) Management Information System (viii)
Human Resource Management

3.2.1 Business Communication

This is the sharing of information between people within an enterprise that is performed for the
commercial benefit of the organization. In addition, business communication can also refer to how a
company shares information to promote its product or services to potential consumers.
Business communication within an organization can either be:
Upward communication: any communication that comes from a subordinate to a manager or from
another person up the organizational hierarchy.
Downward communication/Managerial communication: anything that comes from a superior to
a subordinate.
Lateral communication/ Technical communication: internal or cross-departmental
communication between coworkers

Methods of business communication include:

Web-based communication: This includes everyday communication channels like emails and
instant messaging applications (such as Slack, Hangouts, or even Nextiva Chat). The benefits of
emails and messages lie in the ability to lead private conversations in a busy office environment, as
well as sharing a message with many people—from a few to hundreds—all at once.
Telephone meetings: Phones removed the location barrier to running productive, fast-moving
meetings. It allows for better idea exchange thanks to the non-verbal communication (tone of voice)
compared to written communication. Cloud phone systems can accelerate onboarding and overall
team collaboration.
Video conferencing: Great video conferencing systems enable people at remote locations to run
meetings that feel as close to in-person meetings as possible. They take phone meetings one step up.
Face-to-face meetings: In-person meetings can help a business move forward with ideas quickly.
Research shows that in-person meetings generate more ideas than virtual meetings. However,
having a rock-solid meeting agenda is essential for effective meetings. 46% of employees rarely or
never leave a meeting knowing what they‘re supposed to do next.
Reports and official documents: Documenting activities that impact other people and departments
is a crucial part of a well-oiled business communication system. The ability to refer to a written
document at any moment reduces the chance for confusion or disagreement and provides extra
clarity in communication.
Presentations: Presentations supported by reports and PowerPoint slide decks are often how
meetings with larger groups are conducted. These are great for sharing new ideas in a way that
creates space for questions and any clarifications.
Forum boards and FAQs: An internal area for employees to refer to frequently asked questions on
various departmental topics and to ask new ones that will make them more productive and up-to-
date on a matter.
Surveys: Both internal and customer surveys are an ideal way to gather feedback and ratings on
important topics. Surveys facilitate a healthy cycle of feedback-supported improvements and open a
communication channel between all levels inside an organization.
Customer management activities: This can include any customer relations activity. Examples
include live chat support, customer relationship management (CRM) systems, customer onboarding
process, customer reviews, and more.
Suggestion box: primarily for upward communication, because some people may hesitate to
communicate with management directly, so they can give suggestions by drafting one and putting it
in the suggestion box.

3.2.2 Inventory Management

Inventory management is the supervision of non-capitalized assets (inventory) and stock items.
A component of supply chain management, inventory management supervises the flow of goods
from manufacturers to warehouses and from these facilities to point of sale. A key function of
inventory management is to keep a detailed record of each new or returned product as it enters or
leaves a warehouse or point of sale.
Fig 16: Inventory Management

Inventory management uses a variety of data to keep track of the goods as they move through the
process, including lot numbers, serial numbers, cost of goods, quantity of goods and the dates when
they move through the process. Computers help in making the process of inventory management
easier through the use of inventory management software systems
An inventory management system is a combination of technology (hardware and software) and
processes and procedures that oversee the monitoring and maintenance of products stocked by a
company. These products can be either company assets, raw materials, or finished products that are
ready to be sent to vendors or end consumers.

3.2.3 Customer Relationship Management (CRM)

Customer relationship management (CRM) is the combination of practices, strategies and
technologies that companies use to manage and analyze customer interactions and data throughout
the customer lifecycle, with the goal of improving customer service relationships and assisting in
customer retention and driving sales growth.
The use of CRM software systems has helped the CRM approach. CRM systems compile customer
data across different channels, or points of contact between the customer and the company, which
could include the company's website, telephone, live chat, direct mail, marketing materials
and social media. Through the CRM approach and the systems used to facilitate it, businesses learn
more about their target audiences and how to best cater to their needs.

3.2.4 Payroll
Payroll is the process by which employers pay an employee for the work they have completed. Any
business with employees should have a payroll process established; payroll is often the largest
expense for a business. An effective and efficient payroll process will ensure that employees are
paid accurately and consistently, keeping them satisfied with this aspect of employment and
allowing HR to focus on other areas.
A payroll system is software designed to organize all the tasks of employee payment and the filing
of employee taxes. These tasks can include keeping track of hours, calculating wages, withholding
taxes and deductions, printing and delivering checks, completing direct deposit, paying premiums to
insurance carriers, and paying employment taxes to the government.
Payroll software often requires very little input from the employer. The employer is required to
input employee wage information and hours—then the software uses the information to perform
calculations and deduct withholdings automatically. Most payroll software is automatically updated
whenever a tax law changes and will remind employers when to file various tax forms.

3.2.5 Advertisement
Advertising is the attempt to influence the buying behavior of customers or clients with a persuasive
selling message about products and/or services. In business, the goal of advertising is to attract new
customers by defining the target market and reaching out to them with an effective ad campaign.

3.2.6 Data Management and Analysis

Data management is an administrative process that includes acquiring, validating, storing,
protecting, and processing required data to ensure the accessibility, reliability, and timeliness of the
data for its users. Organizations and enterprises are making use of Big Data more than ever before
to inform business decisions and gain deep insights into customer behavior, trends, and
opportunities for creating extraordinary customer experiences.
To make sense of the vast quantities of data that enterprises are gathering, analyzing, and storing
today, companies turn to data management solutions and platforms. Data management solutions
make processing, validation, and other essential functions simpler and less time-intensive.
Data analysis is a process of inspecting, cleansing, transforming, and modeling data with the goal
of discovering useful information, informing conclusions, and supporting decision-making. In
today's business, data analysis is playing a role in making decisions more scientific and helping the
business achieve effective operation.

3.2.7 Management Information System

A management information system (MIS) is a computerized database of financial information
organized and programmed in such a way that it produces regular reports on operations for every
level of management in a company. It is usually also possible to obtain special reports from the
system easily. The main purpose of the MIS is to give managers feedback about their own
performance; top management can monitor the company as a whole. Information displayed by the
MIS typically shows "actual" data over against "planned" results and results from a year before;
thus it measures progress against goals. The MIS receives data from company units and functions.
Some of the data are collected automatically from computer-linked check-out counters; others are
keyed in at periodic intervals. Routine reports are preprogrammed and run at intervals or on demand
while others are obtained using built-in query languages

3.2.8 Human Resource Management

The process of defining HRM leads us to two different definitions. The first definition of HRM is
that it is the process of managing people in organizations in a structured and thorough manner. This
covers the fields of staffing (hiring people), retention of people, pay and perks setting and
management, performance management, change management and taking care of exits from the
company to round off the activities.
The second definition of HRM encompasses the management of people in organizations from a
macro perspective i.e. managing people in the form of a collective relationship between
management and employees. This approach focuses on the objectives and outcomes of the HRM
function. What this means is that the HR function in contemporary organizations is concerned with
the notions of people enabling, people development and a focus on making the ―employment
relationship‖ fulfilling for both the management and employees.

Case Studies
California Pizza controls costs with IT
California Pizza Kitchen (CPK) started out in 1985 as a venture by two former federal
prosecutors who wanted to do something different. They decided to sell "designer pizza" in
which the pizza dough is a "canvas" for exotic food toppings such as Thai chicken, shrimp pesto,
Peking duck, or southwestern burritos. By offering stylish entrees costing less than $10 in a sitdown
setting, CPK mushroomed into a national chain of 70 restaurants in only nine years, with
PepsiCo buying half-ownership in 1992.
Success did not come easily to this Los Angeles-headquartered chain. The restaurant business is
a high-risk industry with many factors that are beyond their control-like :swelling competition,
fickle customer tastes, and rising real estate costs. Thus, restaurants need to tightly control food
and labor costs to remain profitable-without affecting the quality of their food or service.
CPK company is poised for another take-off. It hopes to expand to 700 restaurants by using
information systems to control food costs and make employees more productive. Since diners
are turned away by high prices, the only way to control costs is through inventory and portion
control -keeping precise track of the amount of ingredients used in each menu item and stocking
only as much of these ingredients as each restaurant actually needs.
All California Pizza Kitchen restaurants installed point-of-sale (POS) devices, which capture
data about each item sold at the time the sale takes place. The sales data and inventory reports
prepared by restaurant managers are transmitted from each restaurant to the company's central
computer, where the information is consolidated and analyzed. An application called Inventory
Express "remembers" ordering patterns, such as the amount of lettuce a restaurant needs each
week, and also compares the amount of each item used to what each restaurant actually sold. If,
for example, a restaurant sold 100 Thai shrimp pizzas in one week, it should have used a
predetermined amount of shrimp, such as 40 pounds, based on portion measurements established
by CPK management.
Using more shrimp would indicate a problem with over portioning or waste. Restaurants with
out-of-line portions would be told to take corrective action. The POS-derived data is used for
other purposes besides portion control. CPK's restaurant operations group uses the data to
determine peak sales at each location so that they can schedule employee work shifts. The data
tell food and beverage specialists how well each item sells. CPK found that it should get rid of its
egg-salad pizza, for instance, when the item registered poor sales. California Pizza now has pilot
projects to move to more state-of-the art information system technology. Waiters and waitresses
are experimenting with hand-held point-of-sale devices, which management hopes will boost
productivity by reducing the amount of time employees spend with customers.
The devices use radio frequencies to transmit orders to a computer in the back of the restaurant,
eliminating the need for employees to run back and forth to a stationary POS device to place
orders. CPK can also use its information systems to calculate the relative costs of different
markets so it can determine if it has a lower profit margin on Hawaiian pizza in Maryland, than
in Waikiki. (Pineapple should be less expensive in Hawaii than in the northeastern United
States.) CPK's corporate accounting department can use the aggregated sales data to tally
revenue and can manage the accounts payable and accounts receivable processes by combining
that data with financial data residing on a central CPK computer.

4.0 Self-Assessment Exercise(s)

Answer the following questions:
1. State the importance of computers in business
2. Identify various application areas of computers in business

5.0 Conclusion
The use of computers in business and other areas cannot be over emphasized. New technologies,
software, applications are developed daily to aid business growth and developemt and to also
maximize profit.

6.0 Summary
In this unit, you have learnt about the following:
 The importance of computers in business,
 The various application areas of computers in business.

7.0 Further Readings

Buttle, F. (2015). Customer Relationship Management. London: Taylor and Francis.

General introduction to Computing, The Department of Computer Science and Mathematics,
Babcock University, Ilisan Remo, Ogun State, Nigeria
Hartley, P., & Bruckmann, C. (2015). Business Communication. London: Taylor and Francis.
Introduction to Business Communications | Boundless Business. (2020). Retrieved 11 August 2020,
from https://courses.lumenlearning.com/boundless-business/chapter/introduction-to-business-
communications/
Kumar, V., & Reinartz, W. (2012). Customer Relationship Management (3rd ed.). Berlin: Springer
Berlin.
Parameswaran, R. (2010). Computer Application in Business. Ram Nagar, New Delhi: S Chand &
Co Ltd.
Reed, D. (2011). A balanced introduction to computer science (3rd ed.). Pearson.
 Module 2: MICROSOFT WORD IN BUSINESS

Module Introduction
Microsoft Word is an application software designed to handle the basic skills of business
documents. The main features of this software are improvement on the use of the typewriting skills
in typing basic business documents. This module will expose you to the management of business
documents which will acquaint you on:

Unit 1: Document Production

Unit 2: Data Security
Unit 3: File Management
Unit 4: Document Presentation Comment [D4]: Updated the use of
Microsoft word 2007 to 2010/2013 and
windows xp/7 to windows 10.
Improved on the references and further
Unit 1: Document Production readings. Expunged the very old
references and incorporated recent
references and books for further
Contents readings.
1.0 Introduction
2.0 Intended Learning Outcomes (ILOs)
3.0 Main Content
3.1 Letters
3.2 Memorandum
3.3 Reports
3.4 Minutes
3.5 Invoice
3.6 Newsletters/Flyers
3.7 Tables
3.8 Charts and Diagrams
4.0 Self-Assessment Exercise(s)
5.0 Conclusion
6.0 Summary
7.0 Further Readings

1.0 Introduction
No business can thrive well without data or information which is usually passed from one person to
another or from one company to another. The life wire of any company lies in the way and manner
information is being processed and transferred. This makes communication imperative in business.
There will be no buying, selling or rendering of services if there is no communication. In
communication, there must be a sender, process and the receiver. There is no communication if the
receiver cannot decode (interpret) what has been sent.

Fig 17: Communication in diverse forms

All forms of communication are important in business, but this course material would concentrate
on written communication; which mostly requires the use of personal computer. Written
communication in business can take the form of letters, memoranda, reports, minutes, invoice,
newsletters, flyers, table, charts and diagrams. These are the various forms through which messages
can be sent from one source to another. The way these documents are presented speaks about a
company‘s image. This is why this unit is designed to teach you the vital skills required when using
personal computer for business documentation.

2.0 Intended Learning Outcomes (ILOs)

At the end of this unit you should be able to:
 Identify different types of business documents;
 Display business document using the appropriate skills.

3.0 Main Content

The most commonly used business documents are:
 Letters;
 Memoranda;
 Reports;
 Minutes;
 Invoice;
 Newsletters and
 Flyers.

In the process of producing these documents other functions may be required. For example there
might be need to create a table, use charts and diagrams for illustrations. In this instance it becomes
necessary to know how personal computer can be used to create these documents.

3.1 Letters
There are four types of letters. They are:
i. business letters
ii. circular letters
iii. personal-business letters
iv. personal letters
We would start the discussion from the bottom.

Personal Letters – These are letters written or received from relatives and friends. This type of
letter can take any form of display. We are not usually concerned about this type of letter in
business. Personal letters are not regarded as official letters, hence the name personal letters.

Personal–business Letters – These are personalised letters that take some features of business
letters. The major difference between personal-business letters and business letters is in the
salutation and complimentary close. For a business letter the salutation and complimentary close
are formal. For the salutation, it is usually typed as Dear Sir/ Dear Madam/Sir/Madam and the
complimentary close is ―Yours faithfully‖. But for personal-business letters, the salutation reflects
the addressee‘s name e.g. Dear Mr. Adegbuyi/Dear Kayode, while the complimentary close ends
with ―Yours sincerely‖. Using this form of letter implies that the writer is familiar with the
addressee. The issue for discussion or the issue for which messages are sent will be a familiar one.
This method is useful at a certain stage in business, because it makes you have a personal touch
with your clients. You speak to them in familiar terms; which makes the clients feel recognised and
happy.

Circular Letters – These are letters addressed to a group of persons. For example, if a company
XYZ wants to inform its customers about a change in the company‘s closing hour; the salutation
would read – Dear Customers. This is to say that the content of the letter is for all the company‘s
customers. This form of letter is also used by government parastatals when instructing the various
bodies on actions that should be taken. This form of letter is not specific neither does it consider the
interest of an individual.

The most important thing to note is that circular letters do not have addressee‘s address, the
salutation is general, the complimentary close is ―Yours sincerely‖ and sometimes omitted, finally
the designation is general e.g. Management. The use of complimentary close in circular letters has
given way to the non-use of it in Nigeria. Most companies have now adopted the non-use of
complimentary close. Rather simply type Management.

Business Letters – First and foremost we need to look at the different parts of a business letter.
Just as human beings have parts of the body; which is needed for a whole being to function, so
also are the various parts of a business letter, so as to have a standard and presentable business
letters.

Parts of a Business Letter

The parts of a business letter are:
1. Writer‘s Address
2. References – Our Reference and Your Reference
3. Date
4. Attention Line
5. Addressee‘s Address
6. Salutation
7. Heading
8. Body of the Letter
9. Complimentary Close
10. Signature
 11. Designation
12. Enclosure.

Although our concern is on the display of a business letter and not the construction or the
grammatical structure, the various parts of a business letter would be better understood if they are
discussed. Therefore, let us look at the discussion of the various parts.

Writer’s Address
The first thing to be seen on a business letter is the writer‘s address. There is a need for the recipient
(the person to whom the letter is written) to know where the letter is coming from. The practice
today, is to print the address of the writer at the top edge of the paper. Once this is done, it is
referred to as letter headed paper.
There are different qualities of papers that may be used. The printer can give a better advice on this.
Where there are no printed letter headed papers, the address can be typed in thus:

National Open University of

Nigeria University Village
Plot 91, Cadastral Zone
Nnamdi Azikiwe
Expressway Jabi, Abuja

To achieve the above you need to consider the following:

1. Set half an inch as top margin
2. Set your left and right hand margins at 1 inch each or 11/2 inch each
3. Type in the address, break the words appropriately
4. Highlight each line and select appropriate font type and size to match a letter headed paper.
It is not compulsory that all lines of the heading must be equal font size. You can vary the
size for space or for appropriate display.
5. Centre each line vertically on the paper.
6. You may use colour if desired, but with appropriate combinations to reflect the maturity of
the company.

You may also decide to use the WordArts. Follow this procedure:

1. Click on Insert, the following display will appear at the menu

 2. Then click on WordArt - , the following drop down menu will appear thus:

3. Click on any design of your choice. A dialog box will appear

4. Type in the text in the specified box

5. Follow the command to achieve the desired goal.
The beauty of the use of word arts is that you can have variety of display. Also you can move the
text as desired by clicking on the text and move to desired position. But the best is to use printed
letter headed paper on a quality A4 paper.

References
You have two types of references – ―Our Reference‖ and ―Your Reference‖. Reference helps to
establish relationship between the writer and the receiver; which helps to keep track of the
communication between the two. ―Our Reference‖ indicates the reference of the writer; which is
used to keep record of its communication to the receiver. Then ―Your Reference‖ indicates the
receiver‘s reference; which is also used to keep record of its communication to the writer. For
example if company ABC is writing a letter to company XYZ, company ABC reference will be
―Our Reference‖ and company XYZ reference will be ―Your Reference‖. But if the writing is on its
first instance, it would be only ABC reference i.e. ―Our Reference‖ that would be available while
―Your Reference‖ would be vacant.

Example
Our Reference: NOUN/REG/CONT/XYZ/1
Your Reference: _______________
This takes us to how to formulate references. The purpose of reference as earlier
mentioned is to track communication. So in formulating references you need to consider the
parameters (tools) involved in tracking the communication. This may involve the names of the
company, the department the letter is coming from, the purpose of the letter, the volume if
necessary and the number. With the example above, NOUN refers to National Open University of
Nigeria; REG refers to Registrar which indicates registrar‘s office; CONT refers to Contractor
which implies that the subject matter is on contract for company XYZ and the ‗1‘ means that is the
first letter coming from company ABC to company XYZ. Whoever that is writing takes the position
of ―Our Reference‖.

It is often advised that the references positions are printed along side with the letter headed paper,
e.g.

Show letter headed with reference

positions
Our Ref: Your Ref:

Another important thing to note in typing references on a letter headed paper with references
positions is to ensure alignment i.e. the references should align with ―Our Ref‖ and ―Your Ref‖. To
do this effectively, requires a ruler. Both the manual and computer rulers are found useful. See
below to identify the computer ruler.

Sometimes the ruler may not appear as you launch Microsoft Word. When this happens, do the
following to make the ruler appear:
Click on the view menu – click on ruler, and the ruler will appear.

The computer ruler and the manual ruler have the same measurements. Use the manual ruler to
measure the letter headed paper to know the exact measurement where the positions of the
references are. Let‘s say 2 inches as you measured. Locate 2 inches on the computer and type in the
references. As you print, it would align with the headings of the references.

Date
There are two methods of typing dates. They are the British and American methods. With the
British method you have the day, month and year for example, 2nd March 2009 or 2nd March,
2009. But the American style would be month, day and year e.g. March 2nd 2009. The British style
is the most common and preferred in Nigeria. The house style of either of the two could be adopted.
To type the date, leave a minimum of three clear spaces and maximum of five clear spaces between
the last lines of print on the letter headed paper and the typing line of the date.

Attention Line
In business letters, there are times the attention of someone else other than the addressee is drawn to
the subject matter under discussion. In typing the attention line, there are two schools of thought –
one school says the attention line should be typed before the addressee‘s address and the other
school of thought says that the attention line should be typed immediately after the addressee‘s
address. The opinion of the first school of thought is that the addressee might not notice the
attention line soon after sighting the addressee‘s address; therefore it should be typed first to avoid
oversight. The second school of thought feels that the addressee being the main person the letter is
addressed to should have the honour first before the person whose attention is called to the subject
matter. Again, any method used is acceptable depending on the prevailing house style. See the
examples below:
For the Attention of: Mrs. C. Okoro

The Dean, Attention line before the addressee‘s address

School of Education,
National Open University of Nigeria,
14/16, Ahmadu Bello Way,
Victoria Island, Lagos.

OR

The Dean,
School of Education,
National Open University of Nigeria,
14/16, Ahmadu Bello Way, Attention line after the addressee‘s address
Victoria Island, Lagos

For the Attention of: Mrs. C. Okoro

Whichever method that is used; single or double line clear spacing should be left in between the
attention line and the addressee‘s address.

Addressee’s Address
This is the address of the recipient. It is typed in single line spacing.

Salutation
In business letters, the salutation is formal and it is usually typed as Dear Sir/Dear Madam. Where
the sex of the addressee is not known, the salutation should be Dear Sir. The salutation is typed one
or two clear spaces after the addressee‘s address.

Heading
The heading introduces the letter. It gives an idea to the reader of what the content of the letter
contains. The heading is also helpful in sorting of mails. It is typed one or two clear spaces after
salutation in capitals and bold. Preferably font size 14. Once it is bold, it should not be
underscored (underlined). Both underscore and bold perform the same function of emphasis;
therefore one should be used at a time. The heading should distinctly express the content.

Body of the letter

This is typed in single line spacing or at the most 11/2 line spacing, with one or two clear line spaces
in between paragraphs.

Complimentary Close
Business letter ends with ―Yours faithfully‖. Before now when the use of letter headed paper was
not common the company‘s name is typed immediately after the complimentary close to show that
the writer is writing on behalf of the company.
Example
Yours faithfully,
NOUN
These days, this practice is now obsolete, though some companies are still practicing it out of
ignorance. Once a company‘s letter headed paper is used, it shows that the writer is not
autonomous rather he/she is standing in for the company. Should there be a need for legal action, it
is the company that would be sued and not the individual because the individual was not
representing himself/herself. Company‘s letter headed paper cannot be used for personal writing.

Signature
A space need to be left for the signature of the writer. Without the writer‘s signature, a business
letter is disregarded because it is assumed somebody else would have done the writing. But there
are occasions whereby someone else needs to sign for the supposed writer. This can be reflected in
the designation.

Designation
This is the position the writer is holding in the company. The designation would signify the amount
of importance that would be attached to the content of the letter. Let us look at the following
examples for clarity:

Suppose Mr. O.A. Okonofua is the Sale‘s Manager in company ABC, and a letter need to be sent
from his office to company XYZ to tender apology for the delay in the supply of goods to company
XYZ, but it happens that Mr. O.A. Okonofua is on annual leave. Some questions like, would the
letter be put on hold until Mr. Okonofua returns from his annual leave? Can somebody else write on
his behalf?

It is Mr. Okonofua that is on annual leave and not the entire company. Therefore the normal
business should still be carried out. Somebody would have been approved by the management of
the company to act in his office while he was away for his annual leave. So the letter must be
written in the office of the Sale‘s Manager. So the complimentary close and designation would
appear thus, assuming Mr. K.E. Adeleke is the one acting in his office.

Yours faithfully,
Sign. of Mr. Adeleke

K.E. Adeleke
for Sale‘s Manager

Sometimes it may be that the Sale‘s Manager is not on annual leave, but he is very busy with
official matters. In this instance he could mandate any of his subordinates to sign on his behalf. This
would still follow the same procedure as explained above.

It is wrong to type in the name of the manager when he is not the one signing. The signature alone
may not be enough to trace the actual person when the need arises. Using the example above, it will
appear thus:

Yours faithfully,
ఌఎ K. E. Adeleke‘s signature
O. A. Okonofua
for Sale‘s Manager
This method must not be used.
Another area of importance in a business letter is when a letter needs to pass through two or more
officers before getting to the final addressee. For example if a course coordinator or a programme
leader is to send an official letter to the vice-chancellor, it would be wrong for the course
coordinator or the programme leader to write straight. Such a letter must pass through the Dean of
the School where the course coordinator or programme leader belongs; say School of Arts and
Social Sciences.

The letter will be addressed thus:

To: The Vice Chancellor,

National Open University of Nigeria,
14/16, Ahmadu Bello Way,
Victoria Island,
Lagos.

Through: The Dean,

School of Arts and Social Sciences,
National Open University of Nigeria,
14/16, Ahmadu Bello Way,
Victoria Island,
Lagos.

It is not compulsory that the ―through‖ must be typed in full. The abbreviation ―Thru‖ can be used.
The layout pattern has two schools of thought. One school says that the address of the final person
to act on the letter should come last while the first address should be the address of the officer
that would act on the letter first. Following this school of thought, it means the above example
would appear as follows;

Thru: The Dean,

School of Arts and Social Sciences,
National Open University of Nigeria,
14/16, Ahmadu Bello Way,
Victoria Island,
Lagos.

To: The Vice Chancellor,

National Open University of Nigeria,
14/16, Ahmadu Bello Way,
Victoria Island, Lagos.
Suppose it is more than two addresses, say in a conventional university where a letter is routed from
a lecturer through the Head of department, through the Dean of the faculty to the Vice Chancellor.
Such letter will be addressed thus:

Thru: The Head of Department,

Department of Educational Studies and Management,
Faculty of Education,
University of Benin,
Benin City.

Thru: The Dean,

Faculty of Education,
University of Benin,
Benin City.

To: The Vice Chancellor,

University of Benin,
Benin City.

Remember it could be the vice chancellor first, followed by the Dean and then the Head of
Department. The two methods are acceptable depending on the most preferred by an individual or
the house style of the organization.

Where a personal business letter is written, a letter headed paper is not mandatory except where the
individual has one. Let us see some samples of business letter.
A simple business letter layout
There are things to note in this letter:
The space given after the end of print on the letter headed paper,
The consistency in the line spacing,
The signatory, and
The space provided for signature.

The space given after the end of print on the letter headed paper and the beginning of the letter,
starting from the ―Date‖ is three clear spaces. Remember you could also use four clear spaces. The
mode of determining these spaces would be explained to you in unit 3 of this module.

Also the spaces given between each section was consistent. In typing of letters, use single line
spacing to type and give one clear space in between paragraphs. At the most use 1½ line spacing
and two clear line spaces in between the paragraphs.

The signatory is the registrar. Nobody is signing for him. Also enough space is given for the
signature. Remember you need to give four or five clear spaces for the signature. But supposing
someone else is signing for the registrar, the display will go thus:
Another important area of note is the style of presentation. The two main styles of business letters
presentations are – blocked and indented. The commonly and widely accepted today, is the blocked
style as used above. For the purpose of this course the two styles are presented thus:

Blocked Style

Long letters usually have continuation sheets. Plain sheet of the same quality of the letter headed
paper is used as continuation sheet. The display of such continuation sheet may appear thus:
Continuation Sheet of a Blocked Style
But a letter that is displayed in indented style will appear thus:

Indented Style
In indented style, the first line of typing in each paragraph is indented five or six spaces to the
right depending on the font size. This is set as ‗tab‘ default. To achieve this just press the ‗tab‘ key
and it takes you to the desired point to start the first line in a paragraph. The complimentary close
is typed starting from the middle of the document to the right. A continuation sheet of indented
style will appear thus:

Indented style continuation sheet

Note the position of the first line of the addressee‘s address, the page number, the date and
complimentary close.

3.2 Memoranda
The memoranda are another form of written communication in a business. The memoranda are
used within an organisation. The singular form is memorandum. It is often abbreviated as ‗memo‘.
Memo does not contain addressee‘s address, salutation and complimentary close, but it must be
signed for the purpose of authority; which the document needs to carry. How should a memo be
displayed? Let us see the following:
Most companies also have memo headed paper. Where this applies, the memo has to be printed on
the memo headed paper. There are equally long memo; which may run into another page. The
continuation page should not be typed on the memo headed paper but on a plain paper. This may
appear thus:

3.3 Reports
Reports are vital in an organisation. The report of a committee helps in decision making. The way
reports are typed indicates the type of understanding the readers would receive. A good report
must reflect the following:
 The body that constitute the committee
 The date the committee was constituted
 Members of the committee
 The terms of reference
 Procedure
 Findings
 Recommendations

These usually form the major headings in a report. The headings could be presented as a shoulder
or side headings. The shoulder heading is most recommended.

Reports are typed in single line spacing and at the most, one and half line spacing with size 12 in
Times New Roman or Arial font type or any other font type within the same range. Where charts
and table are required for illustrations, they must be well spaced in between lines or paragraphs.

3.4 Minutes
Minutes are typed in shoulder or side headings. Minutes could be presented in a tabular form. This
depends on house style. But whether it is typed in plain or tabular form, the most important thing
is to ensure that the major headings are well spelt out.

3.5 Invoice
Invoices are vital in a business environment. This may differ from business to business. First and
foremost, identify the key words that are required to describe the goods to be transacted in the
business. Invoice is presented in a combination of straight typing and tabulation. Here is an
example of an invoice:

3.6 Newsletters/Flyers
Newsletters and flyers are usually display work. This may require the use of dropped caps and
column typing. To insert ‗Drop Cap‘. Type the words and highlight the letter that you want drop
e.g. . Then click on ‗Insert‘ and click on ‗Drop Cap‘, the following drop menu will
appear:
Click as desired and follow the instruction. If the document is to be presented in columns, click
on ‗Page Layout‘ and click on ‗Columns‘, it will appear thus:

Select as desired, and follow the instructions.

In selecting new document you can insert default template. To get this done, click on ―Office
Button‖ → ―New‖→ select from the displayed templates → follow given instructions in the
template.

3.7 Tables
To insert a table in a document, click on ―Insert‖ → click ―Table‖, the following drop down menu
will appear thus:
Select the rows and columns as desired as you point the cursor through the boxes. Click after you
have selected the desired rows and columns. But where the desired rows and columns go beyond
the specified rows, click on ―Insert Table‖ and select as desired.

The challenges that are usually encountered in tabular work include:

 Addition of rows
 Addition of columns
 Deletion of rows
 Deletion of columns
 Splitting of cells
 Merging of cells
 Text Direction
 Border and shading

Now let us see how these can be achieved using the table below:

To add row(s) to the above table, do the following: There are different ways to achieve this. First,
place your cursor on the right edge of the last row as shown below:
and press the enter key. As soon as the enter key is pressed a third row would appear.

Another way is to highlight, the number of row(s) to be inserted, see example below:

With the cursor still in the cell click on ―layout‖ and the following will appear:

Then click on any of the following in the drop down menu as desired:

From this menu, you can also delete unwanted row and column. To merge or split cells, select as
desired from the following section in the menu, while the cursor is placed on the required cell(s):

Still on the ―Layout‖ menu, you can align your text within the cell, set your text direction and sort
data.
There are times you want to add boarder or shading to a cell or some group of cells within a
table. To achieve this highlight the cell(s) required and right click, the following would appear:

Click on ―Table Properties‖. The following will appear:

Click on ―Borders and Shading‖

Then click on ―v‖ shape in the box beside ―No Color‖, the following drop down menu will appear:

Choose desired colour, and click OK and OK in the underneath box. The highlighted part will
appear thus:

Name Country City

You can equally use the ―Apply to‖ in the dialog box to select the desired position within the table
where you want the colour to appear.

Another method of achieving this is to highlight the cell or cells to be shaded and right click, then
click on ―Border and Shading‖, a dialog box will appear, click on ―Shading‖ to see exactly the
appearance of the dialog box below:
Then select colour and apply as desired.

3.8 Charts and Diagrams

Charts and diagrams are used for illustrations. They help to enhance information in a business
environment. To insert a chart on a document, click on ―Insert‖ → click on ―Chart‖ and the
following dialog box will appear:

Select the desired chart. Suppose, a pie is selected, the following will appear:
 Type in the desired
headings and figures to
over- write the default
prints, and delete the
default where not required
in the excel worksheet

Once you are done with the data entry close the excel worksheet, then the chart will appear. It can
be resized by clicking and dragging. To edit the chart, right click on the chart and click ―edit data‖.
To insert diagrams, click on ―Insert‖ → picture/Clip Art/Shapes/SmartArt as desired. Within the
shapes, it is only textbox you can easily type inside the box. To type text into other shapes, right
click on the shape and click add text, a cursor will appear. As soon as a cursor appears type
whatever you wish to type.

4.0 4.0 Self-Assessment Exercise(s)

Answer the following questions:
1. Type an invitation letter, inviting an applicant to an interview in a particular organisation.
Describe the format adopted including the line spacing.
2. Get samples of various documents as discussed and practise the typing as described above.
Cross check your typing with the above specifications.
3. Type a report that includes charts, tables and diagrams as illustrations from any source of
 your choice.

5.0 Conclusion
Document production is a vital aspect of business communication. To produce a good business
document requires adequate practice. Therefore ensure you practice more of this.

6.0 Summary
Document production includes business letters, memoranda, invoice charts, and diagrams.

7.0 Further Readings

2013 Microsoft Office

Bott, E., Siechert, C., & Stinson, C. (2016). Windows 10 inside out: Includes current book service.
Redmond, WA: Microsoft.

FrontPage: Microsoft Office. (2005). Barcelona: Ed. ENI.

Gross D., Akaiwa F., Nordquist K. & Evans J. (2008). Business Computing Using Excel and FrontPage.
U.S.A. Thomson Course Technology.

Lambert, J., & Cox, J. (2013). Microsoft Outlook 2013: Step by Step. Redmond, WA: Microsoft.

Matthews, M. S. (1996). Web publishing with Microsoft FrontPage. Berkeley, CA: Osborne
McGraw-Hill.
McFedries, P. (2015). Windows 10 simplified. Indianapolis, IN: John Wiley & Sons.
Murray, K. (2013). Microsoft Office Professional 2013: Plain & Simple. Sebastopol, California ::
OReilly Media.

Pazmandy, G. (2013). Business computing: Using Microsoft® Office 2013. Rose Bay, NSW:
Tekniks Publications.

Price, M. (2013). Office 2013: In easy steps. Leamington Spa, Warwickshire, U.K.: In Easy Steps.

Rathbone, A. (2018). Windows 10 for dummies. Milano: Hoepli.

Weverka, P. (2013). Office 2013 all-in-one for dummies. Hoboken, NJ: John Wiley & Sons.
Unit 2: Data Security

Contents
1.0 Introduction
2.0 Intended Learning Outcomes (ILOs)
3.0 Main Content
3.1 The use of password
3.2 Data Storage
3.2.1 Internal Device
3.2.2 External Device
3.3 Data Disposal
4.0 Self-Assessment Exercise(s)
5.0 Conclusion
6.0 Summary
7.0 Further Readings

1.0 Introduction
Data security is very important in business. You need to secure the data or information generated
or received for the following reasons:
i. for the purpose of future use;
ii. for easy retrieval;
iii. for confidentiality;

From time to time information or data are usually referred to for the smooth running of any
business. There are time that vital data or information need to be kept for future use. In this case
the data need to be well secured, failing which there would be a problem at the time the data is
needed for use. It is not all information or data that provide their usefulness at the immediate;
some of them are found useful at a later date. Therefore such data must be well kept so as not to
run into problem of need.
It would be meaningless if information or data kept for future use cannot be retrieved at the time
of need. This is more frustrating than not having the information or data at the first instance.
Finally, for the purpose of confidentiality, information or data need to be well secured. This covers
both present and future use of data or information.

2.0 Intended Learning Outcomes (ILOs)

At the end of this unit you should be able to:
  apply the basic procedure of securing data;
 explain the basic process of disposing data;
 explain simple procedure of data storage.

3.0 Main Content

3.1 The use of password
The personal computer can be secured without unauthorised persons having access to use it. The
use of the personal computer could be personalised by the use of password. Except the right
password is typed in, the computer cannot be used. In this case it means the user has to make the
password personal. If not anybody that has the password can use it. To personalise the use of a
personal computer, seek the advice of a computer engineer.

Apart from using the password to personalise the use of a personal computer, it could also be used
to secure access to documents. In this case, anybody can have access to the computer but any
anybody cannot have access to the documents that have password, except the person who has the
password. To password a document, use the following method:

Stage one: Type the document

Stage two: Save the document. Do this:
Click on ―File Tab‖ with your document opened.
From the dropped down menu

Click on ―Save‖ or ―Save As‖;

Under ―Save As‖, decide your save location

Now note the following:
What is unique in these arrows?

The source name – this is the source where you want your document to be saved. The source name
in the above dialog box shows ―Public Document‖ this means that the document is saved or is
going to be saved under the folder named ―Public Document‖.

Another important aspect of the arrow is the ―File name‖. Type in the name in which you want the
file to be saved, using the example on the dialog box above, the file name is ―A Midsummer
Night‖ i.e. the name the document is saved with. A name must be given for identification, easy
sorting and retrieval. Do not use a name you cannot easily retrieve your file with.

Then the ―Tools‖. Click on the black ‗v‘ like shape at the bottom:

A dialog box will appear thus:

Click on ―General Options‖, and a dialog box will appear thus:

In the above dialog box, take a look at the directions of the three arrows:
In the first arrow in the box, type in the name you wish to use as the password e.g. kate. You must
use a name you can easily remember, if not you may not be able to open your document. Also
mind the ‗case‘ of letters used i.e. upper case (capital letters - KATE), initial case (Kate) or lower
case (small letters – kate). You would notice that though the name is the same, the way they are
typed is not the same. It is the way the password is recorded at the initial stage that the computer
would recognise when opening the document.

In the second arrow, type in the same password name, it will prompt an error if there is a
difference.

Click on the small box where the third arrow is pointing to if you want your document to be ready
only. What this means is that when the document is opened, you may not be able to effect any
correction, but can only read. It is advisable not to click on the box, except when you want to make
your document read only.

After this process, click on OK, and a dialog box will appear thus:
Re-enter the password in the space provided and click OK. The same box may come up again,
re-enter the same password and click OK. Then click save at the main box underneath.

After this first saving, any other information added to the document would be saved by clicking
on ―save‘ from the file menu or press ―ctrl + s‖.

To open a file that is having a password, a click on the document would produce a dialog box
where the password would be typed in before it can open.

Go through the process once more and ensure you have

mastered the procedure before you continue to the next
stage.

3.2 Data Storage

There are two basic ways to store data – internal and external devices.

3.2.1 Internal Device

A part of the internal device has been discussed along with the password. But it is important to
note that documents could be saved in:
i. my document
ii. my computer – for the internal device under my computer, the saving device is the Local
Disk (C:)
 iii. Desktop

My document is usually set at the default. Once ‗save as‘ is clicked, the source directory that
comes up is ‗my document‘. Once saving is done through that source, it means the file will be
domiciled in ‗my document‘. To change the source directory from ‗my document‘ click on the
‗v‘ black shape beside the source box as shown in the description of ‗password‘ and select as
desired. Saving on the Local Disk (C:) means saving on the hard disk.

You could save a particular file on both directories i.e. on ‗my document‘ and on ‗local disk
(C:)‘, one would then act as a back-up file. Should there be a problem with one directory; the file
could then be retrieved from the other directory.

The best source to save your document is ―My document‖. Saving in the Local Disk (C) is not
too secured especially when there is the need to re-format the disk. The saved file may not be
recognised. And saving at the Desktop may slow down the speed of your computer.

Remember, to save a document, click on file, from the dropped down menu click on ‗save as‘,
follow the direction on the dropped down menu.

3.2.2 External Device

Documents could also be stored through the external device through 3½ floppy (A:),
DVD/CD(D), Pen Drive or Flash Drive and the use of external hard disk. To save on the external
device, go through the normal process of saving. The major difference in the saving is the
selected source where the document would be saved. Remember to click on the ‗>>‘ shape black
button to select the desired source.

3.3 Data Disposal

What do you do when you no longer need a particular file or document?
Different questions come to mind:
 Am I sure I no longer need this document?
 Would there be a need of it in the future?
 Is the document a confidential document?
 How do I dispose the document?

These and many other questions may come to mind. But the most worrisome is when the
document is a confidential one. It means it must be disposed without a trace. A leakage in
confidential documents could cause the company great distress.

If the file or document is not a confidential document, the normal delete can be used. In this
instance it means that the deleted document or file would be resided in the recycle bin, which can
be culled back if need be. But where confidential documents or files are involved, not only
should the document be deleted from the source file name but must also be deleted from the
recycle bin. For a very high confidential document, the knowledge of an engineer may be sought
to ensure proper disposal to avoid any trace that may be carried out by experts who may want to
retrieve the unwanted data by all means.

When you are disposing the electronic data, do not forget to look at the ‗hard copy‘ if any. The
hard copy is the printed copy of the document. Where there is no need for it dispose it through
the use of trash bin. Do not burn, do not release for re-cycling and do not give to petty traders to
use as wrappers for their wares. Any of these methods may lead to exposing the confidentiality
of the document.

4.0 4.0 Self-Assessment Exercise(s)

Answer the following questions:
1. Visit any organisation of your choice, and state the mode of data disposal that is used in
the organisation. Share your findings with your colleagues and facilitator.
2. With reference to a particular organisation, explain how vital information can be
protected in a business.

5.0 Conclusion
In conclusion, do not hastily dispose your documents or files; ensure you are done with them
before disposing them off. Choose the right mode of discarding your files. Your data or
information must not litter the environment. Remember that an information or data that is not
properly secured could lead the organisation into a doom.

6.0 Summary
To secure data or documents or files, the use of password is considered very helpful. The
personal computer could use password to personalise the usage. Where this is not done, the file
or document could be saved with password, which means the document or file can only be
opened with the use of the recognised password by the computer.
The user of the computer could choose where a document or file should be saved. File could be
saved through the internal device or external device. Both could also be used.

But where by a file is no more needed an appropriate means should be used to discard the file
without allowing the information to litter the environment.

7.0 Further Readings

2013 Microsoft Office

Bott, E., Siechert, C., & Stinson, C. (2016). Windows 10 inside out: Includes current book
service. Redmond, WA: Microsoft.

FrontPage: Microsoft Office. (2005). Barcelona: Ed. ENI.

Gross D., Akaiwa F., Nordquist K. & Evans J. (2008). Business Computing Using Excel and FrontPage.
U.S.A. Thomson Course Technology.

Lambert, J., & Cox, J. (2013). Microsoft Outlook 2013: Step by Step. Redmond, WA: Microsoft.

Matthews, M. S. (1996). Web publishing with Microsoft FrontPage. Berkeley, CA: Osborne
McGraw-Hill.

McFedries, P. (2015). Windows 10 simplified. Indianapolis, IN: John Wiley & Sons.

Murray, K. (2013). Microsoft Office Professional 2013: Plain & Simple. Sebastopol, California
:: OReilly Media.

Pazmandy, G. (2013). Business computing: Using Microsoft® Office 2013. Rose Bay, NSW:
Tekniks Publications.

Price, M. (2013). Office 2013: In easy steps. Leamington Spa, Warwickshire, U.K.: In Easy
Steps.

Rathbone, A. (2018). Windows 10 for dummies. Milano: Hoepli.

Weverka, P. (2013). Office 2013 all-in-one for dummies. Hoboken, NJ: John Wiley & Sons.
Unit 3: File Management

Contents
1.0 Introduction
2.0 Intended Learning Outcomes (ILOs)
3.0 Main Content
3.1 Creating a File
3.2 Organisation of Files
3.3 Creating a Folder
3.4 Organisation of Folders
4.0 Self-Assessment Exercise(s)
5.0 Conclusion
6.0 Summary
7.0 Further Readings

1.0 Introduction
File management was very pronounced in the office before the advent of the modern office. This
was usually referred to as filling system, where filing is done horizontally, vertically,
geographically, numerically, departmentally, alphabetically and by subject. But today, most
people have lost sight of this various mode of filling systems because they feel it is only
associated with manual filling system since the office today speaks Information Technology.
This is where the problem lies. Most users of the personal computer find it difficult to manage
their files, hence the problem of retrieving files especially when the person that created the file is
not available. This unit will teach you on how to manage electronic files.

2.0 Intended Learning Outcomes (ILOs)

At the end of this unit you should be able to:
 Create and Organise electronic files,
 Create and Organise electronic folders.

3.0 Main Content

3.1 Creating a File
Remember in the past unit, we have discussed a little on how to create files. As a refresher on
creation of files, let us consider this case study.
Case Study
National Open University of Nigeria has various schools and units divided as follows:

Schools - School of Arts and Social Sciences

School of Education
School of Business and Human Resources
School of Science and Technology School of Law

Units - The Vice Chancellor‘s Office

The Office of the Deputy Vice Chancellor (Academics)
The Office of the Deputy Vice Chancellor (Administration)
The Office of the Registrar
Centre for Continuing Education and Work Training (CCE & WT)
Foundation Programmes (Access and General Studies)
Study Centres

These are some of the units that exist in the university.

The university is systems where by the various sub units interact to achieve the set goals. The
major mode of interaction is written communication; which is produced electronically. Also the
university may also need to interact with the environment, this include the public, other
organisation and government. To have an effective interaction also requires the use of computer.

Since the schools and units need each other to contribute to the welfare of the university, it
means each of them has to keep an up-to-date record of each other interaction to have a good
link. But for the purpose of this course material, let us consider the record system in the office
of the Registrar.
In the office of the Registrar, mail would be sent and received from all the existing schools and
units as well as the government parastatals and other concerned organisations.

Question
How would the mail be organised electronically for easy retrieval?
Procedure
For the documents going out of the Registrar‘s office, files have to be created for them. A file is
for identification. To make the identification much easier, a name is attached hence ‗file name‘.
The file name is the name given to the file for proper identification. Just as you have name of
persons such as John, Modupe, Adewale, Ajadi, Okoli, so as to be able to identify the particular
person that is being referred to. So for every document that is created, it has to be saved with a
file name. You may apply the following process:
 Type the document
 Click on Office Button
  Click on ‗Save As‘
 From the dialog box select the source as desired
Through this method several files would have been created. The same procedure would be
adopted in saving a document received. The only difference would be that, you are not the one to
create the document rather you have to scan the document, import and save with a desired file
name. In this regard, it is assumed that the files created in the Registrar‘s office may include:
 Dr. J. K. Adedeji
 Prof. O. M. Komolafe
 Mrs. A. A. Kadiri
 Dr. J. B. Jubrin
 Leave Notification
 Advertisement for Academic Vacancy
 Workshop on Course Writing
 Computer supplies
 Advertisement for Contractors
 Senate Minutes
 Students‘ Academic Records
In creating a file name, the right name needs to be used for easy sorting. Therefore the name
given to a file must be reflective of the content of the document.

3.2 Organisation of Files

There are already created files. This may run into several hundreds, thousands and even more.
So if they are not properly organised there will be difficulty locating a file at the point of need.
This is where file organisation becomes very vital. To sort files appropriately, the file names
must be reflective of the document if not the file may be placed wrongly and would lead to
difficulty in the process of retrieving same.
There are files that need to go together. Files in the electronic way are documents. So we are
now talking about putting related documents together in one box i.e. the folder. This could be
likened to the normal manual flat file folder or arch file where documents of related matters are
kept.

Folder Arch file

Documents
The list of files above from the registrar‘s office has to be sorted so that related documents have
to be kept in the same folder for easy identification.

3.3 Creating a Folder Comment [D5]: Changed from

windows xp to windows 10
How do I create a folder? To create a folder, do the following:

There are a couple of ways to open File Explorer. The shortcut Win+E will open File Explorer. It
can also be opened by clicking the Start button and typing ―File Explorer‖ or by right-clicking
any folder and selecting Open. By default, File Explorer is pinned to the task bar (see below),
and it can be opened from there.

Some folders already exist in File Explorer, such as Documents, Desktop, and Downloads.
(Documents may be called ―My Documents‖ in older versions of Windows). You can create
more folders or folders within folders to allow for better organization.
To create a folder, right-click, then select New>Folder.
In Windows 7, there is a New folder button near the top of the window. In Windows 10, you can
also click the Home tab, then the New Folder button.

Windows 7 New folder button

Windows 10 New folder button

Note: Follow this procedure to create as many folders as desired. Working with the files from the
registrar‘s office as indicated above, all the files are not related. To make files more manageable,
we have to sort into schools and units. So in this instance folders should be opened for the
various schools and units.

Enter files into folder. There are two ways of entering files into folder.

First, if the files have been created, open the source where the files are and open the folder. Copy
the file(s) and paste inside the folder using the cut and paste mode. Sometimes both the folder
and the file(s) may be in the same source like my document. E.g.
The folders are in yellow colour. The others are files. Let us assume we want to put the files into
the folder named ‗New Folder‖. Right click on the file, a dropped down menu will come up,
from the dropped down menu click on ‗copy‘ then go to the folder (New Folder) where you want
to copy the file, double click (i.e. fast click twice) and the folder will open thus:

This shows there is no file in the folder. Right click inside the white space and from the dropped
down menu, click on paste. Let assumed the file we copy is ‗Methodology‘, as you click on paste
the file will appear on the folder thus:

You can enter as many files in this order. But you must ensure that the files entered are related to
the name given to the folder, because the folder is acting as the umbrella. Apart from copying the
files one by one you could highlight all the files you want to copy, right click and click on copy
and go to the folder, right click and click on paste, all the files copied would be pasted at once.
You could also use drag and drop method. With this method, left click on the file, hold down the
mouse without releasing your finger and take the cursor to the folder and release your finger. As
soon as this is done, the file(s) automatically copy into the folder.

The best method is:

 to create a folder first
 then type the document
 click on file
 click on save as
 click on the source where you want the document saved e.g. my documents
 click on the folder you have created
 and save

3.4 Organisation of Folders

Remember you have created folders for all the schools and units in National Open University of
Nigeria. If the folders are left to exist the way they are, they will turn to junks i.e. it will again
become unmanageable. Therefore there is a need to arrange these folders. Take for example, the
folder named ‗school of education‘ in the Registrar‘s office. There are so many letters going and
coming from School of Education. Putting everything together will not make it manageable, so
there is a need to create other folders within the folder ‗school of education‘.

But before creating folders within the school of education, yearly folders e.g. 2002 folder, 2003
folder, 2004 folder etc need to be created and within each year folder two major folders need to
be created in office of the Registrar. These folders are ‗Incoming Mail folder‘ and ‗Outgoing
Mail Folder‘. Folders for all the schools and units in the university would be present in both the
incoming mail folder and the out-going mail folder. This is for easy retrieval. The incoming
mails should be recorded electronically both the ones that are received in electronic form and
those that are received in hardcopy form. The hard copy form would be made possible through
scanning.

Within each school or unit folder, other folders can now be created e.g. staff record, facilitators
update, Notice of Senate meeting etc.
To save folder inside another folder, follow the same procedure of saving file(s) inside folder.

4.0 4.0 Self-Assessment Exercise(s)

Answer the following questions:
1. With reference to a particular organisation, explain the process of managing a file in a
business.

5.0 Conclusion
To be effective and efficient in an organisation, documents must be properly managed failing
which the efficiency level will be very low. Low efficiency could increase the problem of quality
assurance which is sought by the public. Therefore the issue of file management must be
considered very vital in the business world.

6.0 Summary
To have adequate file management, create files with file names that can easily be retrieved and
arranged them in manageable folders for easy retrieval and control.

7.0 Further Readings

2013 Microsoft Office

Bott, E., Siechert, C., & Stinson, C. (2016). Windows 10 inside out: Includes current book
service. Redmond, WA: Microsoft.

FrontPage: Microsoft Office. (2005). Barcelona: Ed. ENI.

Gross D., Akaiwa F., Nordquist K. & Evans J. (2008). Business Computing Using Excel and FrontPage.
U.S.A. Thomson Course Technology.

Lambert, J., & Cox, J. (2013). Microsoft Outlook 2013: Step by Step. Redmond, WA: Microsoft.

Matthews, M. S. (1996). Web publishing with Microsoft FrontPage. Berkeley, CA: Osborne
McGraw-Hill.

McFedries, P. (2015). Windows 10 simplified. Indianapolis, IN: John Wiley & Sons.

Murray, K. (2013). Microsoft Office Professional 2013: Plain & Simple. Sebastopol, California
:: OReilly Media.

Pazmandy, G. (2013). Business computing: Using Microsoft® Office 2013. Rose Bay, NSW:
Tekniks Publications.

Price, M. (2013). Office 2013: In easy steps. Leamington Spa, Warwickshire, U.K.: In Easy
Steps.

Rathbone, A. (2018). Windows 10 for dummies. Milano: Hoepli.

Weverka, P. (2013). Office 2013 all-in-one for dummies. Hoboken, NJ: John Wiley & Sons.
Unit 4: Document Presentation

Contents
1.0 Introduction
2.0 Intended Learning Outcomes (ILOs)
3.0 Main Content
3.1 Formatting
3.2 Proofreading
3.3 Mail Merging
4.0 Self-Assessment Exercise(s)
5.0 Conclusion
6.0 Summary
7.0 Further Readings

1.0 Introduction
The way documents are presented speaks about the integrity of an organisation. A document may
carry good information, but if the document has poor presentation, such document would send
wrong signals in spite of the good information it possesses. This is why document presentation is
very important in business. This unit would therefore be devoted to discussing different areas
that are eye catching in document presentation.

2.0 Intended Learning Outcomes (ILOs)

At the end of this unit you should be able to:
 Format documents
 Review documents

3.0 Main Content

3.1 Formatting
There are different types of formatting:

Simple Character Formatting e.g. underline, bold, italicize your text:

To achieve this, click on Home on the menu bar and click the desired formatting -
Short cut keys could also be used. Press ctrl + B for bold, ctrl + I for italic and ctrl + U for
underscore. Press one of the shortcuts before you type the text you want to format. When you
want to stop formatting, press the same shortcut key to turn off the formatting. You can also
format already typed document. To format already typed document, highlight the desired part
and select the desired format.

Special character formatting: These are used to enrich the document. This may be ―Page
Background‖, which may include watermark, page colour and page borders. You may also want
to effect ―Page Setup‖ or work in different ―Paragraphs‖. To achieve any of these, click on ―Page
Layout‖ in the menu and select as desired.

To have special effect on font like subscript and superscript, click on ―Home‖ in the menu and
select from:

for example to type 9 to the power of 3, type 9 and 3 thus 93, highlight 3 thus and click X 2 button

then it will appear thus 93.

To achieve paragraph formatting, click on ―Page Layout‖ and select the desire format under
―paragraph‖.

3.2 Proofreading
It is important to proofread a typed job before it is sent out of the organisation. This is best
achieved by the use of Thesaurus, spelling and grammar tools. To get this click on ―Review‖ and
select as desired. A quick type can be done by highlighting the desired word(s) and right click on
the word to check for spellings and grammar. Sometimes, the computers automatically prompt
green or red waiving lines. The green waiving line queries grammar, while the red waiving line
queries spellings. These serve as alert to proofreading.

Another important aspect of proofreading is the use of ―Track Changes‖. This will enable you to
edit materials electronically.

3.3 Mail Merging

Mail merging is very important in the production of business documents. There are times there is
the need to send the same content of a document to several persons probably with different
names and addresses. In this instance, mail merging is the best option that can be used to achieve
such documentation within a short time.

To mail merge, the following steps may be taken:

First, prepare a table for the information that would be different in the document e.g. name and
address. This may appear thus:

Name Address
John Mark 12 Street
Benin City
Ojo Adekunle 23 Abiola Avenue
Lagos
Okoro Nduka School of Education
NOUN, Lagos
Department of Arts and Social Sciences Lagos
Pius Ehimen State University
Ojo
Caroline Ujagbe 56 Lane Close
Kano
Plot 547 Arewa Suit
Dada Ojugo Abuja

Ibhagbosoria Uduaghe 99 Ajuwa Avenue

Sokoto
Save the table in appropriate source.
Secondly, type the document, say a letter e.g.
Dear,

We are glad to inform you that our interest rate has been reviewed downwards. You are now to
pay 2.5% on any outstanding loan as from the month of September, 2009 as against the 6%
earlier charged.

Should you need further clarification, please feel free to ask.

Yours Sincerely,

This letter is to be sent to different persons and addresses. So let us identify where the names and
addresses would be inserted.

―Address‖
Dear ―Name‖

We are glad to inform you that our interest rate has been reviewed downwards. You are now to
pay 2.5% on any outstanding loan as from the month of September, 2009 as against the 6%
earlier charged.

Should you need further clarification, please feel free to ask.

Yours Sincerely,

Thirdly, place the cursor on the document and click on ―Mailings‖ at the menu bar. Then click
Mail Merge → Step by step mail merge wizard, then a drop down menu will appear thus at the
right hand side of the screen:
At the bottom of the drop down menu click on ―Next: Starting document‖, and follow the
instructions.

When you click on step 3 a dialog box will appear requesting for your existing list. Click on the
source to open the file. With our above list, this will appear:

Then click OK. A click on step 4 will bring the following dialog box
Place your cursor on the first place of insertion, in this instance where you want the address to be
placed then click on ―More items‖, the following dialog box will appear:

Click Insert. Repeat this in all the points of insertion. A click on step 5 will effect all the
identified names and addresses.
To enhance the mail, you may work through the icons on ―Mailings‖

4.0 4.0 Self-Assessment Exercise(s)

Answer the following questions:
1. Edit a material electronically, and share your experience with your colleagues.
2. With the use of mail merge, type a letter and duplicate same to 10 persons.
3. Edit any material of your choice with the use of ―Track Changes‖. Use balloon to show
the changes in the text and print.

5.0 Conclusion
It is good to present our documents in a way to enhance understanding and as well as gaining
time.

6.0 Summary
In presenting a business document, attention should be given to appropriate formatting as well as
time gaining techniques, such as mail merging.

7.0 Further Readings

2013 Microsoft Office

Bott, E., Siechert, C., & Stinson, C. (2016). Windows 10 inside out: Includes current book
service. Redmond, WA: Microsoft.

FrontPage: Microsoft Office. (2005). Barcelona: Ed. ENI.

Gross D., Akaiwa F., Nordquist K. & Evans J. (2008). Business Computing Using Excel and FrontPage.
U.S.A. Thomson Course Technology.

Lambert, J., & Cox, J. (2013). Microsoft Outlook 2013: Step by Step. Redmond, WA: Microsoft.

Matthews, M. S. (1996). Web publishing with Microsoft FrontPage. Berkeley, CA: Osborne
McGraw-Hill.

McFedries, P. (2015). Windows 10 simplified. Indianapolis, IN: John Wiley & Sons.

Murray, K. (2013). Microsoft Office Professional 2013: Plain & Simple. Sebastopol, California
:: OReilly Media.

Pazmandy, G. (2013). Business computing: Using Microsoft® Office 2013. Rose Bay, NSW:
Tekniks Publications.

Price, M. (2013). Office 2013: In easy steps. Leamington Spa, Warwickshire, U.K.: In Easy
Steps.

Rathbone, A. (2018). Windows 10 for dummies. Milano: Hoepli.

Weverka, P. (2013). Office 2013 all-in-one for dummies. Hoboken, NJ: John Wiley & Sons.
 Module 3: MICROSOFT EXCEL IN BUSINESS

Module Introduction
Microsoft Excel is very useful in the business world, especially in the computation of data that
involve figures and complicated tabulations. This module would discuss the day-to-day activities
that require the use of excel in business. BED 211 – Microsoft Office has already introduced us
to Microsoft Office Excel, therefore, this module would focus on the use of excel for problem
solving in business. Microsoft Office Excel 2010/2013 would be used in this module to discuss
the following:

Unit 1: Solving and Making Decision with Microsoft Excel

Unit 2: Managing Large Worksheet
Unit 3: Presentation of Data with Charts Comment [D6]: Updated the use of
Microsoft excel 2007 to 2010/2013 and
windows xp/7 to windows 10.
Improved on the references and further
Unit 1: Solving and Making Decision with Microsoft Excel readings. Expunged the very old
references and incorporated recent
references and books for further
Contents readings.
1.0 Introduction
2.0 Intended Learning Outcomes (ILOs)
3.0 Main Content
3.1 Identification of Business Problems
3.2 Problem Analysis
3.3 Identification of Possible Solution
4.0 Self-Assessment Exercise(s)
5.0 Conclusion
6.0 Summary
7.0 Further Readings

1.0 Introduction
In Microsoft Word, we study some tabular work which involves the use of columns, rows, and
cells. But there is a limit to which Microsoft word can handle tabular work, especially when
advanced calculations are involved. This is where Microsoft Excel comes in. This unit will
expose you to the beginning part of the use of Microsoft Excel.
 2.0 Intended Learning Outcomes (ILOs)
At the end of this unit you should be able to:
 Solve basic problems in business by applying basic statistics with the use of Excel.
 Analyse basic problems with the use of Microsoft excel.

3.0 Main Content

3.1 Identification of Business Problems
Excel works with columns, rows and cells. Sometimes problem may occur in the use of
formulas, using formulas and cell references instead of values and determining order of
preferences. Let us look at some areas that may require problem identification:

Excel Arithmetical Operations –

Calculation Excel Operations Example

Addition + =3+A1
Subtraction - =A1-A2
Multiplication * =A1*4
Division / =X4/Y4
Exponent ^ =2^8

You will recall that in BED 211 – Microsoft Office, we were told that every formula in excel
starts with ‗=‘ sign. By way of interpretation, under the column of example above, the equal sign
is mandatory. =3+A1 means the value 3 is added to any value that is in cell A1. In the second
row, =A1-A2, it means the value in A2 is subtracted from the value in A1. In the third row,
=A1*4 means the value in A1 is multiplied by the value 4. The fourth row =X4/Y4 means the
value in X4 is divided by the value in Y4 and finally in the fifth row =2^8, it means the value 2
is raised to the power of 8. The day-to-day activities in the business world require these basic
arithmetical operations for business to flow. For example, a business man may want to get the
total amount of sales per month and year. In this case, it means monthly sales should reflect as
well as the summation per year. Also the business man may want to get the net profit, by
subtracting all expenses from the gross profit made. This can be achieved by simply entering the
right formula to capture the right value.

Formulae and Cell References instead of values –

Supposing the cost of producing 1000 copies of a textbook is N3,235, the cost of one textbook
will be N3,235 divided by 1000. Using excel formula it will be N3,235/1000. It is wrong to
type a value into a cell instead of entering the formula that produced the value. Typing a value
will make your work cumbersome and you will find it difficult to reference cells. To work with
formulae accurately and with fewer problems you need to know how to determine order of
precedence rules.

Order of Precedence Rules

Order of Example Resulting Explanation
Precedence Value
1. Operations in =A1*(3+5) If A1=2, the Excel first performs the
parentheses resulting addition of 3 + 5 even
value is though multiplication
2*(3+5), or has a higher precedence
2*8 = 16 than addition, because
the addition operation is
enclosed in parentheses
2. Exponentiation =3*A1^3 If A1 = 2, the Excel first performs the
resulting exponential operation of
value is cubing A1, and then
3*2^3 or 3x8 performs the
= 24 multiplication
3. Multiplication =A1 + B2* If A1=2, B=3 Excel first multiples B2
and division C3 and C3 = 10, by C3, and then adds
from left to the resulting the result to A1
right value is
2+3*10 or
2+30 = 32
4. Addition and =A1- If A1=2, Excel first divides C3
subtraction B2+C3/10 B2=3, and by 10, then subtracts B2
from left to C3=10, the from A1, and finally
right resulting adds this value to the
value is 2-3+1 quotient
or -1+1=0

3.2 Problem Analysis

The following is a case study:

Sharback manufactures and sells Adire (tie and dye) clothes at Abeokuta, a town which is
distinctly known for good Adire clothes. Due to the popularity of this Adire, the company is
challenged to meet the demand. The manufacturing company is forced to add volume to the
quantity manufactured so as to be able to meet with the demand. Sharback is committed to
maintaining a high standard for which the company is known, but there is a great concern that
the standard may be compromised due to increase in production. One of the problems in the
production process is Quality Control, which is often referred to as ―QC‖. Each Adire is
thoroughly inspected and tested before being released for sale when a defect is detected. The
defect is traced to the original production line that manufactures and package the Adire. Adewale
who is the control manager noticed an increase in defect products since the increase in the
production of Adire. The fear arose that the company may not be able to meet the demand if the
numbers of defected goods keep increasing.
In this instance, Adewale would need statistics for the analysis statistics for thorough
analysis..

Using Statistical Functions of Data Values

The skills required in using statistical functions include:
 Freezing rows and columns
 Splitting a window into panes
 Using absolute references
 Using the AVERAGE function
 Using relative references
 Using the ROUND function

Statistics is often referred to as a subset of mathematics, which is applied to observe data.

Some common statistics that are used are:
 Mean
 Median
 Mode
 Standard deviation

The mean is the arithmetical average of a set of data. Median is the arithmetical value that
occurs in the middle of a set of data. Mode is the arithmetic value that occurs most frequently in
a set of data. Standard deviation is a measure of how widely data values are dispersed from the
arithmetical mean. Let us see the following examples:

Values: 8, 7, 2, 2, & 10
a. Arithmetic mean = (8+7+2+2+10)/5
b. Median = to get the median, reorder the value in ascending order thus:
2, 2, 7, 8, 10, the middle value 7 is the median.
c. The mode is the value that occurs most often, in this set of data, the mode is 2.
d. The standard deviation is the degree which scores spread out about the mean or
central tendency.
The mean in two sets of data might be the same but with different standard deviation, which
shows the data is more or less widely distributed or could exhibit entirely different distribution
profile. Also two data might have the same standard deviation and the mean values in the same
data could be different, this indicates two dissimilar manners.

In the case of Sharback Adire production, Adewale must analyse the recent trend in Adire being
rejected in the quantity control for quality defects. The two most common defects being found in
the Sharback Adire models are as follows:

 High colour coefficient indicating poor surface finishing that can result in fast fading of
material. Adires are rejected if the colour mixture differ from the actual colour number with
0.01
 Low texture strength indicating that the material texture cannot absolve the desired
colour. The Adires are rejected if the texture of material is less than 0.7

The problem has under gone some analysis, the next stage would be to identify possible solution.

3.3 Identification of Possible Solution

To be able to identify the possible solution that excel can provide the following are essential:
In statistical value, you may want to ROUND functions e.g. 26.436 would be 26. Examples of
ROUND functions are:

Formula Description Resulting Value

=ROUND (26.436) Rounds 26.436 to the 26
nearest whole number
=ROUND (B2,1) Where B2 contains 21
value 21.38, round
21.38 to the nearest
tenth
=ROUND (102234,-2) Rounds 102234 to the 102,200
nearest hundred
=ROUND (33.75%,2) Rounds 33.75% to the
nearest hundredth, which
is the same as the nearest 24%
percent
because the precise
value is 3375
 =ROUND First sum 20.33 and
(SUM(10.33,10.44),0 20.44 resulting in
40.77, then round the 41
value to the nearest
whole number

These functions can also be expressed in excel. Let us see the following:
Examples of Functions that modify the precision of a value

Function Description Syntax and Example Resulting

Value
Rounds a
number to a ROUND (number, num-
ROUND specified digits) = 25%
number of ROUND(25.33%,2)
decimal places
Rounds a
number up to ROUND(number, num-
ROUND-UP the specified digits) = 1.01
number of ROUNDUP(1.002,2)
decimal places
Rounds a
number down ROUNDDOWN
ROUND
to the specified (number, num-digits) = 9
DOWN
number of ROUNDDOWN(9.99,0)
places
Rounds a
number up to
EVEN (Number) =
EVEN the next 4
EVEN(2.23)
highest even
integer
Rounds a
number up to ODD (number) =
ODD the next ODD(1.23) 3
highest odd
integer
Round a
INT number down INT (number) -5
to the nearest = INT(-4.3)
integer
 Truncates a
number to an TRUNC (Number,
TRUNC integer num-digits) -4
removing the = TRUNC(-4.3)
fractional part
of the number

Paste Special
The copy and paste mode is the same in what we have learned in BED 111 (Introduction to
Keyboarding and Word Processing), BED 112 ( Advanced Word Processing) and BED 211
(Microsoft Office). But there are situations where you need to use the paste special mode. When

you click on paste special; click on the desired function. As a reminder, let us look at the
following Paste Special box:

Let us see the explanations of some of these paste functions in the table below:

Formulas Description
Paste Special Displays a dialog box that provides
different paste options
Formulae Paste only the formulae from the
original (copied) cells
Paste only the values from the
Values original cell(s); the formula or any
formatting are not pasted
Paste the formulae and formatting
All except Borders from the original cell(s), but not the
format of the cell borders
 Paste the formulae and formatting from
the original range of cells, but reverses
Transpose the orientations, so that the rows of the
original cell range, and
the original columns become rows
Paste a connection or link to the
Paste Link original cells, including the applied
formatting
Paste operations (Add, Subtract, Paste the operation so specified
Multiply and Divide)

Mean, Median, Mode and Standard Deviation

Excel Statistical Functions
Statistic Function and Syntax
Arithmetic Mean AVERAGE(number 1, number2,…)
Median MEDIAN(number1, number2, …)
Mode MODE(number1, number2,…
Standard Deviation

Now let us calculate the statistics for the colour coefficient

Quantity Control Data for Sharback Ventures

 Unique manufacturing identification number (mfg ID#)

 Size
 Style
 Date manufactured
 Production line on which the Adire was manufactured
 Colour coefficient value
 Low texture

To calculate the colour coefficient, the mean, median, mode and standard deviation are
calculated for proper decision making. To achieve this, the following formulas are entered:
For Mean - = AVERAGE(F2:F5)
For Median - = MEDIAN(F2:F5)
For MODE - = MODE(F2:F5)
For STDEV - = STDEV(F2:F5)

The result showed there was no mode. The standard deviation would be best used for the
decision. The present standard deviation would be compared with the previous standard
deviation. The lower the standard deviation the better the coefficient.
The use of excel in problem solving is not limited to manufacturing industry. It could be
applicable to other industries such as education. Let‘s see how we can solve the following
problem:

MATRIC EXAM LETTER

S/N NAMES NUMBER C.A SCORE TOTAL GRADE RMK
O .
1 Adeniji Eunice kemi 03/01/AV/01/053 19 27 46
2 Adeoye Victor A. 03/01/AV/03/041 19 33 52
3 Adesanya S. Adekunle 03/01/AV/01/010 19 27 46
4 Adesuji Modupe Om 03/01/AV/01/054 19 27 46
oboja
5 Adeyemi Ademola 03/01/AV/01/055 21 36 57
6 Afolabi Motunrayo S. 03/01/AV/01/056 22 33 55
7 Agbebaku Evelyn 03/01/AV/03/002 21 36 57
8 Agoro Fadilat T. 03/01/AV/03/042 21 33 54
9 Agunbiade Bukola 03/01/AV/01/140 21 29 50
10 Ajayi Emmanuel O. 03/01/AV/01/011 19 27 46

The Problem:
The above result was submitted by a lecturer. The examination officer is faced with the problem
of providing the letter grades and thereby seeks an easy way this can be achieved to meet the
time line and at the same time minimize error.

Question: What would the examination officer do to achieve this, using excel.

Answer: To solve this problem, the examination officer has to use the ‗IF Formula‘, if when
defined will eliminate errors in the conversion of scores to letter grades and at the same time be
fast enough to achieve the desired result.

Procedure:
1. Enter the data into excel worksheet and it will appear thus:
 2. Place your cursor on G2 and type the following formula

=IF(F2>69,"A",IF(F2>59,"B",IF(F2>49,"C",IF(F2>44,"D",IF(F2>39," E","F")))))

3. Press the enter key. The letter grade will appear thus:

4. Copy the result in G2 into other cells. The result would be:

4.0 4.0 Self-Assessment Exercise(s)

Answer the following questions:
1. Practice all that you have read so far with solving business problems with Microsoft
 excel. Share your experience with your co-students.
2. Identify a problem in a particular organisation and use Microsoft Office Excel to solve
the problem. Explain how you were able to achieve this.

5.0 Conclusion
There are a lot of ways excel can be used to solve business problems. But first and foremost, you
must identify the prevailing problem and know the possible ways of solving that problem and
then approach the possible solution. Where you do not know the right formula to use, go to the
Help function of excel and study the recommended ways each formula can be applied. You
should always use the help function.

6.0 Summary
For excel to effectively help in solving business problems, the user must be able to identify the
problem areas and the possible solutions to the problem. After which the appropriate section of
excel is applied. There is no limitation on the type of business excel can be used. Excel if
properly applied can be useful in all kinds of business – manufacturing or servicing.

7.0 Further Readings

2013 Microsoft Office

Bott, E., Siechert, C., & Stinson, C. (2016). Windows 10 inside out: Includes current book
service. Redmond, WA: Microsoft.

FrontPage: Microsoft Office. (2005). Barcelona: Ed. ENI.

Gross D., Akaiwa F., Nordquist K. & Evans J. (2008). Business Computing Using Excel and FrontPage.
U.S.A. Thomson Course Technology.

Lambert, J., & Cox, J. (2013). Microsoft Outlook 2013: Step by Step. Redmond, WA: Microsoft.

Matthews, M. S. (1996). Web publishing with Microsoft FrontPage. Berkeley, CA: Osborne
McGraw-Hill.

McFedries, P. (2015). Windows 10 simplified. Indianapolis, IN: John Wiley & Sons.
Murray, K. (2013). Microsoft Office Professional 2013: Plain & Simple. Sebastopol, California
:: OReilly Media.

Pazmandy, G. (2013). Business computing: Using Microsoft® Office 2013. Rose Bay, NSW:
Tekniks Publications.

Price, M. (2013). Office 2013: In easy steps. Leamington Spa, Warwickshire, U.K.: In Easy
Steps.

Rathbone, A. (2018). Windows 10 for dummies. Milano: Hoepli.

Weverka, P. (2013). Office 2013 all-in-one for dummies. Hoboken, NJ: John Wiley & Sons.

Unit 2: Managing Large Worksheet

Contents
1.0 Introduction
2.0 Intended Learning Outcomes (ILOs)
3.0 Main Content
3.1 Freezing Panes
3.2 Splitting Window
3.3 Identification of Possible Solution
4.0 Self-Assessment Exercise(s)
5.0 Conclusion
6.0 Summary
7.0 Further Readings
 1.0 Introduction
Most people usually run into problem with dealing with large data. At a point it may become
cumbersome managing data to derive desirable results. At this point in time it becomes necessary
to look for alternative ways stress can be reduced in achieving the desired goal.

2.0 Intended Learning Outcomes (ILOs)

At the end of this unit you should be able to:
 Freeze panes and split windows in excel
 manage large data

3.0 Main Content

3.1 Freezing Panes
Freezing panes means making some rows and columns visible while you scroll across the work
sheet. Large worksheets usually go beyond the window view at a time. In this instance the part
that is required to supply leading information may be kept in view while other rows or columns
scroll.

In this excel sheet, the number of students go beyond 14. To see the other names would require
scrolling the rows. But once the rows are scrolled, row 9 would no longer be visible because it
would scroll up to give space to view the underneath names. But, the information in row 9 is
guide to what data should be entered in each cell of the data. Therefore you may want to leave
row 9 and column A on view while others scroll. To achieve this, the following steps should be
adopted.
Procedure:

1. Place your cursor on B10

2. On the view menu, click on Freeze Panes and you will have:

3. Click on freeze panes

Once this is done, as you scroll, column A and row 9 will be on view. Originally, the data that
were on view were S/N 1 – 14. With freezing of panes, as you scroll you will see more data but
column A and row 9 constant. The table below shows the data after freezing and scrolling. You
will observe that the new data on the screen view shows S/N 15 – 28 but with the headings still
on view.
You could also freeze only row or column instead of freezing both. It all depends on what
you need at a time.

3.2 Splitting Window

Another way to manage large data is to split window. This is very helpful when you want to
compare values. Let us consider the academic result of a set of students for academic year 2005
and 2006. The data may be entered thus:

To be able to scroll and compare, go to view menu, place your cursor in between the two sets of
data or any other point as desired. The placement of the cursor would determine whether the
sheet will split horizontally, vertically or both then go to ‗window group‘ in the view menu and
click on ‗split‘.
The resulting effect would be:
This view presents two windows. You can scroll on both.
Thirdly, large data could be managed by hiding the unwanted data at a time. Supposing in the
above data, you are only interested in printing the Matric. Number and the Grade Point (Letter
Grade), but still want to retain the data in the database. You could take the following steps:

Highlight the unwanted row, right click, and select ‗Hide‘. Repeat this for all unwanted rows and
columns. At the end only the desired columns or rows would be left. See the example below:

From the above, only columns A, C and G are on view, the other columns in between are
hidden. To unhide, highlight the columns, right click and select ‗Unhide‘.

4.0 4.0 Self-Assessment Exercise(s)

Answer the following questions:
1. Practice working on an excel worksheet with the above examples. Share your experience
with your colleagues and facilitator.
2. Present data involving large worksheet and explain how you where able to manage the
data.

5.0 Conclusion
In conclusion always identify the area of problem encountered in managing large worksheet.
This would help you sort out the right solution to the problem using excel.

6.0 Summary
There are three basic ways of managing large worksheets. It could be done through freezing of
panes, splitting of window and hiding of rows and columns. The prevailing problem would
determine the type that may be applied at a time.

7.0 Further Readings

2013 Microsoft Office

Bott, E., Siechert, C., & Stinson, C. (2016). Windows 10 inside out: Includes current book
service. Redmond, WA: Microsoft.

FrontPage: Microsoft Office. (2005). Barcelona: Ed. ENI.

Gross D., Akaiwa F., Nordquist K. & Evans J. (2008). Business Computing Using Excel and FrontPage.
U.S.A. Thomson Course Technology.

Lambert, J., & Cox, J. (2013). Microsoft Outlook 2013: Step by Step. Redmond, WA: Microsoft.

Matthews, M. S. (1996). Web publishing with Microsoft FrontPage. Berkeley, CA: Osborne
McGraw-Hill.

McFedries, P. (2015). Windows 10 simplified. Indianapolis, IN: John Wiley & Sons.

Murray, K. (2013). Microsoft Office Professional 2013: Plain & Simple. Sebastopol, California
:: OReilly Media.

Pazmandy, G. (2013). Business computing: Using Microsoft® Office 2013. Rose Bay, NSW:
Tekniks Publications.

Price, M. (2013). Office 2013: In easy steps. Leamington Spa, Warwickshire, U.K.: In Easy
Steps.

Rathbone, A. (2018). Windows 10 for dummies. Milano: Hoepli.

Weverka, P. (2013). Office 2013 all-in-one for dummies. Hoboken, NJ: John Wiley & Sons.
Unit 3: Presentation of Data with Charts

Contents
1.0 Introduction
2.0 Intended Learning Outcomes (ILOs)
3.0 Main Content
4.0 Self-Assessment Exercise(s)
5.0 Conclusion
6.0 Summary
7.0 Further Readings

1.0 Introduction
In the previous units, chart was discussed as an illustration device which enhances business
documentation. This unit shall be more elaborate on how charts are used in presenting data, not
just for illustration only. Data well presented in charts are easier to understand than those
presented in elaborate texts and figures. Some people do not have the patience to read and
deduce facts, thereby may run into wrong conclusion or ignoring the data. This is why in
business, presentation of data in charts is encouraged.

2.0 Intended Learning Outcomes (ILOs)

At the end of this unit you should be able to:
 present data in charts for maximum interpretation

3.0 Main Content

Before we go on problem solving, let us have a review on creating charts in excel.
Creating Charts in Excel
Step 1: Enter the data for the chart in excel worksheet. The type of chart to be used would
determine how the data would be entered into the worksheet. This would be discussed later.

Step 2: Select the cells that contain the data for the chart.

Step 3: On the Insert tab, in the Charts group, click the chart type as desired.
Step 4: Follow the given instruction to complete the chart.
To create charts in a way that will make them meaningful to your audience, you need to decide
what exactly you want the audience to understand and the type of audience that is target because
some charts are easier to understand than others. Knowing what you want will help you to select
from the wide range of charts.

Things to remember in the use of chart types are the types of charts and the arrangement of
figures. The type of charts excel provided are:

 Column charts
 Line charts
 Pie charts
 Bar charts
 Area charts
 XY (Scatter) charts
 Stock charts
 Surface charts
 Doughnut charts
 Bubble charts
 Radar charts
Arrangement of Values in Charts

The type of chart to be used determines the way the values would be entered into the
worksheet. Let us briefly look at what should be noted when entering values into worksheet
for a chart

Column Charts – The categories are entered in the horizontal axis and the values are
entered in the vertical axis.

Line Charts – The categories are distributed evenly along horizontal axis, while the values
are distributed evenly along the vertical axis.

Pie Charts – shows size of items in one data series, proportional to the sum of the items.
Data points are displayed as percentage of the whole pie. Therefore in a pie chart data are
arranged in one column or row only.

Bar Charts – Illustrate comparison among individual items. Data are arranged in rows and
columns.

Area Charts – Data are arranged in rows and column of the worksheet. For example, data
that represent profit over time can be plotted in an area chart.

XY (Scatter) Charts – Data is arranged in rows and columns. Scatter charts show the
relationships among the numeric values in several data series, or plots two groups of
numbers as one series of XY coordinates. In arranging data on a worksheet for a scatter
chart, place the X value in one row or column, and then enter the corresponding Y value in
the adjacent rows or columns e.g.

Days Weather Forecast Predicted Weather

Forecast
Monday 32oC 35oC
Tuesday 36oC 38oC
Wednesday 24oC 42oC
Thursday 30oC 34oC

X values Y values

Stock Charts – Data are arranged in columns and rows in a specific order on a worksheet. E.g.
to create a simple high-low-close stock chart, you should arrange your data High, Low, and
Close entered as Column Headings, see below:

Date High Low Close

2/09/09 58 53 55.5
7/09/09 57 56 56.5
11/09/09 52 50 51

The sub-types of stock charts are:

 High-Low-Close
 Open-High-Low-Close
 Volume-High-Low-Close
 Volume-Open-High-Low-Close

Surface Charts – These charts are useful when you want to find optimum combinations between
two sets of data. As in topographic map, colours and patterns indicate areas that are in the same
range of values. Data for surface charts is arranged in columns and rows on a worksheet. You
can use surface chart when both categories and data series are numeric values.

Doughnut Charts – Data are arranged in rows and columns only. A doughnut chart shows the
relationship of parts to a whole, it can contain more than one data series. Doughnut charts are not
easy to read.
Bubble Charts – Data are arranged in columns on a worksheet. The X values are listed in the
first column and corresponding Y values and bubble size values are listed in the adjacent
columns e.g.
No of Products Sales (N) Market Share %
15 21,500 3
25 66,200 10
20 23,000 5

Radar Charts – Data are arranged in columns or rows on a worksheet. Radar charts compare the
aggregate values of number of data series.

You can equally create charts in other Microsoft office environment, such as Office Power Point
2013 and Office Word 2013. The process of creation is the same as it is in excel. You can
equally copy charts from excel to PowerPoint 2013 and Word 2013.

Modifying Charts
You can modify charts after they have been created. To modify charts, you can:
 Change the display of chart axes
 Add titles and data labels to a chart
 Add legend or data table

To make your chart eye-catching, you can format your chart to:
 Fill chart elements. This will enable you use colour, textures, pictures and gradient fills
 Change the outline of chart elements
 Add special effects to chart elements
 Format text and numbers
For help, visit the ‗Help Function‘ in 2007 Microsoft Excel.

Now let us see how we can present some data with the use of charts.
Example 1: Present the following data with an appropriate chart.

Enrolment in XYZ Primary School

2005 2006 2007 2008
Boys 234 244 342 234
Girls 231 240 321 231
Column or bar charts will be appropriate for this data. But for the purpose of this study,
we shall use the column chart. To do this, follow the following procedure:
1. Enter the data into a worksheet

2. Select the cells that contain the data

3. On the Insert tab, in the charts group, click the column chart type and select as desired

4. A click on selected column chart will appear thus:

5. Click outside the chart and re-click on it, left click without releasing your hand and move
the chart to desired position.

6. To add title, click on the chart, and select layout menu

7. Click on chart title, and select as desired

8. Type in the title of the chart in the box ―Chart Title‖.

9. Click outside the chart, your chart is ready.

10. You may want to remove the border. To remove the border, right click on the chart and
from the drop down menu select ―format Chart Area‖, after selection you will have:
11. Select ‗Border Color‘, and click on ‗no line‘, then close. The resulting effect would
be:

12. You can remove the gridlines. To remove the gridlines, select click on the chart and
select ‗layout menu‘, then click on gridlines and select as desired. The resulting effect would
appear thus:
You can get more effect as desired.

4.0 4.0 Self-Assessment Exercise(s)

Answer the following questions:
1. Get as many data as you can and present them in charts. You may work in group, or
share your experience with your facilitator or colleagues at the completion of the task.
2. Collect data from any form of business and present the data in:

i. Pie chart
ii. Bar chart
iii. Bubble chart
iv. XY (Scatter) chart

5.0 Conclusion
There are various types of charts which can be used to present different types of data. The kind
of data to be presented would determine the type of chart that may be use. To have a desirable
result chart data should be entered appropriately into the excel worksheet.

6.0 Summary
There are eleven types of charts in excel. These include column charts, line charts, pie charts, bar
charts, area charts, XY (scatter) charts, stock charts, surface charts, doughnut charts, bubble
charts and radar charts. The type of data to be presented would determine the type of chart that
should be used at a time.
 7.0 Further Readings

2013 Microsoft Office

Bott, E., Siechert, C., & Stinson, C. (2016). Windows 10 inside out: Includes current book
service. Redmond, WA: Microsoft.

FrontPage: Microsoft Office. (2005). Barcelona: Ed. ENI.

Gross D., Akaiwa F., Nordquist K. & Evans J. (2008). Business Computing Using Excel and FrontPage.
U.S.A. Thomson Course Technology.

Lambert, J., & Cox, J. (2013). Microsoft Outlook 2013: Step by Step. Redmond, WA: Microsoft.

Matthews, M. S. (1996). Web publishing with Microsoft FrontPage. Berkeley, CA: Osborne
McGraw-Hill.

McFedries, P. (2015). Windows 10 simplified. Indianapolis, IN: John Wiley & Sons.

Murray, K. (2013). Microsoft Office Professional 2013: Plain & Simple. Sebastopol, California
:: OReilly Media.

Pazmandy, G. (2013). Business computing: Using Microsoft® Office 2013. Rose Bay, NSW:
Tekniks Publications.

Price, M. (2013). Office 2013: In easy steps. Leamington Spa, Warwickshire, U.K.: In Easy
Steps.

Rathbone, A. (2018). Windows 10 for dummies. Milano: Hoepli.

Weverka, P. (2013). Office 2013 all-in-one for dummies. Hoboken, NJ: John Wiley & Sons.
 Module 4: OTHER APPLICATIONS IN BUSINESS

Module Introduction
This module presents the use of various applications such as Microsoft access as a database tool,
Paint for drawing/graphics, Microsoft outlook for messaging, keeping track of tasks, etc in
business. This module is divided into four (4) units:
Unit 1: Graphics
Unit 2: Database
Unit 3: Microsoft Office Outlook
Unit 4: Desktop Tools/Data Communication/Creating Website Comment [D7]: Updated the use of
Microsoft access and Microsoft outlook
2007 to 2010/2013.
Updated the use of Paint in windows
Unit 1: Graphics XP/7 to paint in windows 10
Improved on the references and further
readings. Expunged the very old
Contents references and incorporated recent
references and books for further
1.0 Introduction readings.
2.0 Intended Learning Outcomes (ILOs)
3.5 Main Content
4.0 Self-Assessment Exercise(s)
5.0 Conclusion
6.0 Summary
7.0 Further Readings

1.0 Introduction
Graphics are essentials in enriching business documents. There are major graphics that require
special training, which is usually categorised under desktop publishing. However, in the day-to-
day business, one may not require major training. What are these graphics? Computer graphics
refer to any pictorial representation that can be produced by computer, either on the display,
printer, plotter, or other output devices (Allen and Klooster, 1990). Graphics could be charts,
diagrams or pictures.

2.0 Intended Learning Outcomes (ILOs)

At the end of this unit you should be able to:
 Give examples of computer graphics
 Describe the use of paint programs
  Solve business problems with simple computer aided graphic designs

3.0 Main Content

There are different types of graphic software, some require special skills and others may
easily be integrated into documents. The following are examples of graphic software:

 Paint Programs – This allows the user to integrate arts into a document.
 CAD programmes – This is used for computer-aided drafting and used to assist
designers of products in drawing plan. CAD could be contrasted to paint.
 Graphing programs – these include pie, charts, bar graphs etc.
For the business of this course, the paint programme shall be discussed in details. But before we
go on to discuss paint, it is important to know that computer graphics are used in every kind of
business e.g. education, media, manufacturing companies, health etc.

Paint
Paint forms a good tool when you want to add special effect to your document e.g. shapes, this
can be duplicated, flip, rotate, tilt the image and as well perform other desired operations.
To access paint, do the following:
Method 1: Type paint in the search box on the taskbar, and then press Enter key to start Paint
app.

Method 2: Go to Start Menu and click All apps, you can find it under Windows
Accessories folder.

A click on paint would produce the following:

Working under paint environment is very easy. All you need to understand know is the functions
of each tool. To know what each tool does, place your cursor on a tool, do not click, and it would
prompt the function e.g.
This means the ―A‖ sign is a ―text‖ tool. A click on the text tool would give you a ‗+‘ sign. Draw
a rectangle with the sign in the free space and type whatever you desire to type. As soon as the
rectangle shape is drawn a text menu bar comes up. See the example below:

Type your
text here

While within the text box, you can format your text as desired using the text tools. Now
let us discuss the function of the other tools:
The tools you will often require to do your work include select, eraser, text, line, pencil and pick
colour or fill with colour. The select tool will enable you to move text or object from one position
to another. To do this, click on select tool and draw a rectangle around the text or object, click
and move to desired position. For any of the tools you want to use, click on it and apply.
4.0 4.0 Self-Assessment Exercise(s)
Answer the following questions:
1. Perform the following task with paint software:
a. Type the words ―I love paint software‖.
b. Draw this as it is

c. Draw the following. You may use different colours.

d. Share your experience with your colleagues.

2. With reference to a particular business problem, present a typed work in which you
combine Microsoft word and Paint. Explain how you achieved your task.

5.0 Conclusion
The use of paint software helps to improve the effect on our documents. You can copy or cut text
or object from paint environment to other environments such as word and excel. Other graphics
software includes CorelDraw and Photoshops.

6.0 Summary
Graphics help to enhance our business documents. There are different types of graphic software,
but the one that can easily be learned is the paint software. Others may require more time to
train.

7.0 Further Readings

2013 Microsoft Office

Bott, E., Siechert, C., & Stinson, C. (2016). Windows 10 inside out: Includes current book
service. Redmond, WA: Microsoft.

FrontPage: Microsoft Office. (2005). Barcelona: Ed. ENI.

Gross D., Akaiwa F., Nordquist K. & Evans J. (2008). Business Computing Using Excel and FrontPage.
U.S.A. Thomson Course Technology.

Lambert, J., & Cox, J. (2013). Microsoft Outlook 2013: Step by Step. Redmond, WA: Microsoft.

Matthews, M. S. (1996). Web publishing with Microsoft FrontPage. Berkeley, CA: Osborne
McGraw-Hill.

McFedries, P. (2015). Windows 10 simplified. Indianapolis, IN: John Wiley & Sons.

Murray, K. (2013). Microsoft Office Professional 2013: Plain & Simple. Sebastopol, California
:: OReilly Media.

Pazmandy, G. (2013). Business computing: Using Microsoft® Office 2013. Rose Bay, NSW:
Tekniks Publications.

Price, M. (2013). Office 2013: In easy steps. Leamington Spa, Warwickshire, U.K.: In Easy
Steps.

Rathbone, A. (2018). Windows 10 for dummies. Milano: Hoepli.

Weverka, P. (2013). Office 2013 all-in-one for dummies. Hoboken, NJ: John Wiley & Sons.
Unit 2: Database

Contents
1.0 Introduction
2.0 Intended Learning Outcomes (ILOs)
3.6 Main Content
4.0 Self-Assessment Exercise(s)
5.0 Conclusion
6.0 Summary
7.0 Further Readings

1.0 Introduction
A database is a collection of organised data with relationship in their elements. This can be
achieved by using software usually referred to as database management system (DBMS).
Database helps to maintain all relevant data in such a way that it will be useful to its owner for
record keeping and decision making. There are commercial database management soft wares, but
apart from the commercially produced database management software, an organisation can have
its own customised database software with the help of programmers to meet with the day-to-day
running of the organisation. With the use of commercial database software, you will be able to
enter data, manipulate data, and report information from the data without programming. These
functions can be categorised as:

 Creating the structure of database

 Adding data to the database
 Editing data already in the database
 Retrieving data
 Designing reports
 Modifying the structure of the data base
The type of computer and the brand of software used would determine how these functions are
accessed by commands, by menu choices selected with the keyboard or by making selection with
a mouse.

The database software that shall be used for analysis in this unit is Microsoft Office Access 2007.

2.0 Intended Learning Outcomes (ILOs)

At the end of this unit you should be able to:
 Identify a database
  Solve business problems with Microsoft Office Access

3.0 Main Content

Database is a collection of related information on a particular subject or purpose. This may
involve tracking customers orders. Information is usually not from one source. A database is
formed when a collection of information is organised for quick and easy retrieval of needed
information. Database started in paper-based, examples of paper- based database are telephone
directories and dictionaries. A database file divides data into separate storage containers called
tables. You can view, add and update table data through online forms.

This unit will be devoted more to solving business problems with Access. The basics of Access
have been discussed in BED 211 – Microsoft Office. You should make reference to BED 211,
and never forget to use the help function (just press F1 key) any time you need more assistance.
But for the purpose of reminder the following table is presented.
Table 1: General Preview

Objects Functions
Table To store data. Create a table for
each information that you track.
Query To find and retrieve data. Query can also
be used for updating and
deleting multiple records at the same
time.
Form A form helps you to view, enter and
change data directly in a table.
Report Report helps to analyse your data
and present it in the format for
printing.
Data Access Page This helps to make data available on
the internet fro interactive reporting.
Columns Columns in a table are called fields
Rows Rows in a table are called records
Table Datasheet View This enables you to add, edit, view
and work with data in a table.

Table 2: Working with formulas

 Function Description Use with the data
type(s)
Calculates the av erage val ue for a
column. The col umn must Number, Currency, Date/Ti me
Average contain numeric, currency, or
date/time data. T he function
ignores null values.
Returns the item with the highest
val ue. For text data, t he Number, Currency, Date/Ti me
Maximum highest val ue is the last alphabetic value
— Access i gnores case.

Returns the item with the lowest value.

For te xt data, the lowest value is the first Number, Currency, Date/Ti me
Minimum alphabeti c value
— Access i gnores case. The
function ignores null values.
Standard Measures how widely values are
Deviation dispersed from an average val ue (a Number, Currency
mean).
Adds the items in a column.
Sum Works only on numeric and Number, Currency
currency data.
Measures the statistical variance of all
values in the column. You can use this
Variance function only on numeric and currency Number, Currency
data. If the table contains less than two
rows, Access returns a null

Source: Microsoft Offi ce Access 2013

For the purpose of solving problems in business, let us look at the following:

Working with Query

Before you start have a table. To build a query, do the following as suggested by Microsoft
Office Access 2013.

1. On the Create tab, click Query Wizard.

2. In the New Query dialog box, click Simple Query Wizard, and then click OK.

3. Under Tables/Queries, click the table that has the data that you want to use. In this case,
click Table: Customers. Note that a query can also use another query as a record source.
4. Under Available Fields, double-click the Contact, Address, Phone, and City fields.
This adds them to the Selected Fields list. When you have added all four fields, click Next.

5. Name the query London Contacts, and then click Finish.

Access displays all of the contact records in Datasheet view. The results show all of the records,
but show only the four fields that you specified in the query wizard

6. Close the query, and note that your query is automatically saved.

Calculating Grand Totals Using Query

In business transactions, there is often the need to calculate figures, which are used for decision
making. Here are examples:

The Order Table

Order ID Order Date Ship Date Ship Shipping Fee (N)
City
1 11/8/2007 8/12/2007 Benin 1,000.00
2 11/8/2007 8/12/2007 Kano 2,500.00
3 8/15/2007 8/18/2007 Abuja 2,500.00
4 8/20/2007 8/21/2007 Lagos 500.00
5 8/20/2007 8/21/2007 Ibadan 800.00

Order Details Table

Detail ID
Order ID Product Name Product ID
Unit Price (N)Quantit y Discount

1 1 Deep Freezer 12 11,800.95 4 0.05

2 1 Desktop 1 70,000.25 3 0
Computer
3 2 Horse Fan 3 15,000.75 9 0.03
4 2 Giant Size Generator 5 62,875.00 12 0.04
 5 2 Laptops (Acer) 8‖ 8 68,699.00 11 0.06
6 3 Microwave oven 9 12,375.00 4 0.09
7 4 Typist Chair 10 868.00 8 0.08

From the above tables, calculate:

a. Simple grand total
b. Calculate grand total that exclude some records

To achieve this follow the following procedure as stated in Microsoft Office Access 2013:

a. To calculate simple grand total, do this:

i. On the Create tab, click Query Design.

ii. In the Show Table dialog box,

double-click the table that you want to use in your query, and then click Close.
If you use the sample data, double-click the Orders table.
The table appears in a window in the upper section of the query designer.

iii. Double-click the field that you want to sum. Make sure that the field is set to either the
Number or Currency data type. If you try to sum values in non-numeric fields, such as a Text
field, Access displays the Data type mismatch in criteria expression error message when you
try to run the query.

If you use the sample data, double-click the Shipping Fee column.
NOTE You can add additional numeric fields to the grid if you want to calculate grand
totals for those fields. A totals query can calculate grand totals for more than one column.

iv. On the Design tab, in the Show/Hi de group, click Totals.

The Total row appears in the design grid and Group By appears in the cell in the Shipping Fee
column.

v. Change the value in the cell in the Total row to Sum.

vi. Click Run to run the query and display the results in Datasheet view.

TIP Note that Access appends "SumOf" to the beginning of the name of the field that you sum.
To change the column heading to something more meaningful, such as Total Shipping, switch
back to Design view, and click in the Field row of the Shipping Fee column in the design grid.
Place the cursor next to Shipping Fee and type the words Total Shipping, followed by a colon,
like so: Total Shipping: Shipping Fee.
vii. Optionally, save the query and close it.

b. To calculate a grand total that excludes some records. Do the following:

1. On the Create tab, click Query Design.

2. In the Show Table dialog box, double-click the Order table and Order Details table, and
then click Close to close the dialog box. Then this appears:

3. Add the Order Date field from the Orders table to the first column in the query design
grid.

4. In the Criteria row of the first column, type Date() -1. That expression excludes the
current day's records from the calculated total.

5. Next, create the column that calculates the sales amount for each transaction. Type the
following expression in the Field row of the second column in the grid:

Total Sales Value: (1-[Order Details].[Discount]/100)*([Or der Details].[Unit Price]*[Or

der Details].[Quantity])
Make sure your expression references fields set to the Number or Currency data types. If your
expression refers to fields set to other data types, Access displays the message Data type
mismatch in criteria expression when you try to run the query.

6. On the Design tab, in the Show/Hi de group, click Totals.

The Total row appears in the design grid and Group By appears in the first and second columns.

7. In the second column, change the value in the cell of the Total row to Sum. The
Sum function adds the individual sales figures.

8. Click Run to run the query and display the results in Datasheet view.
9. Save the query as Daily Sales.
NOTE The next time that you open the query in Design view, you might notice a slight
change in the values specified in the Field and Total rows of the Total Sales Value
column. The expression appears enclosed inside the Sum function, and the Total row
displays Expression instead of Sum.

For example, if you use the sample data and create the query (as shown in the previous steps),
you see:

Total Sales Value: Sum((1-[Order Details].Discount/100)*([Or der Details].Unitprice*[Or

der Details]. Quantity))
The use of Microsoft Access is not restricted to buying and selling, it could equally be used in
educational institutions. Access enhance student database.

4.0 4.0 Self-Assessment Exercise(s)

Answer the following questions:
1. Practice the examples given above and share your experience with your colleagues.

Students' Data

S/N Surname First Name School State of Origin

1 Adegoke Judith Education Ondo
Arts and Social
2 Okonofua Otihbor Sciences Edo
3 Okoro John Law Aba
4 Adeboye Caroline Education Oyo
5 Ujagbe Mary Law Edo
6 Abanikannda Adegoke Business Lagos
7 Amekhiena Maria Business Edo
8 Oyakhilome Ebi Education Ondo
Arts and Social
9 Okoruwa Ani Sciences Delta
Arts and Social
10 Abraihim Adako Sciences Kano
Examination Scores for 2007

Exam
S/N First Scores
Surname Name School Program Level Course (100%)
Business
1 Adegoke Judith Education Education 100 BED 112 40
Arts and
Social
2 Okonofua Otihbor Sciences Theology 300 TH 321 50
3 Okoro John Law Criminal Law 200 LAW 223 55
Primary
4 Adeboye Caroline Education Education 100 PRI 134 66
LAW
5 Ujagbe Mary Law Civil Law 200 222 65
Entrepreneu BHM
6 Abanikannda Adegoke Business rship 300 342 56
Banking and BHM
7 Amekhiena Maria Business Finance 300 223 67
Business EDU
8 Oyakhilome Ebi Education Education 200 223 55
Arts and
Social
9 Okoruwa Ani Sciences French 100 FRE 111 68
Arts and
Social ENG
10 Abraihim Adako Sciences English 200 221 67

i. Prepare a database for the above data in the tables

ii. Show the results of serial numbers 2,3,5,6, and 10 with other details of the students

5.0 Conclusion
Database software enhances decision making in business especially in critical times of solving
problems. But correct data need to be fed into the database so as to be able to get accurate
information that would be required for decision making.
 6.0 Summary
There are different types of database software. Some are commercially produced while some are
customised. To have a customised software requires a programmer who will programme what is
required in the organisation.

7.0 Further Readings

2013 Microsoft Office

Bott, E., Siechert, C., & Stinson, C. (2016). Windows 10 inside out: Includes current book
service. Redmond, WA: Microsoft.

FrontPage: Microsoft Office. (2005). Barcelona: Ed. ENI.

Gross D., Akaiwa F., Nordquist K. & Evans J. (2008). Business Computing Using Excel and FrontPage.
U.S.A. Thomson Course Technology.

Lambert, J., & Cox, J. (2013). Microsoft Outlook 2013: Step by Step. Redmond, WA: Microsoft.

Matthews, M. S. (1996). Web publishing with Microsoft FrontPage. Berkeley, CA: Osborne
McGraw-Hill.

McFedries, P. (2015). Windows 10 simplified. Indianapolis, IN: John Wiley & Sons.

Murray, K. (2013). Microsoft Office Professional 2013: Plain & Simple. Sebastopol, California
:: OReilly Media.

Pazmandy, G. (2013). Business computing: Using Microsoft® Office 2013. Rose Bay, NSW:
Tekniks Publications.

Price, M. (2013). Office 2013: In easy steps. Leamington Spa, Warwickshire, U.K.: In Easy
Steps.

Rathbone, A. (2018). Windows 10 for dummies. Milano: Hoepli.

Weverka, P. (2013). Office 2013 all-in-one for dummies. Hoboken, NJ: John Wiley & Sons.
Unit 3: Microsoft Office Outlook

Contents
1.0 Introduction
2.0 Intended Learning Outcomes (ILOs)
3.7 Main Content
4.0 Self-Assessment Exercise(s)
5.0 Conclusion
6.0 Summary
7.0 Further Readings

1.0 Introduction
Microsoft Office Outlook is very useful in office management. It has four major areas where its
value is very essential in business. These include mail, calendar, contacts and tasks. Though the
basics of this software has been taught in BED 211 – Microsoft Office, a review of it shall be
made in this unit, while the main focus would be on solving business problems using Microsoft
Office Outlook 2013.

2.0 Intended Learning Outcomes (ILOs)

At the end of this unit you should be able to:
 Organise meetings effectively using Microsoft Office Outlook
 Monitor tasks adequately using Microsoft Office Outlook

3.0 Main Content

Microsoft Office Outlook 2013 as earlier mentioned has four major features – calendar, contacts,
tasks and mail. We shall discuss these briefly and apply them to some problems that may often
arise in business.

With calendar, you can:

 Create appointments and events – This can be achieved just the same way you write in
a notebook, click anytime slot in the outlook calendar and begin typing. The current time is
highlighted in colour. You could have message reminder of meetings, appointments, and events.
You can easily colour items for quick identification.
 View group schedules – With calendar you can show the schedules of a group of people
or resources simultaneously. For instance you can view the schedules of all the persons in your
department or other units.
 Organi se meetings – to organise a meeting, select calendar and create a meeting request.
 View Calendars Side by Side – Different Calendars created by you can be viewed side-
by-side and at the same time calendars shared by other outlook users. Appointments can also be
copied and moved between the displayed calendars.
 View Calendars on top of each other in overlay view – This display multiple calendars
that you have created as well as calendar shared by other outlook users.
 Manage another user’s calendar – You can manage another person‘s calendar with the
use of Delegate Access feature. For example an administrative assistant can manage the calendar
of a manager or his boss.
With Contacts you can create contacts from within contacts, from an e-mail message that you
receive and from electronic Business Cards that you receive.

Tasks – To create a task the following are applicable:

 To create and track assigned tasks – after you have completed a task and assign to some
one, you may still need to manage it. For example, you might need status report and
updates of the task in progress.

To assign a task, first create the task, and send it as task request to someone. The person
can decline the task, accept the task or assign the task to someone else. The task is
returned to you if it is declined, but even when the declined task is returned to you, it is
still owned by the recipient until you reclaim ownership by returning the task to your own
task list.

But if you assign a task to more than one person at a time, you would not be able to keep
an update copy of that task in your task list.

 To assign a task to someone the following steps are suggested by Microsoft Office 2013:
1. To assign a new task, do the following:
Step 1: Get into the Task Window and edit a new task.
You can click the Home > New Items > Task to get into the Task Window in Outlook 2013.
Step 2: Click the Assign Task button in the Manage Task group under the Task tab in the
Ribbon.
Step 3: Then the From box, To box and Send button appear above the Subject box. Just type
names or email address in the To box.

Step 4: Click the Send button, and this new built task is assigned to the people whose email
addresses you typed in the To box.

2. To assign existing task, do the following:

 Go to the task list
 Open the desired task
 On the Task tab in the manage Task group, click Assign Task
 In the box ‗To‘, enter the name or e-mail address of the person to whom you want to
assign the task.
 Type the name of the task in the subject box. For an existing task, the subject box is
already filled in except you want to change.

 Select the due date and status options as desired.

 Select or clear the keep an updated copy of this task on my task list check box and the
send me a status report when this task is complete check box.

 To repeat the task, on the Task tab in the options group, click Recurrence, select desired
options and click ok.

 In the body of the recurring task, type any information you want to include in the task.

 Click send.

To forward a task to someone else to track, do the following:

1. Open the task you want to send
2. On the Task tab, in the manage Task group, click forward
3. Enter recipient names or e-mail addresses in the, ―to‖ and ―cc‖, boxes
4. Type the message at the body of the task
5. Click send

To reclaim a rejected test management, do the following:

1. Open the e-mail message that contains the task request, which you will find in Sent item
Folder.
2. On the Task tab, in the manage Task group, click Return to Task list. Task can also be
reclaimed from the declined task message by clicking Return to Task List.

To track tasks that you have assigned, do the following:

Automatically copies of the tasks assigned are kept and you receive automatic status
reports.
1. On the tools menu, click options
2. Click Task Options
3. Select the keep updated copies of assigned tasks on my task list check box
4. Select the send status reports when assigned tasks are completed check box

To view Tasks Assigned to others, do the following:

1. Click Tasks
2. On the View Menu, point to Current View and then click Assignment
To view the list of people who received updated copies of an assigned task, do the following:
1. Open the assigned task you want to view the list
2. From the Details tab, view the names in the Update list box

To Accept or decline a task assignment, do the following:

1. Open the task or task request
2. On the Task tab, in the manage Task group, click Accept or Decline
3. Then:
a. Click edit the response before sending, type your comment in the message and click send.
b. Click send the response now

To send a status report or a comment about a task assign ment, do the following:
1. Open the task for which you want to send a status report or comment
2. On the Task Tab, in the Manage Task group, click either Send Status Report, Reply or
Reply to All
3. Enter recipient names or e-mail addresses in the To and cc boxes
4. Type any information that you want to include at the status report in the body of the
message
5. Click send

To create an e-mail message, do the following:

This is the most frequent task that is performed in Microsoft Office Outlook. Follow the process
of creating the usual e-mail. Click on the e-mail option and follow the display on the menu.

To set the delivery Options:

Setting message in the order of importance enables the recipients to sort their message important.

To do this, go to the message Tab in the option group, click High Importance or Low
Importance.

To set message expiring date, do the following:

1. On the option tab, in the more options group, click the message Options group, click the
message options Dialog Box Launcher
2. In the Message Options dialog box, under Delivery Options, select the Expires after
checkbox and click a date or time.
In Delay Sending a Message, do the following:
1. On the options tab, in the More Options group, click delivery
2. Click delivery date and time that you desire
4.0 4.0 Self-Assessment Exercise(s)
Answer the following questions:
1. Company XYZ has it‘s headquarters office at Abuja but with branches in the 36 states of
the country Nigeria. The company runs a central administration from the headquarters at
Abuja. The Head of Administration has new tasks to assign to all heads of units at the
various branches which must be accomplished within one week of assignment. He has the
following information to pass across.

S/N Head of e-mail Address Branch Message Start Date

Unit of Task
1 Mr. K.O. [email protected]
Akaka
2 Mr. E. B. [email protected] Ibadan To send the update of all
Adeboye transactions within the last four1/10/2020
3 Mrs. H. E. [email protected] Benin months to the headquarter on or
Ikejama before 7th October, 2020
4 Ms. K. K. [email protected] Warri
Udoh
5 Mr. Ada [email protected] Lagos
Ada
6 Mr. J. K. [email protected] Minna
Okouwa
7 Mr. J. J. [email protected] Zaira
Johnson

From the above information and with the use of Microsoft Office Outlook,

a. Assign task to heads of units

b. Forward the task to the head of units in the specified branches
c. Track the assigned task to head of units
d. Send a status report on the assigned task
2. With reference to a particular business, identify the problem areas that require the use of
Microsoft Office Outlook. Explain how Microsoft Office Outlook can be used to solve
the problems.

5.0 Conclusion
The use of Microsoft Office Outlook enhances communication within an office. It could be used
to replace paper memoranda.
 6.0 Summary
Microsoft Office Outlook 2007 covers the management of mail, calendars, contacts and tasks;
which are basic requirements for the smooth running of any type of business. Go through the
steps above to ensure adequate usage of Outlook.

7.0 Further Readings

2013 Microsoft Office

Bott, E., Siechert, C., & Stinson, C. (2016). Windows 10 inside out: Includes current book
service. Redmond, WA: Microsoft.

FrontPage: Microsoft Office. (2005). Barcelona: Ed. ENI.

Gross D., Akaiwa F., Nordquist K. & Evans J. (2008). Business Computing Using Excel and FrontPage.
U.S.A. Thomson Course Technology.

Lambert, J., & Cox, J. (2013). Microsoft Outlook 2013: Step by Step. Redmond, WA: Microsoft.

Matthews, M. S. (1996). Web publishing with Microsoft FrontPage. Berkeley, CA: Osborne
McGraw-Hill.

McFedries, P. (2015). Windows 10 simplified. Indianapolis, IN: John Wiley & Sons.

Murray, K. (2013). Microsoft Office Professional 2013: Plain & Simple. Sebastopol, California
:: OReilly Media.

Pazmandy, G. (2013). Business computing: Using Microsoft® Office 2013. Rose Bay, NSW:
Tekniks Publications.

Price, M. (2013). Office 2013: In easy steps. Leamington Spa, Warwickshire, U.K.: In Easy
Steps.

Rathbone, A. (2018). Windows 10 for dummies. Milano: Hoepli.

Weverka, P. (2013). Office 2013 all-in-one for dummies. Hoboken, NJ: John Wiley & Sons.
Unit 4: Desktop Tools/Data Communication/Creating Website

Contents
1.0 Introduction
2.0 Intended Learning Outcomes (ILOs)
3.8 Main Content
4.0 Self-Assessment Exercise(s)
5.0 Conclusion
6.0 Summary
7.0 Further Readings

1.0 Introduction
We have discussed some major software that enhance business transactions, such software
Microsoft Office Word, Microsoft Office Excel, Microsoft Office Access and Microsoft Office
Outlook. In this unit, we shall discuss other features, though not very major are essential in
electronic office administration. This includes Desktop tools, Data Communication and creating
website.

2.0 Intended Learning Outcomes (ILOs)

At the end of this unit you should be able to:
 Apply simple desktop tools in solving business problems with ease
 Choose adequate communication hardware and software to solve diverse business
problems
 Direct the basics of web creation

3.0 Main Content

The three main areas of concentration in the desktop tools in this unit shall be ‗the Address
Book‘, ‗Calculator‘ and ‗Notepad‘. But the address book shall be discussed in details. The
address book provides convenient way storing important information about people; finding
business partners; creating contact; sending and receiving business cards electronically. The
calculator is simplified for any user to be able to solve simple mathematical challenges and the
notepad is designed for easy typing of data. To launch these tools; click start, point to
programmes, point to accessories and click on the desired tool.

Storing Contact
There are different ways of adding contact to address book. These shall be discussed as detailed
by the package (See Help Function in Address Book).
To add names directly from e-mail messages to your Address Book,
You can set up Outlook Express so that when you reply to a message, the people you reply to are
automatically added to your Address Book. In addition, any time you send or receive a message
in Outlook Express, you can add the recipient's or sender's name to your Address Book.

To add all replies recipients to your Address Book

1. In Outlook Express, on the Tools menu, click Options.
2. On the Send tab, click Automatically put people I reply to in my Address Book. To
add an individual name to your Address Book from Outlook Express
 In a message you are viewing or replying to, right-click the person's name, and
then click Add to Address Book.
 In the message list of your Inbox or other mail folder, right-click a message, and
then click Add Sender to Address Book.

To import an address book from another program

You can import address book contacts from other Windows Address Book files (.wab), as well
as from Netscape Communicator, Microsoft Exchange Personal Address Book, or any text (.csv)
file.

For Windows Address Book files:

1. In Address Book, on the File menu, point to Import, and then click Address Book
(WAB).
2. Locate and select the address book you want to import, and then click Open.

For all other address book formats:

1. In the Address Book, on the File menu, point to Import, and then click Other Address
Books.
2. Click the address book or file type you want to import, and then click Import.

If your address book is not listed, you can export it to either a text (.csv) file or an LDIF (LDAP
Directory Interchange Format) file, and then import it using that file type.

To add a contact to your Address Book

1. On the Outlook Express toolbar, click Tools, and then click Address Book.
2. In the Address Book, select the folder to which you want to add a contact.
3. On the Address Book toolbar, click New, and then click New Contact.
4. On the Name tab, type at least the first and last name of the contact. This is the display
name.
 A display name is required for each contact. If you enter a first, middle, or last name, it
will automatically appear in the Display box. You can change the display name by typing
in a different name or by selecting from the drop-down list. The drop-down list will
contain variations of the first, middle, and last name, as well as anything you typed in the
Nickname box or the Company box on the Business tab.
5. On each of the other tabs, add any information you would like to include.

Notes

 Be sure to include an e-mail address for your contact. While your Address Book can be
used for many purposes, its most immediate benefit is in providing e-mail addresses
when you are composing mail.
 If you include a contact's street address on the Home tab or the Business tab, you can
click View Map located on each of these tabs to display a printable street map showing
the contact's address.

To find people and businesses on the Internet

1. In the Address Book, click Find People on the toolbar.
2. From the Look in drop-down list, select the directory you want to search.
3. On the People tab, type the name or e-mail address of the person you want to look for,
and then click Find Now.
-or-

On the Advanced tab, define the search criteria you want by filling in the top three boxes, and
then click Add. Add all the search criteria you want, and then click Find Now. (To remove a
search criterion you added, select the item you want to delete from the Define Criteria list, and
then click Remove. Or, if you want to delete all criteria and start over, click Clear All.)

Notes
 Your search will be most efficient if you use starts with or is. The options for contains,
ends with, or sounds like can make your search take much longer, possibly so long that
the search fails. The more exact your search criteria, the faster the result.
 If your search is too broad, the number of matches might exceed the limits of the server,
or your directory service settings might not be set up to handle all of the returned
matches. You can change these directory service settings.

To import a business card

1. In the Address Book, on the File menu, point to Import, and then click Business Card
(vCard).
2. Locate the business card file on your computer or a network drive, select it, and then
 click Open.
Note
 When the business card is added to your Address Book, a dialog box appears where you
can modify or add to the contact information as necessary.
 Once the contact's street address is entered on the Business tab, you can click the tab's
View Map button to display a map pinpointing the address. When you click View Maps,
Expedia Maps opens in your browser with a printable street map showing the contact's
address.

To change contact information

 In the Address Book list, locate and double-click the name you want, and then change the
information as needed. Click the tabs to access different information sections.

Note

 To delete a contact, select the contact name in the Address Book list, and then click
Delete on the toolbar. If the contact is a member of a group, the name will also be
removed from the group.

To create a group of contacts

You can create a single group name (or alias) to use when sending a message to several contacts
at once. Simply create a group name and add individual contacts to the group. Then, just type the
group name in the To box when you send e-mail.

1. In the Address Book, select the folder in which you want to create a group. Click New on
the toolbar, and then click New Group.
2. The Properties dialog box opens. In the Group Name box, type the name of the group.
3. There are several ways to add people to the group:
 To add a person from your Address Book list, click Select Members, and then
click a name from the Address Book list.
 To add a person directly to the group without adding the name to your Address
Book, type the person's name and e-mail address in the lower half of the
Properties dialog box, and then click Add.
 To add a person to both the group and your Address Book, click New Contact and
fill in the appropriate information.
 To use a directory service, click Select Members, and then click Find. Select a
directory service from the drop-down list at the end of the text box. After finding
and selecting an address, it is automatically added to your Address Book.
4. Repeat for each addition until your group is defined.
Note
 To view a list of your groups separately from the Address Book listings, in the Address
Book, on the View menu, make sure that Folders and Groups is selected.
 You can create multiple groups, and contacts can belong to more than one group.

To add a contact to an existing group

1. In the Address Book list, double-click the group you want. The group's Properties dialog
box opens.
2. You can add people to the group in several ways —and in some cases you can add them
to your Address Book as well.
 To add a person from your Address Book list, click Select Members, and then
click a name from the Address Book list. Click Select, and then click OK.
 To use a directory service (use the drop-down list at the end of the text box to see
directories you have added to Outlook Express), click Select Members, and then
click Find. Select a directory service to search, enter your search criteria, and
when you find the person, click Select, and then click OK. This
person's name and e-mail address is added to your Address Book.
 To add a person directly to the group without adding the name to your Address
Book, type the person's name and e-mail address in the boxes provided in the
lower half of the dialog box, and then click Add.
 To add a person to both the group and your Address Book, click New Contact, fill
in the appropriate information, and click OK.

To create a business card

The easiest way to exchange contact information with people over the Internet is by attaching a
business card to e-mail messages. A business card is your contact information from the Address
Book in vCard format. The vCard format can be used with a wide variety of digital devices and
operating systems.

You must have your contact information in your Address Book before you can create a business
card.

1. In the Address Book, create an entry for yourself, and then select your name from the
Address Book list.
2. On the File menu, point to Export, and then click Business Card (vCard).
3. Select a location in which to store the file, and then click Save.

Note
 To add your business card to an e-mail message, on the Insert menu, click My Business
 Card.

To add a contact's digital ID to your Address Book

To send someone encrypted mail, you must have the recipient's digital ID, and that ID must be
associated with the recipient's name in your Address Book. Outlook Express automatically adds
digital IDs to your Address Book when you receive digitally signed mail. If you have turned off
this option, you will need to manually add a contact's digital ID.

1. Open the digitally signed message.

2. On the File menu, click Properties.
3. Click the Security tab, and then click Add digital ID to the address book.
When a contact has a digital ID, a red ribbon is added to their card in your Address Book.

To add a digital ID to your Address Book from another source

1. In the Address Book, create a new entry for the contact, or double-click an existing one in
the Address Book list.
2. On the Digital IDs tab, click Import.
3. Find the digital ID file, and then click Open.

Notes
 To automatically add a contact's digital ID to your Address Book, on the Tools menu,
click Options. Then on the Security tab, click Advanced, and select Add senders'
certificates to my address book.
 You can also get someone's digital ID by downloading it from a certification authority's
Web site. (See the Microsoft Internet Explorer Digital ID site for links to certification
authorities.)

To organize names in your Address Book

When you have a large Address Book, you can organize it in several ways to make it easy to
retrieve contacts and groups.

 To sort contacts by name, e-mail address, or phone number, click the appropriate column
heading above the name list.
 To switch columns between ascending and descending sort order, click the column
heading.
 To change the order of the columns, point to a column heading (Name, E-mail Address,
Home Phone, and so on), and then drag the column to the left or right until it's located
where you want it.
 To view a list of your mailing groups, on the View menu, select Folders and Groups.
What are identities?

Creating identities is a way for several people to use Outlook Express and the Address Book on
the same computer. For example, you and a family member may share a computer. If you each
create an identity, you would each see your own mail and your own contacts when you log on
under your identity. Once your identity is created, you can organize your contacts the way you
want them by creating subfolders.

Usually, you will create identities while you are using Outlook Express (or other applications
that use identities). You can create identities from your Address Book only when you open your
Address Book from the Start menu rather than from Outlook Express. To open Address Book
from the Start menu, click Start, point to All Programs, point to Accessories, and then
click Address Book.

Organizing contacts and folders

You can keep contacts in your main folder, as well as organize them into subfolders. If you have
contacts you would like to share with the other people with whom you share Outlook Express,
you can move contacts into the Shared Contact's folder, where other identities can view them
when they use the Address Book. Subfolders are always in alphabetical order; you cannot
reorganize them.

If you cannot see the folders on the left, point to the View menu and select Folders and Groups.

Deleting contacts from your Address Book

You can easily remove contacts and groups from your Address Book. When you delete a contact
from a group, the name is removed from the group but the entries for both the group and the
individual remain in your Address Book. Likewise, deleting an entire group does not remove the
entries for the individual members who made up the group.

To print Address Book information

1. In the Address Book, select the contacts you want to print.

 To select a block of names, press and hold down the SHIFT key, click the first
name in the block and then click the last name in the block.
 To select individual names, press and hold down the CTRL key while you click
the names.
2. Click Print on the toolbar. On the Print dialog box, under Print Style, select a printing
 style:
 To print all Address Book information about the contacts, click Memo.
 To print business-related information about the contacts, click Business Card.
 To print a list of phone numbers for the selected contacts, click Phone List.
Note
 You may be able to customize the size and orientation of your printed Address Book
pages. To view your printer's options, in the Print dialog box, click Properties.

Finding People using Directory Service

What are directory services?
A directory service is a powerful search tool that you can use to find people and businesses
around the world. The Address Book supports LDAP (Lightweight Directory Access Protocol)
for accessing directory services, and it comes with built-in access to several popular directory
services. You can also add additional directory services from your Internet service provider.

Like the Internet search tools, directory services use different methods for collecting data, so
when you are trying to find people or businesses online, you might try more than one service.

To add a directory service

To add a directory service to your Address Book, you will need the name of the computer server
(available from the directory service provider).

1. In either the Address Book or Outlook Express, on the Tools menu, click Accounts.
2. In Outlook Express, select the Directory Service tab, click Add, click Directory
Service, and then follow the instructions in the Internet Connection Wizard.
In the Address Book, click Add, and follow the instructions in the Internet Connection
Wizard

To find people and businesses on the Internet

1. In the Address Book, click Find People on the toolbar.

2. From the Look in drop-down list, select the directory you want to search.
3. On the People tab, type the name or e-mail address of the person you want to look for,
and then click Find Now.
-or-
On the Advanced tab, define the search criteria you want by filling in the top three boxes, and
then click Add. Add all the search criteria you want, and then click Find Now. (To remove a
search criterion you added, select the item you want to delete from the Define Criteria list, and
then click Remove. Or, if you want to delete all criteria and start all over, click Clear All.)
Notes
 Your search will be most efficient if you use starts with or is. The options for contains,
ends with, or sounds like can make your search take much longer, possibly so long that
the search fails. The more exact your search criteria, the faster the result.
 If your search is too broad, the number of matches might exceed the limits of the server,
or your directory service settings might not be set up to handle all of the returned
matches. You can change these directory service settings.

To set up a directory service to check for e-mail addresses

When you can't remember someone's complete e-mail address, you can enter a partial name and
then use the Check Names command on the Tools menu to search for matches. Outlook Express
first searches your Address Book and if no matches are found, searches the directory services
you have set up to check e-mail addresses.

1. In the Address Book or Outlook Express, on the Tools menu, click Accounts.
2. If you are in Outlook Express, click the Directory Service tab.
3. Select a directory service, and then click Properties.
4. On the General tab, select the Check names against this server when sending mail

Using Your Address Book with other Programmes

To export your Address Book contacts to other programs

You can export your Address Book contacts to other Windows Address Book (.wab) files, as
well as to Microsoft Exchange Personal Address Book, or any text (.csv) file.

To export your Address Book files to another Windows Address Book:

1. In Address Book, on the File menu, point to Export, and then click Address Book
(WAB).
2. Locate and select the Windows Address Book file you want to export to, and then click
Open.
For all other address book formats:
1. In the Address Book, on the File menu, point to Export, and then click Other Address
Book.
2. Click the address book or file type you want to export to, and then click Export.

To set up a conference call from the Address Book

If you use Microsoft NetMeeting or other conferencing software, you can store conferencing
account information (such as e-mail and server addresses) along with other contact information
and then make a conferencing call directly from the Address Book.
 1. In the Address Book, double-click the contact name.
2. On the NetMeeting tab, type the Conferencing Server address. (If NetMeeting is not
installed, this tab is named Conferencing).
3. Type the Conferencing Address for the contact. This address must be the one used for
conferencing, which could be different from the contact's e-mail address.
4. Click Add to add this information to the contact's properties.
Now, whenever you want to initiate a conference call, you can click Call Now on the
NetMeeting (or Conferencing) tab of the contact's properties.

Note
 You can have multiple e-mail addresses and directory servers listed for one contact.

Communication
No business can function without communication. Data communication is achieved by using
communication hardware, software and transmission carriers. Computers that are connected to
communicate with each other are referred to as ‗being network.‘

Advantages of Data Communication

A good data communication leads to the following advantages:
 More individuals have access to available hard and software
 Expensive equipment can be shared
 Data can be shared among users
 Many tasks can be completed more conveniently and effectively

Disadvantages of Data Communication

Apart from the advantages associated with the use of data communication, there are equally
disadvantages as stated below:

 There would be no work once the mainframe computer goes down

 High cost for backup systems and maintenance
 Cost for transmission carriers can be high
 Needs high trained and experienced personnel
 Problem of incompatibility among hardware and software that may highly arise

Uses of Communication Hard and Software

1. Bulletin Board Systems: This involves sharing and exchanging ideas and
information, which could come in:
a. Electronic mail
b. General messages and announcements
 c. File library that the user can download
2. Information Services: The area of information services include:
a. Local and national news
b. Weather
c. Travel
d. Recipes
e. Shopping
3. Bibliographic Services: This is connected with library, and is as used in the library.
4. Stock Exchange Services: This includes:
a. Comprehensive company profile as per investors, earning forecast, price/volume,
charts, financial history
b. Up-to-date stock prices and quotes
c. Individual customer portfolio management
5. Electronic banking and transfer of funds

Creating a Web Site

It is advisable to have basic ideas about web site creation. You are not required to be an expert.
With the advent of electronic marketing, you may be required to customise your company‘s web
site.
To develop a web site requires the creation of a team. The team includes:
1. Graphic designers – they develop the visual appearance and create graphic images of the
site.
2. Marketing representative – Sets the goals for the web side and controls the presence of
the organisation.
3. Content developer and editor – prepares and evaluates the content.
4. Director – This could also be referred to as webmaster. He co-ordinates teams‘ activities
and at the same time manages web development.
5. Programmer – Creates HTML documents and develops server processing.
6. Systems administrator – Conversant with web server limitations, manages security and
access and maintains system hardware.

Developing a website involves the following activities:

 Define the goal and purpose of the web site. This will include:
o Primary intent
o Short and long-term goals
o Intended audience
o Website plan – objectives, requirements and results.
 Determine and prepare the web site‘s content. After the plan, the next stage is to develop
the website content (gather relevant documents), you may re-visit the planning team for
information.
  Designing the website. This may include:
o Working with the organisation objectives
o Preparing a sitemap
o Building the site
 FrontPage is used to build and create a web site
 In building and creating web site, you need to:
o Determine the number of page web site
o Specify the browser version
o Specify the page size
o Text in web page – to determine the type of text a web page should have you need
to:
 Determine the format
 Proofread the content
o Language used – The common language used is Hypertext Markup Language (HTML),
which can be viewed with the use of FrontPage.

4.0 4.0 Self-Assessment Exercise(s)

Answer the following questions:
1. With the aid of the above illustrations, organise your Address Book. Share your
experience with your colleagues.
2. With reference to a particular organisation, explain how Address Book would help the
business achieve its goal. Demonstrate the process.

5.0 Conclusion
In conclusion, it should be noted that there is no business that will be able to achieve a desired
goal in this technological age without effective use of the computer in the administration of the
business. A good use of the computer application leads to effectiveness and efficiency in
business.

6.0 Summary
In this unit, we have discussed elaborately, the use of Address Book. But we should not forget
the use of calculator and Notepad. The Notepad can be likened to a note pad used in long hand.
Microsoft Power Point was not discussed in this course because it has been fully taught in BED
211. But for the purpose of completeness, PowerPoint is very essential during presentation,
especially when you want to have a demonstration of your product. All the required effect can
always be added for the purpose of illustrations.
 7.0 Further Readings

2013 Microsoft Office

Bott, E., Siechert, C., & Stinson, C. (2016). Windows 10 inside out: Includes current book
service. Redmond, WA: Microsoft.

FrontPage: Microsoft Office. (2005). Barcelona: Ed. ENI.

Gross D., Akaiwa F., Nordquist K. & Evans J. (2008). Business Computing Using Excel and FrontPage.
U.S.A. Thomson Course Technology.

Lambert, J., & Cox, J. (2013). Microsoft Outlook 2013: Step by Step. Redmond, WA: Microsoft.

Matthews, M. S. (1996). Web publishing with Microsoft FrontPage. Berkeley, CA: Osborne
McGraw-Hill.

McFedries, P. (2015). Windows 10 simplified. Indianapolis, IN: John Wiley & Sons.

Murray, K. (2013). Microsoft Office Professional 2013: Plain & Simple. Sebastopol, California
:: OReilly Media.

Pazmandy, G. (2013). Business computing: Using Microsoft® Office 2013. Rose Bay, NSW:
Tekniks Publications.

Price, M. (2013). Office 2013: In easy steps. Leamington Spa, Warwickshire, U.K.: In Easy
Steps.

Rathbone, A. (2018). Windows 10 for dummies. Milano: Hoepli.

Weverka, P. (2013). Office 2013 all-in-one for dummies. Hoboken, NJ: John Wiley & Sons.