UoZ Computer Skills Course

2022-2023

Prepared in Collaboration by the

Department of Computer Science and the UoZ/Statistics and ICT Center
Version 1.0
February 2023
 Table of Contents
APPLICATIONS ESSENTIALS 5
Word Processing 1
Starting with word 2016 1
The user interface 2
Backstage view 3
Using the ribbon and tabs 4
Working with documents 5
Create a new document 5
Saving a document 5
Opening an existing document 6
Closing a document 7
Display Different Views 7
Selecting Text 8
Deleting Text 8
Cut, Copy and Paste 8
Cutting Text 8
Copying Text 9
Paste Text: 9
Format Painter 9
Formatting a Document 9
Formatting a Paragraph 10
Previewing and Printing a Document 11
Print Preview 11
Adjusting Print Settings 12
Formatting Text and Paragraphs 13
Changing text attributes 13
Changing alignment 13
Changing line spacing 14
Changing paragraph indentation 14
Bulleted/Numbered Lists 14
Bulleted Lists 14
Numbered Lists 15
Multilevel Lists 15
Page Special Features 17
 Headers and Footers 17
Adding Visual Interest 19
Find/replace 21
Tables 22
Inserting a Table 22
Resizing Rows and Columns 23
Inserting Rows and Columns 23
Deleting Rows and Columns 24
Formatting a Table 25
Pictures, Shapes, Text Boxes 27
Online Pictures 27
Resizing Inserted Objects 28
Applying Wrapping Styles 29
Applying Formatting to Pictures 30
Shapes 30
Text Boxes 31
Other Pictures 31
Table of Contents 33
PowerPoint Presentation 36
Starting with PowerPoint 2016 36
Opening PowerPoint 2016 37
Create a new presentation 37
Adding text into slides 38
Add a new slide 38
Save a presentation 39
Working with Presentations 40
Using master slide 40
Insert/remove a graphical object into/from a master slide 41
Apply a design template/theme 42
Apply a background colour 43
Change slide orientation 44
Switch views 45
Add a new slide with a specific slide layout 45
Use slide layouts 46
Insert a SmartArt object 47
 Resize/reposition a SmartArt object 48
Insert text into a SmartArt object 49
Working with slides 50
Select multiple slides 50
Move slides 51
Duplicate slide 51
Copy slides 52
Hide a slide 52
Delete slides 53
Adding special effects 53
Apply slide transition 53
Animate text and objects 54
Print a presentation 54
Using slide show view 55
Run a slideshow 55
Navigate a slide show 56
Excel Spreadsheets 58
Starting excel 2016 58
The user interface 59
Creating a workbook 60
To create a new blank workbook using a local template: 62
To create a workbook using an online template: 62
Working with worksheets 63
To move a worksheet within a spreadsheet 65
To rename a worksheet within a spreadsheet 66
Basic workbook skills 67
Using the keyboard to select cells/navigate a workbook 67
Merging cells 67
Vertical alignment 68
Unmerge cells 69
Excel Formula 71
Use a Function 72
AutoSum 73
Sorting Data 73
Conditional Formatting 75
 Comments: 77

IT SECURITY AND DATA PROTECTION 781

IT Security 91

Security Concepts 91

Data 91

Information 92

Cybercrime 92

Hacking 92

Data Threats 92

Value of Information 93

Personal Security 94

Malware 94

Types 94

Protection 95

Social Networking 95
1. APPLICATIONS ESSENTIALS

The Application Essentials module covers the main concepts and skills needed to start using
common office productivity applications - documents, spreadsheets, and presentations -
effectively.

Creating a document, updating financial data, presenting some key information to

colleagues or customers - these are day-to-day tasks in many job roles. In order to carry out these
tasks effectively, you need to have a solid basis of skills in using the key technologies that support
them.

1.1.Word Processing

Word Processing applications continue to play a prominent role in people’s professional and
personal lives. This ICDL Word Processing module provides you with the practical components to
begin working with word processors. Having the skills to create, format and finish word processing
documents will improve your productivity and will allow you to produce a professional, polished
document.

1.1.1. Starting with word 2016

Microsoft Word 2016, which is part of the Microsoft Office Suite, is a word processing
application used to create, edit, and print a wide range of documents.

To start Microsoft Word:

1. Select the Start button on the taskbar. The Start menu appears.
2. Point to the programs list. The scroll menu appears. Click the scroll bar and scroll to Word
2016.

3. Scroll to and select Word 2016. Microsoft Word 2016 opens .

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The interface

File tab and Backstage View: When you click the File tab, you see the backstage view. This
view shows all the information about a document in one location.

Quick Access Toolbar: This is a customizable toolbar placed by default above the Ribbon -
you can add icons for frequently used commands to this toolbar. It can also be placed below the
Ribbon.

Quick Access Toolbar

Ribbon: The Ribbon displays commands used to work with your document. Commands
related to each other are arranged in named groups. Buttons next to the group names launch
dialog boxes which allow you to access more commands and options. These buttons can be
referred to as dialog box launchers.

Ribbon

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 Status Bar: Located at the bottom of the screen, this provides information about the total
number of pages, total number of words, and different layouts, including zoom options.

Status Bar

Backstage view

Click the File tab to see the backstage view. It provides a range of options that are used to
manage and print documents; for example, view and edit document properties, and open, save,
print and share documents.

● Save As - allows file name, file type, and location to be specified and is used to save a
newly created document, or to save another copy of a previously saved document.
● Save - allows you to save/update changes to a document.
● Open - allows you to open an existing document.
● Close - allows you to close the document.
● Info - displays different commands and properties associated with the document and
where it is stored.

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Using the ribbon and tabs

Commands related to each other are arranged on the ribbon in groups with a group name.
Buttons next to the group names launch dialog boxes, which allow you to access more commands
and options.

You use these various commands to carry out work in Word 2016. For example, you can use
commands in the ribbon to format selected text Bold, Italics, or Underline.

Microsoft Word 2016 Ribbon

To allow more working space to view your document, you can hide, or minimize, the ribbon.

Steps to hide/minimize the ribbon:

1. Click the Ribbon Display Options on the ribbon on the top right. The Ribbon Display
Options is displayed.
2. Select the option to show only the tabs. The ribbon tabs are displayed only. Click on a
tab to show the commands.

3. Click the Ribbon Display Options from the ribbon on the top right. The Ribbon Display
Options is displayed.
4. Select the option to show tabs and commands. The ribbon tabs and commands are
displayed all the time.

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1.1.2. Working with documents

Create a new document

1. Select the File tab.

2. Select the New command
3. Select Blank document from the available templates.
4. A new blank document is created.

Saving a document

It is important to regularly save the file you are working on to ensure that you do not lose
data. You may also want to save different versions of your file under different names. Microsoft
Word offers the opportunity to save your documents to both a location on a local drive, or to an
online drive such as OneDrive. Saving your work to an online drive means you can access it by
logging into the online drive on any device, and working on it with Microsoft Word.

Save As pane

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 Save As Dialog Box

To save a document for the first time on a local drive.

1. Select the File tab. Click

2. Select the Save Command. Click

3. Select the Browse command. The Save As dialog box opens, with the text in the File name
box selected. Note that that this dialog box only appears if you have not saved the file yet.

Click
4. Select the location
5. Select the relevant folder or drive in the right-hand pane. Under Devices and drives, select
Local Disk. Double-click Local Disk and browse to the location of your Student Folder.
6. Type the desired file name. The text appears in the File name box. Type a name.

7. Select Save to save the file in the Student Folder. The Save As window closes, the document
is saved to the selected drive and folder, and the file name appears in the application title
bar. Click Save.

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Opening an existing document

To open an existing document from a specific drive and folder location:

1. Select the File tab. Click

2. Select the Open command. Click

3. Select the Browse command. Click

4. Select the drive where the document you want to open is located. Click the drive
containing the Student Folder.

Closing a document

You can close your Word document by clicking the File tab and then selecting the Close
option. Word will prompt to save the file if it has not been saved before.

1. Select the File tab. Click

2. Select the Close command. The document closes. A message box may open asking if you
want to save changes. Select Save if you want to save changes; Don’t Save if you do not
want to save changes. Click Close.

Display Different Views

1. Click the View tab

2. Click on the desired view

View Options:

● Read Mode: Displays as much of the content of the document as will fit in the screen.
● Print Layout View: Shows a document as it appears on a printed page.
● Web Layout View: Shows a document as it appears in a web browser.
● Outline View: Shows the structure of a document, which consist of heading and body
text.
● Draft View: Displays the content of a document with a basic layout.

~OR~

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 3. Click a View button on the View Toolbar in the lower right corner of the Status Bar

Selecting Text

● Select a word: Click and drag or double-click on the word

● Select a sentence: Click and drag or click in the sentence while holding down the
CTRL key
● Select a paragraph: Click and drag or triple-click in the paragraph or double-click in
the selection area to the left of the paragraph
● Select a block of text: Click and drag or click to the left of the first word, hold down
the SHIFT key, and then immediately click to the right of the last word
● Select a line: Click and drag or click in the selection to the left of the line
● Select an entire document: Triple-click in the selection area or hit the CTRL + A
keys
● Undo an action: On the Quick Access Toolbar click the Undo key

Deleting Text

When deleting text in your document you can either use the Delete key or the Backspace
key. The Delete key deletes text to the right of your cursor while the Backspace key deletes text
to the left of your cursor.

Cut, Copy and Paste

Often times you will need to move text from one location in a document to another, or to a
different application. In this case you will perform a Cut and Paste. To reproduce a specific part of
a document and place it elsewhere, you will perform a Copy and Paste.

Cutting Text

1) Select the text you want to move

2) Click on the Cut icon located on the Home tab in the Clipboard group

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Copy Text

1. Select the text you want to copy

2. Click on the Copy icon located on the Home tab in the Clipboard group.

Paste Text:

1. Click in the area of the document where you want to paste your text

2. Click on the Paste icon located on the Home tab in the Clipboard group

Format Painter

The Format Painter is used to copy the formatting of a piece of text or picture and apply it
to something else. For instance, in the case of text, the formatting would be the font face, size,
and color. We will use the Format Painter to apply the formatting of one object to another.

Click the Home tab and in the Clipboard group, click Format Painter.

Formatting a Document

To Make Font Changes:

1. Select the desired text that you want to format

2. Choose commands from the Font group on the Home tab
3. For additional formatting options, click on the Dialog Box Launcher in the lower-right
corner of the group to launch the Font dialog box

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 You can also use the MiniToolbar. The Mini Toolbar is activated when you select text to be
formatted. This toolbar is miniature and semi-transparent to help you work with fonts, font styles,
font sizing, alignment, text color, indent levels, and bullet features.

Formatting a Paragraph

A paragraph is a select group of text that can have its own formatting characteristics, such
as alignment, spacing and styles.

1) Select the desired paragraph(s) that you want to format

2) Choose commands from the Paragraph group on the Home tab

For additional formatting options, click on the Dialog Box Launcher in the lower-right corner
of the group to launch the Paragraph dialog box

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 You can also use the MiniToolbar.

Previewing and Printing a Document

1) Click the File tab

2) Click Print

This view includes print preview, print commands, as well as the print settings:

Print Preview
1. Click the File tab, and click Print.
2. Notice the Print Preview pane on the right. This shows you what your document will
look like when printed.
3. Note that the document’s blue background does not show up in the Print Preview. This is
because Word will not print a document’s background color unless you specifically
instruct it to do so (in order to save printer ink). This setting is located in Word’s Options
screen.

4. Check the number of pages in your document by looking in the lower left of the
Print Preview pane.

5. Scroll down or use the right arrow to see page 2.

6. To see two pages of your document side by side, lower the zoom using the zoom
slider at the bottom right of the Print Preview pane.

7. If you need to amend your document, click the Back button to return to your document
and make all necessary changes.
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Adjusting Print Settings
1. Click the File tab, and click Print.
2. In the center pane are options for printing. At the top is where you can designate a printer.
3. The Settings section is where you can decide other things about how you would like
your document to print. For this class, we will cover how to designate which pages of
your document you want to print.

4. By default, Word prints all the pages in the document. However, this is not always what
you want. You can use the “Pages” field to choose which specific pages you want to print.
Point to the Pages: field and note the large ScreenTip that describes how pages can be
entered.

a. Single page numbers can be entered if you just want to print 1 page.
Example: 2
b. Non-consecutive page numbers can be separated by commas.
Example: 1, 3
c. A range of page numbers can be expressed with the use of a dash between two
numbers. Example: 3-6
5. In order to launch the print job (which we are NOT going to do), you would click the
large Print button at the top of the center section.

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1.1.3. Formatting Text and Paragraphs

Changing text attributes

1. Select the second line in the first paragraph.
a. In the Font group, apply the Bold, Italic and Underline attributes.
b. Notice how the buttons darken when they are active. When the buttons are
active, it means that these formatting options are applied to the selected
text.
c. Deselect the text to see the changes.
2. Select the third paragraph.
a. Click the Font drop-down list box and click a different font (Tahoma).

b. Click the font size drop-down combo box and click a different font size (20).
3. Select the first paragraph.
a. Using the list arrow next to the Font Color button change the font color to blue.
b. The Font Color button proper changed from red to blue. The button
remembers the last color that was selected.

Changing alignment
1. Select the first paragraph.

2. In the Paragraph group, find the Align Text buttons. Note that the Align Text Left
button is selected (it is grey).

3. Change the alignment of the paragraph by clicking on the other buttons.

a. Align Left: Lines the text up against the left margin.
b. Center: Centers the text on the page. This is good for titles.
c. Align Right: Lines the text up against the right margin.
d. Justify: Lines the text up against the left and right margins, resulting in a cleaner
look. It accomplishes this by adding extra space between words as necessary (it
doesn’t add extra space characters; it just makes the space characters wider).

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Changing line spacing
1. With the first paragraph still selected, in the Paragraph group, click the Dialogue Box
Launcher to access more paragraph formatting options.

2. On the Indents and Spacing tab, in the Spacing section, click the Line spacing drop-
down arrow, and click Double.

3. Click OK.

Changing paragraph indentation

1. With the first paragraph still selected, in the Paragraph group, click Align Left.
2. In the Paragraph group, click the Dialogue Box Launcher to access more paragraph
formatting options.
a. On the Indents and Spacing tab, in the Indentation section, click the Special
drop-down arrow, and click First line. Click ok.
b. Notice how the first line of the paragraph is now indented.
3. Hanging indent (all lines of a paragraph are indented except the first line) - using the
same instructions as in step 2 above, change the Special Indentation to Hanging. Click
ok. Again, notice the changes.
4. Deselect the text by clicking on a clear area.

Bulleted/Numbered Lists

When you want to present a list of items in a document, you will usually want to put each item on
its own line. There are several different types of lists in Word:

Bulleted Lists

Use Bulleted Lists when the order of the items is not important (for example, a shopping list).

1. Open a new blank Word document.

2. Type “Grocery List” and tap Enter to get to a new line.

3. On the Home tab, in the Paragraph group, click the Bullets button proper.
This tells Word to create a new list.
4. Let’s populate our list with some items:

a. Type “milk”; tap Enter.

b. Type “bread”; tap Enter.

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 c. Type “eggs”; tap Enter.

5. Click the Bullets button proper again. This will end your list.
6. Notice how each word is on a separate line and proceeded by a bullet.

Numbered Lists

Use Numbered Lists when the order of the items is important (for example, a recipe).

1. Type “Cookie Recipe”, then tap Enter to get to a new line.

2. On the Home tab, in the Paragraph group, click the Numbering button proper.
3. Let’s populate our list with some items:
a. Type “Preheat oven”; tap Enter.

b. Type “Mix ingredients”; tap Enter.

c. Type “Bake for 1 hour”; tap Enter.

4. Click the Numbering button proper to end your list.

Multilevel Lists

Use Multilevel Lists when you want to create an outline of items, where each item can
have its own sub-list of items.

1. Type “Inventory” and tap Enter.

2. On the Home tab, in the Paragraph group, find the Multilevel List button.
a. Notice how this is a one-part button, unlike the others which
were split buttons.
b. Click on Multilevel list. A menu of styles will open. Hover your mouse pointer

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 over the various styles to view them.
c. In the List Library section, click the option which is next to “None”.

3. Multi-level lists are trickier than normal lists because you have to tell Word what
level to place each list item on.
a. Using the Enter key will create a new item at the same level.

b. Using the Tab key will move an item to a lower level. (indented more)

c. Using Shift + Tab will move an item to a higher level. (indented less)

4. Let’s try this by populating our list with some items.

a. Type “Office”; tap Enter.
b. Tap Tab ; type “Desk”; tap Enter.
c. Tap Tab; type “Top drawer”; tap Enter.
d. Tap Tab; type “pencils”; tap Enter.
e. Type “stapler”; tap Enter.
f. Type “ruler”; tap Enter.
g. Hold Shift and tap Tab to move to one higher level.
h. Type “Middle drawer”; tap Enter.
i. Tap Tab; type “paper”; tap Enter.
j. Type “tax forms”; tap Enter.
k. Hold Shift and tap twice to move to two higher levels

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 l. Type “Filing cabinet”
1.1.4. When finished with your list, tap Enter until no more bullets appear. This is another way of ending a
list.

1.1.5. Page Special Features

Headers and Footers

A header is text that appears at the top of every page in your document. Similarly, a footer is text
that appears at the bottom of every page.
1. First, let’s insert a header.
a. Open Internet Policy.docx.
b. Tap Ctrl + Home to get to the top of the document.

c. Click the Insert tab. In the Header & Footer group, click Header to open a list of
different header options.
d. Scroll down the menu to view all the options and click Blank.
e. Notice that a new contextual ribbon has opened called Header & Footer Tools. It has
one tab - Design.
f. Notice how Word is calling out the header section with a dotted-line.
g. Notice the words “Type here” enclosed in brackets on the left. This is a placeholder for
an area of the header into which we can enter content. It is colored gray, which means
it is already selected and ready for us to populate it with content.
h. Type “Internet Policy”.
2. Close header. This can be done in two ways:
a. On the Header & Footer Tools contextual ribbon, on the Design tab, click Close Header
and Footer.

b. By double-clicking anywhere within the body of the document. (We’ll try this in a minute)
3. Scroll down and notice that “Internet Policy” appears at the top of every page.
4. Also notice that the font color of the text in the header is light gray. This is not the actual
font color. Microsoft Word makes the header text display in light grey to show that the
header is not currently active.
5. Double-click on the header to make it active. Notice how the font color has changed to its
real color (black) and the document body text is now dimmed. Again, this is to show that
the header/footer is active, and the document body is not active.

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6. Next, let’s insert a footer.
a. Note that, when the header is active, the footer is active as well. Scroll down to the
bottom of the current page and notice that there is a Footer section called-out with a
dotted-line.
b. On the Header & Footer Tools contextual ribbon, on the Design tab, locate the
Header & Footer group. Click Footer to open a list of different footer options.
c. Again, scroll down the list to view all the options and then click Blank (Three Columns).
d. What we’re going to do is, put our name in the left placeholder, the current date in
the center placeholder, and the page number in the right placeholder. There are tools
on the Header & Footer Tools contextual ribbon to facilitate this.
e. Click on the left placeholder to select it and type your name. Do not tap Enter

f. Let’s make our name bold. How would we do this? Because there is no Bold button
visible, we have to switch to another ribbon. Click the Home tab, locate the Font group
and click Bold. (no need to highlight the name)
g. Note how our Header & Footer Tools contextual ribbon is no longer active since we
switched to the Home tab. To bring the Header & Footer Tools contextual ribbon back,
click on its Design tab.
h. Click on the middle placeholder in the footer to select it. On the Header & Footer Tools
ribbon, locate the Insert group and click Date & Time. When the dialogue box opens,
click any date format you wish under the Available Formats in the left pane.

i. Click on the right placeholder. On the Header & Footer Tools ribbon, locate the Header
& Footer group and click Page Number. A list of options will be shown about where you
want to insert the page numbers (see table below).

j. Move your pointer to Current Position and a list of options will open. Scroll down the
list to the “Page X of Y” section and click Bold Numbers.

k. Double-click in the body of the document to close the Header and Footer Tools.
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Adding Visual Interest

1. Changing the Page Background:

a. On the Design tab, in the Page Background group, click Page Color to
display a palette of colors.
b. Mouse-over the colors and observe Live Preview changes to your document.
c. Click a color that is fairly dark (fourth row of Theme Colors).

2. Adding a Watermark:
a. On the Design tab, in the Page Background group, click Watermark to
see a list of semi-transparent messages that can be added to your
document. Click on one of the messages and note it’s insertion into the
document. These messages will be printed should you print the
document.
b. You can also customize the watermark text. Click Watermark again and click “Custom
Watermark”. In the Printed Watermark dialogue box, find the Text field, click into it,
delete the existing text, and type some different text. Click OK.

3. Adding a Page Border:

a. To place a border around your document, on the Design tab, in the Page
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 Background group, click Page Borders. A Borders and Shading Dialogue
Box will open.
b. In the Borders and Shading Dialogue Box, on the Page Border tab, there are options
for customizing a border. As you click on different settings, styles, colors, etc. in the
left and center panes, note a preview in the right pane.
c. In the Borders and Shading Dialogue Box, on the Page Border tab, in the left pane,
click on the Box setting.
d. In the Borders and Shading Dialogue Box, on the Page Border tab, in the center pane,
in the Art drop-down list box, click the drop-down arrow. Scroll down and click a
border style that you like. Click OK to add the border.

e. Note that, depending on how large the border is, it may cover up your header
and/or footer. To fix this, you can adjust the distance between the edge of the page
and the header/footer.
i. Double-click on the header to make it active.

ii. On the Header & Footer Tools contextual ribbon, on the Design tab, in the
Position
group, there are two text boxes:
1. The top one controls the distance between the header and the edge of
the page.
2. The bottom one controls the distance between the footer and the
edge of the page.
iii. Increase the values in both of these text boxes until you can see your header
and footer. Note – you will need to click into the footer before you adjust the
bottom control.
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 4. Save the document and then close Word.

Find/replace
Scenario: In this document, we consistently misspelled a common jazz term. Instead of manually
correcting each misspelling, we will use Word’s find & replace tool to fix all of them at once.
1. Tap Ctrl + Home to move your insertion point to the beginning of the document.

2. On the Home tab, in the Editing group, click the Find button proper.A Navigation task pane
will open on the left. Click into the Search document field and type “call and response”.

3. Notice how the Navigation task pane displays each match, along with the text surrounding
the matched phrase.
4. Scroll down the body of the document. Notice all instances of the phrase “call and response”
are highlighted in yellow to make them easy to see.

5. In the Editing group, click Replace. This opens the Find and Replace dialogue.

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 6. In the Find and Replace dialogue, on the Replace tab, in the Replace with field, type “call-and-
response” (the same phrase, but with dashes in between each word). Click Replace All to
perform the operation.

7. A dialogue box will appear telling you how many words have been replaced. Click OK.
8. Close the Find and Replace dialogue box.
9. Click the X to close the Navigation task pane.

1.1.6. Tables

Word allows you to insert tables into your document. Tables consist of the following elements:
● Row: Runs horizontally (left to right)
● Column: Runs vertically (up and down, like on a Roman building)
● Cell: The intersection of a row and column. You can type text into each cell.

“Select Table” Button

Column

Row

Resize Handle

Inserting a Table

1. Open a new blank document in Word.

2. Click the Insert tab and in the Tables group, click Table.

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3. Move your Pointer over the squares in the Table Pane to determine the size of your table. Notice
how the squares change color and the dimensions are given at the top. The dimensions list the
number of
columns first, then the number of rows.

4. When you have a 7 column x 5 row table, click the left mouse button. Your table will be inserted wherever
your insertion point was located in the document.

Resizing Rows and Columns

1. To adjust the width of a column, point to the vertical border between two columns
so your pointer changes into a double arrow. Then you would click and drag the line
where you want it. Use this resizing cursor to make the first column wider.
2. To adjust the height of a row, point to the horizontal border between two rows so
your pointer changes into a double arrow. Use this resizing cursor to make the first
row higher.

Inserting Rows and Columns

The insert control feature utilizes an interface we noticed when we were in the process of
selecting various sections of the table. The tool will appear when pointing to the left or top border
of the table and in the general vicinity between two rows or two columns.

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Ribbon method, when you have any part of a table selected, a new
contextual ribbon appears called Table Tools. This contextual ribbon has two
tabs, Design and Layout.

Unlike the limited functionality of the insertion control feature, there are tools on the ribbon which
will allow the insertion of a row above an existing row or to the left of a column as well as insertion
below and to the right. However, prior to using the ribbon tools, the insertion point must be inside a cell
in the table. The ribbon tools will delete rows above or below the selected cell and columns to the left
or right of it.

1. Click in the first cell in the first row (it has Monday in it).
2. On the Table Tools contextual ribbon, click the Layout tab.
3. In the Rows & Columns group, click Insert Left. Note the new column inserted to the left of
the first column. Click Undo.
4. In the Rows & Columns group, click Insert Above. Note the new row inserted above the
second row.
5. Click Undo.

Right-click menu, Row and column insertion tools are also available on a right-click menu. Again
the insertion point must be inside a cell.

1. Click in the first cell in the first row.

2. Maintain cursor focus on the selected cell and right-click.
3. Point to Insert and then click Insert Rows Above. Note the new row inserted above.
4. Click Undo.

Deleting Rows and Columns

Both the ribbon and the right-click menu have tools to delete rows and columns. The ribbon tool,
named Delete, can be accessed when the insertion point is in a cell in the row or column to be deleted.
The right-click menu offers a specific delete button when the row or column is selected first.

24
 Ribbon method

1. Click in the third cell in the first row (Wednesday).

2. On the Table Tools contextual ribbon, click the Layout tab.
3. In the Rows & Columns group, click Delete. On the menu click Delete Columns. Note the
column with the Wednesday cell disappears. Click Undo.
4. In the Rows & Columns group, click Delete. On the menu click Delete Rows. Note the row with
the Wednesday cell disappears. Click Undo.

Right-click menu

1. Select the row with the Wednesday cell in it.

2. Maintain cursor focus on the selected row and right-click.
3. Click Delete Rows. Note the deletion. Click Undo.

4. Select the column with the Wednesday cell in it.

5. Maintain cursor focus on the selected column and right-click.

6. Click Delete Columns. Note the deletion. Click Undo.

Formatting a Table

1. Insert a new row above the first row.

2. Select the first row.
3. Let’s apply some formatting to the first row.
a. On the Table Tools contextual ribbon, click the Layout tab. In the Merge group, click
Merge Cells. Those seven selected cells will now function as a single cell.
b. Type the word “schedule” into the still selected cell.
c. On the Layout tab, In the Alignment group, use the ScreenTips to find Align Center. Note
there are several different options for aligning text in a cell.
d. Click Align Center.

25
 e. On the Table Tools contextual ribbon, click the Design tab. In the Table Styles group, click
the list arrow section of the Shading split button. A menu of colors will appear.

f. Move your pointer over the colors to see a Live Preview and then click on any color
you like. Notice that only the selected cell is shaded.
4. Select the entire table by clicking on the Select Table button.
5. On the Table Tools contextual ribbon, on the Design tab (you may need to make the Design
tab active), in the Borders group, click the Dialogue Box Launcher. This dialogue gives you
fine-grain control over your table’s borders.
a. In the Borders tab, under Setting, make sure All is selected.
b. Scroll through the Style Menu and as you click on different options, see the preview in
the preview pane on the right. Click whatever style you prefer.
c. Click the Color list arrow and choose a color from the menu.
d. Click the Width list arrow and choose a width.
e. Click Ok to apply your changes.
f. Deselect the table so you can view the border better.

6. To move your table, click on the Select Table button and drag your table down the page a
little. Then drag it back to where it was.
Do NOT move the table into the top margin, or else it could get stuck.

7. To resize your table, locate the small square at the bottom right of the table. This is a Resize
handle. Point to it and notice that the pointer changes to a white arrow with two ends. Click
and drag towards the center of the table. This action resizes the entire table proportionally,
so all the row and columns get resized by the same amount.

8. Click Undo to return the table to its original size and position. You may have to click it
multiple times.

26
1.1.7. Pictures, Shapes, Text Boxes

The insertion of specialized objects into a document can add visual interest. We will explore a few
different types of objects in this section and also learn how to format the objects.

Online Pictures

The former name for this type of object was Clip Art. Clip art are small pictures and symbols made
available for computer users to add to their documents. They can be used to enhance a narrative.

1. Click in a clear area underneath the table to move your insertion point off of the table.

2. On the Insert tab, in the Illustrations group, click Online Pictures.

3. A dialogue box opens that prompts us to enter a search term.

4. Note the words Bing Image Search. Microsoft Word will search the Internet for images using
its search engine, Bing (it is a competitor to Google).
5. Type helmet in the search field and tap Enter.

27
 6. Find a picture you like.
7. Point to the image.
8. Click on the three dots in the bottom-right corner of the image. A screen tip appears above
the image containing additional information about the image, including its pixel dimensions
and Internet URL.

Resizing Inserted Objects

Objects can be resized by using “handles” that appear around a selected object.

Rotate

Layout Options

Resize proportionally

Adjust the width only

Adjust the height only

1. If you cannot already see a border and small circles around your picture, click on the
picture to select it.
2. Point your mouse to one of the circles. These circles are called resizing handles. Notice the
pointer shape changes to a white arrow with two ends. As we learned before, this is a resizing
cursor.
28
 3. Using one of the corner circles, click and drag towards the center of the picture and note it
resizes the picture proportionately. This does not always work with other types of objects.
Other objects
require you to hold down Shif while resizing to retain the original proportions.
4. Click and drag from one of tthe side circles and note the change in shape of the picture.
These circles do not resize the picture proportionally. Click Undo.
5. Click and drag the circular arrow icon above the picture note how the picture rotates. Click Undo
to get it back to its original rotation.
6. Using the rulers on the top and left edges of document as a reference, resize the
object proportionally to approximately 1 ½” square.
7. Deselect the object by clicking in a blank area.

Applying Wrapping Styles

The wrapping style can affect how difficult it is to move an object on the page. If it seems difficult
to move an object where you want to, then you may need to change the wrapping style:

1. Select the picture object and move your pointer around on it until you see a Move
cursor shape.
2. When you see this cursor, click and drag. You should notice that it is hard to move the object.
We need to change the wrapping style so it is easier to move. The default wrapping style for
pictures is In Line with Text, which means that only text can move it around. This can be very
restricting.
3. Click Layout Options to the right of the selected object.
a. It presents you with a set of icons, each of which represent a wrapping style.
b. You can get an idea of what each wrapping style does by looking at the icons. The
blue, horizontal lines represent your document’s text, and the gray arch represents
the image.
c. Point to the icons to see a ScreenTip containing their names. Click In Front of Text.

29
Applying Formatting to Pictures

1. Click the picture to select it if it is not already selected.

2. On the Picture Tools contextual ribbon, click the Format tab and, in the Picture Styles group,
move
your pointer over the predefined Picture Styles thumbnails to see a Live Preview of their
effects.

3. Click the More button to see more predefined styles. As you point to the different styles note
the ScreenTips that appear which contain the name of the style. Click on the Metal Oval style.

4. In the Picture Styles group, click on Picture Border and click on any color that you like.
5. Deselect the picture.

1.1.8. Shapes

A shape is another type of object that can be inserted into a Word document.

Let’s insert an arrow shape into our document.

1. On the Insert tab, in the Illustrations group, click Shapes. A menu of shapes will open. The
shapes are organized by type of shape.
2. In the Line section, mouse over the line shapes until you see a ScreenTip that says Double
Arrow . Click the shape.

3. Find your mouse cursor in the document and note that it is shaped like a crosshair .

Next, we will insert a star shape.

30
 1. On the Insert tab, in the Illustrations group, click Shapes.
2. In the Stars and Banners section, mouse over the shapes until you see 5-point Star
and click it.

3. Find your cursor in the document and note that it is shaped like a crosshair .

1.1.9. Text Boxes

A text box is a freestanding object that can contain words. Let’s insert a text box.

1. Deselect the star object.

2. Click on the Insert tab. In the Text group, click Text Box. A menu of Built-in text box styles will
appear. However, to have more control over format, placement and size, we will draw our own
text box. Click Draw Text Box.
3. Click into your document where you want the text box to start and drag diagonally and to the
right to where you want it to end.
4. The insertion point within the text box indicates that what you type will be inserted there.
Type your name.
5. Resize the text box to just fit around your name.
6. To move your text box, make sure it is selected, then move your pointer to the edge of the box
until a move cursor appears . Then click and drag your text box to the center of the star
shape.
7. Note that the text box has a black border and it is also filled with white color.
8. You can change formatting of the text box by using tools on the Drawing Tools contextual ribbon.
a. With the text box selected, on the Drawing Tools contextual ribbon, click the Format
tab. In the Shape Styles group, click Shape Outline, and click No Outline.
b. Next, In the Shape Styles group, click Shape Fill and click No Fill. Deselect the text box.

1.1.10. Other Pictures

In addition to inserting pictures via Online Pictures, you can also insert images of your own into a
document. These images can be ones that you’ve made yourself (like photos taken with a camera) or
ones that you’ve downloaded from the Internet. We have placed a couple of pictures on the flash drive
for you to use in this section.

1. Open a new blank Word document.

2. Click the Insert tab. In the Illustrations group, click Pictures.
3. In the Insert Picture dialogue box, navigate to the flash drive and click Orchid.jpg.

31
4. In the dialogue box, click Insert.

To Color Effects and Artistic Effects

1. To prep for this section, let’s move our picture to the right side of the page. See if you
can remember how to do this. This is an important thing to know!
a. Change the Text wrapping style to “In front of text”.
b. Click and drag your picture to the right side of your document.
2. On the Picture Tools contextual ribbon, on the Format tab, find the Adjust group, and click on
Color. Mouse over the coloring effects that could be applied to your picture.

3. Click on the title bar to dismiss the gallery.

4. In the Adjust group, click on Artistic Effects and mouse over the artistic effects that
could be applied to your picture.
5. Click on the title bar to dismiss the gallery.

To Remove Background Effect

1. To prep for this section, we are going add a dark background color to the document.
a. Click on the Design tab, and in the Page Background group, click on Page Color.
b. Click a dark color.

2. On the Picture Tools contextual ribbon, click the Format tab and, in the Adjust group, click
Remove Background. Your picture will look like the picture below. Also, a new contextual tab
named Background Removal will open.

3. On the Background Removal tab, in the Refine group, click Mark Areas to Keep.

4. The pointer will change to the shape of a pencil when you point to the picture. Use the tip of
the pencil to “click away” the bright pink sections.
5. In the Close group, click Keep changes.
6. Deselect your picture.

To Crop Picture Effect

1. Open a new blank Word document.

2. Insert another picture from your flash drive. It is named red-roses-photo.jpg.
3. On the Picture Tools contextual ribbon, on the Format tab, find the Size group and click on the

32
 list arrow part of the Crop split button.
4. Point to Crop to Shape. In the Basic Shapes section of the Shapes menu, click Right Arrow .

1.1.11. Table of Contents

A table of contents can be generated when certain sections of the text in a long document are
assigned a “Heading Style”. Our outline format helps us to determine the heading styles we want to use.
We are going to create a table of contents which will display four levels of content in our outline.

1. Observe the two pages of our document and note that the highest levels content in our outline
are “1. Services” and “2.Closing Procedures”. We will assign a Heading 1 style to them.
a. Make sure the Home tab is active.
b. Click on the word “Services” and in the Styles group, click on Heading 1. Note how
the numbering is removed.
c. Click on the word “Closing Procedures” and in the Styles group, click on Heading 1
2. Second level content is under the letters in the outline.
a. Under the Services section, click (one at a time) the second level content “Book
Bags”, “Book Sale”, and “Check-Out” and in the Styles group, click on Heading 2
for each.
i. Note as you eliminate some of the numbered list items, replacing them with
heading styles, the list loses some integrity (numbering can become continued
from previous sections when that was not the original intent). Eventually we will
eliminate most numbering so that shouldn’t be an issue.
b. Under the Closing Procedures section, click (one at a time) “Book Bag and Book
Sales”, “Z Report”, “Turn off machines”, and “Closing Announcements” and click on
Heading 2 for each.
3. We are not done assigning our headers yet, but let’s create a Table of Contents to see what
the outline of the document looks like so far.
a. We want our Table of Contents to go at the very top of our document so move the
insertion point to the top of the first page (at the beginning of the Services header).
b. Click on the References tab on the ribbon.

33
c. In the Table of Contents group, click Table of Contents and click Custom Table of
Contents. This option will allow us to add as many levels of content as we want.

d. In the Table of Contents dialogue box, on the Table of Contents tab, in the General
section, on the Format menu, click Distinctive.
e. Then, spin the Show levels button to “5”. This means that the table of contents will
show headers that have up to the “Header 5” style.

34
 f. Click OK in the dialogue box and observe the Table of Contents.

4. Now, let’s assign our third level headers. Assign the Heading 3 style to all of the Roman
numeral list items underneath the Services section (to save time, do not format the ones
underneath Closing Procedures).
5. In order for the table of contents to show the document’s updated outline, it must be updated.
a. Click the References tab and locate the Table of Contents group. Click Update Table.

b. A dialogue box appears, asking us what parts of the table of contents we want to
update. Because we’ve modified the outline of the document by adding some
headings, click Update entire table and click OK. This is usually the option you always
want to choose because it ensures that the entire table is completely up to date.

c. Scroll to the top of the document to view the updated Table of Contents.

35
1.2. PowerPoint Presentation

The ability to create and deliver an engaging presentation is a vital component of your work,
particularly if you are expected to communicate information and ideas to others. With ICDL Presentation
you will learn how to comfortably utilize presentation software and will be provided with the tools to
develop your presentation skills.

Microsoft PowerPoint 2016 is a presentation program that produces dynamic and powerful slide
shows containing movies, sounds, text, graphics, and charts. You can use PowerPoint for formal and
informal presentations and meetings, as well as for presentations on the Internet.

1.2.1. Starting with PowerPoint 2016

The user interface in PowerPoint 2016 makes creating, presenting, and sharing presentations
simpler and more intuitive. With the use of the Ribbon, tabs, and galleries, PowerPoint 2016 groups
common tasks together in the same place.

Themes allow a consistent look and feel to be applied to the presentation, applying a common
background, font style and layout throughout the presentation with a single operation. Themes come
with variations, which make it simpler to hone in on the look you want. And when you’re working with
others, you can add comments to ask questions and get feedback.

Default PowerPoint Themes

36
Opening PowerPoint 2016

1. Select the Start icon on the task bar.

The Start menu appears. Click

2. Point to the programs list under Recently Click scroll bar

added.
The scroll bar appears.
3. Scroll and select PowerPoint 2016.

The Microsoft PowerPoint 2016

welcome screen opens.

4. Click Blank Presentation from

the list of Templates.

A blank presentation opens.

Create a new presentation

You can create a new PowerPoint presentation by selecting the File tab and then selecting New.
PowerPoint provides a number of templates that you can select to base your presentation off of, available
locally or online using the search feature.

37
Adding text into slides

You can add text to the Text Placeholders, Text Boxes, and Shapes. The Title Text placeholder is
represented by the dotted border. When entering text into text placeholders, it is important to recognize
good practice when doing so. This includes:

● Using short, concise phrases

● Using bullet points
● Using numbered lists.

Add a new slide

To add a new slide to a presentation:

Open WORLD01.pptx from the Student Folder.

1. If necessary, select the Home tab.

Click

2. Select the top part of the New Slide

Click
button in the Slides group.

38
 3. Select Slide 1 in the Slides/Outline Click on Slide 1 in the Slides/Outline pane
pane on the left.

4. Select the Next Slide button at the Click on

bottom of the vertical scroll bar.

5. Select the Previous Slide button at the

bottom of the vertical scroll bar.

Click on

Save a presentation

You can use Save As to save a copy of a presentation with another name, another folder location or
another file type.

Save As Window

39
 1. Select the File tab.
Click

2. Select Save As.

Click

3. Type the desired file name. Type WTS Qtr 1 – or any name

4. If necessary, click the Navigation button Select the drive with the Student Folder
and select the drive where you want to
save the presentation.

5. If necessary, open the folder where you Double-click to open the Student
want to save the new presentation. Folder

6. Select the Save button. Click

1.2.2. Working with Presentations

Using master slide

A slide master is the primary slide in a structure of slides. It stores information about the slide layouts,
theme, background colours, fonts, placeholder sizes etc. and allows you to make multiple changes across the
presentation in one go. This makes it a useful method of maintaining design and format consistency across
the presentation. For example, the Master Slide allows users to make changes to font sizes, font types and
font colour which is implemented throughout the presentation.

To apply text formatting using Slide Master:

1. On the View tab, in the Master Views

group, select the Slide Master button.

Click

2. Under the Slide Master tab, select the

Colors drop-down button. Click

40
 3. To change the font of the presentation,
click the Fonts drop-down button. Click

4. To change the font sizes using the Master Click Home, then apply the changes
Slide, select the text to change and click
the Home tab. Then change the font size
in the Font group.

5. Click the Slide Master tab.

Click

6. Click the Close Master View button in the

Close group.

Insert/remove a graphical object into/from a master slide

You can insert or remove a graphical object from a master slide. A graphical object is an object such as
a drawn shape or picture inserted through PowerPoint.

Insert a picture, drawn object into a master slide.

1. On the View tab, in the Master Views

group, select the Slide Master button.

Click

2. On the Insert tab, in the Images group, click

the Pictures, Online Pictures or Photo
Album button.
Click one of
3. Navigate to the object you want to Select the image
insert.
4. Insert the image. Click Insert

Insert a drawn object into a master slide.

41
 1. On the View tab, in the Master Views
group, click the Slide Master button.

Click
2. On the Insert tab, in the Illustrations
group, click the Shapes button.

Click
3. Click the shape to insert. Click the appropriate shape
4. Select the slide for the shape to appear on. Click the appropriate slide

Remove a graphical object from a master slide.

1. On the View tab, in the Master Views

group, click the Slide Master button.

Click

2. Click the picture or image to remove. Click the appropriate image

3. Delete the image. Press Delete

4. If necessary, click the Slide Master tab and

click the Close Master View button in the
Close group.

To close Master View and return to the Home tab, click the Slide Master tab, if necessary, and select
the Close Master View button.

Apply a design template/theme

PowerPoint includes a collection of compelling design templates and themes (including wide-screen
themes) that you can choose from to create your presentation. Themes come with a set of variations, like
different colour palettes, backgrounds, and font families, so you can change the look and feel of your
presentation with a single tap or click.

42
Apply a theme.

1. Select the Design tab on the Ribbon.

Click

2. Select the Facet theme from the

Themes gallery.
Click

Apply a background colour

PowerPoint allows users to change the background colour of the slides. You change the background
style using the Design tab and customize style depending upon your presentation theme.

1. Select the Design tab on the Ribbon.

Click

2. Select the Format Background button in the

Background group.

Click
3. Select Solid fill from the FILL group. Click Solid fill

4. Select the Color dropdown button, and Click Light Blue

choose Light Blue from the Standard
Colors options.
5. Select the Close button on the Format
Background pane. Click

To apply colour changes to all slides, click the Apply to All button at the bottom of the Format
Background window before closing the Format Background window.

43
Change slide orientation

You probably know that you can change the orientation of a document or spreadsheet to be portrait
or landscape. What you might not know is that you can apply the same orientation setting to PowerPoint
slides. By default, slides are landscape.

To change the slide orientation:

1. Select the Design tab from the

Ribbon. Click

2. Select the Slide Size button in the

Customize group.

Click

3. Select the Custom Slide Size… from the

menu.

4. Select the Portrait option from the

Orientation group. Click

44
 5. Click OK button to close the Custom Slide
Click
Size dialog box.

Switch views

You can use the following views to edit, print, and deliver your presentation:
● Normal view
● Outline view
● Slide Sorter view
● Notes Page view
● Reading view
● Master views: Slide, Handout, and Notes

To switch views in a presentation:

1. Click the desired View button to the left of

the Zoom Slider on the Status Bar.

Click

Add a new slide with a specific slide layout

You can add a new slide with a specific slide layout to a presentation, such as a title slide, title and
content, title only, or a blank layout. The various styles of slides in Microsoft PowerPoint allow users to
optimize their presentation based on the material they are working with.

1. Select the last slide in the presentation. Click on the last slide

45
 2. On the Home tab, in the Slides group, click
the New Slide arrow.

Click

3. Click the slide layout required. Select Click

Title and Content.

Use slide layouts

PowerPoint also allows you to insert pictures using slide layouts.

Online Pictures button

To use a slide layout to insert a picture:

1. Select the Online Pictures button in the

content placeholder.

Click
2. Type the desired keyword in the Type Internet Telephony
Bing Image Search box.

3. Select the Search icon. Click Search icon

46
 4. Select the desired picture.

Click the Second picture

5. Select the Insert button in the Insert

Online Pictures window. Click

Insert a SmartArt object

SmartArt is a creative tool available in PowerPoint 2016 which allows you to insert and edit some
advanced illustrated objects, such as organizational charts, diagrams, and flowcharts. This tool allows you to
create dynamic graphics as a visual representation of your information. Many different layouts and styles are
available to suit the needs of your presentation.

To insert a SmartArt object:

Open a new, blank presentation, if necessary. Change the layout to Blank.

1. Select the Insert tab on the

Ribbon. Click

47
 2. Select the SmartArt button.

Click

3. Select the SmartArt Graphic. Click the Hierarchy category,

Organization Chart

4. Select the OK button.

Click

Notice that the Organization chart is inserted in the slide. Click Change Colors and choose Colorful –
Accent Colors. You can change the hierarchical structure of an organization chart by following the steps listed
below:

1. Select the Design tab. Click Design

2. Select the shape that you wish to Click the middle shape at the bottom of the
change. organizational chart

3. In the Create Graphic group, use the Click Promote

options Demote, Promote or Right to
Left to change the structure.

Resize/reposition a SmartArt object

Aligning shapes/objects is a very common task. There is an array of tools to ease this process, such as
those found under the Align button on the Format Tab.

48
 Resize and align a SmartArt object.

1. Select the SmartArt object. Click on the SmartArt object

2. Drag a sizing handle to enlarge or reduce the Drag a sizing handle to reduce
object size then release the mouse button. the SmartArt object size then
release the mouse button

3. Select the SmartArt Tools Format Click the SmartArt Tools Format
contextual tab. contextual tab

4. Select the Align button.

Click

5. Select the desired alignment. Click on Align left.

To restore the shape to its original size, under SmartArt Tools, on the Design tab, in the Reset group,
click Reset Graphic.

Insert text into a SmartArt object

Sam

Mary Peter Jhon

Sales Manager

49
Enter text into a SmartArt object.

1. Select the SmartArt object. Click on the SmartArt object

2. Type in the text. Click on the first placeholder and type the text
Sam. Enter a paragraph space and write
Director

Practice the Concept: Delete the placeholder between the blue placeholder and the bottom three
placeholders by clicking the placeholder and hitting Delete. Type one of the following titles for each of the
remaining shapes; HR Manager, Sales Manager, Admin Manager.

1.2.3. Working with slides

Select multiple slides

When working on a presentation, you may wish to rearrange the layout of your slides or even move
them to a new presentation altogether. Selecting multiple slides can be a time saving method when doing
such work.

To select multiple slides:

1. Click the first slide you want to Click slide 2

select.

2. To select multiple, contiguous slides, Hold [Shift] and click slide 4

hold [Shift] and click the last slide in
the range you want to select.

3. To select multiple, non-contiguous Hold [Ctrl] and click slide 6

slides, hold [Ctrl] and click each
additional slide you want to select.

Holding down the Shift key when selecting slides allows you to select an adjacent range of slides
together, while using the Ctrl key allows you to select individual slides while keeping other slides selected.

Click in any blank area to deselect the slides.

50
Move slides

The selected slides in the slide sorter view can be easily rearranged by dragging and dropping the slides.

To move slides in the same presentation.

1. Select the slide you want to move. Click slide 3

2. Drag the slide to the desired Drag slide 3 between slides 7 and 8
location.

Click anywhere between slides to deselect the slide.

You can also use the cut feature to move slides in one presentation or between two open ones.

1. Select the slide you want to move. Click slide 3

2. In the Home tab, click the Cut Click Cut

button.

3. Click a new location to move the Click slide 7

slide to.

4. Select the Paste button. Click Paste

Duplicate slide

PowerPoint allows you to create new slides by duplicating selected slides meaning the existing slides
are duplicated in the same presentation.

To duplicate a slide:

1. Select the slide you want to Click slide 3

duplicate.

2. Select the Home tab. Click Home

51
 3. Select the bottom part of the New
Slide button in the Slides group. Click

4. Select Duplicate Selected Slides. Click Duplicate Selected Slides

Click anywhere between slides to deselect the slide.

Copy slides

Copying slides works similar to duplicating them, only it goes to the clipboard and you can insert them
anywhere in the presentation. You can also copy slides between presentations, similar to the moving steps
shown above.

To copy a slide:

1. Select the slide you want to copy. Click slide 6

2. In the Home tab, click the Copy button. Click Copy

3. Click a new location within the Select slide 7
presentation or within another open
presentation to move the slide to.

4. Select the Paste button. Click Paste

Click anywhere between slides to deselect the slide.

Hide a slide

To hide a slide:

1. Select the slide you want to hide. Click slide 3

2. Select the Slide Show tab. Click Slide Show

3. Click the Hide Slide button in the Set

Up group.

Click

52
 To unhide a slide, click the Hide Slide button again.

Delete slides

You can delete slides from your presentation, no matter where they are placed in the presentation.
To delete a slide:

1. Select the slides you want to Click slide 4

delete.

2. Press [Delete]. Press [Delete]

1.2.4. Adding special effects

Apply slide transition

Slide transitions are motion effects that occur in Slide Show view when you move from one slide to the
next during a presentation. You can easily apply transitions between slides using the Transitions tab.

1. Select the desired slide. Click slide 1

2. Select the Transitions tab. Click Transitions

3. Select the desired Transitions from the

Transition to This Slide gallery.

Click

4. To change the direction of the

transition, select the Effect Options
button.
Click

5. Select the desired transition effect. Click From Top-Right

You can also set timing and sound connected with the transition by selecting the appropriate options
in the Timing group. You can use the Apply To All option in the Timing group to apply the same transition to
all slides in your presentation.

53
 You can remove a slide transition by selecting the slide with the transition, clicking the Transitions tab
and selecting None. To remove transitions from all slides, select all slides and click None under the
Transitions tab.

Animate text and objects

You can also animate text and objects on your slides, if you want to emphasise a point or make your
presentation more dynamic.

Animate text and objects in a presentation. Display slide 6 in Normal view.

1. Select the object you want to animate. Click the money-key.jpg

2. Select the Animations tab. Click Animations

3. Select the desired animation from

the Animation gallery.
Click

4. To change the direction of the

animation, select the Effect Options
button.
Click

5. Select the desired animation effect.

Click

To remove an animation, select the animation and select None from the Animation gallery

Print a presentation

Printing a presentation is a common step for presenters who wish to give their audience a hard copy
of the slide show they are about to see, for note taking purposes or other. You can print an entire
presentation in PowerPoint, or a specific range of pages.

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Preview a presentation before printing. If necessary, display slide 1.

1. Select the File tab. Click File

2. Select Print. Click Print

3. Select the Zoom In button to zoom Click the Plus icon. Click to return to the
into the slide. default

4. Select the Next Page button in the

Preview group to move through the Click
presentation.
5. Select whether you wish to print all Select Print All Slides
slides or a specific range in the
dropdown under Settings.

6. Print the presentation. Click Print

You can also print multiple copies of the same presentation by modifying the Copies: box beside the
Print button.

Tip: Use the keyboard shortcut Ctrl + P to begin the printing process.

1.2.5. Using slide show view

Run a slide show

Slide Show View is the view used for presenting to an audience. Slide Show view can be accessed from
the Slide Show tab of the ribbon. Choose one of the following options:

● From Beginning - This will show the complete slide show in full screen.
● From Current Slide - This will start the slide show from the active slide and proceed
through the remainder of the slides.

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Keyboard Shortcuts to View the Slide Show

● Press the F5 key to view the complete slide show.

● Press Shift + F5 to view the slide show from the current slide forward.

To exit Slide Show view at any time, press the Esc key on the keyboard.

Slide Show View

To run a slide show:

1. Select the Slide Show tab. Click Slide Show

2. Select From Beginning or From Click From Beginning

Current Slide to begin the slide
show.

Navigate a slide show

Once a slide show has begun you can navigate between the slides in a variety of ways. During the slide
show, by right-clicking the slide you are on and clicking Next or Previous, you will switch between the
adjacent slides. Or, you can click See All Slides and select which slide you would like to jump to.

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 See All Slides View

Practice the Concept: Right-click in the current slide and select End Show from the Shortcut menu to
end the slide show.

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1.3. Excel Spreadsheets

Having the skills to operate and get the most from a spreadsheet application directly enhances
your ability to manage numerical data and will positively impact on your job performance. This ICDL
Spreadsheets module provides you with the tools to understand the concept of spreadsheets, and to
demonstrate an ability to use a spreadsheet to produce accurate work outputs.

1.3.1. Starting excel 2016

Microsoft Excel is a spreadsheet application developed by Microsoft for Microsoft Windows and
Mac OS X. It allows you to enter numerical values or data into the rows or columns of a worksheet, and
use these numerical entries for calculations, graphs, and statistical analysis.

Note: A worksheet is a single spreadsheet organized by columns and rows, while the workbook is
an Excel file that contains one or more worksheets.

To start Microsoft Excel 2016

1. Select the Start icon on the taskbar.

Click

2. Point to the programs list under Recently added Click scroll bar

3. Select Excel 2016.

Click
4. Click Blank workbook and a new workbook Click
opens.

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The user interface

The Microsoft Excel 2016 user interface uses ribbons and tabs just like its predecessor, Microsoft
Office 2013. The layout includes the principle functions of the application and can be customized to the
user’s needs.

Home Tab

Excel Layout

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● Name Box: Displays the currently selected sell.
● Formula Bar: Displays the number, text, or formula that is in the currently selected cell, and
allows you to edit it. It behaves just like a text box.
● Selected Cell: The selected cell has a dark border around it.
● Column: Columns run vertically (top to bottom).
● Column Label: Identifies each column with a letter. Clicking on a column label selects the
entire column.
● Row: Rows run horizontally (left to right).
● Row Label: Identifies each row with a number. Clicking on a row label selects the entire row.
● Cell: The intersection of a row and column.
● Worksheets: The worksheets contained in the workbook are displayed at the bottom-left of
the screen. Click on a worksheet to view it.
● Scroll Bars: Used to view other parts of a worksheet when the entire worksheet cannot fit on
the screen.
● View Tools: See Status Bar next

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Creating a workbook

A Microsoft Office Excel workbook is a file that contains one or

more worksheets that you can use to organize various kinds of related information. You can create
a new workbook by simply opening a blank one. You can also use templates on which to base the new
workbook, such as the default template provided with Microsoft Excel or templates you have created.
Microsoft Excel also offers templates available online, found by using the search function.

Creating a New Workbook

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To create a new blank workbook using a local template:

1. Click the File tab.

Click

2. Click New.

Click
3. Click Blank workbook.

To create a workbook using an online template:

1. Click the File tab.

2. Click New.

Click

3. Search in the Search for online Search for Trip Planner and hit Enter
templates search bar by using
keywords to find the template.
4. Select the Trip Planner template. Click Trip Planner

5. Create the template. Click Create

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1.3.2. Working with worksheets

The tab at the bottom of a worksheet displays the name of the worksheet - such as Sheet1, Sheet2,
etc. You can switch between worksheets by selecting the desired tab. You can add, rename, and move
tab positions as shown in the steps below.

Excel Sheet Tab

To work with worksheets:

Open Explore.xlsx. Notice the worksheet tabs at bottom of the Excel window.

1. Click the Expenses sheet tab.

The Expenses sheet is displayed.

You can quickly insert a new worksheet by clicking on the button . Excel labels these
worksheets using a default name, so consider renaming your worksheets to reflect what they contain.
To rename it, double-click on the existing sheet name (e.g. Sheet1) and type a new name.

You can copy and move a worksheet within a spreadsheet by right-clicking the worksheet at the
bottom of the workbook window, click Move or Copy, select the location to move the worksheet to, and
clicking OK. To copy a worksheet, simply check the Create a copy button before clicking OK, as shown
below.

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1. Select the worksheet tab at the Right-click the Sales Data tab at the bottom of the
bottom of the worksheet window. worksheet window

The menu displays.

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 2. Select Move or Copy. Click Move or Copy

3. Select the location to copy the Click (move to end)

worksheet to.

4. Select the Create a Copy Click in the Create a Copy checkbox, and click
checkbox. OK

To move a worksheet within a spreadsheet

1. Select the worksheet tab at the Right-click the Sales Data (2) tab at the bottom of
bottom of the worksheet window. the worksheet window

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 2. Select Move or Copy. Click Move or Copy

3. Select the location to move the Click Sales Data in the Before sheet: list
worksheet to and click OK.

You can also move a worksheet within a workbook by clicking a sheet tab, holding the left mouse
button, dragging the sheet to the desired location.

To rename a worksheet within a spreadsheet

1. Select the worksheet tab at the Right-click the Sales Data (2) tab at the bottom of
bottom of the worksheet window. the worksheet window

2. Select Rename. Click Rename

3. Enter the worksheet name into the Type Copy of Sales Data
highlighted worksheet tab.

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 You can quickly move to the next sheet or previous sheet in the workbook by pressing Ctrl+PgDn
or Ctrl+PgUp respectively.

1.3.3. Basic workbook skills

Using the keyboard to select cells/navigate a workbook

You can use the keyboard to select cells or a range of cells in the worksheet. This is done by clicking
into the appropriate cell and using the arrow keys on the keyboard to move left, right, up, and down in
the worksheet.

To select a rectangle area around the active cell, hold down the SHIFT key and press the arrow
keys.

Selected Cells

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Merging cells

In Excel 2016, you can merge two or more adjacent cells into one cell and display the contents of
one cell in the merged cell. A title is commonly centered over the data in the worksheet.

Open FormatCell.xlsx, and open the Sales worksheet.

To use the Merge & Center button to merge and center data:

If necessary, select the Sales sheet.

1. Select cells A1 through G1. Select cells A1:G1.

2. If necessary, select the Home tab.

3. Click the left-hand side of the Merge &

Center button in the Alignment group.

Vertical alignment

In Excel 2016, it is possible to change the horizontal and vertical alignment of cell data. Text is left-
aligned and values and dates are right-aligned by default. You can use the buttons in the Alignment

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group of the Home tab to alter the alignment. Values formatted as accounting can only display as right-
aligned, but it is possible to change alignment on all other formatting styles.

To vertically align the contents in a cell:

1. Select cells A4 through G4. Select cells A4:G4

2. If necessary, select the Home tab.

3. Click the Middle Align button in the

Alignment group.

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Unmerge cells

You can unmerge the previously merged cells of an Excel worksheet. Use the buttons in the
Alignment group of the Home tab.

To use the Merge & Center button to unmerge previously merged cells:

1. Select cell A1. Select cells A1

2. If necesssary, select the Home tab.

3. Click the arrow besides the Merge & Center button in the
Alignment group.

4. Click Unmerge Cells from the list displayed.

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 5. Click the Format button from the Cells group.

6. Select Autofit column Width to fully display the text.

1.3.4. Excel Formula

Next, we are going to examine several different ways to add the values in cells B3 through B10.

1. To let Excel knows that you are going to enter a formula, always start your formula with an
equal = sign. Click into B11 and type an = sign.
2. Now, click into cell B3. Notice how the cell name (B3) appears in B11 as if it was typed in and
also a color border is now around cell B3.

3. Next, type a + (plus) sign and then click in cell B4. Continue to type the + signs and click into
the cells, which will add the value that is in that cell, until you click into the last cell, B10. Do
not type the + sign after clicking in B10.

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 4. Check your formula for accuracy using Figure 4 on Handout 1. The formula should be:
=B3+B4+B5+B6+B7+B8+B9+B10

5. Click the check mark on the formula bar to see the result, which should be $1340.00.

Use a Function

We are going to use a different method this time to add up the values in B3 through B10. We are
going to use a function, which in Excel is basically a pre-defined formula. The function name tells Excel
what to execute. In this case, we’re going to use a function called SUM.

1. Click the Undo button on the Quick Access Toolbar. Watch what happens to cell B11. The
formula has disappeared, so we can start again.
2. Type an = sign into cell B11. This lets Excel know that you are going to use a function, just as
when you are typing a formula.
3. Next, type SUM. As you type, note that a dropdown list appears with suggestions for which
function you might like to use.

a. Clicking once will display a description of the function.

b. Double-clicking will add the function to the formula in the cell.
4. Double-click the SUM entry.

a. Note how an open parenthesis is added to the formula, which marks the beginning of
the function.
b. Also note the ScreenTip that shows the function’s
syntax. This tells you what kind of values the function
expects to receive.
5. We are going to pass a range of cells into the function.
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 a. Click into the first cell in the range, which is B3.
b. Type a colon.
c. Click into the last cell in the range, which is B10.
d. Commit the formula by clicking the check mark in the formula bar.
e. Check your formula for accuracy – it should be =SUM(B3:B10).

Use the Mouse to Express a Range of Cells

1. Clear the formula by clicking the Undo button.

2. Click into cell B11.
3. Type in =SUM, and double-click on the SUM dropdown entry.
4. Click and drag from cell B3 to B10.
5. Check your formula for accuracy – it should be =SUM(B3:B10).
6. Click the check mark on the formula bar. This will insert the end parenthesis and
commit the formula.

AutoSum

AutoSum is a two-part button in the Editing group on the Home tab. It looks like the Greek letter
Sigma. It is a shortcut to the SUM function and does not require entering an = sign in the cell first.

The button has a list arrow with other functions and can be used to perform calculations quickly
on a contiguous set of numbers. The AutoSum button will give you all the components of a sum formula
except for the range of cells.

Click in B11 and tap the Delete key. Pressing this key clears the contents of the selected cell.

1. On the Home tab in the Editing group, click the AutoSum button (not the list
arrow).

2. Note the selection of cells denoted by the “marching ants” and the formula that
has been entered into B11.

3. If the formula is correct, click the check mark on the formula bar.

Sorting Data

We’d like to organize our spreadsheet so that our Items appear in alphabetical order, with the
exception of Miscellaneous, which should appear last. To do this we can employ the Sort functionality.

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1. Select cells A3 through A11.

2. On the Home tab look in the Editing group and click Sort & Filter. Choose the A to
Z sort option.

3. A Sort Warning dialogue box appears.

a. Microsoft Excel is smart enough to realize that data exists in adjacent cells and is
asking if you want it included in your sort.
b. In this instance, neither option in the sort warning box will give us the results we
seek. Let’s try each of them.

4. Choose Continue with the current selection and click the Sort button. Note this
results in only the item names being sorted leaving the rest of the data in place.
The results show our clothing budget to be $800 and our rent only $200. This
won’t do. Click Undo.

5. Click Sort & Filter again and select Sort A-Z. Choose Expand the selection. Note
that Excel correctly identified that columns B (Budget) through E (Comments)
should be included (the amounts are correctly aligned with the items). However, it
also extended the sort vertically, including row 12 (Miscellaneous) and row 13
(Total) in the sort. This is not what we wanted either. Click Undo.

6. The lesson learned from this is that when you perform a sort, it is best to select the
specific cells you want included in the sort.

7. Select cells A3 through E11.

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 8. Click Sort and Filter and then Sort A to Z (no dialog box appears because we are
being more specific about what we want to sort).

Conditional Formatting

Formatting can be applied to specific cells you would like to draw attention to. Through the use of
conditional formatting, the formatting can be configured to change when the values in the cells change.

In our spreadsheet we’d like to draw attention, through the use of color formatting, to any item in
the Difference column that represents overspending and also to items where we have underspent. We
will use conditional formatting to highlight cells in red when our spending exceeds our budget and
highlight cells in green when our spending is less than our budget. To do this we will be applying two
conditional formatting rules to cell D3, which we will then be able to copy to the other cells.

1. The first rule will apply to the value in D3 when it represents spending which is less
than our budget.

a. Click on cell D3.

b. On the Home tab, in the Styles group, click Conditional Formatting. From the sub
menus that appear, point to Highlight Cells Rules and then click Greater Than.

c. In the Greater Than dialogue box, enter a 0 into the text box on the left.
d. Select “Green Fill with Dark Green Text” in the dropdown list on the right.

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 e. Click OK in the Greater Than dialogue box.
f. Note that cell D3 now has a green fill color because we spent less on Clothing than
we budgeted for.

2. The second rule will apply to the value in D3 when it represents spending that
exceeds our budget.

a. Make sure cell D3 is still selected.

b. On the Home tab, in the Styles group, click Conditional Formatting again. Then,
click on Highlight Cell Rules and then Less Than.
c. In the Less Than dialogue box enter a 0 in the text box on the left.
d. Select “Light Red Fill with Dark Red Text” in the dropdown list on the right (it
should already be selected).
e. Click OK in the Less Than dialogue box.
3. To apply these two rules to the rest of the cells in the Difference column use the
Fill Handle to copy this formula through cell D13.

4. Should you get unexpected results, you can view errors and manage the
conditional formatting rules.
a. Deselect the cells by clicking in an empty space.
b. Click on Conditional Formatting button, the Manage Rules.
c. Notice how the dialog is empty. Where are our rules? The dropdown list at the top
of the dialog defaults to Current Selection, which means that only the rules defined
in the selected cells are displayed.

d. Select “This Worksheet” from the dropdown list to view all the rules defined in the
worksheet.

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 e. Click Close to close the dialog.

Comments:

When we created this worksheet, we added a column with reminder information about certain of our
budgeted items. Excel offers a better way to comment on particular sections of a worksheet that will
eliminate the need for our clunky Column E.

1. Comments get inserted into cells, so the first step is to decide which cell you want
your comment to refer to. The “May 1st this goes to $825” comment refers to our
budgeted amount for Rent, which will increase during the year. The comment should
therefore be connected with cell B9.

2. Click in cell B9.

3. Click the Review tab and, in the Comments group, click on New Comment.

4. Notice how a small, yellow text box has appeared. This is where our comment will
go.

5. Also notice how the text box is populated with the word “all” (home students will
see something different).

6. Excel automatically populates all new comments with your Microsoft Office user
name (defined in the settings). By default, this user name is set to the name of your
Windows profile. So, we are seeing “all” because this is the name of the Windows
profile here in the lab.

7. Use the BackSpace key to remove the user name (optional).

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2. IT SECURITY AND DATA PROTECTION

Data security is often confused with similar terms such as data protection and data privacy. All of
these are different ways to protect an organization’s data:

● Data security means protecting your data from unauthorized access or use where it could be
leaked, deleted or corrupted. An example of data security is the use of encryption to prevent
hackers from using your data if it is compromised.
● Data protection refers to making backups or copies of data to prevent accidental deletion or loss.
An example of data protection is backing up your data, so if data is corrupted or deleted due to
a disaster or a cyberattack, it is not lost.
● Data privacy refers to concerns about how data is processed, including data sensitivity,
regulatory requirements, consent, and notifications. An example of data privacy is the use of a
separate, secure database for personally identifiable information (PII).
2.1. IT Security

Data security is the practice of protecting organizational or personal data from risk. It is common to
organize data security according to three dimensions—Confidentiality, Integrity, and Availability—in line
with the CIA Triad commonly used in information security.

2.1.1. Security Concepts

What Is Data? Data is defined as a collection of individual facts or statistics. Data can come in the form
of text, observations, figures, images, numbers, graphs, or symbols. For example, data might include
individual prices, weights, addresses, ages, names, temperatures, dates, or distances.

What Is Information?

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Information is defined as knowledge gained through study, communication, research, or instruction.
Essentially, information is the result of analyzing and interpreting pieces of data.

What is Cybercrime? Cybercrime is the activity of using computers and networks to perform illegal
activities like spreading computer viruses, online bullying, performing unauthorized electronic fund
transfers, etc. Most cybercrime hacks are committed through the internet.

What is Hacking? Hacking is identifying and exploiting weaknesses in computer systems and/or
computer networks.

2.1.1.1. Data Threats

A threat is a potential negative action or event facilitated by a vulnerability that results in an unwanted
impact to a computer system or application.

Various Security threats:

Users:- Identity Theft; Loss of Privacy; Exposure to Spam; Physical Injuries.

Hardware:- Power-related problems; theft; vandalism; and natural disasters.

Data:- Malwares; Hacking; Cybercrime; and Cyber-terrorism.

THREATS TO INFORMATION SECURITY

To make sound decisions about information security, create policies, and enforce them, management
must be informed of the various kinds of threats facing the organization, its applications, data and
information systems.

A threat is an object, person, or other entity that represents a constant danger to an asset.

● Spam:- Unsolicited commercial e-mail/Junk e-mail

● Cookie:- Small text file that a Web server put on computer
● Web Bugs:- a small gif embedded in webpage/email
● Malwares:- Malicious Software: Virus(require Some executables), Worms(Self executables),
Spyware, Trojan Horses, Botnet (Robot Network)
● Shoulder Surfing
● Hacking: Sniffing:- finding user’s password(Password Sharing, Password Guessing or Password
Capture
○ Social Engineering:- Dumpster Diving, Phishing(Email) & Vishing(Phone Calls)

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 ○ Spoofing
● DDoS:-Distributed Denial of Services.
● Cybercrime; and Cyber-terrorism.

Along with malicious damage and unauthorized access, there are many threats to data, such as:

● Floods , Fire , Earthquake, War, Force majeure (a legal term used to describe a clause which frees
parties from liability or legal obligation in the case of war, earthquakes, floods or other naturally
occurring disaster)

Backing up data onto a removable storage device and keeping it off-site is recommended practice.
Other threats to data include people. These could be: Employees, Service providers, External individuals

2.1.1.2. Value of Information

Data confidentiality involves preventing unauthorized parties, whether internal or external, from
accessing sensitive data.

Data integrity involves the prevention of unwanted modification or deletion of data. This might be the
result of an accident or disaster, or a malicious act by an attacker seeking to sabotage company
operations.

Data availability ensures that valuable data can always be accessed by those who need it, both inside
and outside the organization.

2.1.1.3. Personal Security

It is important to keep all personal data safe and secure. This means ensuring that data is stored securely
where it cannot be accessed by unauthorized users (hackers). Personal data is information relating
to you, such as:
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 ● Full name and address
● Details that can be used for security clearance (e.g. mother’s maiden name, date of birth, place
of birth)
● Bank account details
● Details of online shopping/ordering (e.g. logins, passwords, credit card details)
● Health and social security records
● Other sensitive information that could be used to identify or impersonate you.

Personal data can be used for fraudulent purposes, so it is vital that you keep it safe and secure. Hackers
can access websites and use credit card details fraudulently to buy goods.

2.1.2. Malware

Malware (malicious software) is a term that covers malicious programs such as viruses, worms and
trojan horses. They can be downloaded via e-mail attachments or files downloaded from the
Internet, and can be spread across networks.

2.1.2.1. Types
● A virus attaches itself to another program, and is spread when this host program is copied,
by users, to other computers, or when the host program is put on a network.
● A worm copies itself over a network. It does not need to be attached to another program,
and does not need user intervention to spread.
● A Trojan horse is a program that appears to be useful, but, when the program is run,
additional, malicious programs or commands are installed or run on the computer, without the
user's knowledge.

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2.1.2.2. Protection

In order to protect yourself against viruses:

● Install anti-virus software

● Regularly update your antivirus software, it is only as good as the last time you updated
● Ensure that your anti-virus software checks all removable disks and CDs before using them.
● Ensure that your anti-virus software checks all files downloaded from the Internet.
○ Do not open an email if you don't recognise who sent it
○ Never open an attachment in an unrecognized e-mail.

Web Browsing

Your computer faces different threats whenever you browse the Web, including viruses, malware, and
spyware. The good news is your web browser has a lot of built-in security features to help protect your
computer.

Some of the attitudes recommended to secure your files and data while browsing the internet are:

2.1.2.3. Social Networking:

Social networking sites like Facebook and Twitter can be a great way to connect with friends. But there
are some social networking safety tips you should always keep in mind.
● Manage your privacy settings. Learn about and use the privacy and security settings on your
social networking sites. They help you control who sees what you post and manage your online
experience in a positive way. You'll find some information about Facebook privacy settings at the
bottom of this webpage.
● Remember: once posted, always posted. Protect your reputation on social networks. What you
post online stays online. Think twice before posting pictures you wouldn't want your parents or
future employers to see. Recent research found that 70% of job recruiters rejected candidates
based on information they found online.
● Build a positive online reputation. Recent research also found that recruiters respond to a
strong, positive personal brand online. So demonstrate your mastery of the environment and
showcase your talents.
● Keep personal info personal. Be careful how much personal info you provide on social
networking sites. The more information you post, the easier it may be for someone to use that
information to steal your identity, access your data, or commit other crimes such as stalking.
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● Know what action to take. If someone is harassing or threatening you, remove them from your
friends list, block them, and report them to the site administrator.
● Use strong passwords. Make sure that your password is at least eight characters long and
consists of some combination of letters, numbers, and special characters (for example, +, @, #,
or $).
● Be cautious on social networking sites. Even links that look like they come from friends can
sometimes contain harmful software or be part of a phishing attack. If you are at all suspicious,
don't click it. Contact your friend to verify the validity of the link first.

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