AHMADU BELLO UNIVERSITY

ZARIA, NIGERIA.

COURSE MATERIAL

FOR

COURSE CODE & TITLE: BUAD200: COMPUTER

APPRECIATION

PROGRAMME: BSC. BUSINESS ADMINISTRATION

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 COPYRIGHT PAGE
© 2018 Ahmadu Bello University (ABU) Zaria, Nigeria

All rights reserved. No part of this publication may be reproduced in any form or by any means,
electronic, mechanical, photocopying, recording or otherwise without the prior permission of the
Ahmadu Bello University, Zaria, Nigeria.

First published 2018 in Nigeria.

ISBN:

Ahmadu Bello University e-Learning project,

Ahmadu Bello University
Zaria, Nigeria.

Tel: +234

E-mail:

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COURSE WRITERS/DEVELOPMENT TEAM
Subject Matter Expert
Abdullahi Abdulrazaq Ozigi

Subject Matter Reviewers

Chat Lot Kogi

Language Reviewer
Ene Adakole

Instructional Designers/Graphics
Dr. Fatima Adnan
Nasiru Tanko

Editor
Prof. Adamu Z Hassan

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 QUOTE

Man is still the most extraordinary computer of all.

JOHN F. KENNEDY

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 TABLE OF CONTENT
Title Page
Acknowledgement Page
Copyright Page
Course Description
Course Writers/Development Team
Table of Content

INTRODUCTION
Preamble
i. Course Information
ii. Course Introduction and Description
iii. Course Prerequisites
iv. Course Learning Resources
v. Course Objectives and Outcomes
vi. Activities to Meet Course Objectives
vii. Time (To Complete Syllabus/Course)
viii. Grading Criteria and Scale
ix. Course Structure and Outline

STUDY MODULES
1.0 Module 1: Introduction to Computer and its Environment- - - - 17
Study Session 1: Basic Introduction- - - - - - - 17
Study Session 2: Hardware and Software Basics- - - - - 23
Study Session 3: Using Computer and the Internet- - - - - 41
Study Session 4: Safety, Maintenance and Extras- - - - - 62

2.0 Module 2: Introduction to Basic Word Processing- - - - - 84

Study Session 1: Introduction to Word Processing- - - - - 84
Study Session 2: Word Processing Basics- - - - - - 96
Study Session 3: Working with Page Setting, Tables, Graphics and Styles-- 118
Study Session 4: Working with MS Word Advance Features- - - 151

3.0 Module 3: Introduction to Spreadsheet and power point presentation- - 156

Study Session 1: Microsoft Excel- - - - - - - 156
Study Session 2: Data Analysis - - - - - - - - 227
Study session 3: Introduction to PowerPoint- - - - - - 263
Study Session 4: PowerPoint Basics- - - - - - - 316
Study Session 5: Advanced features of PowerPoint- - - - - 362
Study session 6: PowerPoint Extras- - - - - - - 399

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 INTRODUCTION
i. COURSE INFORMATION
Course Code: BUAD 200
Course Title: Introduction to Computer Application
Credit Units: 2 Units
Year of Study: Second Year
Semester: First Semester

ii. COURSE INTRODUCTION AND DESCRIPTION

The course introduces students to the basic features of Computer and its
Environment, Microsoft Office, Windows basics, and file management. It also help
students to develop familiarity with Word, Excel, PowerPoint, email, and Internet
basics.

iii. COURSE PREREQUISITES

You should note that although this course has no subject pre-requisite, you are
expected to have:
1. Satisfactory level of English proficiency
2. Basic Computer Operations proficiency

iv. COURSE LEARNING RESOURCES

The textbooks listed below can be used as additional reference:
1. Adamu Bola et al (2003) Introduction to Computer Operations and
Microsoft Word. Ike-lu Printers.
2. Davis, Gordon B. and Olson, Malgrethe H. (1988) Management Information
Systems, McGraw Hill Book Company.

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3. O’ Brien, James A. (1990) Management Information Systems: A managerial
end user perspective. New Delhi; Galgotia Publications Private Limited.
You can also visit http://ocw.mit.edu/index.htm for additional option
references.

v. COURSE OUTCOMES
After studying this course, you should be able to:
By the end of this course, you should be able to:
1. Explain the concept and use of computers and computing devices.
2. Itemise and explain application areas of computers.
3. Discuss succinctly the differences and similarities among the generations
of computer that we have.
4. Itemise and explain the relationship among the basic components of the
computer, showing understanding of the interrelationship among these
components.
5. Determine how computers can be used in your field of study.

vi. ACTIVITIES TO MEET COURSE OBJECTIVES

The Course Material is written in a clear and concise nature that will aid and guide
you in understanding the subject matter. Relevant sites and standard references
have been provided. There are going to be series of group and individual
assignments, you are expected to do and submit them within the defined time limit.
Completion and timely submission of assignments will also serve as part of your
assessment. You are expected to have a working email address.

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Optional tutorial sessions shall be held preceding the semester examination or at
any time required.

Specifically, this course shall comprise of the following activities:

i. Studying courseware
ii. Listening to course audios
iii. Watching relevant course videos
iv. Course assignments (individual and group)
v. Forum discussion participation
vi. Tutorials (optional)
vii. Semester examinations (CBT and essay based).

vii. TIME (TO COMPLETE SYLABUS/COURSE)

A minimum of three hours daily for study is recommended for this course.

viii. GRADING CRITERIA AND SCALE

Grading Criteria
A. Formative assessment
Grades will be based on the following:
Individual assignments/test (CA 1,2 etc) 20
Group assignments (GCA 1, 2 etc) 10
Discussions/Quizzes/Out of class engagements etc 10

B. Summative assessment (Semester examination)

CBT based 30
Essay based 30
TOTAL 100%

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 C. Grading Scale:
A = 70-100
B = 60 – 69
C = 50 - 59
D = 45-49
F = 0-44

D. Feedback
Courseware based:
1. In-text questions and answers (answers preceding references)
2. Self-assessment questions and answers (answers preceding references)

Tutor based:
1. Discussion Forum tutor input
2. Graded Continuous assessments

Student based:
1. Online programme assessment (administration, learning resource,
deployment, and assessment).

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 ix. COURSE STRUCTURE AND OUTLINE
Course Structure
WEEK MODULE STUDY SESSION ACTIVITY

1 1. Read Courseware for the corresponding Study Session.

STUDY Study Session 1: 2. Listen to the Audio on this Study Session
MODULE 1 Basic Introduction 3. View any other Video/U-tube
Introduction to (https://goo.gl/gHhvUX)
Computer and its
2 Environment Study Session 2 1. Read Courseware for the corresponding Study Session.
Hardware and 2. View the Video(s) on this Study Session
Software Basics 3. Listen to the Audio on this Study Session
4. View any other Video/U-tube
(https://goo.gl/HLYvfY, https://goo.gl/yKChHw)
3 Study Session 3 1. Read Courseware for the corresponding Study Session.
Using Computer 2. Listen to the Audio on this Study Session
and the Internet 3. View any other Video/U-tube (https://goo.gl/QRte9H)

4 Study Session 4 1. Read Courseware for the corresponding Study Session.

Safety, 2. Listen to the Audio on this Study Session
Maintenance and 3. View any other Video/U-tube
Extras (https://goo.gl/qvUSt1, Computer Workstations eTool)
5 Study Session 1 1. Read Courseware for the corresponding Study Session.
Introduction to 2. Listen to the Audio on this Study Session
Word Processing 3. View any other Video/U-tube (https://goo.gl/ood4sE)

STUDY
6 MODULE 2 Study Session 2 1. Read Courseware for the corresponding Study Session.
Introduction to Basic Word Processing 2. Listen to the Audio on this Study Session
Word Processing Basics 3. View any other Video/U-tube (https://goo.gl/TdpS6Y)

7 Study Session 3 1. Read Courseware for the corresponding Study Session.

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 Working with Page 2. Listen to the Audio on this Study Session
Setting, Tables, 3. View any other Video/U-tube (https://goo.gl/tKmm28)
Graphics and
Styles
8 Study Session 4 1. Read Courseware for the corresponding Study Session.
Working with MS 2. View the Video(s) on this Study Session
Word Advance 3. Listen to the Audio on this Study Session
Features 4. View any other Video/U-tube
(https://goo.gl/U3nyKc,https://goo.gl/qgZ8kQ
5. Any out of Class Activity
9 1. Read Courseware for the corresponding Study Session.
Study Session 1 2. Listen to the Audio on this Study Session
Microsoft Excel 3. View any other Video/U-tube (https://goo.gl/TK7MYi,
https://goo.gl/VDANup , https://goo.gl/Hetbhv

10 1. Read Courseware for the corresponding Study Session.

Study Session 2. Listen to the Audio on this Study Session
STUDY 2Data Analysis 3. View any other Video/U-tube (https://goo.gl/MCtDi3)
MODULE 3
Introduction to
11 Study Session 3 1. Read Courseware for the corresponding Study Session.
Spreadsheet and Introduction to 2. Listen to the Audio on this Study Session
power point
PowerPoint 3. View any other Video/U-tube (https://goo.gl/9yZPt7 ,
presentation
https://goo.gl/YSGy83)

12 Study Session 4 1. Read Courseware for the corresponding Study Session.

PowerPoint Basics: 2. Listen to the Audio on this Study Session
3. View any other Video/U-tube (https://goo.gl/4QXyMN)
Study Session 5 1. Read Courseware for the corresponding Study Session.
Advanced features 2. Listen to the Audio on this Study Session
of PowerPoint 3. View any other Video/U-tube (https://goo.gl/8VRB1D)

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 13 Study Session 6: 1. Read Courseware for the corresponding Study Session.
PowerPoint Extras 2. View the Video(s) on this Study Session
3. Listen to the Audio on this Study Session
4. View any other Video/U-tube (https://goo.gl/6569jg)
5. Any out of Class Activity
Week 13 REVISION/TUTORIALS (On Campus or Online)
Week 14 & 15 SEMESTER EXAMINATION

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Course Outline:
MODULE 1: Introduction to Computer and its Environment
Study Session 1: Basic Introduction
Study Session 2: Hardware and Software Basics
Study Session 3: Using Computer and the Internet
Study Session 4: Safety Maintenance and Extras

MODULE 2: Introduction to Basic Word Processing

Study Session 1: Introduction to Word Processing
Study Session 2: Word Processing Basics
Study Session 3: Working with Page Setting, Tables, Graphics and Styles
Study Session 4: Working with MS Word Advance Features

MODULE 3: Introduction to Spreadsheet and Power Point Presentation

Study Session 1: Microsoft Excel
Study Session 2: Data Analysis
Study session 3: Introduction to PowerPoint
Study Session 4: PowerPoint Basics
Study Session 5: Advanced features of PowerPoint
Study session 6: PowerPoint Extras

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 STUDY MODULES
1.0 MODULE 1: Introduction to Computer and its Environment
Contents
Study Session 1: Basic Introduction
Study Session 2: Hardware and Software Basics
Study Session 3: Using Computer and the Internet
Study Session 4: Safety Maintenance and Extras

STUDY SESSION 1
Basic Introduction
Section and Subsection Headings:
Introduction
1.0 Learning Outcomes
2,0 Main Content
2.1 What is a Computer?
3.0 Tutor Marked Assignments
4.0Study Session Summary and Conclusion
5.0Self-Assessment Questions and Answers
6.0Additional Activities
7.0 References/Further Readings

Introduction
You are welcome to this study session. In this study session you will be
introduced to the basic introduction to computer.

1.0 Learning Outcome

After studying this study session, I expect you to be able to:

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 1. Define what a computer is
2. Differentiate between hardware and software

2.0 Main Content

2.1 What is a computer?
A computer is an electronic device that manipulates information, or data. It has
the ability to store, retrieve, and process data. You may already know that you
can use a computer to type documents, send email, play games, and browse
the Web. You can also use it to edit or create spreadsheets, presentations, and
even videos.
a. Hardware vs. software
Before we talk about different types of computers, let's talk about two things all
computers have in common: hardware and software.

ITQ 1: what do you understand by the term computer?

Hardware is any part of your computer that has a physical structure, such as
the keyboard or mouse. It also includes all of the computer's internal parts,
which you can see in the image below.

-
Figure 2.1
Software is any set of instructions that tells the hardware what to do and how
to do it. Examples of software include web browsers, games, and word
processors. Below, you can see an image of Microsoft PowerPoint, which is
used to create presentations.
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Figure 2.2

Everything you do on your computer will rely on both hardware and software.
For example, right now you may be viewing this lesson in a web browser
(software) and using your mouse (hardware) to click from page to page. As you
learn about different types of computers, ask yourself about the differences in
their hardware. As you progress through this tutorial, you'll see that different
types of computers also often use different types of software.

ITQ 2: what do you understand by the term software?

b. What are the different types of computers?

When most people hear the word computer, they think of a personal computer
such as a desktop or laptop. However, computers come in many shapes and
sizes, and they perform many different functions in our daily lives. When you
withdraw cash from an ATM, scan groceries at the store, or use a calculator,
you're using a type of computer.

Figure 2.3
• Desktop computers

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Many people use desktop computers at work, home, and school. Desktop
computers are designed to be placed on a desk, and they're
typically made up of a few different parts, including the
computer case, monitor, keyboard, and mouse.

Figure 2.4

• Laptop computers
The second type of computer you may be familiar with is a
laptop computer, commonly called a laptop. Laptops are
battery-powered computers that are more portable than

desktops, allowing you to use them almost anywhere. Figure 2.5

• Tablet computers
Tablet computers or tablets are handheld
computers that are even more portable than
laptops. Instead of a keyboard and mouse,
tablets use a touch-sensitive screen for
typing and navigation. The iPad is an
example of a tablet.
Figure 2.6

• Servers
A server is a computer that serves up information to other computers on a
network. For example, whenever you use the Internet,
you're looking at something that's stored on a server.
Many businesses also use local file servers to store
and share files internally.

Figure 2.7

c. Other Types of Computers

Many of today's electronics are basically specialized computers, though we
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don't always think of them that way. Here are a few common examples.

• Smartphone: Many cell phones can do a lot of things computers can do,
including browsing the Internet and playing games. They are often called
smartphones.

• Wearables: Wearable technology is a general term for a group of

devices—including fitness trackers and smartwatches—that are
designed to be worn throughout the day. These devices are often called
wearables for short.

• Game consoles: A game console is a specialized type of computer that is

used for playing video games on your TV.

• TVs: Many TVs now include applications or apps that let you access
various types of online content. For example, you can stream video from
the Internet directly onto your TV.

• PCs and Macs

Personal computers come in two main styles: PC and Mac. Both are fully
functional, but they have a different look and feel, and many people prefer one
or the other.
PCs
This type of computer began with the original IBM PC that was introduced in
1981. Other companies began creating similar
computers, which were called IBM PC
Compatible (often shortened to PC). Today,
this is the most common type of personal
computer, and it typically includes the Figure 2.8

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Microsoft Windows operating system.

Macs
The Macintosh computer was introduced in 1984,
and it was the first widely sold personal computer
with a graphical user interface, or GUI (pronounced
gooey). All Macs are made by one company
(Apple), and they almost always use the Mac OS X
operating system.

3.0 Tutor- Marked Assignment

Figure 2.9
1. What are the basic differences between
different types of computer and give four similarities of computers.

4.0 Study Session Summary

In this study session we were able to understand that a computer is an
electronic device that manipulates information, or data. It has the ability to
store, retrieve, and process data.

5.0 Self-Assessment Question

1. Mention 3 other types of computer

6.0Additional Activities
a. Visit Youtube https://goo.gl/gHhvUX. Watch the video & summarise in 1
paragraph

ITA 1: A computer is an electronic device that manipulates information, or data. It has

the ability to store, retrieve, and process data.

ITA 2: Software is any set of instructions that tells the hardware what to do and how to
do it.

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Answer to Self-Assessment Question

• Smartphones: Many cell phones can do a lot of things computers can do,
including browsing the Internet and playing games. They are often called
smartphones.
• Wearables: Wearable technology is a general term for a group of
devices—including fitness trackers and smartwatches—that are
designed to be worn throughout the day. These devices are often called
wearables for short.
• Game consoles:A game console is a specialized type of computer that is
used for playing video games on your TV.

7.0 References / Further Reading

A Brief History of Programming Languages – by Byte
http://www.byte.com/art/9509/sec7/art19.htm
Advanced Microsoft Excel 2007 by Premium Training Limited
www.premcs.com
Ethical Hacking by Dr. Bruce V. Hartey 2013
Computer Fundamentals by Tutorials point www.tutorialspoint.com

Excel Made Easy http://www.excel-easy.com 2015

History of Computer by The Association for History and
Computing -http://odur.let.rug.nl/ahc/histlink/index.html
Introduction to Microsoft Office 2007 by Microsoft Corporation
www.microsoft.com
Introduction to Information & Communications Technology By
Education and Science and NCCA
Introduction to Computers by
http://literacy.kent.edu/Midwest/Materials/ndakota/complit/toc.html
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PowerPoint Tutorial by GCFLearn 2017
www.learnfree.org/powerpoint.php
Microsoft Word 2007 Tutorial by GCFLearn 2017 www.learnfree.org
Technology and Society by The Center for the Study of Technology
and Society - http://www.tecsoc.org/

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 STUDY SESSION 2
Hardware and Software Basics
Section and Subsection Headings:
Introduction
1.0 Learning Outcomes
2.0 Main Content
2.1 – Hardware Basic
2.1.1 Basic Parts of Computer
2.2- Laptop Computer
2.3- Mobile Devices
2.4- Software Basics
2.4.1 Types of Operating System
2.4.2 Operating System for Mobile Devices
3.0 Tutor Marked Assignments
4.0Study Session Summary and Conclusion
5.0Self-Assessment Questions and Answers
6.0Additional Activities
7.0 References/Further Readings

Introduction
You are welcome to this study session. In this study session we will get to
discuss the topic hardware and software basics. In this very topic you will get to
understand basic parts of computer, types of operating system both for laptops,
P.C and mobile Devices.

1.0 Learning Outcome

After studying this study session, I expect you to be able to:
1. Explain basic parts of a computer
2. Mention parts of computer
3. Describe software basics and
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 4. Types of operating system for mobile devices

2.0 Main Content

2.1 Hardware Basic
2.1.1 Basic Parts of Computer
The basic parts of a desktop computer are the computer case, monitor,
keyboard, mouse, and power cord. Each part plays an important role whenever
you use a computer.

The computer case is the metal and plastic box that contains the main
components of the computer, including the motherboard, central processing unit
(CPU), and power supply. The front of the case
usually has an On/Off button and one or more optical
drives.
Computer cases come in different shapes and sizes. A
desktop case lies flat on a desk, and the monitor
usually sits on top of it. A tower case is tall and sits
next to the monitor or on the floor. All-in-one
computers come with the internal components built into the monitor, which
eliminates the need for a separate case.
• Monitor
Figure 2.10
The monitor works with a video card, located inside the computer case, to
display images and text on the screen. Most monitors have control buttons that
allow you to change your monitor's display settings, and some monitors also
have built-in speakers.
Newer monitors usually have LCD (liquid crystal display) or LED (light-
emitting diode) displays. These can be made very thin,
and they are often called flat-panel displays. Older
monitors use CRT (cathode ray tube) displays. CRT

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Figure 2.11
monitors are much larger and heavier, and they take up more desk space.

• Keyboard
The keyboard is one of the main ways to communicate with a computer. There
are many different types of keyboards, but most are very similar and allow you
to accomplish the same basic tasks.
Click the buttons in the interactive below to learn
about the different parts of the keyboard.

Figure 2.12

• Mouse
The mouse is another important tool for communicating with computers.
Commonly known as a pointing device, it lets you point to objects on the
screen, click on them, and move them.
There are two main mouse types: optical and mechanical. The optical mouse
uses an electronic eye to detect movement and is
easier to clean. The mechanical mouse uses a
rolling ball to detect movement and requires

regular cleaning to work properly. Figure 2.13

• Mouse alternatives
There are other devices that can do the same thing as a mouse. Many people
find them easier to use, and they also require less desk space than a traditional
mouse. The most common mouse alternatives are below.
Trackball: A trackball has a ball that can rotate
freely. Instead of moving the device like a mouse,
you can roll the ball with your thumb to move the
pointer.
Figure 2.14
• Touchpad: A touchpad—also called a

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 trackpad—is a touch-sensitive pad that lets you control the pointer by
making a drawing motion with your finger. Touchpads are common on
laptop computers.

ITQ 1: What is a mouse alternative?

• Buttons and Ports on a Computer

Take a look at the front and back of your computer case and count the number
of buttons, ports, and slots you see. Now look at your monitor and count any
you find there. You probably counted at least 10 and maybe a lot more.
Each computer is different, so the buttons, ports, and sockets will vary from
computer to computer. However, there are certain ones you can expect to find
on most desktop computers. Learning how these ports are used will help
whenever you need to connect something to your computer, like a new printer,
keyboard, or mouse.
Watch the video below to learn about the buttons, ports, and slots on a desktop
computer.
Front of a Computer case

Figure 2.15 Figure 2.16

• Back of a computer case

The back of a computer case has connection ports that are made to fit specific
devices. The placement will vary from computer to computer, and many
companies have their own special connectors for specific devices. Some of the
ports may be colour coded to help you determine which port is used with a
particular device.

25
Click the buttons in the interactive below to become familiar with the back of a
computer.

• Other types of ports

There are many other types of ports, such as FireWire, Thunderbolt, and HDMI.
If your computer has ports you don't recognize, you should consult your manual
for more information.
Peripherals you can use with your computer
The most basic computer setup usually includes the computer case, monitor,
keyboard, and mouse, but you can plug many different types of devices into the
extra ports on your computer. These devices are called peripherals. Let's take a
look at some of the most common ones.

• Printers: A printer is used to print documents, photos, and anything else

that appears on your screen. There are many types of printers, including
inkjet, laser, and photo printers. There are
even all-in-one printers, which can also scan
and copy documents.
Figure 2.17

• Scanners: A scanner allows you to copy a physical image or document

and save it to your computer as a digital (computer-readable) image.
Many scanners are included as part of an all-in-one printer, although you
can also buy a separate flatbed or handheld scanner.
• Speakers/headphones: Speakers and headphones are output devices,
which means they send information from the computer to the user—in

26
 this case; they allow you to hear sound and music. Depending on the
model, they may connect to the audio port or the USB port. Some
monitors also have built-in speakers.

• Microphones: A microphone is a type of input device, or a device that

receives information from a user. You can connect a microphone to
record sound or talk with someone else over the Internet. Many laptop
computers come with built-in microphones.
• Web cameras: A web camera—or webcam—is a type of input device
that can record videos and take pictures. It can also transmit video over
the Internet in real time, which allows for video chat or video
conferencing with someone else. Many webcams also include a
microphone for this reason.

• Game controllers and joysticks: A game controller is used to control

computer games. There are many other types of controllers you can use,
including joysticks, although you can also use your mouse and keyboard
to control most games.

• Digital cameras: A digital camera lets you capture pictures and videos in
a digital format. By connecting the camera to your computer's USB port,
you can transfer the images from the camera to the computer.

Mobile phones, MP3 players, tablet computers, and other devices: Whenever
you buy an electronic device, such as a mobile phone or MP3 player, check to
see if it comes with a USB cable. If it does, this means you can most likely
connect it to your computer.
• Inside a Computer

27
Have you ever looked inside a computer case, or seen pictures of the inside of
one? The small parts may look complicated, but the inside of a computer case
isn't really all that mysterious. This lesson will help you master some of the
basic terminology and understand a bit more about what goes on inside a
computer.

• Motherboard
The motherboard is the computer's main circuit board. It's a thin plate that holds
the CPU, memory, connectors for the hard drive and optical drives, expansion
cards to control the video and audio, and connections
to your computer's ports (such as USB ports). The
motherboard connects directly or indirectly to every
part of the computer.

Figure 2.18

• CPU/processor
The central processing unit (CPU), also called a processor, is located inside the
computer case on the motherboard. It is sometimes called the brain of the
computer, and its job is to carry out commands. Whenever
you press a key, click the mouse, or start an application,

you're sending instructions to the CPU. Figure 2.19

The CPU is usually a two-inch ceramic square with a silicon chip located inside.
The chip is usually about the size of a thumbnail. The CPU fits into the
motherboard's CPU socket, which is covered by the heat sink, an object that
absorbs heat from the CPU.
A processor's speed is measured in megahertz (MHz), or millions of instructions
per second; and gigahertz (GHz), or billions of instructions per second. A faster

28
processor can execute instructions more quickly. However, the actual speed of
the computer depends on the speed of many different components—not just the
processor.
• RAM (random access memory)
RAM is your system's short-term memory. Whenever your computer performs
calculations, it temporarily stores the data in the

RAM until it is needed. Figure 2.20

This short-term memory disappears when the computer is turned off. If you're
working on a document, spreadsheet, or other type of file, you'll need to save it
to avoid losing it. When you save a file, the data is written to the hard drive,
which acts as long-term storage.

RAM is measured in megabytes (MB) or gigabytes (GB). The more RAM you
have, the more things your computer can do at the same time. If you don't have
enough RAM, you may notice that your computer is sluggish when you have
several programs open. Because of this, many people add extra RAM to their
computers to improve performance.

ITQ 2: What is a motherboard?

• Hard drive
The hard drive is where your software, documents, and
other files are stored. The hard drive is long-term storage,
which means the data is still saved even if you turn the
computer off or unplug it.
When you run a program or open a file, the computer copies

29
 some of the data from the hard drive onto the RAM. When you save a file, the
data is copied back to the hard drive. The faster the hard drive, the faster your
computer can start up and load programs.

Figure 2.21

• Power supply unit

The power supply unit in a computer converts the power from the wall outlet to
the type of power needed by the computer. It sends power through cables to the
motherboard and other components.
If you decide to open the computer case and take a look, make sure to unplug
the computer first. Before touching the inside of the computer, you should touch
a grounded metal object—or a metal part of the
computer casing—to discharge any static build-up.
Static electricity can be transmitted through the

computer circuits, which can seriously damage your Figure 2.22

machine.

• Expansion cards
Most computers have expansion slots on the motherboard that allow you to add
various types of expansion cards. These are sometimes called PCI (peripheral
component interconnect) cards. You may never need to add any PCI cards
because most motherboards have built-in video, sound, network, and other
capabilities.
However, if you want to boost the performance of your computer or update the
capabilities of an older computer, you can always add one or more cards. Below
are some of the most common types of expansion cards.

30
 • Video card
The video card is responsible for what you see on the monitor. Most computers
have a GPU (graphics processing unit) built into
the motherboard instead of having a separate
video card. If you like playing graphics-intensive
games, you can add a faster video card to one of

the expansion slots to get better performance. Figure 2.22

• Sound card
The sound card—also called an audio card—is responsible for what you hear in
the speakers or headphones. Most motherboards have integrated sound, but you
can upgrade to a dedicated sound card for higher-quality sound.

• Network card
The network card allows your computer to communicate over a network and
access the Internet. It can either connect with an Ethernet
cable or through a wireless connection (often called Wi-Fi).
Many motherboards have built-in network connections, and a
network card can also be added to an expansion slot.

Figure 2.23

• Bluetooth card (or adapter)

Bluetooth is a technology for wireless communication
over short distances. It's often used in computers to
communicate with wireless keyboards, mice, and printers.
It's commonly built into the motherboard or included in a
wireless network card. For computers that don't have
Bluetooth, you can purchase a USB adapter, often called a Figure 2.24

dongle.

31
2.2 Laptop Computer
What is a laptop computer?
A laptop is a personal computer that can be easily moved and used in a variety
of locations. Most laptops are designed to have all of the functionality of a
desktop computer, which means they can generally run the same software and
open the same types of files. However, laptops also tend to be more expensive
than comparable desktop computers.

How is a laptop different from a desktop?

Because laptops are designed for portability, there are some important
differences between them and desktop computers. A laptop has an all-in-one
design, with a built-in monitor, keyboard, touchpad (which replaces the mouse),
and speakers. This means it is fully functional, even when no peripherals are
connected. A laptop is also quicker to set up, and there are fewer cables to get in
the way.
You'll also have the option to connect a regular mouse, larger monitor, and
other peripherals. This basically turns your laptop into a desktop computer, with
one main difference: You can easily disconnect the peripherals and take the
laptop with you wherever you go.
Here are the main differences you can expect with a laptop.

Touchpad: A touchpad—also called a trackpad—is a touch-sensitive pad that

lets you control the pointer by making a drawing motion with your finger.

Battery: Every laptop has a battery, which allows you to use the laptop when
it's not plugged in. Whenever you plug in the laptop, the battery recharges.
Another benefit of having a battery is that it can provide backup power to the
laptop if the power goes out.

32
AC adapter: A laptop usually has a specialized power cable called an AC
adapter, which is designed to be used with that specific type of laptop.

Ports: Most laptops have the same types of ports found on desktop computers
(such as USB), although they usually have fewer ports to save space. However,
some ports may be different, and you may need an adapter in order to use them.

Price: Generally speaking, laptops tend to be more expensive than a desktop

computer with the same internal components. While you may find that some
basic laptops cost less than desktop computers, these are usually much less
powerful machines.

2.3Mobile Devices
What is a mobile device?
A mobile device is a general term for any type of handheld computer. These
devices are designed to be extremely portable, and they can often fit in your
hand. Some mobile devices—like tablets, e-readers, and smartphones—are
powerful enough to do many of the same things you can do with a desktop or
laptop computer.
• Tablet computers
Like laptops, tablet computers are designed to be portable. However, they
provide a different computing experience. The most
obvious difference is that tablet computers don't have
keyboards or touchpads. Instead, the entire screen is touch-
sensitive, allowing you to type on a virtual keyboard and
use your finger as a mouse pointer.

Figure 2.25
Tablet computers can't necessarily do everything traditional computers can do.
For many people, a traditional computer like a desktop or laptop is still needed
33
in order to use some programs. However, the convenience of a tablet computer
means it may be ideal as a second computer.

• E-readers
E-book readers—also called e-readers—are similar to tablet computers, except
they are mainly designed for reading e-books (digital, downloadable books).
Notable examples include the Amazon Kindle, Barnes & Noble Nook, and
Kobo. Most e-readers use an e-ink display, which is easier to read than a
traditional computer display. You can even read in bright sunlight, just like if
you were reading a regular book.

You don't need an e-reader to read e-books. They can also be

read on tablets, smartphones, laptops, and desktops.

Figure 2.26

• Smartphones
A smartphone is a more powerful version of a traditional cell phone. In addition
to the same basic features—phone calls, voicemail, text messaging—
smartphones can connect to the Internet over Wi-Fi or a cellular network (which
requires purchasing a monthly data plan). This means you can use a smartphone
for the same things you would normally do on a computer, such as checking
your email, browsing the Web, or shopping online.

Most smartphones use a touch-sensitive screen, meaning

there isn't a physical keyboard on the device. Instead, you'll
type on a virtual keyboard and use your fingers to interact
with the display. Other standard features include a high-
quality digital camera and the ability to play digital music

Figure 2.27
34
and video files. For many people, a smartphone can actually replace electronics
like an old laptop, digital music player, and digital camera in the same device.

2.4 Software Basics

What is an operating system?
An operating system is the most important software that runs on a computer. It
manages the computer's memory and processes, as well as all of its software
and hardware. It also allows you to communicate with the computer without
knowing how to speak the computer's language. Without an operating system, a
computer is useless.

The operating system's job

Your computer's operating system (OS) manages all of the software and
hardware on the computer. Most of the time, there are several different
computer programs running at the same time, and they all need to access your
computer's central processing unit (CPU), memory, and storage. The operating
system coordinates all of this to make sure each program gets what it needs.

2.4.1 Types of Operating Systems

Operating systems usually come pre-loaded on any computer you buy. Most
people use the operating system that comes with their computer, but it's possible
to upgrade or even change operating systems. The three most common
operating systems for personal computers are Microsoft Windows, Mac OS X,
and Linux.
Modern operating systems use a graphical user interface, or GUI (pronounced
gooey). A GUI lets you use your mouse to click icons, buttons, and menus, and
everything is clearly displayed on the screen using a combination of graphics
and text.

35
Each operating system's GUI has a different look
and feel, so if you switch to a different operating
system it may seem unfamiliar at first. However,
modern operating systems are designed to be easy to

use, and most of the basic principles are the same. Figure 2.28

• Microsoft Windows
Microsoft created the Windows operating system in the mid-1980s. Over the
years, there have been many different versions of Windows, but the most recent
ones are Windows 10 (released in 2015),
Windows 8 (2012), Windows 7 (2009), and
Windows Vista (2007). Windows comes pre-
loaded on most new PCs, which helps to
make it the most popular operating system in
the world. Figure 2.29

• Mac OS X
Mac OS is a line of operating systems created by Apple. It comes preloaded on
all new Macintosh computers, or Macs. All of the recent versions are known as
OS X (pronounced O-S Ten), and the specific
versions include El Capitan (released in 2015),
Yosemite (2014), Mavericks (2013), Mountain Lion
(2012), and Lion (2011).
Figure 2.30

According to StatCounter Global Stats, Mac OS X users account for less than
10% of global operating systems—much lower than the percentage of Windows
users (more than 80%). One reason for this is that Apple computers tend to be
more expensive. However, many people do prefer the look and feel of Mac OS
X over Windows.

36
 • Linux
Linux (pronounced LINN-ux) is a family of open-source operating systems,
which means they can be modified and distributed by anyone around the world.
This is different from proprietary software like
Windows, which can only be modified by the
company that owns it. The advantages of Linux are
that it is free, and there are many different
distributions—or versions—you can choose from.
Figure 2.31

According to StatCounter Global Stats, Linux users account for less than 2% of
global operating systems. However, most servers run Linux because it's
relatively easy to customize.

To learn more about different distributions of Linux, visit the Ubuntu, Linux
Mint, and Fedora websites, or refer to our Linux Mint Resources. For a more
comprehensive list, you can visit MakeUseOf's list of The Best Linux
Distributions.

2.4.2 Operating Systems for Mobile Devices

The operating systems we've been talking about so far were designed to run on
desktop and laptop computers. Mobile devices such as phones, tablet
computers, and MP3 players are different from desktop and laptop computers,
so they run operating systems that are designed specifically for mobile devices.
Examples of mobile operating systems include Apple iOS and Google Android.
In the screenshot below, you can see iOS running on an iPad.
Operating systems for mobile devices generally aren't as fully featured as those
made for desktop and laptop computers, and they aren't able to run all of the

37
same software. However, you can still do a lot of things with them, like watch
movies, browse the Web, manage your calendar, and play games.

Figure 2.32
• What is an application?
You may have heard people talking about using a program,
an application, or an app. But what exactly does that mean? Simply put, an app
is a type of software that allows you to perform specific tasks. Applications for
desktop or laptop computers are sometimes called desktop applications, while
those for mobile devices are called mobile apps.

When you open an application, it runs inside the operating system until you
close it. Most of the time, you will have more than one application open at the
same time, which is known as multi-tasking.

App is a common term for an application, especially for simple applications that
can be downloaded inexpensively or even for free. Many apps are also available
for mobile devices and even some TVs.

• Desktop applications
There are countless desktop applications, and they fall into several categories.
Some are more full featured (like Microsoft Word); while others may only do
one or two things (like a clock or calendar app). Below are just a few types of
applications you might use.
Word processors: A word processor allows you to write a letter, design a flyer,
and create many other types of
documents. The most well-known word
processor is Microsoft Word.
Detail on Module Two.

Figure 2.33

38
 • Web browsers: A web browser is the tool you use to access the Internet.
Most computers come with a web browser pre-installed, but you can also
download a different one if you prefer. Examples of browsers include
Internet Explorer, Mozilla Firefox, Google Chrome, and Safari.

• Media players: If you want to listen to MP3s or watch movies you've

downloaded, you'll need to use a media player. Windows Media Player
and iTunes are popular media players.

• Games: There are many types of games you can play on your computer.
They range from card games like Solitaire to action games like Halo.
Many action games require a lot of computing power, so they may not
work unless you have a newer computer.

Mobile apps
Desktop and laptop computers aren't the only devices that can run applications.
You can also download apps for mobile devices like smartphones and tablets.
Here are a few examples of mobile apps.

• Gmail: You can use the Gmail app to easily view and send emails from
your mobile device. It's available for Android and iOS devices.

• Instagram: You can use Instagram to quickly share photos with your
friends and family. It's available for Android and iOS.

39
 • Duolingo: With a combination of quizzes, games, and other activities,
this app can help you learn new languages. It's available for Android and
iOS.

Installing New Applications

Every computer and mobile device will come with some applications already
built in, such as a web browser and media player. However, you can also
purchase and install new apps to add more functionality.

3.0 Tutor-Marked Assignment

1. What are the differences between the central processing unit and the
RAM?
2. Which is more important in the computer, the CPU, the RAM and the
Hard disk? What are your reasons?
3. What are the differences between a tablet and an e-reader?
4. Discuss three different types of operating system and give 3 advantages
that one has over the other.

4.0 Study Session Summary

In this study session, we were able to discuss hardware and software basic. We
got to understand basic parts of a computer, types of operating system and
operating system for mobile devices.

5.0 Self- Assessment Question

How are laptops different from desktop computers?

6.0 Additional Activities

a. Visit U-tube https://goo.gl/HLYvfY, https://goo.gl/yKChHw.
Watch the video

40
 ITA 1: These are other devices that can do the same thing as a mouse. An example of
muse alternative is a Trackball. A trackball has a ball that can rotate freely. Instead
of moving the device like a mouse, you can roll the ball with your thumb to move the
pointer.

ITA 2: The motherboard is the computer's main circuit board. It's a thin plate that
holds the CPU, memory, connectors for the hard drive and optical drives, expansion
cards to control the video and audio, and connections to your computer's ports (such
as USB ports). The motherboard connects directly or indirectly to every part of the
computer.

Answer to Self- Assessment Question

Because laptops are designed for portability, there are some important
differences between them and desktop computers. A laptop has an all-in-one
design, with a built-in monitor, keyboard, touchpad (which replaces the mouse),
and speakers. This means it is fully functional, even when no peripherals are
connected. A laptop is also quicker to set up, and there are fewer cables to get in
the way.

7.0 References/Further Readings

A Brief History of Programming Languages – by Byte
http://www.byte.com/art/9509/sec7/art19.htm
Advanced Microsoft Excel 2007 by Premium Training Limited
www.premcs.com
Ethical Hacking by Dr. Bruce V. Hartey 2013
Computer Fundamentals by Tutorials point www.tutorialspoint.com
Excel Made Easy http://www.excel-easy.com 2015
History of Computer by The Association for History and
Computing -http://odur.let.rug.nl/ahc/histlink/index.html
Introduction to Microsoft Office 2007 by Microsoft Corporation
www.microsoft.com
Introduction to Information & Communications Technology by
Education and Science and NCCA
41
Introduction to Computers by
http://literacy.kent.edu/Midwest/Materials/ndakota/complit/toc.html
PowerPoint Tutorial by GCFLearn 2017
www.learnfree.org/powerpoint.php
Microsoft Word 2007 Tutorial by GCFLearn 2017 www.learnfree.org
Technology and Society by The Center for the Study of Technology
and Society - http://www.tecsoc.org/

42
 STUDY SESSION 3
Using Computer and the Internet
Section and Subsection Headings:
Introduction
1.0 Learning Outcome
2.0 Main Content
2.1 – Setting Up a Computer
2.2- Using the Internet
3.0 Tutor Marked Assignments
1.0Study Session Summary and Conclusion
2.0Self-Assessment Questions and Answers
3.0Additional Activities
7.0 References/Further Readings

Introduction
You are welcome to another study session. In this study session we shall be
discussing the topic using computer and the internet. You will get to understand
the process of setting up a computer, and how to use the internet on the
computer.

1.0 Learning Outcome

After studying this study session, I expect you to be able to:
1. Describe the process of setting up a computer
2. Highlight how the internet works.

2.0 Main Content

2.1 Using Computer
Setting up a Computer
So you have a new computer and you're ready to set it up. This may seem like
an overwhelming and complicated task, but it's actually a lot easier than you
43
might think! Most computers are set up in a similar way, so it doesn't matter
what brand of computer you have.
If you're setting up a new computer that's still in the box, you'll probably find a
how-to guide that includes step-by-step details. Even if it didn't include
instructions, you can still set up the computer in a few easy steps. We'll take you
through the different steps needed to set up a typical computer.

Setting up a laptop computer

If you have a laptop, setup should be easy: Just open it and press the power
button. If the battery isn't charged, you'll need to plug in the AC adapter. You
can continue using the laptop while it charges.

If your laptop has any peripherals, like external speakers, you may want to read
the instructions below. Laptops and desktops generally use the same types of
connections, so the same steps will still apply.

Setting up a desktop computer

Step 1
Unpack the monitor and computer case from the box. Remove any plastic
covering or protective tape. Place the monitor and computer case on a desk or
work area.

Be sure to place your computer case in an area that is well ventilated and has
good air flow. This will help to prevent the
computer from overheating.

Figure 2.34

44
Step 2
Locate the monitor cable. There are several types of monitor cables, so the one
for your computer may not look like the one in the image below.
If you're having trouble finding your monitor cable, refer to the instruction
manual for your computer. (If you have an all- in-one
computer that's built into the monitor, you can skip to
Step 4).

Figure 2.35

Step 3
Connect one end of the cable to the monitor port on the back of the computer
case and the other end to the monitor. If you're using a VGA cable like the one
in the picture below, you'll want to tighten the screws on the monitor cable to
secure it.

Many computer cables will only fit a specific way. If the cable doesn't fit, don't
force it or you might damage the connectors. Make sure the plug aligns with the
port, and then connect it.
To figure out which cables belong in which ports, try
our Connecting Cables interactive.

Step 4

Unpack the keyboard and determine whether it uses a Figure 2.36

USB (rectangular) connector or a PS/2 (round) connector. If it uses a USB

connector, plug it into any of the USB ports on the back of the computer. If it
uses a PS/2 connector, plug it into the purple keyboard port on the back of the
computer.

45
Step 5
Unpack the mouse and determine whether it uses a USB or PS/2 connector. If it
uses a USB connector, plug it into any of the USB
ports on the back of the computer. If it uses a
PS/2 connector, plug it into the green mouse port
on the back of the computer.

Figure 2.37

If your keyboard has a USB port, you can connect your

mouse to the keyboard instead of connecting it directly to your computer.
If you have a wireless mouse or keyboard, you may need to connect a Bluetooth
dongle (USB adapter) to your computer. However, many computers have built-
in Bluetooth, so an adapter may not be necessary.

Step 6
If you have external speakers or headphones, you can connect them to your
computer's audio port (either on the front or back of the computer case). Many
computers have colour-coded ports. Speakers or headphones connect to the
green port, and microphones connect to the pink port. The blue port is the line
in which can be used with other types of devices.

Some speakers, headphones, and microphones have

USB connectors instead of the usual audio plug.
These can be connected to any USB port. In
addition, many computers have speakers or
microphones built into the monitor.
Figure 2.38

46
Step 7
Locate the two power supply cables that came with your computer. Plug the
first power supply cable into the back of the computer case and then into a surge
protector. Then, using the other cable, connect the monitor to the surge
protector.

You can also use an uninterruptable power supply

(UPS), which acts as a surge protector and provides
temporary power if there is a power outage.
Figure 2.39

Step 8
Finally, plug the surge protector into a wall outlet. You may also need to turn on
the surge protector if it has a power switch.

If you don't have a surge protector, you can plug the computer directly into the
wall. However, this is not recommended because electrical surges can damage
your computer.

Figure 2.40
Step 9
If you have a printer, scanner, webcam, or other peripherals, you can connect
them at this point. Many peripherals are plug and play, which means they will
be recognized by your computer as soon as they are plugged in.

47
Figure 2.41
Other peripherals may include software that needs to be installed before you can
begin using them. Use the instructions included with the device to install it if
necessary.
Generally, peripherals are optional, and you can add new ones at any time; you
don't have to add all peripherals during the initial setup of your computer.
Setup complete!
That's it—you've finished setting up your computer, so it's time to start using it!
We'll talk more about how to use your computer over the next several lessons.

ITQ 1: How do you set up a laptop?

Getting started with your first computer

A computer is more than just another household appliance. The vast amount of
information and possibilities can be overwhelming. But you can accomplish a
lot with a computer, and using one can be a good experience. Let's walk through
getting started with your first computer.
Turning on a computer for the first time can be different from one computer to
the next. Your experience could be different from this lesson. It's OK to ask
someone for help.

If you're using a desktop computer, you'll need to make sure that the keyboard,
mouse, and monitor are plugged into the computer case before you continue.
Review our lesson on Setting Up a Computer to learn how.

48
Turning on a computer
The very first step is to turn on the computer. To do this, locate and press the
power button. It's in a different place on every computer, but it will have the
universal power button symbol (shown below).

Once turned on, your computer takes time before it's ready to use.
You may see a few different displays flash on the screen. This
process is called booting up, and it can take anywhere from 15
Figure 2.42 seconds to several minutes.

Once the computer has booted up, it may be ready to use, or it may require you
to log in. This means identifying yourself by typing your user name or selecting
your profile, then typing your password. If you've never logged in to your
computer before, you may need to create an account.

The keyboard and mouse

You interact with a computer mainly by using the keyboard and mouse, or a
trackpad on laptops. Learning to use these devices is essential to learning to use
a computer. Most people find it comfortable to place the keyboard on the desk
directly in front of them and the mouse to one side of the keyboard.

The mouse controls the pointer on the screen. Whenever you move the mouse
across the desk, the pointer will move in a similar manner. A mouse usually has
two buttons, which are referred to as the left button and the right button. You
will often interact with the computer by moving the mouse pointer over
something on the computer screen, then clicking one of the buttons.

On laptops, you can use the trackpad, located below the keyboard, instead of a
mouse. Simply drag your finger across the trackpad to move the pointer on the

49
screen. Some trackpads do not have buttons, so you'll either press or tap the
trackpad to click.

The keyboard allows you to type letters, numbers, and words into the computer.
Whenever you see a flashing vertical line—called the cursor—you can start
typing.

Figure 2.43

Note that the mouse pointer is also called a cursor, but it is shaped differently.
The keyboard cursor is also called the insertion point.
Using a computer

The main screen you'll start from is the desktop. This is sort of like a main menu
or a table of contents. From here, you can access the programs and features you
need to use your computer.

Icons are used to represent the different files, applications, and commands on
your computer. An icon is a small image that's intended to give you an idea at a
glance of what it represents, like a logo. Double-clicking an icon on the desktop
will open that application or file.

A button is a command that performs a specific function within an application.

The most commonly used commands in a program will be represented by
buttons.

50
Menus are organized collections of commands and shortcuts. Click a menu to
open it and display the commands and shortcuts within. Then click an item in
the menu to execute it.

When you open an application or folder, it is displayed in its own window. A

window is a contained area—like a picture within a picture—with its own
menus and buttons specific to that program.
You can rearrange multiple windows on the desktop and switch between them.

What's next?
OK, so these are just the basics of using a computer. In the next lesson, we'll
talk about how to use your computer's specific operating system.

ITQ 2: What are icons?

Getting to know your computer's OS

Now that you know the absolute basics of using a computer, it's time to learn
more about your computer's operating system. We'll be talking about the two
most common operating systems in this lesson: Microsoft Windows and Mac
OS X.
Watch the video below to learn the basics of using Windows.

Getting to know the interface

Both PCs and Macs use a graphical user interface (GUI), and they each have
their own look and feel. The interactives below will introduce you to the
Windows and Mac interfaces.

Click the buttons in the interactive to learn more about the Windows interface.

51
Click the buttons in the interactive below to learn more about the Mac OS X
interface.
If you have difficulty seeing or hearing—or if you have trouble manipulating
the mouse or keyboard—there are many settings that can help make your
computer easier to use. To learn more, check out our lesson on Using
Accessibility Features.

All about your computer's file system

No matter which operating system you use, your computer uses folders to
organize all of the different files and applications it contains. Folder icons on
your computer are designed to look like file folders full of documents or
pictures.

Each operating system has its own file system, which helps you find your
folders and files. If you have a Windows PC, you'll use the File Explorer (also
known as Windows Explorer). If you have a Mac, you'll use Finder. Here, we'll
talk about the basic functions that are common to all computer file systems.

To find out more about file systems on Macs, check out the lesson on Working
with Files in our OS X Basics tutorial. To learn more about PC file systems,
take a look at the Working with Files lesson in our Windows Basics tutorial.

Opening your computer's file system

Whether you're using a PC or a Mac, the file system icon will be in the bottom-
left part of the screen. On a PC, the File Explorer icon looks like a folder, as in
the image below.

On a Mac, the Findericon looks like a face on the Dock, as in the image below.

52
In both operating systems, you can also open the file system by clicking a
folder from your desktop.

Figure 2.44

Basic Navigation
Whether you're using Windows Explorer or Finder, basic navigation will work
the same way. If you see the file you want, you can double-click it with your
mouse. Otherwise, you can use the Navigation pane on the left side of the
window to select a different location.

Deleting files
OS X and Windows use a Trash can—or Recycle Bin—to prevent you from
accidentally deleting files. When you delete a file, it is moved to the Trash can.
If you change your mind, you can move the file back to its original location.

If you want to permanently delete the file, you will need to empty the Trash or
Recycle Bin. To do this, right-click the icon and
select Empty.

Opening files and applications

Each application on your computer has a group
of file types—or formats—it is able to open.
When you double-click a file, your computer

will automatically use the correct application to Figure 2.45

open it. In our example, we're opening a

53
Microsoft Word document (Chicago Trip Details), which will open in Microsoft
Word.

Figure 2.45
However, there may be times you may want to open an application directly,
instead of just opening a file.

To open an application in Windows, click the Start

button, then select the desired application. If you don't
see the one you want, you can click All Programs/All
Apps to see a full list, or simply type the name of the
application on your keyboard to search for it. In the
example below, we're opening Internet Explorer.

Figure 2.46

To open an application on a Mac, click the application's

icon on the Dock. If you don't see the one you want, click the Spotlight icon in
the top-right corner of the screen, and then type the name of the application on
your keyboard to search for it. In the example below, we're opening Safari.

54
Figure 2.47

Adjusting your computer's settings

When you start using a new computer, you may want to begin by adjusting the
computer's settings. Adjusting your settings can range from simple tasks such as
changing your desktop background to more
advanced tasks like adjusting your security or
keyboard settings.
In Windows 10, click the Start button, and then
select Settings.

Figure 2.48

In Windows 8.1 and earlier, click the Start button, then locate and select the
Control Panel. Check out the Adjusting Your Settings lesson in our Windows
Basics tutorial to learn more about the Control Panel.

On a Mac, click the Apple icon, and then select

System Preferences. Check out our Adjusting Your
Settings lesson in our OS X Basics tutorial to learn
more about System Preferences.

Figure 2.49
55
Shutting down your computer
When you're done using your computer, it's important
to shut it down properly.
To shut down Windows, click the Start button, then
select Shut down (in some versions, this may say Turn
Off Computer or look like the power symbol).
Figure 2.50

To shut down a Mac, click the Apple icon, then select

Shut Down.

Figure 2.51

2.2 Using the Internet

How do I connect to the Internet?

Once you've set up your computer, you may want to purchase home Internet
access so you can send and receive email, browse the Web, stream videos, and
more. You may even want to set up a home wireless network, commonly known
as Wi-Fi, so you can connect multiple devices to the Internet at the same time.
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 • Types of Internet service
The type of Internet service you choose will largely depend on which Internet
service providers (ISPs) serve your area, along with the types of service they
offer. Here are some common types of Internet service.

Dial-up: This is generally the slowest type of Internet connection, and you
should probably avoid it unless it is the only service available in your area.
Dial-up Internet uses your phone line, so unless you have multiple phone lines
you will not be able to use your landline and the Internet at the same time.

DSL: DSL service uses a broadband connection, which makes it much faster
than dial-up. DSL connects to the Internet via a phone line but does not require
you to have a landline at home. And unlike dial-up, you'll be able to use the
Internet and your phone line at the same time.

Cable: Cable service connects to the Internet via cable TV, although you do not
necessarily need to have cable TV in order to get it. It uses a broadband
connection and can be faster than both dial-up and DSL service; however, it is
only available where cable TV is available.

Satellite: A satellite connection uses broadband but does not require cable or
phone lines; it connects to the Internet through satellites orbiting the Earth. As a
result, it can be used almost anywhere in the world, but the connection may be
affected by weather patterns. Satellite connections are also usually slower than
DSL or cable.

3G and 4G: 3G and 4G service is most commonly used with mobile phones,
and it connects wirelessly through your ISP's network. However, these types of
connections aren't always as fast as DSL or cable. They will also limit the
57
amount of data you can use each month, which isn't the case with most
broadband plans.

• Choosing an Internet service provider

Now that you know about the different types of Internet service, you can do
some research to find out what ISPs are available in your area. If you're having
trouble getting started, we recommend talking to friends, family members, and
neighbours about the ISPs they use. This will usually give you a good idea of
the types of Internet service available in your area.
Most ISPs offer several tiers of service with different Internet speeds, usually
measured in Mbps (short for megabits per second). If you mainly want to use
the Internet for email and social networking, a slower connection (around 2 to 5
Mbps) might be all you need. However, if you want to download music or
stream videos, you'll want a faster connection (at least 5 Mbps or higher).
You'll also want to consider the cost of the service, including installation
charges and monthly fees. Generally speaking, the faster the connection, the
more expensive it will be per month.

Although dial-up has traditionally been the least expensive option, many ISPs
have raised dial-up prices to be the same as broadband. This is intended to
encourage people to switch to broadband. We do not recommend dial-up
Internet unless it's your only option.

Hardware Needed
Modem
Once you have your computer, you really don't need much
additional hardware to connect to the Internet. The primary
piece of hardware you need is a modem.

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 Figure 2.51
The type of Internet access you choose will determine the type
of modem you need. Dial-up access uses a telephone modem, DSL service uses
a DSL modem, cable access uses a cable modem, and satellite service uses a
satellite adapter. Your ISP may give you a modem—often for a fee—when you
sign a contract, which helps ensure that you have the right type of modem.
However, if you would prefer to shop for a better or less expensive modem, you
can choose to buy one separately.

Router
A router is a hardware device that allows you to connect several computers and
other devices to a single Internet connection, which is
known as a home network. Many routers are wireless,
which allows you to create a home wireless network,
commonly known as a Wi-Fi network.

Figure 2.52

You don't necessarily need to buy a router to connect to the Internet. It's
possible to connect your computer directly to your modem using an Ethernet
cable. Also, many modems include a built-in router, so you have the option of
creating a Wi-Fi network without buying extra hardware.

Setting Up Your Internet Connection

Once you've chosen an ISP, most providers will send a technician to your house
to turn on the connection. If not, you should be able to use the instructions

59
provided by your ISP—or included with the modem—to set up your Internet
connection.
After you have everything set up, you can open your web browser and begin
using the Internet. If you have any problems with your Internet connection, you
can call your ISP's technical support number.

Home networking
If you have multiple computers at home and want to use all of them to access
the Internet, you may want to create a home network, also known as a Wi-Fi
network. In a home network, all of your devices connect to your router, which is
connected to the modem. This means everyone in your family can use the
Internet at the same time.
Your ISP technician may be able to set up a home Wi-Fi network when
installing your Internet service. If not, you can review our lesson on How to Set
Up a Wi-Fi Network to learn more.

If you want to connect a computer that does not have built-in Wi-Fi
connectivity, you can purchase a Wi-Fi adapter that plugs into your computer's
USB port.

Getting started with the Internet

The Internet is a global network of billions of computers and other electronic
devices. With the Internet, it's possible to access almost any information,
communicate with anyone else in the world, and much more. You can do all of
this on your computer.

Connecting to the Internet

A device has to be connected to the Internet before you can access it. If you
plan to use the Internet at home, you'll usually need to purchase an Internet
connection from an Internet service provider, which will likely be a phone
60
company, Cable Company, or the government. Other devices usually connect
through Wi-Fi or cellular Internet connections. Sometimes libraries, cafes, and
schools offer free Wi-Fi for their patrons, customers, and students.

If you're not sure how to connect your

device, check out our lesson on how to
connect to the Internet, or ask someone
for help.

Figure 2.53

Browsing the web

Most information on the Internet is on websites. Once you are connected to the
Internet, you can access websites using a kind of application called a web
browser.

A website is a collection of related text, images, and other resources. Websites

can resemble other forms of media—like newspaper articles or television
programs—or they can be interactive in a way that's unique to computers. The
purpose of a website can be almost anything: a news platform, an
advertisement, an online library, a forum for sharing images, or an educational
site like us!

A web browser allows you to connect to and view websites. The web browser
itself is not the Internet, but it displays pages on the Internet. Each website has a
unique address. By typing this address into your web browser, you can connect
to that website and your web browser will display it.

Navigating websites
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Websites often have links to other sites, also called hyperlinks. These are often
parts of the text on the website. They are usually coloured blue, and sometimes
they are underlined or bold. If you click the text, your browser will load a
different page. Web authors use hyperlinks to connect relevant pages. This web
of links is one of the most unique features of the Internet, lending to the old
name World Wide Web.
Each website has a unique address, called a URL. You'll notice that when you
click a link, the URL changes as your browser loads a new page. If you type a
URL in the address bar in your browser, your browser will load the page
associated with that URL. It's like a street address, telling your browser where
to go on the Internet.

When you're looking for specific information on the Internet, a search engine
can help. A search engine is a specialized website that's designed to help you
find other websites. If you type keywords or a phrase into a search engine, it
will display a list of websites relevant to your search terms.

Other things you can do on the Internet

One of the best features of the Internet is the ability to communicate almost
instantly with anyone in the world. Email is one of the oldest and most universal
ways to communicate and share information on the Internet, and billions of
people use it. Social media allows people to connect in a variety of ways and
build communities online.

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Figure 2.55

There are many other things you can do on the Internet too. There are thousands
of ways to keep up with news or shop for anything online. You can pay your
bills, manage your bank accounts, meet new people, watch TV, or learn new
skills. You can learn or do almost anything online.

Understanding the Cloud

What is the cloud?
You may have heard people using terms like the cloud, cloud computing, or
cloud storage. But what exactly is the cloud?
Simply put, the cloud is the Internet—more specifically, it's all of the things you
can access remotely over the Internet. When something is in the cloud, it means
it's stored on Internet servers instead of your computer's hard drive.

Why use the cloud?

Some of the main reasons to use the cloud are convenience and reliability. For
example, if you've ever used a web-based email service, such as Gmail or
Yahoo! Mail, you've already used the cloud. All of the emails in a web-based
service are stored on servers rather than on your computer's hard drive. This
means you can access your email from any computer with an Internet

63
connection. It also means you'll be able to recover your emails if something
happens to your computer.

Let's look at some of the most common reasons to use the cloud.
File storage: You can store all types of information in the cloud, including files
and email. This means you can access these things from any computer or mobile
device with an Internet connection, not just your home computer. Dropbox and
Google Drive are some of the most popular cloud-based storage services.

File sharing: The cloud makes it easy to share files with several people at the
same time. For example, you could upload several photos to a cloud-based
photo service like Flickr or iCloud Photos, then quickly share them with friends
and family.

Backing up data: You can also use the cloud to protect your files. Apps like
Mozy and Carbonite automatically back up your data to the cloud. This way, if
your computer ever is lost, stolen, or damaged, you'll still be able to recover
these files from the cloud.

What is a web app?

Previously, we talked about how desktop applications allow you to perform
tasks on your computer. But there are also web applications—or web apps—that
run in the cloud and does not need to be installed on your computer. Many of
the most popular sites on the Internet are actually web apps. You may have even
used a web app without realizing it! Let's take a look at some popular web apps.
Facebook: Facebook lets you create an online profile and interact with your
friends. Profiles and conversations can be updated at any time, so Facebook
uses web app technologies to keep the information up to date.

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 Pixlr: Pixlr is an image editing application that runs in your web browser. Much
like Adobe Photoshop and Picasa it includes many advanced features, like
colour correction and sharpening tools.

Google Docs: Google Docs is an office suite that runs in your browser. Much
like Microsoft Office, you can use it to create documents, spreadsheets,
presentations, and more. And because the files are stored in the cloud, it's easy
to share them with others.

ITQ 3: What is a cloud?

3.0 Tutor-Marked Assignment

1. What are the differences between an icon and a button?
2. What are the differences between a modem and router?

4.0 Study Session Summary

In this study session, we were able to understand the process of setting up a
computer i.e. laptop and desktop computer. We went further to discuss the
process of starting a computer for the first time. We concluded by looking at
how the internet works.

5.0 Self- Assessment Question

1. What are the importances of using the cloud?

6.0 Additional Activities

a. Visit Youtube https://goo.gl/QRte9H
Watch the video & summarise in 1 paragraph

65
 ITA 1: If you have a laptop, setup should be easy: Just open it and press the power button.
If the battery isn't charged, you'll need to plug in the AC adapter. You can continue using
the laptop while it charges.

ITA 2: Icons are used to represent the different files, applications, and commands on your
computer. An icon is a small image that's intended to give you an idea at a glance of what
it represents, like a logo. Double-clicking an icon on the desktop will open that
application or file.

ITA 3: The cloud is the Internet—more specifically, it's all of the things you can access
remotely over the Internet.

Answer to Self-Assessment Question

You can store all types of information in the cloud, including files and email.
This means you can access these things from any computer or mobile device
with an Internet connection, not just your home computer. Dropbox and Google
Drive are some of the most popular cloud-based storage services.

File sharing: The cloud makes it easy to share files with several people at the
same time. For example, you could upload several photos to a cloud-based
photo service like Flickr or iCloud Photos, then quickly share them with friends
and family.

Backing up data: You can also use the cloud to protect your files. Apps like
Mozy and Carbonite automatically back up your data to the cloud. This way, if
your computer ever is lost, stolen, or damaged, you'll still be able to recover
these files from the cloud.

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7.0 References/Further Readings
A Brief History of Programming Languages – by Byte
http://www.byte.com/art/9509/sec7/art19.htm
Advanced Microsoft Excel 2007 by Premium Training Limited
www.premcs.com
Ethical Hacking by Dr. Bruce V. Hartey 2013
Computer Fundamentals by Tutorials point www.tutorialspoint.com
Excel Made Easy http://www.excel-easy.com 2015
History of Computer by The Association for History and
Computing -http://odur.let.rug.nl/ahc/histlink/index.html
Introduction to Microsoft Office 2007 by Microsoft Corporation
www.microsoft.com
Introduction to Information & Communications Technology By
Education and Science and NCCA
Introduction to Computers by
http://literacy.kent.edu/Midwest/Materials/ndakota/complit/toc.html
PowerPoint Tutorial by GCFLearn 2017
www.learnfree.org/powerpoint.php
Microsoft Word 2007 Tutorial by GCFLearn 2017 www.learnfree.org
Technology and Society by The Center for the Study of Technology
and Society - http://www.tecsoc.org/

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 STUDY SESSION 4
Safety and Maintenance
Section and Subsection Headings:
Introduction
1.0 Learning Outcomes
2.0 Main Content
2.1 Safety and Maintenance
2.2 Basic Troubleshooting Technique
3.0 Tutor Marked Assignments
4.0Study Session Summary and Conclusion
5.0 Self-Assessment Questions and Answers
6.0 Additional Activities
7.0 References/Further Readings

Introduction
You are welcome to another study session. In this study session we shall be
discussing the topic safety maintenance. You will get to how to maintain your
computer. You will further get to understand the basic troubleshooting
techniques.

1.0 Study Session Learning Outcomes

After studying this study session, I expect you to be able to:
1. Carry out safety and maintenance of your personal system
2. Undertake basic troubleshooting technique.

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2.0 Main Content
2.1 Safety and Maintenance
Keeping your computer physically clean
Dust isn't just unattractive—it can potentially damage or even destroy parts of
your computer. Cleaning your computer regularly will help you keep it working
properly and avoid expensive repairs.

Cleaning the keyboard

Dust, food, liquid, and other particles can get stuck underneath the keys on your
keyboard, which can prevent it from working properly. The basic cleaning tips
below can help keep your keyboard clean.
Unplug the keyboard from the USB or PS/2 port. If the keyboard is plugged into
the PS/2 port, you will need to shut down the computer before unplugging it.
Turn the keyboard upside down and gently shake it to remove dirt and dust.
Use a can of compressed air to clean between the keys.
Moisten a cotton cloth or paper towel with rubbing alcohol and use it to clean
the tops of the keys. Do not pour alcohol or
any other liquid directly onto the keys.

Figure 2.56

Reconnect the keyboard to the computer once it is

dry. If you are connecting it to a PS/2 port, you will need to connect it before
turning on the computer.

Dealing with liquids

If you spill liquid on the keyboard, quickly shut down the computer and
disconnect the keyboard. Then turn the keyboard upside down and allow the
liquid to drain.

69
If the liquid is sticky, you will need to hold the keyboard on its side under
running water to rinse away the sticky liquid. Then turn the keyboard upside
down to drain for two days before reconnecting it. Please note that keyboard
may not be fixable at this point, but the method above is probably the best
option.
To prevent this situation altogether, we recommend keeping drinks away from
the computer area.

Cleaning the mouse

There are two main mouse types: optical and mechanical. Each is cleaned in
basically the same way, although the mechanical mouse requires a bit more
work.

Optical mouse require no internal cleaning

because they do not contain any rotating parts;
however, they can get sticky over time as dust
collects near the light emitter. This can cause
erratic cursor movement or prevent the mouse from working properly.
Figure 2.57

Mechanical mouse are especially susceptible to dust and particles that can
accumulate inside the mouse, which can make it difficult to track—or move—
properly. If the mouse pointer does not move smoothly, the mouse may need to
be cleaned.

The basic cleaning tips below will help keep your mouse clean:

Unplug the mouse from the USB or PS/2 port. If the mouse is plugged into the
PS/2 port, you will need to shut down the computer before unplugging it.

70
Moisten a cotton cloth with rubbing alcohol, and use it to clean the top and
bottom of the mouse.
If you have a mechanical mouse, remove the tracking ball by turning the ball-
cover ring counter-clockwise. Then clean the tracking ball and the inside of the
mouse with a cotton cloth moistened with rubbing alcohol.

Allow all of the parts to dry before reassembling

and reconnecting the mouse. If you are connecting
it to a PS/2 port, you will need to connect it before
turning on the computer.
Figure 2.58

If you just want to give the mouse a quick cleaning, place it on a clean sheet of
paper and move the mouse back and forth. Some of the dust and particles
should rub off onto the paper.

Cleaning the monitor

Dirt, fingerprints, and dust can make your computer screen difficult to read;
however, it's easy to clean your screen when needed. There are monitor-
cleaning kits you can buy, but they may damage your monitor if they're
designed for a different type of monitor. For example, a monitor cleaner that is
designed for glass screens may not work with some non-glass LCD screens. The
safest method is simply to use a soft clean cloth moistened with water.
Do not use glass cleaner to clean a monitor. Many screens have anti-glare
coatings that can be damaged by glass cleaner.

Turn off the computer.

Unplug the monitor from the power. If you are using a laptop, unplug the
laptop.
Use a soft clean cloth moistened with water to wipe the screen clean.
71
Do not spray any liquids directly onto the screen. The liquid could leak into the
monitor and damage the internal components.

Tips for cleaning other computer surfaces

From time to time, you should clean your computer case and the sides and back
of the monitor to avoid a build-up of dust and dirt. Here are a few tips you can
use when cleaning these surfaces.

Dust is your computer's main enemy. Use an anti-static cloth to lightly dust
your computer casing. Do not use furniture cleaners or strong solvents.

Use a can of compressed air to blow out debris from the air intake slots.
Ammonia diluted with water—or glass cleaner comprised mostly of ammonia
and water—is a safe cleaning solution for computer
surfaces. The milder the solution, the better.

Figure 2.59

Clean the monitor housing and case (but not the

monitor screen) by spraying a safe cleaning solution onto a paper towel or anti-
static cloth and wiping in a downward motion.

Keep it cool
Don't restrict airflow around your computer. A computer can generate a lot of
heat, so the casing has fans that keep it from overheating. Avoid stacking
papers, books, and other items around your computer.
Many computer desks have an enclosed compartment for the computer case. If
you have this type of desk, you may want to position the case so it is not against

72
 the back side of the desk. If the compartment has a door, you may want to leave
it open to improve airflow.

Protecting your computer

Your computer faces many potential threats, including viruses, malware, and
hard drive failure. This is why it's important to do everything you can to protect
your computer and your files.

Safeguarding against malware

Malware is any type of software that is designed to damage your computer or
gain unauthorized access to your personal information. It includes viruses,
worms, Trojan horses, and spyware. Most malware is distributed over the
Internet and is often bundled with other software.

The best way to guard against malware is to install antivirus software, such as
Bitdefender, Norton, or Kaspersky. Antivirus software helps to prevent malware
from being installed, and it can also remove malware from your computer.

It's also important to stay smart when you're browsing the Web or using email.
If a website or email attachment looks suspicious, trust your instincts. Keep in
mind that your antivirus program may not catch everything, so it's best to avoid
downloading anything that might contain malware.

To learn more about protecting your computer from malware, check out How to
Avoid Malware in our Internet Safety tutorial.

ITQ 1: What are malwares?

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Backing up your computer
Imagine what would happen if your computer suddenly stopped working.
Would you lose any important documents, photos, or other files? It may be
possible to repair your computer, but your files may be lost forever. Luckily,
you can prevent this by creating backup copies of all of your files (or just the
important ones) on an external hard drive or an online backup service.

External hard drives

You can purchase an external hard drive and copy the contents of your
computer to it. The initial backup could take several hours, so you will need to
select a period of time when you do not need access to your computer. Running
the backup overnight usually works best. Follow-up backups should be
conducted on a regular basis, but they should not take as long.

One drawback is that an external hard drive can be lost, damaged, or stolen—
just as your computer might be. This is why it's
important to keep your drive in a secure location when
not in use.
Figure 2.60

Online backup services

You can also back up your files to an online backup service like Mozy,
Carbonite, or Box. These services will back up your files in the cloud, which
means you'll be able to recover them from any computer with an Internet
connection. The amount of storage provided by these sites varies, and you will
probably need to pay a fee for adequate storage space.
One drawback to online backup services is that the initial backup can be slow
and may even take days to upload if you have a lot of files. However,
subsequent backups should not take as long.

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Other Maintenance Techniques
To keep your computer running smoothly, it's important to keep files and
folders uncluttered. Cluttered or unorganized folders make it more difficult to
find the files you need. Additionally, unwanted files can eventually fill up your
hard drive, which will make your computer slower and more difficult to use.
Here are a few things you can do to delete unwanted files and improve your
computer's performance.

Delete files: If you have any unwanted files, you can delete them manually. To
do this, drag them to the Recycle Bin or Trash, then empty it to permanently
delete the files.

Run the Disk Defragmenter: Windows includes a Disk Defragmenter program

in the Control Panel. If your computer is running slowly, running Disk
Defragmenter can help to speed it up.
Run a Disk Clean-up: Windows also includes a Disk Clean-up program in the
Control Panel. It scans your computer for temporary files and other files that
can be deleted. You can then delete the files to free up space on your hard drive.

Creating a Safe Workspace

In addition to keeping your computer healthy, it's important to think about your
own health. Using a computer involves a lot of repetitive motions such as
typing and using the mouse. Over time, these motions can begin to negatively
impact your body, especially your wrists, neck, and back. Staring at a monitor
for long periods of time can also cause eye strain. To minimize these risks, you
should take a few moments to make sure your workspace is arranged in a
comfortable and healthy way.

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Avoiding strain and injury
Computer ergonomics is the science of equipment design and how specific
equipment usage and placement can reduce a user's discomfort and increase
productivity. Some equipment is designed with special attention to ergonomics,
like ergonomic keyboards and ergonomic chairs.

Here are a few tips to help you avoid injury in your workspace.
 Adjust your chair: Make sure your chair is adjusted to allow you to sit in
a natural, comfortable position. Many office chairs are specially designed
to support the lower back and promote good posture.
 Keep the keyboard at a comfortable height: Try to place the keyboard in a
position that allows you to keep your wrists straight and relaxed to avoid
wrist strain. Many desks have a keyboard tray that can keep the keyboard
at a better height. You can also buy an ergonomic keyboard that is
designed to minimize wrist strain.
 Keep the mouse close to the keyboard: If possible, place the mouse right
next to the keyboard. If the mouse is too far away, it may be
uncomfortable or awkward to reach for it.
 Place the monitor at a comfortable distance: The ideal position for a
monitor is 20 to 40 inches away from your eyes. It should also be at eye
level or slightly lower.
 Avoid clutter: The computer area can quickly become cluttered with
paper, computer accessories, and other items. By keeping this area as
uncluttered as possible, you can improve your productivity and prevent
strain and injury.
 Take frequent breaks: It's important to take breaks while you're working
at your computer. To avoid eye strain, you should look away from the
monitor every once in a while. You can also stand up and walk around to

76
 avoid sitting in the same position for long periods of time. Programs such
as Workrave can automatically remind you to take breaks.
2.2 Basic Troubleshooting Techniques
Troubleshooting
Do you know what to do if your screen goes blank? What if you can't seem to
close an application, or can't hear any sound from your speakers? Whenever you
have a problem with your computer, don't panic! There are many basic
troubleshooting techniques you can use to fix issues like this. In this lesson,
we'll show you some simple things to try when troubleshooting, as well as how
to solve common problems you may encounter.

General tips to keep in mind

There are many different things that could cause a problem with your computer.
No matter what's causing the issue, troubleshooting will always be a process of
trial and error—in some cases, you may need to use several different
approaches before you can find a solution; other problems may be easy to fix.

I recommend starting by using the following tips.

Write down your steps: Once you start troubleshooting, you may want to write
down each step you take. This way, you'll be able to remember exactly what
you've done and can avoid repeating the same mistakes. If you end up asking
other people for help, it will be much easier if they know exactly what you've
tried already.

Take notes of error messages: If your computer gives you an error message, be
sure to write down as much information as possible. You may be able to use
this information later to find out if other people are having the same error.

77
Always check the cables: If you're having trouble with a specific piece of
computer hardware, such as your monitor or keyboard, an easy first step is to
check all related cables to make sure they're properly connected.

Restart the computer: When all else fails, restarting the computer is a good thing
to try. This can solve a lot of basic issues you may experience with your
computer.

Using the process of elimination

If you're having an issue with your computer, you may be able to find out what's
wrong using the process of elimination. This means you'll make a list of things
that could be causing the problem and then test them out one by one to
eliminate them. Once you've identified the source of your computer issue, it will
be easier to find a solution.
Scenario:
Let's say you're trying to print out invitations for a birthday party, but the printer
won't print. You have some ideas about what could be causing this, so you go
through them one by one to see if you can eliminate any possible causes.

First, you check the printer to see that it's turned on and plugged in to the surge
protector. It is, so that's not the issue. Next, you check to make sure the printer's
ink cartridge still has ink and that there is paper loaded in the paper tray. Things
look good in both cases, so you know the issue has nothing to do with ink or
paper.
Now you want to make sure the printer and computer are communicating
correctly.

If you recently downloaded an update to your operating system, it might

interfere with the printer. But you know there haven't been any recent updates
and the printer was working yesterday, so you'll have to look elsewhere.
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You check the printer's USB cord and find that it's not plugged in. You must
have unplugged it accidentally when you plugged something else into the
computer earlier. Once you plug in the USB cord, the printer starts working
again. It looks like this printer issue is solved!

This is just one example of an issue you might encounter while using a
computer. In the rest of this lesson, we'll talk about other common computer
problems and some ways to solve them.

Simple solutions to common problems

Most of the time, problems can be fixed using simple troubleshooting
techniques, like closing and reopening the program. It's important to try these
simple solutions before resorting to more extreme measures. If the problem still
isn't fixed, you can try other troubleshooting techniques.

Problem: Power button will not start computer

Solution 1: If your computer does not start, begin by checking the power cord to
confirm that it is plugged securely into the back of the computer case and the
power outlet.

Solution 2: If it is plugged into an outlet, make sure it is a working outlet. To

check your outlet, you can plug in another electrical device, such as a lamp.

Solution 3: If the computer is plugged in to a surge protector, verify that it is

turned on. You may have to reset the surge protector by turning it off and then
back on. You can also plug a lamp or other device into the surge protector to
verify that it's working correctly.

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 Solution 4: If you are using a laptop, the battery
may not be charged. Plug the AC adapter into the
wall, and then try to turn on the laptop. If it still

Figure 2.61 doesn't start up, you may need to wait a few
minutes and try again.
Problem: An application is running slowly

Solution 1: Close and reopen the application.

Solution 2: Update the application. To do this, click the Help menu and look for
an option to check for Updates. If you don't find this option, another idea is to
run an online search for application updates.

Problem: An application is frozen

Sometimes an application may become stuck, or frozen. When this happens,
you won't be able to close the window or click any buttons within the
application.

Solution 1: Force quit the application. On a PC, you can press (and hold)
Ctrl+Alt+Delete (the Control, Alt, and Delete keys) on your keyboard to open
the Task Manager. On a Mac, press and hold Command+Option+Esc. You can
then select the unresponsive application and click End task (or Force Quit on a
Mac)
Solution 2: Restart the computer. If you are unable to force quit an application,
restarting your computer will close all open apps.

Problem: All programs on the computer run slowly

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Solution 1: Run a virus scanner. You may have malware running in the
background that is slowing things down.
Solution 2: Your computer may be running out of hard drive space. Try deleting
any files or programs you don't need.
Solution 3: If you're using a PC, you can run Disk Defragmenter. To learn more
about Disk Defragmenter, check out our lesson on Protecting Your Computer.

Problem: The computer is frozen

Sometimes your computer may become completely unresponsive, or frozen.
When this happens, you won't be able to click anywhere on the screen, open or
close applications, or access shut-down options.

Solution 1 (Windows only): Restart Windows Explorer. To do this, press and

hold Ctrl+Alt+Delete on your keyboard to open the Task Manager. Next, locate
and select Windows Explorer from the Processes tab and click Restart. You
may need to click More Details at the bottom of the window to see the
Processes tab.

Solution 2 (Mac only): Restart Finder. To do this, press and hold

Command+Option+Esc on your keyboard to open the Force Quit Applications
dialog box. Next, locate and select Finder, then click Relaunch.
Solution 3: Press and hold the Power button. The Power button is usually
located on the front or side of the computer, typically indicated by the power
symbol. Press and hold the Power button for 5 to 10 seconds to force the
computer to shut down.

Solution 4: If the computer still won't shut down, you can unplug the power
cable from the electrical outlet. If you're using a laptop, you may be able to
remove the battery to force the computer to turn off. Note: This solution should
be your last resort after trying the other suggestions above.
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Problem: The mouse or keyboard has stopped working
Solution 1: If you're using a wired mouse or keyboard, make sure it's correctly
plugged into the computer.
Solution 2: If you're using a wireless mouse or keyboard, make sure it's turned
on and that its batteries are charged.

Problem: The sound isn't working

Solution 1: Check the volume level. Click the audio button in the top-right or
bottom-right corner of the screen to make sure the sound is turned on and that
the volume is up.

Solution 2: Check the audio player controls. Many audio and video players will
have their own separate audio controls. Make sure the sound is turned on and
that the volume is turned up in the player.
Solution 3: Check the cables. Make sure external speakers are plugged in,
turned on, and connected to the correct audio port or a USB port. If your
computer has colour-coded ports, the audio output port will usually be green.

Solution 4: Connect headphones to the computer to find out if you can hear
sound through the headphones.

Problem: The screen is blank

Solution 1: The computer may be in Sleep mode. Click the mouse or press any
key on the keyboard to wake it.
Solution 2: Make sure the monitor is plugged in and turned on.
Solution 3: Make sure the computer is plugged in and turned on.
Solution 4: If you're using a desktop, make sure the monitor cable is properly
connected to the computer tower and the monitor.
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Solving more difficult problems

If you still haven't found a solution to your problem, you may need to ask
someone else for help. As an easy starting point, we'd recommend searching the
Web. It's possible that other users have had similar problems, and solutions to
these problems are often posted online. Also, if you have a friend or family
member who knows a lot about computers, they may be able to help you.

Figure 2.61
Keep in mind that most computer problems have simple solutions, although it
may take some time to find them. For difficult problems, a more drastic solution
may be required, like reformatting your hard drive or reinstalling your operating
system. If you think you might need a solution like this, we recommend
consulting a professional first. If you're not a computer expert, it's possible that
attempting these solutions could make the situation worse.

Take note of all the problems and possible solutions

Extras
How to use your computer's built-in help
Everyone needs to look for help sometimes. Luckily, when you want help with
a computer program, it’s usually easy to find. Most programs have a help
feature somewhere, and learning how to use it can make a big difference. You
may not find everything you need, but your computer’s built-in help is a great
place to start.
Different programs integrate help features in different ways. Some are like
interactive manuals included with the program that you can open with a menu,
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while others are just links to the developer’s support website. But they’re
always designed with the same thing in mind: to help you learn the features of
the program and to solve problems yourself.
How to access built-in help
Most programs have one of two ways to access built-in help. For example,
Adobe Photoshop Elements has a Help menu with a variety of options. Many of
these options open Adobe’s support page in your web browser, while others
access features within the program itself.
Other programs have a help button, usually near the top-right corner of the
window. For example, Microsoft Office 2013 has a small question mark icon
that opens the help file.

Figure 2.62

Features of a help file

Help files can be organized in a variety of ways, including as a table of
contents, FAQ, or searchable database.

A search box is all you’ll see when you open the help screen in Office 2013.
Much like a search engine, you type keywords in the search bar, and it will
display topics relevant to the keywords you entered.

The table of contents for Mozilla’s support page is a broad list of categories.
Clicking any of these hyperlinks will lead to a list of narrower topics and
specific help articles. There’s also a search bar at the top-right.
Although built-in help can be useful, it may not always have the information
you want. If you can’t find what you’re looking for or don’t understand what

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you've found, you can usually ask someone you know, do a Google search, or
contact support staff. It can take a little extra time and effort, but learning how
to find solutions on your own is a valuable skill—and you’ll get better at it with
practice.

Learning a New Program

You ask a friend who is good with computers to help you do something in a
new program. The friend says she hasn't used the program before but will give it
a try. Two minutes later, she's figured out what to do.
How did she do that? If you've experienced a situation like the one just
described, it might seem like magic. But your friend probably just applied what
she knew about computers and computer programs to the program you were
trying to use. In this lesson, we'll show you how you can do the same thing.
You know more than you think you do!
Starting to use a new computer program can seem overwhelming, but keep in
mind that you already know more than you think you know. Even if the screen
in front of you looks totally unfamiliar, everything you've learned so far about
your computer and other programs will help you figure out what to do next. As
you spend more time using the new program, it will start to feel more familiar.

Look for similarities with programs you've used

The first thing you'll want to do when opening a new program is look for
familiar features. You may not realize it, but most computer programs have
certain basic features in common—so once you've learned to use one program,
you'll already know something about any other ones you try to use. For
example, many keyboard shortcuts remain the same from program to program.
Most programs also have File and Edit menus, and they'll usually be in the same
place: at the top of your screen, either as a drop-down menu or in a ribbon. The
File and Edit menus tend to contain similar functions in any program. So if you
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know the Print function appears in the File menu in Microsoft Word, you'll have
a good idea of where to look for it in Google Drive, as in the image below.
Even if you're switching from a PC to a Mac or vice versa, keyboard shortcuts
will remain mostly the same. Just substitute the Command key on a Mac for the
Ctrl key on a PC. For example, the shortcut for the Cut function is Ctrl+X on a
PC; on a Mac, it is Command+X.

Check for hidden toolbars or panels

Let's say you've checked your new program for familiar functions, but there are
a few you just can't find. Don't give up! If you believe a particular function
should be there, you're probably right—you may just need to open it. Many
programs have toolbars, sidebars, or panels you can hide or make visible, and
they are often hidden by default when you start the program. If you can't find a
function you need, try clicking the View or Window menu to check for hidden
toolbars, as shown in the image of the Firefox web browser below.

Figure 2.63

If you're having trouble

If the program you're trying to use has a lot of unfamiliar elements—or if there's
a feature you simply don't know how to use—don't despair. There are still some
simple things you can do to find your way around a program.

Use the help feature

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Software companies know that most users will have questions about how to use
their programs, which is why they include built-in help features. You can
usually access a program's help feature by clicking a Help menu (sometimes
represented by a question mark icon) at the top of your screen. There, you'll find
instructions on how to do things, troubleshooting tips, and answers to frequently
asked questions. Some help features will even include links to online help
forums, where users can post answers to each other's questions. Remember, if
something isn't obvious to you, it probably isn't obvious to other users either, so
the help section should have some information on it.
Google it!
If you haven't found the answer in the program's help feature, try searching for a
solution on Google. You will probably find tutorials or posts from other users
explaining how to use the program. You may also want to search YouTube for
video tutorials on the program you're using.

Figure 2.64
For tips on how to search effectively with Google, check out our lesson on
Google Search Tips.

Bringing Your Files with You

When you're working on a document or other computer file, you can always
save it to your computer's hard drive. But sometimes you may want to bring
your file with you and open it on a different computer. In this lesson, we'll talk
about two ways to save your files so you can access them from almost
anywhere.

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Flash drive: Flash drives are small removable hard drives that plug into the USB
ports on your computer. They are relatively inexpensive (usually less than $20)
and can be purchased at any store with an electronics section.

Cloud storage: Cloud storage means you save your files on servers on the
Internet using an account with a cloud service. With cloud storage, you can
access your files from any computer with Internet access without having to keep
track of a physical device.

Flash drives and the cloud can also be used to back up your files. To learn more,
check out our lesson on Backing Up Your Files.
Using a flash drive
Flash drives make it easy to carry your important files and documents with you
in a portable form. You should always back up the files
on your flash drive elsewhere, however, just in case it gets
lost or breaks.

To connect a flash drive: Figure 2.65

Insert the flash drive into a USB port on your computer. You should find a USB
port on the front, back, or side of your computer (the location may vary
depending on whether you have a desktop or laptop).

If you're using Windows, a dialog box may appear. If it does, select Open folder
to view files. On a Mac, a flash drive icon will usually appear on the desktop.
If a dialog box does not appear, open Windows Explorer—or Finder if you're
using a Mac—and select the flash drive on the left side of the window. Note that
the name of the flash drive may vary.

To work with a flash drive:

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Once you've connected a flash drive, you can work with it just like any other
folder on your computer, including moving and deleting files.
If you want to copy a file from your computer to the flash drive, click and drag
the file from your computer to this window.

The file will be duplicated, and this new version will be saved to the flash drive.
The original version of the file will still be saved to your computer.

If you want to copy a file from your flash drive to your computer, click and drag
the file from this window to your computer.
If you want to remove a file from your flash drive, click and drag the file to the
Recycle Bin on a PC or the Trash can on a Mac. A dialog box may appear. If it
does, click Yes to confirm that you want to permanently delete the file.
If a dialog box does not appear, you may need to empty the Trash can to
permanently delete the file.

To safely remove a flash drive:

When you're done using a flash drive, don't remove it from the USB port just
yet. You'll need to make sure to disconnect it properly to avoid damaging files
on the drive.
Right-click the flash drive and select Disconnect (or Eject)
You can now safely remove the flash drive from the USB port.
If you're using a Mac, you can also click the Eject button next to the flash drive
in Finder to eject it.

Saving files to the cloud

There are many services that allow you to create a free account and save
documents, images, and other files to the cloud. Some of the most popular are
Google Drive, OneDrive, and Dropbox. The free storage space that comes with
these accounts (usually around 15GB) should be plenty if you're using your
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account for regular personal, work, or school purposes. If you own a business
and want to keep all of your documents in the cloud, you may want to pay your
cloud service for more storage.

Unlike physical media, the cloud can't break or get lost, so you don't necessarily
need to back up the files you keep on it. Files in the cloud are also easier to
share so you can collaborate with friends and co-workers. However, when you
save something online, there's always a risk that unauthorized users will try to
gain access to your personal information. To protect your files, create a strong
password and pay attention to the privacy settings and policies of the cloud
service you're using.
To learn more about services that allow you to store your files in the cloud,
check out our tutorials on Google Drive and OneDrive and Office Online.
Using the Accessibility Features
What are accessibility features?
Accessibility features are designed to help people with disabilities use
technology more easily. For example, a text-to-speech feature may read text out
loud for people with limited vision, while a speech-recognition feature allows
users with limited mobility to control the computer with their voice. In this
lesson, we'll introduce you to some common accessibility features. We'll also
discuss assistive technology that you can attach to your computer for greater
accessibility.

Common accessibility features

Although some accessibility features require special software downloads, many
are built into the operating system of your computer or mobile device. Here are
just a few types of accessibility features you may already have on your device.
Features for blind or low-vision computer users: Features such as text-to-speech
allow users to hear what's on the screen instead of reading it. Other features,

90
like high-contrast themes and enlarged cursors, make it easier for users with
limited vision to see the screen.
Features for deaf or low-hearing computer users: Closed-captioning helps to
convey audio information to deaf users in visual form. Mono audio systems
transmit right and left audio signals through both ear buds and headphones so
users with limited hearing in one ear will not miss part of what they are
listening to.
Features for limited-mobility computer users: Keyboard shortcuts are
convenient for many people, but they are especially helpful to those with
difficulty physically manipulating a mouse. For users who have difficulty
pressing several keys at once, sticky keys allows them to press keys one at a
time to activate a shortcut.

Using accessibility features

Most computers and mobile devices come with built-in accessibility features,
although they'll usually need to be turned on before you can use them. Let's take
a look at how to locate these features for your device.
In Windows, open the Settings app (or
Control Panel in Windows 8 and earlier),
then click Ease of Access.

Figure 2.66

In OS X, open System Preferences, then click Accessibility (or Universal

Access in older versions).
On mobile devices that use Android or iOS, open the Settings app, and then
locate the Accessibility section. On iOS devices, you'll find it within the
General settings category.
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Web accessibility
Most web browsers also offer their own built-in accessibility features. You'll
usually find these options in your browser's settings.

Before you adjust these settings, you may want to try zooming instead.
Zooming is an easy way to make webpages easier to read, and it works the same
way in most browsers. If you're using a browser in Windows, you can zoom in
or out by pressing Ctrl+ or Ctrl- (hold down the Ctrl key and press the + or -
key). If you're using a Mac, you'll press Command+ or Command-.
To return to the default zoom level, press Ctrl+0 (hold down the Ctrl key and
press the zero key). If you're using a Mac, press Command+0.

Accessibility features in specific software

There are many more accessibility features you can use, depending on the type
of computer you have and the software you use. The resources below will direct
you to accessibility features for some of the most commonly used applications.
Microsoft Accessibility: Here, you'll find news on Microsoft's accessibility
projects, as well as help pages on accessibility features in the Windows
operating system and in the Microsoft Office suite.

Apple Accessibility: This is Apple's overview site for accessibility features on

Macs, iPods, iPhones, and iPads. From here, you can navigate to help
documents for specific features.
Google Accessibility: This is Google's help site for accessibility features on
Android phones and tablets and in Chrome.
Accessibility Features in Firefox: This is Mozilla's official help site for Firefox's
accessibility features.

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AppleVis: This community-based website offers tips, tutorials, and product
reviews for blind and low-vision users of Apple products.

Assistive technology devices

As you've already seen, software can do a lot to make computers more
accessible for disabled users. However, some accessibility features require extra
hardware, or assistive technology. Most assistive-technology devices are similar
to keyboards and speakers—they are peripherals that can be plugged into the
main computer. Here are some common types of assistive technology you may
encounter.

Screen magnifiers: Screen magnifiers can be placed over your computer's

monitor to ensure the content on the screen always appears magnified. Today,
most people use the magnifier or zoom features on their operating systems to
view content, but external magnifiers are still available as well.

Alternative keyboards: For people who have difficulty using standard

keyboards, there are a range of alternative options. For example, users can
purchase keyboards with larger keys that are easier to see or press. They can
also buy keyboards with alternative key arrangements, including arrangements
for people who can only type with one hand or with a limited number of fingers.
Switch-adapted peripherals: Switch devices allow people with limited mobility
to control technology with very small motions, such as a puff of breath or a
head movement. Switch-adapted mice and keyboards make it possible for
disabled users to interact with computers even if they are unable to operate
peripherals with their hands.

ITQ 2: What are assistive technology devices?

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3.0 Tutor-Marked Assignment
1. What is the essence of backing up a computer?

4.0 Study Session Summary

In this study session we were able to discuss the topic safety maintenance. We
got to understand how to keep our computers physically clean. We further went
on to understand the process of backing up the system. We concluded by
discussing basic troubleshooting techniques.

5.0Self- Assessment Question

1. What are accessibility features?

6.0Additional Activities (Videos, Animations & Out of Class activities)

Visit Youtube add visit the Computer Workstations eToolfrom the
Occupational Safety & Health Administration (OSHA), https://goo.gl/qvUSt1
Watch the video & summarise in 1 paragraph
ITA 1: Malware is any type of software that is designed to damage your computer or
gain unauthorized access to your personal information. It includes viruses, worms,
Trojan horses, and spyware. Most malware is distributed over the Internet and is often
bundled with other software.

ITA 2: Most assistive-technology devices are similar to keyboards and speakers—they

are peripherals that can be plugged into the main computer. They include screen
magnifiers, alternative keyboards.

Self-assessment answer
Accessibility features are designed to help people with disabilities use
technology more easily. For example, a text-to-speech feature may read text
out loud for people with limited vision, while a speech-recognition feature
allows users with limited mobility to control the computer with their voice.
In this lesson, we'll introduce you to some common accessibility features.
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7.0 References/Further Readings
A Brief History of Programming Languages – by Byte
http://www.byte.com/art/9509/sec7/art19.htm
Advanced Microsoft Excel 2007 by Premium Training Limited
www.premcs.com
Ethical Hacking by Dr. Bruce V. Hartey 2013
Computer Fundamentals by Tutorials point www.tutorialspoint.com
Excel Made Easy http://www.excel-easy.com 2015
History of Computer by The Association for History and
Computing -http://odur.let.rug.nl/ahc/histlink/index.html
Introduction to Microsoft Office 2007 by Microsoft Corporation
www.microsoft.com
Introduction to Information & Communications Technology by
Education and Science and NCCA
Introduction to Computers by
http://literacy.kent.edu/Midwest/Materials/ndakota/complit/toc.html
PowerPoint Tutorial by GCFLearn 2017
www.learnfree.org/powerpoint.php
Microsoft Word 2007 Tutorial by GCFLearn 2017 www.learnfree.org
Technology and Society by The Center for the Study of Technology
and Society - http://www.tecsoc.org/

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 2.0 MODULE 2
Introduction to Word Processing
Contents:
Study Session 1: Introduction to Word Processing
Study Session 2: Word Processing Basics
Study Session 3: Working with Page Setting, Tables, Graphics and Styles
Study Session 4: Advance Features

STUDY SESSION 1
Introduction to Word Processing
Section and Subsection Headings:
Introduction
1.0 Learning Outcomes
2.0 Main Content
2.1 Setting up word document
2.2 Text Basics
2.3 Saving documents
2.4 Proofing features
2.5 Working with hyperlink
2.6 Printing
3.0 Tutor Marked Assignments
4.0Study Session Summary and Conclusion
5.0Self-Assessment Questions and Answers
6.0Additional Activities
7.0 References/Further Readings

Introduction
You are welcome to another study session. In this session you will be
introduced to the concept of word processing and will get to understand the
meaning of word processing.
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1.0 Learning Outcome
After studying this study session, I expect you to be able to:
1. Setup word document
2. Explain text basic, and
3. Print documents on the word page.

2.0 Main Content

2.1 Setting up Word Document
Before you begin creating documents in Word, you may want to set up your
Word environment and become familiar with a few key tasks such as how to
minimize and maximize the Ribbon, configure the Quick Access toolbar,
display the ruler, and use the Word Count and Zoom tools.
To minimize and maximize the Ribbon:
Right-click anywhere in the main menu.
Select Minimize the Ribbon in the menu that appears. This will toggle the
Ribbon on and off.
The check mark beside Minimize the Ribbon indicates that the feature is active.
The new tabbed Ribbon system replaces traditional menus in Word 2007. It is
designed to be responsive to your current task and easy to use; however, you
can choose to minimize the Ribbon if you would rather use different menus or
keyboard shortcuts.

To add commands to the Quick Access toolbar:

Click the arrow to the right of the Quick Access toolbar.
Select the command you want to add from the drop-down list. It will appear in
the Quick Access toolbar.

The Save, Undo, and Redo commands appear by default in the Quick Access
toolbar. You may want to add other commands to make using specific Word
features more convenient for you.
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To display or hide the Ruler:
Click the View Ruler icon over the scrollbar.
The View Ruler icon works as a toggle button to turn the Ruler on and off.

Activity One
Open Word 2007 on your computer. A new blank document will appear on the
screen.
Make sure your Ribbon is maximized.
Display the Ruler.
Add any commands you want to the Quick Access toolbar.
Close Word without saving the document.

2.2 Text Basics

It's important to know how to perform basic tasks with text when working in a
word processing application. In this lesson, you'll learn the basics of working
with text, including how to insert, delete, select, copy, paste, and drag and drop
text.
To insert text:
 Move your mouse to the location where you want text to appear in the
document.
 Left-click the mouse. The insertion point appears.
 Type the text you want to appear.
To delete text:
 Place your cursor next to the text you want to delete.
 Press the Backspace key on your keyboard to delete text to the left of the
cursor.
 Press the Delete key on your keyboard to delete text to the right of the
cursor.
To select text:
 Place the insertion point next to the text you want to select.
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  Left-click your mouse. While holding it down, drag your mouse over the
text to select it.
 Release the mouse button. You have selected the text. A highlighted box
will appear over the selected text.
 When you select text or images in Word, a hover toolbar with formatting
options appears. This makes formatting commands easily accessible,
which can save you time.
To copy and paste text:
 Select the text you want to copy.
 Click the Copy command on the Home tab.
 Place the insertion point where you want text to appear.
 Click the Paste command on the Home tab. The text will appear.

To drag and drop text:

 Select the text you want to copy.
 Left-click your mouse, and drag the text to the location where you want it
to appear.
 The cursor will have a text box underneath it to indicate that you are
moving text.
 Release the mouse button, and the text will appear.
If text does not appear in the exact location you want, you can click the Enter
key on your keyboard to move the text to a new line.

Activity Two
 Use the cover letter or any other Word document you choose to complete
this challenge.
 Open an existing Word document.
 Select a sentence.
 Copy and paste the sentence from one location in the document to
another.
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  Select another sentence.
 Drag and drop it to another location in the document.
 Select the entire document.
 Change the font style, size, and colour.

2.3 Saving Documents

It's important to know how to save the documents you are working with. There
are many ways you share and receive documents, which will affect how you
need to save the file.
Are you downloading the document? Saving it for the first time? Saving it as
another name? Sharing it with someone who doesn't have Word 2007? All of
these factors will affect how you save Word documents. In this lesson, you will
learn how to use the Save and Save As commands, how to save as a Word 97-
2003 compatible document, and how to save as a PDF.

To use the Save As command:

Click the Microsoft Office button.
Select Save As Word Document. The Save As dialog box appears.

Figure 2.66
Select the location where you want to save the document using the drop-down
menu.
Enter a name for the document.
Click the Save button.

100
To use the Save command:
 Click the Microsoft Office button.
 Select Save from the menu.
 Using the Save command saves the document in its current location using
the same file name. If you are saving for the first time and select Save,
the Save As dialog box will appear.

To Save As a Word 97 - 2003 document:

 Click the Microsoft Office button.
 Select Save As Word 97-2003 Document.
 Select the location where you want to save the document using the drop-
down menu.
 Enter a name for the document.
 Click the Save button.

To download the PDF extension:

 Click the Microsoft Office button.
 Select Save As Find add-ins for other file formats. This will open your
web browser to the Microsoft site.
 Follow the instructions on the Microsoft site for downloading the
extension.

To save as a PDF:
 Click the Microsoft Office button.
 Select Save As PDF. The Save As dialog box will appear.
 Select the location where you want to save the document using the drop-
down menu.
 Enter a name for the document.
 Click the Publish button.

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Compatibility mode
Sometimes you may need to work with documents that were created in earlier
versions of Microsoft Word, such as Word 2003 or Word 2000. When you open
these types of documents, they will appear in Compatibility mode.
Compatibility mode disables certain features, so you'll only be able to access
commands found in the program that was used to create the document. For
example, if you open a document created in Word 2003, you can only use tabs
and commands found in Word 2003.

Figure 2.67
If you want access to all of the Word 2007 features, you can save the document
in the Word 2007 file format.

To exit Compatibility mode:

 Click the Microsoft Office button.
 Select Save As Word Document.

Activity Three
 Use the cover letter or any other Word document you choose to complete
this challenge.
 Open an existing Word document.
 Save the document with the file name trial.
 Save the same document as a PDF file.
 Close the document.
 Open another existing Word document.
 Save the document so it is compatible with Word 2003.
 Close the document.

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Proofing Features
Worried about making mistakes when you type? Don't be. Word provides you
with several proofing features that will help you produce professional, error-free
documents. In this lesson, you will learn about the various proofing features,
including the Spelling & Grammar tool.

Using proofing features

Figure 2.67
Line colours
By default, Word automatically checks your document for spelling and
grammar errors. These errors are indicated by coloured wavy lines.
The blue line indicates a contextual spelling error.
A contextual spelling error is when an incorrect spelling of a word is chosen.
For example, if you write Deer Mr. Theodore at
the beginning of a letter, deer is a contextual
spelling error because dear should have been
used. Deer is spelled correctly, but it is used
incorrectly in this letter.
The red line indicates a misspelled word.
The green line indicates a grammatical error.

Figure 2.68
To use the spelling check feature:
 Right-click the underlined word. A menu will appear.

103
  Select the correct spelling of the word from the listed suggestions.
 Left-click your mouse on the word. It will appear in the document.

Figure 2.69
You can choose to ignore an underlined word, add it to the dictionary, or go to
the Spelling dialog box.
 To use the grammar check feature:
 Right-click the underlined word. A menu will appear.
 Select the correct word from the listed suggestions.
 Left-click your mouse on the word. It will appear in the document.

Figure 2.70
You can also choose to ignore an underlined word, go to the Grammar dialog
box, or find out more information about the word and its usage.
You can also wait and run the spelling and grammar check after completing the
document. Click the Spelling & Grammar command on the Review tab.

2.5 Working with Hyperlinks

A hyperlink is a piece of text or an image in an electronic document that can
connect readers to another portion of the document or a different webpage. In

104
addition, a hyperlink can be used to connect to and open an email client
window.

Have you noticed the active links on web pages that allow you to jump from
one page to another? You just used one to open this lesson. These are called
hyperlinks. You can use these in electronic versions of your Word documents,
just like you do in web pages. In this lesson, you will learn the basics of
working with hyperlinks, including how to insert and remove them in your
Word document.

To insert a hyperlink:
 Select the text or image you want to make a hyperlink.
 Select the Insert tab.
 Click Hyperlink in the Links group. The Insert Hyperlink dialog box
appears. If you selected text, the words will appear in the Text to display:
field at the top.
Type the address you want to link to in the Address: field.

Click OK. The text or image you selected will now be a hyperlink.

To make an email address a hyperlink:

Type the email address.
Highlight the text, and select the Insert tab.
Click Hyperlink in the Links group, and the Insert Hyperlink box appears.
On the left of the box where it says Link to: click Email Address.
The Insert Hyperlink box will change to the one shown above.
Type the email address you want to connect to in the Email Address box, then
click OK.
You can also insert a hyperlink that links to another portion of the same
document.
105
Word recognizes many emails and web addresses as you type and will format
them as hyperlinks automatically after you press the Enter key or spacebar.
To remove a hyperlink:
Select the hyperlink you want to deactivate.

Figure 2.71
Select the Insert tab.
Click Hyperlink in the Links group. The Edit Hyperlink dialog box appears.

Click Remove Link.

Activity Three
Use the cover letter or any other Word document you choose to complete this
challenge.
 Open an existing Word document.
 Type the following sentence: For great computer training, visit Ahmadu
Bello University today!
 Select DLC.
 Insert a hyperlink that connects to www.abudlc.edu.ng.
 Remove the hyperlink.

2.6 Printing
Once you complete your document, you may want to print it for various
reasons. This lesson covers the three basic features of printing in Word,
including Print Preview, Quick Print, and traditional Print.
Printing
106
To preview the document before printing:
Click the Microsoft Office button.
Select Print Print Preview. The document opens in Print Preview format.

Click Print to print the document or Close Print Preview to exit the preview
format and make changes to the document.
In Print Preview format, you can perform many tasks, including:
 Modifying margins
 Changing page orientation
 Changing page size
 Zooming in and out to view various parts of the document
 Viewing multiple pages
 Accessing Word Options to change several Word settings
To print:
 Click the Microsoft Office button.
 Select Print Print. The Print dialog box appears.
 Select the pages you want to print—either all pages or a range of pages.
 Select the number of copies.
 Check the Collate box if you are printing multiple copies of a multi-page
document.
Select a printer from the drop-down list.
Click OK.
To print via Quick Print:
Click the Microsoft Office button.
Select Print Quick Print.
The document automatically prints to the default printer.

Activity Four
Use the cover letter or any other Word document you choose to complete this
challenge.
107
 Open an existing document.
View the document in Print Preview.
Close the Print Preview format without printing.
Print two copies of the document.

3.0 Tutor-Marked Assignment

Use the cover letter or any other Word document you choose to complete
this challenge.
Open an existing Word document.
Type the following sentences at the beginning of the document:
I really enjoy learning an computers and about new skills.
I like to take tutorials were I can learn independently.
Correct the spelling errors in the sentences.
Correct the grammar mistake that appears in one of the sentences.
Use the Spelling & Grammar command to check the remainder of the
document.

4.0 Study Session Summary

In this study session we discussed the topic Word processing. We got to
understand the process of setting up word documents, saving documents and
printing of documents from word.

5.0 Self-assessment question

1. What is a hyperlink?

6.0 Additional Activities (Videos, Animations & out of Class activities)

a. Visit Youtube and https://goo.gl/ood4sE. Watch the video & summarise in 1
paragraph

108
Self-assessment answer.
A hyperlink is a piece of text or an image in an electronic document that can
connect readers to another portion of the document or a different webpage. In
addition, a hyperlink can be used to connect to and open an email client
window.

7.0 References/Further Readings

A Brief History of Programming Languages – by Byte
http://www.byte.com/art/9509/sec7/art19.htm
Advanced Microsoft Excel 2007 by Premium Training Limited
www.premcs.com
Ethical Hacking by Dr. Bruce V. Hartey 2013
Computer Fundamentals by Tutorials point www.tutorialspoint.com
Excel Made Easy http://www.excel-easy.com 2015
History of Computer by The Association for History and Computing -
http://odur.let.rug.nl/ahc/histlink/index.html
Introduction to Microsoft Office 2007 by Microsoft Corporation
www.microsoft.com
Introduction to Information & Communications Technology by Education and
Science and NCCA
Introduction to Computers by
http://literacy.kent.edu/Midwest/Materials/ndakota/complit/toc.html
PowerPoint Tutorial by GCFLearn 2017 www.learnfree.org/powerpoint.php
Microsoft Word 2007 Tutorial by GCFLearn 2017 www.learnfree.org
Technology and Society by The Center for the Study of Technology and
Society - http://www.tecsoc.org/

109
 STUDY SESSION 2
Word Processing Basics
Section and Subsection Headings:
Introduction
1.0 Learning Outcomes
2.0 Main Content
2.1 Creating a new document
2.2 Formatting text
2.3 Working with text boxes
2.4 Inserting ClipArt’s
2.5 Working with shapes
2.6 Using template
2.7 Working with list
2.8 Lines and paragraph spacing
3.0 Tutor Marked Assignments
4.0 Study Session Summary and Conclusion
5.0 Self-Assessment Questions and Answers
6.0 Additional Activities
7.0 References/Further Readings

Introduction
You are welcome to another study session. In this study session, you will be
introduced to the topic Word Basic. You will get to understand how to create
new document, how to format text.

1.0Learning Outcome
After studying this session, I expect you to be able to:
1. Enter, edit and delete text;
2. Select words, sentences and paragraphs etc and apply various types of
formatting;
110
 3. Create a table of contents using auto - generation tools and techniques in
a word processor.
4. Merge and split paragraphs;
5. Change the setup of the page;

2.0 Main Contents

2.1 Word Basics
Creating a New Document
In addition to working with existing documents, you will want to be able to
create new documents. Each time you open Word, a new blank document
appears; however, you will also need to know how to create new documents
while an existing document is open.
In this lesson, you will learn how to create new documents—including
templates and blank documents—via the Microsoft Office button.
To create a new blank document:
 Click the Microsoft Office button.
 Select New. The New Document dialog box appears.
 Select Blank document under the Blank and recent section. It will be
highlighted by default.

Click Create. A new blank document appears in the Word window.

You can access templates that are installed on your computer or on Office
Online. Click the Microsoft Office button and select New. You can create blank
documents and access templates from the dialog box that appears.

Activity One
Open Word. A blank document appears in the window.
Type the sentence Ahmadu Bello University is a great University.
Click the Microsoft Office button, and create a new blank document.
Close both Word documents without saving.
111
2.2 Formatting Text
To create and design effective documents, you need to know how to format
text. In addition to making your document more appealing, formatted text can
draw the reader's attention to specific parts of the document and help
communicate your message.
Formatting Text
To format font size:
 Select the text you want to modify.
 Left-click the drop-down arrow next to the font size box on the Home
tab. The font size drop-down menu appears.
 Move your cursor over the various font sizes. A live preview of the font
size will appear in the document.
 Left-click the font size you want to use. The font size will change in the
document.
To format font style:
 Select the text you want to modify.
 Left-click the drop-down arrow next
to the font style box on the Home tab.
The font style drop-down menu appears.
 Move your cursor over the various font
styles. A live preview of the font will
appear in the document.

Figure 2.72
 Left-click the font style you want to use. The font style will change in the
document.
To format font colour:
 Select the text you want to modify.
 Left-click the drop-down arrow next to the font colour box on the Home
tab. The font colour menu appears.
112
  Move your cursor over the various font colours. A live preview of the
colour will appear in the document.

Figure 2.73
 Left-click the font colour you want to use. The font colour will change in
the document.
Your colour choices aren't limited to the drop-down menu that appears. Select
More Colours at the bottom of the list to access the Colours dialog box.
Choose the colour you want, and then click OK.

To use the bold, italic, and underline commands:

Select the text you want to modify.
Click the bold, italic, or underline command in the Font group on the Home
tab.

Figure 2.74
To change the text case:
Select the text you want to modify.
Click the Change Case command in the Font group on the Home tab.
113
 Select one of the case options from the list.

Figure 2.75
To change text alignment:
 Select the text you want to modify.
 Select one of the four alignment options from the Paragraph group on
the Home tab.
Align Text Left: Aligns all of the selected text to the left margin
Center: Aligns text an equal distance from the left and right margins
Align Text Right: Aligns all of the selected text to the right margin
Justify: Aligns text equally to the right and left margins; used in many books,
newsletters, and newspapers

Figure 2.76
Activity Two
 Create a new blank Word document.
 Insert text into the document.
 Change the font size of some text.
 Change the font style of some text.
114
 Change the font colour of some text.
 Try various cases using the Change Case command.
 Try the four alignment commands.

2.3 Working with Text Boxes

You may want to insert a text box into your document to draw attention to
specific text or to give you the ability to easily move text around within a
document.
To insert a text box:
 Select the Insert tab on the Ribbon.
 Click the Text Box command in the Text group.
 Select a Built-in text box or Draw Text Box from the menu.
 If you select Built-in text box, left-click the text box you want to use,
and it will appear in the document OR
 If you select Draw Text Box, a crosshair cursor will appear. Left-click
your mouse and while holding it down, drag your mouse until the text
box is the desired size.

Figure 2.77
 Release the mouse button.
 To change text box style:

115
  Select the text box. A new Format tab appears with Text Box Tools.

Figure 2.78
 Select the Format tab.
 Click the More drop-down arrow in the Text Box Style group to display
more style options.

Figure 2.79
 Move your cursor over the styles, and Live Preview will preview the style
in your document.
 Left-click a style to select it.
 To change shape fill:
 Select the text box. A new Format tab appears with Text Box Tools.

Figure 2.80
 Click the Shape Fill command to display a drop-down list.
116
  Select a colour from the list, choose No Fill, or choose one of the other
options.

 To change the shape outline:

 Select the text box. A new Format tab appears with Text Box Tools.
 Click the Shape Outline command to display a drop-down list.

Figure 2.81
 Select a colour from the list, choose No Outline, or choose one of the
other options.
 To change the text box shape:
 Select the text box. A new Format tab appears with Text Box Tools.
 Click the Change Shape command to display a drop-down list.

Figure 2.82
 Select a shape from the list.
To move a text box:
117
  Left-click the text box. Your cursor becomes a cross with arrows on
each end.
 While holding the mouse button, drag the text box to the desired location
on the page.
 Release the mouse button.
 To resize a text box:
 Select the text box.
 Left-click one of the blue sizing handles.
 While holding down the mouse button, drag the sizing handle until the
text box is the desired size.
If you drag the blue sizing handles on any of the four corners, the text box will
re-size in the same proportions. The sizing handles on the top or bottom of the
text box will allow you to resize vertically, while the handles on the left and
right sides will resize the text box horizontally.

Activity Three
Use the flyer or any other Word document you choose to complete this
challenge.
 Open an existing document.
 Insert a text box.
 Change the outline of the text box to a different colour.
 Change the fill colour of the text box.
 Move the text box to the desired location.
 Enter any text you want into the text box.

2.4 Inserting Clip Arts

You may want to insert various types of illustrations into your documents to
make them more visually appealing. Illustrations include clip art, pictures,
SmartArt, and charts.

118
To locate clip art:
 Select the Insert tab.
 Click the Clip Art command in the Illustrations group.

Figure 2.83
 The clip art options appear in the task pane on the
right.
 Enter keywords in the Search for: field that are related
to the image you want to insert.
 Click the drop-down arrow next to the Search in: field.
 Select Everywhere to ensure Word searches your
computer and its online resources for an image that
meets your criteria.
 Click the drop-down arrow in the Results should be:
field.
 Deselect any types of images you do not want to see.

Figure 2.84
Click Go.
To insert clip art:
 Review the results from a clip art search.
 Place your insertion point in the document where you want to insert clip
art.
 Left-click an image in the task pane. It will appear in the document.

119
  OR
 Left-click the arrow next to an image in the task pane.
 Select Insert, Copy, or any of the other options on the list.

Figure 2.85
Activity Four
Use the flyer or any other Word document you choose to
complete this challenge.
Open an existing Word document.
Insert a clip art image from Office Online.

2.5 Working with Shapes

You can add a variety of shapes to your document, including arrows, callouts,
squares, stars, and flow chart symbols. Want to offset your name and address
from the rest of your resume? Use a line. Need to show the progress of a
document through your office? Use a flow chart. While you may not need
shapes in every document you create, they can add visual appeal and clarity to
many documents.

Figure 2.86
To insert a shape:
 Select the Insert tab.
 Click the Shape command.
 Left-click a shape from the menu. Your cursor is now a cross shape.

120
  Left-click your mouse and while holding it down, drag your mouse until
the shape is the desired size.
 Release the mouse button.

To change shape style:

Select the shape. A new Format tab appears with Drawing Tools.

Figure 2.87
Click the More drop-down arrow in the Shapes Style group to display more
style options.

Figure 2.88
Move your cursor over the styles, and Live Preview will preview the style in
your document.
Left-click a style to select it.
To change the shape, fill colour:
Select the shape. A new Format tab appears with Drawing Tools.
Click the Shape Fill command to display a drop-down list.

121
Figure 2.89
Select a colour from the list, choose No Fill, or choose one of the other
options.

To change the shape outline:

Select the shape. A new Format tab appears with Drawing Tools.
Click the Shape Outline command to display a drop-down list.
Select a colour from the list, choose No Outline, or choose one of the other
options.

To change to a different shape:

Select the shape. A new Format tab appears with Drawing Tools.
Click the Change Shape command to display a drop-down list.

122
Figure 2.90
Select a shape from the list.

To change shadow effects:

 Select the Format tab.
 Left-click the Shadow Effects command.
 Move your mouse over the menu options. Live Preview displays how it
will appear in your document.
 Click an option to select the shadow effect.
Select Shadow Colour from the menu, and choose a
colour from the palette to change the colour of the
shadow on your shape.

To change 3D effects:
You cannot add a 3D effect to all shapes.
 Select the Format tab.
 Left-click the 3-D Effects command.
 Move your mouse over the menu options. Live
Preview displays how it will appear in your
document.

123
 Figure 2.91
 Click an option to select the 3D effect.
After you have chosen a 3D effect, you can change other elements of your
shape, including the colour, depth, direction, lighting, and surface of the 3D
effect on your shape. This can dramatically change the way the shape looks.
You can access these options by clicking the 3-D Effects command.

Activity Five
Use the flyer or any other Word document you choose to complete this
challenge.
 Open an existing Word document.
 Insert a shape.
 Change the shape to a different shape.
 Change the fill colour.
 Change the line colour.
 Try various shadow effects.
 Try various 3D effects.

2.6 Using a Templates

A template is a predesigned document you can use to create new documents
with the same formatting. With a template, many of the more important
document design decisions such as margin size, font style and size, and spacing
are predetermined.

124
Figure 2.92

To insert a template:
Click the Microsoft Office button.
Select New. The New Document dialogue box appears.
Select Installed Templates to choose a template on your computer.

Figure 2.93
Review the available templates.
Left-click a template to select it.
Click Create, and the template opens in a new window.

Figure 2.94
You can select any of the categories in the Microsoft Office Online section of
the New Document Dialogue box. This will display free templates that are

125
available online. Your computer must have Internet access to download these
templates.
Information about using templates
Templates include placeholder text that is surrounded by brackets. Often, this
placeholder text includes information regarding the content for a specific area.

Figure 2.95
Additionally, some information is prefilled in the template. You can
modify your Word Options and change the prefilled information that
appears.

Figure 2.96
Word templates may include separate Quick Parts sections, which give
you various options for the template.

Figure 2.97
To insert text into a template:
Click near the text you want to replace. The text will appear highlighted, and

126
 a template tag will appear.

Figure 2.98
Enter text. The placeholder text will disappear.
To change prefilled information:
Select the Microsoft Office button.
Click the Word Options button at the bottom of the menu. The Word Options
dialogue box appears.
Enter the user name and/or initials in the Popular section.

Figure 2.99

Click OK.
Activity Six
 Create a new document using a template. Note: Choose the Origins
Resume template to follow along with the video.
 Enter text into the template.
 Modify the user name and initials for your version of Word if you are
using a home computer. Note: If you are using a public computer such as
one at a library, you do not need to change these settings.
 Save the document.

127
2.7 Working with List
Bulleted and numbered lists can be used in your documents to arrange and
format text to draw emphasis.

Figure 2.100
Using bulleted and numbered lists
To insert a new list:
Select the text you want to format as a list.
Click the Bullets or Numbering commands on the Home tab.

Figure 2.101
Left-click the bullet or numbering style you want to use. It will appear in the
document.
Position your cursor at the end of a list item, and press the Enter key to add
an item to the list.
To remove numbers or bullets from a list, select the list and click the Bullets or
Numbering commands.
To select an alternate bullet or numbering style:
Select all of the text in an existing list.
Click the Bullets or Numbering commands on the Home tab.
128
 Left-click to select an alternate bullet or numbering style.
Using bulleted lists
To use a symbol as a bullet:
Select an existing list.
Click the Bullets command.
Select Define New Bullet from the list. The Define New
Bullet dialogue box appears.
Click the Symbol button. The Symbol dialogue box appears.

Figure 2.102
Click the Font: drop-down box, and
select a font category.

Figure 2.103
Left-click a symbol to select it.
Click OK. The symbol will now appear
in the Preview section of the Define New
Bullet dialogue box.
Click OK to apply the symbol to the list in the document.

You can use a picture as a bullet. Click the Picture button in the Define New
Bullet dialog box, and then locate the image file on
your computer.

To change the bullet colour:

Select an existing list.
Click the Bullets command.
Select Define New Bullet from the list. The Define
New Bullet dialogue box appears.

129
 Click the Font button. The Font dialogue box appears.

Figure 2.104
Click the Font colour: drop-down box.
Left-click a colour to select it.
Click OK. The bullet colour will now appear in the Preview section of the
Define New Bullet dialog box.
Click OK to apply the bullet colour to the list in the document.
You can also change the bullet font and formatting in the Font dialogue box.
Activity Seven
Use the resume or any Word template you choose to complete this challenge.
Change the bullet of an existing list to a different bullet.
Insert a new numbered list into the document.
Modify the colour of a bullet.

2.8 Lines and Paragraph Spacing

An important part of creating effective documents lies in the document design.
As part of designing the document and making formatting decisions, you will
need to know how to modify the spacing

Figure 2.105
Modifying spacing
To format line spacing:
Select the text you want to format.
130
 Click the Line spacing command in the Paragraph group on the Home tab.
Select a spacing option.

Figure 2.106
OR
Select Line Spacing Options. The Paragraph dialogue box appears.

Figure 2.107
Use the Line spacing drop-down menu to select a spacing option.
Modify the before and after points to adjust line spacing as needed.
Click OK.
Paragraph spacing
Just as you can format spacing between lines in your document, you can choose
spacing options between each paragraph. Typically, extra spaces are added
between paragraphs, headings, or subheadings. Extra spacing between
paragraphs adds emphasis and makes a document easier to read.
To format paragraph spacing:
Click the Line spacing command on the Home tab.
Select Add Space Before Paragraph or Remove Space After Paragraph
131
from the menu. If you don't see the option you want, click Line Spacing
Options to manually set the spacing (see below).

Figure 2.108
OR
Select Line Spacing Options. The Paragraph dialogue box appears.
Change the Before and After points in the Paragraph section.

Figure 2.109
Click OK.
Line spacing is measured in lines or points, which is referred to as leading.
When you reduce the leading, you automatically bring the lines of text closer
together. Increasing the leading will space the lines out, allowing for improved
readability.
Activities Eight
Use the resume or any Word template you choose to complete this challenge.
Change the line spacing of a list.
Change the line spacing of a paragraph of text.
132
 Change the paragraph spacing between body text and a heading.

3.0 Tutor-Marked Assignment

1. Identify five differences between paragraph spacing and line spacing.

4.0 Study Session Summary

In this study session we have discussed the process of creating a new document,
we went further to discuss the process of formatting text, working with text
boxes and we concluded with lines and paragraph spacing.

5.0 Self- Assessment Question

1. How do you change shape to outline?

6.0 Additional Activities

a. Visit Youtube https://goo.gl/TdpS6Y. Watch the video & summarise in 1
paragraph

Self- assessment answer

Select the shape. A new Format tab appears with Drawing Tools.
Click the Shape Outline command to display a drop-down list.
Select a colour from the list, choose No Outline, or choose one of the other
options.

7.0 References/Further Readings

A Brief History of Programming Languages – by Byte
http://www.byte.com/art/9509/sec7/art19.htm
Advanced Microsoft Excel 2007 by Premium Training Limited
www.premcs.com
Ethical Hacking by Dr. Bruce V. Hartey 2013
133
Computer Fundamentals by Tutorials point www.tutorialspoint.com
Excel Made Easy http://www.excel-easy.com 2015
History of Computer by The Association for History and Computing -
http://odur.let.rug.nl/ahc/histlink/index.html
Introduction to Microsoft Office 2007 by Microsoft Corporation
www.microsoft.com
Introduction to Information & Communications Technology by Education
and Science and NCCA
Introduction to Computers by
http://literacy.kent.edu/Midwest/Materials/ndakota/complit/toc.html
PowerPoint Tutorial by GCFLearn 2017 www.learnfree.org/powerpoint.php
Microsoft Word 2007 Tutorial by GCFLearn 2017 www.learnfree.org
Technology and Society by The Center for the Study of Technology and
Society - http://www.tecsoc.org/

134
 STUDY SESSION 3
Doing More with Microsoft Word
Section and Subsection Headings:
Introduction
1.0 Learning Outcomes
2.0 Main Content
2.1Modifying page layout
2.2Working with pictures
2.3Column and Ordering
2.4Headers and footers
2.5Working with tables
2.6Using SmartArt graphics
2.7Using indents and tables
2.8Applying styles and themes
3.0 Tutor Marked Assignments
4.0 Study Session Summary and Conclusion
5.0 Self-Assessment Questions and Answers
6.0 Additional Activities
7.0 References/Further Readings

Introduction
You are welcome to another study session. In this study session we would be
discussing the topic doing more with Microsoft word which will form the basis
of our discussion.

1.0Learning Outcome
After studying this study session, I expect you to be able to:
1. Modify page layout
2. Format text using styles and font tools in a word processor.

135
 3. Format a document using multi - level heading styles to enable an outline
view (e.g., document map, navigation pane) in a word processor.
4. Copying formatting using the Format Painter tool;
5. Insert page and line breaks;

2.0 Main Content

2.1 Modify Page Layout
You may find that the default page layout settings in Word are not sufficient
for the document you want to create, in which case you will want to modify
these settings. In addition, you may want to change the page formatting
depending on the document you're creating.

Figure 2.110
Page layout and formatting
To change page orientation:
Select the Page Layout tab.
Click the Orientation command in the Page Setup group.

Figure 2.111
Left-click either Portrait or Landscape to change the page orientation.
136
Landscape format means everything on the page is oriented
horizontally, while portrait format means everything is oriented
vertically.

To change the paper size:

Select the Page Layout tab.
Left-click the Size command, and a drop-down menu will appear. The current
paper size is highlighted.

Figure 2.112
Left-click a size option to select it. The page size of the document changes.
To format page margins:
Select the Page Layout tab.
Click the Margins command. A menu of options appears. Normal is selected
by default.
Left-click the predefined margin size you want.

137
Figure 2.113
OR
Select Custom Margins from the menu. The Page Setup dialogue box
appears.

Figure 2.114
Enter the desired margin size in the appropriate fields.
You can always access the Page Setup dialog box by clicking the small arrow
in the bottom-right corner of the Page Setup group. The dialogue box should
look familiar to people who have used previous versions of Word.
To insert a break:
Place your insertion point where you want the break to appear.
Select the Page Layout tab.
Click the Breaks command. A menu appears.

138
Figure 2.115
Left-click a break option to select it. The break will appear in the document.
Why would you need to use a break? Each type of break serves a different
purpose and will affect the document in different ways. Page breaks move text
to a new page before reaching the end of a page, while section breaks create a
barrier between parts of the document for formatting purposes. Column breaks
split text in columns at a specific point. Practise using the various break styles
to see how they affect the document.
Activity One
Use the newsletter or any Word document you choose to complete this
challenge.
 Change the page orientation.
 Change the paper size.
 Modify at least one margin.
 Insert a section break.

2.2 Working with Pictures

Pictures can be added to Word documents and then formatted in various ways.
The picture tools in Word 2007 make it easy to incorporate images into your
documents and modify these images in innovative ways.

139
Figure 2.116
Place your insertion point where you want the image to appear.
Select the Insert tab.
Click the Picture command in the Illustrations group. The Insert Picture
dialogue box appears.

Figure 2.117
Select the image file on your computer.

Figure 2.118
Click Insert, and it will appear in your document.
Left-click a corner sizing handle, and while holding down the mouse button
resize the image. The image retains its proportions.
To wrap text around an image:
Select the image.
Select the Picture Tools Format tab.
Click the Text Wrapping command in the Arrange group.

140
Figure 2.119
Left-click a menu option to select it. In this example, we selected Tight.
Move the image around to see how the text wraps for each setting.
The Position button has predefined text wrapping settings. The Position
button is located to the left of the Text Wrapping button.
Click the Position button, and a drop-down list of text wrapping options will
appear. Hover over an option to see what it does.
If you can’t get your text to wrap the way you want, click the Text Wrapping
command and select More Layout Options from the menu. You can make
more precise changes in the Advanced Layout dialogue box that appears.

To crop an image:
Select the image.
Select the Format tab.
Click the Crop command. The black cropping handles appear.

Figure 2.120
Left-click and move a handle to crop an image.
Click the Crop command to deselect the crop tool.
141
Corner handles will crop the image proportionally.
To compress a picture:
Select the picture.
Select the Format tab.
Click the Compress Pictures command in the Adjust group. A dialogue box
appears.
Click the Options button to access the Compression Setting dialogue box.

Figure 2.121
Choose the target output.
Change any of the default picture settings you want.
Click OK in the Compression Settings dialogue box.
Click OK in the Compress Pictures dialogue box.
You need to monitor the file size of your images and documents that include
images, especially if you send them via email. Cropping and resizing an image
doesn’t decrease the image file size, but compression does.

Other picture tools

There are many other things you can do to modify a picture. From the Format
tab, some of the other useful commands include:
 Change Picture: Selects a new picture from your computer
 Reset Picture: Reverts to original image
 Brightness: Adjusts the brightness of an image
 Colour: Adjusts the contrast of an image from light to dark
 Recolour: Modifies the colour in a variety of ways, including black and
white, sepia, pink, and purple
142
Figure 2.122

To change the shape of a picture:

 Select the picture.
 Select the Format tab.
 Click the Picture Shape icon. A menu appears.

Figure 2.123
 Left-click a shape to select it.
To apply a picture style:
 Select the picture.
 Select the Format tab.
 Click the More drop-down arrow to display all of the picture styles.
 Hover over a picture style to display a live preview of the style in the
document.

Figure 2.124
 Left-click a style to select it.

143
To add a border to a picture manually:
 Select the picture.
 Select the Format tab.
 Left-click the Picture Border command, and select a colour.
OR
 Select Weight from the menu and choose a line weight.

Figure 2.125
Activity Two
Use the newsletter or any Word document you choose to complete this
challenge.
 Insert a picture into a document.
 Crop the image proportionally.
 Apply a picture style to the image.
 Compress the picture.

2.3 Columns and Ordering

Two useful formatting features in Word are the columns and ordering
commands. Columns are used in many types of documents but are most
commonly used in newspapers, magazines, academic journals, and newsletters.
Ordering is the process of layering two or more shapes so they appear in a
certain way. For example, if you have two shapes that overlap and want one
shape to appear on top, you will have to order the shapes.

144
Figure 2.126
Inserting columns and ordering objects
To add columns to a document:
Select the text you want to format.
Select the Page Layout tab.
Left-click the Columns command.

Figure 2.127
Select the number of columns you want to insert.

Click the Show/Hide command on the Home tab to display the paragraph
marks and breaks.
The Format Painter command allows you to easily format text to appear like
other text in your document. Select the text that is formatted the way you want,
click the Format Painter command on the Home tab, and select the text you
want to change. The new text now appears modified.
To change the order of objects:
Right-click the object you want to move. In this example, click the shape.
In the menu that appears, select Order.
145
Figure 2.128
Select a menu option that will arrange the item in the desired way. In this
example, select Send Behind Text.
The text and image are now displayed layered on top of the shape.

Figure 2.129
Activity Three
Use the newsletter or any Word document you choose to complete this
challenge.
Select text you want to format into columns.
Format the selected text into two columns.
Insert a picture and a shape.
Practise ordering using the picture and shape.

2.4 Working With Header and Footer

You can make your document look professional and polished by utilizing the
header and footer sections. The header is a section of the document that
appears in the top margin, while the footer is a section of the document that
appears in the bottom margin. Headers and footers generally contain
information such as page number, date, and document name.

146
Figure 2.130

Headers and footers

To insert a header or footer:
Select the Insert tab.
Click either the Header or Footer command. A menu appears with a list of
built-in options you can use.
Left-click one of the built-in options, and it will appear in the document.
OR
Left-click Blank to select it.

Figure 2.131

147
 The Design tab with Header and Footer tools is active.

Figure 2.132
Type information into the header or footer.

Figure 2.133

To insert the date or time into a header or footer:

With the header or footer section active, click the Date & Time command.

Figure 2.134
Select a date format in the dialogue box that appears.

148
Figure 2.135
Click OK. The date and time now appear in the document.

Other header and footer options

There are many other header and footer options you can use to design these
sections of your document. From the Header and Footer Tools Design tab, you
can see all of your design options.

Figure 2.136

Activity Four
Use the newsletter or any Word document you choose to complete this
challenge.
Add your name in the header of a document.
Right-align the text in the header.
Select a built-in footer with a page number.
2.5 Working with Tables
A table is a grid of cells arranged in rows and columns. Tables can be
customized and are useful for various tasks such as presenting text information
149
and numerical data.

Figure 2.137

Inserting and modifying tables

To convert existing text to a table:
Select the text you want to convert.
Select the Insert tab.
Click the Table command.
Select Convert Text to Table from the menu. A dialogue box appears.

Figure 2.138
Choose one of the options in the Separate text at: section. This is how Word
knows what text to put in each column.

150
Figure 2.140
Click OK. The text appears in a table.
To add a row above an existing row:
Place the insertion point in a row below the location where you want to add a
row.

Table 2.1
Right-click the mouse. A menu appears.
Select Insert Insert Rows Above.

Table 2.2
A new row appears above the insertion point.

151
Table 2.3
You can also add rows below the insertion point. Follow the same steps, but
select Insert Rows Below from the menu.
To add a column:
Place the insertion point in a column adjacent to the location where you
want the new column to appear.
Right-click the mouse. A menu appears.
Select Insert Insert Columns to the Left or Insert Columns to the Right.
A new column appears.
To delete a row or column:
Select the row or column.
Right-click your mouse and a menu appears.
Select Delete Columns or Delete Rows.
To apply a table style:
Select the table. A Table Tools Design tab now appears on the Ribbon.
Select the Design tab to access all of the Table Styles and Options.

Figure 2.141
Click through the various styles in the Table Styles section.
Left-click a style to select it. The table style will appear in the document.

152
Figure 2.142

You can modify which table styles are displayed. In the Table Styles Options,
you can select and deselect various table options. For example, you can select
banded rows, and only tables with banded rows will appear in the Tables Styles
section.
Want to have a little more creative freedom when it comes to formatting your
tables? You can manually change the table border or shading, change line
weight, or erase part of the table.
To insert a blank table:
 Place your insertion point in the document where you want the table to
appear.
 Select the Insert tab.
 Click the Table command.
 Drag your mouse over the diagram squares to select the number of
columns and rows in the table.

153
Figure 2.143
 Left-click your mouse and the table appears in the document.
 Enter text into the table.
Modifying a table using the layout tab
When you select a table in Word 2007, Design and Layout tabs appear under
Table Tools on the Ribbon. Using commands on the Layout tab, you can make
a variety of modifications to the table, including:
 Adding and deleting columns
 Adding and deleting rows
 Changing the cell size
 Aligning cell text
 Changing text direction
 Merging and splitting cells

Figure 2.145
Activity Five
Use the report or any Word document you choose to complete this challenge.
 Convert text into a table.
 Apply a table style.
 Delete a row from the table.
154
 Insert a blank table with five rows and four columns.

2.6 Using SmartArt Graphics

A table is a grid of cells arranged in rows and columns. Tables can be
customized and are useful for various tasks such as presenting text information
and numerical data.

Figure 2.146
Inserting and modifying tables
To convert existing text to a table:
Select the text you want to convert.
Select the Insert tab.
Click the Table command.
Select Convert Text to Table from the menu. A dialogue box appears.

Figure 2.147
Choose one of the options in the Separate text at: section. This is how Word
knows what text to put in each column.
155
Figure 2.148
Click OK. The text appears in a table.
To add a row above an existing row:
Place the insertion point in a row below the location where you want to add a
row.

Table 2.4
Right-click the mouse. A menu appears.
Select Insert Insert Rows Above.

Figure 2.149
A new row appears above the insertion point.

156
Table 2.5
You can also add rows below the insertion point. Follow the same steps, but
select Insert Rows Below from the menu.
To add a column:
Place the insertion point in a column adjacent to the location where you
want the new column to appear.
Right-click the mouse. A menu appears.
Select Insert Insert Columns to the Left or Insert Columns to the Right.
A new column appears.
To delete a row or column:
Select the row or column.
Right-click your mouse and a menu appears.
Select Delete Columns or Delete Rows.

To apply a table style:

Select the table. A Table Tools Design tab now appears on the Ribbon.
Select the Design tab to access all of the Table Styles and Options.

Figure 2.150
Click through the various styles in the Table Styles section.
Left-click a style to select it. The table style will appear in the document.

157
Figure 2.150
You can modify which table styles are displayed. In the Table Styles Options,
you can select and deselect various table options. For example, you can select
banded rows, and only tables with banded rows will appear in the Tables Styles
section.
Want to have a little more creative freedom when it comes to formatting your
tables? You can manually change the table border or shading, change line
weight, or erase part of the table.
To insert a blank table:
 Place your insertion point in the document where you want the table to
appear.
 Select the Insert tab.
 Click the Table command.
 Drag your mouse over the diagram squares to select the number of
columns and rows in the table.

Figure 2.151

158
 Left-click your mouse and the table appears in the document.
 Enter text into the table.
Modifying a table using the layout tab
When you select a table in Word 2007, Design and Layout tabs appear under
Table Tools on the Ribbon. Using commands on the Layout tab, you can make
a variety of modifications to the table, including:
 Adding and deleting columns
 Adding and deleting rows
 Changing the cell size
 Aligning cell text
 Changing text direction
 Merging and splitting cells

Figure 2.152
Activity Six
Use the report or any Word document you choose to complete this challenge.
 Convert text into a table.
 Apply a table style.
 Delete a row from the table.
 Insert a blank table with five rows and four columns.
2.7 Using Indents and Tabs

A great way to draw attention to specific text is to indent it. There are several
ways you can indent text in Word; however, it’s important to use these tools
appropriately and indent correctly each time. This can save time and make the
editing process go smoothly.

159
Figure 2.153
Using indents and tabs
Click the Show/Hide command on the Home tab. This will allow you to see the
nonprinting characters such as the spacebar, paragraph, and Tab key markings.
To indent using the Tab key:
The most common way to indent is to use the Tab key. This method is best for
indenting one line of text rather than multiple lines.
Place the insertion point to the left of the text you want to indent.
Press the Tab key. This indents the line 1/2 inch by default.
To use the Indent commands:
Using the Tab key to indent multiple lines can make formatting difficult if you
add or remove text later. Indenting multiple lines is best done using the Indent
commands.
Select the text you want to indent.
Click the Increase Indent command to increase the indent. The default is 1/2
inch. You can press the command multiple times.

Figure 2.154
Click the Decrease Indent command to decrease the indent.
To modify the default indent settings:
160
 Select the Page Layout tab.
Select the text you want to modify.
Use the arrows or enter text in the fields to modify the Left and Right
Indents.

Figure 2.155
The tab selector
The tab selector is located above the vertical ruler on the left. Hover over the
tab selector to see the name of the type of tab that's active.

Figure 2.156
Tab options include:
First Line Indent : Inserts the indent marker on the ruler, and indents the
first line of text in a paragraph
Hanging Indent : Inserts the hanging indent marker, and indents all lines
other than the first line
Left Tab : Moves text to the right as you type
Center Tab : Centers text according to the tab
Right Tab : Moves text to the left as you type

Decimal Tab : Aligns decimal numbers using the decimal point

Bar Tab : Draws a vertical line on the document

To set a tab stop to indent the first line of text:
Click the tab selector until the First Line Indent icon is visible.
161
 Left-click at any point on the horizontal ruler. The First Line Indent icon
will appear.

Figure 2.157
Press the Enter key to start a new paragraph, and your insertion point will
automatically indent to that point.
To move a tab stop once you have inserted it, left-click and drag the tab stop
back and forth on the ruler.
You can set a hanging indent the same way; however, this tab stop changes all
other lines in a paragraph.
To set the left, center, right, and decimal tab stops:
Click the tab selector until the tab stop you want to use appears.
Left-click the location on the horizontal ruler where you want your text to
appear.

Figure 2.158
Press the Tab key to reach the tab stop.
To use Find and Replace to replace existing text:
 Click the Replace command on the Home tab. The Find and Replace
dialogue box appears.

162
Figure 2.159
 Enter text in the Find field that you want to locate in your document.
 Enter text in the Replace field that will replace the text in the Find box.

Figure 2.160
 Click OK. The change is made in the document.
You can also use the Find command to locate specific information in a
document. For example, if you are working with a 20-page report, it would be
time consuming to search the document for a specific topic. You can use the
Find command to locate all instances of a word or phrase in the document. This
is a great way to save time when working with longer documents.

2.8 Applying Styles and Themes

Styles and themes are powerful tools in Word that can help you create
professional-looking documents easily. A style is a predefined combination of
font style, colour, and size of text that can be applied to selected text. A theme
is a set of formatting choices that can be applied to an entire document and
includes theme colours, fonts, and effects.

163
Figure 2.161
To select a style:
Select the text to format. In this example, the title is selected.
In the Style group on the Home tab, hover over each style to see a live
preview in the document. Click the More drop-down arrow to see
additional styles.

Figure 2.162
Left-click a style to select it. Now the selected text appears formatted in the
style.

Figure 2.163
You can also use styles to create a table of contents for your document. To
learn how, review our article on How to Create a Table of Contents in
Microsoft Word.
To modify a style:
Select the text in the style you want to change. In this example, we are

164
 changing AdWorks Agency which has the Title style applied.
Locate the style in the Styles group.
Right-click the style and a menu appears.
Left-click Modify, and the Modify Style dialogue box appears.

Figure .2.164
Change any of the formatting.

Figure 2.165
Click OK to apply the modifications to the style.
To create a new style:
Click the arrow in the bottom-right corner of the Styles group. This opens the
Styles task pane.

165
Figure 2.166
Click the New Style button at the bottom, and a dialogue box appears.

Figure 2.167
Enter a name for the style, and make all of the formatting decisions.

166
Figure 2.168
Select the button beside New Document based on this template so the style
will be available to use in all of your documents.
Click OK. The new style will appear in the list.
To apply a style set:
 Click the Change Styles command on the Ribbon.
 Select Style Set from the menu that appears.

Figure 2.169
 Left-click a style set to select it. The change is reflected in the entire
document.
Style sets include a combination of title, heading, and paragraph
styles. Style sets allow you to format all of the elements of your
document at once, rather than formatting your title and headings
167
 separately.
For quick changes, you can modify the colours and fonts of a style set
from the Change Styles command; however, the themes feature is
more comprehensive and easier to use.
To apply a theme:
 Select the Page Layout tab.
 Click the Themes command.

Figure 2.170
 Hover your pointer over a theme to see it displayed in the document.
 Left-click a theme to select it.
A document theme is a set of formatting choices that includes font styles,
sizes, and colours for different parts of the document, as well as a set of theme
effects such as lines and fill effects.
To create a custom theme:
 Open the document you want to format.
 Select the Page Layout tab.
 Click the Colours command.
 Select Create New Theme Colours. A dialogue box appears.

168
Figure 2.171
 Use the drop-down menus to change the colours for each part of the
document.

Figure 2.172
 Enter a name for the theme colour.
 Click Save.
 Click the Fonts command.
 Select Create New Theme Fonts. A dialogue box appears.

169
Figure 2.173
 Use the drop-down menus to change the fonts in the dialogue box.
 Enter a name for theme font.

Figure 2.174
 Click Save.
 Click the Effects command, and select an option from the drop-down
menu.
 Click the Themes command.
 Select Save Current Theme. A dialogue box appears.

170
Figure 2.175
 Enter a theme name, and click Save. Now the theme is available to use
with other documents.
You cannot apply a theme to a document without applying styles first. Themes
look for and replace the formats of each of the styles.
3.0 Tutor-Marked Assignment
Use the report or any Word document you choose to complete this challenge.
 Apply a style to one section of your document.
 Apply a style set to your entire document.
 Modify an existing style.
 Apply a theme.

4.0 Study Session Summary.

In this study session we were able to discuss the topic doing more on Microsoft
word. We got to understand how to modify page layout, how to work with
pictures, how to arrange column and ordering and we concluded by looking at
how to apply styles and themes.

5.0 Self-Assessment Question

Use the report or any Word document you choose to complete this challenge.
 Practice using the Tab key to indent the first line of a paragraph.
 Select some text, and use the Increase and Decrease Indent commands
to see how they change the text.
 Explore the tab selector and all of the tab stops. Practice using each one.

171
6.0 Additional Activities
a. Visit Youtube https://goo.gl/tKmm28. Watch the video & summarise in 1
paragraph

7.0 References / Further Reading

A Brief History of Programming Languages – by Byte
http://www.byte.com/art/9509/sec7/art19.htm
Advanced Microsoft Excel 2007 by Premium Training Limited
www.premcs.com
Ethical Hacking by Dr. Bruce V. Hartey 2013
Computer Fundamentals by Tutorials point www.tutorialspoint.com
Excel Made Easy http://www.excel-easy.com 2015
History of Computer by The Association for History and Computing -
http://odur.let.rug.nl/ahc/histlink/index.html
Introduction to Microsoft Office 2007 by Microsoft Corporation
www.microsoft.com
Introduction to Information & Communications Technology by Education and
Science and NCCA
Introduction to Computers by
http://literacy.kent.edu/Midwest/Materials/ndakota/complit/toc.html
PowerPoint Tutorial by GCFLearn 2017 www.learnfree.org/powerpoint.php
Microsoft Word 2007 Tutorial by GCFLearn 2017 www.learnfree.org
Technology and Society by The Center for the Study of Technology and
Society - http://www.tecsoc.org/

172
 STUDY SESSION 4
Using Mail Merge
Section and Subsection Headings:
Introduction
1.0 Learning Outcome
2.0 Main Content
2.1 Using Mail Merge
3.0 Tutor Marked Assignments
4.0 Study Session Summary and Conclusion
5.0 Self-Assessment Questions and Answers
6.0 Additional Activities
7.0 References/Further Readings

Introduction
You are welcome to another study session. In this study session, you will get to
understand that Mail Merge is a useful tool that will allow you to easily produce
multiple letters, labels, envelopes, and more using information stored in a list,
database, or spreadsheet.

1.0Learning Outcome
After studying this study session, I expect you to be able to:
1. Undertake mail merging

2.0 Main Content

2.1 Using Mail Merge
Mail Merge is a useful tool that will allow you to easily produce multiple
letters, labels, envelopes, and more using information stored in a list, database,
or spreadsheet. In this lesson, you will learn how to use the Mail Merge
Wizard to create a data source and a form letter, and explore other wizard
features. Additionally, you will learn how to use the Ribbon commands to
173
access Mail Merge tools outside of the wizard.

Figure 2.176
Mail Merge
Watch the video! (11:01 min)
Download the example to work along with the video.
To use Mail Merge:
Select the Mailings on the Ribbon.
Select the Start Mail Merge command.

Figure 2.177
Select Step by Step Mail Merge Wizard.
The Mail Merge task pane appears and will guide you through the six main
steps to complete a merge. You will have several decisions to make during the
process. The following is an example of how to create a form letter and merge
the letter with a data list.
Steps 1-3
Choose the type of document you want to create. In this example, select
Letters.
Click Next: Starting document to move to Step 2.
Select Use the current document.
174
 Click NeXT: Select recipients to move to Step 3.
Select the Type a new list button.
Click Create to create a data source. The New Address List dialogue box
appears.
Click Customize in the dialog box. The Customize Address List
dialogue box appears.
Select any field you do not need, and click Delete.
Click Yes to confirm that you want to delete the field.
Continue to delete any unnecessary fields.
Click Add. The Add Field dialogue box appears.
Enter the new field name.
Click OK.
Continue to add any fields necessary.
Click OK to close the Customize Address List dialogue box.

To customize the new address list:


Figure 2.178
Enter the necessary data in the New Address List dialogue box.
Click New Entry to enter another record.
Click Close when you have entered all of your data records.
Enter the file name you want to save the data list as.
175
 Choose the location where you want to save the file.
Click Save. The Mail Merge Recipients dialogue box appears and
displays all of the data records in the list.
Confirm that the data list is correct, and click OK.
Click Next: Write your letter to move to Step 4.
Steps 4-6
Write a letter in the current Word document, or use an open existing
document.
To insert recipient data from the list:
Place the insertion point in the document where you want the
information to appear.
Select Address block, Greeting line, or Electronic postage from
the task pane. A dialog box with options will appear based
on your selection.

Figure 2.179
OR
Select More Items. The Insert Merge Field dialogue box will appear.
Select the field you want to insert in the document.
Click Insert. Notice that a placeholder appears where information from
the data record will eventually appear.
Repeat these steps each time you need to enter information from your
data record.

176
 Click Next: Preview your letters in the task pane once you have completed
your letter.
Preview the letters to make sure the information from the data record appears
correctly in the letter.
Click Next: Complete the merge.
Click Print to print the letters.
Click All.
Click OK in the Merge to Printer dialog box.
Click OK to send the letters to the printer.
The Mail Merge Wizard allows you to complete the merge process in a variety
of ways. The best way to learn how to use the different functions in Mail Merge
is to try to develop several of the different documents—letters, labels, and
envelopes—using the different types of data sources.

3.0 Tutor-Marked Assignment

Use the report or any Word document you choose to complete this challenge.
Open a new blank Word document.
Open the Mail Merge task pane.
Create a data list, and practice adding and removing fields.
Explore the different Mail Merge features until you are familiar with
them.

4.0 Study Session Summary

In this study session we got to understand that mail merge is a useful tool that
will allow you to easily produce multiple letters, labels, envelopes, and more
using information stored in a list, database, or spreadsheet.

5.0 Self-Assessment Question

1. What is mail merge used for?

177
6.0 Additional Activities
a. Visit Youtube add Mail Merge Watch the video! (11:01 min),
https://goo.gl/U3nyKc, https://goo.gl/qgZ8kQ. Watch the video & summarise in
1 paragraph

Self-Assessment Answer
Mail Merge is a useful tool that will allow you to easily produce multiple
letters, labels, envelopes, and more using information stored in a list, database,
or spreadsheet

7.0 References /Further Reading

A Brief History of Programming Languages – by Byte
http://www.byte.com/art/9509/sec7/art19.htm
Advanced Microsoft Excel 2007 by Premium Training Limited
www.premcs.com
Ethical Hacking by Dr. Bruce V. Hartey 2013
Computer Fundamentals by Tutorials point www.tutorialspoint.com
Excel Made Easy http://www.excel-easy.com 2015
History of Computer by The Association for History and Computing -
http://odur.let.rug.nl/ahc/histlink/index.html
Introduction to Microsoft Office 2007 by Microsoft Corporation
www.microsoft.com
Introduction to Information & Communications Technology By Education and
Science and NCCA
Introduction to Computers by
http://literacy.kent.edu/Midwest/Materials/ndakota/complit/toc.html
PowerPoint Tutorial by GCFLearn 2017 www.learnfree.org/powerpoint.php
Microsoft Word 2007 Tutorial by GCFLearn 2017 www.learnfree.org
Technology and Society by The Center for the Study of Technology and
Society - http://www.tecsoc.org/
178
 3.0 MODULE 3
Introduction to Word Processing and Basic Presentation Using Microsoft
PowerPoint
Contents:
Study Session 1: Microsoft Excel
Study Session 2: Data Analysis
Study session 3: Introduction to PowerPoint
Study Session 4: PowerPoint Basics
Study Session 5: Advanced features of PowerPoint
Study session 6: PowerPoint Extras

STUDY SESSION 1
Microsoft Excel
Section and Subsection Headings:
Introduction
1.0 Learning Outcome
2.0 Main Content
2.1 Microsoft Excel
3.0 Tutor Marked Assignments
4.0 Study Session Summary and Conclusion
5.0 Self-Assessment Questions and Answers
6.0 Additional Activities
7.0References/Further Readings

Introduction
You are welcome to this study session. In this study session we shall be
discussing the topic Microsoft excel extensively. You will get to understand that
Microsoft Excel is a spreadsheet program included in the Microsoft Office
suite of applications. Spreadsheets present tables of values arranged in rows and
columns that can be manipulated mathematically using both basic and complex
179
arithmetic operations and functions.

1.0 Learning Outcome

After studying this study session, I expect you to be able to:
1. Explain the meaning excel
2. Describe how the excel works
3. Perform measure calculation using excel

2.0 Main Contents

2.1 Microsoft Excel
Microsoft Excel is one of the most used software applications of all time.
Hundreds of millions of people around the world use Microsoft Excel. You can
use Excel to enter all sorts of data and perform financial, mathematical or
statistical calculations.

Range: A range in Excel is a collection of two or more cells.

Cell, Row, Column
Let's start by selecting a cell, row and column.
1. To select cell C3, click on the box at the intersection of column C and row 3.

Table 2.6
2. To select column C, click on the column C header.

Table 2.7
3. To select row 3, click on the row 3 header.
180
Table 2.8

Range Examples
A range is a collection of two or more cells.
1. To select the range B2:C4, click on cell B2 and drag it to cell C4.

Table 2.9
2. To select a range of individual cells, hold down CTRL and click on each cell
that you want to include in the range.

Table 2.10

Fill a Range
To fill a range, execute the following steps.
1a. Enter the value 2 into cell B2.

Table 2.11
1b. Select cell B2, click on the lower right corner of cell B2 and drag it down to
181
cell B8.

Table 2.12

Result:

Table 2.13

This dragging technique is very important and you will use it very often in
Excel. Here's another example.
2a. Enter the value 2 into cell B2 and the value 4 into cell B3.

Table 2.14

2b. Select cell B2 and cell B3, click on the lower right corner of this range and
drag it down.

182
Table 2.15

Excel automatically fills the range based on the pattern of the first two values.
That's pretty cool huh!? Here's another example.
3a. Enter the date 6/13/2016 into cell B2 and the date 6/16/2016 into cell B3.

Table 2.16

3b. Select cell B2 and cell B3, click on the lower right corner of this range and
drag it down.

Table 2.17

Move a Range
To move a range, execute the following steps.
1. Select a range and click on the border of the range.

183
Table 2.18

2. Drag the range to its new location.

Table 2.19

Copy/Paste a Range
To copy and paste a range, execute the following steps.
1. Select the range, right click, and then click Copy (or press CTRL + c).

Table 2.20

2. Select the cell where you want the first cell of the range to appear, right click,
and then click Paste under 'Paste Options:' (or press CTRL + v).

184
Table 2.21

Insert Row, Column

To insert a row between the values 20 and 40 below, execute the following
steps.
1. Select row 3.

Table 2.22

2. Right click, and then click Insert.

Figure 2.180
Result:

185
Table 2.23
The rows below the new row are shifted down. In a similar way, you can insert
a column.

2 Formulas and Functions: A formula is an expression which calculates the

value of a cell. Functions are predefined formulas and are already available in
Excel.
For example, cell A3 below contains a formula which adds the value of cell A2
to the value of cell A1.
For example, cell A3 below contains the SUM function which calculates the
sum of the range A1:A2.

Table 2.24

Enter a Formula
To enter a formula, execute the following steps.
1. Select a cell.
2. To let Excel know that you want to enter a formula, type an equal sign (=).
3. For example, type the formula A1+A2.

Table 2.25

Tip: instead of typing A1 and A2, simply select cell A1 and cell A2.
4. Change the value of cell A1 to 3.
186
Table 2.26

Excel automatically recalculates the value of cell A3. This is one of Excel's
most powerful features!
Edit a Formula
When you select a cell, Excel shows the value or formula of the cell in the
formula bar.

Table 2.27

1. To edit a formula, click in the formula bar and change the formula.

Table 2.28

2. Press Enter.

Table 2.29
187
 ITQ 1: what is a range in Microsoft excel?

Operator Precedence
Excel uses a default order in which calculations occur. If a part of the formula is
in parentheses, that part will be calculated first. It then performs multiplication
or division calculations. Once this is complete, Excel will add and subtract the
remainder of your formula. See the example below.

Table 2.30

First, Excel performs multiplication (A1 * A2). Next, Excel adds the value of
cell A3 to this result.
Another example,

Table 2.31

First, Excel calculates the part in parentheses (A2+A3). Next, it multiplies this
result by the value of cell A1.

Copy/Paste a Formula
When you copy a formula, Excel automatically adjusts the cell references for
each new cell the formula is copied to. To understand this, execute the

188
following steps.
1. Enter the formula shown below into cell A4.

Table 2.32

2a. Select cell A4, right clicks, and then click Copy (or press CTRL + c)...

Figure 2.181
...next, select cell B4, right click, and then click Paste under 'Paste Options:' (or
press CTRL + v).

Figure 2.181
2b. You can also drag the formula to cell B4. Select cell A4, click on the lower
right corner of cell A4 and drag it across to cell B4. This is much easier and
gives the exact same result!

189
Table 2.33

Result. The formula in cell B4 references the values in column B.

Table 2.34

Insert a Function
Every function has the same structure. For example, SUM(A1:A4). The name of
this function is SUM. The part between the brackets (arguments) means we give
Excel the range A1:A4 as input. This function adds the values in cells A1, A2,
A3 and A4. It's not easy to remember which function and which arguments to
use for each task. Fortunately, the Insert Function feature in Excel helps you
with this.
To insert a function, execute the following steps.
1. Select a cell.
2. Click the Insert Function button.

Table 2.35
The 'Insert Function' dialogue box appears.
3. Search for a function or select a function from a category. For example,
choose COUNTIF from the Statistical category.

190
Figure 2.182
4. Click OK.
The 'Function Arguments' dialogue box appears.
5. Click in the Range box and select the range A1:C2.
6. Click in the Criteria box and type >5.
7. Click OK.

Figure 2.183
Result. Excel counts the number of cells that are higher than 5.

Table 2.36
Note: instead of using the Insert Function feature, simply type
=COUNTIF(A1:C2,">5"). When you arrive at: =COUNTIF( instead of typing
191
A1:C2, simply select the range A1:C2.

For more formulas and Explanation

http://www.excel-easy.com/examples/percent-change.html

Basics
This section explains the basics of Excel.
1.Ribbon: The tabs on the ribbon are: File, Home, Insert, Page layout,

Formulas, Data, Review and View. Excel selects the ribbon's Home tab when
you open a workbook.
Customize the Ribbon
You can easily create your own tab and add commands to it.
1. Right click anywhere on the ribbon, and then click Customize the Ribbon.

Figure 2..184

2. Click New Tab.

192
Figure 2.185
3. Add the commands you like.

Figure 2.186
4. Rename the tab and group.

193
Figure 2.187
Note: you can also add new groups to existing tabs. To hide a tab, uncheck the
corresponding check box. Click Reset, Reset all customizations, to delete all
Ribbon and Quick Access Toolbar customizations.
Collapse the Ribbon
You can collapse the ribbon to get extra space on the screen. Right click
anywhere on the ribbon, and then click Collapse the Ribbon (or press CTRL +
F1).

Figure 2.188

194
2 Workbook:
A workbook is another word for your Excel file. When you start Excel, click
Blank workbook to create an Excel workbook from scratch.
Open an Existing Workbook
To open a workbook you've created in the past, execute the following steps.
1. On the File tab, click Open.
2. Recent shows you a list of your recently used workbooks. You can quickly
open a workbook from here.

Figure 2.189
3. Click Browse to open a workbook that is not on the list.

Close a Workbook
To close a workbook (and Excel), click the upper right X. If you have multiple
workbooks open, clicking the upper right X closes the active workbook.

Figure 2.190
Create a New Workbook
Sometimes you want to start all over again. To create a new workbook, execute
the following steps.
1. On the File tab, click New.

195
2. Click Blank workbook.

Figure 2.191
Turn off the Start screen
When you start Excel, it shows a start screen that lists recently used Excel files
and templates. To skip the start screen and always start with a blank workbook,
execute the following steps.
1. On the File tab, click Options.
2. Uncheck 'Show the Start screen when this application starts'.

Figure 2.192
3. Click OK.
196
3 Worksheets:
A worksheet is a collection of cells where you keep and manipulate the data.
Each Excel workbook can contain multiple worksheets.
Select a Worksheet
When you open an Excel workbook, Excel automatically selects Sheet1 for you.
The name of the worksheet appears on its sheet tab at the bottom of the
document window.

Figure 2.193

Insert a Worksheet
You can insert as many worksheets as you want. To quickly insert a new
worksheet, click the plus sign at the bottom of the document window.

Table 2.37
Result:

197
Table 2.38

Rename a Worksheet
To give a worksheet a more specific name, execute the following steps.
1. Right click on the sheet tab of Sheet1.
2. Choose Rename.

Table 2.39

3. For example, type Sales 2016.

Table 2.40
Move a Worksheet
To move a worksheet, click on the sheet tab of the worksheet you want to move
and drag it into the new position.
1. For example, click on the sheet tab of Sheet2 and drag it before Sales 2016.

Table 2.41

198
Result:

Table 2.42

Delete a Worksheet
To delete a worksheet, right click on a sheet tab and choose Delete.
1. For example, delete Sheet2.

Table 2.43

Result:

Table 2.44

Copy a Worksheet
Imagine, you have got the sales for 2016 ready and want to create the exact
same sheet for 2017, but with different data. You can recreate the worksheet,
199
but this is time-consuming. It's a lot easier to copy the entire worksheet and only
change the numbers.
1. Right click on the sheet tab of Sales 2016.
2. Choose Move or Copy.

Table 2.45

The 'Move or Copy' dialogue box appears.

3. Select (move to end) and check Create a copy.

Figure 2.193

4. Click OK.
Result:

200
Table 2.46
Note: you can even copy a worksheet to another Excel workbook by selecting
the specific workbook from the drop-down list (see the dialog box shown
earlier)
4 Format Cells:
When we format cells in Excel, we change the appearance of a number without
changing the number itself. We can apply a number format (0.8, $0.80, 80%,
etc) or other formatting (alignment, font, border, etc).
1. Enter the value 0.8 into cell B2.

Table 2.47
By default, Excel uses the General format (no specific number format) for
numbers. To apply a number format, use the 'Format Cells' dialogue box.
2. Select cell B2.
3. Right click, and then click Format Cells (or press CTRL + 1).

Table 2.48

The 'Format Cells' dialog box appears.

201
4. For example, select Currency.

Figure 2.194
Note: Excel gives you a life preview of how the number will be formatted
(under Sample).
5. Click OK.

Table 2.49
Cell B2 still contains the number 0.8. We only changed the appearance of this
number. The most frequently used formatting commands are available on the
Home tab.
6. On the Home tab, in the Number group, click the percentage symbol to apply
a Percentage format.

Figure 2.195
7. On the Home tab, in the Alignment group, center the number.

202
Figure 2.196
8. On the Home tab, in the Font group, add outside borders and change the font
color to blue.

Figure 2.197

Result:

Table 2.50
5 Find & Select: You can use Excel's Find and Replace feature to quickly find
specific text and replace it with other text. You can use Excel's Go To Special
feature to quickly select all cells with formulas, comments, conditional
formatting, constants, data validation, etc.
Find
To quickly find specific text, execute the following steps.
1. On the Home tab, in the Editing group, click Find & Select.

Figure 2.198

2. Click Find.
203
Figure 2.199
The 'Find and Replace' dialog box appears.
3. Type the text you want to find. For example, type Ferrari.
4. Click 'Find Next'.

Figure 2.200
Excel selects the first occurrence.

Table 2.51
204
5. Click 'Find Next' to select the second occurrence.

Table 2.52
6. To get a list of all the occurrences, click 'Find All'.

Figure 2.201
Replace
To quickly find specific text and replace it with other text, execute the following
steps.
1. On the Home tab, in the Editing group, click Find & Select.

Figure 2.202
2. Click Replace.

205
Figure 2.203
The 'Find and Replace' dialogue box appears (with the Replace tab selected).
3. Type the text you want to find (Veneno) and replace it with (Diablo).
4. Click 'Find Next'.

Figure 2.204
Excel selects the first occurrence. No replacement has been made yet.

Table 2: 53

206
5. Click 'Replace' to make a single replacement.

Table 2: 54
Note: use 'Replace All' to replace all occurrences.
Go To Special
You can use Excel's Go To Special feature to quickly select all cells with
formulas, comments, conditional formatting, constants, data validation, etc. For
example, to select all cells with formulas, execute the following steps.
1. Select a single cell.
2. On the Home tab, in the Editing group, click Find & Select.

Figure 2.205
3. Click Go To Special.

207
Figure 2.206
Note: Formulas, Comments, Conditional formatting, Constants and Data
Validation are shortcuts. They can also be found under Go To Special.
4. Select Formulas and click OK.

Figure 2.207

Note: you can search for cells with formulas that return Numbers, Text, Logical
(TRUE and FALSE) and Errors. These check boxes are also available if you
select Constants.
Excel selects all cells with formulas.

208
Table 2.55
General note: if you select a single cell before you click Find, Replace or Go To
Special, Excel searches the entire worksheet. To search a range of cells, first
select a range of cells.

6 Templates: Instead of creating an Excel workbook from scratch, you can

create a workbook based on a template. There are many free templates
available, waiting to be used.
Existing Templates
To create a workbook based on an existing template, execute the following
steps.
1. On the File tab, click New.
2. Use the search box to search for online templates or click a template from one
of the featured templates.

209
Figure 2.208
3. Click Create to download the template.

Figure 2.209
Excel creates the workbook Academic calendar (any year)1.xlsx based on this
template.
Create a Template
If you create your own template, you can safely store it in the Templates folder.
As a result, you can create new workbooks based on this template without
worrying that you overwrite the original file.
To create a template, execute the following steps.
1. Create a workbook.
2. On the File tab, click Save As.
3. Click Browse.

210
Figure 2.210
4. Enter a file name.
5. Select Excel Template (*.xltx) from the drop-down list.

Figure 2.211
Excel automatically activates the Templates folder. Notice the location of the
Templates folder on your computer. It's usually located here:
C:\Users\<username>\Documents\Custom Office Templates
6. Click Save.

Figure 2.212
211
To create a workbook based on this template, execute the following steps.
7. On the File tab, click New.
8. Click Personal.
9. Click Wedding Budget.

Figure 2.213
Excel creates the workbook WeddingBudget1.xlsx based on this template.
Note: to edit a template, on the File tab, click Open and then click Browse, to
open the template. Edit the file and save the file to its original location.

7 Data Validation: Use data validation in Excel to make sure that users enter
certain values into a cell.
Data Validation Example
In this example, we restrict users to enter a whole number between 0 and 10.

Table 2. 55

Create Data Validation Rule

To create the data validation rule, execute the following steps.
1. Select cell C2.

212
2. On the Data tab, in the Data Tools group, click Data Validation.

Figure 2. 14
On the Settings tab:
3. In the Allow list, click Whole number.
4. In the Data list, click between.
5. Enter the Minimum and Maximum values.

Figure 2.215
Input Message
Input messages appear when the user selects the cell and tell the user what to
enter.
On the Input Message tab:
1. Check 'Show input message when cell is selected'.
2. Enter a title.
3. Enter an input message.

213
Figure 2.216
Error Alert
If users ignore the input message and enter a number that is not valid, you can
show them an error alert.
On the Error Alert tab:
1. Check 'Show error alert after invalid data is entered'.
2. Enter a title.
3. Enter an error message.

Figure 2.217

4. Click OK.
Data Validation Result
1. Select cell C2.

Table 2.56
2. Try to enter a number higher than 10.
Result:

214
Figure 2.218
Note: to remove data validation from a cell, select the cell, on the Data tab, in
the Data Tools group; click Data Validation, and then click Clear All. You can
use Excel's Go To Special feature to quickly select all cells with data validation.

8 Keyboard Shortcuts: Keyboard shortcuts allow you to do things with your

keyboard instead of your mouse to increase your speed.
Basic
Select cell B2.

Table 2.57
1. To select the entire range, press CTRL + a (if you press CTRL + a one more
time Excel selects the entire sheet).

Table 2.58
2. To copy the range, press CTRL + c (to cut a range, press CTRL + x).
3. Select cell A6 and press CTRL + v to paste this range.

215
Table 2.59
4. To undo this operation, press CTRL + z
Moving
Select cell B2.

Table 2.60

1. To quickly move to the bottom of the range, hold down CTRL and press ↓

Table 2.61
2. To quickly move to the right of the range, hold down CTRL and press →

Table 2.62
Try it yourself. Hold down CTRL and press the arrow keys to move from edge

216
to edge.
Selecting cell A1.

Table 2.63
1. To select cells while moving down, hold down SHIFT and press ↓ a few
times.

Table 2.64
2. To select cells while moving to the right, hold down SHIFT and press → a
few times.

Table 2.65
Formulas
Select cell F2.

Table 2.66
1. To quickly insert the SUM function, press ATL + =, and press Enter.

217
Table 2.67
2. Select cell F2, hold down SHIFT and press ↓ two times.

Table 2.68
3. To fill a formula down, press CTRL + d (down).

Table 2.69
Note: in a similar way, you can fill a formula right by pressing CTRL + r
(right).
Formatting
Select the range B2:F4.

Table 2.70
1. To launch the 'Format cells' dialog box, press CTRL + 1

218
2. Press TAB and press ↓ two times to select the Currency format.
3. Press TAB and press ↓ two times to set the number of decimal places to 0.

Table 2.71
4. Press Enter.
Result:

Table 2.72

5. To quickly bold a range, select the range and press CTRL + b.

9 Print: This chapter teaches you how to print a worksheet and how to change
some important print settings in Excel.
Print a Worksheet
To print a worksheet in Excel, execute the following steps.
1. On the File tab, click Print.
2. To preview the other pages that will be printed, click 'Next Page' or 'Previous
Page' at the bottom of the window.

219
\
Figure 2.218

3. To print the worksheet, click the big Print button.

Figure 2.219
What to Print
Instead of printing the entire worksheet, you can also only print the current
selection.
1. First, select the range of cells you want to print.
2. Next, under Settings, select Print Selection.

220
Figure 2.220
3. To print the selection, click the big Print button.

Figure 2.221
Note: you can also print the active sheets (first select the sheets by holding
down CTRL and clicking the sheet tabs) or print the entire workbook. Use the
boxes next to Pages (see first screenshot) to only print a few pages of your
document. For example, 2 to 2 only prints the second page.
Multiple Copies
To print multiple copies, execute the following steps.
1. Use the arrows next to the Copies box.
2. If one copy contains multiple pages, you can switch between Collated and
Uncollated. For example, if you print 6 copies, Collated prints the entire first
copy, then the entire second copy, etc. Uncollated prints 6 copies of page 1, 6
copies of page 2, etc.

221
Figure 2.222
Orientation
You can switch between Portrait Orientation (more rows but fewer columns)
and Landscape Orientation (more columns but fewer rows).

Figure 2.223

222
Page Margins
To adjust the page margins, execute the following steps.
1. Select one of the predefined margins (Normal, Wide or Narrow) from the
Margins drop-down list.
2. Or click the 'Show Margins' icon at the bottom right of the window. Now you
can drag the lines to manually change the page margins.

Scaling
If you want to fit more data on one page, you can fit the sheet on one page. To
achieve this, execute the following steps.
1. Select 'Fit Sheet on One Page' from the Scaling drop-down list.

Figure 2.224
Note: you can also shrink the printout to one page wide or one page high. Click
Custom Scaling Options to manually enter a scaling percentage or to fit the
printout to a specific number of pages wide and tall. Be careful, Excel doesn't

223
warn you when your printout becomes unreadable.

10 Share: Paste
Most of the time, you'll simply need to paste static Excel data in a Word
document.
1. Select the Excel data.

Table 2.73

2. Right click, and then click Copy (or press CTRL + c).
3. Open a Word document.
4. Press CTRL + v.
5. Click the icon in the upper left corner of the table and add borders.
Result.

Figure 2.225
Note: To delete the table, right click the icon in the upper left corner, and then
click Delete Table.
Paste Link
You can also link the source data in Excel with the destination data in Word. If
you change the data in Excel, the data in Word is updated automatically.
1. Repeat steps 1 to 3 above.

224
2. In Word, on the Home tab, in the Clipboard group, click Paste.

Figure 2.226
3. Click Paste Special.

Figure 2.227

The Paste Special dialog box appears.

4. Click Paste link, HTML Format.
5. Click OK.

Figure 2.228

6. Click the icon in the upper left corner of the table and add borders.
Result.

225
Figure 2.229

7. Change the Excel data.

Table 2.74

Result.

Figure 2.231

Note: In Word, right click the icon in the upper left corner of the table, and then
click Linked Worksheet Object, Links to launch the Links dialogue box. Here,
you can break the link, change the location of the Excel file, etc.

11 Protect: Encrypt an Excel file with a password so that it requires a password

to open it.
1. Open a workbook.
2. On the File tab, click Save As.
226
3. Click Browse.

Figure 2.232

4. Click on the Tools button and click General Options.

Figure 2.233
5. In the Password to open box, enter a password and click OK.

Figure 2.234
6. Re-enter the password and click OK.

227
Figure 2.235
Note: this feature also encrypts your Excel file. If you lose or forget the
password, it cannot be recovered.
7. Enter a file name and click Save.

Figure 2.236

It requires a password to open this Excel file now. The password for the
downloadable Excel file is "easy".
Functions
Discover how functions in Excel help you save time. If you are new to
functions in Excel, we recommend you to read our introduction to Formulas and
Functions first.
1. Count and Sum: The most used functions in Excel are the functions that count
and sum. You can count and sum based on one criteria or multiple criteria.
Count
To count the number of cells that contain numbers, use the COUNT function.

228
Table 2.75
Countif
To count cells based on one criteria (for example, higher than 9), use the
following COUNTIF function.

Table 2.76
Countifs
To count cells based on multiple criteria (for example, green and higher than 9),
use the following COUNTIFS function.

Table 2.77

Sum
To sum a range of cells, use the SUM function.

229
Table 2.78
Sumif
To sum cells based on one criteria (for example, higher than 9), use the
following SUMIF function (two arguments).

Table 2.79

To sum cells based on one criteria (for example, green), use the following
SUMIF function (three arguments, last argument is the range to sum).

Table 2.80
Sumifs
To sum cells based on multiple criteria (for example, blue and green), use the
following SUMIFS function (first argument is the range to sum).

230
Table 2.81
General note: in a similar way, you can use the AVERAGEIF and
AVERAGEIFS function to average cells based on one or multiple criteria.

2. Logical: Learn how to use Excel's logical functions such as the IF, AND and
OR function.
If Function
The IF function checks whether a condition is met, and returns one value if
TRUE and another value if FALSE.
1. Select cell C1 and enter the following function.

Table 2.82
The IF function returns Correct because the value in cell A1 is higher than 10.
And Function
The AND Function returns TRUE if all conditions are true and returns FALSE
if any of the conditions are false.
1. Select cell D1 and enter the following formula.

Table 2.83
The AND function returns FALSE because the value in cell B1 is not higher
231
than 5. As a result the IF function returns Incorrect.
Or Function
The OR function returns TRUE if any of the conditions are TRUE and returns
FALSE if all conditions are false.
1. Select cell E1 and enter the following formula.

Table 2.84
The OR function returns TRUE because the value in cell A1 is higher than 10.
As a result the IF function returns Correct.
General note: the AND and OR function can check up to 255 conditions.

3 Cell References: Cell references in Excel are very important. Understand the
difference between relative, absolute and mixed reference, and you are on your
way to success.
Relative Reference
By default, Excel uses relative reference. See the formula in cell D2 below. Cell
D2 references (points to) cell B2 and cell C2. Both references are relative.

Table 2.85

1. Select cell D2, click on the lower right corner of cell D2 and drag it down to
cell D5.

232
Table 2.86
Cell D3 references cell B3 and cell C3. Cell D4 references cell B4 and cell C4.
Cell D5 references cell B5 and cell C5. In other words: each cell references its
two neighbours on the left.

Absolute Reference
See the formula in cell E3 below.
1. To create an absolute reference to cell H3, place a $ symbol in front of the
column letter and row number of cell H3 ($H$3) in the formula of cell E3.

Table 2.87
2. Now we can quickly drag this formula to the other cells.

Table 2.88
The reference to cell H3 is fixed (when we drag the formula down and across).
As a result, the correct lengths and widths in inches are calculated.
233
Mixed Reference
Sometimes we need a combination of relative and absolute reference (mixed
reference).
1. See the formula in cell F2 below.

Table 2.89
2. We want to copy this formula to the other cells quickly. Drag cell F2 across
one cell, and look at the formula in cell G2.

Table 2.90
Do you see what happens? The reference to the price should be a fixed
reference to column B. Solution: place a $ symbol in front of the column letter
of cell B2 ($B2) in the formula of cell F2. In a similar way, when we drag cell
F2 down, the reference to the reduction should be a fixed reference to row 6.
Solution: place a $ symbol in front of the row number of cell B6 (B$6) in the
formula of cell F2.
Result:

234
Table 2.91
Note: we don't place a $ symbol in front of the row number of B2 (this way we
allow the reference to change from B2 (Jeans) to B3 (Shirts) when we drag the
formula down). In a similar way, we don't place a $ symbol in front of the
column letter of B6 (this way we allow the reference to change from B6 (Jan) to
C6 (Feb) and D6 (Mar) when we drag the formula across).
3. Now we can quickly drag this formula to the other cells.

Table 2.92
The references to column B and row 6 are fixed.

4 Date & Time: To enter a date in Excel, use the "/" or "-" characters. To enter a
time, use the ":" (colon). You can also enter a date and a time in one cell.

Table 2.93

Note: Dates are in US Format. Months first, Days second. This type of format
235
depends on your windows regional settings. Learn more about Date and Time
formats.

Year, Month, Day

To get the year of a date, use the YEAR function.

Table 2.94

Note: use the MONTH and DAY function to get the month and day of a date.
Date Function
1. To add a number of days to a date, use the following simple formula.

Table 2.95
2. To add a number of years, months and/or days, use the DATE function.

Table 2.96

Note: the DATE function accepts three arguments: year, month and day. Excel
knows that 6 + 2 = 8 = August has 31 days and rolls over to the next month (23
August + 9 days = 1 September).
Current Date & Time
To get the current date and time, use the NOW function.

236
Table 2.97
Note: use the TODAY function to get the current date only. Use NOW()-
TODAY() to get the current time only (and apply a Time format).
Hour, Minute, Second
To return the hour, use the HOUR function.

Table 2.98

Note: use the MINUTE and SECOND function to return the minute and second.
Time Function
To add a number of hours, minutes and/or seconds, use the TIME function.

Table 2.99
Note: Excel adds 2 hours, 10 + 1 = 11 minutes and 70 - 60 = 10 seconds.
5 Text: Join Strings
To join strings, use the & operator.

Table 2.100

237
Note: to insert a space, use " "
Left
To extract the leftmost characters from a string, use the LEFT function.

Table 2.101
Right
To extract the rightmost characters from a string, use the RIGHT function.

Table 2.102
Mid
To extract a substring, starting in the middle of a string, use the MID function.

Table 2.103
Note: started at position 5 (p) with length 3.
Len
To get the length of a string, use the LEN function.

Table 2.104
Note: space (position 8) included!
238
Find
To find the position of a substring in a string, use the FIND function.

Table 2.105
Note: string "am" found at position 3.
Substitute
To replace existing text with new text in a string, use the SUBSTITUTE
function.

Table 2.106
6 Lookup & Reference: Learn all about Excel's lookup & reference functions
such as the VLOOKUP, HLOOKUP, MATCH, INDEX and CHOOSE function.
VLookup
The VLOOKUP (Vertical lookup) function looks for a value in the leftmost
column of a table, and then returns a value in the same row from another
column you specify.
1. Insert the VLOOKUP function shown below.

239
Table 2.107
Explanation: the VLOOKUP function looks for the ID (104) in the leftmost
column of the range $E$4:$G$7 and returns the value in the same row from the
third column (third argument is set to 3). The fourth argument is set to FALSE
to return an exact match or a #N/A error if not found.
2. Drag the VLOOKUP function in cell B2 down to cell B11.
Note: when we drag the VLOOKUP function down, the absolute reference
($E$4:$G$7) stays the same, while the relative reference (A2) changes to A3,
A4, A5, etc.
HLookup
In a similar way, you can use the HLOOKUP (Horizontal lookup) function.

Table 2.108
Match
The MATCH function returns the position of a value in a given range.

Table 2.109
Explanation: Yellow found at position 3 in the range E4:E7. The third argument
is optional. Set this argument to 0 to return the position of the value that is
exactly equal to lookup_value (A2) or a #N/A error if not found.

240
Index
The INDEX function below returns a specific value in a two-dimensional range.

Table 2.110
Explanation: 92 found at the intersection of row 3 and column 2 in the range
E4:F7.
The INDEX function below returns a specific value in a one-dimensional range.

Table 2.111
Explanation: 97 found at position 3 in the range E4:E7.
Choose
The CHOOSE function returns a value from a list of values, based on a position
number.

Table 2.112

Explanation: Boat found at position 3.

7 Financial: To illustrate Excel's most popular financial functions, we consider a

241
loan with monthly payments, an annual interest rate of 6%, a 20-year duration, a
present value of $150,000 (amount borrowed) and a future value of 0 (that's
what you hope to achieve when you pay off a loan).
We make monthly payments, so we use 6%/12 = 0.5% for Rate and 20*12 =
240 for Nper (total number of periods). If we make annual payments on the
same loan, we use 6% for Rate and 20 for Nper.
Pmt
Select cell A2 and insert the PMT function.

Table 2.113
Note: The last two arguments are optional. For loans the Fv can be omitted (the
future value of a loan equals 0, however, it's included here for clarification). If
Type is omitted, it is assumed that payments are due at the end of the period.
Result. The monthly payment equals $1,074.65.

Table 2.114
Tip: when working with financial functions in Excel, always ask yourself the
question, am I making a payment (negative) or am I receiving money
(positive)? We pay off a loan of $150,000 (positive, we received that amount)
and we make monthly payments of $1,074.65 (negative, we pay).
Rate
If Rate is the only unknown variable, we can use the RATE function to
calculate the interest rate.

242
Table 2.115
Nper
Or the NPER function. If we make monthly payments of $1,074.65 on a 20-year
loan, with an annual interest rate of 6%, it takes 240 months to pay off this loan.

Table 2.116

We already knew this, but we can change the monthly payment now to see how
this affects the total number of periods.

Table 2.117
Conclusion: if we make monthly payments of $2,074.65, it takes less than 90
months to pay off this loan.
Pv
Or the PV (Present Value) function. If we make monthly payments of $1,074.65
on a 20-year loan, with an annual interest rate of 6%, how much can we
borrow? You already know the answer.

243
Table 2.118

Fv
And we finish this chapter with the FV (Future Value) function. If we make
monthly payments of $1,074.65 on a 20-year loan, with an annual interest rate
of 6%, do we pay off this loan? Yes.

Table 2.119
But, if we make monthly payments of only $1,000.00, we still have debt after
20 years.

.
Table 2.120
8 Statistical: This chapter gives an overview of some very useful statistical
functions in Excel.
Average
To calculate the average of a range of cells, use the AVERAGE function.

Table 2.121
244
Averageif
To average cells based on one criteria, use the AVERAGEIF function. For
example, to calculate the average excluding zeros.

Table 2.122

Note: <> means not equal to. The AVERAGEIF function is similar to the
SUMIF function.
Median
To find the median (or middle number), use the MEDIAN function.

Table 2.123
Check:

Table 2.124
Mode
To find the most frequently occurring number, use the MODE function.

Table 2.125

245
Standard Deviation
To calculate the standard deviation, use the STEDV function.

Table 2.126
Min
To find the minimum value, use the MIN function.

Table 2.127

Max
To find the maximum value, use the MAX function.

Table 2.128
Large
To find the third largest number, use the following LARGE function.

Table 2.129

246
Check:

Table 2.130
Small
To find the second smallest number, use the following SMALL function.

Table 2.131
Check:

Table 2.132
Tip: Excel can generate most of these results with the click of a button. Our
Descriptive Statistics example shows you how.

9 Round: This chapter illustrates three functions to round numbers in Excel. The
ROUND, ROUNDUP and ROUNDDOWN function.
Before your start: if you round a number, you lose precision. If you don't want
this, show fewer decimal places without changing the number itself.
Round
1. Round a number to two decimal places.

Table 2.133

Note: 1, 2, 3, and 4 get rounded down. 5, 6, 7, 8, and 9 get rounded up. In this
example, 114.7211, 114.7221, 114.7231 and 114.7241 get rounded down to
247
114.72 and 114.7251, 114.7261, 114.7271, 114.7281 and 114.7291 get rounded
up to 114.73.
2. Round a number to one decimal place.

Table 2.134
3. Round a number to the nearest integer.

Table 2.135
4. Round a number to the nearest 10.

Table 2.136
5. Round a number to the nearest 100.

Table 2.137
RoundUp
The ROUNDUP function always rounds a number up (away from zero). For
example, round a number up to one decimal place.

248
Table 2.138
RoundDown
The ROUNDDOWN function always rounds a number down (toward zero). For
example, round a number down to the nearest integer.

.
Table 2.139
10 Formula Errors: This chapter teaches you how to deal with some common
formula errors in Excel.
##### error
When your cell contains this error code, the column isn't wide enough to display
the value.

Table 2.140
1. Click on the right border of the column A header and increase the column
width.

249
Table 2.141
Tip: double click the right border of the column A header to automatically fit
the widest cell in column A.
#NAME? error
The #NAME? error occurs when Excel does not recognize text in a formula.

Table 2.142
1. Simply correct SU to SUM.

Table 2.143
#VALUE! error
Excel displays the #VALUE! error when a formula has the wrong type of
argument.

250
Table 2.144
1a. Change the value of cell A3 to a number.
1b. Use a function to ignore cells that contain text.

Table 2.145
#DIV/0! error
Excel displays the #DIV/0! error when a formula tries to divide a number by 0
or an empty cell.

Table 2.146
1a. Change the value of cell A2 to a value that is not equal to 0.
1b. Prevent the error from being displayed by using the logical function IF.

Table 2.147

Explanation: if cell A2 equals 0, an empty string ("") is displayed. If not, the

result of the formula A1/A2 is displayed.

251
#REF! error
Excel displays the #REF! error when a formula refers to a cell that is not valid.
1. Cell C1 references cell A1 and cell B1.

Table 2.148
2. Delete column B. To achieve this, right click the column B header and click
Delete.

Table 2.149
3. Select cell B1. The reference to cell B1 is not valid anymore.

Table 2.150
4. To fix this error, you can either delete +#REF! in the formula of cell B1 or
you can undo your action by pressing CTRL + z.

11 Array Formulas: This chapter helps you understand array formulas in Excel.
Single cell array formulas perform multiple calculations in one cell.
Without Array Formula

252
Without using an array formula, we would execute the following steps to find
the greatest progress.
1. First, we would calculate the progress of each student.

Table 2.151
2. Next, we would use the MAX function to find the greatest progress.

Table 2.152
With Array Formula
We don't need to store the range in column D. Excel can store this range in its
memory. A range stored in Excel's memory is called an array constant.
1. We already know that we can find the progress of the first student by using
the formula below.

Table 2.153
2. To find the greatest progress (don't be overwhelmed), we add the MAX
function, replace C2 with C2:C6 and B2 with B2:B6.

253
Table 2.154
3. Finish by pressing CTRL + SHIFT + ENTER.

Table 2.155
Note: The formula bar indicates that this is an array formula by enclosing it in
curly braces {}. Do not type these yourself. They will disappear when you edit
the formula.
Explanation: The range (array constant) is stored in Excel's memory, not in a
range. The array constant looks as follows:
{19;33;63;48;13}
This array constant is used as an argument for the MAX function, giving a
result of 63.
F9 Key
When working with array formulas, you can have a look at these array constants
yourself.

1. Select C2:C6-B2:B6 in the formula.

254
Table 2.156
2. Press F9.

Table 2.157
That looks good. Elements in a vertical array constant are separated by
semicolons. Elements in a horizontal array constant are separated by commas.

3.0Tutor-Marked Assignment
1. In your opinion, what are a few of the most useful functions in Excel?
How do you use them?
2. What is a function in Excel?
3. What is the difference between absolute and relative cell references? In
which situations would you use each?

4.0 Study Session Summary

In this study session we got to understand that the Microsoft Excel is a
spreadsheet program included in the Microsoft Office suite of applications.
Spreadsheets present tables of values arranged in rows and columns that can be
manipulated mathematically using both basic and complex arithmetic operations
and functions. We further got to understand the different steps of manipulating
the excel spreadsheet.
255
 5.0Self-Assessment Question and Answer
Self-assessment question
1. What is a PivotTable, and when would you use one?
2. Explain workbook protection types in Excel.

6.0 Additional Activities

a. Visit YouTube https://goo.gl/Hetbhv, https://goo.gl/TK7MYi,
https://goo.gl/VDANup. Watch the video & summarise in 1 paragraph

ITA 1: A range in Excel is a collection of two or more cells.

Self- assessment answer

1. A PivotTable is a tool used to summarize large quantities of data quickly
and easily. It can help you analyze a data set of tens, hundreds, or even
thousands of rows with minimal effort using a number of pre-defined
functions — like SUM, COUNT, and AVERAGE.
2. Excel provides three ways to protect a workbook:
• Password protection for opening a workbook
• Protection for adding, deleting, hiding and unhiding sheets
• Protection from changing size or position of windows.

7.0 References/Further Readings

A Brief History of Programming Languages – by Byte
http://www.byte.com/art/9509/sec7/art19.htm
Advanced Microsoft Excel 2007 by Premium Training Limited
www.premcs.com
Ethical Hacking by Dr. Bruce V. Hartey 2013
Computer Fundamentals by Tutorials point www.tutorialspoint.com
Excel Made Easy http://www.excel-easy.com 2015
History of Computer by The Association for History and Computing -
http://odur.let.rug.nl/ahc/histlink/index.html
256
Introduction to Microsoft Office 2007 by Microsoft Corporation
www.microsoft.com
Introduction to Information & Communications Technology By Education and
Science and NCCA
Introduction to Computers by
http://literacy.kent.edu/Midwest/Materials/ndakota/complit/toc.html
PowerPoint Tutorial by GCFLearn 2017 www.learnfree.org/powerpoint.php
Microsoft Word 2007 Tutorial by GCFLearn 2017 www.learnfree.org
Technology and Society by The Center for the Study of Technology and
Society - http://www.tecsoc.org/

257
 STUDY SESSION 2
Data Analysis
Section and Subsection Headings:
Introduction
1.0Learning Outcome
2.0Main Content
2.1 Data Analysis
2.2 Pivot Table
2.3 Formulate the Model
3.0 Tutor Marked Assignments
4.0Study Session Summary and Conclusion
5.0Self-Assessment Questions and Answers
6.0 Additional Activities
7.0 References/Further Readings

Introduction
You are welcome to this study session. In this study session you will get to
understand what data analysis is. You will further get to understand the various
methods of analysing data. I hope it will be an exciting session.

1.0 Learning Outcome

After studying this study session, I expect you to be able to:
1. Explain what data analysis is
2. Highlight the various methods of data analysis
3. Be able to formulate a model
4. Be able to solve the model.

2.0 Main Content

2.1 Data Analysis
This section illustrates the powerful features Excel has to offer to analyze data.
258
1 Sort: You can sort your Excel data on one column or multiple columns. You
can sort in ascending or descending order.

2.1.1 One Column

To sort on one column, execute the following steps.
1. Click any cell in the column you want to sort.

Table 2.159
2. To sort in ascending order, on the Data tab, in the Sort & Filter group, click
AZ.

Figure 2.237
Result:

Table 2.160
Note: to sort in descending order, click ZA.
2.1 2 Multiple Columns
259
To sort on multiple columns, execute the following steps.
1. On the Data tab, in the Sort & Filter group, click Sort.

Figure 2.238
The Sort dialogue box appears.
2. Select Last Name from the 'Sort by' drop-down list.

Figure 2.239
3. Click on Add Level.
4. Select Sales from the 'Then by' drop-down list.

Figure 2.240
5. Click OK.
Result. Records are sorted by Last Name first and Sales second.

260
 .
Figure 2.241
2 Filter: Filter your Excel data if you only want to display records that meet
certain criteria.
1. Click any single cell inside a data set.
2. On the Data tab, in the Sort & Filter group, click Filter.

Figure 2.242
Arrows in the column headers appear.

Figure 2.243
3. Click the arrow next to Country.
4. Click on Select All to clear all the check boxes, and click the check box next
to USA.

261
Figure 2.244
5. Click OK.
Result. Excel only displays the sales in the USA.

Figure 2.245
6. Click the arrow next to Quarter.
7. Click on Select All to clear all the check boxes, and click the check box next
to Qtr 4.

262
Figure 2.246
8. Click OK.
Result. Excel only displays the sales in the USA in Qtr 4.

Table 2.161
9. To remove the filter, on the Data tab, in the Sort & Filter group, click Clear.
To remove the filter and the arrows, click Filter.

.
Figure 2.247

Conditional Formatting: Conditional formatting in Excel enables you to

highlight cells with a certain colour, depending on the cell's value.
Highlight Cells Rules
To highlight cells that are greater than a value, execute the following steps.
1. Select the range A1:A10.

Table 2.162

263
2. On the Home tab, in the Styles group, click Conditional Formatting.

Figure 2.247
3. Click Highlight Cells Rules, Greater Than.

Figure 2.248
4. Enter the value 80 and select a formatting style.

Figure 2.249
5. Click OK.
Result. Excel highlights the cells that are greater than 80.

Table 2.163
264
6. Change the value of cell A1 to 81.
Result. Excel changes the format of cell A1 automatically.

Table 2.164
Note: you can also highlight cells that are less than a value, between a low and
high value, etc.
Clear Rules
To clear a conditional formatting rule, execute the following steps.
1. Select the range A1:A10.

Table 2.165
2. On the Home tab, in the Styles group, click Conditional Formatting.

Figure 2.250
3. Click Clear Rules, Clear Rules from Selected Cells.

265
Figure 2.251

ITQ 1: what is the importance of conditional formatting?

2.1.3 Top/Bottom Rules

To highlight cells that are above the average of the cells, execute the following
steps.
1. Select the range A1:A10.

Table 2.166
2. On the Home tab, in the Styles group, click Conditional Formatting.

Figure 2.252
266
3. Click Top/Bottom Rules, Above Average.

Figure 2.253
4. Select a formatting style.

Figure 2.254
5. Click OK.
Result. Excel calculates the average (42.5) and formats the cells that are above
this average.

Table 2.167
Note: You can also highlight the top 10 items, the top 10 %, etc. The sky is the
limit!.
4 Charts: A simple chart in Excel can say more than a sheet full of numbers. As

267
you'll see, creating charts is very easy.
Create a Chart
To create a line chart, execute the following steps.
1. Select the range A1:D7.

Table 2.168
2. On the Insert tab, in the Charts group, click the Line symbol.

Figure 2.255
3. Click Line with Markers.

Figure 2.256
Result:

Figure 2.257
Note: enter a title by clicking on Chart Title. For example, Wildlife Population.

268
Change Chart Type
You can easily change to a different type of chart at any time.
1. Select the chart.
2. On the Design tab, in the Type group, click Change Chart Type.

Figure 2.258
3. On the left side, click Column.

Figure 2.259
4. Click OK.
Result:

Figure 2.260
2.1.4 .Switch Row/Column
If you want to display the animals (instead of the months) on the horizontal
axis, execute the following steps.
1. Select the chart.

269
2. On the Design tab, in the Data group, click Switch Row/Column.

Figure 2.261
Result:

Figure 2.262
Legend Position
To move the legend to the right side of the chart, execute the following steps.
1. Select the chart.
2. Click the + button on the right side of the chart, click the arrow next to
Legend and click Right.

Figure 2.263
Result:

270
Figure 2.264
Data Labels
You can use data labels to focus your readers' attention on a single data series or
data point.
1. Select the chart.
2. Click a green bar to select the Jun data series.
3. Use your arrow keys to select the population of Dolphins in June (tiny green
bar).
4. Click the + button on the right side of the chart and click the check box next
to Data Labels.

Figure 2.265
Result:

Figure 2.266

2.2 Pivot Tables

Pivot tables are one of Excel's most powerful features. A pivot table allows you
to extract the significance from a large, detailed data set.
Our data set consists of 213 records and 6 fields. Order ID, Product, Category,
Amount, Date and Country.

271
Table 2.169
Insert a Pivot Table
To insert a pivot table, execute the following steps.
1. Click any single cell inside the data set.
2. On the Insert tab, in the Tables group, click PivotTable.

Figure 2.267
The following dialogue box appears. Excel automatically selects the data for
you. The default location for a new pivot table is New Worksheet.
3. Click OK.

Figure 2.268
Drag fields
The PivotTable Fields pane appears. To get the total amount exported of each
product, drag the following fields to the different areas.
1. Product field to the Rows area.
2. Amount field to the Values area.
3. Country field to the Filters area.

272
Figure 2.269
Below you can find the pivot table. Bananas are our main export product. That's
how easy pivot tables can be!

Figure 2.270
Sort
To get Banana at the top of the list, sort the pivot table.
1. Click any cell inside the Sum of Amount column.
2. Right click and click on Sort, Sort Largest to Smallest.

Figure 2.271
Result.

273
Table 2.170
Filter
Because we added the Country field to the Filters area, we can filter this pivot
table by Country. For example, which products do we export the most to
France?
1. Click the filter drop-down and select France.
Result. Apples are our main export product to France.

Table 2.171
Note: you can use the standard filter (triangle next to Row Labels) to only show
the amounts of specific products.

ITQ 2: what is a pivot table?

Change Summary Calculation

By default, Excel summarizes your data by either summing or counting the
items. To change the type of calculation that you want to use, execute the
following steps.
1. Click any cell inside the Sum of Amount column.
274
2. Right click and click on Value Field Settings.

Figure 2.272
3. Choose the type of calculation you want to use. For example, click Count.

Figure 2.273
4. Click OK.
Result. 16 out of the 28 orders to France were 'Apple' orders.

Table 2.172
2.2.1 Two-dimensional Pivot Table
If you drag a field to the Rows area and Columns area, you can create a two-

275
dimensional pivot table. First, insert a pivot table. Next, to get the total amount
exported to each country, of each product, drag the following fields to the
different areas.
1. Country field to the Rows area.
2. Product field to the Columns area.
3. Amount field to the Values area.
4. Category field to the Filters area.

Figure 2.273
Below you can find the two-dimensional pivot table.

Table 2.181
To easily compare these numbers, create a pivot chart and apply a filter. Maybe
276
this is one step too far for you at this stage, but it shows you one of the many
other powerful pivot table features Excel has to offer.

Figure 2.274
.
Tables: Tables allow you to analyse your data in Excel quickly and easily.
Learn how to insert, sort and filter a table, and how to display a total row at the
end of a table.
Insert a Table
To insert a table, execute the following steps.
1. Click any single cell inside the data set.

Table 2.182
2. On the Insert tab, in the Tables group, click Table.

277
Figure 2.275
3. Excel automatically selects the data for you. Check 'My table has headers'
and click on OK.

Figure 2.275
Result. Excel creates a nicely formatted table for you. This may still seem like a
normal data range to you but many powerful features are now just a click of a
button away.

Table 2.183
Sort a Table
To sort by Last Name first and Sales second, execute the following steps.
1. Click the arrow next to Sales and click Sort Smallest to Largest.
2. Click the arrow next to Last Name and click Sort A to Z.
Result.

278
Table 2.184
Filter a Table
To filter a table, execute the following steps.
1. Click the arrow next to Country and only check USA.
Result.

Table 2.185
Total Row
To display a total row at the end of the table, execute the following steps.
1. First, select a cell inside the table. Next, on the Design tab, in the Table Style
Options group, check Total Row.
Result.

279
Table 2.186
2. Click any cell in the last row to calculate the Total (Average, Count, Max,
Min, Sum etc.) of a column. For example, calculate the sum of the Sales
column.

Table 2.187
Note: in the formula bar see how Excel uses the SUBTOTAL function to
calculate the sum. 109 is the argument for Sum if you use the SUBTOTAL
function. Excel uses this function (and not the standard SUM function) to
correctly calculate table totals of filtered tables.

7 What-If Analysis: What-If Analysis in Excel allows you to try out different
values (scenarios) for formulas. The following example helps you master what-
if analysis quickly and easily.
Assume you own a book store and have 100 books in storage. You sell a certain
% for the highest price of $50 and a certain % for the lower price of $20.

280
Table 2.188
If you sell 60% for the highest price, cell D10 calculates a total profit of 60 *
$50 + 40 * $20 = $3800.
Create Different Scenarios
But what if you sell 70% for the highest price? And what if you sell 80% for the
highest price? Or 90%, or even 100%? Each different percentage is a different
scenario. You can use the Scenario Manager to create these scenarios.
Note: You can simply type in a different percentage into cell C4 to see the
corresponding result of a scenario in cell D10. However, what-if analysis
enables you to easily compare the results of different scenarios. Read on.
1. On the Data tab, in the Forecast group, click What-If Analysis.

Figure 2.276
2. Click Scenario Manager.

Figure 2.277
The Scenario Manager dialogue box appears.
3. Add a scenario by clicking on Add.

281
Figure 2.278
4. Type a name (60% highest), select cell C4 (% sold for the highest price) for
the Changing cells and click on OK.

Figure 2.279
5. Enter the corresponding value 0.6 and click on OK again.

Figure 2.280
6. Next, add 4 other scenarios (70%, 80%, 90% and 100%).
Finally, your Scenario Manager should be consistent with the picture below:

282
Figure 2.281
Note: to see the result of a scenario, select the scenario and click on the Show
button. Excel will change the value of cell C4 accordingly for you to see the
corresponding result on the sheet.

2.2.3 Scenario Summary

To easily compare the results of these scenarios, execute the following steps.
1. Click the Summary button in the Scenario Manager.
2. Next, select cell D10 (total profit) for the result cell and click on OK.

Figure 2.282
Result:

Figure 2.282
Conclusion: if you sell 70% for the highest price, you obtain a total profit of
283
$4100, if you sell 80% for the highest price; you obtain a total profit of $4400,
etc. That's how easy what-if analysis in Excel can be.
Goal Seek
What if you want to know how many books you need to sell for the highest
price, to obtain a total profit of exactly $4700? You can use Excel's Goal Seek
feature to find the answer.
1. On the Data tab, in the Forecast group, click What-If Analysis.

Figure 2.283
2. Click Goal Seek.

Figure 2.284
The Goal Seek dialogue box appears.
3. Select cell D10.
4. Click in the 'To value' box and type 4700.
5. Click in the 'By changing cell' box and select cell C4.
6. Click OK.

Figure 2.285
Result. You need to sell 90% of the books for the highest price to obtain a total
profit of exactly $4700.

284
Table 2.189
8 Solver: Excel includes a tool called solver that uses techniques from the
operations research to find optimal solutions for all kind of decision problems.
Load the Solver Add-in
To load the solver add-in, execute the following steps.
1. On the File tab, click Options.
2. Under Add-ins, select Solver Add-in and click on the Go button.

Figure 2.286
3. Check Solver Add-in and click OK.

285
Figure 2. 287
4. You can find the Solver on the Data tab, in the Analyze group.

Figure 2. 288

2.3 Formulate the Model

The model we are going to solve looks as follows in Excel.

Table 2.190
1. To formulate this linear programming model, answer the following three
questions.
a. What are the decisions to be made? For this problem, we need Excel to find
out how much to order of each product (bicycles, mopeds and child seats).
b. What are the constraints on these decisions? The constrains here are that the
amount of capital and storage used by the products cannot exceed the limited
amount of capital and storage (resources) available. For example, each bicycle
uses 300 units of capital and 0.5 unit of storage.

286
c. What is the overall measure of performance for these decisions? The overall
measure of performance is the total profit of the three products, so the objective
is to maximize this quantity.
2. To make the model easier to understand, name the following ranges.
Range Name Cells
Unit Profit C4:E4
Order Size C12:E12
Resources Used G7:G8
Resources Available I7:I8
Total Profit I12
Table 2.191
3. Insert the following three SUMPRODUCT functions.

Table 2.192
Explanation: The amount of capital used equals the sum product of the range
C7:E7 and Order Size. The amount of storage used equals the sum product of
the range C8:E8 and Order Size. Total Profit equals the sum product of Unit
Profit and Order Size.

2.3 1 Trial and Error

With this formulation, it becomes easy to analyze any trial solution.
For example, if we order 20 bicycles, 40 mopeds and 100 child seats, the total
amount of resources used does not exceed the amount of resources available.
This solution has a total profit of 19000.

287
Table 2.193
It is not necessary to use trial and error. We shall describe next how the Excel
Solver can be used to quickly find the optimal solution.

2.3.1 Solve the Model

To find the optimal solution, execute the following steps.
1. On the Data tab, in the Analyze group, click Solver.

Figure 2.289
Enter the solver parameters (read on). The result should be consistent with the
picture below.

288
Figure 2.290
You have the choice of typing the range names or clicking on the cells in the
spreadsheet.
2. Enter Total Profit for the Objective.
3. Click Max.
4. Enter Order Size for the Changing Variable Cells.
5. Click Add to enter the following constraint.

Figure 2.291
6. Check 'Make Unconstrained Variables Non-Negative' and select 'Simplex
LP'.
7. Finally, click Solve.

289
Result:

Figure 2.292
The optimal solution:

Table 2.194
Conclusion: It is optimal to order 94 bicycles and 54 mopeds. This solution
gives the maximum profit of 25600. This solution uses all the resources
available.

9 Analysis Tool Pak: The Analysis Tool Pak is an Excel add-in program that
provides data analysis tools for financial, statistical and engineering data
analysis.
To load the Analysis Tool Pak add-in, execute the following steps.
1. On the File tab, click Options.
2. Under Add-ins, select Analysis Tool Pak and click on the Go button.

290
Figure 2.293
3. Check Analysis Tool Pak and click on OK.

Figure 2.294
4. On the Data tab, in the Analysis group, you can now click on Data Analysis.

Figure 2.295

The following dialogue box below appears.

291
5. For example, select Histogram and click OK to create a Histogram in Excel.

.
Figure 2.296
This example teaches you how to create a histogram in Excel.
1. First, enter the bin numbers (upper levels) in the range C3:C7.

Table 2.195
2. On the Data tab, in the Analysis group, click Data Analysis.

Figure 2.297
Note: can't find the Data Analysis button? Click here to load the Analysis Tool
Pak add-in.
3. Select Histogram and click OK.

292
Figure 2.298
4. Select the range A2:A19.
5. Click in the Bin Range box and select the range C3:C7.
6. Click the Output Range option button, click in the Output Range box and
select cell F3.
7. Check Chart Output.

Figure 2.299

8. Click OK.

Table 2.196
293
9. Click the legend on the right side and press Delete.
10. Properly label your bins.
11. To remove the space between the bars, right click a bar, click Format Data
Series and change the Gap Width to 0%.
12. To add borders, right click a bar, click Format Data Series, click the Fill &
Line icon, click Border and select a colour.
Result:

Table 2.197

3.0 Tutor-Marked Assignment

1. Explain the order of operations used when evaluating formulas in Excel?

4.0 Study Session Summary

In this study session we discussed the topic data analysis. We got to discuss
various methods of data analysis. We concluded by looking at how to formulate
a model and how to solve the modes

6.0 Self- Assessment Question

What are the basic question you ask in other to formulate linear programming?

6.0 Additional Activities

a. Visit YouTube https://goo.gl/MCtDi3. Watch the video

294
 ITA 1: Conditional formatting in Excel enables you to highlight cells with a certain
color, depending on the cell's value.

ITA 2: A pivot table allows you to extract the significance from a large, detailed data
set.

Self- Assessment Answer

a. What are the decisions to be made? For this problem, we need Excel to
find out how much to order of each product (bicycles, mopeds and child
seats).
b. What are the constraints on these decisions? The constrains here are
that the amount of capital and storage used by the products cannot exceed
the limited amount of capital and storage (resources) available. For
example, each bicycle uses 300 units of capital and 0.5 unit of storage.

c. What is the overall measure of performance for these decisions? The

overall measure of performance is the total profit of the three products, so
the objective is to maximize this quantity.

7.0 References/Further Readings

A Brief History of Programming Languages – by Byte
http://www.byte.com/art/9509/sec7/art19.htm
Advanced Microsoft Excel 2007 by Premium Training Limited
www.premcs.com
Ethical Hacking by Dr. Bruce V. Hartey 2013
Computer Fundamentals by Tutorials point www.tutorialspoint.com
Excel Made Easy http://www.excel-easy.com 2015
History of Computer by The Association for History and Computing -
http://odur.let.rug.nl/ahc/histlink/index.html

295
Introduction to Microsoft Office 2007 by Microsoft Corporation
www.microsoft.com
Introduction to Information & Communications Technology By Education and
Science and NCCA
Introduction to Computers by
http://literacy.kent.edu/Midwest/Materials/ndakota/complit/toc.html
PowerPoint Tutorial by GCFLearn 2017 www.learnfree.org/powerpoint.php
Microsoft Word 2007 Tutorial by GCFLearn 2017 www.learnfree.org
Technology and Society by The Center for the Study of Technology and
Society - http://www.tecsoc.org/

296
 STUDY SESSION 3
Introduction to PowerPoint
Section and Subsection Headings:
Introduction
1.0 Learning Outcome
2.0 Main Content
2.1 Introduction to Power Point
2.2 Working with Themes and style
2.3 Background Styles
2.4 Working with List
2.5 Proofing Slides
3.0 Tutor Marked Assignments
4.0 Study Session Summary and Conclusion
5.0 Self-Assessment Questions and Answers
6.0Additional Activities
7.0 References/Further Readings

Introduction
You are welcome to another study session. In this session, you will get to
understand that a PowerPoint includes all of the features you need to produce
professional-looking presentations. The topic Power point will be the basis of
our discussion in this session.

1.0 Learning Outcome

After studying this study session, I expect you to be able to:
1. Explain what PowerPoint is
2. Create new presentations
3. Work with slides
4. Work with themes and styles
5. Apply background and styles.
297
2.0 Main Content
2.1 Introduction to PowerPoint
PowerPoint includes all of the features you need to produce professional-
looking presentations. When you create a PowerPoint presentation, it is made
up of a series of slides. The slides contain the information you want to
communicate with your audience. This information can include text, pictures,
charts, video, sound, and more.

Before you begin adding information to slides, you'll need to know the basics of
working with slides. In this lesson, you'll learn how to start a new presentation,
insert new slides, modify a layout, move and copy slides, use placeholders,
and save your presentation.

ITQ 1: what is power point?

• New presentations
When you open PowerPoint from the Start menu or from an icon on your
desktop, a new presentation with one slide appears by default. You can also
create a new presentation while PowerPoint is already open.
Click the Microsoft Office button, and choose New from the menu.

Figure 2.300
298
 The New Presentation dialogue box will appear. Blank presentation is
selected by default.

Figure 2.301
Click Create, and a new presentation will open in the PowerPoint window.
The default slide that appears when you create a new presentation is a Title
Slide layout.

Slide basics
Slides contain placeholders, or areas on a slide that are enclosed by dotted
borders. Placeholders can contain many different items, including text, pictures,
and charts. Some placeholders have placeholder text—or text you can
replace—and thumbnail-sized icons that represent specific commands such as
Insert Picture, Insert Chart, and Insert Clip Art. Hover over each icon to see the
type of information you can insert.

299
 Figure 2.302
About slide layouts
The placeholders are arranged in different layouts you can select when you
insert a new slide or that can be applied to existing slides. In the example
above, the layout is called Title and Content and includes title and content
placeholders.

A slide layout arranges your slide content. Layouts contain different types of
placeholders you can use, depending on what information you want to include
in your presentation. Each layout has a descriptive name, but the image of the
layout shows you how the placeholders are arranged on the slide.

Slide basics
To insert text into a placeholder:
Click inside the placeholder. The placeholder text will disappear, and the
insertion point will appear.
Type your text once the insertion point is visible.
Click outside the placeholder when you have entered all of your text into
the placeholder.

When you enter text or use the icons to insert items, the placeholder text and/or
icons disappear as soon as you start typing.
To insert a new slide:
Click the New Slide command in the Slides group on the Home tab. A menu
will appear with your slide layout options.

300
 Figure 2.303
Click the slide you want to insert. A new slide with the chosen layout will
appear in the centre of the PowerPoint window and in the pane on the
left.
To change the layout of an existing slide:
Select the slide you want to change.
Click the Layout command in the Slides group on the Home tab. A menu
appears with your options.

Figure 2.304
Click an option to select it. The slide will change in the presentation.

301
 Figure 2.305

• Working with slides

To copy and paste a slide:
Select the slide you want to copy.
Click the Copy command on the Home tab.

302
 Figure 2.306
 Click inside the Slides tab on the left task pane. A horizontal insertion
point will appear.
 Move the insertion point to the location where you want the copy of the
slide to appear.

Figure 2.307
 Click the Paste command on the Home tab. The copied slide will appear.

303
Figure 2.309
You can use the keyboard shortcut Ctrl+C to copy the slide and Ctrl+V to
paste it.
To delete a slide:
 Select the slide you want to delete.
 Click the Delete command in the Slides group on the Home tab.

Figure 2.310
You can also delete a slide by pressing the Delete key on your keyboard.
To move a slide:
 Select the slide you want to move on the Slides tab in the left task pane.
 Click and drag the slide to a new location. The insertion point will
appear.
 Release the mouse button. The slide will appear in the new location.
Using different views from the PowerPoint window
In the bottom-right corner of the PowerPoint window are three view commands.
From here, you can change the view to Normal, Slide Sorter, or Slide Show
view by clicking a command.

304
Figure 2.311
Normal is the default view and where you will create and edit your slides
in the center slide pane, and all of the slides will appear on the Slides tab
in the left task pane.
Slide Sorter is a view of your slides in thumbnail form. The slides are
presented horizontally, which allows you to see more slides at the same
time.
Slide Show view fills the computer screen with your presentation so you
can see how the presentation will appear to an audience.
 Saving your Presentation
If you are saving a document for the first time, you will need to use the Save As
command; however, if you have already saved a presentation, you can use the
Save command.
To use the Save As command:
• Click the Microsoft Office button.
• Select Save As. A menu will appear.
• Select the type of file you want to save the presentation as. The two most
commonly used file types are:
• PowerPoint Presentation: This saves the presentation as a 2007
PowerPoint file. Only users with PowerPoint 2007 or the compatibility
pack can view the file without possibly losing some of the formatting.
• PowerPoint 97-2003 Presentation: This saves the presentation so it is
compatible with some previous versions of PowerPoint. If you will be
sending the presentation to someone who does not have Office 2007, you
should use this file type.

305
 Figure 2.312

• The Save As dialogue box will appear. Select the location where you

want to save the

Figure 2.313
• Document using the drop-down menu.
 Enter a name for the document.
 Click the Save button.
To use the Save command:
 Click the Microsoft Office button.
 Select Save from the menu.
Using the Save command saves the document in its current location using the
same file name.

Compatibility mode
Sometimes you may need to work with presentations that were created in earlier
versions of PowerPoint. When you open these types of presentations, they will

306
appear in Compatibility mode.
Compatibility mode disables certain features, so you'll only be able to access
commands found in the program that was used to create the presentation. For
example, if you open a presentation created in PowerPoint 2003, you can only
use tabs and commands found in PowerPoint 2003.

Figure 2.314

If you want access to all of the PowerPoint 2007 features, you can save the
presentation in the PowerPoint 2007 file format.
To exit Compatibility mode:
 Click the Microsoft Office button.
 Select Save As PowerPoint Presentation.

Figure 2.315
Activity One
 Open PowerPoint.
 Insert text on the default title slide.
 Insert a Title and Content slide.
 Insert a Two Content slide.
307
 Practice moving slides.
 Copy the title slide.
 Delete one of the slides.
 Save the presentation.

ITQ 2: what is compatibility mode?

2.1.1 Working with Text

It's important to know how to perform basic tasks with text when working in
PowerPoint. In this lesson, you will learn the basics of working with text,
including how to insert, delete, select, and move text, as well as how to work
with text boxes.
 Text basics
In PowerPoint, you can insert text into placeholders or text boxes. Text in both
can be formatted using the same commands.
To insert text:
• Click the placeholder or text box where you want to insert text. The
insertion point will appear. If you are working with a placeholder,
placeholder text will disappear.
• Type the text you want to appear.
• To delete text:
• Place your cursor next to the text you want to delete.
• Press the Backspace key on your keyboard to delete text to the left of the
cursor.
• Press the Delete key on your keyboard to delete text to the right of the
cursor.
To select text:
• Place the insertion point next to the text you want to select.
• Click and drag your mouse over the text to select it.

308
 • Release the mouse button. You have selected the text. A highlighted box
will appear over the selected text.
When you select text or images in PowerPoint, a hover toolbar with formatting
options appears. This makes formatting commands easily accessible, which can
save you time.
To format font size:
• Select the text you want to modify.
• Click the drop-down arrow next to the font size box on the Home tab.
The font size drop-down menu appears.
• Move your cursor over the various font sizes. A live preview of the font
size will appear in the document.

Figure 2.316
Click the font size you want to use. The font size will change in the document.
To format font style:
Select the text you want to modify.
Click the drop-down arrow next to the font style box on the Home tab. The
font style drop-down menu appears.
Move your cursor over the various font styles. A live preview of the font will
appear in the document.

309
 Figure 2.317
Click the font style you want to use. The font style will change in the
document.
To format font colour:
Select the text you want to modify.
Click the drop-down arrow next to the font colour box on the Home tab. The
font colour menu appears.
Move your cursor over the various font colours. A live preview of the colour
will appear in the document.

Figure 2.318
Click the font colour you want to use. The font colour will change in the slide.
Your colour choices aren't limited to the drop-down menu that appears. Select
More Colors at the bottom of the list to access more colour choices.

310
Text basics
To use the Bold, Italic, and Underline commands:
 Select the text you want to modify.
 Click the Bold, Italic, or Underline command in the Font group on the
Home tab.

Figure 2.319
Click the command again to remove the formatting.
Other font commands

Figure 2.320
• Increase Font Size: Increases font size of selected text to the next
standard font size
• Decrease Font Size: Decreases font size of selected text to the next
standard font size
• Clear All Formatting: Removes recent formatting changes
• Strikethrough: Makes a line through text
• Text Shadow: Adds a drop shadow to text
• Change Case: Lets you try different capitalization options without
having to delete and retype letters or words
To change text alignment:
 Select the text you want to modify.

311
 Select one of the four alignment options from the Paragraph group on
the Home tab.
Align Text Left: Aligns selected text to the left margin
Center: Aligns text an equal distance from the left and right margins
Align Text Right: Aligns selected text to the right margin
Justify: Lines up equally to the right and left margins

Figure 2.321
The alignment commands align text within the placeholder or text box where it
is located rather than across the slide.

Text boxes
In addition to inserting text in placeholders, you can insert text into text boxes.
Text boxes allow you to add to predefined layouts so you can place text
wherever you want on a slide.
To insert a text box:
 Select the Insert tab on the Ribbon.
 Click the Text Box command in the Text group.
 Click and drag the cursor until the text box is the desired width.

Figure 2.322

312
 Release the mouse button.
To move a text box:
 Click the text box. Your cursor becomes a cross with arrows on each
end.
 While holding the mouse button, drag the text box to the desired location
on the page.
 Release the mouse button.
To resize a text box:
 Select the text box.
 Click one of the square sizing handles on the left or right sides, or a
circular handle on one of the four corners.
 While holding down the mouse button, drag the sizing handle until the
text box is the desired width.

Figure 2.323

Click and drag the green circle to rotate the text box.

Moving text
To copy and paste text:
 Select the text you want to copy.
 Click the Copy command on the Home tab.
 Place your insertion point where you want the text to appear.
 Click the Paste command on the Home tab. The text will appear.

313
 Figure 2.324
To cut and paste text:
 Select the text you want to cut.
 Click the Cut command on the Home tab.
 Place your insertion point where you want the text to appear.
 Click the Paste command on the Home tab. The text will appear.

Figure 2.325
To drag and drop text:
 Select the text you want to copy.
 Click your mouse and drag the text to the location where you want it to
appear. The cursor will have a text box beneath it to indicate that you are
moving text.
 Release the mouse button, and the text will appear.

Challenge!
Use the Workshop presentation or any other PowerPoint presentation you
choose to complete this challenge.
 Insert text on a slide.
 Practice using the Bold, Italic, and Underline commands.
 Change the font style of the title.
 Change the font size of the title.
 Change the colour of the subtitle.

314
 Use the Change Case command on a slide title.
 Practice using the Increase Font Size and Decrease Font Size
commands.
 Insert a text box, and add text.
2.2Working With Themes and Style
A theme is a predefined combination of colours, fonts, and effects that can be
applied to your presentation. PowerPoint includes built-in themes that allow you
to easily create professional-looking presentations without spending a lot of
time formatting. Each theme has additional background styles associated with it
that can be applied to the slides to modify the theme.

Figure 2.326

About themes
A theme is automatically applied when you create a new presentation in
PowerPoint, even though the slide background is white. This default theme is
called the Office Theme. The Office Theme consists of a white background and
Calibri font of various sizes for titles and body text.

315
 Figure 2.327
You can apply a different theme to your slides before adding text or making
changes to the default slide. An advantage of doing this is that the location of
the text will not move. If you apply the theme after entering text on the slides,
the text boxes and placeholders may move, depending on the theme you choose.

An advantage of entering some of your text before applying a new theme is that
the live preview feature allows you to see how the themes will affect your
specific text. The example below is the Aspect theme.

Figure 2.328

316
Themes
You will need to know how to apply a theme and switch to a different theme if
you want to use this feature to create presentations. All of the themes that come
included in PowerPoint are located in the Themes group on the Design tab.
To apply a theme:
Select the Design tab.
Locate the Themes group. Each image represents a theme.

Figure 2.329

Click the drop-down arrow to access more themes.

Hover over a theme to see a live preview of it in the presentation. The name
of the theme will appear as you hover over it.

Click a theme to apply it to the slides.

You can access additional themes on
Microsoft Office Online or create your
own.
Fonts that are changed with the font size
and style menus will not change when
you apply a new theme.
Figure 2.330

ITQ 3: What is a theme?

317
Modifying themes
You can also modify the current theme colours, fonts, and effects. For
example, if you like the Urban theme but would prefer to use more red in your
presentation, you can change the colours of the theme and create a new custom
theme. If you would prefer to use the Verdana font style so your presentation
font will match your company logo and materials, you can modify the font
combination and save it.

PowerPoint themes are powerful because they allow you to create professional-
looking slides easily. The option to modify these themes makes it an even more
robust and powerful tool because you can customize themes based on your
needs and preferences.
To switch to a different theme colour option:
• Select the Colours command in the Themes group on the Design tab.

Figure 2.331

• Hover over a colour group to display a live preview of the colour

combination on the selected slide.

318
 Figure 2.332

Click a colour option to select it.

To change the current theme colours:
Select the Colors command in the Themes group on the Design tab.
Click Create New Theme Colors from the menu. A dialogue box will
appear.

Figure 2.333
Click a color option to display a colour menu. Choose a colour to change the
option.

319
 Figure 2.334
Enter a name for the new theme colour combination.
Click Save.

Modifying themes
To switch to a different theme font option:
 Select the Fonts command in the Themes group on the Design tab.

Figure 2.335

 Hover over a font group to display a live preview of the font combination
on the selected slide.
320
 Figure 2.336

 Click a font option to select it.

To change the current theme fonts:
 Select the Fonts command in the Themes group on the Design tab.
 Click Create New Theme Fonts. A dialogue box will appear.

Figure 2.337
 Select new fonts using the drop-down menus.

Figure 2.338
 Enter a name for the new theme font combination.

321
 Click Save.
To switch to a different theme effects option:
 Select the Effects command in the Themes group on the Design tab. A
menu will appear.

Figure 2.339

 Select an effect option from the menu.

Figure 2.340

2.3 Background styles

Background styles can be added to your slides after a theme is applied.
The styles are fill variations based on theme colours. When you switch to
a different theme, the background styles are updated based on the new
theme colours. The background style options for the urban theme are
different from the background style options for the Apex theme. The
322
colours are different based on the theme colours.
To apply a background style:
• Click the Background Styles command in the Background group on the
Design tab.

Figure 2.341
• Click a style to select it. The new background will appear in the slides.

Figure 2.342
You can select Format Background from the menu to open a dialog box and
make changes to the background colour.

Activity Two
Use the Workshop presentation or any other PowerPoint presentation you
choose to complete this challenge.
 Apply the Urban theme to your slides.
 Change at least one of the theme colour options.
 Change to a new theme font.

323
 Figure 2.343
On each slide you create in your presentation, you have information you want to
communicate with the audience. You can do this with text and illustrations,
such as pictures and clip art.

In this lesson, you will learn how to insert a picture and clip art, as well as how
to modify both types of illustrations.
Inserting pictures
Watch the video! (Part 1) (6:14min) (Part 2) (6:34min)
Pictures and clip art can be inserted from the Ribbon, as well as by using
the commands that appear in certain placeholders. In both methods, the
image is centered in the middle of any selected slide placeholders.
To insert a picture from the Ribbon:
Select the Insert tab.
Click the Insert Picture command in the Illustrations group. The Insert
Picture dialogue box will appear.

Figure 2.344
Locate and select the picture you want to use.

324
 Figure 2.345
Click Insert, and it will appear on the slide.
To insert a picture from a placeholder command:
Click the Insert Picture command in the placeholder. The Insert Picture
dialogue box will appear.

Locate and select the picture

you want to use.
Click Insert, and it will
appear on the slide.

Figure 2.346

Resizing and moving pictures

To resize a picture:
Select the picture.
325
 Click one of the corner sizing handles. The cursor will turn into a cross.

Figure 2.347
• While holding down the mouse button, drag the sizing handle until the
image is the desired size.
• Release the mouse button.
The side sizing handles change the picture's size but don't keep the same
proportions.
To move a picture:
• Click the picture. Your cursor becomes a cross with arrows on each end.
• While holding the mouse button, drag the image to the desired location
on the page.

Figure 2.348

326
Release the mouse button.
The green circle is the Free Rotate feature. Click and hold the mouse button
then rotate the picture in various directions.

Modifying pictures
PowerPoint provides you with several commands that allow you to modify
pictures. When you select a picture, a Picture Tools Format tab appears on the
Ribbon. This is an example of PowerPoint 2007 giving you the commands and
features you need, when you need them.

Figure 2.349
To apply a picture style:
 Select the picture.
 Select the Format tab.
 Click the More drop-down arrow to display all the picture styles.

Figure 2.350
 Hover over each picture style to see a live preview of the style on the
slide.
 Click a picture style to apply it to the image.
To change the shape of a picture:
 Select the picture.
327
 Select the Format tab.
 Click the Picture Shape icon. A menu appears.

Figure 2.351
 Click a shape to select it. The shape of the picture will change on the
slide.
To add a border to a picture:
 Select the picture.
 Select the Format tab.
 Click the Picture Border command, and select a colour.

Figure 2.352
Select Weight from the menu, and choose a line weight to modify the width of
the border line.
328
Modifying images
To crop a picture:
 Select the picture.
 Select the Format tab.
 Click the Crop command in the Size group. The black cropping handles
appear.

Figure 2.353
 Click and move a handle to crop an image. Corner handles will crop the
picture proportionally.

Figure 2.354
 Click the Crop command to deselect the crop tool.
You can crop the picture to a specific size using the Shape Height and Shape
Width fields to the right of the Crop command in the Size group.
To compress a picture:
 Select the picture.
 Select the Format tab.
 Click the Compress Pictures command in the Adjust group. A dialog
box appears.

329
 Figure 2.355

 Click the Options button to access the Compression Setting dialog box.

Figure 2.356
 Choose the target output.
 Change any of the default picture settings you want.
 Click OK in the Compression Settings dialogue box.
 Click OK in the Compress Pictures dialogue box.
Other picture tools
There are many other things you can do to modify a picture. From the Format
tab, other useful commands include:

Figure 2.357
• Change Picture: Selects a new picture from your computer
• Reset Picture: Reverts to original picture
330
• Brightness: Adjusts the brightness of the picture
• Contrast: Adjusts the contrast of the picture from light to dark
• Recolor: Modifies the colour in a variety of ways, including black and white,
sepia, pink, and purple

Inserting and modifying clip art

To insert a clip art from the Ribbon:
• Select the Insert tab.
• Click the Clip Art command in the Illustrations group. The Clip Art task
pane will appear on the right.

Figure 2.358
• Enter keywords in the Search field that are related to the image you want to
insert.
• Click the drop-down arrow next to the collections field.
• Select Everywhere to make sure PowerPoint searches your computer and
online resources for an image that meets your criteria.

Figure 2.359
• Click the drop-down arrow in the media file types field.
• Deselect any file types you do not want to see. In this example, we only want
photographs, so we'll deselect the other options.

331
 Figure 2.360
• Click Go. A list of clip art images related to the search terms is displayed.

Figure 2.361
• Click a clip art image to insert it, or click the drop-down arrow next to the clip
art and select Insert from the menu. The clip art will appear in the slide.
To insert clip art from a placeholder command:
• Click the Clip Art command in the placeholder. The Clip Art task pane will
appear on the right.

Figure 2.362

332
• Enter keywords in the Search field that are related to the image you want to
insert.
• Click the drop-down arrow next to the collections field.
• Select Everywhere to make sure PowerPoint searches your computer and
online resources for an image that meets your criteria.
• Click the drop-down arrow in the media file types field.
• Deselect any file types you do not want to see. In this example, we only want
photographs, so we'll deselect the other options.
• Click Go. A list of clip art images related to the search terms is displayed.
• Click a clip art image to insert it, or click the drop-down arrow next to the clip
art and select Insert from the menu. The clip art will appear in the slide.
If the search does not provide the needed results, try different search words, or
click the Office Online link to go to the Microsoft website, where you can
search thousands of clip art images.
Modifying clip art
All of the tools that can be used to modify pictures can also be used to modify
clip art images. Just select the clip art image, and you'll see the same editing
options that are available for pictures.
Challenge!
Use the Workshop presentation or any other PowerPoint presentation you
choose to complete this challenge.
• Insert a picture.
• Apply a picture style.
• Insert clip art.
• Resize the images.
• Change the shape of the clip art.
• Crop the picture.
• Compress the picture.

333
2.4 Working with a List

Figure 2.363
Bulleted and numbered lists can be used in your presentation to arrange and
format text on slides to draw emphasis to specific information. Lists also can
often be easier for the audience to read than paragraphs of text on a slide. In
this lesson, you will learn how to modify existing bullets, change bullet style,
switch to a numbered list, remove bullets and numbers, and select symbols as
bullets.

Working with lists

Watch the video! (6:16min)
Download the example to work along with the video.
Some slide layouts include a content placeholder where you can add text or
use graphical commands to insert tables, charts, SmartArt graphics, pictures,
clip art, and media clips. On these slides, a bullet appears to the left of the
placeholder text. If you choose to add text rather than use one of the graphical
commands to insert an item, the text is formatted into a list by default.

Figure 2.364
To insert text as a list in a content placeholder:
334
 Select the placeholder. The placeholder text will disappear, and the insertion
point will appear to the right of the bullet.
Enter text. If the text requires more than one line, it will automatically wrap
to the following line.
Press the Enter key. A new bullet will appear on the following row.
Repeat the last two steps until all information is entered in list format on the
slide.

Figure 2.365
The default bullet style and colour is determined by the theme. The Urban
theme has a different default bullet than the Apex theme.

Using bulleted lists

To select an alternate bullet style or switch to a bulleted list:
Select all of the text in an existing list (if text has been entered).
Click the drop-down arrow next to the Bullets command in the Paragraph
group on the Home tab. A menu of bullet options will appear.

335
 Figure 2.366
Hover over each menu option to display a live preview of the bullet on the
slide.

Figure 2.367
Click a bullet option to select it. The bullet will change on the slide.
To change the bullet colour:
Select an existing bulleted list (if text has been entered).
Click the drop-down arrow next to the Bullets command on the Home tab. A
menu will appear.
Select Bullets and Numbering from the menu. A dialogue box will appear.

336
 Figure 2.368

Click the Color menu on the Bulleted tab.

Figure 2.369
Select a colour. The bullet options in the menu will change colour.
Click OK to apply the bullet colour to the list in the slide.

Using bulleted lists

To change the bullet size:
Select an existing bulleted list (if text has been entered).
Click the drop-down arrow next to the Bullets command on the Home tab. A
menu will appear.
Select Bullets and Numbering from the menu. A dialogue box will appear.
Set the bullet size using the Size field on the Bulleted tab.

337
 Figure 2.370
Click OK to apply the bullet size to the list in the slide.
To use a picture as a bullet:
 Select an existing bulleted list (if text has been entered).
 Click the drop-down arrow next to the Bullets command on the Home
tab. A menu will appear.
 Select Bullets and Numbering from the menu. A dialogue box will
appear.
 Click Picture on the Bulleted tab. The Picture Bullet dialog box will
open.

Figure 2.371
 Click a picture to select it.

338
 Figure 2.372
 Click OK to apply the picture to the list in the slide.
Click Import to import your own picture and use it as a bullet.
To use a symbol as a bullet:
 Select an existing bulleted list (if text has been entered).
 Click the drop-down arrow next to the Bullets command on the Home
tab. A menu will appear.
 Select Bullets and Numbering from the menu. A dialogue box will
appear.
 Click Customize on the Bulleted tab. The Symbol dialogue box will
appear.
 Click the Font: drop-down menu and select a font category.

Figure 2.373
 Click a symbol to select it.
 Click OK. The symbol will now appear as the selected bullet option in
the bulleted section of the Bullets and Numbering dialogue box.
 Click OK to apply the symbol to the list in the document.

339
Using numbered lists
To select an alternate numbering style or switch to a numbered list:
 Select all of the text in an existing list (if text has been entered).
 Click the drop-down arrow next to the Numbering command in the
Paragraph group on the Home tab. A menu of numbering options will
appear.

Figure 2.374
 Hover over each menu option to display a live preview of the list on the
slide.

Figure 2.375
 Click a numbering option to select it. The list will change on the slide.
To change the number colour:
 Select an existing numbered list (if text has been entered).
 Click the drop-down arrow next to the Numbering command on the
Home tab. A menu will appear.
 Select Bullets and Numbering from the menu. A dialogue box will
appear.

340
 Figure 2.376
 Click the Colour menu on the Numbered tab.

Figure 2.377

 Select a color. The number options in the menu will change colour.
 Click OK to apply the number colour to the list in the slide.

Using numbered lists

To change the number size:
• Select an existing numbered list (if text has been entered).
• Click the drop-down arrow next to the Numbering command on the Home
tab. A menu will appear.
• Select Bullets and Numbering from the menu. A dialogue box will appear.
• Set the bullet size using the Size field on the Numbered tab.

341
 Figure 2.378
• Click OK to apply the number size to the list in the slide.
To set the number to begin the list:
• Select an existing numbered list (if text has been entered).
• Click the drop-down arrow next to the Numbering command on the Home
tab. A menu will appear.
• Select Bullets and Numbering from the menu. A dialogue box will appear.
• Enter the number to start the list in the Start at: field on the Numbered tab.

Figure 2.379
• Click OK to apply to the list on the slide.
To remove bulleted or numbered lists from text:
• Select an existing bulleted or numbered list.
• Click the Bullets command or the Numbering command, depending on the
type of list. Click these commands to toggle the feature on and off.

Challenge!
342
Use the Workshop presentation or any other PowerPoint presentation you
choose to complete this challenge.
• Insert a bulleted list on a slide.
• Change the bullets to numbers.
• Change the color of the numbered list.
• Insert a new bulleted list on a different slide.
• Change the default bullet to a different bullet style.
• Change the bullet color.

2.5 Proofing Slides

Figure 2.380
Do you have trouble spelling? Could you use help choosing words sometimes?
Are you a bad typist? If so, don't be worried. PowerPoint provides you with
several proofing features that will help you produce a professional, error-free
presentation. In this lesson, you will learn about proofing in PowerPoint,
including how to use the spelling tool in various ways.

Proofing features
Watch the video! (4:52min)
Download the example to work along with the video.
To use the spelling check feature:
Right-click the underlined word. A menu will appear.
Select the correct spelling of the word from the listed suggestions.

343
 Left-click the word. It will appear in the document.

Figure 2.381
You can choose to Ignore an underlined word, add it to the dictionary, or go to
the Spelling dialog box.
To add a word to the dictionary:
Right-click the underlined word. A menu will appear.
Select Add to Dictionary.

Figure 2.382
Once the word is added to the dictionary, it will not appear underlined when it is
used again.
Proofing features
To spell check the entire presentation:
Select the Review tab.
Click the Spelling command in the Proofing group. A dialogue box will
appear.

344
 Figure 2.383
Locate the word that is not in the dictionary.

Figure 2.384
Decide whether you want to ignore the word or change it.
If you want to ignore the word, click Ignore, or click Ignore All to
ignore all instances of the word.
If you want to change the word, select the correct spelling from the
Suggestions list.
Click Change, or click Change All to change all instances of the word.

Figure 2.385
Continue through the spelling check process until the entire presentation is
checked. A dialog box will appear letting you know the presentation has
been checked.
Click OK.
There are additional buttons in the Spelling dialogue box. For example, you can
add a word to the dictionary, close the dialogue box, and look for other
345
suggestions.
Other proofing commands
The Proofing group includes four other commands.
Research: This opens a task pane on the right side of the PowerPoint
window. From here, you can search dictionaries, encyclopaedias, and
other material for information on a selected word or phrase.
Thesaurus: This opens a Research task pane with the thesaurus tool selected.
You can use the thesaurus to identify words that have a similar meaning
to another word.
Translate: This opens a Research task pane with the translation tool selected.
This tool translates text from one language to another.
Language: This opens a dialog box where you can set the language the
PowerPoint spelling tool will use to check presentations.

Figure 2.386
Proofing options
In addition to proofing tools on the Review tab, there are proofing options you
can set in your PowerPoint Options dialog box.
To access your proofing PowerPoint options:
Click the Microsoft Office button.
Click PowerPoint Options. The dialogue box will appear.

346
 Figure 2.387
Click Proofing on the left side of the PowerPoint Options dialogue box.

Figure 2.388
From here, you can edit the proofing options that will determine how proofing
features operate in PowerPoint.

347
Figure 2.389

 Click OK when you are finished editing your proofing options.

Challenge!
Use the Workshop presentation or any other PowerPoint presentation you
choose to complete this challenge.
 Use the Spelling command to check the spelling of your presentation.
 If there were no misspelled words in the presentation, create a new
presentation.
 Insert several slides, and enter text. Spell some words incorrectly.
 Practice using the spelling check tool.
 Explore the other proofing commands.

Viewing and Printing Slides

Figure 2.390
348
Once you finish creating slides, you may want to view your presentation to
make sure all of them appear how you want. PowerPoint gives you the ability to
view the presentation in four ways, depending on which task you are
completing. For example, if you will be using your slides to talk to an
audience—which is how PowerPoint is often used—you may want to practice
your presentation and view your slides in Slide Show view.

You may also want to print copies of the slides, either for yourself or for
people viewing your presentation. You have several printing options that are
specific to PowerPoint.

Viewing and printing slides

Watch the video! (8:30min)
Download the example to work along with the video.
Slide views
It's important for you to be able to access the different PowerPoint slide views
and use them for various tasks. Three of the four views are visible from the
Normal default view. The slide view commands are located on the bottom-
right side of the PowerPoint window in Normal view. Click a view command to
switch to that view.

Normal view: This view is where you create and edit your slides. You can
also move slides in the Slides tab on the task pane on the left.

Figure 2.391

349
Slide Sorter view: Miniature slides are arranged on the screen in this view.
You can drag and drop slides easily to reorder them, and you can see
more slides at one time. This is a good view to use to confirm that you
have all the necessary slides and that none have been deleted.

Figure 2.392
Slide Show view: This view fills the computer screen with a slide and is
what the audience will see when they view the presentation. The Slide
Show view has an additional menu that allows you to navigate the
slides, as well as other features you can use during a presentation.

Figure 2.393

Use the arrow keys, Page Up and Page Down keys, spacebar, and Enter key to
move through the slides in Slide Show view. Press the Esc key to end a slide
show.
The slide show menu
Arrows: The forward arrow displays the next slide, while the back arrow
displays the previous slide.

350
Figure 2.394

Menu icon: Click the menu icon and a menu appears that gives you the
option to move to the next or previous slide, jump to a specific slide,
change your screen options, or end the show.

Figure 2.395

Pen icon: Click the pen icon, and a menu appears that allows you to
change your cursor to a ballpoint pen, felt-tip pen, or highlighter, as well
as to choose the colour of the pen. This allows you to annotate your
slides and make notes while you present to an audience.

Figure 2.396

Notes Page view

The fourth view is Notes Page view. It is not one of the view commands
included at the bottom of Normal view; however, it can be accessed from the
View tab. Notes Page view provides a space for presentation notes, which are
often called speaker notes. The notes can be added to the presentation from this
351
view. You can enter your speaker notes directly into the text placeholder in
Notes Page view, or while in Normal view you can enter your notes in the area
below the slide.
To change to Notes Page view:
Select the View tab.
Locate the four view commands on the left side of the Presentation Views
group.

Figure 2.397

Click Notes Page view.

Figure 2.398

Printing
You may want to print copies of your slides for the people who view your
presentation or for yourself. There are three print options available from the
Microsoft Office button menu: Print, Quick Print, and Print Preview.

352
Figure 2.399
To use Print Preview:
Click the Microsoft Office button.
Select Print Print Preview. The presentation opens in Print Preview
format.

Figure 2.400
From here, you can view each slide in grayscale, make decisions about
whether to print the slides individually or as handouts, and choose
various other options.

Figure 2.401
To print:
Click the Microsoft Office button.
353
 Select Print Print. The Print dialogue box appears.

Figure 2.402

Select the printer you want to use if you have more than one printer.

Figure 2.402
Click Properties. From here, you can make choices on paper size and
whether to print on both sides. These options vary from printer to printer.
Enter a print range.
Leave the default setting, All, selected, or click Slides.
The field beside it will become active, and you can enter the slide
numbers of the slides you want to print.

354
Figure 2.403
Decide what you want to print: slides, handouts, notes pages, or an outline.
Handouts print several slides per page. The default is six, but you can change it
to three and have room for someone to take notes or set another amount of
slides per page.
Choose horizontal or vertical slide layout, if given the option.
You can print Notes Pages if you typed speaker notes for the slides.
You can choose to print in grayscale or color.

Figure 2.404
Choose the number of copies to print.
Click OK.

355
3.0 Tutor-Marked Assignment
1. Use the Workshop presentation or any other PowerPoint presentation you
choose to complete this challenge.
 Open a presentation.
 View it in Normal view.
 View it in Slide Sorter view.
 View it in Slide Show view.
 View it in Notes Page view.
 Print the slides as handouts with six slides to a page.
2. How can you show your presentation online in PowerPoint 2013?

4.0 Study Session Summary

In this study session we discussed the topic introduction to Power Point we got
to understand that PowerPoint includes all of the features you need to produce
professional-looking presentations. When you create a PowerPoint presentation,
it is made up of a series of slides. The slides contain the information you want
to communicate with your audience.

5.0 Self-Assessment Question

1. How you can set password in PowerPoint 2013?
2. How you can copy slide master from one presentation to another in
PowerPoint 2013?

6.0 Additional Activities

a. Visit YouTube and Watch the video! (Part 1) (6:14min) (Part 2) (6:34min),
Working with lists Watch the video! (6:16min), Proofing featuresWatch the
video! (4:52min), Viewing and printing slides Watch the video!
(8:30min).Watch the video https://goo.gl/9yZPt7 , https://goo.gl/YSGy83
& summarise in 1 paragraph

356
 ITA 1: PowerPoint includes all of the features you need to produce professional-
looking presentations.

ITA 2: Compatibility mode disables certain features, so you'll only be able to access
commands found in the program that was used to create the presentation.

ITA 3: A theme is a predefined combination of colours, fonts, and effects that can be
applied to your presentation.

Self-Assessment Answer:
1. To set a password in power point:
• Go to File > Click on Info
• Click on protect presentation
• Under which there is an option, “Encrypt with Password” , click on it
• Hit “OK” once you enter the password
• Now it will again ask to Re-enter the password
• OK Exit
2. To copy slide master from one presentation to another in PowerPoint
2013:
• Open both the presentation which you want to copy and where you want
to copy
• In the presentation that contains the slide master that you want to copy on
the view tab and click Slide Master
• In the slide thumbnail panel, right click the slide master and then click
Copy
• On the View tab, click Slide Master.
• In the thumbnail panel, right click the slide master and then do one
• Click Close Master View on the Slider Master tab once done

7.0 References/Further Readings

A Brief History of Programming Languages – by Byte
http://www.byte.com/art/9509/sec7/art19.htm

357
Advanced Microsoft Excel 2007 by Premium Training Limited
www.premcs.com
Ethical Hacking by Dr. Bruce V. Hartey 2013
Computer Fundamentals by Tutorials point www.tutorialspoint.com
Excel Made Easy http://www.excel-easy.com 2015
History of Computer by The Association for History and Computing -
http://odur.let.rug.nl/ahc/histlink/index.html
Introduction to Microsoft Office 2007 by Microsoft Corporation
www.microsoft.com
Introduction to Information & Communications Technology By Education and
Science and NCCA
Introduction to Computers by
http://literacy.kent.edu/Midwest/Materials/ndakota/complit/toc.html
PowerPoint Tutorial by GCFLearn 2017 www.learnfree.org/powerpoint.php
Microsoft Word 2007 Tutorial by GCFLearn 2017 www.learnfree.org
Technology and Society by The Center for the Study of Technology and
Society - http://www.tecsoc.org/

358
 STUDY SESSION 4
WordArt and Shapes
Section and Subsection Headings:
Introduction
1.0Learning Outcome
2.0Main Content
2.1 WordArt and Shapes
2.2 Working with WordArt
2.3 Working with Tables
2.4 Working with Charts
2.5 Inserting Movies
2.6 Animating Text and Objects
2.7 Using Transition
3.0 Tutor Marked Assignments
4.0 Study Session Summary and Conclusion
5.0 Self-Assessment Questions and Answers
6.0 Additional Activities
7.0References/Further Readings

Introduction
You are welcome to another study session. In this study session we shall be
discussing the topic WordArt and Shapes. You will get to understand that
WordArt allows you to create stylized text with textures, shadows, and outlines.
It can be applied to text on any slide.

1.0 Learning Outcome

After studying this study session, I expect you to be able to:
1. explain word art and shapes
2. work with word art,
3. describe how to work with tables,
359
2.0 Main Content
2.1 Word Art and Shapes

Figure 2.405
There are many features and commands you can use in PowerPoint to create
visually appealing slides. Two of these features are WordArt and shapes.
WordArt allows you to create stylized text with textures, shadows, and
outlines. It can be applied to text on any slide. Additionally, in PowerPoint you
can insert a variety of shapes such as lines, arrows, callouts, stars, and basic
shapes, including rectangles and circles.
Working with WordArt
Watch the video! (7:20min)
To apply a WordArt style:
Select the text you want to modify. The Format tab will appear.
Select the Format tab.
Move your cursor over a WordArt style in the WordArt Styles group to see a
live preview of the style on the slide.

Click the More drop-down arrow to see all possible WordArt styles.

Figure 2.406
Click an option to select it.
To change the fill colour of a WordArt style:

360
 Select the text you want to modify.
Click the Text Fill command in the WordArt Styles group.

Figure 2.407
Move your cursor over a colour option to see a live preview on the slide.
Click a colour to select it.
OR select from the following:
No Fill: This option will leave the WordArt text without a fill colour.
More Fill Colors: This opens a dialog box of colour choices you can use as a
fill colour.
Picture: This opens the Insert Picture dialogue box. From here, you can select
a picture from your computer to use as the fill background.
Gradient: This displays a submenu of various gradient options that change
how the fill colour appears.
Textures: This displays a submenu of various textures you can apply to
WordArt text.

2.2 Working with WordArt

To change the text outline of a WordArt style:
Select the text you want to modify. The Format tab will appear.
Select the Format tab.
Click the Text Outline command in the WordArt Styles group.

361
Figure 2.408
Move your cursor over a colour option to see a live preview on the slide.
Click a colour to select it.
From the Text Outline menu, you can also choose to apply no outline colour,
access more colours, change the weight of the line, and change the line style.
To apply a text effect to a WordArt style:
Select the text you want to modify. The Format tab will appear.
Select the Format tab.
Click the Text Effects command. A menu of options will appear.
Select a menu option. The options are Shadow, Reflection, Glow, Bevel, 3-D
Rotation, and Transform. Each will display a submenu.

Figure 2.409
 Click an option from the submenu to select it.
You can use WordArt to create stylized text that is eye catching and
professional; however, with so many styles and options, you can also create
text that is not appropriate for a presentation, that's difficult to read, or that
simply does not look appealing. Remember, just because you can do something

362
doesn't mean you should!

ITQ 1: how do you change text outline of a WordArt style

Working with shapes

To insert a shape:
 Select the Home tab.
 Click the Shapes command.
 Click a shape from the menu.

Figure 2.410
 Move your cursor toward the slide. It will appear as a cross shape.
 Click and hold down the mouse button, and drag the cursor until the
shape is the desired size.

Figure 2.411
 Release the mouse button to insert the shape.
To change a shape style:
 Select the shape. The Format tab will appear.
 Select the Format tab.
 Click the More drop-down arrow in the Shapes Style group to display
more style options.
363
Figure 2.412
 Move your cursor over a style to see a live preview of the style on the
slide.
 Click a style to select it.

Working with shapes

To change the shape fill:
 Select the shape. The Format tab will appear.
 Select the Format tab.
 Click the Shape Fill command to display a drop-down list.
 Select a colour from the list, or choose one of the other menu options.

Figure 2.413
To change the shape outline:
 Select the shape. The Format tab will appear.
 Select the Format tab.
 Click the Shape Outline command to display a drop-down list.
 Select a colour from the list, or choose one of the other menu options.

364
Figure 2.414
To apply a shape effect:
 Select the shape you want to modify. The Format tab will appear.
 Select the Format tab.
 Click the Shape Effects command.
 Move your cursor over a menu option. A submenu will appear.
 Move your cursor over an option in the submenu to see a live preview of
the effect on the slide.

Figure 2.415
 Click an option to select the shape effect.
You can resize and move the shape just like you would with text boxes and
pictures.
Activity One
Use the Company Overview presentation or any other presentation you choose
to complete this activity.
 Open a presentation.
 Apply a WordArt style to the title slide of the presentation.

365
 Change the text fill color.
 Change the text outline color.
 Apply a Reflection text effect.
 Insert a shape.
 Apply a shape style.
 Explore the Shape Fill, Shape Outline, and Shape Effects commands.

2.3 Working with Tables

The goal of most PowerPoint presentations is to communicate information to
a person or group of people. The information can be communicated in various
ways, such as through pictures, lists, or paragraphs of text. Another way is to
use a table to organize the information. A table is a grid of cells arranged in
rows and columns.

Figure 2.416
Working with tables
Download the example to work along with the video.
To insert a table using a placeholder command:
Select the slide where you want to insert a table.
Click the Insert Table command in the placeholder. The Insert Table
dialogue box will appear.

Figure 2.417

366
 Enter the number of table columns and rows in the dialog box.

Figure 2.418
Click OK. The table will appear on the slide, and the Design and Layout tabs
will appear on the Ribbon.
Enter text into the table.
You can move your insertion point from cell to cell in the table using the mouse
or by pressing the Tab key on your keyboard. Additionally, the arrow keys can
be used to navigate the table.
About table styles and options
When you insert a table, PowerPoint automatically applies a table style to the
table. You can see the style options in the Table Styles group on the Design tab.
PowerPoint applies a style based on the theme of your presentation. In the
example, PowerPoint applied a teal-coloured table style to blend with the
colours of the Concourse theme.
Options on the Design tab some of
the most commonly used options
include:
Header Row: Select this option to
format the first row of the table
differently from other rows.
Banded Rows: Select this option to
format the table with banded rows
(i.e., every other row will alternate
colours).

367
Figure 2.419

Figure 2.420
WordArt options: Use these commands to apply WordArt to text in the table.
Border options: Use these commands to perform common tasks, including
changing the border line width and colour.

Figure 2.421
To apply a table style:
Select the table.
Select the Design tab to access all Table Styles and Options.
Move your cursor over a table style in the Table Styles group to see a live
preview of the style on the slide.

Figure 2.422

Click the More drop-down arrow to see all available options.

368
Figure 2.423
Click a style to select it.
Formatting a table style
To change table shading:
Select the table.
Select the Design tab.
Select the rows or columns you want to modify.
Click the Shading command in the Table Styles group.

Figure 2.424
 Move your cursor over a colour option to see a live preview of the colour
on the slide.
 Click a colour to select it.
OR select:
 No Fill: This option will leave the selected item without a fill colour.
 More Fill Colors: This opens a dialog box of colour choices you can use
as a shading colour.
 Picture: This opens the Insert Picture dialogue box. From here, you can
select a picture from your computer to use as the shading.
 Gradient: This displays a submenu of various gradient options that can
change how the shaded colour appears.
369
 Textures: This displays a submenu of various textures you can apply to
the selected item.
To apply a border:
 Select the table.
 Select the Design tab.
 Select the rows or columns you want to modify. In this example, we want
to add a line beneath the first row, so we'll select the first row.
 Click the Borders command in the Table Styles group.
 Select a borders option from the menu. In this example, we'll select
Bottom Border to apply a border to the bottom of the first row.

Figure 2.425
To apply a table effect:
 Select the table.
 Select the Design tab.
 Select the rows or columns you want to modify.
 Click the Effects command. A menu will appear.
 Select a menu option. The options are: Cell Bevel, Shadow, and
Reflection. This will display a submenu.

370
Figure 2.426

ITQ 2: How do you insert a table using a placeholder command?

 Select an effect option from the submenu.

Working with rows and columns
To insert a row:
 Select the table.
 Select the Layout tab.
 Place the insertion point in a row adjacent to where you want the new
row to appear.
 Click the Insert Below or Insert Above command.

Figure 2.427
To delete a row:
 Select the table.
 Select the Layout tab.
 Place the insertion point in the row you want to delete.

371
 Click the Delete command.
 Select Delete Row from the menu.

Figure 2.428
To insert a column:
 Select the table.
 Select the Layout tab.
 Place the insertion point in a column adjacent to the location where you
want the new column to appear.
 Click the Insert Right or Insert Left command.

Figure 2.429
To delete a column:
 Select the table.
 Select the Layout tab.
 Place the insertion point in the column you want to delete.
 Click the Delete command.
 Select Delete Column from the menu.

372
Figure 2.430
To use another method to insert and delete rows and columns:
 Place the insertion point in the row or column you want to delete.
 Right-click the table and a menu appears.
 Select one of the Insert/Delete menu options.

Figure 2.431
Additional table formatting
To change the cell size:
 Select the table.
 Select the Layout tab.
 Place the insertion point in the row or column you want to modify.
 Locate the Cell Size group.
 Use the arrows on the Table Row Height and Table Column Height fields
to change the cell size.

373
Figure 2.432
To change the text alignment in a table:
• Select the table.
• Select the Layout tab.
• Select the cells you want to modify.
• Click an alignment command to change the text alignment in the table. The
alignment commands are:
Align Text Left: Aligns text to the left of the cell
Centre: Aligns text horizontally in the center of the cell
Align Text Right: Aligns text to the right of the cell
Align Top: Aligns text to the top of the cell
Center Vertically: Vertically centers text in the cell
Align Bottom: Aligns text to the bottom of the cell

Figure 2.433
To use another method to insert a table:
In addition to inserting a table using the Insert Table command in some
layouts, you can insert a table using Ribbon commands.
To insert a table using Ribbon commands:
• Select the slide where you want to insert the table.
• Select the Insert tab on the Ribbon.
• Click the Table command. A menu will appear.
374
• Drag your mouse over the diagram squares to select the number of columns
and rows in the table.
• Click to insert the table on the slide.
• Enter text into the table.

Figure 2.434
To move a table:
• Place the cursor over the edge of the table. The cursor will become a crosshair
with four arrows.

Figure 2.435
• Click and drag the table to the desired location.
• Release the mouse button to drop the table in the new location.
Sizing handles are located around the table. Click, drag, and release the resizing
handles to resize the table. The resizing handles work the same as with pictures,
text boxes, and shapes.
Activity
Use the Company Overview presentation or any other presentation you choose
to complete this challenge.
• Open a presentation.
• Insert a table with two columns and six rows on a slide.
• Apply a new table style.
375
• Format the top row as a Header Row.
• Add a Cell Bevel effect to the Header Row.
• Insert a new column.
• Delete a row.

2.4 Working with Chart

A chart is a tool you can use to communicate your data graphically. Charts
often help an audience to see the meaning behind numbers and make showing
comparisons and trends easy.

Figure 2.436
Inserting charts
To insert a chart:
Select the Insert tab.
Click the Insert Chart command. The Insert Chart dialog box appears.

Figure 2.437
Click and drag the scroll bar to view the chart types, or click a label on the
left of the dialog box to see a specific chart style.

376
Figure 2.438
Click a chart to select it.
Click OK. Excel will open. Usually, Excel will appear on one side of the
screen, while PowerPoint appears on the other side of the screen.

Figure 2.439
If a slide layout has a content placeholder, click the Insert Chart command to
insert a new chart.
Enter chart data
The data that appears in the Excel spreadsheet is placeholder source data
you'll replace with your own information. The Excel source data is used to
create the PowerPoint chart.

Figure 2.440
To enter chart data:
Select a cell in the Excel spreadsheet.
Enter your data in the cell. If the cell contains placeholder data, the
placeholder data will disappear. As you enter your data, it will appear in
the Excel spreadsheet and the PowerPoint chart.
Move to another cell.
Repeat the above steps until all of your data is entered.

377
Figure 2.441
Click and drag the lower-right corner of the blue line to increase or decrease
the data range for columns. The data enclosed by the blue lines will
appear in the chart.
Click and drag the lower-right corner of the blue line to increase or decrease
the data range for rows.

Figure 2.442

Select any cells with placeholder data remaining. In the example, the column
with Series 3 data was not needed.

Figure 2.443
Press the Delete key to delete the remaining placeholder data.
Close Excel. You do not need to save the spreadsheet. The new Excel source
data appears in the PowerPoint chart.

378
Figure 2.444
Formatting charts
When you insert a chart, three new tabs will appear on the Ribbon. The three
tabs—Design, Layout, and Format—contain various chart tools and
commands that allow you to modify and format the chart.

Figure 2.445
To change the chart type:
Select the chart.
Select the Design tab.
Click the Change Chart Type command. The Insert Chart dialog box will
appear.

Figure 2.446
Select the chart you want.
Click OK. The chart will change on the slide to the new chart type.

379
Figure 2.447
To edit source data:
 Select the chart.
 Select the Design tab.
 Click the Edit Data command. An Excel spreadsheet with the current
source data will appear.

Figure 2.448
 Edit the data in the spreadsheet. The changes will appear on the slide.
 Close Excel without saving the spreadsheet.
To change the chart style:
 Select the chart.
 Select the Design tab.
 Scroll through the options in the Chart Style group, or click the More
drop-down arrow to see all available chart style options.

Figure 2.449
 Click a chart style to select it. The chart style will change on the slide.

380
Figure 2.450
Identifying the parts of a chart
Have you ever read something you didn't fully understand, but when you saw a
chart or graph the concept became clear and understandable? Charts are a visual
representation of data. They make it easy to see comparisons, patterns, and
trends in the data.

Figure 2.451
Source data
This is the range of cells that make up a chart. The chart is updated
automatically whenever the information in these cells changes.
Title
This is the title of the chart.
Legend
This is the chart key, which identifies what each colour on the chart represents.
Axis
This is the vertical and horizontal parts of a chart. The vertical axis is often
referred to as the Y axis, while the horizontal axis is referred to as the X axis.

Modifying the chart layout

To change the chart layout:
 Select the chart.
381
 Select the Design tab.
 Scroll through the options in the Chart Layout group, or click the More
drop-down arrow to see all available chart layout options.

Figure 2.452
 Click a chart layout to select it. The chart layout will change on the
slide.
The chart layout determines how specific chart information will appear. For
example, some layouts include chart titles, legends, and axis labels.
To modify specific areas of the chart layout:
 Select the chart.
 Select the Layout tab.
 Locate the Labels group.

Figure 2.453
 Chart Title: Click this command to remove or add a chart title.

Figure 2.454
 Axis Titles: Click this command and choose to hide or display the
382
 horizontal, or X axis, label; hide or display the vertical, or Y axis, label;
and change the direction of the axis labels to horizontal or vertical.

Figure 2.455
 Legend: Click this command to select a location for the legend to appear,
or choose to not display a legend.

Figure 2.456
 Data Labels: Click this command to display or hide data values next to
each chart element.

Figure 2.457
Other important commands on the Layout tab
In the Axes group, there are several commands that control both axes and
whether the gridlines are visible. In the Background group, there are several
commands that control visual aspects of the chart. Some commands in the
383
Analysis group will appear active only if the selected chart is a line, area, or
bubble chart.

Figure 2.458

Additional chart formatting

Use the commands on the Format tab to modify the chart in additional ways.
For example, from this tab you can change the chart outline, format chart text as
WordArt, and perform other functions.

Figure 2.459
2.5 Inserting Movie
You may want to insert a movie into your PowerPoint presentation. You can
insert a movie from a file on your computer or from the Microsoft Office clip
organizer. In addition, PowerPoint gives you many options to define how the
movie will operate in the presentation.

Figure 2.460
Download the example to work along with the video.
To insert a movie from a file on your computer:
Select the slide where you want to insert the movie.
Select the Insert tab.
384
 Click the drop-down arrow on the Movie command in the Media Clips
group.

Figure 2.461
Select Insert a Movie from File from the menu. The Insert Movie dialog box
will appear.

Figure 2.462
Locate the file you want to insert from your computer.
Click the file name.
Click OK. The movie will appear on the slide. The Movie Tools Options tab
and Picture Tools Format tab appear on the Ribbon when the movie is
inserted.

Figure 2.463
A dialog box will appear. Click Automatically or When Clicked.
Automatically will start the movie automatically as soon as the slide
appears in Slide Show view, while When Clicked will start the movie
when you click.

385
 Figure 2.464
Sizing handles are located around the movie. Click, drag, and release the
resizing handles to resize the movie. The sizing handles work the same here as
with pictures, text boxes, and shapes.
If a slide layout has a content placeholder, click the Insert Media Clip
command to insert a movie located on your computer.

ITQ 3: How do you to insert a To insert a movie from a file on your computer?

Working with movies

To preview the movie:
Select the movie on the slide.
Select the Options tab.
Click the Preview command in the Play group.

Figure 2.465
Press the Preview command again to stop the movie before it finishes
playing.
To change the movie volume:
Select the movie on the slide.
Select the Options tab.
Click the Slide Show Volume command in the Movie Options group.
386
 Select low, medium, high, or mute to change the movie volume.

Figure 2.466
To change when the movie starts:
Select the movie on the slide.
Select the Options tab.
Select the drop-down menu next to Play Movie: in the Movie Options group
to change whether the movie plays Automatically or When Clicked.

Figure 2.467
Other options
Click a box to select and deselect movie options on the Movie Tools Options
tab. These options include:
Hide During Show
Play Full Screen
Loop Until Stopped
Rewind Movie After Playing

Figure 2.468
Picture Tools Format tab
Many of the commands on the Format tab cannot be used to modify the video
in a significant way; however, a picture style can be applied to the movie.

387
Figure 2.469
Inserting movie clips
To insert a movie from the clip organizer:
 Select the slide where you want to insert a movie clip.
 Select the Insert tab.
 Click the Movie command in the Media Clips group.

Figure 2.470
 Select Movie from Clip Organizer from the menu. The Clip Art task
pane will appear on the right.

Figure 2.471
 Enter keywords in the search field.
 Click Go. Movie clips that meet the keyword search will appear in the
task pane.

388
Figure 2.472
 Click a clip to insert it. The clip will appear on the slide.
Movies in the clip organizer are similar to animated picture files. You can select
Office Online at the bottom of the Clip Art task pane to view additional movie
clips.
To delete a media clip:
 Select the movie from your computer or the clip organizer.
 Click the Delete key.
Inserting Sound
PowerPoint allows you to add sound to your presentation in several ways. You
can do this by using a sound file on your computer, choosing from hundreds of
sounds available through the clip organizer, or playing tracks from an audio
CD. Do you want the music to play through the entire presentation, or would
you prefer the music only to play on one slide? PowerPoint not only allows you
to use sound, but it also allows you to customize sound options so you can play
the sounds you want, the way that you want.

Figure 2.473
389
To insert a sound file from your computer:
Select the slide where you want to add sound.
Select the Insert tab.
Click the drop-down arrow on the Sound command in the Media Clips group.

Figure 2.474
Select Sound from File from the menu. The Insert Sound dialogue box will
appear.

Figure 2.475
Locate the sound file on your computer.
Select the file.
Click OK. A sound icon and a dialogue box will appear.

Figure 2.476
Select Automatically or When Clicked. Automatically will start the sound
automatically as soon as the slide appears in Slide Show view, while
When Clicked will start the sound when you click.

390
Figure 2.477
Click, drag, and release the button to move the sound icon to a different location
on the slide.
Sound options
On the Sound Tools Options tab, there are several options you can control that
determine how the sound is used in the presentation. These include:

Figure 2.478
Preview: Listen to the sound that will play
Slide Show Volume: Change the volume to low, medium, high, or mute
Hide During Show: Hide or display the sound icon during the slide show
Loop Until Stopped: Have sound play until you stop it by clicking or
advancing to the next slide
The Picture Tools Format tab appears when a sound is inserted because the
sound icon is a picture. You can format the sound icon just like any picture.
To delete the sound:
Select the sound icon.
Press the Delete key on your keyboard.
Sounds in the clip organizer
To insert a sound from the clip organizer:
Select the slide where you want to add sound.
Select the Insert tab.

391
 Click the drop-down arrow on the Sound command in the Media Clips group.

Figure 2.479
Select Sound from Clip Organizer from the menu. The Clip Art task pane
will appear.

Figure 2.480
Enter keywords in the search field.
Click Go. Clip art sound results will appear in the task pane.
Click a sound file in the task pane to insert it. A sound icon and a dialogue
box will appear.

Figure 2.481
 Click Automatically or When Clicked. Automatically will start the
sound automatically as soon as the slide appears in Slide Show view,
while When Clicked will start the sound when you click.
To preview sound from the clip organizer:
 Enter keywords in the search field.
 Click Go. Clip art sound results will appear in the task pane.
 Move your cursor over a sound option, and a drop-down arrow will
392
 appear.
 Click the drop-down arrow.
 Select Preview/Properties from the menu. The sound file will play, and
a dialog box will appear.

Figure 2.482
About the Preview dialogue box
Information on the right includes file name and type.
Use the sound controls to play, pause, and stop the sound file.
The name of the current sound file is to the right of the word Caption, below the
sound controls.
Click the Next and Previous arrows to open and listen to an additional sound
file.
Click the Close button to close the dialogue box. The last active sound
file appears selected in the Clip Art task pane.

Figure 2.483
 Insert the sound file if you want.

393
Sounds on CD
To play tracks from a CD:
 Select the Insert tab.
 Click the drop-down arrow on the Sound command.
 Select Play CD Audio Track from the menu. The Insert CD Audio dialog
box will appear.

Figure 2.484
 Enter the Start at track: and End at track: information in the Clip
selection section.

Figure 2.485
 Choose whether you want to Loop the tracks until stopped and adjust
the volume in the Play Options section.
 Choose to display or hide the sound icon during the slide show in the
Display Options section.
 Click OK. A CD sound icon and a dialog box will appear.
 Select Automatically or When Clicked.
To add sound from a CD, you must have a music CD inserted into your
computer's CD-ROM drive.
394
The CD Audio Tools Options tab
Once you have inserted tracks from a CD, a CD Audio Tools Options tab
appears. Many of the commands are similar to the commands available when
you insert other sounds; however, some of the options are different.

Figure 2.486
Functions in the Play and Setup groups include:
 Preview: Listen to the sound that will play
 Slide Show Volume: Change the volume to low, medium, high, or mute
 Edit the Track and Time fields: Change the tracks that play and the
time in the track that playback starts or stops
 Change How to Play Track: Click the drop-down menu next to Play
Track to change whether the CD tracks play automatically or when
clicked
 Hide During Show: Hide or display the sound icon during the slide show
 Loop Until Stopped: Have sound play until you stop it by clicking or
advancing to the next slide
Activity
Use the Company Overview presentation or any other presentation you choose
complete this challenge.
 Open a presentation.
 Insert a sound from a file on your computer, if you have one.
 Insert a sound from the clip organizer.
 Preview sounds in the clip organizer.
 Insert tracks 2 and 3 from a CD.
 Delete one of the sound icons.

395
2.6 Animating Text and Objects
In PowerPoint, you can animate text and objects such as clip art, shapes, and
pictures on the slide. Animation—or movement—on the slide can be used to
draw the audience's attention to specific content or to make the slide easier to
read.

Figure 2.487
Applying animation effects
To apply a default animation effect:
Select the text or object on the slide you want to animate.
Select the Animations tab.
Click the Animate drop-down menu in the Animations group to see the
animation options for the selection. The options change based on the
selected item.

Figure 2.488
Move your cursor over each option to see a live preview of the animation on
the slide.
Click an option to select it.

396
To apply a custom animation effect:
Select the text or object on the slide you want to animate.
Select the Animations tab.
Click Custom Animation in the Animations group. The Custom Animation
task pane will appear on the right.

Figure 2.489
Click Add Effect in the task pane to add an animation effect to the selected
text or object.

Figure 2.490
Select Entrance, Emphasis, Exit, or Motion Path to display a submenu of
animation effects for the category.

Figure 2.491
Entrance: Changes how the selected item appears on the page
Emphasis: Draws attention to the selected item while the slide is displayed
Exit: Changes the way the selected item disappears from the slide

397
Motion Path: Animates the selected item so it moves to a specific place on the
screen
Select an animation effect to apply it.

Figure 2.492
The animation will display on the selected item on the slide and will appear
listed in the Custom Animation task pane.

Figure 2.493
A number label appears on the slide next to the animated object. A
matching number label also appears next to the animation in the
Custom Animation task pane list.
Drop-down menus appear at the top of the Custom Animation task
pane. You can define the animation effect in greater detail here.
The star Play Animations icon appears beneath the slide on the Slides
tab in the task pane on the left. It indicates that the slide has an
animation effect.
Select More Effects or More Motions Paths from the menu to see more
animation effect options.
Working with animation effects
To modify a default or custom animation effect:

398
 After you apply an animation effect, drop-down menus will appear at the top
of the Custom Animation task pane. The menus vary based on the
animation effect.
Select an option from a drop-down menu to change the default setting.

Figure 2.494
 Repeat until all menu options are at desired settings.
To remove an animation effect:
 Select the text or object on the slide you want to modify.
 Select the Animations tab.
 Click Custom Animation in the Animations group. The Custom
Animation task pane will appear on the right.
 Select the animation in the Custom Animation task pane list, if it is not
already selected.
 Click Remove. The animation label will disappear from the slide and
from the Custom Animation task pane list.

Figure 2.495
To apply a different animation effect:
 Select the text or object on the slide you want to modify.
399
 Select the Animations tab.
 Click Custom Animation in the Animations group. The Custom
Animation task pane will appear on the right.
 Select the animation in the Custom Animation task pane, if it is not
already selected.
 Click Change.
 Select an Entrance, Emphasis, Exit, or Motion Path animation effect.

Figure 2.496
 New drop-down menus with default settings will appear at the top of the
Custom Animation task pane.

Figure 2.497

To preview an animation effect:

 Select the text or object you want to modify on the slide.
 Select the Animations tab.
 Click Custom Animation in the Animations group. The Custom
Animation task pane will appear on the right.
 Select the animation in the Custom Animation task pane list.
 Click Play at the bottom of the task pane to see a preview of the
animation in Normal view.
400
 OR
 Click Slide Show to see the animation in Slide Show view. Press the Esc
key to return to Normal view.

Figure 2.498
Working with animation effects
To animate text with a default animation:
 Select the text box or text you want to animate on the slide.
 Select the Animations tab.
 Click the Animate drop-down menu in the Animations group to see the
animation effects for the selected text. The effects vary based on the
selected item.
 Select an animation effect.

Figure 2.499
All At Once: The selected text appears all at once. The entire text is labelled
with one number on the slide. Click the drop-down arrow in the task pane to
expand the contents and see that the text is labelled with one number.

401
Figure 2.500
By 1st Level Paragraphs: The text will appear bullet by bullet, or paragraph by
paragraph. Each level of text is labelled with a different number on the slide.
Click the drop-down arrow in the task pane to expand the contents and see that
the text is labelled with multiple numbers.

Figure 2.501
To modify an animation effect in other ways:
 Select an animation effect in the Custom Animation task pane list.
 Click the arrow to display a drop-down menu.

Figure 2.502
 Select Effects Options or Timing. A dialog box will appear.
 In the dialogue box, add enhancements such as sounds, and define what
happens after the animation effect is applied to the selected item.

402
Figure 2.503
The dialog box name is based on the animation effect name. In the example
above, the animation effect is Fade. The tabs and options on the tabs will vary
based on the animation effect that is being modified.
To reorder animation effects:
 Select the Animations tab.
 Click Custom Animation in the Animations group.
 Select the animation effect you want to move in the Custom Animation
task pane list.
 Click the arrows at the bottom of the task pane to reorder the selected
animation effect.

Figure 2.504
Challenge!
Use the Company Overview presentation or any other presentation you choose
to complete this challenge.
• Open a presentation.
• Select a picture, clip art, or shape.
• Apply an animation effect using the options in the Animation group.
• Change the speed of the effect in the Custom Animation task pane.

403
• Apply an animation effect to text.
• Apply two or more animation effects on one slide.
• Reorder an animation effect.

2.7 Using Transition

Figure 2.505
Transition effects—or transitions as they are often called—are the movements
you see when one slide changes to another in Slide Show view. Transition
effects are different from animation effects. The term animation in PowerPoint
refers to the movements of text and objects on the slide, while transitions refer
to the movement of the slide as it changes to another slide.

Applying transitions
Download the example to work along with the video.
To apply a transition to one slide:
Select the slide you want to modify.
Select the Animations tab.
Locate the Transition to This Slide group. By default, No Transition is
applied to each slide.

Figure 2.506
Click the More drop-down arrow to display all available transition effects.
404
Figure 2.507
Click a slide transition effect to apply it to the selected slide.
Hover over a slide transition effect to see a live preview of the effect on the
slide.
To apply a slide transition to all slides:
Select the slide you want to modify.
Select the Animations tab.
Locate the Transition to This Slide group. By default, No Transition is
applied to each slide.
Click the More drop-down arrow to display all transition effects.
Click a slide transition effect to apply it to the selected slide.
Click Apply To All to apply the transition to all slides in the presentation.

Figure 2.508
A star Play Animations icon will appear beneath any slide that has a transition
effect applied to it, as well as any slide that uses animation effects for text or
objects. The icon is visible on the Slides tab in the task pane on the left and in
Slide Sorter view. Click the star Play Animations icon to preview the animation
or transition effect.
Modifying transitions
To set slide transition speed:
Apply a slide transition effect to a slide.
Click the Transition Speed drop-down menu in the Transition to This Slide
405
 group on the Animations tab.
Select a menu option to apply the transition speed to the selected slide.

Figure 2.509
You can set the transition speed when you apply the transition effect, or you can
return to the Animations tab and apply it later. If you want to apply the
transition effect and transition speed to all slides, Click Apply to All.
To set slide transition sound:
Apply a slide transition effect to a slide.
Click the Transition Sound drop-down menu in the Transition to This Slide
group on the Animations tab.
Select a sound to apply it to the selected slide.
Click Apply To All if you want to apply the transition effect and transition
sound to all slides.
To remove a slide transition effect:
Select the slide you want to modify.
Select the Animations tab.
Click No Transition in the Transition to This Slide group.

Figure 2.510
Repeat this process for each slide you want to modify.
OR
Click Apply To All to remove the slide transition effect from each slide in the
presentation.

406
Advancing slides
Advancing to the next slide
By default, in Slide Show view you click your mouse to advance—or move—to
the next slide. This setting is defined in the Transition to This Slide group on
the Animations tab. You can modify this setting so each slide displays for a
specific period of time before automatically advancing to the next slide. This is
useful for unattended presentations, such as at a trade show booth.

Figure 2.511
You can also advance to the next slide by pressing the Enter key.
To set timing for slides:
 View the slides in Slide Sorter view.
 Select a slide.
 Select the Animations tab.
 Locate the Advance Slide section of the Transition to This Slide group.
 Enter the time in the Automatically After field. Use the arrows or type
the number.

Figure 2.512
 Select another slide and repeat the process until all desired slides have the
timing set.
If you want to apply the same transition effect and timing for each slide, set the
transition effect timing for one slide and click Apply to All.

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3.0 Tutor-Marked Assignment
1. Use the Company Overview presentation or any other presentation you
choose to complete this challenge.
• Open a presentation.
• Insert a bar chart.
• Change the chart to a line chart.
• Change the chart layout.
• Apply a different chart style.
• Add axis labels if they are not included in the layout you chose.
2. Use the Company Overview presentation or any other presentation you
choose to complete this challenge.
 Open a presentation.
 Insert a movie from a file on your computer, if you have one.
 Preview the movie.
 Change the slide show volume.
 Insert a movie from the clip organizer.
 Delete one of the movies.

4.0 Study Session Summary

In this study session we have discussed we have discussed word the topic word
art and we got to understand that WordArt allows you to create stylized text
with textures, shadows, and outlines. It can be applied to text on any slide. We
further got to understand how to use animating text and objects.

5.0 Self-Assessment Question

Use the Company Overview presentation or any other presentation you choose
to complete this challenge.
 Open a presentation.
 Select a slide and apply a transition.
 Select a sound effect for the transition.
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 Change the transition speed.
 Apply this transition to all slides.
 Apply a different transition for one slide.
 Remove the transition sound.

6.0 Additional Activities

a. Visit YouTube add Working with WordArt Watch the video! (7:20min)
Download the example to work along with the video, Download the example to
work along with the video. To insert a movie from a file on your computer.
https://goo.gl/4QXyMN Watch the video & summarise in 1 paragraph

ITA 1: Select the text you want to modify. The Format tab will appear.
Select the Format tab.
Click the Text Outline command in the WordArt Styles group.

ITA 2: Select the slide where you want to insert a table.

Click the Insert Table command in the placeholder. The Insert Table dialogue box will
appear. Enter the number of table columns and rows in the dialog box.
Click the Text Outline command in the WordArt Styles group.

ITA 3: Select the slide where you want to insert the movie.
Select the Insert tab.
Click the drop-down arrow on the Movie command in the Media Clips group.
Select Insert a Movie from File from the menu. The Insert Movie dialogue box will
appear. Locate the file you want to insert from your computer.
Click the file name.
Click OK. The movie will appear on the slide. The Movie Tools Options tab and Picture
Tools Format tab appear on the Ribbon when the movie is inserted.
Click the Text Outline command in the WordArt Styles group.

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7.0 References / Further Reading
A Brief History of Programming Languages – by Byte
http://www.byte.com/art/9509/sec7/art19.htm
Advanced Microsoft Excel 2007 by Premium Training Limited
www.premcs.com
Ethical Hacking by Dr. Bruce V. Hartey 2013
Computer Fundamentals by Tutorials point www.tutorialspoint.com

Excel Made Easy http://www.excel-easy.com 2015

History of Computer by The Association for History and Computing -
http://odur.let.rug.nl/ahc/histlink/index.html
Introduction to Microsoft Office 2007 by Microsoft Corporation
www.microsoft.com
Introduction to Information & Communications Technology By Education and
Science and NCCA
Introduction to Computers by
http://literacy.kent.edu/Midwest/Materials/ndakota/complit/toc.html
PowerPoint Tutorial by GCFLearn 2017 www.learnfree.org/powerpoint.php
Microsoft Word 2007 Tutorial by GCFLearn 2017 www.learnfree.org
Technology and Society by The Center for the Study of Technology and
Society - http://www.tecsoc.org/

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 STUDY SESSION 5
Doing More with PowerPoint
Section and Subsection Headings:
Introduction
1.0 Learning Outcome
2.0 Main Content
2.1 Using Slide Master
2.2 Smart Art Illustration
2.3 Arrange Object
3.0 Tutor Marked Assignments
4.0 Study Session Summary and Conclusion
5.0 Self-Assessment Questions and Answers
6.0 Additional Activities
7.0 References/Further Readings

Introduction
You are welcome to this study session. Each time you apply a new theme to
your slides, a slide master appears in the background. It stores information on
the theme, including font style, colours, effects, placeholder size, and text
alignment. The slide master allows you to easily make changes to all slides or a
specific slide layout.
In this session, you will learn how to use the Slide Master view to apply
changes to the slide master and supporting layouts.

1.0 Learning outcome

After studying this study session, I expect you to be able to:
1. work with a slide master,
2. use the slide master to make your presentation
3. use smart art illustrations, and
4. arrange objects
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2.0 Main Content
2.1 Using the Slide Master
The slide master
The easiest way to make the same change to all slides or slides that use a
specific layout is to change the slide master, also called the master slide. For
example, let's say you like a theme but want to change a specific design element
of that theme. You may want a different bullet style, slide titles that are center-
aligned instead of left-aligned, or an accent line under each slide title. You can
quickly make these changes and more by modifying the slide master.
To view the slide master:
Select the View tab.
Click the Slide Master View command in the Presentation Views group.

Figure 2.513
The Slide Master tab will appear as the active tab on the Ribbon, and the slide
master task pane will appear on the left.

Figure 2.514
• About Slide Master view
The Slide Master view appears similar to Normal view; however, in Slide

412
Master view master slides are displayed in the task pane rather than actual
slides. The first thumbnail image in the task pane on the left is the slide master
that controls all slides. If you want to make a change to all slides in a
presentation, you can do so by changing this slide.

Figure 2.515
Each slide below the slide master is a master slide for a supporting layout. For
example, if you want to make a change to all slides that use a Title and Content
layout, you can do so using the Title and Content layout master slide in the task
pane.
ITQ 1: What is the slide master?

Using the slide master

Watch the video! (Part 1) (5:20min) (Part 2) (5:38minDownload the
example to work along with the video.

Figure 2.516
You can see which slides in the presentation use a specific layout. To see this
information, hover over a layout and read the screen tip. The screen tip
413
contains the slide numbers that use the layout.

Figure 2.517
• Making changes to all slides
Any change you can make to a slide in Normal view can be made to the slide
master so the change will be reflected on all slides in the presentation. The
following examples will show how you can make these changes and move from
the Slide Master tab to other tabs on the Ribbon while the presentation remains
in Slide Master view.
To change the theme font on all slides:
Select the View tab.
Click the Slide Master view command in the Presentation Views group. The
Slide Master tab will appear active.

Figure 2.518
Select the slide master for all slides, if it is not currently selected.

414
Figure 2.519
Click the Fonts command in the Edit Theme group on the Slide Master tab.
Hover over each option to display a live preview of the font option on the
master slide.

Figure 2.520
Click a menu option to select it.
Click the Close Master View command to return to Normal view.

Figure 2.521
• Making changes to all slides
To change text colour/alignment on all slides:
Select the View tab.
Click the Slide Master view command in the Presentation Views group. The
Slide Master tab will appear active.
Select the slide master for all slides, if it is not currently selected.
415
 Select the text you want to modify, and format it how you want. In this
example, we'll change the title colour and alignment.

Select the Home tab. The slide master and supporting layouts will remain in
the slide task pane on the left because Slide Master view is the current
view.
Click the Font Color command in the Font group.
Hover over each font option to display a live preview on the master slide.

Figure 2.522
Select a font colour from the menu options. The font colour change will
appear on all the slides in the task pane on the left.

Figure 2.523
 Click an alignment command to change the alignment of the selected
text.

Figure 2.524

416
 Click the Slide Show view or Normal view command at the bottom of
the window to exit Slide Master view and see the changes in the
presentation slides.
To insert a picture on all slides:
 Select the View tab.
 Click the Slide Master view command in the Presentation Views group.
The Slide Master tab will appear active.
 Select the slide master for all slides, if it is not currently selected.
 Select the Insert tab.
 Click the Picture command in the Illustrations group. The Insert Picture
dialogue box will appear.

Figure 2.525
 Locate the picture file on the computer.
 Select the picture file.
 Click Insert. The picture will appear on the slide master.

Figure 2.526
 Click the picture and while holding down the mouse button, drag it to
the desired location on the slide. Release the mouse button.

417
Figure 2.527
 Click the Slide Show view or Normal view command at the bottom of
the window to exit Slide Master view and see the changes in the
presentation slides.
Pay attention to the tab that's active so you don't take unnecessary steps to
accomplish a task. For example, if the Slide Master tab is active, click the Close
Master View command to return to Normal view; however, if it isn't active,
click the Normal view command at the bottom of the window.
• Making changes to specific layouts
In addition to changing design elements on all slides, you can change design
elements on slides that use a specific layout. For example, you can apply
different formatting to the Title and Content or Section Header layouts. By
customizing specific slide layouts, you have more control over the slides and
the presentation as a whole.
To change font colour/formatting on slides with a specific layout:
 Select the View tab.
 Click the Slide Master view command in the Presentation Views group.
The Slide Master tab will appear active.

Figure 2.528
 Select the supporting layout you want to change. In this example, we'll
select the Section Header Layout in the task pane on the left.

418
Figure 2.529
 Select the text you want to modify on the slide. Now you can format it
how you want. In this example, we'll change the font colour and add a
text shadow.
 Select the Home tab.
 Click the Font Color command in the Font group.
 Hover over each option to display a live preview on the master slide.
 Select a font colour from the menu options.

Figure 2.530
 Click the Text Shadow command to add a shadow to the selected text.

Figure 2.531
 Click Normal view to close the slide master view and see the section
header slides that have been formatted.

Making changes to specific layouts

To insert a line on slides with a specific layout:
419
• Select the View tab.
• Click the Slide Master view command in the Presentation Views group. The
Slide Master tab will appear active.

Figure 2.532
• Select the supporting layout you want to change. In this example, we will
select the Title and Content Layout in the task pane on the left.

Figure 2.533
Select the Insert tab.
• Click the Shape command.
• Select a line from the menu. The cursor will turn into a crosshair.

Figure 2.534
• Click and drag the mouse to insert a line where you want on the slide.
Release the mouse button.
• Select the Format tab. Format the line if you want. In this example, we'll

420
 change the line colour, weight, and style.
• Click the Shape Outline command.
• Choose a colour, weight, or line style option.

Figure 2.535
• Click the Normal view command to close the Slide Master view and see the
section header slides that have been formatted.
Press and hold the Shift key while inserting a straight line. This will make the
line appear completely straight.

2.2 SmartArt Illustrations

Figure 2.536
Creating professional-looking slides with illustrations seems challenging, but
PowerPoint 2007 makes using illustrations easy with the addition of SmartArt
graphics. SmartArt graphics are a type of illustration that allows you to
visually communicate information you might otherwise include in a
presentation as text.

2.2.1 Inserting SmartArt graphics

Watch the video! (Part 1) (7:49min) (Part 2) (5:30min)
Download the example to work along with the video.
To insert a SmartArt graphic:
421
 Select the slide where you want to insert the SmartArt graphic.
Select the Insert tab.
Select the SmartArt command in the Illustrations group. A dialog box
appears.

Figure 2.537
Select a category on the left of the dialogue box, and review the SmartArt
graphics that appear in the center.

Figure 2.538
Click a graphic to select it. A larger version of the graphic, along with text
details, will appear on the right side of the dialogue box.

Figure 2.539
Click OK. The graphic will appear on the slide and two new SmartArt Tools
tabs—Design and Format—will appear on the Ribbon.

422
Figure 2.540
You can also insert a SmartArt graphic by clicking the Insert SmartArt
command in the placeholder, if the slide layout includes a content placeholder.
Think about the amount of text you will need for the graphic. Some layouts
have more room for text than others.
To add text to a graphic:
Select the graphic. A shape is selected by default.
Enter the text you want to appear in the selected shape. When you begin
typing, the solid line that surrounds the shape will become a dotted line,
which indicates that the text box is active.
The text will automatically replace the placeholder text.
The text automatically resizes to fit the shape.
Repeat until all necessary text is entered into the existing shapes.

Figure 2.541
Working with SmartArt graphic shapes
To add a shape to a graphic:
Select the graphic. The SmartArt Tools Design and Format tabs will
appear on the Ribbon.
Select the SmartArt Tools Design tab.
Select a shape in the graphic next to, above, or below where you want to add
the new shape. In this example, we'll select a square next to where we
423
 want to add the new square.
Click the Add Shape command in the Create Graphic group. A menu will
appear.
Select Add Shape Before or Add Shape After. With some SmartArt
graphics, you can add shapes above or below the selected shape.

Figure 2.542

ITQ 2: How do you add text to a graphic?

The new shape will appear in the graphic.

Figure 2.543
To add a bulleted list to a shape:
Select the graphic. The SmartArt Tools Design and Format tabs will
appear on the Ribbon.
Select the SmartArt Tools Design tab.
Select the shape in the graphic where you want to add the bulleted list.
Click the Add Bullet command in the Create Graphic group. The text in the
shape will move, and a bullet will appear beneath it with the insertion
point.
424
Figure 2.544

Enter your text.

Press the Enter key to display the next bullet in the list.

Figure 2.545
 Repeat the process until all text is entered.
To reorder shapes:
 Select the graphic. The SmartArt Tools Design and Format tabs will
appear on the Ribbon.
 Select the SmartArt Tools Design tab.
 Click the Right to Left command in the Create Graphic group.

Figure 2.546
 Click the command again to return to the original order.

425
Formatting a Smartart Graphic
To enter text using the text pane:
 Select the graphic. The SmartArt Tools Design and Format tabs will
appear on the Ribbon.
 Select the SmartArt Tools Design tab.
 Click the Text Pane command in the Create Graphic group. This
command turns the text pane on and off.

Figure 2.547
 Select the field where you want to enter text.
 Type the text you want to appear in the shape.

Figure 2.548
 Click the x in the upper-right corner, or click the Text Pane command to
close the text pane.
You can also click the arrows on the left side of the SmartArt graphic to
display the text pane.
To switch to a different graphic layout:
 Select the graphic. The SmartArt Tools Design and Format tabs will
appear on the Ribbon.
 Select the SmartArt Tools Design tab.
 Hover over a layout option in the Layouts group to see a live preview of
it on the slide. The layout will appear on the slide with any text you have

426
 already added.
 Click the More drop-down arrow to display all available layouts.

Figure 2.549
 Click a layout to select it.
When you apply a new layout, the graphic on the slide and the SmartArt styles
will change.
To change the graphic colour variation:
 Select the graphic. The SmartArt Tools Design and Format tabs will
appear on the Ribbon.
 Select the SmartArt Tools Design tab.
 Click the Change Color command. A menu of colour options will
appear.

Figure 2.550
 Hover over a colour option to see a live preview of it on the slide.
 Click a color option to select it.
When you change the graphic colour variation, the graphic on the slide and the
SmartArt styles will change.
Formatting a SmartArt graphic
To change the SmartArt style:
 Select the graphic. The SmartArt Tools Design and Format tabs will
appear on the Ribbon.
427
 Select the SmartArt Tools Design tab.
 Hover over a style option in the SmartArt Styles group to see a live
preview on the slide.

Figure 2.551
• Click the More drop-down arrow to display all options.
• Click a style to select it.
To revert to the original graphic:
• Select the graphic. The SmartArt Tools Design and Format tabs will appear
on the Ribbon.
• Select the SmartArt Tools Design tab.
• Click the Reset Graphic command.

Figure 2.552
Formatting the graphic
When you insert a SmartArt graphic, the Format tab is one of two tabs that
appear on the Ribbon. The commands on this tab can be used to format the
graphic in several ways. Many of the same commands are used to format text
boxes, shapes, and WordArt.

Figure 2.553
To move shapes using the Promote or Demote commands:

428
• Select the graphic. The SmartArt Tools Design and Format tabs appear on
the Ribbon.
• Select the SmartArt Tools Design tab.
• Select the shape you want to move.
• Click the Promote or Demote commands in the Create Graphic group.

Figure 2.554
Keep in mind that while the Promote and Demote commands allow you to
move shapes and customize the graphic, sometimes you may have to insert a
new shape to create the graphic you want.
Challenge!
Use the Employee Orientation presentation or any other presentation you
choose to complete this challenge.
• Open a presentation.
• Insert a SmartArt graphic.
• Insert text into one or more shapes.
• Add a shape to the graphic.
• Change the color variation of the graphic.
• Apply a SmartArt style.

2.3 Hyperlinks and Action Buttons

429
Figure 2.555
In PowerPoint, you have the ability to link to a webpage, email address, file,
slide in the same presentation, and slide in a different presentation. You can do
all of this using two tools called hyperlinks and action buttons.

Inserting hyperlinks
Watch the video! (Part 1) (7:52min) (Part 2) (6:08min)
A hyperlink is a connection from one slide to a webpage, email address, slide,
or file. Text or objects such as pictures and shapes can be formatted as
hyperlinks.
To insert a hyperlink to a webpage:
Select the text or object you want to use as a hyperlink. In this example, we
will use text.
Select the Insert tab.
Click the Hyperlink command in the Links group. The Insert Hyperlink
dialog box will appear.

Figure 2.556
If you use text for the hyperlink, the Text to display field will appear active
in the dialogue box. The text you select on the slide will appear in this
field.

430
Figure 2.557
Click Existing File or Web Page.

Figure 2.558
In the Address field, enter the website address you want to display when the
link is clicked.

Figure 2.559
Decide whether you want to add a ScreenTip—which is a box of information
that appears when you hover over a command—a hyperlink, or an action
button.
To insert a ScreenTip:
Click ScreenTip. The Set Hyperlink ScreenTip dialog box will appear.
Enter the tip text.
Click OK in the Set Hyperlink ScreenTip dialog box.

ITQ 3: What are hyperlinks?

431
 



Figure 2.560

Figure 2.561
Click OK in the Insert Hyperlink dialog box.
Click anywhere on the slide to deselect the text or object.
If you use text for the hyperlink, the text will appear underlined in a colour that
coordinates with the colour scheme.
If you use an object, it will not have additional formatting.

Inserting Hyperlinks and Viewing The Hyperlink

In PowerPoint, hyperlinks become active in Slide Show view. When you view
the slide in Slide Show view, you'll notice that the pointer turns into a hand as it
moves closer to the hyperlink. The hand pointer indicates that the text or object
can be clicked. Because this text is automatically formatted differently from
other text on the slide, the hand pointer is most useful for hyperlinks that use an
object such as a picture or shape.
If you hover over the hyperlink, a ScreenTip will appear if you created one
when you inserted the hyperlink. Click the hyperlink to open the webpage if the
432
computer is connected to the Internet.

To insert a hyperlink to a slide in the same presentation:

Select the text or object you want to use as a hyperlink. In this example, we
will use text.
Select the Insert tab.
Click the Hyperlink command in the Links group. The Insert Hyperlink
dialogue box will appear.

Figure 2.562
If you use text for the hyperlink, the Text to display field will appear active
in the dialog box. The text you select on the slide will appear in this field.

Figure 2.563
 Click Place in this Document to link to a slide in the current
presentation. The content of the Insert Hyperlink dialogue box will
change, and a list of slides in the presentation will appear.

433
 Figure 2.564
 Scroll through the list.
 Select the slide you want to link to from the hyperlink. A thumbnail
image of the slide will appear in the Slide preview area.

Figure 2.565
 Decide whether you want to add a ScreenTip.
 To insert a ScreenTip:
Click ScreenTip. The Set Hyperlink ScreenTip dialogue box will
appear.
Enter the tip text.
Click OK in the Set Hyperlink ScreenTip dialogue box.
 Click OK to close the Insert Hyperlink dialog box.
View the slide in Slide Show view, and click the hyperlink to see the selected
slide.

Inserting hyperlinks
To insert a hyperlink to an existing file:
 Select the text or object you want to use as a hyperlink. In this example,
we will use text.
434
 Select the Insert tab.
 Click the Hyperlink command in the Links group. The Insert Hyperlink
dialog box will appear.
 If you use text for the hyperlink, the Text to display field will appear
active in the dialogue box. The text you select on the slide will appear in
this field.
 Click Existing File or Web Page.

Figure 2.566
 Locate the Look in drop-down menu in the centre of the dialogue box.
 Use the drop-down menu to locate the PowerPoint file on your
computer.
 Select the file. The file name will appear in the Address field.

Figure 2.567
 Click the Bookmark button, and a dialogue box appears.

435
 Figure 2.568
 Select a slide in the presentation you want to link to using a hyperlink.
 Click OK.

Figure 2.569
 Decide whether you want to add a ScreenTip.
 To insert a ScreenTip:
Click ScreenTip. The Set Hyperlink ScreenTip dialogue box will
appear.
Enter the tip text.
Click OK in the Set Hyperlink ScreenTip dialogue box.
 Click OK to close the Insert Hyperlink dialogue box.
View the slide in Slide Show view, and click the hyperlink to see the
bookmarked slide.
You can also create a new document from the Insert Hyperlink dialogue box.
Click the Create New Document command to explore this option.

To insert a hyperlink to an email address:

 Select the text or object you want to use as a hyperlink. In this example,
we will use a picture.
 Select the Insert tab.
 Click the Hyperlink command in the Links group. The Insert Hyperlink
dialog box will appear.
436
 Click Email Addresses on the left. If you are using text as your
hyperlink, the text to display field will appear active and have the
selected text inside.

Figure 2.570
• In the Email address field, enter mailto: and the email address you want
users to contact (e.g., mailto:[email protected]).

Figure 2.571
• Enter a subject in the Subject field if you want.
• Click OK to close the Insert Hyperlink dialogue box.
View the slide in Slide Show view. As you hover over the object, the pointer
turns into the hand, and a default screen tip appears.
To edit or remove a hyperlink:
• Select the text or object with the hyperlink you want to remove.
• Select the Insert tab.
• Click the Hyperlink command in the Links group. The Edit Hyperlink
dialogue box will appear.

437
 Figure 2.572
• Edit the selected hyperlink.
• OR
• Click the Remove Link button to remove the link.
• Click OK.
You can edit and remove any hyperlink the same way, regardless of whether the
hyperlink is to a slide, email address, or webpage.

Inserting Action Buttons

Another tool you can use to connect to a webpage, file, email address, or slide is
called an action button, or action link. Action buttons are built-in button
shapes you can add to a presentation and use as hyperlinks. When someone
clicks or moves over the button, the action can occur.
Hyperlinks and action buttons are closely connected and can do many of the
same things. Action buttons are used most for self-running presentations, such
as those at a trade show booth or kiosk.
To insert an action button on all slides:
• Select the View tab.
• Click the Slide Master command in the Presentation Views group. The Slide
Master view will appear.
• Select slide 1, the slide master. Changes to this slide will appear on all slides
in the presentation.
• Select the Insert tab.
• Click the Shapes command in the Illustrations group.

438
 Figure 2.573
• Select an action button from the bottom of the list. In this example, we will
select the Home action button.

Figure 2.574
• Insert the shape onto the slide. The Actions Setting dialogue box will appear.

Figure 2.575
Select the Mouse Click or Mouse Over tab. Use the Mouse Click tab to set
actions to occur when you click, and use the Mouse Over tab to set actions to
occur when you move the cursor over the action button. In this example, we will
leave the Mouse Click tab selected.
In the Action on click section, click None or Hyperlink to.
If you click None, the shape will have no action associated with it.
If you click Hyperlink to: select an option from the menu. The hyperlink
options work the same for action buttons as they do for traditional hyperlinks.

439
 Click Play Sound if you want to play a sound when
the action button is clicked.
Select a sound from the drop-down menu.

Figure 2.576

Figure 2.577

440
 Figure 2.578

• Click OK.
Action buttons do not have to be inserted on master slides. You can insert an
action button on only one slide if you want.
To edit the action button:
• Select the action button.
• Select the Insert tab.
• Click the Action command in the Links group. The Actions Settings dialogue
box will appear.

Figure 2.579
• Edit the action or hyperlink.
• Click OK.
When the action button is selected, the Format tab is available because it is a
shape. You can change the shape style or colour so it matches the colour
scheme of the slide from this tab.

Challenge!
Use the Employee Orientation presentation or any other presentation you
choose to complete this challenge.
• Open a presentation.
• Select text, and insert a hyperlink to a webpage.
• Select an object, and insert a hyperlink to another slide in the presentation.

441
• Insert an action button that uses sound.

2.4 Arrange Object

Figure 2.580
In PowerPoint, you can align, group, rotate, and order objects such as
pictures, shapes, and text boxes on the slide. Using PowerPoint commands, you
can customize the slides and arrange objects on the slides easily.
Aligning objects
Watch the video! (8:42min)
Download the example to work along with the video.
You can click and drag objects to align them manually, but guesswork will
never give you the best result. Additionally, aligning objects in this way can
take a great deal of time. Luckily, PowerPoint provides you with several
commands that allow you to easily arrange and position objects.
To align objects:
Select the objects you want to align.
To select multiple objects, click and drag your mouse to form a
selection box around the objects, and then release the mouse
button.

442
 Figure 2.581
Sizing handles will appear around each selected object, and the Format tab
will appear on the Ribbon.

Figure 2.582
Select the Format tab.
Click the Align command in the Arrange group.

Figure 2.583
Select a menu option.

Figure 2.584

443
About alignment
There are six basic alignment options on the Align menu: Align Left, Align
Center, Align Right, Align Top, Align Middle, and Align Bottom.

Figure 2.585
The name of each menu option identifies how the option changes the alignment
of selected objects. (For example, the Align Left menu option will align the
selected objects to the left.) However, each of these alignment options will vary
based on whether Align to Slide or Align Selected Objects is selected from the
menu.

Figure 2.586
For example, if Align Selected Objects is active and you choose Align Top
from the menu, the top of the selected objects will align. If Align to Slide is
selected and you choose Align Top from the menu, all selected objects will
align to the top of the slide. The examples below indicate how the menu
choices of Align Selected Objects or Align to Slide affect the six basic
alignment options.

Figure 2.587

444
There are two menu options that affect whether the objects are distributed
horizontally or vertically across the slide. These options are also affected by
whether Align Selected Objects or Align to Slide is selected on the menu.

Figure 2.588
Not every alignment option will work in all situations. The best way to learn
how each alignment option arranges objects is to practice using the Align menu
options.

Grouping and rotating objects

Another command you can use to arrange objects is the Group command.
Sometimes you may want to group objects to make them easier to position on
the slide. Instead of moving each object individually or using the align menu
options to arrange objects on the slide, you can group multiple objects into one
object. Moving one object is often easier and faster than moving multiple
objects on the slide.
To group objects:
Select the objects you want to group.
To select multiple objects, click and drag your mouse to form a
selection box around the objects, and then release the mouse
button.

Figure 2.589

Sizing handles will appear around each selected object, and the Format tab
445
 will appear on the Ribbon.

Figure 2.590
Select the Format tab.
Click the Group command in the Arrange group.
Select Group from the menu.

Figure 2.591
The selected objects will become grouped into one object. This is indicated
by the box with sizing handles that includes all selected objects.

Figure 2.592
To move the grouped object:
Click and drag the object to a new location on the slide. The cursor will
become a four-arrow cross.

Figure 2.593
446
 Release the mouse button.
To ungroup objects:
 Select the grouped object you want to ungroup. The Format tab will
appear on the Ribbon.
 Select the Format tab.
 Click the Group command in the Arrange group.
 Select Ungroup from the menu. The grouped object will appear as
separate objects.

Figure 2.594
To rotate an object:
 Select the object you want to rotate. The Format tab will appear on the
Ribbon.
 Select the Format tab.
 Click the Rotate command in the Arrange group.

Figure 2.595
 Hover over a menu option to see a live preview of the rotation option on
the slide.

447
 Figure 2.596
 Select an option from the menu.

Ordering Objects
In addition to aligning and grouping objects, PowerPoint gives you the ability to
arrange objects in a specific order. When you insert objects such as shapes
and pictures onto a slide, each object is arranged based on the order in which
it was inserted.
For example, if I insert Arrow A and then insert Arrow B, Arrow A will appear
beneath Arrow B if I drag the objects so they are stacked on top of each other.
This is because Arrow A was inserted before Arrow B. The same is true for
other objects such as pictures and text boxes, or a combination of objects.
Sometimes you may want to arrange the objects in a different order.

Figure 2.597
To order objects using the Send to Back command:
 Select the object you want to arrange in a different order. In this example,
the tail of Arrow B needs to appear below the head of Arrow A. We can
select either arrow, but we'll select Arrow B.

448
 Figure 2.598
 Select the Format tab.
 Click the Send to Back command.
 Select Send to Back or Send Backward from the menu.
Send to Back sends the selected object to the very back—or very
bottom layer—of the stack of objects.
Send Backward sends the object back one layer.

Figure 2.599
 The objects will appear in the new order.

Figure 2.600
To order objects using the Bring to Front command:
 Select the object you want to arrange in a different order.
 Select the Format tab.
 Click the Bring to Front command.
 Select Bring to Front or Bring Forward from the menu.
Bring to Front sends the selected object to the front of the stack of
objects so it appears on the top layer.
Bring Forward sends the object forward one layer.

449
 Figure 2.601
 The objects will appear in the new order.
Challenge!
Use the Employee Orientation presentation or any other presentation you
choose to complete this challenge.
 Open a presentation.
 Locate a slide with at least three objects. If your presentation does not
include three objects, insert at least three objects—such as pictures and
shapes—onto a slide.
 Practice using the align options from the Align command.
 Group the objects into one object.
 Move the grouped object to a new location on the slide.
 Ungroup the object.
 Practice using the rotate options.
 Practice using the Send to Back and Bring to Front commands to order
the objects.

3.0 Tutor-Marked Assignment

1. Use the Employee Orientation presentation or any other presentation you
choose to complete this challenge.
• Open a presentation.
• Open Slide Master view.
• Insert a picture on all slides.
• Change the title color and alignment on all slides.
• Change text formatting on one layout.
• View the presentation in Slide Show view to see the changes.
450
4.0 Study Session Summary
In this study session we have discussed the topic doing more with Power Point.
In this session you got to understand that each time you apply a new theme to
your slides, a slide master appears in the background. It stores information on
the theme, including font style, colours, effects, placeholder size, and text
alignment. The slide master allows you to easily make changes to all slides or a
specific slide layout.

5.0 Self- Assessment Question

1. How Can One Customize The Ribbon?

6.0 Additional Activities

a. Visit YouTube add Watch the video! (Part 1) (5:20min) (Part 2) (5:38min)
Watch the video! (Part 1) (7:49min) (Part 2) (5:30min) Inserting
hyperlinksWatch the video! (Part 1) (7:52min) (Part 2) (6:08min) Aligning
objects Watch the video! (8:42min), https://goo.gl/8VRB1D. Watch the video
& summarise in 1 paragraph

ITA 1: In Microsoft PowerPoint, the Slide Master is the top slide that controls all
information about the theme, layout, background, color, fonts, and positioning of all
slides. Using the Slide Master can be an easy way to adjust the look of an existing theme
or make overall changes to all slides in your presentation.

ITA 2: Select the graphic. A shape is selected by default.

Enter the text you want to appear in the selected shape. When you begin typing, the solid
line that surrounds the shape will become a dotted line, which indicates that the text box
is active. The text will automatically replace the placeholder text. The text automatically
resizes to fit the shape. Repeat until all necessary text is entered into the existing shapes.

ITA 3: A hyperlink is a connection from one slide to a webpage, email address, slide, or
file. Text or objects such as pictures and shapes can be formatted as hyperlinks.

451
Self- Assessment Answer
One can easily create his own ribbon. Following are the steps:
a) Right-click the Ribbon and select Customize the Ribbon. A dialog box will
appear.
b) Click New Tab. A new tab will be created with a new group inside it.
c) Make sure the new group is selected.
d) Select a command from the list on the left, then click Add. You can also drag
commands directly into a group.
e) When you are done adding commands, click OK.

7.0 References/ Further Reading

A Brief History of Programming Languages – by Byte
http://www.byte.com/art/9509/sec7/art19.htm
Advanced Microsoft Excel 2007 by Premium Training Limited
www.premcs.com
Ethical Hacking by Dr. Bruce V. Hartey 2013
Computer Fundamentals by Tutorials point www.tutorialspoint.com
Excel Made Easy http://www.excel-easy.com 2015
History of Computer by The Association for History and
Computing -http://odur.let.rug.nl/ahc/histlink/index.html
Introduction to Microsoft Office 2007 by Microsoft Corporation
www.microsoft.com
Introduction to Information & Communications Technology By
Education and Science and NCCA
Introduction to Computers by
http://literacy.kent.edu/Midwest/Materials/ndakota/complit/toc.html

452
PowerPoint Tutorial by GCFLearn 2017
www.learnfree.org/powerpoint.php
Microsoft Word 2007 Tutorial by GCFLearn 2017 www.learnfree.org
Technology and Society by The Center for the Study of Technology
and Society - http://www.tecsoc.org/

453
 STUDY SESSION 6
PowerPoint Extras
Section and Subsection Headings:
Introduction
1.0 Learning Outcome
2. 0 Main Content
2.1 Indentation and line spacing
2.1.1 Indentation
2.2.2 Line Spacing
2.2 Finalize a Presentation and Package for CD
2.2.1 Packaging a presentation on a CD
3.0 Tutor Marked Assignments
4.0Study Session Summary and Conclusion
5.0Self-Assessment Questions and Answers
6.0 Additional Activities
7.0 References/Further Readings

Introduction
You are welcome to another study session. Indentation and line spacing are
two important elements you can manage in your PowerPoint presentation
that can change the way text on a slide appears. When used wisely, both
can have a significant impact on the look of your slides. In this session,
you will learn how to indent a bulleted list, change the indentation using
markers on the ruler, and modify line spacing.

1.0 Learning Outcome

After studying this study session, I expect you to be able to:
1. manage indentation and line spacing in power point presentation,
2. indent and bullet list
3. change indentation using marker on the ruler, and
454
 4. modify line spacing.

2.0 Main Content

2.1 Indentation and Line Spacing

Figure 2.602
2.1.1 Indentation
PowerPoint gives you the ability to create an indented—or subordinate—list
within a list. If you are inserting content that is related to an existing bullet, an
indented list can make the text and slide easier to read and more visually
appealing to the audience.
To indent a list:
Place the cursor at the beginning of the line of text you want to indent.

Figure 2.603
Select the Home tab.
Click the Increase List Level command in the Paragraph group.

Figure 2.604
The line of text will appear indented.

455
 Figure 2.605
There are multiple list levels by default in PowerPoint. Each time you click the
Increase List Level command, the line is indented more.
If you press Enter while the cursor is on a line of indented text, the new bullet
will appear as part of the indented list.
To decrease the indent level of a list:
Place the cursor on the line you want to modify.
Select the Home tab.
Click the Decrease List Level command in the Paragraph group. The cursor
and line of text will shift to the left one list level.

Figure 2.606
Indentation
In PowerPoint, you can adjust the space between a bullet in a list and the text.
The ability to increase and decrease the indentation gives you control over the
lists you use in a presentation and it allows you to customize them to meet your
needs. One of the easiest ways to modify the indentation is by using the indent
markers on the ruler.
To display the ruler:
Select the View tab.
Click the Ruler check box in the Show/Hide group if it is not selected. The
ruler will appear.

456
 Figure 2.607
To change the position of a bullet or bullets:
Place the cursor on the line with the bullet you want to move. For multiple
lines, select the lines of text.
Click and drag the first-line indent marker to change the position of the
bullet.
The first-line indent marker looks like an upside-down triangle. It
indicates the position of the actual bullet.

Figure 2.608
Release the mouse button at the desired location.

Figure 2.609
To change the position of text:
Place the cursor on the line of text you want to move. For multiple lines,
select the lines of text.
Click and drag the hanging indent marker to change the position of the text.
The hanging indent marker looks like a triangle. It indicates the

457
 position of the line of text.

Figure 2.610
Release the mouse button at the desired location.

Figure 2.611
To change the position of both bullet and text (while maintaining the spacing):
 Place the cursor on the line of text you want to move. For multiple lines,
select the lines of text.
 Click and drag the left indent marker to change the position of the bullet
and text while maintaining the current spacing.
The left indent marker is the rectangle beneath the hanging indent
marker.

Figure 2.612
 Release the mouse at the desired location. Both the bullet and text will
move but maintain their current proportions.
458
 Figure 2.613
If you are working with non-bulleted text, such as in a paragraph, you can still
use these markers to indent the text. Each marker works the same way but
moves slightly different parts of the text.
More about indentation
While the ruler is a simple way to modify indentation, you can enter a specific
amount to indent using the Paragraph dialogue box. To view this dialogue box,
click the small arrow in the bottom-right corner of the Paragraph group on the
Home tab.

Figure 2.613

In the Paragraph dialog box, you can enter specific measurements for the
indents before the text or special hanging and first-line indents.

Figure 2.614
459
2.1.2 Line Spacing
In addition to indentation, you can control line spacing. Line spacing is the
spacing between sentences and paragraphs in a text box. You can modify line
spacing to fit more text onto a slide or to add spacing to specific lines to draw
attention to a part of the slide.
To change line spacing using default options:
 Select the lines you want to modify.
 Select the Home tab.
 Click the Line Spacing command in the Paragraph group. A menu will
appear. The menu option with a check mark indicates the line spacing for
selected lines.

Figure 2.615
 Select an option from the menu to change the line spacing of the selected
lines.
To enter specific line spacing measurements:
 Select the lines you want to modify.
 Select the Home tab.
 Click the Line Spacing command in the Paragraph group. A menu will
appear.
 Select Line Spacing Options. The Paragraph dialogue box will appear.

460
 Figure 2.616
 Locate the Spacing section. Use the Line Spacing drop-down menu to:
Select one of the default measurements such as 1, 1.5, and 2.

Figure 2.617

Select Multiple. Enter a number greater than or equal to 3.

Figure 2.618
Select Exactly. Enter spacing points in the appropriate field. This is especially
useful if you format lines with spacing less than single space.

Figure 2.619
 Click OK.
To change the line spacing before or after a line:
 Place the cursor where you want to modify the spacing. In this example,
we will increase the spacing after the word Mail.

461
 Figure 2.620
 Select the Home tab.
 Click the Line Spacing command in the Paragraph group. A menu will
appear.
 Select Line Spacing Options. The Paragraph dialog box will appear.
 Locate the Spacing section.
 Use the arrows in the Before and After fields to increase or decrease the
spacing.
The Before option changes the line spacing in the area above the selected text
or paragraph.

The After option changes the line spacing in the area below the selected text or
paragraph.

Figure 2.621
• Click OK. The change in spacing will appear on the slide.

Figure 2.622

462
Challenge!
Use the Employee Orientation presentation or any other presentation you
choose to complete this challenge.
• Open a presentation.
• Locate a slide with a bulleted list. If the presentation does not contain a
bulleted list, add one.
• Add an indented list.
• Move the first-line indent marker.
• Move the left indent marker.
• Move the hanging indent marker.
• Change the line spacing on a slide.
• Practice using all line spacing options.

2.2 Finalize a Presentation and Package For CD

Figure 2.623
Slide Show Options
When finalizing or completing a presentation, you may want to preview it in
Slide Show view. This will allow you to see all animations and transitions for
each slide and decide whether to make any changes to slide show options.
To view the presentation in Slide Show view:
Click the Slide Show view command at the bottom of the window while in
Normal view.

463
 Figure 2.624
OR
Select the Slide Show tab.

Figure 2.625
Click the From Beginning command in the Start Slide Show group to start
the slide show with the first slide.

Figure 2.626
Click the From Current Slide command in the Start Slide Show group to start
the slide show with the selected slide. This command is useful if you are
interested in seeing specific slides in Slide Show view.
Slide show options
You can access some commands from multiple locations on the Ribbon or
within PowerPoint. One Ribbon command that allows you to make changes to
the slide show is the Setup Show command on the Slide Show tab.
To access the Setup Show dialogue box:
Select the Slide Show tab.
Click the Set Up Show command. The Set Up Show dialogue box will
appear.

464
 Figure 2.627
Set the desired options in the dialogue box.

Figure 2.628
Click OK to apply the settings to the slide show.

Changing slide show options

The Set Up Show dialog box
In the dialogue box, you can:
Show type: The default setting is presenter, but if you plan to display the
slides at a kiosk or booth—or if people will be looking at the slides
independently in the PowerPoint window—you can change the setting in
this section.

Figure 2.629
Show slides: If you want to skip one of the beginning or ending slides during
the presentation, enter the slide numbers where you want to start and end
465
 the presentation in this section.

Figure 2.630
Show options: In this section, you can choose to loop the slides continuously
or play them without any animation if you added animation to the slides.

Figure 2.631
 Advance slides: If you added timing to each slide, in this section you can
change the slide show so the slides must be manually advanced.

Figure 2.632
To hide a slide during a presentation:
 Select the Slide Show tab.
 Select the slide you do not want to display during the slide show.

466
 Click the Hide Slide command.

Figure 2.633

Click the Hide Slide command again to display the slide.

2.2.1 Packaging a Presentation on a CD

If you are going to display a presentation on a computer other than your own,
you should use the Package for CD feature in PowerPoint. This allows you to
package the presentation—along with all necessary PowerPoint files—so you
can view the presentation on any computer, regardless of whether the computer
has PowerPoint 2007 installed.
To package a presentation on a CD:
 Open the presentation you want to save on the CD.
 Insert a CD into the CD drive. Be sure to use a CD that is able to have
data burned—or stored—on it.
 Click the Microsoft Office button.
 Select Publish.
 Select Package for CD.

Figure 2.634

467
 If you link to files from slides in your presentation, a PowerPoint
message will appear notifying you that the files may be updated. Click
OK.

Figure 2.635
 The Package for CD dialogue box appears.

Figure 2.636
 Enter a name in the Name the CD field.

Figure 2.637
 The name of the file is displayed in the Files to be copied section. If you
want to add more files, click Add Files and select them from the dialogue
box that appears. Any files that are linked to from a slide in the
presentation are included on the CD by default.

468
 Figure 2.638
 Click Options to change the default setting that automatically packages
linked files on the CD. The Options dialogue box will appear.
 Deselect Linked Files if you don't want linked files to be packaged
automatically.

Figure 2.639
From the Options dialogue box, you can also:
 Select an option from the drop-down menu to determine how the
presentation will play. Unless you have multiple presentations, you can
leave it as the default setting.
 Select Embed TrueType Fonts in the presentation so the fonts you
selected will appear on the slides, regardless of whether the computer you
use to display the presentation has these fonts.
 Set a password to open or edit the packaged presentation.
 Click OK to close the Options dialogue box.

469
 Figure 2.640
 Click Copy to CD.

Figure 2.641

 If you have linked to other files, a warning message may appear asking
you to confirm that you want to include the linked files in your
presentation. Click Yes, and PowerPoint will copy the files to the CD.

Figure 2.642

3.0Tutor-Marked Assignment
Use the Employee Orientation presentation or any other presentation you
choose to complete this challenge.
• Open a presentation.
• Practise using the commands on the Slide Show tab.

470
• View the presentation in Slide Show view using the From Beginning and
From Current Slide commands on the Slide Show tab.
• Hide the second slide in the presentation.
• View the presentation in Slide Show view to confirm that the slide is hidden.
• Explore the Set Up Show dialog box.
• If your computer has a CD burner, practice packaging the presentation to a
CD.

4.0 Study Session Summary

In this study session we have learnt that indentation and line spacing are
two important elements you can manage in your PowerPoint presentation
that can change the way text on a slide appears. When used wisely, both
can have a significant impact on the look of your slides. In this session, we
learnt how to indent a bulleted list, change the indentation using markers
on the ruler, and modify line spacing.

4.0Additional activities
a. Visit YouTube https://goo.gl/6569jg. Watch the video & summarise
in 1 paragraph

7.0 References / Further Reading

A Brief History of Programming Languages – by Byte
http://www.byte.com/art/9509/sec7/art19.htm
Advanced Microsoft Excel 2007 by Premium Training Limited
www.premcs.com
Ethical Hacking by Dr. Bruce V. Hartey 2013
Computer Fundamentals by Tutorials point www.tutorialspoint.com
Excel Made Easy http://www.excel-easy.com 2015
History of Computer by The Association for History and Computing -
http://odur.let.rug.nl/ahc/histlink/index.html
471
Introduction to Microsoft Office 2007 by Microsoft Corporation
www.microsoft.com
Introduction to Information & Communications Technology By Education and
Science and NCCA
Introduction to Computers by
http://literacy.kent.edu/Midwest/Materials/ndakota/complit/toc.html
PowerPoint Tutorial by GCFLearn 2017 www.learnfree.org/powerpoint.php
Microsoft Word 2007 Tutorial by GCFLearn 2017 www.learnfree.org
Technology and Society by The Center for the Study of Technology and
Society - http://www.tecsoc.org/

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